.

Circulation Committee

C-Space

Aleph-16

Mission

Minutes

Reserves

Useful Links

What's New

* Circulation Committee
cir-lib@mit.edu








 MIT Libraries

Circulation Committee

C-Space

SAP PROCEDURES

Creating New Master Records in SAP

Checking for records already in SAP

For patrons with MIT ID numbers

For patrons with NO MIT ID numbers

APPENDIX

Creating New Master Records in SAP

Around the 12th of the month you will receive an email from the Library’s A/R Contact with a list of ID numbers that need to have records created for them in SAP.

1. Look the ID number up in Aleph.

2. Write down the patron’s full name, mailing address and telephone number.

3. Log into SAP: (Get Kerberos tickets)

4. From the START menu, choose Programs; SAP Frontend; Production 1; “User Menu for ‘Your name here’”

Checking for records already in SAP

(A/R has asked that we make a good faith effort to not create duplicate records in SAP)

1. Select “Role ZARM” folder

2. From the Master Records folder, choose Display

3. Click on the “Browse” icon immediately to the right of the Customer field where you would enter the ID number. You will get the following pop up:


4. In the search term field enter the patrons last followed by an asterisk (HUME*) and press enter. If you get no hits (message bottom left “No values for this selection”) try the first name followed by an asterisk (JOHN*) or the first few letters of the last name followed by an asterisk (HUM*) and press enter.
NOTE: The asterisk is important!

5. If you get a hit off either first or last name scroll down through the list and see if the patron’s name appears (fourth column from the left.) If so make note of the customer number (final column on the left) and notify the Library’s A/R Contact (John Hume jchume@mit.edu) who will take it from there.

6. Close out of the screen by clicking on the red X.

If a patron does not already have a record in SAP you are ready to create one for them.

For patrons with MIT ID numbers:

Select “Role ZARM” folder
From the Master Records folder, choose Create

Create Customer: Initial Screen
1. Account Group: MIT ID or SSN gen A/R Customer
2. Customer: MIT ID number
3. Company Code: CUR (already filled in)
4. Reference Customer: use the MIT ID of someone already in the system 900022522 Michael Finigan or 900059944 Aimee Nelson
5. Reference Company Code: CUR (already filled in)
6. ENTER

General Data: (the system automatically captures and holds all data so there is no need to save common information) Enter all information in CAPITAL letters.

Address: (Click on the “address” file folder to access)
1. Name: Full name in order (if the patron has an MIT address put the room number in the box below the name)
2. Search terms: last name <space> first name
3. Street/house number: street address (or 77 Mass Ave)
4. Postal Code: ZIP code
5. City: city
6. Country: US
7. Region: MA
8. Telephone (scroll down to Communication): phone number, either work or home

  • Click on the “SAVE” icon found in the upper left hand corner of the screen (it looks like a small floppy disk!), on the main tool bar.
  • To exit the system hit F12 (or click on the red X). To log off of the system hit SHIFT F3 (or click on the yellow arrow.)
  • You are all done!


For patrons with NO MIT ID numbers:

Select “Role ZARM” folder
From the Master Records folder, choose Create

Create Customer: Initial Screen
1. Account Group: General A/R Business Customer
2. Customer: leave blank
3. Company Code: CUR (already filled in)
4. Reference Customer: 7000000000 (nine zeros)
5. Reference Company Code: CUR (already filled in)
6. ENTER

General Data: (the system automatically captures and holds all data so there is no need to save common information) Enter all information in CAPITAL letters.

Address: (Click on the “address” file folder to access)
1. Name: Full name in order (if the patron has an MIT address put the room number in the box below the name)
2. Search terms: last name <space> first name
3. Street/house number: street address (or 77 Mass Ave)
4. Postal Code: ZIP code
5. City: city
6. Country: US
7. Region: MA
8. Telephone (scroll down to Communication): phone number, either work or home

  • Click on the “SAVE” icon found in the upper left hand corner of the screen (it looks like a small floppy disk!), on the main tool bar.
  • You will get a confirmation screen with a message in the lower left hand corner that says: “Customer 700000000 has been created for company code CUR.” Make a note of that 700000000 number. It will need to be added to the patron’s Aleph record.
  • You are now all finished in SAP.

    Open up Circulation and go into the patron’s Aleph record.

    1. Access the Global User Information screen.
    2. Click Update IDs . This will open a window entitled IDs Information.
    3. Click the Add ID button . You can now add the SAP 700000000 number to the record.
    4. Under Key Type select 02(Additional or MIT ID#) by clicking the right arrow next to the text box and then highlighting and clicking Additional from the options.
    5. In the Verification Type text box, select 00 (Normal) using the arrow to the right of the textbox.
    6. For Status select AC (active) from the choices with the right arrow .
    7. Manually enter the SAP ID # in the text box marked Key Data.
    8. Manually enter the Aleph ID # in the text box marked Verification.
    9. Then click the Save Id button . The SAP ID # will then appear in the
    list of ID’s as Type 02.
    10. You can then close the IDS Information window by clicking Close.
    This will return you to the Global User Information Tab update window. Click the Update button. You are all done!

APPENDIX:

If you have never used SAP before or recently had it reinstalled etc…and have not “held” the data below you may need to do so the first time. The system may prompt you with an error message to fill in the following information.

General Data/Payment Transactions (Click on “payment transactions” file folder to access) Common data in this folder is Bank Key and Country and may not be held automatically. To do this fill in those two items then type: <Alt-y> <r> <h> (sYstem menu, useR profile, Hold data)

1. Country: US
2. Bank Key: 000000000 (nine zeros)

The following information should be filled in automatically and should not need to be entered each time. It might be a good idea to check that the information below is correct at the beginning of your session.

Company Code Data: Click on the “company code data” box in the toolbar to access this information.

Account Management: (click on file folder)
1. Reconciliation account: 101200
2. Auth: MIT

Payment Transactions: (click on file folder)
1. Payment terms: ZB38
2. Payment method: C

Correspondence accounting: (click on file folder)
1. Dunning procedure: 0001
2. Bank statement: 2 (right side of the 2nd section)

  • Try saving again by clicking on the “SAVE” icon found in the upper left hand corner of the screen (it looks like a small floppy disk!), on the main tool bar.


  • To exit the system hit F12 (or click on the red X). To log off of the system hit SHIFT F3 (or click on the yellow arrow.)

 

page maintained by cir-lib@mit.edu
last updated 15-Jul-2005