How to Use Formula Variables in Report Painter for Dynamic Trend Reportingby Matt Christensen, Senior Consultant, PRAGMATEK Consulting Group Upper management often needs reports that track financial trends over time, but the resulting reports can be inflexible, expensive, and confusing. The author shows power users how to create a single report that compares the closing period with plan, each of the previous four periods, quarter to date, year to date, and the corresponding time frames from the preceding year. Categories: Financials, Reporting, Tools Many executives and managers want to make decisions based on financial trends over 12 history periods, four previous quarters, or some combination of these time frames. Consider a typical period close process. Reports are generated repeatedly to ensure that all required financial impacts have been recorded. This reporting requirement has prompted a number of expensive and inflexible custom ABAP reports, Report Painter reports with complex and confusing selection screens, and manual processes that involve running a report several times in order to copy and paste data into a spreadsheet. Each of these methods fails to provide trend reporting that is simple to use and maintain. One methodology allows power users to write and maintain their own trend reports using Report Painter. It is a problem-solving technique that goes beyond what you can find in the Help logic. I'll show you how to produce a single report comparing the period being closed with plan, each of the previous four periods, quarter to date, year to date, and the corresponding time frames from the previous year with the entry of just a single period. These reports require the end user to enter only a single fiscal period and year on the selection screen. This fiscal period is used as the base period in the trend report, and all other time periods are calculated dynamically. This methodology makes use of Report Painter and a few repetitive formula variables. While this article focuses on Report Painter, users who are experienced with its set-based interface may also use formula variables in place of standard variables within Report Writer. Formula variables are reusable components of Report Painter that contain simple calculations used to determine characteristic values in a report. They are used in lieu of hard-coding period values into report definitions. Whereas standard variables would force the user to manually enter many fiscal periods prior to running the report, formulas are used to derive the value of these variables. This functionality is available in all current versions of R/3. Set Up Formula Variables The following explanation will guide you through the creation of custom formula variables you can use to define your dynamic trend reports. The first building block to put in place when implementing this methodology is the setup of formula variables. Once they are in place, these variables seldom require maintenance. Variables are created in transaction GS11 and are maintained in GS12. Begin by creating base variables for the current fiscal period and year. These variables appear on the selection screen of the report each time it is run, so the users can change their values. They are defined so they default to the previous fiscal period, as it is most likely to contain a full set of meaningful data. Give each variable a short technical name on the initial GS11 screen. While the name itself bears no significance, it is important to use a naming convention that you can remember and share with team members. For these examples, I'm naming the variable for current fiscal period ZCURPD. This variable will be based upon the field RPMAX in table GLPCT and be of type Formula (Figure 1). Regardless of the table referenced, this variable will be available for use within all Report Painter reports that contain a compatible period characteristic. Assume that this company has 12 fiscal periods. which is really one fewer than the fiscal period determined by the system date.Figure 1 Create the current period variable Once you have entered these details on the first screen. it is simply one less than the value of S006. By clicking on the formula exit button on the left side of this screen. The exits titled In Accordance with CO Fiscal Year Variant are determined by analyzing a combination of the system date and the user's fiscal year variant. Formula exit S006 serves as the basis for determining the current period. The fiscal year variant is taken from the controlling area specified in the user's parameters. press enter on your keyboard to advance to the detailed variable definition. Use menu path System>User Profile>Own Data from any menu. you can see a list of internal values made available in standard R/3. Thus. Navigate to the Parameters and enter CAC as the parameter ID and the appropriate controlling area as