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SAPStandardReportsUserGuide

SAPGUIVersion–June2010 Page1

TABLE OF CONTENTS

1. INTRODUCTION ------------------------------------------------------------------------------------------------- 3

1.1 System Log On and Navigation ------------------------------------------------------------------------- 3

1.2 Log onto SAP R/3 -------------------------------------------------------------------------------------------- 3

1.3 Log off SAP R/3 ---------------------------------------------------------------------------------------------- 3

1.4 R/3 Main Screen ---------------------------------------------------------------------------------------------- 5

1.5 Standard Toolbar -------------------------------------------------------------------------------------------- 6

1.6 Menu Bar ------------------------------------------------------------------------------------------------------- 7

1.7 Application Toolbar ----------------------------------------------------------------------------------------- 8

1.8 Command Field/Transaction Codes ------------------------------------------------------------------- 9

1.9 Status Bar ------------------------------------------------------------------------------------------------------ 9

1.10 Roles ----------------------------------------------------------------------------------------------------------- 10

1.11 Open New Session ---------------------------------------------------------------------------------------- 10

1.12 Printing Screen Content --------------------------------------------------------------------------------- 11

2. SAP STANDARD REPORTS ------------------------------------------------------------------------------- 11 2.1.1 Locating and Starting a Standard Report -------------------------------------------------------- 11

3. REPORT PROCESSING OPTIONS ---------------------------------------------------------------------- 14

3.1 Report Selection Screen -------------------------------------------------------------------------------- 14 3.1.1 Further Selections ------------------------------------------------------------------------------------- 15 3.1.2 Search Helps ------------------------------------------------------------------------------------------- 16 3.1.3 Sort Function ------------------------------------------------------------------------------------------- 17 3.1.4 Reporting Periods ------------------------------------------------------------------------------------- 18 3.1.5 Hierarchy Org Unit and Structure Selections --------------------------------------------------- 18 3.1.6 Value Selections --------------------------------------------------------------------------------------- 21

3.1.6.1 Single selections ------------------------------------------------------------------------------------ 21 3.1.6.2 Multiple selections ---------------------------------------------------------------------------------- 21 3.1.6.3 Upload from Clipboard / Import from Text File ---------------------------------------------- 23 3.1.6.4 SELECTION OPTIONS --------------------------------------------------------------------------- 24

3.2 Variants ------------------------------------------------------------------------------------------------------- 26 3.2.1 Create a Variant --------------------------------------------------------------------------------------- 26 3.2.2 Save a Variant ----------------------------------------------------------------------------------------- 26 3.2.3 Get Variant ---------------------------------------------------------------------------------------------- 27 3.2.4 Update/Change Variant ------------------------------------------------------------------------------ 28 3.2.5 Delete a Variant---------------------------------------------------------------------------------------- 28

3.3 Layouts ------------------------------------------------------------------------------------------------------- 30



3.3.1 Select an Existing Layout --------------------------------------------------------------------------- 30 3.3.2 Creating or Changing Layouts --------------------------------------------------------------------- 31 3.3.3 Save Layout -------------------------------------------------------------------------------------------- 34 3.3.4 Delete Layout ------------------------------------------------------------------------------------------ 35

3.4 Executing Reports----------------------------------------------------------------------------------------- 37 3.4.1 Execute in Foreground ------------------------------------------------------------------------------- 37 3.4.2 Execute in Background ------------------------------------------------------------------------------ 38

3.4.2.1 Immediate Start Time ----------------------------------------------------------------------------- 40 3.4.2.2 Schedule job ----------------------------------------------------------------------------------------- 40 3.4.2.3 View Background Job ----------------------------------------------------------------------------- 43

3.5 Output Options --------------------------------------------------------------------------------------------- 45 3.5.1 Default Printer Settings ------------------------------------------------------------------------------ 45 3.5.2 Printing Reports Executed In Foreground ------------------------------------------------------- 47 3.5.3 Printing Reports Executed In Background ------------------------------------------------------ 50 3.5.4 Exporting Report Output ----------------------------------------------------------------------------- 52

