Define Reports

Many reporting requirements are solved by standard R/3 System reports. If, however, non-standard requirements remain unfulfilled, you can use Report Painter for simple, quick definition of user-defined reports.

You can also use standard references objects to construct your own reports: libraries, standard layouts , default columns, and row and column models , all in the standard R/3 System, can available for custom reports.

A report can consist of several "logical" pages. This is useful if you wish to construct managerial key figures, such as costs per employee. You can switch between logical pages and carry out calculations with them.

Report Painter report definition requires several Preparatory Steps, depending on the complexity of the report to be generated.

• Standard layouts are maintained in the IMG "Financial Accounting" under "Special Ledger -> Information System -> Maintain standard layout.

• Create libraries , which means assigning the

• characteristics

• key figures

• Predefined columns

For each of these categories you need to select the objects to be used in reports of the specific library. You define the sequence of the objects in the selection lists of the Report Painter in field "Position". Frequently used objects should be at the top of the list.

See also:

Maintain libraries

• Create or change models

Models are one-dimensional report modules in which you predefine complete blocks of rows or columns. These are incorporated later in your report definition.

• Create or change report groups

To produce several reports of a library in one selection run, you can combine these reports to a report group. This is very helpful if the reports are to analyze mostly the same data.

While you can define reports without assigning them to a report group, these reports cannot be executed.

To execute a report, you must first assign it to at least one report group.

• Within the set maintenance you can

• create or change sets

• Standard layouts are maintained in the IMG for "Financial Accounting" under "Special ledger -> Tools -> Set maintenance -> Maintain sets.

• Create or change variables

Variables are maintained in the IMG for "Financial Accounting" under "Special ledger -> Tools -> Set maintenance -> Maintain variables.

Variables allow you to create reports with flexible contents. Variables are report parameters that you define when you execute the report. Normally, the delivered parameters are sufficient.

• Create or change predefined columns

Predefined columns contain useful combinations of characteristics and key figures that you can use in your reports.

Example:

Total actual costs, period 1 - 12, 1995, version 0

This predefined column consists of:

the characteristics "Period"

"Fiscal year"

"Version"

"Value type"

the key figure "Total costs"

Requirements

To create reports for user-defined libraries with Report Painter, you must maintain the Libraries first.

Standard settings

The standard R/3 System includes many standard layouts and column and row models, as well as default columns for libraries 1VK, 1GK, 1AB, 1RU, and 7KK. As a rule these standard modules are sufficient for report definition.

Recommendation

In general, do not change a standard report because any changes will be overwritten when importing new reports from client 000 (which supplies standard reports).

• To make small changes to a standard, use the report as a model, copy it to another name, and change the copy only. Choose "Report -> Copy".

You can use reports as models in one library only, but you can copy reports from other libraries.

Activities

The procedure when defining a Report Painter report depends on how far the supplied standards satisfy your requirements.

1. If the libraries, layouts, row and column models, and default columns in the standard R/3 System are sufficient:

a) Define report columns by using the supplied default columns and characteristics as well as formulas and standard layouts in the standard library.

You can construct columns from characteristics, formulas, or predefined columns. Predefined columns can be changed by inserting further characteristics. You can also use variables, but only those already defined in Report Writer.

Select a column by double clicking.

Choose "Key figure with characteristics" or "Default columns" for the column structure.

If you choose "Key figure with characteristics", use the dialog box to mark the key figure to be used in the report.

In the following dialog box, choose the characteristics to be used in the column and afterwards specify the characteristic values as individual values, groups, intervals, or variables.

To define all possible values for a chosen characteristic, enter an asterisk (*); to define an initial value, enter a pound sign (#).

To use variables, choose "Variables on/off". The R/3 System automatically indicates the appropriate field and automatically adjusts the field length. Choose "Possible entries" to display all existing variables.

If you choose "Default columns", specify one of the standard default columns in the dialog box. You can then change or expand upon the suggested characteristics and characteristic values.

To define a further report column, select the element type "Formula" in the dialog box. Use the formula editor to select other report columns and predefined cells to define a formula which calulates a value for the column.

Enter a column text. Choose "Copy" to copy the short text to the fields "Middle" and "Long" as well.

You can also use variables in a column text. To store a variable, enter an ampersand (&) followed by a variable name. When you activate "Key" as text type in the standard report layout under "Column text", the report issues the current value of the variable. If you activate "Name", the report issues the name of the current value.

b) Define report rows by using the characteristics or row models available in the standard library.

All steps in row definition are similar to those in column definition.

2. If the libraries, layouts, and row and column models do not meet your requirements:

a) If necessary, maintain the corresponding library.

Maintain Library

b) If necessary, create a new layout or change an existing one.

Standard layouts are maintained in the IMG activity Maintain Standard Layout.

c) If necessary, maintain the standard default columns.

In Report Painter, choose Set maintenance -> Data set entries -> Maintenance.

d) If necessary, create new row and column models.

Proceed as described in the definition of report rows and columns.

e) For further report definition proceed as described in step 1.

3. Determine general selections

General selections include the characteristics according to which you select data for a report, but which are not to be identified in report rows or columns.

4. Save your report.

5. Insert your report into a report group.

Further Notes

Note on transport

To transport Report Painter reports, see the IMG activity Transport Report Writer Objects in the IMG for Financial Accounting under Special Purpose Ledger -> Tools -> Transport.

For more information on user-defined reports, see the SAP Library under Financials -> CO Controlling -> Cost Center Accounting -> Cost Center Accounting Information System -> Defining Reports .