Report Painter - User Manual v 1.1

Table of Contents 1.

Library...................................................................................4

1.1

Create Library.............................................................................................................. 4

1.1.1

1.2

1.2.1 1.2.2 1.2.3

1.3 1.4

2.

Header Information............................................................................................................5

Change Library............................................................................................................ 7 Add / Remove Characteristic.............................................................................................8 Add / Remove Basic Key Figure.......................................................................................11 Add / Remove Key Figure.................................................................................................13

Display Library........................................................................................................... 15 Delete Library............................................................................................................. 16

Sets.....................................................................................18

2.1

Create Set.................................................................................................................. 18

2.1.1 2.1.2 2.1.3 2.1.4

2.2 2.3 2.4

3.

Create Create Create Create

Basic Set...............................................................................................................18 single set..............................................................................................................23 Key Figure............................................................................................................26 Multi Set...............................................................................................................28

Change Set................................................................................................................ 30 Display Set................................................................................................................. 32 Delete Set.................................................................................................................. 33

Report.................................................................................35

3.1

Create Report............................................................................................................ 35

3.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.1.6 3.1.7 3.1.8

3.2 3.3 3.4

4. 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 4.12 4.13 4.14 4.15 4.16 4.17 4.18

Create Report...................................................................................................................35 Create Report’s Row........................................................................................................37 Create Report’s Column...................................................................................................40 Create Report’s General data selection...........................................................................42 Create Report’s Variation.................................................................................................43 Create Report’s Layout....................................................................................................44 Assign Report Group to the report...................................................................................45 Save report......................................................................................................................47

Change Report........................................................................................................... 48 Display Report........................................................................................................... 50 Delete Report............................................................................................................. 52

Build A Report from Standard SAP library......................53 Step 1......................................................................................................................... 53 Step 2......................................................................................................................... 54 Step 3......................................................................................................................... 56 Step 4......................................................................................................................... 57 Step 5......................................................................................................................... 59 Step 6......................................................................................................................... 59 Step 7......................................................................................................................... 61 Step 8......................................................................................................................... 61 Step 9......................................................................................................................... 63 Step 10.................................................................................................................. 64 Step 11................................................................................................................... 66 Step 12.................................................................................................................. 68 Step 13.................................................................................................................. 70 Step 14.................................................................................................................. 72 Step 15.................................................................................................................. 74 Step 16.................................................................................................................. 75 Step 17.................................................................................................................. 77 Step 18.................................................................................................................. 77

1. Library Trigger: Required a new report apart from the standard or customize report delivered Business Process Overview All reports are in libraries. A library is a collection of characteristics, basic key figures, and key figures  A characteristic (called a field or dimension in previous releases) is a nonnumeric field. Examples of characteristics are account, cost center, and business area.  A basic key figure (key figure in previous releases) is a numerical value field. Examples of basic key figures:local currency, total costs, and activity quantity.  A key figure consists of a basic key figure and one or more characteristics. Using predefined columns, you can define standard columns that you can then use in your reports repeatedly. Examples of key figures:actual costs in current year, plan costs in closed year. The reports contained in the library can only use the characteristics, basic key figures, and key figures defined for this specific library.

1.1 Create Library Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Report Writer  Library  Create GR21

Procedure:

Field Name

R/O/C

Description

Library

R

Give a name to the new library. SAP standard naming conversion for customize object commonly start with the letter “Z” This new library is limited to 3 chars and you are not able to use an existing library name.

Table (new entry)

R

Table contains the data you want to use in your report. Example: CCSS for overhead cost controlling or FAGLFLEXT for GL Please use the search help or “F4” button to view the table description

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information:

1. Enter a new library 2. Enter the table 3. If you want to create a library by copying an existing library, enter the name of the library that you want to copy in the Copy from - Library field. 4. Choose Header button

1.1.1 Header Information General information and authorization group of the library

Field Name

R/O/C

Description

R

Description

The description of the library The text which will appear in the search help

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information: 1. Enter description 2. Choose Save button

1.2 Change Library

Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Report Writer  Library  Change GR22

Procedure:

Field Name

R/O/C

Description

R

Give a name to the new library. SAP standard naming conversion for customize object commonly start with the letter “Z” or “Y” This new library is limited to 3 chars and you are not able to use an existing library name.

