Tài liệu Chapter 4: Drilldown Reporting ppt

Report Development Tools 4–1 Chapter 4: Drilldown Reporting Contents Learning the Basics of Drilldown Reporting .4–2 Creating a Drilldown Report: Profitability Analysis 4–7 Getting the Most from Drilldown Reporting: Tips & Tricks 4–23 Review .4–33 Where to Learn More 4–34 4 In this chapter you will learn:  What makes Drilldown reporting an effective reporting tool  How the components of Drilldown reporting are organized  How Drilldown differs from other reporting tools  How to create and execute a form (drilldown) report Chapter 4: Drilldown Reporting Learning the Basics of Drilldown Reporting Reporting Made Easy 4–2 Learning the Basics of Drilldown Reporting Drilldown reporting contains interactive functionality that lets you analyze the data collected in your application or information systems. Compared with other reporting tools, Drilldown offers greater flexibility in mining data. You can slice and dice data without the restrictions of formatted and fixed reports. Before jumping into how you can use Drilldown reporting to create and use reports, it is important to understand its features and basic organization. Note: Many users may not know of a tool called Drilldown reporting, but are instead familiar with other tools such as the Executive Information System (EIS) and Profitability Analysis (CO-PA) reporting. Drilldown reporting is the engine for both EIS and CO-PA reporting. However, as previously mentioned, there are times when report development tools are known by different names within certain applications. This is the case with Drilldown reporting. In this chapter we will discuss the applications in which Drilldown reporting is used, but for additional references to Drilldown reporting, see chapter 1 of this guidebook. What Is Drilldown Reporting? With Drilldown reporting you analyze data based on any of the characteristics or objects that describe the accessible data. Drilldown reporting allows you to: < Choose key figures or performance measures to categorize your data (we will further describe both key figures and characteristics and their use) < Display a number of objects for a given key figure < Display a number of key figures for a given object < Carry out any number of variance analyses (for example, plan/actual comparisons, fiscal year comparisons, and comparisons of different objects) Drilldown Functions Drilldown reporting provides you with easy-to-use functions for navigating through your data. Using drilldown functions, you can: < Jump to the next level of detail or to the next report object at the same level < Hide individual levels of detail < Switch between the detail and drilldown lists < Process lists interactively (sorting, conditions, ranking lists, and more) < Deploy SAP Graphics, SAPmail, and the Excel List Viewer. Once you have built the initial view of the data, you have dynamic control over how the data is viewed. For example, you can sort selected characteristics in a different order without having to rerun the query. By manipulating “hotspots” in a report, you can also Chapter 4: Drilldown Reporting Learning the Basics of Drilldown Reporting Report Development Tools 4–3 change the level of detail. Hotspots influence the appearance of the cursor and the effect of clicking. To make a distinction between “Drilldown” (the tool) and “drilldown” (the function), the Drilldown reporting tool is optimized for online viewing of report data; you do not have to constantly scroll up or down a long list to find the appropriate subset of desired information. Drilldown allows you to stay on the same page while it interactively presents data. Where Is Drilldown Reporting Used? Drilldown reporting is primarily used to access the following selected data structures: < Controlling and Profitability Analysis (CO-PA) < Executive Information System (EIS) < General Ledger (Financial versions) < Project Systems With Release 4.0 Drilldown reporting has been expanded to include: < Consolidations < Accounts Payable < Accounts Receivables < Special Ledger < Real Estate < Funds Management < Treasury Management < Investment Management < Profit Center Accounting Drilldown reporting is not possible for data structures that are outside these areas unless you are able to pull the data into one of these applications first. Types of Drilldown Reports Drilldown reporting is designed to make it easy to define simple adhoc reports while still providing all the functionality required for more complex ones. Consequently, you can define two different types of reports: < Basic report < Form report Basic Report This report is often useful when you quickly want to search for a specific effect in your data without exactly knowing what you are looking for, or where you are likely to find it. The structure of the basic report is simple and of a more general nature than a form report. Chapter 4: Drilldown Reporting Learning the Basics of Drilldown Reporting Reporting Made Easy 4–4 Form Report In form reports the structure of the list is more complex but also allows you greater flexibility. Form reports are often used for official company reports, and are particularly suitable for printing reports. Do not confuse the term form as used in Drilldown reporting (or Report Painter) with any other use of the word “form” in the R/3 System. Note that the term “form,” as used here bears no relationship to the same term that appears in the area of printing forms. For more information on printing forms, see the Printout Design Made Easy guidebook (now called SAPscript Made Easy). Form reports are based on a structure of rows and columns called a form (template), which you define separately. Form reports are divided according to the degree of complexity, depending on whether they have one axis or two, and whether or not a key figure is used in the form definition. How Is Drilldown Reporting Organized? As shown below, you can use characteristics, key figures, and forms to define reports. When you create a report, the result is a series of lists and graphics that you can display on screen. You can also print reports, send them by fax or e-mail, or save them as files for PC applications such as Microsoft Word and Excel. CharacteristicsKey Figures Form Report Name Create Change Execute 20 % 20 % 20 % 20 % 20 % Online Background Print MS Word MS Excel Export Save Fax Internet Send List Graphics Chapter 4: Drilldown Reporting Learning the Basics of Drilldown Reporting Report Development Tools 4–5 Key Figures Key figures (value fields) contain amounts, quantities, or events. Your application contains a number of key figures that may be relevant for analysis purposes. Key figures include not only stored values and quantities, but also values that are calculated from these, based on formulas that you can define. Examples of key figures: < Value: Costs, sales, sales deductions < Quantity: Number of employees, sales quantity, amount of billings posted < Calculated value: Sales per employee, contribution margin Characteristics Characteristics refer to unique, keyed information that you use to select, sort, and summarize data. Characteristics determine how your data can be classified. The SAP organizational units Controlling area, Company code, Business area, and Division are examples of characteristics. For each characteristic, a hierarchy (or many hierarchies) may be defined in order to reflect semantic relationships between the characteristic values. For example, you could set up a hierarchy for a characteristic sales region starting with worldwide sales at the top level and then subdivide it by continents, countries, and regions. In Drilldown reporting, these characteristic hierarchies are presented as a tree structure you can interactively expand or collapse to the desired level. Forms Forms are the basic building blocks of drilldown reports. A form determines the content and formal structure of a report. A form can be thought of as template and a semifinished report, which you complete by specifying (additional) characteristics and key figures when you define the individual report. < Since forms can be shared across many reports, we recommend that you name them in such a way that the name does not limit their use. < The content of a form should generally be fixed and change only under rare circumstances. When you change a form, it impacts every report that uses the form. Related Terminology < Drilldown: This term is somewhat loosely used in the R/3 System. In this guidebook, drilldown implies drilling down within the confines of the report you are viewing—not drilling down to lower levels of detail across the R/3 System. However, we mean to distinguish between the function of drilling down (as is available with several R/3 report development tools) and the Drilldown reporting tool, which is the focus of this chapter. < Painter: Graphical point-and-click technology in the R/3 System, the Painter allows you to quickly build report queries against selected databases. The term “Painter” used here is different from the “Report Painter” tool covered in chapter 3. Chapter 4: Drilldown Reporting Learning the Basics of Drilldown Reporting Reporting Made Easy 4–6 < Variables: These are generally attached to certain characteristics of the report. Variables allow you to prompt the user to select different characteristics for running a report. This feature makes it possible to create reports that are flexible for different needs. You can define global and local variables, depending on how often the variable is used. If the variables are used more frequently, define them as global. You can use global variables in any forms. < Axis: Refers to the X and Y axes of the body of a form report. A one-axis report display is made up of just rows or just columns. A two-axis report display has a more conventional row and column look and feel. < Freezing: Drilldown can save only the data that an individual report requires. This allows a report to run many times without having to go back to large volumes of the original data store. How Does Drilldown Reporting Differ From Other Reporting Tools? A fundamental difference between Drilldown reporting and other R/3 report development tools is that with other tools a user can develop reports from application areas (such as accounts payable in FI, shipping in SD, or payroll