You can create three types of reports with the SAP Query tool: basic lists, statistics lists, and ranked lists. The most common type of SAP Query report is a basic list report that displays individual line-item data across the columns of the report. The data displayed in a basic list report may contain an overall total at the bottom but is often not auto summarized to display summary detail only. Generally speaking, the system displays data as it appears in the R/3 database. In contrast to basic lists, the data in statistics lists is output in a compressed, summarized format. A ranked list places items in order and ranks them in terms of highest to lowest or vice versa.
SAP Query is most widely known for its basic list style of reporting. However, it can do more than create basic lists. I will explain how you can use it to produce statistics lists, including summary analyses of data with totals and averages. The only technical requirement for creating statistics lists in SAP is using SAP Query.
SAP Query statistics lists are ideal for analyzing average rate of pay for all associates by cost center. Instead of viewing a list of all associates in the cost center and their rates of pay, you can use statistics lists to view the averages by cost center. It is also helpful to view the total number of new hires in a yearly comparison. In other words, you can make a simple report that compares the total number of associates hired in 2009, 2010, and 2011.
I’ll explain the steps to create your own statistics lists in SAP Query. If you have already been u
sing SAP Query to create basic lists, then creating statistics lists requires no extra configuration.
Step 1. Navigate to the Maintain Queries Initial screen by using transaction /nSQ01.
Step 2. In the Query field, enter a name for the query you are creating and then click on the Create button. The InfoSets of User Group dialog box appears listing all the available data sources that within your selected query group.
Step 3. Select the appropriate InfoSet that you use for your HR reporting and then press Enter. Most likely, this InfoSet is based on logical database PnPCE.
The Title, Format screen appears, allowing you to save the basic formatting specifications for your query, including the name (title) and any notes you want to store for the query. The only required field is Title.
Step 4. Enter a meaningful title and then select the save icon on the application toolbar.
Step 5. Click on the white arrow next screen icon on the application toolbar to navigate to the Select Field screen. This screen lists all the field groups available in your InfoSet.
Step 6. Place a check mark next to each field group whose fields you want to include in your report.
Click on the next screen icon and the Select Field screen appears with a list of all the available fields within the selected field groups.
Step 7. Place a check mark next to each field that you want to include in your report. You can use the page up and down icons to navigate among all the fields.
Step 8. Click on the Statistics button on the application toolbar to create a statistics list in SAP Query. The Statistic Structure screen appears, giving you an opportunity to define your compressed list report.
Step 9. Enter a title at the top of the scre
Step 10. Specify the sequence in which you want to output the fields and state whether you want R/3 to sort them in ascending or descending order.
After you create a statistics list, the toolbar has a Statistic button that allows you to create multiple statistics. The ability to create multiple statistics gives you an easy mechanism by which you can define more than one summary in a single SAP Query. However, single statistics lists are most popular for HR reporting.
Step 11. Press F8 or click on the execute icon to execute the report. As with almost all other reports in SAP, you see the report’s selection screen upon execution. The selection screen gives you an opportunity to specify any criteria for the output of your report.
Step 12. Press F8 or click on the execute icon a second time to display your finished statistics list report.
You can learn more about statistics via SAP Help.
Danielle Larocca, SpinifexIT
Connect with me on Linked In at www.linkedin.com/in/daniellelaroccasap
Spinifex IT is the creator of Easy Reporter, the only SAP certified solution that runs live inside SAP for real time HR and Payroll reporting. Check it out for yourself online at www.s
pinifexit.com/easy-reporter/ or contact me for a live WebEx demonstration.