How To Fix KH231 - Please limit the report to less than & rows

SAP Error Message - Details

• Message type: E = Error

• Message class: KH - CO-PA Reporting

• Message number: 231

• Message text: Please limit the report to less than & rows

What causes this issue?

The maximum number of rows with which graphics can be displayed has
been exceeded. Using 'Ranking list' or 'Specify condition' you can
focus the report on the relevant section so that you can call up the
graphics.

System Response

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

How to fix this error?

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message KH231 - Please limit the report to less than & rows ?

  The SAP error message KH231, which states "Please limit the report to less than & rows," typically occurs when a report or query in SAP is attempting to retrieve or display more data than the system can handle efficiently. This limitation is often in place to ensure system performance and usability.
  Cause:
  
  Excessive Data Volume: The report is trying to process or display a dataset that exceeds the maximum number of rows allowed by the system.
  System Configuration: The system may have predefined limits on the number of rows that can be processed in a single report to prevent performance degradation.
  Inefficient Query Design: The query or report may not be optimized, leading to the retrieval of unnecessary data.
  
  Solution:
  
  
  Limit the Data Selection:
  
  Modify the selection criteria in the report to filter the data more effectively. This can include specifying date ranges, specific accounts, or other relevant parameters to reduce the number of rows returned.
  
  
  
  Use Aggregation:
  
  If applicable, consider using aggregation functions to summarize data instead of retrieving detailed line items. This can significantly reduce the number of rows returned.
  
  
  
  Pagination:
  
  If the report allows, implement pagination to break the data into smaller, more manageable chunks. This way, you can view the data in segments rather than all at once.
  
  
  
  Check System Settings:
  
  Consult with your SAP Basis or system administrator to check if the system settings can be adjusted to allow for a higher row limit, though this is generally not recommended due to performance concerns.
  
  
  
  Optimize the Query:
  
  Review the underlying query or report design for inefficiencies. This may involve indexing, optimizing joins, or revising the logic to ensure only necessary data is retrieved.
  
  
  
  Use Alternative Reporting Tools:
  
  If the standard report cannot be modified to meet your needs, consider using alternative reporting tools like SAP BusinessObjects, SAP Analytics Cloud, or other BI tools that can handle larger datasets more effectively.
  
  
  
  Related Information:
  
  SAP Notes: Check SAP Notes for any specific guidance or patches related to this error message. SAP frequently updates its documentation and may have specific recommendations for your version.
  Performance Monitoring: Regularly monitor system performance and report usage to identify trends that may lead to similar issues in the future.
  User Training: Ensure that users are trained on how to effectively use selection criteria and filters in reports to avoid overwhelming the system with large datasets.
  
  By following these steps, you should be able to resolve the KH231 error and improve the efficiency of your reporting processes in SAP.