Purpose

The 1SIP-001 cost center report (Cost Centers: Actual/Plan/Variance) is used to show how to create a report using the Report Painter . To see how to create a report with Report Writer see Example Process: Creating a Report Writer Report .

To create a report with the Report Painter, choose:

 Information system Tools Report Painter Report Create.

Your report must be assigned to an existing library. Choose 1VK, as this is a report that is used in absorption costing.

When you name the report, you should keep to the usual naming conventions (see: Report Groups ).

Prerequisites

Define the requirements of your report first.

Graphical display:

( )

The cost center report should contain the following information:

Process Flow

There are different templates that you can use to define the cost element rows in the report.

Choose Edit -> Rows -> Get row template and choose 1-LM-BEL-ENT from the dialog box. The system inserts the template rows in the report section.

Defining your own report rows

The following describes how you define report rows for cost elements.

To define a report row, place the cursor on the row and choose Define element or Edit -> Element -> Define element. You can also double-click on the corresponding report row.

The system should display the debits and credits, and the over and under-absorption for the selected cost centers in the report rows of the cost center report.

To do this, you define two rows, which display the characteristics "Cost element" and "CO debit/credit indicator". Choose the characteristics from the list in the dialog box. The list contains all the characteristics provided by the selected library.

The debit/credit indicator in the Debit row has the characteristic value "D" (= debit).

( )

When you use the " CO debit/credit indicator" characteristic (BEKNZ), the system displays the debit and credit postings in separate rows, even for reposting.

As an alternative, the "CO debit/credit" indicator (BELKZ) is available to total the debit and credit postings per cost element for both manual or periodic repostings and display them as total costs. Moreover, when you reverse an FI document with a cost center account assignment, credit posting records are balanced with the original cost center debit.

As the cost element characteristic value, you can enter any individual value, one or more intervals (Choose More ), or a cost element group that has been defined in the Cost Center Accounting menu. If you do so, the report is only created for the cost elements you have specified.

However, you want to specify cost elements and cost element groups only when the report starts. Therefore, you enter the 1KSTAR variable (cost elements) under Groups . You can then enter variables with the Variable on/off function after selecting an entry field. By using variables, you can enter the cost element group or cost element interval on screen.

You can also define your own variables in the Set Maintenance screen (see also: Sets ).

When you define a report row, you enter the appropriate short, medium, and long text descriptions. Choose Copy short text to copy the short text to the other rows. Choose  Format All rows/All columns Text length to define which text to display in the report rows.

As a text, enter " Debit ".

By entering a cost element interval or cost element group when calling up the report, you can display the costs in the report for each cost element and generate group totals at various hierarchical levels. The structure of the cost element groups is set in their definitions in the Master Data Maintenance screen.

To expand the cost elements in the report, choose  Edit Rows Expand . The default setting is Do not expand (detail) . Cost element intervals and groups are displayed as totals in a row. The Ind. value setting displays individual values, but does not display subtotals or final totals. If you choose Expand , the system displays individual values, subtotals and final totals. The select this setting for the cost elements in the cost center report.

Breakdowns of report rows are displayed with one or more asterisks ( * ) in the report definition, depending on the summation level. If you are using variables, the summation level in turn is determined by the default value for the set variable. In the case of variable 1KSTAR, the default value 1-S-KSTAR-AL only expands to one level. Consequently, the expanded cost element row is marked with a single asterisk.

To define a credit row at the same time as defining a debit row, position your cursor on a debit row and choose Select/Deselect. Then position your cursor on the new row and choose Copy .

You can also change the selected characteristics and/or characteristic values by either double clicking on the desired row or by choosing Define element . Change the characteristic value for the "CO debit/credit indicator" to "C" (= credit).

( )

You may use a characteristic value within the report rows more than once. The same applies to report columns. However, you cannot use a characteristic in a row and a column.

Now create the plan and actual columns for section 1. The report columns should display the actual and plan values for the selected posting periods, together with absolute and percentage variance figures.

The SAP System includes various column models for defining columns in the report.

Choose  Edit Columns Get column model and select 1-CM-IPA from the dialog box. The column models then appear in your report.

The following section describes how to define your own report columns for actual and plan costs as well as for absolute and relative variances.

To define a report column, place your cursor on the column and choose either Define element or  Edit Element Define element . You can also select the desired report column by double clicking on it.

Use the relevant predefined columns when defining "Actual costs" and "Plan costs" columns.

The selection list displayed by the system contains all predefined columns available in the selected library. You can define additional predefined columns in set maintenance. For more information, see  Further reading FI-SL Sets Variables .

