What does imy stand for in sap

Your fin ished graphical report appears onscreen, charting the figures interpreted by the SAP system see Figure 7. You can use special symbols to insert the current date, time, username, and page num- ber in custom headers and footers.

It is not common, knowledge that the SAP Query tool can be used to create these files, so users often wait for programming staff to custom-code an extract file for them in ABAP. The benefit of using the SAP Query rool to produce these files is that it does not require any technical programming skills and is easy for an end user to do. For instance, in my day-to-day job, I manage dozens of interfaces. An example is a file I send weekly to the unemployment office.

My company uses a third-party vendor to handle unemployment pro- cessing. The file I transmit weekly contains a list of all associates who terminated and the date and reason why each one terminated.

The third-party vendor uses this information to review and process potential claims for unemployment. A very simple spec could look like the one shown in Table 8. By pasitional, I mean by reading through the spec, I know that the file requires the output of the company account number in posi- tions of the file. In other words, the first 10 characters of the report output would contain the company account number.

Graphics The following sections explain how to use the SAP Query tool to create a fixed positional formatted file based on a specification, using the sample SAP flight scheduling IDES system that has been used in other examples in this book so far. The spec shown in Table 8. The table explains which data should be in which positions in the file. For example, by reading through the table, you can expect that the first 10 characters of the extract file will contain the flight date.

TABLE Create a basic SAP query list report. Your first step is to create an SAP query basic list report that outputs the fields listed in Table 8,2 in the order in which they are listed in the table.

Your finished report will output the Flight Date, Plane Type, Airfare, and Flight Class text fields, However, simply creating this report does not satisfy the specification requirement.

For example, the report is not positionally spaced according the spec and does not contain the two additional fields listed in Table 8. The purpose of a positional extract file is to be interpretable by another cont puter system that takes each piece of information in the positional location and loads it to the computer system.

Itis therefore required that each piece of data reside exactly where the specification says it should reside. You can then specify a location for your saved text file. The report output is then downloaded to a text file in the designated location. Helpful Hint You can use several different types of software solutions to check that a positional tet file has each of the char- acters in the appropriate place. In some cases, you might want to perform a calculation or output a value based on a value that you may know only at report execution time that is, a dynamic value.

For example, you can use the same SAP query you have worked with throughout this chapter to create a calculated field to specify that the Discount field should subtract or or , with the actual numerical amount input at runtime.

Navigate to the Select Fields screen by clicking the Next Screen button on the Application toolbar twice. Position your cursor in the Airfare Discount field and select Eait, Local Field, Change to change your existing calculated field rather than create a new one.

Doing so includes the Airfare Discount field on the report's selection screen so that you can input a value at report runtime 5. Create a calculated field that shows the value of the amount entered in the Airfare field minus the amount entered on the selection screen in the Airfare Discount field. In this case, you can reuse the First Class Airline Discount field that you used in the previous example. Press Enter to proceed Figure 9. Confirm that it is set to be included in the report output by indi- cating a line and sequence number.

Tuincs To Rememper [15 Figure 9. Input a numeric value in the Airfare Discount field on the selection screen for example, , Press F8 to see your updated SAP query, which now contains your newly added calculated field labeled First Class Airline Discoumt see Figure 9. You can change the processing sequence to suit your own requirements by using parentheses. Formulas can extend over one or several lines in free format. That is, the individual pear one immediately after the other in a consecutive operands and operators can sequence, or there may be a number of spaces between them.

However, there can be no spaces within field names, and field names and character strings cannot extend over more than one line. In this chapter, you will take those skills one step further and learn how to perform more advanced calculations.

Chapter 9 describes sample calculations, including basic mathematical operations and condi- tional operations. This chapter takes chat information a step further by explaining how you can use the SAP Query tou! Not many SAP users are aware that basic calculations can be performed using the SAP Query tool reporting solution, and even fewer are aware of the advanced functions that are possible. In Chapter 9 you per- formed an if By using advanced calculations, you can perform an if..

Being able to perform these more complex types of. Figure In that example, you added to Figure 9. In this single-condition sce- nario, you performed a calculation only if the flight was first class. What if you wanted to perform different calculations depending on the flight class? Navigate to the Select Fields screen by clicking the Next Screen button on the applica- tion toolbar 3.

