sap r3 reporting practices
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8/7/2019 SAP R3 Reporting Practices
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Best Practices for R/3
Financial and CO-PAReporting
Quentin HurstVirtuoso
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What We’ll Cover …
• Looking at R/3 Financials reporting overview
• Getting the most out of FI/CO
• Leveraging CO-PA best practices
Objective: Provide best practices you can implement at home to
get the most out of your R/3 Financials investment and reports
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What We’ll Cover …
• Looking at R/3 Financials reporting overview
• Getting the most out of FI/CO
• Leveraging CO-PA best practices
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R/3 Financials Reporting Overview
• Now more than ever, financial reporting is at theforefront of an organization’s reporting needs
Greater visibility to their data (more/better reports)
Verification that existing reports are timely and accurate
• Driven by such factors as Stock market collapse
New legislation – Sarbanes-Oxley
New board of directors Building Block
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R/3 Financials Reporting Overview (cont.)
• This places new requirements on financial reportingteams
Must think outside the box
Use new and different reporting tools
Ensure that documented reporting standards exist andare followed
Need additional knowledge on new tools and best
practices
Increased interaction and pressure from upper management
For a historical perspective on our current and future economic and
regulatory environment, read Manias, Panics, and Crashes: A History Of
Financial Crisis by Charles P. Kindleberger
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R/3 Financials Reporting OverviewTop 5 Pitfalls for R/3 Financial Reporting Tools
1. Not knowing all of the reporting options in R/3 When all you have is a hammer, everything looks like a
nail
2. Not knowing which tool to use for which report
3. Lack of report performance optimizationtechniques
4. Not making advanced configuration settings,which limits the reporting options
5. Bad design decisions in the reporting submodules,which negatively impact reporting options
GOTCHA!
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R/3 Financials Reporting OverviewFI/CO Reporting Universe
SAP
Query
Painter/
Writer
Drill-down
Reporting
submodules
Cash
Management
CO-PA
Special
Purpose Ledger
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Report request
1 2 3 4 5 6 7 8 9 10 11
no no nononononononono
Cannedreport
Drill-down Painter/Writer
SAPQuery
Reportingsubmodules
ABAP
R/3 Financials Reporting OverviewPicking the Right Tool
1. Is a canned report available?2. Can I make a config. change to use a canned report?
3. Can I use drill-down reporting?
4. Can I make a config. change to use drill-down reports?
5. Can I use Painter/Writer?
6. Can I make a config. change to use Painter/Writer?
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R/3 Financials Reporting OverviewPicking the Right Tool (cont.)
7. Can I use a submodule (CO-PA, SPL, Cash Mgmt.)?8. Can I make a config. change to use a submodule?
9. Can I use SAP Query?
10. Can I make a config. change to use SAP Query?
11. Can I write the report in ABAP? Report request
1 2 3 4 5 6 7 8 9 10 11
no no nononononononono
Cannedreport
Drill-down Painter/Writer
SAPQuery
Reportingsubmodules
ABAP
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R/3 Financials Reporting OverviewPicking The Right Tool – Don’t Forget Periodicity
X*SAP Query
XCash Management
X**Special Purpose Ledger
X*CO-PA
XDrill-Down
XPainter/Writer LIS/SIS structure
XPainter/Writer Standard Table
Non-accounting
period
Accounting
period
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R/3 Financials Reporting OverviewIn This Session, You’ll Learn...
• Key reporting tools (and submodules) you should beusing
• How to get the most out of these reporting
tools/modules
• How to alleviate common performance problems
• Tips for maximizing your reporting options when
configuring the reporting submodules
• Advanced configuration techniques that will enable
additional reporting functionality (in Appendix B on
the CD)
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What We’ll Cover …
• Looking at R/3 Financials reporting overview
• Getting the most out of FI/CO
• Leveraging CO-PA best practices
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Getting the Most from R/3 FI/CO
• Explore R/3 drill-down reporting
• Discover the Special Purpose Ledger
• Start using R/3 Cash Management!
• Consider implementing CO-PA
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Getting the Most from R/3 FI/COExplore R/3 Drill-Down Reporting
• Powerful, flexible tool that draws data from InfoCubes Enables reporting on multiple characteristics at once
Users can slice and dice data
A single report can fulfill multiple report requests
Originally built for CO-PA, but now also usable for other FI/CO areas
Foundational technology for BW reporting
See Appendix B for more on how to use this tool for PCA/Costing
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Getting the Most from R/3 FI/COExplore R/3 Drill-Down Reporting (cont.)
• Powerful, flexible tool that draws data from InfoCubes(cont.)
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Getting the Most from R/3 FI/COExplore R/3 Drill-Down Reporting (cont.)
• Where can I use it? General Ledger (G/L)
Accounts Payable (A/P)
Accounts Receivable (A/R)
Profit Center Accounting (EC-PCA) Treasury (TR)
Enterprise Controlling Consolidations (EC-CS)
Controlling-Profitability Analysis (CO-PA)
Project Systems Product Costing
Special Purpose Ledger
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Getting the Most from R/3 FI/COExplore R/3 Drill-Down Reporting (cont.)
• There is no single place to access drill-down reporting You must go to the specific application area you want to do
drill-down reporting on
See the handout on drill-down reporting for transaction codecharacteristics and value fields for each area
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Getting the Most from R/3 FI/COExplore R/3 Drill-Down Reporting – Output Types
• In 4.6C, there are new output types that you can use
Standard drill-down layout
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Getting the Most from R/3 FI/CO Explore R/3 Drill-Down Reporting – Output Types (cont.)
New layout options
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Graphical output
Getting the Most from R/3 FI/CO Explore R/3 Drill-Down Reporting – Output Types (cont.)
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Getting the Most from R/3 FI/CO Explore R/3 Drill-Down Reporting – Output Types (cont.)
ALV output
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Getting the Most from R/3 FI/CO Explore R/3 Drill-Down Reporting – Output Types (cont.)
You can give your users the option of selecting which output
type to use when executing the reportTip
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Getting the Most from R/3 FI/COTips for Drill-Down Reporting
•Don’t include too many characteristics in your report Hinders performance
A good rule of thumb is to limit characteristics to six or less
• Use report-to-report interface to link to other reports
Line item report for reconciliation Other drill-down reports that have additional characteristics
Other SAP report types that are useful for your report
• Use frozen data for reports that take a long time to run
See Appendix A for details!
• Use mass print settings when you need hard copies
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Getting the Most from R/3 FI/COExplore R/3 Drill-Down Reporting (cont.)
Creating andusing drill-
down
reports
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Getting the Most from R/3 FI/CODiscover the Special Purpose Ledger
•
The Special Purpose Ledger is a user-defined,flexible ledger
Captures only what you want, for the activities you want, inthe time frame you want
In very general terms, SPL can be thought of as the CO-PA
of FI
• What can I do with an SPL?
An SPL can update based on any activity
You can pick up FI accounts as well as cost elements
You can set up a series of ledgers that roll-up into oneanother for consolidated reporting
R/3 Profit Center Accounting is actually a Special Purpose Ledger!
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Getting the Most from R/3 FI/COWhen is the SPL a Good Fit?
•The SPL is particularly good when you need to: Report off of a different fiscal year variant
Report off of a different organizational structure
Report on a different accounting basis (cash basis)
Combine data from different parts of the system thataren’t normally available in a single transaction or reporting tool
Consolidate data that falls outside of EC-CS or SEMConsolidations
Stage data for export to an external consolidation tool
Report off a subset of system activities
Handle complex foreign currency reporting issues
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Getting the Most from R/3 FI/COSpecial Purpose Ledger – Best Practices
• Include all currencies you need when defining theledger
It is hard to add them later! At a minimum, include transaction
currency and local currency
•Research how your data flows before trying to set up anSPL
Make sure you identify all of the activity types that you need to
map
•Use user exits in movement types To capture all of the characteristic data you need
You will also have to maintain integrated master data via
transaction code GCS1
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Getting the Most from R/3 FI/COSpecial Purpose Ledger – Best Practices (cont.)
• Use Painter/Writer and drill-down to create SPL reports Your SPL totals table is available as a reporting table in
Painter/Writer
Use transaction code GCRE1 to activate drill-down reporting
for your SPL You will also have to maintain integrated master data via
transaction code GCS1
See also: “How to Tap into the Power of the Special
Purpose Ledger” – Quentin HurstNote
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Getting the Most from R/3 FI/COStart Using R/3 Cash Management
• What is Cash Management? Submodule within Treasury
Used to report short-term and medium-term cash
position and forecast
•Key Cash Management features you should use Electronic bank statement
Lockbox processing
The Cash Management Position (CMP) report
The Liquidity Forecast (LF) report
We’ll cover the CMP and LF reports since they’re particularly
important!Note
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Getting the Most from R/3 FI/COWhat Is the CMP Report?
• Used to forecast cash position in the short-term Based on banking transactions entered in R/3
Looks at actual cash transactions only
Great tool to help manage float – timing differences of
when different deposits, outgoing checks, wires, etc.,clear the bank
T code
FF7A
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Getting the Most from R/3 FI/CO
What Is the LF Report?
• Used to forecast liquidity position over short/medium term Forecasts future obligations and receipts
Based on business transactions entered in R/3
Includes transactions to “convert” outgoing/incoming documents
to cashPurchase orders, A/P invoices
Sales orders, A/R invoices
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Getting the Most from R/3 FI/CO
What Is the LF Report? (cont.)
T code
FF7B
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Getting the Most from R/3 FI/COCash Management Best Practices
• The CMP and LF can be combined You can merge the two reports together to get a
consolidated picture of your cash and liquidity positions
Provides the optimum view of short-term cash position
and forecasted cash position
• Use a proper bank account G/L structure
• Set up the appropriate number of planning groups
You can always combine
• Key to a good CMP is value dating timelytransaction entry
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What We’ll Cover …
• Looking at R/3 Financials reporting overview• Getting the most out of FI/CO
• Leveraging CO-PA best practices
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Leveraging CO-PA Best PracticesConsider Implementing CO-PA
• Why Implement CO-PA? R/3 module for tracking and analyzing profitability
Helps you understand where your profits come from
Captures revenue and cost of goods sold conditions from
Sales and Distribution (SD) Can also capture variances and assessments
Materials Manager (MM) variances, Production Planning (PP)
variances, CO assessments, and FI journal entry activity
• Gives you the information you need to make strategic
decisions
Which are the most profitable customers?
What product lines give me maximum contribution margin?
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Leveraging CO-PA Best PracticesTop CO-PA Pitfalls
•Poor report performance
• Bad design decisions limits what data you can
report on
• Inconsistent value for the same key figure on
different reports
• Difficult or erroneous reconciliation
GOTCHA!
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Leveraging CO-PA Best PracticesGetting the Most from CO-PA
1. Choose value fields strategically2. Ensure consistency with key figure schemes
3. Boost performance with summarization levels
4. Hasten runtimes with report splitting and Report/Report
Interface (RRI)5. Reconciliation tools
In the Appendix on the CD, there are five more CO-PA
best practices!
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Leveraging CO-PA Best PracticesStrategically Choose Your Value Fields
•
Many teams skimp on the number of value fields theyset up
Example: setting up a single field called “Net Revenue”
instead of the components as separate fields
• R/3 won’t allow you to break the data out later It’s indivisible once it’s posted
As time goes on, you will be asked to break out Net
Revenue to its individual components for analysis
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Leveraging CO-PA Best Practices Strategically Choose Your Value Fields (cont.)
•
Break potentially useful conditions into their own fields Even if you don’t have a current requirement to justify the
field, in the future someone will probably ask
You can always add value fields together when detail isn’t
needed
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Leveraging CO-PA Best PracticesEnsure Consistency with Key Figure Schemes
•Key figure schemes are groupings of value fields You set them up once and use them across your reports
Ensures line items have the same definition across
reports
Net revenue, total cost of goods sold, etc.
When creating your report forms, you have the option of
using value fields or key figures
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Leveraging CO-PA Best Practices Ensure Consistency with Key Figure Schemes (cont.)
• Set up key figure schemes via transaction KER1
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Leveraging CO-PA Best Practices Ensure Consistency with Key Figure Schemes (cont.)
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Leveraging CO-PA Best Practices Ensure Consistency with Key Figure Schemes (cont.)
• How to use them in reports
When creating the report form, you will be prompted on
whether to use characteristics, value fields with
characteristics, or a key figure scheme
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Leveraging CO-PA Best Practices Boost Performance with Summarization Levels
•Summarization levels speed up report runtimes You define summary levels (tables) and specify an
update frequency
R/3 generates, loads, and updates the summary tables
When designing reports, you tell R/3 to use thesummarized data
R/3 fills in any missing data from original table (new with
4.5!)
• The best tool for maximizing CO-PA report
performance!
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Leveraging CO-PA Best Practices Boost Performance with Summarization Levels (cont.)
•Summarization levels speed up report runtimes
SL
CE3
SL
SL
Report R/3
F i r s t
I f n o n e f o u n d
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Leveraging CO-PA Best Practices Boost Performance with Summarization Levels (cont.)
•How to set them up
1. Define summarization levels using transaction code
KEDV
2. Then tell R/3 to load the level by executing report
RKETRERU
Transaction code KEDU
3. Schedule report RKETRERU to periodically run to
update your levels
Create variant in KEDU, then schedule a batch job
to run off of that variant
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Leveraging CO-PA Best Practices Boost Performance with Summarization Levels (cont.)
TcodeKEDV
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Leveraging CO-PA Best Practices Boost Performance with Summarization Levels (cont.)
•Keys to success Choose a frequent update strategy to get the most boost –
normally a nightly update strategy is used
Set up and transport your levels from your Gold/CTS client
Include dependent characteristics in summarization levels Don’t define too many summarization levels (8-20 suffice)
Avoid “redundant” summarization levels
Make sure to periodically delete unused summarization
levels
Use the delivered summarization level tools
Tip
You can also use the summary tables created by summarization
levels to hasten custom ABAP reports
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Leveraging CO-PA Best PracticesHasten Runtime with Splitting and RRI
•Report splitting and report/report interface Both improve performance
Break one report into multiple reports
Useful with large number of characteristics or high data
volume• What’s the difference?
Report splitting – one report automatically calls the other
RRI – from the first report list you use, manually navigate
to the lower-level report using a menu path
Original slow report Faster runtime: 2 smaller reports;
one calls the other when needed
SplittingRRI
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Leveraging CO-PA Best PracticesHasten Runtime with Splitting and RRI (cont.)
• How to split reports
Use transaction code KE3L
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Leveraging CO-PA Best PracticesHasten Runtime with Splitting and RRI (cont.)
• How to set up a report/report interface
For drill-down reporting, go to the Options tab in either
the create or change mode and click on the Report
assignment button
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Leveraging CO-PA Best PracticesHasten Runtime with Splitting and RRI (cont.)
•
When to use splitting Reports that use a lot of characteristics or
characteristics that have a lot of values – performancebecomes an issue
Users typically do the same drill-down, e.g., company
code, then product line, then customer • When to use RRI
When you want to link different types of reports, such asABAP programs to Painter reports or SAP queries todrill-down reports
Users don’t use a single drill-down approach, so splittingisn’t a viable option
When splitting a report, users are limited to specific drill-downs
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Leveraging CO-PA Best PracticesReconciliation Tools
•
Standard delivered CO-PA reconciliation report in R/3 4.5+ Name was derived from its transaction code KEAT
Tries to reconcile FI, PCA, SD, and CO-PA at an SD
condition/account level
Provides a quick overview of any discrepancies Offers drill-back functionality for out-of-balance entries
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Leveraging CO-PA Best PracticesReconciliation Tools – KEAT
T codeKEAT
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Leveraging CO-PA Best PracticesEase Reconciliation with KEAT
•
Unfortunately, KEAT has some drawbacks Not completely reliable, especially in make-to-order
environments
FI initiated updates aren’t tracked well or consistently
Report output isn’t customizable• The verdict:
Use as a quick check to identify errors
If KEAT shows an error, generally it is an error
Doesn’t always show all errors
Still need a more reliable reconciliation tool for detailed
reconciliations
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Leveraging CO-PA Best PracticesSet up COS for Easier Reconciliation
•
What is Cost of Sale (COS) reconciliation? Simply stated, it is the creation of a COS cost element in
CO, coupled with the necessary configuration to force a
CO-PA segment update during any COS activity
The solution provides
Dual update into CO-PA – delivery and billing
A separate value field for each update
A low-data alternative to setting up account-based CO-
PA
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Leveraging CO-PA Best PracticesMore Best Practices in the Appendix!
1. Benefit from R/3’s frozen data feature2. Boost performance with summarization data
3. Use realignments for mass changes
4. Leverage line item reports
5. Start using characteristic hierarchies
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Resources
•
Dig into your system...• On CO-PA or financial reporting: help.sap.com
• The R/3 Reporting Made Easy Guidebook
• Configuring SAP R/3 FI/CO, by Quentin Hurst and
David Nowak – Sybex 2000
• On your CD
Drill-down reporting handout
Appendix A: More CO-PA best practices
Appendix B: Using Drill-Down for PCA and Product
Costing!
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7 Key Points to Take Home
•
Drill-down reporting isn’t just for CO-PA anymore• Search for the node “information system” in the IMG
You may be surprised at the tools you will find
• There are report optimization techniques in CO-PA
that aren’t available to other reporting tools• There are specific reasons why you would use a
Special Purpose Ledger
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7 Key Points to Take Home! (cont.)
•
SAP Query has been given a bad wrap – give it a try• Cash Management Position and Liquidity Forecast
are two strategic reporting tools that are often
overlooked
• Don’t forget the Appendices
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Your Turn!
Questions?
How to Contact Me:qahurst@virtuosollc.com
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