report running and variable entry in bw 7.0€¦ · web viewsap easy access menu ... users may...

Work InstructionFunctional Area: Business Warehouse Report Running and Variable Entry in BW 7.0

Purpose Business Warehouse

Use this procedure to enter selection criteria for a Business Warehouse report.

Prerequisites

Access to UC Flex Business Warehouse

Menu Path

SAP Easy Access Menu - Reports in various folder by report type.

Browser Bookmarked Reports

Helpful Hints

All functions work the same in all Business Warehouse reports, regardless if the report is HR or Financial.

Extreme caution should be used when selecting values for the Variables Entry screen and filters within the BW report. Incorrect choices of value will produce faulty reports or a report with no data.

A variable field name with the MSV designation indicates a multiple singles value option. Only single values or strings of single values can be entered for MSV variables. "Fund Owner MSV" is an example.

A variable field name with the Range designation (such as Fund Owner Range) can only contain ONE range so multiple ranges cannot be entered.

On variables entry, single values can be entered as a string of values with a colon and space between each entry. For example, four cost centers can be entered by typing 1010000000; 715050000000; 7180000000; 6261400000

Users may want to create a Word document that includes all their usually variable choices which can then be easily copied and pasted in any reports as desired. Often the easiest way to build the data on this Word document is to enter variables the first time in a report and then copy/paste the variables onto the Word document before executing the report.

Variants may be saved for BW reports but they are exclusive to the individual report and bookmarks of that report.

Users should NEVER save Personalized Variables. The restriction for a personalized variable, once created, crosses through all HR and FI BW reports even when the field isn't necessarily a field in the report or on the variables entry screen. When a report's variables entry screen doesn't offer that saved field as a choice, the user can't even remove it to run a less restricted version of the report.

If an error message is received when the report is executed that includes the wording "or you have no authorization" the variable selected is incorrect. All UC users have authorization to the data so that is never the error when that wording is included in the standard error message.

The Business Warehouse is separate from the UC Flex HR and Financial system. The Business Warehouse receives data nightly from the UC Flex HR and Financial system. Data is retrieved for the reports and cannot be changed by the user.

Terminology

Characteristics –A business object, such as an Asset, a Vendor, a Fund or a Fiscal Year. It is a broad representation of the business object.

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BW 7.0 Login and Report Variable Entry (1).udc© University of Cincinnati 1/79


Characteristic Values– A characteristic’s identifier. Examples of values for the Fund characteristic might be “Faculty Club,” “PPR-Dermatology,” and “Army ROTC.”

Attributes –Provide additional information about a characteristic such as the valid-to and valid-from dates for a Grant or the address of a Vendor.

Key Figures– Values or quantities, such as amount, fixed costs, or number of employees. In simple terms, you can do math on it.

Variable– Selection criteria used to limit the results of a report.

Variables Entered– An area of the report that shows the variables that were entered by the user.

Navigation Block– An area of the report that shows some of the columns that can be added to or deleted from the report.

Drilldown– The Variables and Key Figures available in a BW report represent the report’s columns and rows. Drilldown is used to change the layout of a report by adding, deleting or changing the order of the columns and/or rows.

Conditions– Element of a report which enables the user to filter using a multiple variable approach with one characteristic and one key figure. For example, creating a filter for all positions that earn greater than $20,000

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Procedure

1. Logon to ucflex.uc.edu

Welcome - UCFlex Enterprise Portal - Windows Internet Explorer

2. Click the FI | HR | BW tab .

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Financials Home - UCFlex Enterprise Portal - Windows Internet Explorer

3.Click the Logon to BW tab .

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SAP Easy Access - User menu for ZBWTU021

4. Click Financial Viewer Folder open icon .

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SAP Easy Access - User menu for ZBWTU021

5. Double-click FM865: Actuals Document Journal Detail report

.

