How to Eliminate Duplicate Line Reporting

  • by Danielle Larocca, Senior Vice President, Human Capital Management, EPI-USE Labs
  • April 15, 2004
Many businesses encounter the problem of duplicate line reporting in Ad Hoc or SAP Query. Our HR Expert explains why this occurs and how it relates to the date parameter setting. She then provides three different methods to achieve single-line reporting.
Key Concept

Dear HR Expert,
I have read a lot of the documentation in the HR Expert publication and there are often great tips on Ad Hoc and SAP Query reporting. However, one question continues to be an issue in regard to both. Is there any way to eliminate the issue of duplicate line reporting in Ad Hoc or SAP Query? A specific example would be on a basic report of current data (reporting period set to Today) of personnel number, last name, first name, annual salary, and annual bonus (a wage type) from IT0015. The output of this query would result in two records for each employee who has an annual salary stored and an annual bonus on IT0015. Another example would be pulling a rehire date and an original date of hire from IT0041. Wage types, date types, and certain subtypes always produce multiple lines per person. This causes much frustration in the HR department.

— Senior Programmer Analyst

Dear HR Expert,
I have read a lot of the documentation in the HR Expert publication and there are often great tips on Ad Hoc and SAP Query reporting. However, one question continues to be an issue in regard to both. Is there any way to eliminate the issue of duplicate line reporting in Ad Hoc or SAP Query? A specific example would be on a basic report of current data (reporting period set to Today) of personnel number, last name, first name, annual salary, and annual bonus (a wage type) from IT0015. The output of this query would result in two records for each employee who has an annual salary stored and an annual bonus on IT0015. Another example would be pulling a rehire date and an original date of hire from IT0041. Wage types, date types, and certain subtypes always produce multiple lines per person. This causes much frustration in the HR department.

— Senior Programmer Analyst

Thanks for the question, which is a common one about HR reporting. The answer is that you can accomplish single- line reporting in SAP query-based tools such as Ad Hoc and SAP Query by specifying parameters upon selection or by creating calculated fields.

The most common date parameter for reporting in R/3 is to the date selection period Today. Selecting Today ensures that the data you retrieve from the database is valid as of today. One thing to note is that if you have any future-dated records (for example, increases or organizational changes), they are not included in your report output because technically they do not exist yet. Most users complain of duplicate record results when selecting Other or Person Selection Period date parameters. That is because multiple records may exist for that employee during the date range specified.

Danielle Larocca

Danielle Larocca is currently the Senior Vice President of Human Capital Management for EPI-USE Labs. Previously she was the Executive Vice President of Operations/Chief Knowledge Officer at a technology start-up. She has more than 20 years of strategic leadership experience in multi-national business, business process re-engineering, and project and people management. Danielle is an expert on SAP Human Resources (HR) and reporting and has authored four best-selling books on SAP. She is a regular speaker at numerous conferences around the world on topics such as HR, technology, change management, and leadership. She is an official SAP Mentor, a global designation assigned to less than 160 professionals worldwide, who serve as influential community participants in the SAP ecosystem. This group is nominated by the community and selected by the SAP Mentors’ Advisory Board to keep SAP relevant. Danielle also serves as an expert advisor for SAP Professional Journal.

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