Report Painter: More Advanced concepts

 SAP AG
Report Painter: More Advanced concepts

Copyright 1998- Gail Corbitt

Contents of this file are for the exclusive use of the special
MINS 298C class dealing with SAP software at CSU Chico
for the Fall 1998 semester. Any other use in either electronic
or hardcopy form is prohibited without the express written
permission of the author. This material is confidential.
Do not share it with anyone not enrolled in the class.

Lecture #2: Report Painter 2

 SAP AG
Report Painter: More Advanced concepts

 Objectives:
 Exploding Rows
 Creating Libraries
 Creating Models
 Adding Text and other Layout Features
 Performing Calculations
 Finishing up Report Painter

 SAP AG
Exploding Rows

 Occurs when you have a Row Value that consists of

more values
 Example: Cost Center Codes 40000 - 43000 could be
split out to individual codes or collapsed
 Default is to NOT explode
 To change this default: Edit --> Rows --> Explode

 SAP AG
Exploding Report Rows
Cost elements Actual Plan Var.

Do not explode Total 30.000 20.000 10.000

Cost element group

Cost elements Actual Plan Var.
Total
400000 5.000 5.000
400100 5.000 5.000
Explode * Group 1 10.000 5.000 5.000
400000 600000 10.000 10.000
Group 1
400100 600100 10.000 5.000 5.000
* Group 2 20.000 15.000 5.000
** Total 30.000 20.000 10.000
Group 2 600000
600100
Cost elements Actual Plan Var.

400000 5.000 5.000

400100 5.000 5.000
600000 10.000 10.000
Single values 600100 10.000 5.000 5.000

 SAP AG
Report Painter: Creating New Libraries

 Library defines what objects (attributes of objects) can

be included in it’s reports
 Defines Selected:
 Characteristics (attributes that are key fields)
 Key Figures (types of “measures” or values -- typically numeric)
 Pre-Defined Columns
 Defined by SAP
 Consist of Key Figures and Characteristics
 Can Define Your own

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Library

A library contains:
Report group C
- Characteristics Report group B
Report group A
Criteria for selecting
data records
(cost element, version...)

- Key figures
Value fields in selected
data records
- content-related
- Predefined columns reports
Combinations of
characteristics and
key figures

 SAP AG
Report Painter: Creating New Libraries

 Report Painter --> Report Writer --> Library --> Change

 Copy and then Modify (Add and Delete attributes)
 Create: Creates a custom library for your reports
 Create a Library for your Reports
 Report Painter --> Report Writer --> Library --> Create
 Start name with a Z
 Display Existing Libraries:
 Report Painter --> Report Writer --> Library --> Display --> Utilities -->
Catalog

 SAP AG
 Library Maintenance

Characteristics Key figures Predef. columns

Name Position Name Position Name Position

X Controlling area 1 X Costs 1 X Actual costs 1

2 X Quantity 2 X Plan costs 2
3 X Activity quantity 3 X Act. qty. current period 3
4 X Stat. quantity 4 X Act. activity fiscal year 4
X Cost center 5 X Costs in obj. currency 5 X Stat. quantity plan 5
6 X Variable costs 6 X Disp. activity fiscal year 6
X Cost element : :
: :
X Order
X Fiscal year
X Period
:
:

LIBRARY : Z01
TABLE : CCSS
Description: Cost Center Accounting Reports

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Report Painter: Models

 Model = Template
 Sets of Rows OR Columns You May Want to Re-use
 Models are Static: If you Change a Model you Must
Change All Reports That Use the Model OR Have
Reports with Different Versions of the Model
 Report Painter --> Model --> Create
 Use for column Definition: Within Report Definition: Edit --> Columns
--> Get Column Model
 Edit Rows -- > Get Row Model (for Rows)

 SAP AG
Flexible Reports with Variables
KOKRS GJAHR
Controlling area Fiscal year
? &1KOKRE ? &1GJAHV - &1GJAHB

