Appendix A: Report Documentation Template A

Appendix B: Contents

Why Use a Template?........................................................................................... A–2

How to Use this Template.....................................................................................A–2
Application Area: Report Title..............................................................................A–3

Commonly Used Reports: Illustrations and Perspectives 1

Appendix A: Report Documentation Template
Application Area: Report Title

Why Use a Template?

Implementation and reporting teams in an enterprise are often faced with the task of
creating report documentation for their end-users.
The template described in this appendix is intended to jumpstart the report documentation
effort in your company.
Here are some of the reasons you should consider using a template to document the reports:
 Standard structure ensures that important information regarding a report is not
overlooked.
 Similar look-and-feel makes it easier to use, learn, and understand reports.
 Saves time and effort spent in producing report documentation.
 Helps standardize documentation across business units/areas in a company.

How to Use this Template

Follow these three simple steps to get started with this template:
Step 1: Copy the template file to your PC
The companion CD supplied with this guidebook contains a Microsoft Word 97 file named
Report_Docu_Template.dot. If you do not have a copy of the diskette, you may
download it from www.saplabs.com/rme.
Copy this file into the Templates folder on your PC. Generally, you will find this folder in the
following location on your PC: Program Files/Microsoft Office/Templates.
Step 2: Read the template instructions
Start by familiarizing yourself with the information blocks that make up the report
documentation. Pay close attention to the questions that each report block is intended to
answer.
Step 3: Use the template
Share this template with people involved with documenting R/3 reports in your company.
The reports featured in this guide were documented using the same template. Report
documentation in future releases of the R/3 System will be based on the same information
blocks. Feel free to modify the template to suit your needs.

Capturing screenshots:
For best results, use ALT+PrintScreen to save the screen image to your clipboard. Then,
choose Edit Paste Special. Make sure to deselect the Float over text box.

2 Reporting Made Easy

 Appendix A: Report Documentation Template
Application Area: Report Title

Application Area: Report Title

Commonly Used Reports: Illustrations and Perspectives 3

Appendix A: Report Documentation Template
Application Area: Report Title

Quick Access This section should provide direction for accessing the report.
 What is a commonly used menu path for accessing this report?
 What is the technical (program) name of the report?

Example:
To run this report, use one of the following access options:
Option 1: Menu Path

Information systems  Accounting  Financial accounting

General ledger  Select report
Information systems  Account information  Line items  G/L line items
Option 2: Program Name

Choose System  Services  Reporting and enter RFSOPO00 in the Program field.
Then, choose Execute to run the report.

Purpose This section should briefly outline the purpose of the report. A short description of a typical
business decision made with this report can be useful.
 What does this report do, in general?
 What does this report do from a business point of view?
 What business decisions might be considered with this report?
 How is this report useful?

Prerequisites Several reports require IMG configuration. Many reports will not run if certain data does
not exist. This should be explained here.
 Which prerequisites have to be fulfilled to execute the report?
 Which system settings have to be made to execute the report?

Integration This section should describe how this report, within this module, relates to other modules
and R/3 functionality. Users could decide here if the report is right for their role in their
company.
 Who would typically use this report? Where would this report be used?
 Which other reports can I call up from this report?
 Which integrated functions can I use from this report? (for example, from other
modules)
 Which other reports or functions do I need to be able to use this report?

Features Describe any significant features the user might need to make for processing this report
easier. For example: sorting, summations, refining the lists, etc.

4 Reporting Made Easy

 Appendix A: Report Documentation Template
Application Area: Report Title

 Describe any important features of the:

 Selection screen
 Output screen
 Delivered standard variants

Next Steps This section does not describe the displayed list; this is described under purpose, features
and the business example. Typically ‘reports’, in our definition, do not allow manipulation
of data. However, this section can explain how the business decision(s) to be made can be
carried out – within the report or outside of it.
 Can any data be manipulated on the database within this ‘report’? If so, what?
 How is this report often used to implement a business decision?

Commonly Used Reports: Illustrations and Perspectives 5

Appendix A: Report Documentation Template
Application Area: Report Title

Example: Include a business scenario for the sample report.

Guided Tour

1. Include the steps needed to run

this report.
2. Include a screenshot, where
applicable.
3. Use numbered circles 1 to
provide visual cues to the users.
To position the circled-numbers, 1
simply click the number and drag
it to the desired position. Sample Screen

6 Reporting Made Easy

 Appendix A: Report Documentation Template
Application Area: Report Title

Commonly Used Reports: Illustrations and Perspectives 7