Report Painter

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Learning the Basics of Report Painter/Report Writer .........................................32
Creating a Report with Report Painter..................................................................37
In this chapter you will:
Understand the difference

between Report Painter
and Report Writer
Learn how to create a

simple report with Report
Painter
Explore helpful hints and

information on the
Report/Report Interface,
formula variables, and
creating your own
evaluation structures
Understanding the Report List ............................................................................327

Getting the Most from Report Painter/Report Writer: Tips & Tricks................327
Review....................................................................................................................340
Where to Learn More ............................................................................................340
Report Development Tools
31
Chapter 3: Report Painter/Report Writer

Learning the Basics of Report Painter/Report Writer
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In this chapter you will learn about Report Painter/Report Writer, tools that let you report
on data from multiple applications. Before jumping into how you can use Report
Painter/Report Writer to create reports, it is important to understand its features and basic
organization.
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Report Painter/Report Writer can be used to easily create currency- or quantity-type reports
in the R/3 System. Examples of such reports include, financial statements, sales reports, and
inventory reports.
Earlier releases of the R/3 System were delivered only with Report Writer. Later, the user
interface of Report Writer was enhanced and offered to users as Report Painter. As shown in
the graphic below, Report Painter adds an easy-to-use graphical interface to the core
functionality of Report Writer.
Report Writer
Graphical
Graphical
Interface
Interface
Report Painter
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With Report Painter you can report on data from multiple applications. It uses a graphical
report structure which forms the basis for report definition. When defining a report, you
work with a structure that corresponds to the final structure of the report. With Report
Painters intuitive WYSIWYG approach to report design, you define a report on a form that
displays the rows and columns as they will appear in the report output.
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Just like Report Painter, Report Writer lets you report on data from multiple applications.
Using elements such as sets, variables, formulas, cells, and key figures, you can create
complex reports that meet specific reporting requirements.
1RWH Since Report Painter provides the core functionality of Report Writer, most users
may not need to use Report Writer. A general understanding of Report Writer should
suffice for most users.
32
Reporting Made Easy

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Although there are a few differences between the two tools, both Report Painter and Report
Writer share the same execution engine. Since both tools work with the same reporting
control tables, you can use either tool to create reports on the configured tables.
Here are some of the important differences between Report Painter and Report Writer:
Report Painter
Report Writer
Page breaks occur only between row

elements
Page breaks occur at arbitrary summationlevels within a report.
Allows use of single lines (--) only for overand underscoring
Allows use of any characters (for example,

double-line ==) for over- and under-scoring
Before 4.0A, authorization groups for

report handling are not supported. Refer to
OSS note 69090 for a workaround. Starting
in Release 4.0A it is possible to maintain the
header of a Report Painter report via the
menu path: Environment report header.
Allows set up of authorization groups for

report handling
Key figures can only be used in columns
Key figures can also be used in rows and

data selection
Row-detail is restricted to three levels: No

explosion, single values, and all levels
In addition to the levels supported by

Report Painter, you can also select
intermediate levels
Copying reports between Report Painter and Report Writer

If you want to build a report using features that are only available in Report Writer, then
the report must be created in Report Writernot Report Painter.
As shown in the graphic on the following page, Report Painter reports can only be
changed or displayed using Report Painter.
Later, if you want to change a Report Painter report using Report Writer, you must first
copy it into a Report Writer report (with a different name) and then modify the copied
report. When the report is copied, the necessary sets are automatically generated; you
can define a 5-character prefix for the set name.
Note: In Release 4.5 you no longer have to define a prefix since the system automatically
attaches one to your automatically created sets. The system-created set is deleted when
you delete the report.
Reports written in Report Writer cannot be edited using Report Painter.
33

Report
Painter
Display
or
Change
Report
Data tables
supported
Copy to a
Report Writer
Report
Display
or
Change
Report
Report
Writer
Both Report Painter and Report Writer can be used to report on the following tables and
tables types:
< Evaluation structures set up in the Logistics Information System (LIS). These
structures normally begin with an S or ZF. Several different tables and views
within the R/3 System can be added as evaluation structures.
Note: You cannot add cluster tables, such as BSEG.
< CCSS is used for Cost Center Accounting (CO-CCA), Internal Orders (CO-OPA),
Activity Based Costing (CO-ABC) and for cost element reports in Project Systems (PS).
< GLFUNCT is used for functional area reporting in cost-of-sales accounting.
< GLPCT and GLPCOP are used for Profit Center Accounting (CO-PCA/EC-PCA).
< FILC is used for Legal Consolidations (FI-LC).
< COFIT is used for the Controlling Reconciliation Ledger (CO-CEL).
< ZZ tables are created for the Special Purpose Ledger (FI-SL).
< FIMC is used for consolidations in the Enterprise Controlling module (EC-LC).
< GLT0 is used for Financial Accounting (General Ledger) reports by account, company,
and business area (FI-GL).
< KKBC, KKBE, and KKBU are used for the Controlling Product Costing module (COCosting).
New in Release 4.0A: RWCOOM is used for CO-CCA, CO-OPA and CO-ABC. RWCOOM
is used for special standard reports like internal order budget reports, cost center budget
reports and cost component reports.
1RWH RPPS was used for Project Systems (PS). However, it is obsolete and is no longer
supported in Release 4.0. In Release 3.x there were only two special reports (6P70 and
6P71) using RPPS. These reports cannot be called directly, but via ABAP reports
RKOPLAN0 and RKOPLAN1.
34
Reporting Made Easy