4. SAP STANDARD REPORTS ------------------------------------------------------------------------------- 55

4.1 Employee history report --------------------------------------------------------------------------------- 55

4.2 Flexible Employee Data ---------------------------------------------------------------------------------- 56

4.3 Logged Changes in Infotype Data ------------------------------------------------------------------- 59

4.4 Compa-Ratio Analysis ----------------------------------------------------------------------------------- 61

4.5 Time Spent in Each Pay Scale Area/Type/Group/Level --------------------------------------- 62

4.6 Display Pay Grade Structure --------------------------------------------------------------------------- 63

4.7 Reports in Time Management ------------------------------------------------------------------------- 64

4.8 Absence Data: Calendar View ------------------------------------------------------------------------ 64

4.9 Cumulated Time Evaluation Results: Time Balance/Wage Types ------------------------ 66

4.10 Reports in Organizational Management ------------------------------------------------------------ 67 4.10.1 Organizational Structure ----------------------------------------------------------------------------- 69 4.10.2 Organizational Structure with Positions ---------------------------------------------------------- 70 4.10.3 Organizational Structure with Persons ----------------------------------------------------------- 71 4.10.4 Structure Display/Maintenance -------------------------------------------------------------------- 72



1. Introduction This manual is intended for use by experienced users of MS Windows and the SAP R/3 system as a reference tool for using the Report/Query System functionality of SAP Graphical User Interface (SAP GUI).

1.1 System Log On and Navigation

This section discusses:

● Logging on/off SAP graphical user interface (GUI).

● Becoming familiar with the SAP Easy Access screen/R3 Main screen.

● Navigating the system using transaction codes.

● Opening a new window.

1.2 Log onto SAP R/3

1. Select SAPlogon icon from your desktop or from the Start menu.

Double click on the P44 instance to bring up the logon screen.

2. At Login, enter the appropriate User ID - CSC Shortname then enter your password. If you do not already have a password enter the initial password provided by the Administrator then follow the instructions to change the intital password.

3. Click Enter .

1.3 Log off SAP R/3

To log off from SAP R/3

1. Select System Log off.



2. The message below will appear. If data has not been saved, click No, then save the data and return to Step 1. Otherwise, click Yes



1.4 R/3 Main Screen

After logging on, the system displays the SAP Easy Access Menu. The Easy Access Menu contains transactions grouped into folders and subfolders. From this screen, the application areas of SAP can be accessed, and the options can be set for the appearance of the user interface.

The following table describes the key areas of the initial screen.

Screen Area Function

Menu Bar Contains most commands that are available from this screen, including navigation paths to transaction screens.

Command Field Allows for transaction codes to be entered and a desired transaction moved to quickly.

Standard Toolbar Contains icons for many of the common commands used in R/3.

Application Toolbar Contains icons for commands specific to the current transaction.

Status Bar Displays system messages and system status information for the active session.

Easy Access Menu Contains transactions grouped into folders and subfolders.

Favorites Folder Contains user-defined shortcuts to frequently used transactions.

Command Field Menu Bar

Standard Toolbar

Windows Sizing Buttons

Application Toolbar

Favorites Folder

Easy Access Menu

Status Bar



1.5 Standard Toolbar

The Standard Toolbar contains some of the most often used commands in R/3. If the buttons are grayed out, they cannot be used in the current screen. A quick info text box will pop up when placing your mouse pointer over one of the icons for a few seconds. The following toolbar buttons appear on the standard toolbar:

Button Description Function

Enter

Moves to the next screen or window. This functions the same as the ENTER key on your keyboard.

Save

Stores the current transaction in the database.

Back

Leaves current screen and displays the previous one. (This button will not allow you to leave a screen that is missing required information.)

Exit

Leaves the current transaction and returns to the Easy Access Menu. (This button will not allow you to leave a screen that is missing required information.)

Cancel Stops the current transaction without further saves and attempts to return to the Easy Access Menu.

Find

Begins a character string search for data in the current screen.

Find Next After doing a Find, continues to find the next character string search for data in the current screen.

Print

Begins the printing process for data in the current screen.

Page Displays the first, previous, next, or last page of data in the currrent screen.

Create Session

Creates a new R/3 Session in a separate window.

Shortcut Generates a shortcut icon on the desktop.

Help

To find or display additional help information.

Customizing Allows the user to customize the user interface by changing screen color, font sizes, etc.



1.6 Menu Bar

Contains most commands that are available from this screen, including navigation paths to transaction screens.

Button Command Function

User menu – Menu for the user specific security profile (Role). SAP menu - SAP Standard menu. Can still only access those functions specified in the security profile (Role). Refresh – Refreshes current screen.

Execute - Executes the selected transaction.

Add - Select/ highlight the desired transaction, select Add.

Change – Change the name/text of a transaction in the Favorites folder. Move – Highlight the item in the Favorites folder. Move item by selecting Up or Down.

Delete – Remove an item from the Favorites folder. Insert folder – Add a new folder to Favorites. Insert transaction – Add a transaction to Favorites by typing in the Transaction code.

