Defining Text
Exercise 3: Building and Executing a Report With a Total Row
Exercise Objectives
After completing this exercise, you will be able to:
• Create a Report Painter report
• Assign reports to other report groups
• Execute a report
Business Example
The management wants you to create a report that displays cost center-wise actual costs vis-à-vis planned costs and the resulting variances for the current year. You need to use the Report Painter to create this report.
Task:
You have been asked to create a report that contains the following information:
Figure 30:
The general selection criteria throughout the report are the controlling area 1000, the cost center group H1010, the current fiscal year, and the periods 1 - 12.
1. Use the Report Painter to build this report. Name the report Z1##-001 (description: “Rep. w. totals lines”) and assign it to the report group Z1##.
Create your report for your own library Z##.
Note: Define column 1 using a key figure. Define column 1 using 'Basic key figure with characteristics'.
Use the following cost element groups:
Continued on next page
Cost element group Description
OAS_WAGES Wages
OAS_SALAR Salaries
OAS_P_IMP Inc. costs
Instructions for defining the report Z1##-001.
2. Define Rows
3. Define Formula (Total) Row 4. Define Column 1 - Actual Costs 5. Define Column 2 - Plan Costs 6. Define Formula (Variance) Column 7. Define General Data Selections 8. Check and Save the Report
9. Assign the Report to a Report Group 10. Execute the Report
11. How do you access the row information?
12. How do you access the column information?
13. What is the difference between the two element types that can be used to define a column: a) a key figure and b) a basic key figure with characteristics?
14. What is the difference between generating and executing a report group?
15. Which menu path did you use to link your report to a report group?
Solution 3: Building and Executing a Report With a Total Row
Task:
You have been asked to create a report that contains the following information:
Figure 31:
The general selection criteria throughout the report are the controlling area 1000, the cost center group H1010, the current fiscal year, and the periods 1 - 12.
1. Use the Report Painter to build this report. Name the report Z1##-001 (description: “Rep. w. totals lines”) and assign it to the report group Z1##.
Create your report for your own library Z##.
Note: Define column 1 using a key figure. Define column 1 using 'Basic key figure with characteristics'.
Use the following cost element groups:
Cost element group Description
OAS_WAGES Wages
OAS_SALAR Salaries
OAS_P_IMP Inc. costs
Continued on next page
Instructions for defining the report Z1##-001.
a) Instructions for defining the report Z1##-001.
From the main R/3 menu, choose
Information Systems → Ad-hoc Reports → Report Painter → Report
→ Create or transaction GRR1 Library: Z##
Report: Z1##-001
Description: 'Rep. w. totals lines'.
Click Create to access the report definition interface.
2. Define Rows
a) Double-click row 1.
1. Select the cost element in the Available Characteristics dialog box. Click Move selected to left.
2. In the Selected characteristics pane, click the Group field and enter the cost element group OAS_WAGES. Click Check . Select the Cost Element Group and Confirm .
You have defined row 1. Now define the remaining three rows.
Define rows 2 and 3 in the same way using the Cost Element groups above. When you define Rows 2 and 3, an additional prompt is displayed in which you can choose the element type. Select Characteristics. Click Confirm or Enter.
3. Define Formula (Total) Row a) Double-click row 4.
1. In the Select Element Type screen, choose Formula. Click Confirm or Enter.
2. In the Enter Formula screen, use the push-buttons at the bottom of the screen to define the Total Row as Y001 + Y002 + Y003.
Click Confirm or Enter.
3. In the Enter Texts screen, enter texts for the total row in the short text field. Copy the text to the Medium and Long fields by clicking Copy Short Text. Click Confirm or Enter.
4. Define Column 1 - Actual Costs a) Double-click column 1.
1. In the Select Element Type screen, choose Predefined key figure.
Click Confirm or Enter.
2. In the Choose Predefined Column screen, choose Actual costs.
Click Confirm or Enter.
3. In the selected characteristics pane deselect the variable for the valuation row and enter 0 in the from field. These screens show how the key figure is defined. That is, these screens display the basic key figures and characteristics and their values that were used to define the key figure.
4. Click Confirm
You have now defined column 1.
5. Define Column 2 - Plan Costs a) Double-click column 2.
1. In the Select Element Type screen, choose Key figure with characteristics. Click Confirm or Enter.
2. Under 'Basic key figure', choose Costs.
3. Value Type, Version and Valuation should appear in the selected characteristics pane as per the previous column. If not :
Select Value type and Version in the Available Characteristics pane. Click Move selected to left.
4. Enter the value 01 for the Value Type to denote plan values. Enter the value 0 for the version to denote the current version and enter 0 for the Valuation. Select to enter Plan as the text. Click
Confirm and then Confirmagain.
You have now defined column 2.
6. Define Formula (Variance) Column a) Double-click column 3.
1. In the Select Element Type screen, choose Formula. Click Confirm or Enter.
2. In the Enter Formula screen, use the push-buttons to define the Variance Column as X001 – X002. Click Confirm or Enter.
3. In the Text Maintenance screen, enter texts for the variance column. Copy the text to the Medium and Long fields. Click
Confirm or Enter.
Continued on next page
7. Define General Data Selections a)
1. Choose Edit → Gen. data selection.
2. In the Available Characteristics pane, choose the characteristics that are to be included in the general parameters for the report (see table below). Click Move selected to left.
3. In the Selected Characteristics pane, enter the parameter values for the report (see table below). Click Confirm .
Use the following table for the characteristic and the associated values.
CO area 1000 in the From field
Fiscal year Current fiscal year in the From field
Period 1 to 12 in the From and To fields
respectively
Cost center Select then H1010 in the From field
You have now defined the general data selections.
8. Check and Save the Report
a) Check the report for any errors, or missing characteristics, by choosing Report → Check or F6.
Save the Report via Report → Save or use or CTRL+S.
9. Assign the Report to a Report Group
a) You can assign the report to a report group by choosing: Environment
→ Assign report group.
1. Enter the value Z1## and select Continue. Select Yesto create the Group.
This creates the report group which is assigned to the library Z##.
10. Execute the Report
a) Choose Execute or Report → Execute. Select again.
11. How do you access the row information?
a) Double-click the row to access the detail screens.
12. How do you access the column information?
a) Double-click the column to access the detail screen.
13. What is the difference between the two element types that can be used to define a column: a) a key figure and b) a basic key figure with characteristics?
a) A key figure has already been defined in mySAP ERP by SAP or by another member of your reporting team. A basic key figure column with restricting characteristics is a column in which you can define your column information “on-the-fly”. That is, you can dynamically select your basic key figures and characteristics.
14. What is the difference between generating and executing a report group?
a) Generating a report group creates the ABAP code for the report.
Executing the report group executes the ABAP code.
15. Which menu path did you use to link your report to a report group?
a) From the report definition, choose:
Environment → Assign report group.