drilldown reporting

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Chapter :4 Drilldown Reporting

Chapter :5 Contents

Learning the Basics of Drilldown Reporting.......................................................4–2

Creating a Drilldown Report: Profitability nalysis............................................4–!

"etting the #ost fro$ Drilldown Reporting: %ips & %ric's..............................4–2(

Re)iew.................................................................................................................. 4–((

*here to Learn #ore...........................................................................................4–(4

Report De)elop$ent %ools

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In this chapter you will le

What makes Drilldowreporting an efectivereporting tool

How the componentsDrilldown reporting aorganized

How Drilldown difersother reporting tools

How to create and exa orm (drilldown rep



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Chapter 4: Drilldown Reporting

Learning the Basics of Drilldown Reporting


Drilldown reporting contains interactive unctionality that lets you analyze the

data collected in your application or inormation systems! "ompared with otherreporting tools# Drilldown ofers greater $exi%ility in mining data! &ou can sliceand dice data without the restrictions o ormatted and 'xed reports!

eore )umping into how you can use Drilldown reporting to create and usereports# it is important to understand its eatures and %asic organization!

Note: *any users may not know o a tool called Drilldown reporting# %ut areinstead amiliar with other tools such as the +xecutive Inormation ,ystem(+I, and -ro'ta%ility .nalysis ("/0-. reporting! Drilldown reporting is theengine or %oth +I, and "/0-. reporting! However# as previously mentioned#there are times when report development tools are known %y diferent names

within certain applications! 1his is the case with Drilldown reporting! In thischapter we will discuss the applications in which Drilldown reporting is used#%ut or additional reerences to Drilldown reporting# see chapter 2 o thisguide%ook!

What Is Drilldown Reporting?

With Drilldown reporting you analyze data %ased on any o the characteristics oro%)ects that descri%e the accessi%le data! Drilldown reporting allows you to:

"hoose key 'gures or perormance measures to categorize your data (wewill urther descri%e %oth key 'gures and characteristics and their use

Display a num%er o o%)ects or a given key 'gure

Display a num%er o key 'gures or a given o%)ect

"arry out any num%er o variance analyses (or example# plan3actualcomparisons# 'scal year comparisons# and comparisons o diferent o%)ects

Drilldown Functions

Drilldown reporting provides you with easy0to0use unctions or navigatingthrough your data! 4sing drilldown unctions# you can:

5ump to the next level o detail or to the next report o%)ect at the samelevel

Hide individual levels o detail ,witch %etween the detail and drilldown lists

-rocess lists interactively (sorting# conditions# ranking lists# and more

Deploy ,.- 6raphics# ,.-mail# and the +xcel 7ist 8iewer!

/nce you have %uilt the initial view o the data# you have dynamic control overhow the data is viewed! 9or example# you can sort selected characteristics in adiferent order without having to rerun the uery! y manipulating ;hotspots< in

Reporting #ade +asy



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a report# you can also change the level o detail! Hotspots in$uence theappearance o the cursor and the efect o clicking!

1o make a distinction %etween ;Drilldown< (the tool and ;drilldown< (theunction# the Drilldown reporting tool is optimized or online viewing o reportdata= you do not have to constantly scroll up or down a long list to 'nd the

appropriate su%set o desired inormation! Drilldown allows you to stay on thesame page while it interactively presents data!

Where Is Drilldown Reporting sed?

Drilldown reporting is primarily used to access the ollowing selected datastructures:

"ontrolling and -ro'ta%ility .nalysis ("/0-.

+xecutive Inormation ,ystem (+I,

6eneral 7edger (9inancial versions

-ro)ect ,ystems

With >elease ?!@ Drilldown reporting has %een expanded to include:

"onsolidations

.ccounts -aya%le

.ccounts >eceiva%les

,pecial 7edger

>eal +state

9unds *anagement

1reasury *anagement

Investment *anagement

-ro't "enter .ccountingDrilldown reporting is not possi%le or data structures that are outside theseareas unless you are a%le to pull the data into one o these applications 'rst!

!"pes of Drilldown Reports

Drilldown reporting is designed to make it easy to de'ne simple adhoc reportswhile still providing all the unctionality reuired or more complex ones!

"onseuently# you can de'ne two diferent types o reports:

asic report

9orm report

Basic Report

1his report is oten useul when you uickly want to search or a speci'c efect inyour data without exactly knowing what you are looking or# or where you arelikely to 'nd it! 1he structure o the %asic report is simple and o a more generalnature than a orm report!




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For# Report

In orm reports the structure o the list is more complex %ut also allows yougreater $exi%ility! 9orm reports are oten used or oAcial company reports# andare particularly suita%le or printing reports!

