Title: General Evaluations
Module: Purchasing
Course: Reporting
Work Instruction
General Evaluations
ME80FN
Purpose
Use this procedure to view various Management Reports with reference to individual
Purchasing Groups.
This report lists by purchase order number, each purchase order item, the material number,
vendor number, net value of the item, the purchasing group and material group. All columns
can be sorted and the report can be sub-totaled by each column – eg by material group.
This report can also be exported to excel.
Trigger
Perform this procedure when you require Management Information on Purchasing Groups.
Prerequisites
None
Menu Path
Use the following menu path(s) to begin this transaction:

Select MenuItem  MenuItem  MenuItem to go to the ScreenName screen.
Transaction Code
ME80FN
Helpful Hints
You can use information from this report to develop your own purchasing strategy, for example:

Look at the Purchase Orders raised by your purchasing groups which are over a certain net
order value i.e. greater than or equal to £25,000.00

Look at the top 20 supppliers for your Purcashing Group to measure what degree of
influence you have over them i.e:

Are they contracted suppliers?

Did the supplier win a large tender?

Or, are they a supplier where no agreement exists?
If so then this report is a prompt to regulate the situation by formalising arrangements with the
supplier or you may consider switching to a contracted supplier in the future.
(Inevitably there will be some suppliers where it will be impossible to have any influence, i.e.
payments to another University)
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Version: Prelim
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Work Instruction
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Title: General Evaluations
Module: Purchasing
Course: Reporting
Procedure
1.
Start the transaction using the menu path or transaction code ME80FN.
2.
Perform one of the following:
If
Go To
Run the Standard Report
Step 3
Use of the Program Selections
Step 4
Use of the Dynamic Selections
Step 6
Management of a Display Variant
Step 14
Please note that you DO NOT have to set up a display variant or use the Dynamic
Selections, they are included to let you know what is possible on this report.
Run the Standard Report
3.
The following contains information about the fields on the initial screen and how to run the
report with the standard fields.
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Title: General Evaluations
Module: Purchasing
Course: Reporting
General Evaluations
4.
As required, complete/review the following fields:
Field Name
R/O/C
Description
Max no. of database
accesses
R
Will default to 5000.
Document Date
O
The date the document was created. Enter either a single
date, a range of dates, use the multiple selection to specify a
number of dates or leave blank to report on all dates.
Document Type
O
The document type. Enter either a single document type, a
range of document types, use the multiple selection to specify
a number of document types or leave blank to report on all
document types.
Example: NB for a standard Purchase Order.
Document Category
O
The document category. Enter either a single document
category, a range of document categories, use the multiple
selection to specify a number of document categories or leave
blank to report on all categories.
Example: K for Contract, F for Purchase Order.
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Title: General Evaluations
Module: Purchasing
Course: Reporting
Field Name
R/O/C
Description
Purchasing Document
O
The purchasing document number. Enter either a single
purchasing document number, a range of purchasing
document numbers, use the multiple selection to specify a
number of purcashing documents or leave blank to include all
purchasing documents.
Example: 4500015648
Purchasing Group
O
The purchasing group. Enter either a single purchasing group
, a range of purchasing groups, use the multiple selection to
specify a number of purchasing groups or leave blank to
include all purchasing groups.
Example: BB for Biology.
Purchasing
Organisation
R
Defaults to UNIV.
Vendor
O
The SAP vendor number. Enter either a single vendor
number, a range of vendors, use the multiple selection to
specify a number of vendors or leave blank to include all
vendors.
Example: 100265
5.
Supplying Plant
O
Not used at UoL.
Storage Location
O
Not used at UoL.
Material Group
O
The Material Group Code. Enter either a single material
group, a range of material groups, use the multiple selection
to specify a number of material groups or leave blank to
include all material groups.
Material
O
The Material Master number. Enter either a single material
number, a range of material numbers, use the multiple
selection to specify a number of material numbers or leave
blank to include all materials.
Plant
R
Defaults to UoL.
Once the selection criteria that you require have been entered, click on
Go to step 24
Dynamic Selections
6.
Follow these instructions to use the Dynamic selections for the report. Dynamic Selections
allow you to include additional fields in the selection criteria for the report.
7.
From the ‘General Evaluations’ screen, click on
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You will see the following screen:
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Title: General Evaluations
Module: Purchasing
Course: Reporting
General Evaluations
8.
Each folder represents a section of the purchase order. If, for example, you wanted to report
on purchasing documents created by a specific person you would select ‘Created by’ in the
header section as this information is stored here on the purchase order.
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Title: General Evaluations
Module: Purchasing
Course: Reporting
General Evaluations
9.
To open the folders, click on
the contents of the folder will be displayed. Use the scroll bar
to move up and down along the list until you find the required field.
10.
Click on
to select the field. It will appear in the right hand side of the
screen. If you have selected the incorrect field, you can remove it by clicking on
You can select as many extra fields as required.
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Title: General Evaluations
Module: Purchasing
Course: Reporting
11.
After selecting a field a button bar appears at the top of the screen, the following table outlines
the function of each button:
Field Name
R/O/C
Selection Options
Description
Use this button to set limits on the selection criteria.
Example: If you want to limit the display to purchase orders
with a value of £25,000.00 or over click on
and enter £25,000.00 in the appropriate field.
If you want to exclude a value, click on
all items will be
included except (in our example) those over
£25,000.00.
Delete Selection
Criterion
Ranges
Hide Field Selection
Deletes the contents of the selected field.
Additional field is added to the search enabling
you to enter a range for the selection criteria. This button will
bring up a new button – Single Values Only which you can
click on to return to one data entry field.
Removes the folders and the list from the display. If you want
to return the list click on
Selection Screen
Help
12.
Gives detailed information on using this screen.
Enter the required data into the field and click on
You will be returned to the ‘General
Evaluations’ screen. You will notice that there is a new button at the top stating how many
active selections you have
13.
Complete the selection criteria and click on
details on the next screen.
to generate the report. Go to step 24 for
Managing a Display Variant.
14.
When you report on the same data on a regular basis, it can save time if you set-up a variant.
The saved variant will retain the selection criteria that you have set.
Example: if you want to run a regular report on purchase orders created for certain vendors for your
purchasing group, enter the vendor number(s) and your purchasing group, then save the
variant.
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Title: General Evaluations
Module: Purchasing
Course: Reporting
15.
Enter the selection criteria for your report.
Be careful entering dates when saving as a variant you will have to remember to
change the dates next time you use the variant (assuming it is for a different time
period). Alternatively, you could save the variant without dates.
16.
Click on
You will see the following screen:
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Title: General Evaluations
Module: Purchasing
Course: Reporting
ABAP: Save as Variant
17.
Overtype the variant name, with your variant name – remember to start your variant with a ‘Z’.
Start your variant name with a ‘Z’.
18.
Click in the description field and enter a description of your variant.
19.
Click on
20.
To execute the report, click on
to save your variant. You will be taken back to the ‘General Evaluations’ screen.
Go to step 24 for further information on the next screen.
Retrieving the Display Variant
When you next use the report, if you want to use the display variant that you have created,
follow these steps:
21.
To retrieve the display variant, click on
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You will see the following overlay box.
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Title: General Evaluations
Module: Purchasing
Course: Reporting
ABAP: Variant Directory of Program AQZZ/SAPQUERY/MEM80FN
22.
Double click on the variant name to select the variant. You will be returned to the ‘General
Evaluations’ screen.
23.
Enter any additional selection criteria required (date range, etc) and click on
the Purchasing documents screen.
24.
You will see the following screen:
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You will see
Work Instruction
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Title: General Evaluations
Module: Purchasing
Course: Reporting
Purchasing Documents
25.
26.
As required, use the following buttons to display master data:
Field Name
R/O/C
Description
Details re Purchasing
Document
O
Will display the purchasing document details. Click once on
the purchasing document and then click on
Details re Material
O
Will display the Material Master Record if one exists. Click
once on the line item and then click on
Details re Vendor
O
Will display the Vendor
As required, use the following buttons to sort and arrange the display to reflect your
requirements:
Field Name
Details
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R/O/C
O
Description
Displays the line details in column format.
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Title: General Evaluations
Module: Purchasing
Course: Reporting
Field Name
R/O/C
Sort in Asc. Order
O
Sort in Desc. Order
O
Find
O
Set Filter
O
Description
Sorts the selected column in ascending order.
Sorts the selected column in descending order.
Use the Find button to locate specific items.
The set filter button allows you to exclude
information from the display, thereby display only relevent
information.
Example: If you want to display purchasing documents for a
single material.
To remove the filter, click on
Total
O
and select delete filter.
Select the net total column by clicking once on the title
and then click on
Subtotal
O
Once you have totaled the net column, you can then subtotal by the other columns.
Example: You want to see totals by Purchasing Group,
select the purchasing group column by clicking in
the title and then click on
The report will now
be sub-totaled by purchasing group.
Print
O
Prints the report. Click on the right hand side of the
button and you can select a print preview.
Export
O
Enables you to export the file to Excel.
Choose Display
Variant
O
Change View
O
If there are any variants available, you can select
them from here.
This button allows you to change the displayed
information to either ‘Header/Item’, ‘Delivery Schedule’ or ‘PO
History’
27.
In addition to using the buttons at the top of the screen, you can use the mouse to move the
columns around, simply drag the column a red line will appears indicating the new position.
28.
You can use the right mouse button for a number of functions as well, click with the right mouse
button while the cursor is flashing over the column title. You will see the following list of
options:
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Title: General Evaluations
Module: Purchasing
Course: Reporting
Field Name
29.
R/O/C
Description
Hide
O
Will remove the selected column.
Show
O
Enables you to select more columns or remove columns from
the display.
Optimize width
O
Changes the size of the column, to accommodate the width of
the data.
Sort in ascend. Order
O
Sort in descnd order
O
Find
O
Enter a string of characters to locate the required information.
Set Filter
O
Allows you to filter information, performs the same function as
the button.
Total
O
Totals the column you have selected.
Sub-Totals
O
Enables you to subtotal the report.
Sorts the selected column in ascending order, same as
button.
Sorts the selected column in descending order, same as
button.
You have completed this transaction.
Result
You have displayed purchasing documents using reporting functions in SAP.
Comments
This report is very flexible regarding the analysis that can be obtained. The examples used
throughout the text are only a small selection of scenarios that can be utilised. The most
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Title: General Evaluations
Module: Purchasing
Course: Reporting
effective method to become familiar with the usefulnes of this report is to run the report and use
the buttons to display the data in a usable manner.
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Work Instruction
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