This allows you to create short names for your existing query fields so that you can easily refer to them in calculations. Select Edit, Local Field, Create. Because your cursor was on the Airline field, a custom: field is added to its field group Flight Schedule Table. Define the attributes for the field, as shown in Figure Be sure to indicate that the character width will be able to accommodate the column heading and the largest entry Gate Name that could possibly be in that field.

Click the Complex Calculation button to bring up the Define Field: Complex Calculation dialog box, which allows you to input multiple conditions. As shown in Figure The SAP Query tool then checks your syntax to ensure that there are no typos 9. You see your newly created field listed there, under the name you gave it in step 6, Add the new local field to your report output on the Basic List screen of the SAP query report by indicating line and sequence number.

I listed mine as Line 1 and Sequence Click the Save button. Il, Execute your report by pressing F8. In some cases, you might want to perform a calculation or output a value based on a value that is only calculated or input dynamically at report execution time, For example, you can use the same SAP query you have been working with in this chapter to create 2 calculated field to output the gate name based on the day the weather is entered on the selection screen assuming for this example that the gate may vary based on the weather.

To create a calculated field that is based on another calculated field that uses dynamic selec- tion screen input, you follow these steps: 1. This is long enough to support the col- umn heading and to accommodate the entries in the field that will be only one character. Because the newly created field will simply store a value entered at runtime, select the Input on Selection Screen option button and the mandatory check box.

Selecting the mandatory check box ensures that a value is entered on the selection screen upon report execution. Click the green Continue button to return to the Select Fields screen. In this case, you can reuse the Gate Name advanced calculated field from the previous example. Position your cursor in the Gate Name field, on which you will base your calculated field Select Edit, Local Field, Change because, again, you are changing a field, not creating a new one.

The Field Define Field dialog box appears. Click the Complex Calculation button to review the complex calculation created in the previous example refer to Figure Modify the conditional statements to use the data entered in the new Weather field on the selection screen. You input these conditions, as shown in Figure This says thar if an option other than the three listed occurs, the value listed should be output in the Otherwise section. To ensure that you have typed correctly, click the Code Check button or press ShifteF4.

The SAP Query tool then checks your syntax to ensure that there are no typos. To add the newly created field to your report output, confitm that the field is selected on the select fields screen by ensuring that the small box next to the Gate Name field at the bottom of the Flight Schedule field group is selected.

You see your newly created field listed there, under the name you gave it in step 6. Add the new local field to your report output on the Basic List screen of the SAP query report by indicating a line and sequence number. Execute your report by pressing F8. The SAP Query tool should appropriately read the complex calculation logic and output the otherwise condition, Main Gate.

Be sure to refer to Table 9. Helpful Hint In the preceding example used the Complex Calculation button to do three fixed conditions and an otherwise condition, Keep in mind that by maximizing the use of the operands AND, NOT, and OR, you can include even more conditions in your complex calculation logic. You can utilize multiple calculated fields that reference each other. This chapter explains the calculations you can use 0 insert black-and-white pictures and color icons into SAP queries.

With symbols and icons in SAP it works the same way, in that you need to refer- cence the technical name of an object to include it in an SAP query report. The most popular vse of symbols is for the insertion of field-relevant pictures. For example, you could easily insert a picture of a telephone next to a column containing telephone numbers.

To use local fieids to insert a symbol, follow these steps: 1. Navigate to the main screen of the SAP Query tool, using transaction code Because your cursor was on the Flight Class field, a custom field is added to its field group Flight Booking Table. The Field Definition dialog box appears. In the Field Definition dialog box, input a short name for your newly created local field for example, sywBoL and input a field description for example, Synbo1 , which will be the heading for the column in the report.

To output a symbol, select the Symbol option see Figure Click the Symbols button at the bottom of the Field Definition box to bring up a list of symbols and their names refer to Figure Note the name of the symbol you want to use, because you will need to type it in in the next step. Although the Symbols in Lists dialog box has a button labeled Choose, you actually have to click the green check mark Choose button to return to the Field Definition dialog box and type your symbol name in the Calculation field see Figure To add the newly created field to your report output, confirm that the field is selected on the Select Field screen.

In other words, the small box to the right of the Symbol field at the bottom of the Flight Booking field group should be selected.

