report painter

Get the Most Out of ReportPainter/Writer

David NowakVirtuoso, LLC

What We’ll 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

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Objective: Explain how to get the most out of Report Painter’spowerful, cross-module WYSIWYG reporting capabilities




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Looking at Report PainterReport 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

• Painter reports can be used in drill-down reporting! Unlike in drill-down reporting where reports and forms

are separate, in Painter, the report form is the report

Looking at Report PainterReport Painter In Review

• Report Painter functionality has remainedconsistent! Painter has remained consistent across R/3 versions! This has allowed the tool to remain a staple for any

reporting strategy

Looking at Report PainterWhen Should I Use Report Painter?

• Consider Report Painter before turning to an ABAPsolution! Consider using it if the data you are looking for can be

sourced within Painter• Report Painter excels for layout management

! Use Painter instead of Writer when layout management iscritical

! Painter is a GUI-based utility, so it’s easier to controlreport appearance

Don't Forget

Looking at Report PainterWhen Should I Use Report Painter? (cont.)

• Use Painter when you don’t need Writer’s fullfunctionality like! Report Writer’s eliminations functionality! Report Writer’s user-defined Key Figure Sets (data sets)! Complex set matrixes

Don't Forget

Looking at Report PainterExample: A Report Painter Report

Looking at Report PainterFor Comparison: A Report Writer Report

Looking at Report PainterTips When Choosing Report Painter

• Painter reports can be converted to Writer! If you need full RW functionality at a later date

• With 4.6c, some Painter terminology changed! Field –> Characteristic! Data Set –> Key Figure Set! Data Field –> Basic Key Figure

• These changes brought consistency acrossreporting utilities! Drill-down reporting! Summarization hierarchies! Etc.




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Identifying the Proper Data SourceWhat 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 reportingneeds

! Understanding the data flows is critical to building goodreporting

Identifying the Proper Data SourceWhat Are Data Sources? (cont.)

• Most of CO reporting is sourced from a singlelocation: 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

Whereto

FIND it

Identifying the Proper Data SourceOther 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 specificpurposes

Whenever possible, use more specific reporting sources

Identifying the Proper Data SourceTable 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

• When should I use KKBC?! 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 materialsconsumed from the BOM, origins are key

! Can be used together with summarization objects likeorder groups

! Great for Cost Object Hierarchy (COH) reporting

Identifying the Proper Data SourceKKBC: A Practical Example

• The scenario! Manufacturing client was converting to Cost Object

Hierarchies and required a new manufacturing activityreport

• The solution! Leverage KKBC to provide the manufacturing Activity

detail! Offered a chance to manage by COH

By assigning additional, detail level reports, wewere able to view the activity for this unique

group of cost objects

Identifying the Proper Data SourceKKBC: 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 SourceChoosing and Using Info Structures

• Info structures are files of special statistical data! Different than standard reporting tables

• Made up of three kinds of information! Characteristics (e.g., Plan, Material, Vendor)! Key Figures (e.g., Sales Volume, Order Quantity,

Execution Time)! Period Units ( e.g., Day, Week, Month, Period)

• SAP delivers standard info structures including...! S001 – SIS: Customer! S021 – SFIS: Production Order! S032 – Inventory: Stocks

You can create your own to capture specific data of interestNote

Identifying the Proper Data SourceChoosing and Using Info Structures (cont.)

• Using info structures for Painter reports can betricky! Not a common source for Painter reporting

• Common problems include! 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• Overcome these problems by not trying to cover too

many reporting needs at onceIt will be easier to tackle your reporting needs if

you have a strategy and stick to it

Identifying the Proper Data SourceInfo 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 client’s request• The solution

! Leverage an info structure, S012 in this case, to providethe material price detail needed

! Build the report using Painter to meet the report’s layoutrequirements

Solution

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

• Painter example! Data would not have been available to Painter through

standard reporting tables

Identifying the Proper Data SourceData Extracts as an Alternate Data Source

• Data Extracts can be useful for controlling what infois 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

• Benefits include…! Easy to create and delete! Standardization of data sources for statutory reporting! Additional level of authorization control

Identifying the Proper Data SourceData Extracts as an Alternate Data Source (cont.)

• When exiting the report, SAP can be designed toprompt you to create an extract! Select the “Create Extract” field! Be sure to provide a unique naming convention


• Begin by entering the proper characteristic valuesfor the reporting data in question

• Next, select the “Data Source” button in the header


• A list of available extracts that match your criteriawill appear! You now see why proper naming is important

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


• To review theselection log foryour report, usethe menu path:! Extras>Selection

Log

Extract Id

No ExtractUsed




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Statistical Key Figures and VariablesFeature #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 VariablesFeature #1 – Posting to a Statistical Key Figure

• Data can be posted to a key figure in one of twoways! Manually, through an entry transaction

KB31N – CO Object like Cost Center/InternalOrder/WBS Element

9KE5 – PCA! Automatically, through a link to an LIS information

structureThis is what we’ll cover!

Statistical Key Figures and Variables1 - 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 Variables1 – SKF Lint to LIS: The Process

• Three steps to completing the process1. Create the SKF – KK012. Maintain the Assignment and Variant – KVA23. Perform Period End Closing transfer of the LIS value –

KVA5• The following example will link an SKF used to

capture confirmed hours with the appropriateLIS key figure

Statistical Key Figures and VariablesStep 1 – Create the SKF-LIS Link

• SKF Example! Standard Key Figure! Notice the section at the

bottom of the screentitled “LIS Data”

! This indicates the originof the update; the infostructure/set accessed,and the LIS key figurelinked

Statistical Key Figures and VariablesStep 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


• SKF Link screens! With this example, we

are linking to an InfoStructure

! Select the properapplication you wishto link your key figureto


• Here we’ve selected theShop Floor Controlselection

• Our next selection bringsus closer by nowchoosing the proper InfoStructure


• And finally, wechoose the keyfigure

• This will be thelast selection inlinking ourstatistical keyfigure with the LISkey figure

Statistical Key Figures and VariablesStep 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-codeKVA2


• Select the SKF andthe correspondingVariant you wantupdated

• At this point youmay not havemaintained avariant! Do so by using the

menu path:Variant>CreateVariant


• Depending on the key figure being linked, the dataon the variant screen will change

• This example shows LIS key figure for actual hoursexecuted

Statistical Key Figures and VariablesStep 3 – Transfer the LIS Key Figure Values

• SKF-LIS Transfer! Actual Key

Figure transferprogram

! Remember tomaintain the LISReference data

! LIS Referencedata provides thetransaction withthe planningversion andfiscal year T-code

KVA5

Statistical Key Figures and VariablesLIS 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 VariablesFeature #2 – Report Painter Variables

• Like sets, variable use is key to adding usabilityto 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, orOne that is interpreted by the system

Statistical Key Figures and VariablesFeature #2 – Report Painter Variables

• Types of variables in Painter! Value

Single field; values individually assigned! Formula

For a level of complexity, formulas can be used toautomatically determine the variable replacement

! SetVariable that assists in finding the value of a setCan be either manual or automatic

Statistical Key Figures and VariablesReport Painter Variables: Value Variable Example

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

Important settingsfor controlling howvariable data can bedetermined.

Statistical Key Figures and VariablesReport Painter Variables: Value Variables

• Value Variables are the most basic of the threevariable types

• However, the complexity and level of importancecan be elevated when they are used as the basis formore complex Formula Variables! The data entered in the value variable becomes a

component in the Formula variables algorithm

Statistical Key Figures and VariablesReport Painter Variables: Value Variables (cont.)

• Pay attention to the “Entry Fields on SelectionScreen” settings! Internal Variable:

Activation will remove the capability of the user tochange the default value of the variable during reportexecution

The variable will not appear in the selection screen! Use Parameter ID:

When you want the field replacement to be controlledby the parameter ID, activate this field

To change the parameter ID, use the menu pathGoto>Parameter ID

Statistical Key Figures and VariablesReport Painter Variables: Parameter ID

Statistical Key Figures and VariablesReport Painter Variables: Formula, No Exit

• Formula variables can make complex valuedeterminations easy

Key component ofthis formulavariable is the valueentered for Z130, aValue variable.

Statistical Key Figures and VariablesReport Painter Variables: Formula Variables

• Most functional of the three variable types, as youcan automate value determination and replacement

• The formulas rely on Boolean Logic for its logiccontrol

• Additional value determination control offeredthrough variable user exits

Statistical Key Figures and VariablesReport Painter Variables: Formula Exit - SAP

• Simple inclusionof the SAPdelivered Exit IDon the formulaline is enough toactivate the exit! All SAP

delivered Exitsbegin with theletter “S”

To see a selectionof SAP deliveredExits, select theFormula Exitbutton.

Statistical Key Figures and VariablesReport Painter Variables: Formula Exit - SAP

• To get this selection screen to appear, hit the“Formula Exit” button

• Twelve selections in all

Choose from one ofthe twelve exitsoffered. (Only nineare shown here).

Statistical Key Figures and VariablesReport Painter Variables: Formula Exit - User

• User defined exitsfollowing thenaming pattern“Uxxx”

• Before including theexit ID in thevariable, it mustfirst be defined inthe Exit Pool! The exit pool

program ID isRGSVU000

Similar to the SAPdefined exits, theUser defined exitsall begin with “U”.

Statistical Key Figures and VariablesReport Painter Variables: Formula Exits

• Naming convention is important when usingformula user exits ! SAP delivered exits always begin with ‘S”! User defined exits begin with a “U’

• The User Exit pool for variable exits is RGSVU000! Your Basis team may have copied the program to a new

program name to protect the integrity of the deliveredprogram

! See settings in table T80I to see what the program nameassigned to the exits might be




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Currency Translation and Authorization GroupsCurrency Translation in Report Painter

• What is currency translation as it relates toreporting?! 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

• How do I access this functionality?! Tied to key figure selection during report development! No real configuration required! Basic understanding of how currencies are used within

your system

Currency Translation and Authorization GroupsCurrency Translation in Report Painter (cont.)

