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

 SAP AG CSU Chico Report Writer: Introduction Copyright Gail Corbitt Contents of this file are for the exclusive use of the special MINS 298C class dealing with SAP software at CSU Chico for the Fall 1998 semester. Any other use in either electronic or hardcopy form is prohibited without the express written permission of the author. This material is confidential. Do not share it with anyone not enrolled in the class. Lecture #3: Report Writer 1 Lecture #3: Report Writer 1

 SAP AG CSU Chico Report Writer: Introduction Objectives: Define Sets Develop Examples of Sets and How They Are Used Build a Simple Report

 SAP AG CSU Chico Report Writer: Introduction 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

 SAP AG CSU Chico Converting a Report Painter Report Column Set: 1-C-IP Actual Plan Var. Row Set: Selection Set to 12 REPORT PAINTER Z-GJAHRZ-PERBL Z-KSTAR

 SAP AG CSU Chico Report Writer: Sets Set is the RW Building Block Set = A Group of Values Having at Least One Common Characteristics Example: Cost Elements , , are all Wages Sets are Dynamically Linked to Report Definitions Set Types: Basic Single Dimension Multi-Dimension Data

 SAP AG CSU Chico 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.

 SAP AG CSU Chico 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)

 SAP AG CSU Chico Set Definition : Set ID : Report Writer table : Set type : Field name : Set text : Ambiguity check : Authorization check : From value : To value :Special Report Writer functions Basic entries Headerinformation Additionalentries Set

 SAP AG CSU Chico 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

 SAP AG CSU Chico 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

 SAP AG CSU Chico OAS-Cost elements Basic Sets: Example Material costs SalariesInc. costsWages Energy Personnel costs

 SAP AG CSU Chico Basic Set: Header Entries Set ID:  Wages Field type: AlphanumericPredefined Numeric Data-Dictionary CharacterFormat Ambiguity check: Overlapping values allowed? Authorization group:  GRP1 TABLE TBRG ObjectAuthorization G_800_GSEGRP1 HeaderHeader USER Authorization

 SAP AG CSU Chico Basic Set: Basic Entries Report layout Direct labor costs20.000, Indir. labor costs15.000, Part-time salaries9.500, Overtime pay25.500,00 *Wages70.000, GXX-WAGES BasicEntriesBasicEntries Random Order Set...GXX-WAGESWages Field...KSTARCost element No.From valueTo value 001XXXXX 002XXXXXXXXXX 003XXXXX `X` : Selection option for set lines that are to be processed (for example, deleted) together

 SAP AG CSU Chico ComponentsComponents Basic Set Components Set ID:  GXX - WAGES Table:  CCSS Set type: X  Basic set Ref. set: Field name: (Basic or single-dim. set) Selection KSTAR Table CCSS Field nameDescription : VERSNVersion GJAHRFiscal year KSTARCost element KOSTLCost center :

 SAP AG CSU Chico 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

 SAP AG CSU Chico Single-Dimension Sets OAS Cost elements Personnel costsMaterial costsEnergy WagesSalariesInc. costs WagesSalariesInc. costs :::

 SAP AG CSU Chico Single - Dimension Set Single-Dimension Set: Hierarchy SD BBB BB BBBB B B B B BB B

 SAP AG CSU Chico Single-Dimension Sets: Examples OAS Structure: Organizing cost element sets in a hierarchy Example Set: GXX-OAS-CELM= Personnel, material, energy and other cost element sets Set: GXX-PERSONNL= Personnel costs OAS cost elements Material costs Report Layout: Total Costs WagesSalariesInc. costs *Wages70.000, Direct labor costs20.000, Indir. labor costs15.000, Part-time salaries9.500, Overtime pay25.500,00 *Wages70.000,00 *Salaries99.000, Salary85.000, Vacation pay14.000,00 *Salaries99.000,00 *Inc. costs19.000, Sick pay8.500, Legal social exp ,00 *Inc. costs19.000,00 **PERSONNEL ,00 : ***TOTAL COSTS ,00 Personnel costs

 SAP AG CSU Chico Single-Dimension Sets: Basic Entries BasicEntriesBasicEntries Set ID:GXX-PERSONNLField: KSTAR Set text:Personnel Display contents No.Set IDSet text 001GXX-WAGESWages 002GXX-SALARYSalaries 003GXX-INCIDENTIncid. costs Set ID entries Double-click

 SAP AG CSU Chico 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)

 SAP AG CSU Chico Defining Multi-Dimension Sets BasicEntriesBasicEntries GXX-WAG-ADMI Set ID:GXX-WAG-ADMI X Set type: XMulti-Dimension Set Wages / Admin. Header:Set textWages / Admin. Multi - Dimension Set No.Set IDSet textField name 001GXX-WAGESWagesKSTAR 002GXX-ADM-CSTAmin.KOSTL Set ID entries

 SAP AG CSU Chico BasicSetBasicSetBasicSetBasicSetBasicSetBasicSetBasicSetBasicSet Combination of Different Set Types Multi- Dimension Set Actual/Plan/Periods Single- Dimension Set (Period) Year Single- Dimension Set (Period) First Half Single- Dimension Set (Period) Second Half Data Set Actual total & Plan total PeriodPeriod Period Period

 SAP AG CSU Chico 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

 SAP AG CSU Chico Data Sets GXX-ACT-PLAN ISWKG PSWKG Database value fields Actual costs total (CO currency) Plan costs total (CO currency)

 SAP AG CSU Chico ACTUAL TotalPLAN Total 3200Personnel dept.50, , Accounting60, , Purchasing40, , Cafeteria25, , Actual/Plan costs Salaries / Administration ACTUAL TotalPLAN Total 3200Personnel dept.50, , Accounting60, , Purchasing40, , Cafeteria25, , *Salary175, , Personnel dept. 20, , Accounting15, , Purchasing10, , Cafeteria6, , *Vacation pay51, , **Salaries226, , Data Sets: Example Report ISWKGPSWKG The example shows a report with a data set of the following structure: DATA SET DATA SET

 SAP AG CSU Chico Defining Data Sets BasicentriesBasicentries X Set ID:GXX-ACT-PLANSet type:X Data set Actual/Plan Costs Set text:Actual/Plan Costs30-character text description Authorization group No.Name in data setSet line text ISWKGActual costs PSWKGPlan costs : : : HeaderHeader

 SAP AG CSU Chico Data Set Entries (1) Required columns in report Current year Cumulative Total plan Version Variable Current year Cumulative Total actual Version 000 Previous year Cumulative Total actual Version 000

 SAP AG CSU Chico Data Set Entries (2) Required columns in report Current year Cumulative Total plan Version Variable Current year Cumulative Total actual Version 000 DATAFIELD SWKGSWKG DATA SET ENTRY ZCY-PLAN-CUM Previous year Cumulative Total actual Version 000

 SAP AG CSU Chico Data Set Entries (3) Required columns in report Current year Cumulative Total plan Version Variable Current year Cumulative Total actual Version 000 DATAFIELD SWKGSWKG DATA SET ENTRY ADDITIONAL SET CY-PLCUM ZCY-PLAN-CUM Previous year Cumulative Total actual Version 000

 SAP AG CSU Chico Data Set Entries (4) Required columns in report Current yearCumulative Total plan Version Variable Current year Cumulative Total actual Version 000 DATAFIELD SWKGSWKG DATA SET ENTRY ADDITIONAL SET CY-PLCUM CurYear &CYR ZCY-PLAN-CUM Previous year Cumulative Total actual Version 000

 SAP AG CSU Chico Data Set Entries (5) Required columns in report Current year Cumulative Total plan Version Variable Current year Cumulative Total actual Version 000 DATAFIELD SWKGSWKG DATA SET ENTRY ADDITIONAL SET CY-PLCUM CurYear &CYR ZCY-PLAN-CUM Percum &PER Previous year Cumulative Total actual Version 000

 SAP AG CSU Chico Data Set Entries (6) Required columns in report Current year Cumulative Total plan Version Variable Current year Cumulative Total actual Version 000 DATAFIELD SWKGSWKG DATA SET ENTRY ADDITIONAL SET CY-PLCUM CurYear &CYR ZCY-PLAN-CUM Percum &PER Valpln 01 Previous year Cumulative Total actual Version 000

 SAP AG CSU Chico Data Set Entries (7) Required columns in report Current year Cumulative Total plan Version Variable Current year Cumulative Total actual Version 000 DATAFIELD SWKGSWKG DATA SET ENTRY ADDITIONAL SET CY-PLCUM CurYearFyear &CYR CYR-PLAN-CUM PerblPercum &PER ValplnValtyp 01 VersnVarvers &VERSPLN MULTI-SET DATA SET ENTRY other conditions CYR-ACT-CUM ADDITIONAL SET CY-ACTCUM ZPYR-ACT-CUM ADDITIONAL SET CY-ACTCUM Previous year Cumulative Total actual Version 000

 SAP AG CSU Chico Data Set Entries (8) Required columns in report Current year Cumulative Total plan Version Variable Current year Cumulative Total actual Version 000 DATA SET ENTRY Data set CYR-PYR-PLCUM ZCY-PLAN-CUM DATA SET ENTRY ZCY-ACT-CUMZPY-ACT-CUM Previous year Cumulative Total actual Version 000 *D 001 ZCY-PLAN-CUM 002 ZCY-ACT-CUM 003 ZPY-ACT-CUM LI XX Predefined columns: NameShort description xISWKGTotal actual xPSWKGTotal plan XZCY-PLAN-CUMCurrent year plan cum. XZCY-ACT-CUMCurrent year act. cum. XZPY-ACT-CUMPrev. year act. cum.

 SAP AG CSU Chico Report Writer: Sets - Exercise Create Some Sets to do the Following: Basic Set for Wages: Uses CCSS, KSTAR (field name), Values and Basic Set for Salaries: Uses CCSS, KSTAR, Values: & 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

 SAP AG CSU Chico 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

 SAP AG CSU Chico Defining Sets: Formulas Complete Set Complete Set Set: GXX-ACT-PLAN No.ID in data setLine text 001ISWKGACTUAL Total 002PSWKGPLAN Total 003= '001'- '002' Variance BasicEntriesBasicEntries Set :GXX-ACT-PLANSet text: Actual/Plan/Var. No.ID in data setLine text 001ISWKGACTUAL Total 002PSWKGPLAN Total 003 Formula in line 003 '001' - '002' Set lines 001ISWKG 002PSWKG 003= InsertFormula

 SAP AG CSU Chico Formula Variables: Example 1 MILLER 1. Current year? 2. Previous year? Default values from system Formula variable 1GJAHLJ:Systemexit that determines current fiscal year from controlling area and fiscal year variant. Formula variable 1GJAHVJ:Internal variable that determines previous year 1GJAHVJ = '1GJAHLJ' - 1

 SAP AG CSU Chico Formula Variables: Example 2 Salaries / Administration 3200Personnel dept.50, Accounting60, Purchasing40, Cafeteria25, *Salary175, Personnel dept. 20, Accounting15, Purchasing10, Cafeteria6, *Vacation pay51, **Salaries226, 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' * ZQUPERB: 'ZQUART' * 3 Quarter X Period ZZ to YY

 SAP AG CSU Chico 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

 SAP AG CSU Chico Defining Set Variables Variable Field Cost center Default set Description Variable type Table Authorization group Variable Field Cost center Default set Description Variable type Table Authorization group 1KOSET KOSTL 1-S-KOSTL-AL Cost center group Set CCSS

 SAP AG CSU Chico Set Variables 1 WAGES Act Plan Personnel dept. Accounting Purchasing Cafeteria Personnel dept. Accounting Purchasing Cafeteria : GXX-CELM-CST Set Variable -Personnel dept. -Accounting -Purchasing -Cafeteria GXX-ADM-CST&GXX-CEG Selection:... Cost element group GXX-WAGES Multi - Dimension Set

 SAP AG CSU Chico Set Variables 2 Salaries ActPlan Personnel dept. Accounting Purchasing Cafeteria Personnel dept. Accounting Purchasing Cafeteria : GXX-CELM-CST Set Variable -Personnel dept. -Accounting -Purchasing -Cafeteria GXX-ADM-CST&GXX-CEG Selection:... Cost element group GXX-WAGES Multi - Dimension Set GXX-SALARY