ABC Analysis in sap

Use

ABC analysis classifies objects in a list with reference to a key figure.

Features

You can use ABC analysis to classify objects into so-called segments:

• A segment = important objects
• B segment = less important objects
• C segment = relatively unimportant objects

EXAMPLE: In Product Cost Controlling (CO-PC), you can use ABC analysis to obtain an overview of the production orders in a plant that incur the highest actual costs:

• The A segment shows the orders that incurred the highest costs (representing 50% of the total actual costs).
• The B segment shows the orders with the next-lowest actual costs. Together, segments A and B represent 80% of the total costs.
• The C segment shows the orders that incurred the lowest costs.

In ABC analysis, the system:

1. Sorts the objects in ascending or descending order with reference to a
key figure.
2. Classifies the objects on the basis of certain criteria

Classification Criteria

• 
  
Key figure (percentage)

The analysis answers the question:
What percentage of the total do(es) the value(s) for the selected object(s) represent?

Enter the desired percentage breakdown.

EXAMPLE: Suppose the selected breakdown is A = 50%, B = 30%, and C = 20%. The objects in the list are sorted in ascending or descending order with reference to the value of the key figure.

• The A segment shows the objects whose total amounts to 50% of the sum total.
• The B segment shows the objects whose total amounts to the next 30%.
• The C segment shows the remaining objects.

• 
  
Key figure (absolute)

The analysis answers the question:
What is the absolute value of the selected key figure(s)?

Specify the threshold values:

• Between the A and B segments
• Between the B and C segments

The system classifies the objects on the basis of these reference values.

• 
  
Characteristics (percentage)

The analysis answers the question:
What percentage of the total number of objects do(es) the selected object(s) represent?

EXAMPLE: Suppose the selected breakdown is A = 50%, B = 30%, and C = 20%. The objects in the list are sorted in ascending or descending order with reference to the value of the Key figure.

• The A segment shows 50% of the total number of objects.
• The B segment shows the next 30% of the total number of objects.
• The C segment shows the remaining objects.

• 
  
Characteristics (absolute)

• Specify the number of objects to be assigned to the A and B segments.
• The C segment shows the remaining objects.

Procedure

To do an ABC analysis:

1. Select a key figure column to be used as the ABC analysis criterion by selecting the column header.
2. Choose ® ABC Analysis. In full-screen mode, choose Goto ® ABC Analysis.
3. The ABC Analysis: Strategy dialog box appears.
4. Choose the sort type (ascending or descending) and the classification method. Specify values for the classification.
5. Choose Continue.

Result

A list appears with the segment (A, B, or C) in the first column, as in the following example:

After each key figure, the percentage share of that key figure of the total appears, along with the cumulative percentage share. In addition, the list displays the total and subtotals for:

• Each segment
• The A and B segments
• The B and C segments
• All segments

In the results list, you can:

• Hide columns

Select the column, and choose .

• Display columns

Reverses the Hide columns function. Choose .

• Print

Prints the results list of the ABC analysis. The printout corresponds to the display – that is, hidden columns do not appear in the printout.

• New analysis

To trigger a new ABC analysis of the same objects, choose New analysis.

Sending the List as a Document in sap

1. To send the current list as an e-mail, choose ® Send.

If you are working with the full-screen mode:

Choose .

Alternatively: Choose List ® Send to ® Mail recipient.

2. In the Create Document and Send dialog box, the document name, description, and send date are predefined. You can overwrite them.
3. Create a note for the list (optional).
4. Enter the name of the recipient, and specify the name with the Type indicator.
5. Under Recipient, enter the name and distribution list, or address or organizational unit.
6. To send the mail, choose on the application toolbar.

Saving the List to a Local File in sap

You can save the contents of a list to a local file, using one of the following formats:

• Unconverted
• Spreadsheet
• Rich Text Format (RTF)
• HTML format

Procedure

1. Choose ® Local file.

If you are working with the full-screen mode, choose , or choose List ® Export ® Local file.

2. On the Save List to File screen, choose one of the formats listed above.
3. Choose .
4. On the Save List to Local File screen, enter the path and name of the file where you want the system to write the data.
5. Choose Transfer.

Exporting to Word Processing

Use

You can use word processing to:

• Create letters using Microsoft Word

This function generates a Word file from the data in a list, and links it to another Word document. Replacement variables can then be transferred to the Word document and supplied with the values from the generated Word file.

• Create a document

This function transfers the list currently displayed to the presentation server as an RTF file. The RTF format lets you use the file as a Word document. You can define whether colors should be included in the list, and whether MS Word should be started immediately. Specify the full path for the file.

Prerequisites

You can only use the form letter function and the immediate start of Word during creation of a document if you have Microsoft Word installed on your PC.

Procedure

To start word processing from the list display:

1. Choose ® Word processing.

If you are in full-screen mode, choose . Alternatively, choose List ® Export ® Word processing.

2. The Word Processing Settings dialog box appears.
3. To apply your settings, choose .

• For Form letter processing, you must set other options on the Microsoft Word Settings dialog box. To create the document, choose .
• For Create document, enter the name and path of the file in the Save RTF to local file dialog box. To confirm, choose Apply.

Result

The entries in your list are applied according to the options you set.

Exporting to Spreadsheets in sap

Use

The spreadsheet function transfers data across the XXL interface. To use this function, you must first decide what you want to do with the data. You can:

• Save the data as an SAPoffice document
• Save the data as a PC file
• Transfer the data to Excel
• Use the Excel pivot table

Prerequisites

Before you can transfer data to a spreadsheet program, the relevant program must be installed on your PC.

Activities

When you transfer data to Excel, the columns may be resorted – that is, they appear sorted by Characteristics and Key Figures.

Totals rows are not included when data is transferred to the XXL interface. Also, the list formatting functions of the SAP List Viewer are not available when data is transferred to the XXL interface into Excel. For example, there are no filter functions in the Excel list, nor can you display row markings.

Procedure

1. To start the spreadsheet from the list, choose ® Spreadsheet.

In full-screen mode, choose . Alternatively, choose List ® Export ® Spreadsheet.

2. On the Export List Object to XXL screen, choose Table or Pivot table.

3. To confirm your entries, choose .

Result

Your list data is exported to the spreadsheet.

Exporting Data in sap

he data displayed in the ALV Grid Control or another View you selected can be:

• Exported
• Saved in various formats
• Sent as a document
• Used as a basis for the ABC analysis