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Report Painter: More Advanced concepts

MINS 298C-04 ABAP/4

Fall 1998

CSU Chico
SAP AG

Report Painter: More Advanced concepts


Copyright 1998- Gail Corbitt Contents of this file are for the exclusive use of the special MINS 298C class dealing with SAP software at CSU Chico for the Fall 1998 semester. Any other use in either electronic or hardcopy form is prohibited without the express written permission of the author. This material is confidential. Do not share it with anyone not enrolled in the class. Lecture #2: Report Painter 2

CSU Chico
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Report Painter: More Advanced concepts


Objectives:

Exploding Rows

Creating Libraries
Creating Models Adding Text and other Layout Features Performing Calculations Finishing up Report Painter

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Exploding Rows
Occurs when you have a Row Value that consists of more values

Example: Cost Center Codes 40000 - 43000 could be split out to individual codes or collapsed
Default is to NOT explode To change this default: Edit --> Rows --> Explode

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Exploding Report Rows


Cost elements
Actual 30.000 Plan 20.000 Var. 10.000

Do not explode
Cost element group

Total

Cost elements Actual Total 400000 400100 * Group 1 600000 600100 * Group 2 ** Total 5.000 5.000 10.000 10.000 10.000 20.000 30.000

Plan 5.000 5.000 10.000 5.000 15.000 20.000 Plan

Var. 5.000 5.000 5.000 5.000 10.000 Var. 5.000

Explode
Group 1 400000 400100

Group 2

600000 600100

Cost elements Actual 400000 400100 600000 600100 5.000 5.000 10.000 10.000

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Single values

5.000 10.000 5.000

5.000

Report Painter: Creating New Libraries


Library defines what objects (attributes of objects) can be included in its reports

Defines Selected:

Characteristics (attributes that are key fields) Key Figures (types of measures or values -- typically numeric) Pre-Defined Columns

Defined by SAP Consist of Key Figures and Characteristics Can Define Your own

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Library
A library contains: - Characteristics
Criteria for selecting data records (cost element, version...) Report group C Report group B Report group A

- Key figures
Value fields in selected data records

- content-related
reports

- Predefined columns
Combinations of characteristics and key figures

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Report Painter: Creating New Libraries


Report Painter --> Report Writer --> Library --> Change

Copy and then Modify (Add and Delete attributes)

Create: Creates a custom library for your reports


Create a Library for your Reports

Report Painter --> Report Writer --> Library --> Create

Start name with a Z

Display Existing Libraries:

Report Painter --> Report Writer --> Library --> Display --> Utilities -> Catalog

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Library Maintenance
Characteristics
Name X X X X X X Controlling area Cost center Cost element Order Fiscal year Period : : Position 1 2 3 4 5 6 X X X X X X

Key figures
Name Position 1 2 3 4 5 6 Costs Quantity Activity quantity Stat. quantity Costs in obj. currency Variable costs : :

Predef. columns
Name X X X X X X Position 1 2 3 4 5 6 Actual costs Plan costs Act. qty. current period Act. activity fiscal year Stat. quantity plan Disp. activity fiscal year : :

LIBRARY : Z01 TABLE : CCSS CSU Description: Cost Center Accounting Reports

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Report Painter: Models


Model = Template Sets of Rows OR Columns You May Want to Re-use

Models are Static: If you Change a Model you Must Change All Reports That Use the Model OR Have Reports with Different Versions of the Model
Report Painter --> Model --> Create

Use for column Definition: Within Report Definition: Edit --> Columns --> Get Column Model Edit Rows -- > Get Row Model (for Rows)

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Flexible Reports with Variables


KOKRS GJAHR Controlling area &1KOKRE

?
PERBL

?
KSTAR

Fiscal year &1GJAHV - &1GJAHB

Period &1PERIV - &1PERIB

Cost Element & 1KSTAR

Resulting selection screen: Controlling area from fiscal year to fiscal year ----------------------------------------

CSU element group (set) Cost or value(s) Chico


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from period to period

-----------------------------------------------------------

Using Variables in Report Painter


Variable: Defined Parameter that Users fill in at Run Time

Year, Starting Period and Ending Period, etc. for the Data

Types of Variables:

Value: single Value such as Controlling Area, Company Code, Work Center, Plant, etc.

Formula: Rolling Periods or Previous June with This June


Set: Set up groups that corresponds to the way the data are structured. For example, Groups in CO can be used as a Set Parameter

Find parameter ID through technical info in field definition

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Value Variables
Variable Field name 1PERIV PERBL
Entry: Characteristic values Controlling area: Fiscal year: 001 1996 to Period: to Cost center: 1PERIV 1PERIB

Default value Description Table

1 from period CCSS

to

Use parameter ID

or group

1KOSET

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Formula Variables
Default values from the system

1. Current year? MILLER 2. Previous year?

Formula variable 1GJAHLJ: System exit that determines the current fiscal year from the controlling area and the fiscal year variant. Formula variable 1GJAHVJ: Internal variable that determines the previous year 1GJAHVJ = 1GJAHLJ - 1

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Variables for Groups (Set Variables)


Entry: Characteristic values Controlling area: Fiscal year: 0001 1996 to Period: 1PERIV

Variable

1KOSET

Field name
Reference set Description Table

KOSTL
1-S-KOSTL-AL Cost center group CCSS

to
Cost center: to or group

1PERIB

1KOSET

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Adding Blocks and Sections


Block: Columns that are grouped together

Example: Sales report in $ by Product vs Quantity by Product

Row Structure is identical for all column blocks


Menu Path: Go To --> New Column Block

Section: Rows that are grouped together

Example: Planned and Actual Costs by Cost Center and by Product Group Column Structure is identical for all row blocks Menu Path: Go To --> New Section

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Sections Example
Cost elements 400000 400100 : Activity types Direct labor hours Direct repair hours : Actual Plan Var. Actual Plan Var.