You should see your newly created field listed there. Add the new local field to your report output on the Basic List screen of the SAP Query tool by using the skills you learned in Chapter 3 indicating a line and sequence number. Click the Save button on your SAP query. Click the F8 Execute button again to see your updated SAP query, which now contains your newly added symbol see Figure In some cases, you might want to output a picture only ifa certain condition exists.

For an example using the SAP query you just worked with, you can create a local field that contains, a symbol that appears if the passenger is listed as flying in first class, Best practice is to include the output of a symbol or icon in either the first or last position of your report data to call attention to that record.

To output a symbol based on a single condition, follow these steps: 1. Place your cursor on the field name that you will base your calculated field on for example, the Flight Class field. Because your cursor was on the Flight Class field, 2 custom field is added to its field group Flight Booking Table. Define the attributes for the field. Indicate that the field will be a symbol. Note the name of the symbol you want to use, because you will need to «ype it in in the next step.

Although the Symbols in Lists dialog box has a button labeled Choose, you actually have to click the green check mark Choose button to return to the Field Definition dia- log box and type your symbol name in the Calculation field see Figure Press Enter to return to the SAP query. In other words, the small box to the left of the First Class Indicator field at the bortom of the Flight Booking field group should be selected.

Add the new local field to your report ourput on the Basic List screen of the SAP Query tool by using the skills you learned in Chapter 3 indicating a line and sequence number. For example, you could easily insert a warning icon to indicate a line item in a report that requires special attention. In this next evample, you will insert an icon of a small car for any flight striving in New York to indicate that those flights require shuttle transfers via car from the plane.

Navigate to the main screen of the SAP Query tool, using transaction code saet. Navigate to the Select Fields screen by using the white forward Next button on the Application toolbar.

Click the field name that you will base your calculated field on for example, the AcrTY field. Because your cursor was on the Arrival City field, a custom field is added to its field group Flight Schedule , The Field Definition dialog box appears.

Indicate that the field will be an icon, 7. Click the Icons button at the bottom right of the Field Definition dialog box to bring up a list of icons and their names see Figure Use your cursor to select the name of the symbol you want to use.

Then click the Choose button. The Field Definition dialog box appears, with the icon name in the Calculation field see Figure This translates to output the icon if the arrival city is New York. In other words, the small box to the left of the Shuttle field at the bottom of the Flight Schedule field group should be selected.

Click the F8 Execute button again to see your updated SAP query, which now contains your newly added symbol see Figure 1. Depending on your printer settings, icons may appear slightly different ina printed document than onscreen. Jeons do not transfer to Microsoft applications. Tp use local fields to perform complex calculations, follow these steps: 1.

Because your cursor was on the Airfare field, custom field is added to its field group Flight Demo. The Field Definition dialog box appears In the Field Definition dialog box, input a short name for your newly created local field for example, POINT and input a field description for example, Price point , which will be the heading for the column in the report. You input the conditions, as shown in Figure Reports that ean. However, I recommend that an organization select a tool for primary use and train its end users on it.

That way, the organization avoids any possible data inconsistencies due to different tool use. If you have no intention of working with the HCM module, you can skip this chapter. As you learned in Chapter 2, you can complete the one-time configuration in four quick and easy steps: 1.

Create query groups. Assign users to query groups. You need query groups to segregate your users into meaningful working groups such that only the appropriate users access, create, and change teports within their areas of expertise. For example, in a typical large organization, you might have query groups for payroll, benefits, savings, rewards, and so on—basically, a query group for every relevant area within the HR department. There is really only one primary difference between the general configuration steps and the steps spe- cific to the HCM module, and it has to do with InfoSet configuration step 3.

Best practice dictates that you maintain InfoSets in your development client. A dialog box labeled InfoSet: Title and Database appears. Select the logical database you want to use as a source. As mentioned earlier, you can create InfoSets by using a variety of sources, the most common of which is the logical database.

Select the Logical Database radio button, select or input PaP in the field to its right, and then click the green check mark Continue button. A dialog bos like the one shown in Figure Saori recre Your sheet is populated with the fields in your data source see Figure Preview your labels and then select the link Step 5 of 6 Next: Complete the Merge. Your mailing labels are sent to your desig- nated printer be sure to insert the label paper according to the instructions or saved as a Word document.

