WHAT IS THE SAP GUI?

Most of the common functions of myNKU can be performed on the web within the portal environment. However, some functions in Finance and Human Resource are based on transaction codes and require the full SAP software called SAP GUI (Graphical User Interface, often pronounced "gooey" for short). On Windows computers, this software must be pre-installed on the local machine before launching it. On Macs, the software is Java-based and installs automatically on the first launch. On either platform, the SAP GUI is launched through the myNKU portal from the SAP GUI tab.

 

How do I get access?
If you need to use the GUI but do not have the SAP GUI tab in the myNKU portal, your supervisor can submit a request for access to this tab.  The request should include the functions and/or cost centers to which you will need access.

 

How do I install the SAP GUI software on my computer?
SAP GUI software is already installed on most Windows computers on campus and, as noted above, installs automatically on Macs. When logged into myNKU, click the SAP GUI tab, and the "SAP Production System" link to log in.  If you encounter a dialog box asking to Allow/Deny access, please see the GUI Security Instructions to make the appropriate adjustment to bypass it in the future. If the GUI does not open when you click the link, contact the IT Service Center for assistance.

 

SAP GUI 7.40 Update
On the evening of Tuesday, June 16, 2015, the newest version of the SAP GUI was deployed campus-wide as an automatic update. This is not a major change to the myNKU system, only the interface used to access it. The new GUI version does have some differences in appearance, which are detailed in this document.

 

How can I use the SAP GUI from my home computer?
If you need to use SAP GUI from home, please contact the IT Service Center for assistance with using VPN and remote desktop to access your campus computer.  The SAP GUI cannot be installed on an employee's personal computer.

 

What functions can be used throughout the GUI?
Some functions are useful across multiple GUI tasks, whether FI or HR.  See the shortcuts below for some examples.

+ Export Data to MS Excel: Instructions

 

 

FINANCIAL (FI) FUNCTIONS IN THE SAP GUI
The following FI processes are accomplished using one or more transaction codes.  If Business Warehouse (BW) reports are also used in conjunction with a process, links to information and instructions about those reports are also provided.


 Account Reporting - University Accounts

Account Reporting - NKU Foundation Accounts

Overview Instructions  Checklist  FAQs

+ Index of Fund Centers (S_KI4_38000038):  Instructions  Video Tutorial
+ Trial Balance Report (ZFTB):  Instructions  Video Tutorial

 

Account Reporting - Grants Management
 

Grants Management Reporting Interface
Most commonly used grants management reports are now collected in this easy-to-use application through the Business Warehouse in a series of tabs and views. If you are not already logged into myNKU, the link below will prompt you to do so.

+ Click to access the Grants Management Reporting Application
+ Grants Management Reporting Application: Instructions

Overview Instructions  Checklist  FAQs

+ Grant Budget Consumption Report (ZGBC):  Instructions
+ Grant Project Consumption Report (ZGPC):  Instructions
+ Grants Management Labor Distribution (BW)
+ Grants Management PBC Payments (BW)
+ Grants Management Recipients of Financial Aid (BW)
+ Grants Management Travel Management Report (BW)
+ Grants Management Travel Reimbursements Report (BW)
+ Grant Transaction List by Month (BW)
+ Grant Transaction List by Month - Manual Payroll Entries (BW)

 


Asset Management (Inventory)

Budget Transfer (ZFMBBT)

Overview Instructions  Checklist  FAQs

+ Create Budget Transfer:  Instructions  Video Tutorial
+ Add Electronic Attachments to Budget Transfer: Instructions Video Tutorial
+ Workflow Overview for Budget Transfer:  Instructions  Video Tutorial
+ Approve Budget Transfer (SAP GUI):  Instructions
+ Send Back to Initiator:  Instructions
+ Write Rejection Reason for Budget Transfer:  Instructions
+ View Rejection Reason for Budget Transfer:  Instructions

 

Cost Center Reconciliation

Overview Instructions  Checklist  FAQs  Training Presentation

+ University Policies: Reconciliation Training
+ General Ledger (G/L) Accounts
+ FI Transaction List by Month BW Report: Instructions
+ Labor Distribution BW Report:  Instructions
+ Travel Reimbursements BW Report:  Instructions
+ Travel Management BW Report:  Instructions
+ Display Purchasing Documents (ZME2K):  Instructions  Video Tutorial

 

Parked Vendor Invoice (FV60)

Overview Instructions  Checklist  FAQs

+ Create New Parked Vendor Invoice:  Instructions  Video Tutorial
+ Add Electronic Attachments:  Instructions  Video Tutorial
+ Change Parked Vendor Invoice:  Instructions  Video Tutorial
+ Approve Parked Vendor Invoice (GUI):  Instructions

 

Purchase Requisition (ME51)

Overview Instructions  Checklist  FAQs

**October 2014 Purchase Requisition Changes: Review What's New

+ Personal Settings: Instructions  Video Tutorial
+ Create New Purchase Requisition (ME51N):  Instructions  Video Tutorial
+ Display Vendor (MK03):  Instructions  Video Tutorial
+ Copy Line Item: Instructions  Video Tutorial
+ Delete Line Item:  Instructions  Video Tutorial
+ Delete Requisition:  Instructions  Video Tutorial
+ Document Overview:  Instructions  Video Tutorial
+ Add Electronic Attachments:  Instructions  Video Tutorial
+ Approve Purchase Requisition (GUI):  Instructions
+ Correct or Delete Rejected Requisition:  Instructions
+ Display/Change Purchase Requisition:  Instructions  Video Tutorial
+ Create New Purchase Requisition from Template (Shopping Cart):
   Instructions  Video Tutorial
+ Create Goods Receipt (MIGO_GR):  Instructions  Video Tutorial
+ Display Purchasing Documents (ZME2K):  Instructions  Video Tutorial

 

Travel

As of Monday, April 22, 2013, travel functionality has moved to the Employee Self-Service tab in the myNKU Portal.  Please see reference materials on the page related to ESS tab functions.

 

HUMAN CAPITAL MANAGEMENT (HR) FUNCTIONS IN THE SAP GUI
The following HCM processes are accomplished using one or more transactions in the GUI.  Links below lead to reference resources for each of the transactions listed.

PAR Listing Report

+ PAR Listing Report (ZHPA_PARS): Instructions

Time Administration

Overview Instructions  Checklist

+ Biweekly Employee Time Entry (CAT2):  Instructions  Video Tutorial
+ Monthly Employee Absence Entry (CAT2):  Instructions  Video Tutorial
+ Display Missing Time (ZCATC): Instructions
+ Display Monthly Certifications (ZMONTHLY_CERT): Instructions
+ Display Absence Quota Information (PT_QTA10):  Instructions
+ Display Working Times Detail (CAT3):  Instructions
+ Display Working Times Summary (CATS_DA):  Instructions

 

Print Faculty Appointment Forms and Staff Salary Notification Letters

+ Faculty Appointment Forms and Staff Salary Letters:  Instructions