Do not conuse the term form as used in Drilldown reporting (or >eport-ainter with any other use o the word ;orm< in the >3B ,ystem! Cote thatthe term ;orm#< as used here %ears no relationship to the same term thatappears in the area o printing orms! 9or more inormation on printing orms#see the Printout Design Made Easy guide%ook (now called SAPscript MadeEasy !

9orm reports are %ased on a structure o rows and columns called a orm(template# which you de'ne separately! 9orm reports are divided according tothe degree o complexity# depending on whether they have one axis or two# andwhether or not a key 'gure is used in the orm de'nition!

$ow Is Drilldown Reporting %rgani&ed?

.s shown %elow# you can use characteristics# key 'gures# and orms to de'nereports! When you create a report# the result is a series o lists and graphics thatyou can display on screen! &ou can also print reports# send them %y ax or e0mailor save them as 'les or -" applications such as *icrosot Word and +xcel!

C h a r a c t e r i s t i c s, e y - i g . r e s

- o r $

R e p o r t / a $ e

C r e a t e

C h a n g e

E x e c u t e

2 0 1

2 0 1

2 0 1

2 0 1

2 0 1

O n l i n e

B a c k g r o u n d

P r i n t

M S W o r d

M S E x c e l

+ p o r t 3 a ) e

F a x

I n t e r n e t

3 e n d

L i s t " r a p h i c s

Reporting #ade +asy





'e" Figures

ey 'gures (value 'elds contain amounts# uantities# or events! &our applicationcontains a num%er o key 'gures that may %e relevant or analysis purposes! ey'gures include not only stored values and uantities# %ut also values that arecalculated rom these# %ased on ormulas that you can de'ne!

+xamples o key 'gures:

Value: "osts# sales# sales deductions

Quantity: Cum%er o employees# sales uantity# amount o %illingsposted

Calculated value: ,ales per employee# contri%ution margin

Characteristics

"haracteristics reer to uniue# keyed inormation that you use to select# sort#and summarize data! "haracteristics determine how your data can %e classi'ed!

1he ,.- organizational units Controlling area, Company code, Business area,

and Division are examples o characteristics! 9or each characteristic# a hierarchy(or many hierarchies may %e de'ned in order to re$ect semantic relationships%etween the characteristic values! 9or example# you could set up a hierarchy ora characteristic sales region starting with worldwide sales at the top level andthen su%divide it %y continents# countries# and regions! In Drilldown reporting#these characteristic hierarchies are presented as a tree structure you caninteractively expand or collapse to the desired level!

For#s

9orms are the %asic %uilding %locks o drilldown reports! . orm determines thecontent and ormal structure o a report! . orm can %e thought o as templateand a semi'nished report# which you complete %y speciying (additional

characteristics and key 'gures when you de'ne the individual report!

,ince orms can %e shared across many reports# we recommend that youname them in such a way that the name does not limit their use!

1he content o a orm should generally %e 'xed and change only under rarecircumstances! When you change a orm# it impacts every report that usesthe orm!

Related !er#inolog"

Drilldown: 1his term is somewhat loosely used in the >3B ,ystem! In this

guide%ook# drilldown implies drilling down within the con'nes o the reportyou are viewingEnot drilling down to lower levels o detail across the >3B,ystem! However# we mean to distinguish %etween the unction o drillingdown (as is availa%le with several >3B report development tools and theDrilldown reporting tool# which is the ocus o this chapter!

Painter: 6raphical point0and0click technology in the >3B ,ystem# the-ainter allows you to uickly %uild report ueries against selected data%ases!




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1he term ;-ainter< used here is diferent rom the ;>eport -ainter< toolcovered in chapter B!

Variables: 1hese are generally attached to certain characteristics o thereport! 8aria%les allow you to prompt the user to select diferentcharacteristics or running a report! 1his eature makes it possi%le to create

reports that are $exi%le or diferent needs! &ou can de'ne glo%al and localvaria%les# depending on how oten the varia%le is used! I the varia%les areused more reuently# de'ne them as glo%al! &ou can use glo%al varia%les inany orms!

Axis: >eers to the F and & axes o the %ody o a orm report! . one0axisreport display is made up o )ust rows or )ust columns! . two0axis reportdisplay has a more conventional row and column look and eel!

Freezing: Drilldown can save only the data that an individual reportreuires! 1his allows a report to run many times without having to go %ack tolarge volumes o the original data store!

$ow Does Drilldown Reporting Differ Fro# %ther Reporting !ools?

