This help sheet is design to provide answers to common questions.
Click on any of the questions below to be taken to the answer.
Password / Username Issues
My password is not working / I have forgotten my password
I have forgotten my username
‘User authentication failed’ is appearing when I try to log in
Error Messages / Technical Issues
I’m clicking on the form link but nothing is happening
It says ‘Web dynapro’ is not supported or I am getting an error message when I try to log in
I can’t log in or open a form, I am getting a ‘Server Error’ message
Can I access e-Forms with my version of Adobe reader?
When I log-in to ‘SAP for Schools’ the screen is blank
I am getting a message saying ‘Portal runtime error’
Rejected Forms
How do I access my rejected form?
How do I amend a rejected form?
I can’t make any changes to a rejected form
Form Status & History
What status is my form at / how can I tell whether the head has approved the form yet?
I can’t see any forms in my history
Can I sort the forms in my history?
Form Issues
I have sent my form but the wheel keeps spinning
I can’t see any coloured boxes on my form
I can’t see part of the form / I am having difficulty scrolling up and down the form
My form is saying it is locked and I can’t get into it
I have added lines but they are not appearing on the form
My toolbar has disappeared and I can’t see the print button
Form Approver Queries
Can I see the forms I have approved?
I can’t see any forms waiting to be approved
Do I get anything to tell me when forms are waiting approval?
How does the chair of Governors authorise a claim for the head teacher?
How can I reject a form?
I have approved the forms but they are still showing in my mailbox
I am worried I have approved the same claim twice
Other
Can I access the e-Forms system from home?
Password / Username Issues
My password is not working / I have forgotten my password
If you have set up your security question you can reset your password yourself, please follow the instructions below:
1. On the logon page click the ‘Forgotten your password’ link
2. Enter your logon ID (username) and e-mail address (this email address must match the e-mail address held against your login for SAP) and click ‘Submit’
3. Type the answer to your security question (this is not case sensitive) and click ‘Submit’
4. A new screen will appear confirming that an email has been sent to your account with a new password
5. You will receive an email with your temporary password, follow either of the below instructions:
a. Make a note of the password and carefully retype into SAP (as point 7 below) or
b. Use your mouse to click and drag so you can easily select the password without any spaces after it, then copy and paste into SAP (as point 7 below)
If you accidently highlight any blank spaces when copying the password it will not work.
6. Open the main login screen again and type in your user name and the new temporary password
7. In the new screen enter your temporary password into the ‘Old Password’ box and choose and confirm a new password
8. Click the ‘Change’ button
If you have not set up your security question, please call your BSC Administrator who will be able to request a password change for you. When you have successfully logged in again please set up a security question by following the steps below:-
1) In SAP click the ‘Change Password’ option then click ‘Modify’
2) Select a security question from the dropdown box and type your answer in the box provided.
3) Click the ‘Save’ button
I have forgotten my username.
Please refer to your original email from us, confirming your username or contact your BSC Administrator who will be able to help you. Make a note of the username for next time.
‘User authentication failed’ is appearing when I try to log in.
This means you are trying to use the wrong password or username, please follow the process above to reset your password or find the correct username.
Error Messages / Technical Issues
I’m clicking on the form link but nothing is happening
Check the top of the screen as you might have a pop up blocker active (this may say the content is not allowed). Click ‘always allow content from this site’.
It says ‘Web dynapro’ is not supported or I am getting an error message when I try to log in
This means the form may not be compatible with your web browser. Follow the below steps to resolve this issue:
1. Open Internet Explorer
2. Click on ‘Tools’ and select ‘Compatibility View Settings’
3. In the ‘Add this website’ field add ‘gloucestershire.gov.uk’ and click the ‘Add’ button. This will add the website to the list which will be displayed in Compatibility View.
Alternatively, click the compatibility button next to the web address bar (this looks like a piece of ripped paper). This is the easiest way to resolve the problem as when you have clicked it once the webpage will remember.
I can’t log in or open a form, I am getting a ‘Server Error’ message
If you are getting the error message shown on the right, follow the steps below to resolve the issue:
1. Open Adobe from ‘Programs’ in the ‘Start’ menu
2. Click ‘Edit’ and select ‘Preferences’
3. Select ‘Internet’ from the left menu
4. Tick ‘Display PDF in browser’ and click ok
Can I access e-Forms with my version of Adobe Reader?
Please ensure you are using version 8.1.3 or higher (except 10.0). For further details please use your ‘Getting Started with e-Forms’ help sheet which was emailed with your login. A copy of this help sheet can also be found on the BSS e-Forms page.
When I log-in to SAP for Schools the screen is blank
Click on the ‘Expand Tray’ icon located on the far right hand side (shown below).
You may need to click on the ‘SAP’ tab and then back on the ‘SAP for Schools’ tab.
Expand tray icon
I am getting a message saying ‘Portal runtime error’
This means the website address saved to your favourites has become corrupted.
1. Delete the current link from your favourites
2. Save the below new link to your favourites: https://sap.gloucestershire.gov.uk:50101/irj/portal
Rejected Forms
How do I access my rejected form?
