Chapter 6: LIS Flexible Analyses Contents In this chapter you will learn how to: Define an evaluation Learning the Basics of LIS Flexible Analyses 6–2 Creating a Report with Flexible Analyses 6–7 Getting the Most from LIS Flexible Analyses: Tips & Tricks 6–18 Generate and execute an evaluation Modify the report layout of a flexible analysis Review 6–19 Where to Learn More 6–19 Report Development Tools 6–1 Chapter 6: LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses In this chapter you will learn about flexible analyses in the Logistics Information System (LIS) Flexible analysis is a presentation tool that is used primarily to display the contents of LIS information structures What Is Flexible Analysis? Flexible analysis gives you an adaptable way of combining and aggregating key figures to suit user requirements This flexibility helps meet the information needs of users at different levels in an enterprise For example, flexible analyses can provide administrators with detailed information and management with aggregated information You can also define additional key figures by applying mathematical formulas to existing key figures Flexible analyses can be: < Displayed on screen in a table format < Exported (or downloaded) to other applications in the following formats: Microsoft Excel spreadsheet Word document Dbase HTML Flat file < Saved as an extract which can be viewed later Flexible analysis is used to execute an evaluation (or report) An evaluation is based on an evaluation structure You can use flexible analyses to extract data from an information structure, via an evaluation structure All information structures are automatically available as evaluation structures, regardless of whether they were delivered with the R/3 System or created by the configuration team Therefore, to execute an evaluation, you not need to create a new evaluation structure Simply use an existing evaluation structure, for example S001E How Is Flexible Analysis Different From Standard Analysis? Unlike LIS Standard analyses, with flexible analyses you can: < < Create formulas and calculations with greater ease < 6–2 View data in a single report, complete with grand totals, subtotals, sub-sub totals, etc without having to drill down into the report Combine data from multiple information structures and Logistics applications in a single report Reporting Made Easy Chapter 6: LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses How Is LIS Flexible Analysis Organized? As shown in the graphic below, flexible analysis consists of the following four layers: < Physical data basis: The bottom layer contains information structures and DDIC (data dictionary) tables which store data One of the first things to after you decide to use a flexible analysis is to decide what tables to use to generate the report < Logical data view: Evaluation structures provide a logical view of the information structures or database tables They not contain any data, but list the characteristics and key figures that are available for reporting < Data collection: The evaluation is the definition of your report This is where you define which characteristics and key figures you want to see in your report This is also where you define the report layout and the formulas to include in your report < Data presentation: The result (or output) of executing your evaluation is delivered to the user in the form of a list Data Presentation List Data Collection Evaluation Logical Data View Evaluation Structure Physical Data Basis DDIC Tables Info Structures In general, a flexible analysis refers to the following activities: < Defining, changing, and displaying an evaluation < Executing an evaluation (running the report) < Varying the report layout < Creating, changing, and displaying an evaluation structure with reference to either an evaluation structure or a data dictionary table Report Development Tools 6–3 Chapter 6: LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses Terminology It is helpful to be familiar with some of the essential terms and concepts used with LIS Flexible analyses Information structure An information structure stores aggregated data resulting from transactions The three types of data stored in an information structure are: < Characteristics < Key figures < Periodicity (period unit) An information structure is a transparent table For each information structure generated, a separate database table is created Among them are Sxxx and SxxxE , where xxx represents the number of the information structure For a list of SAP-delivered information structures, refer to appendix E Some of the tables related to LIS can be found in the data dictionary under tables that begin with TMC Information structures are special tables but they are different from the document tables While the document tables store all the detailed information about your documents (such as sales orders and invoices), the information structures store data aggregated by characteristics and period unit Example: S001 (in the Sales Information System) is an information structure It contains data related to customers (for example, sales orders, deliveries, and invoices) Characteristic A characteristic is a dimension of your business for which you collect data (also the aggregation or subtotal levels) Examples of characteristics include sales organization, purchasing organization, plant, soldto party, vendor, storage location, material group, and material Key figure A key figure is a measure of the business data you are collecting Examples of key figures include, incoming order value (booking value), incoming order quantity (booking quantity), invoiced sales value, invoiced sales quantity, PO order quantity, PO order value, goods receipt quantity, valuated stock quantity, and valuated stock value 6–4 Reporting Made Easy Chapter 6: LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses Periodicity (or Period unit) The period unit used for aggregating the data stored in the information structure The period unit can be daily, weekly, monthly, or by fiscal period (using the fiscal year variant established by the finance team) Do not confuse this with periodic loads of data Note: Some information structures not appear to have periodicity In such cases, these information structures are actually built from the data contained in other information structures As the source information structure itself contains a periodicity, the target information structure “inherits” the periodicity of the source information structure Evaluation structure An evaluation structure presents a logical view of the data in the information structure Unlike information structures, evaluation structures not store data They list the characteristics, periodicity, and key figures that are available for reporting Each information structure in the R/3 System has a corresponding evaluation structure of the same name For example, information structure S001 has a corresponding evaluation structure S001E Evaluation An evaluation is the definition of your report In your evaluation, you list the characteristics, key figures, and period you want to see in the report You also define the sort-order of your characteristics and the display-order of your key figures List A list is the output of your evaluation Formula A formula is a calculation built from key figures in the evaluation structure How to Access LIS Flexible Analyses? You can access the flexible analyses in a number of different ways How you access the tool depends on the type of user you are Since this guide is intended for a wide range of users, the menu path shown below is one most commonly used To access the LIS flexible analyses, from the SAP main menu choose: Logistics → Logistics controlling → (application area of your choice), then Flexible analyses Report Development Tools 6–5 Chapter 6: LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses How Does LIS Flexible Analyses Differ from Other Reporting Tools? The features of flexible analysis differ from other reporting tools as follows: < Flexible analysis can access only evaluation structures and not other tables within the R/3 System To access other tables, you must first define them as evaluation structures Remember, you cannot use more than one table for each evaluation structure < Flexible analysis is an excellent tool for producing aggregated lists easily and quickly You can view aggregated data for any level defined in the information structure < Flexible analysis allows the user to view and aggregate various levels of data < Flexible analysis lets you display a list graphically What Are the Prerequisites? < Although you not need any ABAP programming experience, a knowledge of the fields is helpful Additionally, it is useful to understand the real-life business application of the fields < Before starting flexible analysis, you must know which evaluation structure, characteristics, and key figures you want to include in your report A general understanding of these fields and the calculated key figures is helpful If needed, you can create evaluation structures with reference to one or more evaluation structures or data dictionary tables In this chapter, we use an existing evaluation structure < When you define an evaluation, you need to specify: The evaluation structure or source of data for the evaluation (for example, S001E) Key figures in the evaluation structure that you want to include in your analysis (for example, invoiced sales value, invoiced sales quantity, and invoiced cost) Characteristics or the way in which the selected key figures are to be aggregated (for example, sales organization, sold-to party, and material) Layout of the report Formulas, if any (for example, gross profit margin) When you execute an evaluation, use selection criteria to restrict the scope of the data for the report On the selection screen of the evaluation, specify the characteristic values you want to include in your report (for example, which month(s) or sales organization(s) should be included) 6–6 Reporting Made Easy Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses Creating a Report with Flexible Analyses This step-by-step approach is built around a sample report (see graphic on the following page) Take a few minutes to familiarize yourself with the scenario and the desired report Example: Bungee Corporation wants a report which uses billing information (from the Sales Information System) to calculate the gross profit margin The report must contain the aggregates of invoiced quantity, invoiced sales, invoiced costs, and gross profit margin Users want to be able to view the list by month, sales organization, sold-to party, and material For this list, we will use the evaluation structure S001 and create an evaluation named 1000 This is the easiest way to get started with Flexible analyses We will also create a key figure for the gross profit margin calculation Standard information structures are delivered with corresponding evaluation structures of the same name Therefore, it is not necessary to create an evaluation structure As you will note in the example below, using SAP-delivered evaluation structures is the easiest way to create an evaluation For this example we are using Release 4.0B While this release has a different look and feel than prior releases, the underlying concepts and terminology remain the same Report Development Tools 6–7 Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses The graphic below shows the typical steps to create an evaluation: Create the evaluation Create the evaluation Generate the evaluation Generate the evaluation Execute the evaluation Execute the evaluation Modify the layout Modify the layout Step 1: Create the Evaluation From the SAP main menu, choose Logistics → Logistics controlling → Sales information system, then Flexible analyses → Evaluation → Create Enter the name of the evaluation structure that you wish to base your analysis on 3 Enter a unique four-character name and a description for your analysis