Report Export: Process
Purpose
You can export reports you created in the SAP component Environment, Health and Safety (EH&S). You can also export reports that were previously imported (inbound reports).
You can define your own export methods in Customizing. To do this, edit the following Customizing activities:
● In Customizing for Basic Data and Tools the Customizing activity Manage User Exits
● In Customizing for Product Safety the Customizing activity Assign Names for User Exits
Report export is a special variant of report shipping and is integrated in the Report Shippingsection in Customizing for Product Safety.
While report shipping can be started immediately or in the background, report export is always carried out in the background.
In addition to report export of individual reports using the report information system, you also have the option of exporting EH&S reports using a program based on various criteria. You can run the export in the formats supported by the program Windows Wordprocessor Integration(WWI) (see Report Export by Program).
Prerequisites
● The following applies to a report before it can be exported from the report information system:
○ It must have the status Released
○ You must have entered a material in the report information system for which the report is to be exported
● The report must not have been created using the Label Wizard (see Label).
● You have edited the Import and Export section under Tools in Customizing for Basic Data and Tools.
● If you are exporting a report for the first time, you must generate the report export order manually (see Exporting Reports Manually).
Process Flow
...
1. At the time at which you have scheduled the report RCVDDISP, the SAP system starts report export for all automatically and manually generated export orders.
For more information about the report RCVDDISP, see Set Up Jobs for Report Shipping in the Implementation Guide (IMG) for Product Safety.
Automatic Export
For reports, the SAP system creates export orders that were newly generated for report export since the last export date and have the status Released. In the standard system, the export orders immediately have the status Released. You can check this default setting in Customizing for Product Safety under Specify Shipping Reasons.
Manual Export
Manual report export is started from the report information system. When you create a manual report export order, the SAP system checks whether the report has already been exported. The following criteria are checked in this case:
○ Key of the specification for which the report was generated
○
Key of the
specification for which the report was chosen in the report information
system (see
Specification
Assignment)
○ Generation variant key
○ Report language
○ Initiator of the report export order
○ Material name
○ Internal report version
The SAP system checks all report export orders independent of their status. Exceptions here are orders that have the status Order Created as you can delete them using the function Reject.
If a report has already been exported, you can decide whether you want to export the report again.
2. The export orders are processed by the report RCVDEVEN. Customizing for Product Safety is set so that all export orders in the SAPsystem are processed up to the status Historical.
If old export orders with status Historical exist for a report, they are deleted.
3. The exported report is stored on the application server in the directory you specified for report export in Customizing for Basic Data and Tools under Specify File Paths and Names.
The following files are stored on the application server:
○ A key file (*.KEY) containing the key information for the report
○ An SDB file (*.PS) containing the report in PostScript format
The key file for report export contains the following parameters:
● DTY (document type)
As only the export of material safety data sheets is supported in the standard system, the value SDB is assigned to this document type.
● SID(specification ID)
Specification for which the report export order was created.
● PRN (material name)
Material
for which the report export order was created. The material name is determined
using the same algorithm as for report shipping (see
Material Name,
Material Number).
● STA (status)
This parameter is always assigned the value V.
● LAC (report language)
● CPN(company name)
The company name is determined by means of the initiator (sales organization) that triggered the report export order.
● FFT (file format)
The reports are always exported in PostScript format (PS) in report export.
● FNA (file name)
The file name is formed from a consecutive eight-digit number and the file extension .PS.
● DAT (generation date of the report)
● VER (report version)
The report version is made up of the main and sub-versions of the report.
● CTY(validity area)
The validity area is assigned the leading validity area of the generation variant of the report to be exported.
Result
...
You can check the
report export order in the SAPcomponent Product Safety by executing the procedure
Editing Report
Shipping Orders.
The most recent report export order for a report is always stored in the SAP system. Older report export orders for the same report are deleted if they have the status Historical. The SAP system uses the following criteria to compare the report export orders:
● Key of the specification for which the report was generated
●
Key of the
specification for which the report was chosen in the report information
system (see
Specification
Assignment)
● Generation variant key
● Report language
● Initiator of the report export order
● Material name
● Main and sub-version of the report and, if necessary, the date the export order was created
For each new report created, the SAP system checks whether a report export order exists for the previous version of this report. If this is the case, a subsequent export order is created, but only if the new report has not already been exported manually from the report information system.
Automatic subsequent export is dependent on the initiator. This means that when a new version of a report is created and a number of report export orders exist for the previous version of this report that were triggered by different initiators, a subsequent export order is created for each of these report export orders. The material name is also taken into account.