Button Command Function

Display documentation – Displays additional information regarding a particular transaction. Technical details – Provides code and text information for the selected/highlighted transaction.



1.7 Application Toolbar

The application toolbar is a “dynamic” toolbar that appears beneath the Application Title Bar. It is referred to a dynamic because, depending on the current transaction, the buttons change and only contain buttons specific to that transaction. Application Toolbar from the Easy Access Menu screen:

Display technical names – Displays the transaction code along with the description. Show first level – Displays Role information.

If a transaction code is entered here, when logging on, that transaction (instead of the Easy Access Menu) will come up. To default to a particular transaction when starting SAP. Example:

Creates a new R/3 Session in a separate window. Closes/ends the current session. Set printer, dates and decimal defaults. Log off SAP GUI.

SAP Help options via the Web.



1.8 Command Field/Transaction Codes

The Command Field displays at the top of the SAP screen(s). If the Command Field is not visible as shown below, click the Open Command Field button to expand the box.

Type a transaction code in the box, and press Enter on the keyboard to go directly to the transaction.

If the technical names are not displayed, select Extras Settings. Check the box to display technical names.

Example:

Note

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When using the Command Field on any screen other than the Easy Access Menu, type “/n” in front of the transaction code.

Example:

1.9 Status Bar

The status bar in R/3 is used to display system information and system messages.

System Session Client Add’l system info/current transaction



1.10 Roles

Each User is assigned to a Role or Roles based on their function. For Example:

If you need to identity what Role you have and it is not visible on your Easy Access Menu, do the following: Select Extras/Settings.

Check the box next to Show first level, click Continue .

Role/roles should now be displayed in the menu.

1.11 Open New Session

Additional sessions can be opened by clicking on the Create New Session icon or Select System > Create Session.

If you are executing a program and wish to open another session, you can still do so by clicking

the icon at the top left corner of the current screen then selecting Create session.

Host Name Insert Mode Indicator



1.12 Printing Screen Content

To print the contents of the current “screen”, click the Customizing icon and select Hardcopy.

2. SAP Standard Reports

SAP Human Resources provides many standard reports. They enable you to perform standard reporting simply. SAP provides standard reports in the categories of:

Personnel Management Time Management Organizational Management

2.1.1 Locating and Starting a Standard Report Start a standard report by locating the report in the Easy Access Menu



Example:

Double click on the report name or search on the Report Name (or partial name) or on the Transaction Code by selecting

Find . Type in the search criteria and click . The cursor should move to the applicable report in the access menu.

or

type the Transaction Code in the Command Field, press Enter .

Note: If the Command Field is not displayed, see Chapter 1.6 for detailed instructions.

If the Transaction Codes are not displayed in the Easy Access Menu, do the following:

Extras/Settings.



Check the box next to Display technical names, click Continue .

Report Selection screen will come up. See Chapter 3 for report processing options.



3. Report Processing Options

A report is usually executed as follows:

1. You start the report from the SAP Easy Access menu, SAP Query or Ad Hoc Query. 2. This takes you to a selection screen, in which you enter the required selection

parameters or select a Variant. 3. You Execute the report. 4. The system reads data from the database, process it in accordance with the report

you specified, and outputs the result. 5. Depending on how the data is output, you can continue processing, print and/or

export the data.

3.1 Report Selection Screen

The report Selection Screen enables you to specify selection criteria that the report then uses to report on the database, and generate a list of results. These screens and selections may vary depending on what type of report you are executing.

Examples:

The report selection screen contains a series of selection fields that are arranged in group boxes according to content. These fields enable you to specify the criteria that determine how a report is executed in Human Resources Management. As a rule, you can also use additional functions, such as search helps, to enter selection criteria. They are executed by choosing pushbuttons. Selection criteria enable you to determine which set of data is read, and which data is output.



3.1.1 Further Selections The Further selections function enables you to determine the selection fields that are included in the report selection screen. If the default selection fields do not meet your requirements, you can insert additional selection fields. If you do not require some of the default selection fields, you can remove them from the selection screen. 1. On the selection screen choose Further selections .

This takes you to the Choose Selection Fields dialog box. It contains a list of available selection fields, and a list of selection fields that are currently used in the report.

2. Select the selection fields that you require. To accelerate your search you can put the list in ascending order by choosing or descending order by choosing .

3. To include the fields you have selected with the selection fields, choose . To remove existing selection fields from the report selection screen select them and choose . You cannot do this for selection fields for which you have already entered values. They are displayed in a different color in the list of selection fields. To include all of the selection options with the selection fields,

choose . To remove all of the selection fields, choose .