• Report Painter will manage currency translation asit relates to the following currencies in CO:! Controlling Area! Transaction! Object! Target

• Steps to consider prior to report development! Maintain your reporting libraries! Maintain the currency exchange rate tables! Review the currency settings within the FI/CO modules to

determine what is active.


• Maintain the reporting Library! Requires activating the proper Key Figures

SWZG – Costs in Target CurrencySWKG – Costs in Reporting Currency

! More often than not these key figures are active bydefault, but check anyway

• SWZG – Costs in Target Currency! Target currency will be used by the system as the

translation basis! The key figure will house the translated currency


• SWKG – Costs in Reporting Currency! Using reporting currency offers some additional

flexibility for standardization and automation! More on this later …

Currency Translation and Authorization GroupsCurrency Translation-Library Maintenance

• Always be certainthese two key figures,or a derivative of thefigures, are active inyour reportdevelopment library Activate

Activate


• Maintain the currency exchange rate tables! If you are already in a multi-currency environment, than

you are already doing this.! However, it can’t hurt for your report development team

to become familiar with the settings• Areas to pay attention to:

! Exchange rate type! Exchange rate dates

Currency Translation and Authorization GroupsCurrency Translation-Exchange Rates

• Exchange Rate Type isthe key

• Validity Date controlswhether the setting willbe accessed duringreport execution

ExchangeRate Type

ValidityDate


• All that’s 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 GroupsCurrency Translation-Report Development

• Rememberto use keyfigure SWZGas yourtranslationcolumn/row

• It is the onlykey figureavailable thatwill offer thenecessarytranslationfunctionality

Key FigureSWZG


• As a result of using SWZG, the translation sectionwill appear at the bottom of your selection screen

• Enter the target currency, exchange rate date andthe rate type

• Output for the translation will be the target keyfigure


• Example of report run in USD


• Same reportrun in MXN

• Same reportlayout; sametransactioncode forexecution;uniqueresult


• Another option to currency translation reporting isto leverage the Reporting Currency Key Figure! SWKG – Costs in Reporting Currency

• Basic development will establish currencytranslation defaults for the key figure

• There is a unique transaction code within each COsub-module:! Cost Center Accounting – RPC0! Cost Element Accounting – RPA0! Internal Order Accounting – RPO0

Currency Translation and Authorization GroupsCurrency Translation-Report Currency

• Establish defaultsetting for keyfigure SWKG

• For translation,enter a targetcurrency (i.e. Euro)

• Enter thetranslation basisinformation! This is the

referenceinformation fromwhich translationwill occur

Enter a TargetCurrency

Maintain thetranslationbasis.


• Settings forconverting CCAreports from theobject currency toEuros

• Remember to use keyfigure SWKG as theconverted currency

• You will more likelyknow the key figureSWKG by its title“Costs”

Currency Translation and Authorization GroupsReport Painter Variables: Parameter ID


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

Currency Translation and Authorization GroupsAuthorization 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 overCreation/Change/Display/Execution transactions.

• Where in report painter can it be maintained?! Authorization group settings can be maintained at the

following levels:LibraryReport groupSets/VariablesReport Painter Reports

Currency Translation and Authorization GroupsAuthorization Groups in Reporting

• A view of a Report Painter Library

Currency Translation and Authorization GroupsAuthorization Groups in Reporting

A view of a ReportGroup

And Report PainterHeader

Currency Translation and Authorization GroupsAuthorization Groups in Report Painter

• Great for limiting access to certain reports, withouttaking it to a transaction level

• Because authorization control can be extended toan individual object, tremendous flexibility isavailable! 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 beforebeginning the development

• Look to using an info structure as your reportingsource if a useful reporting table cannot be found

• Consider the functionality of linking statistical keyfigures to LIS structures

• Familiarize yourself with the concepts of variablesto give yourself more flexibility

The 7 Key Points to Take Home! (cont.)

• Save yourself some development time by applyingSAP’s currency translation functionality

• If security is an issue, consider developing theAuthorization Group functionality

• Report Painter is an important tool in your toolbox(in addition to BW) that you can use to meet yourtactical 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 materialfor attendees, please send the slides as a

separate file and we will include them on theCD, 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 transportingPainter reports in this way!

3 - Use the Export/Import Tool: Example

Report GroupExport –TransactionGR57

Remember: inthis case ThePresentationServer wouldbe yourdesktop harddrive

Export ReportGroup

Hard drive location

T-codeGR27

3 - Use the Export/Import Tool: Example (cont’d)

Report GroupImport –TransactionGR58

Remember: inthis case ThePresentationServer wouldbe yourdesktop harddrive

Import ReportGroup

T-codeGR28

3 - Use the Export/Import Tool: Example (cont’d)

Output reportfrom after theimport cyclehas run

Watch out forsets that failedduring import

If sets fail toimport, exportand importthemseparately

Import ReportGroup

T-codeGR28

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 reportintegrity

! 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, andqueries all must be transported in the standard way

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