How to write an ABAP Program to

place an Excel file in a path and

send it as an Attachment

Applies to:

SAP BW 3.5, BI 7.0. For more information, visit Business Intelligence homepage.

Summary
This document guides the user to generate an ABAP executable program which helps the user to create an
excel file, fill it with necessary data and then place that particular excel formatted file in the path required.

Author(s): Koundinya Karanam

Company: Mahindra Satyam
Created on: 25 June 2009

Author Bio
Koundinya Karanam is a SAP BI Consultant working for Mahindra
Satyam. Skill set includes SAP Business Intelligence, SAP IP & Business
Objects.

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

Table of Contents

Applies to:....................................................................................................................................... ..................1

Summary.......................................................................................................................................................... .1
Author Bio....................................................................................................................................... ..................1
Table of Contents............................................................................................................................... ...............2
Introduction..................................................................................................................................... ..................3
Business Scenario..................................................................................................................................... ....3
Functionalities of the program:................................................................................................... ...................3
Step-by-Step Procedure for Implementing the Program........................................................................... .....3
Business Scenario 1: ............................................................................................................................... .....5
Business Scenario 2: ............................................................................................................................... .....8
Creation of Text Elements:................................................................................................... .........................9
Related Content............................................................................................................................... ...............13
Copyright........................................................................................................................................................ .14

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

Introduction
In SAP BW, using Open Hub, we can generate a CSV formatted file and place that in the required path
(either Application server or local machine). Now by using this ABAP executable program, we can generate a
file in excel format with the required fields and place that particular file in a specified path required. We can
also automate the process of sending the excel file as an attachment in the mail and send it to as many mail
id’s as required.

Business Scenario
In our daily scenario’s, we will be facing the situations like we need to send a report to Top level Management
or Middle Level Management users. To generate the report and perform Export to Excel file and to send the
file to the user mail box, much manual intervention is necessary. So in order to generate a report and export
the same to an excel file automatically and place it in the specified path (either local machine path or
Application server path or Network path) and also to send the excel file as an attachment to different mail
id’s, please go through the below process.
To convey the same, I have considered a two business scenarios. The first scenario specifies to download
the data in the excel sheet and place that in a specified path - the student’s data will be placed retrieving the
necessary data from an ODS and then download or place the excel file in a specified path present in your
local machine. The second scenario is that we will send the same excel file as an attachment without
downloading it to our local machine which will be automated with the help of ABAP Executable program.

Functionalities of the program:

 This program fetches the data from a table and places it in an excel file.
 The excel file will be downloaded and placed in a specified path (either in Local machine or
Application server path or Network area path)
 The excel file can be sent as an attachment to many number of mail id’s marking them in Copy and
Blind Copy too.

Note: The Table or ODS or Infoobject which we are using should be readily available in BW.

Step-by-Step Procedure for Implementing the Program

This program is created in BW server.
STEP 1: Creation of Program
• Go to TCODE: SE38.
• Create an executable program ZTEST_FILE_DNLD.

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

• Give the necessary title and the Attributes (Type, Status etc…) as mentioned in the below screen.

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

• Now it prompts to save this program in a package. Fill the required fields with the package name
which you use in your project.
• Go ahead providing a new Transport request or assign an old transport request if exists and click ok
to move ahead.

• Now the ABAP editor is in front of you. Copy and paste the below code in the ABAP editor and save.

Business Scenario 1:
To download the excel file and place it in a specified path.

**Here in the below code, we need to declare the necessary things

TYPES: BEGIN OF ty_output,
stud_id TYPE /bi0/oistu_id,
zmarks1 TYPE /bic/oiz_marks1,
zmarks2 TYPE /bic/oiz_marks2,
zmarks3 TYPE /bic/oiz_marks3,
END OF ty_output,
BEGIN OF ty_output2,
/bic/stu_id(15)
/bic/z_marks1(15),
/bic/z_marks2(15),
/bic/z_marks3(15),
END OF ty_output2.
**Below is the declaration of data which have the name of the path where the
downloaded file is to be placed.

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

DATA: ofname TYPE string,

fpath TYPE string VALUE 'C:\Temp\',

it_output TYPE STANDARD TABLE OF ty_output,

wa_output TYPE ty_output.

**Now if we want to have the header to be displayed in the file, we need to

append the data required as mentioned in the below code.
DATA: it_output2 TYPE STANDARD TABLE OF ty_output2,
wa_output2 TYPE ty_output2.

wa_output2-/bic/stu_id = 'Student ID'.

wa_output2-/bic/z_marks1 = 'Subject Marks1'.
wa_output2-/bic/z_marks2 = 'Subject Marks2'.
wa_output2-/bic/z_marks3 = 'Subject Marks3'.

APPEND wa_output2 TO it_output2.

CLEAR wa_output2.