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Report Painter/Report Writer has four main components:
<
Sets: Logical groupings of characteristic values. For example, a cash line on a balance
sheet is made up of a set of cash accounts, or an energy product line on an inventory
report is made up of a set of the energy products. Variables can also be created which
are placeholders for sets, or values within sets.
<
Libraries: Control what characteristics and key figures from a table are available for
reporting.
<
Reports: Hold a definition of the rows, columns, and overall data selection. They also
include the header and footer texts and layout settings.
<
Report Groups: Can contain one or more reports. The report group is what you
executenot the actual report. A report group is generated to create a set of ABAP
programs that produce the reports.
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The following is a list of key terms you need to understand when working with Report
Painter/Report Writer tools.
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A report definition has three main components:
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Rows: The rows of a Report Painter report contain characteristics that determine how
the rows will appear in the report. In the first report example on page 38, materials and
material types drive the outcome of the rows, therefore only these characteristics are
included in the rows of the report.
<
Columns: The columns of a Report Painter report must have key figures. If needed,
columns may also contain characteristics. In the second report example on page 319,
plants are shown across the page, which means the plant characteristic is included in the
columns as well as a key figure for net value of a billing document.
<
General Data Selection: The general data selection area contains the additional
characteristics that should control the data included in the report. In the second example
on page 319, you may want to limit the selected data by material group or industry.
Since these fields do not affect the outcome of the rows or columns, they are included in
the general data selection as additional selection criteria. Any required fields that are not
in the rows or columns are also included in the general data selection. In the first
example on page 38, ledger, version, and record-type are all required but not included
in the rows or columns. Therefore, these fields must be included in the general data
selection in order for the report to run. Each table has certain required fields. To check
your report for missing fields, choose the Check icon in Report maintenance.
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Key figures are the currency or quantity buckets for a report. Some examples of key figures
include the local currency amount in profit center accounting, the costs bucket in cost center
accounting, the net value of a billing line item, and the quantity of materials sold in a sales
order.
35

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Characteristics are the fieldsother than currency or quantityneeded to build the report.
For example, company code, plant, sales organization, G/L account, cost center, or period.
In a balance sheet report, G/L accounts probably appear in the rows of your report. In a
customer sales report, customers are likely to appear in the rows of the report.
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To access Report Painter, choose the following menu path from the SAP main menu:
Information systems Ad hoc reports Report painter
Report Writer functions can be accessed from within Report Painter. To access Report
Writer, choose the following menu path from the SAP main menu:
Information systems Ad hoc reports Report painter Report Writer.
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With the exception of row titles which have text fields, Report Painter/Report Writer
reports display numerical fields only (for example, dollar and quantity fields). This is
not a requirement for ABAP Query and typical line item reporting tools, which can
display arbitrary text columns.
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The printed Report Painter/Report Writer reports appear much the same way on paper
as they do on screen. In contrast, the Drilldown reporting tool produces a different
output format. Drilldown is an online analytical tool which can be used to drilldown to
different levels of detail but is infrequently used for printing. For more information, see
chapter 4.
<
Report Painter/Report Writer reports are hierarchical and take advantage of configured
hierarchies (for example, with cost center hierarchies). You can also execute Report
Painter/Report Writer reports from each level within a hierarchy.
<
Report Painter/Report Writer reports can handle multiple currency/quantity units

within a single column.
<
Report Painter/Report Writer is well-suited to handle reports which require mass

production. For example, Report Painter/Report Writer is a particularly effective tool for
creating month-end reports.
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36
<
Table: You must know the table you need for the report as well as the data within the
table. Every table has characteristics and key figures, or evaluation structures that are
required for a report. Each tables characteristics and key figures are different. For
example, in the Special Ledger the key figures are based on currency: transaction, local,
and group. In Cost Center Accounting structure CCSS, the key figures are based on
currency and the type of cost: cost, quantity, statistical quantity, and variances.
<
Sets: You will need to build sets that include the values for the characteristics that are
needed for your report. Although the values can be directly entered into the report, it is
recommended that you use sets. Sets can be used in multiple reports because when
values change, only the sets are changed and not each individual report. As an example,
Reporting Made Easy

Creating a Report with Report Painter
cost center hierarchies (groups) are sets and can be used directly (as with profit center
groups). The same holds true for cost elements, activity types, statistical key figures,
orders, and business processes (you do not have to create technical sets for these
characteristics in order to use Report Painter).
<
Library: You must create a library for the table or evaluation structure. Most tables
supported by Report Painter/Report Writer have one or more libraries you can use.
When creating evaluation structures in the Logistics Information System, the system
creates a library beginning with a 2. Since the Special Ledger is not delivered with the
libraries, you will need to create a library on each new special ledger table.
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The main steps in creating a report are shown in the graphic below:
Determine
Determine the
the table
table you
you need
need for
for your
your report
report
Find
Find or
or create
create aa library
library for
for the
the table
table
Find
Find or
or create
create required
required sets
sets for
for your
your reports
reports
4Trained
Find
create
for
Find or
orEmployee
create variables
variables
for the
the fields
fields in
in your
your report
report
Available?
Create
Create your
your report
report
Add
Add your
your report
report to
to aa report
report group
group
In this section you learn how to create the following two reports with Report Painter:
<
Profit Center Accounting report
<
Billing report
37

For these sample reports, you should focus on the tables that correspond to the SAP
application areas you are working with. For example, if your expertise is PCA (Profit Center
Accounting), you should work with table GLPCT. Take a few minutes to familiarize
yourself with the scenario and the desired report. For more information, see page 3-4.
The examples shown in this section were created in Release 4.0B.
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Bungee Corporation wants to use Report Painter to create a Gross Margin Report. This
Profit Center Accounting report will use data table GLPCT. The desired PCA report
displays the gross margin for each profit center. The following general data selection
values were used: Fields version (0), Record type (0), Period (1-12), Company code
(3000), Profit center (3010N999), and Ledger (8A).
Below is an illustration of the completed gross margin report.
The rows in this report list the G/L accounts and the columns contain the current as well as
prior years (with the company code currency key figure).
38
Reporting Made Easy