Choose Enter 6–8 Reporting Made Easy Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses You are now ready to define the evalution Choose Characteristics to view all available characteristics in your evaluation structure From the Selection List window, select the desired characteristics In this example, we chose the following characteristics: < Distribution channel < Material < Month < Sold-to-party Choose Copy + close The selected characteristics will appear on the Chosen Characteristics: Sequence window Choose Selection list Check marks on the Selection List window indicate the selected characteristics 10 Choose Copy + Close 10 Report Development Tools 6–9 Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses The steps shown below rearrange the characteristics in the following sequences: Month, Distribution channel, Sold-to party, and Material 11 Double-click on Sold-to party Once selected, the name will change to blue 12 11 12 Click once on Material Once selected, a rectangle will enclose this field to accept the 13 Choose Move revised sequence To move the Month, double-click on the Month and single-click Distribution channel Then, click the Move button to swap their positions in the sequence (not shown) 14 13 14 Choose Copy to accept the new sequence The characteristics now appear in the defined sequence You are now ready to select the key figures 15 15 Choose Key figures 6–10 Reporting Made Easy Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses 16 Select your key figures In this example we have chosen three key figures: < Invoice quantity < Invoiced sales < Invoiced sales: cost 17 Choose Copy + close to close the popup window 18 Choose Copy from the Choose Key figures: Sequence window (not shown) 16 17 The screen now shows the selected Characteristics and Key figures in the desired order 20 You are ready to define the display type for your characteristics: 19 Double-click on a characteristic (for example, Month) to select it 19 20 Choose Type to view the available type selections 21 Select the default, Standard display (type “ “) 21 22 Choose Copy 22 Report Development Tools 6–11 Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses You can influence the layout of reports through your choice of a characteristic display type You can define a display type for every characteristic you choose In this way, you can format your report so that you can compare the key figure values of two or more characteristic columns Select one of the following types for each characteristic: < Type “ “ (Standard display): The characteristics are shown in the sequence you defined in the selection This is the default display type < Type (Comparison of char per key figure): This compares the specified key figures for the characteristic designated in type in adjacent columns You can select Type display for only one characteristic at a time < Type (Comparison of key figure per char.): The different key figures of each characteristic value are displayed in adjacent columns Only one characteristic can be chosen < Type (Characteristic in selection only): The designated characteristics are not displayed in the output list, but used only for data selection purposes when an evaluation is executed For types or 2, you also need to specify the number of column repetitions, (i.e., the number of characteristic values that can be compared) Invoiced Sales Invoiced Sales Qty Sept 1998 Oct 1998 Sept 1998 Oct 1998 Customer ABC 100 USD 150 USD 10 Each 15 Each Customer XYZ 200 USD 300 USD 20 Each 30 Each For example, type 2: Sept 1998 Oct 1998 Inv Sales Inv Sales Inv Sls Qty Customer ABC 100 USD 10 Each 150 USD 15 Each Customer XYZ 6–12 Inv Sls Qty 200 USD 20 Each 300 USD 30 Each Reporting Made Easy Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses You are now ready to define the formula for gross profit margin 24 23 Select a key figure In this example, click once on Invoiced sales in the Key figures column 24 Choose Insert formula to create a new formula using existing key figures 23 25 Create a name for the formula 26 Double-click on the Invoiced sales field The system will display its technical name in the box 26 28 27 Enter a minus (-) sign next to the field 28 Double-click on the field name Inv sales: cost The system will display its technical name in the box 25 27 29 Choose Copy 29 The formula (Gross Profit) is now set up as a key figure and appears in the Key figures section To reorder the sequence of key figures (for example, to move the Gross Profit field below the Inv sales: cost field), repeat the reordering procedure 30 32 33 30 Choose Key figures 31 Using the technique described in steps 11-14, rearrange the sequence in which the key figures appear 32 Click Save to save the evaluation 33 Choose Layout control the layout of the report Report Development Tools to check 6–13 Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses A window appears, displaying the sequence of Characteristics 34 Choose Enter Your evaluation is now fully defined and ready to be generated 34 Step 2: Generate the Evaluation To generate the evaluation, choose Evaluation → Generate Before you run an evaluation, it must be generated (The system will automatically generate the evaluation upon execution if it was not yet generated or if there was a change to the evaluation) The generation creates an ABAP report, according to the rules defined, which is subsequently executed After you generate the evaluation, the system asks if the evaluation is to be included in a transport request Contact your system administrator for information on handling of transport requests 2 For purposes of this example, choose No However, you can still transport the evaluation at any time in the future 6–14 Reporting Made Easy Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses Step 3: Execute the Evaluation To execute the evaluation, from the SAP main menu, choose Logistics → Logistics controlling → Sales information system, then Flexible analyses → Evaluation → Execute In Evaluation structure, enter S001, the name of the evaluation structure you used 3 In Evaluation, enter 1000, the name of your evaluation you defined Choose Execute Note: The word “set” on the next selection screen relates to the functionality that can be utilized via Report Writer Recall that the LIS Flexible analyses utilizes the functionality of Report Writer Enter the selection criteria for your report In this example, we entered the month range Choose Execute When entering selection criteria, you must also delete the default set name for that characteristic Report Development Tools 6–15 Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses The results of the Gross Profit Margin evaluation appear Notice that the column for Gross Profit is not displayed You must modify the layout of the evaluation to include Gross Profit in the display To change the report layout, choose Settings → Report layout Step 4: Modify the Layout To change the report layout, from the Gross Profit Margin: Result screen, choose Settings → Report layout (not shown here) Change the report width from 80 to 120 Choose Enter to return to the report display In addition to changing the width of the report, you can control many other settings These settings include: < Row total display < Column total display < Margin control < Numeric representation 6–16 Reporting Made Easy Chapter 6: LIS Flexible Analyses Creating a Report with Flexible Analyses For Release 4.0B and earlier, you must save the report settings by choosing Save within your report Then rerun the report with the same selection criteria Simply saving the settings does not save the data All four key figure columns appear The additional functions you can access within the Flexible analyses display include: < Threshold analysis < Sort data < Hide/show rows < Extract data to send through e-mail < Add title page, header, and footer text < Print report Report Development Tools 6–17 Chapter 6: LIS Flexible Analyses Getting the Most from LIS Flexible Analyses: Tips & Tricks Getting the Most from LIS Flexible Analyses: Tips & Tricks < Key figures: When combining key figures from different evaluation structures, the characteristics must be the same—all the way down to the level you wish to report Otherwise, you will generate a report but the data will be meaningless If characteristics in the new evaluation information structure are not contained in the underlying tables, then the key figures column will not have data < Layout: Report Writer is used to generate the reports using the standard layout set LIS You can create your own layout set within Report Writer and assign it to your report and then run your flexible analysis This lets you change the layout using the expanded layout control features of Report Writer < Sets: The use of sets in flexible analysis allows you to run a report with predefined selection criteria < Evaluation structures: Evaluation structures are views of physical data base structures < Calculated key figure: If you use two key figures to calculate a third key figure and you want to display only the calculated key figure in your report, it is possible using Report Writer < Report Writer : To find a flexible analysis in Report Writer, execute the evaluation in flexible analysis Then, from within the report, select Settings → Layout → Page control A window appears and at the top are the report library and the report Additional Help to Report Developers When organizing your reporting requirements with Flexible analyses, consider the following: < < Who should be authorized to create evaluations? < 6–18 Who should be authorized to create evaluation structures? Remember that all the data you want on the report needs to be passed from the transactional documents to update the information structures Otherwise, you will be forced to retrieve this information in user-exits and other less efficient ways This is important to consider because the application area configuration often takes place before the reporting requirements are studied and then it is difficult to make changes Reporting Made Easy Chapter 6: LIS Flexible Analyses Review Review Flexible analysis gives you a flexible way of combining and aggregating key figures to suit user requirements Flexible analysis is used to execute an evaluation (or report) An evaluation is defined based on an evaluation structure You can use Flexible analyses to extract data from an information structure, via an evaluation structure All information structures are automatically available as evaluation structures, regardless of whether they were delivered with the R/3 System or created by the configuration team To create a Flexible analysis, follow these steps: Determine the fields required for your report Determine which evaluation structure matches your requirements (i.e., contain the characteristics and key figures you want to include in your report) Create the evaluation, listing the characteristics, key figures, and formulas (if any) Generate the evaluation Execute the evaluation Modify the display, if necessary Where to Learn More < R/3 Library (Online help): In Release 4.0B, go to R/3 Library → LO - Logistics → LO Logistics - General→ Logistics Information System → LO Logistics Information System→ Flexible Analyses: Overview < LO930: Logistics Information System, a two-day training course offered by SAP Education and Training Report Development Tools 6–19 Chapter 6: LIS Flexible Analyses Where to Learn More 6–20 Reporting Made Easy .. .Chapter 6: LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses In this chapter you will learn about flexible analyses in... report Reporting Made Easy Chapter 6: LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses How Is LIS Flexible Analysis Organized? As shown in the graphic below, flexible analysis consists... 6–3 Chapter 6: LIS Flexible Analyses Learning the Basics of LIS Flexible Analyses Terminology It is helpful to be familiar with some of the essential terms and concepts used with LIS Flexible analyses