. undamental diference %etween Drilldown reporting and other >3B reportdevelopment tools is that with other tools a user can develop reports romapplication areas (such as accounts paya%le in 9I# shipping in ,D# or payrollaccounting in H>! >eports can also %e developed within the menu o thereporting tool itsel! However# with Drilldown reporting# you can only developreports within the application menus! /ther than the application area menus#there is no central report development or drilldown reports! "onseuently# thereports you develop in the +xecutive Inormation ,ystem or -ro'ta%ility .nalysis(or example are availa%le or use only within those speci'c applications!

Note: Drilldown reporting is oten conused with >eport -ainter3>eport Writer#a tool that is most commonly used in 9I and "/! oth use the term ;ormpainter#< %ut use the orms diferently!

ecause the Drilldown tool is speci'cally designed or reporting# it simpli'es thesteps necessary to write reports! Dou%le0clicking on hotspots does much o thedevelopment# with the hotspots prompting you along the way! 1hus# Drilldownreporting tool makes it easy to create reports!

What are the (rere)uisites?

Drilldown reporting tends to access summary data that reuires a one0timecon'guration efort! /nce the summary ta%les have %een con'gured and are

populated with data# there is little need or urther con'guration!

Reporting #ade +asy



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*uic+ ,iew of the %utput

,hown %elow is the output o a sample drilldown report! With )ust a ew hours o%asic training# you should %e a%le to create this two0axis report in B@ minutes orless!

Creating a Drilldown Report: (rofita-ilit" .nal"sis

In this section# you get a guided tour o how to create a two0axis orm report! 1his step0%y0step approach is %uilt around a sample report (see the graphic onthe next page! 1ake a minute to amiliarize yoursel with the scenario and thedesired report!

Note: Drilldown reporting is a report development tool used as a %ackgroundengine in several applications! In this chapter# we provide an example ocreating a drilldown report in the application area o -ro'ta%ility .nalysis ("/0-.!

.ppendix 9 provides an additional perspective on how to create a drilldownreport using the +xecutive Inormation ,ystem (+I,!

/0a#ple: ungee "orporation wants to %uild a graphical# interactive# anduser0riendly orm report against its pro'ta%ility analysis data! Design a two0axis orm report to allow users to drill down %y customer or customer group!

Note: 1he example shown here was created using >elease ?!G.! While this




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guide%ook set generally provides inormation a%out >elease ?!@# we createdthis example in >elease ?!G. to take advantage o some o the settingsprovided in the ?!G. ID+, system!

I you are amiliar with pro'ta%ility analysis in >3B# you may know what a "/0-. operating concern is and what the characteristics and key 'gurescontained in an operating concern are! I not# you may not ully appreciate allo the %usiness logic in the example! However# you will see how reports arecreated with the Drilldown tool!

1he graphic %elow shows what the 'nished example report looks like!

9irst axis: 1he columns (%eginning with Machinery orm the 'rst axis orthis report!

,econd axis: 1he rows (%eginning with Sales Quantity orm the secondaxis!

"haracteristics: 1he drilldown characteristics in this example are

Customer Group and Customer ! 1he graphic shows report data# grouped %ycustomer!

Reporting #ade +asy

Second axis (Rows)

Characteristics

First axis (Columns)



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Basics 1teps in Creating Drilldown Reports in C%2(.

1o create a drilldown report in "/0-.# ollow the steps shown %elow:

2! +nter a name or the report!

! Decide whether you want to create a %asic report or a orm report! In thischapter we cover the steps needed to create a orm report!

B! 9or a orm report# enter the name o the desired orm!

?! 1o copy an existing report# enter the name o the report you want to copy!

G! 9rom the initial screen# you can access the diferent components o thereport!

! .ter you have speci'ed the desired characteristics# characteristic values#and key 'gures or the report# save the report!

J! +xecute the report!

Creating a !wo3a0is For# Report With 'e" Figures in C%3(.

1o create the sample pro'ta%ility analysisorm report# ollow the steps shown atright!

/nce a orm has %een created# you canattach it to a report (as shown in step G!

1he term ;attach it to a report< simplymeans ;creating a report according to aorm!<

.s mentioned in step a%ove# you mustdecide whether or not to create a %asicreport or a orm report! "reating this ormleads up to creating a orm report!

Execute reportExecute report

Trained Employee Available?

Attach your form

to the report

Attach your form

to the report

Select general data

and desired characteristics

Select general data

and desired characteristics

Define rows (second axis) and

choose characteristics or ey figures

Define rows (second axis) and


Define columns (first axis) and


Define columns (first axis) and


Set operating concern and

operating currency

Set operating concern and

operating currency1

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6uided !our

1tep 7: 1et %perating Concern and Currenc"

1he 'rst step in %uilding a orm in"/0-. is to set the operatingconcern and operating currency!

2! 9rom the ,.- main menu (notshown here choose Acounting

Controlling Proftaility analysis!

! "hoose Environment C!0PA

confguration!B! Dou%le0click "n#ormation

System$ %orms&

?! -lace the cursor on the Create#orm 'eld!

G! "lick Choose to create a orm!

Reporting #ade +asy

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! "lick the arrow ( possileentries to decide whichoperating concern you are goingto %uild your uery against (orexample# IDEA !

J! 4nder 'ype o# Proftaility Analysis# select costing(ased iit is not your deault setting!

K! "hoose Enter !

L! In the %orm 'eld# enter a nameor the orm and enter a textdescription (or example# RME-2XWK

2@!9rom the Structure section#choose ')o a*es +matri*&

22!"hoose Continue!

&ou can create orms withreerence to orms previouslycreated %y entering the name o a

orm in the Copy #rom area!

The currency must %e identi'ed(whether coming rom theoperating concern or identi'ed withthe company code!

2!In our example# select!perating concern currency !

2B!"hoose Enter !


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1tep 8: Define the First .0is Colu#ns

1his is a view o a 9orm -ainterscreen used or two axes with a key'gure! When writing any o the

three orm reports you always %uildthe orm 'rst and then attach theorm to your report! We %egin thissection %y ocusing on %uilding theorm# starting with the columns!

2! Dou%le0click on the columnheading or Column -!

!ote: Do not dou%le0click onFFF#FFF#FFF under the column

headings! 1hese are called cellsand will %e discussed on page J!

! "hoose Characteristics as theElement 'ype or the 'rstcolumn!

B! "hoose Enter !

?! 9or this example# chooseProduct hierarchy - to representthe 'rst column in the report!

Cote: It is perectly accepta%leto choose more than onecharacteristic or a column! It alldepends on your orm3reportdesign!

G! "hoose Enter !

Reporting #ade +asy

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! "hoose the .ariale on/o0 %utton to have the systemprompt you to enter a varia%leat run time!

J! 4se possile entries to choosevaria%les!

K! Dou%le0click on PRODH1_1# asingle0value varia%le or column2! 1his selection allows the enduser to choose rom any o theproduct hierarchy levels!

L! In the Short # Medium# and 1ong 'elds# enter the text to %e usedor the column heading! 1hisexample shows how to applyanother type o varia%le as theheading text!

2@!"hoose Enter !

22!1o de'ne the remaining columns (columns and B# repeat steps 2EL as descri%ed in this

section! In step K a%ove# attach the varia%les PRODH1_2 and PRODH_3 to columns and Brespectively!

&ou can create local variales at any time without having to 'rst de'ne themin con'guration! ,imply put the cursor in the %rom or 'o 'eld and click the.ariale on/o0 %utton! 1hen type in $ ollowed %y the varia%le name you want!

Cext# you must indicate what kind o local text varia%le you )ust de'ned! In this case# we willde'ne attri%utes or the varia%le &$PHIERTXT!

1he >3B ,ystem recognizes our types o varia%les:

"haracteristic value

Hierarchy node

1ext

9ormula


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2!9rom the %orm Painter screen (shownon page ?02# choose E*tras

.ariales 'e*t Maintain variale!

2B!,ince only one varia%le has %een

de'ned or this example# chooseEnter !

2?!,elect how you want the varia%levalue replaced (or example# 2eplaceautomatically ! 1he systemautomatically replaces the value othe varia%le or the user!

2G!"hoose Enter !

2!"hoose the characteristic(s whosevalue is to %e placed into the varia%leat run time! In this example# wechose Product 3ierarchy -

2J!"hoose Enter !

Reporting #ade +asy

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1tep 9: Define the 1econd .0is Rows

&ou are now ready to de'ne therows or your orm! 1he steps aresimilar to those used in de'ningcolumns!

2! Dou%le0click on the row titled2o) -!

! ,elect 4ey fgure as the elementtype or 2o) -! 1his selectiongives access to precon'guredcom%inations o .alue felds)ith characteristics! ,ee the

1ech1alk %ox %elow or moreinormation!

B! "hoose Enter !

1he selections on the a%ove screen have the ollowing results:

Characteristics give you a list o only those characteristics that have not%een selected %y either columns or general data selection!

1he .alue feld )ith characteristics gives you a list o what is currentlyavaila%le rom the /perating concern!

Predefned elements are simply other one0axis orms that someone elsemay have created earlier!

%ormula allows you to calculate a value %ased on other elements! 9or

example# as we show# the ormula can %e a summation o row values!Cote: &ou will not see this option (to enter a ormula until a#ter you have atleast one row already de'ned!


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?! ,ince you chose 4ey fgure# thesystem prompts you or anyadditional key 'gure scheme thatmay have %een con'gured! 1heseare virtual key 'gures that can %e

added to the list o permanent key'gures in an operating concern!

G! "hoose Enter&

Cote: 1his key 'gure scheme list# iavaila%le# is uniue to eachinstallation!

! "hoose Sales 5uantity rom the.alue felds screen!

J! "hoose Enter !

1he Choose Characteristics screenprompts you to select anycharacteristics you want to associatewith your key 'gure! &ou may choosenone# or many# to complete theselection criteria or your row! In thisexample# we select no characteristics!

K! "hoose Enter !

Reporting #ade +asy

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,upply a name or the row! Cotice thatthe system automatically %rings up thedescription o the key 'gure rom the!perating concern! &ou may change iti necessary!

L! "hoose Enter !

&ou have now de'ned row 2 or the key'gure Sales Quantity !

2@!>epeat steps 20L descri%ed in this section to de'ne rows or the ollowing key 'gures:

/utgoing 9reight (>ow

/utgoing -ackaging (>ow B

1otal >evenue (>ow ?

1tep 4: 1elect 6eneral Data and Desired Characteristics

&ou are now ready to select generaldata and desired characteristics!While this selection is notmandatory# it is almost alwaysused to limit your data selection tothe characteristics you want! &oucan also choose characteristicsthat you may not want to see in therows or columns o the report!

2! "hoose Edit Gen& dataselection Display/change&


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. screen prompts you to chooserom a list o residualcharacteristics o the operatingconcern that have not already %eenused in either rows or columns!

! In this example# choose ouradditional characteristics!

B! "hoose Enter !

Cote: &ou cannot select key 'guresin general data selection!

?! In the Plan/act& ind! 'eld# enter

0 to select actual data!G! In the 2ecord type 'eld# enter F

to select %illing data!

! -lace your cursor inside the 'rstopen 'eld or %iscal year andselect the .ariale on/o0 %utton!

J! 9or the %iscal year 'eld# press9? ( possile entries to view alist o availa%le glo%al varia%les!4nlike the local varia%les

(discussed earlier which werespeci'cally created or thisreport# the glo%al varia%les areavaila%le to all users!

K! Dou%le0click on FROMYEAR toselect the varia%le!

L! >epeat steps EK or the Period 'eld and select FROMPER and TOPER rom the availa%levaria%les (not shown here!

,ince these characteristics do not show up in any rows or columns# you do notneed to %e concerned with texts! However# later we will discuss how you canput them in the header o the report!

Reporting #ade +asy

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2@!"hoose the Chec6 icon onthe tool%ar to check the reportor errors!

22!I no errors are ound# choose

Save!

&our orm is now complete andready to %e attached to a report!

Cote: 9orms can %e attached toseveral reports at once! 1hiseliminates the need or redundantreport %uilding!

1tep 5: .ttach our For# to a Report

&ou are now ready to attach yourorm to a report!

2! 9rom the ,.- main menu#choose Accounting

Controlling Proftaility analysis# and then "n#ormation system Defne report Create&

! In the 2eport 'eld# enter aname (and description or yourreport! &ou can use the samename that was given to yourorm! ,ometimes it is %est toassign a uniue name since theorm is reusa%le!

B! ,elect 2eport )ith #orm andenter the name o the orm you

)ust created!

?! "hoose Characteristics&

In the previous step# our options were shown! However# you can choose onlytwo: Characteristics or .ariales&

&ou cannot use E*ecute since you are not done de'ning the report!


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&ou would not choose 4ey fgures %ecause you have already de'ned themin the orm!

&ou now have a complete list o all

characteristics that are de'ned inthe operating concern# even i theywere already de'ned in the orm!

G! 1o ena%le the drilldown unction#select the desiredcharacteristics here! In thisexample# we have selectedCustomer group and Customer !

! "hoose .ariales!

1his list o varia%les should lookamiliar! >ecall that when de'ningthe orm we chose producthierarchy 2 varia%les or each othe three columns! .dditionally# wealso chose:

. %rom fscal year varia%le ingeneral data selection!

oth %rom and 'o varia%les or'scal period!

J! In this example# you will supplythe deault values or thevaria%les! However# the enduser can still overwrite thesevalues when executing thereport!

K! 7eave the Enter at e*ecution check%oxes selected to allowthe end user to overwrite thevaria%les later!

L! "hoose Save to continue!

Reporting #ade +asy

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1he system prompts you to speciyhow you want to take advantage o summarized data!

2@!,elect 7se summari8ed data to

use inormation that has already%een previously saved or thisreport!

.nother option is to select 7sea Summari8ation level orinormation that has %eenpresummarized or "/0-.# %utnot or any speci'c report!

22!,elect 9arning to get a warningmessage i summarized datadoes not exist!

2!"hoose Enter !

&ou are now ready to execute yourreport!

1tep ;: /0ecute Report and .nal"&e Data

2! 9rom within report modi'cation#choose E*ecute!

! 1he screen prompts you toselect data values rom the "/0-. operating concern! &ou areree to overwrite the values atthis point!

B! "hoose E*ecute!


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Depending on what Per#ormance options you chose in the priorscreen# one o two dialog %oxesappears:

I the system recognizes that theexact report extract has %eenrun %eore# a dialog %ox suggeststhat you could use the saveddata instead o going %ack to"/0-. and pulling everythingagain! 1his would save the timeo report regeneration! In thiscase# however# we will execute anew data uery!

However# i the systemrecognizes that this exact report

com%ination has not run %eore#or that there are nosummarization levels# a warningmessage is issued! 1he messageindicates that you are going %ackand reading a resh uery o thedata!

While saved data 'les saveexecution time# they are not alwayscurrent!

In this example we show the listingrom the saved 'le! 7etMs considerthe components o the report andhow they are displayed!

.! 1his particular look o the reportis called the detail view! Coticethat the rows and columnsresem%le those you created inthe orm!

! >ecall that when we attachedthe orm to the report# we chosetwo additional characteristics$Customer group and Customer&

&ou can use these twocharacteristics or drill0downinormation!

We now select Customer group orurther analysis!

Reporting #ade +asy

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1his view o the report shows datasummarized or the characteristicCustomer group!

&ou have %uilt and executed a

drilldown report againstpro'ta%ility analysis data!

6etting the <ost fro# Drilldown Reporting: !ips = !ric+s

Aut"orizations: 4se high0level authorizations in the creation o reportsand orms! It is always %est to %uild production0oriented reports with a logicalnaming convention# and to restrict update access to a select group oindividuals! 1his allows the general user community to copy productionreports under a diferent name and make personal changes!

#atc" $xecution: 1he use o %atch )o% execution is ideal in several

situations! 9irst# the a%ility to run more than once at a time economizesdata%ase access! ,econd# i you have the system reeze )ust the data that thereport needs# then the general user community can access the same reportmultiple times using a small su%set o data instead o repeatedly accessingthe original summary ta%le!

%&': With the exception o glo%al varia%les and line item layouts# verylittle work must %e done in the I*6!

Note: 7ine item layouts are used to display or print a list o line item recordsin costing0%ased -ro'ta%ility .nalysis! &ou can also execute this unctionwithin a pro'ta%ility report %y calling the report3report interace# or %y calling

up the unction in the application menu!

Printing: While Drilldown reporting can easily print the contents o eachreport# its real strength is interactive drilldown capa%ility!

(ocal Variables: With Drilldown reporting you can create your own localvaria%les!

,ometimes when you are creating a orm# you might choose acharacteristic that has no glo%al varia%le!




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.t this point# you have two options: (2 go into con'guration and create aglo%al varia%le# or ( %uild a local varia%le inside your report! .lthoughthis varia%le is only visi%le to that particular report (or orm# it can %euite handy!

I you 'nd yoursel %uilding the same local varia%le or several

reports# you can easily create a glo%al varia%le instead!

Characteristic ,aria-le

"reate the characteristic varia%les while de'ning the report or the orm!

I you use possile entries on thecharacteristic value ater marking itas a varia%le and discover that noglo%al varia%les exist# enter $ inront o the name you want to givethe varia%le!

2! In this example you want thesystem to prompt the user or%oth a rom ($DIV_FROM and to($DIV_TO value or thecharacteristic Division!

Cow the system knows you havecreated a local varia%le! 1he nextstep is to tell the system how touse it!

! 9rom the 2eport Painter$ Create%orm screen# choose E*tras

.ariales Character values Maintain variale!

,ince only two local varia%les have%een created# the system promptsyou to choose the one you want tode'ne!

B! "hoose :;D".<%2!M!

?! "hoose Enter !

In this example# DI8N9>/*indicates that the end user mustsupply a value or the ;rom<division when executing the report!

1he same is true or DI8N1/!

G! "hoose 2eplace )ith entry+mandatory or Division

Reporting #ade +asy

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OPDI8N9>/*!

! "hoose Enter !

Cow assign your varia%le a user0riendly prompt at run time!

J! 9rom the 2eport Painter$ Create%orm screen# choose E*tras

.ariales Character values "dentifer !

K! +nter the text or the userprompt!

L! "hoose Enter !

2@!In this example# the user seesthe ollowing prompts whenexecuting this report! Cote the

uestion marks indicate areuired entry!

Report>Report Interface

&ou can attach reports so that data rom one report serves as the input data or a secondreport! 1his unction can also %e used in >eport -ainter3>eport Writer and 7I, 9lexi%le.nalyses!

1he characteristics %eing viewed or one report should %e the same as the characteristics thatthe second report needs!

1his eature is ena%led whileediting the sending report itsel!

2! 9rom the Change Proftaility2eport$ .ariales screen#choose E*tras 2eportassignment&

! "hoose "nsert line!

B! 1he Add Drilldo)n windowprompts you to choose thename o the drilldown reportyou want to assign!

?! I you want to assign otherkinds o non0drilldown reports(or transactions# choose !ther2eport 'ype!


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G! Dou%le0click on the other reporttypes you want to assign!

When you execute your report andview your output# a new %utton#the Call up report %utton appears!

! "hoose Call up report to executethis second report! 1he 'rstreport automatically transersany varia%le data needed %y thesecond report!

1he callup report in this example is"DES(=->! &ou could also haveexecuted this report independentlyo the 'rst report# %ut assigningreports makes a useul logicalconnection or the end users and ismore eAcient since data is ueriedonce!

/0ceptions

9reuent users may want to highlight sections o the report output to emphasize amountsthat all a%ove or %elow certain values!

2! "hoose the Drilldo)n icon toswitch your report output viewto the drilldown mode!

! ,elect one o your drilldowncharacteristics (or example#Customer !

Reporting #ade +asy

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B! Cotice that amounts in theSales 5uantity column arehighlighted in red!

?! Dou%le0click on the column

header to select the Sales5uantity column!

G! "hoose E*tras Createe*ception!

What shows up here is anexception condition dialog screenor the Sales 5uantity column thatwas already created or this

example!

! 1o give the Sales 5uantity alower threshold# enter P2@@ in'hreshold!

J! ,elect ;>ed< to have entrieshighlighted in red!

K! /ptional: &ou could also speciyan upper threshold or the samecolumn!

L! "hoose Enter !

Cells

/ten you may want to %e speci'c on some o your calculations! >ecall that the way youde'ne the rows or columns is the same or the entire report!


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2! 9or example# '!'A1 2E.E?7E would %e calculated the sameway or all columns! ,imilarly#the Machiner<- columnde'nition is the same or all the

rows in the report!

! 1o create a custom ormula toevaluate the percentage orevenue generated against'!'A1 2E.E?7E# you may wantto de'ne a cell!

We want to 'nd what percent othe '!'A1 2E.E?7E is or Gross2evenue, !utgoing %reight # and

!utgoing Pac6aging respectively!

B! Dou%le0click on FFF#FFF#FFFnext to '!'A1 2E.E?7E!

?! /n Process Cells$ Choose Cell'ype# select the Selected%utton!

G! "hoose Enter !

In this example# another column(next to P->/DHN2 has %eencreated and designated as a

ormula!

Cow you can use 1otal >evenue orMachine<- in a ormula!

Reporting #ade +asy

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! ecause '!'A1 2E.E?7E has%een marked as a cell# it nowhas its own identi'er# Z001!However# the column in which itis located still has the identi'er

X001!

J! Cow you can create a ormulawhich states: 1ake all theamounts in column 2 and dividethem %y the total revenue orthat particular row!

K! "hoose Enter !

In the Percent column you can hideanything that does not meet yourreuirements! 9or instance# youmay want to hide the Sales5uantity and 'otal 2evenue cells iyou are not interested in showing apercent or them! &ou simply repeatwhat you did or 'otal 2evenue:dou%le0click on the FFF#FFF#FFFor %oth rows %ut make sure youare in the Pct 'ot 2ev column!

L! /n the Process Cells screen#select "nactive to mark the cellsinactive!

2@!"hoose Enter !

Free&ing Report Data

9reuently you may have reports that many people can use where the data does not changeoten! In this situation# you have the option to #ree8e the data your report needs or a certaincom%ination o chosen varia%les! 9reezing allows the presentation o snapshot reports andreduces perormance impact or reporting! What is rozen here is the output view# not thedata!


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2! 1he process is uite simple! >un thereport and view the output! 1he 'rsttime you run it you get a warningmessage that indicates you arepotentially accessing a lot o data!

9reezing report data can helpeliminate the pro%lem o having torun the report again!

! When you view the report output#choose 2eport %ree8e data!

B! 1he next time you execute the samereportEwith the same inputvaria%lesEyou will see the dialog%ox shown here instead o thewarning message in step 2!

1he report extracts a su%set o theoriginal data without having to return tothe original operating concern to pullthe same data all over again! 1his could

%e a huge timesaver or large#reuently run reports!

Bac+ground (rocessing

.nother perormance consideration when running reports is to schedule %ackgroundprocessing! 1his rees up oreground resources and allows you to simultaneously run a largenum%er o reports!

Note: . draw%ack o %ackground processing is that i you want to have the reportsavaila%le with all o the oreground drilldown eatures# you must reeze the reports as well!

Reporting #ade +asy

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2! In "/0-.# choose "n#ormation system

2eport data&

! 9irst# Maintain variants or all thereports you wish to run at once! In

this example# we will set up only onevariant or the report: 2ME(@94 !

B! +nter the varia%les your reportneeds!

?! ,elect %ree8e report data or

%ackground execution!

G! Cext# create a .ariant group! 1his iswhere you attach all the reports youwant to run!

! .ttach your report(s to the variantgroup so that when you scheduleyour group to run# you run severalreports at once# there%y saving "-4resources!

J! &ou are now ready to schedule thevariant group to run in the%ackground! /n this screen# you canattach your report(s again i youdecide on a diferent com%ination oreports! "hoose E*ecute and run thisas you would any other %atch )o%!


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/nce the )o% has 'nished you can look at a spooled list o the report! 1o see it online# simplygo to the reporting tool and execute it in the oreground! ,ince you roze the report in the%ackground it will %e retrieved uickly!

Reporting #ade +asy



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Characteristic $ierarchies

I you included characteristics in your report that has a de'ned hierarchy# you caninteractively select the granularity o the data displayed!

2! In the ?avigation area# choose acharacteristic or which ahierarchy is de'ned!

! 1he report data displaysaccording to the selectedcharacteristic# with thecorresponding hierarchy treeully expanded!


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B! 1o expand or collapse the tree#you can click on the plus (Q orminus (R signs to the let oeach hierarchy %ranch!

?! "hoose ?avigate 3ierarchy toselect rom various display

options.

Reiew

Drilldown reporting is a user0riendly tool that allows you to uickly create

reports in speci'c application areas!

Drilldown reporting provides easy0to0use unctions or navigating through yourdata! 4sing drilldown unctions# you can:

5ump to the next level o detail or to the next report o%)ect at the samelevel

Hide individual levels o detail

,witch %etween the detail and drilldown lists

-rocess lists interactively (sorting# conditions# ranking lists# and more

Deploy ,.- 6raphics# ,.-mail# and the +xcel 7ist 8iewer!

9ollow these steps to create a drilldown report in "/0-.:2! +nter a name or the report!

! Decide whether you want to create a %asic report or a orm report! In thischapter we cover the steps needed to create a orm report!

B! 9or a orm report# enter the name o the desired orm!

?! 1o copy an existing report# enter the name o the report you want to copy!

Reporting #ade +asy

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G! 9rom the initial screen# you can access the diferent components o thereport!

! .ter you have speci'ed the desired characteristics# characteristic values#and key 'gures or the report# save the report!

J! +xecute the report! 1o create a two0axis orm report with key 'gures in "/0-.# ollow these steps:

2! ,et operating concern and operating currency

! De'ne columns ('rst axis and choose characteristics or key 'gures

B! De'ne rows (second axis and choose characteristics or key 'gures

?! ,elect general data and desired characteristics

G! .ttach your orm to the report

! +xecute the report

Where to Learn <ore

+I, >eports: 1o learn a%out creating drilldown reports in +I,# readappendix 9! ,ince Drilldown reporting is the %asis or reporting in %oth "/0-.and +I,# you should 'nd the material provided in appendix 9 uite helpul!

6eneral help: In >elease ?!@# you will 'nd more inormation on Drilldownreporting! In the online help# go to 2/= 1irary CA Cross(Application

Components CA Drill(do)n 2eporting&

-ro'ta%ility .nalysis: In the online help# go to 2/= 1irary AC ( %inancials

C! Controlling C! Proftaility Analysis "n#ormation System

!vervie) o# Drilldo)n %unctions!

+xecutive Inormation ,ystems: In the online help# go to 2/= 1irary AC

( %inancials EC ( Enterprise Controlling EC E*ecutive "n#ormation System

"nteractive Drilldo)n 2eporting

drilldown reporting

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