Reporting in SAP

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Reporting in SAP
Pennsylvania State System of Higher Education
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Objectives

• At the end of this training, you will be able to
• Generate standard reports such as
• Remuneration Statement
• Display Payroll Results
• Wage Type Reporter
• Payroll Journal
• Reference Personnel Numbers (Dual Employees)
• Infotype Overview
• Define data and narrow report results
• Drill down and sort standard reports
• Print reports
• Export reports to Excel
• Create and save report variants
• Retrieve reports
• Add reports to your Favorites list
• Use Ad-Hoc Query

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SSHE Report Tree (Menu Path SAP Menu/Information
Systems/SSHE Reporting/SSHE Human Resource/Payroll
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Report Generation Steps

• Define Report Selection Criteria
• ALWAYS put in some sort of selection criteria!
• Click the Execute button
• Print your report if required
• Download report if required

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Report Selection Criteria

• Use Report Selection Criteria to
• Limit the amount of information the report
  retrieves
• Make your report as specific as possible
• Selection Criteria Examples
• Date range
• Personnel Area
• Personnel Number
• Employee Group

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Timing Out a Report
Easy way to interrupt a report that may be taking
too long to run.
Note Do NOT use CtrlAltDel on your keyboard to
stop a process.
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Variants

• A variant is similar to a report template
• It is a set of criteria that determines the
  content of a report
• You can create variants by defining the fields
  and the data that you want to populate in the
  report
• Using a variant, you can define which rows, text
  and columns appearon your report

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Benefits of Variants
Variants are alternative report displays set up
by specifying selection criteria Variants reduce
data-entry time Variants allow users to access
only the information that is relevant to their
area, department, plant, sales organization A
report may have any number of variants Variants
can be user-specific or they can be accessible to
all users i.e. Department wide
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Report Buttons
Drill-down, choose details Sort in ascending
order Sort in descending order Select
all Deselect all Dynamic selections
Set filter Expanded totals Totals lines
only Current variants Selection options Multiple
selections
Note Not all of these buttons will display or be
available in every report.
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Sorting Reports

• Sort in Ascending Order
• Example A gt Z

• Sort in Descending Order
• Example Z gt A

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Standard Drill Down
Click the Drill Down Icon to isolate a
specific record
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Report Output

• Displayed List in SAP
• Print to printer
• Export to Excel or Word
• Save to PC File button

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Selection Options

• In this example, you could select the specific
  Personnel Subareas for which you want to report.

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Accessing Reports - Favorites List

• You can use your Favorites List to store and
  access reports you commonly use

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Demonstration of SAP Standard Report

• Remuneration Statement Transaction PC00_M10_CEDT

When to use To verify individual employee pay
results for a specific pay period. Should match
what appears on the employees paystub including
net pay, pre and post deductions (employee only)
and taxes. Tips and Tricks If you want to
display the details of Retroactive payroll runs,
select X in the Print Retroactive runs field
under the Parameters for remuneration
statement. Otherwise, leave this field blank to
display the current period, which will include
all retroactive payments under the Earnings
section in wage type /552. Retroactive deductions
will normally be added or subtracted directly
from their own wage types. Be sure to select
your campus or location variant from the list.
EXERCISE Run the Remuneration Statement for a
specific employee at your campus.
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Demonstration of SAP Standard Reports

• Display Pay Results PC_PAYRESULT

When to use To research individual employee
payroll issues and year to date totals (CRT
table). This tool displays all pay periods that
the employee was included in a payroll run.
Tips and Tricks

The display behind every name shows if there are
results in the selected period.

Green results exist
Red
results do not yet exist for the Personnel
number for the selected period
Grey - You
have no authorization to display personnel
numbers.
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Demonstration of SAP Standard Reports

• Display Pay Results PC_PAYRESULT

Indicator Status of record


This indicator tells you how old a
payroll result is. It can have one of
three specifications

o Specification 'A'
Used for
a payroll result generated by the last payroll
run, that is, the result is
current o Specification 'P'

Used when a payroll result has been replaced by a
new record during a retroactive
accounting run. It then becomes the predecessor
of the current record.

o Specification 'O'

A payroll result is marked 'O' when it has
been replaced by at least two
retroactive accounting runs, that is the record
is no longer current, nor is it
the predecessor of the current record.

