CA705 - Basics of Report Painter - Report Writer

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(1)CA705. Use. Only Partner. mySAP ERP Financials. Date. SAP. Training Center. SAP. Internal. Basics of Report Painter/Report Writer. Instructors Education Website. Course Version: 2005 Q3 Course Duration: 2 Day(s) Material Number: 50073808. An SAP course - use it to learn, reference it for work. Only. Internal. Use. Partner. Participant Handbook.

(2) Copyright Copyright © 2005 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.. Partner SAP Use. •. ORACLE® is a registered trademark of ORACLE Corporation.. •. INFORMIX®-OnLine for SAP and INFORMIX® Dynamic ServerTM are registered trademarks of Informix Software Incorporated.. •. UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.. •. Citrix®, the Citrix logo, ICA®, Program Neighborhood®, MetaFrame®, WinFrame®, VideoFrame®, MultiWin® and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc.. •. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology.. •. JAVA® is a registered trademark of Sun Microsystems, Inc.. •. JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.. •. SAP, SAP Logo, R/2, RIVA, R/3, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.com are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.. Disclaimer THESE MATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAP EXPRESSLY DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THESE MATERIALS AND THE SERVICE, INFORMATION, TEXT, GRAPHICS, LINKS, OR ANY OTHER MATERIALS AND PRODUCTS CONTAINED HEREIN. IN NO EVENT SHALL SAP BE LIABLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES OF ANY KIND WHATSOEVER, INCLUDING WITHOUT LIMITATION LOST REVENUES OR LOST PROFITS, WHICH MAY RESULT FROM THE USE OF THESE MATERIALS OR INCLUDED SOFTWARE COMPONENTS.. Only. Internal. IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®, AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.. Partner. •. SAP. Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered trademarks of Microsoft Corporation.. Use. •. Internal. Only. Trademarks.

(3) About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.. American English is the standard used in this handbook. The following typographic conventions are also used.. Partner. Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.. Example text. SAP. Description. Example text. Emphasized words or phrases in body text, titles of graphics, and tables. EXAMPLE TEXT. Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example SELECT and INCLUDE.. Example text. Screen output. This includes file and directory names and their paths, messages, names of variables and parameters, and passages of the source text of a program.. Example text. Exact user entry. These are words and characters that you enter in the system exactly as they appear in the documentation.. <Example text>. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.. iii. Internal. Only. © 2005 SAP AG. All rights reserved.. Partner. 2005/Q3. SAP. Use. Also used for cross-references to other documentation both internal (in this documentation) and external (in other locations, such as SAPNet).. Use. Type Style. Internal. Only. Typographic Conventions.

(4) About This Handbook. CA705. Icons in Body Text The following icons are used in this handbook. Icon. Meaning. Only. Exception or caution. Indicates that the item is displayed in the instructor’s presentation.. Use. Procedures. Internal. Note or further explanation of previous point. Partner. For more information, tips, or background. SAP. SAP Only. Internal. Use. Partner. iv. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(5) Contents Course Overview ............................................................................. vii. Unit 1: Introduction to Report Painter/Report Writer...................................1 Report Painter/Report Writer Overview .................................................... 3. SAP. Using Row and Column Models .......................................................... 83. Unit 4: Section and Horizontal Pages.................................................... 97 Defining Sections and Horizontal Pages ................................................ 99. Unit 5: Formatting Reports ................................................................133 Using Standard Layouts and Format Groups .......................................... 135. Unit 6: Variations and Extracts ...........................................................157 Using Variations and Extracts in Mass Reports ....................................... 158. Unit 7: Reports in a Live System.........................................................179. Unit 8: Working with Sets..................................................................197 Introduction to Sets ........................................................................ 199. 2005/Q3. © 2005 SAP AG. All rights reserved.. v. Only. Assigning and Transporting Report Groups............................................ 180. Partner. Use. Unit 3: Row and Column Models.......................................................... 81. SAP. Internal. Structuring Reports ......................................................................... 27 Generating and Executing Reports....................................................... 40. Use. Partner. Unit 2: Creating Reports Using Report Painter........................................ 25. Internal. Only. Course Goals.................................................................................vii Course Objectives ...........................................................................vii.

(6) Contents. CA705. Appendix 1: Course Appendix. .........................................................217. Appendix 2: Authorization Maintenance Appendix 3: Data in Exercises Appendix 4: Glossary. .........................................................229. ....................................................................231. Appendix 5: Menu Paths. ................................................................237. Use. Partner. Index ............................................................................................243. Internal. Only. ............................................223. SAP. SAP Only. Internal. Use. Partner. vi. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(7) Course Overview Only Partner. The course will cover information on how to structure a report and perform calculations in a report. You will learn to use standard layouts and formatting functions in a report. You will also learn to transport and assign report groups. Finally, you will learn to use basic sets and single-dimension sets in a report definition.. Target Audience •. Use. This course is intended for the following audiences: Project team members responsible for the information system. SAP. SAP. Course Prerequisites Required Knowledge SAP01 SAP Overview. Partner. Use. •. Recommended Knowledge Knowledge of Cost Center Accounting AC010 AC040 AC405. Only. Internal. • • • •. Course Goals This course will prepare you to: •. Explain the basic functions of the Report Painter. Course Objectives After completing this course, you will be able to:. 2005/Q3. Internal. The course provides an overview of the basic functions of the Report Painter and Report Writer. To begin with, you will learn about the relationship between individual Report Writer components and learn to create a library and define a report with variables and permanent selection criteria. In addition, you will learn to create row and column templates.. © 2005 SAP AG. All rights reserved.. vii.

(8) Course Overview. •. Only Partner. SAP Software Component Information. SAP. SAP. The information in this course pertains to the following SAP Software Components and releases:. Use. Explain the relationship between a reporting table, library, report, and report group Create a library Define a report with variables and permanent selection criteria Create row and column templates to help you define reports Structure a report using sections and horizontal pages Perform calculations within a report using cells and formulas Use the layout and formatting functions for a Report Painter report Use integrated report groups in a live system Assign report groups to an activity group Define a report/report interface to branch to a different report or a transaction Transport reporting objects Send reports using mail Use basic sets and single-dimension sets in a report definition. Internal. • • • • • • • • • • • •. CA705. Only. Internal. Use. Partner. viii. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(9) Unit 1 Only. Unit Overview. Partner. Use. This unit provides a detailed overview of the Report Painter and the Report Writer, which are reporting tools available in SAP System. To begin with, the unit lists the reporting tools available in SAP System. Then, the unit also explains the uses of the Report Painter and the relationship between the various Report Writer components, such as reporting table, key figure, and library.. SAP. SAP. Unit Objectives After completing this unit, you will be able to:. Use. List the reporting tools available in SAP System Explain the uses of the Report Painter Explain the relationship between the Report Writer components. Unit Contents. Only. Internal. Lesson: Report Painter/Report Writer Overview................................... 3 Exercise 1: Report Components .............................................. 11. Partner. • • •. Internal. Introduction to Report Painter/Report Writer. 2005/Q3. © 2005 SAP AG. All rights reserved.. 1.

