Get The Most Out of Report Painter/Writer: David Nowak Virtuoso, LLC

Get the Most Out of Report
Painter/Writer
David Nowak
Virtuoso, LLC
What Well Cover
Looking at Report Painter: The basics
Identifying the proper data source
Getting the most out of statistical key figures and
variables
Working with currency translation and authorization
groups
Objective: Explain how to get the most out of Report Painters
powerful, cross-module WYSIWYG reporting capabilities
What Well Cover
variables
groups
Looking at Report Painter
Report Painter In Review
What is Report Painter?
! An SAP-standard visual report development tool
! Painter can be utilized within all financial submodules
! Painter offers 80%-90% of RW functionality but is 100%
easier to use!
! GUI Interface makes development a snap
Painter reports can be used in drill-down reporting
! Unlike in drill-down reporting where reports and forms
are separate, in Painter, the report form is the report
Report Painter In Review
Report Painter functionality has remained
consistent
! Painter has remained consistent across R/3 versions
! This has allowed the tool to remain a staple for any
reporting strategy
When Should I Use Report Painter?
Consider Report Painter before turning to an ABAP
solution
! Consider using it if the data you are looking for can be
sourced within Painter
Report Painter excels for layout management
! Use Painter instead of Writer when layout management is
critical
! Painter is a GUI-based utility, so its easier to control
report appearance
Don't
Forget
When Should I Use Report Painter? (cont.)
Use Painter when you dont need Writers full
functionality like
! Report Writers eliminations functionality
! Report Writers user-defined Key Figure Sets (data sets)
! Complex set matrixes
Don't
Forget
Example: A Report Painter Report
For Comparison: A Report Writer Report
Tips When Choosing Report Painter
Painter reports can be converted to Writer
! If you need full RW functionality at a later date
With 4.6c, some Painter terminology changed
! Field > Characteristic
! Data Set > Key Figure Set
! Data Field > Basic Key Figure
These changes brought consistency across
reporting utilities
! Drill-down reporting
! Summarization hierarchies
! Etc.
What Well Cover
variables
groups
Identifying the Proper Data Source
What Are Data Sources?
Where is the data I need housed?
! All reporting data is maintained in one or more reporting
tables
! Of the 17,000 + tables that make up the SAP database,
you will use maybe 5-8 for all your non-ABAP reporting
needs
! Understanding the data flows is critical to building good
reporting
What Are Data Sources? (cont.)
Most of CO reporting is sourced from a single
location: CCSS
! CCSS is a central structure
! Contains updates for most CO objects (e.g. internal
orders cost centers)
! Many standard CO Painter reports use CCSS as the
reporting structure
Where
to
FIND it
Other Source Options for Painter Reporting
Additional sources include
! KKBC (Product Cost Controlling: Cost Elements)
! COFIT (Cost Element Reporting)
! RPPS (Project Systems)
! GLPCT (Profit Center Accounting)
These tables have been designed for specific
purposes
Whenever possible, use more specific reporting sources
Table KKBC
KKBC Product Cost Controlling: Cost Elements
! Traditional RW table, but can be used from within Report
Painter
! KKBC is used in SAP-delivered costing reports
When should I use KKBC?
! Great source for cost element-based product cost reports
! Provides origin-level data that is key in a cost report
!Examples: For resource input analysis, like materials
consumed from the BOM, origins are key
! Can be used together with summarization objects like
order groups
! Great for Cost Object Hierarchy (COH) reporting
KKBC: A Practical Example
The scenario
! Manufacturing client was converting to Cost Object
Hierarchies and required a new manufacturing activity
report
The solution
! Leverage KKBC to provide the manufacturing Activity
detail
! Offered a chance to manage by COH
By assigning additional, detail level reports, we
were able to view the activity for this unique
group of cost objects
KKBC: Tips For Proper Utilization
KKBC can be tricky to use
! If you are not fully aware of how your product costing
system has been configured, KKBC can be tricky to use
Some common areas you should revisit when using
KKBC
! Do you use order-based or period-based costing?
! Which variance categories are active in your system?
! Which cost elements and posting rules are you using for
WIP and Variance updates?
! What target cost versions do you have active within the
system, and how do they differ?
Choosing and Using Info Structures
Info structures are files of special statistical data
! Different than standard reporting tables
Made up of three kinds of information
! Characteristics (e.g., Plan, Material, Vendor)
! Key Figures (e.g., Sales Volume, Order Quantity,
Execution Time)
! Period Units ( e.g., Day, Week, Month, Period)
SAP delivers standard info structures including...
! S001 SIS: Customer
! S021 SFIS: Production Order
! S032 Inventory: Stocks
You can create your own to capture specific data of interest
Note
Choosing and Using Info Structures (cont.)
