How to Schedule SAP Background Jobs to Send Report Outputs as Attachment by E-mail to Multiple Recipient Periodically

Ready to enhance your SAP AR01 report? Check out the guide for step-by-step instructions on adding custom fields and maximizing your asset insights!

Meryem Gizem Ersen

gizem.ersen@revola.com.tr

SAP FICO Consultant, Revola Consulting

Introduction

    The AR01 report  is a key tool used to display detailed information about assets within a specific depreciation area. This report provides crucial insights into the financial status of fixed assets for a given fiscal year. Here's what the AR01 report typically includes for each asset:

• Cumulative Acquisition Value at the Beginning of the Fiscal Year: This represents the total acquisition cost of the asset at the start of the fiscal year.

• Accumulated Depreciation: This shows the total depreciation calculated for the asset, including the planned depreciation for the current fiscal year.

• Planned Book Value at the End of the Reporting Year: This indicates the expected book value of the asset at the end of the fiscal year.

    In addition to these details, the AR01 report offers various standard versions that allow for primary selection and the creation of totals according to different criteria, such as asset class, business area, cost center, and more.

    While the report displays depreciation area values using the standard fields of Asset Accounting, there are cases where adding new custom fields to the report is necessary.

    This document provides a step-by-step guide for incorporating a new field into the AR01 report and explains when additional steps are required to ensure the new field is populated correctly.

Solution

• Call the transaction SE11 and enter  the Data Type ‘FIAA_SALVTAV_RABEST’.

• Click on “Include” to access the CI_REPRABEST structure.

- Follow the steps above and click on “Change layout”.

Figure 2.Structure View with Newly Added Field

• Since the field definition was initially created in Turkish, it was necessary to ensure that the definitions appear in English when logging in with the 'EN' language setting. Therefore, the data elements of the newly added fields can be translated from Turkish to English using SE63 or by double-clicking on the data element and navigating to Goto ⇒ Translation.

[NOTE: If the layout cannot be saved by default and there is no screen layout selection field on the selection screen, “Screen Layout” is added as a selection parameter.]

- After entering the other report parameters, click on the “Save” button and the variant is saved.

Automatic Date Derivation Based on Job's Working Day in Variant

Figure 4.From TR to EN Translation

• When returning to the structure, it is confirmed that the definition of the newly added field in the 'EN' language is visible within the structure.

- Click on “Shared folders”.

- A new folder is created.

- Click on the newly created folder.

- Click on the “Distribution lists” button.

- Click on the “Create” button on the page that opens.

- List information is entered and saved.

- Go back and double click on the created list

- Go back and double click on the created list

- Mail addresses are entered and saved.

- Optionally, an internal user, a different distribution list and organization unit can also be added to the list.

Creating Job

- Go to the “Create Job” screen with transaction code “SM36”.

- General data is entered.

- Click on the “Start condition” button.

- Select the first start time of the Job.

- Click on “Period values”.

- Job working times are entered. If you want to enter a period other than hourly, daily, weekly and monthly, click on “Other period”.

- Select the desired working period. For example, if entered as in the figure, it runs every 40 days.

- It is saved.

- Click on the “Restirictions” button.

- Enter the calendar definition (Work days depend on the calendar).

- Select whether the Job will work on working days or not, and if not, whether it will be shifted or not.

- Saved.

- Click on the “Step” button.

- The program name and the created variant are entered and saved.

- Click the “Spool List Recipient” button to enter the recipient list.

- In the tab that opens, the search help opens.

- Select “Distribution lists” option and click on “Detailed search”.

- The previously created distribution list is entered and confirmed.

- Job is activated by clicking the “Save” button and starts to run on the entered start date.

Created Job Control

- Go to the job display screen with the transaction code “SM37”.

- Select “Job Name” or “User Name” on the selection screen.

- The date expected to run is entered and executed.

- Job status can be seen in the Satatus column.

- Double click on the desired job name on the screen that opens.

- This screen shows Job details and step status.

- If you want to view the sent report, double click on the icon in the spool list column, which is the column next to the job name.

- On the screen that opens, click the icon in the type column.

- The desired report can be viewed on the incoming screen.

Sent Mail Control

- Go to the mailing list with the transaction code “SOST”.

- Enter the date and time of submission and click the “Refresh” button.

- On the screen that opens, the sending status of the mails can be checked.

- Select the relevant rows and click on the button to see the inside of the mails sent.

- Click on the mail attachment.

- The mail attachment can be checked on the screen that opens.