Selecting and Generating Reports

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Selecting and Generating Reports

For this lesson, you need a material number for which several purchase orders have been created on your system. For this example, you will use a purchase order or an item that has been approved for purchase.

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Routing  

Output is routed in two different ways: by your user ID (for lists and reports) and by predefined destination (for business documents). These predefined destinations are set up when your system is configured. With some documents (purchase orders, for example), routing can vary, with some vendors receiving faxed POs, some getting EDI POs, and others getting paper POs mailed to them.

To see how to generate reports in SAP R/3, look at an example that uses purchase requisitions:

1. From the Purchasing screen, select Purchase Order, Reporting, General Analyses. A screen similar to Figure 12.1 appears.

   Figure 12.1. You can use this screen to limit your report in a variety of ways.

   

2. Supply at least one value in the Main Selection Criteria area. For now, use a material number that you know is on existing purchase requisitions. (Be sure that the date range you use is wide enough to find your document.) Then press Enter.

   As you can see in Figure 12.2, SAP displays the name of your material at the top of your screen. The body of the report contains one line for every purchase order line item for the material you selected.

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   Data Behind Data  

   This list is a wolf in sheep's clothing. There's an amazing amount of detail behind it. Try double-clicking a Purch.doc number (PO number); SAP R/3 displays the original PO. Then click the Back tool button to get back to the report.

   
   

   Figure 12.2. In this demo system, material GBT-100 is a "Real Big Pump Rotor."

   

3. Click the Sort icon to see how SAP R/3 can sort your report. Through the Sort dialog box (see Figure 12.3), you can do subsorts. For example, you can choose Vendor as the first sort and Plant as the second. This would produce a list sorted first by Vendor and then, within Vendor, sorted by Plant.

   Figure 12.3. Experiment with different sort combinations.

   

4. Set your sort options and then click the check mark button . SAP rearranges the items in the list based on the sort order you selected.

5. When you are finished with sorts (but while the report lines are still onscreen), click the Total button. The Total Variants dialog box appears (see Figure 12.4).

   Figure 12.4. The dialog box shows the active variant and lists the other variants for which you can total the items in the list.

   

6. Double-click Purchasing document totals to display a summarized list like the one in Figure 12.5.

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   Drilling for Data  

   If you see a line with several items on it (look in the Number column), you can double-click that PO number to drill down to the detail behind it. When you finish, click the Back tool button to return to your report.

   
   

   Figure 12.5. SAP R/3 has summed the value of this material for each purchase order that contains it.

   

7. Click the List + subtots. tool button to display the list with subtotals (see Figure 12.6).

8. Click the List level tool button to see an overview of generated list levels similar to the one in Figure 12.7. The third item on the list (item 2) is highlighted, indicating that it's the one you were on when you clicked List level.

9. Click any of the other items to recall an earlier list.

Figure 12.6. A list with subtotals.

Figure 12.7. The list levels that you've generated.

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