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Example: Creating Forms Locate the document in its SAP Library structure

Starting Point

In our example, we will define a form for a report where we can compare plan, actual, commitment, and assigned values.

Note

Before starting work, you might find it useful to look at one of the standard forms, such as 12KST1C, which we supply with the system.

Defining the Form

  1. Go to the Project System part of the Easy Access menu and choose Information System ® Tools ® Hierarchy reports ® Form ® Create.
  2. Specify the controlling area for the form.

    3. The Specify Report Type dialog box is displayed. You can choose between creating a project report or a summarization report for projects.

  3. Choose Project report.

    4. The screen Report Painter: Create Form appears. You can also use templates to create forms. However, we will not do this in this example.

  4. Enter a name and description for your form.
  5. Choose Two axes (matrix), then Create.

The system displays a form with four rows and four columns. Every definable field in the screen is called an "element". Every row, column, and cell in the form is an element.

Defining Rows

In the example, we will first define the time axis of the project analysis in the report rows.

  1. Position the cursor on Row 1 in the blank form and choose Edit ® Element ® Change/display element.

    2. The Select Element Type dialog box appears.

  2. Choose Characteristics.

    3. The next dialog box offers all the characteristics which can be entered in the rows. You may choose one or more characteristics.

  3. Choose Fiscal year, then press the single arrow pointing left.

    4. Fiscal year now appears in the Selected table.

  4. Define the value(s) for the characteristic.

    5. These can be either fixed values or variables. In our example, we will define a report row for values from previous years.

    Note

    For detailed information on defining variables, read the Structure link general drilldown documentation.

  5. Check the This graphic is explained in the accompanying textFlag for entering variables.

    6. The Variable selection dialog box appears, showing the global variables available.

  6. Choose the global variable 0FY (current fiscal year).
  7. In the Operator field, enter a minus sign (-), then enter 1 in the Offset field.

    8. This combination of the global variable, operator, and offset means you have now stipulated the fiscal year prior to this one.

  8. Confirm your entries. Then choose This graphic is explained in the accompanying text Change short, middle, and long texts.
  9. In our example, we will enter Prev.year in the first input field and choose Copy short text.
  10. Choose Continue.

    11. The system copies the text into row 1. You have defined the first row of your form.

    Note

    From the second element, specify in the dialog box whether the element is defined using characteristics and their values, or using a formula.

  11. In our example, we will now make the following entries:

In the Characteristic values dialog box, enter the variable 0FY in the first input field.

In the Characteristic values dialog box, enter the variable 0FY+1 in the first input field and 2999 in the second.
  1. We will use row 4 to calculate the total for all the fiscal years, by entering the appropriate formula. To do this, choose Formula in the dialog box Choose Element Type.

    2. This accesses the formula editor where you can enter a formula based on the elements maintained so far (in the example, rows).

  2. This "total" will comprise the values in rows 1, 2, and 3.

To this end, click the ID for row 1. This then appears in the empty box in the top half of the popup. Then click the relevant operator (in our example, the plus sign) which likewise appears box. Then click on the ID for row 2 and repeat the process until you have entered all three rows. The system will ask you to enter texts for the formula.

This completes row definition for the form in the example.

Defining Columns

  1. Choose Edit ® Element ® Change/display element.

    2. The Select Element Type dialog box appears.

  2. In the dialog box Select Element Type, choose Predefined element.

The Choose Form dialog box appears, where you can choose from all the predefined elements available.

Elements are defined for the Project System in the following groups:

Note

These predefined elements are one-coordinate forms with key figures, in which, for example in the case of plan values, elements for different types of planning (cost/revenue/payment planning) are stored.

By creating one-coordinate forms, you can set up predefined columns yourself.
  1. Choose Plan values.

    2. The next dialog box offers all the elements from the Plan values index which can be entered in the columns.

  2. For our example, we will choose Project cost plan.

    3. The Project Cost Plan Element: Choose Characteristics dialog box.

    Do not change the settings.

  3. Choose Continue.

    4. The Maintain Texts dialog box, containing texts in line with your selection, appears. You can overwrite the texts.

  4. Choose Continue.

    5. If the text corresponds to the prescribed column width, the system copies it to the column. You have now defined Column 1 of your form.

  5. Use the same procedure to define:

In column 4, define the assigned values (actual and commitment values) as the total.
  1. Choose Column 4.

    2. The Select Element Type dialog box appears.

  2. Choose Formula.
  3. In the formula editor, format a total from the columns for actual costs and cost commitments.

    4. Choose Assigned as the column name. This completes the form.

  4. Check the form and save it.

 

 

 

 

 

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