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Demonstration of SAP Standard Reports

• Display Pay Results PC_PAYRESULT

Display a table You enter a personnel number
and select the payroll result from the pay period
required. In the following table overview of this
result you only need to double-click on a table
to display it's contents. The tables
include RT_ - Results Table (collapsed display)
Displays all results by wage type from the
selected pay period including employer taxes and
deductions. CRT - Cumulative Results Table
Displays Monthly, Quarterly and Year to Date
results for non tax wage types that the employee
had results during the year. TCRT Cumulated Tax
Results Table Displays Monthly, Quarterly and
Year to Date results for all tax wage types that
the employee had results during the year. BT
Payment Information Shows Net Pay (/559)
amounts and direct deposit information. ARRS
Arrears table Very important when trying to
calculate and/or identify retroactive deduction
amounts such as health plans.
EXERCISE Run the Pay Results for a specific
employee at your campus. Review the BT and TCRT
tables.
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Demonstration of SAP Standard Reports

• Wage Type Reporter S_PH9_46000172

When to use To research payments or deductions
for specific wage types for groups of employees.
For example, total gross pay (/101) for an entire
campus or department. Tips and Tricks Always
use a variant. Many are available for common wage
types. The Object selection function can be
used to determine which columns will be included
in the output list and which objects are
summarized. For example, to get information at
the individual (personnel number) level, you must
use the object selection button and choose
personnel number. If you want to Sub-Total a
wage type for YTD, use the /Sub-Total Layout.
This can be chosen by selecting Choose Layout
from the report output screen.
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Wage Type Reporter Tips and Tricks

• Extremely useful for spreadsheet analysis
• Each object results in multiple columns
• Combination of objects and display variants
  determines which columns you see on the report
• Filter, sort order, and totals settings are not
  exported to the spreadsheets
• If you have put some effort in changing the
  layout, you may want to save it before backing
  out

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Wage Type Reporter Selection Screen
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Wage Type Reporter Output
Change your output format using this toolbar
Employee details
Wage type totals
Overall totals
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Wage Type Reporter Output Formatting Toolbar
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Demonstration of SAP Standard Reports

• Wage Type Reporter S_PH9_46000172

Variants that need to be run each pay period
1)/552 Wage type reporter variant 2)/559 Net
compare wage type reporter variant 3) Gross
compare wage type reporter variant
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Wage Type Reporter Example- YTD Earnings by
Personnel Subarea
This selection criteria will provide you with a
YTD report on Gross earnings By Personnel
Subarea for your campus
Output
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Wage Type Reporter Example- YTD Earnings
View Additional Fields
You can easily add additional fields to your
report by using the Output selection
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Wage Type Reporter Example- YTD Earnings
Summary Reports
Or produce a summary level report by subtracting
fields using the Output selection
EXERCISE Produce a summary level Wage Type
report for /101 (Gross Earnings) for Management
Employees (9191) at your campus.
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Demonstration of SAP Standard Report Output
Change Options

• Save Changed Output Layout

User-Specific setting
Default setting
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Demonstration of SAP Standard Reports

• Payroll Journal S_ALR_87014259

When to use This report can prove to be very
helpful especially with regard to the complexity
of Retroactivity. Variants have been provided for
each campus (XX_PAYROLLREG where XX campus
number) to be used for researching retroactive
payments and deductions. The Payroll Journal is
also the report that is used for auditing
purposes and production of the Payroll Registers
for each campus. Tips and Tricks ALWAYS use a
variant. The structure of a payroll journal
comprises four individual "forms" The users need
not worry about the form names if they use the
recommended variants provided.
EXERCISE Run the Payroll Journal for a specific
employee at your campus.
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Demonstration of SAP Standard Reports

• Reference Personnel Numbers report S_AHR_61016358

When to use To report on Dual employees. The
report displays both personnel numbers and other
organizational data for the employee. Tips
and Tricks Chose the DUAL EMPS variant. Enter
your campus code in the Personnel Area field.
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Demonstration of SAP Standard Reports

• Infotype Overview Report S_AHR_61015785

When to use An easy way to review all Infotype
records on one screen is by using the Infotype
Overview for Employee report. The report is
located on the SSHE Report Tree under Personnel
Administration. In addition, transaction PA10
Personnel File can be used to scroll through an
employees complete record.
Tips and Tricks On the selection screen, enter
the Personnel Number and click Execute .
Note You can limit the Infotypes you want to
review by selecting them from the Drop down
selection for Infotypes.
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Demonstration of SAP Standard Reports

