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Using Drilldown Reports with the SAP General Ledger

by Paul Ovigele

November 1, 2011

Paul Ovigele, Ovigele Consulting

One of the topics that I will be covering at the Reporting and Analytics Conference is on the use of drilldown reports to enhance your financial statement reporting. Drilldown reports are interactive reports that you can use to analyze your data according to various characteristics, and display the results in value “buckets” known as key figures. They are usually associated with Controlling Profitability Analysis (CO-PA) reports, as this module contains several reporting dimensions such as customer, product, plant, region, etc which can be grouped into profitability segments.

In the SAP General Ledger, combination of several ledgers into a single table means that the fields associated with the ledgers are now available for reporting. Hence, when you define scenarios such as “profit center update”, “cost center update”, “segment reporting” and “cost of sales accounting” in your ledger, you also inherit the fields (profit center, cost center, functional area, etc) that come along with them. This means that unlike previously where you could only produce financial statements by general ledger account, you can now do so by any of these characteristics. You can also “slice and dice” your financial statement by several characteristics, for example, by all the profit centers in a particular segment, or all the accounts posted in a profit center in a segment, and so on. This provides more transparency in your balance sheet and gives you a single-source of information for all dimensions which eliminates any reconciliation nightmares (remember when you had to reconcile profit center and business area reports back to the financial statements?).

As you know, there are now various reporting options out the ERP system – Business Information, Business Objects, etc where all the financial information can be passed to for more flexible analysis (there are several other great sessions in the R&A conference that cover these areas). However, I will discuss a simple way in the ERP system that you can create a drilldown report. Depending on your requirements, you may prefer to build the report from scratch, but I find that the easiest way to do it is to copy a standard report that already exists. You can do this by going to the following configuration menu path (SPRO): Financial Accounting (New) -> General Ledger Accounting (New) -> Information System -> Drilldown Reports (G/L Account) -> Form -> Specify Form

Here you can double-click on the “Create Form” option, enter a form name, and in the ‘Copy from’ section, enter the name of the standard form that you want to copy. Hit the ‘Create’ button, and then you can add or modify the key figures that you need. When you save the form, you then need to create a report from it. To do so, go to the configuration menu path (SPRO): Financial Accounting (New) -> General Ledger Accounting (New) -> Information System -> Drilldown Reports (G/L Account) -> Report -> Define Report

Double-click on the “Create report” option, enter the report name, and once again you can copy an existing report by specifying it in the ‘Copy from’ section and hit the ‘Creat e’ button. On the right part of the subsequent screen you can select the characteristics that should be available in the report by highlighting them and using the arrow “Add char.” to pull them into the left part of the screen.

Once you have saved and generated the report, you can either assign it to a custom transaction code (using transaction SE93) or you can access all the drilldown reports (for the SAP General Ledger) by using transaction FGI3.

For more infrormation on how to optimize your SAP Financials landscape, I've put together my top tips in the book 100 Things You Should Know About Financial Accounting with SAP  which is published by SAP Press.

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