dr. bjarne berg comerit

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Infuse More Interactivity and Formatting into Your Reports with Your Existing SAP Business Explorer ToolsDr. Bjarne BergCOMERIT

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In This Session …

• Highlights of this session: Pragmatic tips and tricks for using SAP Business Explorer (SAP

BEx) Excel Analyzer Useful tips and tricks related to SAP BEx Excel Analyzer

Spotlight on obscure and advanced features Gain insight into “out of sight” features

Get to know how BExGetData really works Demystified with examples

SAP NetWeaver® BW 7.x GUI upgrade and 3.x workbooks Understand the pain points during 3.x workbook migration

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What We’ll Cover …

• Infusing Interactivity in SAP BEx Workbooks• Creating Aesthetically Pleasing SAP BEx Workbooks• Using Advanced Features of SAP BEx Excel Analyzer• Making the Most of SAP BEx Excel Analyzer — Tips and Tricks• Migrating 3.x SAP BEx Workbooks to 7.x Version• Wrap-Up

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Creating Interactive Reports Using SAP BEx Analyzer

• Topics covered in this sub-section: Advanced design elements and features in SAP BEx are

explained with an example – Sales Analysis Report Design elements covered:

Analysis Grid – “Out of sight” features explained Drop-down box Radio button Checkbox

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Create an Interactive Report — Initial Steps

• Step 1 — Click the Analysis Grid icon This item provides a link to the data provider (Query)

• Step 2 — Click the icon that is placed in cell D5 This will pop up the Analysis Grid properties window

Click the “Create Data Provider” button

Create a data provider

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Create an Interactive Report — Linking to a Data Provider

• Step 3 — Link Data Provider to a Query Here select a query or an InfoProvider Other available options in the step are shown below

Analysis Grid Properties window

Query/InfoProvider is linked here

Provide Results Offline – Mark this indicator to save the query output inside the workbook. Note: Mark this indicator if you are working in Formula mode.

This setting restores the original navigational state saved in the query or query view on the server. In other words, the navigational state saved in the workbook will be ignored.

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Create an Interactive Report — Analysis Grid Item

• Step 4 — Set other relevant settings in the General tab Settings relevant to Planning and Formula mode are set here

Range – Marks the location of the Item in Microsoft Excel. This field’s value is also used for “Clipping.”

More about Use Formulas in later sections

Adjusts the Microsoft Excel print area to the size of the analysis grid

In input ready (Planning) queries, marking this field will lock non-input ready cells

When marked, no new lines can be entered in Input ready (Planning) queries

When unchecked, SAP will relinquish workbook formatting duties to Excel

Mark this field to retain Unit of Measure in Formula mode

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Create an Interactive Report — Analysis Grid Item (cont.)• Step 4 — Set other relevant settings in the General tab (cont.)

The GUI Front End Patch 1000 includes a new feature for the Analysis Grid: + and − characters replace hierarchy icons

Advantage – Eliminates shape objects and improvesperformance

Open/Close is possible only via context menu

Analysis Grid Properties window in GUI 7.x FEP 1000

Report with standard hierarchy icons. Report with new hierarchy icons

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Create an Interactive Report — Clipping

• Step 5 — Set clipping properties in the Analysis Grid item This optional step can be used to optimize screen real estate

The output will be “clipped” to the values specified in the Range field If scroll option is set, a scroll bar appears in the output

Scroll bar

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Create an Interactive Report — Drop-Down Box

• Step 6 — Show a list of Product Groups for selection

Step 2

Step 4 – Workbook display

Step 1 – Click on Drop-down box icon

Step 3 – Set read mode

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Create an Interactive Report — Drop-Down Box (cont.)

GUI FEP 1000 features a drop-down box with an option to select query views in the report

All the available query views for the specified data provider will be available as a drop down

Fig 2: Query/Workbook result now shows list of query views

Fig 1: New option to select list of Query views

• Step 6 — Insert a drop-down box

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Create an Interactive Report — Radio Button• Step 7 — Provide an easy way to select Calendar Year/Quarter

Insert a radio button item

Step 2

Step 3

Step 4Step 5

Step 1

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Create an Interactive Report — Check Boxes

• Step 8 — Customize the display of key figures Use the Check box item

Step 1

Step 2

Step 3

Step 4Step 5

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Convert to Formula — Introduction

• What is “Convert to Formula”? This option converts a Key Figure cell of the Analysis Grid Item

into an Excel formula

• Why do you use “Convert to Formula” option? To leverage Microsoft Excel’s formatting capabilities

• How to switch on “Convert to Formula” in SAP BEx Analyzer? Inside the Analysis Grid item, get the context menu

Choose the option “Convert to Formula”

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Convert to Formula — Features

• What happens when “Convert to Formula” is enabled? Analysis Grid item will be automatically deleted

Context menu of Analysis Grid item disappears Number format will be set to standard

You can keep the SAP number format by switching on the Analysis Grid item’s property beforehand

SAP BEx Analyzer’s responsibility is to bring in the data Onus is on MS Excel to format the query output Once converted, there is no turning back

You have to reinsert the Analysis Grid item and link to Data provider

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Data Flow of a Cell with BExGetData Function• Data cell in the workbook contains a business value

The cell has an Excel formula named BExGetData• Each BExGetData cell is connected to a Data Provider DP_1, as

shown in the below example Example: BExGetData("DP_1",$J11,$F12,$G12,$H12) Each cell’s data fetch is independent of other cells

• Data Provider is connected to a query Example: Z0D_SD_C03_DEMO_Q005

• Query is connected to an InfoProvider Example: 0D_SD_C03

Excel Formula

Cell

Workbook

Query

Zoom cell

InfoProvider

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Syntax of BExGetData

• Mainly three parameters are passed in the sequence {Data Provider, Column Name, Row Name(s)}

An easy way to represent BExGetData syntax is: {Data Provider, Key Figure, Characteristic(s)}

Supply the characteristics in sequence separated by a comma If the characteristic shows as “Text” not “Key” value, then pass

the characteristic value in “Text” form Be cautious while typing in the values. They are case sensitive.

Any typos will result in #NV (No Value) in the output Three different types of BExGetData syntax

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Convert to Formula — Capabilities

• What else can “Convert to Formula” do? You can cut and paste rows of report into different sections

When refreshed, SAP will not reassemble your report Overwrite and Fetch capability

It gives you dynamic data selection capability You can overwrite values of a characteristic to another

value and get the result of that characteristic

In the above example, copy line 16 (Q1 2003) to line 17. Change value in line 17 from Q1 2003 to Q2 2003. You will notice the change in key figure values.

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Understanding Overwriting Capability

• Boundaries of data access The overwriting value must exist within the data selection

Consider this scenario: A report is run for 4 quarters in 2003. It is then converted to formula.

In the output, if you change the cell value from “Q2 2003” to “Q2 2004,” the output will show #NV

However, in the output, if you change the cell value from “Q2 2003” to “Q3 2003,” the output will show the correct value

• To extend the boundaries of data access: Refresh the workbook with selection criteria that covers the

data range that you are looking for For the above example, refresh the report for 2003 and 2004

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Convert to Formula — Miscellaneous

• To see results offline When you open a workbook that is saved after the converting

to formula, you may find the key figures show #NV (No value) To avoid this error, check the data provider property –

“Provide the Result Offline”

• Can I use any query for “Convert to Formula”? The answer is No

The query should have elements in both row and column

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What Is “Use Formulas”

• Use Formulas is another method to generate BExGetData in the data cells It is set as a property of Analysis Grid item

Unlike “Convert to Formula,” “Use Formulas” does not delete the Analysis Grid design item

Access is still available to the context menu functions Standard formatting is retained

• For generating formatted reports, “Convert to Formula” is a better option than “Use Formulas”

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Use Formulas — Other Points

• Before you check the “Use Formulas” box, remove the “Suppress Repeated Key Values” option Otherwise, you will see #NV in most data cells

• “Use Formulas” will convert data cells to BExGetData mini-queries

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Local Formula — To Add a New Key Figure Column

• Add a Local Calculation — e.g., Add “Plan vs. Actual %” Use the option “Local Formula” in the query result section

Use the secondary mouse button to select the “Add Local Formula” option

Enter your formula You can perform simple arithmetic and some scientific functions A new column will be appended to the end of the table

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Local Formula — Features

• How to retain the Local Formula? In the query output, save the Local Formula as a “view” (query

view)

The Local formula will be saved along with the query Use the saved view (query view) in your workbook

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How Can I Create an “Input-Ready” Query (Planning Layout)? • What is an “input-ready query?”

The key figure column(s) in the output of an “input-ready” query can be made available for entering data Input-ready queries form the basis of manual planning layout

in SAP NetWeaver BI Integrated Planning Manually entered data can be saved back to the cube

This type of query is created on a real-time InfoCube (transactional cube) or at an aggregation Level

• A regular query is converted into an “input-ready query” by setting parameters in the Planning tab Other prerequisites apply for query use in planning. They are

beyond the scope of this presentation.

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Key Figure’s Planning Tab Settings

• Step 1: Set planning options for a key figure (KF) In “Change data” section of key figure's properties tab

Option #2 or #3 makes KF or Restricted KF (RKF) input-ready During planning, a lock will be set on this KF or RKF

Disaggregation and types of distribution Used for “top-down” distribution

• Step 2: Set planning options at a query level For input-readiness, this flag (Fig. 2) must

be set Set in “Query-level”

properties

Fig. 2: Query’s Planning propertyFig. 1: Key Figure’s Planning Tab

• In SAP BEx, you can specify currency translation in 2 places:• During query definition for individual key figure• At run time in SAP BEx Analyzer, using context menu

• Currency selection in Query Designer Select the properties of an amount/price field

Then choose the tab name “Conversions” Select Conversion type Target Currency

You can introduce a variable for Target Currency

Currency Translation

Currency Translation in SAP BEx Analyzer

• In the query output, get the context menu of any amount field Select Query properties option

Then, choose “Currency Conversion” tab Select Target currency Select Translation type

Query Pro

perties

Query Output

Query output now shows a different currencyQuery properties pop-up screen

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Create Worksheets Based on Characteristic Values

• In the Filter section, access the context menu using the secondary mouse button Select Add drilldown in new worksheets (See Fig 2.)

New worksheets will be created for each value of the characteristics

Each design item and data provider used in the current worksheet is copied to the new worksheet

Workbook Settings shows original data provider duplicated

Fig 2. Context menu in the Filter section

New worksheet for each characteristic value

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Drill Across Worksheets

• Query output in each sheet shows the characteristic value

• Prerequisites Selected characteristic must not exist in rows or columns No display hierarchy is active on that characteristic

• A maximum of 200 characteristic values will be used to create sheets

Fig 1. Sample worksheet contents after drill across worksheets

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Copy Sheet Feature

• All design elements in an Excel sheet can be copied to another sheet A time-saving feature

All data providers in the sheet are copied

Menu location for Copy Sheet functionNew sheet after invoking copy sheet function

Copied data providers are visible in Workbook Settings

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Workbook Settings

• Settings relevant for the current workbook can be made here

General functions, themes, settings for variable processing, etc., can be configured here

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Query Properties in SAP BEx Analyzer

• Query properties — One-stop shop to maintain all settings pertaining to a query Access Query Properties from the context menu of query

output

“Change local view” in SAP BW 3.x is now embedded in Query properties under the tab “Navigational State”

Fig. 3 – Change local query view in SAP BW 3.x

Secondary mouse click

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Properties in the SAP BEx Analyzer Context Menu

• The property as shown in Fig. 1 corresponds to the property of that individual object The result row suppression, result value selection, and display

format are set here Sort by attributes value is possible Suppressing result rows for all characteristics at once is not

supported

Fig. 1 – Property of 0CALQUARTER


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Global Settings

• Configure global workbook template, the trace file, local history, SAP GUI, etc. See “Resources section” for Global workbook template details

• You can also temporarily switch on BW statistics for the workbook

Behavior tab in Global Settings Configuring Global Workbook Template

Result after pressing “Display Statistics” button

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Selection Shortcuts — Direct Entry Using Special Characters

• Type an exclamation point (!) in the selection screen for entering “NOT EQUAL TO” Saves 5 to 7 clicks as compared to clicking the

Possible entries button• Type a semi-colon (;) for separating individual values• Type a number sign (#) for “unassigned” value• Type a hyphen (-) between intervals

Direct entry shortcuts ! - ; #

Possible entries button

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Selection Shortcuts — Direct Entry — No F4 Button

• Type an asterisk (*) as a wildcard character to show a pattern Allowed only for “select-option” characteristic variables

• Type “>=” for “greater than or equal to”

• Value Range field — How to enter values directly Standard behavior — Direct entry is not permitted Solution — Place cursor in field and press Ctrl+K

Alternative solution Select Key from

the menu

Ctrl + K

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Upload/Download Selections in Selection Screen

• Upload – An easy option for entering large set of selection values

• The selections can be uploaded from a text file Individual selections are separated by semicolon (;) or new line The selection screen shortcuts such as !, *, etc., can be used

• Download of a selection is also possible after entering values

Invoking Upload selections

File contents Values after file upload


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Showing Selection Screen Values in the Report• The standard template doesn’t show selection screen values used

3.x SAP BEx Analyzer showed this by default in the first few rows

• Showing report selection helps to interpret the results Report selection can be shown in columns C and D below Filter Filter button hides/un-hides columns C and D

Fig. 1 – 3.x SAP BEx Analyzer shows selection screen values Fig. 2 – 7.x SAP BEx Excel Analyzer workbook showing selection screen values

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Showing Selection Screen Values in the Report (cont.)