Thats diferent from the saved merged version. When you complete your mail merge to Word, you can edit individual labels, make changes, and so on by using the Microsoft solution options. However, in step 3 in the preceding section and shown in Figure Here is a fictional example of how this would be helpful.

Every so often, you receive a paycheck or remuneration statement showing wages earned. Your company is responsible for getting that to you each pay period. Some companies distribute it via the mail.

In the HCM module of SAP, records of associate data are stored on screens called infotypes, Each area of data is stored on a separate screen. For example, an associate's name and birth date are stored on Infotype , and that person's rate of pay is stored on Inforype The fictional report used in this main example contains the basic information about an associate, including that person's email eal i address.

A sample of the data source used in this example is shown in Figure Open any report output screen chat displays an SAP report. Because there are multiple options for different versions, the menu path and buttons vary for each.

It is a good idea to save your SAP report output into an Excel worksheet, which you will use as your Word mail merge data file.

The most popular way to do this is to click the Excel button on your report output toolbar. Excel launches and displays the SAP report in an Excel worksheet. Close and exit SAP and Excel. Launch Word. The menu path to create a mail merge varies, depending on your installed version of Word, If you are unable to locate the mail merge option, you can search for it in Microsoft Help to find the menu path.

Selecting this option brings up a dialog box or navigation memu that walks you through the process of creating a mail merge letter. You are prompted to determine whether to create a new Word template, use the current one, or open an existing Word document. Any option is okay, but for demonstration purposes, keep the default selection, which is Use the Current Document.

Select Step 2 of 6 Next: Select Recipients; you are prompted to identify your data source. You have three options: use an existing file, select from Outlook contacts, or create a new one.

Any option is okay, but for demonstration purposes, keep the default selection, which is Use an Existing List. A dialog box appears, asking you to indicate whether ves your data source has column headings 6. For this example, select Yes. Note that the sample report shown in Figure Data from your data source will be inserted into this placeholder when you are finished with your email.

Continue typing your email text and inserting fields as necessary. The text is populated with the fields in your data source. After you preview your letter, select the link Step 5 of 6 Next: Complete the Merge. Select the link Merge to Electronic Mail. A dialog box like the one shown in Figure In the To: box in the Merge to E-mail dialog, select the field name in your data source that contains the email addresses for example, the field labeled Email Address.

Input a subject line that will be used for all the emails, and select a mail format. You can also indicate if you want to send the email to all or only some records. When you are done selecting options in this dialog, click the OK button. Outlook immediately begins sending each of your emails, each of which contains unique information to the individual email addresses from the original report.

Save the mail merge by clicking the Save button on the Application toolbar. To learn more, visit www-support. This chapter is designed for those who are currently using some form of report- ing that they wish to transyit and share with Access for further analysis.

You can use this chapter even if you do not create any SAP reports but can execute reports in SAP and have access to Access This chapter explains how to use the Access Report Wizard to import and create reports and how to create reports that contain data from SAP combined and merged with data from a third-party solution. Access is a common solution used by many organizations that do not know how to create reports using the tools outlined in this book.

Because Access is 2 standard software solution installed on many company computers, and because it is very easy for an end user who has no technical skills to use, it is commonly used for SAP reporting. Thave heard of organizations that run a daily or weekly download of information from their SAP solution, which they import into Access.

They then do most of their reporting from Access. Although this may be helpful for organizations that do not know how to create reports in SAP, it does require some considerations, as outlined in the next section, There are three general reasons why companies use Access in addition to their existing SAP reporting. The first is because Access and its wizards are very user-friendly; any user can fol- Jow along and create reports and so on. The second reason has to do with the volume of data: When working with data that is particularly large and cumbersome, it may be more time-efficient to work with that data outside the SAP environment, in Access.

Finally, Access gives you the ability to cross-reference data from multiple systems and sources into a single report. An example of this is provided later in this chapter. Allin all, Access can be a great complement to your existing SAP reporting solutions.

One of the most important considerations when using Access for reporting on SAP data is the appreciation that the data, once in Access, has no security limitations. I know this one sounds like a no-brainer, but sometimes Ge company does not realize the implications until the solution is in place. When the SAP reporting tools described in this book and configured using the recommended guidelines are used, security is not a concern.

SAP security identifies who the user is and permits that user to see only the data that he or she is allowed to see regardless of what type of access the person who created the report had. The concern with extracting your SAP data and placing it in Microsoft Access is that all data is downloaded, and any user can access it when.

