Managing Extracts (SAP Library - Information System (CO-OM))

Managing Extracts

Use

If you save reports in extracts, you can access this data at any time without an additional selection run in the database.

You can create extracts:

Before you execute the report, by choosing Extract parameters in the selection screen and selecting Create extract in the dialog box

When you leave a report, by choosing Yes when the system inquires if you want to create an extract for the report

With extract management you can:

Display extracts

Delete extracts

Print extracts

Change the expiration dates of extracts

Note

If you make changes to a report definition that affects the selection screen, then the system cannot use the corresponding selection criteria to locate extracts already saved. However, these are still available in Extract Management

Prerequisites

Extracts exist for Report Painter reports.

Procedure

From the menu of the relevant Overhead Cost Controlling component (such as Cost Center Accounting) or in Cost and Revenue Element Accounting, choose Information system ® Tools ® Extract directory.

On the selection screen for extract maintenance, enter the criteria according to which you want to select extracts.

If you are searching for a given extract, enter the extract name.

Decide whether to display only those extracts created by you or another user, or whether you want to display extracts regardless of creator.

Decide whether to display extracts from past time frame, or whether you want to display all extracts regardless of creation date.

You can select extracts from a particular Report Group or from a report group interval.

If you want to limit the extract selection further (such as by characteristic, value, or group), choose Further selection criteria. You can extend the number of selection criteria as you desire, or delete criteria you already entered.

Choose Execute. The system displays a list of all extracts that meet your selection criteria.

Display extract

To display an extract, select the extract and choose Display. The system displays the relevant extract.

Delete extracts

To delete the extract, select it and choose Delete. If you choose yes when the system inquires if the selected extracts are to be deleted, the system then deletes those extracts.

Note

The system deletes the extracts if the release status is changed (for example from Release 4.0 to 4.5). Once a maintenance level has been changed (for example from Release 4.5A to 4.5B), the extracts that you saved previously are available once again.

Print extracts

To print the extract, select it and choose Print.
Enter the printer from which you want to print the extract.

Under Spool control data, decide whether to print immediately or whether to create a spool order.
If you chose Background printing then you need to enter the start time for the print request.
To do this, either choose Start request immediately or enter the start date and the start time for the print request.

The system prints the selected extracts.

Change expiration dates of extracts

To change the expiration dates of extracts, select the extracts from the extract tree that you wish to set to the same date.
Choose Change expiration date.
If you want to delete the extract automatically after a given time, enter the number of days in the Expires in field, or the date in the Expires on field.

If you do not want the extract to be deleted, choose No expiration date. This is useful when, for example, you are going to run the report at an unspecified later date, or if the report run takes an extremely long time.

Choose Confirm to close the dialog box and save your entries.

Note

Before you execute a report, you can call up extract management from the corresponding selection screen by choosing Environment ® Extracts. This enables you to have all the functions available:

Display
Print
Print in the background
Change the expiration date
Delete
Select/Deselect

For information on extract management, see Customizing for Cost Center Accounting under Information System ® User Settings ® Specify Settings for Extract Management.