Using info structures for Painter reports can be
tricky
! Not a common source for Painter reporting
Common problems include
! Not being broad enough during design in the areas of
Characteristic and Key Figure inclusion
! Identifying the proper update events for your structure
!Proper timing will lead to accurate reporting data
Overcome these problems by not trying to cover too
many reporting needs at once
It will be easier to tackle your reporting needs if
you have a strategy and stick to it
Info Structures: A Practical Example
The scenario
! Client wished to have a report that provided price and
valuation information for its top 50 materials
! They wanted to quickly see material price changes from
period to period
! The difficulty was in finding a utility that would allow me
to customize the layout to meet the clients request
The solution
! Leverage an info structure, S012 in this case, to provide
the material price detail needed
! Build the report using Painter to meet the reports layout
requirements
Solution
Info Structures: A Practical Example (cont.)
Painter example
! Data would not have been available to Painter through
standard reporting tables
Data Extracts as an Alternate Data Source
Data Extracts can be useful for controlling what info
is available
! Can be saved automatically during execution
! Provide the benefit of freezing the report data for an
unlimited amount of time
! Great way to control point-in-time reporting
Benefits include
! Easy to create and delete
! Standardization of data sources for statutory reporting
! Additional level of authorization control
Data Extracts as an Alternate Data Source (cont.)
When exiting the report, SAP can be designed to
prompt you to create an extract
! Select the Create Extract field
! Be sure to provide a unique naming convention
Begin by entering the proper characteristic values
for the reporting data in question
Next, select the Data Source button in the header
A list of available extracts that match your criteria
will appear
! You now see why proper naming is important
Once selected, the system will return to the
reporting screen and you can execute
To review the
selection log for
your report, use
the menu path:
! Extras>Selection
Log
Extract Id
No Extract
Used
What Well Cover
variables
groups
Statistical Key Figures and Variables
Feature #1 - Statistical Key Figure Link with LIS
What is a Statistical Key Figure (SKF)?
! Statistical object within the CO/PCA modules that can
be used to hold statistical quantitative data
! The SKF can be used to enhance both plan/actual
allocations and reporting
Feature #1 Posting to a Statistical Key Figure
Data can be posted to a key figure in one of two
ways
! Manually, through an entry transaction
!KB31N CO Object like Cost Center/Internal
Order/WBS Element
!9KE5 PCA
! Automatically, through a link to an LIS information
structure
!This is what well cover!
1 - Statistical Key Figure Link with LIS (cont.)
Benefits of the SKF link to LIS
! Automatic updates make month end processing easier
! Increased accuracy in the numbers, because the actual
data is coming directly from the transactional source
! Nice integration back to the LIS structure for
reconciliation
1 SKF Lint to LIS: The Process
Three steps to completing the process
1. Create the SKF KK01
2. Maintain the Assignment and Variant KVA2
3. Perform Period End Closing transfer of the LIS value
KVA5
The following example will link an SKF used to
capture confirmed hours with the appropriate
LIS key figure
Step 1 Create the SKF-LIS Link
SKF Example
! Standard Key Figure
! Notice the section at the
bottom of the screen
titled LIS Data
! This indicates the origin
of the update; the info
structure/set accessed,
and the LIS key figure
linked
Step 1 Create the SKF-LIS Link (cont.)
Be sure to choose the proper info structure
Info Sets are used predominantly to capture sales
related data
SKF Link screens
! With this example, we
are linking to an Info
Structure
! Select the proper
application you wish
to link your key figure
to
Here weve selected the
Shop Floor Control
selection
Our next selection brings
us closer by now
choosing the proper Info
Structure
And finally, we
choose the key
figure
This will be the
last selection in
linking our
statistical key
figure with the LIS
key figure
Step 2 Maintain the Assignment and Variant
SKF-CCA assignment
! You must make the proper assignment if the key figures
are going to transfer from LIS
! Enter the Cost Center of your choosing and hit enter
T-code
KVA2
Select the SKF and
the corresponding
Variant you want
updated
At this point you
may not have
maintained a
variant
! Do so by using the
menu path:
Variant>Create
Variant
Depending on the key figure being linked, the data
on the variant screen will change
This example shows LIS key figure for actual hours
executed
Step 3 Transfer the LIS Key Figure Values
SKF-LIS Transfer
! Actual Key
Figure transfer
program
! Remember to
maintain the LIS
Reference data
! LIS Reference
data provides the
transaction with
the planning
version and
fiscal year
T-code
KVA5
LIS Key Figure Use in Reporting
SKF use in report
! Remember to select the proper key figure when defining
the row/column in your report
! You may have to activate the key figure in your library
Feature #2 Report Painter Variables
Like sets, variable use is key to adding usability
to a complex report
! Think of a variable as a placeholder
! When the report is executed, the system will replace
the value of the variable with either:
!One entered by the user, or
!One that is interpreted by the system
Feature #2 Report Painter Variables
Types of variables in Painter
! Value
!Single field; values individually assigned
! Formula
!For a level of complexity, formulas can be used to
automatically determine the variable replacement
! Set
!Variable that assists in finding the value of a set
!Can be either manual or automatic
Report Painter Variables: Value Variable Example
Consider this a basic single value entry variable
Value can later be used by Formula variables
Important settings
for controlling how
variable data can be
determined.
