Get the Most Out of Report Painter/Writer

David Nowak Virtuoso, LLC

What Well Cover

Objective: Explain how to get the most out of Report Painters powerful, cross-module WYSIWYG reporting capabilities

Looking at Report Painter: The basics Identifying the proper data source Getting the most out of statistical key figures and variables Working with currency translation and authorization groups

What Well Cover Looking at Report Painter: The basics Identifying the proper data source Getting the most out of statistical key figures and variables Working with currency translation and authorization groups

Looking at Report Painter

Report Painter In Review

What is Report Painter?

! ! ! !

An SAP-standard visual report development tool Painter can be utilized within all financial submodules Painter offers 80%-90% of RW functionality but is 100% easier to use! GUI Interface makes development a snap Unlike in drill-down reporting where reports and forms are separate, in Painter, the report form is the report

Painter reports can be used in drill-down reporting

!

Looking at Report Painter

Report Painter In Review

Report Painter functionality has remained consistent

! !

Painter has remained consistent across R/3 versions This has allowed the tool to remain a staple for any reporting strategy

Looking at Report Painter

When Should I Use Report Painter?

Consider Report Painter before turning to an ABAP solution

!

Consider using it if the data you are looking for can be sourced within Painter Use Painter instead of Writer when layout management is critical Painter is a GUI-based utility, so its easier to control report appearance
Don't Forget

Report Painter excels for layout management

! !

Looking at Report Painter

When Should I Use Report Painter? (cont.)

Use Painter when you dont need Writers full functionality like
! ! !

Report Writers eliminations functionality Report Writers user-defined Key Figure Sets (data sets) Complex set matrixes

Don't Forget

Looking at Report Painter

Example: A Report Painter Report

Looking at Report Painter

For Comparison: A Report Writer Report

Looking at Report Painter

Tips When Choosing Report Painter

Painter reports can be converted to Writer

!

If you need full RW functionality at a later date Field > Characteristic Data Set > Key Figure Set Data Field > Basic Key Figure

With 4.6c, some Painter terminology changed

! ! !

These changes brought consistency across reporting utilities

! ! !

Drill-down reporting Summarization hierarchies Etc.

What Well Cover Looking at Report Painter: The basics Identifying the proper data source Getting the most out of statistical key figures and variables Working with currency translation and authorization groups

Identifying the Proper Data Source

What Are Data Sources?

Where is the data I need housed?

! !

All reporting data is maintained in one or more reporting tables Of the 17,000 + tables that make up the SAP database, you will use maybe 5-8 for all your non-ABAP reporting needs Understanding the data flows is critical to building good reporting

Identifying the Proper Data Source

What Are Data Sources? (cont.)

Most of CO reporting is sourced from a single location: CCSS

! ! !

CCSS is a central structure Contains updates for most CO objects (e.g. internal orders cost centers) Many standard CO Painter reports use CCSS as the reporting structure

Where to FIND it

Identifying the Proper Data Source

Other Source Options for Painter Reporting

Additional sources include

! ! ! !

KKBC (Product Cost Controlling: Cost Elements) COFIT (Cost Element Reporting) RPPS (Project Systems) GLPCT (Profit Center Accounting)

These tables have been designed for specific purposes

Whenever possible, use more specific reporting sources

Identifying the Proper Data Source

Table KKBC

KKBC Product Cost Controlling: Cost Elements

! !

Traditional RW table, but can be used from within Report Painter KKBC is used in SAP-delivered costing reports Great source for cost element-based product cost reports Provides origin-level data that is key in a cost report !Examples: For resource input analysis, like materials consumed from the BOM, origins are key Can be used together with summarization objects like order groups Great for Cost Object Hierarchy (COH) reporting

When should I use KKBC?

! !

! !

Identifying the Proper Data Source

KKBC: A Practical Example

The scenario
!

Manufacturing client was converting to Cost Object Hierarchies and required a new manufacturing activity report Leverage KKBC to provide the manufacturing Activity detail Offered a chance to manage by COH
By assigning additional, detail level reports, we were able to view the activity for this unique group of cost objects

The solution
! !

Identifying the Proper Data Source

KKBC: Tips For Proper Utilization

KKBC can be tricky to use

!