(10) Unit 1: Introduction to Report Painter/Report Writer. CA705. Use. Partner. Only. Internal. Figure 1: CA705 – Course Overview Diagram. SAP. SAP Only. Internal. Use. Partner. 2. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(11) CA705. Lesson: Report Painter/Report Writer Overview. Lesson: Report Painter/Report Writer Overview Lesson Overview. Internal. Only. This lesson provides an overview of the Report Painter and Report Writer. To begin with, the lesson lists the reporting tools available in SAP System. Next, the lesson explains the uses of the Report Painter. Finally, the lesson explains the relationship between the various Report Writer components.. Lesson Objectives After completing this lesson, you will be able to: List the reporting tools available in SAP System Explain the uses of the Report Painter Explain the relationship between the Report Writer components. Use. Partner. • • •. Business Example. SAP. SAP. You work as a financial consultant for XYZ Cement Company. The company needs Cost Center Accounting reports. You need to create this report using the Report Writer. You begin your task by exploring the various Report Writer components to be used for creating this report.. Only. Internal. Use. Partner. 2005/Q3. © 2005 SAP AG. All rights reserved.. 3.

(12) Unit 1: Introduction to Report Painter/Report Writer. CA705. Overview of Reporting Tools and Applications in SAP System. Use. The drill-down reporting facility provided by SAP is an online information system featuring user-friendly functions that help you navigate through your data. It can also be used to evaluate your data on the basis of all the features contained in the data description. With this interactive drill-down reporting facility, you can use any key figures to describe your report. The data can be analyzed in the Logistics Information System using both standard and flexible analyses. Standard analyses are based on statistics files or information structures in the Logistics Information System to which important key figures are updated directly from the relevant application. Flexible analyses can be used to evaluate SAP data structures and form the basis for ad-hoc analyses.. 4. © 2005 SAP AG. All rights reserved.. 2005/Q3. Only. Internal. With the Report Painter, users can report on data from a wide variety of applications. The form layout tool enables a user to see the report in the form in which it will appear when the data is output. The Report Writer uses sets exclusively to map the row and column structures, thereby supporting more complex reports.. Partner. Quick Viewer and SAP Query are menu-driven tools that help a user compile lists. SAP Query comprises an extensive suite of functions for defining reports and compiling various types of reports, such as straightforward lists, statistics, and ranked lists. The user can choose the data for the list from any SAP System table.. SAP. SAP. Use. Partner. Only. Internal. Figure 2: Overview of the Reporting Tools in SAP System.

(13) CA705. Lesson: Report Painter/Report Writer Overview. Use. Partner. Only. Internal. Figure 3: Overview: Applications. SAP. SAP. The graphic is an overview of the applications that work with the Report Painter/Writer.. Uses of Report Painter. Only. Internal. Use. Partner. Figure 4: Using the Report Painter. 2005/Q3. © 2005 SAP AG. All rights reserved.. 5.

(14) Unit 1: Introduction to Report Painter/Report Writer. CA705. The graphical user interface (GUI) of the Report Painter can be used for various purposes, such as to define: • • •. Planning layouts Drill-down reports Report Writer reports. In this course, you will learn how to compile Report Writer reports using the Report Painter.. Use. Partner. Only. Internal. SAP. SAP. Use. The Report Painter is based on the What You See Is What You Get (WYSIWYG) principle. The Report Painter uses a graphical report structure that forms the basis of report definition and displays the rows and columns of the report as they will appear when the report is compiled. The Report Painter represents the interface between the user and Report Writer. Reports created in the Report Painter are converted and executed by the system in the Report Writer.. 6. © 2005 SAP AG. All rights reserved.. 2005/Q3. Only. Internal. The Report Painter performs a similar function to the Report Writer but is much easier to use. To create reports with the Report Painter, you do not need to be familiar with the set concept of the Report Writer.. Partner. Figure 5: Report Painter as a User Interface.

(15) CA705. Lesson: Report Painter/Report Writer Overview. Report Writer Components. Use. Partner. Only. Internal. SAP. A key figure comprises a basic key figure and one or more characteristics. You can use key figures to define standard columns, which you can reuse in your reports. Examples of key figures include “actual costs in the current fiscal year” and “planned costs in the closed fiscal year”. A library is a collection of characteristics, basic key figures, and key figures that are selected from the entries in a Report Writer table. SAP ships a wide variety of standard libraries. You can also create your own libraries to satisfy your reporting requirements. Every new report must be created for a library. Before a report can be run, it must be included in a report group. A report group can contain one or more reports. When a report group is generated, executable ABAP programs are created to select and format the data.. 2005/Q3. © 2005 SAP AG. All rights reserved.. 7. Only. Internal. The reporting table contains all of the fields that can be used to compile a report. Characteristics are non-numeric fields. Examples of characteristics include “accounts”, “cost centers”, and “business areas”. Basic key figures are numeric value fields, such as “local currency”, “total cost”, and “activity quantity”.. Partner. Use. Each Report Writer report is based on a reporting table. With Overhead Cost Controlling reports, this is the table CCSS. The logical reporting table can include one or more physical database tables.. SAP. Figure 6: Report Writer Components.

(16) Unit 1: Introduction to Report Painter/Report Writer. CA705. Use. Partner. Only. Internal. Figure 7: Hierarchy of the Report Writer Components: Example. The standard libraries include the library 1 VK Cost Center – Absorption Costing and the library 601 Internal Orders.. SAP. SAP. The reporting table CCSS is shipped for Overhead Cost Controlling reports.. Note: Other examples are provided in the Appendix.. Only. Internal. Use. Partner. Figure 8: Library. 8. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(17) CA705. Lesson: Report Painter/Report Writer Overview. Every report is assigned to a library. A library is a collection of characteristics, basic key figures, and key figures that are selected from the entries in a Report Writer table. A characteristic is a non-numeric field. Examples of characteristics include “accounts”, “cost centers”, and “business areas”. A basic key figure is a numeric value field. Examples of key figures include “local currency”, “total cost”, and “activity quantity”.. Only. Use. Partner. Internal. A key figure comprises a basic key figure and one or more characteristics. You can use key figures to define standard columns, which you can reuse in your reports. Examples of key figures include “actual costs in the current fiscal year” and “planned costs in the closed fiscal year”.. SAP. SAP. The position assigned to the characteristics, basic key figures, and key figures when the library is maintained determines the order of these objects when the report is defined.. 2005/Q3. © 2005 SAP AG. All rights reserved.. 9. Only. Internal. Use. Partner. Figure 9: Library Maintenance.

(18) Unit 1: Introduction to Report Painter/Report Writer. CA705. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 10. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(19) CA705. Lesson: Report Painter/Report Writer Overview. Exercise 1: Report Components Exercise Objectives After completing this exercise, you will be able to: • Explain the relationship between a Reporting Table, Library, Report Group, and Report. Only. Since you have to build Report Painter reports to address internal reporting needs in Management Accounting, you use the CCSS table.. Partner. You know that there are many other reporting tables out there, and you have heard that the Report Painter can be used in other application areas as well.. Use. Task 1:. What is the purpose of a reporting table?. 2.. Name some reporting tables in mySAP ERP and the applications for which they were created.. Use. 3.. What is the purpose of a library?. 4.. For one of the Reporting Tables listed in step 2, locate some of the libraries associated with that table.. Only. Internal. Description. Partner. Reporting table. SAP. SAP. Explain the relationship between a Reporting Table, Library, Report Group, and Report. 1.. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. Internal. Business Example. 11.

