How to Execute SAP Reports

A SAP report is an executable program that reads data from the database and generates output based on the filter criteria selected by the end
user.

Execution of a SAP report almost never leads to an update of the database.

The various categories of reports are --

1. Standard SAP reports

2. Custom reports - developed by your organization
3. Ad hoc queries

Following elements will have to be set while executing ANY SAP report

Following elements will have to be set while executing ANY SAP report

Select a Period

You need to select a period for which report will run like Today (Only current Day's Data), Upto Today (All data of the past uptil
today), Current Month , Current Year etc.

You can select other period and specify a custom From and To date for the period of the report

You can also click the Payroll Period Button   and specify a payroll period as the time period for which your
output will generated.
  

Select a Population

You can limit the number of people you want to run the report for by entering different selection criteria' s shown below. 

You can add additional selection criteria fields to your report by clicking Further Selections 

1. Under Selection Options , select the fields you would like to add to the selection area on the report
2. Click on the Arrow Button to send it to right
  

The selected field will now appear in the Selection Fields List

Click the check mark to return

The new selection field will appear in the report screen.

Restrict Selection Values in the Input Screen

You can include both ranges and single values in your report
Click on Multiple Selection Button
 The next SAP screen , allows you to

1. Enter Mutiple Values which will be included

2. Enter a Range of vlaues which will be included
3. Enter Mutiple Values which will be excluded
4. Enter a Range of vlaues which will be excluded

You can further restrict selection criteria by using selection options (i.e., equal to, greater than, etc.)
Format SAP Report Output

Once you have executed your report, you can easily modify(sorting , summations , graphics etc.) the layout for the output generated using the
toolbar shown below.
 You can also save the output to your local hard disk using the follwing steps

1. Click List
2. Export
3. Local File

1. Select the Format (text , spreadsheet) desired

2. Click Enter
Enter Directory , File Name and Click Generate. The report must be saved.

WAYS OF REPORTING IN SAP HR

REPORTING: There are two types of Reporting Levels in SAP HR

1. Flat reporting: Particularly suited to master data and line item reporting
2. Analytical reporting: Particularly suited to key figure reporting and multi dimensional views.

In other words, Flat reporting or line item reporting means reporting on uncompressed raw data from tables.
Examples of reporting tools: Adhoc query and SAP query. This is nothing but reporting on data from infotypes.

Analytical reporting is reporting on compressed data (key figures). Example of reporting tool is Business
Information Warehouse. Data is prepared for reporting in the form of info cubes.
Various ways of reporting in SAP HR:
1) Standard reports ( SAP EASY ACCESS MENU—Info systems)
2) HRIS (Human Resource Information System)—reporting using structural graphics
3) Manager’s desktop—Obviously a tool used by Managers to evaluate and change data
4) Adhoc query--- tool that enables reporting in a flexible manner. Also known as ‘Info-set query’ in
other SAP modules. Custom reports can be generated.
5) Business Warehouse (SAP BI) —an independent system in itself for the purpose of analysis and
reporting. Business data is delivered in the form of business content.

1) Standard reports: These are the standard SAP reports. The menu path is SAP EASY ACCESS
MENU—Human Resources---Info systems.

2) HIS (Human Resource Information System): We request reports using objects in hierarchy viz.,
Organizational structure or business event hierarchy. You can report on different components of HR. The
T-code to go to HIS is PPIS.
Initial Access and Working with HIS
Task 1:
1.
Access Structural Graphics (HIS) via the T-code PPIS or SAP EASY ACCESS MENU—Human
Resources—Info-systems—Human Resources--- Reporting tools—PPIS-HIS.

a) The first time you access Structural Graphics, the system requires you to
enter the plan version you want to use. Enter 01 for the current plan
•
version. Standard view and click on defaults and click on continue
b) Use the search help on the Organizational unit field and invoke a
Structural search ( SAM Corp ) to locate the object you require.
The Structural Graphics is started and make the selections as below and see your report..
3) Manager’s desktop:
•
Theme and Function catalog.
•
Using function codes these theme categories and function lists can be customized.
•
Execute using drag and drop.
Procedure: Go to Tcode PPMDT or SAP EASY ACCESS MENU---Human resources. Just have a look at
it.

4) Adhoc Query:
Powerful tool for reporting on any HR data based on Selection and Output fields.
Unlike all other reporting tools, the selection is made directly from database .
Accessing the database directly, significantly improves the performance.
Logical database is an ABAP program that provides a special view or particular view of the database tables
in SAP system. Such special views or particular views are called infosets. These infosets are assigned to
user groups. Examples of logical database are PNPCE, PCH. PNPCE to view HR Masterdata and PCH to
report on Organisation Management.
Infosets and user groups form basis for Adhoc query. Infosets are created and assigned to user
groups.

Procedure for Adhoc query reporting:

1. Creation of user group
2. Assign user to user group ( i.e., assign your username to user group )
3. Creation of infoset
4. Assign infoset to a user group
5. Creation of a query using Adhoc query tool for reporting.
5) SAP Business Warehouse: is a standalone system where reporting can be performed. SAP delivers
Business Content for SAP BI System. SAP Strategic Enterprise Management offers complete solution for
Strategic enterprise management which includes Balanced score card, Risk management, and Management
cockpit. There is reporting feature in SAP Strategic Enterprise Management as well.

6) SAP Manager Self-Service: An intuitive, easy-to-use portal –based application that supports
managers in their daily work. MSS comprises multiple intuitive Web applications that enable
managers to display, create, and edit data in SAP systems using a browser.
Manager Self-Service contains multiple reporting and evaluation options on the basis of SAP ERP standard
reporting and the SAP Business Information Warehouse
(SAP BI). HR business processes can still be triggered from the portal: for example, after an employee
review, the manager can trigger a special payment to the employee from portal.

Generate a Report in Info type Wise

We can generate Report info type wise through T-Code SE11 & SE16

 Step -1 - Enter T-code SE11 in Command field, in Database table Give infotype Number Ex:- PA0001 Click on Display
Step-2 - Select Contents Box it will take next screen
Step-3 Give the Employees Number in Pernr Field EX: - 1 to 500 Click on execute
Step-4 After execute tab below screen will display, Select Edit and click on download.
Step-5 Once Select the download option below screen will come, in below Select Spreadsheet
 Step-6 after Selecting Spreadsheet it asking file path Give the File name and click on Gen rate button 
Step-7 Next Go to your Desktop See below screen, in Excel sheet whatever fields’ data you want you can use it 

SAP EASY ACCESS >SAP menu >Information Systems >Human Resources >Reports