Tài liệu Chapter 3: Report Painter/Report Writer doc

3–38 3 In this chapter you will: ƒ Understand the difference between Report Painter and Report Writer ƒ Learn how to create a simple report with Report Painter ƒ Explore helpful hint

Chapter 3: Report Painter/Report Writer

Contents

Learning the Basics of Report Painter/Report Writer 3–2

Creating a Report with Report Painter 3–7

Understanding the Report List 3–26

Getting the Most from Report Painter/Report Writer: Tips & Tricks 3–26

Review 3–38

Where to Learn More 3–38

3

In this chapter you will:

ƒ Understand the difference between Report Painter and Report Writer

ƒ Learn how to create a simple report with Report Painter

ƒ Explore helpful hints and information on the Report/Report Interface, formula variables, and creating your own evaluation structures

Learning the Basics of Report Painter/Report Writer

In this chapter you will learn about Report Painter/Report Writer, tools that let you report

on data from multiple applications Before jumping into how you can use Report Painter/Report Writer to create reports, it is important to understand its features and basic organization

Overview

Report Painter/Report Writer can be used to easily create currency- or quantity-type reports

in the R/3 System Examples of such reports include, financial statements, sales reports, and inventory reports

Earlier releases of the R/3 System were delivered only with Report Writer Later, the user interface of Report Writer was enhanced and offered to users as Report Painter As shown in the graphic below, Report Painter adds an easy-to-use graphical interface to the core

functionality of Report Writer

Graphical Interface

Graphical Interface

=

What Is Report Painter?

With Report Painter you can report on data from multiple applications It uses a graphical report structure which forms the basis for report definition When defining a report, you work with a structure that corresponds to the final structure of the report With Report Painter’s intuitive WYSIWYG approach to report design, you define a report on a form that displays the rows and columns as they will appear in the report output

What Is Report Writer?

Just like Report Painter, Report Writer lets you report on data from multiple applications Using elements such as sets, variables, formulas, cells, and key figures, you can create complex reports that meet specific reporting requirements

Note: Since Report Painter provides the core functionality of Report Writer, most users may not need to use Report Writer A general understanding of Report Writer should suffice for most users

How Is Report Painter Different From Report Writer?

Although there are a few differences between the two tools, both Report Painter and Report Writer share the same execution engine Since both tools work with the same reporting control tables, you can use either tool to create reports on the configured tables

Here are some of the important differences between Report Painter and Report Writer:

Page breaks occur only between row elements Page breaks occur at arbitrary summation-levels within a report Allows use of single lines ( ) only for over-

and underscoring

Allows use of any characters (for example, double-line ==) for over- and under-scoring Before 4.0A, authorization groups for

report handling are not supported Refer to

OSS note 69090 for a workaround Starting

in Release 4.0A it is possible to maintain the header of a Report Painter report via the

menu path: Environment → report header

Allows set up of authorization groups for report handling

Key figures can only be used in columns Key figures can also be used in rows and

data selection Row-detail is restricted to three levels: No

explosion, single values, and all levels

In addition to the levels supported by Report Painter, you can also select intermediate levels

Copying reports between Report Painter and Report Writer

If you want to build a report using features that are only available in Report Writer, then the report must be created in Report Writer—not Report Painter

As shown in the graphic on the following page, Report Painter reports can only be changed or displayed using Report Painter

Later, if you want to change a Report Painter report using Report Writer, you must first copy it into a Report Writer report (with a different name) and then modify the copied report When the report is copied, the necessary sets are automatically generated; you can define a 5-character prefix for the set name

Note: In Release 4.5 you no longer have to define a prefix since the system automatically attaches one to your “automatically created sets” The system-created set is deleted when you delete the report

Report Painter

Report Writer

Copy to a Report Writer Report Display

or Change Report

Display or Change Report

Data tables

supported

Both Report Painter and Report Writer can be used to report on the following tables and tables types:

