SAP AG CSU Chico Introduction to Report Writer Fall 1998 RW: Lecture 1

SAP AG

CSU Chico

Introduction to Report Writer

Fall 1998

RW: Lecture 1

SAP AG

CSU Chico

Report Writer: Introduction

Copyright 1998- Gail CorbittCopyright 1998- Gail Corbitt

Contents of this file are for the exclusive use of the specialContents of this file are for the exclusive use of the special

MINS 298C class dealing with SAP software at CSU Chico MINS 298C class dealing with SAP software at CSU Chico

for the Fall 1998 semester. Any other use in either electronicfor the Fall 1998 semester. Any other use in either electronic

or hardcopy form is prohibited without the express writtenor hardcopy form is prohibited without the express written

permission of the author. This material is confidential. permission of the author. This material is confidential.

Do not share it with anyone not enrolled in the class. Do not share it with anyone not enrolled in the class.

Lecture #3: Report Writer 1Lecture #3: Report Writer 1

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Objectives:

Define Sets

Develop Examples of Sets and How They Are Used

Build a Simple Report

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Advantages of Report Writer over Report Painter

More Flexible

Can Control Level of Detail Better (RP Explode or Not)

Can Modify RP Reports with RW (not the reverse)

Can Put Any Kind of Data in Rows OR Columns (RP has particular things in Columns and other things in Rows)

Extra Functionality

More Levels of Reporting

More Ways to Label and Use Text

Disadvantage: Not as User Friendly

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Converting a Report Painter Report

Column Set:

1-C-IPActual

Plan

Var.

RowSet:

Selection Set

1996 1 to 12

REPORT PAINTER

Z-GJAHR Z-PERBL

400000

400100

400200

400300

Z-KSTAR

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Report Writer: Sets

Set is the RW Building Block

Set = A Group of Values Having at Least One Common Characteristics

Example: Cost Elements 420000, 422000, 431000 are all Wages

Sets are Dynamically Linked to Report Definitions

Set Types:

Basic

Single Dimension

Multi-Dimension

Data

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Report Writer: Sets

Definitions of Types:

Basic Set = A Group of Specific Values of a Single Characteristic, I.e. All Cost Elements for Wages, etc.

Single Dimension Set = A Group of Values Based on Only One Characteristic but it can be Broken Down Further, as in Cost Center Group or Cost Element Group

Multi-Dimension Set = A Group of Values Based on More Than One Characteristic, Products Sold in the US Through Retail Channel

Data Set = Key Figures or the Number Values You Want in a Report, such as Quantities, Dollars, etc.

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Report Writer: Sets

Components to Building Sets

Menu Path: Info systems --> Ad Hoc Reports --> Report Painter --> Report Writer --> Set --> Create, Change, display, Delete

Specify:

Set Definition

Header

Basic Entries

Additional Entries (optional special functions)

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Set Definition

: Set ID: Report Writer table: Set type: Field name

: Set text: Ambiguity check: Authorization check

: From value: To value

: SpecialReport Writerfunctions

Basic entriesBasic entries

HeaderHeaderinformationinformation

Additional Additional entriesentries

SetSet

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Report Writer: Sets

Set Definition:

Set ID: Up to 12 Character Name (Start with Z)

Link ID to Reporting Structure, I.e. CCSS, LIS, SIS, etc.

Define the Set Type

If Basic or Single Dimension Set you Name the Field from the Reporting Structure

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Report Writer: Sets

Basic Entries:

Varies with Set Type

Order That You Enter Things Matters

Defines Selection Criteria for Data

What to Retrieve from the Database

Based on View (Reporting Structure) and Library (Sub-view)

If Entries are Expressed as a Range of Values..

As a Row Set the Default in that the Interval is Discrete Values (Broken Down for Each Value)

As a Column Set the Default is in Aggregate

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OAS-Cost elementsOAS-Cost elements

Basic Sets: Example

Material costsMaterial costs

430000434000

420000422000431000

432000440000

Salaries Inc. costsWages

EnergyEnergyPersonnel costsPersonnel costs

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Basic Set: Header Entries

Set IDSet ID :: WagesWages

Field typeField type : Alphanumeric: Alphanumeric PredefinedPredefined Numeric Numeric Data-DictionaryData-Dictionary Character Character FormatFormat

Ambiguity check: Overlapping values allowed?Ambiguity check: Overlapping values allowed?