Library

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information: 1. Enter library 2. Choose Header Button 3. Overwrite existing values with your changes 4. Choose Save button 5. Choose Extras  history to view the change history of the library

1.2.1 Add / Remove Characteristic

The characteristics you assign to the library determine the characteristics you can use in the reports contained in the library. The system automatically adds the characteristics to the library that are needed in any case

Field Name

R/O/C

Description

O

For each field in a library you can enter a set which is then proposed automatically as a selection set when you create a new report (but not when you copy a report using a reference).

Default Set

This is very useful if all reports in a library always use the same selection set. Pos

C

Position in the Report Painter selection list.

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information: 1. Choose the Characteristic by selecting the checkbox (If a characteristic is already selected, this means that it was selected by the system automatically) 2. To remove a characteristic from the library, deselecting the checkbox. (You cannot deselect the characteristics that are selected by the system automatically)

3. If required, enter a standard selection set for the characteristic, for information on SET creation please refer to section 2 “Sets” (If all or most of the reports contained in the library use the same set as the selection set, you should enter this as the standard selection set. This standard selection set is then displayed when you create a report assigned to this library). 4. Enter a consecutive number in Pos; this defines the order in which the characteristics defined in the library appear in the Report Painter selection lists 5. Choose Save button

1.2.2 Add / Remove Basic Key Figure The Basic key figures you define for a library in the column definition of the reports contained n the library. Key figures are made up of a basic key figure and selection criteria for one or more characteristics.

Field Name

R/O/C

Pos

C

Description Position in the Report Painter selection list.

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information: 1. Choose the Basic Key Figure by selecting the checkbox (All basic key figures are automatically assigned to the library) 2. To remove a Basic Key Figure from the library, deselecting the checkbox. 3. Enter a consecutive number in Pos. This number determines the order in which the basic key figures defined in the library appear in the Report Painter selection lists. (This allows you to position basic key figures that you use regularly in your reports at the beginning of the selection lists.) 4. Choose Save button

1.2.3 Add / Remove Key Figure The key figures you define for a library in the column definition of the reports contained n the library. Key figures are made up of a basic key figure and selection criteria for one or more characteristics.

Field Name

R/O/C

Pos

C

Description Position in the Report Painter selection list.

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information:

1. Choose the Key Figure by selecting the checkbox (All basic key figures are automatically assigned to the library) 2. To remove a Key Figure from the library, deselecting the checkbox. 3. Enter a consecutive number in Pos. This number determines the order in which the key figures defined in the library appear in the Report Painter selection lists. (This allows you to position key figures that you use regularly in your reports at the beginning of the selection lists. 4. Choose Save button

1.3 Display Library

Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Report Writer  Library  Display GR23

Procedure:

Field Name

R/O/C

Description

R

Give a name to the new library. SAP standard naming conversion for customize object commonly start with the letter “Z” or “Y” This new library is limited to 3 chars and you are not able to use an existing library name.

Library

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information: 1. Enter library 2. Choose Header Button

1.4 Delete Library

Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Report Writer  Library  Delete GR24

Procedure:

Field Name

R/O/C

Description

R

Give a name to the new library. SAP standard naming conversion for customize object commonly start with the letter “Z” or “Y” This new library is limited to 3 chars and you are not able to use an existing library name.

Library

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information: 1. Enter library 2. Choose Delete

If you delete existing library characteristics, basic key figures, or key figures, an error will occur during the next generation of any reports in this library that still use the deleted characteristics, basic key figures, and/or key figures.

2. Sets Trigger: The Report Painter uses sets to structure and select report data. Report structure and contents are defined according to the sets that are used for rows, columns, and selection criteria. (Use the set in the library’s characteristic) Business Process Overview You can use sets as:  A row block The row block contains the characteristics that you want to include in the rows of your report (for example, cost center and account numbers). 

A column block The column block contains the characteristics that you want to include in the columns of your report (for example, periods, currencies, and amounts).



General selection criteria The selection criteria contain the characteristics that you want to use to select the report data (for example, year, period, company, and ledger).

Before you can begin creating a report, you must first create the sets that the report will use. If the sets you need already exist in your system, you do not need to create new sets for a report. Also, since sets are not report-specific, you can use the same sets for more than one report.