**Below is the select statement which fetches the data from active table of an
ODS where the data resides in BW and places the data in an internal table.
SELECT /bic/stu_id /bic/z_marks1 /bic/z_marks2 /bic/z_marks3 FROM /bic/azod_stu0
0 INTO TABLE it_output.

**Below is to concatenate the display of Date and Time, Current (Application

Server) Date for the file name.

CONCATENATE fpath 'Student_Marks' sy-datum '.xls'

INTO ofname.

**Now we are calling the function “GUI DOWNLOAD” which transfer the data of an
internal table from the server to a file on your local machine. The module
“Gui_Download” replaces the obsolete modules Ws_Download and Download. The file
dialog of the download module is available in class Cl_Gui_Frontend_Services.
For more info on this, kindly refer to the SAP documentation of this function.

CALL FUNCTION 'GUI_DOWNLOAD'

EXPORTING
filename = ofname
filetype = 'ASC'
write_field_separator = 'X'

TABLES
data_tab = it_output2

EXCEPTIONS
file_write_error = 1
no_batch = 2
gui_refuse_filetransfer = 3
invalid_type = 4
no_authority = 5

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

unknown_error = 6
header_not_allowed = 7
separator_not_allowed = 8
filesize_not_allowed = 9
header_too_long = 10
dp_error_create = 11
dp_error_send = 12
dp_error_write = 13
unknown_dp_error = 14
access_denied = 15
dp_out_of_memory = 16
disk_full = 17
dp_timeout = 18
file_not_found = 19
dataprovider_exception = 20
control_flush_error = 21
OTHERS = 22.

IF sy-subrc <> 0.

ENDIF.

CALL FUNCTION 'GUI_DOWNLOAD'

EXPORTING
filename = ofname
filetype = 'ASC'
append = 'X'
write_field_separator = 'X'
TABLES
data_tab = it_output
EXCEPTIONS
file_write_error = 1
no_batch = 2
gui_refuse_filetransfer = 3
invalid_type = 4
no_authority = 5
unknown_error = 6
header_not_allowed = 7
separator_not_allowed = 8
filesize_not_allowed = 9
header_too_long = 10
dp_error_create = 11
dp_error_send = 12
dp_error_write = 13
unknown_dp_error = 14
access_denied = 15
dp_out_of_memory = 16
disk_full = 17
dp_timeout = 18
file_not_found = 19
dataprovider_exception = 20
control_flush_error = 21
OTHERS = 22.

IF sy-subrc <> 0.

ENDIF.

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

Business Scenario 2:
To send the excel file as an attachment to mail id’s specified without saving the excel file in a path in our local
machine.

TYPES: BEGIN OF ty_rec,

bname TYPE xubname,
persnumber TYPE ad_persnum,
smtp_addr TYPE ad_smtpadr,
END OF ty_rec.

TYPES: BEGIN OF ty_out,

stud_id TYPE /bi0/oistu_id,
zmarks1 TYPE /bic/oiz_marks1,
zmarks2 TYPE /bic/oiz_marks2,
zmarks3 TYPE /bic/oiz_marks3,
END OF ty_out.

DATA: it_attach TYPE STANDARD TABLE OF solisti1,

wa_attach TYPE solisti1,

it_rec TYPE STANDARD TABLE OF ty_rec,

wa_rec TYPE ty_rec.

DATA: it_out TYPE STANDARD TABLE OF ty_out,

wa_out TYPE ty_out.

SELECT /bic/stu_id /bic/z_marks1 /bic/z_marks2 /bic/z_marks3 FROM /bic/azod_stu0

0 INTO TABLE it_out.

PERFORM build_xls_data.
*PERFORM get_recepients.
PERFORM send_mail.

*&---------------------------------------------------------------------*
*& Form build_xls_data
*&---------------------------------------------------------------------*
* text
*----------------------------------------------------------------------*
FORM build_xls_data.
CONSTANTS:
con_tab TYPE c VALUE cl_abap_char_utilities=>horizontal_tab,
con_cret TYPE c VALUE cl_abap_char_utilities=>cr_lf.

CONCATENATE 'Student ID' 'Subject Marks1' 'Subject Marks2' 'Subject Marks3'

INTO wa_attach SEPARATED BY con_tab.
CONCATENATE con_cret wa_attach
INTO wa_attach.
APPEND wa_attach TO it_attach.
CLEAR wa_attach.

LOOP AT it_out INTO wa_out.

DATA: lv_sub1(20),
lv_sub2(20),
lv_sub3(20).

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

lv_sub1 = wa_out-zmarks1.
lv_sub2 = wa_out-zmarks2.
lv_sub3 = wa_out-zmarks3.

CONCATENATE wa_out-stud_id lv_sub1 lv_sub2 lv_sub3

INTO wa_attach SEPARATED BY con_tab.

