ACADEMIA CO

Reporting Tools

Unit Contents:
 Reporting Overview
 Report Writer Reporting
 Drilldown Reporting
 Reporting based on ABAP List Viewer (ALV)
 Defining Reports using Report Painter

1  SAP AG 1999

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1.2
Reporting Tools: Unit Objectives

At the conclusion of this unit, you will be able to:

 Name the different reporting tools available in

Controlling.
 Explain the purpose and capability of each
reporting tool.

 SAP AG 1999

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1.3
You Are Here!

FI
MM CO
HR
$$ CO
+ABC SD AA 1 12
$
Planning and Postings to CO 
t Plan Integration From Other Modules $
Event-Based
Reporting Tools Postings in CO

AC040 1 12
OM PC Profit
OM PC Profit FI CO
Reflecting Your Period-End
Business in CO Postings in CO

INT EXT
OM PC Profit “Which
FI MM HR AA SD
Button?”
Overview of CO AcceleratedSAP

Getting Started Course Review

 SAP AG 1999

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1.4
Reporting Tools: Business Scenario

 The next stage of your systemreviewinvolves

the area of reporting. You are very aware that
reportingrequirements can vary substantially
throughout an organization.
 You talk witha number of different managers
with different information needs to assess the
adequacy of their current reports. You find that,
in many cases, the standard reports that were
deliveredwith R/3 are sufficient.
 But you also find that in some instances, custom
developed reports are required to meet
specializedneeds. Depending on the type of
report required, you learn that there are several
different reporting tools available tocreate
customreports.

 SAPAG1999

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1.5
Which Reporting Tools are used in CO?

 Different Report Tools used

 Report Painter/Writer Reporting

 Drilldown Reporting

 Reporting based on
ABAP List Viewer (ALV)

 SAP AG 1999

 Several different reporting tools are used in the Controlling Information System. Every report tool has its
own features and range of applications.
 Report Painter allows you to create reports using data from CO and other R/3 application components,
which you can adapt to meet your individual requirements. Many of your reporting requirements can
already be met by using the standard reports provided by the various CO application components. If
these standard reports do not meet your reporting needs, Report Painter enables you to define your
specific reports quickly and easily.
 Report Painter fulfills a function similar to Report Writer, but is easier to use. Most of the functions
found in Report Writer have been built into Report Painter; however, you do not have to be familiar with
all Report Writer concepts (such as Sets) in order to use Report Painter.
 Drilldown reporting is used in Profitability Analysis (CO-PA) and in Product Cost Controlling (CO-
PC). This reporting tool uses characteristics to classify transaction data. Controlling area, company code,
customer, product group, order, and product are examples of characteristics. The time reference (fiscal
year, period) is also a characteristic. Key figures represent specific values of the classified data.
Examples of key figures include direct costs, sales, sales deductions, number of employees, and sales
quantity. You can perform calculations with key figures to derive values such as sales per employee and
contribution margin.
 The ABAP List Viewer standardizes and simplifies the operation of lists in the R/3 System. It is used
for line item reporting throughout CO. A uniform interface and list format is available for all lists. It
contains convenient features for the dynamic creation of display variants. Using display variants, you
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can change the format of your list. You can choose fields to be added to the display, change the order of
the fields, and adjust the column width to suit your requirements.

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1.6
Report Selection

Information System
- Plan / actual comparisons
CCtr: Actual/Plan/Variance
Area: Cost Centers
Area: Cost Elements
CCtr: Current Period/Cumulated
+ Additional characteristics
+ Additional key figures
+ Actual / Actual Comparisons
+ Target / Actual Comparisons

 SAP AG 1999

 Data is evaluated in Controlling by means of reports that are provided in the standard system or that you
define yourself.
 You select reports in the information system using the report tree. The report tree contains all reports in
an application organized in a hierarchical tree structure.
 There is a separate standard report tree in each application area in Controlling. The standard reports for
each application area are assigned to the nodes of the relevant report tree.
 In addition to the report tree in the standard system, you can also define your own report tree to which
you can assign both standard reports and your own reports.