2.1 Create Set 2.1.1 Create Basic Set A basic set contains values from one dimension. If you define a basic set for the dimension Account, all values in the set must be accounts.

Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report Painter  Report Writer  Set  Create GS01

Procedure:

R/O/C

Description

Set Name

Field Name

R

Give a name to the new set. SAP standard naming conversion for customize object commonly start with the letter “Z” This new library is limited to 24 chars and you are not able to use an existing Set name.

Table

R

Choose value “FAGLFLEXT”

Field Name

R/O/C

Set Type

R

Description

Basic Set - These contain specific values, such as account and cost center numbers. Single Set – Single-dimension sets are used to create set hierarchies by combining basic sets and other single-dimension sets that use the same dimension. Multi Set – Multi-dimension sets are used to create set hierarchies with sets that use different dimensions. Key Figure Set - These contain specific basic key figures (such as transaction and local currency). You can combine a basic key figure with one or more additional dimensions to create your own key figures.

R- Required field, O – Optional field, C – Conditional field Enter / Choose the following information: 1. Enter Set Name 2. Enter table 3. Choose a Set Type (depending on the set you wish to build) 4. Press “Enter” on keyboard Choose RACCT – Account Number

Field Name

Field Name

R/O/C

R

Description

Field name from the database table you previously selected

R- Required field, O – Optional field, C – Conditional field 5. Choose to continue

Field Name

R/O/C

Description

Description of the set

O

Enter the description beside the basic set Recommend you enter the description for easy reference

From Value

R

Select the value for the field you selected

To Value

O

Select the value for the field you selected

short text of set line

O

The description for the value

R- Required field, O – Optional field, C – Conditional field 6. Enter the From value 7. Enter the To value (if required) 8. Enter the short text of set line 9. Choose Save button

2.1.2 Create single set You use single-dimension sets to build hierarchies within a dimension. You create singledimension sets by combining basic sets and/or other single-dimension sets that use the same dimension. Example:

Click Enter Give wild card search

Field Name

R/O/C

Description

Description of the set

O

Enter the description beside the single set Recommend you enter the description for easy reference

Set Name

R

Select the set name (basic set)

R- Required field, O – Optional field, C – Conditional field 1. Enter the Set Name 2. Choose Save button

2.1.3 Create Key Figure A key figure set is similar to a basic set because it contains specific set values. However, a key figure set contains specific key figures. A basic key figure refers to a numerical value field stored in a database table. You can combine a basic key figure with one or more additional characteristics entered in a set to create a key figure. The set determines additional selection conditions, such as the record type (actual or plan data) and the plan version.

R/O/C

Description

Description of the key figure set

Field Name

O

Enter the description beside the key figure set Recommend you enter the description for easy reference

Key figure

R

Select a key Figure

R- Required field, O – Optional field, C – Conditional field 1. Enter Key Figure 2. Enter the short text of set line 3. Choose Save button

2.1.4 Create Multi Set You use multi-dimension sets to create combinations of sets that use more than one dimension. You create multi-dimension sets using basic, data, and single-dimension sets.

R/O/C

Description

Description of the set

Field Name

O

Enter the description beside the multi set Recommend you enter the description for easy reference

Set Name

R

Select the set name

R- Required field, O – Optional field, C – Conditional field 1. Enter the Set Name 2. Choose Save button

2.2 Change Set Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Report Writer  Set  Change GS02

Procedure:

Field Name

Set Name

R/O/C

R

Description

Select the set name

R- Required field, O – Optional field, C – Conditional field 1. Enter set name 2. Hit “Enter” on keyboard

Field Name

R/O/C

R- Required field, O – Optional field, C – Conditional field 3. Enter set name 4. Hit “Enter” on keyboard 5. Choose Save button

Description

2.3 Display Set Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Report Writer  Set  Display GS03

Procedure:

Field Name

R/O/C

Set Name

R

Description

Select the set name

R- Required field, O – Optional field, C – Conditional field 1. Enter set name 2. Hit “Enter” on keyboard

Field Name

R/O/C

Description

R- Required field, O – Optional field, C – Conditional field

2.4 Delete Set Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Report Writer  Set  Delete GS04

Procedure:

Field Name

Set Name

R/O/C

R

Description

Select the set name

R- Required field, O – Optional field, C – Conditional field

1. Enter set name 2. Hit “Enter” on keyboard

Note: You cannot delete a set which is used in another set or used in report.