the parameter value. In all other cases. Keep in mind that this example is seeking the most recently closed fiscal period. If the system date period is 1. the variable value should be 12. you enter the formula into the formula box as IF ‘#S006'=1 THEN 12 ELSE ‘#S006'-1 (Figure 2). Figure 2 Definition of the Current Period variable . The value of these formula exits is populated automatically by the system without any user intervention. You can use a similar approach to define future periods if plan or forecast numbers are to be included. Therefore. Corresponding variables for fiscal period and fiscal year will again be defined for each previous period. This means that the calculated value is suggested when the report is run.Note that the box for Internal variable is not selected. The initial value of this variable also depends on the system date. Together. . Base Period. The variable for previous period (ZPD-1) considers the value in ZCURPD. The formula you enter is IF ‘#S006'=1 THEN ‘#S001'-1 ELSE ‘#S001' (Figure 3). S001 is the standard formula exit provided to determine the system date fiscal year. This variable is based upon field RYEAR of table GLPCT. ZCURYR becomes the variable for fiscal year that is associated with ZCURPD. note that the Description of the variable determines what will appear next to its input field on the report selection screen. the fiscal year is set to the current system fiscal year. you can start working backward to define previous periods. If the fiscal year has just changed. the definition is again dependent upon the value of S006. they are always used when defining report columns. such as Current Period. but can still be changed by the user on the selection screen. Figure 3 Definition of the Fiscal Year variable Define Previous Periods Now that the base periods are available for use. The value in ZCURPD may be the period determined by its formula logic or something totally different if the user makes a different entry on the selection screen. you instead reference other custom formula variables. Also. Rather than referencing the R/3 standard formula exits. Otherwise. or Last Closed Period by typing over the proposed text. You can change this description to something meaningful. Enter this formula as IF ‘ZCURPD'=1 THEN 12 ELSE ‘ZCURPD'-1 (Figure 4). the previous fiscal year should be suggested to the user. Again.Figure 4 Definition of the Prev Period variable The fiscal year associated with the previous fiscal period. ZPD-1 and ZYR-1 are always used in conjunction while defining reports. ZYR-1. Figure 5 Definition of the fiscal year for previous period variable . is calculated as the result of IF ‘ZCURPD' =1 THEN ‘ZCURYR'-1 ELSE ‘ZCURYR' (Figure 5). 1 1 . Include the fiscal period and fiscal year as characteristics in each column definition. the system forces selection of the Internal variable checkbox. See Figure 6 for the detailed formulas used to determine four previous periods.1 ZPD-2 ZYR-2 ZPD-3 ZYR-3 ZPD-4 ZYR-4 Figure 6 Formulas for previous period dynamic variables Variables in Reports Using these variables in reports is straightforward. Check the brown and yellow variables column to indicate that a variable is being used and specify the appropriate variable name (Figure 7).1 1 ‘#S001’ .1 1 .1 1 . Figure 7 Use variables in a column definition It is also useful to dynamically populate the column header with the value of its period and fiscal year. From this point on.1 ELSE ‘ZCURYR’ IF ‘ZPD-1’ = THEN 12 ELSE ‘ZPD-1’ IF ‘ZPD-1’ = THEN ‘ZYR-1’ ELSE ‘ZYR-1’ IF ‘ZPD-2’ = THEN 12 ELSE ‘ZPD-2’ IF ‘ZPD-2’ = THEN ‘ZYR-2’ ELSE ‘ZYR-2’ IF ‘ZPD-3’ = THEN 12 ELSE ‘ZPD-3’ IF ‘ZPD-3’ = THEN ‘ZYR-3’ ELSE ‘ZYR-3’ 1 . This removes the variable from the report selection screen so that the user does not need to see these details in action. ZCURPD ZCURYR IF ‘#S006’ = THEN ELSE IF ‘#S006’ = THEN ELSE 1 12 ‘#S006’ . etc. it is a matter of repetition to create the remaining variables for two periods previous. .1 IF ‘ZCURPD’=1 THEN ‘ZCURYR’ . You can launch Report Painter directly using transaction GRR1.1 1 .1 ‘#S001’ ZPD-1 ZYR-1 IF ‘ZCURPD’ = 1 THEN 12 ELSE ‘ZCURPD’ .1 1 .By including reference to other variables in the formula. three periods previous. You do this by including an ampersand and the variable name (Figure 8). Because R/3 uses integer math and rounds calculations to the nearest whole number (e.1) * 3 + 1 ‘ZQF’ + 2 IF ‘ZQ’ = 1 THEN 4 ELSE ‘ZQ’ .1 ZQF ZQT ZQ-1 ZQY-1 ZQ-2 . Thus.g. this formula contains special logic for the first period of each quarter.Figure 8 Dynamically display the period value in your column header Other text may accompany the variable values. you must define two additional variables to calculate the beginning and ending periods for this quarter. It may still be used in column header text to tell the user which quarter is being displayed.. can simply add to the results