If you are not fully aware of how your product costing system has been configured, KKBC can be tricky to use

Some common areas you should revisit when using KKBC

! ! ! !

Do you use order-based or period-based costing? Which variance categories are active in your system? Which cost elements and posting rules are you using for WIP and Variance updates? What target cost versions do you have active within the system, and how do they differ?

Identifying the Proper Data Source

Choosing and Using Info Structures

Info structures are files of special statistical data

!

Different than standard reporting tables Characteristics (e.g., Plan, Material, Vendor) Key Figures (e.g., Sales Volume, Order Quantity, Execution Time) Period Units ( e.g., Day, Week, Month, Period) S001 SIS: Customer S021 SFIS: Production Order S032 Inventory: Stocks

Made up of three kinds of information

! ! !

SAP delivers standard info structures including...

! ! !

You can create your own to capture specific data of interest

Note

Identifying the Proper Data Source

Choosing and Using Info Structures (cont.)

Using info structures for Painter reports can be tricky

!

Not a common source for Painter reporting Not being broad enough during design in the areas of Characteristic and Key Figure inclusion Identifying the proper update events for your structure !Proper timing will lead to accurate reporting data

Common problems include

! !

Overcome these problems by not trying to cover too many reporting needs at once
It will be easier to tackle your reporting needs if you have a strategy and stick to it

Identifying the Proper Data Source

Info Structures: A Practical Example

The scenario
! ! !

Client wished to have a report that provided price and valuation information for its top 50 materials They wanted to quickly see material price changes from period to period The difficulty was in finding a utility that would allow me to customize the layout to meet the clients request Leverage an info structure, S012 in this case, to provide the material price detail needed Build the report using Painter to meet the reports layout requirements
Solution

The solution
! !

Identifying the Proper Data Source Info Structures: A Practical Example (cont.)

Painter example
!

Data would not have been available to Painter through standard reporting tables

Identifying the Proper Data Source

Data Extracts as an Alternate Data Source

Data Extracts can be useful for controlling what info is available

! ! !

Can be saved automatically during execution Provide the benefit of freezing the report data for an unlimited amount of time Great way to control point-in-time reporting Easy to create and delete Standardization of data sources for statutory reporting Additional level of authorization control

Benefits include
! ! !

Identifying the Proper Data Source

Data Extracts as an Alternate Data Source (cont.)

When exiting the report, SAP can be designed to prompt you to create an extract
! !

Select the Create Extract field Be sure to provide a unique naming convention

Identifying the Proper Data Source

Data Extracts as an Alternate Data Source (cont.)

Begin by entering the proper characteristic values for the reporting data in question Next, select the Data Source button in the header

Identifying the Proper Data Source

Data Extracts as an Alternate Data Source (cont.)

A list of available extracts that match your criteria will appear

!

You now see why proper naming is important

Once selected, the system will return to the reporting screen and you can execute

Identifying the Proper Data Source

Data Extracts as an Alternate Data Source (cont.)

To review the selection log for your report, use the menu path:
!

Extract Id

Extras>Selection Log
No Extract Used

What Well Cover Looking at Report Painter: The basics Identifying the proper data source Getting the most out of statistical key figures and variables Working with currency translation and authorization groups

Statistical Key Figures and Variables

Feature #1 - Statistical Key Figure Link with LIS

What is a Statistical Key Figure (SKF)?

! !

Statistical object within the CO/PCA modules that can be used to hold statistical quantitative data The SKF can be used to enhance both plan/actual allocations and reporting

Statistical Key Figures and Variables

Feature #1 Posting to a Statistical Key Figure

Data can be posted to a key figure in one of two ways

!

Manually, through an entry transaction !KB31N CO Object like Cost Center/Internal Order/WBS Element !9KE5 PCA Automatically, through a link to an LIS information structure !This is what well cover!

Statistical Key Figures and Variables

1 - Statistical Key Figure Link with LIS (cont.)

Benefits of the SKF link to LIS

! ! !

Automatic updates make month end processing easier Increased accuracy in the numbers, because the actual data is coming directly from the transactional source Nice integration back to the LIS structure for reconciliation

Statistical Key Figures and Variables

1 SKF Lint to LIS: The Process

Three steps to completing the process

1. Create the SKF KK01 2. Maintain the Assignment and Variant KVA2 3. Perform Period End Closing transfer of the LIS value KVA5

The following example will link an SKF used to capture confirmed hours with the appropriate LIS key figure

Statistical Key Figures and Variables Step 1 Create the SKF-LIS Link

SKF Example
! !

Standard Key Figure Notice the section at the bottom of the screen titled LIS Data This indicates the origin of the update; the info structure/set accessed, and the LIS key figure linked

Statistical Key Figures and Variables

Step 1 Create the SKF-LIS Link (cont.)

Be sure to choose the proper info structure Info Sets are used predominantly to capture sales related data

Statistical Key Figures and Variables

Step 1 Create the SKF-LIS Link (cont.)

SKF Link screens

!

With this example, we are linking to an Info Structure Select the proper application you wish to link your key figure to

Statistical Key Figures and Variables

Step 1 Create the SKF-LIS Link (cont.)

Here weve selected the Shop Floor Control selection Our next selection brings us closer by now choosing the proper Info Structure

Statistical Key Figures and Variables

Step 1 Create the SKF-LIS Link (cont.)

And finally, we choose the key figure This will be the last selection in linking our statistical key figure with the LIS key figure

Statistical Key Figures and Variables

Step 2 Maintain the Assignment and Variant

SKF-CCA assignment
! !

You must make the proper assignment if the key figures are going to transfer from LIS Enter the Cost Center of your choosing and hit enter

T-code KVA2

Statistical Key Figures and Variables

Step 2 Maintain the Assignment and Variant

Select the SKF and the corresponding Variant you want updated At this point you may not have maintained a variant
!

Do so by using the menu path: Variant>Create Variant

Statistical Key Figures and Variables

Step 2 Maintain the Assignment and Variant

Depending on the key figure being linked, the data on the variant screen will change This example shows LIS key figure for actual hours executed

Statistical Key Figures and Variables

Step 3 Transfer the LIS Key Figure Values

SKF-LIS Transfer
!

Actual Key Figure transfer program Remember to maintain the LIS Reference data LIS Reference data provides the transaction with the planning version and fiscal year

T-code KVA5

Statistical Key Figures and Variables

LIS Key Figure Use in Reporting

SKF use in report

! !

Remember to select the proper key figure when defining the row/column in your report You may have to activate the key figure in your library

Statistical Key Figures and Variables

Feature #2 Report Painter Variables

Like sets, variable use is key to adding usability to a complex report

! !

Think of a variable as a placeholder When the report is executed, the system will replace the value of the variable with either: !One entered by the user, or !One that is interpreted by the system

Statistical Key Figures and Variables

Feature #2 Report Painter Variables

Types of variables in Painter

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Value !Single field; values individually assigned Formula !For a level of complexity, formulas can be used to automatically determine the variable replacement Set !Variable that assists in finding the value of a set !Can be either manual or automatic

Statistical Key Figures and Variables

Report Painter Variables: Value Variable Example

Consider this a basic single value entry variable Value can later be used by Formula variables

Important settings for controlling how variable data can be determined.

Statistical Key Figures and Variables

Report Painter Variables: Value Variables

Value Variables are the most basic of the three variable types However, the complexity and level of importance can be elevated when they are used as the basis for more complex Formula Variables
!

The data entered in the value variable becomes a component in the Formula variables algorithm

Statistical Key Figures and Variables

Report Painter Variables: Value Variables (cont.)

Pay attention to the Entry Fields on Selection Screen settings

!

Internal Variable: !Activation will remove the capability of the user to change the default value of the variable during report execution !The variable will not appear in the selection screen Use Parameter ID: !When you want the field replacement to be controlled by the parameter ID, activate this field !To change the parameter ID, use the menu path Goto>Parameter ID

Statistical Key Figures and Variables

Report Painter Variables: Parameter ID

Statistical Key Figures and Variables

Report Painter Variables: Formula, No Exit

Formula variables can make complex value determinations easy

Key component of this formula variable is the value entered for Z130, a Value variable.

Statistical Key Figures and Variables

Report Painter Variables: Formula Variables

Most functional of the three variable types, as you can automate value determination and replacement The formulas rely on Boolean Logic for its logic control Additional value determination control offered through variable user exits

Statistical Key Figures and Variables

Report Painter Variables: Formula Exit - SAP

Simple inclusion of the SAP delivered Exit ID on the formula line is enough to activate the exit
!

