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Reporting Overview (Course Number)

Learn about SAP R/3 reports, report types, formats, customizations, and execution process for effective business analysis and decision-making.

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Reporting Overview (Course Number)

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  1. Reporting Overview(Course Number)

  2. Course Content • Unit 1 – Reporting Overview • Unit 2 – Accessing and Executing Reports • Unit 3 – Viewing and Customizing Reports • Unit 4 – Printing and Exporting Reports General Reporting Overview

  3. Learning Objectives • Describe SAP R/3 reports • Describe the types of reports available in SAP R/3 • Access reports using a menu path or transaction code • Enter selection criteria for the report • Create and use variants • Execute reports • Customize report data (filter, sort, subtotal, etc.) • Drilldown to a source document from a report • Modify the layout of the report data • Print reports • Export reports from SAP R/3 General Reporting Overview

  4. Prerequisites and Roles • Prerequisites: • SAP Overview and Navigation • Roles: • All Users of the SAP system General Reporting Overview

  5. Key Terminology Changes General Reporting Overview

  6. Key Process Benefits • Benefit 1 • Benefit 2 • Benefit 3 • Benefit 4 General Reporting Overview

  7. Unit 1 – Reporting Overview • Topic 1 – enter topic one here • Topic 2 – enter topic two here • Topic 3 – enter topic three here General Reporting Overview

  8. Unit 1 - Learning Objectives • At the end of this unit you should be able to: • Describe SAP R/3 reports • Identify the different types of reports available in SAP R/3 • Identify the different formats of SAP R/3 reports • Describe the reporting process • Describe the changes brought about by SAP reporting General Reporting Overview

  9. SAP R/3 Reports A report is an executable program designed to extract information from the SAP R/3 database. • SAP R/3 reports evaluate the data according to pre-determined criteriaand present the results in a list format. • Report results can be customized for further analysis, such as drilling-downinto report details, sorting the data, etc. General Reporting Overview

  10. Reports Types of SAP R/3 Reports There are two types of reports available from SAP R/3. 1. SAP R/3 Standard Reports 2. ABC Customized Reports There are a variety of reports available through SAP R/3 that have been developed and customized to meet the business and reporting requirements of ABC Company. SAP R/3 furnishes a variety of standard reports, such as accounting, procurement, financial, etc. General Reporting Overview

  11. SAP R/3 Report Formats Two common formats of SAP R/3 reports are list displays and hierarchy reports. The main difference between these two types of reports is that you can perform additional reporting functions on hierarchy reports. Displays a list of records that meet the selection criteria Allows drilldown into lower levels of detail or the source document Allows such reporting functions as sorting, filtering, subtotaling, etc.   List Displays    Hierarchy Reports General Reporting Overview

  12. Report Examples Hierarchy report List report General Reporting Overview

  13. Types of Hierarchy Reports There are many different types of hierarchy reports that meet specific reporting and business requirements. • For example, internal order reports are often of the following types: summary, comparison, analysis, and master data. • Cost center reports are often of the following types: line-item, comparison, master dataor plan Hierarchy Reports Summary Reports Line-Item Reports Comparison Reports Analysis Reports Master Data Reports Plan Reports General Reporting Overview

  14. Select the report in SAP R/3 Log on to SAP The Reporting Process Overview 1. 3. 2. Enter selection criteria 5. 6. 4. Print or export the report Customize the report data Execute the report General Reporting Overview

  15. Key Terms and Concepts • Drilldown • You can drilldown into the report to view additional details from source documents • Selection Criteria • Selection criteria are fields that you can use to enter values for retrieving data for the report. • For example, you can use selection criteria to limit your report to specific dates, customers, cities, etc. • Variant • A selection variant is a collection of selection criteria values that have been saved and can be re-used. • A report display variant is a saved layout of a report. • NOTE: A display variant (report layout) should not be confused with a variant (selection criteria values). General Reporting Overview

  16. Key Process Changes General Reporting Overview

  17. Unit Review • What two types of reports are available in SAP R/3? • SAP R/3 Standard Reports • ABC Customized Reports • The two common SAP R/3 report formats are: • List Display • Hierarchy Reports • Is SAP R/3 report data always up-to-date and does it reflect all posting activities as soon as they occur? • Yes ! General Reporting Overview

  18. Unit 1 - Summary General Reporting Overview

  19. Unit 2 – Accessing and Executing Reports • Topic 1 – enter topic one here • Topic 2 – enter topic two here • Topic 3 – enter topic three here General Reporting Overview

  20. Unit 2 - Learning Objectives • Upon completion of this chapter, you will be able to: • Access a report using the SAP R/3 menu • Access a report using a transaction code • Enter selection criteria for the report • Create and use variants • Execute a report in the foreground or background General Reporting Overview

  21. Key Terminology Changes General Reporting Overview

  22. Access SAP R/3 Reports There are two ways to access reports in SAP R/3. • You can locate the report in the SAP R/3 menu within an application folder. For example, Accounting, Logistics, etc. • You can enter the report’s transaction code, if applicable, in the command field. Let us explore each of these methods for accessing SAP R/3 reports in more detail. General Reporting Overview