Report Painter Variables: Value Variables
Value Variables are the most basic of the three
variable types
However, the complexity and level of importance
can be elevated when they are used as the basis for
more complex Formula Variables
! The data entered in the value variable becomes a
component in the Formula variables algorithm
Report Painter Variables: Value Variables (cont.)
Pay attention to the Entry Fields on Selection
Screen settings
! Internal Variable:
!Activation will remove the capability of the user to
change the default value of the variable during report
execution
!The variable will not appear in the selection screen
! Use Parameter ID:
!When you want the field replacement to be controlled
by the parameter ID, activate this field
!To change the parameter ID, use the menu path
Goto>Parameter ID
Report Painter Variables: Parameter ID
Report Painter Variables: Formula, No Exit
Formula variables can make complex value
determinations easy
Key component of
this formula
variable is the value
entered for Z130, a
Value variable.
Report Painter Variables: Formula Variables
Most functional of the three variable types, as you
can automate value determination and replacement
The formulas rely on Boolean Logic for its logic
control
Additional value determination control offered
through variable user exits
Report Painter Variables: Formula Exit - SAP
Simple inclusion
of the SAP
delivered Exit ID
on the formula
line is enough to
activate the exit
! All SAP
delivered Exits
begin with the
letter S
To see a selection
of SAP delivered
Exits, select the
Formula Exit
button.
Report Painter Variables: Formula Exit - SAP
To get this selection screen to appear, hit the
Formula Exit button
Twelve selections in all
Choose from one of
the twelve exits
offered. (Only nine
are shown here).
Report Painter Variables: Formula Exit - User
User defined exits
following the
naming pattern
Uxxx
Before including the
exit ID in the
variable, it must
first be defined in
the Exit Pool
! The exit pool
program ID is
RGSVU000
Similar to the SAP
defined exits, the
User defined exits
all begin with U.
Report Painter Variables: Formula Exits
Naming convention is important when using
formula user exits
! SAP delivered exits always begin with S
! User defined exits begin with a U
The User Exit pool for variable exits is RGSVU000
! Your Basis team may have copied the program to a new
program name to protect the integrity of the delivered
program
! See settings in table T80I to see what the program name
assigned to the exits might be
What Well Cover
variables
groups
Currency Translation and Authorization Groups
Currency Translation in Report Painter
What is currency translation as it relates to
reporting?
! Standard functionality that allows a single report to be
run and viewed in multiple currencies.
! Allows the user to control the exchange rate during
report execution.
! Requires some set-up
How do I access this functionality?
! Tied to key figure selection during report development
! No real configuration required
! Basic understanding of how currencies are used within
your system
Currency Translation in Report Painter (cont.)
Report Painter will manage currency translation as
it relates to the following currencies in CO:
! Controlling Area
! Transaction
! Object
! Target
Steps to consider prior to report development
! Maintain your reporting libraries
! Maintain the currency exchange rate tables
! Review the currency settings within the FI/CO modules to
determine what is active.
Maintain the reporting Library
! Requires activating the proper Key Figures
!SWZG Costs in Target Currency
!SWKG Costs in Reporting Currency
! More often than not these key figures are active by
default, but check anyway
SWZG Costs in Target Currency
! Target currency will be used by the system as the
translation basis
! The key figure will house the translated currency
SWKG Costs in Reporting Currency
! Using reporting currency offers some additional
flexibility for standardization and automation
! More on this later
Currency Translation-Library Maintenance
Always be certain
these two key figures,
or a derivative of the
figures, are active in
your report
development library Activate
Activate
Maintain the currency exchange rate tables
! If you are already in a multi-currency environment, than
you are already doing this.
