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

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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 Plan Var.

Do not explode Total 30.000 20.000 10.000

Cost element group

Cost elements Actual Plan Var.
Total
400000 5.000 5.000
400100 5.000 5.000
Explode * Group 1 10.000 5.000 5.000
400000 600000 10.000 10.000
Group 1
400100 600100 10.000 5.000 5.000
* Group 2 20.000 15.000 5.000
** Total 30.000 20.000 10.000
Group 2 600000
600100
Cost elements Actual Plan Var.

400000 5.000 5.000

400100 5.000 5.000
600000 10.000 10.000
Single values
CSU Chico 600100 10.000 5.000 5.000

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

- Key figures
Value fields in selected
data records
- content-related
- Predefined columns reports
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 Key figures Predef. columns

Name Position Name Position Name Position

X Controlling area 1 X Costs 1 X Actual costs 1

2 X Quantity 2 X Plan costs 2
3 X Activity quantity 3 X Act. qty. current period 3
4 X Stat. quantity 4 X Act. activity fiscal year 4
X Cost center 5 X Costs in obj. currency 5 X Stat. quantity plan 5
6 X Variable costs 6 X Disp. activity fiscal year 6
X Cost element : :
: :
X Order
X Fiscal year
X Period
:
:

LIBRARY : Z01
CSUTABLE
Chico: CCSS
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 Fiscal year
? &1KOKRE ? &1GJAHV - &1GJAHB

PERBL KSTAR
Period
? &1PERIV - &1PERIB ? Cost Element & 1KSTAR

Resulting selection screen:

Controlling area --------------
from fiscal year --------------
to fiscal year --------------

from period --------------

to period --------------
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Cost element group (set) -------------------------
or value(s) ----- -----
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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

Entry: Characteristic values

Variable 1PERIV
Field name PERBL Controlling area: 001

Fiscal year: 1996

to
Default value 1
Period: 1PERIV
Description from period
to 1PERIB
Table CCSS
Cost center:
to

or group 1KOSET
Use parameter ID
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Formula Variables

1. Current year? Default values

from the system
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: 0001

Fiscal year: 1996

to
Variable 1KOSET
Field name KOSTL Period: 1PERIV
to 1PERIB
Cost center:
Reference set 1-S-KOSTL-AL
to
Description Cost center group
or group 1KOSET
Table CCSS

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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 Actual Plan Var.

400000
400100 Section 1
:

Activity types Actual Plan Var.

Direct labor hours

Direct repair hours
Section 2
:

Stat. key figures Actual Plan

Employee
Telephone costs
Section 3
: CSU Chico

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 Column Blocks Example

Column block 1: Costs Column block 2: Quantities

Cost elem. Act. costs Plan costs Var. Cost elem. Act. qty Plan qty. Var.

400000 ... ... ... 400000 ... ... ...

400100 ... ... ... 400100 ... ... ...

400200 ... ... ... 400200 ... ... ...

: : : : : : : :

* Total ... ... ... * 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: < > Page: < > for example
From period: < > To period: < >
Fiscal year : < > Report name
Page number
Cost center: < > Date of selection
Author of report
Person responsible: < >
Library description
......

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

Special variables Characteristics

for example
for example, person responsible for Controlling area
CSU Chico the cost center Cost center

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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

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

Cost element
Level of detail
4200 Salaries .... .... .... ....
4300 Wages .... .... .... ....
Color 4400 Add. costs .... .... .... ....

* Total .... .... .... ....

Overscore and
underscore

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Standard Layout
Report Definition
Standard Layout: TRAINING
Column totals
Totals position Column break
X left none
right X line Other character

Layout
Column width
Right margin

Unit width
1 to 5
X 3 characters Other value Variants 1 to 5

Column texts
Text type Alignment Miscellaneous
Master data text Left-justified Suppress zero columns
X Field value and text X Centered Underline col. break
Field name and fld value Right-justified character
Field value CSU Chico
Suppress

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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 Actual Plan

Employee
Z001 Employee / actual
Telephone units
X001 Actual costs
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X002 Plan costs
Cell Z001
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 Calculation Using Cells
Section 1: Section 2:
Costs Plan Actual Act./Empl.
Act./Empl. Stat. actual key figures
Plan Actual
Telephone
units
units

Total Employee
Employee
Total

Section 3: Important statistics

Plan
Plan Actual
Actual

Costs
Costs // Employee
Employee

Telephone
Telephone units
units //
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Employee
Employee

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 Sections with Calculated Key Figures
Section 1 Section 2
Costs Actual Plan Var. Stat. key figures Actual Plan
............. Employee
.............
Telephone costs
.............
.............
Cell Z002
.............
Total Formula:
Z001 / Z002

Cell Z001
Section 3
Actual Plan Z001 Costs / Actual

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Costs per employee Z002 Employee / Act.

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Suppressed Rows and Columns

Debit previous year Debit current year Total debit

Order (Period 1 - 13) (Period 1 - 4) (Column 1 + Column 2)

1000 1.000 500 1.500

2000 4.000 1.000 5.000

3000 700 300 1.000

4000 2.000 2.000 4.000

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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
Reports to be output
CoArea from 0001 to 0002
(or set)
CoArea 0001
FYear from 1992 to 1993 FYear 1992
(or set) CoArea 0001
FYear 1993
CoArea 0002
1
4 FYear 1992
combinations CoArea 0002
2 FYear 1993
3
4

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Multiple Selection (continued)
Hierarchy S02000

S02000 S02000
Warehouse ENERGY

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

Fixed Hierarchy Selected groups

X "" S02000 1 Area report

"" X all sets 5 Reports
"" "" only basic sets S02110, S02120, S02200
3 Reports
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(or value(s) from . . .to)

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Variation
S02000

S02000 S02000
Warehouse ENERGY

-2240 Electricity
S02110 S02120 -2250 Water
Warehouse 1 Warehouse 2 -2260 Gas

- 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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