PERBL KSTAR
Period
? &1PERIV - &1PERIB ? Cost Element & 1KSTAR

Resulting selection screen:

Controlling area --------------
from fiscal year --------------
to fiscal year --------------

from period --------------

to period --------------

Cost element group (set) -------------------------

or value(s) ----- -----
 SAP AG
Using Variables in Report Painter

 Variable: Defined Parameter that Users fill in at Run Time

 Year, Starting Period and Ending Period, etc. for the Data
 Types of Variables:
 Value: single Value such as Controlling Area, Company Code, Work
Center, Plant, etc.
 Formula: Rolling Periods or Previous June with This June
 Set: Set up groups that corresponds to the way the data are structured.
For example, Groups in CO can be used as a Set Parameter
 Find parameter ID through technical info in field definition

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Value Variables

Entry: Characteristic values

Variable 1PERIV
Field name PERBL Controlling area: 001

Fiscal year: 1996

to
Default value 1
Period: 1PERIV
Description from period
to 1PERIB
Table CCSS
Cost center:
to

or group 1KOSET
Use parameter ID

 SAP AG
Formula Variables

1. Current year? Default values

from the system
MILLER 2. Previous year?

Formula variable 1GJAHLJ: System exit that determines the current fiscal
year from the controlling area and the fiscal
year variant.

Formula variable 1GJAHVJ: Internal variable that determines the previous year
1GJAHVJ = 1GJAHLJ - 1

 SAP AG
Variables for Groups (Set Variables)

Entry: Characteristic values

Controlling area: 0001

Fiscal year: 1996

to
Variable 1KOSET
Field name KOSTL Period: 1PERIV
to 1PERIB
Cost center:
Reference set 1-S-KOSTL-AL
to
Description Cost center group
or group 1KOSET
Table CCSS

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Adding Blocks and Sections

 Block: Columns that are grouped together

 Example: Sales report in $ by Product vs Quantity by Product
 Row Structure is identical for all column blocks
 Menu Path: Go To --> New Column Block
 Section: Rows that are grouped together
 Example: Planned and Actual Costs by Cost Center and by Product
Group
 Column Structure is identical for all row blocks
 Menu Path: Go To --> New Section

 SAP AG
Sections Example
Cost elements Actual Plan Var.

400000
400100 Section 1
:

Activity types Actual Plan Var.

Direct labor hours

Direct repair hours
Section 2
:

Stat. key figures Actual Plan

Employee
Telephone costs
Section 3
:

 SAP AG
 Column Blocks Example

Column block 1: Costs Column block 2: Quantities

Cost elem. Act. costs Plan costs Var. Cost elem. Act. qty Plan qty. Var.

400000 ... ... ... 400000 ... ... ...

400100 ... ... ... 400100 ... ... ...

400200 ... ... ... 400200 ... ... ...

: : : : : : : :

* Total ... ... ... * Total ... ... ...

identical row structure

 SAP AG
Adding Text to a Report

 Types of Text
 Title page
 Header (top of every page)
 Footer (foot of every page)
 Last Page
 Entering Text
 Menu Path: Extras --> Report Text
 Enter directly
 Can also use variables, parameters, characteristics, etc.

 SAP AG
Entering Text
Standard variables
Report name: < > Page: < > for example
From period: < > To period: < >
Fiscal year : < > Report name
Page number
Cost center: < > Date of selection
Author of report
Person responsible: < >
Library description
......

Selection parameters
for example
From period (value)
To period (value)
Fiscal year (value)
....

Special variables Characteristics

for example
for example, person responsible for Controlling area
the cost center Cost center

 SAP AG
Standard Layouts

 Standard layouts used in many companies so all

reports have same look and feel
 Basically a Corporate Template for reports
 Define a Standard in layouts
 Menu Path: Report Writer --> Standard layout --> Create
 Attach a layout to a report by displaying it -- this is used for the report
you are working on
 Defaults provided by SAP (see drop down list)

 SAP AG
 Layout Settings
Column width No. format +/- sign Text type

--------- --------- --------- ---------

Cost element
Level of detail
4200 Salaries .... .... .... ....
4300 Wages .... .... .... ....
Color
4400 Add. costs .... .... .... ....

