5-BackgroundReport

7/30/2019 5-BackgroundReport

1/10

Advanced Reporting Functions

Process/Execute a Report in Background

Once the selection criteria are entered on a report initial screen, then

most reports can either be executed on-line via the Executebutton orprocessed in the background via a menu path. Inaddition, a report can be set up to both process in the backgroundand print at a set date and time (e.g., over the weekend after thefiscal month end close). This feature of printing at a set date andtime may be helpful when a department needs to print several Projectreports to distribute to Principal Investigators after a monthly close.

Reports that are executed on-line (i.e., real time) and extract a largeamount of data can impair the performance of the R/3 system (thisusually applies to larger management center reports). The impairedperformance will slow the response time for other R/3 users who aredoing other functions, such as ordering critical health care supplies.

In order for R/3 to process information more efficiently withouthindering performance, reports with large amounts of data should beprocessed in the background as a job that is scheduled versus a realtime report. The processing in the background feature can also bescheduled to execute a report and/or print on a certain date and time,

such as over the weekend after a fiscal month closing.

Note: The output for reports executed in thebackground can be displayed (looks like theon-line R/3 report), printed, or exportedinto Excel. However, the background outputDOES NOT ALLOW full on-line functionality,such as drilling down or formatting thereport. The report may still be generated on-line in R/3 with full reporting capabilities if

needed.

Original: 6/01/2003 Revised: 1/6/2006 9:24 AM Page 21


2/10


Process Report in Background withoutAutomatically Printing

1. Follow the appropriate path to the selection screen for thedesired report and enter selection criteria.

(DO NOTclick on the Executebutton.)

2. Follow the menu path: Program Execute in background.

On the Background Print Parameters screen:

3. EnterOutputdevice. (eventhough notprinting).

4. Select Deleteafter 1 day.

6. Click onContinuebutton.

5. Select Send toSAPSpooler Only for now.

3. REQUIRED: Enter a printer name (if not defaulted from usersettings) in the Output device field.

Note: The Output device field must be complete,even if the job is to be executed in thebackground for on-line viewing only.

4. Complete the Deletion Date field as follows:

Click on the Drop-down button in the Deletion Date field.

Double click on a date to delete the spool request(recommended option is Delete after 1 day).

5. REQUIRED:In the Time of print field use the Drop-downbutton to select Send to SAP Spooler Only for now.

6. Click on the Continue button to proceed to the Start Timescreen.



3/10


Process without Printing (cont.)

On the Start time screen:

6. Click on the Immediate button.

7. Click on the Save button.

7. Click on the Immediate button to indicate that the report shouldexecute in the background immediately.

Note: If desired, the job may be scheduled to execute ona certain date and time. To execute the job at acertain date and time, click on the Date/Time buttonand enter the date and time fields in the ScheduledStart section. The time must be entered in themilitary format. If the Immediate or Date/Timebuttons are not used, the report may be placed on aspool with other reports and be executed in theorder placed on the spool.

8. Click on the Save button (Ctrl+S) to complete the processand generate a message that the background job is scheduled.

9. If applicable, click on the OK button or press ENTER toclear the Information dialog box.



4/10


Check Status of Background Job andView Report Output

Background: Once a background job is set up toprocess, one or more spool requests can be generated.The status of the job can be checked. Once the job iscomplete, then the spool requests and report outputcan also be viewed, exported, and/or printed ifdesired. The steps in this section only refer todisplaying the output of the spool requests, NOT theactual on-line R/3 report. This spool request outputdoes not allow any reporting functions, such as

formatting or drill down to line item detail available.

To check the status of the background job:

1. From the SAP Easy Access User Menu screen or report initialscreen, follow the menu path: System > Own Jobs(or use Transaction code SMX in the Command field).

On the Own Jobs screen:

2. Reviewstatus of

jobs here.

2. Review the Number of jobs section to see the status of yourjob(s), i.e., Scheduled, Active, Finished, or Cancelled.

Note: If the status isActive, it means the job is still

running in the background. Click on theRefresh button until your job has the status ofFinished.



5/10


Check Status and View Output (contd.)

To view the output of spool requests (with no drill-downcapability):

3. From either the SAP Easy Access User menu screen or thereport initial screen, follow the menu path:System > Own Spool Requests (or use Transaction codeSP02 in the Command field).