CONCATENATE con_cret wa_attach

INTO wa_attach.
APPEND wa_attach TO it_attach.

CLEAR: wa_attach,
wa_out.
ENDLOOP.
ENDFORM.

"build_xls_data

*&---------------------------------------------------------------------*
*& Form send_mail
*&---------------------------------------------------------------------*
* text
*----------------------------------------------------------------------*
FORM send_mail.
DATA: lv_document_data TYPE sodocchgi1.
* Body of the mail
DATA: contents TYPE TABLE OF solisti1 WITH HEADER LINE.
* Recepient list.
DATA: lv_receivers TYPE TABLE OF somlreci1,
wa_receivers TYPE somlreci1.

DATA: lv_packing_list TYPE TABLE OF sopcklsti1,

lv_p_item TYPE sopcklsti1,
lv_date LIKE sy-datum,
len TYPE int4,
doc_count TYPE i.

lv_document_data-obj_descr = 'Student Marks Report'.

lv_document_data-sensitivty = 'P' .
lv_document_data-doc_size = 1.
READ TABLE it_attach INTO wa_attach INDEX doc_count.
lv_document_data-doc_size = ( doc_count - 1 ) * 255 + STRLEN( wa_attach ).

* Body of the mail.

*Below code represents the body of the mail. "text-001" contains the contents of
the first line,
*"text-002" contains the contents of the second line and so on

Creation of Text Elements:

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

Create the following Text elements and activate. We can also create text elements by double clicking on the
serial number assigned to the text in the program (text-001, text002, text003, text004) which would take us to
the Text elements screen.

MOVE text-001 TO contents.

APPEND contents.
CLEAR contents.

MOVE text-002 TO contents.

APPEND contents.
CLEAR contents.

MOVE text-003 TO contents.

APPEND contents.
CLEAR contents.

MOVE text-004 TO contents.

APPEND contents.
CLEAR contents.

*If we need to send this mail in "TO" list, please refer to the below code.

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

wa_receivers-receiver = 'XXXXXXX@YYYY.com'.
wa_receivers-rec_type = 'U'.
wa_receivers-no_forward = 'X'.
APPEND wa_receivers TO lv_receivers.

*If we need to copy this mail to any of the recepients, please refer to the belo
w code.

wa_receivers-receiver = 'XXXXXXX@YYYY.com'.
wa_receivers-rec_type = 'U'.
wa_receivers-copy = 'X'.
wa_receivers-no_forward = 'X'.
APPEND wa_receivers TO lv_receivers.

DESCRIBE TABLE contents LINES len.

lv_p_item-body_start = 1.
lv_p_item-body_num = len.
lv_p_item-doc_type = 'RAW'.
APPEND lv_p_item TO lv_packing_list.

DESCRIBE TABLE it_attach LINES len.

lv_p_item-transf_bin = 'X'.
lv_p_item-head_num = 1.
lv_p_item-head_start = 1.
lv_p_item-body_start = 1.
lv_p_item-body_num = len.
lv_p_item-doc_type = 'XLS'.
lv_p_item-obj_descr = 'Student Marks Report'.
lv_p_item-obj_name = 'Marks Report'.
lv_p_item-doc_size = len * 255.
APPEND lv_p_item TO lv_packing_list.

*In the below code, "text-005" refers to the sender address.

CALL FUNCTION 'SO_DOCUMENT_SEND_API1'

EXPORTING
document_data = lv_document_data
put_in_outbox = 'X'
sender_address = text-005
sender_address_type = 'B'
commit_work = 'X'
TABLES
packing_list = lv_packing_list
contents_bin = it_attach
contents_txt = contents
receivers = lv_receivers
EXCEPTIONS
too_many_receivers = 1
document_not_sent = 2
document_type_not_exist = 3
operation_no_authorization = 4
parameter_error = 5
x_error = 6
enqueue_error = 7
OTHERS = 8.
IF sy-subrc <> 0.
MESSAGE ID sy-msgid TYPE sy-msgty NUMBER sy-msgno

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

WITH sy-msgv1 sy-msgv2 sy-msgv3 sy-msgv4.

ENDIF.

MESSAGE 'mail sent successfully' TYPE 'I'.

ENDFORM. "send_mail

Now ‘Check’, ‘Save’ and ‘Activate’ the program. Check for any Syntax errors and modify the code if
necessary.
Now we can go ahead executing the program to check the functionality of placing the file of Excel format in
the necessary path and also sending the Excel file as an Attachment.

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

Related Content
Please find below references related to the above content.

An ABAP Program to Effortlessly Check Data Load Status in BW

ABAP WORKBENCH Overview

Using Programs to Retrieve Data

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 How to write an ABAP Program to place an Excel file in a path and send it as an Attachment

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