Report Navigation

Reference Guide

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Process: Navigating SAP Reports

Scenario: It is important for anyone who runs reports to be comfortable with the various tools available for report analysis. This Reference Guide explains the functionality that can be used to manipulate reports in SAP.

Role: various Frequency: as needed

Field Definitions and Reporting:

ABAP – The programming language/code used in SAP is called ABAP. Many reports and programs are written in this code.

ALV – The ABAP List Viewer is referred to as the ALV. This is the way data is displayed on the screen. Most ALV screens will appear in more of a spreadsheet format and will have some additional reporting features such as sorting, filtering, and layout change options. Non-ALV screens will be less interactive but can be just as informative. Some screens have options for a “classic” view or an “ALV Grid” view. View selection is the preference of the individual user.

Initial Screen – This is the first screen of a transaction or report. It is where the initial bits of information are entered prior to transaction or report execution.

Dynamic Selection – This feature provides the ability to add selection criteria above the standard, system defined selections. Use Dynamic Selections to further define report search criteria to better control desired report results. Processing time for large blocks of information can be expedited by using Dynamic Selections. Dynamic selections are not available on every report but if available, they will be indicated by

the icon.

Selection Criteria – This feature provides the ability to use various data objects to narrow the search in the system and ultimately, the results in the report. Many types of functions are available for selection criteria such as multiple selections and Possible Entries searches. Not all fields permit these added features but multiple selections is

identified by the Multiple selection icon; Possible Entries searches are identified

when the Possible entries icon is present in a field.

Selection Options – This feature provides the ability to further define the Selection Criteria used. Double-click on a field on the initial screen or place the cursor in a field

and click the Selection options icon.

Selection Screen Help - This icon brings up a help screen with descriptions of some of the fields and sections of the initial selection screen. This is not available on every

report but is indicated by the icon.

Variant – This feature provides the ability to save and retrieve selection criteria.

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Variants can be saved for completed report selection screens. Some data entry screens also allow for variant creation and retention. Many variants come standard in SAP, however variants can also be configured for an entire organization, or, in some

cases, can be changed to suit the user’s needs. Use the Get Variant icon to select a layout from the available list. Use the menu path Goto > Variants > Save as Variant… to save selection criteria as a variant for future use.

Layout – The definition of the way a screen appears is called the layout. The layout consists of the columns within a report or the entry fields on a data entry screen. Layouts can come standard in SAP, be configured for an entire organization, or, in

some cases, be changed to suit the user’s needs. Use the Choose Layout icon to select another report layout from the available list. To retrieve a list of the columns

that can be added/deleted from a report layout, select the Change Layout icon.

To save a layout, select the Save Layout icon.

Drilldown/Toggle/Details – This feature is used to drill-down or toggle in SAP to get to additional details of an item consists of double-clicking on an item to get to other transactions or information or clicking once on the item and selecting the

Details or icon.

Radio button – This is a selection feature on a report initial screen that indicates that a specific item or function is desired. Click an empty radio button to mark it with a • (dot) to select an item. To deselect an item, click in a filled radio button to remove the dot .

Checkbox – This is a selection feature on a report initial screen that indicates that a specific item or function is desired. Click in an empty box to mark it with a (check) to select an item. To deselect an item, click in a checked box to remove the check mark .

Filter - This function allows for report results to be shown for selected items. Use the

Filter icon to activate filtering in a report which will limit the report results to the desired data.

Sort – This function changes the order in which items appear in a list or column. Select the desired column and choose either the Sort in ascending order or Sort in descending order icon. Note: although many columns allow for sorting, not all columns have this feature available.

Total/Subtotal – This function allows for columns with dollar values to be totaled or

subtotaled. Select the desired column and use the Display sum icon to total or Subtotal… icon to subtotal the figures. Note: although many columns allow for sorting, not all columns have this feature available.

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Expand/Collapse – This feature provides a quick way to open or close a list of items in a report or report tree such as hierarchies. Click on the main item in a list

and then click the Expand icon to open the list and display the underlying items.

Click on the main item in a list and then click the Collapse icon to hide the underlying items.

Local file – This feature allows for report data to be saved to a spreadsheet, text

file, or clipboard. Select the Local file icon to begin this process. Note: this feature is only available on select reports.

Word processing – This feature allows for report data to be saved to a Microsoft

Word document. Use the Word processing… icon to activate this feature. Note: this feature is only available on select reports.

Spreadsheet – This feature allows for report data to be saved directly into a

Microsoft Excel spreadsheet. Use the Spreadsheet or icon to activate this feature. Note: this feature is only available on select reports.

