A great number of reporting requirements are solved by standard
R/3 System reports. If, however, non-standard requirements remain
unfulfilled, you can use
Report Painter for simple, quick definition of
You can also use standard references objects to construct your
standard layouts , default columns, and row and column
models , all in the standard R/3 System, can available
for custom reports.
A report can consist of several "logical" pages. This is useful
if you wish to construct managerial key figures, such as costs per
employee. You can switch between logical pages and carry out
calculations with them.
Report Painter report definition requires several
preparatory steps, depending on the complexity of the
report to be generated.
Standard layouts are maintained in the IMG "Financial
Accounting" under "Special Ledger -> Information System ->
For each of these categories you need
to select the objects to be used in reports of the specific
library. You define the sequence of the objects in the selection
lists of the Report Painter in field "Position". Frequently used
objects should be at the top of the list.
Variables are maintained in the IMG
for "Financial Accounting" under "Special ledger -> Tools ->
Set maintenance ->
Variables allow you to create reports
with flexible contents. Variables are report parameters that you
define when you execute the report. Normally, the delivered
parameters are sufficient.
Create or change predefined columns
Predefined columns contain useful
combinations of characteristics and key figures that you can use in
Total actual costs, period 1 - 12,
1995, version 0
This predefined column consists
the characteristics "Period"
the key figure "Total costs"
To create reports for user-defined libraries with Report
Painter, you must maintain the
The standard R/3 System includes many standard layouts and
column and row models, as well as default columns for libraries
1VK, 1GK, 1AB, 1RU, and 7KK. As a rule these standard modules are
sufficient for report definition.
In general, do not change a standard report because any changes
will be overwritten when importing new reports from client 000
(which supplies standard reports).
To make small changes to a standard, use the report as a model,
copy it to another name, and change the copy only. Choose "Report
You can use reports as models in one
library only, but you can copy reports from other libraries.
The procedure when defining a Report Painter report depends on
how far the supplied standards satisfy your requirements.
1. If the libraries, layouts, row and
column models, and default columns in the standard R/3 System are
a) Define report columns by using the
supplied default columns and characteristics as well as formulas
and standard layouts in the standard library.
You can construct columns from
characteristics, formulas, or predefined columns. Predefined
columns can be changed by inserting further characteristics. You
can also use variables, but only those already defined in Report
Select a column by double
Choose "Key figure with
characteristics" or "Default columns" for the column
If you choose "Key figure with
characteristics", use the dialog window to mark the key figure to
be used in the report.
In the following dialog window,
choose the characteristics to be used in the column and afterwards
specify the characteristic values as individual values, groups,
intervals, or variables.
To define all possible values for a
chosen characteristic, enter an asterisk (*); to define an initial
value, enter a pound sign (#).
To use variables, choose "Variables
on/off". The R/3 System automatically indicates the appropriate
field and automatically adjusts the field length. Choose "Possible
entries" to display all existing variables.
If you choose "Default columns",
specify one of the standard default columns in the dialog window.
You can then change or expand upon the suggested characteristics
and characteristic values.
To define a further report column,
select the element type "Formula" in the dialog window. Use the
formula editor to select other report columns and predefined cells
to define a formula which calulates a value for the column.
Enter a column text. Choose "Copy" to
copy the short text to the fields "Middle" and "Long" as
You can also use variables in a
column text. To store a variable, enter an ampersand (&)
followed by a variable name. When you activate "Key" as text type
in the standard report layout under "Column text", the report
issues the current value of the variable. If you activate "Name",
the report issues the name of the current value.
b) Define report rows by using the
characteristics or row models available in the standard
All steps in row definition are
similar to those in column definition.
2. If the libraries, layouts, and row
and column models do not meet your requirements:
a) If necessary, maintain the
To transport Report Painter reports, see the IMG activity
Report Writer Objects in the IMG for Financial
Accounting under "Special Purpose Ledger -> Tools ->
For more information on user-defined reports, see the R/3
Library under "Controlling -> Cost Center Accounting -> Cost
Center Accounting Information System -> Defining
Creating User-Defined Report Painter Reports
You can also use the Report Writer tool to create your own
reports. However, this tool is more difficult to use than the
Report Painter and requires more knowledge of the system. Users who
do not have this knowledge should use the Report Painter to define
The technique you use to define Report Writer reports is the
same as that of the Report Painter. Just as with the Report
Painter, you can use libraries, standard layouts, predefined
columns, characteristics, and variables to create your reports. You
can access standard modules or define your own report
You should not change the standard reports, because when you
import new SAP reports from client 000 (the client in which the
standard reports are delivered) your changes will be
If you want to modify a standard report, you should create your
report with a sandard report as a template. However, you can also
copy the standard report under a new name, and only change the
copy. To do this, choose Report -> Copy. Although you can only
use reports as a template when they are in the same library, when
you copy you can use reports from other libaries.
1. If the libraries, predefined
columns, and sets in the standard system do not meet your
requirements, proceed as follows:
a) In the header of the report,
define general information on the structure of the report, such as
the standard layout to be used.
b) You define the columns of your
report by specifying column blocks. You can access key figures or
predefined columns on the library, or use datasets that are
available for the corresponding report table. The sequence of the
entries within a column block determines how the columns appear in
c) You define the rows of your report
by specifying a row block. This is a set that was normally created
for the characteristic "cost element" and contains a variable that
allows a cost element or cost element group to be entered when the
report is accessed.
d) If you want to have multiple
sections within your report (such as the cost elements in the upper
section output quantities in the lower section), you must define
multiple row and column blocks accordingly. Row block 1 normally
refers to column block 1, while row block 2 is combined with column
e) Define general selections for your
report. This is information that you have not added to the rows nor
the columns, and that refer to the report as a whole. Here you can
either add a set that consists of single values (such as for all
controlling areas you want to report on) or a set variable. The use
of a set variable allows you to determine the contents of the
variable when you access the report (such as the fiscal year,
period, or order number).
f) Save your report.
g) Create a report group and assign
it to your report.
2. If the report components supplied
in the standard system do not meet your requirements, you can
create your own: