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AC660 Lesson: Reports for Consolidation

Lesson: Reports for Consolidation

Lesson Duration: 20 Minutes

354

Lesson Overview

ThislessonprovidesanoverviewoftheSAPreporting. Youwilllearnhowtocall

upandevaluatereportsfromtheSAPConsolidationreporttree. Inaddition,you

willlearnhowtousejournalentrylayoutstostructurethejournal entryreports

differently.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Call upandevaluatereportsfromtheSAP system

• Usejournalentrylayoutsforjournalentryreporting

ExplainthevariouspossibilitiestogeneratereportsinSAPConsolidation. Bring

out that journal entry reporting uses different journal entrylayoutsto generate

different analyses.

Business Example

ThegroupG1planstointroducetheSAPConsolidationbytheendofthisyear.

Youneedtochecktheconfiguration. Youhavetoanalyzetheconsolidateddata

bothinstandardreportsandinuser-defineddrilldownandReportPainterreports.

Tools for Reporting

ExplainthevariouspossibilitiestogeneratereportsinSAP.Bringoutthatjournal

entryreportingusesdifferentjournalentrylayoutstogeneratedifferentanalyses.

Inadditiontotheconsolidationchartsofaccountsandothercustomizingobjects,

SAPsuppliescomprehensivestandardreportingfunctions. Aneasy-to-use“report

tree” structures the reports. It can be customized for specific companies and

employees.

Information System

Inthe overview explain the various possibilitiesfor generating reportsin SAP

Consolidation.

Information System: Predefined Reports

Predefinedreportsaredeliveredforallstandardevaluations.Asof4.5Bthereisa

seriesofdrilldownreporting(ifrequired,changedistinctions!).

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Unit7: InformationSystem AC660

Journal Entry Reporting This report uses different journal entry layouts to

generate different analyses.

Thejournalentrylayoutdetermineswhichfieldsareanalyzedinthejournalentry

report and the sort sequence of these fields. The journal entry layout entered

heredeterminesthestructureofthehierarchicallistoutput–thatis,whichfields

of a journal entry are displayed in which sequence, and which fields are used

to form totals.

Hint: TheAC660InstructorGuideAC660alsocontainssomeofthetexts

fromAC615. Thisinformationisintendedfortheinstructor,andyoucan

spendmoreorlesstimeonthissubjectbasedontheparticipants’needs.

Donotconsolidatethetopicdrilldownreportingtoomuch,asthereception

levels of the participants could be exhausted.The following information is

intendedmoreasbackgroundinformationforyouthanforgeneralpresentations.

At the end of the presentation and discussion, point to the special features of

drilldownreportingwithSAP(forexamplehierarchies). Discussthepossibilities

ofusingcustomcharacteristicsindrilldownreporting.

Figure 122: Information System

Report Writer and Report Painter:

• Easytouse,powerfulstandardSAPtoolstodesignreports

• Special treatment of the version and time-dependency of consolidation

groups

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AC660 Lesson: Reports for Consolidation

Interactive drilldowns:

• InteractivenavigationwithintheConsolidationdatacube

• Reportingofexceptions,ABCanalyses,comments,e-mail,andintegration

with Microsoft Office

Journal entry reports:

• Flexibleselectionandhierarchicaldisplaysofallconsolidationdocuments

• Master data

– ConsUnits, ConsGroups, where-used list

– FS items, subitems

• Control data

– Versions, tasks

– Data entry layouts, upload methods

– Currency translation

– Interunit elimination

– Consolidation of investments

– Reclassification

• Additional financial data

– - Stocks, deliveries, current assets

• Journal entry reporting

• Use of ABAP List Viewer

Thecross-applicationABAPListViewerisusedformasterandcontroldata

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Figure 123: Journal Entry Reporting

Withthehelpofjournalentrylayouts,youcanstructurethejournalentryreports

differently.

Youspecifythestructureofthereportinthelayout,asfollows:

• You determine the characteristics, such as the document type, document

number,financialstatementitem,andsubitem,accordingtohowthejournal

entriesshouldbeevaluated,andthesequenceinwhichtheyaretobelisted.

• Enter the currenciesor quantitythat areto be listed in the value columns

of the report.

Demonstration: Information System - Journal entry

reporting

Purpose

To demostrate journal entry reporting

System Data

System:

Client:

UserID:

Password:

Setupinstructions:

1. Demonstratethejournal entryreport oncewith thelist of documentsand

once with the list of document types.

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AC660 Lesson: Reports for Consolidation

2. Define a journal entry layout. You can use one of the two exercises as

a demonstration example.

3. Briefly introduce the other reports of the information system and then

transition into drilldown reporting.

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Unit7: InformationSystem AC660

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AC660 Lesson: Reports for Consolidation

Exercise 17: Journal Entry Reporting

357

Exercise Duration: 20 Minutes

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Define a journal entry layout

Business Example

Youhavetodefineajournalentrylayoutandpresentittoyourmanagement.

Task:

1. Defining a layout:

In this part of your presentation, you define a journal entry layout

LXY-00001(XY=yourdimension)withthefollowingstructure:

Document number

Entry date

Time of entry

User name

Line item

Consolidation unit

FS item

Subitem

Partner unit

Value in local currency

Value in group currency

Specifythatyouwanttocalculatetotalsinthelineitemfield

Have the text of theitem be printed aswell

Startthejournalentryreportforyourconsolidationgroup,runthedrilldown,

and analyze the documents

2. Defining a further layout:

Define journal entry layout LXY-00002 (XY = your dimension) with a

different structure:

Continued on next page

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Document type, FS item, consolidation unit, partner unit, and value in

group currency.

TotalsshouldbecalculatedforconsolidationunitsandFSitems.

AtextshouldbedisplayedfordocumenttypesandFSitems.

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AC660 Lesson: Reports for Consolidation

Solution 17: Journal Entry Reporting

Task:

1. Defining a layout:

In this part of your presentation, you define a journal entry layout

LXY-00001(XY=yourdimension)withthefollowingstructure:

Document number

Entry date

Time of entry

User name

Line item

Consolidation unit

FS item

Subitem

Partner unit

Value in local currency

Value in group currency

Specifythatyouwanttocalculatetotalsinthelineitemfield

Have the text of theitem be printed aswell

Startthejournalentryreportforyourconsolidationgroup,runthedrilldown,

and analyze the documents

a) Defining a layout:

SAPMenu→Tools→Customizing→IMG→ExecuteProject→

SAPReferenceIMG→EnterpriseControlling→Consolidation→

InformationSystem→DefineJournalEntryLayouts

Select new entries.

J/E Layout LXY-00001

Description Group ## Layout

Selectyourlayoutanddouble-clickonJournalEntryLayoutStructure.

Hint: Usethepossibleentriesfunction(F4functionkey)to

select thetechnicalnamesforthefields:

Continued on next page

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Forexample, chooseDOCNRdocumentnumber,specifythe

position1forthisfieldsothatthedocumentnumberislisted

first

ClickonNewentries. Enetrthefollowingfields

Field/Data Type Value

Layout LXY-00001

DOCNRdocumentnumber Position 1

CPUDT entry date Position 2

CPUTM timeof entry Position 3

USNAM user name Position 4

DOCLNLineitem;selectTotals Position 5

RBUNITconsolidationunit Position 6

RITEMFSitem,selectFld.text Position 7

SUBIT subitem Position 8

RBUPTR partnerunit Position 9

HSL local currency Position 10

KSL groupcurrency Position 11

Save your entries.

Startthejournalentrylayoutforyourconsolidationgroup:

SAPMenu→Accounting→EnterpriseControlling→Consolidation

→InformationSystem→Tools→Journalentries

Field/ Data Type Value

Dimension XY

Consolidation Group G1

Version 100

Continued on next page

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Field/Data Type	Value
Layout DOCNRdocumentnumber CPUDT entry date CPUTM timeof entry USNAM user name DOCLNLineitem;selectTotals RBUNITconsolidationunit RITEMFSitem,selectFld.text SUBIT subitem RBUPTR partnerunit HSL local currency KSL groupcurrency	LXY-00001 Position 1 Position 2 Position 3 Position 4 Position 5 Position 6 Position 7 Position 8 Position 9 Position 10 Position 11

Field/ Data Type	Value
Dimension	XY
Consolidation Group	G1
Version	100

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AC660 Lesson: Reports for Consolidation

Field/ Data Type Value

Fiscal Year Current Year

Period 12

Journal Entry Layout LXY-00001

Execute

2. Defining a further layout:

Define journal entry layout LXY-00002 (XY = your dimension) with a

different structure:

Document type, FS item, consolidation unit, partner unit, and value in

group currency.

TotalsshouldbecalculatedforconsolidationunitsandFSitems.

AtextshouldbedisplayedfordocumenttypesandFSitems.

Field/Data Type Value

DOCTYDocumenttype,selectFld.text Position 1

RITEMFSitem,selectTotalsandFld.text Position 2

RBUNITConsunit,selectTotals Position 3

RBUPTR partner unit Position 4

KSLValueingroupcurrency Position 5

Save your entries.

Analyzethechangeinannualnetincomeasaresultoftheelimination

of interunit payables and receivables.

Runthejournalentryreportandexpanddocumenttype21“Elim. ofIU

payables/receivables”Expanddocumenttype23.

PutyourcursorontheFSitem251200andseehowannualnetincome

haschanged for your consolidation units.

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Field/ Data Type	Value
Fiscal Year	Current Year
Period	12
Journal Entry Layout	LXY-00001

Field/Data Type	Value
DOCTYDocumenttype,selectFld.text RITEMFSitem,selectTotalsandFld.text RBUNITConsunit,selectTotals RBUPTR partner unit KSLValueingroupcurrency	Position 1 Position 2 Position 3 Position 4 Position 5

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Lesson Summary

You should now be able to:

• CallupandevaluatereportsfromtheSAPsystem

• Usejournalentrylayoutsforjournalentryreporting

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AC660 Lesson: Drilldown Reporting

Lesson: Drilldown Reporting

Lesson Duration: 50 Minutes

363

Lesson Overview

Thislessonwillprovideanoverviewofdrilldownreporting. Youwilllearnthe

architectureofdrilldownreportingandthetypesofdrilldownreports. Youwillsee

howthecharacteristicsspecifytheoptionstoclassifythedataset. Youwilllearn

aboutthethreetypesof formsusedtocreateformreports. Inadditionyouwill

examinehowtousethedifferenttypesofvariablestoconfigureformsandreports.

Further,youwilllearnaboutreportexecutionandexternalconsgrouphierarchies.

Lesson Objectives

After completingthislesson, youwillbeable to:

• State the principles of drilldown reporting

• Describethe architectureof drilldownreporting

• Identify the types of drilldown reports

• Describehowreport execution iscarried out

• Design drilldownreportsin ahierarchy display

Explain that in drilldown reporting, a multidimensional datacube is set up by

selecting the characteristicsand key figures of an aspect. Outline the fact that

thedefinitionof drilldown reportscan includecharacteristics, keyfigures, and

forms. Introducethedifferenttypesofdrilldownreports. Compareandcontrast

thedifferentformtypes. Provideinformationonreportexecution.

Business Example

ThegroupG1planstointroducetheSAPConsolidationbytheendofthisyear.

You have been asked to define drilldown reports and project the data set in a

logical hierarchical format.

Principles

At the end of the presentation and discussion, point to the special features of

drilldownreportingwithSAPConsolidation(forexamplehierarchies).

Discussthepossibilitiesofusingcustomcharacteristicsindrilldownreporting.

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Indrilldownreporting, amulti-dimensionaldatacubeisset upbyselectingthe

characteristics and key figures of an aspect. Explain the structure of a sample

aspectcube. Important: Theusersdefinetheirownviewsinthedatabase.

Figure 124: The Principles of Drilldown Reporting

Characteristicsdeterminehowthedatasetisclassified. Consolidationunit,item,

andpostinglevelaresomeexamplesofcharacteristics. Noticethattimecategories,

suchasfiscalyearandperiod,arealsoregardedascharacteristicsinthiscontext.

Themasterdataincludesthepermitted valuesof acharacteristic, whichmeans

thecharacteristicvalues. Combinationsofcharacteristicsorcharacteristicvalues

areoftenreferred tointhedocumentationasobjects.

Iftherearethreecharacteristics,therelationshipbetweenthemcanbeshownusing

theabovefigure. Acubeiscreated. Thesidesrepresentthevariouscharacteristics,

such as consolidation unit, item, and posting level. Each characteristic is

subdividedintoseveralcharacteristicvalues. Theslicesrepresentcombinationsof

characteristicvalues. Onepossibleevaluationobjectmightbetheconsolidation

unit,Germany,itemSales,andthepostinglevelReporteddata.

There are many key figures in your application that might be relevant to the

evaluationprocess. The keyfiguresin SAP Consolidation arethevaluesfrom

transaction, local, and group currencies, and quantity calculations, based on

formulae that you have defined.

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AC660 Lesson: Drilldown Reporting

Architecture

The definition of reports can include characteristics, key figures, and forms.

The result of areport isa variety of interactively configurable liststhat can be

displayed on the screen. The reports can also be printed, passed on to Excel,

or saved as a file.

The form describesthecontent-based and formal structure of the reports. The

form is used as a template for a report, which you complete later during the

report definition.

Characteristicsspecifytheoptionsforclassifyingthedataset. Examplesinclude

controllingarea, companycode,businessarea,ordivision.

Youcancontrolthecharacteristicsinboththeformandthereport.

Keyfiguresarenotonlyvaluesandquantities,butalsocalculationsofvaluesand

quantities according to the defined formulas.

Example: Total sales divided by the number of employees results in sales per

employee.

Thekeyfigurescanbeselectedeitherintheformorthereport.

Keyfiguresarenotonlyvaluesandquantities,butalsocalculationsofvalues

and quantitiesaccordingtothedefinedformulas.

Examples for key figures include:

Value: Costs, sales, sales discountsand returns

Quantity: Number of employees, salesquantity

Calculation: Salesper employee, contributionmargin

Characteristicsspecifytheoptionsforclassifyingthedataset.

ExamplesofcharacteristicsincludetheSAPclassificationkeys(controllingarea,

consolidationgroup)andtimereferences(fiscalyear,period).

The master data defines the permitted values of a characteristic, the so-called

characteristic values

Themasterdatadefinesthepermittedvaluesofacharacteristic. Acombinationof

characteristicsand/orcharacteristicvaluesiscalledan“object”.

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Figure 125: The Architecture of Drilldown Reporting

Asyoucanseeintheabovefigure,youcanincludecharacteristics,keyfigures,

andformsin your report definitions. The end result of a report isa number of

onlineaccessiblereportlistsandgraphicsthatappearonthescreen.

Drilldownreportingitselfcontainseasy-to-usefunctionstonavigatethroughthe

dataset. Forexample,thenextstep,thenextobjectwithinastep,hideastep,detail

list, andthedrilldownlist, arealleasytoperform. It alsocontainsanumberof

interactivereport-editingfunctions,suchastosortdata,defineconditions,orrank

lists. Youcanalsosendreportlists,suchasfax,orpostthemontheInternet,or

transfer them as a file to Word and Excel.

Inadditiontotheonlinereport-displayfunctions,therearevariousreport-printing

functionsindrilldownreportingthat enableyoutostructureyour report’sprint

layouttosuityourownrequirements. Forexample,youcaninsertpagebreaks,

headers and footers, or underline text.

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AC660 Lesson: Drilldown Reporting

Aformdefinesthebasiccontentandtechnicaldesignofreportlistings. Aform

canbeseenasasemifinishedcomponentofareportthatwillbecompletedlater

withcharacteristicsandkeyfigureswhenthereportisdefined. Characteristicsare

apartofboththeformandthereportitself. Keyfigurescaneitherbeselectedin

the form or the report.

• Key figure: Value-carrying figure

• Amount figure, quantity figure

– “Revenue” (currency amount)

– “Number of employees” (quantity)

• Basic key figures

– Local currency

– Group currency

– Transaction currency

– Quantity

• Calculated key figures

Key figures are not only values and quantities, but also calculations based on

formulae that you have defined.

• Theydeterminehowthedataset(characteristics)isportrayed.

• Characteristic

– Non-value-carrying figure

– Classifies the dataset

• Types

– Time reference: fiscal year, period

– Version

– Organizationalunits: consunit,partnerunit,investeeunit,consgroup

– Accountassignment: Item, subitem, andsoon

– Custom characteristics

• Characteristic groups

– Combination of characteristics to improve overview of definitions

and call-ups

Examples for characteristicsare the SAP organizational unitsand master data,

such as dimension, version, item, and subitem.

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Timereference,suchasfiscalyearorperiod,isalsoacharacteristic.

• Characteristic group:

When defining a report form, you can indicate a characteristic group on

the characteristic selection screen. This also narrowsdown the selection

of characteristics for the report definition. In this way, you can improve

the overview of the available characteristics with the customer-defined

characteristics.

Types

Types of Drilldown Reports

Inthissection,youwillintroducethedifferenttypesofdrilldownreportstothe

participants. Explainthedifferentreporttypesusingboththegraphicsandsystem

demonstrations(usingexamplesofthedifferenttypes).

Drilldown reports are interactive.

There are two options:

• Basic reports: A fast overview for specific questions. Select an aspect,

characteristics,andkeyfiguresandthereportiscomplete.

• Formreports(row/column structures): Aform-likelayout can bedefined

Colors, separators,formulasigns, variables, andsoon.

Basic Reports

The basic report is selected when you want to spontaneously search for an

unknown business effect in the dataset.

Thestructureof thelist issimple, andlargelygeneral.

To define a basic report, enter the variables – like fiscal year, period, version,

andplan/actualindicator–andchoosewhichcharacteristicsandkeyfiguresyou

want to analyze.

Reportsarealwaysdefinedseparatelyforeachaspect.

Duringcharacteristicselection,thesystemdisplaysalistwithallthecharacteristics

of the aspect. You can now select the characteristics that are relevant for the

analysis, thusdefiningthedimensionsofthedatacube.

Whenyouselectthekeyfigures,yourestrictthescopeofthereportandrequested

degree of detail.

You can also include hierarchies, if necessary.

Different Form Types

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AC660 Lesson: Drilldown Reporting

Thisgraphiccomparesandcontraststhedifferentformtypes. Givetheparticipants

practical examples of the different forms

Forms

Single-axis form without key figures:

Typical report: Plan/actual comparison.

Inaformwithoutkeyfigures,youmerelyselectthecharacteristicsinthecolumns.

Thesecharacteristicssummarizethecolumncontents.

• In the single-axis form without key figures, you merely select the

characteristicsinthecolumn. Youcanalsouseformulastodefineadditional

characteristicswithintheform(suchasavarianceasthedifferencebetween

plan and actual). The characteristics selected in the form summarize the

column contents.

• You select the key figures and drilldown characteristics – that is, the

characteristicswhosevaluesyou want tonavigatethroughinthereport –

whenyoudefinethereport(suchascharacteristics: Division,material;key

figures: revenues, contribution margin I).

• Thebreakdownlistcontainsatwo-columnoverviewinwhichthekeyfigures

appear in the first row (such as revenues, contribution margin 1) and the

respectivecharacteristics(plan,actual,variance)appearbelow. Thevalues

ofthedrilldowncharacteristicsappearintherows(forexample,Ceramics

and Plasticsfor characteristic “Division”).

• Thedetailedlistcontainstheselectedcharacteristicsinthecolumns,while

thekeyfiguresarelistedintherows. Thedetailedlistshowstheresultsofa

selectedcharacteristicvalue(theCeramicsdivision,forexample).

Single-axis form with key figures:

Inasingle-axisformwithkeyfigure,youdefinethekeyfiguresintheformrows

and can link them with selected characteristics as necessary. You can also use

formulastodefineadditionalcharacteristicswithintheform(suchasavarianceas

the difference between plan and actual).

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Youthenonlyselectthedrilldowncharacteristicswhendefiningthereport.

• Inasingle-axisformwithkeyfigures,theformrowsareusedtodetermine

thekeyfiguresassociatedwiththecharacteristics(suchasplannedrevenues,

actual revenues).

• Then, when you define the report, you only select the drilldown

characteristics(such as division, material).

• Inthebreakdownlist,thekeyfiguresassociatedwiththecharacteristicsare

thecolumnsof theform, whilethevaluesofthedrilldowncharacteristics

formtherows(CeramicsandPlastics, for example).

• Thedetailedlistonlyhasonecolumnandcontainstheselectedcharacteristic

value (such as Ceramics) for the report, while the key figures appear in

the rws.

•

Note: Inthesingle-axisformwithkeyfigures,youeitherdefinethe

rowsorthecolumnsoftheform. Thebasicscreenfirstdisplaysa

blank list with rows. Please note, however, that you can use the

“Column display”function to invert the format any time, which

meansyoucandecidewhetheryouwanttodefinetherowsorthe

columns for this form type.

• Rememberthatyoudeterminethedetailedlistwhenyoudefineaform. This

meansthatthefinancialstatementitemcorrespondstotheelementsofthe

financial statement itemthatweredefinedin aform. Thisiswhythekey

figuresappearintherowsbydefaultinthesingle-axisformwithkeyfigures.

Dual axis form (matrix)

Informswithtwocoordinates, youdefineboththerowsandthecolumns. You

canchoosewhetheryouwanttoaddthekeyfigurestotherowsorthecolumns

of the form.

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AC660 Lesson: Drilldown Reporting

Inthiscase,youonlyselectthedrilldowncharacteristicswhendefiningthereport.

• Inthedual-axisform (matrix) both therowsandthecolumnsaredefined

with key figures or characteristics. While the key figures have to appear

eitherintherowsorthecolumnsoftheform,thecharacteristicscanappear

in both the rows and the columns.

• Whendefiningthereport,youonlyselectthedrilldowncharacteristics(such

as division, material).

• Thecolumnsofthebreakdownlisthaveatwo-levelstructureinthegraphic:

The first row contains the key figures (revenues, contribution margin I),

andthesecondrowcontainstheselectedcharacteristics(plan,actual, and

variance). The rows contain the values of the drilldown characteristics

(Ceramics and Plastics).

• Thedetailedlist formcontainstheselectedcharacteristicsinthecolumns

andthekeyfiguresintherows. Thedetailedlistprovidesinformationona

selected characteristic value (Ceramics).

Note: Pleasenote that all typesof formshave numerous functionsfor

designingthelayoutandsettingsinlinewithyourneeds(colorsettings,

numberformat,separators,freetext,andmanyotheroptions).

Variables: Overview

Variablesareusedtoflexiblyconfigureformsandreports.

Variablesareparametersinareportthatdonothavetobedefineduntilthereport

isdefinedorexecuted,andcanbereplacedinmanydifferentways.

Thistopicisintendedtoexplaintotheparticipantshowtheycandefineandapply

variablestomakethereportsinEISmoreflexible,allowingthemtoremainvalid

over a longer period of time.

Explaintheareasofuseandthedifferencesbetweenglobalandlocalvariables.

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Globalvariablescanbedefinedcentrallyandusedinallforms. Pleasenotethat

changing a global variable can affect many different reports and forms. Local

variablesareusedonlyinonespecificformorreport,andthevariablesareonly

knownthere. Whenalocalvariableisdefinedinaform,thenthatvariableisalso

valid in every report that uses this form.

• Variables are used to flexibly define forms and reports. Variables are

parametersofareportoraformthatarenotdetermineduntilthereportis

definedorexecuted,andcanbereplacedinmanydifferentways. Depending

on howoften the variable is used, you can define it aseither aglobal or

local variable.

• If you want to create a variable that is only used in one specific form or

report,definealocalvariable. Thisvariableisonlyknownwithintheform

orreport. Whenalocalvariableisdefinedinaform,itisalsovalidinevery

reportthatusesthatform. Alocalvariablethatisdefinedinareportitselfis

only valid within that specific report.

• If variablesareusedmorefrequently, they can bedefined globally. This

allows them to be used in all forms and reports. Global variables are

maintainedincustomizing. Ifyouwanttouseglobalvariableslaterinaform

or report, they appear in an F4 help list.

Note: Pleaserememberthat changingaglobal variablesaffectsall

thereportsand formsthat usethat variable.

In addition to the difference between local and global variables, you can also

differentiate by their application area (category). Briefly explain the different

types of variable.

• Youcancurrentlyusethefollowingvariabletypesintheformsandreports:

– Variables for characteristic values

– Variables for texts

– Variables for formulas

– Variablesfor hierarchiesand hierarchynodes

• Ifyouwantpartsofaformulatobevariablewithinaform,thenuseformula

variables. Variablesforformulasareonlyusedinreportswithformsand

are defined in the form itself. The variables are replaced when the form

isexecuted. Formulavariablescanbeused, for example, to easilymodel

simulations and extrapolations.

If you want to report on a special part of thecharacteristic hierarchy – that is,

a hierarchy node– in aform or report definition, press the““Hierarchy nodes”

pushbutton in the characteristics screen. You are then prompted to enter a

hierarchynodeand–ifnecessary–ahierarchyvariant. Atthispoint,youcanalso

enteravariableforhierarchynodesorhierarchiesinsteadofafixedvalue.

Types of Variable

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AC660 Lesson: Drilldown Reporting

Figure 126: Types of Drilldown Reports

Basicreports: Usersoftenchoosethisprocedurewhentheystartaspontaneous,

ad-hoc search for a business matter in the dataset, and they do not know

beforehand where and what they are searching for. It is relatively easy to set

up this type of report.

Formreports: Thesearemorecomplicatedtosetupandaremorespecific. This

procedureisoftenchosenforofficialreportingandisparticularlysuitedtoreport

printing.

A distinction is made between reports that are defined spontaneously, such as

basicreports,andreportsbasedonpredefinedformscalledformreports. Notice

thatformreportsarebasedonformswitheitheronecoordinateortwo,depending

on their complexity.

Aformis not required for a basic report. Whenyoudefine abasic report, you

select the characteristics you want to report on, and also the key figures and

variables of interest.

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Figure 127: Basic Reports

Youshouldchoosethebasicreportifyouarecarryingoutaspontaneous,ad-hoc

searchfornon-specificbusinessinformationinthedataset.

Thebasicreport’sstructureissimpleandfairlygeneral.

To define a basic report, enter the variables, such as dimension, cons group,

year, period, and version, and select the characteristics and key figures you

want to view.

Thefollowingcharacteristicsarepredefinedinad-hocreports: dimension,totals

consolidation group, version, and year.

Figure 128: Different Form Types

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The following types of forms are available:

• Single-axisformwithoutkeyfigures: Whenyoudefinesingle-axisforms

without keyfigures, youchoosethecharacteristicsyouwantand thenset

whether they should appear in the form as columns or rows. When you

usetheBasicscreenfunction, thefirstscreenyouseeisanemptylistthat

contains only columns.

• Single-axisformwithkeyfigures: Whenyoudefinesingle-axisformswith

keyfigures,youselectthecharacteristicsandkeyfiguresyouwantandthen

setwhethertheyshouldappearintheformincolumnsorrows. Whenyou

usetheBasicscreenfunction, thefirstscreenyouseeisanemptylistthat

contains only rows.

• Dual-axisformwithkeyfigures: Whenyoudefinedual-axisformswithkey

figures,youselectthekeyfiguresandcharacteristicsyouwantanddefine

therowsandcolumnswiththem. WhenyouusetheBasicscreenfunction,

thefirstscreenyouseeisanemptylistthatcontainsrowsandcolumns. You

choosewhethertodisplaythekeyfiguresincolumnsandthecharacteristics

inrowsorvice-versa. Whatyouselectdependsonwhatyouwanttoreport

on.

Whenyoucreateaform,youdetermineitsnameandtype.

• One axis with no key figure

– Columnsdefinedwithcharacteristicsonly

– Report: Further characteristicsandkeyfigures

– Example: Planned-actual comparison

• One axis with key figure

– Columnswithcharacteristicsandkeyfigures

– Report: Further characteristics

– Example: Planned-actualcomparisoningroupcurrency

• Dual axis form (matrix)

– Paralleldisplayofvaluesby2independentdimensions.

Forexample: Assethistorysheet(assetitemxsub-item)

– Complex cell formatting, as required

– Report: Further characteristics

Inaoneaxisformwithnokeyfigures,thecolumnsaredefinedwithcharacteristics

only. You can define further characteristics within the form, with the help of

a formula (for example deviation as the difference between the current year

andtheprior year). Theselected characteristicsin the formmakethecontents

of the columns more precise. The selection of key figures and drilldown

characteristic, that means the characteristics with whose characteristic values

you want to navigate in the report, are carried out in the report definition (for

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examplecharacteristics: organizationalunits,FSitem;keyfigures: valueingroup

currency). Inthedrilldownlist,youreceiveatwolinecolumnheader,wherethe

keyfiguresareinthefirstlineandunderneathit, eachselectedcharacteristicis

listed in the form. The values of the drilldown characteristics are in the lines.

In the detail list the characteristics, which are selected in the form, are in the

columns, whilethekey figures arelisted inthelines. Thedetail list shows the

results of a selected characteristic value.

Inaoneaxiswithkeyfigureform,youspecifythekeyfigureswhichyoucanlink

withtheselectedcharacteristics,inthelinesoftheform. Youcancreatefurther

keyfigureswithinaformwithaformula. Theninthereportdefinitionyouonly

select the drilldown characteristics.

Inthedualaxisformyoudefinethelinesaswellasthecolumns. Inthiswayyou

canincludethekeyfiguresinthelinesorthecolumnsoftheformasdesired. Then

inthereportdefinitionyouonlyselectthedrilldowncharacteristics.

• Global and local variables

Allvariablesaredefinedeitherasglobalorlocal

– A global variable:

– Begins with &

– Is valid for all reports or forms

– Isdefined centrally (in Customizing)

– Example: Dimension

– A local variable:

– Begins with $

– Isvalidfor onereport or oneformonly

– Isdefined in the report or the form

– Example: Assets

Variablesallowyoutodefineyourformsorreportsflexibly. Theyareparameters

in your report or form that you set when you define or execute your report.

Whetheryoucreateaglobalorlocalvariabledependsonhowoftenitwillbe

used.

If you want to create a variable that will be used only in one specific form or

report,youshouldcreatealocalvariable. Thiswillonlybevalidinthatformor

report. Ifyoudefinealocalvariableinaform,itwillbevalidineachreportthat

usesthatform. Ifyoudefinealocalvariableinthereportitself,itwillbevalid

only in that particular report.

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AC660 Lesson: Drilldown Reporting

Ifyouwanttousevariablesfrequently,youshouldcreateglobalvariables. This

means that you can use them in all forms and reports. Global variables are

maintainedinCustomizing. Whenyouhavemaintainedthem,youcanuseglobal

variablesinaformorreportbyselectingthemusingthePossibleentriesfunction.

Note: Remember that if you change a variable, this will affect all the

reports and forms that use it.

1. Create form

• General selections

• Layout (incl. key figures, if applicable)

2. Define report

• Choose key figures, if applicable

• Choose characteristics for

navigation/restriction

• Restrict characteristicsor defineasvariables

• Predefine variables with values

• Definecharacteristicswithexternal hierarchies

for example: cons unit, FS item

3. Execute report

• Make adjustments as appropriate

(report header, number formats,

characteristicdisplay, formatdisplay, andsoon)

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Report Execution

Report Execution: Overview

Thisliststhestepsthatyoushowedinthepreviousdemonstration.

• Drilldown list

• Detail list

• Navigation

Detail list → Drilldown list

Drilldown list → Detail list

• Drilldown

– To analyze/explode totals

Detail list:

Itcontainsthekeyfiguresinrows,thelayoutcorrespondstothatoftheform.

Drilldown list:

Itcontainsthepresentationthatcorrespondstotheselectedcharacteristics,such

asaconsolidatedbalancesheetwithbreakdownbyassetsandliabilities,andthe

owner’sequity. Thekeyfiguresarein thecolumns.

Inthedrilldownlistyoucancarryoutadrilldowntoanalyzeindividualvalues.

Forexample,youcanexpandtheassetitemstotheitemfixturesandfittings.

Afterthat,youcanselectadifferentpresentationforthisitembyselectinganother

characteristic for the drilldown list. For example, the presentation of the item

fixturesandfittingsforanindividualconsolidationgroup.

Youcannavigatebetweentheindividualdrilldownlists. Ineverydrilldownlist,

youcangotothecorrespondingdetaillist. Youcanalsogobacktotheoriginal

drilldownlistagain,thebasiclistwhichisdisplayedwhenyoucallupthereport.

Then, you can start a new drilldown.

Inthereportdefinition,yousetwhetheryoudisplaythedetaillistorthedrilldown

list when you call up the report.

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AC660 Lesson: Drilldown Reporting

Hierarchies

ExternalhierarchiescannotbeanalyzedinSAPConsolidationdrilldownreports

until Release 4.6 and later.

Accordingly, the following graphics refer to SAP Consolidation master data

hierarchies, and not to external hierarchies.

• External Cons Group Hierarchies

• SAPConsolidation: SpecialFeaturesofDrilldownReporting

• Report Call: External Hierarchies

Hierarchies are used to display the dataset in a specific (hierarchical) form.

Hierarchies canconsist of either organizational unitsor (from 4.6 onwards) of

external hierarchies like countries or continents.

Intheprocess,youcandesignthedrilldownreportstomeetyourspecificanalysis

needs.

Hierarchicalrelationshipscanbedefinedbetweenthecharacteristicvaluesused

inSAPConsolidation,andcanbeanalyzedlaterindrilldownreporting. Youcan

definedifferentversionsofahierarchyandusethemlaterinthereports.

Report Call: External Hierarchies

This graphic introduces an additional sort option that is available indrilldown

reporting.

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Unit7: InformationSystem AC660

You can use totals items and totals consolidation groups to arrange the SAP

Consolidation master data (characteristics financial statement items and

consolidationgroups)accordingtoyourownhierarchicalrequirements.

• Bullet 1

Youmaynotusetotalsitemsthatcontainvalueitemsthemselvestogether

withothervalueitems. Thesameappliestototalsconsolidationgroups.

• Bullet 2

The SAP Consolidation master data isversion, year, andperiod specific.

This means the selected consolidation groups must belong to a totals

consolidationgroupofthesameversion,andsoon. Asfarastheyearand

periodareconcerned,thismeanstheconsolidationgroupsmustexistinthe

corresponding year/period.

