BUSINESS PROCESS PROCEDURE
BPP No.
Business Process:
Create Drilldown Report
Overview
Business Process Procedure Overview
With drilldown reporting, SAP provides you with an interactive information system to let you evaluate the
data collected in your application. This information system is capable of analyzing all the data according to
any of the characteristics that describe the data. You can also use any key figures you wish to categorize
your data. You can display a number of objects for a given key figure, or a number of key figures for a
given object.
Drilldown report provides you with comfortable functions for navigating through your data. For example,
you can jump to the next level of detail or the next report object on the same level, hide individual levels
and switch between the detail and drilldown lists. It also provides a number of additional functions which
let you process lists interactively (sorting, conditions, ranking lists, and so on)
Form reports are based on a structure of rows and columns called a "form", which you define separately.
Form reports are again divided according to the degree of complexity, depending on whether they use one
axis or two, and whether or not a key figure is used in the form definition.
The menus and the functions available directly on the drilldown report make it easy to use the information
system.
Following are example of reports that drilldown reporting could be used; AP aging, customer aging, GL
balances reports, funds management report, etc.
Following are SAP modules and sub-modules that have drilldown reporting capability:

Financial Accounting Module – General Ledger, Accounts Payables, Accounts Receivable,
Special Purpose Ledger, and Funds Management.

Treasury Module – Cash Management, Cash Budget Management and Treasury Management.

Investment Management – Investment Programs and Appropriation Request

Enterprise Controlling – Consolidation

Controlling – Product Cost Controlling and Profit Center Accounting
Procedure below applies to AP drilldown reporting but the same steps can be used for other sub-modules
except the menu path and transaction code.
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
Page:
1 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
Procedural Steps
1.
To create FORM, access transaction by:
Via Menus
IMG  Financial Accounting  Accounts Receivable and
Accounts Payables  Information System  Drilldown Reports
(Accounts Payable)  Form  Define Form
Via Transaction Code
FK14 (Accounts Payable)
2.
On screen “Report Painter: Create Form Screen”, enter the form type, form name and click on
button.
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
Page:
2 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
Form
A form constitutes the basic content and formal structure of a report list. Forms can be seen as semifinished products, which you complete when you define an individual report. You can use
characteristics both in the form and in the report itself. Likewise, you can choose key figures either in
the form or in the report. You create forms to define the basic structure of rows and columns for
complex reports. You can use the same form in any number of reports.
Proposed naming convention - ZAP_Aging – AP Aging Form
Form Type

Display Balances – This can be used in reports that requires the following type of balances;
accumulated balance, balance carried forward, period balance, total credit posting and total debit
posting.

Line Item Analysis – This can be used in reports that required detailed line item analysis. E.g.
Due date analysis for AP aging, customer balance analysis and others.
The following forms should be used for the reports:

Forms with one axis with key figure - In the form itself you only select characteristics for the
columns. These characteristics are used to specify the key figures more precisely (such as
total amount due or total amount not due).

Forms with two axes with key figure - In this type of form, you define both the rows and the
columns. You can decide whether to put the key figures and the characteristics in the rows or
in the columns of the form. We will be using this type of form in our presentation below.
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
Page:
3 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
Define Column
.
3.
Double click on column 1or click on select Change/display icon
4.
On window: Select Element Type, choose the “Key figure with characteristics” and press
button.
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
Page:
4 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
5. On screen “Element definition: Column 1” Choose the key and characteristic that you need
in your report and press
to continue.
Key Figure - A key figure determines a factor for evaluation. This can be a value, quantity,
or a calculation arrived at using formulas you define yourself.
Characteristic - Characteristics determine how your data can be classified.

6.
Updated form will appear. To change the column title, highlight the column title description
and enter the desired title. E.g. column 1 changed from title 1 with 1 – 30.
Follow step no. 3 - 5 to define other columns as stated below:
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
Page:
5 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
Column 1 = 1 – 30
Column 2 = 31 – 60
Column 3 = 61 – 90
Column 4 = 91 & Above
Below is the screen sample of the form after defining all the columns.
Define Row
7.
Select line item or double click row 1 to define the characteristics.