All SAP delivered Exits begin with the letter S

To see a selection of SAP delivered Exits, select the Formula Exit button.

Statistical Key Figures and Variables

Report Painter Variables: Formula Exit - SAP

To get this selection screen to appear, hit the Formula Exit button Twelve selections in all

Choose from one of the twelve exits offered. (Only nine are shown here).

Statistical Key Figures and Variables

Report Painter Variables: Formula Exit - User

User defined exits following the naming pattern Uxxx Before including the exit ID in the variable, it must first be defined in the Exit Pool
!

The exit pool program ID is RGSVU000

Similar to the SAP defined exits, the User defined exits all begin with U.

Statistical Key Figures and Variables

Report Painter Variables: Formula Exits

Naming convention is important when using formula user exits

! !

SAP delivered exits always begin with S User defined exits begin with a U Your Basis team may have copied the program to a new program name to protect the integrity of the delivered program See settings in table T80I to see what the program name assigned to the exits might be

The User Exit pool for variable exits is RGSVU000

!

What Well Cover Looking at Report Painter: The basics Identifying the proper data source Getting the most out of statistical key figures and variables Working with currency translation and authorization groups

Currency Translation and Authorization Groups

Currency Translation in Report Painter

What is currency translation as it relates to reporting?

!

Standard functionality that allows a single report to be run and viewed in multiple currencies. Allows the user to control the exchange rate during report execution. Requires some set-up Tied to key figure selection during report development No real configuration required Basic understanding of how currencies are used within your system

How do I access this functionality?

! ! !

Currency Translation and Authorization Groups

Currency Translation in Report Painter (cont.)

Report Painter will manage currency translation as it relates to the following currencies in CO:
! ! ! !

Controlling Area Transaction Object Target Maintain your reporting libraries Maintain the currency exchange rate tables Review the currency settings within the FI/CO modules to determine what is active.

Steps to consider prior to report development

! ! !

Currency Translation and Authorization Groups

Currency Translation in Report Painter (cont.)

Maintain the reporting Library

!

Requires activating the proper Key Figures !SWZG Costs in Target Currency !SWKG Costs in Reporting Currency More often than not these key figures are active by default, but check anyway Target currency will be used by the system as the translation basis The key figure will house the translated currency

SWZG Costs in Target Currency

! !

Currency Translation and Authorization Groups

Currency Translation in Report Painter (cont.)

SWKG Costs in Reporting Currency

! !

Using reporting currency offers some additional flexibility for standardization and automation More on this later

Currency Translation and Authorization Groups

Currency Translation-Library Maintenance

Always be certain these two key figures, or a derivative of the figures, are active in your report development library

Activate

Activate

Currency Translation and Authorization Groups

Currency Translation in Report Painter

Maintain the currency exchange rate tables

! !

If you are already in a multi-currency environment, than you are already doing this. However, it cant hurt for your report development team to become familiar with the settings Exchange rate type Exchange rate dates

Areas to pay attention to:

! !

Currency Translation and Authorization Groups

Currency Translation-Exchange Rates

Exchange Rate Type is the key Validity Date controls whether the setting will be accessed during report execution

Exchange Rate Type

Validity Date

Currency Translation and Authorization Groups

Currency Translation in Report Painter

All thats left is to build the report

! !

SAP offers a number of standard reports that you provide currency translation functionality Use these as a point of reference if necessary

Currency Translation and Authorization Groups

Currency Translation-Report Development Remember to use key figure SWZG as your translation column/row It is the only key figure available that will offer the necessary translation functionality

Key Figure SWZG

Currency Translation and Authorization Groups

Currency Translation-Report Development

As a result of using SWZG, the translation section will appear at the bottom of your selection screen Enter the target currency, exchange rate date and the rate type Output for the translation will be the target key figure

Currency Translation and Authorization Groups

Currency Translation-Report Development

Example of report run in USD

Currency Translation and Authorization Groups

Currency Translation-Report Development

Same report run in MXN Same report layout; same transaction code for execution; unique result

Currency Translation and Authorization Groups

Currency Translation in Report Painter

Another option to currency translation reporting is to leverage the Reporting Currency Key Figure
!

