Video 1: Methods of Reporting
Okay. We are done with a process that we wanted to show here with the billing that was completed, but we still have some other topics to cover. Like for example, the topic of reporting. As for reporting. What you have to know is that there are different methods of reporting with SAP. So we have the standard transactions for reporting, meaning these other standard or reports that you use in your everyday business with SAP. So if you work in a certain department, you fulfill certain role, you're usually work with this transactions. These standard reports will help you. For example, To find sales orders to find purchase orders, to find certain master data, to find accounting information. What happened on your account that shows you cost center reports and so on and so on. Um, these standard reports usually read the information from the database tables, where the object you want to see in your reports. Are, uh, are saved. Um, this means that you have to select carefully. You cannot simply tell the system, show me all purchase orders we have ever created. That could be millions of them. That would be by far too much, uh, too much information to, to show you on the other hand, if you're carefully select these standard reports work fairly well. Uh, and, and fast, and they allow you to drew down, but usually by double speaking to the underlying documents. So if you find some sales orders in the list, then you can double click on one list item. You can go there, you can work with the serious order. You can return to the list, open another serious order, work there and so on. So these are really made for everyday business. And what you find out what happened. Um, for example, at night, with a material requirement planning you have for airports like that, to show you, if you broke with the purchasing department, you want to look for you. Um, purchase required requisitions. You use one of these, right? If you want to see artistic information for a broader. Timeframe or, um, um, a huge number of items. Then you go to the info systems, the info systems, also part of your SAP ERP system, they info system. They show you certain information. Um, for, for example, if you want to find out. Rich customer, did I make rich money with like four last year? So if you want to see, um, which purchase, which vendor Vos your most widely used vendor in all of your SAP system, like last year, or if you want to see which materials have lots of goods, receipts, and goods issues, and rich materials were never, ever used. Like last year, of course, these could be millions of, um, of documents of, of, of, um, Posting documents that could be millions of goods, receipts, goods, issues, and so on. And you want to see that number. You cannot look up that in standard transactions. It would fall too slow. It would be far too slow, and you're not interested in all the details of a single, um, purchasing document or, or goods, receipt document or something like that. You're interested in. Um, in the Broda overview and this is where info systems are good for. You can do this with info systems. That's a sales info system, a purchasing info system. There is, uh, info system for quality inspection info system for plant maintenance. And of course also info systems for what you did at your storage locations. Like, uh, materials moved in, moved out. Um, posted to another storage location and so on all your material movements and so on. Do you have info systems for all that stuff? Usually for logistic modules then. Also in your ERP system, there's an SAP. Very SAP very is comparable to standard transactions, but these queries are still to be created. So the sub is a tool to create new reports. With certain methods and certain functionality, but this is not meant to be done by a normal SAP user. This is meant to be done by the it department or by the system administration or wherever the persons are that have knowledge to do that. Because they have to know the database tables and so on in order to create a query. So this is not a topic we cover right here is just talking about that. There is a tool like that. And if you have needs for certain reports, you can ask your it department to create a sub co-vary for you. Once it is existing, this query, you can open it as a normal user. Of course, if you have authorization to do so, that's it. Then comparable again to info systems. You may want to look up certain data out of their SAP system that comes with SAP. And additionally, you may also look up data that come from other systems, or if your company uses multiple SAP systems, you want to combine information from different SAP systems. You need external tools. SAP sells a business information. Sometimes also named as business warehouse or even business information in warehouse. This name changes over the time. Rather often, these are tools created by SAP that you can install and that you can license. Extra beside of the ERP system. So this does not belong to your SAP system to your ERP system. Excuse me. It is SAP. It may be SAP. It does not belong to ERP system. And then even vendors that sell business information, business warehouses for SAP. That are not SAP. So you can buy that from third party vendors. Uh, also this is not covered here in detail because that does not belong to the ERP system that we are going to cover it. Now let's continue with standard transactions and info systems. If you look up where the information comes from the reports. That you have here come from your modules. So this is the area of online transaction processing or LTP. And that happens in the modules like the SD module sales, or like the M M module, like inventory management, PP module, like production and so on. And here you have hundreds and hundreds of predefined reports. And if this is not enough, You can use the sub co-vary to extract information out of the tables that are underlying here in a