The key figure Costs with the characteristics value type and version has been preset for the predefined columns Actual Costs and Plan Costs :

Characteristic values for actual costs:

Version 0 (plan/actual version)

Value type 04 (= actual)

Characteristic values for plan costs:

Version: 1VERP (= plan version)

Value type: 01 (= plan)

For the plan costs column, the version has been defined as a variable.

Use the default setting and enter "Actual costs" or "Plan costs" as the column text.

Use the formula editor to define the "absolute variance" and "percentage variance" columns using existing columns. Check to see that the formula has been entered correctly before adopting the formula.

( )

If row and column formulas conflict, column calculations always take precedence.

The SAP System allows you to define additional columns for previously defined rows in the cost center report; these columns are defined in a new column block. The columns found in a given column block form a logical unit.

To create a new column block, choose  Goto New column block and define the columns as described above.

An additional column block is defined for the cost center report, containing the predefined columns Actual Amount and Plan Amount as well as absolute and percentage variances calculated on the basis of these numbers.

You can also define other logically associated row/column combinations on a new page of the report. These are known as sections .

To define a section with new row and column combinations, choose  Goto New section . In the dialog box, adopt the default setting Section with characteristics and key figures.

For the cost center report, you can define another section for statistical postings (postings that can be updated using various cost element categories).

For the statistical postings, you display the cost elements in the rows. Choose the Cost element characteristic and enter the variable 1KSTAR as the characteristic value.

Proceed as described under 2.

The breakdown the cost element rows by line items and totals rows. To do this, choose  Edit Rows Breakdown and activate Breakdown .

To define columns, proceed as described under 3.

In this section, you display the activity types in the actual and the plan together with the absolute and percentage variances.

To define the rows in the activity type section, choose the Activity type characteristic and enter an asterisk (*) as the characteristic value so that all activity types can be displayed in the report rows.

Creating totals using activity types is often inadvisable, as different activity types use different units of measure. Therefore, when you expand the rows (  Edit Rows Breakdown) , choose the Single values indicator so that single values are broken down, but nothing is totaled.

To define columns, proceed as described under 3.

In this section you display the statistical key figures in the actual and the plan, together with their absolute and percentage variances.

Define the rows using the characteristic Statistical Key Figures and enter an asterisk (*) as characteristic value in order to display all activity types in the report rows. During breakdown of the rows, use the Individual values indicator with  Edit Rows Breakdown in order to breakdown individual values without performing totaling operations.

To define columns, proceed as described under 3.

Use this function to establish selection criteria applicable to the entire report.

Define the general data selection for your report by choosing:

 Edit Gen. selection Change selection.

Define the following characteristics and characteristic values for the example cost center report.

Select the Controlling area , Cost center , Fiscal year , and Period characteristics.

As characteristic values, you can select individual values, intervals, or variables. If variables are entered, the corresponding entry fields appear in the report selection screen together with the variables decided upon for the rows and columns.

Position your cursor on the controlling area field. Choose Variable on/off to activate the option of entering variants. Choose F4 help to display available variables. Select the variable 1KOKRE.

For the cost center, position the cursor on the entry field for the group. Select the variable 1KOSET. The variable 1KOSET enables you to enter a cost center, an interval or a cost center group in the selection screen when you call up the report. Report Painter creates a report that totals all postings for the selected cost centers sorted by cost element.

For fiscal year, position the cursor on the entry field for fiscal year. Select the variable 1GJAHR.

For period, position the cursor first on the entry field for "From" fiscal year and select the variable 1PERIV. Then place the cursor on the entry field for "To" fiscal year and select the variable 1PERIB.

Choose  Extras Report texts to add headers, footers, title pages, and closing pages to your report.

Assigning Standard Layouts

The display of values in the report is determined using formats. Each report has five format groups available to structure columns. All columns assigned to the same format group are displayed in the same way. You maintain format groups when you define standard layouts .

Use  Format Standard layout to display previously defined standard layouts. To assign a particular standard layout to your report, choose  Format Standard layout and enter the one you require. For the example cost center report, select standard layout 1-BTC2 .

Maintaining Format Groups

Maintain the format groups. The Formats rows in your report definition are used to establish the format applicable to the individual report columns. The default value for all columns is set by the system as format group "0". For the columns to display the percentage variance, use format group 2 from the standard layout (narrower column width). For the columns that are to display units (activities and quantities), use format group 1 from the standard layout (unit width of column: 5).

Overwriting Standard Layout Defaults

You can overwrite standard layout settings in the report itself. When doing so, be careful to change all columns of the format group at the same time. You can also choose  Formatting Column to change the column width, numerical format (factor and decimal places) and the reverse sign for individual format groups if necessary.

Set the column width for the leading column at 30.

Defining Column Text and Text Type

You should then establish report column justification.

Choose  Format All columns Justify column text and activate the indicator Text centered.

For all columns you determine whether or not to include the use of the short, medium, or long text as the row/column text. Choose  Format All columns Text type. Activate the Short text indicator. Choose  Format All rows Text type. Activate the Medium text indicator.

Over/Underscoring, Colors

You can also select over- and/or underscoring and colors for the particular rows you want to emphasize.

Position your cursor on the row and choose  Format Row Under/Overscore. Use underscoring for the "Debit" and "Credit" rows, and under- and overscoring for the "Over/Under-absorption" row.

Position your cursor on "Over/Under-absorption", then choose  Format Row Color setting and activate the Color for totals indicator.

Inserting Blank Rows

To insert blank rows in the report, choose  Edit Rows Insert blank rows .

After creating your report, choose Check to test for formal errors in the report. The SAP System generates an error log listing any errors found. Remove the errors using the error log and save your report.

Then, execute your report in a test run. Choose  Report Execute. If the report has not been assigned to a report group, a system prompt inquires whether to insert the report and to which group. Answer Yes to the prompt and enter an existing or a new report group name.

Alternatively, you can assign the report to a report group by choosing  Environment Assign to report group. Enter an existing group or a new report group If the group does not yet exist, a system prompt inquires whether you want to create one at this time.

The report group is then generated and the report executed. On the report selection screen you can then execute the report with the desired selections.

Enhancements

Below are several enhancements to the cost center report that explain other important Report Painter functions. These enhancements are not included in the standard report 1SIP-001.

Assume you want the Cost Element section of the cost center report to include two additional columns displaying actual and plan costs per employee for each cost element. To do so you use cell calculation .

However, you did not define a cell in the statistical key figure section (section 4) that explicitly displays employee numbers, since the characteristic value is " * ", or all statistical key figures.

To display the statistical key figure "Employee," you must define an additional row in the statistical key figure section using the characteristic "Statistical key figure" and a characteristic value of "EMP" (Employee).

In this case, you will only be able to edit those cells that are an intersection of the "Employee" rows and "Statistical key figures: actual" columns. Position your cursor on the appropriate cell and choose Edit element or double-click on the cell. In the Cell processing dialog box, set the selection option. Then choose  Edit Element Change text a nd chose short, medium, and long texts for the "Employee" cells.

The same procedure is used at the crossover point where the row "Employee" and column "Plan statistical key figure" overlap.

You can now use the new cell to make calculations for an additional column in the "Cost Elements" section of the report. Position your cursor after the columns for actual and plan costs. Double-click and choose the element type Formula from the first dialog box. In the Enter Calculation Formula dialog box, choose Actual costs from the list of Existing Formulas , the division symbol, and the indicator EMP. Choose Transfer . The formula column is now defined.

In the same way, create a column Plan costs/employee .

To prevent output of the new row inserted in the key figures section when calling up the report, you need to hide the row. Place your cursor on the required row and choose  Edit Rows Hide.

As a further enhancement to cost center report 1SIP-001 create another section. You want to display the actual and plan activity quantities and the absolute and percentage variances. In a further column, capacity is displayed. The rows display the activity types.

To create this section, proceed as described in II.6.

Then, define a new section 6, "Activity/Plan Capacity" as a section with key figures. In this section, the relationships "Actual activity quantity/Plan Capacity" and "Plan activity/Plan capacity" are displayed.

Schematic illustration of the enhancements:

( )

Select the appropriate cells in section 5, "Activity Quantities", by placing the cursor on them and choosing Edit element or by double-clicking on the cells. In the Cell processing dialog box, set the selection option. To add short, medium, or long texts to the cells, choose  Edit Element Change Text .

Then choose  Goto New section and define a new report section 6, "Activity/Plan Capacity". Choose Section with derived key figures from the dialog box.

In the row and column combinations in the section with key figures, edit first the short, medium, and long texts for rows and columns.

For your section with key figures, define an Actual activity/Plan capacity column, a further column Plan activity/Plan capacity column, and an Activity type row.

The report is to display the relationship of actual activity to plan activity for the corresponding activity type at the cell intersection of the Actual activity/Plan capacity column and the Activity type row. Position your cursor on the corresponding cell and choose Edit element or double-click on the cell. The SAP System offers the formula editor for cell processing. You are then able to use all selected cells and accompanying descriptions in the formula editor. If no text has been created for these cells, the functions carry a description of the row/column intersection that defines the cell. Choose Activity type/Actual activity/Plan capacity .

In the same way, use the appropriate formula editor function for the cell representing the intersection of the Plan activity/Plan capacity column and the Activity type row.