  23. Access Reports from an Application Folder Reports can be accessed through an application folder. 1 Click on a triangle to open the folder menu. Continue doing this until you reach the report you want to process. 2 Double-click the report you want to process. General Reporting Overview

  24. 1 Enter the transaction code in the command field. FBL1N 2 Click or press Enter on the keyboard. TIP: Refer to the SAP R/3 Basic Navigation course for information on how to find a transaction code. Access Reports using Transaction Codes Another way to access an SAP R/3 report is by entering the unique code that corresponds with the report (known as the transaction code) in the command field.NOTE: Transaction codes are a faster alternative to using the SAP R/3 menu to access a report. General Reporting Overview

  25. Enter Selection Criteria • Once you select the report that you want to run, you need to define the type and amount of information you want to be displayed in the report. • Note the following: • Selection criteria fields vary depending upon the report you select. • Only data that matches the selection criteria is displayed in the report. • The use of selection criteria offers the following benefits: • You can limit the length of the report. • You can minimize the processing time needed by SAP R/3 for data retrieval. • You can extract relevant data and exclude unwanted data. General Reporting Overview

  26. 2 Multiple Selection icon: Use this icon to enter multiple single values and ranges of values for a selection criteria. You can also exclude one or more single values or ranges of values. (Refer to the SAP R/3 Basic Navigation course for information on the multiple selection functionality). 1 Selection criteria fields: Use these fields to enter a single value or a range of values for the selection criteria. If you don’t know the value you want to enter, you can search for it. (Refer to the SAP R/3 Basic Navigation course for information on searching for data). 5 Execute icon: Use this icon to execute the report after you have entered values for the selection criteria. Enter icon: Use this icon to validate that the values entered for the selection criteria are valid. 3 Dynamic selection icon: Use this icon to specify additional fields (fields not currently displayed) as selection criteria. 4 Enter Selection Criteria Enter the selection criteria for retrieving data for the report as follows: General Reporting Overview

  27. 1 Click to specify additional selection criteria. Specify Additional Selection Criteria In addition to the selection criteria that are displayed on the screen, some reports allow you to specify additional fields that you can use as selection criteria. You can access these fields using the Dynamic Selection icon. 3 The selected field(s) will appear on the screen. You can now enter values in these fields. 2 Double-click the field(s) you want to use as selection criteria. The selected fields will have a green highlight. General Reporting Overview

  28. Create a Variant • Before you execute the report, you can save the values that you enter in the selection criteria fields as a variant: • A variant is a group of selection criteria values that have been saved for future use. • You can “recall” the variant of saved values at a later time without having to enter the values each time you want to run the report. • When you select a saved variant, the selection criteria values will automatically default in the selection screen. • A report can have several different variants, with each variant retrieving different types of information. General Reporting Overview

  29. Name a New Selection or Display Variant Selection Variants and Display Variants can be created as: • Standard variants • User-defined variants • Standard variant names • Standard variant names begin with a backslash (/) • Standard variants have been created for all users • Note: Do not alter a standard variant. You can use a standard variant as is or as the basis for a user-defined variant, however, you MUST check the user-defined checkbox and save the altered variant under a new user-defined variant name. • User-defined variant names • Always start the variant name with the letter Z. • Follow the Z with your initials and a brief description of the purpose of the variant • You can enter any name and description as long as it is within the character limits of the field • For examples, Z ECC Cleared Invoices by Vendor General Reporting Overview

  30. 1 Select Goto > Variants > Save as variant… to save the selection criteria values as a variant. Steps to Create a Variant After you have entered your selection criteria, complete the following three steps to create a variant. Note: Refer to slide Name a New Selection or Display Variant for information on variant naming conventions 3 Click to save the variant. 2 Enter a Variant name and Description. You can enter any name and description as long as it is within the character limits of the field. General Reporting Overview

  31. 1 Click to use a variant for the report. 2 Click to get a list of variants that you have created for this report. 3 Select the variant you want to use. 4 Click to continue. The selection criteria values saved in this variant will automatically default in the selection screen. Steps to Use a Saved Variant Complete the following three steps to use a saved variant in a report. Note: Refer to slide Name a New Selection or Display Variant for information on variant naming conventions General Reporting Overview

  32. Click to execute the report in the foreground. The report will appear on the screen. Select Program > Execute in background to execute the report in the background. Specify the print parameters in the Background Print Parameters pop-up window. Execute a Report Once you have entered values for the selection criteria (either manually or by using a variant) you are ready to execute the report. You have the option of running the report in the foreground or the background. • Short reports (one or two pages in length) may be run in the foreground. • Longer reports (longer than a couple pages) should be run in the background, due to degradation of the system. General Reporting Overview

  33. Execute a Report When you click to execute the report in the foreground, the report data that meets the selection criteria will be displayed on the screen. Note: We will discuss reporting functions in the next chapter. General Reporting Overview

  34. 1) 2) 3) Unit Review • Which of these icons would you use to execute a report? • icon number 2, the execute icon. • What is the term for a collection of fields that you can use to enter values for retrieving data for a report? • Selection criteria General Reporting Overview

  35. Unit 2 - Summary • You are now able to: • Access a report using the SAP R/3 menu • Access a report using a transaction code • Enter selection criteria for the report • Create and use variants • Execute a report in the foreground or background General Reporting Overview

  36. Unit 3 – Viewing and Customizing Reports • Topic 1 – enter topic one here • Topic 2 – enter topic two here • Topic 3 – enter topic three here General Reporting Overview

  37. Unit 3 - Learning Objectives • Upon completion of this chapter, you will be able to: • View report data • Identify ways in which you can customize the report • Identify the common icons on the reporting toolbar • Sort the report data • Filter the report data • Subtotal the report data • Drilldown into report data • Modify the layout of the report data • Search for data in the report General Reporting Overview

  38. Key Terminology Changes General Reporting Overview

  39. Reporting Toolbar Report Data View Report Data When you click to execute the report in the foreground, the report data that meets the selection criteria will be displayed on the screen. General Reporting Overview

  40. Customize a Report • You can customize the SAP R/3 report to meet your business and reporting needs as follows: • You can sort the report data. • For example, sort the report data by the posting date of the invoice in ascending order. • You can filter the report data (i.e., you can restrict it to display data for specific values only). • For example, view the line items of a posted invoice. • You can drilldown into the report data to view additional lower-level details. • For example, view the line items of a posted invoice. • You can total and subtotal values in a column. • You can change the layout of the report by changing the position and width of columns and by adding or hiding columns. General Reporting Overview

  41. Key Terms and Concepts • Filtering • Filtering allows you to restrict the report data. For example: • You can display revenue data for a specific revenue account only. • You can select the Vendor column and restrict the report data to view data for only one vendor. • Drilldown • Drilldown allows you to navigate on a row of report data to a lower level of detail. • For example, you can drill from a revenue node of Profit & Loss to a specific revenue account. General Reporting Overview

  42. Key Terms and Concepts (2) • Drill-across • Drill-across allows you to navigate on a column of report data to a lower level of detail. • For example, you can display all the territories for a given revenue account within a row. • Sorting • Sorting allows you to sort the data in a selected column in ascending or descending order. • For example, you can sort the revenue figures in a selected column from highest to lowest (descending). General Reporting Overview

  43. Reporting Toolbar • You can use the reporting toolbar to customize the report. • The reporting toolbar displays the most common functions that appear on most reports as well as some report-specific icons. • Not all icons will appear on the reporting toolbar for all reports. Now let us review some of the most common report icons and their uses. General Reporting Overview

  44. Reporting Toolbar Change Document: Select a row of data and then click this icon to make changes to the source document for the selected row. Column icons: Use these icons to navigate to the first, previous, next and last report columns. Report-specific icons Set Filter: Select a column and then click this icon to filter the report so that it only displays data for a restricted number of values. For example, Display Document: Select a row of data and then click this icon to drilldown into the source document for the selected row. General Reporting Overview

  45. Reporting Toolbar Sort in Ascending Order: Select a column and then click this icon to sort the data in ascending order (lowest to highest). Sort in Descending Order: Select a column and then click this icon to sort the data in descending order (highest to lowest). Change Layout: Use this icon to change the layout of the report data. You can change the position and length of the columns and you can also hide columns. Save Layout: Use this icon to save the current layout as a display variant that you can use again for this report. Select Layout: Use this icon to select a layout from a list of saved layouts (display variant). General Reporting Overview

  46. Reporting Toolbar Subtotals: Select a column and then click this icon to subtotal the data by the selected column. For example, select the Vendor column to view invoice amounts for each vendor. Total: Select a column with numbers and then click this icon to calculate the total amount for all the rows. Collapse: Use this icon to collapse the detail rows and view only summarized or subtotaled rows. Expand: Use this icon to view all the rows of the report (if any detail rows have been collapsed). Note: the Expand and Collapse icons are “grayed,” in this example, indicating that these options are unavailable. General Reporting Overview

  47. 2 Click to sort the selected column in ascending order or click to sort in descending order. 1 Select the column by which you want to sort the report data. Sort Report Data • You can sort the report data in ascending or descending order by a selected column. • For example, sort the data by posting date in ascending order. General Reporting Overview

  48. Click to select the filter values. 2 1 Select a column by which you want to filter report data. Filter Report Data • You can filter the report data to restrict the display to one or more values in a selected column. • For example, you want to view data for only a few vendors. General Reporting Overview

  49. 1 Enter the value(s) by which you want to filter the report data. You can enter a single value or a range of values. You can click to enter multiple values or ranges or to exclude one or more values. Click to continue. The report data will display data only for the selected values. 2 Filter Report Data Enter the value(s) by which you want to restrict the report data. General Reporting Overview

  50. Click to sub-total the data by the selected column. 1 Select a column by which you want to sub-total the report data. Total/Subtotal Report Data You can sum up the total value of amounts in a selected column. Once totaled, you can subtotal the amounts by another column. 2 General Reporting Overview

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