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Table of Contents

1.

Library...................................................................................4

1.1

Create Library.............................................................................................................. 4

1.1.1

1.2

1.2.1
1.2.2
1.2.3

1.3
1.4

2.

Header Information............................................................................................................5

Change Library............................................................................................................ 7
Add / Remove Characteristic.............................................................................................8
Add / Remove Basic Key Figure.......................................................................................11
Add / Remove Key Figure.................................................................................................13

Display Library........................................................................................................... 15
Delete Library............................................................................................................. 16

Sets.....................................................................................18

2.1

Create Set.................................................................................................................. 18

2.1.1
2.1.2
2.1.3
2.1.4

2.2
2.3
2.4

3.

Create
Create
Create
Create

Basic Set...............................................................................................................18
single set..............................................................................................................23
Key Figure............................................................................................................26
Multi Set...............................................................................................................28

Change Set................................................................................................................ 30
Display Set................................................................................................................. 32
Delete Set.................................................................................................................. 33

Report.................................................................................35

3.1

Create Report............................................................................................................ 35

3.1.1
3.1.2
3.1.3
3.1.4
3.1.5
3.1.6
3.1.7
3.1.8

3.2
3.3
3.4

4.
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
4.15
4.16
4.17
4.18

Create Report...................................................................................................................35
Create Reports Row........................................................................................................37
Create Reports Column...................................................................................................40
Create Reports General data selection...........................................................................42
Create Reports Variation.................................................................................................43
Create Reports Layout....................................................................................................44
Assign Report Group to the report...................................................................................45
Save report......................................................................................................................47

Change Report........................................................................................................... 48
Display Report........................................................................................................... 50
Delete Report............................................................................................................. 52

Build A Report from Standard SAP library......................53


Step 1......................................................................................................................... 53
Step 2......................................................................................................................... 54
Step 3......................................................................................................................... 56
Step 4......................................................................................................................... 57
Step 5......................................................................................................................... 59
Step 6......................................................................................................................... 59
Step 7......................................................................................................................... 61
Step 8......................................................................................................................... 61
Step 9......................................................................................................................... 63
Step 10.................................................................................................................. 64
Step 11................................................................................................................... 66
Step 12.................................................................................................................. 68
Step 13.................................................................................................................. 70
Step 14.................................................................................................................. 72
Step 15.................................................................................................................. 74
Step 16.................................................................................................................. 75
Step 17.................................................................................................................. 77
Step 18.................................................................................................................. 77

1. Library
Trigger:
Required a new report apart from the standard or customize report delivered
Business Process Overview
All reports are in libraries. A library is a collection of characteristics, basic key figures, and key
figures

A characteristic (called a field or dimension in previous releases) is a nonnumeric field.


Examples of characteristics are account, cost center, and business area.

A basic key figure (key figure in previous releases) is a numerical value field. Examples of
basic key figures:local currency, total costs, and activity quantity.

A key figure consists of a basic key figure and one or more characteristics. Using
predefined columns, you can define standard columns that you can then use in your reports
repeatedly. Examples of key figures:actual costs in current year, plan costs in closed year.
The reports contained in the library can only use the characteristics, basic key figures, and key
figures defined for this specific library.

1.1 Create Library


Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Report Writer Library Create
GR21

Procedure:

Field Name

R/O/C

Description

Library

Give a name to the new library. SAP


standard naming conversion for
customize object commonly start with the
letter Z
This new library is limited to 3 chars and
you are not able to use an existing library
name.

Table (new entry)

Table contains the data you want to use in


your report.
Example: CCSS for overhead cost controlling
or FAGLFLEXT for GL
Please use the search help or F4 button to
view the table description

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:

1. Enter a new library


2. Enter the table
3. If you want to create a library by copying an existing library, enter the name of
the library that you want to copy in the Copy from - Library field.
4. Choose Header button

1.1.1 Header Information


General information and authorization group of the library

Field Name

R/O/C

Description

Description

The description of the library


The text which will appear in the search
help

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:
1. Enter description
2. Choose Save button

1.2 Change Library

Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Report Writer Library Change
GR22

Procedure:

Field Name

R/O/C

Description

Give a name to the new library. SAP


standard naming conversion for
customize object commonly start with the
letter Z or Y
This new library is limited to 3 chars and
you are not able to use an existing library
name.

