Report painter in SAP


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Report painter and its details

Report painter in SAP

  1. 1. What is Report Painter?It is an SAP-standard visual report development tool which can be utilized within all financialsub-modules. Report Painter offers 80%-90% of RW (Report Writer) functionality but is 100%easier to use. GUI Interface makes development a snap.Painter reports can be used in drill-down reportingUnlike in drill-down reporting where reports and forms are separate, in Painter, the report form isthe report.Report Painter functionality has remained consistentPainter has remained consistent across R/3 versions. This has allowed the tool to remain a staplefor any reporting strategyPurposeYou use the Report Painter to create reports from data in the Special Purpose Ledger (FI-SL)application component and other SAP application components to meet your specific reportingrequirements.Many reporting requirements can be met using the standard reports provided by various SAPapplication components. However, if your reporting requirements are not fulfilled by SAP’sstandard reports, you can use the Report Painter to quickly and easily define your own reports.The Special Purpose Ledger (FI-SL) application component does not provide any standardReport Painter reports because you must first install your FI-SL system setup (database tablesand so on) to meet your specific business requirements.Advantages of the Report Painter include:  Easy and flexible report definition  Report definition without using sets  Direct layout controlIntegrationThe Report Painter is similar to the Report Writer, but is easier to use. Many of the Report Writerfunctions are available in the Report Painter, but you do not need to be familiar with ReportWriter concepts (such as sets) to be able to use the Report Painter.To facilitate report definition, you can use many of the standard reporting objects provided bySAP (such as libraries, row/column models, and standard layouts) in your own specific reports.When you create a Report Painter report, you can use groups (sets), but you can also entercharacteristic values directly.FeaturesYou define Report Painter reports using a graphical report structure, which forms the basis forthe report definition. This graphical structure displays the report rows and columns as they willappear in the final report when the report data is output. When you execute a Report Painterreport, the system automatically converts the Report Painter report into Report Writer format.You will find a procedure for creating a Report Painter report under Creating a Report PainterReport.
  2. 2. {Creating a Report Painter Report 1. From the relevant application, choose Tools ® Report Painter ® Report ® Create.The Report Painter: Create Report screen appears.You can also create Report Painter reports from any Report Writer screen. To do so,choose Report Writer ® Report Painter ® Create report.Enter the name of the library the report is to use, and a name and description for the report. Thereport name can be a maximum of eight characters long.If you want to create your report using an existing Report Painter report as a basis, enter thename of the report that you want to copy under Copy from. Both reports must use the samelibrary. 2. Choose Create.The next screen displays an empty report containing four rows and four columns (this is the basicstructure for a report). You define your report on this screen. 3. Enter or change the description for the report by double-clicking the report description field.A dialog box appears in which you can enter a short, medium, and long text for the reportdescription. 4. Define the rows of your report.Rows contain a combination of characteristic values or formulas. Note the lead column at thefirst position of the rows. The Report Painter uses the lead column to access the rows. You canreplace the description Lead column with a different term. 5. Define the columns of your report.Columns contain a combination of a basic key figure and optional restricting characteristicvalues. You can also use predefined key figures to present key figures and characteristics thatmake business sense. For example, a number of predefined key figures are delivered for thelibraries in Overhead Cost Controlling that can be copied directly into the reports, where theycan be modified as required. 6. Define general data selection criteria.The general data selection criteria restrict data selection for the report. 7. Choose Save and then Execute to create the report. 8. Assign the report to a report group.You have to display the report before you execute it, so that you can later change the reportlayout directly from the report list.Once you have defined a report, you can display and print out a table of contentswith Extras ® Overview.The overview contains the characteristics and characteristic values used in the individualsections, column blocks, and general data selection criteria. It also provides general information
