Technical FAQ's

1. How do I receive UC Flex training?

2. What is SAP GUI?

3. What are the desktop prerequisites to run SAP GUI for Windows and JAVA GUI for MAC?

4. How can I acquire the SAP GUI for Windows and JAVA GUI for MAC?

5. How do I install the SAP GUI for Windows?

6. How do I install the SAP GUI for MAC?

7. Can I use my local printer to print a financial report?

8. Can I print customized forms on my local printer?

9. What UC Flex customized forms might I print on my UC Flex system printer?

10. What do I need to do to request that a printer be defined in UC Flex?

11. How do I know if my Printer is compatible with UC Flex?

12. How do I set a Default Printer in UC Flex?

13. What do I do if I Forget My UC Flex Password?

14. Can I use a MAC for Budget Formulation or (BPS)?

15. Which Web Browsers are supported by BW BEx Web?

16. What is the UC Flex Web Portal?

17. What should I do if I receive the message, "you are not authorized to use transaction xxxx"?

18. Can I access UC Flex from home or outside the University?

19. I just received my formal UC Flex assigned training, where can I go to practice what I learned?

20. Are there any know deficiencies with using SAPGUI Java on a MAC?

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1. How Do I receive UC Flex training?

All users must complete the UC Flex Overview of SAP Course and the SAP Navigation Course. If you have not yet taken the required SAP Overview course, there are openings in all current offerings on the UC Flex Training Web site at https://secure-server.uc.edu/ucflex/trainingopp/ . It is critical that you attend this course since the Overview course is a prerequisite for any further UC Flex training. Completing your individual training plan is required before system access is authorized.

If you were expecting to receive an individual training plan and have not, please ask your BA, Supervisor or send an email to UCFlex@UC.Edu.

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2. What is SAP GUI?

SAP Graphical User Interface. A set of programs that run on your PC that provides the Graphical User Interface for using UC Flex systems like R/3 Core Financials and Business Warehouse.

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3. What are the desktop prerequisites to run the SAP GUI for Windows and JAVA GUI for MAC?

Windows:

• CPU: Pentium III or equivalent 300 MHz or higher

• Memory: 128 MB or higher

• Monitor: 17" recommended

• Resolution: 1024x768 / 32,000 colors

MACintosh:

• CPU: G3 or higher

• Memory: 128 MB or higher

• Monitor: 17" recommended

• Resolution: 1024x768

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4. How can I acquire SAP GUI for Windows and SAP GUI for MAC?

SAP GUI for Windows is available for download at http://www.uc.edu/ucit/ware/software.html

JAVA GUI for the MAC is available by contacting the Help Desk at 556-HELP.

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5. How do I install the SAP GUI for Windows?

Before beginning the install process, please ensure that you have the required security access to install software on your computer. If you don't have the appropriate access or you're not sure please contact your IT-Coordinator or call the Help Desk (556-HELP) for assistance.

STEP 1 - Go to the the UCit software download page. Scroll down the page to "UC Flex" and choose one of the SAP GUI files listed for your computer's operating system. (These instructions use x's to represent the appropriate complete name for the file you need to download. At this writing there are two for each operating system that correspond to the appropriate SAP interface (GUI) that you need to do your job.)

STEP 2 - Click the button.

STEP 3 - Save on the Desktop by selecting "Desktop" on the left bar and clicking the button. Click "Close" once the "download complete" message appears.

STEP 4 - Go to your Desktop and click "sapguixxx.bat", the file that you just downloaded.

STEP 4 - Continued - The following dialog box will appear:

STEP 5 - Click "Run" and you will see the following screens:
(Note: The first window might not appear.)

STEP 6 - After the files are copied both open windows will automatically close. The SAP Shortcut Icon will appear on your Desktop. It may take a few minutes for this to complete.

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6. How do I install the SAP Java GUI for the MAC?

Please contact the UCit Help Desk (556-4357) or Helpdesk@ucmail.uc.edu to request the SAP Java GUI client and assistance with installing the product.

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7. Can I use my local printer to print a financial report?

Yes. UC Flex's SAP GUI for Windows integrates well with Microsoft's Windows and Office systems, the end user can easily submit simple print jobs to a local or shared network printer. In addition, larger, report-type output can be exported into Microsoft's Excel, where the user can easily edit it and print to a default Windows printer.

Printing UC Flex customized forms that required specialized development requires a system defined printer.

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No. Because customized forms require the use of SAP's form design tool SAPscripts, all customized forms are required to print from a defined UC Flex system printer.

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9. What UC Flex customized forms might I print on my UC Flex system printer?

Some of the forms listed may not apply to your department.

