SAP Implementation for Hannover Group. Report Painter

Transcription

1 General is a simplified version of Report Writer which is (just about) usable by individual users (provided they have some knowledge of SAP & an understanding of how databases work). It has the following main characteristics: It only allows use of ONE table. It is suitable for reports which may be defined in terms of Rows, Columns, & Selection Parameters. It only works for Cost Centre Accounting, Profit Centre Accounting, Special Purpose Ledger. It does NOT work for Customer/Vendor accounts, or for GL in FI. It is very quick & easy to define reports. Presentation may be made adequate using headers & footers, etc. Whole families of reports may be produced at one set of input. Within its limitations it should be the preferred tool due to its simplicity. It does need an infrastructure which is described in the appendices that cover: The Library which holds the table name, the list of fields & values (e.g. Actual in Transaction Currency, Plan in CoCd Currency, etc.), which may be called into reports, and the list of attached reports (e.g. Line Item Drilldown) Sets Collection of values for (usually) one field. For some tables, Groups created elsewhere in SAP count as Sets e.g. for Cost Centres in a node of the Standard Hierarchy, the Node name is considered a set. Variables These are used to allow input to reports for selection criteria. They are field dependent (e.g. Account, Cost Centre) and usually have a default value. Report Creation Report Creation consists of a number of steps: Specify what is required on the rows down the left hand side. Specify what is required in each column. Specify the fixed & variable parameters on which selection is to take place. Specify the level at which the data is shown Create Headers, etc. Attach to a Report Group

2 may be reached via a number of menu options. CONTROLLING>PROFIT CENTRE ACCOUNTING>INFORMATION SYSTEM> TOOLS>REPORT PAINTER>REPORT>CREATE (CHANGE/DISPLAY) FINANCIAL ACCOUNTING>SPECIAL PURPOSE LEDGER>TOOLS>REPORT PAINTER>REPORT>CREATE CONTROLLING>COST CENTRE ACCOUNTING>INFORMATION SYSTEM> TOOLS>REPORT PAINTER>REPORT>CREATE (CHANGE/DISPLAY) There is no difference in functionality between the various routes. Enter the Library name (see Appendix 1), and a name & description for the new report. If a similar report already exists, it may be copied into the new report using Copy from: Report CREATE This screen then allows creation of the various elements of the report.

3 Row Creation Double click on the box labeled Lead Column Input any text you wish to be displayed in that position. The Copy Short Text option may be used to obviate the need for input of the 2nd & 3rd boxes. Input the required heading and ENTER. Double click on the box labeled Row 1 to begin entry of the row details:

4 In this report, rows are going to be accounts. Select the required variable & transfer it Selected Characteristics. In this line, the PCA Account Group INSURETOT is used as a set: The SET indicator is flagged ON, & the set name entered. Using the text icon, the name may be changed:

5 Use the CHECK button to check the set-up, and then CONFIRM Row 2 & 3 may then be set up similarly to cover the sets INVESTTOT & OHEADTOT from the Account Group model: On the second & subsequent rows, the choice will be given:

6 In this example, rows 2 & 3 are characteristics (Account Number). SAP will always propose the variable(s) used for the last row as a default. For Row 4, choosing Formula : The Formula here will be Row1 + Row2 + Row3. More complex formulae may be constructed as required using the existing row definitions & the various arithmetic operators.

7 The row is named as normal. The actual definition of the rows is now complete. Further rows may be created by double clicking below the existing rows, or in any blank space between existing rows, or by putting the cursor on the line (Column) above which (or before which) you want the insert & using EDIT>ELEMENT>INSERT ELEMENT Unwanted rows/columns may be deleted by putting the cursor on them & EDIT> ELEMENTS>DELETE

8 To create blank lines between the various existing lines, place the cursor on the row above which you want the blank line & EDIT>ROWS>INSERT BLANK LINE

9 Column Creation Double click on the first column Generally choose Key Figure with Characteristics & ENTER Specify the Key Figure (shown as Doc Company Code Crcy (act) above by choosing from the pull down. the figures HSL & TSL are most often used.

10 Specify the Column characteristic in the same way as for rows, in the example, Profit Centre is selected (but note that multiple characteristics may be chosen if required e.g. Profit Centre & Company Code). In the example, an individual value is being used so neither the SET or VARIABLE flags are set. This column will extract Actual Values in Company Code currency for the single profit centre PROG: Set the text up as for rows, CHECK, & CONFIRM. Subsequent Columns are now set up for the other profit centers:

11 The fifth column in this report is set as the Total of the previous 4 (selecting Formula on entry) The Columns are now defined:

12 General Data Selection Under EDIT>GENERAL DATA SELECTION, the other parameters necessary for running the report must be specified. A number of parameters may be specified here. If not already specified at either Row or Column level, there are parameters which MUST go in General Data Selection. These are: Ledger 8A is Profit Centre Accounting, Z1 is Special Ledger, Record Type 0 = Actual, 1 = Plan Version used for Plan data This relates to Actual/Plan version 0 = Actual, 0,1,2 may be Fiscal Year Period In the example, these are specified as well as Company Code & Currency Key. Filling in the values:

13 Here: Ledger is hard coded to value 8A Profit Centre Accounting Record Type & Version are hard coded to 0 & 0 Actual version 0 Fiscal year is the VALUE VARIABLE VRYEAR, for which the default value is 2000 Period, Company Code, and Currency Key are the SET VARIABLES. The default sets in this case include all valid values. The report may be SAVED at any time (after which you must use the CHANGE option for further development). Report Group Each report must be included in a report group via ENVIRONMENT>ASSIGN REPORT GROUP When a report is executed, all other reports in the same report group are executed at the same time. It is recommended that generally, each report goes in its own group. If the report group does not exist, it will be created. EXECUTION

14 On EXECUTION (from within REPORT CHANGE or otherwise): Those parameters entered as variables come up for input. Value Variables allow input of single values (& have a single default), while SET Variables allow input of Sets/groups or value ranges (& have a default Set) Row Variation As configured this far, the report will output as: Back in CHANGE, put the cursor on the Insurance Accounts row & EDIT>ROWS> EXPLODE:

15 Changing the EXPLODE level to Part Sets The sub-sets are shown on the face of the report format: and on EXECUTE: The individual Values are shown, subtotaled at the various node levels within the Group.

16 Putting the cursor on the lead column (Account Number), goto FORMATTING> REPORT LAYOUT & select the LEAD COLUMN tab: Here may be specified: The width of the lead column Which Column the Lead column is on the report (Position). This may be used to put the lead column in the centre of the numbers for example. For the content (Account Number) whether the value, or the value & description is printed (and if the description is printed whether the long or short text is used, or this is automatically selected) The indentation.

17 Re-Running the report: There is now room for the full description. Back in CHANGE, use FORMATTING>COLUMNS Changing the column: The column width of Group 0 is changed to 16 The Right Margin is set to 2 (i.e. 2 spaces between the end of the figure and the column border)

18 The scaling factor is set to 1000 i.e. the data will be presented in thousands The decimal places is set to 1 dp. Back in CHANGE, immediately above each column is a Format Group flag. Double clicking on it above one column, that column may be allocated to one of 5 format groups. Different columns may therefore have different display characteristics (e.g. normal values and percentages may require different formats). EXECUTING to show the effect of the format changes:

19 FORMATTING>ROW/COLUMN TEXTS & changing to display Medium texts on Columns: Changes the display:

20 FORMATTING>REPORT LAYOUT>PAGE CONTROL Under this tab, the width of the output page is defined (maximum 253 characters, default 132 Characters) plus the length (65 lines default). Change these as necessary. On the basis of these settings, SAP automatically selects font size.