of ZQF — ‘ZQF' + 2.. ZQ IF ‘ZCURPD’ = 1 OR ‘ZCURPD’ = 4 OR ‘ZCURPD’ = 7 OR ‘ZCURPD’ = 10 THEN ‘ZCURPD’ / 3 + 1 ELSE ‘ZCURPD’ / 3 (‘ZQ’ . This setting is found under Formatting>Row/column texts on the menu path within the report definition.1 ELSE ‘ZCURYR’ IF ‘ZQ-1’ = 1 THEN 4 ELSE ‘ZQ-1’ . the "from period. The primary example to consider is calculating the quarter that corresponds to ZCURPD.1 IF ‘ZQ’ = 1 THEN ‘ZCURYR’ . ZQF. It is written as follows: IF ‘ZCURPD' = 1 OR ‘ZCURPD' = 4 OR ‘ZCURPD' = 7 OR ‘ZCURPD' = 10 THEN ‘ZCURPD' / 3 + 1 ELSE ‘ZCURPD' / 3..else." uses this formula: (‘ZQ' ." ZQT. Defining the formula variables for quarters is slightly more complex.. as it can use the previously defined ZCURYR." statement is allowed in each variable definition. It may be necessary to specify that medium or even long text should be used in the column headers so the variable names can fit into the text definition box. Now. This variable is never used in the definition of columns because they must contain the corresponding period values. This variable enables quarter-to-date reporting for the quarter in which variable ZCURPD falls. To use this calculation in a column definition. For example.. you can type in Pd &ZCURPD and it will print out as Pd 1 on the report..1) * 3 + 1. The first step is to create an internal variable (ZQ) that contains the value of the quarter..then. 1/3 = 0). as only a single "if. There is no need to create a new variable for the fiscal year that corresponds to these variables. it is necessary to use a little bit of math and logic to determine the appropriate quarter and its related periods. you can use these variables to define a quarter-to-date column (Figure 9). The "to period. Another favorite is a 12-period trend report for the current year. Include logic that considers the ZCURPD value and sets the version characteristic to an invalid value when the column should not be considered. Also.1 IF ‘ZQ-2’ = 1 THEN ‘ZQY-2’ .1 ELSE ‘ZCURYR'. you have a report that dynamically mixes actual and plan data. so its corresponding formula variable may read IF ‘ZCURPD' > 1 THEN 0 ELSE 99. you can define a year-to-date column with a "from" value of period 1 (or 0 for balance sheet) and a "to" value of the variable ZCURPD. For example. Business Information Warehouse. He has more than six years of experience implementing a broad set of SAP financial modules. Figure 10 Quarter-to-date column definition Variable Calculations Keep in mind that these formula variables can be used in conjunction with fixed values. Thus. the formula may read IF ‘ZCURPD' = 1 THEN 0 ELSE 99 (where 99 is an invalid version number).ZQY-2 IF ‘ZQ-1’ = 1 THEN ‘ZQY-1’ .com. Perhaps stockholder trend reports outlining the previous 16 quarters can become more automated by defining a number of quarterly variables and including them in formatted financial statements. you can construct simple formula variables to represent previous fiscal years. It combines actual results with plan data for future periods to forecast the annual results. actual period 1 should only be displayed when the value of ZCURPD is greater than 1. Next. He can be contacted at matt. You can create a variable that simply subtracts one from the value of ZCURYR to determine the previous fiscal year. as shown in Figure 9.1 ELSE ‘ZQY-2’ ZQ-3 ZQY-3 Figure 9 Quarterly variable definitions You can calculate the previous quarter in a similar fashion to the previous period. Specify in the report layout that zero columns should be suppressed and suddenly.) to determine the "version" characteristic. Create a unique formula variable for each column (period 1 actual. and Strategic Enterprise Management.1 ELSE ‘ZQY-1’ IF ‘ZQ-2’ = 1 THEN 4 ELSE ‘ZQ-2’ . The process I've outlined may provide the potential for variable calculations that you never previously considered. Subsequent variables for the previous quarters again follow suit. ZQ-1 checks to see if ZQ was the first quarter in a fiscal year — IF ‘ZQ' = 1 THEN 4 ELSE ‘ZQ' .1. For example. Matt holds an undergraduate degree in computer science and an MBA in finance. Its formula is IF ‘ZQ' = 1 THEN ‘ZCURYR' . Define a report that contains two complete sets of column definitions — one for plan and another for actual record types. you create a variable (ZQY-1) for calculating the corresponding fiscal year. Use these variables as depicted in Figure 10. Matt Christensen is a Senior Consultant at PRAGMATEK Consulting Group in Minneapolis. etc. as this is the only time period 1 actuals are not complete. period 1 plan. . including configuration and development in R/3. Perhaps you want a comparison of the current period or quarter results with the previous fiscal year.christensen@pragmatek. period 2 actual. Likewise. plan period 1 should only be displayed when the value of ZCURPD is equal to 1.
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