How to Create SAP Ad Hoc Query?

Several InfoSets can be available when you launch SAP Ad Hoc query
transaction: S_PH0_48000513 – Ad Hoc Query. It can be also be started from SAP
menu.

SAP Ad Hoc Query Transaction in SAP

Menu
You may have access to different InfoSets depending on your profile authorizations.
Additional new InfoSets can be created according to your requirements. Just contact
your system administrator.
 Create New SAP
Ad Hoc Query – Select InfoSets
After choosing the appropriate Working Area and User Group you can see and choose
from the existing InfoSets. Next, click OK button to proceed. When the transaction is
started, your screen should look like shown on the picture below.
Create New SAP Ad Hoc Query – Main Screen
SAP Ad Hoc query is rather easy to use and can answer many requirements. In the list
of Infotypes included in the InfoSet, you need to choose:

 Selection criteria
 Output fields

Those do not need to be the same, and one field which is used as selection criteria
does not necessarily need to be shown, and vice-versa.
Choose Selection and Output Fields of Infotypes
In our example, both Company Code and Employee Group will be used for selection but
only the Company Code will be part of the output list.

Once all the selection criteria have been ticked, they appear in the top right panel. From
there you can set details of your selection, which are values for each selection criteria.
This is also where you can set the reporting period, default being ‘Today’.

Tip: Most often you will report on Today. However, it is interesting sometimes to use
other options such as a key date, a period, etc.
Choose Reporting Period and Adjust Values for Selection Criteria
The Hit List button shows the number of records matching your selection criteria. It is
very useful as it is much quicker than actually getting the full output. It therefore gives
you a flavor as to whether your selection criteria are fine, before getting the full output.
You can also display only the list of selected employees using the glasses icon.

Hit List Button and Glasses Icon

Then, to get the full output list, you either click on the Refresh button in the bottom panel
or click on Output in the top toolbar. In the second case, the output will be displayed in
full screen.

Tip: For output, some fields are marked with the icon . This means they can be
output as code, text, or both.

It is of course possible to extract your Ad Hoc query results to a file such as in MS

Excel. To do so use the Export button and select the Local File option. You will then be
able to choose the export format and the location where you want to save the file.

Export Button
Note that during output, the system checks your authorizations so that you are not able
to display via SAP Ad Hoc queries data that you do not have access to usually.

Reporting Set

Ad-hoc query offers an advanced functionality named Reporting Set. The idea is to be
able to select a list of employees according to some criteria, and then to apply other
criteria to get the output list. For instance, you want to list employees which as of today
belong to a personnel area 0001, but which belonged to another personnel area on the
1st of January.

To do so, you need to:

 First select the employees which belong to the personnel area 0001 as of today
 Put them in the reporting set
 Apply the other criteria (1st of January and personnel area other than 0001) to the
reporting set

Select
Employees that Belong to Personnel Area 0001 Today
 Reporting
Set with Intersection of Two Sets of Employees
To extract the data from the report to a local file, you can use save to local file
functionality.

Export to Local File Button

Here, file type can be defined and the output will be saved at the selected location.

Choose Where
to Save Exported Report
—

Did you like this tutorial? Have any questions or comments? We would love to hear your
feedback in the comments section below. It’d be a big help for us, and hopefully it’s
something we can address for you in improvement of our free SAP HR tutorials.