SWKG Costs in Reporting Currency

Basic development will establish currency translation defaults for the key figure There is a unique transaction code within each CO sub-module:
! ! !

Cost Center Accounting RPC0 Cost Element Accounting RPA0 Internal Order Accounting RPO0

Currency Translation and Authorization Groups

Currency Translation-Report Currency Establish default setting for key figure SWKG For translation, enter a target currency (i.e. Euro) Enter the translation basis information
!

Enter a Target Currency

This is the reference information from which translation will occur

Maintain the translation basis.

Currency Translation and Authorization Groups

Currency Translation-Report Currency Settings for converting CCA reports from the object currency to Euros Remember to use key figure SWKG as the converted currency You will more likely know the key figure SWKG by its title Costs

Currency Translation and Authorization Groups

Report Painter Variables: Parameter ID

Currency Translation and Authorization Groups

Currency Translation-Report Currency

Output from a report utilizing both Object Currency ($USD) and Euros -- Simple to build and maintain

Currency Translation and Authorization Groups

Authorization Groups in Report Painter

What is an Authorization Group?

! !

Little used tool to grant authorization control to a very specific level. Linked to an authorization object, the authorization group can give you control over Creation/Change/Display/Execution transactions. Authorization group settings can be maintained at the following levels: !Library !Report group !Sets/Variables !Report Painter Reports

Where in report painter can it be maintained?

!

Currency Translation and Authorization Groups

Authorization Groups in Reporting

A view of a Report Painter Library

Currency Translation and Authorization Groups

Authorization Groups in Reporting

"

A view of a Report Group

"

And Report Painter Header

Currency Translation and Authorization Groups

Authorization Groups in Report Painter

Great for limiting access to certain reports, without taking it to a transaction level Because authorization control can be extended to an individual object, tremendous flexibility is available
!

Example: Report Group A can be maintained and executed by your team, while Report Group B cannot

Work with your authorization team to develop a strategy

The 7 Key Points to Take Home! Identify all the reporting requirements before beginning the development Look to using an info structure as your reporting source if a useful reporting table cannot be found Consider the functionality of linking statistical key figures to LIS structures Familiarize yourself with the concepts of variables to give yourself more flexibility

The 7 Key Points to Take Home! (cont.) Save yourself some development time by applying SAPs currency translation functionality If security is an issue, consider developing the Authorization Group functionality Report Painter is an important tool in your toolbox (in addition to BW) that you can use to meet your tactical and operational reporting requirements

Your Turn!

Questions?

How to Contact Me: [email protected]

Appendix A

Potential Appendix Section. If we want, we could include some of the information from the prior reporting presentations I removed.
If you would like to provide additional material for attendees, please send the slides as a separate file and we will include them on the CD, but, not as part of the presentation

3 - Use the Export/Import Tool

Simplifies the transport process ! Transaction Codes: GR27 Export; GR28 - Import ! No need to use the CTS system to move reports between clients/instances ! Allows for more flexibility in your choice of location for report development ! You can quickly move reports to other R/3 systems Check with your administrator for any policies on transporting Painter reports in this way!

3 - Use the Export/Import Tool: Example

Export Report Group
" Report Group Export Transaction GR57 Remember: in this case The Presentation Server would be your desktop hard drive

"

Hard drive location

T-code GR27

3 - Use the Export/Import Tool: Example (contd)

Import Report Group
" Report Group Import Transaction GR58 Remember: in this case The Presentation Server would be your desktop hard drive

"

T-code GR28

3 - Use the Export/Import Tool: Example (contd)

Import Report Group
" Output report from after the import cycle has run Watch out for sets that failed during import If sets fail to import, export and import them separately

"

"

T-code GR28

3 - Export/Import Tool: Tips for Success

This approach is the fastest way to transport Exporting/Importing groups is by far the quickest way to move reports through your landscape Controls and Procedures are important
! !

Controls and procedures are important to maintaining report integrity You should have established a report migration strategy

! !

Always move your report development through your pristine/gold configuration client Report groups are the only objects that can be moved
!

Summarization hierarchies, drill-down reports, ABAP lists, and queries all must be transported in the standard way

Icon Collection
Don't Forget
Note

GOTCHA!
Solution
Warning

Tip

Client Issue

Issue
Where to FIND it