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Description

CA705 Report Painter

INSTRUCTOR HANDBOOK INSTRUCTOR-LED TRAINING

Course Version: 10 Course Duration: 2 Day(s) Material Number: 50122718

SAP Copyrights and Trademarks

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About This Handbook This handbook is intended to both complement the instructor-led presentation of this course and to serve as a reference for self-study

Typographic Conventions American English is the standard used in this handbook

The following typographic conventions are also used

This information is displayed in the instructor’s presentation

Demonstration

Procedure

Warning or Caution

Related or Additional Information

Facilitated Discussion

User interface control

Example text

Window title

Example text

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Contents ix

Course Overview

Unit 1:

Introduction to the Report Painter and Report Writer

Lesson: Introducing the Report Painter and Report Writer Lesson: Understanding the Report Writer Components Exercise 1: Explain the Components of a Report

Exercise 2: Understand the Relationship Between the Report Components Lesson: Configuring the Report Writer Components Exercise 3: Create a Library

15 Minutes

18 21 31

Unit 2:

Creating Reports Using Report Painter Lesson: Creating Basic Report Painter Reports Exercise 4: Build a Report with a Total Row Lesson: Using Report Groups Exercise 5: Add a Report to a Report Group and Execute the Report Lesson: Using Row Explosion Exercise 6: Use the Explode Row Function in a Report Lesson: Using Hierarchies in Reports Exercise 7: Use Hierarchies: Sequence (Sort) Lesson: Using Variables and Text in Report Painter Reports Exercise 8: Use Variables in a Report Painter Report

Unit 3:

Row and Column Models Lesson: Using Row and Column Models Exercise 9: Create Row and Column Models and Use them in a Report

Unit 4:

Section and Horizontal Pages Lesson: Using Horizontal Pages Exercise 10: Define Horizontal Pages Within a Report Lesson: Working with Sections Exercise 11: Create a Report with Independent Sections Lesson: Using Cells in Formula Columns Exercise 12: Add a Column Formula to a Report that Includes a Cell Reference Lesson: Using Cells in Calculations Exercise 13: Create a Report with a Calculated Key Figure Section

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Unit 5:

Lesson: Formatting Reports Using Standard Layouts Lesson: Formatting Sections Exercise 14: Create a New Standard Layout and Attach it to a Report and Change Section Attributes

166 169

Lesson: Formatting Reports Using Format Groups Exercise 15: Format Groups and Other Formatting Issues

Unit 6:

Reporting Efficiency Lesson: Using Variation in Reports Exercise 16: Activate and Use Variation in a Report Lesson: Creating and Using Report Extracts Exercise 17: Create and Use an Extract for a Report Lesson: Using Background Jobs Exercise 18: Execute a Report with a Background Job

Unit 7:

Report Formatting

Reports in a Live System Lesson: Using Online Settings and Connections Exercise 19: Send Reports as Mail Lesson: Using the Report/Report Interface Exercise 20: Attach Reports from Other Report Groups to a Report Lesson: Assigning User and Report Groups to a Role Lesson: Transporting Report Objects

Unit 8:

Introduction to Sets Lesson: Introducing Sets Exercise 21: Create a Single-Dimension Set and Use it in a Report

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Course Overview TARGET AUDIENCE This course is intended for the following audiences: ●

Project team members

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Introduction to the Report Painter and Report Writer

Lesson 1 Introducing the Report Painter and Report Writer

Lesson 2 Understanding the Report Writer Components Exercise 1: Explain the Components of a Report Exercise 2: Understand the Relationship Between the Report Components

7 11 13

Lesson 3 Configuring the Report Writer Components Exercise 3: Create a Library

UNIT OBJECTIVES ●

List the reporting tools available in the SAP system

Explain the uses of the Report Painter

List the Report Writer components and the relationship between them

Configure the Report Writer components

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Unit 1 Lesson 1 2

Introducing the Report Painter and Report Writer

LESSON OVERVIEW This lesson provides an overview of the Report Painter and Report Writer

It discusses the reporting tools available in an SAP system

Use the demonstration How to Configure Report Writer Libraries and Directories,

to explain the concept of the Report Writer libraries and directories

Business Example You work as a financial consultant

Your organization wants you to create the Cost Center Accounting reports

For this reason,

you require the following knowledge: ●

An understanding of the reporting tools available in the SAP system

An understanding of the uses of the Report Painter

LESSON OBJECTIVES After completing this lesson,

List the reporting tools available in the SAP system

Explain the uses of the Report Painter

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Lesson: Introducing the Report Painter and Report Writer

Report Painter and Report Writer Overview

Figure 1: Overview of the Reporting Tools in the SAP System

Provide a brief description of the reporting tools currently available in the SAP system,

as well as the tools that have developed historically

Explain the position of the Report Painter and Report Writer reporting tools

You may refer to SAP Netweaver Business Warehouse (SAP Netweaver BW)

