Business Example
The reporting table shown in the figure does not directly offer some of the key figures relevant to your business. However, these key figures can be calculated from the data. You can access data cells from previous sections of the report to calculate your own key figures.
Figure 46: Plan / Actual and Variance Report
Extend reports to calculate your own key figures by referencing data from previous sections of the report, such as a calculated key figure block.
The report continues to build where it now calculates personnel costs/employee in addition to displaying the information account by account. Create the Z6##-003 report (base it on Z6##-002). Mark the cells where you need to perform the calculation in the new sections.
Note:
Use the OAS_PERS set for the personnel costs.
Hint:
To toggle between reports in the same report group, choose Goto → Other Report or choose (Other Report). If there is no actual data in the current year, run the report for 2006.
1. Create the Z6##-003 report.
a) On the SAP Easy Access screen, choose Information Systems → Ad Hoc Reports → Report Painter → Report → Create. You can also run the GRR1 transaction.
b) On the Report Painter: Create Report screen, enter the following data:
Field Value
Library Z##
Field Value
Report Z6##-003
Description Calculated key figures
c) In the Copy from pane, enter Z6##-002 in the Report field.
d) Choose the Create pushbutton.
2. Define an additional row for personnel costs (OAS_PERS).
Note:
To use the personnel costs as part of the formula, you have to enter the OAS_PERS set in a separate line to access the top total levels. Ensure that the row is either in the Expand or the Do not expand setting. This is required to access the grand total line of the costs. After the explode setting is correctly set, proceed to select the cells.
a) On the Report Painter: Create Report screen, double-click the next available row.
b) In the Select element type dialog box, select the Characteristics radio button and choose (Confirm).
c) In the Available characteristics pane, select Cost Element and choose (Move selected to left).
d) Select the (SET or Hierarchy node ON/OFF) checkbox and enter OAS_PERS in the From field.
e) Choose the Confirm pushbutton.
f) In the Selection of set (1) dialog box, double-click OAS_PERS.
g) Choose (Confirm).
h) Choose Edit → Rows → Explode to check the explode level. Ensure that this is not set to SingleVals.
i) Choose (Confirm).
3. Select the cells (Personnel Costs: Actual and Plan).
a) Double-click the cell defined by the intersection of Personnel Cost Element and Actual.
b) Double-click the cell defined by the intersection of Personnel Cost Element and Quantity.
4. Hide the personnel costs row.
a) Select the personnel costs row and choose Edit → Rows → Hide.
5. Select the cells (Employees: Actual and Plan).
a) Choose Goto → Section → Next section.
b) Double-click the cell defined by the intersection of Employees and Actual.
c) Double-click the cell defined by the intersection of Employees and Plan.
Hint:
If you have copied the previous report, these cells may already be selected.
6. Create a calculated key figure section.
a) Choose Edit → Sections → New section.
b) In response to the New report section dialog box, select the Section with calculated key figures radio button.
c) Choose (Confirm).
7. Name the section.
a) On the Report Painter: Create Report screen, enter a text description in the Section field to describe this new section.
8. Define the row text.
a) Double-click row 1.
b) In the Text maintenance dialog box, enter the text for the row (for example, Personnel Costs/Emp).
c) Choose the Copy short text pushbutton to copy the text to the Medium and Long fields.
d) Choose (Confirm).
9. Define the column text.
a) Double-click column 1 to define text. Enter Actual as the text for the column.
b) Choose the Copy short text pushbutton to copy the text to the Medium and Long fields.
Repeat the steps for column 2 (Plan).
10. Define the formula cells.
a) Double-click the cell defined by the intersection of Personnel Costs/Emp and Actual.
b) In the Pl.Cst/Emp: Enter Formula dialog box, define the Actual column as Z003 / Z001, where Z003 represents Personnel / Quantity and Z001 represents Employee / Actual.
c) Choose (Confirm).
d) In the Text maintenance dialog box, enter Pl.Cst/Emp in the Short field and then choose the Copy short text pushbutton to copy the text to the Medium and Long fields.
e) Choose the Confirm pushbutton.
f) Double-click the cell defined by the intersection of Personnel Costs/Emp and Plan.
g) In the Enter Formula dialog box, define the Plan column as Z004 / Z002, where Z004 represents the Personnel / Quantity and Z002 represents the Employees / Plan.
h) Choose (Confirm).
11. Check and save the report.
Lesson: Using Cells in Calculations
a) On the Report Painter: Create Report screen, choose Report → Check or choose (Check) or press F6 to check the report for errors or missing characteristics.
b) Save the report.
12. Assign the report to the Z6## report group.
a) On the Report Painter: Create Report screen, choose Environment → Assign report group.
b) Enter Z6## in the Report Group field.
c) In the Insert Report in Report Group dialog box, choose (Confirm).
d) Choose (Confirm).
e) Save the report group.
13. Execute the report.
a) Choose Report → Execute.
b) On the Report Group Z6##: Selection screen, enter the following data:
Field Value
d) In the Reports pane, double-click the Calculated Key Figur report.
Hint:
If there is no actual data for the current year, run the report for 2006.
14. Why do you need to set the explode level on the cost elements to Explode or Do Not Explode?
a) This is because you need to have access to the grand total of the hierarchy. If the OAS_PRIM set is defined as SingleVals, you do not have access to the grand total.
15. What is meant by dependent section?
a) A dependent section is a section of the report where no new data is extracted from the summary tables. Only the existing data from other sections of the report are
referenced and used in calculations.
LESSON SUMMARY You should now be able to:
● Define sections with calculated key figures
Lesson: Using Cells in Calculations