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Before you can start creating the report, you must select the table you need to use. In this example, we use
table GLPCT in Profit Center Accounting.
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Select the library you want to use for the table chosen in step 1. If necessary, choose the following menu
path to create a library: Information systems Ad hoc reports Report painter Report Writer Libraries
Create.
As shown in step 5, we use an existing library 8A2 for this report.
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Create required sets for your report. To create a set, choose: Information systems Ad hoc reports Report
painter Report Writer Set Create.
Note that this step is not necessary for this sample report.
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Create any variables for the fields that must be entered before the report is executed. To create a variable,
choose: Information systems Ad hoc reports Report painter Report Writer Variable Create.
Note that this step is not necessary for the sample report.
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1. From the SAP main menu, choose
Information Systems Ad hoc reports
Report painter Report Create.
2. In Library, enter the name of the
library to be used for the report (for
this example, we use 8A2).
4
2
3
3. In the Report field, enter a name for

your report and a short text
description.
4. Choose Continue.
39

To help you better understand how to create a report in Report Painter, this step has been divided into the
following substeps:
< Define the rows
< Define the columns
< Define the general data selection
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1. When defining the rows of a report,

notice the Lead column at the top of
the rows. Report Painter refers to the
rows of a report as the Lead column.
You can type over this with your
own description.
2. To start defining the rows, doubleclick on Row 1.
1
2
3. In Row 1: Choose Characteristics, select

the desired characteristics. For this
example, select Account number from
the list of available characteristics.
4. Choose Enter to continue.
5. Enter the account number(s) you

want to include in the row
definition. Either enter to/from
values or a group (set). See
Tips&Tricks on page 3-12 for more
information.
6. Choose Enter.
310
Reporting Made Easy

7. Enter a name for the row you are

defining. In this example, Row 1 is
defined as Revenue.
8. Choose Enter.
You have now defined the first row.

Repeat steps 1-8 shown above to add the 8
second row titled Cost of Goods Sold (not
shown here). For Row 2, use accounts
400000-490000.
9. In the Report Painter: Create Report
screen, double-click on Row 3.
10. Select Formula as the row element
type.
10
11. Choose Enter.
11
12. Enter the formula for Row 3. You can

either type it in or use your mouse
and the formula components
buttons. If you type the formula, do
not forget the spaces. In this
example, Y001 and Y002 represent
Revenue and Cost of Goods Sold
respectively.
12
13. Choose Enter.

14. In the popup screen (not shown
here), enter the text Gross
Margin.
You have now defined the three rows
(Revenue, Cost of Goods Sold, and Gross
Margin) you will need for this report.
13
311

Creating a set
Instead of separately defining each row, you can also create a set to save you time. The
set you use in a report row is referred to as a row block and may consist of one or more
physical rows. If you create a basic set containing account numbers as a row block, then
the system automatically creates a physical row for each account number in the set.
In this example, you could have skipped steps 5 through 14 simply by creating a basic
set called Gross Margin in step 3. This set (row block) would include the account
numbers for Revenue (800000) and Cost of Goods Sold (400000-490000). The system
automatically generates a physical row for Revenue and Cost of Goods Sold without
requiring you to define it from scratch. To do this, you must set the explode option to
explode or single values. After that, one will automatically get one line for each account,
not 2 lines for each single value (800000) and the interval. You will only get 2 lines if the
standard layout parameter form print is setbut this is not the default setting.
For more information on how to use sets, refer to the online documentation in the R/3
Library.
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1. Double-click on the first column,

Column 1.
2. In the Select Element Type window,
select Key Figure with characteristics.
3. Choose Enter.
1
2
3
4. In the Key figures window, select

Amount in company code currency.
5. Choose Enter.
312
Reporting Made Easy

6. In the Choose Characteristics window,

select Fiscal Year as the desired
characteristic for column 1.
7. Choose Enter.
6
If you want to be prompted for the fiscal

year at the time of running the report,
you must make this a variable instead of
a value.
8. Place your cursor in the From value
field and choose Variable on/off.
9
8
10
9. Select from the list of available

variables or enter a variable for
Current year.
10. Choose Enter.
11. Enter the texts for the column
header.
11
12. Choose Enter.

Column 1 has now been defined for your
report.
12
Since the following steps are similar to those shown above, they have not been pictured in this guided tour.
13. Define column 2 (Prior Year): You can define column 2 either by repeating steps 1 through 12, or by
copying columns. For column 2, choose Prior year as the desired variable.
14. Define column 3 (Variance): Enter a formula that calculates the difference between column 1 (current
year) and column 2 (prior year). The column text should read Variance. Adding a column or formula is
similar to adding a row formula. Follow steps 10 through 13 shown in the section Define Rows.
You have now defined the three columns (Current Year, Prior Year, and Variance) needed for your report.
313

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Now that you have defined the rows and

columns, you are ready to enter the
general data selection.
1. From the menu on the Report Painter:

Create Report screen, choose Edit
General data selection
Display/Change.
2. Select the fields to add to the general
data selection.
3. Choose Enter.
4. Enter the values for each field. The

standard ledger for PCA is 8A.The
U.S. company code in IDES is 3000.
4
4
5. In the Profit center field, we want to

include a set variable so that we can
enter the profit centers or profit
center group when executing the
report. Place your cursor in the group
field for the profit center.
5 7
8
6. Choose Variable on/off.

7. Enter the variable name 8A-PC-1 in
the group field.
8. This is a year-to-date report, so all 12
9
periods are in the range. The
standard Version in PCA is 000 and
the Record type for actual dollars is 0.
9. Choose Enter.
10. Choose Edit General data selection
Variation (not shown here)
11
11. To create multiple lists for the

characteristics, select Explode.
12. Choose Enter.
12
314
Reporting Made Easy

Your report is now ready.
14
13
13. Choose Save to save the report.

14. To go to the display mode of the
report, choose Report Display.
15. Make sure the correct Library and

Report names have been selected.
16. Choose Continue.
16
15
17. Review the report display.
18
18. To execute the report, choose Report

Execute.
17
You need to display the report before

you execute it so that you can later
change the report layout directly from
the report list.
315

You are prompted to include the report

in a report group.
19. Choose Yes.
19
20. Enter the name of a report group. It

must be four characters long and
start with a letter.
21. Choose Enter.
20
21
22. Enter the variables used to execute

the report. We will execute the report
for fiscal year 1998 and profit centers 23
3010 through N999.
23. Choose Execute.
316
22
Reporting Made Easy

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1. After executing the report, add the

headers and footers while you are
still viewing the report. Since there
is no automatic centering, text blocks
are easier to work with at this point.
From the report choose Settings
Texts Headers (or Footers).
2. Enter the title of the report and any

text such as Date:, Time:, and so on.
3. To add the variables for the report,
place your cursor where the variable
should start, then click the Standard
variables button. Select the variable
by double-clicking on it. The
variable will be included in the
header.
4. To include the profit centers in the
report, enter Profit Center, then
click your cursor where the profit
center is to be inserted.
5. Choose Characteristics. Select the
profit center characteristic, the text
type is Value, and the value is
Value/Group.
6. Choose Save to save the headers.
Layout settings
To change the layout settings in the report, choose Settings Layout. There are six
layout screens to choose various settings such as the number of decimal places, column
width, text column width, and rounding. Review each screen and make the necessary
changes.
To prevent report users from making permanent layout changes, deselect the Change
allowed during execution field in the Layout: Page/Control screen.
You have now successfully created a report in Report Painter!
317

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Bungee Corporation needs a billing report which is built on an evaluation structure in LIS. The
structure includes characteristics and key figures from tables VBRP (Billing line item table) and MARA
(Client-level material master table). These tables were combined into a view which was then used to
build the evaluation structure.
Shown here is the final output of the
billing report we are about to create.
This report is a billing report of all
materials by material type for each
plant. The dollar values are based
on the net value of each billing line
item. The rows of the report contain
materials and material types, and
the columns contain plants and the
net value key figure. The general
data selection contains the sales
division (01-99) and industry (0099).
Note that this report is built on a
nonstandard evaluation structure.
1RWH Before you start with this example, you may want to review LIS Evaluation Structures discussed
on page 327. It describes how to create a view that combines tables and creates an evaluation structure.
318
Reporting Made Easy

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1. From the SAP main menu,

choose Information Systems
Ad hoc reports Report painter
Report Create.
2. In Library, enter the name of the
library (for example, 2AF) to be
used for the report.
4
2
3
3. In Report, enter the report name

and a description.
4. Choose Continue.
5. When defining the rows of the

report, notice the Lead column at
the top of the rows. Report
Painter refers to the rows of a
report as the lead column. You
can type over this with your
own description.
6. To start defining the rows,
double-click on Row 1.
5
6
To insert a row between two

existing rows, select the lower row
and choose Insert.
319

8. Select the characteristics to

include in the first row of the
report.
9. Choose Enter.
8
10. Enter the values for the Material

field and the Material type field.
If you have built a set in
advance, enter the set name in
the group field.
10
Note: You may use the asterisk (*) to

specify all values for material and
12
material type. To specify the empty
value/space/blank, you may use # .
11
11. To be prompted to enter the

field value at the time of report
execution, place your cursor in
either the value field for a value
variable (enter one value only)
or in the group field for a set
variable (enter one or more
values). Then, choose Variable
on/off.
12. Choose Enter.
13. Enter the row heading.
Remember, this row totals all
values entered in the section
above for material number and
material type.
14. Choose Enter.
320
13
14
Reporting Made Easy

15. To explode the row-detail and

view the individual material
numbers and material types,
select the row.
16. Choose Explode.
17. Select Explode for Material type to
view the individual values as
well as the totals. Turn on Sing.
Val option for Material to get all
the individual material
numbers. This selection for
Material type will give you the
subtotals you want.
16
15
17
18
19
18. To control the sort sequence of

the fields in the row, review the
number in the checkbox to the
left of the field. Material should
be sorted first and Material type
second.
19. Choose Enter.
You have defined the rows and are
now ready to move onto the
columns.
20. Double-click on Column 1.
20
321

21. Select the Key Figure with

characteristics option.
21
22. Choose Enter.

22
23. Select the Net value key figure.

24. Choose Enter.
23
24
25. Select Plant to include plant in

the columns of the report.
26. Choose Enter.
25
26
27. In Plant, enter the plant(s) to be

included in the first column of
the report.
27
28. Choose Enter.