3. Report Trigger: Report Painter reports using a graphical report structure, which forms the basis for the report definition. This graphical structure displays the report rows and columns as they will appear in the final report when the report data is output. Business Process Overview Report Painter reports using a graphical report structure, which forms the basis for the report definition. This graphical structure displays the report rows and columns as they will appear in the final report when the report data is output.

3.1 Create Report 3.1.1 Create Report Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Create GRR1

Procedure:

Field Name

R/O/C

Description

Library

R

Selected the library for the report

Report

R

Give a name to the new Report. SAP standard naming conversion for customize object commonly start with the letter “Z” OR “Y” This new library is limited to 8 chars and you are not able to use an existing report name.

Description

R

Report Description

Report (copy from)

C

Only use when you want to copy another report

R- Required field, O – Optional field, C – Conditional field 1. Choose the Library 2. Enter the Report

3. Enter the report description 4. Choose button to create

5. Enter the section description

3.1.2 Create Report’s Row 6. Double click on row to set up the rows

7. Select the characteristic 8. Enter the value for the selected characteristic 9. Choose button 10. Choose button

3.1.2.1 Explode Row

11. Select the row to explode 12. Select edit 13. Select rows

14. Select explode

Select Expand

3.1.2.2 Create Row’s Formula 15. Double click a new row

16. Select formula 17. Choose button

18. Select ID 19. Formulate the formula 20. Choose button

3.1.3 Create Report’s Column 21. Double click on column to set up the column

22. Choose key figure with characteristics or predefined key figure 23. Choose button

24. Select basic key figure 25. Enter the value for the selected characteristic (if required) 26. Choose button 27. Choose button

3.1.3.1 Create Column’s Formula 28. Double click a new column 29. Choose formula 30. Choose button

31. Select ID 32. Formulate the formula

33. Choose button

3.1.4 Create Report’s General data selection 34. Choose to set up the

general data selection

35. Choose the characteristic for your selection screen 36. Enter the value either using a variable or default value 37. Choose button 38. Choose button

3.1.5 Create Report’s Variation 39. Select Edit 40. Select Variation

41. Select Expand 42. Choose button 43. Below is an example of the output using variant expand

3.1.6 Create Report’s Layout 44. Select formatting 45. Select report layout

46. Enter your preferred setting.

3.1.7 Assign Report Group to the report 47. Select Environment 48. Select Assign report group

49. Enter a new Report Group (please start the group with the letter “Z” or “Y”

50. Choose button to assign

3.1.8 Save report

51. Choose button to save the

report

3.2 Change Report Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Change GRR2

Procedure:

1. Choose the report you wish to change.

2. Made the required changes 3. Choose button

3.3 Display Report Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Display GRR3

Procedure:

1. Choose the report you wish to Display.

3.4 Delete Report Access Transaction: Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Delete GRR4

Procedure:

1. Hit “Enter” on keyboard

4. Build A Report from Standard SAP library Trigger: Report Painter example Business Process Overview Report Painter example.

4.1 Step 1 Create a new library from Standard SAP library Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Report Writer  Library  Create GR21

1. E nt e r

library = ZF1 2. Library (copy from) = 1VK 3. Choose header button 4. Enter a new description = Z: CC: training Library 1VK 5. Choose characteristic button 6. Check the Company Code 7. Enter Pos = 25

8. Choose button to save report

4.2 Step 2 Create a new report Via Menu Path Via Transaction Code

SAP Menu  Information systems  Ad Hoc Reports  Report painter  Create GRR1

1. E n t e r

library = ZF1 2. Enter report = ZRP-0001 3. Enter description = RP trg01 4. Choose Create button

4.3 Step 3 Define the lead column 1. Double click on lead column 2. Enter short field = cost ele. 3. Enter medium field = cost element 4. Enter long field = cost element

