Report Painter - User Manual V 1.1

Table of Contents
1.
Library...................................................................................4
1.1
Create Library.............................................................................................................. 4
1.1.1
1.2
1.2.1
1.2.2
1.2.3
1.3
1.4
2.
Header Information............................................................................................................5
Change Library............................................................................................................ 7
Add / Remove Characteristic.............................................................................................8
Add / Remove Basic Key Figure.......................................................................................11
Add / Remove Key Figure.................................................................................................13
Display Library........................................................................................................... 15
Delete Library............................................................................................................. 16
Sets.....................................................................................18
2.1
Create Set.................................................................................................................. 18
2.1.1
2.1.2
2.1.3
2.1.4
2.2
2.3
2.4
3.
Create
Create
Create
Create
Basic Set...............................................................................................................18
single set..............................................................................................................23
Key Figure............................................................................................................26
Multi Set...............................................................................................................28
Change Set................................................................................................................ 30
Display Set................................................................................................................. 32
Delete Set.................................................................................................................. 33
Report.................................................................................35
3.1
Create Report............................................................................................................ 35
3.1.1
3.1.2
3.1.3
3.1.4
3.1.5
3.1.6
3.1.7
3.1.8
3.2
3.3
3.4
4.
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
4.15
4.16
4.17
4.18
Create Report...................................................................................................................35
Create Reports Row........................................................................................................37
Create Reports Column...................................................................................................40
Create Reports General data selection...........................................................................42
Create Reports Variation.................................................................................................43
Create Reports Layout....................................................................................................44
Assign Report Group to the report...................................................................................45
Save report......................................................................................................................47
Change Report........................................................................................................... 48
Display Report........................................................................................................... 50
Delete Report............................................................................................................. 52
Build A Report from Standard SAP library......................53

Step 1......................................................................................................................... 53
Step 2......................................................................................................................... 54
Step 3......................................................................................................................... 56
Step 4......................................................................................................................... 57
Step 5......................................................................................................................... 59
Step 6......................................................................................................................... 59
Step 7......................................................................................................................... 61
Step 8......................................................................................................................... 61
Step 9......................................................................................................................... 63
Step 10.................................................................................................................. 64
Step 11................................................................................................................... 66
Step 12.................................................................................................................. 68
Step 13.................................................................................................................. 70
Step 14.................................................................................................................. 72
Step 15.................................................................................................................. 74
Step 16.................................................................................................................. 75
Step 17.................................................................................................................. 77
Step 18.................................................................................................................. 77
1. Library
Trigger:
Required a new report apart from the standard or customize report delivered
Business Process Overview
All reports are in libraries. A library is a collection of characteristics, basic key figures, and key
figures
A characteristic (called a field or dimension in previous releases) is a nonnumeric field.

Examples of characteristics are account, cost center, and business area.
A basic key figure (key figure in previous releases) is a numerical value field. Examples of
basic key figures:local currency, total costs, and activity quantity.
A key figure consists of a basic key figure and one or more characteristics. Using
predefined columns, you can define standard columns that you can then use in your reports
repeatedly. Examples of key figures:actual costs in current year, plan costs in closed year.
The reports contained in the library can only use the characteristics, basic key figures, and key
figures defined for this specific library.
1.1 Create Library

Access Transaction:
Via Menu Path
Via Transaction Code
SAP Menu Information systems Ad Hoc Reports Report

painter Report Writer Library Create
GR21
Procedure:
Field Name
R/O/C
Description
Library
Give a name to the new library. SAP

standard naming conversion for
customize object commonly start with the
letter Z
This new library is limited to 3 chars and
you are not able to use an existing library
name.
Table (new entry)
Table contains the data you want to use in

your report.
Example: CCSS for overhead cost controlling
or FAGLFLEXT for GL
Please use the search help or F4 button to
view the table description
R- Required field, O Optional field, C Conditional field

Enter / Choose the following information:
1. Enter a new library

2. Enter the table
3. If you want to create a library by copying an existing library, enter the name of
the library that you want to copy in the Copy from - Library field.
4. Choose Header button
1.1.1 Header Information

General information and authorization group of the library
Field Name
R/O/C
Description
Description
The description of the library

The text which will appear in the search
help

1. Enter description
2. Choose Save button
1.2 Change Library
Access Transaction:
Via Menu Path

painter Report Writer Library Change
GR22
Procedure:
Field Name
R/O/C
Description

letter Z or Y
name.
Library

1. Enter library
2. Choose Header Button
3. Overwrite existing values with your changes
5. Choose Extras history to view the change history of the library
1.2.1 Add / Remove Characteristic
The characteristics you assign to the library determine the characteristics you can use in the
reports contained in the library. The system automatically adds the characteristics to the
library that are needed in any case
Field Name
R/O/C
Description
For each field in a library you can

enter a set which is then proposed
automatically as a selection set when
you create a new report (but not when
you copy a report using a reference).
Default Set
This is very useful if all reports in a

library always use the same selection
set.
Pos
Position in the Report Painter selection list.

1. Choose the Characteristic by selecting the checkbox (If a characteristic is
already selected, this means that it was selected by the system
automatically)
2. To remove a characteristic from the library, deselecting the checkbox. (You
cannot deselect the characteristics that are selected by the system
automatically)
3. If required, enter a standard selection set for the characteristic, for

information on SET creation please refer to section 2 Sets (If all or most of
the reports contained in the library use the same set as the selection set, you
should enter this as the standard selection set. This standard selection set is
then displayed when you create a report assigned to this library).
4. Enter a consecutive number in Pos; this defines the order in which the
characteristics defined in the library appear in the Report Painter selection
lists
1.2.2 Add / Remove Basic Key Figure

The Basic key figures you define for a library in the column definition of the reports contained
n the library. Key figures are made up of a basic key figure and selection criteria for one or
more characteristics.
Field Name
R/O/C
Pos
Description

1. Choose the Basic Key Figure by selecting the checkbox (All basic key figures
are automatically assigned to the library)
2. To remove a Basic Key Figure from the library, deselecting the checkbox.
3. Enter a consecutive number in Pos. This number determines the order in
which the basic key figures defined in the library appear in the Report Painter
selection lists. (This allows you to position basic key figures that you use
regularly in your reports at the beginning of the selection lists.)
1.2.3 Add / Remove Key Figure

The key figures you define for a library in the column definition of the reports contained n the
library. Key figures are made up of a basic key figure and selection criteria for one or more
characteristics.
Field Name
R/O/C
Pos
Description

1. Choose the Key Figure by selecting the checkbox (All basic key figures are
automatically assigned to the library)
2. To remove a Key Figure from the library, deselecting the checkbox.
3. Enter a consecutive number in Pos. This number determines the order in
which the key figures defined in the library appear in the Report Painter
selection lists. (This allows you to position key figures that you use regularly
in your reports at the beginning of the selection lists.
1.3 Display Library
Access Transaction:
Via Menu Path

painter Report Writer Library Display
GR23
Procedure:
Field Name
R/O/C
Description

letter Z or Y
name.
Library

1. Enter library
2. Choose Header Button
1.4 Delete Library
Access Transaction:
Via Menu Path

painter Report Writer Library Delete
GR24
Procedure:
Field Name
R/O/C
Description

letter Z or Y
name.
Library

1. Enter library
2. Choose Delete
If you delete existing library characteristics, basic key figures, or key figures, an error will
occur during the next generation of any reports in this library that still use the deleted
characteristics, basic key figures, and/or key figures.
2. Sets
Trigger:
The Report Painter uses sets to structure and select report data.
Report structure and contents are defined according to the sets
that are used for rows, columns, and selection criteria. (Use the
set in the librarys characteristic)
You can use sets as:
A row block
The row block contains the characteristics that you want to include in the rows of your report
(for example, cost center and account numbers).
A column block
The column block contains the characteristics that you want to include in the columns of
your report (for example, periods, currencies, and amounts).
General selection criteria

The selection criteria contain the characteristics that you want to use to select the report
data (for example, year, period, company, and ledger).
Before you can begin creating a report, you must first create the sets that the report will use. If the
sets you need already exist in your system, you do not need to create new sets for a report. Also,
since sets are not report-specific, you can use the same sets for more than one report.
2.1 Create Set

2.1.1 Create Basic Set
A basic set contains values from one dimension. If you define a basic set for the dimension
Account, all values in the set must be accounts.
Access Transaction:
Via Menu Path

Painter Report Writer Set Create
GS01
Procedure:
R/O/C
Description
Set Name
Field Name
Give a name to the new set. SAP

letter Z
you are not able to use an existing Set
name.
Table
Choose value FAGLFLEXT
Field Name
R/O/C
Set Type
Description
Basic Set - These contain specific values,

such as account and cost center numbers.
Single Set Single-dimension sets are used
to create set hierarchies by combining basic
sets and other single-dimension sets that use
the same dimension.
Multi Set Multi-dimension sets are used to
create set hierarchies with sets that use
different dimensions.
Key Figure Set - These contain specific basic
key figures (such as transaction and local
currency). You can combine a basic key
figure with one or more additional dimensions
to create your own key figures.

