SAP R/3 Release 4.6: Reporting: Text-only Version

SAP R/3 Release 4.6: Reporting


Unit 1. Reports and Lists



In this course, you will learn how to navigate within and use the SAP R/3 system. Each application has specific features that are tailored to the needs of your company. We will highlight some of the common features found in SAP.
In this unit, you will learn to define an SAP report and a list. You will also learn that lists are generated from reports and that lists can be displayed in many ways.
You will learn the steps to take when generating a report, as well as how a report tree is displayed and what it contains.
And finally, you will learn what type of reporting tools are available for use and their importance when building custom reports.

After completing this unit, you should be able to:


*Retrieve Information
An important part of any business operation is retrieving information that is used to make decisions.
When working in the R/3 system, you will need to extract and analyze information.

*Gather and Present
When most people think of reporting, they might think of two separate processes, gathering the data and presenting the data.

*What Is a Report?
In the R/3 system, a report is a program that allows users to gather specific data from the SAP database.

*Extract and Manipulate
You can use reports to extract and manipulate information in R/3.
This includes information that either you or someone else has entered.

*Search the Library
The R/3 system includes a library of over 3,000 predefined reports. Customized reports can also be added to this library to meet the specific needs of your company.

Topic 1.1: Running a Report

Call the Report
No matter which kind of report you use, there are three basic steps in running a report. First, you call the report by double-clicking on the item.

Enter the Criteria
Then you enter the selection criteria.

Execute the Report
Finally, you choose the  Execute button to execute the report. We will look closely at these steps in a later unit.

Display or Analyze
Some reports will display information only, and others may allow users to analyze the data using functions such as sorting and modifying the graphical display. You can modify the display of the data, but not the data itself.









Topic 1.2: Using a Report List

What Is a List?
Running a report generates a list. A list presents the data that matches the search criteria. It is the visible end result that displays when you have extracted and manipulated data.

A List Shows the Data
For example, you can pull only the Material Group Purchasing Documents for a specific day. The report excludes all other purchasing documents or days. Therefore, the list displays only this specific data in the output type you have selected.

*Types of Lists
Depending on the information needs of a user, the report output (lists) may be
        Displayed online
        Printed
        Sent by e-mail
        Exported to a file format





Topic 1.3: Reporting Tools

*Types of Tools
There are many reporting tools in SAP.
Some of them include ABAP List Processing, ABAP Query Reporting, Ad Hoc Query Reporting (HR Module only), Structural Graphics Reporting (HR Module only), and Executive Information System.
We will be looking at the simplest way to find the information that you need called a report tree.

What Is a Report Tree?
A report tree is a hierarchical structure that contains standard SAP reports, as well as your company's custom reports. It can also contain lists generated by reports.

Create Custom Reports
All of these reporting tools can be used to create custom reports, and might be found in your company's report tree. Later in this course, you will learn to use selection criteria and variants to customize your reports. Talk with your system administrator if you think you might need to use these tools to tailor your reports further.






* Exercise 1
Try finding the R/3 system report tree and displaying the reports and lists that are available.
Note: Before beginning this exercise, consult with your manager as to whether you can begin a practice session in SAP.


Examine the following table
Step Action
1 Navigate to your company's report tree in SAP. Note its structure and arrangement.
2 Look at some of the types of reports, both standard and custom, that are available in the system.
3 Look at some of the lists that have been generated in relation to a specific report.


Topic 1.4: Unit 1 Summary

In this unit, you learned that a report is a program that generates a list and that many variations can be built around the basic reporting functions.
You also learned that you run a report by first calling the report and then entering the report criteria. When these steps are done, you can then execute the report. After the report is run, a list is created.
Finally, you learned that there are a variety of tools available to you for building custom reports. The report tree is one of these tools and it can contain both reports and lists.

Unit 2. Creating a Pre-Configured Report



In this unit, you will learn how to create a pre-configured report and how to enter single, multiple, and ranges of values in report input fields.
You will also learn how to execute a report and troubleshoot error messages that can occur with invalid field entries and searches that are too large for the database.
You will learn how to display additional information about a report list item and use hotspots to navigate to additional pages in a report.

After completing this unit, you should be able to:
  • Create a pre-configured report
  • Enter single, multiple, and ranges of input field values
  • Execute a new report
  • Expand a report list item to display additional information
  • Use hotspots in a report list
  • Troubleshoot data error messages


Topic 2.1: Using Reports

*Display or Analyze
If you want to display or analyze information from the SAP database, you can execute a report.

*Look on the Menu
The reports that are used most frequently are listed in the SAP menu.
You may also have pre-configured reports in your User Menu.

Navigate to the Report
First, in the SAP Menu, let's navigate to and then run a report. For example, let's say you want to create a List of Vendors. Once you have located the report, double-click the report to call it from the database.





Topic 2.2: Entering Input Field Values

*Enter the Selection Criteria
After calling the report from the database, you need to enter the selection criteria. Selection criteria define the type and amount of information that the report will process. Only information matching the limits you enter will be processed by the report.

*Be Precise
Be as precise as you can when entering selection criteria.
Doing so produces shorter lists that can be processed more quickly by the system.

*Enter the Values
Enter selection criteria by entering values into the input fields. You can further qualify individual criteria by choosing the Selection options button.

*Specify Your Data
This allows you to specify data to appear on the list that is greater than or less than a specific value.  
You can also choose to exclude data that meets a specific criterion.

*Enter the Range
To enter a range of values, enter the low value into the first input field, and then enter the high value into the second input field.

*Use the Arrow Button
You can also enter multiple values or ranges of values for a selection criterion by choosing the Multiple Selections button.

*The Display Screen Opens
This opens a multiple display screen where multiple values or ranges can be entered.

*The Values Are Entered
So, for this report, you have entered the Vendor range and the purchase organization.



Topic 2.3: Executing a Report

*Execute the Report
Now let's execute the report by choosing the  Execute button.

A Displayed List
The list is displayed. You will learn how to print and save lists in another unit.

You will need to recheck your selection criteria if you receive the error message "No data exists".
Now let's look at some of the features you can find in the list you have generated.

Double- For example, you can double-click a list entry to open that entry, or, in some cases, you click a hyperlink and jump to a different page or topic.

See the Details
As shown in this example, selecting a purchase order number in a list will open that purchase order. You can then see a detailed listing of the changes that have been made to purchase order 4500058618.

*A List Too Large
If the list is large, the system will take longer to process the data.
If the SAP System cannot process all of the data, you will see a message in the status bar indicating as much.

*Steps to Take with Large Lists
If that happens, you can
  • Execute the report with a variant
    (a group of selection criteria that has been saved)

  • Enter more selection criteria to
    narrow your search

  • Print the list using background
    printing





* Exercise 1
Try entering report input field values and executing a report based on that criteria in R/3.
Note: Before beginning this exercise, consult with your manager as to whether you can begin a practice session in SAP.

Examine the following table
Step Action
1 Navigate to and call a report from the SAP Menu.
2 Enter any necessary input field values, including a mix of single, multiple, and ranges of values.
3 Execute the report.
4 Double-click any of the list entries or select any hotspots that open additional information on the executed report.


Topic 2.4: Unit 2 Summary

In this unit, you have learned how to call a report from the database using the SAP menu.
You also learned how to change report input field values, which includes defining single entry criteria, adding multiple entries to an input field, and inputting a range of field values.
You learned how to actually execute the report by using the Execute button. You also learned how to troubleshoot "No data exists" error messages by evaluating your selection criteria for inaccuracies and "cannot process" data messages by narrowing your search criteria.

Unit 3. Adjusting a Pre-Configured Report



In this unit, you will learn how variants are defined and used in the SAP application.
You will learn to recognize when variants have been used to modify the criteria of a report and how to create a new variant.
You will also learn how to use variants once they are created and execute a report that contains them.

After completing this unit, you should be able to:
  • Define a variant
  • Recognize when variants are used
  • Create a variant
  • View the available variants
  • Display a variant's values
  • Execute a report containing variants


Change the Report
If you need to change a pre-configured report, you can create a variant. A variant is a group of selection criteria that has been saved in the SAP report system.

*Use Variants
This means that the next time you want to create the report, you can select the variant instead of entering all of the selection criteria again.
Using variants reduces data entry time and system processing time.

*More Than One
A report can have more than one variant.
Each variant retrieves different types of information.





Topic 3.1: Creating a Variant

*Call a Report
To create a variant for a report, you first need to call the report from the database.

Enter Selection Criteria
The selection criteria screen for the report will open. Enter the selection criteria that you want to save as a variant. You can enter as much or as little information as you want.

*Open Goto Menu
After entering selection criteria, open the Goto menu, point to Variants, and choose Save as variant.

*Choose a Name
The ABAP (Advanced Business Application Programming): Save as Variant screen appears. Enter a name for the variant in the Variant name field.

You can use any combination of characters for the variant name except for special characters, such as the percent sign or the dollar sign.

*Enter a Description
Enter a description for the new variant in the Description field.

*Environment Options
Also on the ABAP: Save as Variant screen, you can choose from several environment options.
Examine the following table
Environment Option Use
Only for background processing To print the list using background processing. You should always print large lists in the background.
Protect variant To protect the entire variant. Only the person who created the variant can change or delete it.
Only display in catalog To reduce the number of variants displayed when using possible entries help.
System variant (automatic transport) To make the variant a system variant.


*Characteristics of the Criteria
You can also choose any of the following characteristics for the individual selection criteria:
  • Required field
  • Switch SPA/GPA off
  • Save field without values
  • Selection variable
  • Hide field 'BIS'
  • Hide field
  • Protect field


*Save the Variant
After you have filled in all of the information, choose the Save button to save the variant.

The Variant Has Been Saved
The variant has been saved with the name you assigned to it.