The SAP system includes the following reporting tools: QuickViewer and SAP Query

QuickViewer and SAP Query are menu-driven tools that help a user compile lists

SAP Query offers  an extensive suite of functions that enable a user to define and compile reports,

The user can choose the data for the list from any SAP system table

The Report Painter Report Painter allows users to report on data from a broad range of applications

The form layout tool enables  users to view the report in the form that appears after the data is output

Report Writer Report Writer uses sets exclusively to map the row and column structures,

thereby supporting more complex reports

Drilldown reporting Drilldown reporting is an online information system featuring user-friendly functions that help you navigate through data

Use the drilldown reporting tool to evaluate data on the basis of all the characteristics contained in the drilldown data

This tool enables you to drilldown to the detail of any key figure

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Unit 1: Introduction to the Report Painter and Report Writer

Logistics Information System (LIS) LIS allows users to analyze data using both standard and flexible analyses

Standard analyses are based on statistics files,

or information structures in LIS,

in which important key figures are updated directly from the relevant application

Flexible analysis can be used to evaluate the SAP data structures,

and forms the basis for ad-hoc analyses

Overview of the Report Painter and Report Writer Applications

Figure 2: Overview of the Report Painter and Report Writer Applications

The figure provides an overview of the applications that work with the Report Painter and Report Writer

Tell the participants that the Report Painter can be used to compile drilldown reports and define planning layouts

However,

it is only used to define Report Writer reports

Discuss the advantages of the Report Painter over the Report Writer graphical user interface

Provide an overview of the applications that work with the Report Painter and Report Writer

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Lesson: Introducing the Report Painter and Report Writer

Utility of the Report Painter

Figure 3: Utility of the Report Painter

The graphical user interface (GUI) of the Report Painter can be used for various purposes: ● Defining planning layouts ●

Defining drilldown reports

Defining Report Writer reports

Note: This course discusses how to compile Report Writer reports using the Report Painter

Report Painter as a User Interface

Figure 4: Report Painter as a User Interface

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Unit 1: Introduction to the Report Painter and Report Writer

Report Painter performs a similar function but is easier to use than Report Writer

Creating reports with the Report Painter does not require familiarity with the set concept of Report Writer

The Report Painter is based on the What You See Is What You Get (WYSIWYG) principle

It uses a graphical report structure that forms the basis of the report definition and displays the rows and columns of the report as they appear when the report is compiled

The Report Painter represents the interface between the user and Report Writer

Reports created in Report Painter are converted and executed by the system in Report Writer

LESSON SUMMARY You should now be able to:

List the reporting tools available in the SAP system

Explain the uses of the Report Painter

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Unit 1 Lesson 2 6

Understanding the Report Writer Components

LESSON OVERVIEW This lesson explains the relationship between the Report Writer components

Business Example You work as a financial consultant for an organization

Your organization needs you to create the Cost Center Accounting reports using Report Painter

For this reason,

you require the following knowledge: ●

An understanding of the Report Writer components

LESSON OBJECTIVES After completing this lesson,

List the Report Writer components and the relationship between them

Report Writer Components

Figure 5: Report Writer Components

Provide an overview of the relationships between the individual Report Writer components

Explain the components using the CCSS table as an example

The components of Report Writer are as follows:

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Unit 1: Introduction to the Report Painter and Report Writer

Reporting table A reporting table contains all of the fields that can be used to compile a report

Each report in a Report Writer is based on a reporting table

The Overhead Cost Controlling reports use the CCSS table

The logical reporting table includes one or more physical database tables

Characteristics are non-numeric fields

Characteristics include accounts,

Basic key figures are numeric value fields,

A key figure consists of a basic key figure and one or more characteristics

Use key figures to define standard columns,

which can be reused in reports

Key figures include actual costs in the current fiscal year and planned costs in the closed fiscal year

Library A library is a collection of characteristics,

and key figures that are selected from the entries in a Report Writer table

SAP ships a wide variety of standard libraries

You can also create libraries to satisfy your own reporting requirements

Report A new report must be created against a library

Before a report is run,

it must be included in a report group

Report group A report group contains one or more reports

When a report group is generated,

executable ABAP programs are created to select and format the data

Hierarchy of the Report Writer Components

Figure 6: Hierarchy of the Report Writer Components

The CCSS reporting table is shipped for Overhead Cost Controlling reports

The standard libraries include the 1VK

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Lesson: Understanding the Report Writer Components

Note: For more examples,

Library

Figure 7: Library

Every report is assigned to a library

You can also create libraries to fulfill your own reporting requirements

SAP ships a wide variety of standard libraries

A library includes the following elements: Characteristics

A characteristic is a non-numeric field

Examples of characteristics include accounts,

Basic key figures A basic key figure is a numeric value field

Examples of basic key figures include local currency,

Key figures A key figure comprises a basic key figure and one or more characteristics

Use key figures to define standard columns,

which you can reuse in your reports

Examples of key figures include actual costs in the current fiscal year and planned costs in the closed fiscal year

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Unit 1: Introduction to the Report Painter and Report Writer

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Unit 1 Exercise 1 9

Explain the Components of a Report

Business Example To create a report using the Report Painter,

you need to understand what each components is used for

  Define the key terms associated with the Report Painter

What is a characteristic

What is a basic key figure

What is a key figure

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Unit 1 Solution 1 10

Explain the Components of a Report

Business Example To create a report using the Report Painter,

you need to understand what each components is used for

  Define the key terms associated with the Report Painter

What is a characteristic

also called a "field" or "dimension" in previous versions,

Examples of characteristics include accounts,

When these characteristics are combined they form a unique key that identifies data records for database retrieval

The organizational elements can be regarded as characteristics

What is a basic key figure

? a) A basic key figure is a value field,

such as posted amounts or quantities

Basic key figures are used to determine the value fields that should be displayed in a report,

What is a key figure

? a) A key figure contains a basic key figure  combined with restricting characteristics

These characteristics,

such as the value type actual and plan are used as additions to the basic key figure

Key figures are predefined columns that are used to quickly define reports for the data fields that are frequently represented in reports

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Unit 1 Exercise 2 11

Understand the Relationship Between the Report Components

Business Example There are many reporting tables available to choose from,

and the Report Painter is used in a variety of applications

Using the CCSS table,

you need to create reports in the Report Painter to address the internal reporting needs in Management Accounting

Task 1 Explain the relationship between the reporting table,

What is the purpose of a reporting table

Name some reporting tables in SAP ERP and the applications for which these reporting tables are created

Reporting Table

Description

What is the purpose of a library

For one of the reporting tables in SAP ERP that you previously listed,

locate the libraries associated with that table

Reporting Table

Library

What is the purpose of a report group

Complete the following table for the 1SIP-001 report shipped with SAP ERP

Requirement

1SIP-001

Reporting table Library Report group

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Unit 1 Solution 2 13

Understand the Relationship Between the Report Components

Business Example There are many reporting tables available to choose from,

and the Report Painter is used in a variety of applications

Using the CCSS table,

you need to create reports in the Report Painter to address the internal reporting needs in Management Accounting

Task 1 Explain the relationship between the reporting table,

What is the purpose of a reporting table

? a) A reporting table contains a list of characteristics,

and key figures  that can be used to create a report library

These characteristics and basic key figures are the data fields accumulated for your application area

Name some reporting tables in SAP ERP and the applications for which these reporting tables are created

Reporting Table

Description

a) On the SAP Easy Access screen,

choose Information Systems  →  Ad Hoc Reports  →  Report Painter  →  Utilities  → Catalog  →  Reports or run the GR3L transaction

b) On the Directory: Report screen,

from the input help of the Table field,

point out the following entries: Reporting Table

Description

Report Table for Overhead Cost Controlling

EC-PCA: Totals Table

Report Table for Cost Object Controlling CO Object

SIS: Customer Statistics

What is the purpose of a library

? a) A library is a subset of the fields in a reporting table

It can be used to create a precise list of characteristics,

and key figures for which you are reporting

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Lesson: Understanding the Report Writer Components

Users are authorized to use libraries

Therefore,

libraries can be used to restrict user access to certain data

In addition,

libraries can also be used to organize reports by their content

For one of the reporting tables in SAP ERP that you previously listed,

locate the libraries associated with that table

Reporting Table

Library

a) On the SAP Easy Access screen,

choose Information Systems  →  Ad Hoc Reports  →  Report Painter →  Utilities  →  Catalog  →  Reports or run the GR3L transaction

b) On the Directory: Report screen,

from the input help of the Library field,

point out the following entries: Reporting Table

Library

What is the purpose of a report group

? a) A report group helps a user to group similar reports in order to enhance performance

When reports contain the same characteristics and share the same data,

the data is selected faster and processing time is shorter

This is because the report data is selected only once for all reports in the group,

as compared to individual selection for each report

Task 2 1

Complete the following table for the 1SIP-001 report shipped with SAP ERP

Requirement

1SIP-001

Reporting table Library Report group a) On the SAP Easy Access screen,

choose Information Systems → Ad Hoc Reports → Report Painter → Utilities → Catalog → Reports or run the GR3L transaction

b) On the Directory: Report screen,

enter 1SIP-001 in the Report field

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(Execute) or choose Program  →  Execute

Unit 1: Introduction to the Report Painter and Report Writer

(Execute) again

e) On the Cost Centers: Actual/Plan/Variance: Selection screen,

choose Environment  → Technical Information to read the technical information

f) In the Technical Information for Report Group 1SIP dialog box,

g) The report 1SIP-001 has the following requirements and values:

Requirement

1SIP-001

Reporting table

Library

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Lesson: Understanding the Report Writer Components

LESSON SUMMARY You should now be able to: ●

List the Report Writer components and the relationship between them

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Unit 1 Lesson 3 17

Configuring the Report Writer Components

LESSON OVERVIEW This lesson explains how to configure and edit the Report Writer components

Business Example You work as a financial consultant

Your organization needs you to create the Cost Center Accounting reports using Report Writer

For this reason,

you require the following knowledge: ●

An understanding of library maintenance

LESSON OBJECTIVES After completing this lesson,

Configure the Report Writer components

Library Maintenance

Figure 8: Library Maintenance

When a library is maintained,

the position you assign to the characteristics,

and key figures determines the order in which they appear on the report

How to Configure the Report Writer Libraries and Directories 1

Create a library

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Lesson: Configuring the Report Writer Components

a) On the SAP Easy Access screen,

choose Information Systems  →  Ad Hoc Reports  →  Report Painter  →  Report Writer  →  Library  →  Create

b) Enter ZRP in the Library field

c) Enter CCSS in the Table field

d) On the Create Library: Initial screen,

choose the Characteristics pushbutton

e) On the Create Library: Characteristics screen,

perform the following tasks: a) Select the following characteristics: ●

b) Choose the Basic key figures pushbutton

f) On the Create Library: Basic Key Figures screen,

perform the following tasks: a) Select the following key figures: ●

b) Choose the Key figures pushbutton

c) Select the following key figures: ●

Note: The VALUTYP characteristic is set automatically

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Unit 1: Introduction to the Report Painter and Report Writer

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Unit 1 Exercise 3 19

Create a Library

Business Example Using the CCSS table,

you need to create the Report Painter reports to address the internal reporting needs in Management Accounting

Configure the Report Writer components

Create library Z## (## is your two-digit group number) with description CA705 group ##

As a template,

Delete the selections for all the key figures and for all of the basic key figures

Note the characteristics,

and key figures of the following report:

Figure 9: Actual or Plan Variance Report

Figure 10: Statistical Key Figures Section

Position the characteristics,

and key figures in the order assigned

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Unit 1 Solution 3 20

Create a Library

Business Example Using the CCSS table,

you need to create the Report Painter reports to address the internal reporting needs in Management Accounting

Configure the Report Writer components

Create library Z## (## is your two-digit group number) with description CA705 group ##

As a template,

Delete the selections for all the key figures and for all of the basic key figures

Note the characteristics,

and key figures of the following report:

Figure 9: Actual or Plan Variance Report

Figure 10: Statistical Key Figures Section

Position the characteristics,

and key figures in the order assigned

© Copyright

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Lesson: Configuring the Report Writer Components

a) On the SAP Easy Access screen,

choose Information Systems  →  Ad Hoc Reports  →  Report Painter  →  Report Writer  →  Library  →  Create or run the GR21 transaction

b) On the Create Library: Initial screen,

enter the following data:  Field

Library

enter 1VK in the Library field

d) Choose Continue or press ENTER

e) On the Create Library: Header screen,

perform the following tasks: a) Enter CA705 Group ## in the Description field

b) Choose the Key figures pushbutton

f) On the Create Library: Key Figures screen,

perform the following tasks: a) Choose Edit → Deselect all or choose  figures

(Deselect all) to deselect all the key

b) Choose the Basic key figures pushbutton

g) On the Create Library: Basic Key Figures screen,

perform the following tasks: a) Choose Edit → Deselect all or choose  figures

(Deselect all) to deselect all the basic key

b) Choose the Characteristics pushbutton

h) On the Create Library: Characteristics screen,

choose Edit  →  Deselect all or choose (Deselect all) to deselect all the characteristics

i) Select the Controlling area (KOKRS),

Cost center (KOSTL),

Cost elements (KSTAR),

Fiscal year (GJAHR),

Period (PERBL),

Value type (WRTTP),

Version (VERSN),

Statistical key figures (STAGR),

and Valuation (VALUTYP) characteristics

j) Arrange these characteristics in an order by giving them position numbers 1-9

k) On the Create Library: Characteristics screen,

choose the Basic key figures pushbutton

Quantities (SMEG),

and Stat qty (SSME) basic key figures

m) Arrange these basic key figures in an order by giving them position numbers 1-3

n) On the Create Library: Basic Key Figures screen,

choose the Key figures pushbutton

o) Select the Actual costs (ISWKG),

Actual qty (ISMEG),

Actual stat qty (ISSME),

Plan costs (PSWKG),

Plan qty (PSMEG),

and Plan stat qty (PSSME) key figures

p) Arrange these key figures in the order in which they are listed in the table by giving them position numbers 1-6