1. Enter Set Name
2. Enter table
3. Choose a Set Type (depending on the set you wish to build)
4. Press Enter on keyboard
Choose RACCT Account
Number
Field Name
Field Name
R/O/C
Description
Field name from the database table you

previously selected

5. Choose to continue
Field Name
R/O/C
Description
Description of the set
Enter the description beside the basic set

Recommend you enter the description for
easy reference
From Value
Select the value for the field you selected
To Value
Select the value for the field you selected
short text of set line
The description for the value

6. Enter the From value
7. Enter the To value (if required)
8. Enter the short text of set line
2.1.2 Create single set

You use single-dimension sets to build hierarchies within a dimension. You create singledimension sets by combining basic sets and/or other single-dimension sets that use
the same dimension.
Example:
Click Enter
Give wild card
search
Field Name
R/O/C
Description
Enter the description beside the single

set
easy reference
Set Name
Select the set name (basic set)

1. Enter the Set Name
2.1.3 Create Key Figure

A key figure set is similar to a basic set because it contains specific set values. However, a
key figure set contains specific key figures. A basic key figure refers to a numerical value field
stored in a database table. You can combine a basic key figure with one or more additional
characteristics entered in a set to create a key figure. The set determines additional selection
conditions, such as the record type (actual or plan data) and the plan version.
R/O/C
Description
Description of the key figure

set
Field Name
Enter the description beside the key

figure set
easy reference
Key figure
Select a key Figure

1. Enter Key Figure
2. Enter the short text of set line
2.1.4 Create Multi Set

You use multi-dimension sets to create combinations of sets that use more than one
dimension. You create multi-dimension sets using basic, data, and single-dimension sets.
R/O/C
Description
Field Name
Enter the description beside the multi set

easy reference
Set Name
Select the set name

1. Enter the Set Name
2.2 Change Set

Access Transaction:
Via Menu Path

painter Report Writer Set Change
GS02
Procedure:
Field Name
Set Name
R/O/C
Description
Select the set name

1. Enter set name
2. Hit Enter on keyboard
Field Name
R/O/C

3. Enter set name
Description
2.3 Display Set

Access Transaction:
Via Menu Path

painter Report Writer Set Display
GS03
Procedure:
Field Name
R/O/C
Set Name
Description
Select the set name

1. Enter set name
Field Name
R/O/C
Description
2.4 Delete Set

Access Transaction:
Via Menu Path

painter Report Writer Set Delete
GS04
Procedure:
Field Name
Set Name
R/O/C
Description
Select the set name
1. Enter set name

Note:
You cannot delete a set which is used in another set or used in report.
3. Report
Trigger:
Report Painter reports using a graphical report structure, which forms the basis for the report
definition. This graphical structure displays the report rows and columns as they will appear in
the final report when the report data is output.
Report Painter reports using a graphical report structure, which forms the basis for the report
definition. This graphical structure displays the report rows and columns as they will appear in the
final report when the report data is output.
3.1 Create Report

3.1.1 Create Report
Access Transaction:
Via Menu Path

painter Create
GRR1
Procedure:
Field Name
R/O/C
Description
Library
Selected the library for the report
Report
Give a name to the new Report. SAP

letter Z OR Y
you are not able to use an existing report
name.
Description
Report Description
Report (copy from)
Only use when you want to copy another

report

1. Choose the Library
2. Enter the Report
3. Enter the report description

4. Choose button to
create
5. Enter the section description
3.1.2 Create Reports Row

6. Double click on row to set up the rows
7. Select the characteristic

8. Enter the value for the selected characteristic
9. Choose button
10. Choose button
3.1.2.1 Explode Row
11. Select the row to explode

12. Select edit
13. Select rows
14. Select explode
Select Expand
3.1.2.2 Create Rows Formula

15. Double click a new row
16. Select formula

17. Choose button
18. Select ID
19. Formulate the formula
20. Choose button
3.1.3 Create Reports Column

21. Double click on column to set up the column
22. Choose key figure with characteristics or predefined key figure

23. Choose button
24. Select basic key figure

25. Enter the value for the selected characteristic (if required)
26. Choose button
27. Choose button
3.1.3.1 Create Columns Formula