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1.7
Report Painter/Report Writer

- Cost Element/Cost Center Actual/Target: Results Report

***** Cost Element/Cost Center Actual/Target *****
Reporting period . . . . 1 to 03 2000 Date 07.04.00
Cost Elements / Cost Centers Actual Costs Target Costs Variance (abs)
** Other Administrative Costs 6,477,800.00 3,238,900.00 3,238,900.00 -
2210 Electricity 112,000.00 56,000.00 56,000.00 -
* 481000 Depreciation 112,000.00 56,000.00 56,000.00
** Imputed Costs 112,000.00 56,000.00 56,000.00
2110 Goods Receipt 566,000.00 283,000.00 283,000.00
2120 Warehouse, Receiving 849,000.00 424,500.00 424,500.00
2130 Warehouse, Shipping 1,414,999.84 707,499.92 707,499.92 -
2310 Admin Building 590,000.00 295,000.00 - 295,000.00
2320 Warehouse Building 900,000.00 450,000.00 - 450,000.00
2330 Production Building 1,340,000.00 670,000.00 - 670,000.00
* 511111 Assessment
2110 Goods Receipt 1,277,159.92 638,579.96 638,579.96 -

 SAP AG 1999

 In addition to standard reports, you can also use Report Painter and Report Writer to define your own
reports. You can then add these custom reports to your reporting tree.
 In the interactive information system, you can evaluate posted data immediately after its entry into the
SAP R/3 System, and follow its origins down to the document level. Both Report Painter and Report
Writer reports offer a variety of options to display, sort, filter, and summarize the data.
 Report Painter has similar capabilities to Report Writer, but is easier to use. Most of the functions of
Report Writer have been incorporated into Report Painter, but in general have been designed to be more
intuitive and end-user oriented.
 Report Painter reports can be edited by using Report Writer, but can then no longer be maintained by
Report Painter. Report Writer reports cannot be modified by Report Painter.
 When you use Report Painter to create your own reports, you define the report column and row structure
and general data selection. Report Painter can access the data out of an extract, directly out of the data
base, or out of an archive.
 The variation feature makes it possible to create an individual report for each element of a group that you
defined in the general data selection. For example, you can create an individual report for the total
summary node and each group node in a cost center hierarchy.
 All reports available online can be executed in the background at predefined times. This can be
particularly useful during a process such as period-end reporting, where multiple reports are executed for
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various users throughout the organization. This feature allows you to process large quantities of data
during periods of lower system use.

1.8
Options Within Report Writer Reporting

Graphics Internet

Summation level
Export
** Debit
** Credit
** Overabsorption

Threshold value
Print

Number format
100.00 Callup Report
100
Sort Report Rows Hide/Show Row

 SAP AG 1999

 After the Report Painter report has been executed, you have a variety of options to aid in the analysis of
the output. These assist in navigating through the data and in changing the report layout. You can modify
the report online to meet your specific requirements.
 Some of the most important of these additional functions can be found in function buttons in the report
output screen. Others are available through menu choices. Some examples of these functions include:
 Downloading the report to your PC (for example, formatted transfer to MS Excel)
 Setting threshold values, to highlight or ignore certain rows of the executed report.
 Mailing reports using the Send function. The prerequisite is that you have saved the report in an
extract.
 Other functions include: sorting report rows, hiding or showing report rows, changing the number
format, entering a summation level to see only the totals, and producing graphical renditions of the
report data.

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1.9
Drilldown Reporting Example

Sales Report: Divisions

Period 1 - 7, 1999
Characteristics Divisions Revenue Cost of Sales CM1
Customer Group 01 Cars 1,000,000 800,000 20%
Sales Organization 02 Cycles 250,000 150,000 16%
Material Group 03 Parts 100,000 70,000 30%
Division

Revenue - Divisions
Revenue 1,000,000
1000000
Cost of Sales 800,000
CM1 200,000 500000

CM1 % 20% 250000

Sales & Admin 50,000 0

Cars Cycles Parts

 SAP AG 1999

 In drilldown reporting you can summarize data according to the characteristics, and then drill down
interactively. At each level of the report, you can display the drilldown list (overview) or detailed
information (margin analysis).
 In the example above, the report shows four characteristics that can be used to drill down on specific
operating results. The characteristic “division” has been selected, and summary divisions, along with a
graphical representation. Additional characteristics could then be selected to drill down further, such as
material group for a particular division.

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1.10
Options Within Drilldown Reporting

Other Reports
Currency Translation

Graphic

Print Customer Group

Microsoft Excel
01 Retail 1,000,000
02 Wholesale 2,500,000
03 Brokers 1,500,000
E-Mail 04 Mailorder 1,000,000 Microsoft Word

Attributes Hierarchies
Street Address
Display
City, State
Master Data

 SAP AG 1999

 The functions of drilldown reporting are divided into three levels so that you can give each user only
those functions that he or she requires.
 Level 1 contains the basic functions of drilldown reporting, plus it lets you send reports by SAPmail.
This level is designed for users who do not require the full functionality of drilldown reporting.
 Level 2 contains the rest of the drilldown functions, plus it lets you display graphics and download
reports to Microsoft Excel.
 All functions offers you all the functions in drilldown reporting, including the print setup function and
the functions for saving report data and defining exceptions. This level is designed for users who need to
print and modify reports in addition to all the interactive drilldown functions.
 You can define the desired level for each user by entering the parameter RLV (0 = All functions, 1 =
Level 1, 2 = Level 2) in his or her user parameters.
 Remember: The individual function levels are subjected to an authorization check.

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1.11
Interactive Information System

Account Actual Cost Plan Cost Var.(abs.) Var. (%)

470000 Rent 100,000.- 100,000.-

CO-Documents
470000 Rent 60,000 Cost Center
470000 Rent 30,000 Cost Center
470000 Rent 10,000 Cost Center

FI-Document

Debit 470000 Rent 10,000

Credit 113100 Bank 10,000-

 SAP AG 1999

 Every individual transaction is automatically summarized in totals records. This summarization takes
place in the R/3 System according to object/account, and provides a quicker evaluation of the data. You
can analyze the totals record data using the information system. You can also analyze line items using a
line item report by using the drilldown feature from the totals report. You can also branch from a line
item to the original documents that created it.
 Original document display
To display the original document in the application area that originated the CO posting you are
analyzing, click on the line item to select it, and choose the Source document button, or the menu path
Environment  Source document. Or you can simply double-click on the desired document line. For
example, if a document line item originated in Financial Accounting (FI), with a primary posting to a
cost center in CO, the system displays the FI document.
 Display Accounting documents (actual line items only)
When you select a line item and choose the menu path Environment  Accounting documents, the
system displays a dialog box containing a list of the accounting documents that were created in
connection with the corresponding line item. In the example above (primary posting to a cost center in
FI), these would be the FI document, the CO document, the profit center document and possibly other
documents (such as Special purpose ledger and Consolidation document).

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1.12
Line-Item Reports (ABAP List Viewer)

Unit CCtr CElem Total Quantity Entered Unit

CElem
4220 619000 819.083 h
Cost element 4220 619000 105.500 h
4220 620000 1001.000 h
Value 4220 620000 1476.111 h
4230 619000 105.500 h
Cost center 4230 619000 77.747 h
4230 619000 1102.800 h
Currency 4230 620000 35.001 h
4230 620000 3.125 h
Total quantity entered 4230 625000 10.000 h
4230 625000 5.500 h
4230 625000 82.030 h

 SAP AG 1999

 The R/3 System offers several standard line item display variants. The display variant controls how the
line item information is displayed on the screen. If you wish, you can change the line item fields that are
displayed, and the sequence in which they appear. You can save these settings to create your own
display variants.
 Depending on the width of a column, the R/3 System automatically displays the short text version or the
long text version of the field name, using your logon language, if available for the report.
 Once you have executed a line item report, you have the following display options:
 Horizontal scrolling by column
 Hide/show columns
 Change order of columns
 Sort list according to certain criteria
 Totals for value columns
 Subtotals for each object in a column
 Original document display
 Filter Function
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 Source Document Display

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1.13
Using the Report Painter

REPORT PAINTER

Definition of Definition of Definition of

Reports Planning Forms for Drill-
Layouts Down Reporting

CO-OM CO-OM CO-PC

CO-PC CO-PA CO-PA
EC-PCA EC-PCA EC-PCA

 SAP AG 1999

 The Report Painter functionality is used in several different areas of Controlling.

 The Report Painter is used to create and execute reports in the Overhead Cost Controlling, Product Cost
Controlling, and Profit Center Accounting components.
 The functionality of Report Painter is also utilized in the definition of planning layouts in Overhead Cost
Controlling, Profitability Analysis, and Profit Center Accounting.
 Drill-down reporting also makes use of Report Painter functionality in the definition of forms. Forms are
used in drill-down reporting in the Product Cost Controlling, Profitability Analysis, and Profit Center
Accounting areas of Controlling. A form determines the content and formal structure of a report. A form
can be thought of as a semi-finished report, which you complete by specifying (additional)
characteristics and key figures when you define the individual report. The content of a form is generally
fixed and changes only under rare circumstances. When you change a form, it affects every report that
uses that form.

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1.14
Reporting Tools: Unit Summary

Having completed this unit, you should now be able to:

 Name the different reporting tools available in

Controlling.
 Explain the purpose and capability of each
reporting tool.

 SAP AG 1999

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1.15Exercise: Reporting Tools

Unit: Reporting Tools

Topic: Reporting Overview

 Using different reports, the participants will see similarities and

differences between FI and CO related to the content and level of detail
of the data presented

In a company, FI and CO are used together for managerial accounting, but

provide different levels of detail concerning reporting focus and drill
down possibilities. While FI focuses on revenues and expenses at high
levels (company code and business area), CO provides detailed data for
costs and revenues for each individual object (cost centers, orders, profit
centers, and so on).
You will process reports for the German subsidiary in the CO Europe
controlling area (IDES Worldwide operating concern) in the General
Ledger (FI), Profitability Analysis (CO), and Cost Center Accounting
(CO) in order to examine the different focus provided in each application
area.

1-1 Generate a Balance Sheet/P+L report in the General Ledger for the IDES German
subsidiary.

1-1-1 Process the Balance Sheet/P+L report for company code 1000. Using the
SAP minimal variant and the INT financial statement version, generate a
report in English for the current fiscal year, comparing back to the previous
fiscal year.

1-1-2 Focus on the sales revenue account 800000 and direct labor costs expense
account 420000. At what level of detail is revenue and expense information
provided on this Balance Sheet/P+L report?
______________________________________________________________
______________________________________________________________
______________________________________________________________

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1-2 Produce a report in Profitability Analysis for the IDES Worldwide operating
concern (IDEA). Process the Contribution Margin report AC040 for the current
fiscal year to view the results for different market views.

1-2-1 Drill down to view the results for the Hamburg plant (1000). What is the
gross revenue for this view?
______________________________________________________________

1-2-2 Drill down from the plant 1000 report to view division Pumps, material P-
100, and customer 1321. What is the actual gross revenue for this view?
______________________________________________________________

1-2-3 From the overall report, drill down to view the results for the Pumps
division (01). What is the actual gross revenue for this view?
______________________________________________________________

1-3 Run a report in Cost Center Accounting for the CO Europe controlling area (1000).
Process the Cost centers: actual/plan/variance report for periods 1 through 12 of
the current fiscal year and plan version 0. Execute the report for cost center 4230.
At what level of detail is cost information provided on this report?
______________________________________________________________
______________________________________________________________

When you exit from most of the Cost Center Accounting initial report
screens, the system will ask you if you want to exit the report, and will
give you the option of creating an extract of the report. Select Yes to exit
the report, and do not check the “Create extract” box.

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Unit: Reporting Tools

Topic: Integration

 Students should gain an understanding of the integration in the system

by tracing a cost posting in CO back to the original FI transaction that
created it.

Whenever you post expenses in a module outside CO, if those expense

accounts have also been defined as cost elements in CO and a CO object
is specified, related cost postings are created in CO. The costs will be
posted to the specified object, such as a cost center or internal order.

2-1 Review cost postings to the service cost center 4230, and examine the posting
documents related to cost element 420000 (direct labor costs).

2-1-1 Run a report in Cost Center Accounting for the CO Europe controlling area
(1000). Process the Cost Centers: Actual/Plan/Variance report for periods
1 through 12 of the current fiscal year and plan version 0. Execute the
report for cost center 4230.

2-1-2 Drill down on the report line for cost element 420000 (direct labor costs) to
view the actual line items that make up this balance. Drill down on a line
item to examine the document that recorded the business event (source
document). Review the other accounting documents associated with this
transaction.

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1.16Solution: Reporting Tools

Unit: Reporting Tools

Topic: Reporting Overview

 Using different reports, the participants will see similarities and

differences between FI and CO related to the content and level of detail
of the data presented

In a company, FI and CO are used together for managerial accounting, but

provide different levels of detail concerning reporting focus and drill
down possibilities. While FI focuses on revenues and expenses at high
levels (company code and business area), CO provides detailed data for
costs and revenues for each individual object (cost centers, orders, profit
centers, and so on).
You will process reports for the German subsidiary in the CO Europe
controlling area (IDES Worldwide operating concern) in the General
Ledger (FI), Profitability Analysis (CO), and Cost Center Accounting
(CO) in order to examine the different focus provided in each application
area.

1-1 Generate a Balance Sheet/P+L report in the General Ledger for the IDES German
subsidiary.

