Managing Extracts (SAP Library

Managing Extracts

Use

When you save reports in extracts, you can then access the data at any time without having to select the data from the database.

You can use extract management to:

Display extracts
Print extracts
Change the extract priority
Change the expiration date of an extract
Delete extracts

After a release upgrade, it is no longer possible to display reports saved as extracts. However, extracts can still be displayed after an upgrade of the maintenance level of your R/3 System.

Prerequisites

You have saved your reports in extract files. For more information, see Creating an Extract.

Procedure

On any Create/Change/Display/Execute Report Group screen, choose Utilities ® Extracts ® Display or Delete or Print or Change expiry date, depending on the function you want to use.

The Report Writer: Extract Management screen appears.

You can also access extract management from the screen Execute Report Group: Initial Screen using the button Data extracts when you execute a report group from the first selection screen with Environment ® Extract directory...

Enter the criteria according to which the extracts should be selected:

If you are searching for a particular extract, enter the description of the extract.

Specify whether extracts should be displayed that were generated by your or by a particular user, or whether all extracts should be displayed regardless of the user.

Specify when the extracts were generated, or whether all extracts should be generated regardless of the date.

You can select the extracts of a particular report group or report group range.

You can select the extracts according to their priority, and restrict the selection to unread extracts.

If you want to further restrict the selection criteria (for example, according to a specific characteristic or group of characteristics), choose

Additional selections and enter the criteria. You can expand the number of selection conditions as required, and delete selection conditions you entered.

Choose .

The system displays a list of extracts that meet the selection criteria you entered.

Select the desired extract and choose one of the following functions:

Display extract

Choose .

Print extract

You can print extracts immediately or in the background.

To print the selected extracts, choose Extrakts and enter the output device and other parameters for print control.

To print in the background, choose Background and specify when the job should be started.

Change the extract priority

Choose and change the priority of the extract.

Change expiration date

You can change the expiration date that was specified when the extract was created.

Choose . If you want the extract to be deleted automatically after a specified time, enter the number of days in the dialog box Change expiration date under Expires in or choose Expires on and enter an expiration date.

If you don’t want the extract to be deleted after a specified time, choose No expiration date. This is appropriate when the report is required for an undeterminable length of time or the report takes a long time to execute.

Choose to exit the dialog box and save your entries.

Delete extract

Once an extract has been deleted, it cannot be retrieved.

Choose to delete extracts. If you answer the question whether the selected extracts should be deleted with Yes, the extracts are deleted.

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