TFIN22_2_EN_Col95_FV_Part_A4 1

TFIN22_2Management Accounting II

SAP ERP - Financials

Date

Training Center

Instructors

Education Website

Participant HandbookCourse Version: 95Course Duration: 5 Day(s)Material Number: 50099821

An SAP course - use it to learn, reference it for work

Copyright

Copyright © 2011 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purposewithout the express permission of SAP AG. The information contained herein may be changedwithout prior notice.

Some software products marketed by SAP AG and its distributors contain proprietary softwarecomponents of other software vendors.

Trademarks

• Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® areregistered trademarks of Microsoft Corporation.

• IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®,S/390®, AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.

• ORACLE® is a registered trademark of ORACLE Corporation.• INFORMIX®-OnLine for SAP and INFORMIX® Dynamic ServerTM are registered

trademarks of Informix Software Incorporated.• UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.• Citrix®, the Citrix logo, ICA®, Program Neighborhood®, MetaFrame®, WinFrame®,

VideoFrame®, MultiWin® and other Citrix product names referenced herein are trademarksof Citrix Systems, Inc.

• HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, WorldWide Web Consortium, Massachusetts Institute of Technology.

• JAVA® is a registered trademark of Sun Microsystems, Inc.• JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license for

technology invented and implemented by Netscape.• SAP, SAP Logo, R/2, RIVA, R/3, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP

EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.comare trademarks or registered trademarks of SAP AG in Germany and in several other countriesall over the world. All other products mentioned are trademarks or registered trademarks oftheir respective companies.

Disclaimer

THESEMATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAP EXPRESSLYDISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDINGWITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY AND FITNESS FOR APARTICULAR PURPOSE, WITH RESPECT TO THESE MATERIALS AND THE SERVICE,INFORMATION, TEXT, GRAPHICS, LINKS, OR ANY OTHER MATERIALS AND PRODUCTSCONTAINED HEREIN. IN NO EVENT SHALL SAP BE LIABLE FOR ANY DIRECT,INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES OF ANYKIND WHATSOEVER, INCLUDING WITHOUT LIMITATION LOST REVENUES OR LOSTPROFITS, WHICH MAY RESULT FROM THE USE OF THESE MATERIALS OR INCLUDEDSOFTWARE COMPONENTS.

g20111284530

About This HandbookThis handbook is intended to complement the instructor-led presentation of thiscourse, and serve as a source of reference. It is not suitable for self-study.

Typographic ConventionsAmerican English is the standard used in this handbook. The followingtypographic conventions are also used.

Type Style Description

Example text Words or characters that appear on the screen. Theseinclude field names, screen titles, pushbuttons as wellas menu names, paths, and options.

Also used for cross-references to other documentationboth internal and external.

Example text Emphasized words or phrases in body text, titles ofgraphics, and tables

EXAMPLE TEXT Names of elements in the system. These includereport names, program names, transaction codes, tablenames, and individual key words of a programminglanguage, when surrounded by body text, for exampleSELECT and INCLUDE.

Example text Screen output. This includes file and directory namesand their paths, messages, names of variables andparameters, and passages of the source text of aprogram.

Example text Exact user entry. These are words and characters thatyou enter in the system exactly as they appear in thedocumentation.

<Example text> Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriateentries.

2010 © 2011 SAP AG. All rights reserved. iii

About This Handbook TFIN22_2

Icons in Body TextThe following icons are used in this handbook.

Icon Meaning

For more information, tips, or background

Note or further explanation of previous point

Exception or caution

Procedures

Indicates that the item is displayed in the instructor'spresentation.

iv © 2011 SAP AG. All rights reserved. 2010

ContentsCourse Overview ......................................................... vii

Course Goals .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viiCourse Objectives ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Unit 1: Introduction to Report Painter / Report Writer............. 1Report Painter/Report Writer Overview ... . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Unit 2: Creating Reports with Report Painter ..................... 25Structuring Reports .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Generating and Executing Reports .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Unit 3: Model Rows and Columns ................................... 81Using Row and Column Models .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Unit 4: Sections and Horizontal Pages ............................. 95Defining Sections and Horizontal Pages... . . . . . . . . . . . . . . . . . . . . . . . . 97

Unit 5: Formatting Reports ........................................... 133Using Standard Layouts and Format Groups ... . . . . . . . . . . . . . . . . .135

Unit 6: Information System ........................................... 155Overview of Financial Analytics .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156Creating Reports .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .174Financial Analytics in SAP BI.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237

Unit 7: Tools.............................................................. 253Performance Tools .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .254

Index ....................................................................... 275

2010 © 2011 SAP AG. All rights reserved. v

Contents TFIN22_2

vi © 2011 SAP AG. All rights reserved. 2010

Course OverviewThis training course demonstrates the possibilities of creating reports using theReport Painter and drilldowns. For Report Painter reports, this will be shownusing the example of cost center reports. Drilldown reports will be demonstratedwith an example from CO-PA.

Target AudienceThis course is intended for the following audiences:

• Project team members from the Management Accounting departments

Course PrerequisitesRequired Knowledge

• TFIN20 Management Accounting I

Course GoalsThis course will prepare you to:

• Create Report Painter reports• Create drilldown reports

Course ObjectivesAfter completing this course, you will be able to:


2010 © 2011 SAP AG. All rights reserved. vii

Course Overview TFIN22_2

viii © 2011 SAP AG. All rights reserved. 2010

Unit 1Introduction to Report Painter / Report

Writer

Unit OverviewThis unit gives a detailed overview of the two reporting tools in the SAP system –the Report Painter and Report Writer. The reporting tools available in the SAPsystem are listed at the beginning of the unit. Afterwards, the usage optionsof the Report Painter are explained along with the relationships of the variouscomponents of the Report Writer, for example reporting tables, key figures andlibraries.

Unit ObjectivesAfter completing this unit, you will be able to:

• List the reporting tools available in SAP System• Explain the uses of the Report Painter• Explain the relationship between the Report Writer components

Unit ContentsLesson: Report Painter/Report Writer Overview... . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Exercise 1: Report Components .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

2010 © 2011 SAP AG. All rights reserved. 1

Unit 1: Introduction to Report Painter / Report Writer TFIN22_2

Figure 1: CA705 Overview Diagram


TFIN22_2 Lesson: Report Painter/Report Writer Overview

Lesson: Report Painter/Report Writer Overview

Lesson OverviewThis lesson provides an overview of the Report Painter and Report Writer. Tobegin with, the lesson lists the reporting tools available in SAP System. Next, thelesson explains the uses of the Report Painter. Finally, the lesson explains therelationship between the various Report Writer components.

Lesson ObjectivesAfter completing this lesson, you will be able to:

• List the reporting tools available in SAP System• Explain the uses of the Report Painter• Explain the relationship between the Report Writer components

Business ExampleYou work as a financial consultant for XYZ Cement Company. The companyneeds Cost Center Accounting reports. You need to create this report using theReport Writer. You begin your task by exploring the various Report Writercomponents to be used for creating this report.



Overview of Reporting Tools and Applications in SAPSystem

Figure 2: Overview of the Reporting Tools in SAP System

Quick Viewer and SAP Query are menu-driven tools that help a user compilelists. SAP Query comprises an extensive suite of functions for defining reportsand compiling various types of reports, such as straightforward lists, statistics, andranked lists. The user can choose the data for the list from any SAP System table.

With the Report Painter, users can report on data from a wide variety ofapplications. The form layout tool enables a user to see the report in the formin which it will appear when the data is output. The Report Writer uses setsexclusively to map the row and column structures, thereby supporting morecomplex reports.

The drill-down reporting facility provided by SAP is an online informationsystem featuring user-friendly functions that help you navigate through your data.It can also be used to evaluate your data on the basis of all the features containedin the data description. With this interactive drill-down reporting facility, you canuse any key figures to describe your report.

The data can be analyzed in the Logistics Information System using bothstandard and flexible analyses. Standard analyses are based on statistics files orinformation structures in the Logistics Information System to which important keyfigures are updated directly from the relevant application. Flexible analyses canbe used to evaluate SAP data structures and form the basis for ad-hoc analyses.



Figure 3: Overview: Applications

The graphic is an overview of the applications that work with the ReportPainter/Writer.

Uses of Report Painter

Figure 4: Using the Report Painter



The graphical user interface (GUI) of the Report Painter can be used for variouspurposes, such as to define:

• Planning layouts• Drill-down reports• Report Writer reports

In this course, you will learn how to compile Report Writer reports using theReport Painter.

Figure 5: Report Painter as a User Interface

The Report Painter performs a similar function to the Report Writer but is mucheasier to use. To create reports with the Report Painter, you do not need to befamiliar with the set concept of the Report Writer.

The Report Painter is based on the What You See Is What You Get (WYSIWYG)principle.

The Report Painter uses a graphical report structure that forms the basis of reportdefinition and displays the rows and columns of the report as they will appearwhen the report is compiled.

The Report Painter represents the interface between the user and Report Writer.Reports created in the Report Painter are converted and executed by the system inthe Report Writer.



Report Writer Components

Figure 6: Report Writer Components

Each Report Writer report is based on a reporting table. With Overhead CostControlling reports, this is the table CCSS. The logical reporting table can includeone or more physical database tables.

The reporting table contains all of the fields that can be used to compile a report.Characteristics are non-numeric fields. Examples of characteristics include“accounts”, “cost centers”, and “business areas”. Basic key figures are numericvalue fields, such as “local currency”, “total cost”, and “activity quantity”.

A key figure comprises a basic key figure and one or more characteristics. You canuse key figures to define standard columns, which you can reuse in your reports.Examples of key figures include “actual costs in the current fiscal year” and“planned costs in the closed fiscal year”.

A library is a collection of characteristics, basic key figures, and key figures thatare selected from the entries in a Report Writer table. SAP ships a wide variety ofstandard libraries. You can also create your own libraries to satisfy your reportingrequirements.

Every new report must be created for a library. Before a report can be run, it mustbe included in a report group. A report group can contain one or more reports.When a report group is generated, executable ABAP programs are created toselect and format the data.



Figure 7: Hierarchy of the Report Writer Components: Example

The reporting table CCSS is shipped for Overhead Cost Controlling reports.

The standard libraries include the library 1 VK Cost Center – Absorption Costingand the library 601 Internal Orders.

Note: Other examples are provided in the Appendix.

Figure 8: Library



Every report is assigned to a library. A library is a collection of characteristics,basic key figures, and key figures that are selected from the entries in a ReportWriter table.

A characteristic is a non-numeric field. Examples of characteristics include“accounts”, “cost centers”, and “business areas”.

A basic key figure is a numeric value field. Examples of key figures include “localcurrency”, “total cost”, and “activity quantity”.

A key figure comprises a basic key figure and one or more characteristics. You canuse key figures to define standard columns, which you can reuse in your reports.Examples of key figures include “actual costs in the current fiscal year” and“planned costs in the closed fiscal year”.

Figure 9: Library Maintenance

The position assigned to the characteristics, basic key figures, and key figureswhen the library is maintained determines the order of these objects when thereport is defined.



Exercise 1: Report Components

Exercise ObjectivesAfter completing this exercise, you will be able to:• Explain the relationship between a Reporting Table, Library, Report Group,

and Report

Business ExampleSince you have to build Report Painter reports to address internal reporting needsin Management Accounting, you use the CCSS table.

You know that there are many other reporting tables out there, and you have heardthat the Report Painter can be used in other application areas as well.

Task 1:Explain the relationship between a Reporting Table, Library, Report Group, andReport.

1. What is the purpose of a reporting table?

2. Name some reporting tables in mySAP ERP and the applications for whichthey were created.

Reporting table Description

3. What is the purpose of a library?

4. For one of the Reporting Tables listed in step 2, locate some of the librariesassociated with that table.

Reporting table Library

5. What is the purpose of a report group?

Continued on next page



Task 2:The report 1SIP-001 is shipped with mySAP ERP. For this report, answer thefollowing questions.

1. Report 1SIP-001

Reporting table

Library

Report group

2. How did you locate the information?




Task 3:Note the characteristics, basic key figures, and key figures of the following report:

Figure 10:

Figure 11:

1. Create library Z## (## = group number) with description ‘CA705 group##’. As a template, use library 1VK. First, delete the selections for all keyfigures, and then, those for all basic key figures. The characteristics, basickey figures, and key figures that you require are listed below.

Content: Library Z##

Characteristics Basic key figures Key figures

Controlling area (KOKRS) Costs (SWKG) Actual costs(ISWKG)

Cost center (KOSTL) Quantities(SMEG)

Actual qty (ISMEG)




Cost elements (KSTAR) Stat qty (SSME) Actual stat qty(ISSME)

Fiscal year (GJAHR) Plan costs(PSWKG)

Period (PERBL) Plan qty (PSMEG)

Value type (WRTTP) Plan stat qty(PSSME)

Version (VERSN)

Statistical key figures (STAGR)

Valuation (VALUTYP)

Position the characteristics, basic key figures, and key figures in the orderthey are listed in the table.



Solution 1: Report ComponentsTask 1:Explain the relationship between a Reporting Table, Library, Report Group, andReport.

1. What is the purpose of a reporting table?

a) Reporting tables contain a list of the characteristics, basic key figures,and key figures that can be used to build your report library. Thesecharacteristics and basic key figures are the data fields accumulatedfor your application area.

2. Name some reporting tables in mySAP ERP and the applications for whichthey were created.


a) ChooseInformation System →Ad Hoc Reports → Report Painter →Utilities → Catalog → Reports – Selection criteria - Table – Possibleentries (F4) or transaction GR3L


CCSS Report Table for Overhead CostControlling

GLPCT EC-PCA Totals Table

KKBC Report Table for Cost ObjectControlling CO Object

S001 SIS: Customer Statistics

3. What is the purpose of a library?

a) A library is a subset of the fields in a reporting table. It can be usedto create a more precise list of characteristics, basic key figures, andkey figures for which you are reporting. Users are authorized to uselibraries. Therefore, libraries can be used to restrict access to certaindata for your report builders.

In addition, libraries can be used to organize reports by their content.




4. For one of the Reporting Tables listed in step 2, locate some of the librariesassociated with that table.


a)


CCSS 1VK, 1AB

GLPCT 8A0, 8A1, 8A2

KKBC 7K0, 7KC, 7KE,…

Choose Information System →Ad Hoc Reports → Report Painter →Utilities → Catalog → Reports – Selection criteria - Library – Possibleentries (F4) or transaction GR3L.

5. What is the purpose of a report group?

a) Report Group helps group similar reports to enhance performance.When reports contain the same characteristics and share the same data,data is selected faster and processing time is shorter because reportdata is selected only once for all reports in the group, as opposed toindividually for each report.

Task 2:The report 1SIP-001 is shipped with mySAP ERP. For this report, answer thefollowing questions.

1. Report 1SIP-001




Reporting table

Library

Report group

a) Report 1SIP-001

Reporting table CCSS

Library 1VK

Report group 1SIP

2. How did you locate the information?

a) Use the Cataloging function to locate information on the report. ChooseInformation Systems → Ad-Hoc Reports → Report Painter → Utilities→ Catalog → Reports or transaction GR3Land enter 1SIP-001in thereport field . Then, execute the report (Goto → Execute) and executeagain and read the technical information by choosing Environment→ Technical Information.




Task 3:Note the characteristics, basic key figures, and key figures of the following report:

Figure 12:

Figure 13:

1. Create library Z## (## = group number) with description ‘CA705 group##’. As a template, use library 1VK. First, delete the selections for all keyfigures, and then, those for all basic key figures. The characteristics, basickey figures, and key figures that you require are listed below.

Content: Library Z##

Characteristics Basic key figures Key figures

Controlling area (KOKRS) Costs (SWKG) Actual costs(ISWKG)

Cost center (KOSTL) Quantities(SMEG)

Actual qty (ISMEG)




Cost elements (KSTAR) Stat qty (SSME) Actual stat qty(ISSME)

Fiscal year (GJAHR) Plan costs(PSWKG)

Period (PERBL) Plan qty (PSMEG)

Value type (WRTTP) Plan stat qty(PSSME)

Version (VERSN)

Statistical key figures (STAGR)

Valuation (VALUTYP)




Position the characteristics, basic key figures, and key figures in the orderthey are listed in the table.

a) Choose Information system → Ad Hoc Reports → Report Painter →Report Writer → Library → Create or transaction GR21.

Library: Z##

Table: Leave blank

Copy from: 1VK

Enter:

Description: CA705 Group ##

Click Key figures.

Deselect all the key figures by choosing Deselect all.

Click Basic key figures.

Deselect all of the basic key figures by choosing Deselect All.

Click Characteristics.

Deselect all of the basic key figures by choosing Deselect All.

Select the characteristics listed in the table above.

Do this by giving them position numbers 1-9.

Arrange the characteristics in the order they are listed in the table.

Click Basic key figures.

Select the basic key figures listed above.

Arrange the basic key figures in the order they are listed in the table.


Click Key figures.

Select the key figures shown in the table.

Position the key figures in the order they are listed in the table.


Save the library with Library → Save or by or Ctrl+S.



Lesson Summary

You should now be able to:• List the reporting tools available in SAP System• Explain the uses of the Report Painter• Explain the relationship between the Report Writer components


Unit Summary TFIN22_2

Unit SummaryYou should now be able to:• List the reporting tools available in SAP System• Explain the uses of the Report Painter• Explain the relationship between the Report Writer components


TFIN22_2 Test Your Knowledge

Test Your Knowledge

1. A Report Writer library is a collection of characteristics, basic key figures,and key figures that are selected from the entries in a Report Painter table.Determine whether this statement is true or false.□ True□ False

2. The providedby mySAP ERP is an online information system featuring user-friendlyfunctions that help navigate data.Fill in the blanks to complete the sentence.

3. What are the uses of the graphical user interface of the Report Painter?


Test Your Knowledge TFIN22_2

Answers

1. A Report Writer library is a collection of characteristics, basic key figures,and key figures that are selected from the entries in a Report Painter table.

Answer: True

A Report Writer library is a collection of characteristics, basic key figures,and key figures that are selected from the entries in a Report Writer table.

2. The drill-down reporting facility provided by mySAP ERP is an onlineinformation system featuring user-friendly functions that help navigate data.

Answer: drill-down reporting facility

3. What are the uses of the graphical user interface of the Report Painter?

Answer: The graphical user interface of the Report Painter can be used todefine planning layouts, drill-down reports, and Report Writer reports.


Unit 2Creating Reports with Report Painter

Unit OverviewThis unit explains how you can structure, generate and execute a report inReport Painter. The structure of a Report Painter report is described at the startof the unit. Afterwards you are instructed as to how to define rows, columnsand general selection criteria in a Report Painter report. An explanation is alsogiven of how reports are generated and executed with the aid of report groups.This encompasses exploding rows and sorting hierarchies in reports. The unitgoes on to describe how variables can be used for the definition of reports and howtext can be entered in reports.


• Define the structure of a Report Painter report• Define rows in a Report Painter report• Define columns in a Report Painter report• Define general data selections in a Report Painter report• Explain how report groups are used to generate and execute reports• Use variables for report definition• Enter text in reports

Unit ContentsLesson: Structuring Reports.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Exercise 2: Components of a Report Painter Report . . . . . . . . . . . . . . . . . . . 35Lesson: Generating and Executing Reports .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Exercise 3: Building and Executing a Report With a Total Row... . . . . 45Exercise 4: Using Hierarchies: Explode function ... . . . . . . . . . . . . . . . . . . . . 53Exercise 5: Using Hierarchies: Sequence (Sort) . . . . . . . . . . . . . . . . . . . . . . . . 63


Unit 2: Creating Reports with Report Painter TFIN22_2

Figure 14: Structure of Report Painter Reports: Overview


TFIN22_2 Lesson: Structuring Reports

Lesson: Structuring Reports

Lesson OverviewThis lesson explains how to structure a Report Painter report. First, the lessondescribes the structure of a Report Painter report. Next, it explains how to definerows and columns in a Report Painter report. Finally, the lesson explains how todefine general data selections in a Report Painter report.


• Define the structure of a Report Painter report• Define rows in a Report Painter report• Define columns in a Report Painter report• Define general data selections in a Report Painter report

Business ExampleYou work as a financial consultant for XYZ Cement Company. You are a memberof the project team responsible for creating reports using Report Painter andReport Writer. The management of your company wants to know how much eachcost center is spending toward each account. You need to create a report usingReport Painter, which shows these details.



Structure of Report Painter Reports

Figure 15: Basic Report Structure

To define a report, you must determine the row and column structure and thegeneral data selection criteria.

Figure 16: Report Painter Report Structures



With the format presented by the Report Painter, you can easily enter rows,columns, and general selection criteria.

The rows constitute characteristic values or groups.

The columns contain basic key figures, such as costs and quantities withcharacteristic values for key figures, which are combinations of predefined basickey figures/characteristic values.

General data selections are carried out using characteristic values, which are validthroughout the entire report.

Defining Rows and Columns

Figure 17: Row and Column Definition

You can use either a combination of characteristic values or a formula to define arow.

Columns contain a combination of a key figure and optional restrictingcharacteristic values. You can also use predefined columns to displaybusiness-relevant combinations of key figures and characteristics, such as, actualcosts in the current period and scheduled activity.



Figure 18: Row Definition

To define rows, you select the characteristics you want to display in these rowsand enter the appropriate values.

You can enter specific values, intervals of values, or a group.

In the report definition, you can use groups created in the master data maintenance.

Figure 19: Formula Rows



You can use the formula editor to define formula rows. The formulas used canrefer to other rows in the same section and to cells selected in the report.

Figure 20: Using Key Figures

SAP delivers a number of predefined columns for the libraries in Overhead CostManagement. You can copy these predefined columns directly into your reportsand modify them as required.

Figure 21: Defining a Single Column



One way to define a column is to combine a key figure with several characteristics.

To restrict the characteristics, you can enter intervals or groups as in the case ofdefining single values for the report rows.

Figure 22: Formula Columns

Using the formula editor, you can calculate additional columns within a section.The formulas used can refer to other columns in the same section or to cellsselected in the report.



Restricting Data in Reports

Figure 23: General Data Selection

After you have defined the rows and columns, you can define additional criteriathat are valid for the entire report. The additional criteria you select will restrictthe data processed in the report. These restrictions are stored in so-called generaldata selections.



Exercise 2: Components of a ReportPainter Report

Exercise ObjectivesAfter completing this exercise, you will be able to:• Explain the following key terms in the Report Painter: Characteristic, basic

key figure, and key figure

Business ExampleManagement requires the summary values for specific cost centers that werederived from certain cost element accounts.

You know that this report is not included in the Management Accounting reportingtree. This means that you have to create it using the Report Painter.

Task:Using your own words, define the key terms associated with Report Painter.

1. What is a characteristic?

2. What is a basic key figure?

3. What is a key figure?

4. What is the purpose of the General Data Selections?



Solution 2: Components of a ReportPainter ReportTask:Using your own words, define the key terms associated with Report Painter.

1. What is a characteristic?

a) A characteristic, also called 'field' or 'dimension' in previous releases, isa non-numeric field. Examples of characteristics include “accounts”,“cost centers”, and “business areas”. The characteristics, whencombined, form a unique key that identifies your data records fordatabase data retrieval. Your organizational elements can be regardedas characteristics.

2. What is a basic key figure?

a) A basic key figure is a value field, such as posted amounts or quantities.Basic key figures are used to determine which value fields are displayedin a report, such as transaction currency, group currency, and quantities.

3. What is a key figure?

a) A key figure contains a basic key figure, which is combined withrestricting characteristics. These characteristics, such as the value typeactual and plan, are used as additions to the basic key figure. For datafields, which are represented frequently in reports, key figures (whichare predefined columns) can be used to define reports more quickly.

4. What is the purpose of the General Data Selections?

a) In addition to the explicit data in the rows and columns, you can alsodefine criteria that are valid throughout the entire report, which can becharacteristic values or characteristic groups, to further restrict the dataprocessed in the report. These restrictions are specified in the generaldata selections. In the report 1SIP-001 shipped with the system, thegeneral data selections contain the characteristics 'Controlling Area','Fiscal year', 'Period', and 'Cost center'.



