bw basics. 1 2 bw overview……………………………………….....3 accessing bw...
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BW Basics
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BW Overview………………………………………..... 3
Accessing BW Reports……………………………..... 6
Entering Selection Criteria………………………….. 15
Working with Variants……………………………25
Report Workbooks…………………………………... 31
Customizing Reports………………………………… 36
Saving and Refreshing Workbooks……………….. 44
Agenda
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What is Business Warehouse (BW)?
BW is SAP's data warehousing tool for ad hoc data analysis
Why use BW?
Shorter report run times; Better analytical and strategic reporting
Better formatting; Report results are in MS Excel format
Users can focus on data to meet their unique reporting needs
Things to note about BW:
Resides on its own server• Separate User ID and password required
• Information is uploaded from SAP R/3 to BW twice a day
Mostly summary level data
The types of reports available depends on the role(s) you have been assigned
BW Overview
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Functional Users / Specialists
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Analytical (BW) Reporting
Operational (R/3)/Transactional Reporting
Strategic Decision-Makers
Tactical Decision-Makers
Super-Users / Analysts
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BW Overview
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R/3 Reports BW Reports
Highly structured layout Able to be customized
Drill down to transactional level data Mostly summary level data
Real time information Data is refreshed on a schedule
In same system and menu paths as R/3 transactions
Log on to a different system
Opens report within R/3 window (occasionally in MS Excel format but without functionality)
Opens MS Excel to view/manipulate reports
Special Ledger reports in Report Painter are difficult for users to build
All custom designed at SPE
BW Overview – BW vs. R/3 Reporting
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BEx Analyzer (BW)
Login to BW
Opening a BW Report
“SAP BEx Open” window
Using “Search for Report” features
Accessing BW Reports
Agenda
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Start > Programs > SAP Front End>Business Explorer > Analyzer(Programs menu paths may vary)
Accessing Reports - Open BEx Analyzer
Before opening BEx Analyzer, be sureMS Excel is closed.
If you don’t have Business Explorer on your PC, call the Help Desk (x42188) for installation.
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Business Explorer (BEx) Analyzer open in Microsoft Excel
BEx toolbar and menu options available
BEx Analyzer
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If you are not logged on to BW when you open workbooks, you will be prompted to log on. From the SAP Logon window:
1. Select “BW/SEM Production – BPR” system
2. Click OK; The “SAP Logon BW/SEM Production – BPR” window appears.
Login to BW
3. Verify Client field is set to “555”
4. Enter your BW user ID
5. Enter your BW password
6. Click OK
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Using the Settings button
Verify BW Login
To log on/off directly,
click “BW server connection” in the list
To verify if you are logged on to BW, click the “Settings” button
A check mark next to ‘BW server connection’ indicates you are logged on
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From the BEx Analyzer Toolbar, click on the “Open” button
Select “Workbooks” from the list to access a list of BW reports
Open a BW Report
Note: Individual users are selectively granted authorization to access data for specific areas, create queries, run queries or view workbook reports based on their business role. To request a BW ID and/or change security access visit the SAP Global Support site on mySPE and click the “SAP Security” link under the “Request Forms And Submission Process” section for the proper forms.
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Search for the desired report through any of the following:
History – reports you’ve recently used
Favorites – personally created reports
Roles – reports arranged by functional area
Open a BW Report – “SAP BEx Open…” window
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Using the Description / Technical Name field
1. Click in the Description field
2. Enter one of the following options:
• Full name of the report• Partial name• Keyword• T-Code
Examples:
• “GD13”• “Cost”• “Special Ledger Summary”
Open a BW Report – Find a BW Report
Note: No asterisk (*) is needed when using partial names to find a report in BW
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Open a BW Report – Find Function
1. Click the Find button
2. Enter one/more of the following options:
a. Search String: The name or a portion of the name of the report
b. By me: Reports created by you
c. By user/user name: Select reports created by certain user
d. Time Interval: Report created within system specified time period
e. From: Report created within user specified time period
In the BEx Open window…
Note: No asterisk (*) is needed when using partial names to find a report in BW
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What are “Selection Criteria”?
Entering Selection Criteria
Required Fields
Entering Single Values & Ranges
Entering Multiple Values
Using the Operators
Deleting Selection Criteria
Personalization Variables
Working with Variants
Entering Selection Criteria
Agenda
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What are Selection Criteria in BW?
It is how you tell BW what data you want to see
What good Selection Criteria will do for you:
Speed up report processing
Give you more targeted results
Things to note about Selection Criteria:
BW remembers the data you entered the last time you ran the report
You can save your commonly-used selection criteria as a “Variant” for future use in the same report
Selection Criteria
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Fields with an asterisk (*) are required fields. A value needs to be entered before the report will run
Example: Period/Fiscal Year, Company Code & Currency TypeIf you enter the values “001/2008” in the Fiscal Period/Year field and Currency Type “00” and run or “Execute” the report, you will view all records for April of Fiscal Year 2008 in their transactional currency
Entering Selection Criteria – Required Fields
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To view a range of records, enter a starting value in the first data entry field and an ending value in the second field
Example: Enter “001/2008” in the first field and “003/2008” in the second field to view records from April – June of 2008
To view records matching a single value, enter data in only the first field
Example: Enter “1281” in the Company Code field to view records for only “Sony Pictures Television”
Entering search values in more than one field combines the criteria
Example: Entering the above criteria will produce a report showing the total costs incurred by the all Sony Pictures Television Profit Centers from April – June of 2008
Entering Selection Criteria – Single Values & Ranges
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Entering Selection Criteria – Multiple Values
The Multiple Selection button is used to enter multiple sequential or non-sequential values or ranges to either include or exclude from the records displayed
Example: If wanted to view only the records for SPHE Australia and SPHE UK click the Multiple Selection button and enter the corresponding company codes “5094” & “5122”.