Most reports in SAP can be found in the Information System menu path. This menu path exists as a stand alone menu path on the SAP Easy Access menu as well as throughout the menu paths for the various modules. Many reports can be accessed directly by entering the transaction code in the command field. Refer to the Report Reference guide for each module to determine which reports should be used for the desired results.

Table of Contents:

General Report Navigation:

Complete the initial screen of report transaction or program.......................................... 5 Use multiple selection options ........................................................................................ 5 Use selection options to specify the behavior of a value ................................................. 6 Print the report results ................................................................................................... 7

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Report Variants:

Use report variants to save selection criteria for future use ........................................... 8 Retrieve a report variant I created.................................................................................. 8 Change a report variant .................................................................................................. 9

Report Layouts:

Change the layout of a report (add / delete columns) .................................................. 10 Save a report layout...................................................................................................... 11 Retrieve a saved report layout ...................................................................................... 12

Other Reporting Features:

Export report data to Microsoft (MS) Excel ................................................................... 13 Export report data to Microsoft (MS) Word ................................................................... 14 Use a filter in a report ................................................................................................... 17 Create a graph from report results................................................................................ 18

Running and Printing Reports in Background:

Set a report to run immediately in the background....................................................... 18 Set a report to run in the background on a specific day and time ................................. 20 Set a report to run in background on a regularly scheduled basis................................. 22

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How Do I…? General Report Navigation:

Complete the initial screen of report transaction or program

• Access the report through the transaction code or menu path.

• Whenever possible, complete as many of the selections on the initial screen. This will narrow down the scope of the search that SAP will go through to retrieve the report results. The narrower the scope, the faster the results will be received.

• Required fields are the only fields that have to have data in them. If desired, reports can be run with minimal selection criteria. This may cause a report to run longer than expected but will produce the most number of entries in the results for the given selection parameters.

• Use a date range to narrow report results as well as to provide a point of reference for resulting entries.

• Print functions are sometimes included on the initial screen. These are usually radio buttons or checkboxes. Select a print function if the report needs to be printed immediately after results are displayed.

• When report layout selections exist, it may be a good idea to call up a report several times using a different layout each time. This will allow you to compare the differences in the various layouts and to choose one as the default layout that best suits the way you need to have the report results expressed. This holds true for variants that are standard (came with SAP) and custom (created by the company for your use).

• Use the Execute icon to run the report.

Use multiple selection options

1. Select the Multiple selections icon.

2. Use the tabs with green icons to include the selections.

3. Use the tabs with red icons to exclude selections.

Including selections: • Single vals – these are individual values that are not consecutive

(i.e. 1001, 1203, 1500, etc.). Results for only these single values will be returned in the report.

• Ranges – these are values that are consecutive where the entire

range “from” and “to” are needed in the selection (i.e. from 1001 through 1500). Results for all items in the list will be returned in the report.

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How Do I…? General Report Navigation:

Excluding selections:

• Single vals – use this feature to exclude single values from a selected range (i.e. the range selected is from 1001 through 1500 but numbers 1200 and 1400 are not needed; in this case, enter

1001 through 1500 in the included Ranges tab and enter 1200 and 1400 individually in the exclude Single vals

tab.

• Ranges – use this feature to exclude a range of values within a

selected range (i.e. the range selected is from 1001 through 1500 but numbers from 1200 through 1400 are not needed; in this case,

enter 1001 through 1500 in the included Ranges tab

and enter 1200 through 1400 in the exclude Ranges tab.

4. The Check entries icon can be used to validate the items selected.

5. Delete items by selecting the item in the list and clicking on the

Selection options icon and then the Delete selection criteria

button. This will clear only the INDIVIDUAL line where the cursor is placed.

6. Delete the entire list of selected items by clicking the Delete entire

selection line icon. This will clear ALL items on each tab.

7. To accept the selected values, click the Copy icon.

8. The Multiple selections (active) icon will appear on the initial screen.

Use selection options to specify the behavior of a

1. Double-click in a field or click the Selection options icon.

2. Double-click the desired function from the list.

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How Do I…? General Report Navigation: value

3. The symbol for the selection option will appear next to the field.

A red symbol means “do not” select items in this category (i.e. do not select items that are less than or equal to).

A green symbol means “select” items in this category (i.e. select items that are greater than or equal to).

Print the report results

1. Generate the desired report in SAP.

2. Follow menu path System > List > Print. Note: some report toolbars

will have a Print icon that can be used in lieu of the menu path.

3. The Print Screen List window will appear showing the default Output Device (printer) where the output will be printed.

4. The Output Device and Number of copies can be changed if needed

and the Number of pages can be set to print either all pages or a specified page range.

5. To begin printing, click the Enter icon.

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How Do I…? Report Variants:

Use report variants to save selection criteria for future use

1. Set the selection criteria on the initial screen as desired. 2. On the initial screen, follow menu path Goto > Variants > Save as Variant.