8.
Window “select element type” will appear, choose “Characteristics” button and press
.
On window “element definition”, move required characteristics to left and select the following:
Row 1 = Analysis of line items due (1)
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
Page:
6 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
Row 2 = Analysis of line item not due (2)
Row 3 = Total of row 1 and 2
Then, click on
button to update.

On the Characteristics tab page, the system displays a list of all the available characteristics. You can
select those characteristics in the characteristics list which you want to use for your analysis, and add
them to your report using the arrow keys.

Enter the value of your characteristic and click on
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
button to update.
Version: 1.0
Page:
7 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
9.
Below is the form layout after defining all your entries in column and row. Click on
update.
10.
To create REPORT, access transaction by:
button to
Via Menus
IMG  Financial Accounting  Accounts Receivable and
Accounts Payables  Information System  Drilldown Reports
Report  Define Report
Via Transaction Code
FKI1
On screen “Choose Activity” double click on Create Report or click
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
.
Page:
8 of 15
BPP No.
Business Process:
11.
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
On screen “Create Drill-Down Report: Initial Screen”, enter the report type, report name, form
and click on
Last changed on:
3/6/2016
button.
Last changed by:
Michael Casillan
Version: 1.0
Page:
9 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
12.
On screen “Create Drill-down Report: Specify Characteristic Values”, add the selected
characteristics as specified in the screen below.
On the Characteristics tab page, the system displays a list of all the available characteristics. You can
select those characteristics in the characteristics list which you want to use for your analysis, and add
them to your report using the arrow keys. These are the drill-down characteristics, which you can
navigate through freely in the report list.
13.
Select
Last changed on:
3/6/2016
tab and choose classic drilldown and available on selection screen button.
Last changed by:
Michael Casillan
Version: 1.0
Page:
10 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
. In this part of the report definition, you can decide how the report is to be displayed. The output type
that you choose for the purpose of report definition is only a default setting here. When you execute
the report, the output type chosen by you is already selected. However, you can deviate from this
default setting and choose a different output type for the report. The following section is intended as a
quick guide, to help you choose the output type most suited to your requirements:

Graphical report output
You use the graphical report output if you want the report data to be displayed attractively on
the screen or if you require several views of the report data simultaneously (drilldown list and
detail list, for example).

Classic drilldown report
You use classic drilldown reports if you require a high level of performance (for reports which
analyze a large volume of data, for example) or if you want the report data to be printed.

Object list
You use object lists if you want to display the corresponding characteristic values for every
report line. Object lists present the only possibility of displaying several characteristics
simultaneously in the lead column, with the value combinations of the report characteristics
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
Page:
11 of 15
BPP No.
Business Process:
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
multiplied together. For this reason, object lists are often considerably larger than classic or
graphical reports using the same quantity of data.

Transfer to XXL
You transfer the report to XXL (Extended Export of Lists) if you wish to process the report
data using a spreadsheet program, or if you wish to access the data when you have no
access to the R/3 system.
14.
Select
tab and choose
for drilldown details. With this function
you can assign receiver reports to your report so that you can call them up later via the report/report
interface. The report/report interface lets you connect information contained in several separate reports
by sending the data in one report to be used as selection criteria in other reports.


On window “Assign Report” Click on
icon to insert report.
On window Add Drilldown report click on
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
button.
Version: 1.0
Page:
12 of 15
BPP No.
Business Process:


BUSINESS PROCESS PROCEDURE
Create Drilldown Report
Select
Enter the report name RFAPRE_ITEMS for vendor line item report and press
not know the report name, you can select by clicking on button
report.

15.
Press
and search for the ABAP
button to continue.
After defining all the parameters in the report click on
Last changed on:
3/6/2016
. If you do
Last changed by:
Michael Casillan
button to save the report.
Version: 1.0
Page:
13 of 15
BPP No.
Business Process:
16.
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
Report generation.
 Go to initial screen or use transaction code FKI3 and click on
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
Version: 1.0
button.
Page:
14 of 15
BPP No.
Business Process:
Last changed on:
3/6/2016
Last changed by:
Michael Casillan
BUSINESS PROCESS PROCEDURE
Create Drilldown Report
Version: 1.0
Page:
15 of 15