• Sundry Gift/Non Gift Deposits
• Term Contract Releases
• Term Contract Change
• Customer Invoice and Credit
• Internal Billing Forms
• Goods Receipts (Receiver)
• Funds Reservations Forms

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10. What do I need to do to request that a printer be defined in UC Flex?

There are two prerequisites before a printer can be added as UC Flex system printer. First, the printer must be a connected to UCNET with an assigned UCNET IP address. Second, the printer must be compatible with PCL5 format. Once these prerequisites are met, contact the Help Desk (556-HELP) requesting that a printer be added as a system printer in UC Flex. The Help Desk will need the following information to process the request: make and model of printer, assigned IP address, department, building and room.

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11. How do I know if my Printer is compatible with UC Flex?

If the printer supports PCL5 format it is compatible with UC Flex.

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12. How Do I set a Default Printer?

This procedure shows you how to set up a default SAP network printer. Users that have access to more than one printer may override their default printer settings when printing by simply entering in another available printer number.

• Log onto SAP R/3 Enterprise. If the User Menu is not open, click on the User Menu Button.

• Enter transaction /NSU3 in the menu dialog box:

• On the "Maintain User Profile" screen, click on the Defaults tab, then in the Spool Control section enter an asterisk in the Output Device area.

• Press the F4 key to open the "Spool Output Device" dialog box:

• Press "Enter" and a new window will open with a list of printers you are allowed to use (printer access is based on departmental assignments). Select which one you want as your default printer by double-clicking. To print to your Windows default printer select output device "locl."

• After returning to the "Defaults" screen click the "Save" icon at the top of the screen to save the new setting.

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13. What do I do if I forget my UC Flex Password?

If a user forgets his/her password, he/she must call the UCIT Helpdesk at 556-4357 or Helpdesk@ucmail.uc.edu. Only the owner of the account can call the Help Desk to request a password reset.

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14. Can I use a MAC for Budget Formulation or (BPS)?

No. BEx components such as Web Application Designer & BEx Analyzer only support Microsoft Office on a Microsoft Windows platform and not MS Office for the MAC.

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15. Which Web Browsers are supported by BW BEx Web?

Generally every web browser is supported but available functionalities may differ depending on the browser type and release. UC Flex recommends using Internet Explorer 5.0 or higher.

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16. What is the UC Flex Web Portal?

The UC Flex Web portal is an internal secured web site that will provide a starting point for all UC Flex users.

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17. What should I do if I receive the message, "you are not authorized to use transaction xxxx"?

In UC Flex, access to all system functionality is controlled through a complex array of authorization objects. Each authorization object controls access to from one to as many as ten different fields (data elements). For example, the task of paying a vendor invoice requires 10 different authorization objects.

Security in the system is usually set up to allow either display access or update access. Occasionally users may find that they lack the necessary authorizations to perform a certain function in the system, in which case the message: "You are not authorized..." will be displayed at the bottom of the screen.

If you encounter this message, you should inform the UCit's Help Desk (556-HELP) so the issue may be researched, but the first step you need to take is to display the authorization object that is being checked. You can do this a few ways.

Method one: click System > Utilities > Display Authorization Check.

Method two: in the entry box at the upper left, enter /nSU53 and press Enter.

The message example above is what the Security Administrator needs to determine the access that is required (or whether this access should be granted).

You can cut & past this screen into MS Word and email the attachment to the Helpdesk@ucmail.uc.edu, along with a brief description of the problem. The Help Desk will log the problem and forward to the Security Team for review.

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18. Can I access UC Flex from home or outside the University's network?

Yes. Using the University's Virtual Private Network (VPN) provides a secure "private" connection between external networks and the University's internal network (UCnet), to allow authorized users of UC Flex to access private data or restricted services from off campus, home or when traveling. The VPN client is software that must be installed on an individual's computer to allow the remote computer to connect to the University VPN and be authorized to access UC Flex. The VPN client software is available for download. However, you will need a UC Remote Access (UCRA) account and password to access the VPN web page. If you do not have an UCRA account you can contact the Help Desk (556-HELP) for immediate assistance.

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19. I just received my formal UC Flex assigned training, where can I go to practice what I learned?

You can sign on to UC Flex's training web portal http://www.ucflex.uc.edu/training when you want to practice SAP transactions in the training sandbox. Instructions on how to sign on are passed out during your UC Flex training class. If you're having difficulties accessing the training portal you can contact the Help Desk at 556-HELP.

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20. Are there any known deficiencies with using SAPGUI Java on a MAC?

The JAVA presentation for the MAC desktop has two significant deficiencies. First, this presentation does not offer a local print function so the printer must be a network printer and properly defined in SAP. Secondly, there is not integration to an office suite of products like Microsoft Office.

We have researched these issues with SAP and Apple, who also uses the SAP product suite to support their business, with no solution identified.

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