SAP Reports in live Systems

Using the variation function, you can generate a report for every node and each single value in a hierarchy of characteristics used in the general data selection of a report. When using the variation function, you can interactively navigate within the hierarchy structure.If you want to use the variation function when outputting a report, you must specify this in the report definition.If the variation is used, you only need to carry out one selection run on the database for all reports produced. For this reason, the variation can often be used to reduce the system load.

Creating extracts

You can select and output data without creating an extract. Alternatively, you can decide to select the data and store it as an extract with or without outputting it.Once the data has been stored as an extract, you do not need to select it again. This means that the  time required to output an extract is considerably shorter. When you output an extract, all of the Report Writer functions such as defining threshold values and sorting lists are also available for use. These functions can also be used after a selection run via the database.

Each stored extract is identified by its report group and selection criteria.By choosing the data source, you can decide whether you want to display extracts (default), or select data from the database or from archive files. When you start a report, the system finds all the extracts that match the selection criteria you defined. If a report has been executed for a whole cost center hierarchy by using the variation, the system stores extracts for all cost center groups and single cost centers that are contained in that hierarchy. 

You can also execute reports in the background, so that in times of high system utilization additional processing time is not required.Once you release the background job, the system performs all additional steps without user intervention.For reports with large amounts of data, it is often advantageous to create an extract in the background and afterwards display and process the data online.

You can use mail to send reports within an R/3 system.After you send the report, it appears in the recipient's inbox. The recipient can list the name of the report group, the selection time, and additional information by selecting 'Display'. The report results are displayed using 'Process.'

Creating report interface

When displaying your report online, you can use data from a report in the report/report interface.Other reports are called up based on the corresponding selection criteria.You can specify the receiver reports in the header of every report group or in the library. You can use other Report Writer reports, transactions, report portfolio reports, drilldown reports, or ABAP programs as receiver reports.

Using the report/report interface, you can call up various reports while displaying your report data. The selection criteria used to call up the receiver report depend on the section marked in the sender report. Procedure for using the report/report interface:

Select the data to be analyzed in the sender report.
ŸThe receiver reports are displayed for selection.
ŸThe report/report interface also allows you to call up reports from other applications.

Creating activity group

Standard reports and reports you define can be installed in the reporting tree. End users can call up reports directly from the reporting trees.You can call up Report Writer reports, drilldown reports, transactions, ABAP, reports and report portfolio reports from the reporting tree.SAP delivers a preconfigured reporting tree for each application. If your user is assigned to one or more activity groups, you will receive your personal work center menu in the form of a tree control when you log onto the system. You can compile your own favorites in your work center menu by using drag & drop.SAP provides a series of standard activity groups. A user dependency relationship is set up by assigning area menus to activity groups or roles in the profile generator. In this case, authorizations are combined automatically.

In the activity group maintenance function (transaction PFCG), administrators can define the menu structure for an activity group and combine certain transactions, drill-down reports, ABAP reports,report portfolios, Internet/intranet links, and Report Writer report groups to form a user menu. The structure and terminology of the functions contained in the menu are freely definable. 

The transactions for the user menus can be entered directly, for example, from the SAP menu. In addition to the user menu, the overall view (SAP menu) contains all of the functions provided by SAP. This overall view, however, should only be used if user menus have not been defined yet or when the administrator wants to create new user menus.

Assigning users

An activity group can be assigned to any number of users.The activity group also contains authorizations that the users need to access the transactions, reports, and so on, in the menu.Authorizations can be created automatically for an activity group. Most of the field contents of these authorizations are defaulted by SAP. You can, however, modify these default values or add blank fields. You can then create an authorization profile automatically from these fields using the Profile Generator, and assign it to certain users.

The user menu only contains the entries - transactions, reports, and Web addresses - that are required for the user's day-to-day work. If your system administrator has defined a user me nu for you, it will be displayed automatically when you log onto the system.


Report Writer objects are client dependent objects.You can transport Report Writer objects between various SAP systems or between different clients. Report groups, reports, and models can be transported to these dependent objects from the Report Painter menu.You can transport Report Writer objects between different clients in the same SAP System in one step.Otherwise, you can use the alternatives: create an export file or create a transport request for transport to a different system.

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