Lesson Summary

You should now be able to:• Define the structure of a Report Painter report• Define rows in a Report Painter report• Define columns in a Report Painter report• Define general data selections in a Report Painter report



Lesson: Generating and Executing Reports

Lesson OverviewThis lesson explains how report groups are used to generate and execute reports.The lesson also describes how variables can be used for report definition and howtext can be entered in reports.


• Explain how report groups are used to generate and execute reports• Use variables for report definition• Enter text in reports

Business ExampleYou work as a financial consultant for XYZ Cement Company. The managementof the company wants a report with the details of how much each cost center isspending toward each account. You have created this report using the ReportPainter. The company wants you to group this report to a report group. Reportsthat read the same data should be grouped together in report groups to improveprocessing times. Assign this report to a report group and generate and executethe report group.


TFIN22_2 Lesson: Generating and Executing Reports

Using Report Groups

Figure 24: Report Generation and Execution

Before a report can be output, it must be included in a report group.

A report group is a collection of reports in a library that are executed in onerun. Combining several reports in a report group can be useful if the reports areintended to evaluate the same dataset. In this case, the data is read once and thendistributed among different reports.

You cannot process reports from different libraries in the same report group.

When a report group is generated, the system creates ABAP reports that youcan run.

In the first ABAP, inputs are proposed and verified with regard to outputparameters, the data source, and extract parameters. In addition, values or sets areproposed for selection if the report definition contains variables.

In the second ABAP, data is selected from the database.

The last ABAP formats data so that it can be output.



Figure 25: Exploding Report Rows

When using groups or several single values to define rows, you can define whetheronly a totals row is to be displayed, or the complete group hierarchy with subtotalsis to be exploded, or every single value in a row is to be displayed. The system isset up in such a way that only those rows are displayed for which correspondingdata exists.

Sorting Hierarchies

Figure 26: Sorting Hierarchies



If you use a combination of several characteristics in a row block and thisrow block is exploded, you can choose the hierarchical sequence in which thecharacteristics are displayed.

Using Variables in Reports

Figure 27: Flexible Reports with Variables

Instead of using fixed values in the report definition, you can also use variables.When you execute a report group, an input field appears on the report selectionscreen for each variable used.

There are three types of variables: value variables, variables for groups (setvariables), and formula variables.



Defining Text

Figure 28: Texts

You can define texts at the following points within a report:

• Title page• Header• Footer• Final page

When the report is exported, say, to Excel, the worksheet header is taken fromthe exported text. The header and footer in the report are intended for lists and,therefore, do not appear in the worksheet. This also applies to the title page andfinal page.



Figure 29: Entering Text

You can enter text directly for the title page, header, footer, and final page. Youcan also use the following types of text variables:

• General variables• Selection parameters• Characteristics• Special variables



Exercise 3: Building and Executing aReport With a Total Row

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create a Report Painter report• Assign reports to other report groups• Execute a report

Business ExampleThe management wants you to create a report that displays cost center-wise actualcosts vis-à-vis planned costs and the resulting variances for the current year. Youneed to use the Report Painter to create this report.

Task:You have been asked to create a report that contains the following information:

Figure 30:

The general selection criteria throughout the report are the controlling area 1000,the cost center group H1010, the current fiscal year, and the periods 1 - 12.

1. Use the Report Painter to build this report. Name the report Z1##-001(description: “Rep. w. totals lines”) and assign it to the report group Z1##.Create your report for your own library Z##.

Note: Define column 1 using a key figure. Define column 1 using'Basic key figure with characteristics'.

Use the following cost element groups:




Cost element group Description

OAS_WAGES Wages

OAS_SALAR Salaries

OAS_P_IMP Inc. costs

Instructions for defining the report Z1##-001.

2. Define Rows

3. Define Formula (Total) Row

4. Define Column 1 - Actual Costs

5. Define Column 2 - Plan Costs

6. Define Formula (Variance) Column

7. Define General Data Selections

8. Check and Save the Report

9. Assign the Report to a Report Group

10. Execute the Report

11. How do you access the row information?

12. How do you access the column information?

13. What is the difference between the two element types that can be used todefine a column: a) a key figure and b) a basic key figure with characteristics?

14. What is the difference between generating and executing a report group?

15. Which menu path did you use to link your report to a report group?



Solution 3: Building and Executing aReport With a Total RowTask:You have been asked to create a report that contains the following information:

Figure 31:

The general selection criteria throughout the report are the controlling area 1000,the cost center group H1010, the current fiscal year, and the periods 1 - 12.

1. Use the Report Painter to build this report. Name the report Z1##-001(description: “Rep. w. totals lines”) and assign it to the report group Z1##.Create your report for your own library Z##.

Note: Define column 1 using a key figure. Define column 1 using'Basic key figure with characteristics'.

Use the following cost element groups:

Cost element group Description

OAS_WAGES Wages

OAS_SALAR Salaries

OAS_P_IMP Inc. costs





a) Instructions for defining the report Z1##-001.

From the main R/3 menu, choose

Information Systems → Ad-hoc Reports → Report Painter → Report→ Create or transaction GRR1

Library: Z##

Report: Z1##-001

Description: 'Rep. w. totals lines'.

Click Create to access the report definition interface.

2. Define Rows

a) Double-click row 1.

1. Select the cost element in the Available Characteristics dialogbox. Click Move selected to left.

2. In the Selected characteristics pane, click the Group field andenter the cost element group OAS_WAGES. Click Check . Selectthe Cost Element Group and Confirm .

You have defined row 1. Now define the remaining three rows.

Define rows 2 and 3 in the same way using the Cost Element groupsabove. When you define Rows 2 and 3, an additional promptis displayed in which you can choose the element type. SelectCharacteristics. Click Confirm or Enter.

3. Define Formula (Total) Row


1. In the Select Element Type screen, choose Formula. ClickConfirm or Enter.

2. In the Enter Formula screen, use the push-buttons at the bottomof the screen to define the Total Row as Y001 + Y002 + Y003.Click Confirm or Enter.

3. In the Enter Texts screen, enter texts for the total row in theshort text field. Copy the text to the Medium and Long fields byclicking Copy Short Text. Click Confirm or Enter.




4. Define Column 1 - Actual Costs

a) Double-click column 1.

1. In the Select Element Type screen, choose Predefined key figure.Click Confirm or Enter.

2. In the Choose Predefined Column screen, choose Actual costs.Click Confirm or Enter.

3. In the selected characteristics pane deselect the variable for thevaluation row and enter 0 in the from field. These screens showhow the key figure is defined. That is, these screens display thebasic key figures and characteristics and their values that wereused to define the key figure.

4. Click Confirm

You have now defined column 1.

5. Define Column 2 - Plan Costs


1. In the Select Element Type screen, choose Key figure withcharacteristics. Click Confirm or Enter.

2. Under 'Basic key figure', choose Costs.3. Value Type, Version and Valuation should appear in the selected

characteristics pane as per the previous column. If not :

Select Value type and Version in the Available Characteristicspane. Click Move selected to left.

4. Enter the value 01 for the Value Type to denote plan values. Enterthe value 0 for the version to denote the current version and enter0 for the Valuation. Select to enter Plan as the text. ClickConfirm and then Confirmagain.

You have now defined column 2.

6. Define Formula (Variance) Column



2. In the Enter Formula screen, use the push-buttons to define theVariance Column as X001 – X002. Click Confirm or Enter.

3. In the Text Maintenance screen, enter texts for the variancecolumn. Copy the text to the Medium and Long fields. ClickConfirm or Enter.





a)

1. Choose Edit → Gen. data selection.2. In the Available Characteristics pane, choose the characteristics

that are to be included in the general parameters for the report (seetable below). Click Move selected to left.

3. In the Selected Characteristics pane, enter the parameter valuesfor the report (see table below). Click Confirm .

Use the following table for the characteristic and the associated values.

CO area 1000 in the From field

Fiscal year Current fiscal year in the From field

Period 1 to 12 in the From and To fieldsrespectively

Cost center Select then H1010 in the From field

You have now defined the general data selections.


a) Check the report for any errors, or missing characteristics, by choosingReport → Check or F6.

Save the Report via Report → Save or use or CTRL+S.


a) You can assign the report to a report group by choosing: Environment→ Assign report group.

1. Enter the value Z1## and select Continue. Select Yesto createthe Group.

This creates the report group which is assigned to the library Z##.


a) Choose Execute or Report → Execute. Select again.

11. How do you access the row information?

a) Double-click the row to access the detail screens.

12. How do you access the column information?

a) Double-click the column to access the detail screen.




13. What is the difference between the two element types that can be used todefine a column: a) a key figure and b) a basic key figure with characteristics?

a) A key figure has already been defined in mySAP ERP by SAP or byanother member of your reporting team. A basic key figure columnwith restricting characteristics is a column in which you can defineyour column information “on-the-fly”. That is, you can dynamicallyselect your basic key figures and characteristics.

14. What is the difference between generating and executing a report group?

a) Generating a report group creates the ABAP code for the report.

Executing the report group executes the ABAP code.

15. Which menu path did you use to link your report to a report group?

a) From the report definition, choose:

Environment → Assign report group.



Exercise 4: Using Hierarchies: Explodefunction

Exercise ObjectivesAfter completing this exercise, you will be able to:• Analyze an existing hierarchy and use different explode options for your

report• Use the explode function

Business ExampleThe management was delighted to see how quickly you generated the report.Now, they want you to create the same report for the entire company’s costelement hierarchy.

Task 1:Use the diagram below to answer the following questions:

Figure 32:

1. If the hierarchy was used as a report row, how would the report results screenappear when the explode level was set to 'explode'?

2. If the hierarchy was used as a report row, how would the report results screenappear when the explode level was set to 'Do Not Explode'?

3. If set to single values?




Task 2:Create another report Z2##-001 with the following structure:

Figure 33:

The general selection criteria throughout the entire report are the controlling area1000, the cost center groupH1010, the current fiscal year, and the periods 1 - 12.

1. The cost element group CA705_COST contains all the accounts, includingthe subtotals listed in this report. The report should contain automaticsubtotals because cost element groups are used instead of row formulas. Usethe appropriate explode level to obtain this row structure.

Name the report Z2##-001 and assign it to the report group Z2##. Use thelibrary Z##.


- Define Rows

- Define Columns

- Define Formula (Variance)

- Define General Data Selections

- Check and Save the Report

- Assign the Report to a Report Group

- Execute the Report

2. Define Rows

3. Define ColumnsContinued on next page



4. Define Formula (Variance)





9. Which menu path did you use to set the explode level for your report row?

10. Modify your report to test the explode options and look at the changesin your report results.



Solution 4: Using Hierarchies: ExplodefunctionTask 1:Use the diagram below to answer the following questions:

Figure 34:

1. If the hierarchy was used as a report row, how would the report results screenappear when the explode level was set to 'explode'?

a) 1

2

3

*Q1

4

5

6

*Q2

**First six months

7

8

9

*Q3

10




11

12

*Q4

**Second six months

***Year

2. If the hierarchy was used as a report row, how would the report results screenappear when the explode level was set to 'Do Not Explode'?

a) Year

3. If set to single values?

a) 1

2

3

…

10

11

12




Task 2:Create another report Z2##-001 with the following structure:

Figure 35:

The general selection criteria throughout the entire report are the controlling area1000, the cost center groupH1010, the current fiscal year, and the periods 1 - 12.

1. The cost element group CA705_COST contains all the accounts, includingthe subtotals listed in this report. The report should contain automaticsubtotals because cost element groups are used instead of row formulas. Usethe appropriate explode level to obtain this row structure.

Name the report Z2##-001 and assign it to the report group Z2##. Use thelibrary Z##.


- Define Rows

- Define Columns

- Define Formula (Variance)









From the main SAP System menu, choose

Information Systems → Ad-hoc Reports → Report Painter → Report→ Create or transaction GRR1.

Library: Z##

Report: Z2##-001

Description: Cost element group


2. Define Rows


1. In the Available Characteristics pane select the cost element.Click Move selected to left.

2. In Characteristic Values pane, select the hierarchy icon andenter the value CA705_COST in the From field. SelectChange Textsand in the Text Maintenance screen, define the textCosts for the row. Copy this text to the medium and long textfields. Click Check or Enter. Select Confirm

3. Click row 1 and choose Edit → Rows → Explode. Click theExpand push-button. Select Confirm

You have defined the row.




3. Define Columns


1. In the Select Element Type screen, choose Predefined Key figure .Click Confirm or Enter.


3. Deselect the variable checkbox for the Valuation Row andenter 0 in the From field. Click Confirm to validate the screen.This screens show how the key figure is defined. That is, thesescreens display the key figures and characteristics and their valuesused to define the key figure.

You have defined the first column. To define the second column, whichis Planned Costs, you can use a predefined key figure or define thecolumn dynamically (Version 0, Valuation 0, Value Type 1). SelectConfirm.

4. Define Formula (Variance)




3. In Enter Texts screen, define texts for the row. Copy this text tothe medium and long text fields. Click Confirm or Enter.





a)

1. Choose Edit → Gen. data selection.2. In the Available Characteristics pane, choose the characteristics

that are to be included in the general parameters of the report (seetable below). Click Move selected to left.

3. In the Selected Characteristics pane, enter the parameter valuesfor the report. Click Confirm .

4. Use the following table for the characteristic and the associatedvalues.

CO area 1000 in From field

Fiscal year Current fiscal year in the Fromfield

Period 1 to 12 in the From and To fieldsrespectively

Cost center Select Group and enter H1010in the From field



a)

1. Check the report for any error or missing characteristics bychoosing Report → Check or F6.

2. Save the Report via Report → Save or use Save or CTRL+S.


a)

1. To assign the report to a report group, choose the following in theReport Definition environment: Environment → Assign reportgroup.

2. Enter the value Z2##.

Select Continue and then Yesto create the Report Group.


a) Choose or Report → Execute.and then

again.




9. Which menu path did you use to set the explode level for your report row?

a) Choose Edit → Rows → Explode.

10. Modify your report to test the explode options and look at the changesin your report results.

a) Return to the report structure by selecting twice. Position on theTotals row then Edit → Rows → Explode. Choose another option andconfirm . Re-execute the report with . Reset the explode selectionto Expand at the end.



Exercise 5: Using Hierarchies: Sequence(Sort)

Exercise ObjectivesAfter completing this exercise, you will be able to:• Describe the implications of using hierarchies as part of the row structure• Sort the data after it has been output

Business ExampleThe management has come to you with an urgent request. They now want to knowthe details – how much each cost center is spending toward each account.

Task 1:You have been asked to write another report but need to show a detailed costbreakdown for each cost center. The report should have the following appearance.

Figure 36:

1. The report should provide information for the cost centers listed in the groupH1010 and the cost elements in CA705_COST. The general selectioncriteria throughout the entire report are the controlling area 1000, the currentfiscal year, and the periods 1 - 12.




Name the report Z3##-001 and assign it to the report group Z3##.

Use the library Z## again.


- Define Rows

- Define Columns

- Define Formula (Variances) Column





2. What explode level did you set for the cost center?

3. What explode level did you set for the cost elements?

4. Modify your report a few times to vary the explode levels for the cost centersand cost elements? Did the report results appear as you expected?




Task 2:Some employees will want to see the report with emphasis on the cost centerswhile others will want the emphasis on the cost elements. Create a new report thatfocuses on the cost elements. The report should have the following structure.

Figure 37:

1. Name the report Z3##-002 and assign it to one of the report groups youcreated.

2. What did you do to change the sort sequence? What menu path did youchoose?

3. In which report group did you place the report Z3##-002? Why?

4. In the report output, how did you switch between reports within the reportgroup?




Task 3:For greater flexibility when defining your reports, you use variables for the costcenter group, the current fiscal year, the from/to period, and the controlling area.What impact does this have on the input screen?

Use the following variables:

Char. Variable

Period 1PERIV (From Period)

1PERIB (To Period)

Fiscal year 1GJAHR

1. How do you make reports flexible?

2. Where are you able to use variables in a Report Painter report?

3. Modify the report Z3##-001 to add certain texts. Use the table below as aguide to the information you should display.

Title page Header

Author of report Page x of n

Date of output Controlling area

Report name

Library Fiscal year

Report group Period from, Period to

General Variables:

Characteristic-Related Text Variables (Features):



Solution 5: Using Hierarchies: Sequence(Sort)Task 1:You have been asked to write another report but need to show a detailed costbreakdown for each cost center. The report should have the following appearance.

Figure 38:

1. The report should provide information for the cost centers listed in the groupH1010 and the cost elements in CA705_COST. The general selectioncriteria throughout the entire report are the controlling area 1000, the currentfiscal year, and the periods 1 - 12.

Name the report Z3##-001 and assign it to the report group Z3##.

Use the library Z## again.


- Define Rows

- Define Columns

- Define Formula (Variances) Column








a) Instructions for defining the report Z3##-

From the main SAP System menu, choose


Library: Z##

Report: Z3##-001

Description: Cost ctr. / Cstel


Define Rows

Double-click row 1.

1. In the Available Characteristic pane, choose Cost Element and CostCenter. Click Move selected to left.

2. In the Selected Characteristics pane, enter the characteristic valuesfor the report. Select for both characteristics. .


Cost element CA705_COST in the From field

Cost center H1010 in the From field

3. Select Change Texts. In the Text Maintenance screen, enter therow texts. This text will appear in the Overall Total row. Copy thistext to the medium and long text fields. Click Check or Enter.SelectConfirm.

4. Click on row 1 and choose Edit → Rows → Explode. Choose theExpand option for the cost center and single value for the cost element.Select Confirm.

Now you have defined the row.

Define Columns




Double-click column 1.

1. In the Select Element Type screen, choose Predefined key figure.Select Confirm or Enter.


3. Deselect the variable flag and enter 0 in the From field for theValuation entry. Click Confirm to accept the screen. This screenshows how the key figure is defined. That is, this screen displaysthe key figures and characteristics and their values that were usedto define the key figure.

You have defined the first column. To define the second column(Planned Costs), you can use a predefined key figure or define thecolumn dynamically (Version is 0, Valuation is 0, Value Type is 1.Select Confirm.

Define Formula (Variance) Column

Double-click column 3.



3. In the Text Maintenance screen, define texts for the Variancecolumn. Click Confirm or Enter.

Define General Data Selections

1. Choose Edit → Gen. data selection.

2. In the Available Characteristics pane, choose the characteristicsthat are to be included in the general parameters of the report (seetable below). Select the characteristics and click Move selected toleft.Click Confirm or Enter.

3. In the Selected Characteristics pane, enter the parameter values forthe report. Click Confirm .


Controlling area 1000 in the From field

Fiscal year Current fiscal year in the From field




Period 1 to 12 in the From and To fields respectively


Check and Save the Report

1. Check the report for any error or missing characteristics bychoosing Report → Check or use Check or F6.

2. Save the Report by choosing Report → Save or use Save orCTRL+S.

Assign the Report to a Report Group

1. To assign the report to a report group, choose the following in theReport Definition environment: Environment → Assign reportgroup.

2. Enter the value Z3## then select continue. Select Yesto createthe Report Group.

Execute the Report

Choose or Report → Execute and . again.

2. What explode level did you set for the cost center?

a) Expand

3. What explode level did you set for the cost elements?

a) Single values

4. Modify your report a few times to vary the explode levels for the cost centersand cost elements? Did the report results appear as you expected?

a) Go back to the report definition by selecting twice. Position on thetotals row and select Edit → Rows → Explode. Change the settings forthe explode characteristics and re-execute the report with .




Task 2:Some employees will want to see the report with emphasis on the cost centerswhile others will want the emphasis on the cost elements. Create a new report thatfocuses on the cost elements. The report should have the following structure.

Figure 39:

1. Name the report Z3##-002 and assign it to one of the report groups youcreated.


1. Choose Information Systems → Ad-hoc Reports → Report Painter→ Report → Create or transaction GRR1.

2. Enter.

Library: Z##

Report: Z3##-002

Description: Celem w/ CCtr detail

Copy from: Z3##-001

Click Create to access the report definition environment.




2. What did you do to change the sort sequence? What menu path did youchoose?

a) Choose Edit → Rows → Explode.

Change the numeric field to the left of the characteristic. Cost elementshould be set to 1 and cost center should be set to 2.

In addition, cost center should be set to single values and cost elementsshould be set to Expand.

3. In which report group did you place the report Z3##-002? Why?

a) The report Z3##-002 should be assigned to the report group Z3##because it extracts the same data as Z3##-001. Choose Environment →Report Group. Enter Z3## and select Continue.

b) Save the report with .

c) Execute he report with .

4. In the report output, how did you switch between reports within the reportgroup?

a) Use the menu path Goto → Other Report or double click OtherReport.




Task 3:For greater flexibility when defining your reports, you use variables for the costcenter group, the current fiscal year, the from/to period, and the controlling area.What impact does this have on the input screen?

Use the following variables:

Char. Variable


1PERIB (To Period)

Fiscal year 1GJAHR

1. How do you make reports flexible?

a) Use variables to prompt inputs from the user at runtime.

To use variables in the general data selections, choose Edit → Gen.data selection.

Select the Variable tick box for Period and Fiscal Year.

Enter the corresponding variables from the table above.

Select Confirm and Save .

b) Re-execute the report with .

Enter the following Values

Char. Value

Period From 1To 12

Fiscal year Current Year

2. Where are you able to use variables in a Report Painter report?

a) Variables can be used for characteristics in rows, general dataselections, or for characteristics used to define key figure columns.

3. Modify the report Z3##-001 to add certain texts. Use the table below as aguide to the information you should display.

Title page Header

Author of report Page x of n

Date of output Controlling area




Report name

Library Fiscal year

Report group Period from, Period to

General Variables:

Characteristic-Related Text Variables (Features):

a) Choose Information Systems → Ad-hoc Reports → Report Painter →Report → Change or transaction GRR2

Double click on Report: Z3##-001 in Library: Z##

To enter text on the Title page choose Extras → Report Texts → TitlePage.

General Variables: Position your cursor where you would like thetext to be displayed on the Title Page. Click on Gen. Variables orchoose Insert → Standard Variables. Choose your variables. They aremarked on the Title Page with a < > symbol. Repeat this procedure forall the standard variables you require.

Note: If you want a description to appear before a standardvariable, type the text directly on the page. Go back to thereport with .

To put text in a Header choose Extras → Report Texts → Headers.

Characteristic-related text variables (Features): Position yourcursor where you would like the selection information to be displayedon the header page. Click Characteristics or choose Insert→Characteristics. Save the header page tests.

Note: Text type value will give the key and Other text typeswill give descriptions. e.g. For Controlling Area Value mightreturn 1000 whilst Text would return CO Europe.

Repeat this procedure to define more header texts.

b) Execute the Report with .



Lesson Summary

You should now be able to:• Explain how report groups are used to generate and execute reports• Use variables for report definition• Enter text in reports



Unit SummaryYou should now be able to:• Define the structure of a Report Painter report• Define rows in a Report Painter report• Define columns in a Report Painter report• Define general data selections in a Report Painter report• Explain how report groups are used to generate and execute reports• Use variables for report definition• Enter text in reports



Test Your Knowledge

1. The additional criteria defined for a report restrict the data processed inthat report.Determine whether this statement is true or false.□ True□ False

2. You can use the to define formula rows.Fill in the blanks to complete the sentence.

3. To restrict the characteristics in a column, you can enter intervals oras you do in the case defining single values for rows.

Fill in the blanks to complete the sentence.

4. What are the components of a Report Painter report?

5. List the points in a report where text can be defined.

6. When a report group is generated, the system createsthat can be executed.


7. When you execute a report group that has reports defined with variables, anappears on the report selection screen for each variable

used.Fill in the blanks to complete the sentence.



Answers

1. The additional criteria defined for a report restrict the data processed inthat report.

Answer: True

The additional criteria defined for a report restrict the data processed inthat report.

2. You can use the formula editor to define formula rows.

Answer: formula editor

3. To restrict the characteristics in a column, you can enter intervals or groupsas you do in the case defining single values for rows.