3. The ABAP: Save as Variant screen will appear.

4. Enter a name for the variant in the Variant name field. (There is a 14

character maximum for this field). 5. Enter a description of the variant in the Meaning field/ (There is a 30

character maximum for this field). 6. Select Protect variant to avoid other users from saving changes to the

screen variant.

7. Select the Save icon to add the variant to the available list.

Retrieve a report variant I created

1. On the initial screen, click the Get variant… icon. 2. Select the desired variant from the Variant Directory by double-clicking on

the item.

3. The initial screen will be populated with the selection criteria that was saved

in the original variant. 4. Make any necessary changes to the selection criteria and click the Execute

icon.

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How Do I…? Report Variants:

Change a report variant

1. On the initial screen, click the Get variant… icon. 2. Select the desired variant from the Variant Directory by double-clicking on

the item.

3. The initial screen will be populated with the selection criteria that was saved

in the original variant. 4. Make any necessary changes to the selection criteria and click the Save as

Variant icon at the top of the screen. 8. The ABAP: Save as Variant screen will appear.

5. Select the Save icon to save the changes to the selection criteria. 6. Select “Yes” at the message asking if you want to overwrite the variant.

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How Do I…? Report Layouts:

Change the layout of a report (add / delete columns)

1. Generate the desired report in SAP. Note: not all reports have this feature.

2. Select the Change Layout icon.

3. The Change Layout window will appear. The list on the left side of the window contains the columns that are currently displayed in the report. The list on the right side of the window contains the available columns that can be added to the report display.

4. To delete one or more columns from the display, click on the item(s) in

the list on the left side of the window to select the item(s). To select more than one item simultaneously, hold down the CTL key on the keyboard and click on the desired items.

5. Click on the Hide selected fields icon and the items will appear in the Hidden fields list o the right side of the window.

6. To add one or more columns to the display, click on the item(s) in the list on the right side of the window to select the item(s). To select more than one item simultaneously, hold down the CTL key on the keyboard and click on the desired items. Note: to list the available fields in order, place the cursor on any of the items in the list and use either the Sort

ascending icon or Sort descending icon.

7. Click on the Show selected fields icon and the items will appear in the list on the left of the window.

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8. Changes to the way the columns appear in the report can also be made.

• The number of characters to be displayed in the column can be changed by entering a new value in the Length field on the left side of the window.

• The order of the columns can be changed by changing the value in the Position field on the left side of the window.

• Columns that permit totals can be set to allow or disallow for totaling in the report.

9. Click the Copy button to adopt the layout to the report.

Save a report layout

1. Once the desired layout is created (or changed), click the Save Layout

icon to bring up the Layout: Save as… window.

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2. Enter a descriptive name in the Layout field. The name MUST start a /

(forward slash). The field has a maximum of 12 characters including the /.

3. Enter a freeform description of the layout in the Description field. This field has a 38 character maximum.

4. If desired, the layout can be saved as “User-specific” which means that no other users can access the layout.

5. Leave the Subobject settings as the default.

6. Click the Save Layout button to preserve the settings for future use.

Retrieve a saved report layout

1. Generate the desired report.

2. Click the Select layout icon.

3. Double-click on the desired layout from the list.

4. The report layout is changed.

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How Do I…? Exporting and Downloading Reports:

Export report data to Microsoft (MS) Excel

1. Generate the desired report in SAP. 2. Depending upon the report, use one of the following methods to begin

the export process. • Follow menu path System > List > Save > Local file

• Follow menu path List > Export > Spreadsheet (MS Excel)

• Click on the Spreadsheet (MS Excel) or icon

3. In most cases, the Save list in file window appears.

4. Click to select Spreadsheet and click the Enter icon to continue.

Note: to save the file as a text file, select Rich text format. 5. The SAP Custom – Save File As window will appear.

6. Select the folder where the report should be saved from the Save in

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list.

7. Name the file in the File name field (if the file is not renamed, it will be called “untitled”.

8. Click the Save button to complete the export to Excel.

9. Open the Excel file from the directory location specified during the save step.

Export report data to Microsoft (MS) Word

1. Generate the desired report in SAP.

2. Depending upon the report, use one of the following methods to begin the export process.

• Follow menu path System > List > Save > Local file • Follow menu path List > Export > Word Processing (for Word)

• Click on the Word Processing

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3. In most cases, the Save list in file window appears.

4. Click Rich text format and click the Enter icon to continue. Note:

to save the file as a text file, select Rich text format.

5. The SAP Custom – Save File As window will appear.

6. Select the folder where the report should be saved from the Save in list.

7. Name the file in the File name field (if the file is not renamed, it will be called “untitled”.

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8. Click the Save button to complete the export to Word.

9. Open the Word file from the directory location specified during the save step.

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How Do I…? Other Reporting Features:

Use a filter in a report


2. Click the Filter icon.

3. Add columns to act as filters from the Field list on the right side of the Define filter criteria window that appears by clicking on the desired item(s) in the list. Use the CTL key on the keyboard to select multiple items simultaneously. Note: the Field list can be sorted by placing the cursor on any of the line items and then clicking either the Sort

ascending icon or Sort descending icon.

4. Move the items to the Filter criteria list by clicking the Show selected

fields icon. The items will appear on the left of the window.

5. Click the Copy button to bring up the Filter criteria window.

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How Do I…? Other Reporting Features:

6. Enter the filter criteria in the fields provided.

7. Click the Enter icon to adopt the changes to the report.

Create a graph from report results


2. Use the CTL key and click the header of the columns to be included in the graph to select. Note: some reports will not use this feature; instead, a window will appear after selecting the Graphics icon with the column selection options.

3. Click the Graphics icon.

4. The report data is displayed in a graphical format.

How Do I…?


Set a report to run immediately in the background

1. Complete the initial screen for the report with the desired selection criteria for the required results.

2. To generate the report in the background, follow the menu path Program > Execute in background.

3. In the Background Print Parameters window that appears, enter the following data.

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How Do I…?


• Output Device – The printer should default, however the device

number can be changed if necessary.

• Number of copies – The default is for 1 copy to print, however up to 999 copies can be printed.

• Number of pages – Leave Print all selected to print every page of the report or select Print from page and enter the range of pages to be printed.

4. Click the Enter icon to accept the settings.

5. Click the Immediate button on the Start Time window that appears.

6. The Immediate start option becomes visible in the Date/Time

section of the window.

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How Do I…?


Note: An option to set the report to run periodically also appears at the bottom of the window along with the Periodic values button that provides parameters for periodic settings. Select this option to repeat the execution of the report on a specified basis. See Set a report to run on a regularly scheduled basis located in this document.

7. Click the Save icon to execute the report in background.

8. Once the report is completely executed, the results will be printed out on the designated printer.

Set a report to run in the background on a specific day and time









5. Click the Date/Time button on the Start Time window that appears.

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How Do I…?


6. The Date/Time section of the screen becomes available for editing.

7. Enter the Scheduled start Date when the report is to be run.

8. To enter the time of day to run the report, click the Possible entries

icon in the Time field to bring up the Choose Time window. Initially the time will be displayed in 24 hour (military) time. If desired, change

the time to standard time by clicking the Clock icon (be sure to indicate am or pm).

24 hour (military) time Standard time

9. Enter the FM (hour), MM (minute), and SS (second) that the report is to run and click the Enter icon to accept the time setting.

10. Click the Save icon on the Start Time window to activate the background job at the specified date and time.

After the report is completely executed, it will be printed out on the

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How Do I…?


designated printer.

Set a report to run in background on a regularly scheduled basis

Scheduled batch job processing of reports can be initiated through the Immediate processing selection (which will run the report immediately and then at the specified intervals) or by setting specific parameters to run the report only at the specified intervals (which will run the report only at the specified intervals and not immediately). This section addresses both types of processing.

Immediate









5. Click the Immediate button on the Start Time window that appears.

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How Do I…?


6. The Immediate start option becomes visible in the Date/Time section of the window. This setting cannot be changed.

7. An option to set the report to run periodically also appears at the

bottom of the window along with the Periodic values button that provides parameters for periodic settings. Select this option to repeat the execution of the report on a specified basis.

8. Click the Periodic values button to bring up the available values.

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How Do I…?


9. Select the appropriate time frame for the report to be repeated and printed.

Note: The Other period button will provide additional time specifications. Use this to run the report in different increments than those provided in the standard Period Values selection such as bi-monthly, semi-annually, etc.

10. Click the Save icon to save the periodic value settings and to return to the Start Time window.

11. Click the Save icon on the Start Time window to execute the report immediately in background and to repeat the process at the periodic intervals based on the saved settings.

12. Once the report is completely executed, the results will be printed out on the designated printer. This will occur each time the designated interval occurs.

Specified Intervals (only) 1. Complete the initial screen for the report with the desired selection

criteria for the required results.


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How Do I…?








5. Click the Other options button on the Start Time window that appears.

6. Complete the fields on the Start Time window that appears to specify

the interval at which the report should be run.

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How Do I…?


7. Click the Save icon to save the periodic value settings and to return to the main Start Time window.

8. Click the Save icon on the main Start Time window set the report to be run at the periodic intervals based on the saved settings.

9. Once the report is completely executed, the results will be printed out on the designated printer. This will occur each time the designated interval occurs.

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