28. Double click a new column
29. Choose formula
30. Choose button
31. Select ID
32. Formulate the formula
33. Choose button
3.1.4 Create Reports General data selection

34. Choose to set up the
general data selection
35. Choose the characteristic for your selection screen

36. Enter the value either using a variable or default value
37. Choose button
38. Choose button
3.1.5 Create Reports Variation

39. Select Edit
40. Select Variation
41. Select Expand

42. Choose button
43. Below is an example of the output using variant expand
3.1.6 Create Reports Layout

44. Select formatting
45. Select report layout
46. Enter your preferred setting.
3.1.7 Assign Report Group to the report

47. Select Environment
48. Select Assign report group
49. Enter a new Report Group (please start the group with the letter Z or Y
50. Choose button to assign
3.1.8 Save report
51. Choose button to save the
report
3.2 Change Report

Access Transaction:
Via Menu Path

painter Change
GRR2
Procedure:
1. Choose the report you wish to change.
2. Made the required changes

3. Choose button
3.3 Display Report

Access Transaction:
Via Menu Path

painter Display
GRR3
Procedure:
1. Choose the report you wish to Display.
3.4 Delete Report

Access Transaction:
Via Menu Path

painter Delete
GRR4
Procedure:
4. Build A Report from Standard SAP library

Trigger:
Report Painter example
Report Painter example.
4.1 Step 1
Create a new library from Standard SAP library
Via Menu Path

painter Report Writer Library Create
GR21
1. E
nt
e
r
library = ZF1
2. Library (copy from) = 1VK
3. Choose header button
4. Enter a new description = Z: CC: training Library 1VK
5. Choose characteristic button
6. Check the Company Code
7. Enter Pos = 25
8. Choose button to save report
4.2 Step 2
Create a new report
Via Menu Path

painter Create
GRR1
1. E
n
t
e
r
library = ZF1
2. Enter report = ZRP-0001
3. Enter description = RP trg01
4. Choose Create button
4.3 Step 3
Define the lead column
1. Double click on lead column
2. Enter short field = cost ele.
3. Enter medium field = cost element
4. Enter long field = cost element
5. Choose button
4.4 Step 4
Define the row
1. Double click on row 1
2. Select Dr/Cr ind. CO from the available characteristics
3. Select cost element from the available characteristics
4. Choose button to move the
characteristic
5. Check set and variables for cost
element
6. Enter 1KSTAR in the from column
for cost element
7. Enter Dr/Cr ind. CO = S
8. Choose button to change the text

9. Choo
se
button
10. Choose button to check
11. Choose button to confirm
4.5 Step 5
Explode Row Debit
1. Select the debit row

2. Select Edit -> Rows -> Explode
3. Choose expand
4.
4.
4.
4.
4.
4.
4.
4.
Choose button
4.6 Step 6
Define the row
1. Double click on row 2
2. Select Dr/Cr ind. CO from the available characteristics
3. Select cost element from the available characteristics
4. Choose button to move the
characteristic
5. Check set and variables for cost
element
6. Enter 1KSTAR in the from column
for cost element
7. Enter Dr/Cr ind. CO = A

8. Choose button
9. Enter Dr/Cr ind. CO = H
10. Choose button
11. Enter Dr/Cr ind. CO = L
12. Choose button to change the text
13. Choo
se
button
4.7 Step 7
Explode Row Credit
1. Select the credit row
2. Select Edit -> Rows -> Explode
3. Choose expand for cost element
4.
4.
4.
4.
4.
4.
4.
4.
4.
Choose button
4.8 Step 8
Underscore debit and credit
1. Select the debit row
2. Go to formatting -> Row
3. Check Underscore
5. Choose
button
4. Do the
same for
Credit
4.9 Step 9
Rows Formula
1. Double
click on
the row 3
2. Choose Formula
3. Choose button
4. Choose Y001 Debit
5. Choose + sign
6. Choose Y002 Credit
7. C
h
o
o
s
e
button
8. Enter short field = Over/Under
9. Enter Medium field = Over/Underabsorption
10. Enter long field = Over/Underabsorption
11. Choos
e
button
4.10 Step
10
Extent
the
Lead column
width
1. Go to
formatting -> Report layout
2. Choose Lead Column tab

3. Change the value for Lead column Width = 50
4. Choose button
4.11 Step 11
Define the Column
1. Double Click on column 1
2. Choos
e key
figure
with
characteristics
3. Choose button
4. Choose Cost for the basic key Figure
5. Select value type
6. Select version
7. Select valuation
8. Move the 3 characteristics to selected characteristics
9. Enter value type = 4