5. Choose button

4.4 Step 4 Define the row 1. Double click on row 1 2. Select Dr/Cr ind. CO from the available characteristics 3. Select cost element from the available characteristics 4. Choose button to move the

characteristic

5. Check set and variables for cost

element

6. Enter 1KSTAR in the from column

for cost element

7. Enter Dr/Cr ind. CO = S

8. Choose button to change the text 9. Choo se

button 10. Choose button to check 11. Choose button to confirm

4.5 Step 5 Explode Row Debit

1. Select the debit row 2. Select Edit -> Rows -> Explode 3. Choose expand 4. 4. 4. 4. 4. 4. 4. 4. Choose button

4.6 Step 6 Define the row 1. Double click on row 2 2. Select Dr/Cr ind. CO from the available characteristics 3. Select cost element from the available characteristics 4. Choose button to move the

characteristic

5. Check set and variables for cost

element

6. Enter 1KSTAR in the from column

for cost element

7. Enter Dr/Cr ind. CO = A 8. Choose button 9. Enter Dr/Cr ind. CO = H 10. Choose button 11. Enter Dr/Cr ind. CO = L

12. Choose button to change the text

13. Choo se

button 14. Choose button to check 15. Choose button to confirm

4.7 Step 7 Explode Row Credit 1. Select the credit row 2. Select Edit -> Rows -> Explode 3. Choose expand for cost element 4. 4. 4. 4. 4. 4. 4. 4. 4. Choose button

4.8 Step 8 Underscore debit and credit 1. Select the debit row 2. Go to formatting -> Row

3. Check Underscore

5. Choose button 4. Do the same for Credit

4.9 Step 9 Row’s Formula 1. Double click on the row 3

2. Choose Formula 3. Choose button 4. Choose Y001 Debit 5. Choose “+” sign 6. Choose Y002 Credit

7. C h o o s e

button 8. Enter short field = Over/Under 9. Enter Medium field = Over/Underabsorption 10. Enter long field = Over/Underabsorption 11. Choos e button

4.10 Step 10 Extent the Lead column width 1. Go to formatting -> Report layout

2. Choose Lead Column tab 3. Change the value for Lead column – Width = 50 4. Choose button

4.11 Step 11 Define the Column 1. Double Click on column 1 2. Choos e key figure with

characteristics 3. Choose button 4. Choose Cost for the basic key Figure 5. Select value type 6. Select version 7. Select valuation 8. Move the 3 characteristics to selected characteristics

9. Enter value type = 4 10. Enter version = 0 11. Check variable 12. Enter valuation = 1VALUTP

13. Choose button for column text 14. Enter short field = Act. Costs 15. Enter Medium field = Actual Costs 16. Enter Long field = Actual Costs 17. Choos e button

18. Choose button to check 19. Choose button to confirm

4.12 Step 12 Define the Column 1. Double Click on column 2 2. Choos e key figure with

characteristics 3. Choose button 4. Choose Cost for the basic key Figure 5. Enter value type = 1 6. Check variable 7. Enter version = 1VERP 8. Enter valuation = 0

9. Choose button for column text 10. Enter short field = Plan Costs 11. Enter Medium field = Planned Costs 12. Enter Long field = Planned Costs 13. Choos e button 14. Choos e button to check 15. Choos e button to confirm

4.13 Step 13 Column’s formula 1. Double click on column 3 2. Choose formula 3. Choose button 4. Choose X001 5. Choose “-“ sign 6. Choose X002 7. C h o o s e

button 8. Enter short field = Var.(Abs.) 9. Enter Medium field = Var.(Abs.)

10. Enter Long field = Var.(Abs.) 11. Choo se

button

4.14 Step 14 Report Data Selection 1. Go to Edit -> Gen. data selection

2. Select CO Area 3. Select Cost Center 4. Select Fiscal Year

5. Select Period 6. Move the 4 characteristics to selected characteristics 7. Check from CO Area 8. Enter CO Area = 1KOKRE 9. Check from Cost Center 10. Enter Cost Center = 1KOSET 11. Check from Fiscal Year 12. Enter Fiscal Year = 1GJAHR 13. Check from Period 14. Enter Period (from) = 1PERIV 15. Check from Period 16. Enter Period (from) = 1PERIB

17. Choose button to check 18. Choose button to confirm

4.15 Step 15 Variation 1. Go to Edit -> Variation

2. Choose expand for Cost Center

3. Choose button

4.16 Step 16 Assign Report group 1. Go to Environment -> Assign report Group

2. Enter report Group = ZRG1 3. Choose button

1. Choose button to create

4.17 Step 17 Save Report 1. Choose button to save report

4.18 Step 18 Run Report 1. Choose button to run report