reporting overview (course number)

Reporting OverviewReporting Overview(Course Number)(Course Number)

General Reporting Overview2

Course ContentCourse Content

Unit 1 – Reporting Overview

Unit 2 – Accessing and Executing Reports

Unit 3 – Viewing and Customizing Reports

Unit 4 – Printing and Exporting Reports


Learning ObjectivesLearning Objectives

Describe SAP R/3 reports

Describe the types of reports available in SAP R/3

Access reports using a menu path or transaction code

Enter selection criteria for the report

Create and use variants

Execute reports

Customize report data (filter, sort, subtotal, etc.)

Drilldown to a source document from a report

Modify the layout of the report data

Print reports

Export reports from SAP R/3


Prerequisites and Roles Prerequisites and Roles

Prerequisites:

SAP Overview and Navigation

Roles:

All Users of the SAP system


Key Terminology ChangesKey Terminology Changes

Before SAP In SAP

Hierarchy reports

List displays

Selection variant

Report variant

Display variant

Download to excel


Key Process BenefitsKey Process Benefits

Benefit 1

Benefit 2

Benefit 3

Benefit 4


Unit 1 – Reporting OverviewUnit 1 – Reporting Overview

Topic 1 – enter topic one here

Topic 2 – enter topic two here

Topic 3 – enter topic three here


Unit 1 - Learning ObjectivesUnit 1 - Learning Objectives

At the end of this unit you should be able to:

Describe SAP R/3 reports

Identify the different types of reports available in SAP R/3

Identify the different formats of SAP R/3 reports

Describe the reporting process

Describe the changes brought about by SAP reporting


SAP R/3 ReportsSAP R/3 Reports

A report is an executable program designed to extract information from the SAP R/3 database.

SAP R/3 reports evaluate the data according to pre-determined criteriaand present the results in a list format.

Report results can be customized for further analysis, such as drilling-downinto report details, sorting the data, etc.


Types of SAP R/3 ReportsTypes of SAP R/3 Reports

There are two types of reports available from SAP R/3.

ReportsReports1. SAP R/3 Standard

Reports1. SAP R/3 Standard

Reports 2. ABC Customized Reports 2. ABC Customized Reports

There are a variety of reports available through SAP R/3 that have been developed and customized to meet the business and reporting requirements of ABC Company.

SAP R/3 furnishes a variety of standard reports, such as accounting, procurement, financial, etc.


SAP R/3 Report FormatsSAP R/3 Report Formats

Two common formats of SAP R/3 reports are list displays and hierarchy reports.

The main difference between these two types of reports is that you can perform additional reporting functions on hierarchy reports.

List Displays

Hierarchy Reports

Allows drilldown into lower levels of detail or the

source document

Allows drilldown into lower levels of detail or the

source document

Displays a list of records that meet

the selection criteria

Displays a list of records that meet

the selection criteria

Allows such reporting functions as sorting, filtering,

subtotaling, etc.

Allows such reporting functions as sorting, filtering,

subtotaling, etc.


Report ExamplesReport Examples

Hierarchy report

List report


Types of Hierarchy ReportsTypes of Hierarchy Reports

There are many different types of hierarchy reports that meet specific reporting and business requirements.

For example, internal order reports are often of the following types: summary, comparison, analysis, and master data.

Cost center reports are often of the following types: line-item, comparison, master dataor plan

Hierarchy ReportsHierarchy Reports

SummaryReports

SummaryReports

Line-ItemReports

Line-ItemReports

ComparisonReports

ComparisonReports

AnalysisReportsAnalysisReports

PlanReports

PlanReports

Master DataReports

Master DataReports


The Reporting Process OverviewThe Reporting Process Overview

Customize the report

data

Print or export the

report

Enter selection criteria

Select the report in SAP

R/3

Log on to SAP

1. 2. 3.

4.5.6.

Execute the report


Key Terms and ConceptsKey Terms and Concepts

Drilldown

You can drilldown into the report to view additional details from source documents

Selection Criteria

Selection criteria are fields that you can use to enter values for retrieving data for the report. For example, you can use selection criteria to limit your report to

specific dates, customers, cities, etc.

Variant

A selection variant is a collection of selection criteria values that have been saved and can be re-used.

A report display variant is a saved layout of a report. NOTE: A display variant (report layout) should not be confused with a

variant (selection criteria values).


Key Process ChangesKey Process Changes

Before SAP In SAP

You have to wait for report data to be uploaded before you can view it

Financial report data is real-time.

There are a limited number of reports available

Reports are up-to-date at any given time, reflecting all posting activities

Report layout and format cannot be changed

There are a large variety of standard SAP R/3 reports available

Report data is static (multiple reports are needed to view details)

Reports can be customized for business specific purposes

Reports must be customized in Excel using Pivot Tables (increasing probability of data errors)

Report data is dynamic (you can drilldown into the report to view additional details)


Unit ReviewUnit Review

What two types of reports are available in SAP R/3?

SAP R/3 Standard Reports ABC Customized Reports

The two common SAP R/3 report formats are:

List Display Hierarchy Reports

Is SAP R/3 report data always up-to-date and does it reflect all posting activities as soon as they occur?

Yes !


Unit 1 - SummaryUnit 1 - Summary


Unit 2 – Accessing and Executing ReportsUnit 2 – Accessing and Executing Reports






Upon completion of this chapter, you will be able to:

Access a report using the SAP R/3 menu

Access a report using a transaction code



Execute a report in the foreground or background



Before SAP In SAP

Transaction code

Command field

Selection criteria

Report variant

Selection variant

Display variant


Access SAP R/3 ReportsAccess SAP R/3 Reports

There are two ways to access reports in SAP R/3.

1. You can locate the report in the SAP R/3 menu within an application folder.

For example, Accounting, Logistics, etc.

2. You can enter the report’s transaction code, if applicable, in the command field.

Let us explore each of these methods for accessing SAP R/3 reportsin more detail.


Access Reports from an Application FolderAccess Reports from an Application Folder

Reports can be accessed through an application folder.

Click on a triangle to open the folder menu. Continue doing this until you reach the report you want to process.

Double-click the report you want to process.

1

2


Access Reports using Transaction CodesAccess Reports using Transaction Codes

Another way to access an SAP R/3 report is by entering the unique code that corresponds with the report (known as the transaction code) in the command field.NOTE: Transaction codes are a faster alternative to using the SAP R/3 menu to access a report.

FBL1N

Enter the transaction code in the command field.

Click or press Enter on the keyboard.

1

2

TIP: Refer to the SAP R/3 Basic Navigation course for information on how to find a transaction code.


Enter Selection CriteriaEnter Selection Criteria

Once you select the report that you want to run, you need to define the type and amount of information you want to be displayed in the report.

Note the following: Selection criteria fields vary depending upon the report you select.

Only data that matches the selection criteria is displayed in the report.

The use of selection criteria offers the following benefits:

You can limit the length of the report. You can minimize the processing time needed by SAP R/3 for

data retrieval. You can extract relevant data and exclude unwanted data.


Enter Selection CriteriaEnter Selection Criteria

Enter the selection criteria for retrieving data for the report as follows:

Selection criteria fields: Use these fields to enter a single value or a range of values for the selection criteria. If you don’t know the value you want to enter, you can search for it. (Refer to the SAP R/3 Basic Navigation course for information on searching for data).

1Multiple Selection icon: Use this icon to enter multiple single values and ranges of values for a selection criteria. You can also exclude one or more single values or ranges of values. (Refer to the SAP R/3 Basic Navigation course for information on the multiple selection functionality).

2

Dynamic selection icon: Use this icon to specify additional fields (fields not currently displayed) as selection criteria.

3 Enter icon: Use this icon to validate that the values entered for the selection criteria are valid. 4

Execute icon: Use this icon to execute the report after you have entered values for the selection criteria.

5


Specify Additional Selection CriteriaSpecify Additional Selection Criteria

In addition to the selection criteria that are displayed on the screen, some reports allow you to specify additional fields that you can use as selection criteria. You can access these fields using the Dynamic Selection icon.

Double-click the field(s) you want to use as selection criteria. The selected fields will have a green highlight.

The selected field(s) will appear on the screen. You can now enter values in these fields.

Click to specify additional selection criteria.

1

2

3


Create a VariantCreate a Variant

A variant is a group of selection criteria values that have been saved for future use.

You can “recall” the variant of saved values at a later time without having to enter the values each time you want to run the report.

When you select a saved variant, the selection criteria values will automatically default in the selection screen.

A report can have several different variants, with each variant retrieving different types of information.

Before you execute the report, you can save the values that you enter in the selection criteria fields as a variant:


Name a New Selection or Display VariantName a New Selection or Display Variant

Selection Variants and Display Variants can be created as: Standard variants User-defined variants

Standard variant names Standard variant names begin with a backslash (/) Standard variants have been created for all users

Note: Do not alter a standard variant. You can use a standard variant as is or as the basis for a user-defined variant, however, you MUST check the user-defined checkbox and save the altered variant under a new user-defined variant name.

User-defined variant names Always start the variant name with the letter Z. Follow the Z with your initials and a brief description of the purpose of the variant You can enter any name and description as long as it is within the character limits

of the field For examples, Z ECC Cleared Invoices by Vendor


Steps to Create a VariantSteps to Create a Variant

After you have entered your selection criteria, complete the following three steps to create a variant.

Enter a Variant name and Description. You can enter any name and description as long as it is within the character limits of the field.

Click to save the variant.

3

2

Select Goto > Variants > Save as variant… to save the selection criteria values as a variant.

1

Note: Refer to slide Name a New Selection or Display Variant for information on variant naming conventions


Steps to Use a Saved VariantSteps to Use a Saved Variant

Complete the following three steps to use a saved variant in a report.

Click to get a list of variants that you have created for this report.

2

Click to use a variant for the report.

1

Click to continue. The selection criteria values saved in this variant will automatically default in the selection screen.

4

Select the variant you want to use.

3 Note: Refer to slide Name a New Selection or Display Variant for information on variant naming conventions


Execute a ReportExecute a Report

Once you have entered values for the selection criteria (either manually or by using a variant) you are ready to execute the report. You have the option of running the report in the foreground or the background.

Select Program > Execute in background to execute the report in the background.

Specify the print parameters in the Background Print Parameters pop-up window.

Click to execute the report in the foreground. The report will appear on the screen.

• Short reports (one or two pages in length) may be run in the foreground.

• Longer reports (longer than a couple pages) should be run in the background, due to degradation of the system.


Execute a ReportExecute a Report

When you click to execute the report in the foreground, the report data that meets the selection criteria will be displayed on the screen.

Note: We will discuss reporting functions in the next chapter.



Which of these icons would you use to execute a report?

icon number 2, the execute icon.

What is the term for a collection of fields that you can use to enter values for retrieving data for a report?

Selection criteria

1)

2)

3)



You are now able to:

Access a report using the SAP R/3 menu

Access a report using a transaction code



Execute a report in the foreground or background


Unit 3 – Viewing and Customizing ReportsUnit 3 – Viewing and Customizing Reports







View report data

Identify ways in which you can customize the report

Identify the common icons on the reporting toolbar

Sort the report data

Filter the report data

Subtotal the report data

Drilldown into report data


Search for data in the report



Before SAP In SAP

Customizing a report

Sort

Filter

Drill down

Totals and subtotals

Change layout

Report toolbar (ALV)

Search for data


View Report DataView Report Data

When you click to execute the report in the foreground, the report data that meets the selection criteria will be displayed on the screen.

Reporting Toolbar

Report Data


Customize a ReportCustomize a Report

You can customize the SAP R/3 report to meet your business and reporting needs as follows: You can sort the report data.

For example, sort the report data by the posting date of the invoice in ascending order.

You can filter the report data (i.e., you can restrict it to display data for specific values only). For example, view the line items of a posted invoice.

You can drilldown into the report data to view additional lower-level details. For example, view the line items of a posted invoice.

You can total and subtotal values in a column. You can change the layout of the report by changing the

position and width of columns and by adding or hiding columns.


Key Terms and ConceptsKey Terms and Concepts

Filtering

Filtering allows you to restrict the report data. For example: You can display revenue data for a specific revenue account only.

You can select the Vendor column and restrict the report data to view data for only one vendor.

Drilldown

Drilldown allows you to navigate on a row of report data to a lower level of detail. For example, you can drill from a revenue node of Profit & Loss to a

specific revenue account.


Key Terms and Concepts (2)Key Terms and Concepts (2)

Drill-across

Drill-across allows you to navigate on a column of report data to a lower level of detail. For example, you can display all the territories for a given revenue

account within a row.

Sorting

Sorting allows you to sort the data in a selected column in ascending or descending order. For example, you can sort the revenue figures in a selected column

from highest to lowest (descending).


Reporting ToolbarReporting Toolbar

You can use the reporting toolbar to customize the report. The reporting toolbar displays the most common functions that

appear on most reports as well as some report-specific icons. Not all icons will appear on the reporting toolbar for all reports.

Now let us review some of the most common report icons and their uses.



Change Document: Select a row of data and then click this icon to make changes to the source document for the selected row.

Change Document: Select a row of data and then click this icon to make changes to the source document for the selected row.

Display Document: Select a row of data and then click this icon to drilldown into the source document for the selected row.

Display Document: Select a row of data and then click this icon to drilldown into the source document for the selected row.

Column icons: Use these icons to navigate to the first, previous, next and last report columns.

Column icons: Use these icons to navigate to the first, previous, next and last report columns.

Set Filter: Select a column and then click this icon to filter the report so that it only displays data for a restricted number of values. For example,

Set Filter: Select a column and then click this icon to filter the report so that it only displays data for a restricted number of values. For example,

Report-specific iconsReport-specific icons



Sort in Ascending Order: Select a column and then click this icon to sort the data in ascending order (lowest to highest).

Sort in Ascending Order: Select a column and then click this icon to sort the data in ascending order (lowest to highest).

Sort in Descending Order: Select a column and then click this icon to sort the data in descending order (highest to lowest).

Sort in Descending Order: Select a column and then click this icon to sort the data in descending order (highest to lowest).

Change Layout: Use this icon to change the layout of the report data. You can change the position and length of the columns and you can also hide columns.

Change Layout: Use this icon to change the layout of the report data. You can change the position and length of the columns and you can also hide columns.

Select Layout: Use this icon to select a layout from a list of saved layouts (display variant).

Select Layout: Use this icon to select a layout from a list of saved layouts (display variant).

Save Layout: Use this icon to save the current layout as a display variant that you can use again for this report.

Save Layout: Use this icon to save the current layout as a display variant that you can use again for this report.



Total: Select a column with numbers and then click this icon to calculate the total amount for all the rows.

Total: Select a column with numbers and then click this icon to calculate the total amount for all the rows.

Subtotals: Select a column and then click this icon to subtotal the data by the selected column. For example, select the Vendor column to view invoice amounts for each vendor.

Subtotals: Select a column and then click this icon to subtotal the data by the selected column. For example, select the Vendor column to view invoice amounts for each vendor.

Expand: Use this icon to view all the rows of the report (if any detail rows have been collapsed).

Expand: Use this icon to view all the rows of the report (if any detail rows have been collapsed).

Collapse: Use this icon to collapse the detail rows and view only summarized or subtotaled rows.

Collapse: Use this icon to collapse the detail rows and view only summarized or subtotaled rows.

Note: the Expand and Collapse icons are “grayed,” in this example, indicating that these options are unavailable.

Note: the Expand and Collapse icons are “grayed,” in this example, indicating that these options are unavailable.


Sort Report DataSort Report Data

You can sort the report data in ascending or descending order by a selected column.

For example, sort the data by posting date in ascending order.

Select the column by which you want to sort the report data.

1

Click to sort the selected column in ascending order or click to sort in descending order.

2


Filter Report DataFilter Report Data

You can filter the report data to restrict the display to one or more values in a selected column.

For example, you want to view data for only a few vendors.

Select a column by which you want to filter report data.

Click to select the filter values.

1

2


Filter Report DataFilter Report Data

Enter the value(s) by which you want to restrict the report data.

Enter the value(s) by which you want to filter the report data.

You can enter a single value or a range of values.

You can click to enter multiple values or ranges or to exclude one or more values.

Click to continue. The report data will display data only for the selected values.

1

2


Total/Subtotal Report DataTotal/Subtotal Report Data

You can sum up the total value of amounts in a selected column. Once totaled, you can subtotal the amounts by another column.

Select a column by which you want to sub-total the report data.

1

Click to sub-total the data by the selected column.

2


Drilldown into Report DetailsDrilldown into Report Details

You can drilldown to lower levels of detail from the report data and view the source document.

Click to view the source document.

2

Check the box next to the row on which you want to drill-down.

1

View the details of the selected document. Click to return to the report data.

3


Display VariantsDisplay Variants

Report data usually appears in the default layout most often used within Houghton Mifflin

However, you can change or customize the layout of a report by: Changing the position of the columns

Changing the width of the columns

Hiding columns

Adding columns

Once you have customized the report layout to meet your needs, you can save the layout for future use.

A customized report layout is called a display variant.

Note: Display variants should not be confused with Selection Criteria Variants.


Create Display VariantCreate Display Variant

Complete the following steps to save a customized report layout as a display variant.

Click to change the layout of the report.

Change the position and length of the columns, as needed.

Click to continue. The report layout will reflect the changes made here.

2

Select a column that you want to hide and click . Note: If any columns appear in the Hidden fields pane you can unhide them by selecting the column and clicking .

3

4

1


Save Display VariantSave Display Variant

Once you have customized the report layout, you can save it as a display variant.

Click to save the current layout of the report.

Enter a Layout name and a Description of the display variant and check the User-specific box.

Click to continue. The layout will be saved as a display variant.

1

2

3

Note: Refer to slide Name a New Selection or Display Variant for information on variant naming conventions


Using Display VariantsUsing Display Variants

You do not need to re-enter your selection criteria each time you open a report. You can use a display variant instead.

You can “recall” the display variant the next time you execute the report.

The report data will be automatically displayed according to the saved layout.

A report can have several different display variants, with each display variant using a different layout.

Display variants save time!


Use an Existing Display VariantUse an Existing Display Variant

You can change the report layout by selecting an existing display variant.

Click to select an existing display layout.

Note: The highlight indicates this is the current layout

Click to continue. The selected display variant will be applied to the report.

1

3

Select the display variant you want to use.

2 Note: Refer to slide Name a New Selection or Display Variant for information on variant naming conventions


More Report Toolbar Function iconsMore Report Toolbar Function icons

Details: Select a cell and then click this icon to view additional details.

Details: Select a cell and then click this icon to view additional details.

Print Preview: Click this icon to preview a report before printing. Warning: Processing time makes this feature useful only for short reports (one or two pages in length).

Print Preview: Click this icon to preview a report before printing. Warning: Processing time makes this feature useful only for short reports (one or two pages in length).

Graphic View: Select cells with numbers and then click this icon to view a graphic representation of the selected numbers.

Graphic View: Select cells with numbers and then click this icon to view a graphic representation of the selected numbers.

Information: Opens the SAP R/3 (Help) Library. This information is specific (generic) to SAP R/3 and does not reflect ABC Company specific Help.

Information: Opens the SAP R/3 (Help) Library. This information is specific (generic) to SAP R/3 and does not reflect ABC Company specific Help.


Search for DataSearch for Data

You can search for a specific record in the report data

• Click on the standard toolbar to search for a specific record.

• Enter the search criteria and click in the Find pop-up window.

• The system will list all the records that meet the search criteria.

• Click in the No. of hits window. The first record that meets the search criteria will be highlighted in the report.

• Click to find the next record matching the search criteria. The next record that meets the search criteria will be highlighted in the report.



Which of the following report function(s) can you perform on report data? (You can select more than one.)

A) Filter

B) Sort

C) Drilldown

All of the above

What are the two types of variants?

Selection criteria variants Display variants

What is the function of this icon

To filter report data




View report data

Identify ways in which you can customize the report

Identify the common icons on the reporting toolbar

Sort the report data

Filter the report data

Subtotal the report data

Drilldown into report data


Search for data in the report


Unit 4 – Printing and Exporting ReportsUnit 4 – Printing and Exporting Reports







Identify different ways of exporting data from SAP R/3

Print reports

Export reports to an Excel, Word and local file



Before SAP In SAP

Export report data

Printing a report


Export Report DataExport Report Data

SAP R/3 allows you to export data to commonly used PC applications, such as Microsoft Word and Excel.

Data from reports can be easily downloaded as spreadsheets or other file formats.

There are several reasons for downloading or exporting report data: You have greater control and flexibility over the format or organization of

report data. You can share the report data with others who do not have access to SAP

R/3.

There are potential risks with downloaded data:

It may be more difficult to impose security controls. The integrity of downloaded data may be jeopardized. Downloaded data is a snapshot in time and quickly loses its “real-time”

character.


Export Report DataExport Report Data

There are several ways to export report data. Print the report Download or extract the data to an external file, such as an Excel

spreadsheet or an HTML format E-mail the report to another SAP R/3 user

Print: Use this icon to print the report.

Mail recipient: This icon is used to e-mail the report to another SAP R/3 user from within SAP R/3.

HMCo is not using this functionality at this time.

Local file: Use this icon to transfer the report data to an external file. Select the format and location of the file.

Word processing: Use this icon to transfer the report data into a table in Microsoft Word. You can print the report and e-mail it to non-SAP R/3 users via Microsoft Outlook.

Microsoft Excel (Spreadsheet): Use this icon to transfer the report data into an Excel spreadsheet. You can then further customize the report data by using Excel functions. You can print the report and e-mail it to non-SAP R/3 users via Microsoft Outlook.


Print ReportPrint Report

51

2

3

4

6

You can print the report data from SAP R/3 to your local printer. Click on the standard toolbar of a report.

1 – Output device: Select an SAP printer.

2 – Spool request name: When a report is to be printed, a spool request (or print request) is generated that sends data to the output device (printer).

3 – Print immediately: Reports that are shorter than 10 pages may be printed immediately. In order to save system resources, reports that are longer than 10 pages should be scheduled for printing (uncheck the Print immediately box).

4 – Delete after output: Reports can be retained for a selected period of time or can be deleted as soon as the printing is complete.

5 – Continue icon: Use this icon to print the report.

6 – Message: Once the report has been sent to the printer, the system will assign a spool request number to the print request so that you can track the print status.


Export Report Data to an Excel FileExport Report Data to an Excel File

You can export the report data to an Excel spreadsheet file.

Select the menu path List > Export > Spreadsheet or 1

Select the processing mode.

Click to continue.

The report data will be transferred to an Excel file in a new window.

2

3


Export Report Data to a Word FileExport Report Data to a Word File

You can export the report data to a Word file.

Select the menu path List > Export > Word processing or 1

Select the document format.

Click to continue.

The report data will be transferred to a table in a Word file.

2

3


Export Report Data to a Local FileExport Report Data to a Local File

You can export the report data to a local file.

Select the menu path List > Export > Local file or 1

• Select the format of the file.

• Click to continue.

• Enter the path, file name and file extension (for example, .doc or .xls).

• Click to continue. The report data will be transfer to the local file in the specified format.

2

3

4

5



What are some risks associated with downloading data from SAP R/3 repots? (You may select more than one option.)

A. The data is no longer real-time.

B. You cannot print the data once you download it.

C. It is difficult to impose security control over the data. A. and C. are correct.

What is the function of each of these icons?

Download to Excel Download to Word Download to a local file




Identify different ways of exporting data from SAP R/3

Print reports

Export reports to an Excel, Word and local file


Course SummaryCourse Summary

You are now able to: Describe SAP R/3 reports Describe the types of reports available in SAP R/3 Access reports using a menu path or transaction code Enter selection criteria for the report Create and use variants Execute reports Customize report data (filter, sort, subtotal, etc.) Drilldown to a source document from a report Modify the layout of the report data Print reports Export reports from SAP R/3

reporting overview (course number)

Documents

sap r3access reports

sap r3 standard

specific reporting

reporting overviewtopic

reporting processdescribe

customized reports

sap r3 reportsidentify

sap r3identify