Proven techniques to infuse more interactivity and formatting into your reports all with your existing SAP Business Explorer tools

Infuse More Interactivity and Formatting into Your Reports with Your Existing SAP Business Explorer ToolsDr. Bjarne BergCOMERIT 2012 Wellesley Information Services. All rights reserved.

1In This Session Highlights of this session:Pragmatic tips and tricks for using SAP Business Explorer (SAP BEx) Excel AnalyzerUseful tips and tricks related to SAP BEx Excel AnalyzerSpotlight on obscure and advanced featuresGain insight into out of sight featuresGet to know how BExGetData really worksDemystified with examplesSAP NetWeaver BW 7.x GUI upgrade and 3.x workbooksUnderstand the pain points during 3.x workbook migrationWhat is covered in this session? Advanced tips and trick in Query designer and Bex AnalyzerThe advanced tips and tricks are explained using business scenariosOverlooked and obscure features are brought to limelightLots of demos to explain BExGetData and other topics3What Well Cover Infusing Interactivity in SAP BEx WorkbooksCreating Aesthetically Pleasing SAP BEx WorkbooksUsing Advanced Features of SAP BEx Excel AnalyzerMaking the Most of SAP BEx Excel Analyzer Tips and TricksMigrating 3.x SAP BEx Workbooks to 7.x VersionWrap-Up Lets begin with features of Query Designer3Creating Interactive Reports Using SAP BEx AnalyzerTopics covered in this sub-section:Advanced design elements and features in SAP BEx are explained with an example Sales Analysis ReportDesign elements covered:Analysis Grid Out of sight features explainedDrop-down boxRadio buttonCheckbox

4Create an Interactive Report Initial StepsStep 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 D5This will pop up the Analysis Grid properties windowClick the Create Data Provider button

Create a data provider5Create an Interactive Report Linking to a Data ProviderStep 3 Link Data Provider to a QueryHere select a query or an InfoProviderOther available options in the step are shown below

Analysis Grid Properties windowQuery/InfoProvider is linked hereProvide 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.6Create an Interactive Report Analysis Grid ItemStep 4 Set other relevant settings in the General tabSettings relevant to Planning and Formula mode are set here

Range Marks the location of the Item in Microsoft Excel. This fields value is also used for Clipping.More about Use Formulas in later sectionsAdjusts the Microsoft Excel print area to the size of the analysis gridIn input ready (Planning) queries, marking this field will lock non-input ready cellsWhen marked, no new lines can be entered in Input ready (Planning) queriesWhen unchecked, SAP will relinquish workbook formatting duties to ExcelMark this field to retain Unit of Measure in Formula mode7Create 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 iconsAdvantage Eliminates shape objects and improvesperformanceOpen/Close is possible only via context menu

Analysis Grid Properties window in GUI 7.x FEP 1000Report with standard hierarchy icons.

Report with new hierarchy icons8Create an Interactive Report ClippingStep 5 Set clipping properties in the Analysis Grid itemThis optional step can be used to optimize screen real estateThe output will be clipped to the values specified in the Range fieldIf scroll option is set, a scroll bar appears in the output

Scroll bar9Create an Interactive Report Drop-Down BoxStep 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 mode10Create an Interactive Report Drop-Down Box (cont.)GUI FEP 1000 features a drop-down box with an option to select query views in the reportAll 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 11Create an Interactive Report Radio ButtonStep 7 Provide an easy way to select Calendar Year/QuarterInsert a radio button item

Step 2

Step 3Step 4Step 5

Step 1

12Create an Interactive Report Check BoxesStep 8 Customize the display of key figuresUse the Check box item

Step 1

Step 2

Step 3Step 4Step 515What Well Cover Infusing Interactivity in SAP BEx WorkbooksCreating Aesthetically Pleasing SAP BEx WorkbooksUsing Advanced Features of SAP BEx Excel AnalyzerMaking the Most of SAP BEx Excel Analyzer Tips and TricksMigrating 3.x SAP BEx Workbooks to 7.x VersionWrap-Up Lets begin with features of Query Designer14Convert to Formula IntroductionWhat 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 Excels formatting capabilitiesHow to switch on Convert to Formula in SAP BEx Analyzer?Inside the Analysis Grid item, get the context menuChoose the option Convert to Formula