21 FORMATTING>REPORT LAYOUT>COLUMNS On this screen the separator between columns on the printed report is defined. The standard is a line. FORMATTING>REPORT LAYOUT>COLUMN HEADINGS Here the justification of the column header may be specified. FORMATTING>REPORT LAYOUT>REPRESENTATION In this tab the representation of zero & indeterminate values may be specified.

22 FORMATTING>REPORT LAYOUT>LANGUAGE DEPENDENT The decimal representation, date formats, and sign convention are specified in this tab. The settings above are as delivered. Changing the Sign Convention to (1) and executing the report:

23 Hidden Columns/Rows It is possible, having defined a Row or Column, to subsequently hide it for display purposes via EDIT> ROW (COLUMN) >HIDE. Such Rows/Columns may then be accessed or reversed via EDIT>ROWS>HIDDEN ROWS>XXXXX General Data Variation EDIT>VARIATION brings up a screen listing the General Data Selection Parameters. Changing, for example, currency to Explode The report now executes as: Reports for the various currencies may be accessed by putting the cursor on the required entry or node in the variation bar.

24 [NOTE: Only those currencies (in this case) which have postings are recorded in the variation bar. Valid currencies with no postings in this extract are not shown). If Variation is set for both Currency & Period, the result in the report is as follows: Effectively only one of the variation can be shown at once. Moving the cursor to Period in the top variation box: The second variation characteristic is displayed. If PRINT is selected in a variation report:

25 The question is aksed whether the current screen report is to be printed or all combinations of value & node. Run Time Options A number of options exist within the report at run time: Drill Down Most Reports will have underlying Line Item reports which can be accessed for particular numbers on the report by double clicking on the number (as per GL Balances). The configuration of report availability is done in Library set up. Alternatively, use EDIT>CALL UP REPORT. In this option, reference is made to the cursor position to decide which items to display. Currency Translation Consider the report: Using EDIT>CURRENCY TRANSLATION

26 Change the MODE selector to Translate to Target Currency The Currency Translation fields are then opened up for input. Enter the desired currency, the date, and the exchange rate type for conversion, and, if required, deselect any columns not to be translated. Here the system is set to translate to DEM using exchange rate type M as at 1st November. All columns are to be translated.

27 Translation is performed. The Total column is still a true total, but if some columns are translated & some are not, the Total may become indeterminate. EDIT >THRESHOLD VALUE Filter conditions may be set up and activated Which on ENTER are applied to the report already run.

28 Report Heading & Other Texts In CHANGE, report headings may be created (and footers & leading/trailing pages) via the command EXTRAS>REPORT TEXTS>HEADERS 3 header lines are created as standard which may be added to or subtracted from via the Insert & Delete icons. Typing some straight text in, with the cursor correctly positioned as shown press Selection Parameters

29 Here the Selection Criteria box has been used to select Period & text Type shows Values (possible values of this as shown below) The width is set as required. Here not only the periods have been set but the Company Code Variable has been set twice, once as Value & once as Long Text

30 On line 3, the Date Printed & the page numbers have been added from the General Variables, all set as values. SAVE & EXECUTE The header parameters are now shown. Note that the Value command returns the Set names in this case (& Long Text the Set Description) If specific values are input on the selection screen: The report appears as:

31 With the actual values (& descriptions) being shown.

32 Appendix 1 Library Creation All reports must be created in a library. Creation & change of Libraries may be achieved via any of the access routes to e.g. CONTROLLING>PROFIT CENTRE ANALYSIS>INFORMATION SYSTEMS> TOOLS>REPORT PAINTER> REPORT WRITER>LIBRARY>CREATE Enter the Library Identifier & the table from which the library is to draw its data. Common tables are as follows: Table Description GLPCT CCSS GLT0 RWCOOM GLTPC GLPCOP Profit Centre Accounting Totals Table Report Table: Cost Centre Accounting GL Account Master Record Transaction Figures Reporting Table: Overhead Cost Controlling Profit Centre Accounting Reporting Open Items: Profit Centres ZSLIHT Inter Hannover Insurance Special Ledger Press HEADER Input the name of the library.