different way that the standard reports do that. But usually you can, uh, you can go on with the standard reports and that's okay. As for the statistical overviews, where you have a broader set of numbers, some of the information that is created in your everyday transaction processing is extracted and saved and certain data warehouse. Tables named info sets. These info sets only contain a certain extraction of what you do here. So if each and everything that you create down here in the modules would be extracted into info sets. That would not be any faster because you have hundreds and hundreds of fields to cover. So the extraction bill. Uh, works with a selection of certain fields. These fields are preselected by SAP by default. And if you want to in your company, while you set up your system, you can also tell the system to extract certain other fields into these statistical information. So like, for example, if you look at a sales information system, Down here in the sales module, you can look up sales orders and by double click, you can open that and then you can see each and every field of your sales order. Up here in the extraction, in the info sets, you have predefined fields that will be transferred to here. Like the order type, like the V uh, like the customer, like the material you have assault, like the quantity and the unit of measure, like the price you call up and so on. And some organizational data, which says organization, um, Which distribution channel and so on you, you have all that information here, but you have by fall, not the complete set of information that you'll find in a sales order with this minimized set of information, it's much easier for the system to create reports. Covering huge timeframes or huge sets of data in a very short time. So the business information business warehouse interface comes from here. So external business information and business warehouse tools. Also the tools that SAP provides will read that information. And in your system, you also have visualization tools. These are the info systems info system reports like sales info system, purchasing info system. And what you have, this is named online analytical processing. So you have that on board, but of course, with the info systems in an SAP system, you can only look up information that is generated in this SAP system with the external business information tools and business racehorse towards you can also have interface to other systems. So you can combine information from multiple SAP systems or even from external systems that are not SAP systems. And then you can create reports that use combinations of information's coming from all that tools. Okay. Next, we will look that up in SAP, not the business information, but online transaction processing, the standard reports and. And as, um, information system reports like sales info system or purchasing info system or whatever, that's what we're going to look up next.
Video 2: Standard Purchasing Report in SAP
Reporting. First of all, look, let's look up. Uh, report, um, in the area of purchasing, we want to have a purchase order report. This is standard transactions, every day's business. So I want to have a list of purchase orders that I can really work with. Meaning I want to drill down to the, uh, to the purchase orders. I opened that transaction that I've entered to the command field. And here we have a selection screen for purchasing documents per document number. There are multiple reports. For purchase orders, there may be reports, uh, for documents, Pam material, per documents, per vendor. Personally, this is my preferred report because it gives me more options than all the other reports that we have here. And it is similar. So I do not miss anything that I could have with the other reports. This is my personal favorite. Okay. So what do we have here? We have some already pre-filled fields. Because I've used the settings for certain fields. So I've told my user master that I work with the purchasing organization 1000 and with the plant 1000. So this is already field now, um, to select a little bit more. I don't want to see each and every purchase order ever created for that plant or for that purchasing organization. I want to limit that a little bit. And so I told the system I'm only interested in reports. Covering a certain vendor like that vendor too. And I want to see, um, everything that I've purchased from this vendor in a certain range of dates. Like for example, I want to have the 1st of January until. End of October. That's what I want to look up. And if you enter something like that, that should be limited enough to give you, uh, good, um, well, answer time, a good time, and a short time for the report. Um, you cannot start or report with, with simply hitting the enter key or clicking that green button, but you already know you have to use. The execute button down here, or the key F eight on your keyboard. If I click that, I get to the list and this list looks very, very old fashioned because it is, um, the list look the same in the very old. All two systems and the all three systems in the actual system, it's still looks like that. And in the Mo most modern S four HANA system, it will still look like that because it has enough friends out there. So people like that list here. For example, I have a purchase order with a purchase order number up here. This is the purchase order number, starting with the four or five, depending on the number range. It's the Miller. Um, Company. And unfortunately, since Miller is a German vendor, all the material descriptions are also in German. Like here, we have bolts bolts of the, uh, of the size . So we have bought 10 of that still to be delivered is nothing still to be invoiced on 10. So if you have the goods receipt for that, but we don't have an invoice receipt for that. And this, um, this purchase order had multiple items. So we have the bolt with a number empty, 