Click Execute to save the values and return to the selection criteria screen
Note: When there are multiple entries, the box below the arrow of the ‘Multiple Selection’ icon will be green
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After opening the multiple selection screen:
1. Create a .txt file with the list of variables in a column
2. Click the “Import from .txt file” icon (located at the bottom of the Multiple Selection screen)
3. Locate the .txt file you created and click “Open”
The variables in the .txt file will populate the Multiple Selection screen
Entering Selection Criteria – Uploading Values Lists
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Another way to create a range of values is to use an Operator
Entering Selection Criteria – Using Operators
1. Click the Operator menu button
2. Select an Operator from the list:
• = equal to value (default)
• <= less than or equal to value
• > greater than value
• < less than value
3. Enter a data value in the first data entry field for the selection criteria
Example: The criteria listed above will display all records from April 2008 to the current date. Another way to create this range is to enter 001/2008 in the first criteria field and current date in the second.
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To remove selection criteria…
Click in the criteria field and press the [Delete] or [Backspace] key on your keyboard.
OR
Click the trash can button at the end of the criteria row to remove ALL criteria for the field (including all multiple selection entries)
Deleting Selection Criteria
In the example above, clicking on the trash can for the Company Code criteria field would delete both values “5000” and “5999”
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If is yellow or you see the button, you have saved a personalized variable. The report will continue to run with the data values you entered and saved until you turn it off!
Do NOT use the Personalize Variables button!
Selection Criteria - Personalization Variables
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What is a Variant?
A set of often-used selection criteria saved under a single name for easy access
Things to note about Variants:
Variants are workbook specific
Other users can see and use a variant you create
Dates (Period, Fiscal Year) should generally not be included in the variant since it will change frequently
Name the variant according to the selection criteria, not the report
Working with Variants
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Step 1:
1. Enter Selection Criteria
2. Click Save button
Working with Variants – Create a Variant (1 of 2)
There are 2 steps to creating a BW Variant…
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Step 2:
1. Enter a Variant name• Limited to 30 alpha-
numeric characters• Names over 14
characters are not always supported
• Cannot include symbols (except underscore “_” ) or spaces
2. Enter a Description
• Limited to 59 alpha-numeric characters
3. Click Save button
Working with Variants – Create a Variant (2 of 2)
Note: While you can select individuals Selection Criteria fields to save in your Variant, we ask that until you are more experienced with the Save Variant screen that you leave all “Save Values” as Yes
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Executing (Run) Workbooks
BW Report Components
BW Cover Page
Report Workbooks
Agenda
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What is BW Report Workbook?
An Excel workbook connected to a BW query which pulls data from our SPE data from various InfoProviders
Do we use BW queries directly? No. The SAP Global Support Reporting team asks that you use only BW Workbooks
Things to note about BW Report Workbooks:
Workbooks are limited to 65,000 rows of records
Workbook can be saved on BW server or to your local PC/network
Some workbooks are set-up to refresh automatically when you access them. Others you may need to refresh manually to get the most-up-to-date data
Report Workbooks
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Executing Workbooks
Before you Execute (run) a report, it’s a good idea to check your Selection Criteria for errors
2. Click the Execute button
1. Click the Check button , then…
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Key Figures
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Analyzer Toolbar
Characteristics
BW Report Components
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Working with BW Characteristics
Filter a BW report
Drilldown (add Detail) in a BW report
Formatting in BW
Customizing BW Reports
Agenda
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Save a BW report to Favorites
Save a BW report to a Local PC or Network drive
Refresh a BW report
Single report workbook
Multiple report workbook
Saving and Refreshing BW Reports
Agenda
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Save as you would an Excel file:
1. Click the Save button in the Microsoft Excel toolbar; the “Save As” window appears
2. Select a location to save the workbook
3. Enter a file name
4. Click Save
Workbooks can be saved to your PC or network drive like any other Microsoft Excel file
Can be viewed and manipulated using standard Excel functions without BEx
Workbook data can be refreshed when accessed via BEx Analyzer
Save a BW Report to a Local PC or Network Drive
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Once you have your worksheets set up as desired, they can be refreshed with up-to-date data individually, or all at once as needed.
Refresh a Single Workbook Refresh All Tabs in a Workbook
Click anywhere inside the report and click:
Click anywhere outside the report and click:
Refreshing BW Workbooks
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Things to note:
When you refresh data, the position of the current highlighted cell is very important.
If you want to refresh a single worksheet, click anywhere inside the shaded area of the report you want to refresh.
If you want to refresh all worksheets in a workbook, click anywhere outside the shaded areas you want to refresh. The system will ask you to confirm that you want to refresh all the worksheets in the workbook.
Also note that some multi-tab custom reports for specific SPE processes/projects will require you to click on a cell labeled “Query Not Calculated” before refreshing. Training on those reports, such as the IMSM General Marketing Budget Package, is included with the processes/project.
Refreshing BW Workbooks
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Questions & Answers
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There are many resources available to help you with BW
1. Visit the SAP Global Support website on mySPE to find BW Quick Reference Guides, troubleshooting tools, etc.
2. Ask your Super Users (refer to the list provided to identify the Super Users in your department).
3. For technical problems accessing SAP, call the Helpdesk at 310-244-2188.
Getting BW Help