15Convert to Formula FeaturesWhat happens when Convert to Formula is enabled?Analysis Grid item will be automatically deletedContext menu of Analysis Grid item disappearsNumber format will be set to standardYou can keep the SAP number format by switching on the Analysis Grid items property beforehand

SAP BEx Analyzers responsibility is to bring in the dataOnus is on MS Excel to format the query outputOnce converted, there is no turning backYou have to reinsert the Analysis Grid item and link to Data provider

16Data Flow of a Cell with BExGetData FunctionData cell in the workbook contains a business valueThe cell has an Excel formula named BExGetDataEach BExGetData cell is connected to a Data Provider DP_1, as shown in the below exampleExample: BExGetData("DP_1",$J11,$F12,$G12,$H12)Each cells data fetch is independent of other cellsData Provider is connected to a queryExample: Z0D_SD_C03_DEMO_Q005Query is connected to an InfoProviderExample: 0D_SD_C03

Excel FormulaCellWorkbookQueryZoom cellInfoProvider17Syntax of BExGetDataMainly 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 commaIf the characteristic shows as Text not Key value, then pass the characteristic value in Text formBe cautious while typing in the values. They are case sensitive.Any typos will result in #NV (No Value) in the outputThree different types of BExGetData syntax

18Convert to Formula CapabilitiesWhat else can Convert to Formula do?You can cut and paste rows of report into different sectionsWhen refreshed, SAP will not reassemble your reportOverwrite and Fetch capabilityIt gives you dynamic data selection capabilityYou 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.

19Understanding Overwriting CapabilityBoundaries of data accessThe overwriting value must exist within the data selectionConsider 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 #NVHowever, in the output, if you change the cell value from Q2 2003 to Q3 2003, the output will show the correct valueTo extend the boundaries of data access:Refresh the workbook with selection criteria that covers the data range that you are looking forFor the above example, refresh the report for 2003 and 2004

20Convert to Formula MiscellaneousTo see results offlineWhen 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 NoThe query should have elements in both row and column

21What Is Use FormulasUse Formulas is another method to generate BExGetData in the data cellsIt is set as a property of Analysis Grid item

Unlike Convert to Formula, Use Formulas does not delete the Analysis Grid design itemAccess is still available to the context menu functionsStandard formatting is retainedFor generating formatted reports, Convert to Formula is a better option than Use Formulas

22Use Formulas Other PointsBefore you check the Use Formulas box, remove the Suppress Repeated Key Values optionOtherwise, you will see #NV in most data cells

Use Formulas will convert data cells to BExGetData mini-queries

26What Well Cover Infusing Interactivity in SAP BEx WorkbooksCreating Aesthetically Pleasing SAP BEx WorkbooksUsing Advanced Features of SAP BEx Excel AnalyzerMaking the Most of SAP BEx Excel Analyzer Tips and TricksMigrating 3.x SAP BEx Workbooks to 7.x VersionWrap-Up Lets begin with features of Query Designer24Local Formula To Add a New Key Figure ColumnAdd a Local Calculation e.g., Add Plan vs. Actual %Use the option Local Formula in the query result sectionUse the secondary mouse button to select the Add Local Formula option

Enter your formulaYou can perform simple arithmetic and some scientific functionsA new column will be appended to the end of the table

25Local Formula FeaturesHow 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 queryUse the saved view (query view) in your workbook

26How 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 dataInput-ready queries form the basis of manual planning layout in SAP NetWeaver BI Integrated PlanningManually entered data can be saved back to the cubeThis type of query is created on a real-time InfoCube (transactional cube) or at an aggregation LevelA regular query is converted into an input-ready query by setting parameters in the Planning tabOther prerequisites apply for query use in planning. They are beyond the scope of this presentation.Input ready query27Key Figures Planning Tab SettingsStep 1: Set planning options for a key figure (KF)In Change data section of key figure's properties tabOption #2 or #3 makes KF or Restricted KF (RKF) input-readyDuring planning, a lock will be set on this KF or RKFDisaggregation and types of distributionUsed for top-down distributionStep 2: Set planning options at a query levelFor input-readiness, this flag (Fig. 2) must be setSet in Query-level properties

Fig. 2: Querys Planning propertyFig. 1: Key Figures Planning TabIn SAP BEx, you can specify currency translation in 2 places:During query definition for individual key figureAt run time in SAP BEx Analyzer, using context menuCurrency selection in Query DesignerSelect the properties of an amount/price fieldThen choose the tab name ConversionsSelect Conversion typeTarget CurrencyYou can introduce a variable for Target CurrencyCurrency Translation

Currency Translation in SAP BEx AnalyzerIn the query output, get the context menu of any amount fieldSelect Query properties optionThen, choose Currency Conversion tabSelect Target currencySelect Translation type

Query PropertiesQuery OutputQuery output now shows a different currencyQuery properties pop-up screen30Create Worksheets Based on Characteristic ValuesIn the Filter section, access the context menu using the secondary mouse buttonSelect 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 duplicatedFig 2. Context menu in the Filter section New worksheet for each characteristic value31Drill Across WorksheetsQuery output in each sheet shows the characteristic value

PrerequisitesSelected characteristic must not exist in rows or columnsNo display hierarchy is active on that characteristicA maximum of 200 characteristic values will be used to create sheets

Fig 1. Sample worksheet contents after drill across worksheets

32Copy Sheet FeatureAll design elements in an Excel sheet can be copied to another sheetA time-saving feature

All data providers in the sheet are copied

Menu location for Copy Sheet functionNew sheet after invoking copy sheet functionCopied data providers are visible in Workbook Settings33Workbook SettingsSettings relevant for the current workbook can be made here

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

34Query Properties in SAP BEx AnalyzerQuery properties One-stop shop to maintain all settings pertaining to a queryAccess 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 click35Properties in the SAP BEx Analyzer Context MenuThe property as shown in Fig. 1 corresponds to the property of that individual objectThe result row suppression, result value selection, and display format are set hereSort by attributes value is possibleSuppressing result rows for all characteristics at once is not supported

Fig. 1 Property of 0CALQUARTER

Secondary mouse click36Global SettingsConfigure 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 SettingsConfiguring Global Workbook Template Result after pressing Display Statistics button40What Well Cover Infusing Interactivity in SAP BEx WorkbooksCreating Aesthetically Pleasing SAP BEx WorkbooksUsing Advanced Features of SAP BEx Excel AnalyzerMaking the Most of SAP BEx Excel Analyzer Tips and TricksMigrating 3.x SAP BEx Workbooks to 7.x VersionWrap-Up Lets begin with features of Query Designer38Selection Shortcuts Direct Entry Using Special CharactersType an exclamation point (!) in the selection screen for entering NOT EQUAL TOSaves 5 to 7 clicks as compared to clicking the Possible entries buttonType a semi-colon (;) for separating individual valuesType a number sign (#) for unassigned valueType a hyphen (-) between intervals

Direct entry shortcuts ! - ; #

Possible entries button39Selection Shortcuts Direct Entry No F4 ButtonType an asterisk (*) as a wildcard character to show a patternAllowed only for select-option characteristic variablesType >= for greater than or equal to

Value Range field How to enter values directlyStandard behavior Direct entry is not permittedSolution Place cursor in field and press Ctrl+KAlternative solutionSelect Key from the menu

Ctrl + K40Upload/Download Selections in Selection ScreenUpload An easy option for entering large set of selection values

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

Download of a selection is also possible after entering values

Invoking Upload selections

File contentsValues after file uploadSecondary mouse click41Showing Selection Screen Values in the ReportThe standard template doesnt show selection screen values used3.x SAP BEx Analyzer showed this by default in the first few rowsShowing report selection helps to interpret the resultsReport selection can be shown in columns C and D below FilterFilter button hides/un-hides columns C and D

Fig. 1 3.x SAP BEx Analyzer shows selection screen valuesFig. 2 7.x SAP BEx Excel Analyzer workbook showing selection screen values42Showing Selection Screen Values in the Report (cont.)In 7.x SAP BEx Excel Analyzer, insert two design elementsText Elements Static FiltersFilter Section in Query DesignerNavigation Pane DimensionsCan be used to display Dynamic FiltersDefault values section in Query Designer

Text ElementNavigation Pane43How to Populate Blank Column Headings in the ReportChallenge: Pivot tables cannot be created if the header is blank

Solution: Write VBA code to copy header titleCode in CallBack macro located in DefaultWorkbook moduleUse Developer tab (Excel 2007) or press Alt+F11 to access the VBA code

Varname() has the address of results areaCallBack is Located in DefaultWorkbook module44How to Populate Blank Column Headings in the Report (cont.)Callback macro coding considerationsSimple scenario Only one header rowObjective: All the columns in the workbook should have column headingsSample 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

45How to Populate Blank Column Headings in the Report (cont.)Callback macro coding considerations (cont.)Complex scenario More than one header rowOnly Key Figures (KF) are present in rows, Characteristics (Char) in columnsNothing exists in rows; Char and KF are in columnsComplex scenario will require additional coding to check cell styles

Add the CallBack code to your companys default workbook template

Example of a Complex scenario Multiple heading rows 49What Well Cover Infusing Interactivity in SAP BEx WorkbooksCreating Aesthetically Pleasing SAP BEx WorkbooksUsing Advanced Features of SAP BEx Excel AnalyzerMaking the Most of SAP BEx Excel Analyzer Tips and TricksMigrating 3.x SAP BEx Workbooks to 7.x VersionWrap-Up Lets begin with features of Query Designer47Conversion of Existing 3.x Workbooks to 7.xWorkbooks are automatically converted when opened in the SAP BEx Analyzer 7.x GUI Manual intervention is required for workbooks with:Custom VBA coding on SAPBEXonRefreshAny hardcoded reference to query ID SAPBEXq0001, SAPBEXq0002, etc.Any hardcoded reference to SAPBEXqueries sheetIf SAPBExonRefresh is already present in the 3.x workbookAdd the macro (Fig 2) SAPBExonRefresh to 7.x workbookVia Workbook Settings

Invoke Workbook Setting from 7.x SAP BEx Analyzer toolbar Click on Add Macros to add SAPBEXonRefresh to 7.x workbookConversion of Existing 3.x Workbooks to 7.x (cont.)SAPBExonRefresh code changes1) Add extra parameter (see SAP Note 1258169)3.x definition Sub SAPBEXonRefresh(queryID As String, resultArea As Range)7.x definitionSub 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 supportInstall SAP NetWeaver BW 7.x Front End Patch 902 or 1000

FEP 1000 Patch Data from the About screen52What Well Cover Infusing Interactivity in SAP BEx WorkbooksCreating Aesthetically Pleasing SAP BEx WorkbooksUsing Advanced Features of SAP BEx Excel AnalyzerMaking the Most of SAP BEx Excel Analyzer Tips and TricksMigrating 3.x SAP BEx Workbooks to 7.x VersionWrap-Up Lets begin with features of Query Designer50ResourcesThanks 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.comWorking in formula modehttp://help.sap.com/saphelp_nw70/helpdata/en/d3/015369f54f4a0ca19b28c1b45acf00/frameset.htmSAP BEx Analyzer design itemshttp://help.sap.com/saphelp_nw70/helpdata/en/d9/bfdfb454b4465585cc6334eb89b195/frameset.htm* Requires appropriate credentials to access full text of article51Resources (cont.)SAP Community NetworkPrakash Darji, Setting the Global Workbook Template in SAP NetWeaver 2004s BI or BW 3.xhttps://weblogs.sdn.sap.com/pub/wlg/4453Also search in SDN for Prakash Darji You will get very useful articles, blogs and commentsReporting, Analysis, and Planning section in SCNwww.sdn.sap.com/irj/sdn/nw-bi?rid=/webcontent/uuid/90ebc563-724a-2a10-408f-87145877992cA portal for accessing good reporting informationRequires registration527 Key Points to Take HomeMake use of the new design elements such as check boxes, drop- down lists, etc., to create reports that enhance user experienceBExGetData 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 valuesUse Local formula to enhance the reusability of existing queriesCreate a company-wide workbook template and save it in a central repositoryPay attention to SAPBExonRefreshs 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 Analyzers capabilities first

53Your Turn!How to contact me:Dr. Bjarne BergBberg@Comerit.com

54DisclaimerSAP, 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.