< Evaluation structures set up in the Logistics Information System (LIS) These

structures normally begin with an “S” or “ZF.” Several different tables and views

within the R/3 System can be added as evaluation structures

Note: You cannot add cluster tables, such as BSEG

< CCSS is used for Cost Center Accounting (CO-CCA), Internal Orders (CO-OPA),

Activity Based Costing (CO-ABC) and for cost element reports in Project Systems (PS)

< GLFUNCT is used for functional area reporting in cost-of-sales accounting

< GLPCT and GLPCOP are used for Profit Center Accounting (CO-PCA/EC-PCA)

< FILC is used for Legal Consolidations (FI-LC)

< COFIT is used for the Controlling Reconciliation Ledger (CO-CEL)

< ZZ tables are created for the Special Purpose Ledger (FI-SL)

< FIMC is used for consolidations in the Enterprise Controlling module (EC-LC)

< GLT0 is used for Financial Accounting (General Ledger) reports by account, company,

and business area (FI-GL)

< KKBC, KKBE, and KKBU are used for the Controlling Product Costing module

(CO-Costing)

New in Release 4.0A: RWCOOM is used for CO-CCA, CO-OPA and CO-ABC RWCOOM

is used for special standard reports like internal order budget reports, cost center budget reports and cost component reports

Note: RPPS was used for Project Systems (PS) However, it is obsolete and is no longer supported in Release 4.0 In Release 3.x there were only two special reports (6P70 and 6P71) using RPPS These reports cannot be called directly, but via ABAP reports

How Is Report Painter/Report Writer Organized?

Report Painter/Report Writer has four main components:

< Sets: Logical groupings of characteristic values For example, a cash line on a balance

sheet is made up of a set of cash accounts, or an energy product line on an inventory report is made up of a set of the energy products Variables can also be created which are placeholders for sets, or values within sets

< Libraries: Control what characteristics and key figures from a table are available for

reporting

< Reports: Hold a definition of the rows, columns, and overall data selection They also

include the header and footer texts and layout settings

< Report Groups: Can contain one or more reports The report group is what you

execute—not the actual report A report group is generated to create a set of ABAP programs that produce the reports

Related Terminology

The following is a list of key terms you need to understand when working with Report Painter/Report Writer tools

Report Definition

A report definition has three main components:

< Rows: The rows of a Report Painter report contain characteristics that determine how

the rows will appear in the report In the first report example on page 3–8, materials and material types drive the outcome of the rows, therefore only these characteristics are included in the rows of the report

< Columns: The columns of a Report Painter report must have key figures If needed,

columns may also contain characteristics In the second report example on page 3–18, plants are shown across the page, which means the plant characteristic is included in the columns as well as a key figure for net value of a billing document

< General Data Selection: The general data selection area contains the additional

characteristics that should control the data included in the report In the second example

on page 3–18, you may want to limit the selected data by material group or industry Since these fields do not affect the outcome of the rows or columns, they are included in the general data selection as additional selection criteria Any required fields that are not

in the rows or columns are also included in the general data selection In the first example on page 3–8, ledger, version, and record-type are all required but not included

in the rows or columns Therefore, these fields must be included in the general data selection in order for the report to run Each table has certain required fields To check

your report for missing fields, choose the Check icon in Report maintenance

accounting, the net value of a billing line item, and the quantity of materials sold in a sales order

Characteristics Characteristics are the fields—other than currency or quantity—needed to build the report For example, company code, plant, sales organization, G/L account, cost center, or period

In a balance sheet report, G/L accounts probably appear in the rows of your report In a customer sales report, customers are likely to appear in the rows of the report

How to Access Report Painter/Report Writer?

To access Report Painter, choose the following menu path from the SAP main menu:

Information systems → Ad hoc reports→ Report painter

Report Writer functions can be accessed from within Report Painter To access Report Writer, choose the following menu path from the SAP main menu:

Information systems → Ad hoc reports→ Report painter→ Report Writer

How Does Report Painter Differ from Other Reporting Tools?

