Run an Adhoc Report (PQAH)
Purpose
Use this procedure to execute existing Ad Hoc Reports you have saved on your system.
Note This procedure can also be used as a reference for manipulating the output of any of the standard reports in SAP SME - Human Resources and SAP SME - Payroll.
Trigger
Perform this procedure when you need to execute a previously written Ad Hoc report.
Prerequisites
Before executing this transaction the following must have been carried out on your system.
•  You must have entered your master data onto the system.
•  You must have already written and saved your Ad Hoc report.
Note The system comes supplied with some standard Ad Hoc Reports you can use as templates for writing your own reports.
Reference For details on writing your own Ad Hoc reports please refer to procedure Write an Ad hoc Report. For details on how to execute reports from within Structural Graphics please refer to procedure Using the Human Resources Information System.
Navigation Path
Use the following navigation path(s) to begin this transaction:
•  Select Processes è Human Resources è Enquiries è Adhoc Report Writer to go to the HR Ad Hoc Query screen.
•  Select Processes è Payroll è Enquiries è Adhoc Report Writer to go to the HR Ad Hoc Query screen.
Field Description Tables
The R/O/C column of each Field Description table indicates whether the field usage is:
R - Required in SAP.
O - Optional in SAP.
C - Conditional in SAP.
Procedure
1. Start the transaction using the navigation path.
screen  SAP Easy Access Main Menu
2. Double click Adhoc Report Writer to take you to the HR Adhoc Query screen.
screen  HR Ad Hoc Query
3. Click Image to go to the Open Query screen.
screen  Open Query
4. Complete the following fields:
• Query area
• User Group
 
screen  Open Query
Note The Queries starting with YS are provided with the system as template reports.
5. ClickImage.to the left of the Ad Hoc report you wish to select, in this example YS_Addresses.
screen  Open Query
6. Click Image to confirm your selection and return to the HR Ad Hoc Query screen.
screen  HR Ad Hoc Query - Employee Addresses
Note You can enter selection values as required into the value field in the selection area of the screen.
Reference For further information on changing the details of and writing Ad Hoc Reports, refer to procedure Write an Adhoc Report.
7. Click Image to run the report.
Note If your system holds little employee data, you may be taken directly to Step 11 the Employee Addresses output screen.
screen  Message Screen
8. Click Image to continue processing.
screen  Restriction of Database Accesses
9. Complete the following field:
• Maximum
 
10. Click Image to confirm your entries.
screen  Employee Addresses
11. The icons displayed at the top of the report can be used to manipulate the report in a variety of ways. Select any of the following options as required.
Note The icons displayed will depend upon the types of fields in the report.
Function
Icon(s)
Goto
Display the details of a particular record.
Image
Step 12
Set Filter such that only certain records are displayed in the report output.
Image
Step 13
Sort Rows. Records can be sorted chronologically, numerically or lexically on columns in the report.
ImageImage
Step 14
Move Columns. Change the column order.
N/A
Step 15
Send the report in e-mail.
Image
Step 16
Save the report to a local file.
Image
Step 17
Send the report to a word processor.
Image
Step 18
Send the report to a spreadsheet.
Image
Step 19
Print preview.
Image
Step 20
Display Sum (This Function is not available from Addresses Report so the Salary report is used in the example).
Image
Step 21
To exit the report and return to the SAP Easy Access Main Menu.
N/A
Step 22
 
Note ABC Analysis You can Perform ABC analysis on your data by clickingImage. This allows you to perform statistical analysis on your data.
Note Variants The output of reports can be manipulated so as to be viewed in a variety of ways. Such changes can be saved as variants for use on a later date. For example, if you choose to sort and restrict the report in a particular way, you can save these preferences to be called up later.
Use Image to display and manipulate the current display variant.
Use Image to load a previously saved display variant.
Use Image to save the current display as a display variant.
12. Click on the record (row in the report) for which you wish to display details.
screen  Employee Addresses
12.1 Click Image to go to the Details screen.
screen  Details
12.2 Click Image to return to the Employee Addresses screen.
screen  Employee Addresses
12.3 Return to Step 11
13. Click Image to go to the Define filter criteria screen.
screen  Define filter criteria
13.1 Click Image in the Field list window next to any fields on which you wish to filter.
Example: CoCd - Company Code
screen  Field list
13.2 Click Image to move your selection to the Filter criteria window.
Note Note that multiple filter criteria can be used here.
screen  Define filter criteria
13.3 Click Image to confirm your selection and go to the Filter criteria screen.
screen  Filter criteria
Note This screen will be different depending upon which fields you have selected.
13.4 As required, complete the following fields:
• Cocd
• to
 