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Unit 1: Introduction to the Report Painter and Report Writer

LESSON SUMMARY You should now be able to: ●

Configure the Report Writer components

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Learning Assessment

______________ and  _____________ are menu-driven tools that help a user compile lists

Choose the correct answers

A The Report Painter

B QuickViewer

C Report Writer

D SAP Query

Creating reports with the Report Painter requires a familiarity with the set concept of Report Writer

Determine whether this statement is true or false

The ________________provided by SAP ERP is an online information system featuring userfriendly functions that help navigate data

Choose the correct answer

A Report Painter

B Drilldown reporting facility

C Report Writer

D Logistics Information System (LIS)

What are the three main uses of the graphical user interface (GUI) of the Report Painter

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Unit 1: Learning Assessment

The data in Logistics Information System (LIS) is analyzed using standard and flexible analyses

Determine whether this statement is true or false

Report Writer represents the interface between a user and the Report Painter

Determine whether this statement is true or false

A Report Writer library is a collection of characteristics,

and key figures that are selected from the entries in a Report Painter table

Determine whether this statement is true or false

A characteristic is a numeric field

Determine whether this statement is true or false

The _____________ contains all of the fields that can be used to compile a report

Choose the correct answer

A library

B reporting table

C characteristic

D key figure

A basic key figure is a numeric field

Determine whether this statement is true or false

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Unit 1: Learning Assessment

When a library is maintained,

the position you assign to the characteristics,

and key figures determines the order in which they appear on the report

Determine whether this statement is true or false

The description for the __________ table is report table for Overhead Cost Controlling

Choose the correct answer

A GLPCT

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Learning Assessment

- Answers

______________ and  _____________ are menu-driven tools that help a user compile lists

Choose the correct answers

A The Report Painter

B QuickViewer

C Report Writer

D SAP Query

Creating reports with the Report Painter requires a familiarity with the set concept of Report Writer

Determine whether this statement is true or false

The ________________provided by SAP ERP is an online information system featuring userfriendly functions that help navigate data

Choose the correct answer

A Report Painter

B Drilldown reporting facility

C Report Writer

D Logistics Information System (LIS)

What are the three main uses of the graphical user interface (GUI) of the Report Painter

? The graphical user interface of the Report Painter can be used to define planning layouts,

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Unit 1: Learning Assessment

- Answers

The data in Logistics Information System (LIS) is analyzed using standard and flexible analyses

Determine whether this statement is true or false

Report Writer represents the interface between a user and the Report Painter

Determine whether this statement is true or false

A Report Writer library is a collection of characteristics,

and key figures that are selected from the entries in a Report Painter table

Determine whether this statement is true or false

A characteristic is a numeric field

Determine whether this statement is true or false

The _____________ contains all of the fields that can be used to compile a report

Choose the correct answer

A library

B reporting table

C characteristic

D key figure

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Unit 1: Learning Assessment

- Answers

A basic key figure is a numeric field

Determine whether this statement is true or false

When a library is maintained,

the position you assign to the characteristics,

and key figures determines the order in which they appear on the report

Determine whether this statement is true or false

The description for the __________ table is report table for Overhead Cost Controlling

Choose the correct answer

A GLPCT

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Creating Reports Using Report Painter

Lesson 1 Creating Basic Report Painter Reports Exercise 4: Build a Report with a Total Row

Lesson 2 Using Report Groups Exercise 5: Add a Report to a Report Group and Execute the Report

Lesson 3 Using Row Explosion Exercise 6: Use the Explode Row Function in a Report

Lesson 4 Using Hierarchies in Reports Exercise 7: Use Hierarchies: Sequence (Sort)

Lesson 5 Using Variables and Text in Report Painter Reports Exercise 8: Use Variables in a Report Painter Report

UNIT OBJECTIVES ●

Define the structure of a Report Painter report including rows,

Generate and execute a report

Use hierarchies to subtotal reports

Use hierarchies to sort reports

Use variables for report definition

Enter text in reports

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Unit 2 Lesson 1 30

Creating Basic Report Painter Reports

LESSON OVERVIEW This lesson describes the structure of a Report Painter report and explains how to structure a Report Painter report

The lesson also explains how to define rows,

and general data in a Report Painter

Demonstrate how to create a basic report when you explain how to define rows,

Business Example You work as a financial consultant for an organization

You are a member of a project team and are responsible for creating reports using Report Painter and Report Writer

The management of your organization wants to know how much each cost center spends toward each account

To present the details of each cost center to your management,

you need to create a report using Report Painter

For this reason,

you require the following knowledge: ●

An understanding of how to define the structure of a Report Painter report

An understanding of how to define rows and columns in a Report Painter report

An understanding of how to define general data selections in a Report Painter report

LESSON OBJECTIVES After completing this lesson,

Define the structure of a Report Painter report including rows,

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Lesson: Creating Basic Report Painter Reports

Basic Report Structures

Figure 11: Structure of Report Painter Reports – Overview

The figure shows an overview of the structure of a Report Painter report

Report Structure

Figure 12: Basic Report Structure

To define a report,

you must determine the row and column structure and the general data selection criteria

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Unit 2: Creating Reports Using Report Painter

Report Painter Report Structures

Figure 13: Report Painter Report Structures

Discuss the concepts of "characteristics" and "basic key figures" in detail because these concepts are essential for understanding the report definition

Using the Report Painter,

and general selection criteria

The rows contain characteristic values or groups of values

The columns contain basic key figures,

you also can enter characteristic values for key figures,

which are combinations of basic key figures and characteristic values such as planned costs or actual quantities

You define general data selections by entering characteristic values that are valid throughout the report

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Lesson: Creating Basic Report Painter Reports

Row and Column Definition

Figure 14: Row and Column Definition

Explain how rows and columns are defined,

using the example shown in the figure as a reference

To define a row,

you can use either a combination of characteristic values or a formula

Columns contain a combination of a key figure and optional restricting characteristic values

You can also use predefined columns to display business-relevant combinations of key figures and characteristics,

such as actual costs in the current period and planned activity

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Unit 2: Creating Reports Using Report Painter

Row Definition

Figure 15: Row Definition

To define rows,

select the characteristics you want to display in the rows and enter the appropriate values

You can enter specific values,

or a group created in the master data maintenance

Formula Rows

Figure 16: Formula Rows

Yu use the formula editor to define formula rows

The formulas refer to other rows in the same section,

and to cells you have selected in the report

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Lesson: Creating Basic Report Painter Reports

Use of Key Figures

Figure 17: Use of Key Figures

SAP delivers various predefined columns for libraries in Overhead Cost Management

You can copy these predefined columns directly into your reports and then modify them as necessary

Single Column

Figure 18: Single Column

To define a column,

you combine a single key figure with characteristics

To restrict the characteristics,

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Unit 2: Creating Reports Using Report Painter

Formula Columns

Figure 19: Formula Columns

Using the formula editor,

you can calculate additional columns in a section

The formulas used refer to other columns in the same section or to cells you have selected in the report

Data Restriction in Reports

Figure 20: Data Restriction

In the general data selection you enter characteristics the values of which restrict the data processed in the entire report

For example you can define that the report outputs values for a specific range of cost centers or a specific plan version

You can also define that entries are variable so the user executing the report will enter the valid value in the report selection screen

For example setting the fiscal year charateristic as variable will allow the user to select the fiscal year when executing the report

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Lesson: Creating Basic Report Painter Reports

How to Create and Execute a Basic Report Painter Report Demonstrate the steps listed in the Build a Report with a Total Row exercise

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Unit 2: Creating Reports Using Report Painter

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Unit 2 Exercise 4 37

Build a Report with a Total Row

Business Example The management wants you to create a report that shows how actual cost center costs compare to planned costs,

and the resulting variances for the current year

To create the report,

Task Create a report that contains the information shown in the following figure:

Figure 21: Report Layout

The general selection criteria throughout the report are the controlling area 1000,

Use the Report Painter to build the report

Name the report Z1##-001

Give a description

Create your report for your own library Z##

Note: Define column 1 using Predefined key figure

Define column 2 using Key figure with characteristics

Use the following cost element groups: Cost Element Group

Description

OAS_WAGES

OAS_SALAR

Salaries

OAS_P_IMP

Define rows

Define row 4 – Formula (Total)

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Unit 2: Creating Reports Using Report Painter

Define column 1 – Actual Costs

Define column 2 – Plan Costs

Define column 3 – Formula (Variance)

Define general data selections

Check and save the report

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Unit 2 Solution 4 39

Build a Report with a Total Row

Business Example The management wants you to create a report that shows how actual cost center costs compare to planned costs,

and the resulting variances for the current year

To create the report,

Task Create a report that contains the information shown in the following figure:

Figure 21: Report Layout

The general selection criteria throughout the report are the controlling area 1000,

Use the Report Painter to build the report

Name the report Z1##-001

Give a description

Create your report for your own library Z##

Note: Define column 1 using Predefined key figure

Define column 2 using Key figure with characteristics

Use the following cost element groups: Cost Element Group

Description

OAS_WAGES

OAS_SALAR

Salaries

OAS_P_IMP

a) On the SAP Easy Access screen,

choose Information Systems → Ad Hoc Reports → Report Painter → Report → Create or run the GRR1 transaction