Authorization groupAuthorization group :: GRP1GRP1

TABLE TBRGTABLE TBRG

ObjectObject AuthorizationAuthorization

G_800_GSEG_800_GSE GRP1GRP1

Header

USERAuthorization

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Basic Set: Basic Entries

Report layout

420000 Direct labor costs 20.000,00421000 Indir. labor costs 15.000,00422000 Part-time salaries 9.500,00431000 Overtime pay 25.500,00

*Wages 70.000,00

420000 . . .422000420000 . . .422000 431000431000

431000431000

420000 . . .422000420000 . . .422000

GXX-WAGES

Basic

Entries Random

Order

SetSet . . .GXX-WAGES. . .GXX-WAGES WagesWagesFieldField . . .KSTAR. . .KSTAR Cost elementCost elementNo.No. From valueFrom value To valueTo value

001001 XXXXXXXXXX

002002 XXXXXXXXXX XXXXXXXXXX

003003 XXXXXXXXXX

`X` : Selection option for set lines that are to be`X` : Selection option for set lines that are to be processed (for example, deleted) processed (for example, deleted) togethertogether

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Components

Basic Set Components

Set IDSet ID :: GXX - WAGESGXX - WAGES

TableTable :: CCSSCCSS

Set typeSet type :: XX Basic setBasic set

Ref. setRef. set ::

Field nameField name ::(Basic or(Basic orsingle-dim. set)single-dim. set)

SelectionSelectionKSTARKSTAR

Table CCSSTable CCSS

Field nameField name DescriptionDescription ::VERSNVERSN VersionVersionGJAHRGJAHR Fiscal yearFiscal yearKSTARKSTAR Cost elementCost elementKOSTLKOSTL Cost centerCost center ::

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Report Writer: Sets

Single Dimension Sets

Can Define a Hierarchy of Values Within a Characteristic

Similar to Hierarchy in the Module. I.e. Co, SD, etc. depending on the Reporting Structure You Use

Each Node in the Hierarchy Represents a Total in the Report

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Single-Dimension Sets

OAS Cost elementsOAS Cost elements

Personnel costsPersonnel costs Material costsMaterial costs EnergyEnergy

WagesWages SalariesSalaries Inc. costsInc. costs

420000 430000 432000 : : :422000431000

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Single - Dimension SetSingle - Dimension Set

Single-Dimension Set: Hierarchy

SD

BB BB BB

SD B B

SD

B B B B

SD SD BB

SD BB

SD

B

SDB

SDSD

B B

B

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Single-Dimension Sets: Examples

OAS Structure: Organizing costOAS Structure: Organizing costelement sets in a hierarchyelement sets in a hierarchy

ExampleExample

Set: GXX-OAS-CELMSet: GXX-OAS-CELM = Personnel, material, energy and other cost element sets= Personnel, material, energy and other cost element setsSet: GXX-PERSONNLSet: GXX-PERSONNL = Personnel costs= Personnel costs

OAS cost elementsOAS cost elements

Material costsMaterial costs

Report Layout: Total Costs

Wages Salaries Inc. costs

420000 430000 432000421000 434000 440000422000431000

420000 Direct labor costs 20.000,00421000 Indir. labor costs 15.000,00422000 Part-time salaries 9.500,00431000 Overtime pay 25.500,00

** WagesWages 70.000,0070.000,00430000 Salary 85.000,00434000 Vacation pay 14.000,00

** SalariesSalaries 99.000,0099.000,00432000 Sick pay 8.500,00440000 Legal social exp. 10.500,00** Inc. costsInc. costs 19.000,0019.000,00** PERSONNEL 188.000,00

:*** TOTAL COSTS 3.255.570,00

Personnel costsPersonnel costs

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Single-Dimension Sets: Basic Entries