• Infotype Overview Report (Continued)

A list of all of the relevant Infotypes for the
employee will be displayed. To expand the
selection to see the detail, click the Expand
All icon . You will then see all related
versions of each Infotype, with the relevant
validity dates, Last Modification date and who
modified the record. You can Drill down to the
actual Infotype by double clicking on the desired
line.
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Demonstration of SAP Standard Reports

• Infotype Overview Report (Continued)

When researching the reason for retroactivity,
first look at Infotype 0003, Payroll Status.
Double click to view that Infotype. The relevant
fields for retroactivity are the Changed on
date and the Earliest MD Change date. For
example, if you are in pay period 3/2005 and the
Payroll Status Infotype of an employee has a
Changed on date of 07/01/2004, payroll will
retro during the current pay period back to pay
period 15/2004. To identify what caused the
change, review the Infotype Summary report and
look for a Last Modification date of 07/01/2004.
EXERCISE Run the Infotype Overview report for a
specific employee at your campus.
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Demonstration of SAP Standard Reports

• Cost Distribution Report (ZPCOST_ADM)

This report provides employee level cost
distribution data (Cost Center and WBS elements)
from the Payroll/FI posting cluster.
On the selection screen, Pay Period End dates
(both from and to), Company Code (SSHE) and
Business Area (i.e. 70) are required.
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Demonstration of SAP Standard Reports

• Cost Distribution Report (continued)

In the example below the selection criteria for
the pay period end dates will pull the payroll
expenses for multiple employees for the following
pays
If the user only wants one pay to appear on the
report, enter the pay period end date in both
date fields (Very Important).
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Demonstration of SAP Standard Reports

• Cost Distribution Report (continued)

• Sample Output contains
• PERNR and Name (deleted from the sample for
  privacy)
• Cost Center Number and Text
• WBS Element Number and Text
• Internal Order
• GL Account Number and Name
• Wage Type Number and Text
• Hours (where appropriate)
• Amount
• Pay Period

This report can easily be downloaded into a
spreadsheet by using the export button
EXERCISE Run the Cost Distribution report for
your campus for a specific Union group (Personnel
Subarea) such as Faculty or Students.
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Demonstration of SAP Standard Reports

• Other useful reports

Custom Reports
SAP Standard
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What is Ad hoc Query?

• Ad hoc query is SAPs standard reporting tool
  which allows you to create your own reports
• By selecting selection fields and output
  fields, you can access data stored anywhere
  within the Human Resources System (i.e. fields
  from different PA Infotypes)
• No programming skills are required to create
  reports using Ad Hoc Query
• Query can be saved for future use
• NOTE You must be set up in the correct HR User
  Group before you can use Ad-hoc query

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Step 1 Go to Ad hoc Query
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Ad- Hoc Query Structure

• In order to help streamline the Ad-Hoc query
  reporting structure, we have created HR User
  Groups for each campus.
• For example, for California, they should use the
  15_California User Group for queries.
• Campuses retain access to the HR_USERS_1 user
  group in order to be able to access their old
  queries.

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Ad- Hoc Query Structure

• The campuses can default their own User Group
  when accessing the Ad-Hoc query transaction by
  using the following procedure
• Transaction SU3 (Maintain User Profile)
• Select the Parameters tab
• Enter AQB in the first available Parameter ID
  field (scroll down if necessary)
• Enter your new Campus User Group such as
  15_HR_USERS1. Save.
• Go to the Ad-Hoc query transaction and you should
  have your Campus User group default. This can be
  changed if necessary.

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Step 2 Select the Infoset

• 1. Select the User Group reserved for your campus
  such as 15_California User Group or the old all
  campus User Group HR User Group for Pers.
  Admin.
• 2. Highlight the infoset you want to access such
  as ZSSHE_INFOSET for Personnel Administration
  reports. The OM_POSITIONS Infoset should only be
  used for Organizational Management reports.
• 3. Click on the Enter Icon

Step 2
Step 1
Step 3
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The Ad hoc Query Screen
Fields Choose fields from the field group to be
used in selection and output areas. Selection
Specify criteria to be searched in the query.
Also, within this area the period/dates can be
specified. Output Shows a preview of what the
results of the Ad Hoc Query will look like. The
data can be manipulated in this area.
Fields in the field group
Selection
Output
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Step 4 Configure Fields Area
Select the Selection Output Fields based on
information that you would like to see from the
system. Selection fields are where you can
narrow your results. Output fields are the
fields that are displayed in your results. Note
Fields for selection and output belong to
Infotypes.
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Step 4A Tools to facilitate navigation
Search by text for field or field group (e.g.
Personnel Area).
Expand and collapse a subtree.
Filters which field groups are displayed.
Allows changing the view of the fields to show
the logical database structure or just a simple
field list with no field groups. The default
option is the best choice for most users.
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Step 5 Configure Selections Area
Step A
Step B