6. Perform one of the following:If You Want To Go ToEnter single values Go to Step7.Enter ranges of values Go to Step34.Include or exclude single values in a range Go to Step 39.Enter a hierarchy value Go to Step 47.Save the variables entered as a variant Go to Step 57.Check variables entered and run the report Go to Step 70.Access the Variant Screen after the report is run Go to Step 75.Exit the report Go to Step 89.

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Do Not use Show Variable Personalization on the Variable Entry Screen!

BEx Web - Windows Internet Explorer

7. Perform one of the following:

If Then Go To

You need to search for a Fiscal Period/Year

Click the Fiscal Period/Year matchcode

button to search for a field value.

Step 8

You know the Fiscal Period/Year Click in the Fiscal Period/Year field

to type in a value.

Step 14

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8. As required, complete/review the following fields:

Field R/O/C Description

Fiscal year/period: Key Required The search field used to search for Fiscal year/period in the key values of the table

Example:*2008

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9. Click to filter the list for the entered value.

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10. Click in front of a value.

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11. Click the Add button .

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12. Click the OK button to copy the selected values to the Variable Entry field.

13. Go to Step 15.

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Fiscal Period/Year Required The fiscal month/year for the report

Example:001/2008

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Fund Required Separate and distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes; Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations; Funds are classified into fund types, which have distinctive accounting and reporting requirements

Example:A100001

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16. Click the Cost Center matchcode button to search for a field value.

Multiple values may be entered or copied into this one field. Values must be separated by a ; followed by a space.

Example 1. - Single multiple values: 4555000000; 4555001000; 4555001001; 4555002000; 4555003000; 4555004000

Example 2. - Ranges: 4555000000 - 4555001000; 455002000 - 4555008000

Example 3. - A range excluding single values: 4555000000 - 4555008000; !4555001000; !4555003000; !4555005000

The ! in front of a value will exclude a single value or a range.

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17. Drag to to see where the retrieved value list ends.

The system warns there are more possible values available than are listed for this field.

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18. Click in the Funds Center: Key field .

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Funds Center: Key Required The key is the numeric or alpha-numeric value of an object. This is the search field used to search for Fund Centers in the key values of the table.

Example:724*

The value 724* isn't in the list since the list only contains the first 1000 entries values for the field. The list is incomplete.

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20. Click to filter the list for the entered value.

Since the value 724* wasn't in the first 1000 values, nothing is found.

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Maximum Records: Required The number of records to retrieve from the system and enter in the search table

Example:5000

The value being searched for may not be in the first set of records retrieved. If this is the case increase the number of Maximum Records: and Refresh the e list.

By increasing the number of records in the list the Funds Center will now be in the list for the filter action to find.

Leave "724*" as the filter value. The system will bring in more values and apply the filter to the data added data.

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22. Click the Refresh button to expand the list.

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23.To select an individual value click in front of the value.

As many individual values as needed can be selected from the list.

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24.Click the Add button .

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25. On the left side "All" data table, Click the Select All check box .

All of the values can be selected from the list.

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Values already added won't be added again.

27. Perform one of the following:If You Want To Go ToRemove all values from the selections Go to Step28.Remove one or more single values Go to Step31.

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28. On the right side "Selections" data table, Click the Select All check box .

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29. Click the Remove button .

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30. All values have been removed from the Selections table.

Perform one of the following:If You Want To Go ToPerform another action Go to Step 6. Remove one or more single values Go to Step 31.

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31. To select an individual value Click in front of the value.

Individual values can be removed after being added.

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32. Click Remove .

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33. The selected values have been removed from the table.

To perform another function go to Step 6.

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34.Click the Show tool: drop down menu .

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35. Click the Value ranges list item .

Ranges of values can also be added to the selection.

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Sign: Required Field to Include or Exclude selected values

Example:Include

Operator: Required Field to designate the operation to be applied to the selected values Operators include, between, Equal, Greater, Greater or equal, lower, lower or equal, Contains a Pattern.

Example:between

From: Required The first value of a range

Example:4555000000

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To: Required The last value of a range

Example:455008000


37.Click the Add button .

The Range of values will be added to the Selections table.

38. Perform one of the following:If You Want To Go ToInclude or exclude single values in a range Go to Step39.Perform another action To perform another function go to Step6.

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39.Click the Single values list item .

Single values can be selected to be Included or Excluded from the Selections.

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40.Click the to filter the list for the entered value.

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41. To select an individual value, Click in front of a value.


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The highlighted values will be added to the Selections Table.


43. Select the single values to exclude from the range.

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44. Click to exclude the selected values from the between range.

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45. Click the OK button to copy the Selections to the Variable Entry screen.

46. To perform another function go to Step 6.

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47. Click Cost Center Hierarchy matchcode button .

Some report have a Hierarchy field option for variable entry.

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Search: Required The field to enter criteria for the table search.

Example:Athletics

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49. Click the Go button .

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50. Click the Athletics tree open item .

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51.Click the Administration option .

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53. Click the Administration tree open item .

The tree in the type column designates the selected node for the hierarchary. This node and everything under it in the tree will be included in the report.

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54.Click the OK button to copy the Selections to the Variable Entry screen.

All of these nodes and sub nodes under Athletics - Administration will be included in the report.

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55. The selected node has been copied to the variable entry screen.


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57. Click the Save As... button to save the entered search criteria as a variant.

Different search variant criteria can be saved for the same report from the Variable Entry Screen.

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Description: Required Text to define an object

Example:A100001 - 455* cost ctr

Type in a good descriptive name. The name can be longer than the visible field.

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59. Click the OK button .

Saved variants are automatically part of the report. One or more variants can be saved for a report. They remain available to utilize with the report or for bookmarks of the individual report until deleted. They are not available to be used on other reports.

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60. Click the Cost Center matchcode button .

The Variables entered can be changed to save a different variant for the report.

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61. Select the values to remove from the search criteria.


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62. Click the Remove button .



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64. Click the Save As... button to save the new search criteria.

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Description: Required Text to define an object

Example:A100001 - 445* All Cost Ctr

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67.Click the Available Variants: drop down menu to select which variation of the report to run.

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68. Click A100001 - 455* cost ctr list item .

Any saved search criteria can be selected for this report.


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70. Click the Check button to verify the entered values are accurate.

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71. Click in the Fund field to correct the data entry error.

The message with the green box, will be displayed if there is an error in the data entry for an account line field. Ignore the "you have no authorization" part of the message.

The message with the yellow triangle indicated which field contains the data error. Correct the data entry before continuing.

72. Click the Check button again to verify data entry.

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73. There are no more data entry errors.

Click the OK button to run the report.


The Variable Screen can be accessed from the report in various places. All functions on the Variable Screen are always available, from the initial screen or after the report has run.

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BEx Web - FM865: Training Template for FI - Windows Internet Explorer

75. Click Variable Screen button to view, or change the report search variant or criteria .

The Variables Entry screen comes up with the report in the background. The screen can be resized to view more of the report.

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76. Adjust the variables as needed, Click the OK button to apply changes to the report..

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77. Click the Expand tray button .

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78. Right-click on Cost Center .

Right-clicking on any item in the navigation panel will have the same result.

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79. Click the Filter Variable Screen menu item .

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80.Click Available Variants: drop down menu .

With the Navigation Panel open make sure to scroll down and right click on a value at the bottom of the Navigation Panel, so the report will be displayed in the background when the Variable Entry screen is opened.

Notice in this case the reports isn't on the background since it wasn't there when the Variable Entry was opened.

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82. Right-click on the Grant column description .

Right-clicking on any column description will have the same result.

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84. Click the OK button to apply any new criteria.

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85. Right-click on the FT UnrepUncl Ex Base label .

Right-clicking on any report data will have the same result.

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87. Click the Cancel button to exit without saving any changes.

88. Perform one of the following:If You Want To Go ToPerform other actions Go to Step6.Exit Go to Step89.

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89. Click the Close button to exit the report.

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Result

Variables have benn entered and edited in various sections of a report.

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report running and variable entry in bw 7.0€¦ · web viewsap easy access menu ... users may...

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