100 800 empty, 108 Oh one eight Oh three, eight Oh four, eight Oh five and so on. And for all of that is that we have delivery, but we have no invoice for that drilling down in that report. You can see all that items. If I go further down that list here we have. Purchase orders with single items, only one item, but obviously do not buy anything else, but that bolt from this vendor. Okay. So this would be a good example because it's an list easy to see, and we can look up whether they can have a report that looks different because these very old fashioned kind of reports, you are not able to download this to XL. Well with some tricks you could, but what we'll do you want to do with this? INACSL where you have hierarchical representative patient off your, um, off your purchase orders. Like the first level is the purchase order, the second level, all the items and below that you have a purchase order history. No, that's not modern. Let's get out of here again. Unfortunately, this report, um, um, well, Loses all the information I've entered. So I enter this information again and now I change one thing. It's the scope of list. This is only this, this you can only do with purchasing or reports. Uh, other reports usually are modern types of reports here. You have to select a modern time of report. I go to that selection screen here and the field scope of list, and instead of best, which is the German abbreviation for purchase order German. This is and here we have best a L V L a L V. It's a much more modern. Type of reporting. A L V is for ever blissed viewer. And we use that same selection. So we have same content going in here. It looks completely different, different, doesn't it, it's a modern list. You can download that to Xcel. You even have a button up here. It's very easy. I click that button and I select from all available formats. And so I can tell the system to use a certain XL format. Doing that the system will ask me where to place that I tell the system to put it on my desktop. For example, I give that list in name or I accept that name that we have here. And then I save that. Well, my, um, uh, my, my firewall, um, asked me whether I want that. I have to allow that. And then it opens Exel and here I have the very same list in Exxon. Okay. Even with colors and everything. That's fine enough. I close XL. I'm back to the SAP list and I can do lots of stuff with that. For example, I can tell the system to, um, to solve that list by let's say net price. So I highlight that column. Uh, then I told her system to sort in descending order. So the most expensive boat is 55 cent and the. Less least expensive boat is only 1 cent. Well, that could be an error, but okay, it's fine. We have a range of prices for basically the same product. Have you see the quantities here and everything? And since this is a standard list from your every days work, of course you can double click in one of these, uh, list, um, items, and then the system should open the purchase order. And volley enough, here we are in the middle of the purchase order, you can look up the purchase order. You can go to all the details, you see the list of items of that purchase order. Um, you could even go to from displayed to change, and now you could maintain your purchase order and after saving it, you could go back to the list and open another purchase order exactly the way you want to do that. No F a different purchase order. I can go to, uh, maintain maintenance of that. I could change that safe it go back and really work with it. That's fine. So you have influence on the list that we have here. Like I can solve the list. I even have more influence on the list here. And I show that, uh, I show that on the example of a purchase order list, but you can do that with all modern reports in SAP, not the very old fashioned one that we've seen. Uh, in the beginning, but with the modern reports, you can exactly do that. What sh I'm going to show you. And 95% of all reports in SAP looked like this, or look similar and have similar functionality. Another example, you have certain, um, you have certain information coming with that. So if you have information, like who's the vendor. Well, we've selected that vendor. So it's no wonder it's always the same vendor. You have selection, like the price and so on and so on. So you have, you have lots of selections in here, but if you want to see different stuff or you don't need certain, um, certain columns on that list, you can click this button change layout, and here you see all the, uh, displayed columns. And here you have a column set of columns. Not yet. Displayed, but you can use that. You can enter that to your report. So for example, you can, um, you can enter, what did I see you? The name of the vendor name of the vendor is here. Well, we have the vendor number in our report. Where is it? Here? It is the vendor. And if you want to see the name of the vendor right next to it, You want to put it where now the material is, don't worry. You do not delete the material. This will be pulled down in that list. I have highlighted name of vendor in the, not yet seen fields. I want to have that next to vendor here. So I highlight where it comes from. This is what I want to see here. I highlight where it shell go, and then I take it over there and no name of the vendor is right next to it. Let's see. The distance changed. And here, if the vendor and here have the name of the vendor, so you can change that and you can even save that for you. You, I'm not going into the details right now, but you can do that. And you have lots of functionality, like, um, like downloading that to Excel, like salting that like changing the layout and saving the layout for you. Like. Building totals for, um, well, for example, for the price, you can, you can trade a total here. And if I do that, I see the total is 1275. That was not visible before I can create subtotals with this. Once you have selected a column to be totaled, you can tell the system and now please give me, um, give me a subtotal pan material. I enter material. I want to have subtotals and here we go, uh, have to broaden that column to be readable. Now I see a subtotal for each material. So we have V have bought this material for 87 cents and we have this material for 96 cents cents. And so on. Okay. Getting out of here again, I haven't saved that layout. Now. I have only shown you where to save that. Getting out of that again, I'm back to the selection screen. Now with the selection screen, you also have methods to do something with that. For example, if I have to create a purchasing document each and every day, that shows me what I have created. Like. This week or like this month. So let's say from 1st of October, um, nine, 2019, you can enter that date. Six digit, no dots, no nothing until 31st, 10, 19. You only have to follow the rules. The date rules of the country you are locked on to in Germany. First two digits are day, then you have two digits month, and then you have two digits while they're here. So this is German. If you lock on in, in with, um, in United States, that would be vice versa. Okay. I want to look that up and I want to do want to do that each and every day. And, uh, don't want to enter this information like each and every day. What I can do is I can save that selection screen. Oh, up here is a safe button. I can save that at the variant. We want to do that. I first feel this election green, then I save it. I give that variant name and the name that October 19 and the description is all P O S 10 19. So that should be good enough. I can save that. And it's well enough, I've saved that variant. How does it help me? Well, if I leave that report, now I get in here again, this is the report I've lost my selection and I don't have to reenter that. I go to the button, get variant. Here I am. Uh, the system by default chose me my own variance, but it could delete my username and also see other persons variance. Maybe an administrator has created a very, and for all of us, I want to look up my variance. I go here and here I have the variant October 19. And of course I can open that. And then I see the dates even with a clearly readable format with dots in between, because the system knows how the, uh, the date should look like. And then I can open that report and I can look up everything. Oh, nothing found I've did nothing in October. Okay. And I just wanted to show you how to save the selection with a report. This is valid for all the selection screens you have here. Of course they're not only purchase order reports. They're very similar, um, reports like with production orders, the transaction C O O I S five digit transaction, but well, it exists. It's similar. You can select, and you have a huge selection screen here. So some reports have really huge selection screens like this one. It's seemingly endless what you can select here. And so I could ask the system, please show me everything that has to do with material MK 100. And I want to see all the production orders in production plant 1000. And I want to see everything that we've done here, like at certain dates, um, or. Well, where do we have that date information down here? We have basic start date, basic finishing dead. What did we do, uh, for this material? Like last year, zero one zero one 18 to 31 1218 opening vet report. Nope. Items. That's almost impossible. Wrong with you, your number. Well, it, wasn't wrong with you, your number, my fault. That happens and well, okay. So material number MK, 100. I did some like last year for that material. Some production orders were there and then of course I can double-click and I'm in the middle of the production order. And they can look up the production order with the operations, with the bill of material and everything. I could go back and select a different production order from here. I have that list and you can work with that list. Okay. That's fine. That was for standard reporting. And you can imagine your thousands of reports like that in the system.
Video 3: Sales Information System Report in SAP
We've seen how to handle standard reports. Let's look, let's look up an info system report. I've selected the saves information system. And here we have the reports that belong to the standard analyzes delivered by SAP, uh, with, uh, with the Sage information system, all the information system reports and not only saved us, but all of them start with a transaction. Uh, with transactions that have to let us MC in the beginning, um, that means whenever you have a transaction MC and that opens a report, you can use a very open selection because this go to statistical information only, and that does not go to a detailed information on the database level. So let's look up a customer analyzes. I opened that. That's how it looks like. And here as I have the default values, I don't want to have them this time because I want to have a broad overview. I want to see a report covering each and every vendor here. It's the sole two-party role. I want to see each and every material in each and every sales organization, distribution channel division. So I leave that open. Meaning. I see everything here. I have the period. For example, I want to look up everything that happened from November, 2017, to December, 2018. That's what I want to look up. And since I look up. All the sales organizations I have in my company, uh, want to translate the currency always to Euro. So I can compare that if I do that, I could also use dollar or something like that. Then all the, the, the foreign currency values will be translated to the analyzes currency. Okay, that's all I want to select here. Very open, never, ever do that with a standard report. I stopped that thing and it is, comes back in an instant. Okay. We have 80 sold to parties. It's not too much as a training system that we have here, but even if that would have been 5,000. A customer or 10,000 customer, you could have rated that out. It takes half a minute or something like that. Now that looks a little bit more old fashioned and that's true. These reports are older than the reports. I've just shown you in the, in the transactional area. Um, why are these report looking older? Well, let's go back to our slide deck for a little moment. Here we are. And that's what we have seen lost in our slide deck. Um, transactional reports come from down here and SAP creates new reports all the time reports that come from the data warehouse can be read with business information or business warehouse tools that you have to buy extra and install extra, or can be read with info system reports that belong to SAP. SAP is a company doesn't, doesn't, uh, like to talk about that much because they want to sell their business information tools. And so they do not continue the development of this reports, but since business information, business rail is towards interface to exactly the same database. Like this one, the Dodger base is maintained by SAP. So the info system reports look. Old-fashioned because they are, but they are based on actual data sets. So you can continue to use them as long as they are there. I go back to my report. It looks old fashioned, but it has all the functionality with all the buttons that you want to have. So you can also download that to Excel. If you want to. Yeah, I can use spreadsheet. Isn't it a little bit more old fashioned, but finally you have it on excellent. One to, I do not continue that and you have different ways to work with that report and you have very, very powerful methods with that. First of all, you see, so two parties and you see three columns. Okay. The first column is not wide enough for me. I cannot use my mouse to do anything here. The most cursor, Dustin, recognize that a border, that column border. So what can I do? I can double click up here and then it can enter the column with in characters. For example, 45 characters would be fine. It's much wider now. And that works. Then I have the soul two party names here. I have the customer names here. I also want to have the customer number because I'm used to work with customer numbers. Okay. No double clicking on the column header, but going to settings, I want. To, um, to have the number for the customer and the customer is in the first column. And this first column is named correct. Eristics. So I want to change the characteristic display, and I want to go to key enter description doing that. I have that instantly. So these are the characteristics. And these other measures that come with the characteristic, our measures here are incoming order value, sales value, meaning what you really have delivered and credit memo value. Okay. So it's a training system, so we haven't created bills for each and everything. So we have much more incoming order values than anything else. The salting is it assaulted by the soul to party number as a default? And of course you can solve that by incoming order value, for example. So I click, Oh, excuse me. I click too too much. I place my cursor up here. Then I go to that, um, salt in descending order or sought an ascending order button sorting in descending order will give me my best, uh, my best customers right up here through the AIT company is my best customer with this one as a second, best, third, best and so on. Okay, well you can do that for each and every column. If you want to. It's very fast. It's very convenient. It works. Now what you do with all that columns. Am I interested in credit memos at all? I want to have other columns. I have the selection of columns here too. And there are so many columns that comes with the statistics that you have a rich, um, Um, well, rich key figures to choose from rich number of key figures to choose from. For example, I don't want to see credit memo. I highlight that and I pushed that back to the pool. Then I go through the pool and for example, I want to see, well, I want to see the number of, um, of items created, created order items. That's what I want to see. Order items doesn't have any dimension to come with it as simply the number of order items. And that shows me you, um, how much, uh, sales cared about that. Certain customer. So you see how many order items were created for that may be one to have, um, the number of return items coming with that. Maybe I want to see any, any other of that value. And if you have question. What is the difference between credit memo, subtotal six and credit memo, subtotal five, for example, because this is not obvious. You simply place your cursor here and then you click the F1 button that brings up the help screen F1 on the keyboard, and you have a complete description. Uh, I, we don't have to care about that. I wanted to show you that each and every field has a description here and each and every key figure that is in the pool as a description. So let's assume that's all I wanted to have. This is instantly changed. I have that many order items. So if I want to see which customer was. Most often used for anything, for anything. I highlight that customer and I select that in descending order. And now my Becca Bielefeld company it's the most often used, I've created 858 sales order items in that two years, which is not too much. Again, it's a training system. Um, and that's, uh, these are my values. Okay. What else can we do with that now? We have, um, we have the sold two parties as the first column. So we see all the values by sold to party. Very often people talk about information cubes. What does it mean? A cube is a three-dimensional object while your report is two dimensional, because it has to fit on your computer screen, which is two dimensional. So if you have an information cube, You can change something here. For example, you can change the correct juristics by keeping the figures here.