Varying Report Data 

Use

You can vary report data directly within a report on the screen Create Report: General Data Selection. Both functions are used to create the same type of report (with a common report definition), but using different input data.

SAP recommends that you use variation, and only use multiple selection in exceptional cases.

The following table gives an overview of the main differences between the Variation of the selection and Multiple selection functions. For more information on these functions, see the Varying Levels of Data in a Report Definition (Variation of the Selection) and Varying Input Parameters for a Report Group (Multiple Selection) below.

Advantages of Variation Compared with Multiple Selection

Variation of the selection

Multiple selection

+ Individual values in sets/hierarchies can
be broken down and output in the report.

- Individual values cannot be broken down;
only the set/hierarchy nodes can be
varied.

+ Improved system performance since data
is selected once only.

- System performance is slower since data
must be selected for each report.

+ Report output can be viewed directly
online; you can navigate within the report
online.

- You cannot navigate within the report.

Variation using characteristics in general data selection

Multiple selection using variables

For more information, see Variation.

Varying Levels of Data in a Report Definition (Variation of the Selection)

Using the Vary Frm/To and S fields on the Create Report: General Data Selection screen, you can define the variation level in a report. When you enter variation data in the report definition, the variation function is automatically activated.

When you execute the report, the system generates a report for each hierarchy element within the variation levels defined in the report. That is, it creates a summarized report for all characteristic values, plus a report for every node and single value in the hierarchy. The database is read only once during the data selection process for all variation levels.

If a report definition includes a definition for the Vary Frm/To and S fields, you can execute a report group in the following ways:

You can use the navigation bar to navigate back and forth between reports. (You activate the navigation bar with on the output screen)

All existing variation reports are printed.

All existing variation reports are printed.

For more information on using the Vary Frm/To and S fields, see Defining Selection Criteria.

Varying Input Parameters for a Report Group (Multiple Selection)

You use the multiple selection function when you want to execute a report group and enter different values for the variables of the report group.

When you use value and set variables within a report and you execute the report’s report group using the Multiple selection function, the system prompts you to enter values/sets for the variables defined in the report.

The system generates a separate report for each value entered in the input parameters and sends the report data directly to a spool file or saves the report in an extract. The database is read separately for each report that is produced.

In your report definition, you enter a value variable for the characteristic "Year" as general data selection criteria. When you execute the report using the Multiple selection function, the system prompts you to enter a specific year or years and/or a range of years. The system creates a separate report for each year you have specified in the input parameters.

If you want to vary the input parameters, either do this directly in the report definition (using the Vary Frm/To and S fields) or during report execution (using the Multiple selection function); do not do both for a given characteristic.

In Overhead Cost Controlling, you can use multiple selection for the characteristic controlling area and variation using the characteristic cost center.

Procedure

  1. From the Report Painter screen, choose Report Writer ® Report group ® Execute.

    2. The Execute Report Group: Initial Screen appears.

  2. Enter the name of the report group and choose Multiple selection.

    3. The <Report Group Name>: Multiple Selection screen appears.

  3. Enter the data as required.

    4. Fixed values fields

    Enter the fixed values for the report group.

    Vary values fields

    Enter the selection values for the report group.

    Vary sets fields

    Enter the selection sets for the report group.

    The set that you enter in place of the default set variables does not have to belong to the same table and characteristic as the set variable. However, the field used by the set must be compatible with the field of the default set.

    For example, suppose you enter a set variable for the characteristic Account in a report created for table GLT1. When you execute the report, you can use a cost element group (characteristic Cost Element in table CCSS) for the set variable.

    You create a report group containing a report that uses the value variable TD-YEAR (characteristic fiscal year, default value 1997) and the set variable TD-COMP (characteristic fiscal year). For this report group, you enter several years for the value variable TD-YEAR. The system then creates a report for each year that you specify. For the set variable TD-COMP, you could create a report for each set node of the set hierarchy that has been entered for the set variable TD-COMP.

    If you enter a set, you have to define how you want to process the set when you output the report:

    Set the Fixed indicator if you do not want to explode all nodes of the set hierarchy in the report output. The system only outputs report data for the set you enter.

    Do not set the Fixed indicator if you want to explode the set hierarchy. The Hierarchy indicator determines how the set hierarchy is exploded in the report output:

    · If you select Hierarchy, the system processes the set you enter, as well as all sets at lower levels in the hierarchy.

    · If you do not select Hierarchy, the system only processes the set nodes at the lowest level in the hierarchy (the basic sets).

  4. To enter output information for the report, choose Output parameters.

    5. For more information, see Expert Mode and Executing Report Groups.

  5. To save the output parameters, choose Continue.
  6. You can save the reports as extracts by choosing Generate extract. When you create an extract for your selection criteria, the system selects data from the database.

    7. For more information on the data you enter in the extract dialog box, see Extracts.

    If you upgrade the release (such as from 4.5B to 4.6C), the reports saved as extracts can no longer be displayed. If you upgrade the maintenance level of your R/3 System (such as from 4.6A to 4.6B), the extracts can still be displayed.

    The only way to save the report list when you upgrade the release is to archive the spool list using the print function. In the Print dialog box, you must change the archiving mode to Archive only or Print and archive. A spool file is then archived. You can later retrieve the archived spool file to print your report list.

  7. To save the extract parameters, choose Continue.
  8. Specify whether you want to perform a test run of multiple selection.

    9. If you select Test run, the system only outputs the report log.

  9. To execute the multiple selection, choose Program ® Execute.

Result

If you selected Test run, the system displays the report protocol of values that were input for the report, as well as the value variable(s) and set variable(s) used to select report data. The protocol also lists the number of reports created.

If you did not select Test run, the system outputs the reports according to the selection criteria and the output medium you entered.