accounting in HR). Reports can also be developed within the menu of the reporting tool itself. However, with Drilldown reporting, you can only develop reports within the application menus. Other than the application area menus, there is no central report development for drilldown reports. Consequently, the reports you develop in the Executive Information System or Profitability Analysis (for example) are available for use only within those specific applications. Note: Drilldown reporting is often confused with Report Painter/Report Writer, a tool that is most commonly used in FI and CO. Both use the term “form painter,” but use the forms differently. Because the Drilldown tool is specifically designed for reporting, it simplifies the steps necessary to write reports. Double-clicking on hotspots does much of the development, with the hotspots prompting you along the way. Thus, Drilldown reporting tool makes it easy to create reports. What are the Prerequisites? Drilldown reporting tends to access summary data that requires a one-time configuration effort. Once the summary tables have been configured and are populated with data, there is little need for further configuration. Chapter 4: Drilldown Reporting Creating a Drilldown Report: Profitability Analysis Report Development Tools 4–7 Quick View of the Output Shown below is the output of a sample drilldown report. With just a few hours of basic training, you should be able to create this two-axis report in 30 minutes or less. Creating a Drilldown Report: Profitability Analysis In this section, you get a guided tour of how to create a two-axis form report. This step-by- step approach is built around a sample report (see the graphic on the next page). Take a minute to familiarize yourself with the scenario and the desired report. Note: Drilldown reporting is a report development tool used as a background engine in several applications. In this chapter, we provide an example of creating a drilldown report in the application area of Profitability Analysis (CO-PA). Appendix F provides an additional perspective on how to create a drilldown report using the Executive Information System (EIS). Example: Bungee Corporation wants to build a graphical, interactive, and user-friendly form report against its profitability analysis data. Design a two-axis form report to allow users to drill down by customer or customer group. Chapter 4: Drilldown Reporting Creating a Drilldown Report: Profitability Analysis Reporting Made Easy 4–8 Note: The example shown here was created using Release 4.5A. While this guidebook set generally provides information about Release 4.0B, we created this example in Release 4.5A to take advantage of some of the settings provided in the 4.5A IDES system. If you are familiar with profitability analysis in R/3, you may know what a CO-PA operating concern is and what the characteristics and key figures contained in an operating concern are. If not, you may not fully appreciate all of the business logic in the example. However, you will see how reports are created with the Drilldown tool. The graphic below shows what the finished example report looks like. < First axis: The columns (beginning with Machinery) form the first axis for this report. < Second axis: The rows (beginning with Sales Quantity) form the second axis. < Characteristics: The drilldown characteristics in this example are Customer Group and Customer. The graphic shows report data, grouped by customer. Second axis (Rows) Characteristics First axis (Columns) Chapter 4: Drilldown Reporting Creating a Drilldown Report: Profitability Analysis Report Development Tools 4–9 Basics Steps in Creating Drilldown Reports in CO–PA To create a drilldown report in CO-PA, follow the steps shown below: 1. Enter a name for the report. 2. Decide whether you want to create a basic report or a form report. In this chapter we cover the steps needed to create a form report. 3. For a form report, enter the name of the desired form. 4. To copy an existing report, enter the name of the report you want to copy. 5. From the initial screen, you can access the different components of the report. 6. After you have specified the desired characteristics, characteristic values, and key figures for the report, save the report. 7. Execute the report. Creating a Two-axis Form Report With Key Figures (in CO-PA) To create the sample profitability analysis form report, follow the steps shown at right. Once a form has been created, you can attach it to a report (as shown in step 5). The term “attach it to a report” simply means “creating a report according to a form.” As mentioned in step 2 above, you must decide whether or not to create a basic report or a form report. Creating this form leads up to creating a form report. Execute report Execute report Trained Employee Available? Attach your form to the report Attach your form to the report Select general data and desired characteristics Select general data and desired characteristics Define rows (second axis) and choose characteristics or key figures Define rows (second axis) and choose characteristics or key figures Define columns (first axis) and choose characteristics or key figures Define columns (first axis) and choose characteristics or key figures Set operating concern and operating currency Set operating concern and operating currency 1 2 3 4 5 6 Chapter 4: Drilldown Reporting Creating a Drilldown Report: Profitability Analysis Reporting Made Easy 4–10 Guided Tour Step 1: Set Operating Concern and Currency The first step in building a form in CO- PA is to set the operating concern and operating currency. 