Reporting in this manner, as opposed to online reporting in the SAP Query tool, for example, does not oecur in real time. Table Open any report output screen that displays an SAP report. Itis a good idea to save your SAP report output in an Excel worksheet, which you will use as your mail merge data file.

Excel launches and dis- plays the SAP report in an Excel worksheet. Launch Access and create a new Access latabase by selecting the white page Create but- ton on the Application toolbar and then selecting the link Create a Blank Database.

Click OK to continue to the main screen of your newly created empty Access database. A dialog box appears, giving you the opportunity to locate the file you saved in step 2 5. Helpful Hint By default, the Import dialog box looks for Access database files only, You ned to change the File As Type box at the bottom of the dialog box to Exce Files in order for your file to appear. Then elick the Next button.

New Table and then elick the Next button, 9. On the next screen, specify information about each of the fields you are importing. For example, you can alter the column heading names and select to exclude some columns if you wish. Click the Next button to proceed When the wizard prompts you to assign or select a primary key, do so.

A primary key is a unique record in your data file that distinguishes all the records from each other. For basic SAP reporting, it is sufficient to allow Microsoft to create one for you, which is the default option see Figure Click the Next button to proceed.

Name your table for example, Employee Address Table and then click the Finish button. If you had any errors in importing the data, you are alerted of that at this time. Your database now contains one table called Employee Address Table, which you can view by double-clicking the table name listed on the screen.

The table opens on the screen; it looks a good deal like an Excel worksheet, as shown in Figure Access includes step-by- step wizards that can be used to easily create a variety of reports. Select the link Reports from the menu on the left side of the screen, and then click the New button on the Application toolbar. A New Report dialog box appears. In the New Report dialog box, select the option Report Wizard, and then select your table from the drop-down box at the bottom of the screen see Figure On the next screen, select grouping levels, if desired, and then click Next.

On the next screen see Figure For this example, sort on the unique ID key ascending followed by the last name field ascending. The next screen displays at Yeast six different predefined styles for you to choose from for your report. The New Report dialog box appears, listing the various wizards. Using Access with SAP is especially helpful when you want to report on data from two different computer systems.

What if you wanted to create a report with data from SAP plus data from a separate third-party system, such as a building's security access system? You could do so if both systems shared a common key. The following sections explain how. To create a report that contains data from SAP for example, name and address plus data from the security system for example, access level and schedule access , you could use Access.

You need a field that exists in both data sources, such as pers num, that you can use to link the two sources together. You will be adding additional data to your existing Access database so that you can report on both within the same report.

Open your third-party computer solution whatever it may be and download your report to an Excel file on your computer. After saving your report in Excel, close and eit your third-party solution. Then click the Import button.

The Import Spreadsheet Wizard appears, to walk you through the import of your third-party database data into Access Helpful Hint By default, the Import dialog box looks for Access database files only. You need to change the File As Type box at the bottom of the dialog box to Excel Files in order for your file to appear.

Select the worksheet that contains your third-party report data, and then click the Next button, 6. In the next screen, select the check box to indicate that your data source contains col- umn headers, and then click the Next button.

On the next screen, specify information about each of the fields you are importing, For example, you can alter the column heading names and select to exclude some columns if you wish. A primary key is a unique record in your data file that distinguishes all the records from each other, For this basic example, allow Microsoft to create one for you, which is the default option. Give your table a name for example, UCGI Security Access able and then click the Finish button, A dialog box appears, indicating that your table was successfully imported.

Using the fictional data sources in Tables Weekday Ave To create an Access query that links data from the two existing tables, follow these steps: 1. When the New Query dialog box appears, click OK. The dialog box changes to a box labeled Show Table that lists all the tables that exist in the database 4, Select each table and insert it into your query by clicking the table name and then click- ing the Add button, After adding both tables, click the Close button.

Notice hat the two tables are linked with a line, Access assumes that because the two tables comain a field called 1D, the data in them is the same. As in this situation, that may not always be the case. Select the line between the two fields and then press Delete to delete it 6.

One field in the two tables contains the same data: the pers num field refer to Tables Therefore, you want to create a relationship berween the two tables based on the pers num field.