  3. 3. such as the user who last changed the report, the report name, and the standard layout assigned tothe report, as well as details on the report formats. If you double-click an individualcharacteristic, you can see where this characteristic is used in the report definition.}You can add multiple reports to a report group. You can switch back and forth between thereports in a report group. If the system takes a long time to select the data for the report, SAPrecommends that you store the selected data in an extract. Once data is stored in an extract, it canbe output later without having to be selected again.Converting a Report Painter Report into a Report Writer ReportSince the Report Painter does not currently support all the functions of the Report Writer, youcan convert a Report Painter report into a Report Writer report so that you can use the completerange of functions provided by the Report Writer. To do this, follow the procedure for creating anew Report Writer report using the Report Painter report as a basis. The Report Painter report iscopied and becomes available as a Report Writer report. The system generates the required setsautomatically.You cannot, however, edit the sets generated in this way using the set maintenance function. Norcan you use these sets in other reports or functions.ExampleYou will find a detailed example for creating a Report Painter report under Create Actual/PlanComparison Report.Create Actual/Plan Comparison ReportThis section shows you step by step how to create an actual/plan comparison report with theReport Painter. The report contains information about the actual and plan values of variousbusiness areas.The following information is contained in the report: Actual costs Plan costs DifferenceSalariesOffice spaceTravel costsOffice supplies*Total of allaccountsProcedure
  4. 4. 1. Choose Information systems Ad-Hoc Reports Report Painter Report Create. In the Report Painter: Create Report screen, enter Library 1VK, assign your report a name, such as Test01, and a description, such as report with totals. Choose Create.2. Defining Rows: You can edit a row by double-clicking on it. For the first row, choose Cost element from the available characteristics in the dialog box Element definition: Row 1. In the From field for the cost element, enter 430000 (Wages account). Choose the Change short, middle and long texts button and enter wages as the short text. Press the Copy short text button to copy the short text entered to the other two text fields. Exit the text creation screen with Confirm. The dialog box Element definition: Wages screen is displayed. Choose confirm. The definition of row 1 is now complete. For all other rows, proceed in the same manner. When creating additional rows, you can select the element type. Select Characteristics in the Select element type dialog box and then choose Confirm. Use the following accounts: Account name Accounts Office space 470000 Travel costs 474100 Office supplies 4760003. Defining a formula row (totals row) To enter the totals row (row 5), in the Select element type dialog box, select Formula and then choose Confirm. In the Enter formula dialog box, add all parts of the formula: Y001 + Y002 + Y003 + Y004 and then choose Confirm. In the Enter texts dialog box, enter a text such as total of accounts in the short text field and copy it to the other text fields.4. Define Column 1 (Actual costs) You can edit a column by double-clicking on it. For the first column, in the Select element type dialog box select the element type Predefined key figure and choose confirm. In the Choose predefined column dialog box, select Actual costs and choose confirm. In the following Element definition: Actual cost screen, you can see how the predefined key figure has been defined. Choose confirm. Column 1 is defined.5. Define Column 2 (Plan costs) To define the second column, in the Select element type dialog box select the element type Key figure with characteristics and choose confirm. In the Element definition: Column 2 dialog box, enter value type 01 in the From field for plan values. Enter 0 for the version (current version). Enter 0 for the actual valuation. Choose the Change short,
  5. 5. middle and long texts button and enter a text such as plan costs. Choose Confirm in the Element definition: Plan cost dialog box. Column 2 is defined.6. Define formula column (difference) To define the third column, in the Select element type dialog box select the element type Formula and choose confirm. In the Enter formula dialog box, enter the parts of the formula (X001 - X002) to define the difference. Choose Confirm and enter Difference as the text in the Enter text dialog box. Copy the short text and choose Confirm. The formula column is defined.7. Define General Selections Choose Edit -> General data selection. The Element definition: General data selection dialog box is displayed. Select the values controlling area, fiscal year, period, and cost center from the available characteristics. Make the following entries for these characteristics: Characteristic Entry field Values Controlling area From 1000 Fiscal year From Current fiscal year (2000, for example) Period From 1 To 12 Cost center Select the Group field and make H1010 your entry in the From field. Choose confirm. The general data selections are defined.8. Check and save report Check the report for errors or missing characteristics by choosing Report  Check. Save your report by choosing Report Save.9. Assign report to a report group Choose Environment  Assign report group to assign your report to a report group. In the Insert Report in Report Group dialog box, enter the name of the report group to which the report is to be assigned. You can use an existing report group for library 1VK or you can create a new report group for library 1VK. Enter a name for the report group, such as
  6. 6. TEST. If this is a new report group, a dialog box will appear and you will be asked if you want to create a new report group. If you choose Yes, your report is included in this report group.10. Execute report From the Report Painter: Create Report screen, choose Report Execute.