Get the Most Out of Report Painter/Writer

David Nowak Virtuoso, LLC

What We’ll Cover …
Objective: Explain how to get the most out of Report Painter’s powerful, cross-module WYSIWYG reporting capabilities

• 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

What We’ll 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

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 Unlike in drill-down reporting where reports and forms are separate, in Painter, the report form is the report

• Painter reports can be used in drill-down reporting
!

Looking at Report Painter 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 .

so it’s easier to control report appearance Don't Forget • Report Painter excels for layout management ! ! .Looking at Report Painter 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 Use Painter instead of Writer when layout management is critical Painter is a GUI-based utility.

) • Use Painter when you don’t need Writer’s full functionality like ! ! ! Report Writer’s eliminations functionality Report Writer’s user-defined Key Figure Sets (data sets) Complex set matrixes Don't Forget .Looking at Report Painter When Should I Use Report Painter? (cont.

Looking at Report Painter Example: A Report Painter Report .

Looking at Report Painter For Comparison: A Report Writer Report .

Looking at Report Painter Tips When Choosing Report Painter • Painter reports can be converted to Writer ! If you need full RW functionality at a later date Field –> Characteristic Data Set –> Key Figure Set Data Field –> Basic Key Figure • With 4. . some Painter terminology changed ! ! ! • These changes brought consistency across reporting utilities ! ! ! Drill-down reporting Summarization hierarchies Etc.6c.

What We’ll 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 .

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 .

) • Most of CO reporting is sourced from a single location: CCSS ! ! ! CCSS is a central structure Contains updates for most CO objects (e.Identifying the Proper Data Source What Are Data Sources? (cont. internal orders cost centers) Many standard CO Painter reports use CCSS as the reporting structure Where to FIND it .g.

use more specific reporting sources .Identifying the Proper Data Source 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.

Identifying the Proper Data Source Table KKBC • KKBC – Product Cost Controlling: Cost Elements ! ! Traditional RW table. origins are key Can be used together with summarization objects like order groups Great for Cost Object Hierarchy (COH) reporting • When should I use KKBC? ! ! ! ! . but can be used from within Report Painter KKBC is used in SAP-delivered costing reports 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.

detail level reports. we were able to view the activity for this unique group of cost objects • The solution ! ! .Identifying the Proper Data Source KKBC: A Practical Example • The scenario ! Manufacturing client was converting to Cost Object Hierarchies and required a new manufacturing activity report Leverage KKBC to provide the manufacturing Activity detail Offered a chance to manage by COH By assigning additional.

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.Identifying the Proper Data Source 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. and how do they differ? .

Execution Time) Period Units ( e.g.. Week. Month. Sales Volume. Period) S001 – SIS: Customer S021 – SFIS: Production Order S032 – Inventory: Stocks • Made up of three kinds of information ! ! ! • SAP delivers standard info structures including.. Material. ! ! ! You can create your own to capture specific data of interest Note . Order Quantity. Plan. Vendor) Key Figures (e....Identifying the Proper Data Source Choosing and Using Info Structures • Info structures are files of special statistical data ! Different than standard reporting tables Characteristics (e. Day.g.g.

) • Using info structures for Painter reports can be tricky ! Not a common source for Painter reporting 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 • Common problems include ! ! • 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 .Identifying the Proper Data Source Choosing and Using Info Structures (cont.

to provide the material price detail needed Build the report using Painter to meet the report’s layout requirements Solution • The solution ! ! .Identifying the Proper Data Source 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 client’s request Leverage an info structure. S012 in this case.

) • Painter example ! Data would not have been available to Painter through standard reporting tables .Identifying the Proper Data Source Info Structures: A Practical Example (cont.

Identifying the Proper Data Source 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 Easy to create and delete Standardization of data sources for statutory reporting Additional level of authorization control • Benefits include… ! ! ! .

SAP can be designed to prompt you to create an extract ! ! Select the “Create Extract” field Be sure to provide a unique naming convention .Identifying the Proper Data Source Data Extracts as an Alternate Data Source (cont.) • When exiting the report.

