Table of Contents

1. Library...................................................................................4
1.1 Create Library.............................................................................................................. 4
1.1.1 Header Information............................................................................................................5
1.2 Change Library............................................................................................................ 7
1.2.1 Add / Remove Characteristic.............................................................................................8
1.2.2 Add / Remove Basic Key Figure.......................................................................................11
1.2.3 Add / Remove Key Figure.................................................................................................13
1.3 Display Library........................................................................................................... 15
1.4 Delete Library............................................................................................................. 16
2. Sets.....................................................................................18
2.1 Create Set.................................................................................................................. 18
2.1.1 Create Basic Set...............................................................................................................18
2.1.2 Create single set..............................................................................................................23
2.1.3 Create Key Figure............................................................................................................26
2.1.4 Create Multi Set...............................................................................................................28
2.2 Change Set................................................................................................................ 30
2.3 Display Set................................................................................................................. 32
2.4 Delete Set.................................................................................................................. 33
3. Report.................................................................................35
3.1 Create Report............................................................................................................ 35
3.1.1 Create Report...................................................................................................................35
3.1.2 Create Report’s Row........................................................................................................37
3.1.3 Create Report’s Column...................................................................................................40
3.1.4 Create Report’s General data selection...........................................................................42
3.1.5 Create Report’s Variation.................................................................................................43
3.1.6 Create Report’s Layout....................................................................................................44
3.1.7 Assign Report Group to the report...................................................................................45
3.1.8 Save report......................................................................................................................47
3.2 Change Report........................................................................................................... 48
3.3 Display Report........................................................................................................... 50
3.4 Delete Report............................................................................................................. 52
4. Build A Report from Standard SAP library......................53
4.1 Step 1......................................................................................................................... 53
4.2 Step 2......................................................................................................................... 54
4.3 Step 3......................................................................................................................... 56
4.4 Step 4......................................................................................................................... 57
4.5 Step 5......................................................................................................................... 59
4.6 Step 6......................................................................................................................... 59
4.7 Step 7......................................................................................................................... 61
4.8 Step 8......................................................................................................................... 61
4.9 Step 9......................................................................................................................... 63
4.10 Step 10.................................................................................................................. 64
4.11 Step 11................................................................................................................... 66
4.12 Step 12.................................................................................................................. 68
4.13 Step 13.................................................................................................................. 70
4.14 Step 14.................................................................................................................. 72
4.15 Step 15.................................................................................................................. 74
4.16 Step 16.................................................................................................................. 75
4.17 Step 17.................................................................................................................. 77
4.18 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Report Writer  Library  Create
Via Transaction Code GR21

Procedure:

Field Name R/O/C Description

Library R 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) R 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 R 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Report Writer  Library  Change
Via Transaction Code GR22

Procedure:

Field Name R/O/C Description

Library R 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.
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
Default Set O 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).

This is very useful if all reports in a

library always use the same selection
set.
Pos C 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 Description

Pos C 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 Description

Pos C 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Report Writer  Library  Display
Via Transaction Code GR23

Procedure:

Field Name R/O/C Description

Library R 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.
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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Report Writer  Library  Delete
Via Transaction Code GR24

Procedure:

Field Name R/O/C Description

Library R 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.
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 library’s 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 SAP Menu  Information systems  Ad Hoc Reports  Report
Painter  Report Writer  Set  Create
Via Transaction Code GS01

Procedure:

Field Name R/O/C Description

Set Name R 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 R

Choose value “FAGLFLEXT”

 Field Name R/O/C Description
Set Type R 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 R/O/C Description

Field Name R 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 O Enter the description beside the basic set
Recommend you enter the description for
easy reference
From Value R Select the value for the field you selected
To Value O Select the value for the field you selected
short text of set line O 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 single-
dimension 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 O Enter the description beside the single
set
Recommend you enter the description for
easy reference
Set Name R 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.

Field Name R/O/C Description

Description of the key figure O Enter the description beside the key
set figure set
Recommend you enter the description for
easy reference
Key figure R 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.

Field Name R/O/C Description

Description of the set O Enter the description beside the multi set
Recommend you enter the description for
easy reference
Set Name R 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Report Writer  Set  Change
Via Transaction Code GS02

Procedure:

Field Name R/O/C Description

Set Name R 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

3. Enter set name

4. Hit “Enter” on keyboard
5. Choose Save button
2.3 Display Set
Access Transaction:

Via Menu Path SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Report Writer  Set  Display
Via Transaction Code GS03

Procedure:

Field Name R/O/C Description

Set Name R 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Report Writer  Set  Delete
Via Transaction Code GS04

Procedure:

Field Name R/O/C Description

Set Name R 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Create
Via Transaction Code GRR1

Procedure:

Field Name R/O/C Description

Library R Selected the library for the report
Report R 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 R Report Description
Report (copy from) C 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 Report’s 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 Row’s 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 Report’s 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 Column’s 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 Report’s 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 Report’s 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 Report’s 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Change
Via Transaction Code 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Display
Via Transaction Code GRR3

Procedure:

1. Choose the report you wish to Display.

3.4 Delete Report

Access Transaction:

Via Menu Path SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Delete
Via Transaction Code 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Report Writer  Library  Create
Via Transaction Code 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 SAP Menu  Information systems  Ad Hoc Reports  Report
painter  Create
Via Transaction Code 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
Row’s 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
Column’s 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