(20) Unit 1: Introduction to Report Painter/Report Writer. Reporting table. 5.. CA705. Library. What is the purpose of a report group?. Only. The report 1SIP-001 is shipped with mySAP ERP. For this report, answer the following questions.. Partner. 1.. Report 1SIP-001 Reporting table. Use. Library Report group How did you locate the information?. SAP. SAP. 2.. Internal. Task 2:. Only. Internal. Use. Partner. Continued on next page. 12. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(21) CA705. Lesson: Report Painter/Report Writer Overview. Task 3: Note the characteristics, basic key figures, and key figures of the following report:. SAP. SAP. Use. Partner. Only. Internal. 1.. Create library Z## (## = group number) with description ‘CA705 group ##’. As a template, use library 1VK. First, delete the selections for all key figures, and then, those for all basic key figures. The characteristics, basic key figures, and key figures that you require are listed below. Content: Library Z## Characteristics. Basic key figures. Key figures. Controlling area (KOKRS). Costs (SWKG). Actual costs (ISWKG) Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 13. Only. Internal. Figure 11:. Partner. Use. Figure 10:.

(22) CA705. Cost center (KOSTL). Quantities (SMEG). Actual qty (ISMEG). Cost elements (KSTAR). Stat qty (SSME). Actual stat qty (ISSME). Fiscal year (GJAHR). Plan costs (PSWKG). Period (PERBL). Plan qty (PSMEG). Value type (WRTTP). Plan stat qty (PSSME). Version (VERSN) Statistical key figures (STAGR). Position the characteristics, basic key figures, and key figures in the order they are listed in the table.. Use. Partner. Valuation (VALUTYP). Internal. Only. Unit 1: Introduction to Report Painter/Report Writer. SAP. SAP Only. Internal. Use. Partner. 14. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(23) CA705. Lesson: Report Painter/Report Writer Overview. Solution 1: Report Components Task 1: Explain the relationship between a Reporting Table, Library, Report Group, and Report. 1.. What is the purpose of a reporting table?. Partner. 2.. Reporting tables contain a list of the characteristics, basic key figures, and key figures that can be used to build your report library. These characteristics and basic key figures are the data fields accumulated for your application area.. Internal. Only. a). Name some reporting tables in mySAP ERP and the applications for which they were created. Reporting table. Description. SAP. SAP. Use. Internal. Description. CCSS. For Controlling reports. GLPCT. EC-PCA Totals Table. KKBC. Product Costing in CO. S001. For SIS reports in LIS. What is the purpose of a library? a). A library is a subset of the fields in a reporting table. It can be used to create a more precise list of characteristics, basic key figures, and key figures for which you are reporting. Users are authorized to use libraries. Therefore, libraries can be used to restrict access to certain data for your report builders. In addition, libraries can be used to organize reports by their content. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 15. Only. 3.. Reporting table. Partner. Use. a).

(24) Unit 1: Introduction to Report Painter/Report Writer. 4.. For one of the Reporting Tables listed in step 2, locate some of the libraries associated with that table. Reporting table. Library. Internal. Only. CA705. Reporting table. Library. CCSS. 1VK, 1AB. GLPCT. 8A0, 8A1, 8A2. KKBC. 7K0, 7KC, 7KE,…. Choose Report Painter → Utilities → Catalog → Reports – Selection criteria - Table –Possible entries (F4).. SAP. What is the purpose of a report group? Report Group helps group similar reports to enhance performance. When reports contain the same characteristics and share the same data, data is selected faster and processing time is shorter because report data is selected only once for all reports in the group, as opposed to individually for each report.. Internal. Task 2: The report 1SIP-001 is shipped with mySAP ERP. For this report, answer the following questions.. Only. 1.. Report 1SIP-001. Continued on next page. 16. © 2005 SAP AG. All rights reserved.. Partner. Use. a). SAP. 5.. Use. Partner. a). 2005/Q3.

(25) CA705. Lesson: Report Painter/Report Writer Overview. Reporting table Library Report group. Reporting table. CCSS. Library. 1VK. Report group. 1SIP. How did you locate the information? a). Use the Cataloging function to locate information on the report. Choose Information Systems → Ad-Hoc Reports → Report Painter → Utilities → Catalog → Reports to locate the library information. Then, execute the report ( → Goto → Execute) and read the technical information by choosing Extras → Tech. information.. Use. Partner. 2.. Report ISIP-001. Internal. Only. a). SAP. SAP Only. Internal. Use. Partner. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 17.

(26) Unit 1: Introduction to Report Painter/Report Writer. CA705. Task 3: Note the characteristics, basic key figures, and key figures of the following report:. SAP. SAP. Use. Partner. Only. Internal. 1.. Create library Z## (## = group number) with description ‘CA705 group ##’. As a template, use library 1VK. First, delete the selections for all key figures, and then, those for all basic key figures. The characteristics, basic key figures, and key figures that you require are listed below. Content: Library Z## Characteristics. Basic key figures. Key figures. Controlling area (KOKRS). Costs (SWKG). Actual costs (ISWKG) Continued on next page. 18. © 2005 SAP AG. All rights reserved.. 2005/Q3. Only. Internal. Figure 13:. Partner. Use. Figure 12:.

(27) Lesson: Report Painter/Report Writer Overview. Cost center (KOSTL). Quantities (SMEG). Actual qty (ISMEG). Cost elements (KSTAR). Stat qty (SSME). Actual stat qty (ISSME). Fiscal year (GJAHR). Plan costs (PSWKG). Period (PERBL). Plan qty (PSMEG). Value type (WRTTP). Plan stat qty (PSSME). Internal. Only. CA705. Version (VERSN) Statistical key figures (STAGR). Use. Partner. Valuation (VALUTYP). SAP. SAP Only. Internal. Use. Partner. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 19.

(28) Unit 1: Introduction to Report Painter/Report Writer. CA705. Position the characteristics, basic key figures, and key figures in the order they are listed in the table. a). Choose Report Writer → Library → Create Library: Table:. Z## Leave blank. Copy from:. 1VK. Only. Description:. Internal. Enter: CA705 Group ##. Partner. Click Key figures. Deselect all the key figures by choosing Deselect all.. Use. Click Basic key figures.. SAP. SAP. Deselect all of the key figures by choosing Deselect All. Click Characteristics. Select the characteristics listed in the table above.. Use. Click Basic key figures.. Internal. Select the basic key figures listed above. Arrange the basic key figures in the order they are listed in the table.. Only. Click Key figures. Select the key figures shown in the table. Position the key figures in the order they are listed in the table. Save the library with Library → Save or by choosing Save or Ctrl+S.. 20. © 2005 SAP AG. All rights reserved.. Partner. Arrange the characteristics in the order they are listed in the table.. 2005/Q3.

(29) CA705. Lesson: Report Painter/Report Writer Overview. Lesson Summary You should now be able to: • List the reporting tools available in SAP System • Explain the uses of the Report Painter • Explain the relationship between the Report Writer components. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 2005/Q3. © 2005 SAP AG. All rights reserved.. 21.