1. From the SAP main menu (not shown here) choose Acounting → Controlling → Profitability analysis. 2. Choose Environment → CO-PA configuration. 3. Double-click Information System: Forms. 4. Place the cursor on the Create form field. 5. Click Choose to create a form. 3 5 4 [...]... characteristics for drilldown information We now select Customer group for further analysis 4–22 Reporting Made Easy Chapter 4: Drilldown Reporting Getting the Most from Drilldown Reporting: Tips & Tricks This view of the report shows data summarized for the characteristic Customer group You have built and executed a drilldown report against profitability analysis data Getting the Most from Drilldown Reporting: ... While Drilldown reporting can easily print the contents of each report, its real strength is interactive drilldown capability < Local Variables: With Drilldown reporting you can create your own local variables Sometimes when you are creating a form, you might choose a characteristic that has no global variable Report Development Tools 4–23 Chapter 4: Drilldown Reporting Getting the Most from Drilldown Reporting: ... report output to emphasize amounts that fall above or below certain values 1 Choose the Drilldown icon to switch your report output view to the drilldown mode 2 Select one of your drilldown characteristics (for example, Customer) 4–26 1 2 Reporting Made Easy Chapter 4: Drilldown Reporting Getting the Most from Drilldown Reporting: Tips & Tricks 3 Notice that amounts in the Sales quantity column are highlighted... Extras → Report assignment 2 Choose Insert line 2 3 The Add Drilldown window prompts you to choose the name of the drilldown report you want to assign 4 If you want to assign other kinds of non -drilldown reports (or transactions), choose Other Report Type Report Development Tools 3 4 4–25 Chapter 4: Drilldown Reporting Getting the Most from Drilldown Reporting: Tips & Tricks 5 Double-click on the other report... expanded 2 4–32 Reporting Made Easy Chapter 4: Drilldown Reporting Review 3 To expand or collapse the tree, you can click on the plus (+) or minus (–) signs to the left of each hierarchy branch 3 4 Choose Navigate → Hierarchy to select from various display options 4 Review Drilldown reporting is a user-friendly tool that allows you to quickly create reports in specific application areas Drilldown reporting. .. Now you can create a formula which states: Take all the amounts in column 1 and divide them by the total revenue for that particular row 7 8 Choose Enter 8 4–28 Reporting Made Easy Chapter 4: Drilldown Reporting Getting the Most from Drilldown Reporting: Tips & Tricks In the Percent column you can hide anything that does not meet your requirements For instance, you may want to hide the Sales quantity... has finished you can look at a spooled list of the report To see it online, simply go to the reporting tool and execute it in the foreground Since you froze the report in the background it will be retrieved quickly Report Development Tools 4–31 Chapter 4: Drilldown Reporting Getting the Most from Drilldown Reporting: Tips & Tricks Characteristic Hierarchies If you included characteristics in your report... the “from” division when executing 5 the report The same is true for DIV_TO 5 Choose Replace with entry (mandatory) for Division &$DIV_FROM 6 6 Choose Enter 4–24 Reporting Made Easy Chapter 4: Drilldown Reporting Getting the Most from Drilldown Reporting: Tips & Tricks Now assign your variable a userfriendly prompt at run time 7 From the Report Painter: Create Form screen, choose Extras→ Variables → Character... associate with your key figure You may choose none, or many, to complete the selection criteria for your row In this example, we select no characteristics 8 Choose Enter 8 4–16 Reporting Made Easy Chapter 4: Drilldown Reporting Creating a Drilldown Report: Profitability Analysis Supply a name for the row Notice that the system automatically brings up the description of the key figure from the Operating concern... characteristics do not show up in any rows or columns, you do not need to be concerned with texts However, later we will discuss how you can put them in the header of the report 4–18 Reporting Made Easy Chapter 4: Drilldown Reporting Creating a Drilldown Report: Profitability Analysis 10 Choose the Check icon on the toolbar to check the report for errors 11 If no errors are found, choose Save 11 10 Your form is . other reporting tools  How to create and execute a form (drilldown) report Chapter 4: Drilldown Reporting Learning the Basics of Drilldown Reporting Reporting. “Report Painter” tool covered in chapter 3. Chapter 4: Drilldown Reporting Learning the Basics of Drilldown Reporting Reporting Made Easy 4–6 < Variables: