SAP Drilldown Reporting

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SAP Drilldown ReportingSAP drilldown reporting is used to interactively evaluate data in the financial accounting area. This tool allows creation of reports in financial accounting which range from financial statements, key figures and balance display reports. In this tutorial we will learn how to execute standard drilldown reports and learn how to create our own drilldown reports. Learn more about SAP finance with our free SAP FI training.

Three types of reports can be executed using drilldown reporting. These include financial statements, key figure reports and balance display reports. Financial statements use the financial statement versions for determining structure and layout. Key figure reports provide total credit or total debit amounts. Balance display reports display balances by general ledger, customer, vendor or asset account.

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SAP Drilldown reporting uses characteristics and key figures. Characteristics are non monetary variables like company code, vendor, and business area. Key figures are monetary variables like total debit amount, total credit amount and accumulated amount.

Execute SAP Drilldown Reporting

To execute SAP drilldown reporting use transaction code FGI0. You will see a screen like the below:

Drilldown Report Initial Screen
Drilldown Report Initial Screen

Click on report type 002 to expand the folder and select the standard G/L account balance display report as shown below:

Execute Standard Drilldown Report
Execute Standard Drilldown Report

Place your cursor on the report and click the execute icon . Enter the following information:

  1. Ledger
  2. Fiscal year that you want to report on
  3. From/to period that you want to report on

Execute the report .

G/L Account - Balances Initial Screen
G/L Account – Balances Initial Screen

The report is displayed. Double click the row to see drilldown details. For instance, in the below report the user can use the navigation column to see balances according to company code, cost centers, segments or profit centers:

G/L Account - Balances Report
G/L Account – Balances Report

Create SAP Drilldown Reporting

When creating a drilldown report, you must first create the form and then the report. The form is then assigned to the report and the report will be ready for use. The report form contains the report and output formats. The report defines the selection criteria.

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Create Report Form

Use report painter to create report forms via transaction code FGI4. Enter the following information:

  1. Select form type Reporting for Table FAGLFLEXT to create an FI report
  2. Enter a form name and description
  3. Choose the radial button for the number of axes you want in the structure (for this tutorial, we will use a matrix structure with two axes)

Click create

Create Form in Report Painter
Create Form in Report Painter

The resulting matrix is where you will enter the characteristics and key figures you want the report to display. Report painter creates a report form template as shown below:

Report Form Template
Report Form Template

Double click on each row under Lead column to add characteristics. On the resulting screen, select the Characteristics radial button and click the green check :

Update Characteristics
Update Characteristics

Select from the available characteristics on the right pane and move them to the left side. The report will display results in rows according to these characteristics. You may have to identify accompanying characteristics and values as well. For example, we have selected account number as a characteristic below, but also had to select chart of accounts to identify which set of account numbers we want to use. We have also entered the range of accounts to include in the report:

Select Characteristics
Select Characteristics

Click check , then confirm , then hit enter. A system message confirms that your lead column has been updated as below:

Updated Report Form
Updated Report Form

Now that we have a characteristic, let’s add our first key figure. Double click on Column 1. Select the radial button Key figure with characteristic and press enter.

Add Key Figure
Add Key Figure

Select the key figure that you want this column to display. For instance, if we want to report on debit balances and credit balances, we select debit balance postings for Column 1. To add another column with credit balance double click on Column 2, selecting credit balance postings, and so on. You will see a system message confirming your key figure selection was successful as below:

Key Figure Added
Key Figure Added

We have now defined two key figure columns as shown below:

Updated Form
Updated Form

Click save to save the form. You will see your resulting form along with a system message confirming that the form was saved, as below:

Saved Form
Saved Form

Create Report

Now that we have created a form, it’s time to create a report. From the saved form screen, click on Report .

Navigate to Create Report
Navigate to Create Report

Enter the following information:

  1. Select form type Reporting for Table FAGLFLEXT to create an FI report
  2. Specify a logical name and description for the report
  3. Assign the form you just created to the report

Click create .

Assign Form to Report
Assign Form to Report

On the Characteristics tab, select from the available characteristics on the right pane and move them to the left side. You may select any number of characteristics such as currency, company code, cost center, etc. The report will provide drilldown functionality in terms of these characteristics.

Specify Characteristics
Specify Characteristics

Click on the OutputType tab. Select the radial button of the output type that you want to use. For our example, we will use Classic drilldown output. Click save to save the report.

Specify Output Type
Specify Output Type

A system message will confirm that the report has been saved:

Report Saved
Report Saved

Execute New Report

Now let’s execute our report using the process we described previously. Execute transaction code FGI0. Now you can see the new report. Place your cursor on the report and click the execute icon .

Execute New Report
Execute New Report

Enter selection criteria or execute wide open. Execute the report .

New Report Selection Criteria
New Report Selection Criteria

The results are shown and you can use full drilldown features as described in the Execute SAP Drilldown Reporting section:

New Report Displayed
New Report Displayed

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Did you like this tutorial? Have any questions or comments? We would love to hear your feedback in the comments section below. It’d be a big help for us, and hopefully it’s something we can address for you in improvement of our free SAP FI tutorials.

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