Creating Forms for Key Figure Reports with Constants  

  1. In the General Ledger Accounting Implementation Guide, choose the activity "Maintain Forms".
  2. Select "Financial statement key figures" and enter a name for the form.
  3. Choose Form ® Create.

    4. From the "Create Form" screen, define the type of structure. For key figure reports, use the structure "Two axes (matrix)".

    The SAP System includes standard forms you can use as a reference for creating your own forms. The predefined name range runs from 0SAPRATIO-01 to 0SAPRATIO-NN and cannot be used for your own forms.

  4. Select the Basic screen button.

    5. Define characteristics for all columns

    You first define the characteristics that you want to be valid for all columns and rows in your form. All actual data goes into all columns and rows of your form with a certain financial statement version.

  5. To define the global characteristics of your form, choose ® Edit Gen. ® data selection ® Display/change.
  6. In the dialog box that appears, you can select the characteristics for the general selection criteria. Select the characteristics "Financial statement version" and "Planned/actual ind.
  7. In the dialog box that appears, .enter values for your characteristics. Choose a financial statement version (such as INT) and enter "0" for the actual data.

    8. Define individual columns:

    If you want to calculate the ratio "Revenue per employee" without making changes to previous fiscal years, you only need one column. If, however, you want to see the change to this ratio over the last three fiscal years (as in our example), you need to define three columns.

  8. Place your cursor on the column you want to find and choose Edit ® Element ® Define element....
  9. A dialog box appears. In it, you select the "Characteristics" option.

    10. In the screen that appears afterwards, you are asked the following question: Should elements contain key figures? Answer this question by selecting No.

    In key figure reports with constants, the key figure is first defined in the individual rows and not in the columns. For each row, you have to enter whether the key figure is to be taken from the financial statement version or whether it is a constant.

  10. Another dialog box appears. Select "Fiscal year".
  11. Another dialog box appears, and here you enter the values of the characteristics you selected.

    12. – You can enter either fixed values or variables for the fiscal year. To use variables, position your cursor on the input field you want to use and select Variable on/off. The input field is adjusted accordingly. You can now use F4 to display a list of global variables for the fiscal year as predefined in the system. Select the variable "&1FY" for the first column.

    To use a fixed value, simply enter a value such as 1995.

    The advantage of using variable is that you can use the defined form for various reports since the variables are only replaced with real values when the report is executed. For more information on this, see Valuating Variables.

  12. In the next screen you enter three texts for column headings. You can enter a short, medium, or long text. You can later use the text length option to determine which text is used. If you want to have a two-line heading, make certain that the text is separated by a semi colon (;).

    13. If you use variables, you also have to enter the variables in the column header. You could enter the following texts, for example:

    – as a short text: FY;&1FY

    – as a medium text: Fiscal yr; &1FY

    – as a long text: Fiscal year;&1FY

    Choose Format ® Column ® Column width to change the column width. Choose Format ® All columns ® Text type to change the type of text.

    Variables in columns texts are replaced with values when the report is executed.

    To define the second and third columns, proceed as describe above in steps 8 to 12. You can also copy the column attributes from one column to another.

    To do this, mark the column to be copied, position the cursor on the column to be defined, and choose Edit ® Selected area ® Copy. The column attributes are transferred from the first column to the second or third column. You now have to define the characteristics that you want to be different in the second or third column: You have to enter a different fiscal year for the second and third column. If you are using variables, enter "&1FY-1" as the value for the first column and "&1FY-2" for the second column.

    Defining rows:

    Next, enter the financial statement items and constants that you need for calculating key figures in the individual rows.

  13. Position the cursor on the row in which you want to enter the financial statement item "Sales revenue" and choose Edit ® Element ® Define element.
  14. A dialog box appears in which you select the "Characteristics" option.
  15. In the screen that appears, select the characteristic "Financial statement item".

    16. Since the key figures in key figure reports with constants are defined per row, the "Key figure" option is already selected.

  16. In the next screen, use the F4 help to select the key figure "Financial statement value".

    17. Afterwards, select the desired financial statement item "Sales revenue" via the F4 help from the financial statement version you selected previously (see Defining Characteristics for All Columns).

  17. In the next screen, enter text for the row. The system includes the text from the financial statement version.

    18. The financial statement item you select only appears in this row.

  18. Position the cursor on the row in which you want to enter the financial statement item "Number of employees" and choose Edit ® Element ® Define element.
  19. A dialog box appears in which you select the "Characteristics" option.
  20. In the screen that appears, select the characteristic "Constant".

    21. Since the key figures in key figure reports with constants are defined per row, the "Key figure" option is already selected.

  21. In the next screen, select the key figure "Amount" using the F4 help and then the constant "Number of employees".
  22. Afterwards, enter text such as "Number of employees".

    23. The constant you select appears in this row.

    Calculating key figures:

    Afterwards, calculate the key figure "Sales revenue per employee" from the predefined financial statement item and constant.

  23. Position your cursor on a row that contains no entry and select the element type "Formula".
  24. The next screen to appear is the formula editor. Here, you enter formulas for calculating key figures. With the formula editor, you can use standard math functions (+,-,*,/) along with all elements.

    25. Under "Identifier", select the financial statement item "Sales revenue" with a double-click, then divide "/", and then select the constant "Number of employees".

  25. In the next screen, enter text for the row such as sales revenue per employee.
  26. If desired, you can hide the rows that you used for the calculation (sales revenue and number of employees). To do this, choose Edit ® Rows ® Hide.
  27. Save the form.