Library

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:
1. Enter library
2. Choose Header Button
3. Overwrite existing values with your changes
4. Choose Save button
5. Choose Extras history to view the change history of the library

1.2.1 Add / Remove Characteristic

The characteristics you assign to the library determine the characteristics you can use in the
reports contained in the library. The system automatically adds the characteristics to the
library that are needed in any case

Field Name

R/O/C

Description

For each field in a library you can


enter a set which is then proposed
automatically as a selection set when
you create a new report (but not when
you copy a report using a reference).

Default Set

This is very useful if all reports in a


library always use the same selection
set.
Pos

Position in the Report Painter selection list.

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:
1. Choose the Characteristic by selecting the checkbox (If a characteristic is
already selected, this means that it was selected by the system
automatically)
2. To remove a characteristic from the library, deselecting the checkbox. (You
cannot deselect the characteristics that are selected by the system
automatically)

3. If required, enter a standard selection set for the characteristic, for


information on SET creation please refer to section 2 Sets (If all or most of
the reports contained in the library use the same set as the selection set, you
should enter this as the standard selection set. This standard selection set is
then displayed when you create a report assigned to this library).
4. Enter a consecutive number in Pos; this defines the order in which the
characteristics defined in the library appear in the Report Painter selection
lists
5. Choose Save button

1.2.2 Add / Remove Basic Key Figure


The Basic key figures you define for a library in the column definition of the reports contained
n the library. Key figures are made up of a basic key figure and selection criteria for one or
more characteristics.

Field Name

R/O/C

Pos

Description
Position in the Report Painter selection list.

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:
1. Choose the Basic Key Figure by selecting the checkbox (All basic key figures
are automatically assigned to the library)
2. To remove a Basic Key Figure from the library, deselecting the checkbox.
3. Enter a consecutive number in Pos. This number determines the order in
which the basic key figures defined in the library appear in the Report Painter
selection lists. (This allows you to position basic key figures that you use
regularly in your reports at the beginning of the selection lists.)
4. Choose Save button

1.2.3 Add / Remove Key Figure


The key figures you define for a library in the column definition of the reports contained n the
library. Key figures are made up of a basic key figure and selection criteria for one or more
characteristics.

Field Name

R/O/C

Pos

Description
Position in the Report Painter selection list.

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:

1. Choose the Key Figure by selecting the checkbox (All basic key figures are
automatically assigned to the library)
2. To remove a Key Figure from the library, deselecting the checkbox.
3. Enter a consecutive number in Pos. This number determines the order in
which the key figures defined in the library appear in the Report Painter
selection lists. (This allows you to position key figures that you use regularly
in your reports at the beginning of the selection lists.
4. Choose Save button

1.3 Display Library

Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Report Writer Library Display
GR23

Procedure:

Field Name

R/O/C

Description

Give a name to the new library. SAP


standard naming conversion for
customize object commonly start with the
letter Z or Y
This new library is limited to 3 chars and
you are not able to use an existing library
name.

Library

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:
1. Enter library
2. Choose Header Button

1.4 Delete Library

Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Report Writer Library Delete
GR24

Procedure:

Field Name

R/O/C

Description

Give a name to the new library. SAP


standard naming conversion for
customize object commonly start with the
letter Z or Y
This new library is limited to 3 chars and
you are not able to use an existing library
name.

Library

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:
1. Enter library
2. Choose Delete

If you delete existing library characteristics, basic key figures, or key figures, an error will
occur during the next generation of any reports in this library that still use the deleted
characteristics, basic key figures, and/or key figures.

2. Sets
Trigger:
The Report Painter uses sets to structure and select report data.
Report structure and contents are defined according to the sets
that are used for rows, columns, and selection criteria. (Use the
set in the librarys characteristic)
Business Process Overview
You can use sets as:
A row block
The row block contains the characteristics that you want to include in the rows of your report
(for example, cost center and account numbers).

A column block
The column block contains the characteristics that you want to include in the columns of
your report (for example, periods, currencies, and amounts).

General selection criteria


The selection criteria contain the characteristics that you want to use to select the report
data (for example, year, period, company, and ledger).

Before you can begin creating a report, you must first create the sets that the report will use. If the
sets you need already exist in your system, you do not need to create new sets for a report. Also,
since sets are not report-specific, you can use the same sets for more than one report.