28
29. Enter the column header text for

29
the column.
30. Choose Enter.
30
31. You can enter column 2 by repeating steps 22 through 30 (and enter plants 3100 and 3200), or you can
copy columns.
322
Reporting Made Easy

32. To calculate the Total column, you

must enter a formula. Double-click
on the next available column and
32
select Formula.
33. Choose Enter.
33
34. Enter the formula to total the first

three columns of the report. You
may type in the formula or use the
mouse to click on the formula
components at the bottom of the
screen. If typing in the formula, do
not forget the spaces!
34
35. Choose Enter.
35
36. To enter the general data selection

of the report, choose Edit Gen.
data selection Display/Change.
37. Select the characteristics you want 37
to include.
38. Choose Enter.
38
323

39. Enter the values to be included in

the report for Division and Industry
sector.
39
40. To enter multiple ranges or

multiple single values for one of
the fields, place your cursor in the
from or to fields. Choose the More 42
icon.
41
40
41. If a field should be a variable,

place the cursor in the field and
choose Variable on/off.
42. Choose Enter.
43. Save the report.
44. Go to the display mode of the
report: Report Display.
45. Choose the Continue button on the
display screen.
46. To execute the report, choose
Report Execute. A window
prompts you to include the report
in a report group. Choose Yes.
47. Enter the name of the report
group.
48. Choose Enter.
A window prompts you to create the
report group if it does not exist.
Choose Yes to automatically create
and generate the report group.
47
48
49. Choose Execute to run the report.
324
Reporting Made Easy

50. After executing the report, add the

headers and footers while viewing
the report. From the report, choose
Settings Texts Headers (or
Footers).
51
52
51. Enter the title of the report and

any text such as Date:, Time:,
Report:. To add variables for the
report, place your cursor where
the variable should start then
choose Standard Variables. Select
the variable by double clicking.
The variable will appear in the
header. All titles can also be
entered as text type description.
52. Choose Save.
53. To change the layout settings in the report, choose Settings Layout. There are six layout screens
containing various settings such as the number of decimal places, column width, text column width,
and rounding. Make necessary changes and save your report.
Your billing report is now ready.
325

Understanding the Report List
8QGHUVWDQGLQJWKH5HSRUW/LVW
After executing a Report Painter
report, there are several additional
functions you can perform on the
output:
< Sort on each column.
< Highlight rows that meet the
threshold criteria, for example any
amount greater than 6,000.
< Drill down from any line item.
Drilldown can access ABAP
programs, transaction codes,
ABAP queries, Drilldown reports,
or other Report Painter/Writer
reports.
< Launch SAP Graphics.
< Send the report through SAP mail.
< Save as an extract to be brought up
later.
< Download output to Microsoft
Excel for further processing.
*HWWLQJWKH0RVWIURP5HSRUW3DLQWHU5HSRUW:ULWHU7LSV
7ULFNV
/,6(YDOXDWLRQ6WUXFWXUHV
A common misconception among users is that Report Painter/Report Writer only supports
FI-CO applications. However, the Report Painter/Report Writer tool can also be used
against user-defined evaluation structures created in LIS. These structures can be created on
many of the tables in the R/3 System, allowing Report Painter/Report Writer to be used
across most SAP applications.
Adding your own evaluation structures
Make sure you have checked all the standard tables and LIS structures and are certain
that the report cannot be created using one of these standard options. The Report
Painter/Report Writer tool works with system-generated code. Reading detailed line
item tables without additional indexes to help with performance can cause performance
problems! Most standard tables are summarized and contain a fraction of the data in the
line item tables; these tables should be used whenever possible.
326
Reporting Made Easy

Getting the Most from Report Painter/Report Writer: Tips & Tricks
Below is an example of how to add an evaluation structure in LIS using a user-defined view.
*XLGHG7RXU
1. From the SAP main menu, choose

Logistics Logistics controlling
Logistics information system
Flexible analyses Evaluation
structure Create.
2. Select the application for which
you are building the evaluation
structure.
Note that this is for reference
purposes only.
4
2
3
3. Enter the name and description of

the new evaluation structure. The
structure must begin with a ZF.
4. Choose DD table ref to continue.
Using views
In the next step, a view is used as the data dictionary reference table. Views should only be
created when all other options have been exhausted. It is also recommended that you check
with an experienced basis/tools consultant before creating the new view.
To create a view in SAP, choose Tools ABAP Workbench Dictionary. Enter the name of
the new view beginning with a Z. Select the View option and Create.
5. Enter the data dictionary table
from which you want to build the
evaluation structure. This choice
may be virtually any table or view
6
in the data dictionary with the
exception of cluster tables and
tables without key figure fields.
ZZ_BILL is a view that combines
tables VBRP and MARA.
6. Choose Enter.
327

In the next step, the system determines the classification of fields from the table or view as
characteristics or key figures. This is not configurable.
Most currency and quantity fields are considered key figures while the other field types are
considered characteristics.
7. When you first enter this screen,
the Characteristics and Key Figures
columns will be empty. To select
the characteristics from the data
dictionary table or view to be
used in the evaluation structure,
choose Characteristics. Select the
fields from the list and copy them
into the evaluation structure
definition.
8. To enter the key figures from the

data dictionary table or view to
be used in the evaluation
structure, choose Key Figures.
Select the key figures you want
from the list and copy them into
the evaluation structure
definition.
9. Choose Back. A window prompts
you to save and generate the
evaluation structure. When the
structure is generated, it also
adds the structure to the Report
Painter/Writer control tables and
creates a library for reporting.
The library name will begin with
the number 2.
5HSRUW5HSRUW,QWHUIDFH
Report Call or Report/Report Interface allows for drilldown functionality from a report group.
Remember that a report group contains one or many reports and is executed using Report
Painter/Report Writer. All reports within the report group have access to the Report/Report
Interface setup in the report group. Report Calls may also be assigned to a library. This
means all reports created for that library have access to the reports/transactions that are
assigned to the Report/Report Interface.
328
Reporting Made Easy

To set up the Report/Report Interface, follow these steps:

1. To maintain a report group: Information Systems Ad hoc reports Report painter
Report Writer Report group Change.
2. To maintain a library: Information Systems Ad hoc reports Report painter Report
Writer Library Change.
3. Enter the name of the report group or library that you would like to add report call
capability to. Choose Header.
4. From the Header screen, choose the Report/Report Interface button.
5. If any reports or transactions have been assigned to the report group or library, they will
show up in the Report assignments list.
6. To add additional reports or transactions, choose Insert.
7. To view the technical name of the report or transaction, choose Tech name on <-> off.
8. When inserting a new report, the system automatically assumes you wish to add a
report of the same type. In the example, it assumes report group because we are adding
reports to a report group. To add a different type of report, choose Other report type.
329