* Total .... .... .... ....

Overscore and
underscore

 SAP AG
Standard Layout
Report Definition
Standard Layout: TRAINING
Column totals
Totals position Column break
X left none
right X line Other character

Layout
Column width
Right margin

Unit width
1 to 5
X 3 characters Other value Variants 1 to 5

Column texts
Text type Alignment Miscellaneous
Master data text Left-justified Suppress zero columns
X Field value and text X Centered Underline col. break
Field name and fld value Right-justified character
Field value
Suppress

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Calculations in Report Painter

 Cells are given Z values as you click on cells you want

to use for calculations
 Suppress Rows and Columns that you want to use for
calculations but don’t want to show

Z001

Z002

 SAP AG
Cells in Formula Columns
Section 1
Costs Act. Plan Act. per employee Key figure with
characteristics

Predefined column

Formula

Formula:
X001 / Z001
Section 2
Stat. key figures Actual Plan

Employee
Z001 Employee / actual
Telephone units
X001 Actual costs

X002 Plan costs

Cell Z001
 SAP AG
 Calculation Using Cells
Section 1: Section 2:
Costs Plan
Plan Actual Act./Empl. Stat. actual key figures
Plan Actual
Telephone
units

Total Employee
Employee
Total

Section 3: Important statistics

Plan Actual

Costs
Costs / Employee

Telephone units /
Employee

 SAP AG
 Sections with Calculated Key Figures
Section 1 Section 2
Costs Actual Plan Var. Stat. key figures Actual Plan
............. Employee
.............
Telephone costs
.............
.............
Cell Z002
.............
Total Formula:
Z001 / Z002

Cell Z001
Section 3
Actual Plan Z001 Costs / Actual

Costs per employee Z002 Employee / Act.

 SAP AG
Suppressed Rows and Columns

Debit previous year Debit current year Total debit

Order (Period 1 - 13) (Period 1 - 4) (Column 1 + Column 2)

1000 1.000 500 1.500

2000 4.000 1.000 5.000

3000 700 300 1.000

4000 2.000 2.000 4.000

suppressed columns
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Additional Considerations

 Variation: Allows you to run the same report at detail

or summary level determined at run time
 Define the Variation function in Report Definition under General Data
Selection
 At Run time push variation button and select the desired variation
level
 Execute the Report Group
 Multiple Selection: Run the same report but separate
every time by variable, I.e. Cost Center

 SAP AG
Multiple Selection

Example
Reports to be output
CoArea from 0001 to 0002
(or set)
CoArea 0001
FYear from 1992 to 1993 FYear 1992
(or set) CoArea 0001
FYear 1993
CoArea 0002
1 FYear 1992
4
CoArea 0002
combinations 2 FYear 1993
3
4

 SAP AG
Multiple Selection (continued)
Hierarchy S02000

S02000 S02000
Warehouse ENERGY

-2210 Electricity
S02110 S02120
-2220 Water
Warehouse1 Warehouse2
-2230 Gas

Fixed Hierarchy Selected groups

X "" S02000 1 Area report

"" X all sets 5 Reports
"" "" only basic sets S02110, S02120, S02200
3 Reports

(or value(s) from . . .to)

 SAP AG
Variation
S02000

S02000 S02000
Warehouse ENERGY

-2240 Electricity
S02110 S02120 -2250 Water
Warehouse 1 Warehouse 2 -2260 Gas

- 2210 Incoming warehouse - 2220 Outgoing warehouse

- 2230 Semi-finished product

Variation
Explode Do not explode Single values

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Leveraging Existing Reports

 Run a Report in SAP

 Extras --> Display Definition
 Extras --> Technical Info (drill down on Program name)
 Shows you ABAP code
 Copy from these reports and then modify
 When you create the report use Options --> Copy From

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