(30) Unit Summary. CA705. Unit Summary You should now be able to: • List the reporting tools available in SAP System • Explain the uses of the Report Painter • Explain the relationship between the Report Writer components. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 22. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(31) CA705. Test Your Knowledge. Test Your Knowledge 1.. A Report Writer library is a collection of characteristics, basic key figures, and key figures that are selected from the entries in a Report Painter table. Determine whether this statement is true or false.. 2.. True False. The provided by mySAP ERP is an online information system featuring user-friendly functions that help navigate data.. Partner. Fill in the blanks to complete the sentence.. 3.. What are the uses of the graphical user interface of the Report Painter?. Internal. Only. □ □. Use. SAP. SAP Only. Internal. Use. Partner. 2005/Q3. © 2005 SAP AG. All rights reserved.. 23.

(32) Test Your Knowledge. CA705. Answers 1.. A Report Writer library is a collection of characteristics, basic key figures, and key figures that are selected from the entries in a Report Painter table. Answer: True. 2.. The drill-down reporting facility provided by mySAP ERP is an online information system featuring user-friendly functions that help navigate data.. 3.. What are the uses of the graphical user interface of the Report Painter? Answer: The graphical user interface of the Report Painter can be used to define planning layouts, drill-down reports, and Report Writer reports.. Use. Partner. Answer: drill-down reporting facility. Internal. Only. A Report Writer library is a collection of characteristics, basic key figures, and key figures that are selected from the entries in a Report Writer table.. SAP. SAP Only. Internal. Use. Partner. 24. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(33) Unit 2 Unit Overview. Partner SAP. SAP. Unit Objectives After completing this unit, you will be able to:. Use. Unit Contents Lesson: Structuring Reports........................................................ 27 Exercise 2: Components of a Report Painter Report ....................... 37 Lesson: Generating and Executing Reports ..................................... 40 Exercise 3: Building and Executing a Report With a Total Row ........... 47 Exercise 4: Using Hierarchies: Explode function ........................... 55 Exercise 5: Using Hierarchies: Sequence (Sort)............................ 63. 2005/Q3. © 2005 SAP AG. All rights reserved.. 25. Only. Internal. Define the structure of a Report Painter report Define rows in a Report Painter report Define columns in a Report Painter report Define general data selections in a Report Painter report Explain how report groups are used to generate and execute reports Use variables for report definition Enter text in reports. Partner. • • • • • • •. Use. This unit explains how to structure, generate, and execute a Report Painter report. The unit begins with the description of the structure of a Report Painter report. Next, the unit explains how to define rows, columns, and general data selections in a Report Painter report. Further, this unit explains how report groups are used to generate and execute reports. This involves exploding rows and sorting hierarchies in reports. Finally, the unit describes how variables can be used for report definition and how text can be entered in reports.. Internal. Only. Creating Reports Using Report Painter.

(34) Unit 2: Creating Reports Using Report Painter. CA705. Use. Partner. Only. Internal. Figure 14: Structure of Report Painter Reports: Overview. SAP. SAP Only. Internal. Use. Partner. 26. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(35) CA705. Lesson: Structuring Reports. Lesson: Structuring Reports Lesson Overview. Internal. Only. This lesson explains how to structure a Report Painter report. First, the lesson describes the structure of a Report Painter report. Next, it explains how to define rows and columns in a Report Painter report. Finally, the lesson explains how to define general data selections in a Report Painter report.. Lesson Objectives After completing this lesson, you will be able to:. Partner. Define the structure of a Report Painter report Define rows in a Report Painter report Define columns in a Report Painter report Define general data selections in a Report Painter report. Use. • • • •. Business Example. SAP. SAP. You work as a financial consultant for XYZ Cement Company. You are a member of the project team responsible for creating reports using Report Painter and Report Writer. The management of your company wants to know how much each cost center is spending toward each account. You need to create a report using Report Painter, which shows these details.. Only. Internal. Use. Partner. 2005/Q3. © 2005 SAP AG. All rights reserved.. 27.

(36) Unit 2: Creating Reports Using Report Painter. CA705. Structure of Report Painter Reports. Use. Partner. Only. Internal. SAP. To define a report, you must determine the row and column structure and the general data selection criteria.. SAP. Figure 15: Basic Report Structure. Only. Internal. Use. Partner. 28. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(37) CA705. Lesson: Structuring Reports. SAP. The rows constitute characteristic values or groups.. Use. Partner. The columns contain basic key figures, such as costs and quantities with characteristic values for key figures, which are combinations of predefined basic key figures/characteristic values.. SAP. With the format presented by the Report Painter, you can easily enter rows, columns, and general selection criteria.. Use. Partner. Only. Internal. Figure 16: Report Painter Report Structures. Only. Internal. General data selections are carried out using characteristic values, which are valid throughout the entire report.. 2005/Q3. © 2005 SAP AG. All rights reserved.. 29.

(38) Unit 2: Creating Reports Using Report Painter. CA705. Defining Rows and Columns. Use. Partner. Only. Internal. SAP. You can use either a combination of characteristic values or a formula to define a row.. Use. Only. Internal. Partner. Columns contain a combination of a key figure and optional restricting characteristic values. You can also use predefined columns to display business-relevant combinations of key figures and characteristics, such as, actual costs in the current period and scheduled activity.. SAP. Figure 17: Row and Column Definition. 30. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(39) CA705. Lesson: Structuring Reports. Use. Partner. Only. Internal. Figure 18: Row Definition. SAP. You can enter specific values, intervals of values, or a group. In the report definition, you can use groups created in the master data maintenance.. SAP. To define rows, you select the characteristics you want to display in these rows and enter the appropriate values.. Only. Internal. Use. Partner. 2005/Q3. © 2005 SAP AG. All rights reserved.. 31.

(40) Unit 2: Creating Reports Using Report Painter. CA705. You can use the formula editor to define formula rows. The formulas used can refer to other rows in the same section and to cells selected in the report.. Use. Partner. Only. Internal. Figure 19: Formula Rows. SAP. SAP Only. Internal. Use. Partner. Figure 20: Using Key Figures. 32. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(41) CA705. Lesson: Structuring Reports. SAP delivers a number of predefined columns for the libraries in Overhead Cost Management. You can copy these predefined columns directly into your reports and modify them as required.. One way to define a column is to combine a key figure with several characteristics.. Use. Only. Internal. Partner. To restrict the characteristics, you can enter intervals or groups as in the case of defining single values for the report rows.. SAP. SAP. Use. Partner. Only. Internal. Figure 21: Defining a Single Column. 2005/Q3. © 2005 SAP AG. All rights reserved.. 33.

(42) Unit 2: Creating Reports Using Report Painter. CA705. SAP. Restricting Data in Reports. SAP. Using the formula editor, you can calculate additional columns within a section. The formulas used can refer to other columns in the same section or to cells selected in the report.. Use. Partner. Only. Internal. Figure 22: Formula Columns. Only. Internal. Use. Partner. Figure 23: General Data Selection. 34. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(43) CA705. Lesson: Structuring Reports. After you have defined the rows and columns, you can define additional criteria that are valid for the entire report. The additional criteria you select will restrict the data processed in the report. These restrictions are stored in so-called general data selections.. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 2005/Q3. © 2005 SAP AG. All rights reserved.. 35.