Answer: groups

4. What are the components of a Report Painter report?

Answer: The components of a Report Painter report are:

• Rows• Columns• General data selections

5. List the points in a report where text can be defined.

Answer: Text can be defined at the following points in a report:

• Title page• Header• Footer• Final page

6. When a report group is generated, the system creates ABAP reports thatcan be executed.

Answer: ABAP reports



7. When you execute a report group that has reports defined with variables, aninput field appears on the report selection screen for each variable used.

Answer: input field


Unit 3Model Rows and Columns

Unit OverviewThis unit explains how reports with similar row and column structures can be usedto create row and column models. These models save time when defining reports.The unit also describes how you can use these models in reports and libraries.


• Create row and column models

Unit ContentsLesson: Using Row and Column Models .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Exercise 6: Building Row and Column Models .. . . . . . . . . . . . . . . . . . . . . . . . . 85

Figure 40: Models: Overview


Unit 3: Model Rows and Columns TFIN22_2

Lesson: Using Row and Column Models

Lesson OverviewThis lesson explains how to create row and column models in reports. Thesemodels help you define reports in less time.


• Create row and column models

Business ExampleYou work as a financial consultant for XYZ Cement Company. The companyneeds Cost Center Accounting reports. You need to create these reports usingthe Report Writer. You realize that most of your reports have the same row andcolumn characteristics. You need to evaluate different methods of defining reportsso that you are able to define your reports quickly.

Defining Reports Using Row and Column Models

Figure 41: Model Rows and Columns

You can store frequently used row and column structures in row and columnmodels. You can copy row models and column models into a report. This is thequickest way to define a report.


TFIN22_2 Lesson: Using Row and Column Models

Figure 42: Model Rows and Columns

Row and column models must be created for libraries. These can only be usedin reports in the same library.

If you want to use the same models in different libraries, you have to copy them.Note that you can only copy models form one library to another if the targetlibrary has the required fields.



Exercise 6: Building Row and ColumnModels

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create row and column models• Integrate models into reports

Business ExampleYou realize that most of your reports have the same or at least similar row orcolumn structures. Therefore, you look for ways to define your reports morequickly.

Task:Since many of your reports compare actual costs, planned costs, and variances,you create a column model to help you create your reports more quickly.

1. Create column model Z##-APV. Use your library Z##. Include Actual,Plan and Variance columns.

2. In addition, many of your reports itemize the cost elements within the costelement group OAS_PRIM. Build a row model based on OAS_PRIM.Name the row model Z##-ELEMENT.

3. What Explode level did you use to itemize the cost element accounts inOAS_PRIM?

4. How will you integrate your models into your report? That is, what menupath will you use?

5. Build a new report Z4##-001 using your new model. This report will detailthe Actual, Plan, and Variance in costs for those cost element accounts inOAS_PRIM. This report should itemize the accounts in OAS_PRIM. Assignthis report to the report group Z4##.

The general selection criteria that will apply throughout the report arethe cost center group H1010, the current fiscal year, the periods 1 - 12,and the controlling area 1000. As these general selections are to be keptvariable, use the same variants as given in Task 3 in the exercise UsingHierarchies: Sequence (Sort). For the characteristic cost center, use setvariable 1KOSET.

The controlling area contains the constant value 1000.

Create a report group Z4## with the Report Writer and insert your report.

Generate and execute your report group.



Solution 6: Building Row and ColumnModelsTask:Since many of your reports compare actual costs, planned costs, and variances,you create a column model to help you create your reports more quickly.

1. Create column model Z##-APV. Use your library Z##. Include Actual,Plan and Variance columns.

a) Choose Information System → Ad Hoc Reports → Report Painter →Model → Create or transaction GRR4.

Library: Z##

Model: Z##-APV

Description: APV Col Model

Structure: Column model

Click Create to proceed to the Create Model screen.

Proceed as you would normally in defining a report column.Double-click each column to define it as a predefined key figure, a keyfigure with characteristic(s) column, or a formula column.

Save the model with .




2. In addition, many of your reports itemize the cost elements within the costelement group OAS_PRIM. Build a row model based on OAS_PRIM.Name the row model Z##-ELEMENT.

a) Choose Information System → Ad Hoc Reports → Report Painter →Model → Createor transaction GRR4.

Library: Z##

Model: Z##-ELEMENT

Description: Celem row model

Structure: Row model

Click Create to proceed to the Model screen.

Proceed as you would normally when defining report rows.

Double-click the first element.

1. Select a cost element in the Available Characteristics dialog box.Click Move selected to left.

2. In the Characteristic Values pane, select the hierarchy flag andenter the value OAS_PRIM in the From field. Click Confirm .

3. Click row 1, choose Edit → Rows → Explode. Select singlevalues and Confirm.

4. Save the model with .

3. What Explode level did you use to itemize the cost element accounts inOAS_PRIM?

a) Single values

4. How will you integrate your models into your report? That is, what menupath will you use?

a) From the report definition, choose:

Edit → Column → Get Column Model

Edit → Row → Get Row Model

5. Build a new report Z4##-001 using your new model. This report will detailthe Actual, Plan, and Variance in costs for those cost element accounts inOAS_PRIM. This report should itemize the accounts in OAS_PRIM. Assignthis report to the report group Z4##.

The general selection criteria that will apply throughout the report arethe cost center group H1010, the current fiscal year, the periods 1 - 12,and the controlling area 1000. As these general selections are to be kept




variable, use the same variants as given in Task 3 in the exercise UsingHierarchies: Sequence (Sort). For the characteristic cost center, use setvariable 1KOSET.

The controlling area contains the constant value 1000.

Create a report group Z4## with the Report Writer and insert your report.

Generate and execute your report group.

a) Instructions for defining the report Z4##-001

From the main SAP System menu, choose:


Library: Z##

Report: Z4##-001

Description: Models

Click Create to access the report definition environment.

Define Rows

Choose Edit → Rows → Get Row Model. Select your row model,Z##-ELEMENT.

Define Columns

Choose Edit → Columns → Get Column Model. Select your columnmodel Z##-APV.

Hint: If there is only one model, the system selects itautomatically.

Define General Data Selections

1. Choose Edit → Gen. data selection.

2. In the Available Characteristics pane, choose the characteristics thatare to be included in the general parameters of the report (see tablebelow). Click Move selected to left.




3. In the Characteristic Values screen, instead of entering permanentvalues for each characteristic, click Variables On/Off to activate thevariables. Then, select a variable to hold the user values. For the CostCenter characteristic select the hierarchy flag prior to selecting theVariables On/Off.

Use the following table for the characteristic and its associatedvariables.

Char. Variable

CO Area 1000 (not a variable)


1PERIB (To Period)

Fiscal year 1GJAHR

Cost center 1KOSET

Select confirm. You have now defined the general data selections.


1. Check the report for any errors or missing characteristics, bychoosing Report → Check or use Check or F6.



From the main SAP System menu, choose:

1. Information Systems → Ad hoc reports → Report Painter →Report Writer → Report Group → Create or transaction GR51.

2. Report Group: Z4##

Library: Z##

3. Click Header Enter a description for the report group.4. Click Reports. Enter Z4##-001 in the Report field.5. Save the report group with .

Execute the Report

Click Generate.




Select Execute twice.

Use the following table for the Selection values:

Fiscal year Current year

Period 1 to 12

Cost Center Group H1010

If necessary enter Version 0 and Valuation 0

Click Execute.



Lesson Summary

You should now be able to:• Create row and column models



Unit SummaryYou should now be able to:• Create row and column models



Test Your Knowledge

1. You can only copy models form one library to another if the target libraryhas the required fields.Determine whether this statement is true or false.□ True□ False

2. The quickest way to define a report is to copy andinto a report.




Answers

1. You can only copy models form one library to another if the target libraryhas the required fields.

Answer: True

You can only copy models form one library to another if the target libraryhas the required fields.

2. The quickest way to define a report is to copy row models and columnmodels into a report.

Answer: row models, column models


Unit 4Sections and Horizontal Pages

Unit OverviewThis unit provides an overview of sections and horizontal pages. The unit firstprovides information on the structure of reports and enhancing them by creatinga new section. Then you will learn how you can use cells in forms to conductmathematical operations. You will also find out how to define sections withderived key figures.


• Explain the concept of sections• Use cells in formulas• Define sections with calculated key figures

Unit ContentsLesson: Defining Sections and Horizontal Pages ... . . . . . . . . . . . . . . . . . . . . . . . . 97

Exercise 7: Working with Horizontal Pages... . . . . . . . . . . . . . . . . . . . . . . . . . .105Exercise 8: Working with Independent Sections ... . . . . . . . . . . . . . . . . . . .109Exercise 9: Using Cells in Column Formulas ... . . . . . . . . . . . . . . . . . . . . . . . .115Exercise 10: Working with Dependent Sections and Cells .. . . . . . . . . .121


Unit 4: Sections and Horizontal Pages TFIN22_2

Figure 43: Segments and Column Blocks: Overview


TFIN22_2 Lesson: Defining Sections and Horizontal Pages

Lesson: Defining Sections and Horizontal Pages

Lesson OverviewThis lesson provides an overview of sections and Horizontal Page in a report. Tobegin with, the lesson explains the division of a report into sections and divisionof sections into Horizontal Page. Then, the lesson explains how to use cells informulas to carry out mathematical operations in your reports. Finally, the lessonexplains how to define sections with calculated key figures.


• Explain the concept of sections• Use cells in formulas• Define sections with calculated key figures

Business ExampleYou work as a financial consultant for XYZ Cement Company. You are a memberof the project team responsible for creating reports using the Report Painter andReport Writer. The company needs Cost Center Accounting reports. You need tocreate these reports using the Report Writer. You realize that most of the reports tobe created comprise different groups of key figures related by business content. Forexample, costs and quantities. You want to mirror this structure by dividing yourreports into several pages. You use the functions of Horizontal Pages to do this.



Overview of Sections

Figure 44: Report Structure

To define a report, you must determine the row and column structure and thegeneral data selection criteria.

A report can consist of several sections. Each section may contain one or moreHorizontal Pages that have a common row structure.

You can define the following texts in each report:

• Title page• Header text• Footer• Last page



Figure 45: Horizontal Pages

Each section in a report can comprise several Horizontal Pages. All of theHorizontal Pages in a section have the same row structure.

Formula columns can refer to columns from all Horizontal Pages in the samesection.

Figure 46: Sections

Every report can be broken down into several sections:

There are two types of sections:

• Sections with characteristics and key figures• Sections with Calculated Key Figures



The majority of sections contain characteristics and key figures; section withcalculated key figures, however, can be used to calculate individual key figuresfrom other data displayed in the report. Each section has its own specific rowstructure.

Calculating Formula Rows, Columns, and Key Figures

Figure 47: Calculations Using Cells

You can use cells to carry out mathematical operations in your reports. A celldefines a certain location or interval in the row/column matrix of a report. Oncethe Report Writer has identified a location or interval (or a coordinate), it canuse the cell in formulas.

The example above shows the cells that must be selected to perform thecalculations in the first section, in the “Actual/Employee” column formula, and inthe 3rd section, “Costs/Employee” and “Telephone Units/Employee”.



Figure 48: Cells in Formula Columns

You can use the cells selected in the report to calculate formula columns in thesame way as standard columns.

Figure 49: Sections with Calculated Key Figures

In sections with calculated key figures, you can use the cells selected in the reportto define new key figures.



To define a section with calculated key figures, you must define texts for the rowsand columns in the section. Then, define each individual cell using the formulaeditor.

Figure 50: Sections with Calculated Key Figures

You cannot select cells in exploded rows. The reference value in the row for acell is the maximum total of the respective hierarchy.

If you want to choose cells for a subgroup, you have to define an additional reportrow for the subgroup, choose the required cell, and hide the report row.

Figure 51: Suppressed Rows and Columns



As already explained in the previous example, you can suppress or hide individualrows and columns in a report. You can use the hidden rows and columns tocalculate formula rows or formula columns or to define sections with calculatedkey figures.



Exercise 7: Working with Horizontal Pages

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create reports using Horizontal Pages

Business ExampleYou have realized that most of the reports you want to build comprise differentgroups of key figures, such as costs and quantities, related by business content.You wish to mirror this structure by dividing your reports into several pages.

Task:You need to build a report that has the following structure. You need to ensure thatwhen this report prints it causes a page break between breaks in groups of columns.

1. Create Z5##-001 by copying Z4##-001. Make the relevant changes in yournew report. Assign the report Z5##-001 to the report group Z5##. Use yourlibrary Z## for this purpose.

Figure 52: report

- Define New Horizontal Page

- Define Columns

- Define Formula (Variance) Column






Solution 7: Working with Horizontal PagesTask:You need to build a report that has the following structure. You need to ensure thatwhen this report prints it causes a page break between breaks in groups of columns.

1. Create Z5##-001 by copying Z4##-001. Make the relevant changes in yournew report. Assign the report Z5##-001 to the report group Z5##. Use yourlibrary Z## for this purpose.

Figure 53: report

- Define New Horizontal Page

- Define Columns

- Define Formula (Variance) Column




a) Information System → Ad Hoc Reports → Report → Createortransaction GRR1.

Library: Z##

Report: Z5##-001

Description: Horizontal Pages

Copy From

Report: Z4##-001

Select Create

Define New Horizontal Pages




Choose Edit → Horizontal Page → New Horizontal Page.

Define Columns

Double-click the next available column.

1. In the Select Element Type screen, choose Predefined Key figure.Click Confirm or Enter.

2. In the Choose Predefined Column screen, choose Actual quantity.Click Confirm or Enter.

3. Deselect the Variable ON/OFF flag for the Valuationcharacteristic and enter 0 in the From field

4. Click Confirm to accept the screen. This screen shows how thekey figure was defined. That is, it displays the basic key figuresand characteristics and their values that were used to define thepredefined column.

You have completed the Act. Qty Column definition. Proceed to definethe Planned Qty Column using the key figures or define the columndynamically (Version 0, Value Type 1, Valuation 0).

Define Formula (Variance)


1. In the Select Element Type screen, select Formula. ClickConfirm or Enter.

2. In the Enter Formula screen, use the push-buttons to define theVariance Column as Act. Qty – Planned Qty. Click Confirm orEnter.

3. In the Text Maintenance screen, define texts for the variancecolumn. Copy the text to the Medium and Long fields. ClickConfirm or Enter.





From the report definition interface, choose:

1. Environment → Assign report group2. Enter Z5##. Select continue or Enter. Create the report group

by clicking Yes when prompted.




Execute the Report

1. Report → Execute or

.

2. Enter the following parameters

Fiscal Year Current Year

Periods 1-12

Cost Centre Group H1010

3. Execute the report .4. Move through the horizontal pages by using the page right

and page left arrows.



Exercise 8: Working with IndependentSections

Exercise ObjectivesAfter completing this exercise, you will be able to:• Extend your report by creating a new section with characteristics and key

figures• Explain how to define independent sections

Business ExampleYou realize that most of the reports to be built comprise different groups of keyfigures, such as costs and quantities, related by business content. You needto create two sections for this purpose, Section 1 for Costs and Section 2 forStatistical key figures.

Task:

1. You now need to create a report that contains the information containedwithin the two boxes.

Figure 54:

Name this report Z6##-001 and assign it to the report group Z6##. Useyour library Z## for this purpose.




- Define New Section

- Name the New Section

- Define Rows

- Define Columns


- Link Report to Report Group (Report Writer method)


Hint: If there is no actual data for the current year, try running thereport for 2006



Solution 8: Working with IndependentSectionsTask:

1. You now need to create a report that contains the information containedwithin the two boxes.

Figure 55:

Name this report Z6##-001 and assign it to the report group Z6##. Useyour library Z## for this purpose.

- Define New Section

- Name the New Section

- Define Rows

- Define Columns


- Link Report to Report Group (Report Writer method)


Hint: If there is no actual data for the current year, try running thereport for 2006




a) Information System → Ad Hoc Reports → Report Painter → Report→ Create or transaction GRR1.

Library: Z##

Report: Z6##-001

Description: New Section

Copy From

Report: Z5##-001

Select Create.

Define New Section

Choose Edit → Sections → New section.

In response to the New Report Section prompt, select Section withcharacteristics and key figures. Select Confirm. The new sectionis displayed. Continue to define the rows and columns as you wouldnormally for a report.

Name the New Section

Make sure to add text to describe this new section.

Define Rows

Double-click the first available row.

1. Select Characteristics and Confirm.2. In the Selected characteristics pane select cost element and

move selected to right3. In the available characteristics pane, select Statistical Key Figure.

Click Move selected to left.4. In the Selected characteristicspane , enter the values for the report

row. Enter the data for the first row from the table below. SelectChange Texts. In the Text Maintenance screen, define a row

text. Copy this text to the medium and long text fields. ClickConfirm or Enter. Click Confirm.

You have completed the definition for the Employees Row. Now,define the remaining two statistical key figure rows.

Use the following table for the characteristic and its associatedvalue.

Employee 9100




Square meters 9101

Telephone units 9201

Define Columns

Double-click the first available column.

1. In the Select Element Type screen, choose 'Predefined Key figure'.Click Confirm or Enter.

2. In the Choose Key Figure screen, choose Actual Statistical KeyFigures. Click Confirm or Enter.

3. Deselect the Variable On/Off flag for the Valuationcharacteristic and enter 0 in the From field.

4. Click Confirm to accept the screen. This screen shows how thekey figures were defined. That is, it displays the basic key figuresand characteristics and their values that were used to define thekey figure.

You have completed the Actual Stat. Key Figures Columndefinition. Proceed to define the Column containing StatisticalKey Figures, plan, using a predefined column, or dynamicallydefining the column.

Define Formula (Variance) Column




3. In the Text Maintenance screen, define texts for the variancecolumn. Copy the text to medium and long text fields. ClickConfirm or Enter.


1. Check the report for any errors or missing characteristics bychoosing Report → Check or use Check or F6.

2. Save the Report via Report → Save or use Save or CTRL + S.


From the main menu, choose:

1. Information System → Ad Hoc Reports → Report Painter →Report Writer → Report Group → Createor transactionGR51




Report Group: Z6##

Library: Z##

2. Click Header or Enter. Enter a description for the report group.3. Click Reports. Enter Z6##-001 in the reports field.4. Save the report group with .

Execute the Report

Click Generate.

Click Execute two times.

Use the following table for the Selection values.


Period 1 to 12


If necessary enter plan version 0 and actual valuation 0

Click Execute.



Exercise 9: Using Cells in ColumnFormulas

Exercise ObjectivesAfter completing this exercise, you will be able to:• Define cells to use them in column formulas

Business ExampleYou learned how to reference columns and rows in column formulas and rowformulas, respectively. Imagine that you want to reference a single value, suchas number of employees, to normalize costs. You will use a cell in a columnformula to do this.

Task:The report required now is displayed below.

1. Create the report shown below and call it Z6##-002 (base it on Z6##-001).

Figure 56:

- Select cell needed for calculation

- Add the New Formula Column





- Assign the Report to the Report Group Z6##


Hint: If there is no actual data in the current year try using 2006.



Solution 9: Using Cells in ColumnFormulasTask:The report required now is displayed below.

1. Create the report shown below and call it Z6##-002 (base it on Z6##-001).

Figure 57:

- Select cell needed for calculation

- Add the New Formula Column




Hint: If there is no actual data in the current year try using 2006.

a) Information Systems → Ad Hoc Reports → Report Painter → Report→ Create or transaction GRR1.

Library: Z##

Report: Z6##-002

Description: Cell in form. col.




Copy From

Report: Z6##-001

Select Create.

Select Cell Needed for Calculation

Goto → Section → Next section or choose Next section.

Select the cell:

Double-click the “XXX.XXX” in the cell located at the intersection ofEmployee and Act Stat Qty.

Double-click the “XXX.XXX” in the cell located at the intersectionof Employee and Plan Stat Qty.

Choose Goto → Previous Sectionor .

Add New Formula Column

Add a new formula column to the right of the variance column: Ensureyou are currently in Horizontal Page 1.

Double click on the next available column. In the Select ElementTypepane select formula. Select Confirm.

Use the push-buttons to define the formula ‘X001’ / ‘Z001’, whereX001 represents the Actual Costs column and Z001 represents theEmployee/Actual Stat Qty. Then Confirm.

In Text Maintenance screen enter Costs/Emp and select Copy ShortText. Select Confirm.

Now repeat this to create a Plan Costs/Employee column.





Choose

Environment → Assign Report Group

Rep. Group: Z6##

Select Continue.

Execute the Report

Click Execute . If prompted select Yesto save the report.




Use the following table for the selection values.

Controlling area 1000


Period 1 to 12

Plan Version 0

Actual Valuation 0


Click Execute.

Select the Cell in Form Columnreport.



Exercise 10: Working with DependentSections and Cells

Exercise ObjectivesAfter completing this exercise, you will be able to:• Extend reports to calculate your own key figures by referencing data from

previous sections of the report, such as calculated key figure block• Explain the term - dependent section

Business ExampleThe underlying Reporting Table does not directly offer some of the key figuresrelevant to your business. However, these key figures can be calculated from thedata. Therefore, you will access data cells from previous sections of the report tocalculate your own key figures.

Task:

1. The report continues to build where it now calculates the PersonnelCosts/Employee in addition to displaying the information account byaccount. Create the report Z6##-003 (base it on Z6##-002). Mark the cellsthat you need to perform the calculation in the new sections.

Note: Use the set OAS_PERS for the personnel costs.

Figure 58:




- Define Additional Row for Personnel Costs (OAS_PERS)

- Select Cells (Personnel Costs: Actual and Plan)

- Hide Personnel Costs Row

- Select Cells (Employee: Actual and Plan)

- Create a Calculated Key Figure Section

- Name the Section

- Define Row Text

- Define Column Text

- Define Formula Cells




Hint: To toggle between reports in the same report group, use themenu path Goto → Other Report or click on Other Report.

Hint: If there is no actual data in the current year try running thereport for 2006.

2. Why do you need to Set the Explode level on the Cost Elements to Explodeor Do Not Explode?

3. What is meant by Dependent Section?



Solution 10: Working with DependentSections and CellsTask:

1. The report continues to build where it now calculates the PersonnelCosts/Employee in addition to displaying the information account byaccount. Create the report Z6##-003 (base it on Z6##-002). Mark the cellsthat you need to perform the calculation in the new sections.

Note: Use the set OAS_PERS for the personnel costs.

Figure 59:

- Define Additional Row for Personnel Costs (OAS_PERS)

- Select Cells (Personnel Costs: Actual and Plan)

- Hide Personnel Costs Row

- Select Cells (Employee: Actual and Plan)

- Create a Calculated Key Figure Section

- Name the Section

- Define Row Text

- Define Column Text

- Define Formula Cells







Hint: To toggle between reports in the same report group, use themenu path Goto → Other Report or click on Other Report.

Hint: If there is no actual data in the current year try running thereport for 2006.

a) Choose Information System → Ad Hoc reports → Report Painter →Report → Createor transaction GRR1.

Library: Z##

Report: Z6##-003

Description: Calculated key figures

Copy From

Report: Z6##-002

Select Create.

Define additional row for personnel costs (OAS_PERS))

To use the personnel costs as part of the formula, you have to enter theset OAS_PERS in a separate line to access the top totals levels. Ensurethe row is either in expand or do not expand setting. This is requiredto access the grand total line of the costs. After the explode setting iscorrectly set, proceed to select the cells.

Double-click the next available row. In the select element type window,choose Characteristics and Confirm.

In the Available Characteristicspane select Cost Element and Moveselected to left. Select the hierarchy node and enter OAS_PERS inthe From field. Select Confirm and choose the cost element group bydouble-clicking. Select Confirm again.

Check the explode level by positioning on the new row and selectingEdit → Rows → Explode. Ensure that this is NOT set to single values.Select Confirm.

Select Cells (Personnel Costs: Actual and Plan)

Double-click the cell defined by the intersection of Personnel Costsand Actual.




Double-click the cell defined by the intersection of Personnel Costsand Plan.

Hide Personnel Costs Row

Position on the personnel costs row.

Choose Edit → Rows → Hide.

Select Cells (Employee: Actual and Plan)

Choose Goto → Section → Next section or .