1-1-1 Process the Balance Sheet/P+L report for company code 1000.
Accounting Financial accounting General ledger Information system
General Ledger Reports  Balance Sheet/Profit and Loss Statement/Cash Flow
 General  Actual/Actual Comparisons  SAP minimal variant
Enter 1000 in the Company code field.
Enter INT in the Financial statement version field.
Enter EN in the Language field.
Enter the current fiscal year in the Reporting year field.
Enter the previous fiscal year in the Comparison year field.
Select Execute.

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1-1-2 Focus on the sales revenue account 800000 and direct labor costs expense account
420000.
Select EditFind...
Enter 800000 in the Find field.
Select Find.
Double-click on the first selected entry for this account. Review the report rows
for revenue account 800000.
After reviewing this account, select EditFind… again.
Enter 420000 in the Find field.
Select Find.
Double-click on the first entry for this account.

In this report, the revenue and expense information is displayed at the company
code/business area/account level.

1-2 Produce a report in Profitability Analysis for the IDES Worldwide operating
concern (IDEA).

1-2-1 Drill down to view the results for the Hamburg plant (1000).
AccountingControllingProfitability AnalysisInformation
SystemExecute Report
In the Set Operating Concern popup box enter IDEA in the Operating concern
field.
Select Continue.
If you are questioned whether “costing-based” is the correct type of profitability
analysis, select “Yes”.
Enter AC040 in the Report field.
Select Execute.
Enter the current fiscal year in the Period/YR From field.
Check to be sure that Version 100 is selected.
Select Execute.
Click on Plant in the Navigation area.
Select Continue if the Drill-down: Callup for documentation for hotspots screen
is displayed.

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Verify that plant 1000, Hamburg is displayed. If necessary, you can scroll with
the arrows or click on the magnifying glass to see the available plants.

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1-2-2 Drill down from the plant 1000 report to view division Pumps, material P-
100, and customer 1321
Click on Division.
Verify that division 01, Pumps is displayed.
Click on Product.
Click on the magnifying class icon to the left of the displayed product.
Double-click on P-100.
Click on Customer.
Verify that customer 1321 is displayed.

1-2-3 From the overall report, drill down to view the results for the Pumps
division (01).
Select Back (green arrow) in the Navigation area until you return to the initial
report.
Click on Division.

1-3 Run a report in Cost Center Accounting.

AccountingControllingCost Center AccountingInformation
systemReports for cost center accounting Plan/Actual ComparisonsCost
Centers: Actual/Plan/Variance
Enter 1000 in the Controlling area field.
Enter the current fiscal year in the Fiscal year field.
Enter 1 in the From period field.
Enter 12 in the To period field.
Enter 0 in the Plan version field.
Enter the cost center 4230 in the first Or value(s) field.
Execute the report.

In this report, cost information is displayed at the cost center (object) and cost
element level.

When you exit from most of the Cost Center Accounting initial report
screens, the system will ask you if you want to exit the report, and will
give you the option of creating an extract of the report. Select Yes to
exit the report, and do not check the “Create extract” box.

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Unit: Reporting Tools

Topic: Integration

 Students should gain an understanding of the integration in the system

by tracing a cost posting in CO back to the original FI transaction that
created it.

Whenever you post expenses in a module outside CO, if those expense

accounts have also been defined as cost elements in CO and a CO object
is specified, related cost postings are created in CO. The costs will be
posted to the specified object, such as a cost center or internal order.

2-1 Review cost postings to cost center 4230, and examine the posting documents
related to cost element 420000 (direct labor costs).

2-1-1 Run a report in Cost Center Accounting.

AccountingControllingCost Center AccountingInformation
systemReports for cost center accounting Plan/Actual ComparisonsCost
Centers: Actual/Plan/Variance
Enter 1000 in the Controlling area field.
Enter the current fiscal year in the Fiscal Year field.
Enter 1 in the From period field.
Enter 12 in the To period field.
Enter 0 in the Plan version field.
Enter 4230 in the first Or value(s) field.
Execute the report.

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2-1-2 Drill down on the report line for cost element 420000 (direct labor costs) to view
the actual line items that make up this balance.
Double-click on the report line for cost element 420000.
Double-click on the Cost Centers: Actual Line Items report.
Click on the line item that you want to display in order to select it.
Select the Source document button to review the original FI (Accounting)
document.
Go Back to the Display Actual Cost Line Items for Cost Centers screen.
Select the line item that you want to display.
Select EnvironmentAccounting documents to review the other accounting
documents generated by this business event.
Double-click on the document that you want to display.

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