Create User-Defined Reports

Creating User-Defined Report Painter Reports

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 user-defined reports.

You can also use standard references objects to construct your own reports: libraries, 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.

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.
See also:
Maintain libraries
Models are one-dimensional report modules in which you predefine complete blocks of rows or columns. These are incorporated later in your report definition.
To produce several reports of a library in one selection run, you can combine these reports to a report group. This is very helpful if the reports are to analyze mostly the same data.
While you can define reports without assigning them to a report group, these reports cannot be executed.
To execute a report, you must first assign it to at least one report group.
Variables are maintained in the IMG for "Financial Accounting" under "Special ledger -> Tools -> Set maintenance -> Maintain variables.
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.
Predefined columns contain useful combinations of characteristics and key figures that you can use in your reports.
Example:
Total actual costs, period 1 - 12, 1995, version 0
This predefined column consists of:
the characteristics "Period"
"Fiscal year"
"Version"
"Value type"
the key figure "Total costs"

Requirements

To create reports for user-defined libraries with Report Painter, you must maintain the libraries first.

Standard settings

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.

Recommendation

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).

You can use reports as models in one library only, but you can copy reports from other libraries.

Activities

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 sufficient:
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 Writer.
Select a column by double clicking.
Choose "Key figure with characteristics" or "Default columns" for the column structure.
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 well.
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 library.
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 corresponding library.
Maintain Library
b) If necessary, create a new layout or change an existing one.
Standard layouts are maintained in the IMG activity Maintain Standard Layout.
c) If necessary, maintain the standard default columns.
In Report Painter, choose "Set maintenance -> Data set entries -> Maintenance".
d) If necessary, create new row and column models.
Proceed as described in the definition of report rows and columns.
e) For further report definition proceed as described in step 1.
3. Determine general selections
General selections include the characteristics according to which you select data for a report, but which are not to be identified in report rows or columns.
4. Save your report.
5. Insert your report into a report group.

Further Notes

Note on transport

To transport Report Painter reports, see the IMG activity Transport Report Writer Objects in the IMG for Financial Accounting under "Special Purpose Ledger -> Tools -> Transport".

For more information on user-defined reports, see the R/3 Library under "Controlling -> Cost Center Accounting -> Cost Center Accounting Information System -> Defining Reports".

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 their reports.

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 components.

For detailed information on the individual report components, see Preliminary steps.

Recommendation

Actions

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 the report.
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 block 2.
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:
You can create basic sets or single dimension sets, for example in order to group cost elements together for later use in the row block.
You can create datasets that you want to use later as a column block. In a dataset you can use formulas, for example to get a column called "Variances".
Example: Dataset plan/actual
Entry no. 001: PSWKG (total plan)
Entry no. 002: ISWKG (total actual)
Entry no. 003: ='002' - '001' (variance)

Note

For Product Cost Controlling, the relevant report tables are KKBC (CO object, Cost Object Controlling), KKBE (cost components), and KKBU (unit costing).

Further Information

For detailed information on using the Report Writer, see the online documentation under FI Special Purpose Ledger .