Double-click the cell defined by the intersection of Employees andAct Stat Qty.

Double-click the cell defined by the intersection of Employees andPlan Stat Qty.

Hint: If you copied the previous report, these cells may alreadybe selected.

Create a Calculated Key Figure Section

Choose Edit → Sections → New section.

In response to the New Report Section prompt, select Section withcalculated key figures.

Select Confirm. The new section is displayed straight away.

Name the Section

Enter a text description for the section.

Define Row Text

Double-click Row 1 and enter the text for the row (e.g., PersonnelCosts/Emp). Select Confirm.

Define Column Text

Double-click Column 1 to define text for the Actual column. Do thesame for column 2 (Plan).

Define Formula Cells

Double-click the cell defined by the intersection of PersonnelCosts/Emp and Actual and enter the formula, ‘personnel costsactual’/‘employee actual’. Your formula will reference Z001, Z002etc., depending on the relationship of your Z number to the cell value.Then Confirm.




Double-click the cell defined by the intersection of PersonnelCosts/Emp and Plan and enter the formula, ‘personnel costs plan’ /‘employee plan’ . Then Confirm.


1. Check the report for any errors or missing characteristics bychoosing Report → Check or use Check or F6.

2. Save the Report via Report → Save or use Save or CTRL + S.

Assign the Report to the Report Group Z6##

1. Environment → Assign Report Group

Report Group Z6##

2. Select Continue.3. Save the report with .

Execute the Report

Click Execute .



Period 1 to 12

Plan Version 0

Actual Valuation 0


Click Execute.

Select the Calculated Key Figuresreport.

Hint: If there is no Actual Data for the current year tryrerunning the report for 2006.

2. Why do you need to Set the Explode level on the Cost Elements to Explodeor Do Not Explode?

a) This is because you need to have access to the grand total of thehierarchy. If the OAS_PRIM set is defined as Single Values, you donot have access to the grand total.




3. What is meant by Dependent Section?

a) A Dependent Section is a section of the report where no new data isextracted from the summary tables. Only existing data from othersections of the report are referenced and used in calculations.



Lesson Summary

You should now be able to:• Explain the concept of sections• Use cells in formulas• Define sections with calculated key figures


TFIN22_2 Unit Summary

Unit SummaryYou should now be able to:• Explain the concept of sections• Use cells in formulas• Define sections with calculated key figures



Test Your Knowledge

1. You can use the cells selected in the report to calculate formula columns inthe same way as standard columns.Determine whether this statement is true or false.□ True□ False

2. When defining a section with a calculated key figure, what are the steps youmust follow to choose cells for a subgroup?Choose the correct answer(s).□ A Define an additional report row□ B Choose the required cell□ C Select cells in exploded rows□ D Hide the report row

3. Name the two types of sections in a report.



Answers

1. You can use the cells selected in the report to calculate formula columns inthe same way as standard columns.

Answer: True

You can use the cells selected in the report to calculate formula columns inthe same way as standard columns.

2. When defining a section with a calculated key figure, what are the steps youmust follow to choose cells for a subgroup?

Answer: A, B, D

When defining a section with calculated key figure, if you want to choosecells for a subgroup, you have to define an additional report row for thesubgroup, choose the required cell, and hide the report row.

3. Name the two types of sections in a report.

Answer: A report has the following types of sections:

• Sections with characteristics and key figures• Sections with calculated key figures


Unit 5Formatting Reports

Unit OverviewThis unit describes how reports can be formatted. Firstly, you will learn how touse the formatting options in sections. Then you will learn how to use the standardlayout in reports. Afterwards formatting a section with the aid of column formatgroups will be explained. Finally you will learn how you use a section layoutlocally for a section in your report.


• Use the formatting options in sections• Use the standard layouts• Use format groups to format columns• Use the section layout

Unit ContentsLesson: Using Standard Layouts and Format Groups... . . . . . . . . . . . . . . . . . .135

Exercise 11: Section Layout and Attributes ... . . . . . . . . . . . . . . . . . . . . . . . . . .141Exercise 12: Format Groups and Other Formatting Issues... . . . . . . . .145


Unit 5: Formatting Reports TFIN22_2

Figure 60: Formatting: Overview


TFIN22_2 Lesson: Using Standard Layouts and Format Groups

Lesson: Using Standard Layouts and Format Groups

Lesson OverviewThis lesson focuses on using standard layouts and format groups. First the lessonexplains how to use the formatting options in sections. Then, the lesson explainshow to use the standard layouts in a report. Next, the lesson explains how to usethe format groups to format columns in a section. Finally, the lesson explains howto use the section layout in a report.


• Use the formatting options in sections• Use the standard layouts• Use format groups to format columns• Use the section layout

Business ExampleYou work as a financial consultant for XYZ Cement Company. The managementwants you to create a report of how much each cost center is spending toward eachaccount. Further, they need you to divide the report layout into two differentsections: Actual vis-a-vis plan costs and statistical key figure section. They alsoneed you to different attributes for each section of the report. You need to use thesection layout and functions of attributes to do this.



Formatting Sections

Figure 61: Formatting Sections

You can use the following formatting options in the section of a report definition:

• Select a short text, medium text, or a single-line long text for all columns.• Define color and overscore/underscore options to emphasize a summarization

(*) level.• Expand/compress the summarization levels.• Choose format groups for the columns to optimize the number format and

column width.



Using Standard Layouts

Figure 62: Standard Layout

You create a standard layout independent of a report.

You assign the standard layout to your report. If you are not working with astandard layout you created yourself, the SAP layout is used.

This standard layout defines the format of your report.

In the layout, you can define parameters that control:

• Rows• Lead column• Columns• Column headings• Representation• Language-specific parameters• Graphics



Figure 63: Standard Layout for Defining Reports

In the report definition, you can assign a standard layout to a report in the reportheader.

The settings in this report are applicable for the report.

Figure 64: Layout Changes During Output

When a report group is output on the screen, you can either use the standard layoutentered in the header of the Report Painter report or copy it locally as a reportlayout for this report and modify selected parameters for this report.

You can modify this report layout permanently if the 'Change allowed duringexecution' flag is set in the layout.



This flag determines whether modifications to the layout parameters can be saved.

With reports that are under development, you can save the parameters to allowyou define the report layout. Once the report has left the development phase itshould no longer be possible to save the parameters online otherwise every usercan change the report layout constantly.

Using Format Groups

Figure 65: Format Groups

You may have to define different formats form amounts in different columns. Inthe Report Writer, you use the format groups for this purpose.

The Report Writer comprises a series of layout parameters in six different variants,which are numbered in a sequence. The number is referred to as a format group.These format groups can be entered above the columns. In a report, the parameterversion that matches the format group is always used.

Examples of these parameters include:

• Column width• Number of decimal places• Scale• Flag: print units• Right margin• Flag: reverse +/- sign



Section Layouts and Attributes

Figure 66: Section Layout and Attributes

A Report Writer report comprises one or more sections. These sections are outputin the order defined by their sequence number. You can specify a separate text andpage break for each section.

You can also decide whether the section is to be output on a new page or, if thesection starts in the middle of a page, whether the column heading is to be printed.

If you insert a layout in a report header, it will apply globally to all of the sectionswithin the report. In this case, any changes made to the layout of the reportautomatically affects these sections.

You can also specify layout parameters for specific sections in the report definition.These take precedence over the global layout settings.

The section layout contains control information on:

• Row totals• Row texts• Column texts

The section settings can also be modified in the report output.



Exercise 11: Section Layout and Attributes

Exercise ObjectivesAfter completing this exercise, you will be able to:• Describe the purpose of the standard layout and link it to the Report Painter

Report• Describe the purpose of the section layout and attributes

Business ExampleManagement requires different attributes for each section of the report that youcreate. You need to create a standard layout and assign it to an existing report.

Task 1:

1. Describe the terms 'standard layout', 'section layout', and 'section attributes'.

Task 2:Modify your report Z6##-003 so that you can try different layout settings.

1. Create a separate standard layout Z##-NEW.

2. Assign your report Z6##-003 to the new layout Z##-NEW

3. How do you change the section attributes?

4. How would you link your report to a different section layout?

5. Save and execute the report



Solution 11: Section Layout and AttributesTask 1:

1. Describe the terms 'standard layout', 'section layout', and 'section attributes'.

a) The standard layout is similar in thought to a stylesheet in a wordprocessing package. The layout provides some general guidelines forwhich all reports linked to the layout follows. The layout can definecolumn widths, number and decimal representation, and location ofthe lead column.

You can use the section layout to define different layout settings foreach report section. You can either copy the settings from the standardlayout or change them to suit your requirements.

Using the section attributes, you can define the following attributes foreach section: Page break/overscore/underscore/print column header

Task 2:Modify your report Z6##-003 so that you can try different layout settings.

1. Create a separate standard layout Z##-NEW.

a) Choose Information Systems→ Ad-hoc reports → Report Painter →Report Writer → Standard layout → Create or transaction GR11.

Standard layout: Z##-New

Copy from: SAP

Select Continue.

Enter a description for the New layout.

Change some of the settings on the layout so that you can test it out.

Save the new layout with Save.




2. Assign your report Z6##-003 to the new layout Z##-NEW

a) Find your report Information Systems→ Ad-hoc reports → ReportPainter → Report → Change or transaction GRR2.

Double click the report Z6##-003 .

b) From within the report definition, choose Edit → Report header ordouble-click the name of the standard layout currently linked to thereport. The layout name is located in the header row of the ReportPainter report definition interface.

c) In the standard layout filed enter your new layout Z##-New. ThenContinue. Yes to change the current format.

3. How do you change the section attributes?

a) In the report definition, choose Formatting → Section overview or, foreach section in the report, Settings → Section attributes.

4. How would you link your report to a different section layout?

a) Position the cursor on the section whose layout you want to edit. Inthe report definition, choose Formatting → Section layout or, in theexecuted report, Settings → Section layout.

5. Save and execute the report

a) Save the report with

.

b) Execute the report with

. Use the following selection parameters:

Field Value


Periods 1 - 12

Plan Version 0

Actual Valuation 0


Execute the report with .

c) Select the Calculated Key Figures report. You should now see theresults of your new layout.



Exercise 12: Format Groups and OtherFormatting Issues

Exercise ObjectivesAfter completing this exercise, you will be able to:• Use format groups to format columns in your reports• Use overscores and underscores to highlight a particular level of a row• Use local summation levels to hide details

Business ExampleYou need to modify the layout of an existing report to highlight various levels ofrows. You use overscores and underscores and local summarization levels to dothis.

Task 1:

1. Modify your report Z5##-001 to test the use of format groups.

Figure 67:

2. Explode the rows

Expand the whole line. (Drill-down)

3. Assign Format Groups




Set the format group for the variance column to the format group 1. Leavethe remain format groups set to 0.

4. Update Format Group 1 Information

Reduce the width of the Variance column to 8 and show zero decimal places.


Increase the size of the Actual and Plan columns to 18 and show two decimalplaces.

6. Emphasize Subtotal Rows with Lines

Modify the report so the subtotal rows (** level) are marked by underscoresand overscores.

Task 2:1. How does the report know which format group you are currently modifying?


3. Execute the Report from the Report Definition Interface

Task 3:1. Suppose you prefer not to see the details of the report but just the grand

totals and the next level subtotals as shown below. Make the appropriatechange to Z5##-001.

Figure 68:





Solution 12: Format Groups and OtherFormatting IssuesTask 1:

1. Modify your report Z5##-001 to test the use of format groups.

Figure 69:

a) Choose Information System → Ad Hoc Reports → Report Painter →Report → Change or transaction GRR2.

Select report: Z5##-001 by double clicking on it.

2. Explode the rows

Expand the whole line. (Drill-down)

a) Position the cursor on the first row. Select Edit → Rows → Explode .Choose Expand and Confirm.

3. Assign Format Groups

Set the format group for the variance column to the format group 1. Leavethe remain format groups set to 0.

a) In the format group cell above the Variance column enter the value 1.





Reduce the width of the Variance column to 8 and show zero decimal places.

a) While your cursor is positioned on the Variance column, chooseFormatting → Columns .

Enter 8 for the column width.

Choose the 0 decimal places format.

Select Continue.


Increase the size of the Actual and Plan columns to 18 and show two decimalplaces.

a) Position your cursor in the Actual or Plan column and chooseFormatting → Columns .

Enter 18 for the column width.

Choose the 0.00 decimal places format.

Select Continue.

6. Emphasize Subtotal Rows with Lines

Modify the report so the subtotal rows (** level) are marked by underscoresand overscores.

a) Place your cursor on a subtotal row and choose Formatting → Row .

Select both the underscore and overscore boxes.

Select Continue.

Task 2:1. How does the report know which format group you are currently modifying?

a) Based on the current position of your cursor in a column. If your cursoris positioned in a column that is the format group 2, you modify theformat group 2 when you make changes to column width.


a) Check the report for any error or missing characteristics by choosingReport → Check or use Check or F6.

Save the Report via Report → Save or use Save or CTRL + S.





a) Click Execute or Choose Report → Execute.


Fiscal year Current year

Period 1 to 12


Execute the report with .

Hint: If there is no Actual Data for the current year rerun thereport for 2006.

Task 3:1. Suppose you prefer not to see the details of the report but just the grand

totals and the next level subtotals as shown below. Make the appropriatechange to Z5##-001.

Figure 70:

a) Choose Information System → Ad Hoc Reports → Report Painter →Report → Change or transaction GRR2.

Select report: Z5##-001 by double clicking on it.

Place your cursor on a subtotal row, then proceed to the menuFormatting → Collapse to.

Select 2-Asterisk Level and Confirm.

Now, the report shows only the 2 and 3-asterisk levels.





a) Check the report for any error or missing characteristics by choosingReport → Check or use Check or F6.

Save the Report via Report → Save or use Save or CTRL + S.


a) Choose Report → Execute or select .

Use the following table for the Selection values:


Period 1 to 12


Click Execute.

The report only shows the 2and 3 asterisk levels. To drill down to themore detailed levels select .



Lesson Summary

You should now be able to:• Use the formatting options in sections• Use the standard layouts• Use format groups to format columns• Use the section layout



Unit SummaryYou should now be able to:• Use the formatting options in sections• Use the standard layouts• Use format groups to format columns• Use the section layout



Test Your Knowledge

1. It is possible to expand or compress the summarization levels using theformatting options in the section of a report definition.Determine whether this statement is true or false.□ True□ False

2. The format group numbers are entered below the columns in a section.Determine whether this statement is true or false.□ True□ False

3. You can modify a report layout permanently if theflag is

set in the layout.Fill in the blanks to complete the sentence.

4. The section layout contains control information on ,, and .




Answers

1. It is possible to expand or compress the summarization levels using theformatting options in the section of a report definition.

Answer: True

It is possible to expand or compress the summarization levels using theformatting options in the section of a report definition.

2. The format group numbers are entered below the columns in a section.

Answer: False

The format group numbers are entered above the columns in a section.

3. You can modify a report layout permanently if the Change allowed duringexecution flag is set in the layout.

Answer: Change allowed during execution

4. The section layout contains control information on row totals, row texts,and column texts.

Answer: row totals, row texts, column texts


Unit 6Information System

Unit OverviewThis unit helps you to define and execute various reports. It also describes how tocreate various report forms. In addition, it explains the difference between reportsand forms and the functions available for line item reports.


• Evaluate the reporting options• Introduce drill-down reporting• Create basic reports• Create form reports• Create line item reports• Transfer the report data• Explain the integration between CO-PA and SAP BI• Evaluate the benefits of Financial Analytics in SAP BI

Unit ContentsLesson: Overview of Financial Analytics .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156

Exercise 13: Financial Analytics Overview... . . . . . . . . . . . . . . . . . . . . . . . . . . .165Lesson: Creating Reports.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .174

Exercise 14: Creating Reports.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191Exercise 15: Report Components .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .197Exercise 16: Form Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .215Exercise 17: Line Item-Based Reports .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231

Lesson: Financial Analytics in SAP BI .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237


Unit 6: Information System TFIN22_2

Lesson: Overview of Financial Analytics

Lesson OverviewThis lesson provides an introduction to Financial Analytics. it describes drill-downreporting and its functions. In addition, it explains the principles of drill-downreporting.


• Evaluate the reporting options• Introduce drill-down reporting

Business ExampleThe management of your company wants to implement a profitability accountingapplication in the SAP system. As a member of the project team of your company,you are supposed to e advise on the question of whether to implement CO-PAor EC-PCA in the SAP system. You then will be responsible to implement theselected applications.

You need to evaluate data in profitability analysis. To do this, you need to drilldown the data to analyze it.

For this reason, you need to know the main features of multidimensional reports.


TFIN22_2 Lesson: Overview of Financial Analytics

Introduction to Reporting and Drill-Down Reporting

Figure 71: Reporting - Introduction

In SAP system, drill-down reporting is an online reporting tool that allows you tointeractively evaluate the data in Profitability Analysis. You can select the requireddataset using any characteristic in your CO-PA system and draw on any key figuresusing the dynamic drill-down function. You can display several profitabilitysegments for a key figure or several key figures for any profitability segment. Youcan also perform variance analyses, such as plan/actual comparisons, fiscal yearcomparisons, or comparisons of profitability segments.

In drill-down reporting, you can display both reports with a simple, fixed layout,basic reports, and reports with a more complex structure and formatting, formreports.

The drill-down functions are divided into three groups, each with a differentscope. Each user can choose or be assigned the function level that suits the user'srequirements.

The menus and the functions available in the drill-down report are user-friendly.

Drill-down reporting is used in both costing-based and account-based CO-PA. Thedifferences between the two methods are explained in a later figure. Drill-downReporting:



Figure 72: Drilldown: Overview

You can summarize the data according to the derived characteristics and then drilldown interactively in reporting. At each level of the report, you can display thedrill-down list (overview) or extensive information (margin analysis).

Principles of Drilldown Reporting

Figure 73: Report Output Types (1)



Drill-down reporting allows flexible analysis of business data. According to thetype of data you report, drill-down reporting offers different output and navigationpossibilities. Each output type has an individual emphasis, as shown above.

Figure 74: Functions in Drill-down Reporting

The functions of drill-down reporting are divided into three levels so that you cangive each user only the functions that the user requires:

• Step 1: Contains the basic functions of drill-down reporting and enables youto send reports by SAPmail. This level is designed for users who do notrequire the entire functions of drill-down reporting.

• Step 2: Contains the rest of the drill-down functions and enables you todisplay graphics and download reports to Microsoft Excel.

• All functions: includes all functions in drill-down reporting, including theprint setup function and the functions for saving report data and definingexceptions. This level is designed for users who need to print and modifyreports in addition to all the interactive drill-down functions.

You can define the required level for each user by entering the parameter, RLV (0= All functions, 1 = Level 1, 2 = Level 2) in the user's user parameters.

Remember: The individual function levels are subject to an authorization check.



Figure 75: ABC- Analysis

With the help of the various analysis functions, you can classify and rank yourCO-PA data. There are three analysis functions available:

• Cumulative curve• ABC analysis• Classification

Figure 76: Ranking Report Data



An exception is a rule that determines whether the performance of a profitabilitysegment differs significantly from what had been expected. You can define theexceptions for any key figure in a cell or an entire column of a report.

An exception consists of two threshold values that determine the range of tolerancewithin which the value might move. If the value exceeds the upper threshold orfalls below the lower threshold, the system displays it in the color that was definedfor that threshold, green or red. There are two basic types of exceptions. You candefine an exception for a single cell, which is an intersection between one rowand one column, or for an entire column. You can only define an exception ona drill-down list. After you have done so, the exception is also applied to thecorresponding detail list and can be changed from there.

That means that the exception is valid for that column on every list at every levelof the report. In the above example, the list on the left contains the revenuefor thevarious countries and the variance compared with the previous year. An exceptionis defined for the column, “Percentage variance”. When you drill down on thecountry, “USA”, you see the regions in the US, the revenue earned in each region,and the percentage variance. The exception rule defined for the second column isalso applied to this list. This means that the exception is checked for the individualcountries as well as the individual regions.

When you define an exception for a cell, it only applies to that cell on thatparticular list. That means that the exception is not visible if you drill down tothe next level.

Figure 77: Formatting Options

You can make a number of settings directly from a displayed report list to definehow the data should be displayed and printed. The settings include changingthe currency, the characteristic display, how the total rows are displayed, sortingfunctions, such as sort columns, switching display variants, such as cumulativeon/off, and various print settings.



Currency: Translates the displayed currency to any other currency for the selectedcolumn(s). The currency translation key is used to automatically find the exchangerate. You define the currency translation keys in Customizing.

Sort: Enables you to sort the rows of the list in ascending or descending orderaccording to the values contained in the column where you have positioned thecursor. The system displays a dialog box in which you can decide whether youwant to sort the column or column group alphabetically according to the key ortext of the characteristic values, the key figure, or where applicable, a hierarchy orhierarchy display.

Number format: Enables you to change the number format and the sign forindividual columns. Which settings you can make depends on the report and thelist type displayed, which can be a drill-down or detail list.

Figure 78: Executing Reports

When you execute a drill-down report online, the system displays a Selectionscreen where you specify what data you want to see. You can define the selectionvariants to simplify this process. A selection variant contains a set of selectionparameters and other settings for a report.

You can also use the selection variants to execute reports in the background. Youdo this by first defining a variant group and entering a number of selection variantsfor the different reports in that group. Then, you can schedule the entire variantgroup for background processing.

In this way, a variant group enables you to combine separate tasks into one step:

• Schedule different combinations of variables for one report• Schedule variants for different reports



You can schedule a job after you have defined the variant group and selectedthe required reports. This job can also be scheduled for execution in regularintervals. For more information, see the documentation, BC Computing CenterManagement System.



Exercise 13: Financial Analytics Overview

Exercise ObjectivesAfter completing this exercise, you will be able to:• Use the basic navigation functions in drill-down reporting• Explore the options available in drill-down reporting

Business ExampleYou observe some existing CO-PA reports to evaluate their use in the day-to-dayreporting needs of your company and establish how data can be viewed, sorted,and displayed online.

Task 1:Now run CO-PA report IDES-050. This report consists of several differentproduct-specific navigation levels. Execute the report for actual data for the periodof months from 1 through 12 in the current fiscal year for the sales organization,1000.

1. Explore basic drill-down navigation. The initial report displays the data forthe current fiscal year sorted by division. Drill down to all the customers inDivision, 01. How many customers are displayed?

Drill down to the products sold to the customer, 1000, Becker Berlin. Whichproducts were sold to Becker Berlin in the current fiscal year?

Display all the sold products in all divisions and for all customers in salesorganization 1000. You search for the product M-11, in order to find outwhich division sells it.

Position your cursor on Customer 1000, right-click, and cancel Selection.Position the cursor on the Division, 01, right-click, and cancel Selection. Inthis way, ALL articles sold in sales organization 1000 are displayed. Searchfor product M-11 in the list displayed, in order to start your drilldown.

2. Your managers have asked you to identify the top ten customers, based onrevenue in sales organization 1000. Which is the Top Customer? Cancelyour drill-down selection for the product, M-11, first.

Where is this customer located?

Position the cursor on the customer and select Attributes.

Delete the ranking after you have reviewed your results.




3. Your sales manager would like to view all the customers with sales greaterthan 5,000.00, and the ones with sales less than 1,000.00. To enable this, youset up an exception.

How many customers fall into the upper bracket?

Delete the condition after reviewing your results.

4. Next, change the number format of the Sales quantity column.

Aggregate your report data back up to the division level by canceling anydrill-down selections you have made.

Next, you want to display the sales quantities for each division as a pie chartand would also like to display a legend for the data displayed.

You also want to change some of the colors for easy viewing.

5. A sales employee wants to carry out an ABC analysis for all products sold insales organization 1000. She wants to look at the best 20%, the next 50%and the last 30% of the products, based on revenue. You show her the ABCanalysis feature in the ABAP list viewer, which can be directly accessedfrom the report.

Which products are grouped in the top 20%?

Exit the report without saving your data.

Task 2:Next, take a look at a standard drill-down report. Again, execute the report,IDES-050, but this time select the Classic Navigation output type. Use the sameparameters as above.

Execute the report.

1. Drill down to the customer and product level.

Navigate so that you can see all the key figure columns defined in the report.

Double-click the characteristic values in the columns to drill down throughthe characteristic sort order and use the green hotspot to return to the nexthigher level.

Display all the key figure columns.

2. Next, re-sort the columns in the report so that they appear in the reverseorder. In addition, hide the Contribution Margin I column. Finally, go to theline items for a line in the report list. What menu paths do you use to do this?



Solution 13: Financial Analytics OverviewTask 1:Now run CO-PA report IDES-050. This report consists of several differentproduct-specific navigation levels. Execute the report for actual data for the periodof months from 1 through 12 in the current fiscal year for the sales organization,1000.

1. Explore basic drill-down navigation. The initial report displays the data forthe current fiscal year sorted by division. Drill down to all the customers inDivision, 01. How many customers are displayed?

Drill down to the products sold to the customer, 1000, Becker Berlin. Whichproducts were sold to Becker Berlin in the current fiscal year?

Display all the sold products in all divisions and for all customers in salesorganization 1000. You search for the product M-11, in order to find outwhich division sells it.

Position your cursor on Customer 1000, right-click, and cancel Selection.Position the cursor on the Division, 01, right-click, and cancel Selection. Inthis way, ALL articles sold in sales organization 1000 are displayed. Searchfor product M-11 in the list displayed, in order to start your drilldown.

a) Now run CO-PA report IDES-050. This report consists of severaldifferent product-specific navigation levels. Execute the report foractual data for the period of months from 1 through 12 in the currentfiscal year for the sales organization, 1000.

First, select the Graphical report output option.

Controlling → Profitability Analysis → Information System →Execute Report: IDES-050

Field Name or Data Type Values

Sales Organization 1000

Period from 001/Current fiscal year

Period to 012/Current fiscal year

Plan/Actual Indicator 0

Record Type F

Output Type Graphical Report Output

Explore basic drill-down navigation. The initial report displays thedata for the current fiscal year sorted by division. Drill down to all thecustomers in the Division, 01. How many customers are displayed?




Using drag and drop, move Division, 01, to the Customer drill-downcharacteristic.

The answers to this question vary.

Drill down to the products sold to the customer, 1321, Becker Stuttgart.Which products were sold to Becker Berlin in the current fiscal year?

Using drag and drop, move Becker Berlin to the Product drill-downcharacteristic.


Display all the sold products in all divisions and for all customers insales organization 1000. You search for the product M-11, in orderto find out which division sells it.

Position the cursor on the Customer, 1321, right-click, and cancelSelection. Position the cursor on the Division, 01, right-click, andcancel Selection. In this way, ALL articles sold in sales organization1000 are displayed. Search for product M-11 in the list displayed, inorder to start your drilldown.

Position the cursor on the first product in the list, right click, andselect Find. Enter product M-11. Using Drag&Drop, pull the productover to the drilldown characteristic Division.

Division 07

2. Your managers have asked you to identify the top ten customers, based onrevenue in sales organization 1000. Which is the Top Customer? Cancelyour drill-down selection for the product, M-11, first.


Position the cursor on the customer and select Attributes.





a) Your managers have asked you to identify the top ten customers, basedon revenue in sales organization 1000. Which is the Top Customer?Cancel your drill-down selection for the product, M-11, first.

Right-click the product and select “Cancel Selection”. Position thecursor on the header of the Revenue column and right-click SelectRanking List → Top N: 10



Position the cursor on the customer and select Attributes from thetoolbar.



Position the cursor on the header of the Revenue column andright-click.

Choose Condition → Delete.

3. Your sales manager would like to view all the customers with sales greaterthan 5,000.00, and the ones with sales less than 1,000.00. To enable this, youset up an exception.


Delete the condition after reviewing your results.

a) Your sales manager would like to view all the customers with salesgreater than 5,000.00, and the ones with sales less than 1,000.00. Toenable this, you set up an exception.

Select Gross Revenue and choose Exceptions from the toolbar.Choose Column and Continue. Enter the thresholds, as specified.Follow the same steps to delete the exception.



Delete the exception after reviewing your results.

4. Next, change the number format of the Sales quantity column.

Aggregate your report data back up to the division level by canceling anydrill-down selections you have made.

Next, you want to display the sales quantities for each division as a pie chartand would also like to display a legend for the data displayed.





a) Next, change the number format of the Sales quantity column.

Select Sales Quantity → Settings → Number Format.

Aggregate your report data back up to the division level by cancelingany drill-down selections you have made.

Double-click Division.

Next, you want to display the sales quantities for each division as a piechart and would also like to display a legend for the data displayed.


Position your cursor in the graphic section of the report, right-click,and choose Chart Type → Pie Chart. Select a Chart Subtype andclick OK.

Position your cursor in the graphic section of the report, right-click,and choose Chart Options → Legend. Select a Legend and click OK.

Position your cursor in the graphical section of the report,double-click each colored square, select a Color, and choose a colorfrom the list.

5. A sales employee wants to carry out an ABC analysis for all products sold insales organization 1000. She wants to look at the best 20%, the next 50%and the last 30% of the products, based on revenue. You show her the ABCanalysis feature in the ABAP list viewer, which can be directly accessedfrom the report.






a) A sales employee wants to carry out an ABC analysis for all productssold in sales organization 1000. She wants to look at the best 20%, thenext 50% and the last 30% of the products, based on revenue. Youshow her the ABC analysis feature in ABAP list viewer, which can bedirectly accessed from the report.


Double-click Product. Select Report → Export → Object List:Product → Confirm.

Select the Gross Revenue column.

Go to → ABC Analysis → Choose Key Figures Percent:

Segment A: 20 %, Segment B: 50 %, Segment C: 30%.



Task 2:Next, take a look at a standard drill-down report. Again, execute the report,IDES-050, but this time select the Classic Navigation output type. Use the sameparameters as above.

Execute the report.

1. Drill down to the customer and product level.

Navigate so that you can see all the key figure columns defined in the report.

Double-click the characteristic values in the columns to drill down throughthe characteristic sort order and use the green hotspot to return to the nexthigher level.





a) Next, take a look at a standard drill-down report. Again, execute thereport, IDES-050, but this time select the Classic Navigation outputtype. Use the same parameters as above.

Controlling → Profitability Analysis → Information System →Execute Report: IDES-050



Period from 001/Current fiscal year

Period to 012/Current fiscal year


Record Type F

Output Type Graphical Report Output

Execute the report.

Drill down to the customer and product level. Navigate so that you cansee all the key figure columns defined in the report.

Double-click the characteristic values in the columns to drill downthrough the characteristic sort order and use the green hotspot to returnto the next higher level.


Use the navigation functions to move from side to side to see all thekey figure columns. You need to do this only if you cannot display allthe columns on a single screen.

2. Next, re-sort the columns in the report so that they appear in the reverseorder. In addition, hide the Contribution Margin I column. Finally, go to theline items for a line in the report list. What menu paths do you use to do this?

a) Next, re-sort the columns in the report so that they appear in the reverseorder. In addition, hide the Contribution Margin I column. Finally, goto the line items for a line in the report list. What menu paths do youuse to do this?

Edit → Column(s) → On/Off.

Edit → Column(s) → Sort.

Go to → Line Items.



Lesson Summary

You should now be able to:• Evaluate the reporting options• Introduce drill-down reporting



Lesson: Creating Reports

Lesson OverviewThis lesson helps you to learn how to create basic, form, and line item reports.It also explains the use of variables in forms. Finally, it enables you to learn theprocess to transfer report data.


• Create basic reports• Create form reports• Create line item reports• Transfer the report data

Business ExampleThe management of your company wants to implement a profitability accountingapplication in the SAP system. As a member of the project team of your company,you are supposed to provide advise on the question of whether to implementCO-PA and/or EC-PCA in the SAP system. You then will be responsible toimplement the selected applications.

You need to create reports for your retail dealers. For this reason, you need tostandardize the contribution margin reports using a key figure scheme, createbasic profitability reports, design the report forms to be used by several users, andinsert report variables and report headers.


TFIN22_2 Lesson: Creating Reports

Report Types and Architecture

Figure 79: Report Types in Drill-down Reporting

The drill-down reporting tool was designed to provide you with simple means todefine straightforward reports and at the same time offer all the functions requiredto create more complex, formatted reports. A distinction is made between twodifferent types of reports.

Run a quick, ad-hoc analysis to search for a specific effect. These reports have apredefined basic structure for general use.

Represent more complex reports and can be designed according to their specificpurpose. These reports are used for official reports and are suited for printing.

Form reports are defined on the basis of “forms”. Forms are independent objectsthat can be used for different reports. There are different types of forms, whichdiffer in terms of what elements are defined where in their structure.

Basic reports do not require the use of a form. When you define a basic report,you simply need to select the characteristics, characteristic values, and key figuresthat you want to analyze.

Remember that each report that you define is valid only for either costing-based oraccount-based Profitability Analysis, and not for both.



Figure 80: Architecture of Drill-down Reporting

You can use characteristics, key figures, and forms to define a report. As a result,when you display the report, a number of lists and graphics that you can call upand analyze interactively appear.

A form determines the content and formal structure of a report list. A formcan be thought of as a semifinished report, which you complete by indicatingcharacteristics and key figures when you define the individual report. You canindicate characteristics in the form as well as in the report. Key figures can becontained only in either the form or the report.

Drill-down reporting in CO-PA provides you with easy-to-use functions to movethrough the dataset. In this way, for example, you can go from one segment to thenext step or to the next segment within a step. In the same way, you can fade outa step of the drilldown hierarchy and switch to and fro between detail lists andoverview lists. You also have a number of other functions available to edit onlinereports, such as conditions, sort orders, and ranking lists. You can send reportlists by fax or electronic mail, or download them to Microsoft Word or Excel. Inaddition to the various interactive functions for online lists, Drill-down reportingprovides special functions to define the report layout to print, such as page breaks,headers, footers, and underscores.



Basic Report

Figure 81: Basic Report

You can access the functions to define reports from Customizing or the CO-PAapplication menu. From the Initial screen to create a report, you can process anyof the components of the report in any order you want.

When you define a basic report, the system first asks you to enter a from anda to period, a plan/actual indicator, a version, and in costing-based CO-PA, arecord type.

Next, the system displays a list of all the characteristics in the operating concern.Here, you can select the ones you want to analyze. These characteristics willform the dimensions of your multidimensional “data cube”. If characteristicgroups have been defined for the operating concern, the system also displaysthe Characteristic group field. If you enter a characteristic group, the systemdisplays only the characteristics in that group, instead of all the characteristics ofthe operating concern.

In the costing-based CO-PA, you can enter a key figure scheme on the CreateProfitability Report: Key Figures screen (see graphic “Define Key Figures”), to geta list of all key figures of this scheme. When you select Value fields, you can extendthe list to include all the value fields of the operating concern. In account-basedCO-PA, the system automatically displays a list of all the fixed basic key figures.

If you want to delete a report, you can do this using the Change report function.Notice that if you want to delete an entire group of reports, it is easy to do this inCustomizing using the Reorganize reports function.



Figure 82: Key Figure Scheme

The formula editor allows you not only to enter value fields but also to definecomplex formulae. This means that constants as well as any elements of the keyfigure scheme can be linked up by standard arithmetic operations or user-definedABAP functions.

The function, Check key figure scheme, allows you to run a syntax check on theuse of arithmetic operations and parenthesis. It also checks for empty formulae,recursive formulae, and any circular conclusions.

Figure 83: Use of Characteristic Hierarchies



You can define hierarchical relationships between different characteristic values inProfitability Analysis and analyze these later in drill-down reporting. For example,you can define a hierarchy of products or customers for your organization. Youcan also define different variants of the same hierarchy and display these inreports. These variants allow you to perform simulations and “What if?” analyses.

A characteristic hierarchy is defined using the master data (characteristic values)that belong to a characteristic. Notice that different characteristics that use thesame master data table have the same master data hierarchy. You cannot definehierarchies for the characteristics that do not use a master data table. This appliesfor the characteristics that were defined with no check table and text table.

Note: These hierarchies are only hierarchies of values of a singlecharacteristic. For this reason, each hierarchy can contain only the valuesof that particular characteristic. In addition, each characteristic value canoccur only one time in a hierarchy. This means that each value remainsunique throughout the entire hierarchy.

Form Reports

Figure 84: Form Reports

A form determines the content and formal structure of a report list. A form can beregarded as a semifinished report structure, which you complete if you indicateadditional characteristics and key figures when you define the final report.



The content of a form should normally be regarded as fixed and should only bechanged under exceptional circumstances. This is because when you change aform, it changes all the reports that use that form.

A distinction is made between the forms with one axis and the forms with twoaxes. Forms with one axis consist of only one dimension, which is either rows orcolumns. Forms with two axes contain both rows and columns. This means thatyou can define the forms with one axis, which may not be useful as a basis forfinal reports, and use them as templates to create the forms with two axes. Suchforms can then be used as often as you like. The type of form you use will dependon the type of layout and content you want to display in your reports.

Figure 85: Different Types of Forms



There are three types of forms:

• One axis without key figure:

– In a form with one axis and without the key figure, you define either therows or the columns using characteristics. When you press Basic list,the system displays a blank list with columns.

• One axis with key figure:

– In a form with one axis and with the key figure, you define either therows or the columns using characteristics and key figures. When youpress Basic list, the system displays a blank list with rows.

• Two axes with key figure:

– In a form with two axes and with the key figure, you define both therows and the columns using characteristics and key figures. Whenyou press Basic list, the system displays a blank list with both rowsand columns. You can decide whether the key figures should appearin the rows or the columns, depending on what you want to report.Characteristics can be displayed in both the rows and the columns.

To create a form, enter a name and the required type of form.

Figure 86: One Axis Without Key Figure

In a form with one axis and without the key figure, you only need to define thecolumns. To do this, you indicate characteristics and characteristic values. Ifyou want, you can also define additional columns using formulae, such as Plan- Actual = Variance. The characteristics and values you indicate determine thecontent of the columns.



You decide which key figures you want to see, such as revenue, contributionmargins. You also decide the drill-down characteristics you want to analyze whenyou define the report.

When you execute a report, you obtain a drill-down list with two headers, witheach key figure standing above a group of columns that contains the characteristicsyou specified in the form. The individual values of the first drill-downcharacteristic, Industries, “Retail” and “Media”, are displayed in the rows.

The detail list shows the columns you defined using characteristics in the formdefinition. The key figures are displayed in the rows. The detail list displays theresults of one selected characteristic value (industry “Retail”).

Figure 87: One Axis With Key Figure

In a form with one axis and with the key figure, you set the key figures you wantto analyze, such as planned revenue and actual revenue, in the rows of the form.You can also limit the key figures further if you specify characteristics and theirvalues as well.

When you define the report, you need to only select the drill-down characteristics,such as Industry or Customer. The drill-down list shows the key figures andcharacteristics from the form in the columns, and the values of the first drill-downcharacteristics, “Retail” and “Media”, are displayed in the rows.

The detail list contains only one column that shows the selected characteristicvalue (“Retail”). The key figures are shown in the rows.

Remember that in a form with one axis and with the key figure, you define eitherthe rows or the columns of the form. When you press Basic list, the systemdisplays a blank list with only rows. Notice that you can “tip” this form by movingthe rows to the columns using the Column display function.



Notice that when you define a form, you define the layout of the detail list. Thismeans that the position of the elements in the form determine their position in thedetail list. This is the reason why e key figures are shown in the rows by defaultin the forms with one axis and with the key figure.

Figure 88: Two Axes (Matrix)

In a form with two axes (matrix form), you define both the rows and the columnsusing characteristics and key figures. The key figures must appear in either therows or the columns of the form, but not both. Conversely, characteristics can beused to define both rows and columns.

When you define the report, you need to only select the drill-down characteristics,such as Industry and Customer.

When you execute the report, you obtain a drill-down list with two headers, witheach key figure, revenue and contribution margin 1, standing above a group ofcolumns containing the characteristics you specified in the form, such as plan,actual, and variance. The individual values of the first drill-down characteristic,the industries, “Retail” and “Media”, are displayed in the rows.

The detail list shows the columns you defined using characteristics in the formdefinition. The key figures are displayed in the rows. The detail list displays theresults of one selected characteristic value, Industry “Retail”.

Remember that all the three types of forms offer you a number of functions todetermine the final layout of your reports, such as colors, number format, linespacing, and text lines.



Figure 89: Form Settings

The following functions are available when you define a form:

• Colors: Used to highlight certain elements of the form.• Number format: This function lets you specify a display factor and the

number of decimal places displayed. This function is always applied to aspecific column or row. When you have executed the report, you can makeadditional settings for each row or column.

• Plus/minus sign reversal: Used to reverse the signs of a specific column.Negative values are displayed as positive, and positive values as negative. Inthe form, '-' is used to indicate this.

• Zero suppression: Used to hide all the rows with the value, 0. 'xxx.xxx.xxx'is used to indicate this in the form definition.

• Text type: Allows you to specify whether you want to see the short, medium,or long text of each element in the lines or columns.

• Column width: Allows you to change the width of a column.

To use any of these functions, first select the required column and then choosethe function.



Variables

Figure 90: Variables - Overview

Variables allow you more flexibility to define your forms and reports. Variablesare report or form parameters, which you do not want to specify until you define orexecute a report. You can use different methods to replace variables. Depending onhow often you want to use them, you can define your variables globally or locally.

If you want to create a variable which you need only in one particular form orreport, you can create a local variable. Notice that local variables are only knownwithin the relevant form or report. If you define a local variable in a form, it isalso valid for every report which uses that form.

If you define a variable in the report definition, it is only valid for that one report.If you use a variable frequently, you can define it globally. You can then useglobal variables in all your forms and reports. Global variables are maintained inthe Customizing. If you then want to use global variables in a form or a report,they are displayed for selection in the input help.

Note: Notice that when you change an existing global variable, thisactivity may affect a number of reports and forms, which already use it.



Figure 91: Variables in Forms: Examples

You use a variable for characteristic values if you want to leave the value of acharacteristic undefined in the report. Variables for characteristic values can beused in both forms and reports. These are then filled when editing or executingthe report. Variables used in the report definition are replaced when the reportis executed.

Note: Certain variables for characteristic values, such as Current fiscalperiod, are contained in the SAP system. To see which other standardvariables are available, see Customizing.

If you want to use a variable for the line or column text in a form, you need todefine a text variable. For example, if you use a variable for the value of theCountry characteristic, the text to be used in the column is not yet known whenyou define the form. In this case, you can define a text variable. Notice that textvariables can be used only in form reports and are always defined directly in theform. They are replaced automatically by the text of the characteristic value whenyou execute the report. In the above example, you can specify any country, whichmeans any characteristic value variable, when you execute the report. The systemthen automatically enters the name of that country, characteristic value, in thecolumn header, text variable.

Note: Certain text variables are contained in the SAP system. To see theother standard variables that are available, see Customizing.



Line Item Reports

Figure 92: Drilldown Reports Based On Line Items

To supplement the basic line item list previously available, you can definedrill-down reports based on line items. This type of report allows you to execute aline item analysis and simultaneously to use all navigation functions in drill-downreporting.

Reports based on line items permit you to use the following characteristics:

• Characteristics in the segment level• Characteristics that are not activated as segment-level characteristics• The date the line item was created• The person who created the line item

You need to create special forms and reports in Customizing for reports based online items. When you select additional report components such as key figureschemes, variables, and authorization objects, you can refer back to the onescreated for standard drill-down reports.

Reports based on line items are available only for costing-based ProfitabilityAnalysis.

Please note that the time and effort required to read line item-based reports isvery high. Summarization data and summarization levels are not supported forthis type of report.



Figure 93: Functions in Line Item Reports

The line item list is defined using the layout functions in the ABAP list viewer.This means that you can display a list, adapt it to your requirements, and thensave the changes as a layout.

When you display a line item list, a number of additional functions are available toenable you to display additional information, such as all the characteristic valuesof the current profitability segment or long texts for plan data.

Note: Before the system selects the line items, it checks whether theselection criteria allow it to use database indexes. If not, a warning isissued. In this case, you must further restrict the selection conditions.The warning also contains a suggestion as to how you could do this. Ifyou call up the line items from within a drill-down report and receive awarning, you should first drill down to a deeper level and then call upline items from there.



Figure 94: Account-based Profitability Analysis

The Information System offers some special features for account-basedProfitability Analysis.

This type of Profitability Analysis is supported by separate forms, reports, andauthorization objects for combinations of characteristics. In addition to theseauthorization objects, account-based CO-PA uses the same ones as costing-basedProfitability Analysis.

A hierarchy on the “cost element” characteristic can only be represented byspecifying a set. You define line item layouts in Customizing. The followingdisplay forms are available:

• Compact display• Line display• Asterisk display

You can display different currencies in the same report:

• Controlling area currency• Company code currency• Transaction currency

You can display line item lists in account-based Profitability Analysis. You canalso format the lists as you want using your own line item layouts. If you do notspecify a layout, the system uses the standard line item layout.



Transfer of Report Data

Figure 95: Transfer of Report Data

You can use this function to export a report in the XXL format, a special formatto transfer data to a spreadsheet application. Using this format, you can transfer allof the selected characteristics of the report into the table calculation. In this way itis possible to carry out a breakdown through the individual characteristics in thetable calculation. You can select this function when:

• The list currently displayed is a drill-down list. For technical reasons, thisfunction is not available in detail lists.

• You are displaying the report values as absolute values (functionPercentage/absolute). The function is not active when you switch topercentages.

In a dialog box, you can select the characteristics that you want to transfer. It is agood idea to select All characteristics. Select only some of the characteristics if thereport list would otherwise be too large for your spreadsheet application to handle.

The interface with Microsoft Word enables you to download drill-down reports toWord and print them from there. You can print all reports using Word, except theones that you called up from another report using the report/report interface.

This function is active if:

• You work with one of the following operating systems: OS/2 PresentationManager, Windows, Windows NT, Windows 32bit, or Windows 95.

• You have Microsoft Word Version 6.0 or higher installed on your local serverand entered in your path.



Exercise 14: Creating Reports

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create a basic report in costing-based CO-PA, execute it, and navigate

through it• Create a basic report in account-based CO-PA, execute it, and navigate

through it

Business ExampleYour sales manager wants to see a simple report example by division, customer,and product.

Task:Create a basic report in costing-based CO-PA for analyzing various contributionmargins by division, customer, and product. You have been asked to display theinvoiced quantity and the revenue in the report.

1. Call the new basic report, BRXX, where XX is your group number, andenter an appropriate description. Create the report definition so that the salesorganization, division, customer, and product are sorted in this order.

Select the value fields, Invoiced Quantity and Revenue.

Set the default values for the months from 1 to 12 of the current fiscal year,select the plan/actual indicator, 0, and the record type, F. Set the report sothat it is executed in the operating concern currency using summarized andcurrent data.

Name: BRXX

Description: (for example) Sales and Profit 1

Select Basic report and then Create.

Select Operating Concern Currency. From the table on the right, select theappropriate characteristics and copy them to the table on the left using thesingle arrow icon. Remember to sort your characteristics.

Select the required key figures on the Key Figures screen. All value fieldsare displayed by default on the right.

Select the Variable tab and make the appropriate settings. All variablesshould be changeable at execution.

For the report output, you have decided to use the Graphical report outputoption, with the Info Control, Navigation Control, Drill-down output area .




Select theOptions tab. In the Performance dialog box, selectDisplay CurrentData. You want to read summarization levels and, if no summarization isavailable, you want the report to be executed without any warning or errormessages being issued. These performance settings will be discussed ata later point.

Save the basic report definition.

2. Execute your report using the default settings you have made. You mayreceive a system warning message that no summarization data exists.Confirm this message.

How does this report layout differ from the report you carried out in exercise1-1?



Solution 14: Creating ReportsTask:Create a basic report in costing-based CO-PA for analyzing various contributionmargins by division, customer, and product. You have been asked to display theinvoiced quantity and the revenue in the report.

1. Call the new basic report, BRXX, where XX is your group number, andenter an appropriate description. Create the report definition so that the salesorganization, division, customer, and product are sorted in this order.

Select the value fields, Invoiced Quantity and Revenue.

Set the default values for the months from 1 to 12 of the current fiscal year,select the plan/actual indicator, 0, and the record type, F. Set the report sothat it is executed in the operating concern currency using summarized andcurrent data.

Name: BRXX



Select Operating Concern Currency. From the table on the right, select theappropriate characteristics and copy them to the table on the left using thesingle arrow icon. Remember to sort your characteristics.

Select the required key figures on the Key Figures screen. All value fieldsare displayed by default on the right.


For the report output, you have decided to use the Graphical report outputoption, with the Info Control, Navigation Control, Drill-down output area .

Select theOptions tab. In the Performance dialog box, selectDisplay CurrentData. You want to read summarization levels and, if no summarization isavailable, you want the report to be executed without any warning or errormessages being issued. These performance settings will be discussed ata later point.

Save the basic report definition.

a) Create a basic report in costing-based CO-PA to analyze variouscontribution margins by division, customer, and product. You have beenasked to display the invoiced quantity and the revenue in the report.




Call the new basic report, BRXX, where XX is your group number,and enter an appropriate description. Create the report definition sothat the sales organization, division, customer, and product are sortedin this order.

Select all the values from the Sales Control key figure scheme for yourreport.

Set the default values for the months from 1 to 12 of the current fiscalyear, select the plan/actual indicator, 0, and the record type, F. Set thereport so that it is executed in the operating concern currency usingsummarized and current data.

Profitability Analysis → Information System → Define Report →Create Profitability Report.

Name: BRXX



Select Operating Concern Currency. From the table on the right, selectthe appropriate characteristics and copy them to the table on the leftusing the single arrow icon. Remember to sort your characteristics.



Division --

Customer --

Product --

Select Sort User Defined Characteristics, and make the necessarychanges.

Select the required key figures on the Key Figures screen. All valuefields are displayed by default on the right.

Select Invoiced Quantity and Revenues. Copy the key figures to thetable on the left using the single arrow.



From period 001/Current fiscal year Enter atExecution




To period 012/ Current fiscal year Enter atexecution

Plan/Actual Indicator 0 Do not enter at execution

Version Blank Do not enter at Execution

Record Type F Do not enter at Execution

For the report output, you have decided to use the Graphical reportoutput option, with the Info Control, Navigation Control, andDrill-down control output area.

Select the Options tab. In the Performance dialog box, select DisplayCurrent Data. You want to read summarization levels and, if nosummarization is available, you want the report to be executed withoutany warning or error messages being issued. These performancesettings will be discussed at a later point.

Save the basic report definition. Confirm the Choose Hierarchy Dialogbox.

2. Execute your report using the default settings you have made. You mayreceive a system warning message that no summarization data exists.Confirm this message.

How does this report layout differ from the report you carried out in exercise1-1?

a) Execute your report using the default settings you have made. You mayreceive a system warning message that no summarization data exists.Confirm this message.

Report → Execute

How does this report layout differ from the report you carried out inexercise 1-1?

The report shows both a drill-down list and the detailed list but nographical display of the report data.



Exercise 15: Report Components

Exercise ObjectivesAfter completing this exercise, you will be able to:• Evaluate the existing key figure schemes• Create a key figure scheme• Create a master data hierarchy

Business ExampleYour controlling manager wants to see an initial draft of a contribution marginreport. The manager has given you an outline of the line items that the managerwants to see in the report.

Your sales manager wants to group customers in different ways to evaluatecustomer performance shares.

The CEO wants the following items to have consistent definitions whenever theyare used in cost-based CO-PA reports: Net Revenue, Contribution Margin I,Contribution Margin II and Operating Profit. When one of these items is used in areport, it should have a specific meaning.

Task 1:To create a sample contribution margin report, display the Sales Control SalesControl key figure scheme in the CO-PA Customizing settings Report Components.

Hint: A key figure scheme consists of a group of formulae used to definekey figures. The individual formulae are known as elements of the keyfigure scheme. They are based on previous elements and value fields. Theelements of the key figure scheme can be based on existing elements ofthe same scheme and database fields. You can define the text and specialdisplay parameters for each element. As with value fields, you can use theelements of the key figure scheme in the form or the report itself.

1. What are the elements of this key figure scheme? Indicate which elementsare formulae:

Display the basic formula for the Net Revenue key figure component. Whatis the formula associated with this component?

2. Modify the report you created in exercise 1-1, to include this key figurescheme. Make sure you delete the existing value fields in your report beforeyou add the key figure scheme. Execute the report and write down the keyfigures that appear in the drill-down and detail lists.




Select the Key Figures tab and remove the selected value fields from thetable on the left.

Add all the key figures from the Sales Control key figure scheme to yourreport. To do this, select the double arrow that points to the left.

Save your report and execute it for the same parameters as above.

Task 2:Create a new key figure scheme in costing-based CO-PA reports, which willcontain the definitions for the marketing key figures that your CEO wants to viewin the profitability report.

Name the scheme, ##, where ## is your group number, and enter a cleardescription. Define the following four elements in the key figure scheme: NetRevenue, Contribution Margin I, Contribution Margin II and Operating Profit.

The CEO has stipulated that these key figures be defined as follows:

Component Meaning

Net revenue Revenue minus discounts andrebates (incl. cost-accounting value)

Contribution margin I Net revenue minus standard cost ofgoods sold

Contribution margin II Contribution margin I minusproduction variances

Operating profit Contributionmargin IIminus periodcosts (Sales and administrativeoverheads)

Name: ##

Description: (for example Group ## Scheme)

1. Save and then define the information about the scheme. Select Details andthen choose New Entries to define the first element. For example:

Element of KF Scheme 010

Short Text Net Revenue

Medium-Length Text Net Revenue

Long Text Net Revenue

Choose Basic Formula. Select Choose Entries and the following value fields:




Element Description

9005 Sales Rev.

9006 Quantity Discount

9007 Customer Discount

9008 Material Discount

9010 Rebates

9011 Accrued Sales Deduction

After you have confirmed the selected items, change the + signs to - signs infront of the sales deductions, except Revenue. Save the definition.

If time allows, create a new basic report using your key figure scheme.

Task 3:Your sales manager wants to group customers in the sales organization intosegments based on revenue performance. Create a characteristics hierarchy forcustomers. Name this hierarchy variant, ##1, where ## is your group number, andenter an appropriate description that also contains your group number. Next,maintain the hierarchy so that customers are broken down into the following fourcategories:

Segment A Segment B Segment C New

Customerno.

1174, 1300,1900, 1175,1032,2004

1901, 2140,1001, 1321,2200, 1033,2007, 2130,1460

1171, 2141,1034, 2300,2000

T-CO05A##

1. For nodes in the hierarchy with no direct posting, create the following values,where ## is your group number. Enter the customers under each node, asindicated in the table above.

Select the characteristic, Customer, from the list of characteristics on the left.Enter the variant number for your group and select Create.

Enter a description and select Hierarchy.

Starting with the top node, enter the number, 999999##, where ## is yourgroup number, directly in the node and select ENTER. Enter a description,Customer Hier Gr##, in the text box for the node.




Create other nodes in the same way, following the instructions below and fillin the characteristic values for each node. To enter node text, select ENTERonce you have added a node key.

99999## Customer Hierarchy Gr.## | ----

99991## Segment A

|__1174

|__1300

|__…..

---- 99992## Segment B

|__1901

|__2140

|__…

---- 99993## Segment C

|__1171

|__…

---- 99994## New

T-CO05A##

|__….

Save the hierarchy.

2. Next, add the characteristic hierarchy to the basic report you created inexercise 1-1. Note that one of the options when adding a characteristic toa report is to add a master data hierarchy. Enter the hierarchy variant, ##1,save, and execute the report for the same parameters as above.

Select the Hierarchy option next to the customer characteristic. At theprompt, select your hierarchy from the list displayed. Execute the report.

3. Use the master data hierarchy to move through the report.

Expand and collapse the branches of the hierarchy using the hierarchynavigation features in the report list. How would you remove the hierarchyfrom the report data displayed?




Task 4:Your manager requires profitability reports at the month-end along the strategicbusiness units of the company by the income statement account in two currencies.The manager requires one particular report where the manager can select only thetransactions that took place for a given company code in a specific transactioncurrency. This enables the manager to analyze and report the business volume thateach SBU generates in the local and foreign currencies.

1. To generate these reports, create a basic report for the controlling area,1000, in account-based CO-PA and name it BRXX, where XX is your groupnumber. Enter a suitable description.

Create the report definition so that the cost element, SBU, customer group,and material group are sorted in this order. Select key figures so that it ispossible to report on the selected transactions in three currencies (total only;do not include quantities or fixed portions).

2. Set up a variable so that you can enter the company code and the transactioncurrency when you execute the report. Enter the following standard values:Company code, 1000, the currency, EURO, the current fiscal year, theplan/actual indicator, 0 (actual data), and no plan version. In addition, set thereport to execute without warnings against summarization levels.

Save the basic report definition. In the Performance dialog box, chooseDisplay Current Data. You want to use a summarization level. You do notwant any messages to appear if there is no level (Execute report).

3. When you create the report definition, were the characteristics, Customerand Product, available? Why is it not possible to analyze the cost elementsby customer and product in the IDEA operating concern in account-basedCO-PA?

When you created the report definition, was the Record type characteristicavailable as either a characteristic choice or a variable? When you createdthe report definition, was the Record type characteristic available as adrill-down characteristic or variable? What is the purpose of the record typein costing-based CO-PA, and why is this object missing in account-basedCO-PA?

4. Execute the report you just created for the actual data in the companycode, 1000, and for the current fiscal year. When using basic reports inaccount-based CO-PA, place the cost element at the top of the characteristicsort order because the values in the columns are only useful if they are linkedto a cost element. Drilling down to the other characteristics in a cost elementmakes sense, but the opposite is not true.



Solution 15: Report ComponentsTask 1:To create a sample contribution margin report, display the Sales Control SalesControl key figure scheme in the CO-PA Customizing settings Report Components.

Hint: A key figure scheme consists of a group of formulae used to definekey figures. The individual formulae are known as elements of the keyfigure scheme. They are based on previous elements and value fields. Theelements of the key figure scheme can be based on existing elements ofthe same scheme and database fields. You can define the text and specialdisplay parameters for each element. As with value fields, you can use theelements of the key figure scheme in the form or the report itself.

1. What are the elements of this key figure scheme? Indicate which elementsare formulae:

Display the basic formula for the Net Revenue key figure component. Whatis the formula associated with this component?

a) To create a sample contribution margin report, display the SalesControl key figure scheme in the CO-PA Customizing settings ReportComponents.

Hint: A key figure scheme consists of a group of formulaeused to define key figures. The individual formulae are knownas elements of the key figure scheme and are based on previouselements and value fields. The elements of the key figurescheme can be based on the existing elements of the samescheme and on database fields. You can define the text andspecial display parameters for each element. As with valuefields, you can use the elements of the key figure scheme inthe form or in the report itself.

What are the elements of this key figure scheme? Indicate whichelements are formulae:

IMG → Profitability Analysis → Information System → ReportComponents → Define Key Figure Schemes: Select the key figurescheme, VC, and select Details → Elements of the Key FigureScheme.

Sales quantity

Revenues




Sales deductions

Net revenue

Raw material

Variable production costs

Variable cost of goods manufactured

Contribution margin I

CM I/Quantity

Fixed costs of goods manufactured

Total overhead costs

Contribution margin II

CM II/Quantity

Administration costs

Sales costs

Contribution margin III

CM III/Quantity

Display the basic formula for the Net Revenue key figure component.What is the formula associated with this component?

Select Net Revenue Element and choose “Basic Formula” fromthe toolbar.

Revenues – Sales Deductions

2. Modify the report you created in exercise 1-1, to include this key figurescheme. Make sure you delete the existing value fields in your report beforeyou add the key figure scheme. Execute the report and write down the keyfigures that appear in the drill-down and detail lists.

Select the Key Figures tab and remove the selected value fields from thetable on the left.

Add all the key figures from the Sales Control key figure scheme to yourreport. To do this, select the double arrow that points to the left.





a) Modify the report you created in exercise 1-1, to include this key figurescheme. Make sure you delete the existing value fields in your reportbefore you add the key figure scheme. Execute the report and writedown the key figures that appear in the drill-down and detail lists.

Accounting → Controlling → Profitability Analysis → InformationSystem → Define Report → Change Report.


Report BR##

Select the Key Figures tab and remove the selected value fields fromthe table on the left.

Choose “Value Field On/Off” and click it once. This will removethe value fields from the selection table on the right. Enter the SalesControl key figure scheme in the appropriate selection field.

Add all the key figures from the Sales Control key figure scheme toyour report. To do this, select the double arrow that points to the left.


Task 2:Create a new key figure scheme in costing-based CO-PA reports, which willcontain the definitions for the marketing key figures that your CEO wants to viewin the profitability report.

Name the scheme, ##, where ## is your group number, and enter a cleardescription. Define the following four elements in the key figure scheme: NetRevenue, Contribution Margin I, Contribution Margin II and Operating Profit.


Component Meaning

Net revenue Revenue minus discounts andrebates (incl. cost-accounting value)

Contribution margin I Net revenue minus standard cost ofgoods sold





Operating profit Contributionmargin IIminus periodcosts (Sales and administrativeoverheads)

Name: ##

Description: (for example Group ## Scheme)

1. Save and then define the information about the scheme. Select Details andthen choose New Entries to define the first element. For example:

Element of KF Scheme 010

Short Text Net Revenue

Medium-Length Text Net Revenue

Long Text Net Revenue

Choose Basic Formula. Select Choose Entries and the following value fields:

Element Description

9005 Sales Rev.




9010 Rebates


After you have confirmed the selected items, change the + signs to - signs infront of the sales deductions, except Revenue. Save the definition.

If time allows, create a new basic report using your key figure scheme.

a) Create a new key figure scheme in costing-based CO-PA reports, whichwill contain the definitions for the marketing key figures that the CEOwants to view in the profitability report.

Name the scheme, ##, where ## is your group number, and enter aclear description. Define the following four elements in the key figurescheme: Net Revenue, Contribution Margin I, Contribution Margin IIand Operating Profit.


Component Meaning




Net revenue Revenue minus discounts andrebates (incl. cost-accountingvalue)

Contribution margin I Net revenue minus standardcost of goods sold


Operating profit Contribution margin IIminus period costs (Sales andadministrative overheads)

Profitability Analysis → Environment → Set Operating Concern.Choose costing-based CO-PA for the IDEA operating concern.

IMG → Controlling → Profitability Analysis → Information System→ Report Components→ Define Key Figure Schemes. Choose NewEntries.

Key Figure Scheme: ##

Medium-Length Text: (for example Group ## Scheme)

Define the information about the scheme. Select Details and chooseNew Entries to define the first element. For example:

Double-click Elements of Key Figure Scheme and choose Newentries:

Element Number: 010

Short Text: Net revenue

Medium-Length Text: Net revenue

Long Text: Net revenue

Choose Basic formula. Select Choose Entries and choose thefollowing value fields:

Element Description

9005 Sales Rev.




9010 Rebates





After you have confirmed the selected items, change the + signs to -signs in front of the sales deductions, except Revenue. Confirm theentries. Save the definition.

Use the navigation buttons or the menu path Go to → Next Entry tocreate more elements in the scheme. Each subsequent element can usethe previous element as a reference. This makes it relatively easy tocarry out the definition process.

After the last element has been defined, save the structure.

If time permits, create a new basic report using your key figure scheme.

Task 3:Your sales manager wants to group customers in the sales organization intosegments based on revenue performance. Create a characteristics hierarchy forcustomers. Name this hierarchy variant, ##1, where ## is your group number, andenter an appropriate description that also contains your group number. Next,maintain the hierarchy so that customers are broken down into the following fourcategories:


Customerno.

1174, 1300,1900, 1175,1032,2004

1901, 2140,1001, 1321,2200, 1033,2007, 2130,1460

1171, 2141,1034, 2300,2000

T-CO05A##

1. For nodes in the hierarchy with no direct posting, create the following values,where ## is your group number. Enter the customers under each node, asindicated in the table above.

Select the characteristic, Customer, from the list of characteristics on the left.Enter the variant number for your group and select Create.


Starting with the top node, enter the number, 999999##, where ## is yourgroup number, directly in the node and select ENTER. Enter a description,Customer Hier Gr##, in the text box for the node.

Create other nodes in the same way, following the instructions below and fillin the characteristic values for each node. To enter node text, select ENTERonce you have added a node key.





99991## Segment A

|__1174

|__1300

|__…..

---- 99992## Segment B

|__1901

|__2140

|__…

---- 99993## Segment C

|__1171

|__…

---- 99994## New

T-CO05A##

|__….

Save the hierarchy.

a) Your sales manager wants to group customers in the sales organizationinto segments based on revenue performance. Create a characteristicshierarchy for customers. Name this hierarchy variant, ##1, where ##is your group number, and enter an appropriate description that alsocontains your group number. Next, maintain the hierarchy so thatcustomers are broken down into the following four categories:


Customerno.

1174, 1300,1900, 1175,1032,2004

1901, 2140,1001, 1321,2200, 1033,2007, 2130,1460

1171, 2141,1034, 2300,2000

T-CO05A##

For nodes in the hierarchy with no direct posting, create the followingvalues, where ## is your group number. Enter the customers under eachnode, as indicated in the table above.

Profitability Analysis → Master Data → Characteristic Values →Define Characteristics Hierarchy




Select the characteristic, Customer, from the list of characteristics onthe left. Enter the variant number for your group and select Create.


Starting with the top node, enter the number, 999999##, where ## isyour group number, directly in the node and select ENTER. Enter adescription, Customer Hier Gr##, in the text box for the node.

Create other nodes in the same way, following the instructions below,and fill in the characteristic values for each node. To enter node text,select ENTER after you have added a node key.

Use the corresponding icons or the options in the Edit menu to insertnodes or levels.

Create and use 999999## for the top node with no direct posting (call itCustomer Hierarchy).


99991## Segment A

|__1174

|__1300

|__…..

---- 99992## Segment B

|__1901

|__2140

|__…

---- 99993## Segment C

|__1171

|__…

---- 99994## New

T-CO05A##

|__….

Save the hierarchy.

2. Next, add the characteristic hierarchy to the basic report you created inexercise 1-1. Note that one of the options when adding a characteristic toa report is to add a master data hierarchy. Enter the hierarchy variant, ##1,save, and execute the report for the same parameters as above.




Select the Hierarchy option next to the customer characteristic. At theprompt, select your hierarchy from the list displayed. Execute the report.

a) Next, add the characteristic hierarchy to the basic report you created inexercises 1-1. Note that one of the options when adding a characteristicto a report is to add a master data hierarchy. Enter the hierarchy variant,##1, save, and execute the report for the same parameters as above.

Accounting → Controlling → Profitability Analysis → InformationSystem → Define Report → Change Report.


Report BR##

Select the Hierarchy option (second check box) next to the customercharacteristic. At the prompt, select your hierarchy from the listdisplayed. Execute the report.

Report → Execute

3. Use the master data hierarchy to move through the report.

Expand and collapse the branches of the hierarchy using the hierarchynavigation features in the report list. How would you remove the hierarchyfrom the report data displayed?

a) Use the master data hierarchy to move through the report.

Expand and collapse the branches of the hierarchy using the hierarchynavigation features in the report itself. How would you remove thehierarchy from the report data displayed?

Edit → Hierarchy Selection: No hierarchy

Task 4:Your manager requires profitability reports at the month-end along the strategicbusiness units of the company by the income statement account in two currencies.The manager requires one particular report where the manager can select only thetransactions that took place for a given company code in a specific transactioncurrency. This enables the manager to analyze and report the business volume thateach SBU generates in the local and foreign currencies.

1. To generate these reports, create a basic report for the controlling area,1000, in account-based CO-PA and name it BRXX, where XX is your groupnumber. Enter a suitable description.




Create the report definition so that the cost element, SBU, customer group,and material group are sorted in this order. Select key figures so that it ispossible to report on the selected transactions in three currencies (total only;do not include quantities or fixed portions).

a) Your manager requires profitability reports at the month-end alongthe strategic business units of the company by the income statementaccount in two currencies. The manager requires one particular reportwhere the manager can select only the transactions that took place for agiven company code in a specific transaction currency. This enablesthe manager to analyze and report the business volume that each SBUgenerates in the local and foreign currencies.

To generate these reports, create a basic report for the controlling area,1000, in account-based CO-PA and name it BRXX, where XX is yourgroup number. Enter a suitable description.

Create the report definition so that the cost element, SBU, customergroup, and material group are sorted in this order. Select key figuresso that it is possible to report on the selected transactions in threecurrencies (total only; do not include quantities or fixed portions).

2. Set up a variable so that you can enter the company code and the transactioncurrency when you execute the report. Enter the following standard values:Company code, 1000, the currency, EURO, the current fiscal year, theplan/actual indicator, 0 (actual data), and no plan version. In addition, set thereport to execute without warnings against summarization levels.




Save the basic report definition. In the Performance dialog box, chooseDisplay Current Data. You want to use a summarization level. You do notwant any messages to appear if there is no level (Execute report).

a) Set up a variable so that you can enter the company code and thetransaction currency when you execute the report. Enter the followingstandard values: Company code, 1000, the currency, EURO, thecurrent fiscal year, the plan/actual indicator, 0 (actual data), and noplan version. In addition, set the report to execute without warningsagainst summarization levels.

Profitability Analysis → Environment → Set Operating Concern.Choose account-based CO-PA for operating concern IDEA.

Select Environment → Set Operating Concern. Select the operatingconcern IDEA.


Name: BRXX Description: Business by Trans. Currency

Choose Basic report and then Create.

Select the required six characteristics in the Characteristicselection screen. (If necessary, scroll up or down and remember tospecify Company Code and currency.) You can access this screenby selecting Go to → Characteristics. After you have chosen thecharacteristics, select Sort User-defined Characteristics. PositionCompany code and Currency at the top.

To create a variable, position the cursor on the “Company code”field and select “Variable on/off”.

Choose the required key figures on the “key figures” screen (ValueObjCurr, Value TranCurr, and Value COCurr). Select the requiredkey figures. You can access this screen using the scroll keys or byselecting Go to → Select Key Figures. Select the required key figuresand choose “Add Key Figures”.

Enter default values for the from/to periods and the plan/actualindicator, such as the period from 001 to 012 in the current fiscalyear, on the “variables” screen. You can access this screen using thescroll keys or by selecting Go to → Variables.

Save the report definition. In the Performance dialog box, chooseDisplay Current Data. You want to use a summarization level. You donot want any messages to appear if there is no level (Execute report).




3. When you create the report definition, were the characteristics, Customerand Product, available? Why is it not possible to analyze the cost elementsby customer and product in the IDEA operating concern in account-basedCO-PA?

When you created the report definition, was the Record type characteristicavailable as either a characteristic choice or a variable? When you createdthe report definition, was the Record type characteristic available as adrill-down characteristic or variable? What is the purpose of the record typein costing-based CO-PA, and why is this object missing in account-basedCO-PA?

a) When you create the report definition, were the characteristics,Customer and Product, available? Why is it not possible to analyze thecost elements by customer and product in the IDEA operating concernin account-based CO-PA?

The customer and the product are not available, as they are not objectlevel characteristics for the ACCOUNT-BASED profitability analysisof the IDEA operating concern. This means that separate totalsrecords are not available for the characteristic values.

When you created the report definition, was the Record typecharacteristic available as either a characteristic choice or a variable?When you created the report definition, was the Record typecharacteristic available as a drill-down characteristic or variable? Whatis the purpose of the record type in costing-based CO-PA, and why isthis object missing in account-based CO-PA?

The purpose of the record type in costing-based CO-PA is to indicatethe source of the data transferred to Profitability Analysis, such asbilling, cost center assessment, and settlement. You cannot store therecord type for account-based CO-PA because its transaction andsummary records are stored in general CO transaction data tables.Run the report you have just created.

4. Execute the report you just created for the actual data in the companycode, 1000, and for the current fiscal year. When using basic reports inaccount-based CO-PA, place the cost element at the top of the characteristic




sort order because the values in the columns are only useful if they are linkedto a cost element. Drilling down to the other characteristics in a cost elementmakes sense, but the opposite is not true.

a) Execute the report you just created for the actual data in the companycode, 1000, and for the current fiscal year. When using basic reportsin account-based CO-PA, place the cost element at the top of thecharacteristic sort order because the values in the columns are onlyuseful if they are linked to a cost element. Drilling down to the othercharacteristics in a cost element makes sense, but the opposite is nottrue.

End of optional exercises



Exercise 16: Form Report

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create a simple form report in costing-based CO-PA, execute it, and navigate

through it• Create a more complex form report in costing-based CO-PA, execute it,

and navigate through it• Understand how to use variables in reporting

Business ExampleYour sales manager wants to obtain a quarterly trend report with regard tothe customer and the product, using the Sales Control key figure scheme.Another sales manager requires a similar report but wants to focus on the salesdivisions and distribution channels. A head of department also requires quarterlyinformation sorted by the product and quantities sold.

Task 1:Most companies draw up quarterly reports. The most efficient way of doing this isto use form reporting in CO-PA.

Hint: A form is a formal structure of rows and columns that you can usein any number of reports in the same operating concern. A form representsthe content and the formal structure of a report. It is a type of template.When you create a report, you can decide whether or not you want to usea form. You do not need a form to define simple reports. Notice that ifyou want to run more complex reports or format the display for officialreports, it is a good idea to define a form before you create the reports.

1. In costing-based CO-PA, create a one axis form without key figures to beused for a specific fiscal year. The form should have the company code,1000, actual data, the record type, F, and the following layout:

Quarter 1 Quarter 2 Quarter 3 Quarter 4 Total

Name the form, FR1## Description: Quarterly Profitability Analysis.

Select the One axis without key figure option to create the form. SelectOperating Concern Currency.




Double-click the first element and choose Characteristics. Choose Periodand then enter the values, 001 to 003.

Enter Quarter 1 in the text fields.

Define the columns for the quarters, 2, 3, and 4, in a similar way, changingthe period values to correspond with the quarters.

Use a formula to create the Total column.

In “General data selection”, select the characteristics Plan/actual indicator,Record type, Fiscal year, and Company code. Specify the values or variablesfor these characteristics.


Company Code 1000

Record Type F


Fiscal Year Variable √

Dialog window: Local Variable Year

Save the form definition.

2. Next, use the form you just created to define a new report. You can do thisdirectly from the form by selecting Create Report.

Select Report with form and enter the name of your form in the Form field.Select Create.

Note: The report and form names do not have to be the same.

Select the characteristics, Customer and Product, for the report. Selectall the key figures from the Sales Control key figure scheme.

In addition, indicate the current fiscal year as the default year for the report.Ensure that both the company code and the current fiscal year appear inthe header of the report list.

Select Classic Drill-down as the output type and use summarization data.

Save the form report definition without selecting any hierarchies.

3. Create a header to enter the company code and the fiscal year.

Save the header definition and the report definition.

4. Execute the report for the current fiscal year. Move to all the columns in thereport using the Page left/Page right arrows. Notice how the columns in theform appear below the key figure that you selected in the report definition.




Next, move from this overview to the detail view for a profitability segment.Notice that the result is a contribution margin scheme for each quarter, whichpresents an easy way to view the data for a single market segment.

Task 2:In addition to quarterly reporting, most companies draw up some type ofplan/actual reports.

You can use form reports to do this. In costing-based CO-PA, create a two axisform for a to-be-specified time interval for the company code, 1000 billingdocuments. Define a column for Actual values and a column for Plan Values,Version 5##. In addition, define two formula columns for the absolute andpercentage variance between the actual and plan figures. The form should appearas follows:

Actual Plan Variance Var.% %

Gross revenue

Sales deduction

Net revenue afterdeductions

Contributionmargin I

Fixed COGM

Material OH

Contributionmargin II

1. Name your report, FR2XX, and enter a description such as: Plan/actualform

For the Variance column, choose Formula instead of Characteristic. Definethe formula as the Actual column minus the Plan column. Enter the text,Variance.

Select Formula as the screen element for the Variance % column. Define theformula as Variance x 100 / Plan column. Enter the text: Variance

2. For the first row, use the key figure element, IDES DET CM, by selectingKey Figure Scheme when defining the row. Select the appropriate key figure.Do not select any characteristics, and adopt the text for the key figure.Proceed in the same way for the remaining six rows.

3. Next, define the general data for the report:





Record Type F

Period/Year From Variable √ Identifier: PF

Period Year To Variable √ Identifier: PT

Company Code 1000

4. To make it easy to read the drill-down list, you have decided to show onlycertain key figures in the report columns. Select both plan and actual valuesfor Revenue and CM II.

5. To enhance the appearance of the report, you decide to highlight some ofthe key rows.


6. Next, use the form you just created to define a new report. Name the report,FR2XX, and enter an appropriate description. Select the following drilldowncharacteristics: Sales Organization, Division and Customer.

Notice that you cannot select any key figures because you have alreadycreated them in your form definition.

Save the report and execute it for a time interval that produces results. Thenswitch between the drilldown and the detailed display.

Task 3:1. What is the difference between local and global variables?

2. Create a global variable for the Period/Fiscal Year field.

In the information system of the Profitability Analysis, navigate to themaintenance of Define Variables for Report.

Task 4:1. Name the four types of variables. Which type is used most frequently in

reports? Which type is used to customize the appearance of a report? Whichtype is used to customize the meaning of a column in a report?



Solution 16: Form ReportTask 1:Most companies draw up quarterly reports. The most efficient way of doing this isto use form reporting in CO-PA.

Hint: A form is a formal structure of rows and columns that you can usein any number of reports in the same operating concern. A form representsthe content and the formal structure of a report. It is a type of template.When you create a report, you can decide whether or not you want to usea form. You do not need a form to define simple reports. Notice that ifyou want to run more complex reports or format the display for officialreports, it is a good idea to define a form before you create the reports.

1. In costing-based CO-PA, create a one axis form without key figures to beused for a specific fiscal year. The form should have the company code,1000, actual data, the record type, F, and the following layout:

Quarter 1 Quarter 2 Quarter 3 Quarter 4 Total

Name the form, FR1## Description: Quarterly Profitability Analysis.

Select the One axis without key figure option to create the form. SelectOperating Concern Currency.

Double-click the first element and choose Characteristics. Choose Periodand then enter the values, 001 to 003.

Enter Quarter 1 in the text fields.

Define the columns for the quarters, 2, 3, and 4, in a similar way, changingthe period values to correspond with the quarters.


In “General data selection”, select the characteristics Plan/actual indicator,Record type, Fiscal year, and Company code. Specify the values or variablesfor these characteristics.





Company Code 1000

Record Type F


Fiscal Year Variable √

Dialog window: Local Variable Year


a) In costing-based CO-PA, create a one axis form without key figures tobe used for a specific fiscal year. The form should have the companycode, 1000, actual data, the record type, F, and the following layout:

Quarter1

Quarter 2 Quarter 3 Quarter 4 Total

Profitability Analysis → Environment → Set Operating Concern.Choose costing-based CO-PA for the IDEA operating concern.

Profitability Analysis → Information System→ Current Settings →Define Forms for Profitability Analysis or in CO-PA Customizing→ Information System → Report Components → Define Forms →Define Forms for Profitability Reports.

Name the form, FR1##.

Description: Sales Quarter Report

Select the One axis without key figure option. Select Create to constructthe form. Select Operating Concern Currency.

Double-click the first element and choose Characteristics. ChoosePeriod and enter the values, 001 to 003.

Click the Change Short, Middle, Long Texts icon and enter Quarter 1in the text fields. Select Confirm.

Define the columns for the quarters, 2, 3, and 4, in a similar way,changing the period values to correspond with the quarters.


Double-click the empty spaces adjacent to the fourth column.Choose Formula for the Total column. Define the formula as thesum of the first four columns. Enter “Total” as the text for thecolumns.




In “General data selection”, select the characteristics Plan/actualindicator, Record type, Fiscal year, and Company code. Specify thevalues or variables for these characteristics.

Edit → Gen. Data Selection → Gen. Data Selection.

Select Characteristics in the table on the right and select the singlearrow that points to the left to copy characteristics to GeneralData Selection.


Company Code 1000

Record Type F


Fiscal Year Variable √Dialog window: LocalVariable Year


2. Next, use the form you just created to define a new report. You can do thisdirectly from the form by selecting Create Report.

Select Report with form and enter the name of your form in the Form field.Select Create.



In addition, indicate the current fiscal year as the default year for the report.Ensure that both the company code and the current fiscal year appear inthe header of the report list.

Select Classic Drill-down as the output type and use summarization data.





a) Next, use the form you have just created to define a new report. Youcan do this directly from the form by selecting Create Report.


Select Report with form and enter the name of your form in the Formfield and the Report field. Select Create.



Tab → characteristics: Select the appropriate characteristics from thetable on the right and copy them to the left.

Tab → Key Figures: Select the Sales Control key figure scheme.

Click “Value Fields on/off” one time to deactivate value fields. Usethe double arrow that points to the left to copy all key figures.

In addition, indicate the current fiscal year as the default year for thereport. Ensure that both the company code and the current fiscal yearappear in the header of the report list.

Tab → Variables: Current fiscal year

Select Classic Drill-down as the output type- and use summarizationdata.

Tab → Output Type

Tab → Options


3. Create a header to enter the company code and the fiscal year.





a) Create a header to enter the company code and the fiscal year.

Report → Change → Change: Output Type tab

Note: To edit the report header layout, make sure you are inthe change mode and not the create mode.

Choose Maintain (pencil icon) to add a new header.→ Create

Click the “Characteristics” icon. From the variables displayed inthe window, select Company Code. Change the text type settingsto Description and change the width to 20. Choose Enter. Placeyour cursor in the empty space next to the ‘Company Code’ textthat appears in the header. Click the Characteristics icon. SelectCompany Code from the list of variables displayed in the window.Change the text type settings to “Value” and change the width to4. Next, go to the next line and repeat these steps for the “FiscalYear” field.


4. Execute the report for the current fiscal year. Move to all the columns in thereport using the Page left/Page right arrows. Notice how the columns in theform appear below the key figure that you selected in the report definition.Next, move from this overview to the detail view for a profitability segment.Notice that the result is a contribution margin scheme for each quarter, whichpresents an easy way to view the data for a single market segment.

a) Execute the report for the current fiscal year. Move to all the columnsin the report using the Page left/Page right arrows. Notice how thecolumns in the form appear below the key figure that you selected inthe report definition. Next, move from this overview to the detail viewfor a profitability segment. Notice that the result is a contributionmargin scheme for each quarter, which presents an easy way to viewthe data for a single market segment.

Profitability Analysis → Information System → Execute Report.

Specify the report name and continue.

Use the navigation functions to move from side to side to view all thekey figure columns.

Click the “Detail” hotspot once and click the highlighted area thatappears alongside any of the rows of the report.

To return to the drill-down list, click the “Overview” hotspot onceand click any of the highlighted characteristics.




Task 2:In addition to quarterly reporting, most companies draw up some type ofplan/actual reports.

You can use form reports to do this. In costing-based CO-PA, create a two axisform for a to-be-specified time interval for the company code, 1000 billingdocuments. Define a column for Actual values and a column for Plan Values,Version 5##. In addition, define two formula columns for the absolute andpercentage variance between the actual and plan figures. The form should appearas follows:

Actual Plan Variance Var.% %

Gross revenue

Sales deduction

Net revenue afterdeductions

Contributionmargin I

Fixed COGM

Material OH

Contributionmargin II

1. Name your report, FR2XX, and enter a description such as: Plan/actualform

For the Variance column, choose Formula instead of Characteristic. Definethe formula as the Actual column minus the Plan column. Enter the text,Variance.




Select Formula as the screen element for the Variance % column. Define theformula as Variance x 100 / Plan column. Enter the text: Variance

a) Name your report, FR2XX, and enter a description such as: Plan/actualform.

Profitability Analysis → Environment → Set Operating Concern.

Choose costing-based CO-PA for the IDEA operating concern.

Profitability Analysis → Information System → Current Settings →Define the Forms for Profitability Reports.

Select the two axis option and “Continue”.

Select Operating concern currency.

Double-click the first column and choose Characteristics.Choose “Characteristics”. In the next dialog window, selectthe characteristic “Plan/Actual Indicator”. Enter 0 as thecharacteristic value and use the given text.

Double-click the column, 2, and choose “Characteristics”. In thenext dialog window, select “Plan/Actual Indicator” and “Version”.Then enter “1” and “5##” as values respectively. Enter “Plan”for the texts.

For the Variance column, choose Formula instead of Characteristic.Define the formula as the Actual column minus the Plan column. Enterthe text, Variance.

Double-click the next column, which may be represented by a dot,and select “Formula”. Use the Formula Editor as directed.

Select Formula as the screen element for the Variance % column.Define the formula as Variance x 100 / Plan column. Enter the text:Variance




2. For the first row, use the key figure element, IDES DET CM, by selectingKey Figure Scheme when defining the row. Select the appropriate key figure.Do not select any characteristics, and adopt the text for the key figure.Proceed in the same way for the remaining six rows.

a) For the first row, use the key figure element, IDES DET CM, byselecting Key Figure Scheme when defining the row. Select theappropriate key figure. Do not select any characteristics, and adoptthe text for the key figure. Proceed in the same way for the remainingsix rows.

Double-click the first row and choose “Key Figure SchemeElement”. Select the respective key figure scheme (IDES DET CM).Select the appropriate value fields. Do not select any characteristicsand accept the default values by choosing “Confirm”.

Define the other rows in a similar way.

3. Next, define the general data for the report:


Record Type F



Company Code 1000

a) Next, define the general data for the report:


Record Type F



Company Code 1000

Choose Edit → Gen. Data Selection → Gen. Data Selection.Selection Select Record Type, Period/Year, and Company Code.Continue and specify values, and create local variables as appropriate.This means the variables for period/year from and to.




4. To make it easy to read the drill-down list, you have decided to show onlycertain key figures in the report columns. Select both plan and actual valuesfor Revenue and CM II.

a) To make it easy to read the - list, you have decided to show only certainkey figures in the report columns. Select both plan and actual values forRevenue and CM II.

Extras → Drilldown Display → Select Rows/Columns.

Select “Revenue” and “Contribution Margin” from the rowselection. Select Actual and Plan from the columns displayed byplacing the cursor on the column or row and choosing Select.Notice how each selection changes color. Select “Save selections”.

Hint: With form reports, the creator of the report can designthe report layout with an unlimited number of key figures.However, this can make reading the report more difficult whenyou access the drilldown list of the report. You can definewhich key figures in the drilldown list should be displayed forcomparison. The user can display all of the highlighted keyfigures in the detailed list.

5. To enhance the appearance of the report, you decide to highlight some ofthe key rows.


a) To enhance the appearance of the report, you decide to highlight someof the key rows in the report.


6. Next, use the form you just created to define a new report. Name the report,FR2XX, and enter an appropriate description. Select the following drilldowncharacteristics: Sales Organization, Division and Customer.

Notice that you cannot select any key figures because you have alreadycreated them in your form definition.




Save the report and execute it for a time interval that produces results. Thenswitch between the drilldown and the detailed display.

a) Next, use the form you have just created to define a new report. Namethe report, FR2XX, and enter an appropriate description. Select thefollowing drill-down characteristics:

Sales Organization, Division, and Customer.

Notice that you cannot select any key figures because you have alreadycreated them in your form definition. Save and execute the report for atime interval that produces results and move between the Drill-downand Detail screens.

Select Profitability Analysis → Information System → Define Report→ Create Profitability Report.

Name: FR2XX; Description: Plan/Actual Reports

Select the Report with the form option and enter the form name,FR2XX, in the “Form” field. Select Create.


Enter any values on the “Variables” screen. For example, you canchoose the current fiscal year as the Period/Year.

Choose any combination of characteristics from the“Characteristics” screen. You can access this screen using anavigation function or choosing Go to → Characteristics.

Save the form report definition. In the Performance dialog box,choose Display Current Data. You want to use a summarizationlevel and do not want any messages to appear if there is no level(Execute report). Do not specify any characteristic hierarchies.

Profitability Analysis → Information System → Execute Report.

Specify the report name and continue.

To return to the drill-down list, click the “Overview” hotspot onceand click any of the highlighted characteristics.

Click the “Detail” hotspot once and click the highlighted area thatappears adjacent to any of the rows of the report.




Task 3:1. What is the difference between local and global variables?

a) Global variables are variables that have the same meaning acrossmany forms and reports. If variables are used frequently, it makessense to define them globally. Global variables have a moresophisticated substitution logic than local variables.

Local variables are variables that only have meaning within aparticular form or report. When a local variable is used in a form, ithas the same meaning across all the reports that share that form.

2. Create a global variable for the Period/Fiscal Year field.

In the information system of the Profitability Analysis, navigate to themaintenance of Define Variables for Report.

a) SAP Menu → Accounting → Controlling → Profitability Analysis →Information System→ Current Settings → Define Variables for Reports

Select new entries and create a new variable for the variables type“Characteristic Value” and name it AC605GR##.

Select “Entry” as replacement type.

Select Continue. Maintain the variable as follows:

As field name, assign PERIO (period/year)

Variable name &AC605GR00

Field name PERIO

Replacement Type Input

Default Value ____ (no entry)

Optional entry Required entry

Parameter/selectopt. Parameter

Short text PERFYEAR

Description Period/fiscal year

Text Period/fiscal year

Save your global variables and test the variable with one of the areasyou have defined.




Task 4:1. Name the four types of variables. Which type is used most frequently in

reports? Which type is used to customize the appearance of a report? Whichtype is used to customize the meaning of a column in a report?

a) Name the four types of variables. Which type is used most frequentlyin reports? Which type is used to customize the appearance of a report?Which type is used to customize the meaning of a column in a report?

Characteristic value; Hierarchy and hierarchy node; Text; andFormula. Characteristic value variables are used most frequently inreport and form definitions. Hierarchy and hierarchy node variablesare similar to Characteristic values. Text variables are used tocustomize the appearance of a report. Formula variables are used tocustomize the meaning of a column or a row in a report.



Exercise 17: Line Item-Based Reports

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create a drill-down report based on line items

Business ExampleYour sales manager wants to obtain a daily sales report on customer sales figuresand allow drill-down to the billing document and billing date.

Task:

Hint: You can create reports based on line items. For this purpose,both basic reports and the reports with forms are available. Duringcharacteristic selection, you can access both characteristics at the segmentlevel and the characteristics in the operating concern. For example, youcan access the reference document number or the order number.

1. Create a basic line item report, LR##, which displays all the referencedocument numbers in the current period for the customer, T-CO05A##. Youwant to view only the revenue and invoiced quantity.

You also want to view the billing date. Choose Actual Data for your reportand as the record type.

Characteristics:


Customer T-CO05A##

Reference Document Number √

Billing Date √

Sort the characteristics so that the customer appears first, the referencedocument second, and the billing date third.Execute:


From period Current

To period Current




Plan/actual key figure 0

Version -

Record Type F

2. How many reference documents are displayed?

3. View the total revenue at the material group level. How much does the totalrevenue amount to?



Solution 17: Line Item-Based ReportsTask:

Hint: You can create reports based on line items. For this purpose,both basic reports and the reports with forms are available. Duringcharacteristic selection, you can access both characteristics at the segmentlevel and the characteristics in the operating concern. For example, youcan access the reference document number or the order number.

1. Create a basic line item report, LR##, which displays all the referencedocument numbers in the current period for the customer, T-CO05A##. Youwant to view only the revenue and invoiced quantity.

You also want to view the billing date. Choose Actual Data for your reportand as the record type.

Characteristics:


Customer T-CO05A##


Billing Date √

Sort the characteristics so that the customer appears first, the referencedocument second, and the billing date third.Execute:


From period Current

To period Current





Version -

Record Type F

a) Create a basic line item report, LR##, which displays all the referencedocument numbers in the current period for the customer, T-CO05A##.

You also want to view the billing date. Choose Actual Data for yourreport and select Billing as the record type.

Profitability Analysis → Information System → Define Report →Create Report Based on Line Items.

Choose Operating Concern Currency.

Characteristics:


Customer T-CO05A##


Billing Date √

Sort the characteristics so that the customer appears first, the referencedocument second, and the billing date third.Key Figures:


Sales Revenue √

Invoiced quantity in SKUn √

Execute:


From period Current

To period Current


Version -

Record Type F




2. How many reference documents are displayed?

a) How many reference documents are displayed?


3. View the total revenue at the material group level. How much does the totalrevenue amount to?

a) View the total revenue at the material group level. What is the totalrevenue amount?




Lesson Summary

You should now be able to:• Create basic reports• Create form reports• Create line item reports• Transfer the report data


TFIN22_2 Lesson: Financial Analytics in SAP BI

Lesson: Financial Analytics in SAP BI

Lesson OverviewThis lesson provides you with an overview of SAP BI as well as a description ofthe integration of CO-PA and SAP BI. In addition, it enables you to evaluate thebenefits of profitability reporting in BI.


• Explain the integration between CO-PA and SAP BI• Evaluate the benefits of Financial Analytics in SAP BI

Business ExampleThe management of your company would like to implement a profitabilityaccounting application in the SAP system. As a member of your the project team,you are supposed to advise on the question of whether to implement CO-PA orEC-PCA in the SAP system. You will then be responsible for implementing theselected applications.

You need to analyze your plans to ensure maximum profits. For this reason, youneed to understand the concept of Financial Analytics in SAP BI.



Overview of SAP BW

Figure 96: SAP BW: Business Intelligence

Supply chain planning is a key component because you can use it to improve theperformance of the supply chain of a company and create shareholder value. Themajor benefits are improved customer service, reduced inventories, cycle timecompression, lower supply chain variability, and maximized ROA.

SAP APO enables a company to implement the best business practices toachieve outstanding improvements. These include Sales and OperationsPlanning (SOP), Vendor Managed Inventory, Synchronous Manufacturing, andCapable-to-Promise.

Coordinating the many different tasks, people, and technical resources associatedwith running a warehouse, and transporting goods has never been easy. Despitethis fact, warehouse and transportation processes are a vital part of the supplychain and essential to creating a responsive and efficient business organization. Inthe past years, the urgency and complexity of the following factors has increasedenormously: Globalization, mergers, fiercely competitive markets that highlightthe importance of customer service, and the emergence of new technologies,such as the Web.

The Logistics Execution System (LES) is a part of the unique Supply ChainManagement Initiative of SAP. It allows you to forge strong yet flexible linksbetween the production, procurement, storage, distribution, transportation, andsales and service processes.



Figure 97: BW and the Business Framework

The requirements placed on a modern solution for a data warehouse are coveredby the considerations that SAP has collected under the generic term of BusinessFramework Architecture.

Thoughts on the topics of quicker implementation of new functions, flexibility,and openness have formed the background for this strategy. The technicalprerequisites for the componentization of business standard software are fulfilledby the availability of tried and tested ALE and techniques in the SAP system.

A business component provides self-contained business functions with stableinterfaces. Such a component has its own cycle with regard to development,implementation, and maintenance. Some components can run on their own,dedicated database.

The business components make use of the object-oriented interface technologybased on Business Application Programming Interfaces (BAPIs). A BAPI is amethod of an SAP Business Object and attains a new level of interoperabilitybetween the encapsulated SAP Business components that can be networked.

SAP uses Application Link Enabling (ALE) and SAP Business Workflow toensure the integration of the whole system. This means that business processescan also be formed across components.



Figure 98: Business Content Overview

The Business Information Warehouse is preconfigured with SAP businessknow-how or Business Content.

Business Content covers information models, queries, and extractors, as well asexternal data and company benchmarking.

SAP BI functions also include a number of standard evaluation possibilities forkey business areas.

The Business Content strategy allows SAP to:

• Map the content of the standard SAP ERP system.• Display the industry-specific models.• Provide a platform for partners' content.• Include external data such as:

– Consolidated POS data– Market research data– Demographic data– Company benchmark data



Figure 99: Business Information Warehouse Architecture

This figure provides an overview of the SAP Business Information Warehousestructure in a heterogeneous system landscape.

SAP systems and external systems are displayed as OLTP systems in the lowersection of the screen.

Metadata and application data is managed on the Business Information Warehouseserver.

You use the Business Information Warehouse to manage the various sourcesystems. You also use the components of the Administrator Workbench, Schedulerand Monitor, to schedule and monitor the transfer of meta and transaction datafrom the assigned legacy systems.

The Business Explorer, with its reporting tools, forms a third layer.

The individual areas will be explained extensively in the following units.

As components of the Business Framework, the OLTP applications and theBusiness Information Warehouse communicate using Business ApplicationProgramming Interfaces (BAPIs).

SAP delivers Production Data Extractors that prepare SAP ERP data for eachapplication for extraction into the Business Information Warehouse.

For nonSAP OLTP systems, the BW BAPI interface allows the use of third-partyextraction tools to prepare and extract data.



Integration Between CO-PA and BW

Figure 100: Extraction of Data from CO-PA to SAP BW

The Administrator Workbench is the tool used to get data from the source systemsinto the Business Information Warehouse.

All the systems that provide the SAP Business Information Warehouse with dataare indicated as source systems.

An InfoSource is a summarized quantity of information that logically belongstogether for a unit. InfoSources can either encompass transaction data or masterdata, such as attributes, texts and hierarchies.

An InfoSource is always a quantity of an InfoObject collection. An InfoSourcealways signifies one scenario from an application, such as Financial Accounting.

The business evaluation objects, such as customer and sales revenue, are known asInfoObjects in the BW. They are divided into characteristics, key figures, units,and time characteristics.

The scheduler is the connecting link between the source systems and theInfoCubes. With this tool, you establish what data is requested from the sourcesystem and at what time it is updated in the InfoCube and the Operational DataStore (ODS). The principle of the scheduler goes back to the functions of the SAPERP background jobs. The data request can be scheduled either straightaway orwith a background job, and automatically at a later point in time.



Figure 101: Profitability Analysis with BW

Reporting with the Business Explorer: The Business Information Warehousedelivers the information for the analysis of all of the factors that influence thebusiness activities of an enterprise. The databasis of the Business InformationWarehouse is structured into self-contained business data areas (InfoCubes). AnInfoCube contains the InfoObjects of the type characteristics and key figures.It is best to imagine an InfoCube as a data cube with a key figure axis. Eachcharacteristic stretches along one axis of the cube with all its different values.The number of characteristics determines the complexity of the data cube, andthe number of characteristic values determines the length of the edge of thecube with this dimension. The amount of the key figures in the InfoCube alsoforms an axis (+1). The dataset of the InfoCube can be evaluated according todifferent characteristics and key figures using the Business Information Warehousereporting function. As a result, you have the possibility of carrying out all types ofvariance analyses, such as plan-actual comparison and fiscal year comparison.

• Database Considerations

– High Data Volume– Cross Application Reporting– Collecting data from different systems– Combining Legacy System Data with CO-PA Data

In a scenario of how SAP BI is used in profitability reporting, you move thereporting tasks from SAP ERP into an independent system. For such a scenario,SAP ERP operates as an Online Transaction Processing (OLTP) system, whichruns the operational business, and the SAP BI system serves as an OnlineAnalytical Processing (OLAP) system.



For environments involving several SAP ERP systems that represent slightlydifferent methods of profitability analysis for various countries or business units,you need to gain a cross-system view. In this scenario, the results from thedifferent organizational subunits are combined into a single InfoCube in SAP BIthat contains the same reporting levels and calculations of contribution margins.CO-PA provides the necessary functions for preparing your data basis for groupprofitability.

A third scenario for the implementation of CO-PA with an SAP BI installationis when the affiliated companies or the parts of your company operate systemsother than SAP and their data has to be consolidated in your reporting of groupprofitability.



Lesson Summary

You should now be able to:• Explain the integration between CO-PA and SAP BI• Evaluate the benefits of Financial Analytics in SAP BI



Unit SummaryYou should now be able to:• Evaluate the reporting options• Introduce drill-down reporting• Create basic reports• Create form reports• Create line item reports• Transfer the report data• Explain the integration between CO-PA and SAP BI• Evaluate the benefits of Financial Analytics in SAP BI



Test Your Knowledge

1. Name the output types of reports.

2. Level lets you send reports by SAPmail.Fill in the blanks to complete the sentence.

3. Identify the main difference between basic and form reports.

4. List the analysis functions used to classify and rank CO-PA data.

5. Basic reports require the use of a form.Determine whether this statement is true or false.□ True□ False

6. Reports based on line items are available only for costing-based ProfitabilityAnalysis.Determine whether this statement is true or false.□ True□ False

7. What is a form?



8. The function used to transfer data from reports to a spreadsheet applicationcan work only under the Windows 95 operating system.Determine whether this statement is true or false.□ True□ False

9. How will you delete a report?

10. What are the three types of forms?

11. What is a line item report?

12. The format is a special format used to transfer the data from areport to a spreadsheet application.Fill in the blanks to complete the sentence.

13. The method attains a new level of interoperability between theencapsulated SAP Business components that can be networked.Fill in the blanks to complete the sentence.

14. SAP uses andto ensure the integration

of the whole system.Fill in the blanks to complete the sentence.



15. What are the benefits of integrating CO-PA and BW?

16. The is the tool used toget data from the source systems into the Business Information Warehouse.Fill in the blanks to complete the sentence.

17. All the systems that provide the SAP Business Information Warehouse withdata are indicated as .Fill in the blanks to complete the sentence.

18. When you move reporting tasks from SAP R/3 Enterprise intoan independent system, e SAP R/3 Enterprise operates as an

system.Fill in the blanks to complete the sentence.



Answers

1. Name the output types of reports.

Answer: The output types of reports are graphical, drill-down, and objectlist reports.

2. Level 1 lets you send reports by SAPmail.

Answer: 1

3. Identify the main difference between basic and form reports.

Answer: Reports with a simple, fixed layout are basic reports, and reportswith a more complex structure and formatting are form reports.

4. List the analysis functions used to classify and rank CO-PA data.

Answer: You can classify and rank your CO-PA data using the followingthree analysis functions:

• Cumulative curve• ABC analysis• Classification

5. Basic reports require the use of a form.

Answer: False

Basic reports do not require the use of a form.

6. Reports based on line items are available only for costing-based ProfitabilityAnalysis.

Answer: True

Reports based on line items are available only for costing-based ProfitabilityAnalysis.

7. What is a form?

Answer: A form can be regarded as a semifinished report structure, whichyou complete by specifying additional characteristics and key figures whenyou define the final report.



8. The function used to transfer data from reports to a spreadsheet applicationcan work only under the Windows 95 operating system.

Answer: False

The function for transferring reports into a table calculation program canonly be used in the following operating systems: OS/2 Presentation Manager,Windows, Windows NT, Windows 32 bit or Windows 95.

9. How will you delete a report?

Answer: A report can be deleted using the Change report function.

10. What are the three types of forms?

Answer: The three types of forms are:

• One axis without key figure.• One axis with key figure.• Two axes with key figure.

11. What is a line item report?

Answer: A line item report is a report that allows you to execute a lineitem analysis and simultaneously use all navigation functions in drill-downreporting.

12. The XXL format is a special format used to transfer the data from a reportto a spreadsheet application.

Answer: XXL

13. The BAPI method attains a new level of interoperability between theencapsulated SAP Business components that can be networked.

Answer: BAPI

14. SAP uses Application Link Enabling and SAP Business Workflow to ensurethe integration of the whole system.

Answer: Application Link Enabling, SAP Business Workflow



15. What are the benefits of integrating CO-PA and BW?

Answer: The benefits of integrating CO-PA and BW are with regard todatabase considerations such as:

• High Data Volume• Cross Application Reporting• Collecting data from different systems• Combining Legacy System Data with CO-PA Data

16. The Administrator Workbench is the tool used to get data from the sourcesystems into the Business Information Warehouse.

Answer: Administrator Workbench

17. All the systems that provide the SAP Business Information Warehouse withdata are indicated as source systems.

Answer: source systems

18. When you move reporting tasks from SAP R/3 Enterprise into an independentsystem, e SAP R/3 Enterprise operates as an Online Transaction Processingsystem.

Answer: Online Transaction Processing


Unit 7Tools

Unit OverviewThis unit explains the various tools in Planning. It defines the summarizationlevels for CO-PA and explains the concept of summarized data and frozen data. Italso provides helps for executing data realignments.


• Define and activate summarization levels• Understand summarized data and frozen data

Unit ContentsLesson: Performance Tools .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .254

Exercise 18: Performance Tools.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .261Exercise 19: Summarization Levels .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .263


Unit 7: Tools TFIN22_2

Lesson: Performance Tools

Lesson OverviewThis lesson covers how to define and activate summarization levels. It also helpsyou to understand summarized data and frozen data.


• Define and activate summarization levels• Understand summarized data and frozen data

Business ExampleThe management of your company would like to implement a profitabilityaccounting application in the SAP system. As a member of your the project team,you are supposed to advise on the question of whether to implement CO-PA orEC-PCA in the SAP system. You then will be responsible to implement theselected applications. To increase data retrieval speed on some of your routinereports, you have decided to use frozen data. For this purpose, you need anunderstanding about the summarization levels, summarized data, and frozen data.

Summarization Levels

Figure 102: CO-PA Database Structures

Segment Table and Segment Level


TFIN22_2 Lesson: Performance Tools

The lowest levels from which the application reads data is the segment table andthe segment level. This level contains the data from the line item in a primarysummarized form.

The segment table contains the profitability segments and their characteristicvalues.

The segment level contains the value fields for profitability segments and thecharacteristics of time.

The segment level always contains the most up-to-date data because it is updatedsimultaneously with each transaction instead of periodically. The division ofthis information into two tables according to characteristics, segment table, valuefields, and segment level, reduces data volume by eliminating redundancy. Thismethod also has two other important advantages:

• Saving historic data: If you do not need the origin information for data fromprevious periods, you can archive the line items and retain only the segmentlevel.

• Realigning posted data: For example, you can retroactively assign acustomer to a different sales representative. This only changes the segmenttable, and the line items retain the assignment they had when you originallyposted the documents. No change is required in the segment level becausethe change in the segment table implicitly affects the data for the periodsin the segment level.

Figure 103: How Performance Settings Work



The data in Profitability Analysis is stored at the individual document level.This means that every item of a sales order is sent to the CO-PA database as aline item. This can lead to a huge amount of data within a very short period oftime. As a result, you may experience run-times of several hours when you run areport that displays data summarized to a high degree but has to read the entiredataset. Often, you cannot select the data online. To improve run-times, you needto reduce the volume of data that has to be read online. You can achieve this bycreating summarized versions of the dataset.

In reports, you can display:

• Only the data from the summarization level, which means the data up tothe last time you updated the level.

• The current data, in which case the system reads the summarization level andthen adds the line items that have been posted since the last update.

If no suitable summarization level exists, the system displays a warning.

You should you use the current data when you want to display the data from thecurrent period. Use the most recent summarized data when you want to displaydata only after the end of the period, which means when the data is not going tochange anymore.

If you choose to store the summarization data for a report, the system creates thisdata by reading a summarization level. This means that the fewer characteristicsyou use in the report, the less data the system has to read from the level, andconsequently the less time it takes to display the report.

Figure 104: Summarization Levels



When defining a report in Financial Analytics, you need to specify whether areport should continue with execution if it cannot find a suitable summarizationlevel, which could take some time, or it should continue executing with a warningthat it could take some time, or if it should stop executing.

You also need to define whether a report should access the data from asummarization level alone or it should read current data, requiring the addition ofdata from any line items that have been posted since the level was last updated.Other CO-PA functions automatically access the current data.

To use summarization levels, you need to perform the following steps:

1. Define the summarization levels in configuration.2. Fill the summarization levels with data from the segment-level summary

records on the user side.3. Update the summarization levels periodically in the background, on the

user side.

From a physical point of view, every summarization level consists of two tablesin the database – a key table and a total records table. The relationship betweenthese two tables is similar to the one between the CE4 and CE3 tables in thecost-based profitability analysis. You can evaluate statistics on the summarizationlevels in the configuration, in order to check their efficiency. How many timesthey are being used by CO-PA functions and their relative size compared withthe std summary table?

Performing a realignment on CO-PA data automatically invalidates all the data thathad been previously summarized in the summarization levels. After a realignmenthas been performed, the summarization levels have to be filled and rebuilt fromscratch again instead of being updated.



Figure 105: Summarization Level Proposals

For both forms of Profitability Analysis, account-based and costing-based, youcan obtain from the system:

• A record of user behavior in reporting.• Proposals for new summarization levels appropriate to this behavior.• You can determine the period to be used for analyzing user behavior.

You can decide whether the system should take into account the existingsummarization levels when generating proposals or completely new levels shouldbe created instead.

Proposals should be generated in the background.

Each proposal displays how much time is expected to be saved when the report isrun using that particular summarization level. The suggested summarization levelsare listed in the order of time saved, starting with the level that saves most time.

After you have accepted a proposal and the system has created the correspondinglevels, you need to supply these levels with data using the report, RKETRERU, orby choosing Tools → Summarization Levels → Update in the menu).



Summarized Data and Frozen Data

Figure 106: Summarization Data & Frozen Data

Summarization data signifies a set of summarized data for a combination ofvariables for a specific report. When you execute a report that has existingsummarization data, the system accesses the summarization data and updates itby adding the line items that have been posted since the last time the report wasexecuted. The report output then displays the new summarization data.

Summarization data is normally only really efficient for a specific report if youexecute that report frequently. SAP, for this reason, does not recommend that youuse summarization data for most or all CO-PA reports.

When you define a report, you can specify whether the report will accesssummarization levels or use summarization data. Within the same operatingconcern, you can define reports with summarization data and reports withsummarization levels. For each report, you must also specify how the systemwill react if no summarized data or summarization level can be found duringreport execution.

Frozen data signifies the data stored for a specific report and a specific set ofvariable values at a specific point in time. There can only be one set of frozen datafor each combination of variables in a report.

Like the summarization data, the frozen data is only valid for one report. Thedifference is that frozen data cannot be updated. Frozen data is reporting data thathas been “frozen” at a particular point in time. It can be generated from the objectlevel or using summarization data or summarization levels.



Figure 107: Performance Settings - Key Points

You can use the function, Freeze Report Data, to save the data selected for thereport. When you choose this function, the system also saves any changes youhave made to the report definition. You should use this function if you wantto be able to call up exactly the same set of data at a later point in time. Youcan use variants and variant groups to freeze report data at specified times inthe background. By freezing report data, you can execute the report online laterwithout the system needing to read any data from the database. This reducesrun-times substantially when you execute reports online.



Exercise 18: Performance Tools

Exercise ObjectivesAfter completing this exercise, you will be able to:• Retrieve the frozen data produced by CO-PA reports run in the background• Understand summarization levels

Business ExampleTo increase data retrieval speed on some of your routine reports, you havedecided to use frozen data. To further increase performance in CO-PA, yourcontrolling manager has decided to use summarization levels. You have createdthe summarization, level 310, which contains a number of characteristics. Youshow her the effects of using the summarization levels on performance whenrunning reports.

Task 1:1. Execute BRXX, the first basic report that you created, where XX is your

group number in the background, for the company code, 1000, actual billingdata, for the previous and current fiscal years. Save instead of printing thereport data generated in the background.

Specify the required characteristic values and select Freeze report data underthe Background Execution options.

Task 2:1. Retrieve the frozen data for the report you just ran in the background.

Enter the exact characteristic values that you used when you executed thereport in the background. Execute the report.

In the dialog box that appears, choose the Frozen Data option instead ofCurrent Data.



Solution 18: Performance ToolsTask 1:1. Execute BRXX, the first basic report that you created, where XX is your

group number in the background, for the company code, 1000, actual billingdata, for the previous and current fiscal years. Save instead of printing thereport data generated in the background.

Specify the required characteristic values and select Freeze report data underthe Background Execution options.

a) Execute BRXX, the first basic report that you created, where XX isyour group number in the background, for the company code, 1000,actual billing data, for the previous and current fiscal years. Freezeinstead of printing the data generated in the background.

Profitability Analysis → Information System → Current Settings →Background Processing → Maintain Variants. Enter the report name,BRXX, and select Rebuild Frozen Report Data.

Indicate the required characteristic values and select Freeze report dataunder the Background Execution options.

Choose the following menu path: Program → Execute in Background.

Select continue in the “Print Parameters” dialog window. (Select Enterif any warnings appear). Select “Immediate” for the start time and saveyour entries. This will kick off the job in the background.

Task 2:1. Retrieve the frozen data for the report you just ran in the background.

Enter the exact characteristic values that you used when you executed thereport in the background. Execute the report.

In the dialog box that appears, choose the Frozen Data option instead ofCurrent Data.

a) Retrieve the frozen data for the report you just ran in the background.

Profitability Analysis → Information System → Execute Report: Enterthe report name (BRXX) and execute the report.

Enter the exact characteristic values that you used when you executedthe report in the background. Execute the report

In the dialog box that appears, choose Saved Data instead of CurrentData.



Exercise 19: Summarization Levels

Exercise ObjectivesAfter completing this exercise, you will be able to:• Display the characteristics for a summarization level• Retrieve the analytical data on the location, size, and performance of a

summarization level• Schedule background jobs to update summarization levels• Write reports that use summarization levels

Business Example

Note: If you frequently run reports based on operating concern data thatis not extensive, it is useful for you to be able to access the summarizeddata stored in summarization levels. Summarization levels are normallyupdated nightly so that you can access the data at certain levels quicklyduring the day.

Task 1:1. Display the definition for summarization level 310. What characteristics

were selected?

Task 2:1. How can you display the number of times a level has been accessed by

the various CO-PA functions, such as reporting, planning, and cost centerassessments?

2. What other key information is available on the Details screen for asummarization level?

Task 3:1. Write and execute a basic report that uses the summarization level.

Specify the following characteristics:

Company Code, Controlling Area, and Strategic Business Unit.

Currency Type (B0 Only).

Execute the report for:

Fiscal Year: Current fiscal year

Period: 1 - 12




Plan/Actual Indicator: 0

Version: empty

Record type: F

2. How can you be sure that a report accesses a specific summarization level?Can you assign a specific summarization level to a particular report?



Solution 19: Summarization LevelsTask 1:1. Display the definition for summarization level 310. What characteristics

were selected?

a) Display the definition for summarization level 310. What characteristicswere selected?

IMG → Profitability Analysis → Tools → Summarization Levels →Define Summarization Levels.

Select the level, 310, and choose Characteristics.

Answer: Fiscal Year, Controlling Area, Currency Type (B0 Only),Period, Plan/Actual Indicator, Version, Record Type, Strategic BusinessUnit.

Task 2:1. How can you display the number of times a level has been accessed by

the various CO-PA functions, such as reporting, planning, and cost centerassessments?

a) How can you display the number of times a level has been accessedby various CO-PA functions (for example, reporting, planning, costcenter assessments)?

IMG → Profitability Analysis → Tools → Summarization Levels →Define Summarization Levels.

Select a level and choose Details (magnifying glass icon) or use themenu option Goto → Details.

View the information under Accesses.

2. What other key information is available on the Details screen for asummarization level?

a) What other key information is available on the Details screen for asummarization level?

The names of the key table and the totals table in the ABAP Dictionary.

The number of entries in the key table and the totals table.

The number of CO-PA summary records read for the build.

The number of CO-PA records read for the updates.




Task 3:1. Write and execute a basic report that uses the summarization level.

Specify the following characteristics:

Company Code, Controlling Area, and Strategic Business Unit.




Period: 1 - 12


Version: empty

Record type: F

a) Write and execute a basic report that uses the summarization level.Specify the following characteristics:

Controlling Area, Strategic Business Unit.




Period: 1 - 12


Version: empty

Record type: F

Controlling → Profitability Analysis → Information System → CreateProfitability Report. Follow the instructions for writing reportsoutlined in the solutions for the exercises in unit 7, but choose ONLYthe characteristics contained in the summarization level. This appliesto both form and report definitions.




2. How can you be sure that a report accesses a specific summarization level?Can you assign a specific summarization level to a particular report?

a) How can you be sure that a report accesses a specific summarizationlevel? Can you assign a specific summarization level to a particularreport?

When a report is executed, the message “Reading from summarizationlevel XX” appears on the screen sometimes very briefly, when thereport reads data from a summarization level.

You cannot assign a report to a specific summarization level becausethe report automatically searches for the most efficient (smallest) onethat corresponds to the selection criteria.



Lesson Summary

You should now be able to:• Define and activate summarization levels• Understand summarized data and frozen data


TFIN22_2 Unit Summary

Unit SummaryYou should now be able to:• Define and activate summarization levels• Understand summarized data and frozen data



Test Your Knowledge

1. What are the advantages of storing data at the segment level?

2. SAP recommends that you use summarization data for most or all CO-PAreports.Determine whether this statement is true or false.□ True□ False

3. To use summarization levels, you need to define, fill, and update thesummarization levels.Determine whether this statement is true or false.□ True□ False

4. signifies the data stored for a specific report and aspecific set of variable values at a specific point in time.Fill in the blanks to complete the sentence.



Answers

1. What are the advantages of storing data at the segment level?

Answer: Saving data at segment level provides the following advantages:Reduction of the data volume by eliminating redundancy, storage of historicdata and realignment of posted data.

2. SAP recommends that you use summarization data for most or all CO-PAreports.

Answer: False

Summarization data is normally only really efficient for a specific report. Forthis reason, SAP does not recommend that you use summarization data formost or all CO-PA reports.

3. To use summarization levels, you need to define, fill, and update thesummarization levels.

Answer: True

To use summarization levels, you need to define them (in configuration), fillthem with data from the segment level summary records (on the user side),and update them periodically in the background (on user side).

4. Frozen data signifies the data stored for a specific report and a specific set ofvariable values at a specific point in time.

Answer: Frozen data


TFIN22_2 Course Summary

Course SummaryYou should now be able to:



Course Summary TFIN22_2


IndexAABAP reports, 39Administrator Workbench,242

Application Link Enabling,239

BBasic key figures, 7Basic reports, 157Basic reports:, 175Business ApplicationProgramming Interfaces,239

Business Content, 240CCalculated key figures, 101Cell, 100Change report, 177Characteristic group, 177Characteristic hierarchy, 179Characteristics, 7CO-PA, 256Column model, 82Columns, 29Currency, 162DDetail list, 182Drill-down reporting, 157,159, 175

Drill-down reporting facility,4

EException, 161Exploded rows, 102FForm reports, 157

Form reports:, 175Format groups, 139Formula columns, 99, 101Formula rows, 31Frozen data, 259GGeneral data selections, 33Global variables, 185Graphical user interface(GUI), 6

HHorizontal Page, 99IInfoObject, 242InfoSource, 242KKey figure, 7Key figure scheme, 177LLayout parameters, 139Library, 7Line item, 188Local variable, 185Logistics Execution System,238

Logistics Information System,4

NNumber Format, 162OOnline Analytical Processing,243

Online TransactionProcessing, 243

Operational Data Store, 242


Index TFIN22_2

QQuick Viewer, 4RReorganize reports, 177Report group, 39Report header, 138Report Painter, 4Report Writer, 4Reporting table, 7Row model, 82SSAP Business Workflow, 239SAP Query, 4Section, 99Section Layout, 140Sections, 98segment level, 255

segment table, 255Sort, 162Standard layout, 138Standard Layout, 137Summarization data, 259Summarization level, 257Suppression, 103TTable CCSS, 7Target library, 83Text variables, 43Texts, 42VVariables, 41WWYSIWYG, 6


FeedbackSAP AG has made every effort in the preparation of this course to ensure theaccuracy and completeness of the materials. If you have any corrections orsuggestions for improvement, please record them in the appropriate place in thecourse evaluation.


TFIN22_2_EN_Col95_FV_Part_A4 1

Documents

Transcript of TFIN22_2_EN_Col95_FV_Part_A4 1