001 420000 - 422000

002 431000

Basic

Entries

Set ID : GXX-PERSONNL Field: KSTAR

Set text : Personnel

Display contentsDisplay contentsDisplay contentsDisplay contents

No.No. Set IDSet ID Set textSet text

001001 GXX-WAGESGXX-WAGES WagesWages

002002 GXX-SALARYGXX-SALARY SalariesSalaries

003003 GXX-INCIDENTGXX-INCIDENT Incid. costsIncid. costs

Set ID entriesSet ID entries

Double-clickDouble-click

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Report Writer: Sets

Multi-Dimension Sets

Uses Multiple Characteristics to Define Data Needed in the Report

Order Determines What is Selected from the Database (like a where clause)

Order Determines the Presentation Levels in the Report

Can Consist of Basic Sets, Single Dimension Sets and/or other Multi-Dimension Sets

If an Error Occurs (Report Runs but Output is not What you Want check the Order of this Type of Set)

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Defining Multi-Dimension Sets

Basic

Entries

Set ID : GXX-WAG-ADMIGXX-WAG-ADMI

Set type : X X Multi-Dimension Set

Header : Set text Wages / Admin.Wages / Admin.

Multi - Dimension SetMulti - Dimension Set

No.No. Set IDSet ID Set textSet text Field nameField name

001001 GXX-WAGESGXX-WAGES WagesWages KSTARKSTAR

002002 GXX-ADM-CSTGXX-ADM-CST Amin.Amin. KOSTLKOSTL

Set ID entriesSet ID entries

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BasicBasicSetSet

BasicBasicSetSet

BasicBasicSetSet

BasicBasicSetSet

BasicBasicSetSet

BasicBasicSetSet

BasicBasicSetSet

BasicBasicSetSet

Combination of Different Set TypesMulti-

DimensionSet

Actual/Plan/Periods

Single-DimensionSet (Period)

Year

Single-DimensionSet (Period)

First Half

Single-DimensionSet (Period)Second Half

Data SetData Set

Actual total&

Plan total

Period Period Period Period 001 004 007 010 002 005 008 011 003 006 009 012

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Report Writer: Sets

Data Sets

Similar to Pre-Defined Columns in Report Painter

Specify Key Figures (Types of Numeric Data, I.e. Dollars, Quantity, Units, etc.)

Names Starting with 100 are Supplied by SAP

Copy to Modify

F4 Gives you a List of These in SAP

Defines What Goes into the Report Cells

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Data Sets

GXX-ACT-PLAN

ISWKG

PSWKG

Database value fields

Actual costs total (CO currency)

Plan costs total (CO currency)

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Actual/Plan costs Salaries / Administration

ACTUAL TotalACTUAL Total PLAN TotalPLAN Total32003200 Personnel dept.Personnel dept. 50,000.0050,000.00 45,000.0045,000.0034003400 AccountingAccounting 60,000.0060,000.00 80,000.0080,000.0035003500 PurchasingPurchasing 40,000.0040,000.00 39,000.0039,000.0036003600 CafeteriaCafeteria 25,000.0025,000.00 24,000.0024,000.00

** SalarySalary 175,000.00175,000.00 18,000.0018,000.00

32003200 Personnel dept. Personnel dept. 20,000.0020,000.00 22,000.0022,000.0034003400 AccountingAccounting 15,000.0015,000.00 17,000.0017,000.0035003500 PurchasingPurchasing 10,000.0010,000.00 11,000.0011,000.0036003600 CafeteriaCafeteria 6,000.006,000.00 5,550.005,550.00

** Vacation payVacation pay 51,000.0051,000.00 55,550.0055,550.00

**** SalariesSalaries 226,000.00226,000.00 243,550.00243,550.00

Data Sets: Example Report

ISWKGISWKG PSWKGPSWKG

The example shows a reportwith a data set of thefollowing structure:

DATA SETDATA SET

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CSU Chico

Defining Data Sets

Basic

entries

Set ID: GXX-ACT-PLAN Set type: XX Data set

Set text: Actual/Plan CostsActual/Plan Costs 30-character text description

Authorization group

No. Name in data set Set line text

001 001 ISWKG Actual costs

002 002 PSWKG Plan costs

: : :

Header

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Data Set Entries (1)Required columnsin report

Current year Current year CumulativeCumulativeTotal planTotal planVersion VariableVersion Variable

Current yearCurrent yearCumulativeCumulativeTotal actualTotal actualVersion 000Version 000

Previous yearPrevious yearCumulativeCumulativeTotal actualTotal actualVersion 000Version 000

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DDAAT T AAFFIIEELLD D

SWKG

DATA SET ENTRY

ZCY-PLAN-CUMZCY-PLAN-CUMZCY-PLAN-CUMZCY-PLAN-CUM


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CSU Chico





SWKG

DATA SET ENTRY

ADDITIONAL SET

CY-PLCUM



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CSU Chico


Current year CumulativeCumulativeTotal planTotal planVersion VariableVersion Variable



SWKG

DATA SET ENTRY

ADDITIONAL SET

CY-PLCUM

CurYearCurYear &CYR



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Current year CumulativeTotal planTotal planVersion VariableVersion Variable



SWKG

DATA SET ENTRY

ADDITIONAL SET

CY-PLCUM

CurYearCurYear &CYR


PercumPercum 1 ...... &PER


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CSU Chico


Current year CumulativeTotal planVersion VariableVersion Variable



SWKG

DATA SET ENTRY

ADDITIONAL SET

CY-PLCUM

CurYearCurYear &CYR


PercumPercum 1 ...... &PER

ValplnValpln 01


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CSU Chico


Current year CumulativeTotal planVersion Variable



SWKG

DATA SET ENTRY

ADDITIONAL SET

CY-PLCUM

CurYearCurYearFyear &CYR

CYR-PLAN-CUMCYR-PLAN-CUMCYR-PLAN-CUMCYR-PLAN-CUM

Perbl PercumPercum 1 ...... &PER

ValplnValplnValtyp 01Versn VarversVarvers &VERSPLN

MU

LTI-S

ET

DATA SET ENTRYDATA SET ENTRY

otherconditions

CYR-ACT-CUMCYR-ACT-CUMCYR-ACT-CUMCYR-ACT-CUM

ADDITIONAL SET

CY-ACTCUM

ZPYR-ACT-CUMZPYR-ACT-CUMZPYR-ACT-CUMZPYR-ACT-CUM

ADDITIONAL SETCY-ACTCUM


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Current year CumulativeTotal planVersion Variable


DATA SET ENTRY

Data set

CYR-PYR-PLCUMCYR-PYR-PLCUM


DATA SET ENTRYDATA SET ENTRY

ZCY-ACT-CUMZCY-ACT-CUMZCY-ACT-CUMZCY-ACT-CUM ZPY-ACT-CUMZPY-ACT-CUMZPY-ACT-CUMZPY-ACT-CUM


*D

001 ZCY-PLAN-CUM002 ZCY-ACT-CUM003 ZPY-ACT-CUM

LI XX

Predefined columns:Name Short description

x ISWKG Total actualx PSWKG Total plan. .....X ZCY-PLAN-CUM Current year plan cum. X ZCY-ACT-CUM Current year act. cum. X ZPY-ACT-CUM Prev. year act. cum.

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Report Writer: Sets - Exercise

Create Some Sets to do the Following:

Basic Set for Wages: Uses CCSS, KSTAR (field name), Values 420000-422000 and 431000

Basic Set for Salaries: Uses CCSS, KSTAR, Values: 430000 & 434000

Single Dimension Set for Personnel costs: Uses CCSS, KSTAR, and the 2 Basic Sets you created above.

In Order to Make Sure Your Names are Unique Use the Naming convention Zxxx-Name, where xxx is your intials and Name is like Wages, or Salaries, Etc.

Menu Path: Information Systems > Ad Hoc Reports >Report Painter > Report Writer > Set > Create

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Report Writer: Formulae

Formulae Belong to Sets (Basic or Data Sets only)

Data Used in Formulae are Referenced in single quotes by line number, I.e. ‘001’ - ‘002’ subtracts line 2 from line 1.

Operators are available (see handout)

SAP Delivered Names start with a 1

Your names = &+name (Makes the Formula a Variable)

You can activate and give it a Default Value

You can activate and assign a default by user through PID

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Defining Sets: Formulas

Complete SetComplete Set

Set: GXX-ACT-PLAN

No. ID in data set Line text

001 ISWKG ACTUAL Total002 PSWKG PLAN Total

003 = '001'- '002' Variance

Basic

Entries

Set : GXX-ACT-PLAN Set text: Actual/Plan/Var.

No. ID in data set Line text

001 ISWKG ACTUAL Total

002 PSWKG PLAN Total

003

Formula in line 003

'001' - '002'

Set lines

001 ISWKG

002 PSWKG

003 =

InsertInsertFormulaFormula

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Formula Variables: Example 1

MILLER

1. Current year?

2. Previous year?

Default valuesfrom system

Formula variable 1GJAHLJ: Systemexit that determines current fiscal year fromcontrolling area and fiscal year variant.

Formula variable 1GJAHVJ: Internal variable that determines previous year1GJAHVJ = '1GJAHLJ' - 1

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Formula Variables: Example 2

Salaries / AdministrationSalaries / Administration32003200 Personnel dept.Personnel dept. 50,000.0050,000.0034003400 AccountingAccounting 60,000.0060,000.0035003500 PurchasingPurchasing 40,000.0040,000.0036003600 CafeteriaCafeteria 25,000.0025,000.00

** SalarySalary 175,000.00175,000.00

32003200 Personnel dept. Personnel dept. 20,000.0020,000.0034003400 AccountingAccounting 15,000.0015,000.0035003500 PurchasingPurchasing 10,000.0010,000.0036003600 CafeteriaCafeteria 6,000.006,000.00

** Vacation payVacation pay 51,000.0051,000.00

**** SalariesSalaries 226,000.00226,000.00

1. Quarter ?2. Quarter ?3. Quarter ?4. Quarter ?

1. Quarter ?2. Quarter ?3. Quarter ?4. Quarter ?

Value variable ZQUART

Value variable ZQUART

Formula variables

ZQUPERV: 'ZQUART' * 3 - 2

ZQUPERB: 'ZQUART' * 3

Quarter XQuarter XPeriod ZZ to YY

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Variables in Report Writer

Increases Flexibility at Run Time

Defined Once Used Many Times

Example of Good Variables: Fiscal Year, Controlling Area, Period(s), Version(s), Cost Element Groups, Sales Region, Project Number, et.c

Type of Variables:

Value (a Specific Characteristic)

Set Variables

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Defining Set Variables

VariableField Cost center

Default setDescriptionVariable typeTable

Authorization group

VariableField Cost center

Default setDescriptionVariable typeTable

Authorization group

1KOSET

KOSTL

1-S-KOSTL-AL1-S-KOSTL-AL

Cost center groupCost center groupSetCCSS

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Set Variables 1

WAGES Act Plan

420000420000Personnel dept.AccountingPurchasingCafeteria


:

GXX-CELM-CSTGXX-CELM-CST

Set VariableSet Variable

- Personnel dept.- Accounting- Purchasing- Cafeteria

GXX-ADM-CSTGXX-ADM-CST&GXX-CEG&GXX-CEG

Selection:......Cost element group GXX-WAGESGXX-WAGES


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Set Variables 2

Salaries Act Plan



:

GXX-CELM-CSTGXX-CELM-CST

Set VariableSet Variable

- Personnel dept.- Accounting- Purchasing- Cafeteria

GXX-ADM-CSTGXX-ADM-CST&GXX-CEG&GXX-CEG

Selection:......Cost element group GXX-WAGESGXX-WAGES


GXX-SALARYGXX-SALARY

Documents

SAP AG CSU Chico Introduction to Report Writer Fall 1998 RW: Lecture 1