9. Double-click on the type of report you would like to add to the Report/Report Interface.
10. In the example below, we are adding a transaction code. Transaction code FB03 is an FI
document display transaction. This addition means you will be able to drill down to
display an FI document. Note that there must be an FI document number and company
code available from the sender report for this drilldown to be successful!
11. Choose Enter.
12. Choose Save to save the new report assignment.
10
11
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Report Writer allows you to mark data on a report output and call up another report that
would select data based on what was marked in the calling report (drilldown). In Release
3.0 and later there is a new standardized cross-application report/report interface.
5HSRUW5HSRUW,QWHUIDFH
This interface spans applications by automatically converting field names and values.
([DPSOH A Report Writer report for an FI-SL table can directly call a Report Painter
report from the CO module (Table CCSS). The interface converts field names (for
example, G/L account RACCT to cost element KSTAR) and values (for example, get
controlling area CCSS-KOKRS from company code GLT1-BUKRS).
When calling an ABAP program, the interface retrieves the selection parameters of the
program and automatically fills these parameters from the selected data of the sender
report. This way any program can be called without the need to adapt the program for the
report/report interfaceprovided, of course, that all relevant selection fields are part of the
selection parameters of the program. As an example, consider the new line items RGUGLS12
330
Reporting Made Easy

and RGUGLS11. These programs have all the necessary fields as selection parameters. There
is no specific coding for the report/report interface.
If you need to actively read the interface data, there are a number of function modules
available in function group RSTI. The online documentation of function group RSTI gives
detailed information on how the report/report interface works and what function modules
are available.
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With formula variables you can customize the report selection screen by providing suitable
default values. With the help of formula variables you can also create several new types of
reports.
We will now highlight some of the ways you can work with formula variables:
<
Rolling periods (fixed number of periods up to period p across fiscal years)
<
Display periods of quarter q
<
Display periods of a quarter containing period p
<
Display a variable number of columns for periods p1 to p2
<
Working with a shifted a fiscal year
<
Creating user exits for formula variables
<
Creating a report with actual/budget values depending on period p
<
General notes on formula variables
5ROOLQJ3HULRGV)L[HG1XPEHURI3HULRGVXSWR3HULRGS$FURVV)LVFDO
<HDUV
([DPSOH A report with 12 periods (see report 0R-FOVAR in library 0R1; copy from
Client 000).
Create 12 formula variables for the 12 periods and 12 formula variables for the
corresponding fiscal year.
Create the variables in the order listed in the table on the next page. You can create a dataset entry for each pair of variables or use directly in report definition (Report Painter). The
only independent variables are &0R-RP00 (period of last column) and &0R-RY00 (fiscal year
of last column). Each pair of variables calculates the period and fiscal year of the preceding
period. The year will change when going back from period 1.
331

Column
Period Variable
Formula
Year Variable
Formula
Column 12
&0R-RP00
#S002
&0R-RY00
#S001
Column 11
&0R-RP01
IF 0R-RP00 > 1 THEN 0R-RP00 1 ELSE 12
&0R-RY01
IF 0R-RP01 < 0R-RP00 THEN 0RRY00 ELSE 0R-RY00 - 1
Column 10
&0R-RP02
&0R-RY02
Column 9
&0R-RP03
&0R-RY03
Column 8
&0R-RP04
&0R-RY04
Column 7
&0R-RP05
&0R-RY05
Column 6
&0R-RP06
&0R-RY06
Column 5
&0R-RP07
&0R-RY07
Column 4
&0R-RP08
&0R-RY08
Column 3
&0R-RP09
&0R-RY09
Column 2
&0R-RP10
&0R-RY10
Column 1
&0R-RP11
&0R-RY11
If you only need one column with the total for all periods, create an additional formula
column that adds up all period columns. Hide the period columns (In Report Writer, you
must set the column width to zero).
'LVSOD\3HULRGVRI4XDUWHUT
([DPSOH A report with three columns for the periods of quarter q.
Create a value variable &QUARTER for the period and call it Quarter. This will be the
independent variable. Create three formula variables for the three periods of the quarter.
332
Column
Period Variable
Formula
Column 1
&QPER1
QUARTER * 3 - 2
Column 2
&QPER2
QUARTER * 3 - 1
Column 3
&QPER3
QUARTER * 3
Reporting Made Easy

This example assumes that the first quarter consists of periods 1, 2, and 3, etc. You can use
the formula variables &QPER1, &QPER2, and &QPER3 in data-set entries or directly in the
column definition (Report Painter). The independent variable &QUARTER is not used
directly in the report, only indirectly through the formula variables. When running the
report, only the independent variable &QUARTER leads to the input field Quarter on the
selection screen. The user is expected to enter quarter 1, 2, 3, or 4.
'LVSOD\3HULRGVRID4XDUWHU&RQWDLQLQJ3HULRGS
([DPSOH A report with three columns for the periods of the quarter which contain the
period p.
Create a value variable &PERIOD for period as the independent variable. The formula
variables have to derive the three periods for the quarter containing the period from the
independent variable. The following formula variables accomplish the task.
Column
Period Variable
Formula
Column 1
&QPER1
((PERIOD-1) DIV 3)*3 + 1
Column 2
&QPER2
((PERIOD-1) DIV 3)*3 + 2
Column 3
&QPER3
((PERIOD-1) DIV 3)*3 + 3
Again, this assumes that the first quarter consists of periods 1, 2, and 3, etc. The DIV
operator in the formula denotes division without a remainder (for example, 8 DIV 3 = 2).
'LVSOD\9DULDEOH1XPEHURI&ROXPQVIRU3HULRGVSWRS
Create 12 formula variables which map the unwanted periods to period 16. If period 16 has
data in your system, use any other period with no data (for example, period 17). Refer all
formula variables to the independent period variables &PER_FROM (period from) and
&PER_TO (period to). These variables will be the independent input variables for the report
selection screen. They determine the period range.
333

Column
Period Variable
Formula
Column 1
&PER01
IF 1 < &PER_FROM OR 1 > &PERI_TO THEN 16 ELSE 1
Column 2
&PER02
Column 3
&PER03
Column 4
&PER04
Column 5
&PER05
Column 6
&PER06
Column 7
&PER07
Column 8
&PER08
Column 9
&PER09
Column 10
&PER10
Column 11
&PER11
Column 12
&PER12
Create a basic set for period and enter the 12 formula variables (or enter in the column
definition in Report Painter). In the report layout, select the parameter Suppress zero columns.
If the from-period is always 1, the formulas simplify to IF p > &PERI_TO THEN 16 ELSE p
p stands for the period (values 1 to 12).
If you only need four columns for quarters 1 to 4, create four additional columns with
formulas that add up the necessary columns for each quarter, and also suppress the
individual period columns by assigning a column width of zero.
:RUNLQJ:LWKD6KLIWHG)LVFDO<HDU
You can create formula variables that default to the current period and fiscal year taken
from the system date. In addition, for a shifted fiscal year, you can create formula variables
that calculate the proper period and fiscal year from the system date. The following
examples assumes that fiscal year 1999 starts in October 1998:
334
Description
Formula
Calendar year from system date
#S001
Calendar month from system date
#S002
Shifted fiscal year from system date
IF #S002 > 9 THEN #S001 + 1 ELSE #S001
Period from system date
IF #S002 > 9 THEN #S002 - 9 ELSE #S002 + 3
Reporting Made Easy

You can define formula variables so that the user enters calendar year and period and these
values are internally converted to the fiscal year and period. You need the following
formula variables (the example assumes that fiscal year 1999 starts in October 1998):
Description
Variable
Formula
Calendar year from system date
&CYEAR
#S001
Calendar month from system date
&CPER
#S002
Shifted fiscal year
&FYEAR
IF &CPER > 9 THEN &CYEAR + 1 ELSE

&CYEAR
Fiscal period
&FPER
IF &CPER > 9 THEN &CPER - 9 ELSE &CPER + 3
The report can now be defined using the variables &FYEAR and &FPER (fiscal year and
period). When running the report, the selection screen has input fields only for the
independent variables &CYEAR and &CPER (calendar year and period) with defaults taken
from the system date. Upon execution, the calendar values are converted to the fiscal values.
&UHDWLQJ8VHU([LWVIRU)RUPXOD9DULDEOHV
You can only enter formulas directly for numerical fields, for example, period and fiscal
year. If you need to create formula variables for nonnumerical fields, or if you cannot solve
your problem with a formula, you can create a user exit to be used with a formula variable.
User exit
A user exit is a programmable link into the R/3 source code. You can link programs to
user exits. Linked programs remain available even after you upgrade to a higher version
of the R/3 System.
As a model for your user exits you can use the formpool RGSVU000. Create your own
formpool and enter the name in table T80U (up to Release 3.0B) or T80I (Release 3.0C and
greater) (overtype RGSVU000 with name of your formpool). OSS note 22878 gives detailed
instructions how such an exit can reference the value of other value variables. Also see OSS
note 21084 for general instructions.
&UHDWLQJD5HSRUW:LWK$FWXDO%XGJHW9DOXHV'HSHQGLQJRQ3HULRGS
A report should display actual data for up to period p and budget data beyond. To this end
you need a variable which sets the version to 000 (= actual version) for periods less than or
equal to p, and for a plan version for periods greater than p. OSS note 22878 describes how to
create a such a formula variable. If the report has 12 columns for periods p = 1 through 12,
you need to create 12 such variables.
335

*HQHUDO1RWHVRQ)RUPXOD9DULDEOHV
< On the report selection screen, Report Painter/Report Writer will only generate input
fields for independent variables, that is variables that do not depend on the value of
another variable. Always define your variables such that the user only has to enter
independent values. Example: A report displays data for the current year as well as the
previous year. If you define two independent variables for the current and previous
year, respectively, the user has to enter both years on the selection screen. If you define
the previous year variable as a formula variable, which derives its value from the
current year variable, the user only has to enter the current year.
< The independent variable need not be used directly in a report. If a report only uses
dependent variables, Report Painter/Report Writer figures out the independent value
variables and creates input fields for those variables.
< You can only use explicit formulas in formula variables for numerical fields. For
alphanumerical fields you have to define ABAP exits. See OSS note 22878 for more
details.
:HE,QWHUIDFHWR5HSRUW:ULWHU5HSRUWV
With the internet-enabled Release 3.1G, Report Painter/Report Writer also speaks the
language of the Web! You have the following possibilities:
<
Export reports in HTML format from within the R/3 System (also available as of Release
3.0F)
<
Call reports from a web page
<
Call reports via the Web Reporting Browser
For details, see the 3.1G Release note and the online documentation for the function
modules mentioned there. Also, see appendix D for information about the web reporting
browser and the ability to customize HTML reports.
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8VH5HSRUW*URXSV
When building a report and including it in a report group, consider the performance and
processing issues for that report and report group. If you have a series of reports (written on
the same table and library) that are always executed at month-end, put these reports in a
single report group for processing. By grouping them, the system only reads the data from
the table once and then produces each report. If the reports were all in individual report
groups, the system would read the data once for each report group and then produce the
report.
Exception: If all the reports are very large they may need to be broken up into smaller
groups. Timeout errors may occur if you are executing too many large reports online in a
single report group.
336
Reporting Made Easy