• In 7.x SAP BEx Excel Analyzer, insert two design elements Text Elements Static Filters

Filter Section in Query Designer Navigation Pane Dimensions

Can be used to display Dynamic Filters Default values section in Query Designer

Text Element

Navigation Pane

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How to Populate Blank Column Headings in the Report

• Challenge: Pivot tables cannot be created if the header is blank

• Solution: Write VBA code to copy header title Code in CallBack macro located in DefaultWorkbook module

Use “Developer” tab (Excel 2007) or press Alt+F11 to access the VBA code

Varname() has the address of results areaCallBack is Located

in DefaultWorkbook module

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How to Populate Blank Column Headings in the Report (cont.)• Callback macro coding considerations

Simple scenario — Only one header row Objective: All the columns in the workbook should have

column headings Sample code for simple scenario is on the take-home CD

Before execution of custom code in CallBack macro

After execution of custom code in CallBack macro

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How to Populate Blank Column Headings in the Report (cont.)• Callback macro coding considerations (cont.)

Complex scenario — More than one header row Only Key Figures (KF) are present in rows, Characteristics

(Char) in columns Nothing exists in rows; Char and KF are in columns

Complex scenario will require additional coding to check cell styles

• Add the CallBack code to your company’s default workbook template

Example of a Complex scenario – Multiple heading rows

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Conversion of Existing 3.x Workbooks to 7.x

• Workbooks are automatically converted when opened in the SAP BEx Analyzer 7.x GUI Manual intervention is required for workbooks with:

Custom VBA coding on SAPBEXonRefresh Any hardcoded reference to query ID – “SAPBEXq0001,”

“SAPBEXq0002,” etc. Any hardcoded reference to “SAPBEXqueries” sheet

• If SAPBExonRefresh is already present in the 3.x workbook Add the macro (Fig 2) SAPBExonRefresh to 7.x workbook

Via Workbook Settings

Invoke Workbook Setting from 7.x SAP BEx Analyzer toolbar

Click on Add Macros to add SAPBEXonRefresh to 7.x workbook

Conversion of Existing 3.x Workbooks to 7.x (cont.)• SAPBExonRefresh code changes

1) Add extra parameter (see SAP Note 1258169) 3.x definition

Sub SAPBEXonRefresh(queryID As String, resultArea As Range)

7.x definition Sub SAPBEXonRefresh(queryID As String, resultArea As

Range, ParamArray varname()) 2) If 'queryID = "SAPBEXq0001"' check is present, then replace

with 'queryID = "DP_1"'• For MS Office SP2 support

Install SAP NetWeaver BW 7.x Front End Patch 902 or 1000

FEP 1000 Patch Data from the ‘About’ screen

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Resources• Thanks to Jeevan Ravindran from InfoElixir who delivered this

session at Reporting and Analytics 2009 • www.bi-expertonline.com/ *

Ned Falk, “Everything You Need to Know About Formatting Part 1: BEx Analyzer and BEx Query Designer” (BI Expert, February 2008).

Muke Abdelnaby, “A New Way to Change Queries in SAP NetWeaver BI 7.0 BEx Analyzer” (BI Expert, February 2008).

• http://help.sap.com Working in formula mode

http://help.sap.com/saphelp_nw70/helpdata/en/d3/015369f54f4a0ca19b28c1b45acf00/frameset.htm

SAP BEx Analyzer design items http://help.sap.com/saphelp_nw70/helpdata/en/d9/

bfdfb454b4465585cc6334eb89b195/frameset.htm* Requires appropriate credentials to access full text of article

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Resources (cont.)

• SAP Community Network Prakash Darji, “Setting the Global Workbook Template in SAP

NetWeaver 2004s BI or BW 3.x” https://weblogs.sdn.sap.com/pub/wlg/4453 Also search in SDN for Prakash Darji – You will get very

useful articles, blogs and comments “Reporting, Analysis, and Planning” section in SCN

www.sdn.sap.com/irj/sdn/nw-bi?rid=/webcontent/uuid/90ebc563-724a-2a10-408f-87145877992c A portal for accessing good reporting information

Requires registration

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7 Key Points to Take Home

• Make use of the new design elements such as check boxes, drop- down lists, etc., to create reports that enhance user experience

• BExGetData marries Excel formatting and SAP BEx data to produce aesthetically pleasing reports. Make use of this feature.

• Use shortcuts and favorites in SAP BEx Excel Analyzer for fast entry of selection screen values

• Use “Local” formula to enhance the reusability of existing queries• Create a company-wide workbook template and save it in a central

repository• Pay attention to SAPBExonRefresh’s code while converting 3.x

workbooks to 7.x format • Use VB macros and third-party tools as a last resort to solve

formatting challenges — explore SAP BEx Analyzer’s capabilities first

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Your Turn!

How to contact me:Dr. Bjarne Berg

[email protected]

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DisclaimerSAP, R/3, mySAP, mySAP.com, SAP NetWeaver®, Duet®, PartnerEdge, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Wellesley Information Services is neither owned nor controlled by SAP.

dr. bjarne berg comerit

Documents

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