Creating and Maintaining User Master Records 


The existence of a user master record is a prerequisite for logging on to the SAP System. The user master record determines which role is assigned to the user, i.e. which activities are in the user menu and which authorizations the user has.


User master records are client-specific. You therefore need to maintain individual user master records for each client in your SAP System. If you use the Central User Administration, you should create and maintain the users in the central system. See Central User Administration.


You need authorizations to create or maintain user master records:

See Organizing User and Authorization Maintenance.


Functions for maintaining user master records are in the menu path: Tools ® Administration ® User Maintenance ® User.

The system administrator can use the User maintenance functions.

The system administrator or the user can Maintain user values and options.


Compare user master records

The Effect of User Master Record changes


To create and maintain user master records:

  1. Choose Tools ® Administration ® User maintenance ® Users. You go to the User maintenance: Initial screen.
  2. Enter an existing user name and choose or enter a new user name and choose .
  3. You can assign an alias to a user when you create it. This gives you 40 characters for user names which can be longer and more meaningful. The user can be identified by either the (12-character) user name or the (40-character) alias.

    To create a user with aliases, enter them in the Logon data tab.

    The alias is also used for internet transactions. When users logon in the internet via the Internet Transaction Server, they use the source system user name. The alias and password must be entered for identification in internet transactions (e.g. for ordering articles). If the user has forgotten his or her alias, he or she can create a new account. A new user and alias are created in the SAP System. The 12-character user name is generated using a specified algorithm.

    The Alias field in the initial user maintenance screen is mainly for finding internet users whose internal technical user name is not known.

  4. Enter user personnel data in the Address tab. The Last name field must be filled.

There is a set of tabs for user data categories: Address, Logon data, Constants, Parameters, Roles, Profiles, Groups and Personalization.

If you are using the SNC interface or central user administration, the system displays the additional corresponding tab.

The Constants and Parameters tabs contain optional fields.

Users can change this data and their address information by choosing System ® User profile ® Own data (see Maintaining User Defaults and Options).

The tabs Address, Logon data, Roles and Profiles contain fields that you must fill in.

The application toolbar contains the following pushbuttons:

Measurement data

You can enter measurement data. See the SAP System Measurement Guide - Individual Installation brochure. This describes the measurement program enabling you to determine the total number of R/3 users and HR master records that have been set up.


You can assign business object types to a user in a table. An object type is a description of data (objects) used in the system, created at definition time in the Business Object Builder. Object types include:

  • Documents (invoices, purchase requisition, applications, etc.)
  • Master data (customer, material, vendor, etc.)
  • Transaction data (order, quotation, etc.)

An object is any kind of set of information which can be addressed uniquely with an identifying key.

The possible entries help for the Object type field lists all object types.

See also:

Maintaining Logon Data

Assigning roles

Assigning Profiles

Assigning user groups