< With the exception of row titles which have text fields, Report Painter/Report Writer reports display numerical fields only (for example, dollar and quantity fields) This is not a requirement for ABAP Query and typical line item reporting tools, which can display arbitrary text columns

< The printed Report Painter/Report Writer reports appear much the same way on paper

as they do on screen In contrast, the Drilldown reporting tool produces a different output format Drilldown is an online analytical tool which can be used to drilldown to different levels of detail but is infrequently used for printing For more information, see chapter 4

< Report Painter/Report Writer reports are hierarchical and take advantage of configured hierarchies (for example, with cost center hierarchies) You can also execute Report Painter/Report Writer reports from each level within a hierarchy

< Report Painter/Report Writer reports can handle multiple currency/quantity units within a single column

< Report Painter/Report Writer is well-suited to handle reports which require mass production For example, Report Painter/Report Writer is a particularly effective tool for

creating month-end reports

What Are the Prerequisites?

< Table: You must know the table you need for the report as well as the data within the

table Every table has characteristics and key figures, or evaluation structures that are required for a report Each table’s characteristics and key figures are different For example, in the Special Ledger the key figures are based on currency: transaction, local, and group In Cost Center Accounting structure CCSS, the key figures are based on

< Sets: You will need to build sets that include the values for the characteristics that are

needed for your report Although the values can be directly entered into the report, it is recommended that you use sets Sets can be used in multiple reports because when values change, only the sets are changed and not each individual report As an example, cost center hierarchies (groups) are sets and can be used directly (as with profit center groups) The same holds true for cost elements, activity types, statistical key figures, orders, and business processes (you do not have to create technical sets for these characteristics in order to use Report Painter)

< Library: You must create a library for the table or evaluation structure Most tables

supported by Report Painter/Report Writer have one or more libraries you can use When creating evaluation structures in the Logistics Information System, the system

creates a library beginning with a 2 Since the Special Ledger is not delivered with the

libraries, you will need to create a library on each new special ledger table

Creating a Report with Report Painter

The main steps in creating a report are shown in the graphic below:

Add your report to a report group

Trained Employee Available?

Create your report Find or create variables for the fields in your report Find or create required sets for your reports Find or create a library for the table

Determine the table you need for your report

< Billing report For these sample reports, you should focus on the tables that correspond to the SAP application areas you are working with For example, if your expertise is PCA (Profit Center Accounting), you should work with table GLPCT Take a few minutes to familiarize

yourself with the scenario and the desired report For more information, see page 3-4

The examples shown in this section were created in Release 4.0B

Example 1: Gross Profit Margin Report

Bungee Corporation wants to use Report Painter to create a Gross Margin Report This

Profit Center Accounting report will use data table GLPCT The desired PCA report

displays the gross margin for each profit center The following general data selection

values were used: Fields version (0), Record type (0), Period (1-12), Company code (3000), Profit center (3010–N999), and Ledger (8A)

Below is an illustration of the completed gross margin report

The rows in this report list the G/L accounts and the columns contain the current as well as prior years (with the company code currency key figure)

Guided Tour

Step 1: Determine the Table

Before you can start creating the report, you must select the table you need to use In this example, we use

table GLPCT in Profit Center Accounting

Step 2: Find the Library

Select the library you want to use for the table chosen in step 1 If necessary, choose the following menu

path to create a library: Information systems → Ad hoc reports → Report painter → Report Writer → Libraries → Create

As shown in step 5, we use an existing library 8A2 for this report

Step 3: Create Sets

Create required sets for your report To create a set, choose: Information systems → Ad hoc reports → Report painter → Report Writer → Set → Create

Note that this step is not necessary for this sample report

Step 4: Create Variables

Create any variables for the fields that must be entered before the report is executed To create a variable,

choose: Information systems → Ad hoc reports → Report painter → Report Writer → Variable → Create