2.1 Create Set


2.1.1 Create Basic Set
A basic set contains values from one dimension. If you define a basic set for the dimension
Account, all values in the set must be accounts.

Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


Painter Report Writer Set Create
GS01

Procedure:

R/O/C

Description

Set Name

Field Name

Give a name to the new set. SAP


standard naming conversion for
customize object commonly start with the
letter Z
This new library is limited to 24 chars and
you are not able to use an existing Set
name.

Table

Choose value FAGLFLEXT

Field Name

R/O/C

Set Type

Description

Basic Set - These contain specific values,


such as account and cost center numbers.
Single Set Single-dimension sets are used
to create set hierarchies by combining basic
sets and other single-dimension sets that use
the same dimension.
Multi Set Multi-dimension sets are used to
create set hierarchies with sets that use
different dimensions.
Key Figure Set - These contain specific basic
key figures (such as transaction and local
currency). You can combine a basic key
figure with one or more additional dimensions
to create your own key figures.

R- Required field, O Optional field, C Conditional field


Enter / Choose the following information:
1. Enter Set Name
2. Enter table
3. Choose a Set Type (depending on the set you wish to build)
4. Press Enter on keyboard
Choose RACCT Account
Number

Field Name

Field Name

R/O/C

Description

Field name from the database table you


previously selected

R- Required field, O Optional field, C Conditional field


5. Choose to continue

Field Name

R/O/C

Description

Description of the set

Enter the description beside the basic set


Recommend you enter the description for
easy reference

From Value

Select the value for the field you selected

To Value

Select the value for the field you selected

short text of set line

The description for the value

R- Required field, O Optional field, C Conditional field


6. Enter the From value
7. Enter the To value (if required)
8. Enter the short text of set line
9. Choose Save button

2.1.2 Create single set


You use single-dimension sets to build hierarchies within a dimension. You create singledimension sets by combining basic sets and/or other single-dimension sets that use
the same dimension.
Example:

Click Enter
Give wild card
search

Field Name

R/O/C

Description

Description of the set

Enter the description beside the single


set
Recommend you enter the description for
easy reference

Set Name

Select the set name (basic set)

R- Required field, O Optional field, C Conditional field


1. Enter the Set Name
2. Choose Save button

2.1.3 Create Key Figure


A key figure set is similar to a basic set because it contains specific set values. However, a
key figure set contains specific key figures. A basic key figure refers to a numerical value field
stored in a database table. You can combine a basic key figure with one or more additional
characteristics entered in a set to create a key figure. The set determines additional selection
conditions, such as the record type (actual or plan data) and the plan version.

R/O/C

Description

Description of the key figure


set

Field Name

Enter the description beside the key


figure set
Recommend you enter the description for
easy reference

Key figure

Select a key Figure

R- Required field, O Optional field, C Conditional field


1. Enter Key Figure
2. Enter the short text of set line
3. Choose Save button

2.1.4 Create Multi Set


You use multi-dimension sets to create combinations of sets that use more than one
dimension. You create multi-dimension sets using basic, data, and single-dimension sets.

R/O/C

Description

Description of the set

Field Name

Enter the description beside the multi set


Recommend you enter the description for
easy reference

Set Name

Select the set name

R- Required field, O Optional field, C Conditional field


1. Enter the Set Name
2. Choose Save button

2.2 Change Set


Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Report Writer Set Change
GS02

Procedure:

Field Name

Set Name

R/O/C

Description

Select the set name

R- Required field, O Optional field, C Conditional field


1. Enter set name
2. Hit Enter on keyboard

Field Name

R/O/C

R- Required field, O Optional field, C Conditional field


3. Enter set name
4. Hit Enter on keyboard
5. Choose Save button

Description

2.3 Display Set


Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Report Writer Set Display
GS03

Procedure:

Field Name

R/O/C

Set Name

Description

Select the set name

R- Required field, O Optional field, C Conditional field


1. Enter set name
2. Hit Enter on keyboard

Field Name

R/O/C

Description

R- Required field, O Optional field, C Conditional field

2.4 Delete Set


Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Report Writer Set Delete
GS04

Procedure:

Field Name

Set Name

R/O/C

Description

Select the set name

R- Required field, O Optional field, C Conditional field

1. Enter set name


2. Hit Enter on keyboard

Note:
You cannot delete a set which is used in another set or used in report.

3. Report
Trigger:
Report Painter reports using a graphical report structure, which forms the basis for the report
definition. This graphical structure displays the report rows and columns as they will appear in
the final report when the report data is output.
Business Process Overview
Report Painter reports using a graphical report structure, which forms the basis for the report
definition. This graphical structure displays the report rows and columns as they will appear in the
final report when the report data is output.

3.1 Create Report


3.1.1 Create Report
Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Create
GRR1

Procedure:

Field Name

R/O/C

Description

Library

Selected the library for the report

Report

Give a name to the new Report. SAP


standard naming conversion for
customize object commonly start with the
letter Z OR Y
This new library is limited to 8 chars and
you are not able to use an existing report
name.

Description

Report Description

Report (copy from)

Only use when you want to copy another


report

R- Required field, O Optional field, C Conditional field


1. Choose the Library
2. Enter the Report

3. Enter the report description


4. Choose button to
create

5. Enter the section description

3.1.2 Create Reports Row


6. Double click on row to set up the rows

7. Select the characteristic


8. Enter the value for the selected characteristic
9. Choose button
10. Choose button

3.1.2.1 Explode Row

11. Select the row to explode


12. Select edit
13. Select rows

14. Select explode

Select Expand

3.1.2.2 Create Rows Formula


15. Double click a new row

16. Select formula


17. Choose button

18. Select ID
19. Formulate the formula
20. Choose button

3.1.3 Create Reports Column


21. Double click on column to set up the column

22. Choose key figure with characteristics or predefined key figure


23. Choose button

24. Select basic key figure


25. Enter the value for the selected characteristic (if required)
26. Choose button
27. Choose button

3.1.3.1 Create Columns Formula


28. Double click a new column
29. Choose formula
30. Choose button

31. Select ID
32. Formulate the formula

33. Choose button

3.1.4 Create Reports General data selection


34. Choose to set up the

general data selection

35. Choose the characteristic for your selection screen


36. Enter the value either using a variable or default value
37. Choose button
38. Choose button

3.1.5 Create Reports Variation


39. Select Edit
40. Select Variation

41. Select Expand


42. Choose button
43. Below is an example of the output using variant expand

3.1.6 Create Reports Layout


44. Select formatting
45. Select report layout

46. Enter your preferred setting.

3.1.7 Assign Report Group to the report


47. Select Environment
48. Select Assign report group

49. Enter a new Report Group (please start the group with the letter Z or Y

50. Choose button to assign

3.1.8 Save report

51. Choose button to save the

report

3.2 Change Report


Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Change
GRR2

Procedure:

1. Choose the report you wish to change.

2. Made the required changes


3. Choose button

3.3 Display Report


Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Display
GRR3

Procedure:

1. Choose the report you wish to Display.

3.4 Delete Report


Access Transaction:
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Delete
GRR4

Procedure:

1. Hit Enter on keyboard

4. Build A Report from Standard SAP library


Trigger:
Report Painter example
Business Process Overview
Report Painter example.

4.1 Step 1
Create a new library from Standard SAP library
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Report Writer Library Create
GR21

1. E
nt
e
r

library = ZF1
2. Library (copy from) = 1VK
3. Choose header button
4. Enter a new description = Z: CC: training Library 1VK
5. Choose characteristic button
6. Check the Company Code
7. Enter Pos = 25

8. Choose button to save report

4.2 Step 2
Create a new report
Via Menu Path
Via Transaction Code

SAP Menu Information systems Ad Hoc Reports Report


painter Create
GRR1

1. E
n
t
e
r

library = ZF1
2. Enter report = ZRP-0001
3. Enter description = RP trg01
4. Choose Create button

4.3 Step 3
Define the lead column
1. Double click on lead column
2. Enter short field = cost ele.
3. Enter medium field = cost element
4. Enter long field = cost element