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Unit 2: Creating Reports Using Report Painter

b) On the Report Painter: Create Report screen,

enter the following data: Field

Library

Z1##-001

Description

c) Choose the Create pushbutton to access the report definition interface

Define rows

a) On the Report Painter: Create Report screen,

b) On the Available characteristics pane,

 (Move selected to left)

d) On the Selected characteristics pane,

select the SET or Hierarchy node ON/OFF checkbox

e) Enter OAS_WAGES in the From field

g) In the Selection of set 2 Entries dialog box,

select the cost element group OAS_WAGES and choose Enter

h) On the Element definition: Row 1 screen,

Note: You have now defined Row 1

Define Row 2 and Row 3 in a similar way

Choose the element type Characteristics and the cost element groups OAS_SALAR and OAS_P_IMP,

Define row 4 – Formula (Total)

a) On the Report Painter: Create Report screen,

b) In the Select element type dialog box,

select the Formula radio button

(Confirm) or press ENTER

d) In the Enter Formula dialog box,

define the Total row as Y001 + Y002 + Y003

(Confirm) or press ENTER

f) In the Text maintenance dialog box,

enter Total in the Short field

g) Choose the Copy short text pushbutton to copy the text to the Medium and Long fields

(Confirm) or press ENTER

Define column 1 – Actual Costs

a) On the Report Painter: Create Report screen,

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Lesson: Creating Basic Report Painter Reports

b) In the Select element type dialog box,

select the Predefined key figure radio button

(Confirm) or press ENTER

d) In the Choose predefined column dialog box,

select the Actual costs radio button

(Confirm) or press ENTER

f) In the Element definition: Actual costs screen,

Define column 2 – Plan Costs

a) On the Report Painter: Create Report screen,

b) In the Select element type dialog box,

select the Key figure with characteristics radio button

(Confirm) or press ENTER

d) On the Element definition: Column 2 screen,

enter Costs in the Basic key figure field

e) In the Selected characteristics pane,

enter the following data: Name

Value Type

Version

Valuation

(Change Texts)

g) In the Text maintenance dialog box,

h) Choose the Copy short text pushbutton to copy the text to the Medium and Long fields

(Confirm) or press ENTER

j) On the Element definition: Plan screen,

Define column 3 – Formula (Variance)

a) On the Report Painter: Create Report screen,

b) In the Select element type dialog box,

select the Formula radio button

(Confirm) or press ENTER

d) In the Enter Formula dialog box,

define the Variance column as X001

(Confirm) or press ENTER

f) In the Text maintenance dialog box,

enter Variance in the Short field

g) Choose the Copy short text pushbutton to copy the text to the Medium and Long fields

 (Confirm) or press ENTER

Define general data selections

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Unit 2: Creating Reports Using Report Painter

a) On the Report Painter: Create Report screen,

b) On the Element definition: General data selection screen,

Fiscal Year,

Period,  and Cost Center characteristics from the Available characteristics pane to the Selected characteristics pane

c) On the Selected characteristics pane,

enter the following data: Name

CO Area

Fiscal Year

Current fiscal year

Cost Center

d) Select the SET or Hierarchy node ON/OFF checkbox for Cost Center

e) Choose the Confirm pushbutton

Check and save the report

a) To check the report for any errors,

choose  choose Report → Check You can also press F6

 (Check) or

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Lesson: Creating Basic Report Painter Reports

LESSON SUMMARY You should now be able to: ●

Define the structure of a Report Painter report including rows,

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Unit 2 Lesson 2 44

Using Report Groups

LESSON OVERVIEW This lesson explains how to generate and execute reports using report groups

The lesson also describes how to use variables for report definition

Business Example The management of the organization wants you to create a report that includes details of how much each cost center spends toward each account

You create this report using the Report Painter

The management wants you to group this report to a report group

To improve processing times,

reports that read the same data are grouped together in report groups

The management wants you to assign the cost center spending report to a report group and generate and execute the report group

  For this reason,

you require the following knowledge: ●

An understanding of how to use report groups to generate and execute reports

An understanding of using variables for report definition

LESSON OBJECTIVES After completing this lesson,

Generate and execute a report

Report Groups

Figure 22: Report Generation and Execution

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Lesson: Using Report Groups

Briefly summarize the purpose and benefits of the concept of the report group

A report must be included in a report group for the report to be output

A report group is a collection of reports that is stored in a library and executed in one run

Combining several reports in a report group is useful when the reports evaluate the same dataset because the data is read once and then displayed in different reports

It is not possible to process reports from different libraries in the same report group

How to Create and Execute a Report Group Demonstrate the steps based on the exercise Add a Report to a Report Group and Execute the Report

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Unit 2: Creating Reports Using Report Painter

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Unit 2 Exercise 5 47

Add a Report to a Report Group and Execute the Report

Business Example The management wants you to create a report that displays cost center actual costs in comparison with planned costs and the resulting variances for the current year

You must use the Report Painter to create this report

Assign the report to a report group and execute the report

Assign the report to a report group

Execute the report

List the difference between a key figure and a basic key figure with characteristics

What is the difference between generating and executing a report group

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Unit 2 Solution 5 48

Add a Report to a Report Group and Execute the Report

Business Example The management wants you to create a report that displays cost center actual costs in comparison with planned costs and the resulting variances for the current year

You must use the Report Painter to create this report

Assign the report to a report group and execute the report

Assign the report to a report group

a) On the SAP Easy Access screen,

choose Information Systems → Ad Hoc Reports → Report Painter → Report → Change

b) On the Report Painter: Change Report screen,

c) Choose Environment →  Assign report group

d) In the Insert Report in Report Group dialog box,

enter Z1## in the Report Group field and choose

(Confirm)

e) In the Create report group dialog box,

choose the Yes button to create the report group that is assigned to the Z## library

Execute the report

a) On the SAP Easy Access screen,

choose Information Systems → Ad Hoc Reports → Report Painter → Report → Display

b) On the Report Painter: Display Report screen,

c) On the Report Painter: Display Report screen,

choose the Execute pushbutton or choose Report  → Execute

choose the Execute pushbutton again

List the difference between a key figure and a basic key figure with characteristics

a) A key figure has already been defined in SAP ERP by SAP or by another member of your reporting team

A basic key figure column with restricting characteristics is a column in which you define the column information dynamically

What is the difference between generating and executing a report group

? a) Generating a report group creates the ABAP code for the report

Executing the report group executes the ABAP code

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Lesson: Using Report Groups

LESSON SUMMARY You should now be able to: ●

Generate and execute a report

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Unit 2 Lesson 3 50

Using Row Explosion

LESSON OVERVIEW This lesson explains how to explode report rows

Business Example You work as a financial consultant for an organization

The management of your organization wants to know how much each cost center is spending toward each account

You have created this report using Report Painter

When defining these reports,

you need to use hierarchy functions to subtotal the reports

For this reason,

you require the following knowledge: ●

An understanding of how to explode report rows

LESSON OBJECTIVES After completing this lesson,

Use hierarchies to subtotal reports

Row Explosion

Figure 23: Report Rows Explosion

When selecting groups,

ranges or several single values to define rows,

you choose whether only a totals row is displayed,

or if the complete group hierarchy with subtotals is exploded,

or if each value is displayed in a seperate row

The system by default only displays those rows for which corresponding data exists

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Lesson: Using Row Explosion

How to Explode Rows Demonstrate task 2 of exercise Use the Explode Row Function in a Report

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Unit 2: Creating Reports Using Report Painter

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Unit 2 Exercise 6 51

Use the Explode Row Function in a Report

Business Example The management wants you to create a report using hierarchy showing various criteria,

Analyze an existing hierarchy and use different explode options for your report

Task 1 Refer to the figure and answer the following questions:

Figure 24: Period Hierarchy

When the hierarchy is used as a report,

how does the report results screen appear when the explode level is set to Explode

When the hierarchy is used as a report,

how does the report results screen appear when the explode level is set to "do not explode"

When the hierarchy is used as a report,

how does the report results screen appear when the explode level is set to single values

Task 2 Create another report Z2##-001 with the following structure:

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Unit 2: Creating Reports Using Report Painter

Figure 25: Overhead Cost Hierarchy

The general selection criteria throughout the entire report are controlling area 1000,

The cost element group CA705_COST contains all accounts,

including the subtotals listed in this report

The report can contain automatic subtotals because cost element groups are used instead of row formulas

Use the appropriate explode level to obtain this row structure

Name the report Z2##-001 and assign it to report group Z2##

Use library Z##

To define report Z2##-001,

Define a report and name it as Z2##-001

Define row

Define column 1 – Actual Costs

Define column 3 – Formula (Variance)

Define general data selections

Check and save the report

Assign the report to a report group

Execute the report

Modify your report to test the explode options and observe the changes in your report results

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Unit 2 Solution 6 53

Use the Explode Row Function in a Report

Business Example The management wants you to create a report using hierarchy showing various criteria,

Analyze an existing hierarchy and use different explode options for your report

Task 1 Refer to the figure and answer the following questions:

Figure 24: Period Hierarchy

When the hierarchy is used as a report,

how does the report results screen appear when the explode level is set to Explode

? a) 1 2 3 *Q1 4 5 6 *Q2 **First six months 7 8 9 *Q3 10

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Unit 2: Creating Reports Using Report Painter

When the hierarchy is used as a report,

how does the report results screen appear when the explode level is set to "do not explode"

When the hierarchy is used as a report,

how does the report results screen appear when the explode level is set to single values

10 11 12

Task 2 Create another report Z2##-001 with the following structure:

Figure 25: Overhead Cost Hierarchy

The general selection criteria throughout the entire report are controlling area 1000,

The cost element group CA705_COST contains all accounts,

including the subtotals listed in this report

The report can contain automatic subtotals because cost element groups are used instead of row formulas

Use the appropri