33 SAVE & move to CHANGE mode Press CONFIGURE This is to attach any Drill Down reports. Press the Insert Line icon As is the screen may be used to insert a Report Writer report group. To add an ABAP, press other report type Double click on ABAP Reports

34 Enter the name of the ABAP and ENTER SAP confirms the report added. SAVE Line item reports which may be added are as follows. This information is difficult to come by! Report Application Description RCOPCA02 RGGD2300 Profit Centre Accounting Special Purpose Ledger Actual Line Items Actual Line Items (GD20) SAVE

35 Press CHARACTERISTICS. This determines which fields from table GLPCT are to be available to reports contained in the library. Go through the fields in the library ticking the fields required and entering a position. Lines 1 to 6 in this example may not be deleted. The Position determines the order in which fields are presented for selection into reports.

36 SAVE Press BASIC KEY FIGURES. This determines the values to be selected. Pretty well all values are already selected. You may wish to change the order so that the most commonly used parameter (e.g. HSL) is number 1. The KEY FIGURES button may be used to select some more exotic key figures. SAVE The Library is now ready for use.

37 Appendix 2 Set Creation CONTROLLING>PROFIT CENTRE ANALYSIS>INFORMATION SYSTEMS> TOOLS>REPORT PAINTER> REPORT WRITER>SET>CREATE Input the Set Identifier. It is essential that some naming convention is applied. Enter the table name from which the set derives and the type of Set. A Basic Set comprises values of the field to which the set relates (see below) while a Single Set comprises a number of Basic Sets, all of which relate to the same field. A Multi Set can contain a number of sets covering different fields (e.g. Account & Cost Centre). In Profit Centre Accounting at least, CCA Cost Centre Groups & Cost Element Groups, and PCS Account Groups & Profit Centre Groups are already recognized as Sets. This is also true to a large extent in Special Purpose ledger tables. However, Sets created for other variables in Profit Centre Accounting (e.g. Currency Key) do NOT appear to be available in Special Ledger so some duplication appears necessary. There may be some way round this, but I have not found it yet.

38 On ENTER, you must input the field name (which may be selected from the drop down list) which this set contains. On ENTER, input the name of the Set, and the values or ranges that make it up. SAP will accept full ranges whether the values exist or not. All the other fields relate mostly to Report Writer so are not required. SAVE It is required to make a Single Set containing the Basic Sets SACCPERS, SACCEMPLOY, and SACCEXPENSE In CREATE, enter the Set Name & select Single Set

39 Input the name of the Sets. SAVE In CHANGE the HIERARCHY MAINTENANCE button may be used in the same way as changing any other groups. This includes changes to values (via Value/Interval )

40 Appendix 3 Variables CONTROLLING>PROFIT CENTRE ANALYSIS>INFORMATION SYSTEMS> TOOLS>REPORT PAINTER> REPORT WRITER>VARIABLE>CREATE Input the Variable Name (Note the comments on consistent naming in Sets). Specify the Table Name & the Field for the variable. Select Value and ENTER Enter a description and a default value. Value Variables, when used in, create a box on the parameter screen at run time which allows the entry of a single value for the field (e.g. Year). Internal Variable means that no opportunity to change at run time is presented. Use Parameter ID means the current value of the parameter ID is used for the default.

41 Selecting SET variable on the creation screen: Enter a description as before. Either: Select Default Set & input the Set name you wish to use as a default (which will be displayed on the selection screen at Report run time), or Select All Values. There will then be no default entry and, if no set or value is input, all values of that field will be adopted.

42 The radio buttons at the bottom control whether, on the selection screen at run time you get: 1) A box for input of a SET 2) 2 boxes for input of a value range 3) Both Normally select Set & Value Entry. The Only Replace with Groups box restricts entry at run time to CO groups (i.e. prevents true SET entry)