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How to Add Custom Infotypes to Your Queries for HR/Payroll Reporting

by Danielle Larocca

November 12, 2011

Danielle Larocca

Today’s blog is in response to a question from Lynn White, Senior Business Analyst.  Lynn writes, Dear HR Expert, How do you add custom infotype fields or even standard SAP infotypes such as date specifications to the Ad Hoc Query?

Thanks for the question. The most common data source that is used for Human Resources query based reporting in SAP is an InfoSet.  InfoSets were formerly known as Functional Areas in versions earlier than 4.6.  The InfoSet is often made up of a Logical database containing all of the infotypes that you would like to report on.  Three common logical databases for SAP Human resources include: 

•             PaP - HR (Recruitment) Applicant master data

•             PnPCE - HR (PA) Personnel administration master data

•             PcH - HR (PD) Personnel development organizational data

The most common query reporting is accomplished using the PnPCE logical database because it includes the most frequentl y used Personnel Administartion infotypes like 0000 (Actions), 0001 (Organizational data),0002 (Personal data),7 (Work schedule), 0008 (Basic pay) etc.  

To add basic infotypes to an already existing InfoSet for use with a query based reporting tool like the SAP Query or the Ad Hoc Query you can do the following:

1.            Go to transaction code SQ02 (InfoSet initial screen)

2.            Select your existing data source that you use for your queries and select the Change button.

3.            Follow the menu path Edit > Change info type selection

4.            A box will appear that lists all of the infotypes available within the logical database from which you can select which new ones to include.

5.            For example your question mentions infotype 41 Date specifications.  This can be added by selecting it in the dialog box.

 6.           After placing a checkmark next to the infoty pe that you wish to include, select the check mark Enter button to proceed.

7.            When you return to the main screen that infotype will now be listed at the very bottom on the left hand side of the screen under Data fields. 

8.            It will also be listed at the very bottom of the Field group/data fields section on the right of the screen.

9.            By default only some of the fields on the infotype will be included and will be made available for reporting.  To see which ones are included look at the Field group/data fields part of the screen.

10.         By default only two fields were added, Date type and Date for date type. 

To add additional fields to be available from this infotype (or any infotype included in your InfoSet) follow the steps outlined below.

1.            In the right hand side of the window in the Date type and Date for date type side of the window position your cursor on the Field group (infotype) that you would like to add fields to.  For this example I will select with my cursor the 0041 – date Specifications infotype. It will appear highlight ed.

2.            Next return to the left hand side of the window in the Field group/data fields part of the screen and view the fields that are available for the selected infotype. 

3.            When you see a field that you wish to include (and make available for query reporting) right click on it and select Add field to field group.

4.            That field will then appear on the right hand side of the screen under the selected infotype and is now available for reporting.

6.            Be sure only to add fields to the appropriate infotype.

Now to the other part of your question regarding the addition of custom infotypes to your queries.  The same steps that are outlined above can be used to add custom infotypes.  All custom infotypes that you create will be available in the Data fields window under the grouping Further infotypes.  They will be listed in numerical order.  So it is most likely that your custom infotypes are available at the very bottom of the list of infotypes in that section.  You add them to your queries following the same procedure outlined above.

The most important thing to note is after making any change to an InfoSet is that you have to Save and Generate the Inf oSet before exiting.  The Save button is available on the application toolbar.  The Generate button looks like a red and white beach ball and is used to check the consistency of the InfoSet.  After saving and generating the infotype you can now use these additional infotypes and fields in your new and existing SAP Query and Ad Hoc Queries that use this InfoSet as the data source.

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.spinifexit.com/easy-reporter or contact me for a live WebEx demonstration.

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