10. Enter version = 0
11. Check variable
12. Enter valuation = 1VALUTP
13. Choose button for column text

14. Enter short field = Act. Costs
15. Enter Medium field = Actual Costs
16. Enter Long field = Actual Costs
17. Choos
e
button

4.12 Step 12
Define the Column
1. Double Click on column 2
2. Choos
e key
figure
with
characteristics
3. Choose button
4. Choose Cost for the basic key Figure
5. Enter value type = 1
6. Check variable
7. Enter version = 1VERP
8. Enter valuation = 0
9. Choose button for column text

10. Enter short field = Plan Costs
11. Enter Medium field = Planned Costs
12. Enter Long field = Planned Costs
13. Choos
e
button
14. Choos
e
button
to
check
15. Choos
e
button
to confirm
4.13 Step 13
Columns formula
1. Double click on column 3
2. Choose formula
3. Choose
button
4. Choose
X001
5. Choose
- sign
6. Choose
X002
7. C
h
o
o
s
e
button
8. Enter short field = Var.(Abs.)
9. Enter Medium field = Var.(Abs.)
10. Enter Long field = Var.(Abs.)

11. Choo
se
button
4.14 Step 14
Report Data Selection
1. Go to Edit -> Gen. data selection
2. Select CO Area
3. Select Cost Center
4. Select Fiscal Year
5. Select Period
6. Move the 4 characteristics to selected characteristics
7. Check from CO Area
8. Enter CO Area = 1KOKRE
9. Check from Cost Center
10. Enter Cost Center = 1KOSET
11. Check from Fiscal Year
12. Enter Fiscal Year = 1GJAHR
13. Check from Period
14. Enter Period (from) = 1PERIV
15. Check from Period
16. Enter Period (from) = 1PERIB

4.15 Step 15
Variation
1. Go to Edit -> Variation
2. Choose expand for Cost Center
3. Choose button
4.16 Step 16
Assign Report group
1. Go to Environment -> Assign report Group
2. Enter report Group = ZRG1

3. Choose
button
1. Choose button to create
4.17 Step 17
Save Report
1. Choose button to save report
4.18 Step 18
Run Report
1. Choose button to run report

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Table of Contents

Build A Report from Standard SAP library......................53

A characteristic (called a field or dimension in previous releases) is a nonnumeric field.

1.1 Create Library

SAP Menu Information systems Ad Hoc Reports Report

Give a name to the new library. SAP

Table (new entry)

Table contains the data you want to use in

R- Required field, O Optional field, C Conditional field

1. Enter a new library

1.1.1 Header Information

The description of the library

R- Required field, O Optional field, C Conditional field

1.2 Change Library

SAP Menu Information systems Ad Hoc Reports Report

Give a name to the new library. SAP

R- Required field, O Optional field, C Conditional field

1.2.1 Add / Remove Characteristic

For each field in a library you can

This is very useful if all reports in a

Position in the Report Painter selection list.

R- Required field, O Optional field, C Conditional field

3. If required, enter a standard selection set for the characteristic, for

1.2.2 Add / Remove Basic Key Figure

R- Required field, O Optional field, C Conditional field

1.2.3 Add / Remove Key Figure

R- Required field, O Optional field, C Conditional field

1.3 Display Library

SAP Menu Information systems Ad Hoc Reports Report

Give a name to the new library. SAP

R- Required field, O Optional field, C Conditional field

1.4 Delete Library

SAP Menu Information systems Ad Hoc Reports Report

Give a name to the new library. SAP

R- Required field, O Optional field, C Conditional field

General selection criteria

2.1 Create Set

SAP Menu Information systems Ad Hoc Reports Report

Give a name to the new set. SAP

Choose value FAGLFLEXT

Basic Set - These contain specific values,

R- Required field, O Optional field, C Conditional field

Field name from the database table you

R- Required field, O Optional field, C Conditional field

Description of the set

Enter the description beside the basic set

Select the value for the field you selected

Select the value for the field you selected

short text of set line

The description for the value

R- Required field, O Optional field, C Conditional field

2.1.2 Create single set

Description of the set

Enter the description beside the single

Select the set name (basic set)

R- Required field, O Optional field, C Conditional field

2.1.3 Create Key Figure

Description of the key figure

Enter the description beside the key

Select a key Figure

R- Required field, O Optional field, C Conditional field

2.1.4 Create Multi Set

Description of the set