Note that this step is not necessary for the sample report

Step 5: Create Report

1 From the SAP main menu, choose

Information Systems → Ad hoc reports

→ Report painter → Report → Create

2 In Library, enter the name of the

library to be used for the report (for

this example, we use 8A2)

3 In the Report field, enter a name for

your report and a short text

description

4 Choose Continue

2 3 4

To help you better understand how to create a report in Report Painter, this step has been divided into the following substeps:

< Define the rows

< Define the columns

< Define the general data selection

Define Rows

1 When defining the rows of a report,

notice the Lead column at the top of

the rows Report Painter refers to the

rows of a report as the Lead column

You can type over this with your

own description

2 To start defining the rows,

double-click on Row 1

3 In Row 1: Choose Characteristics, select

the desired characteristics For this

example, select Account number from

the list of available characteristics

4 Choose Enter to continue

5 Enter the account number(s) you

want to include in the row

definition Either enter to/from

values or a group (set) See

Tips&Tricks on page 3-12 for more

information

6 Choose Enter

2 1

4 3

5

6

7 Enter a name for the row you are

defining In this example, Row 1 is

defined as Revenue

8 Choose Enter

You have now defined the first row

Repeat steps 1-8 shown above to add the

second row titled Cost of Goods Sold (not

shown here) For Row 2, use accounts

400000-490000

9 In the Report Painter: Create Report

screen, double-click on Row 3

10 Select Formula as the row element

type

11 Choose Enter

12 Enter the formula for Row 3 You can

either type it in or use your mouse

and the formula components

buttons If you type the formula, do

not forget the spaces In this

example, Y001 and Y002 represent

Revenue and Cost of Goods Sold

respectively

13 Choose Enter

14 In the popup screen (not shown

here), enter the text Gross

Margin.

You have now defined the three rows

(Revenue, Cost of Goods Sold, and Gross

Margin) you will need for this report

8 7

13

12 10

11

Creating a set

Instead of separately defining each row, you can also create a set to save you time The

set you use in a report row is referred to as a row block and may consist of one or more

physical rows If you create a basic set containing account numbers as a row block, then the system automatically creates a physical row for each account number in the set

In this example, you could have skipped steps 5 through 14 simply by creating a basic set called “Gross Margin” in step 3 This set (row block) would include the account

numbers for Revenue (800000) and Cost of Goods Sold (400000-490000) The system automatically generates a physical row for Revenue and Cost of Goods Sold without

requiring you to define it from scratch To do this, you must set the “explode option” to

explode or single values After that, one will automatically get one line for each account, not 2 lines for each single value (800000) and the interval You will only get 2 lines if the

standard layout parameter “form print” is set—but this is not the default setting

For more information on how to use sets, refer to the online documentation in the R/3 Library

Define Columns

1 Double-click on the first column,

Column 1

2 In the Select Element Type window,

select Key Figure with characteristics

3 Choose Enter

4 In the Key figures window, select

Amount in company code currency

5 Choose Enter

2

3 1

4

5

6 In the Choose Characteristics window,

select Fiscal Year as the desired

characteristic for column 1

7 Choose Enter

If you want to be prompted for the fiscal

year at the time of running the report,

you must make this a variable instead of

a value

8 Place your cursor in the From value

field and choose Variable on/off

9 Select from the list of available

variables or enter a variable for

Since the following steps are similar to those shown above, they have not been pictured in this guided tour

13 Define column 2 (Prior Year): You can define column 2 either by repeating steps 1 through 12, or by

copying columns For column 2, choose Prior year as the desired variable

14 Define column 3 (Variance): Enter a formula that calculates the difference between column 1 (current

year) and column 2 (prior year) The column text should read Variance Adding a column or formula is similar to adding a row formula Follow steps 10 through 13 shown in the section Define Rows