Identifying the Proper Data Source Data Extracts as an Alternate Data Source (cont.) • Begin by entering the proper characteristic values for the reporting data in question • Next. select the “Data Source” button in the header .

the system will return to the reporting screen and you can execute .Identifying the Proper Data Source Data Extracts as an Alternate Data Source (cont.) • A list of available extracts that match your criteria will appear ! You now see why proper naming is important • Once selected.

use the menu path: ! Extract Id Extras>Selection Log No Extract Used .) • To review the selection log for your report.Identifying the Proper Data Source Data Extracts as an Alternate Data Source (cont.

What We’ll 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 .

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 .Statistical Key Figures and Variables Feature #1 .

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 we’ll cover! .Statistical Key Figures and Variables Feature #1 – Posting to a Statistical Key Figure • Data can be posted to a key figure in one of two ways ! ! Manually.

) • 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 .Statistical Key Figure Link with LIS (cont.Statistical Key Figures and Variables 1 .

Statistical Key Figures and Variables 1 – SKF Lint to LIS: The Process • Three steps to completing the process 1. 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 . Maintain the Assignment and Variant – KVA2 3. Create the SKF – KK01 2.

the info structure/set accessed. and the LIS key figure linked .Statistical Key Figures and Variables 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.

Statistical Key Figures and Variables 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 .

we are linking to an Info Structure Select the proper application you wish to link your key figure to .) • SKF Link screens ! ! With this example.Statistical Key Figures and Variables Step 1 – Create the SKF-LIS Link (cont.

) • Here we’ve selected the Shop Floor Control selection • Our next selection brings us closer by now choosing the proper Info Structure .Statistical Key Figures and Variables Step 1 – Create the SKF-LIS Link (cont.

) • And finally. we choose the key figure • This will be the last selection in linking our statistical key figure with the LIS key figure .Statistical Key Figures and Variables Step 1 – Create the SKF-LIS Link (cont.

Statistical Key Figures and Variables
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

Statistical Key Figures and Variables
Step 2 – Maintain the Assignment and Variant

• 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

Statistical Key Figures and Variables
Step 2 – Maintain the Assignment and 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

Statistical Key Figures and Variables
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

Statistical Key Figures and Variables 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 .

the system will replace the value of the variable with either: One entered by the user. or One that is interpreted by the system . variable use is key to adding usability to a complex report ! ! Think of a variable as a placeholder When the report is executed.Statistical Key Figures and Variables Feature #2 – Report Painter Variables • Like sets.

Statistical Key Figures and Variables 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 .

Statistical Key Figures and Variables 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. .

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 .Statistical Key Figures and Variables Report Painter Variables: Value Variables • Value Variables are the most basic of the three variable types • However.

use the menu path Goto>Parameter ID .) • 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.Statistical Key Figures and Variables Report Painter Variables: Value Variables (cont. activate this field To change the parameter ID.

Statistical Key Figures and Variables Report Painter Variables: Parameter ID .

a Value variable.Statistical Key Figures and Variables 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. .

Statistical Key Figures and Variables 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 .

select the Formula Exit button.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.Statistical Key Figures and Variables Report Painter Variables: Formula Exit . .

Statistical Key Figures and Variables 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).

Statistical Key Figures and Variables Report Painter Variables: Formula Exit . the User defined exits all begin with “U”. it must first be defined in the Exit Pool ! The exit pool program ID is RGSVU000 Similar to the SAP defined exits.User • User defined exits following the naming pattern “Uxxx” • Before including the exit ID in the variable. .

Statistical Key Figures and Variables 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’ 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 • The User Exit pool for variable exits is RGSVU000 ! ! .

What We’ll 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 .

Requires some set-up Tied to key figure selection during report development No real configuration required Basic understanding of how currencies are used within your system ! ! • How do I access this functionality? ! ! ! .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.

) • Report Painter will manage currency translation as it relates to the following currencies in CO: ! ! ! ! Controlling Area Transaction Object Target Maintain your reporting libraries Maintain the currency exchange rate tables Review the currency settings within the FI/CO modules to determine what is active.Currency Translation and Authorization Groups Currency Translation in Report Painter (cont. • Steps to consider prior to report development ! ! ! .

