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Using R/3 reports can be challenging.  We’ve brought together some lessons learned and strategies to make your use of R/3 reports more productive.

For example, did you know that when you execute an R/3 report, the R/3 System reads the transactional data records and creates an internal data table (to facilitate easier navigation by the end user)?

This data resides within the R/3 System’s RAM memory – and can equate to a large volume of data (which may be a primary cause of extended response times).

For example, in order to read 100,000 records of a length of 500 bytes from the R/3 System’s hard drive, the R/3 System will typically require about three minutes processing and presentation time – and having larger quantities of data is very common.

However, there are some ways around these dilemmas.

We will examine three optimizing methods: background processes, saved data and summarization levels – and we encourage end users and developers to experiment with each method – but please, test these strategies on your DEV box!

Finally, we present several odds and ends – processes and information which may be helpful, including some R/3 procedures to assist users with their R/3 reporting tasks.

Knowledge learned in this article can be used by:

• Any user of R/3 reports
• Anyone requiring an understanding of how R/3 reports interact within the R/3 environment

Trimming the Fat
A basic rule of SAP reporting is to limit the amount of data the System needs to manage, making it as small as possible.  So as a general rule, it makes sense to execute reports of up to 20,000 records online (or via a Dialog process).  This amount may be marginally expanded by increasing the underlying database buffer and/or creating special indices.

If the amount of data exceeds 20k records, another approach should be considered:  executing the report via a background process.

You can execute a report as a background process and save the result set data within the R/3 main memory.

This technique is known as using saved data.

This approach is best when the end user doesn’t need to have immediate access to the report.  The disadvantage of this method is the inherent requirement for the end user to create a variant for each variable combination.  If a large number of variable combinations are required, these variants can be summarized in one variant group and executed together in the background.

Note:  The next article will discuss using variants with your R/3 reports.

Remember: reports using saved data may not contain the most up-to-date data within the R/3 system.  However, if used judiciously, saved data is a very useful means of improving R/3 reporting response times.

Summing it Up
The final R/3 report optimizing tip we will discuss is summarization levels.

R/3 reports are typically designed in such a way that the end user will “drill down” from a highly summarized level (also known as a “roll-up”) down to the detail level.

Please note: in processing a report, R/3 stores the report’s result set data in the R/3 RAM memory.  However, the end user can control to a great degree how much data will be stored by way of telling the R/3 System to ”summarize” or aggregate the result set data.

These summarized data sets are called summarization levels.  Developers and end users have the ability to determine the total number of levels (the drill down levels) required and thereby the degree of detailed data.

Result set data, which is accessed from these summarization levels, can be accessed very quickly.  In addition, compared to saved data, result set data is always up-to-date.  The only caveat would be: the greater the number of summarization levels; the greater the data transfer times .

Finally, use of summarization levels is advantageous when similar result set data is required by several reports.

Various Reporting-Related Transactions for Version 4.6C/D

Useful R/3 Procedures

User File Capture of SAP Print Spool Output

1. Run an SAP program that creates a report and spool the report output
2. Examine the spool retained files
3. Save the spool file to local storage
4. The “Print Preview for Local Printer” screen displays
5. Select the "System/List/Save/Local File" menu item
6. Select "unconverted" in the "Save List in File..." dialog
7. Enter a file name in the "Transfer List to a Local File" dialog, i.e., "C:\SAPworkdir\PA0001.txt"
8. Click the Transfer button

Determining Where a Field is Used

1. Locate the field definition via the Data Dictionary (T/C SE16, SE11 or SE84)
2. Click on the Where-used list icon
3. Select the type of structure in the Where-Used List Data Database Tables dialog (i.e., DB tables)
4. Click the Execute button
5. The list of tables/structures using the field is displayed

System Access to Logical Databases

1. Log on to the SAPGUI
2. Follow the menu path, or use T/C SE36:
   Tools à ABAP Workbench àDevelopment à Programming Environment à Logical Databases to open the "Logical Database Builder" screen (T/C SE36)
3. At the Logical Database Selection screen, enter a logical database such as "PNP"
4. Select the "Structure" or "Database program" subobjects and click Display.  In this instance, select “Structure.”
5. In the "Display Logical Database PNP" screen, select a data line (Node type = Table) such as “PERNR”
6. Click the Display structure button.  Review this screen.
7. Now follow the menu path: Utilities à Runtime object à Display.  Review this screen.
8. Return to previous screen.  Reselect the data line PERNR and choose the Source Code button and review this screen.

 Listing Standard SAP Reports Listing Reports by Group

1. Log on to the SAPGUI
2. Enter T/C SA38 – or follow the subsequent menu paths
3. From the main SAPGUI page (T/C S000), follow the menu path:
   System -> Services -> Reporting
4. The "ABAP: Execute Program" screen appears (T/C SA38)
5. Follow the menu path: Utilities -> Find Program.  The "ABAP Program Directory" screen appears
6. Enter "RP*" in the left Program entry box (enter an extra character plus the wildcard, such as "RPL*" for List Reports)
7. Click the Execute icon
8. The "ABAP Program Directory" screen appears
9. To save the list, follow the menu path: System -> List -> Save -> Local file
10. Select an output format (such as "Spreadsheet"); click the Continue icon
11. Enter the local file name and Save the file
12. You can also view any available documentation and/or execute the report
13. Select “RPLCMP01” (Display Pay Grade Structure)
14. Check its documentation and then execute the report
15. Return to the "ABAP Program Directory" screen and enter “GP4QL*” and Execute
16. Select the first line and click on the F7 key
17. Review the list of includes for this program

 Listing the Reports Tree

1. Log on to the SAPGUI
2. Enter T/C SARP to search for specific report trees
3. Return to the main SAPGUI screen (T/C S000)
4. Enter T/C HR00
5. The Level 0 hierarchy of HR reports are displayed
6. Navigate the tree by clicking on the outline graphics
7. Double click a report name to run the report

 Make a Text File of an ABAP Program

1. Log on to the SAPGUI
2. Enter the T/C SE38
3. The "ABAP Editor: Initial Screen" displays
4. Enter the ABAP program name in the Program line
5. Click the Display button
6. Instructions continued…

Copy the ABAP Program Source File to a Local Text File (continued from previous tip)

1. With the ABAP program source code in view within the ABAP Editor, follow the menu path: Utilities -> More utilities -> Upload/Download -> Download...
2. A standard Windows “Save As” pop-up window appears
3. Enter a local text file name (i.e., "C:\SAPworkdir\RPARlW00.txt")
4. Click the Save button

 Exporting a Report Writer Report

1. Log onto the SAPGUI
2. Enter T/C GR37
3. Enter the appropriate Library (i.e., 1VK)
4. Enter the appropriate Report name (i.e., 0F-PER)
5. Under the Further details section, select “Export to presentation server”
6. In the Export file line, enter a local text file name (i.e., "C:\SAPworkdir\0F-PER.txt") or use the drop-down arrow and select a location and file name
7. Click the Execute button

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