SAP Standard Reporting Quick Reference Guide

Transcription

1 Standard reports are run within the SAP application and are pre-delivered by SAP to fulfill basic legal, financial, and everyday business reporting requirements. This guide demonstrates features common to most standard reports that can help you to display and work with the data that you need. The Basics: how to access standard reports and three simple steps to running them. First, access SAP ECC through the link in the ERC portal, or using the icon on your desktop. (individual access method varies) Transaction codes can be typed into the Command Field or located within the SAP Menu structure, often within the Info System folder for the type of work you do within SAP. Be sure and save the reports you use as Favorites! (See SAP ECC Basic Navigation materials for help) Page 1 of 10

2 THREE STEPS TO RUNNING SAP STANDARD REPORTS STEP 1: Define your report by completing the Data Selection screen. Complete as many Data Selection screen fields as you can to define your report, then click Execute to process your report. STEP 2: Refine your report by working with the output layout. STEP 3: Export your report to Excel for additional formatting/delivery as needed. DATA SELECTION SCREEN The initial report screen typically contains one or more of these sections. Period: Lets you define the range in time from which data should be pulled. Selection: Lets you select the types of information you need and filter out the information you don t. OUTPUT LAYOUT Many standard reports display automatically in an output format called ALV (Alternate List Viewer). ALV is a format that has some Excel-like functions and is easy to customize to refine your report, using the ALV Menu Bar, pictured below. Sum Change Layout, Select Layout, Save Layout Report-specific or Program selections: Provides special fields that are specific to an individual report. Detail Sort Ascending, Sort Descending, Filter Export to Excel Advanced features for Steps 1 and 2 begin on the next page! Page 2 of 10

3 DATA SELECTION SCREEN ADVANCED FEATURES Further Selections: allows additional fields to be added to the Selection area. The more fields you complete, the more defined your report results will be. 1. Click Further Selections 1. Click the arrow to move the selected field. 2. Click the box beside the field to be added. 5. The field has been added to the Selection area. 4. Click Continue. Page 3 of 10

4 DATA SELECTION SCREEN ADVANCED FEATURES Multiple Selections: allows you to populate a field with more than one value (or even an entire spreadsheet of values!) This is applicable to any field where the icon appears. 1b. Tabs across the top of the Multiple Selection window let you enter single values (1, 5, 8, 12), ranges (15-25), or exclude specific values or ranges. All four tabs can be used at one time. 1a. Values can be entered in different ways. You may type values or search for them by clicking. 1c. Values can also be entered by copying them from a spreadsheet or other source and then clicking Upload from Clipboard.. 2. Click Copy to exit the Multiple Selection window and place the values into the field. Fields that contain multiple values display only the first value in the field, however, a green light appears on the Multiple Selection icon to indicate other values are present as well. Page 4 of 10

5 DATA SELECTION SCREEN ADVANCED FEATURES Variants: allow you to populate the Data Selection screen fields with saved data entries, so the report can be run as often as needed using the same criteria. Loading a Previously Saved Variant Saving Your Own Data Selection Screen Entries as a Variant 1. At the top of the Data Selection screen, click Goto/Variants/Save as Variant. At the top of the Data Selection screen, click Goto/Variants/Get or click. 2. Enter a short Variant Name and a longer Description, then click Save. Select a variant from the pop-up window and click the green check mark. Page 5 of 10

6 DATA SELECTION SCREEN ADVANCED FEATURES Most reports display, by default, in Alternate List Viewer (ALV) format. However, the output of a report can sometimes be displayed in different formats, allowing you to select the best format for your needs. ALV is often a good option, as it results in an Excel-type output featuring tools that can further define how results display. Below are examples of the different ways some reports provide output options. Page 6 of 10

7 REPORT OUTPUT SCREEN ADVANCED FEATURES Reports that display in the ALV format have buttons across the top of the screen in the previously mentioned ALV Menu Bar enabling you to manipulate and customize the way the output displays. Here s a more detailed look at some of the functions available to help refine your reports. Sum Export to Excel Detail Sort Ascending, Sort Descending, Filter View as Excel or Word Change Layout, Select Layout, Save Layout Click column headers, then the appropriate icon, to use the Sort and Sum functions. Change Layout allows columns to be added and/or removed from the report. Select entries and use the central arrows to move columns to the left box (to display on the report) or the right box (to not display on the report). Save Layout allows you to save your customized layout for later use via Select Layout. Page 7 of 10

8 REPORT OUTPUT SCREEN ADVANCED FEATURES The use of all the features on the Data Selection screen may still not define your report to the level you prefer. In many cases, you can use the Filter function on the report output to further exclude data you don t need 3. Complete the fields in the Determine values for filter criteria just as you would on the Data Selection screen, then click the green check mark to proceed. The report output filters out all data not relevant to your entries. 1. Click the Filter icon in the ALV Menu Bar. Define the filter criteria by selecting one or more data columns from the Column Set box and use the arrow to move them to the Filter criteria box. 2. Click the Filter icon near the bottom of the Define Filter Criteria window. Page 8 of 10

9 EXPORTING REPORTS Most reports can be exported to Excel and other formats from the report output screen. Page 9 of 10

10 Additional SAP Standard Reporting Resources Take the new standard reporting Computer Based Training (CBT) courses for additional features and discussion, and be well on your way to becoming an SAP reporting expert: SAP ECC Standard Reporting Introduction SAP ECC Standard Reporting Advanced Concise, focused and engaging training, right on your computer screen. More reporting features, a simulated report, and lots of useful information, applicable to you! Page 10 of 10