(44) Unit 2: Creating Reports Using Report Painter. CA705. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 36. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(45) CA705. Lesson: Structuring Reports. Exercise 2: Components of a Report Painter Report Exercise Objectives. Business Example. Partner. Management requires the summary values for specific cost centers that were derived from certain cost element accounts. You know that this report is not included in the Management Accounting reporting tree. This means that you have to create it using the Report Painter.. Use. Task:. Use. What is a basic key figure?. 3.. What is a key figure?. 4.. What is the purpose of the General Data Selections?. Only. Internal. 2.. Partner. What is a characteristic?. SAP. SAP. Using your own words, define the key terms associated with Report Painter. 1.. Internal. Only. After completing this exercise, you will be able to: • Explain the following key terms in the Report Painter: Characteristic, basic key figure, and key figure. 2005/Q3. © 2005 SAP AG. All rights reserved.. 37.

(46) Unit 2: Creating Reports Using Report Painter. CA705. Solution 2: Components of a Report Painter Report Task: Using your own words, define the key terms associated with Report Painter. 1.. What is a characteristic?. What is a basic key figure?. Only. a). 3.. What is a key figure?. © 2005 SAP AG. All rights reserved.. 2005/Q3. SAP Use Internal. Only. In addition to the explicit data in the rows and columns, you can also define criteria that are valid throughout the entire report, which can be characteristic values or characteristic groups, to further restrict the data processed in the report. These restrictions are specified in the general data selections. In the report 1SIP-001 shipped with the system, the general data selections contain the characteristics ’Company code’, ’Fiscal year’, ’Period’, and ’Cost center’.. Partner. What is the purpose of the General Data Selections? a). 38. A key figure contains a basic key figure, which is combined with restricting characteristics. These characteristics, such as the value type actual and plan, are used as additions to the basic key figure. For data fields, which are represented frequently in reports, key figures (which are predefined columns) can be used to define reports more quickly.. SAP. a). 4.. A basic key figure is a value field, such as posted amounts or quantities. Basic key figures are used to determine which value fields are displayed in a report, such as transaction currency, group currency, and quantities.. Use. Partner. 2.. A characteristic, also called ’field’ or ’dimension’ in previous releases, is a non-numeric field. Examples of characteristics include “accounts”, “cost centers”, and “business areas”. The characteristics, when combined, form a unique key that identifies your data records for database data retrieval. Your organizational elements can be regarded as characteristics.. Internal. a).

(47) CA705. Lesson: Structuring Reports. Lesson Summary You should now be able to: • Define the structure of a Report Painter report • Define rows in a Report Painter report • Define columns in a Report Painter report • Define general data selections in a Report Painter report. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 2005/Q3. © 2005 SAP AG. All rights reserved.. 39.

(48) Unit 2: Creating Reports Using Report Painter. CA705. Lesson: Generating and Executing Reports Lesson Overview This lesson explains how report groups are used to generate and execute reports. The lesson also describes how variables can be used for report definition and how text can be entered in reports.. Only. Internal. Lesson Objectives After completing this lesson, you will be able to: Explain how report groups are used to generate and execute reports Use variables for report definition Enter text in reports. Business Example. SAP. SAP. You work as a financial consultant for XYZ Cement Company. The management of the company wants a report with the details of how much each cost center is spending toward each account. You have created this report using the Report Painter. The company wants you to group this report to a report group. Reports that read the same data should be grouped together in report groups to improve processing times. Assign this report to a report group and generate and execute the report group.. Use. Partner. • • •. Only. Internal. Use. Partner. 40. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(49) CA705. Lesson: Generating and Executing Reports. Using Report Groups. Use. Partner. Only. Internal. SAP. Before a report can be output, it must be included in a report group.. Use. When a report group is generated, the system creates ABAP reports that you can run. In the first ABAP, inputs are proposed and verified with regard to output parameters, the data source, and extract parameters. In addition, values or sets are proposed for selection if the report definition contains variables. In the second ABAP, data is selected from the database. The last ABAP formats data so that it can be output.. 2005/Q3. © 2005 SAP AG. All rights reserved.. 41. Only. Internal. You cannot process reports from different libraries in the same report group.. Partner. A report group is a collection of reports in a library that are executed in one run. Combining several reports in a report group can be useful if the reports are intended to evaluate the same dataset. In this case, the data is read once and then distributed among different reports.. SAP. Figure 24: Report Generation and Execution.

(50) Unit 2: Creating Reports Using Report Painter. CA705. Use. Partner. Only. Internal. Figure 25: Exploding Report Rows. Partner. SAP. Sorting Hierarchies. Only. Internal. Use. SAP. When using groups or several single values to define rows, you can define whether only a totals row is to be displayed, or the complete group hierarchy with subtotals is to be exploded, or every single value in a row is to be displayed. The system is set up in such a way that only those rows are displayed for which corresponding data exists.. Figure 26: Sorting Hierarchies. 42. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(51) CA705. Lesson: Generating and Executing Reports. If you use a combination of several characteristics in a row block and this row block is exploded, you can choose the hierarchical sequence in which the characteristics are displayed.. Using Variables in Reports. Use. Partner. Only. Internal. SAP. SAP. Use Internal. Instead of using fixed values in the report definition, you can also use variables. When you execute a report group, an input field appears on the report selection screen for each variable used. There are three types of variables: value variables, variables for groups (set variables), and formula variables.. Partner. Figure 27: Flexible Reports with Variables. Only. 2005/Q3. © 2005 SAP AG. All rights reserved.. 43.

(52) Unit 2: Creating Reports Using Report Painter. CA705. Defining Text. Use. Partner. Only. Internal. Figure 28: Texts. SAP Use. Title page Header Footer Final page. Only. Internal. When the report is exported, say, to Excel, the worksheet header is taken from the exported text. The header and footer in the report are intended for lists and, therefore, do not appear in the worksheet. This also applies to the title page and final page.. Partner. • • • •. SAP. You can define texts at the following points within a report:. 44. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(53) CA705. Lesson: Generating and Executing Reports. Use. Partner. Only. Internal. Figure 29: Entering Text. SAP. Only. Internal. Use. General variables Selection parameters Characteristics Special variables. Partner. • • • •. SAP. You can enter text directly for the title page, header, footer, and final page. You can also use the following types of text variables:. 2005/Q3. © 2005 SAP AG. All rights reserved.. 45.


(55) CA705. Lesson: Generating and Executing Reports. Exercise 3: Building and Executing a Report With a Total Row Exercise Objectives. Only. Business Example. Use. Partner. 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.. Internal. After completing this exercise, you will be able to: • Create a Report Painter report • Assign reports to other report groups • Execute a report. Task: You have been asked to create a report that contains the following information:. SAP. SAP. Internal. Use. Partner. Figure 30:. 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’. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 47. Only. 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..

(56) Unit 2: Creating Reports Using Report Painter. CA705. Use the following cost element groups: Cost element group. Description. OAS_WAGES. Wages. OAS_SALAR. Salaries. OAS_P_IMP. Inc. costs. Only. Internal. Instructions for defining the report Z1##-001. - Define Rows - Define Formula (Total) Row. Partner. - Define Column 1 - Actual Costs - Define Column 2 - Plan Costs. Use. - Define Formula (Variance) Column - Define General Data Selections - Check and Save the Report. SAP. SAP. - Assign the Report to a Report Group. Use. 3.. How do you access the column information?. 4.. 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?. 5.. What is the difference between generating and executing a report group?. 6.. Which menu path did you use to link your report to a report group?. Only. How do you access the row information?. Partner. 2.. Internal. - Execute the Report. 48. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(57) CA705. Lesson: Generating and Executing Reports. 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:. SAP. 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##.. Partner. Use. 1.. Note: Define column 1 using a key figure. Define column 1 using ’Basic key figure with characteristics’.. Description. OAS_WAGES. Wages. OAS_SALAR. Salaries. OAS_P_IMP. Inc. costs. Only. Internal. Use the following cost element groups: Cost element group. Instructions for defining the report Z1##-001. - Define Rows - Define Formula (Total) Row Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. SAP. 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.. Use. Partner. Only. Internal. Figure 31:. 49.

(58) Unit 2: Creating Reports Using Report Painter. CA705. - Define Column 1 - Actual Costs - Define Column 2 - Plan Costs - Define Formula (Variance) Column - Define General Data Selections - Check and Save the Report - Assign the Report to a Report Group. Only. a). Internal. - Execute the Report Instructions for defining the report Z1##-001.. Partner SAP. Click Create to access the report definition interface.. Use. Information Systems → Ad-hoc Reports → Report Painter Report → Create. Double-click row 1.. 2.. Library:. Z##. Report:. Z1##-001. Description:. Use. 1. 2.. Internal. From the main R/3 menu, choose. ’Rep. w. totals lines’.. SAP. Define Rows. Select the cost element in the Available Characteristics dialog box. Click Move selected to left. In the Selected characteristics pane, click the Group field and enter the cost element group OAS_WAGES. Click Confirm or Enter.. 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. Define Formula (Total) Row. Continued on next page. 50. © 2005 SAP AG. All rights reserved.. 2005/Q3. Only. You have defined row 1. Now define the remaining three rows.. Partner. 1..

(59) CA705. Lesson: Generating and Executing Reports. Double-click row 4. 1. 2.. Define Column 1 - Actual Costs. 1. 2.. Define Column 2 - Plan Costs Double-click column 2.. 2. 3. 4.. In the Select Element Type screen, choose Key figure with characteristics. Click Confirm or Enter. Under ’Basic key figure’, choose Costs. Select Value type and Version in the Available Characteristics pane. Click Move selected to left. 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 a suitable text. Click Confirm.. You have now defined column 2.. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 51. Only. Internal. 1.. Partner. Use. You have now defined column 1.. SAP. SAP. 3.. In the Select Element Type screen, choose Predefined key figure. Click Confirm or Enter. In the Choose Predefined Column screen, choose Actual costs. Click Confirm or Enter. Click Confirm or Enter to review the ensuing screens. 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.. Use. Partner. Double-click column 1.. Internal. Only. 3.. In the Select Element Type screen, choose Formula. Click Confirm or Enter. In the Enter Formula screen, use the pushbuttons at the bottom of the screen to define the Total Row as Y001 + Y002 + Y003. Click Confirm or Enter. In the Enter Texts screen, enter texts for the total row. Copy the text to the Medium and Long fields. Click Confirm or Enter..

(60) Unit 2: Creating Reports Using Report Painter. CA705. Define Formula (Variance) Column Double-click column 3. 1. 2.. Define General Data Selections. 3.. Choose Edit → Gen. data selection. 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. In the Selected Characteristics pane, enter the parameter values for the report. Click Confirm or Enter.. SAP Use. Fiscal year. Current fiscal year in the From field. Period. 1 to 12 in the From and To fields respectively. Cost center. H1010 in the Group field. You have now defined the general data selections. Check and Save the Report Check the report for any errors, or missing characteristics, by choosing Report → Check or use Check or F6. Save the Report via Report → Save or use Save or CTRL+S. Assign the Report to a Report Group Continued on next page. 52. © 2005 SAP AG. All rights reserved.. 2005/Q3. Only. Internal. 1000 in the From field. Partner. Controlling area. SAP. Use the following table for the characteristic and the associated values.. Use. Partner. 1. 2.. Internal. Only. 3.. In the Select Element Type screen, choose Formula. Click Confirm or Enter. In the Enter Formula screen, use the pushbuttons to define the Variance Column as X001 – X002. Click Confirm or Enter. In the Enter Texts screen, enter texts for the variance column. Copy the text to the Medium and Long fields. Click Confirm or Enter..

(61) CA705. Lesson: Generating and Executing Reports. You can assign the report to a report group by choosing: Environment → Assign report group. 1.. Enter the value Z1##.. This creates the report group which is assigned to the library Z##. Execute the Report. Only. 2.. How do you access the row information? a). How do you access the column information? a). 4.. SAP. 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.. What is the difference between generating and executing a report group?. Partner. a). Generating a report group creates the ABAP code for the report. Executing the report group executes the ABAP code.. Internal. 6.. Which menu path did you use to link your report to a report group? a). From the report definition, choose:. © 2005 SAP AG. All rights reserved.. Only. Environment → Assign report group.. 2005/Q3. SAP. Use. Double-click the column to access the detail screen.. 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). 5.. Double-click the row to access the detail screens.. Use. Partner. 3.. Internal. Choose Report → Execute.. 53.


(63) CA705. Lesson: Generating and Executing Reports. Exercise 4: Using Hierarchies: Explode function Exercise Objectives. Only. Business Example. Partner. The management was delighted to see how quickly you generated the report. Now, they want you to create the same report for the entire company’s cost element hierarchy.. Use. Task 1:. Internal. After completing this exercise, you will be able to: • Analyze an existing hierarchy and use different explode options for your report • Use the explode function. Use the diagram below to answer the following questions:. SAP. SAP. Internal. Use. Partner. Figure 32:. If the hierarchy was used as a report row, how would the report results screen appear when the explode level was set to ’explode’?. 2.. If the hierarchy was used as a report row, how would the report results screen appear when the explode level was set to ’Do Not Explode’?. 3.. If set to single values?. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 55. Only. 1..

(64) Unit 2: Creating Reports Using Report Painter. CA705. Task 2: Create another report Z2##-001 with the following structure:. The general selection criteria throughout the entire report are the controlling area 1000, the cost center group H1010, the current fiscal year, and the periods 1 - 12. The cost element group CA705_COST contains all the accounts, including the subtotals listed in this report. The report should contain automatic subtotals because cost element groups are used instead of row formulas. Use the appropriate explode level to obtain this row structure.. Partner. Use. Name the report Z2##-001 and assign it to the report group Z2##. Use the library Z##. Instructions for defining the report Z2##-001. - Define Rows. Internal. - Define Columns - Define Formula (Variance). Only. - Define General Data Selections - Check and Save the Report - Assign the Report to a Report Group - Execute the Report. 56. 2.. Which menu path did you use to set the explode level for your report row?. 3.. Modify your report to test the explode options and look at the changes in your report results.. © 2005 SAP AG. All rights reserved.. SAP. SAP. 1.. Use. Partner. Only. Internal. Figure 33:. 2005/Q3.