On the Output Controller: List of Spool Requestsscreen:

4. Click in thecheck boxes oron the SelectAll button.

5. To view, click onDisplay contentsbutton.

Note: If the background report contains multiple costobjects (by Org. Unit or BFR Code), then each costobject report is listed in a separate spoolrequest. If prompted that the number of spoolrequests has exceeded 500 hits, be sure to changethe number of hits in the restriction field to a numbergreater than the number of spool requestsgenerated (use 9999999 as number to avoid thismessage in the future).

4. To select, either click once in the check box to the left of each

Spool no. (number) OR click on the Select All button.



6/10



5. To view the output for the spool requests (reports) selected,

click on the Displaycontents button (F6).

Note: If report contains more than a certain number ofpages, a message will indicate thatonly thatnumber of pages have been displayed. To viewall pages, follow the menu path: Goto->DisplayRequests->Settings. Increase the number in theending range of pages and click on

the Continue button. Repeat steps to view.

On the Graphical display of spool request screen:

6. Use the Page Upand Page Downbuttons if needed.

8-9. While Print and Export buttons areavailable, no drill-down or other reportfunctions are available on this output.

7. If other spoolrequests wereselected, use theNext Requestbutton to view thenext output.

6. Review the spool request output (to view the entire report, use

scroll bars or Page up button and Page down button).

Note: The display from a spool request job outputdoes not allow you to drill down to line itemdetails or use report functions, like sort and filter.

The job outputdoes allow you to Print or Export(see below). Fordrill-down and report functions,execute the report in R/3 versus processing inthe background.

7. To view the next spool request, click on the Next requestbutton.



7/10



8. OPTIONAL once on the display of reportTo print the individual report displayed, follow these steps:

Click on the Print button (Shift+F1).

Enter the Output Device (if it hasnt already defaulted).

Click on the Continue button (Shift+F1).

Note: Toprint all selected spool requests at once,return to the Output Controller: List of Outputs

screen and click on the Printbutton on this

Application toolbar (middle toolbar). Once spoolrequests are printed using either method, therequest output can no longer be viewed from thespool request via steps on previous page.

9. OPTIONAL once on the display of reportTo download or export the report, follow these steps:

Follow the menu path: System List Save LocalFile

Click in the Spreadsheet radio button.

Click on Continue button.

Enter a file path and name and then click on the Savebutton.

10. To exit the spool request, click on the Back button (F3) asmany times as need to return to the SAP Easy Access Usermenu screen.



8/10


Process Report in Background toAutomatically Print at a Later Date

Background: A report can be scheduled to execute inthe background and to print on a certain date andtime, such as over the weekend after a fiscal monthclosing. The steps are similar to processing the job in thebackground, and the status of the job can be checked.

1. Follow the appropriate path to the selection screen for thedesired report and enter selection criteria.

(DO NOTclick on the Executebutton.)

2. Follow the menu path: Program Execute in background.

On the Background Print Parameters screen:

3. EnterOutputdevice.

4. EnterDelete after 8 daysif NOT defaulted.

5. EnterPrint outimmediately.

6. Choose to print or notprint cover sheet.

7. Click onContinuebutton.

3. Enter a printer name (if not defaulted from user settings) in the

Output device field.Note: The Output device field must be complete

to print the report once processed in theBackground.



9/10


Process in Background to Print (cont.)

4. Complete the Deletion Date field as follows:

Click on the Drop-down button in the Deletion Datefield.

Double click on a date to delete the spool request(recommended option is Delete after 8 days ifprinting at afuture date like over a weekend).

5. Complete the Time of print field as follows (if not defaulted):

Click on the Drop-down button in the Time of print

field. Double click on the Print out immediately option.

Note: This setting will ensure that the report isprinted immediately after the spool request jobis run at some point in the future.

6. OPTIONAL: To choose NOT to print an SAP Cover sheet forthe report(s):

Click on the Drop-down button in the SAP Cover Sheetfield.

Double click on the Do not print option.

7. Click on the Continue button to proceed to the Start Timescreen.



10/10


Process in Background to Print (cont.)

On the Start time screen:

8. Click onDate/Timebutton.

9. Enterdateand timein militaryformat.

10. Click onSavebutton.

8. To schedule the execution and print for a selected date and

time, click on the Date/Time button.9. Enter values in the Date and Time fields for the Scheduled

Start(time must be entered inmilitary format, e.g., 8:30 PMis entered as 20:30).

10. Click on the Save button (Ctrl+S) to complete the processand generate a message that the background job is scheduled.

Note: Be sure to leave the printer on during the

timeframe that is entered.Refer to steps to check on status of thebackground job. You will not be able to viewthe report output via a spool request once thereport is printed.


5-BackgroundReport

Documents

Transcript of 5-BackgroundReport