• Step A - Select the date you would like to run
  the query for, which shows the data for this
  period. (See next slide for more details.)
• Step B - Enter the values that you would like to
  search for using the drop down if necessary. To
  remove fields from the selection area, use the
  delete icon. To search on multiple values
  for a field use the icon.

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Step 5A Selecting the reporting period

• Select the Reporting period bar, and that section
  will expand to give you a drop down menu of
  period options, which shows the data for this
  period. (Note Today will default.)
• Example query Finding all inactive employees.
• For Today, this will return employees inactive on
  todays date
• For Current Month, this will return employees
  inactive this month

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Step 5B Enter selection criteria
From the option field you can pick equal to, not
equal to, greater than, etc.
Delete a field, after selecting it.
Enter the values you are matching against here.
This button will show you how many hits there are
for you selection criteria. Use this to test the
size of your query before running it.
Display or delete your hit list.
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Step 5C - Enter multiple selections
Business scenario Need to run a query with
multiple selections, e.g., multiple Personnel
Areas or multiple employee groups.
To select additional values, or value ranges, for
this field select this button.
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Step 5C Enter multiple selections (cont.)
Four tabs for selection, green signifies include,
red signifies exclude. The user has the option
of entering a single value or a range of values
(example Employee Groups 1-5)
The import to file icon allows the user to
upload values from a file.
The upload from clipboard icon allows the user
to upload values such as Personnel Numbers
directly from a spreadsheet or flat file.
Click the Copy icon when values have been
entered.
The multiple selection icon displays a menu to
further select on the criteria (e.g. values by
last name)
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Step 6 Configure Output Area

• Adjust the output as necessary by using sort,
  delete, attribute functionality. For example,
  Drag and drop columns into the preferred order,
  or right click on a column to display a fields
  value and/or text. (Note some fields do not
  have text.) Some users find it easier to simply
  format the data after they see their results.
• Example Always right click on the Personnel
  Number and select Value and Text to get both
  the Number and Name of an employee.

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Reporting when text exists on an Infotype
If you want to display the first line of text for
an Infotype in a query, use the
Z_SSHE_INFOSET_TEXT Infoset and select the
INFYXXXX Maintain text field.
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Caution before executing the query!

• Before completing step 7, (i.e. executing the
  query), check to make sure you have selected
  fields to narrow the results (step 2).
• If the user does not do this, the user will get
  the following message when executing the query
• If you receive this message, the query will take
  a long time to execute. Select No, and contact
  the help desk for suggestions on running your
  query.

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Step 7 - Execute the query

• Click on the output icon to execute the Query.
• Note After selecting the output icon, you will
  be taken from the query creation to the query
  results screen.

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Step 8 Exporting to Excel
From the report Output screen, you have two
options to export to Excel. For small lists,
you can click on the Excel icon. For large
lists, it is recommended that you click on the
local file icon.
If the local file icon is used, select
Spreadsheet from the subsequent list
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Step 9 Save to a file
Once saved, click transfer
Enter file name with .xls extension
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Step 10 Save the Query
From the Report Output screen, click the green
Back key to return to the Query creation screen.
Click on Query at the top of the screen. Then
select Save As.
Save the Query with your Campus Code first,
underscore, (No spaces!) then a brief description
in the Name field. Tab over to the Description
field and complete a longer description.
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Step 11 Open a Saved Query
Click on the Open Query icon next to Output.
Select the Query you want to use and click on the
Continue (Enter) key at the bottom of the
Open Query screen. The saved query will open
with all of the saved selection criteria saved
previously.
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Audit Queries

• There are several Audit queries that have been
  created centrally that should be run on a
  periodic basis as shown in the screen print.

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Exercise on creating a query

• Create a Query LWOP Report
• The query should be for Today and include
• Employee Name
• Personnel Number
• Personnel Area
• Personnel Subarea
• Action Type
• Start Date of LWOP
• End Date of LWOP

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Questions/Comments