You have now defined the three columns (Current Year, Prior Year, and Variance) needed for your report

General Data Selection

Now that you have defined the rows and

columns, you are ready to enter the

general data selection

1 From the menu on the Report Painter:

Create Report screen, choose Edit →

General data selection →

Display/Change

2 Select the fields to add to the general

data selection

3 Choose Enter

4 Enter the values for each field The

standard ledger for PCA is 8A.The

U.S company code in IDES is 3000

5 In the Profit center field, we want to

include a set variable so that we can

enter the profit centers or profit

center group when executing the

report Place your cursor in the group

field for the profit center

6 Choose Variable on/off

7 Enter the variable name 8A-PC-1 in

the group field

8 This is a year-to-date report, so all 12

periods are in the range The

standard Version in PCA is 000 and

the Record type for actual dollars is 0

9 Choose Enter

10 Choose Edit→ General data selection →

Variation (not shown here)

11 To create multiple lists for the

characteristics, select Explode

12 Choose Enter

3 2

Your report is now ready

13 Choose Save to save the report

14 To go to the display mode of the

report, choose Report → Display

15 Make sure the correct Library and

Report names have been selected

16 Choose Continue

17 Review the report display

18 To execute the report, choose Report

→ Execute

You need to display the report before

you execute it so that you can later

change the report layout directly from

the report list

16

15

17 18

13 14

You are prompted to include the report

in a report group

19 Choose Yes

20 Enter the name of a report group It

must be four characters long and

start with a letter

21 Choose Enter

22 Enter the variables used to execute

the report We will execute the report

for fiscal year 1998 and profit centers

3010 through N999

23 Choose Execute

19

20 21

22 23

Change Layout

1 After executing the report, add the

headers and footers while you are

still viewing the report Since there

is no automatic centering, text blocks

are easier to work with at this point

From the report choose Settings →

Texts → Headers (or Footers)

2 Enter the title of the report and any

text such as Date:, Time:, and so on

3 To add the variables for the report,

place your cursor where the variable

should start, then click the Standard

variables button Select the variable

by double-clicking on it The

variable will be included in the

header

4 To include the profit centers in the

report, enter Profit Center, then

click your cursor where the profit

center is to be inserted

5 Choose Characteristics Select the

profit center characteristic, the text

type is Value, and the value is

Value/Group

6 Choose Save to save the headers

Layout settings

To change the layout settings in the report, choose Settings → Layout There are six

layout screens to choose various settings such as the number of decimal places, column width, text column width, and rounding Review each screen and make the necessary changes

To prevent report users from making permanent layout changes, deselect the Change allowed during execution field in the Layout: Page/Control screen

You have now successfully created a report in Report Painter!

2 6

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Example 2: Billing Report

Bungee Corporation needs a billing report which is built on an evaluation structure in LIS The

structure includes characteristics and key figures from tables VBRP (Billing line item table) and MARA (Client-level material master table) These tables were combined into a view which was then used to build the evaluation structure

Shown here is the final output of the

billing report we are about to create

This report is a billing report of all

materials by material type for each

plant The dollar values are based

on the net value of each billing line

item The rows of the report contain

materials and material types, and

the columns contain plants and the

net value key figure The general

data selection contains the sales

division (01-99) and industry

(00-99)

Note that this report is built on a

nonstandard evaluation structure

Note: Before you start with this example, you may want to review LIS Evaluation Structures discussed

on page 3–26 It describes how to create a view that combines tables and creates an evaluation structure

Guided Tour

1 From the SAP main menu,

choose Information Systems →

Ad hoc reports → Report painter

→ Report → Create

2 In Library, enter the name of the

library (for example, 2AF) to be

used for the report

3 In Report, enter the report name

and a description

4 Choose Continue

5 When defining the rows of the

report, notice the Lead column at

the top of the rows Report

Painter refers to the rows of a

report as the lead column You

can type over this with your

5

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