Lesson 4 of 5
Exporting and checking
8 min
Sooner or later you will export a list to a spreadsheet: to share it, to combine it with other data, or to keep a copy. Exporting is easy. Exporting correctly, and proving the file is complete, takes a little discipline.
How export works in Fiori
In most list reports and analytical list pages, the table toolbar has an Export to Spreadsheet button. It exports the rows that match your current filters, with the columns currently in your table, not just the rows visible on screen. Next to it, Export As (where offered) lets you name the file and choose options; in many apps one of those options adds your filter settings to the file, which is useful evidence of how the data was selected. Multidimensional reports have their own export, usually to spreadsheet or PDF, reflecting the current navigation state.
In SAP GUI, ALV lists export through the toolbar or the List menu to a local file or spreadsheet. The export reflects the current layout, filters and subtotals in the ALV.
Where exports go wrong
- Too much data. Very large exports can be slow, time out, or stop at a limit. Limits depend on the app, the export technology, the browser and your spreadsheet program. Some failures are obvious errors; others leave you with a file that simply has fewer rows than the app.
- Hidden columns. The export follows your table settings. If the currency column is hidden, the file has amounts without currencies.
- Formatting. Numbers can arrive as text, leading zeros on material or customer numbers can be dropped, and dates can be converted to your spreadsheet's locale.
- Totals and subtotals. Some exports include subtotal rows; summing the whole column then double counts.
- Timing. Live data changes. An export at 9:00 and a screen check at 9:30 may legitimately differ.
The three-check reconciliation
- CountCompare the number of rows in the file with the result count shown in the app
- TotalCompare the sum of a key amount column with the total shown in the app
- Spot checkPick two or three records and compare every exported field with the object page
- RecordNote the app, variant, filters, time and the matching counts and totals in the file
- Does the file's row count equal the app's result count?Yes → check totals · No → the export is incomplete; split the selection and export again
- Does the sum of the key amount column equal the app's total?Yes → spot check · No → look for subtotal rows, hidden currencies or text-formatted numbers
- Do two or three sampled rows match their object pages field by field?Yes → record the reconciliation in the file · No → check column mapping, leading zeros and date formats
Handling the file
An export takes data outside SAP's controls: authorizations, change documents and access logs stop at the edge of the system. Store exports only in approved locations, share them only with people who could see the same data in SAP, and delete them when the purpose is over. Exports containing personal data, such as contact names or bank details, need particular care.
What would you do?
Maria exports 48,000 delivery items for an audit request. The file opens without errors and has 32,768 rows. What should she do?
- Fiori export follows your filters and visible columns, not just the rows on screen.
- Large exports can fail or silently stop short; narrow the selection when in doubt.
- Reconcile every export: count, total, spot check, and record how it was produced.
- Watch hidden columns, leading zeros, dates and subtotal rows.
- Exports leave SAP's controls: store and share them carefully.
Check your understanding · not graded
Lesson check
1. After exporting a large list, what should you check first?
2. Which columns does a Fiori export include?
3. Why can summing an exported column double count?
4. Why handle exports carefully?