Topic 3.2: Viewing Available Variants

*View a List
You can also view a list of variants that are available for a report. You can view the contents of a variant before you choose it to make sure you have the report that best meets your needs.

*Open a Report
To view a list of variants for a report, you first open that report.

*Display the Variants
The selection criteria screen for the report will open. Then open the Goto menu, point to Variants, and choose Display.

*Choose a Variant
The list of variants for the report will open.
Select the variant you want to view, then select the Enter button.

The Variant Is Displayed
The details of the variant are displayed. If you want to return to the selection criteria, select the Back button.

Topic 3.3: Using a Variant

*Open the Report
Now let's look at how to use a variant when running a report. To use a variant that you have created, first open the report you want to run.

*Get the Variant
Open the Goto menu, point to Variants, and choose Get.

*List of Variants
The list of variants is displayed. Choose the variant you want to use, and choose the Enter button.

Choose Execute
The selection screen will open, complete with data. Choose the Execute button to run the report with the selected variant.

The Report Runs
The system will run the report and display the list.


* Exercise 1
Try finding and then running a report containing variants.
Note: Before beginning this exercise, consult with your manager as to whether you can begin a practice session in SAP.

Examine the following table
Step Action
1 Navigate to the report tree.
2 Open a report that contains variants.
3 View all the variants for that report.
4 Select a variant and view its contents.
5 Run a report with and without a variant. Note the difference in the reports.


Topic 3.4: Unit 3 Summary

In this unit, you learned how to incorporate the use of variants when customizing your reports. You also learned how to save a variant in order to avoid having to rebuild the selection criteria each time.
You learned how to view the variants that are available, making it convenient to add criteria to an existing variant.
And, finally, you also learned how to execute a report that incorporates variants. This feature allows you to run reports with both newly created and saved variants, without adding the task of creating an original report.

Unit 4. Report List Output



The SAP R/3 system allows you to output a report list in several ways. These features give you maximum flexibility in presenting the data in whatever format you choose.
In this unit, you will learn how to output a report list. This includes displaying, printing, and saving the list.
You will learn how to save a list to an office folder or to another file format, such as an Excel spreadsheet.
Lists can also be sent to another user by e-mail, but we will not be discussing this option.

After completing this unit, you should be able to:
  • Recognize the ways to output a report list

  • Print a report list

  • Save a report list to an SAPoffice folder

  • Export a report list to an external file


Execute and Display
You can display, print, and export report lists. After you have executed a report, the result — a list — will automatically be displayed on your screen.  Let's look at how to print lists.

Topic 4.1: Printing a List

*Run and Print
To save some steps, you can run and print a report with one command. To run and print a list, first call a report and enter the selection criteria. Then, after specifying your criteria, open the Program menu and choose Execute and print.

*Use the List Menu
You can also execute the report and then, when the list displays, open the List menu and choose Print.

Defaults Display
The Print Screen List dialog box appears, and the system displays default values that you can overwrite. Fill in the fields as appropriate to your system.

Choose Continue
To cancel out of the Print Screen List dialog box, click the Cancel button. To print the list, select Continue.

The Print Job Is Confirmed
A confirmation message will appear in the status bar. A spool request number has been assigned to the print job indicating it is being processed.









Topic 4.2: Saving a Report List

*Save to a Folder
Another way to preserve the results of your report is to save it to an SAPoffice folder. To save a report list to an SAPoffice folder, open the System menu, point to List, then to Save. Choose Office folders.

*The Dialog Box Closes
The Store in SAPoffice dialog box opens. You can store lists in the private folders of your workspace. Select Move and the dialog box closes.

Stored in Its Folder
No confirmation message is given, but the list is now stored in an SAPoffice folder. It can be viewed in its original format or transmitted to another user.

*Save to an External File
You can also save lists to an external file format.

Change Formats
To save the list to an external file format from the print screen, open the System menu, point to List, and then point to Save.

*Choose Local File
From the Save submenu, choose Local file.

*Select the Format
Select a format, for example Spreadsheet is selected here.
Then select the Enter button.

*Saved to a Spreadsheet
Your list is then saved in your system's spreadsheet application in the folder that you choose. In this example, the list is saved in Microsoft Excel.




* Exercise 1
Try printing a report list and then saving it to a spreadsheet in SAP R/3.
Note: Before beginning this exercise, consult with your manager as to whether you can begin a practice session in SAP.

Examine the following table
Step Action
1 Navigate to a report in the report tree.
2 Execute and print that specific report list.
3 Now save that report list to a spreadsheet file format.


Topic 4.3: Unit 4 Summary

In this unit, you learned that a report is automatically displayed when it is executed.
You also learned to print a report list using the Execute and print command and the Print command on the List menu.
You learned to save a report list to both an office folder from the System menu and to an external file format using the Local file command.
All of these options are ways to output report lists from the R/3 system. They provide a variety of ways to use reports. This includes adding them to documents, storing them for future reference, and using the data they provide for presentations and other internal communications.