(65) CA705. Lesson: Generating and Executing Reports. Solution 4: Using Hierarchies: Explode function Task 1: Use the diagram below to answer the following questions:. Use. Partner. Only. Internal. Figure 34:. SAP. If the hierarchy was used as a report row, how would the report results screen appear when the explode level was set to ’explode’? a). 1. Use. Partner. 2 3 *Q1. Internal. 4 5. Only. 6 *Q2 **First six months 7 8 9 Continued on next page. 2005/Q3. SAP. 1.. © 2005 SAP AG. All rights reserved.. 57.

(66) Unit 2: Creating Reports Using Report Painter. CA705. *Q3 10 11 12 *Q4 **Second six months. Only. 2.. If the hierarchy was used as a report row, how would the report results screen appear when the explode level was set to ’Do Not Explode’?. 3.. Year. If set to single values? a). 1. Use. Partner. a). 2 3. SAP. SAP. … 10 11. Only. Internal. Partner. 12. Use. Internal. ***Year. Continued on next page. 58. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(67) CA705. Lesson: Generating and Executing Reports. Task 2: Create another report Z2##-001 with the following structure:. The general selection criteria throughout the entire report are the controlling area 1000, the cost center group H1010, the current fiscal year, and the periods 1 - 12. The cost element group CA705_COST contains all the accounts, including the subtotals listed in this report. The report should contain automatic subtotals because cost element groups are used instead of row formulas. Use the appropriate explode level to obtain this row structure.. Partner. Use. Name the report Z2##-001 and assign it to the report group Z2##. Use the library Z##. Instructions for defining the report Z2##-001. - Define Rows. Internal. - Define Columns - Define Formula (Variance). Only. - Define General Data Selections - Check and Save the Report - Assign the Report to a Report Group - Execute the Report a). Instructions for defining the report Z2##-001. From the main SAP System menu, choose 1.. Information Systems → Ad-hoc Reports → Report Painter Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. SAP. SAP. 1.. Use. Partner. Only. Internal. Figure 35:. 59.

(68) Unit 2: Creating Reports Using Report Painter. 2.. CA705. Report → Create Library:. Z##. Report:. Z2##-001. Enter. Description:. Cost element group. Define Rows Double-click row 1.. 2.. You have defined the row.. Use. Double-click column 1.. 2. 3.. In the Select Element Type screen, choose Key figure. Click Confirm or Enter. In the Choose Predefined Column screen, choose Actual costs. Click Confirm or Enter. Click Confirm or Enter to check the ensuing screens. These screens show how the key figure is defined. That is, these screens display the key figures and characteristics and their values used to define the key figure.. You have defined the first column. To define the second column, which is Planned Costs, you can use a key figure or define the column dynamically. Define Formula (Variance) Continued on next page. 60. © 2005 SAP AG. All rights reserved.. 2005/Q3. Only. Internal. 1.. Partner. Define Columns. SAP. SAP. 3.. Select the cost element in the Available Characteristics dialog box. Click Move selected to left. In Characteristic Values pane, enter the value CA705_COST in the Group field. In the Enter Texts screen, define texts for the row. Copy this text to the medium and long text fields. Click Confirm or Enter. Click row 1 and choose Edit → Rows → Expand. Click the Expand pushbutton.. Use. Partner. 1.. Internal. Only. Click Create to access the report definition interface..

(69) CA705. Lesson: Generating and Executing Reports. Double-click column 3. 1. 2.. Only Use. 1000 in From field. Fiscal year. Current fiscal year in the From field. Period. 1 to 12 in the From and To fields respectively. Cost center. H1010 in the Group field. Check and Save the Report 1. 2.. Check the report for any error or missing characteristics by choosing Report → Check or use Check or F6. Save the Report via Report → Save or use Save or CTRL+S.. Assign the Report to a Report Group 1.. To assign the report to a report group, choose the following in the Report Definition environment: Environment → Assign report group. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 61. Only. Internal. You have now defined the general data selections.. Partner. Controlling area. SAP. SAP. 4.. Choose Edit → Gen. data selection. In the Available Characteristics pane, choose the characteristics that are to be included in the general parameters of the report (see table below). Click Move selected to left. In the Selected Characteristics pane, enter the parameter values for the report. Click Confirm or Enter. Use the following table for the characteristic and the associated values.. Use. 3.. 1. 2.. Internal. Define General Data Selections. Partner. 3.. In the Select Element Type screen, choose Formula. Click Confirm or Enter. In the Enter Formula screen, use the pushbuttons to define the Variance Column as X001 – X002. Click Confirm or Enter. In Enter Texts screen, define texts for the row. Copy this text to the medium and long text fields. Click Confirm or Enter..

(70) Unit 2: Creating Reports Using Report Painter. 2.. CA705. Enter the value Z2##.. Execute the Report 1. 2.. Which menu path did you use to set the explode level for your report row? Choose Edit → Rows → Expand.. Modify your report to test the explode options and look at the changes in your report results.. Use. Partner. a). Internal. Only. a) 3.. Choose Report → Execute.. SAP. SAP Only. Internal. Use. Partner. 62. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(71) CA705. Lesson: Generating and Executing Reports. Exercise 5: Using Hierarchies: Sequence (Sort) Exercise Objectives. Only. Business Example. Partner. The management has come to you with an urgent request. They now want to know the details – how much each cost center is spending toward each account.. Task 1:. Internal. After completing this exercise, you will be able to: • Describe the implications of using hierarchies as part of the row structure • Sort the data after it has been output. Use. You have been asked to write another report but need to show a detailed cost breakdown for each cost center. The report should have the following appearance.. SAP. SAP Only. Internal. Use. Partner. Figure 36:. 1.. The report should provide information for the cost centers listed in the group H1010 and the cost elements in CA705_COST. The general selection criteria throughout the entire report are the controlling area 1000, the current fiscal year, and the periods 1 - 12. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 63.

(72) Unit 2: Creating Reports Using Report Painter. CA705. Name the report Z3##-001 and assign it to the report group Z3##. Use the library Z## again. Instructions for defining the report Z3##-001. - Define Rows - Define Columns. Only. - Check and Save the Report - Assign the Report to a Report Group 2.. What explode level did you set for the cost center?. 3.. What explode level did you set for the cost elements?. 4.. Modify your report a few times to vary the explode levels for the cost centers and cost elements? Did the report results appear as you expected?. Use. - Execute the Report. Internal. - Define General Data Selections. Partner. - Define Formula (Variances) Column. SAP. SAP Only. Internal. Use. Partner. Continued on next page. 64. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(73) CA705. Lesson: Generating and Executing Reports. Task 2: Some employees will want to see the report with emphasis on the cost centers while others will want the emphasis on the cost elements. Create a new report that focuses on the cost elements. The report should have the following structure.. SAP. SAP. Use. Partner. Only. Internal. Name the report Z3##-002 and assign it to one of the report groups you created.. 2.. What did you do to change the sort sequence? What menu path did you choose?. 3.. In which report group did you place the report Z3##-002? Why?. 4.. In the report output, how did you switch between reports within the report group?. Only. Internal. 1.. Partner. Use. Figure 37:. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. 65.