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Background processing is often a good way to prevent overuse of system processing. Report
groups can be executed in the background and saved as extracts or sent to the print queue
for printing. If saved as an extract, the end user can bring the report up online and still have
report call, Microsoft Excel, graphics, printing, mail, and download capability. If sent to the
print queue, the report may be printed or viewed.
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SAP delivers several reports in the CO applications and a few reports in the EC and FI
applications. You may want to copy some reports from Client 000 when you first get started.
Check out these reports before you decide to build your own reports to see if any of the
standard reports match your requirements. If one is close, copy it into a new report and
make changes.
Changing standard reports
Do not change a standard delivered report. All changed reports will be overwritten
when you upgrade the R/3 System to a newer release.
8VH9DULDWLRQ
Variation is useful in a Report Painter/Writer report. Variation can be performed on any
field in the general data selection of a report. This functionality allows an individual report
to be created for each level and single value of any field in the general data selection area. If
the report contains multiple cost centers and you would like to see an individual report for
each cost center as well as the total, variation accomplishes this for you. To use variation for
a Report Painter report definition, choose Edit General Data Selection Variation.
1RWH Variation can be used in combination with the creation of an extract. As of Release
4.0A, the system finds extracts by checking the selection criteria the user filled in on the
selection screen. The crucial point is: if there is an extract created with variation, the
system will find the extract even if the user specifies any of the nodes or single values that
have been part of the varied hierarchy. If the user chooses to display the extract, the user
will be directly guided to the users node or value. Before Release 4.0, extracts with
variation could only be entered at the top node. Thus, the best scenario is to create an
extract with variation for the complete hierarchy by starting a batch job at night. The next
day each end user will be able to get their report from the extract just by filling out the
selection screen according to their responsibilities (e.g. month-end-reporting scenario).
1DPLQJ&RQYHQWLRQV
All customer-defined reporting elements within Report Painter/Writer should begin with
an alpha character. Numerical prefixes are reserved for SAP-delivered elements, including
libraries, sets, variables, reports, and report groups.
337

Review
5HYLHZ
Report Painter/Report Writer is a user-friendly tool for currency and quantity type reports
from the R/3 System. You can use Report Painter/Report Writer with various tables, both
standard and user-defined. Because of this flexibility, several applications can benefit from
the tool. Reports can be printed, downloaded, used with graphics, saved as extracts, mailed
via SAP mail, faxed, or simply viewed on the screen.
The following steps are necessary to create a report with the Report Painter/Writer tool:
1. Determine the table needed for the report.
2. Find the library for that table, or create one if necessary.
3. Find or create required sets and variables that may be needed for the characteristics in
the report.
4. Create the report, including the row and column definitions and general data selection.
5. Add the report to a report group for execution. While viewing the executed report, add
texts (headers and footers) and adjust the layout settings.
Additionally, the drilldown function can also be used to access reports throughout R/3.
Similarly, you can create evaluation structures which let you view data in LIS information
structures.
:KHUHWR/HDUQ0RUH
338
<
The R/3 online documentation for Report Painter and Report Writer:
In the R/3 Library for Release 4.0B, go to: AC-Financials FI Financial Accounting FI
Special Purpose Ledger, then follow the links for Report Writer.
<
SAP training courses offered by SAP Education and Training:

CA705 for Report Painter and CA710 for Report Writer courses.
Reporting Made Easy

Report Painter

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&KDSWHU

In this chapter you will:

Understand the difference

Learn how to create a

Explore helpful hints and

Understanding the Report List ............................................................................327

Report Development Tools

Chapter 3: Report Painter/Report Writer

Reporting Made Easy

Chapter 3: Report Painter/Report Writer

Page breaks occur only between row

Page breaks occur at arbitrary summationlevels within a report.

Allows use of single lines (--) only for overand underscoring

Allows use of any characters (for example,

Before 4.0A, authorization groups for

Allows set up of authorization groups for

Key figures can only be used in columns

Key figures can also be used in rows and

Row-detail is restricted to three levels: No

In addition to the levels supported by

Copying reports between Report Painter and Report Writer

Report Development Tools

Chapter 3: Report Painter/Report Writer

Reporting Made Easy

Chapter 3: Report Painter/Report Writer

Report Development Tools

Chapter 3: Report Painter/Report Writer

Report Painter/Report Writer reports can handle multiple currency/quantity units

Report Painter/Report Writer is well-suited to handle reports which require mass

Reporting Made Easy

Chapter 3: Report Painter/Report Writer

Profit Center Accounting report

Report Development Tools

Chapter 3: Report Painter/Report Writer

Reporting Made Easy

Chapter 3: Report Painter/Report Writer

3. In the Report field, enter a name for

Report Development Tools

Chapter 3: Report Painter/Report Writer

1. When defining the rows of a report,

3. In Row 1: Choose Characteristics, select

5. Enter the account number(s) you

Reporting Made Easy

Chapter 3: Report Painter/Report Writer

7. Enter a name for the row you are

You have now defined the first row.

11. Choose Enter.

12. Enter the formula for Row 3. You can

13. Choose Enter.

Report Development Tools

Chapter 3: Report Painter/Report Writer

1. Double-click on the first column,

4. In the Key figures window, select

Reporting Made Easy

Chapter 3: Report Painter/Report Writer

6. In the Choose Characteristics window,

If you want to be prompted for the fiscal

9. Select from the list of available

12. Choose Enter.

Report Development Tools

Chapter 3: Report Painter/Report Writer

Now that you have defined the rows and

1. From the menu on the Report Painter:

4. Enter the values for each field. The

&KDSWHU