Advanced FeaturesAbout This ModuleDuration: 30 MinutesModule Knowledge

Using User Settings

Navigating SAP Reports

Target Audience

Application Consultant

Support Consultant

Technology Consultant

Project Manager

Project Stakeholder

Business User

End User

Super / Key / Power User

About This TopicSAP provides a way for you to assign a default value to any specific SAP field where you enter data using its parameter identifier (PID). This feature is useful when you use the same transactions regularly and fill out one or more of the transaction fields with standard data. The default data you assign is set for your user profile only. In this lesson, we will examine how to assign a PID to your user profile.

Estimated time to complete this topic: 15 MinutesObjective(s)

Change the default user settings

Assign a PID to a user profile in the Parameter settings

Advanced Features - Business ExampleHi, good to see you again! In case you don't remember: I'm Vera and I work in Purchasing at IDES.

Hi, good to see you again! In case you don't remember: I'm Vera and I work in Purchasing at IDES.

I regularly use the same transactions and I often find myself typing the current year into all of them. I also need to generate reports with various criteria to retrieve and analyze data. It would be nice to find a way that I don't need to do this over and over again.

Maintain User ProfileTo maintain a customized user profile in the system, choose System → User Profile→ Own Data.

On the Maintain User Profile page, you can change the desired settings such as the default logon language, date and time format, and address details.

Now that Vera has basic knowledge of using SAP, she wants to make use of certain advanced features that will help her save time.

To maintain her user profile in the system, she chooses System →User Profile→Own Data.

She can make the desired settings in the Address, Defaults, andParameters tab pages. Once she saves her data, these settings will remain valid until she changes them again.

Exercise: Maintain User Profile and Set Up Default ValuesParameter Identifier (PID)A field can be filled with proposed values from SAP memory using a parameter ID.

In F1 field-specific help, there is an icon for Technical Info . This window contains the parameter identifier of a field (or PID), along with other technical information. A field can be filled with proposed values from SAP memory using a parameter ID.

Once you know the PID of a field, you can assign a default value to automatically populate that field whenever it appears in a transaction. This change is made for your user profile only (it does not change the value of the field for other users.)

In this example, Vera wants the default value “99” to appear in the Country Grouping field, whenever it is displayed. She pressed F1 and chose the Technical info icon in the F1 help window. As you can see, the PID for the Country Grouping field is MOL.

To Assign to Your User ProfileTo assign a default data to a PID for a user profile

1. Follows the menu path System → User profile → Own data to access the Maintain User Profile screen.

2. Choose the Parameters tab.

3. Enter the PID for the field in a blank Parameters field.

4. Enter the specific default value in the corresponding Value field.

5. Save the changes.

Vera now can assign specific default data to that PID for her user profile.

She follows the menu path System → User profile → Own data to access the Maintain User Profile screen and chooses the Parameters tab.

She enters the PID for the field in a blank Parameters field and then enters the value "99” in the corresponding Valuefield.

Vera saves the changes. The new default value will take effect only after she logs off and logs on again to SAP.

Result: Once the PID is assigned to her user profile, whenever Vera uses a transaction that includes the Country Grouping field, it will be filled in with the data “99.”

Impact of Assigning PIDThe data entered as the default value will remain assigned until it is changed. This is true for all PIDs assigned in a user profile.

For example, if Vera does not return to update the value for the GJR PID when the year changes to 2007, her Fiscal year field will still populate automatically in all transactions – but with the incorrect year!

The data Vera entered as a default value for the Country Grouping PID will remain assigned until she goes back to change it. This is true for all PIDs you assign to your user profile. For example, if Vera does not want to set 99 as the country grouping, she should manually change the PID for MOL. If she leaves the field blank, the system will automatically take “00” (or blank) for the country grouping. Hence, she must either specify country grouping or remove the entire row from the user parameter tab.

SummaryYou should now be able to:

Change the default user settings

Assign a PID to a user profile in the Parameter settings

About This TopicWhen you are working in the SAP system, you may want to access information from the database. To do this, you use reports. Some reports display information while others allow you to perform analyses. In this lesson we will examine using List Display reports.

Estimated time to complete this topic: 15 MinutesObjective(s)

Execute a standard SAP report

SAP ReportsA List Display report is based on document type. This type of report is used to see a list of documents. From this list, you can double-click on a line item to display an individual document.

To generate an analytical report:

1. Navigate to the desired reporting transaction selection criteria

2. Enter the desired selection criteria and click Execute

Values of document will be displayed based on criteria entered.

To display or analyze information from the SAP database, you execute a report. In many cases, the SAP system automatically executes a report. Sometimes, however, you may need to execute a report yourself.

Some reports are simply the lists of documents, while other reports are linked directly to tasks in the SAP system.

1. List Report

2. Analysis Report

Reports that are directly linked to a task sometimes use the data already entered on your screen as selection criteria. This means you do not have to enter selection criteria when the report is executed.

Selection Criteria for ReportsYou can use selection criteria to generate specific reports, so that only the data matching theses criteria will appear.

Reports are generated using selection criteria. These are the fields that are used to define the type and amount of information you want a report to process.

For example, Vera wants to generate a Birthday List of a particular group of employees. For this she specifies the year, Personnel area and Employee group. Only the data matching these criteria will appear in her report.

If Vera does not enter any selection criteria, the system displays the Birthday List of all the employees in the organization. In this case, the amount of data may be very large and the system may not be able to process all of it. She would probably receive a message indicating processing limitations in her status bar.

Exercise: Execute a Standard ReportSummaryYou should now be able to:

Execute a standard SAP report