Section 1

Section 2

Stat. key figures


Employee Telephone costs : CSU

Actual

Plan

Section 3

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Column Blocks Example


Column block 1: Costs
Cost elem. Act. costs Plan costs Var.

Column block 2: Quantities


Cost elem. Act. qty Plan qty. Var.

400000 400100 400200 : * Total

... ... ... : ...

... ... ... : ...

... ... ... : ...

400000 400100 400200 : * Total

... ... ... : ...

... ... ... : ...

... ... ... : ...

identical row structure

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Adding Text to a Report


Types of Text

Title page

Header (top of every page)


Footer (foot of every page) Last Page

Entering Text

Menu Path: Extras --> Report Text Enter directly Can also use variables, parameters, characteristics, etc.

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Entering Text
Standard variables
Report name: From period: Fiscal year : Cost center: < < > > > > > Page: < > To period: < > Report name Page number Date of selection Author of report Library description ...... for example

<
<

Person responsible: <

Selection parameters
for example From period (value) To period (value) Fiscal year (value) ....

Special variables

Characteristics
for example Controlling area Cost center

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for example, person responsible for the cost center

Standard Layouts
Standard layouts used in many companies so all reports have same look and feel

Basically a Corporate Template for reports


Define a Standard in layouts

Menu Path: Report Writer --> Standard layout --> Create Attach a layout to a report by displaying it -- this is used for the report you are working on Defaults provided by SAP (see drop down list)

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Layout Settings
Column width No. format +/- sign Text type

---------

---------

---------

---------

Level of detail

Cost element 4200 Salaries .... .... .... .... .... .... .... .... .... .... .... .... .... .... .... ....

Color

4300 Wages 4400 Add. costs

* Total

Overscore and underscore

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Standard Layout
Report Definition Column totals Totals position X left right Layout Column width Right margin Unit width 1 to 5 X 3 characters Standard Layout: TRAINING Column break none X line

Other character

Other value

Variants

1 to 5

Column texts Text type Alignment Master data text Left-justified X Field value and text X Centered Field name and fld value Right-justified Field value Suppress

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Miscellaneous Suppress zero columns Underline col. break character

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Calculations in Report Painter


Cells are given Z values as you click on cells you want to use for calculations

Suppress Rows and Columns that you want to use for calculations but dont want to show

Z001

Z002

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Cells in Formula Columns


Section 1
Costs Act. Plan Act. per employee
Key figure with characteristics

Predefined column
Formula

Formula:
X001 / Z001

Section 2
Stat. key figures Employee
Z001 Employee / actual Actual costs

Actual

Plan

Telephone units

CSU ChicoCell Z001


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X001

X002

Plan costs

Calculation Using Cells


Section 1: Costs
Plan Actual Act./Empl.

Section 2: Stat. actual key figures


Plan Telephone units Actual

Total

Employee

Section 3: Important statistics


Plan Costs / Employee Telephone units / Employee CSU Actual

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Sections with Calculated Key Figures


Section 1
Costs Actual Plan Var.

Section 2
Stat. key figures Actual Plan

.............
............. ............. .............

Employee
Telephone costs Cell Z002 Formula: Z001 / Z002

.............
Total

Cell Z001

Section 3
Actual Plan Z001 Z002
Costs / Actual Employee / Act.

Costs per employee CSU

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Suppressed Rows and Columns


Order
1000
Debit previous year (Period 1 - 13) Debit current year (Period 1 - 4) Total debit (Column 1 + Column 2)

1.000

500

1.500

2000
3000

4.000
700

1.000
300

5.000
1.000

4000

2.000

2.000

4.000

CSU Chico suppressed columns


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Additional Considerations
Variation: Allows you to run the same report at detail or summary level determined at run time

Define the Variation function in Report Definition under General Data Selection At Run time push variation button and select the desired variation level Execute the Report Group

Multiple Selection: Run the same report but separate every time by variable, I.e. Cost Center

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Multiple Selection

Example CoArea from 0001 to 0002 (or set)

Reports to be output
CoArea 0001 FYear 1992 CoArea 0001 FYear 1993 4 combinations 1 2 3 4 CoArea 0002 FYear 1992 CoArea 0002 FYear 1993

FYear from 1992 to 1993 (or set)

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Multiple Selection (continued)


Hierarchy S02000

S02000 Warehouse

S02000 ENERGY

-2210 Electricity
S02110 Warehouse1 S02120 Warehouse2 -2220 Water -2230 Gas

Fixed

Hierarchy

Selected groups

X "" ""

"" X ""

S02000 1 Area report all sets 5 Reports only basic sets S02110, S02120, S02200 3 Reports

(or value(s) from . . .to)


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CSU Chico

Variation
S02000

S02000 Warehouse

S02000 ENERGY -2240 Electricity -2250 Water -2260 Gas

S02110 Warehouse 1

S02120 Warehouse 2

- 2210 Incoming warehouse

- 2220 Outgoing warehouse - 2230 Semi-finished product


Variation

Explode

Do not explode

Single values

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Leveraging Existing Reports


Run a Report in SAP

Extras --> Display Definition

Extras --> Technical Info (drill down on Program name)


Shows you ABAP code

Copy from these reports and then modify

When you create the report use Options --> Copy From

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SAP AG