(74) Unit 2: Creating Reports Using Report Painter. CA705. Task 3: For greater flexibility when defining your reports, you use variables for the cost center group, the current fiscal year, the from/to period, and the controlling area. What impact does this have on the input screen?. Char.. Variable. Period. 1PERIV (From Period). Internal. Only. Use the following variables:. 1PERIB (To Period) 1GJAHR. 1.. How do you make reports flexible?. 2.. Where are you able to use variables in a Report Painter report?. 3.. Modify the report Z3##-001 to add certain texts. Use the table below as a guide to the information you should display.. Date of output. Controlling area. SAP. Page x of n. Author of report. Use. Header. Library. Fiscal year. Report group. Period from, Period to. SAP. Title page. Use. Partner. Fiscal year. Report name. Partner. Internal. General Variables: Selection Parameters:. 66. © 2005 SAP AG. All rights reserved.. Only. Characteristic-Related Text Variables (Features):. 2005/Q3.

(75) CA705. Lesson: Generating and Executing Reports. Solution 5: Using Hierarchies: Sequence (Sort) Task 1: You have been asked to write another report but need to show a detailed cost breakdown for each cost center. The report should have the following appearance.. SAP. SAP. Use. Partner. Only. Internal. Internal. 1.. The report should provide information for the cost centers listed in the group H1010 and the cost elements in CA705_COST. The general selection criteria throughout the entire report are the controlling area 1000, the current fiscal year, and the periods 1 - 12. Name the report Z3##-001 and assign it to the report group Z3##.. Only. Use the library Z## again. Instructions for defining the report Z3##-001. - Define Rows - Define Columns - Define Formula (Variances) Column - Define General Data Selections - Check and Save the Report Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. Partner. Use. Figure 38:. 67.

(76) Unit 2: Creating Reports Using Report Painter. CA705. - Assign the Report to a Report Group - Execute the Report a). Instructions for defining the report Z3##From the main SAP System menu, choose Information Systems → Ad-hoc Reports → Report Painter Report → Create Library:. Z##. Report:. Z3##-001. Description:. Internal. Only. 1. 2.. Cost ctr. / Cstel. Define Rows Double-click row 1.. SAP. 2. In the Characteristic Values pane, enter the characteristic values for the report. Click Confirm or Enter.. Use. CA705_COST in the Group field. Cost center. H1010 in the Group field. 3. In the Enter Texts screen, enter the row texts. This text will appear in the Overall Total row. Copy this text to the medium and long text fields. Click Confirm or Enter. 4. Click on row 1 and choose Edit → Rows → Expand. Choose the Explode option for the cost center and single value for the cost element. Now, You have defined the row. Define Columns. Continued on next page. 68. © 2005 SAP AG. All rights reserved.. 2005/Q3. Only. Internal. Cost element. Partner. Use the following table for the characteristic and the associated values.. SAP. 1. In the Available Characteristic pane, choose Cost Element and Cost Center. Click Move selected to left.. Use. Partner. Click Create to access the report definition interface..

(77) CA705. Lesson: Generating and Executing Reports. Double-click column 1. 1. 2.. Define Formula (Variance) Column Double-click column 3. 1.. SAP Use. Define General Data Selections 1. Choose Edit → Gen. data selection.. Only. Internal. 2. In the Available Characteristics pane, choose the characteristics that are to be included in the general parameters of the report (see table below). Click Confirm or Enter. 3. In the Selected Characteristics pane, enter the parameter values for the report. Click Confirm or Enter. Use the following table for the characteristic and the associated values. Controlling 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 Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. Partner. 3.. SAP. 2.. In the Select Element Type screen, choose Formula. Click Confirm or Enter. In the Enter Formula screen, use the pushbuttons to define the Variance Column as X001 – X002. Click Confirm or Enter. In the Enter Texts screen, define texts for the Variance column. Click Confirm or Enter.. Use. Partner. You have defined the first column. To define the second column (Planned Costs), you can use a key figure or define the column dynamically.. Internal. Only. 3.. In the Select Element Type screen, choose Key figure. Click Confirm or Enter. In the Choose Predefined Column screen, choose Actual costs. Click Confirm or Enter. Click Confirm or Enter to check the ensuing screens. These screens show how the key figure is defined. That is, these screens display the key figures and characteristics and their values that were used to define the key figure.. 69.

(78) Unit 2: Creating Reports Using Report Painter. CA705. You have now defined the general data selections. Check and Save the Report 1.. Assign the Report to a Report Group 1.. Partner. 2.. To assign the report to a report group, choose the following in the Report Definition environment: Environment → Assign report group. Enter the value Z3##.. Use. Execute the Report Choose Report → Execute. What explode level did you set for the cost center? a) 3.. Single values. Modify your report a few times to vary the explode levels for the cost centers and cost elements? Did the report results appear as you expected?. Only. Internal. a). Partner. Use. Drill-down. What explode level did you set for the cost elements? a). 4.. SAP. SAP. 2.. Internal. Only. 2.. Check the report for any error or missing characteristics by choosing Report → Check or use Check or F6. Save the Report by choosing Report → Save or use Save or CTRL+S.. Continued on next page. 70. © 2005 SAP AG. All rights reserved.. 2005/Q3.

(79) CA705. Lesson: Generating and Executing Reports. Task 2: Some employees will want to see the report with emphasis on the cost centers while others will want the emphasis on the cost elements. Create a new report that focuses on the cost elements. The report should have the following structure.. SAP. SAP. Use. Partner. Only. Internal. 1.. Name the report Z3##-002 and assign it to one of the report groups you created. a). Instructions for defining the report Z3##-002. Choose Information Systems → Ad-hoc Reports → Report Painter. Choose Report → Create. Library:. Z##. Report:. Z3##-002. Description:. Celem w/ CCtr detail. Copy from:. Z3##-001. Only. Internal. 1. 2.. Click Create to access the report definition environment.. Continued on next page. 2005/Q3. © 2005 SAP AG. All rights reserved.. Partner. Use. Figure 39:. 71.

(80) Unit 2: Creating Reports Using Report Painter. 2.. CA705. What did you do to change the sort sequence? What menu path did you choose? a). Choose Edit → Rows → Expand. Change the numeric field to the left of the characteristic. Cost element should be set to 1 and cost center should be set to 2. In addition, cost center should be set to single values and cost elements should be set to Explode.. In which report group did you place the report Z3##-002? Why? a). 4.. In the report output, how did you switch between reports within the report group? a). Partner. The report Z3##-002 should be assigned to the report group Z3## because it extracts the same data as Z3##-001. Use the menu path Goto → Other Report or click Other Report.. Internal. Only. 3.. Task 3:. SAP Use. Variable. Period. 1PERIV (From Period). Partner. Char.. SAP. Use the following variables:. 1PERIB (To Period) Fiscal year. 1GJAHR. How do you make reports flexible? a). Use variables to prompt inputs from the user at runtime. To use variables in the general data selections, choose Edit → General Selections. Click the Variable pushbutton. Choose the corresponding variables.. 2.. Where are you able to use variables in a Report Painter report? a). Variables can be used for characteristics in rows, general data selections, or for characteristics used to define key figure columns. Continued on next page. 72. © 2005 SAP AG. All rights reserved.. 2005/Q3. Only. Internal. 1.. Use. For greater flexibility when defining your reports, you use variables for the cost center group, the current fiscal year, the from/to period, and the controlling area. What impact does this have on the input screen?.

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