Note If required you can use Image to use the Multiple selection screen for CoCd. On the Multiple Selection for CoCd screen there are 4 tabs.
The tabs can be used as follows:-
 
Tab
Description
Image
Use Operators for single values. Any entries here will be included in the report output.
Example: Greater than 0001
Image
Use limits for values. Any selections here will be included in the report.
Example: 0003 to 0004
Image
Use Operators for single values. Any entries here will be excluded from the report output.
Example: Less than or equal to 0003
Image
Use limits for values. Any selections here will be excluded from the report.
Example: 0005 to 0006
 
screen  Filter criteria
13.5 Click Image to confirm your entries and take you to the filtered report results.
screen  Employee Addresses
Note In this example only 1 employee meets the selection criteria.
13.6 Click Image to remove the selection criteria.
screen  Filter criteria
13.7 Click Image to remove the selection criteria.
screen  Filter criteria
13.8 Click Image to confirm your selection and return to the Employee Addresses screen.
screen  Employee Addresses
13.9 Return to Step 11
14. Click Image to go to the Define Sort Order screen.
Note You could have selected Image at this stage to sort in descending order as default.
screen  Define Sort Order
14.1 Click Image in the Field list window next to any fields on which you wish to sort.
Example: Last name
screen  Field list
14.2 Click Image to move your selection to the Sort fields window.
screen  Sort fields
14.3 Select the radio button Image to choose to sort either Ascending Image or DescendingImage.
14.4 Click Image to confirm your selection and return to the Employee Addresses screen.
screen  Employee Addresses
Note The report is now sorted in ascending alphabetical order on Last name.
14.5 Return to Step 11
15. Click the title at the top of the column you wish to move.
screen  Employee Addresses
Note The column is now highlighted.
15.1 Drag and drop the column to the desired position.
screen  Employee Addresses
15.2 Return to Step 11
16. Click Image to send the report results as e-mail.
screen  Create Document and Send
16.1 As required, complete the following fields:
• Title
• Document contents
• Recipient
• Recip.type
 
16.2 Click Image to send the mail.
16.3 Return to Step 11
17. Click Image to go to the Save list in file screen.
screen  Save list in file
17.1 Select the radio button Image for the type of file you wish to export.
screen  Save list in file
Example: HTML format
17.2 Click Image to confirm your selection.
screen  Transfer List to a Local File
17.3 Complete the following field:
• File name
 
screen  Transfer List to a Local File
17.4 Click Image to save the file.
screen  Employee Addresses
Note The system displays the message, "xxxxxx Bytes transferred.
17.5 Return to Step 11
18. Click Image to send the report to a Word Processor and go to the Word Processor Settings window.
screen  Word Processor Settings
18.1 Select Form letter processing with MS Word. This takes you to the MS Word Settings window.
Note Selecting Form letter processing with MS Word automatically creates a Mail Merge file for you within MS Word. Selecting Create document creates a document within MS Word for you to edit.
See F1 help for further information.
screen  MS Word Settings
18.2 Complete the following fields
• Use mail merge fields for
• Assign password to mail merge file
 
screen  MS Word settings
18.3 Click Image to confirm your selection and take you to MS Word.
screen  Microsoft Word
Note You can now create your Mail Merge in MS Word.
18.4 Return to SAP SME - Human Resources
screen  Employee Addresses
18.5 Return to Step 11
19. Click Image to Export your report to Excel and go to the Export list object to XXL screen.
screen  Export list object to XXL
19.6 Select Image Excel Display.
screen  Export list object to XXL
Note There are several processing options in Excel.
19.7 Click Image to confirm your selection and take you to MS Excel.
screen  Microsoft Excel
Note From Excel you can manipulate the information off-line as required.
19.8 Return to SAP SME - Human Resources
screen  Employee Addresses
19.9 Return to Step 11
20. Click Image to view the report as it would be printed.
screen  Employee Addresses
Note Use Image to actually print the report output to your printer.
20.1 Click Go Back to return to the interactive view.
screen  Employee Addresses
20.2 Return to Step 11
21. Locate and select the Annual Salary column in your report.
Note This function can be used to sum any numeric column.
screen  Employees with Salaries 20000 to 40000
21.1 Click Image to sum the values in the Annual Salary column.
screen  Employees with Salaries 20000 to 40000
21.2 Repeat from Step 21 to remove the total.
21.3 Return to Step 11
22. Click Go Back to return to the HR Ad Hoc Query screen.
screen  HR Ad Hoc Query
23. Click Go Back to return to the SAP Easy Access Main Menu screen.
24. You have now completed this transaction.
Result
You have executed, manipulated and exported Ad Hoc reports..