5. Choose button

4.4 Step 4
Define the row
1. Double click on row 1
2. Select Dr/Cr ind. CO from the available characteristics
3. Select cost element from the available characteristics
4. Choose button to move the

characteristic

5. Check set and variables for cost

element

6. Enter 1KSTAR in the from column

for cost element

7. Enter Dr/Cr ind. CO = S

8. Choose button to change the text


9. Choo
se

button
10. Choose button to check
11. Choose button to confirm

4.5 Step 5
Explode Row Debit

1. Select the debit row


2. Select Edit -> Rows -> Explode
3. Choose expand
4.
4.
4.
4.
4.
4.
4.
4.
Choose button

4.6 Step 6
Define the row
1. Double click on row 2
2. Select Dr/Cr ind. CO from the available characteristics
3. Select cost element from the available characteristics
4. Choose button to move the

characteristic

5. Check set and variables for cost

element

6. Enter 1KSTAR in the from column

for cost element

7. Enter Dr/Cr ind. CO = A


8. Choose button
9. Enter Dr/Cr ind. CO = H
10. Choose button
11. Enter Dr/Cr ind. CO = L

12. Choose button to change the text

13. Choo
se

button
14. Choose button to check
15. Choose button to confirm

4.7 Step 7
Explode Row Credit
1. Select the credit row
2. Select Edit -> Rows -> Explode
3. Choose expand for cost element
4.
4.
4.
4.
4.
4.
4.
4.
4.
Choose button

4.8 Step 8
Underscore debit and credit
1. Select the debit row
2. Go to formatting -> Row

3. Check Underscore

5. Choose
button
4. Do the
same for
Credit

4.9 Step 9
Rows Formula
1. Double
click on
the row 3

2. Choose Formula
3. Choose button
4. Choose Y001 Debit
5. Choose + sign
6. Choose Y002 Credit

7. C
h
o
o
s
e

button
8. Enter short field = Over/Under
9. Enter Medium field = Over/Underabsorption
10. Enter long field = Over/Underabsorption
11. Choos
e
button

4.10 Step
10
Extent
the
Lead column
width
1. Go to
formatting -> Report layout

2. Choose Lead Column tab


3. Change the value for Lead column Width = 50
4. Choose button

4.11 Step 11
Define the Column
1. Double Click on column 1
2. Choos
e key
figure
with

characteristics
3. Choose button
4. Choose Cost for the basic key Figure
5. Select value type
6. Select version
7. Select valuation
8. Move the 3 characteristics to selected characteristics

9. Enter value type = 4


10. Enter version = 0
11. Check variable
12. Enter valuation = 1VALUTP

13. Choose button for column text


14. Enter short field = Act. Costs
15. Enter Medium field = Actual Costs
16. Enter Long field = Actual Costs
17. Choos
e
button

18. Choose button to check


19. Choose button to confirm

4.12 Step 12
Define the Column
1. Double Click on column 2
2. Choos
e key
figure
with

characteristics
3. Choose button
4. Choose Cost for the basic key Figure
5. Enter value type = 1
6. Check variable
7. Enter version = 1VERP
8. Enter valuation = 0

9. Choose button for column text


10. Enter short field = Plan Costs
11. Enter Medium field = Planned Costs
12. Enter Long field = Planned Costs
13. Choos
e
button
14. Choos
e
button
to
check
15. Choos
e
button
to confirm

4.13 Step 13
Columns formula
1. Double click on column 3
2. Choose formula
3. Choose
button
4. Choose
X001
5. Choose
- sign
6. Choose
X002
7. C
h
o
o
s
e

button
8. Enter short field = Var.(Abs.)
9. Enter Medium field = Var.(Abs.)

10. Enter Long field = Var.(Abs.)


11. Choo
se

button

4.14 Step 14
Report Data Selection
1. Go to Edit -> Gen. data selection

2. Select CO Area
3. Select Cost Center
4. Select Fiscal Year

5. Select Period
6. Move the 4 characteristics to selected characteristics
7. Check from CO Area
8. Enter CO Area = 1KOKRE
9. Check from Cost Center
10. Enter Cost Center = 1KOSET
11. Check from Fiscal Year
12. Enter Fiscal Year = 1GJAHR
13. Check from Period
14. Enter Period (from) = 1PERIV
15. Check from Period
16. Enter Period (from) = 1PERIB

17. Choose button to check


18. Choose button to confirm

4.15 Step 15
Variation
1. Go to Edit -> Variation

2. Choose expand for Cost Center

3. Choose button

4.16 Step 16
Assign Report group
1. Go to Environment -> Assign report Group

2. Enter report Group = ZRG1


3. Choose
button

1. Choose button to create

4.17 Step 17
Save Report
1. Choose button to save report

4.18 Step 18
Run Report
1. Choose button to run report