4. Click Choose .

Concatenated Field – Further selections may contain concatenated fields such as the one below.



Just like ordinary fields, concatenated fields can be used as selection criteria for executing reports. You can enter the values you require in full, using a generic search (*), or using a masked search (+). In the concatenated field example above, - If you enter 100022221234567890, the report runs for all of the employees who

belong to personnel area 1000, personnel subarea 2222, and cost center 1234567890.

- If you enter 1000*, the report runs for all of the employees in personnel area 10000.

- If you enter 1000++++1234567890, the report runs for all of the employees who belong to personnel area 10000 and - irrespective of the personnel area – cost center 1234567890.

3.1.2 Search Helps By choosing Search Helps, you can search by personnel number in many reports. For example, you can use search help if you do not know the exact personnel number(s). When the report is executed, an output list is created using the search help criteria (such as last name, first name) and the other criteria you entered. Note: It is not possible to use the Search helps and Org. structure functions at the same time.

1. On the selection screen, choose . This takes you to a Hit List of available search helps.

2. Double click to select the required search help.

This takes you to the Restrict Value Range dialog box. It enables you to specify value restrictions for the search help you selected, click Continue

. The selection screen is displayed again. The search help you selected is displayed on the pushbutton.



For example: “N” for Last name – First name

3.1.3 Sort Function

This function enables you to select a maximum of seven sort fields. The sort fields enable you to determine the criteria used to sort the hit list of persons. You can also select a sort type, which enables you to determine which of an employee’s infotype records are taken into account (for example, the first to occur – that is, the oldest infotype record).

1. On the selection screen, choose .

This takes you to the Standard Selection Options dialog box, which lists the sort options available to you.

2. Select the fields that you want to use for sorting.

3. Choose . The sort fields are added to the Sort Fields list. You can select a maximum of seven sort fields.

4. To remove a sort field, select it and choose . Choose Continue .

The selection screen is displayed again. The green box below the arrow on the pushbutton indicates that sort criteria exist.

The following sort types are available:

A. First occurrence – the system always takes the first data record that was created (that is, the oldest data record) into account for each employee.



It then sorts the data records of all employees in accordance with the specified sort criteria.

B. Every occurrence – the system takes all of the data records created into account for each employee, it then sorts the data records of all employees in accordance with the specified sort criteria.

C. Last occurrence – the system always takes the last data record that was created (that is, the most recent data record) into account for each employee. It then sorts the data records of all employees in accordance with the specified sort criteria. The system suggests this sort type as a default.

If you specify more than one sort criterion, the system always sorts data in the order that you selected the sort criteria. Determining a sort type has no effect on the contents of output in the output list.

3.1.4 Reporting Periods

The following options are available in most SAP Standard, Ad Hoc Query and SAP Query selection screens.

Today Reports records valid as of “today’s” date Current Month The first and last days of the current month are used

as the start and end dates for the data selection periodCurrent Year The first and last days of the current year are used as

the start and end dates for the data selection period All Reports all records regardless of begin and end dates Past (until today) Reports all past records up to today Future (as of today) Reports all future records as of today Key Date Reports records that are valid as of the date entered Other Period Reports only records that overlap within the period

entered by at leas one day Current Payroll Period Reports records valid during the current pay period Other payroll period Reports records valid during the pay period entered

3.1.5 Hierarchy Org Unit and Structure Selections

You can select the following parts of an organizational structure in a dialog box:

A complete organizational structure Entire branches of the organizational structure Several selected organizational units Individual organizational units

When the report is executed, it runs for the employees who belong to the selected organizational unit(s). A distinction is made between the following situations:



You have only selected organizational units without underlying organizational units. The employees directly assigned to these organizational units are taken into account.

You have selected one (or more) organizational units with underlying organizational units. The employees assigned to a selected organizational unit or an underlying organizational unit is taken into account. If you select the uppermost node of an organizational structure, all of the employees assigned to this organizational structure are taken into account.

Icons:

Find – Various search options

Expand All - – To expand tree to view subordinate Org Units, single click on higher level Org Unit and select Expand All icon.



Collapse All – To collapse tree to view subordinate Org Units, single click on higher-level Org Unit and select Collapse All icon.

Select Subtree – To select subordinate Org Units, single click on higher level Org Unit and click the Select Subtree icon.

Click . Selections are transferred to the selection screen.

Deselect All – To deselect all current selections

Unrelated Objects – To display a list of all unrelated objects for selection.

Refresh – An index is used for performance reasons. This refresh will generate the index .

Column Configuration – To choose columns for display.



Note

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If you have made selections based on the Org Structure by selecting Subtree and save these selections as a Variant, any changes to the Org Structure will not be automatically reflected in your output when executing the Variant. When executing a query in background with selections based on Org Hierarchy, select the highest level org unit by double clicking on the box next to the org unit and clicking .

By selecting only the highest level, any changes to the structure will be picked up each time the report is executed.

3.1.6 Value Selections

3.1.6.1 Single selections

Single value selections can be made directly on the selection screen.

3.1.6.2 Multiple selections

A number of multiple value selection options are available. Click the Multiple Selections icon.

Single vals (green light) – for selecting one or more single values.



Ranges (green light – for selecting range(s) of values

Single vals (red light) – to exclude single values

Interval (red light) – to exclude an interval/range of values



Multiple Selection

Additional search/selection criteria are available.

3.1.6.3 Upload from Clipboard / Import from Text File

Upload from Clipboard – Copy field values from source document (Example: Excel). Place

cursor in the top field of the Single vals tab, select the Upload from Clipboard icon . Import from Text File - Report selection values can be imported from a .txt or .prn file.

1. From the Multiple Selection screen, position your cursor in the first value field.

Click the Import from Text File icon .

2. You should now be able to see the Open File box. Locate and select the applicable

file for selection upload. Click Open.



3. The Multiple Selection screen will appear showing the imported values and the number of

values imported.

Click the Copy icon to complete the selection.

3.1.6.4 SELECTION OPTIONS

Selection options enable you to specify the values and ranges you have entered in more detail. You can use a selection option for each single value and value range, irrespective of whether you entered them using a selection field or multiple selection. From the Select Screen, right mouse click on the applicable field value and select Options.



Click on applicable option and select Continue .

To make a selection from the Multiple Selection Screen, right mouse click on the applicable field value, click Multiple Selection.

Enter the multiple values and select Copy .



3.2 Variants

If you regularly execute a report using complex selection criteria, you can save a lot of time by working with variants. Variants are used as a convenience in setting up the selection criteria for reports or programs. The same report or program can run with several different selection criteria. Each criterion can be saved as a different variant. If a variant exists, it can be selected and used “as is” or modified each time the report or program is executed.

3.2.1 Create a Variant 1. Select the required selection fields, enter the required values. 2. Use a search help, if necessary, or make a selection using the organizational

structure. 3. Enter sort criteria, if necessary.

3.2.2 Save a Variant

1. Once applicable selections have been made, choose Save as Variant . 2. This takes you to the ABAP Save as Variant screen.



Variant name and Description (Meaning) – these fields enable you to enter a technical name and description for a variant.

Only for background processing – if this indicator is selected, the report variant can only be executed in the background, and the result can only be printed later. Protect variant – if this indicator is selected, other users are prevented from changing the variant. Only display in catalog – if this indicator is selected, the variant name is included in the variant catalog/directory, but is not included in general input help. Field attributes – this section of the screen enables you to determine attributes for each field on the selection screen. For example: you can select the Protest field indicator to ensure that a field cannot be overwritten. A selection field with the Hide field attribute is not displayed on the selection screen. A selection field with the Required field attribute requires the user to select a value for that field before they can execute the report.

3. Make the entries that you require and choose .

3.2.3 Get Variant

To select or retrieve an existing variant follow the steps below.

1. On the selection screen choose . 2. The Get Variant dialog box is displayed.



3. Select the applicable variant, click Choose .

3.2.4 Update/Change Variant To make changes to an existing variant, follow the steps below:

1. Follow the steps above for “Get Variant” 2. Make applicable changes following the steps above for “Save a

Variant”. 3. The dialog box below will appear asking if you want to overwrite the

variant. Choose .

3.2.5 Delete a Variant If a Variant is no longer needed, it can be deleted.

1. Goto > Variants > Delete

2. The Delete variants dialog box will appear.



3. Select the applicable variant and click Choose .

4. When the dialog box below comes up, click .

5. When the next dialog box comes up, click .

If you click , you are returned to the selection screen.



3.3 Layouts

Use Layouts to change the display of your list. The layouts that can be used vary according to the type of list:

a. In all lists, you can do the following: o Choose one of the standard layouts supplied with the

standard system. o Change the current layout of the list.

b. In lists that use only the standard layouts in the standard system, you cannot save your changes to the current layout. When you choose the layouts, only the standard layouts will be proposed.

c. In some lists, you can also save the layouts that you have defined as your own layouts. User-defined layouts are generally saved for all users. All users can then use them. All users will be able to choose from the user-defined layouts as well as the standard layouts.

d. In some lists, you can also save user-specific layouts that you have defined. When you choose the current layout, only these layouts are available to you.

3.3.1 Select an Existing Layout If a layout exists for the report and with the report output on your screen, select one of the following:

Depending on what type of report you have executed, one of the above selections should be available.

Click on the applicable layout and select Choose .



3.3.2 Creating or Changing Layouts

To change a layout, after executing a report, choose .

The Change layout dialog box below will appear. Columns Tab:



To add columns to the layout, highlight the column(s) in the Column set section and choose Show Selected Fields . This adds the column to the Columns section.

Use the up/down icons to place the field in the order you want it

to appear. Select another tab or choose Transfer . Sort Order: You can select Ascending or Descending . To sort based on a hidden field, highlight the field from the Column set section

and choose Add Sort Criterion . To remove a sort criterion, highlight the field

in the Column Name section and choose . The sort sequence is based on the order that they appear in the Sort Order list.

Use the up/down icons to change the sort sequence. Select

another tab or choose Transfer .

Filter Tab: To filter data highlight the field in the Column set section and choose Add filter

criterion . Choose Transfer .

The Determine values for filter criteria box appears.



Make filter selections by double clicking on the applicable value(s). Choose

Execute .

Display Tab

Check the applicable display option. Choose Transfer .



3.3.3 Save Layout

To save a Layout, select Save Layout .

The Save layout dialog box comes up.

1. Enter a name and a description for your layout. You cannot give the layout a

name that begins with a number, since this type of name is reserved for the standard layouts in the standard system.

2. In general, layouts are available for all users as client-specific standard layouts. In lists, you can save layouts as user-specific. User specific layouts must begin with a letter. Non-user-specific layouts (client-specific standard layouts) must begin with “/”.



3. If you entered sort criteria, subtotals criteria for filter conditions, you can save the layout with these criteria by selecting the criteria from the Save with tab

(shown below). Choose Continue .

If a layout with the same name already exists, the system will inform you of this and you can either overwrite the existing layout (Yes) or select No and enter another name.

3.3.4 Delete Layout From the output screen choose Settings > Layout > Administration.



The Layout Management screen will appear.

Click the applicable layout to select it. Click the icon.

Click to complete the deletion.

Or, if you have made a mistake, do not save. Select Cancel .

When the End user layout maintenance box appears, select .



3.4 Executing Reports

Reports can be executed in Foreground or Background, with or without variants.

3.4.1 Execute in Foreground

To display output directly on the screen, from the report selection screen, select Execute from the Menu path below

or select the Execute button

From the SAP Query Initial screen, you can also execute With variant.

From the Define Variant box, click the dropdown.

Click the applicable variant name and select Choose .



3.4.2 Execute in Background

In background processing, the SAP System automatically runs any report or program that you can start interactively.

When you schedule a job in the background processing system, you must specify:

The ABAP report or external program that should be started The start time The printing specifications

The background processing system starts your job and runs the program(s) that you specify. Afterwards, you can check whether your job was executed successfully and display a log of any system messages.

Running a report in the background does not tie up the SAP sessions you are currently working with.

When you start a report interactively, your current SAP session is blocked for further input for as long as the report runs.

When you start the report in the background, running the report does not influence your interactive work with the SAP System.

You can shift the execution of reports to the evening or other periods of low load on the SAP System.

You can schedule a report or external program to run at any time that the SAP System is active. You can also set up reports to run automatically on a regular basis (for example, on the last day of each month).



Note

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When executing reports in Background you are limited to 255 columns (characters). Any columns beyond 255 will be dropped from the output or will wrap to the next line.

To execute a report in background, use one of the Menu paths below.

When the Background Print Parameters box comes up, make applicable

changes, select Continue .

See Chapter 3.5 for additional details/instructions. From the SAP Query Initial Screen you can select In background. However, this option will not allow you to make any program Selection changes. The query will execute with the default selections for the query or variant.

The Execute Report in Background screen will appear along with the Report name.

- select Variant Name (if applicable) - select Execute immed. or Schedule



3.4.2.1 Immediate Start Time

To execute immediately, when the Start Time box appears, select .

Click Save. A message will appear at the bottom of the screen showing that the Background was scheduled.

3.4.2.2 Schedule job

From the Start Time screen, select Date/Time.



During scheduling: Specify the start date or the latest start date you require for your background job. If the job has been released, it will be processed on the date specified.

In the job overview: To restrict the scope of the overview, specify the earliest or latest start date for the overview.

Enter the last permitted start date for your background job. If the job is not started before this date, the background processing system characterizes it as cancelled. The job is not processed.

Defining a "start window" with this field is useful if you schedule a job, for example, which is repeated in short intervals. If the system is started after maintenance or shutdown, the job repetitions that did not take place during the shutdown do not have to be processed. Processing of the job repetitions is not necessary because the job will be repeated soon anyway.

Choose Periodic job if the job needs to run on a periodic basis. Click on Period values .



Select the applicable Periodic value and Save .

Other period options are also available. Select the applicable

option and Save

When all applicable selections have been made, select Save on applicable screens as they appear.



3.4.2.3 View Background Job

To view a background job select Overview of job selection from the Easy Access Menu

Note: The name in the Easy Access Menu may also say “Background Job Overview”. or by entering SM37 in the Command Field

The Simple Job Selection screen will default to your user name and today’s date will appear in the Job start condition section. This selection can be changed if you need to view jobs from another date or for a date range.

A particular Job name can be selected or to view all jobs just click .



The Job Overview screen comes up listing all spooled jobs and their status.

Check the box next to the Complete job you want to display, select .

Check the Spool no. box and select Display contents .



The report output will appear on the screen.

A message may appear at the bottom of the screen indicating how many pages are displayed.

To view the entire output: Select .

Make applicable changes and select Save Settings .

If the Information box below appears, select Continue .

3.5 Output Options

3.5.1 Default Printer Settings Type in SU3 in the transaction box and select press Enter on your keyboard.



or, select from the Menu Path.

The Maintain User Profile box will appear. Select the Defaults Tab; type in

default output device (or select from dropdown ).

- Indicates whether spool requests are printed immediately. Select this field to print your spool requests immediately.

Do not choose this option if you want to retain spool requests in the spool system until they are released for printing.

- Indicates whether lists are to be deleted after printing. To delete spool requests immediately after printing, select this field.

Do not choose this option if spool requests should remain in the spool system. You can then print this request again if required. The system automatically deletes these requests after the expiry date.



Click the button to save the default selections.

3.5.2 Printing Reports Executed In Foreground

Select from the menu path List/Print. Or select the Print icon .

Make applicable parameter changes. To change Spool Request Attributes, select

.



In the Spool Request Attributes screen –

Time of print To print output now, select Print immediately.



To print at a later date and/or time, select Send to SAP Spooler Only for now.

Format:

From the dropdown select applicable Format and Click .

Select Continue .

If the box shown below is checked for a setting, for reference, this setting will automatically display on the Print ALV List Screen.

When the screen below appears, click Continue to print.



3.5.3 Printing Reports Executed In Background

Follow instructions in Chapter 3.4.2.3 to first view the background job. In order to display, print or export larger reports, these spool settings may need to be changed.

Select .

Make applicable changes and select Save Settings .

If the Information box below appears, select Continue .



Reports can be printed by clicking the Print directly icon or the Print with

changed parameters icon . The menu path below can also be used (Spool Request > Print > Direct processing or Print with changed parameters) -

When selecting Print with changed parameters, the Output controller screen will appear. This screen allows you to change the print parameters for printing the current report selected.



3.5.4 Exporting Report Output

First, display the report output. To export the report, follow one of the paths below.

or

or



Select applicable format, click Continue .

Type in directory and filename or select using the dropdown.

Select . File will now output to selected directory.



TO OUTPUT DIRECTLY TO EXCEL:

With the output on the screen, select the Print Preview icon .

Next select the Spreadsheet icon .

Enter a File name and select Save .



4. SAP Standard Reports

SAP provides many Standard Reports. This document contains information on some of the most common ones used. Access to these reports, as well as menu paths, will vary depending on the Role that the user has been assigned. Not all reports are available to all users.

4.1 Employee history report

Report displays job and salary history information on employee(s). Selection Screen:



Sample output:

4.2 Flexible Employee Data

Displays employee data in a flexible manner. The report only displays data on employees who meet your own selection criteria. This report contains up to 20 fields for displaying employee data. You can choose which fields to display. Selection screen:



Available output fields for selection (select 20 maximum). See Chapter 3.1.1 (#3 & #4) for instructions on making selections.



Output is based on fields (output columns) selected.



4.3 Logged Changes in Infotype Data

This report is used to display all changes that were made to an employee/infotype (audit trail). Using this report you can see the date and time an infotype was entered as well as the user who entered it and the data that was changed. It also reports data for an infotype that was entered then was later deleted . Select screen:

If you have selected Direct output of docs, the Infotype details are displayed automatically. If you have not selected Direct output of docs, a list will be output showing begin dates etc. Double click on applicable line to view the results.



Infotype details will display.



4.4 Compa-Ratio Analysis

Used to calculate the compa-ration, this is where individual employees sit in their respective salary range. Can be used to check to see whether employees’ salaries are still within the salary range or whether in individual cases, an employee needs to receive a salary adjustment or be moved into a different pay grade. Select Screen:

Output fields:



4.5 Time Spent in Each Pay Scale Area/Type/Group/Level

This report displays the pay scale classification together with the length of time spent in the pay scale group per employee. Select screen:

Sample output:



4.6 Display Pay Grade Structure

This report displays the pay scale groups (grade) for Non-Union jobs. This information is organized based on information from tables T710 and T710A. NOTE: Information for Union jobs is stored in table T510N and therefore cannot be displayed using this report. Select screen:

Sample output:



4.7 Reports in Time Management

The Time Management component provides a number of standard reports, which can be used to read, process, and evaluate time management data. Examples:

4.8 Absence Data: Calendar View

This report displays attendances and absences for each employee in a calendar. The report can be run to evaluate only attendances, only absences, or individual attendance or absence types. Select Screen:



Sample output (employees name, pernr etc. will appear at the top of the report):



4.9 Cumulated Time Evaluation Results: Time Balance/Wage Types

With this report you can output the per week accrual for an employee(s). As in the sample output below you can see when the accrual rate for the employee increased. Select screen:

Sample output:



4.10 Reports in Organizational Management

The Organizational Management component offers a number of reports, with which you can access data on your organization.

When you access an organizational management report, a screen containing selection parameters appears. As well as report-specific parameters, additional selection fields are provided:

<Object type> (depending on report: organizational unit, job, position, work center or task)

You can specify the object with which you want to start the report.

Search Term

You can search for an object.

Status

You can specify that only objects with a certain status can be reported on.

Reporting Period / Reporting Key Date

Depending on the report, there are various criteria for determining a key date or a reporting period.

You can switch to the standard selection screen in many reports that you access via the SAP menu. This offers additional selection parameters. Standard Selection Screen

Plan Version

You can specify the plan version for which you want to start a report.

Object Type

You can specify the object type for which you want to start a report.

Object ID

You can specify the object with which you want to start a report.

Object Status

You can specify that only objects with a certain status can be reported on.

Data Status



You can specify that only data with a certain status can be reported on.

Set Structure Conditions

You can set various structure conditions.

Evaluation Path

Via the evaluation path, you can specify the objects in a structure that are to be reported on.

Status Vector

You can specify that only objects whose relationship infotypes (assignments) have a certain status can be reported on.

Status Overlap

You can execute a simulation that displays the results as though all relationship infotypes were active.

Display Depth

You can specify the level of a structure to which the report is to be executed.



4.10.1 Organizational Structure

This report generates an organizational plan. This plan identifies the hierarchical structure that exists between organizational units. The organizational unit you enter is interpreted as the 'root' unit of the structure. In this report, you will select the highest-level organizational unit that you want to report on. Subordinate org units will automatically be extracted. If you select the Select Subtree icon when choosing the organizational unit, the output will contain multiple occurrences of some org units. The system starts with each level and will output every subtree within each level. Select screen:

Sample output:



4.10.2 Organizational Structure with Positions

This report generates an organizational plan that displays the positions assigned to each organizational unit. The plan reports on the hierarchical structure of organizational units AND their positions.

In this report, you will select the highest-level organizational unit that you want to report on. Subordinate org units will automatically be extracted. If you select the Select Subtree icon when choosing the organizational unit, the output will contain multiple occurrences of some org units. The system starts with each level and will output every subtree within each level. Select screen:

Sample output:



4.10.3 Organizational Structure with Persons

This report generates an organizational plan, including the leaders of various organizational units. This plan reports on the hierarchical structure of organizational units AND on the persons designated as the leaders of organizational units.

In this report, you will select the highest-level organizational unit that you want to report on. Subordinate org units will automatically be extracted. If you select the Select Subtree icon when choosing the organizational unit, the output will contain multiple occurrences of some org units. The system starts with each level and will output every subtree within each level. Select screen:

Sample output:



4.10.4 Structure Display/Maintenance

The report interprets the specified object type or object as the root of a tree structure. Taking this object type or object as the point of departure, the report accesses the structure along the specified evaluation path, and displays the related objects.

Be sure to select the Subtree if you want to output data for the subordinate organizational units.

Common evaluation paths:

PLSBES – will output all positions and their holders along the org structure.

BOSSONLY – will output the organizational structure selected along with the Chief position.

Select screen:



Sample output:

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