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Get the Most Out of Report

Painter/Writer
David Nowak
Virtuoso, LLC

What Well Cover


Objective: Explain how to get the most out of Report Painters
powerful, cross-module WYSIWYG reporting capabilities

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
groups

What Well 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
groups

Looking at Report Painter


Report 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 Painter


Report Painter In Review

Report Painter functionality has remained


consistent
!
!

Painter has remained consistent across R/3 versions


This has allowed the tool to remain a staple for any
reporting strategy

Looking at Report Painter


When Should I Use Report Painter?

Consider Report Painter before turning to an ABAP


solution
!

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 is


critical
Painter is a GUI-based utility, so its easier to control
report appearance
Don't
Forget

Looking at Report Painter


When Should I Use Report Painter? (cont.)

Use Painter when you dont need Writers full


functionality like
!
!
!

Report Writers eliminations functionality


Report Writers user-defined Key Figure Sets (data sets)
Complex set matrixes

Don't
Forget

Looking at Report Painter


Example: A Report Painter Report

Looking at Report Painter


For Comparison: A Report Writer Report

Looking at Report Painter


Tips 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 across


reporting utilities
!
!
!

Drill-down reporting
Summarization hierarchies
Etc.

What Well 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
groups

Identifying the Proper Data Source


What 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 reporting
needs
Understanding the data flows is critical to building good
reporting

Identifying the Proper Data Source


What Are Data Sources? (cont.)

Most of CO reporting is sourced from a single


location: 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

Where
to
FIND it

Identifying the Proper Data Source


Other 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 specific


purposes

Whenever possible, use more specific reporting sources

Identifying the Proper Data Source


Table 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 materials
consumed from the BOM, origins are key
Can be used together with summarization objects like
order groups
Great for Cost Object Hierarchy (COH) reporting

Identifying the Proper Data Source


KKBC: A Practical Example

The scenario
!

Manufacturing client was converting to Cost Object


Hierarchies and required a new manufacturing activity
report

The solution
!
!

Leverage KKBC to provide the manufacturing Activity


detail
Offered a chance to manage by COH
By assigning additional, detail level reports, we
were able to view the activity for this unique
group of cost objects

Identifying the Proper Data Source


KKBC: 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 Source


Choosing 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 interest


Note

Identifying the Proper Data Source


Choosing and Using Info Structures (cont.)

Using info structures for Painter reports can be


tricky
!

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 once
It will be easier to tackle your reporting needs if
you have a strategy and stick to it

Identifying the Proper Data Source


Info 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 clients request

The solution
!
!

Leverage an info structure, S012 in this case, to provide


the material price detail needed
Build the report using Painter to meet the reports layout
requirements
Solution

Identifying the Proper Data Source


Info Structures: A Practical Example (cont.)

Painter example
!

Data would not have been available to Painter through


standard reporting tables

Identifying the Proper Data Source


Data Extracts as an Alternate Data Source

Data Extracts can be useful for controlling what info


is 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 Source


Data Extracts as an Alternate Data Source (cont.)

When exiting the report, SAP can be designed to


prompt you to create an extract
!
!

Select the Create Extract field


Be sure to provide a unique naming convention

Identifying the Proper Data Source


Data Extracts as an Alternate Data Source (cont.)

Begin by entering the proper characteristic values


for the reporting data in question
Next, select the Data Source button in the header

Identifying the Proper Data Source


Data Extracts as an Alternate Data Source (cont.)

A list of available extracts that match your criteria


will appear
!

You now see why proper naming is important

Once selected, the system will return to the


reporting screen and you can execute

Identifying the Proper Data Source


Data Extracts as an Alternate Data Source (cont.)

To review the
selection log for
your report, use
the menu path:
!

Extract Id

Extras>Selection
Log
No Extract
Used

What Well 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
groups

Statistical Key Figures and Variables


Feature #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 Variables


Feature #1 Posting to a Statistical Key Figure

Data can be posted to a key figure in one of two


ways
!

Manually, through an entry transaction


KB31N CO Object like Cost Center/Internal
Order/WBS Element
9KE5 PCA
Automatically, through a link to an LIS information
structure
This is what well cover!

Statistical Key Figures and Variables


1 - 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 Variables


1 SKF Lint to LIS: The Process

Three steps to completing the process


1. Create the SKF KK01
2. Maintain the Assignment and Variant KVA2
3. Perform Period End Closing transfer of the LIS value
KVA5

The following example will link an SKF used to


capture confirmed hours with the appropriate
LIS key figure

Statistical Key Figures and Variables


Step 1 Create the SKF-LIS Link

SKF Example
!
!

Standard Key Figure


Notice the section at the
bottom of the screen
titled LIS Data
This indicates the origin
of the update; the info
structure/set accessed,
and the LIS key figure
linked

Statistical Key Figures and Variables


Step 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

Statistical Key Figures and Variables


Step 1 Create the SKF-LIS Link (cont.)

SKF Link screens


!

With this example, we


are linking to an Info
Structure
Select the proper
application you wish
to link your key figure
to

Statistical Key Figures and Variables


Step 1 Create the SKF-LIS Link (cont.)

Here weve selected the


Shop Floor Control
selection
Our next selection brings
us closer by now
choosing the proper Info
Structure

Statistical Key Figures and Variables


Step 1 Create the SKF-LIS Link (cont.)

And finally, we
choose the key
figure
This will be the
last selection in
linking our
statistical key
figure with the LIS
key figure

Statistical Key Figures and Variables


Step 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-code
KVA2

Statistical Key Figures and Variables


Step 2 Maintain the Assignment and Variant

Select the SKF and


the corresponding
Variant you want
updated
At this point you
may not have
maintained a
variant
!

Do so by using the
menu path:
Variant>Create
Variant

Statistical Key Figures and Variables


Step 2 Maintain the Assignment and Variant

Depending on the key figure being linked, the data


on the variant screen will change
This example shows LIS key figure for actual hours
executed

Statistical Key Figures and Variables


Step 3 Transfer the LIS Key Figure Values

SKF-LIS Transfer
!

Actual Key
Figure transfer
program
Remember to
maintain the LIS
Reference data
LIS Reference
data provides the
transaction with
the planning
version and
fiscal year

T-code
KVA5

Statistical Key Figures and Variables


LIS 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 Variables


Feature #2 Report Painter Variables

Like sets, variable use is key to adding usability


to 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, or
One that is interpreted by the system

Statistical Key Figures and Variables


Feature #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 to
automatically determine the variable replacement
Set
Variable that assists in finding the value of a set
Can be either manual or automatic

Statistical Key Figures and Variables


Report Painter Variables: Value Variable Example

Consider this a basic single value entry variable


Value can later be used by Formula variables

Important settings
for controlling how
variable data can be
determined.

Statistical Key Figures and Variables


Report Painter Variables: Value Variables

Value Variables are the most basic of the three


variable types
However, the complexity and level of importance
can be elevated when they are used as the basis for
more complex Formula Variables
!

The data entered in the value variable becomes a


component in the Formula variables algorithm

Statistical Key Figures and Variables


Report Painter Variables: Value Variables (cont.)

Pay attention to the Entry Fields on Selection


Screen settings
!

Internal Variable:
Activation will remove the capability of the user to
change the default value of the variable during report
execution
The variable will not appear in the selection screen
Use Parameter ID:
When you want the field replacement to be controlled
by the parameter ID, activate this field
To change the parameter ID, use the menu path
Goto>Parameter ID

Statistical Key Figures and Variables


Report Painter Variables: Parameter ID

Statistical Key Figures and Variables


Report Painter Variables: Formula, No Exit

Formula variables can make complex value


determinations easy

Key component of
this formula
variable is the value
entered for Z130, a
Value variable.

Statistical Key Figures and Variables


Report Painter Variables: Formula Variables

Most functional of the three variable types, as you


can automate value determination and replacement
The formulas rely on Boolean Logic for its logic
control
Additional value determination control offered
through variable user exits

Statistical Key Figures and Variables


Report Painter Variables: Formula Exit - SAP

Simple inclusion
of the SAP
delivered Exit ID
on the formula
line is enough to
activate the exit
!

All SAP
delivered Exits
begin with the
letter S

To see a selection
of SAP delivered
Exits, select the
Formula Exit
button.

Statistical Key Figures and Variables


Report Painter Variables: Formula Exit - SAP

To get this selection screen to appear, hit the


Formula Exit button
Twelve selections in all

Choose from one of


the twelve exits
offered. (Only nine
are shown here).

Statistical Key Figures and Variables


Report Painter Variables: Formula Exit - User

User defined exits


following the
naming pattern
Uxxx
Before including the
exit ID in the
variable, it must
first be defined in
the Exit Pool
!

The exit pool


program ID is
RGSVU000

Similar to the SAP


defined exits, the
User defined exits
all begin with U.

Statistical Key Figures and Variables


Report Painter Variables: Formula Exits

Naming convention is important when using


formula 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 delivered
program
See settings in table T80I to see what the program name
assigned to the exits might be

What Well 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
groups

Currency Translation and Authorization Groups


Currency Translation in Report Painter

What is currency translation as it relates to


reporting?
!

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 Groups


Currency Translation in Report Painter (cont.)

Report Painter will manage currency translation as


it 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.

Currency Translation and Authorization Groups


Currency Translation in Report Painter (cont.)

Maintain the reporting Library


!

Requires activating the proper Key Figures


SWZG Costs in Target Currency
SWKG Costs in Reporting Currency
More often than not these key figures are active by
default, 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

Currency Translation and Authorization Groups


Currency Translation in Report Painter (cont.)

SWKG Costs in Reporting Currency


!
!

Using reporting currency offers some additional


flexibility for standardization and automation
More on this later

Currency Translation and Authorization Groups


Currency Translation-Library Maintenance

Always be certain
these two key figures,
or a derivative of the
figures, are active in
your report
development library

Activate

Activate

Currency Translation and Authorization Groups


Currency Translation in Report Painter

Maintain the currency exchange rate tables


!
!

If you are already in a multi-currency environment, than


you are already doing this.
However, it cant 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 Groups


Currency Translation-Exchange Rates

Exchange Rate Type is


the key
Validity Date controls
whether the setting will
be accessed during
report execution

Exchange
Rate Type

Validity
Date

Currency Translation and Authorization Groups


Currency Translation in Report Painter

All thats 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 Groups


Currency Translation-Report Development
Remember
to use key
figure SWZG
as your
translation
column/row
It is the only
key figure
available that
will offer the
necessary
translation
functionality

Key Figure
SWZG

Currency Translation and Authorization Groups


Currency Translation-Report Development

As a result of using SWZG, the translation section


will appear at the bottom of your selection screen
Enter the target currency, exchange rate date and
the rate type
Output for the translation will be the target key
figure

Currency Translation and Authorization Groups


Currency Translation-Report Development

Example of report run in USD

Currency Translation and Authorization Groups


Currency Translation-Report Development

Same report
run in MXN
Same report
layout; same
transaction
code for
execution;
unique
result

Currency Translation and Authorization Groups


Currency Translation in Report Painter

Another option to currency translation reporting is


to leverage the Reporting Currency Key Figure
!

SWKG Costs in Reporting Currency

Basic development will establish currency


translation defaults for the key figure
There is a unique transaction code within each CO
sub-module:
!
!
!

Cost Center Accounting RPC0


Cost Element Accounting RPA0
Internal Order Accounting RPO0

Currency Translation and Authorization Groups


Currency Translation-Report Currency
Establish default
setting for key
figure SWKG
For translation,
enter a target
currency (i.e. Euro)
Enter the
translation basis
information
!

This is the
reference
information from
which translation
will occur

Enter a Target
Currency

Maintain the
translation
basis.

Currency Translation and Authorization Groups


Currency Translation-Report Currency
Settings for
converting CCA
reports from the
object currency to
Euros
Remember to use key
figure SWKG as the
converted currency
You will more likely
know the key figure
SWKG by its title
Costs

Currency Translation and Authorization Groups


Report Painter Variables: Parameter ID

Currency Translation and Authorization Groups


Currency Translation-Report Currency

Output from a report utilizing both Object Currency


($USD) and Euros -- Simple to build and maintain

Currency Translation and Authorization Groups


Authorization 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 over
Creation/Change/Display/Execution transactions.

Where in report painter can it be maintained?


!

Authorization group settings can be maintained at the


following levels:
Library
Report group
Sets/Variables
Report Painter Reports

Currency Translation and Authorization Groups


Authorization Groups in Reporting

A view of a Report Painter Library

Currency Translation and Authorization Groups


Authorization Groups in Reporting

A view of a Report
Group

And Report Painter


Header

Currency Translation and Authorization Groups


Authorization Groups in Report Painter

Great for limiting access to certain reports, without


taking it to a transaction level
Because authorization control can be extended to
an individual object, tremendous flexibility is
available
!

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 before
beginning the development
Look to using an info structure as your reporting
source if a useful reporting table cannot be found
Consider the functionality of linking statistical key
figures to LIS structures
Familiarize yourself with the concepts of variables
to give yourself more flexibility

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


Save yourself some development time by applying
SAPs currency translation functionality
If security is an issue, consider developing the
Authorization Group functionality
Report Painter is an important tool in your toolbox
(in addition to BW) that you can use to meet your
tactical and operational reporting requirements

Your Turn!

Questions?

How to Contact Me:


danowak@Virtuosollc.com

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 material
for attendees, please send the slides as a
separate file and we will include them on the
CD, 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 transporting
Painter reports in this way!

3 - Use the Export/Import Tool: Example


Export Report
Group

Report Group
Export
Transaction
GR57

Remember: in
this case The
Presentation
Server would
be your
desktop hard
drive

Hard drive location

T-code
GR27

3 - Use the Export/Import Tool: Example (contd)


Import Report
Group

Report Group
Import
Transaction
GR58

Remember: in
this case The
Presentation
Server would
be your
desktop hard
drive

T-code
GR28

3 - Use the Export/Import Tool: Example (contd)


Import Report
Group

Output report
from after the
import cycle
has run

Watch out for


sets that failed
during import

If sets fail to
import, export
and import
them
separately

T-code
GR28

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 report


integrity

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, and


queries all must be transported in the standard way

Icon Collection
Don't
Forget
Note

GOTCHA!
Solution
Warning

Tip

Issue
Where
to
FIND it

Client
Issue

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