! However, it cant hurt for your report development team
to become familiar with the settings
Areas to pay attention to:
! Exchange rate type
! Exchange rate dates
Currency Translation-Exchange Rates
Exchange Rate Type is
the key
Validity Date controls
whether the setting will
be accessed during
report execution
Exchange
Rate Type
Validity
Date
All thats left is to build the report
! SAP offers a number of standard reports that you
provide currency translation functionality
! Use these as a point of reference if necessary
Currency Translation-Report Development
Remember
to use key
figure SWZG
as your
translation
column/row
It is the only
key figure
available that
will offer the
necessary
translation
functionality
Key Figure
SWZG
As a result of using SWZG, the translation section
will appear at the bottom of your selection screen
Enter the target currency, exchange rate date and
the rate type
Output for the translation will be the target key
figure
Example of report run in USD
Same report
run in MXN
Same report
layout; same
transaction
code for
execution;
unique
result
Another option to currency translation reporting is
to leverage the Reporting Currency Key Figure
! SWKG Costs in Reporting Currency
Basic development will establish currency
translation defaults for the key figure
There is a unique transaction code within each CO
sub-module:
! Cost Center Accounting RPC0
! Cost Element Accounting RPA0
! Internal Order Accounting RPO0
Currency Translation-Report Currency
Establish default
setting for key
figure SWKG
For translation,
enter a target
currency (i.e. Euro)
Enter the
translation basis
information
! This is the
reference
information from
which translation
will occur
Enter a Target
Currency
Maintain the
translation
basis.
Settings for
converting CCA
reports from the
object currency to
Euros
Remember to use key
figure SWKG as the
converted currency
You will more likely
know the key figure
SWKG by its title
Costs
Report Painter Variables: Parameter ID
Output from a report utilizing both Object Currency
($USD) and Euros -- Simple to build and maintain
Authorization Groups in Report Painter
What is an Authorization Group?
! Little used tool to grant authorization control to a very
specific level.
! Linked to an authorization object, the authorization
group can give you control over
Creation/Change/Display/Execution transactions.
Where in report painter can it be maintained?
! Authorization group settings can be maintained at the
following levels:
!Library
!Report group
!Sets/Variables
!Report Painter Reports
Authorization Groups in Reporting
A view of a Report Painter Library
Authorization Groups in Reporting
" A view of a Report
Group
" And Report Painter
Header
Authorization Groups in Report Painter
Great for limiting access to certain reports, without
taking it to a transaction level
Because authorization control can be extended to
an individual object, tremendous flexibility is
available
! Example: Report Group A can be maintained and
executed by your team, while Report Group B cannot
Work with your authorization team to develop a
strategy
The 7 Key Points to Take Home!
Identify all the reporting requirements before
beginning the development
Look to using an info structure as your reporting
source if a useful reporting table cannot be found
Consider the functionality of linking statistical key
figures to LIS structures
Familiarize yourself with the concepts of variables
to give yourself more flexibility
The 7 Key Points to Take Home! (cont.)
Save yourself some development time by applying
SAPs currency translation functionality
If security is an issue, consider developing the
Authorization Group functionality
Report Painter is an important tool in your toolbox
(in addition to BW) that you can use to meet your
tactical and operational reporting requirements
Your Turn!
Questions?
How to Contact Me:
danowak@Virtuosollc.com
Appendix A
Potential Appendix Section.
If we want, we could include some of the information from
the prior reporting presentations I removed.
If you would like to provide additional material
for attendees, please send the slides as a
separate file and we will include them on the
CD, but, not as part of the presentation
3 - Use the Export/Import Tool
Simplifies the transport process
! Transaction Codes: GR27 Export; GR28 - Import
! No need to use the CTS system to move reports between
clients/instances
! Allows for more flexibility in your choice of location for report
development
! You can quickly move reports to other R/3 systems
Check with your administrator for any policies on transporting
Painter reports in this way!
3 - Use the Export/Import Tool: Example
" Report Group
Export
Transaction
GR57
" Remember: in
this case The
Presentation
Server would
be your
desktop hard
drive
Export Report
Group
Hard drive location
T-code
GR27
3 - Use the Export/Import Tool: Example (contd)
" Report Group
Import
Transaction
GR58
" Remember: in
this case The
Presentation
Server would
be your
desktop hard
drive
Import Report
Group
T-code
GR28
3 - Use the Export/Import Tool: Example (contd)
" Output report
from after the
import cycle
has run
" Watch out for
sets that failed
during import
" If sets fail to
import, export
and import
them
separately
Import Report
Group
T-code
GR28
3 - Export/Import Tool: Tips for Success
This approach is the fastest way to transport
! Exporting/Importing groups is by far the quickest way to move
reports through your landscape
Controls and Procedures are important
! Controls and procedures are important to maintaining report
integrity
! You should have established a report migration strategy
! Always move your report development through your pristine/gold
configuration client
Report groups are the only objects that can be moved
! Summarization hierarchies, drill-down reports, ABAP lists, and
queries all must be transported in the standard way
Icon Collection
Issue
Note
Warning
Where
to
FIND it
Don't
Forget
GOTCHA!
Solution
Client
Issue
Tip

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