1. Check you are in your SAP inbox (click on the ‘SAP’ tab and ‘Inbox’)
2. Refresh your mailbox by clicking on the icon on the right hand side next to the ‘show filters’ and ‘hide preview’ links and then click refresh.
3. Wait for the screen to load and you should see your rejected form. If you still can’t find the form please contact your BSC Administrator.
How do I amend a rejected form?
1. In your SAP inbox click on the link for the rejected form
2. The form will open and you can amend the data as appropriate
3. Once you have amended the form select ‘Submit’ from the action dropdown at the bottom of the form.
I can’t make any changes to a rejected form.
1. Check you have accessed the form from your inbox and not your history (click on the ‘SAP’ tab and ‘inbox’)
2. You should be able to see the rejected form in your inbox
3. Click on the rejected form and amend the necessary fields
Form Status & History
What status is my form at / how can I tell whether the head has approved the form yet?
Use your history to find out what status your form is at. Find it under the ‘SAP for Schools’ tab and ‘General History’ (remember to click the yellow ‘Show History’ button). Please see below for a guide to form statuses:
Draft – Form has been saved by the inputter
Submitted – Form has been sent to the approver for approval
Rejected – Form has been sent back by the approver and is with the inputter to amend
Approved – Form has been approved and is waiting to post into the system
BSC Team – Form is with the BSC team
Posted – The form’s data is now in SAP
Cancelled – Form has been deleted by the inputter
I can’t see any forms in my history
Make sure you have clicked on the yellow ‘Show History’ button. All forms should then appear.
Can I sort the forms in my history?
Yes, sort the forms in your history by clicking on the small arrows to the right of each column. Keep clicking them until you have the required sorted order.
Form Issues
I have sent my form but the wheel keeps spinning
This usually means you have been in the form for too long. If you have been in the form for more than 25 minutes without saving it is likely the form has ‘timed out’.
You will have to close the form and start again. Before doing so, make you sure you print, save or take a note of the data you have to re-enter, as this makes it easier. To print or save, click on the required button on the toolbar at the top of the form (press F8 if the toolbar is missing).
It is good practice to remember to save to draft every 25 minutes to prevent this happening.
I can’t see any coloured boxes on my form
This is an Adobe issue.
1. Open Adobe by clicking ‘Programs’ in the ‘Start’ menu.
2. Click ‘Edit’ and select ‘Preferences’ from the menu
3. Select ‘Forms’ from the left menu
4. Tick the ‘Show border hover colour for fields’ box
I can’t see part of the form / I am having difficulty scrolling up and down the form
The best way to view SAP e-Forms is on a single continuous page view. To set up the continuous page view follow the below steps:
1. Enter Adobe Reader from ‘Programs’ in the ‘Start’ menu
2. Click ‘Edit’ and select ‘Preferences’ from the menu
3. Select ‘Page Layout’ or ‘Page Display’ from the left menu
4. In the ‘Page Layout’ drop down menu select ‘Single Page Continuous’
Or, when you are in a form, you can also click on the continuous page view icon (circled below) on the toolbar at the top of the form (press F8 if your toolbar is not visible)
Also, remember the easiest way to scroll up and down the form is to click on the form and then use the scroller on the mouse or the arrow keys.
My form is saying it is locked and I can’t get into it
Please contact your BSC Administrator who will be able to help. Make sure you have the following details to hand before calling; form ID, form type and what stage the form is at (e.g. submitted, rejected or approved).
I have added lines but they are not appearing on the form
Check you have scrolled down the page correctly. Click here for details.
My toolbar has disappeared and I can’t see the print button
Press F8 – this will bring the toolbar back.
Form Approver Queries
Can I see the forms I have approved?
No, but the inputter can access all forms they have submitted to you and print or email copies.
I can’t see any forms waiting to be approved
You may need to refresh your mailbox. Please follow the below steps:
1. Whilst in your SAP inbox click on the icon next to the ‘Show Filters’ and ‘Hide Preview’ links on the right of the screen.
2. This should activate a drop down menu with the option to ‘Refresh’
3. If you select ‘Refresh’ you will see the spinning wheel and after this your inbox should be refreshed showing the latest forms submitted for approval.
Do I get anything to tell me when forms are waiting approval?
All forms include a tick box so your administrator can request an email to be sent, notifying you that a form is awaiting approval.
How does the chair of Governors authorise a claim for the head teacher?
The Chair of Governors will receive an email with details of the claim informing them that they should contact the BSC should they have any questions or concerns. The Chair of Governors does not need to log into the e-Forms systems.
How can I reject a form?
1. Open the form you wish to reject by clicking on the link in your mailbox
2. Add a comment to explain why you are rejecting the form
3. Select ‘Reject’ from the dropdown and click ‘Confirm’
I have approved the forms but they are still showing in my mailbox
You may need to refresh your mailbox, please click here for instructions.
I am worried I have approved the same claim twice
Contact your BSC Administrator with the form ID number.
Other
Can I access the e-Forms system from home?
No. The system is hosted by a secure network (the South West Grid for Learning), so it is not possible to access the system from home.
We have created a set of FAQ’s for each individual form; if you have any form specific queries please use these. All FAQ’s and further help sheets can be found on our BSS e-Form pages.
If you have any other queries please contact your BSC Administrator.
BSC contact list
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