Thesamerestrictionsalsoapplytothefinancialstatementitems.

• Bullet 3

Item hierarchies can only be displayed for the characteristic financial

statement item.

Use the Consolidation group characteristic when you want to display a

breakdownbyconsolidationgroupinhierarchicalform.

Bullet 2 means that the version, dimension, year, and top node are required

variables. Iftheperiodisnotspecified,period16isassumed. Thesystemalways

selects the current fiscal year / period. The consolidation groups show all the

valuesof the corresponding consolidation units from thecurrent month of the

currentyear. Thereportsthatonlyselectbyconsolidationunitshowthevaluesof

the consolidation units.

Systemdocumentation: Totalsconsolidationgroup:

This characteristic can be any combination of consolidation groups and

consolidation units for reporting purposes.

Thecharacteristicstotalsconsolidationgroupandconsolidationgroupdiffer

whenaconsolidationgroup(upperCG)containsatleastoneotherconsolidation

group (lower CG).

Defineareportwithselectionoptiontotalsconsolidationgroup=upperCG.In

thiscase,thetotalvaluefortheupperCGisdisplayedincludingallthecontained

groups–thatis, includingthevaluesforthelowerCG.

Whenyoudefineareportwithselectionoptionconsolidationgroup=upperCG,

thenonlythevaluethat appliestotheupperCGisdisplayed–that is, only the

deltavalue(totalvalueforgroupupperCGminusthetotalvaluesofallthegroups

contained in upper CG).

Example:

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AC660 Lesson: Drilldown Reporting

UpperCGannualnetincome1000, thereoflowerCG200.

SelectionoptiontotalsconsolidationgroupupperCG:annualnetincome1000.

SelectionoptionconsolidationgroupupperCG:annualnetincome800.

Usethetotalsconsolidationgroupwhenyouwanttoformulateaselectionoption

for consolidation groups.

UsetheConsolidationgroupcharacteristicwhenyouwanttodisplayabreakdown

by consolidation group in hierarchical form.

System documentation: Totals item

Use the totals item characteristic for simplified entry of selection options for

financial statement items a form or report.

Insteadofspecifyingallthevalueitemsforatotalsitemindividuallyorthrough

intervals,youcanusethetotalsitemcharacteristicandthespecifythetotalsitem

itself. Whenyouusethetotalsitemstodefinecells(orrowsorcolumns), then

you should specify the totals item characteristic in all cells, to make sure that

the report displays the correct values.

Use the financial statement item characteristic when you want to display a

breakdownbyfinancialstatement itemin areport.

Position hierarchies can only be displayed for the financial statement item

characteristic.

Figure 129: External Cons Group Hierarchies

Please note the following prerequisites with the report definition in SAP

Consolidation.

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Reportswith an analysis by consolidation group

• Version must be unambiguousfor each cell

• If you do not execute any special accrual,

FYM = (Fiscal Year) Maximum and

PM=(Period16)Maximumarecalculatedforeachcell

• Theconsolidationgroupisbrokendownintoconsunitforeachcombination

of version, FYM, and PM.

Report without consolidation group

• Theconsunitsspecifiedintheselectioncriteriaareselected.

Hierarchies serve to project the dataset in a certain hierarchical form. The

hierarchiescaneitherconsistoftheConsolidationorganizationalunitsorofitems

of a consolidation chart of accounts.

Inthisway,youcandesignthedrilldownreportinahierarchydisplayaccording

to your own evaluation aims.

Figure 130: SpecialFeatures of Drilldown Reporting

In SAP Consolidation, when you want togenerate a report using one or more

consolidation groups, you always have to differentiate by the characteristics

dimension,consolidationgroup,version,yearandperiod. Whenyoudefineand

call upthereport, you canpropose the requiredrecurringaccruals ina display

hierarchy, as standard.

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Forthepresentationofthevaluesofaconsgroup,youdefineaFSitemhierarchy.

It containsthe consolidation chart of accounts and a defined quantity of totals

item and value items.

Using hierarchies for consolidation groups and FS items, you make the

maintenance and execution of a report easier.

In every hierarchy you define

• Thelayoutthehierarchydisplayshouldhave. Forexample,presentationof

aFSitemhierarchywith linesandemptyrows.

• Whether you want a top-down presentation or a bottom-up hierarchy of

your hierarchy.

• Howfarthehierarchyisexpandedwhenyoucallupthereportforthefirst

time.

For the forwarding of drilldown reports to EIS and the formatting of data by

meansofthegraphicuserinterfaceinSight(companyArcplan),youhavetocreate

hierarchynamesfororganizationalunitsandFS items.

Figure 131: Report Call: External Hierarchies

You can structure the Consolidation master data (characteristics FS items and

consgroups)usingtotalsitemsandtotalsconsolidationgroupsaccordingtoyour

ownhierarchyrequirements. Theconsolidationgroupsarecontainedinthetotals

consolidationgroupthroughwhichyouwanttoprojectthevaluesinthereport.

Thetotalsconsolidationgroupisautomaticallyformedfromthetop-consolidation

group.

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