Currency Translation and Authorization Groups Currency Translation in Report Painter (cont.) • 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 Target currency will be used by the system as the translation basis The key figure will house the translated currency • SWZG – Costs in Target Currency ! ! .

Currency Translation and Authorization Groups Currency Translation in Report Painter (cont.) • SWKG – Costs in Reporting Currency ! ! Using reporting currency offers some additional flexibility for standardization and automation More on this later … .

are active in your report development library Activate Activate .Currency Translation and Authorization Groups Currency Translation-Library Maintenance • Always be certain these two key figures. or a derivative of the figures.

Currency Translation and Authorization Groups Currency Translation in Report Painter • Maintain the currency exchange rate tables ! ! If you are already in a multi-currency environment. it can’t hurt for your report development team to become familiar with the settings Exchange rate type Exchange rate dates • Areas to pay attention to: ! ! . than you are already doing this. However.

Currency Translation and Authorization Groups 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 .

Currency Translation and Authorization Groups Currency Translation in Report Painter • All that’s 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 and Authorization Groups 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 .

the translation section will appear at the bottom of your selection screen • Enter the target currency.Currency Translation and Authorization Groups Currency Translation-Report Development • As a result of using SWZG. exchange rate date and the rate type • Output for the translation will be the target key figure .

Currency Translation and Authorization Groups Currency Translation-Report Development • Example of report run in USD .

Currency Translation and Authorization Groups Currency Translation-Report Development • Same report run in MXN • Same report layout. same transaction code for execution. unique result .

Currency Translation and Authorization Groups Currency Translation in Report Painter • 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 and Authorization Groups Currency Translation-Report Currency • Establish default setting for key figure SWKG • For translation.e. enter a target currency (i. Euro) • Enter the translation basis information ! Enter a Target Currency This is the reference information from which translation will occur Maintain the translation basis. .

Currency Translation and Authorization Groups Currency Translation-Report Currency • 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” .

Currency Translation and Authorization Groups Report Painter Variables: Parameter ID .

Currency Translation and Authorization Groups Currency Translation-Report Currency • Output from a report utilizing both Object Currency ($USD) and Euros -.Simple to build and maintain .

the authorization group can give you control over Creation/Change/Display/Execution transactions. Linked to an authorization object.Currency Translation and Authorization Groups Authorization Groups in Report Painter • What is an Authorization Group? ! ! Little used tool to grant authorization control to a very specific level. Authorization group settings can be maintained at the following levels: Library Report group Sets/Variables Report Painter Reports • Where in report painter can it be maintained? ! .

Currency Translation and Authorization Groups Authorization Groups in Reporting • A view of a Report Painter Library .

Currency Translation and Authorization Groups Authorization Groups in Reporting  A view of a Report Group  And Report Painter Header .

Currency Translation and Authorization Groups Authorization Groups in Report Painter • Great for limiting access to certain reports. while Report Group “B” cannot • Work with your authorization team to develop a strategy . 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.

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 .

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 .The 7 Key Points to Take Home! (cont.) • Save yourself some development time by applying SAP’s currency translation functionality • If security is an issue.

Your Turn! Questions? How to Contact Me: danowak@Virtuosollc.com .

we could include some of the information from the prior reporting presentations I removed. not as part of the presentation . If you would like to provide additional material for attendees. If we want. please send the slides as a separate file and we will include them on the CD.Appendix A Potential Appendix Section. but.

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 .

3 .Use the Export/Import Tool: Example Export Report Group  Report Group Export – Transaction GR57 Remember: in this case The Presentation Server would be your desktop hard drive  Hard drive location T-code GR27 .

3 .Use the Export/Import Tool: Example (cont’d) Import Report Group  Report Group Import – Transaction GR58 Remember: in this case The Presentation Server would be your desktop hard drive  T-code GR28 .

export and import them separately   T-code GR28 .3 .Use the Export/Import Tool: Example (cont’d) Import Report Group  Output report from after the import cycle has run Watch out for sets that failed during import If sets fail to import.

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. ABAP lists. and queries all must be transported in the standard way .3 . drill-down reports.

Icon Collection Don't Forget Note GOTCHA! Solution Warning Tip Client Issue Issue Where to FIND it .

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