To do so, place your cursor on the pers num field in the first table and drag it to the pers num field in the second table. A line linking the two appears. Double-click the linking line to see the properties of the join, as shown in Figure The default option on the Join Properties screen is the one you want, so click OK. Now that the two tables are joined, select the individual fields from the specific tables you want to include in your query report.

You do so by selecting a field from a table at the wop of the screen and dragging it to the bottom of the screen. The finished query is shown in Figure Click the Save button on the Application tool- bar and then give your new query a name for example, Query 1. Select the Reports link from the menu on the left side of the screen and then click the New button on the Application toolbar.

A New Report dialog box appears 2. In the New Report dialog box, select the option Report Wizard, and then select your quety from the drop-down box at the bottom of the screen. Then click the OK button, 3. Select the pers mum, first name, last name, access level, and schedule access fields, and then click the Next button.

On the next screen, indicate your sorting ascending or descending preference. For this example, sort on the pers num field ascending followed by the last name field ascend- ing. Then click the Next button. On the next screep, select a grouping level, if desired, and then click Next. Tuncs 10 Remenaer F 6. On the next sereen, specify the layout for your report. In this ease, intlieate that you want it to appear it Landscape orientation and in tabular layout.

The neat screen displays at least six different styles for you to choose from for your iew each by select report. By default, the Corporate format is selected, but you can pr ing it. Select the Casual option and then click the Next button to change the title of the report. Then click the Finish button to sce the finished report see Figure The menu paths in SAP vary based on your installation versions.

Log in to the area of your SAP client where your query groups will be maintained, 2. Ensure that you are in the appropriate query area by following the menu path Environment, Query Areas and selecting Standard Area.

Then click the Create button. Ensure that you are in the appropriate query area by selecting Environment, Quet Areas and then selecting Standard Area. On the InfoSet: Title and Database screen, select the Logical Database radio button, select or input logical database 1s in the field to its right, and then press Enter.

A Change InfoSet screen appears, displaying a list of all tables available in the selected logical database for your InfoSet. The field groups are what the end users will actually see when they are creating reports using the SAP Query reporting tool.

To view the fields in each of the three tables, use the expand subtree button next to each table name. The table selected expands and displays the fields underneath, 8. Assign fields to the field groups shown on the top right of the screen within the InfoSet. These field groups will display in the SAP Query tool,during reporting. Only the fields that you include in your field groups will be available for field selection in the SAP Query tool that uses this InfoSet as its data source.

By default, these field groups will be empty. Next, select fields from the lett side of the screen from the Flight Schedule table and add them to the Flight Schedule field group by placing your cursor on a field on the left side of the screen, right-clicking, and selecting the option Add Field to Field Group. Be sure to add fields 10 the appropriate field groups. M1, After you have added a series of fields to your field groups, click the Save button on the toolbar. A message appears in the status bar, saying that your InfoSet was saved.

A message appears in the status bar, saying that the InfoSet was generated. Ensure that you are in the appropriate query area by selecting Environment, Query Areas and then selecting Standard Area. Your newly added fields now appear in your selected field group. When you have finished adding fields, click the Save button on the toolbar. A message appears in the status bar, saying that the InfoSet was saved. Generate the InfoSet by clicking the Generate button on the Application toolbar.

A message appears in the status bar, saying that the InfoSet has been generated. To view the fields in each of the three tables, use the expand subtree button next to each table name, The table selected expands and displays the fields underneath. Review the fields that are currently present in the field groups shown on the top right of your screen in your InfoSet.

Determine which field group you want to delete fields from and place your cursor on it. Double-click the field group to highlight it as the selected field group. Next, place your cursor on a field in the field group on the top-right side of the screen, right-click, and select the option Delete Field from Field Group.

The deleted fields no longer appear in your selected field group. Select a field by double-clicking it in the top-right side of the screen. The details of that field appear on the bottom-right side of the screen. Click the Get Default button, The field and column names revert to their original names, 3. A message appears in the status bar, saying that the InfoSet has been.

Log in to your SAP client where your query reports will be created. The title bar lists the query group you are currently in. If you are assigned to multiple query groups, press F7 to see a list of them all.

Acronym guide. This Acronyms Guide is a handy guide to help you decipher the telecom industry's acronym alphabet soup. Acronyms Guide Download. Telecom Glossary Download.

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