bw creating workbooks
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Chapter :8 Creating Workbooks
Chapter :9 Contents
Overview.................................................................................................................8–2
Before Getting Started................................................................................... .......8–3
Creating a Workbook: An Overview.....................................................................8–5
Step 1: Starting te B!" Ana#$%er...................................................................... ..8–&
Step 2: Creating a Workbook 'e(p#ate.......................................................... .....8–)
Step 3: Saving te 'e(p#ate to te *nfoCata#og................................................8–12
Step +: *n,erting -erie, into te Workbook....................................................8–1+
Step 5: Adding /i,a# Ba,i0 n0tiona#it$ to Workbook..................................8–1&
Step &: Saving te Workbook to te *nfoCata#og..............................................8–23
eview.................................................................................................................. 8–25
eport eve#op(ent 'oo#, 1
8
In this chapter you will le
How to create a worktemplate using the BAnalyzer
How to insert a queryqueries) into a workb
How to sae a workbtemplate to theIn!o"atalog
How to a## pushbuttan# textboxes to aworkbook template u
simple $isual Basiccomman#s
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Overview
"hapter % presente# an oeriew o! B&'s architecture concepts an#
terminology In this chapter you will learn how to use the Business In!ormation&arehouse to create workbooks (or reports)
As shown in the graphic below creating a workbook in the B& is essentially a*e+step process:
Enable access to a workbookthrough the BEx Browser
Enable access to a workbookthrough the BEx Browser
Create a new query or
modify an existing query
Create a new query or
modify an existing query
Enhance workbook layout
and functionality (optional)
Enhance workbook layout
and functionality (optional)
Insert desired query (or queries)
into a workbook
Insert desired query (or queries)
into a workbook
Create a workbook
template (optional)
Create a workbook
template (optional)
Chapter 8
Chapter
Chapter !"
1
2
3
+
5
,o help you get starte# with the Business In!ormation &arehouse we haeorganize# the material as !ollows:
"hapter -: "reating &orkbooks
"hapter .: "reating /ueries
"hapter 01: &orking with the BEx Browser
"hapter 00: 2pecial ,opics (inclu#ing tips 3 tricks)
In this chapter you will be working with the BEx Analyzer an# 4icroso!t Excel&ith the help o! a business scenario (see next page) we will show you threegui#e# tours:
"reating a workbook template
Inserting an existing query into a workbook
5sing $isual Basic to a## workbook !unctionality
eporting 4ade !a,$
#ou are here
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In chapter . you will learn how to work with queries In chapter 01 you will seehow to access workbooks through the BEx Browser
Before Getting Started
Be!ore you start buil#ing workbooks it is use!ul to un#erstan# the !ollowing:
&hat is the business scenario6 (see below)
&hat #oes the *nishe# workbook look like6 (see next page)
Business Scenario
,ake a !ew minutes to !amiliarize yoursel! with the business scenario shownbelow All the gui#e# tours in chapters - through 01 are built aroun# thisbusiness scenario
Bungee 2o!tware Inc #eelops an# markets games !or personal computersBest+selling titles such as Portal Kombat Barrio Brothers an# Kung FuGrandma hae helpe# Bungee 2o!tware become a lea#ing supplier o!computer games Howeer the company is currently !acing increase#competition !rom 7ixialate# Inc ,o protect its market share Bungee 2o!twarehas !orme# a task !orce to explore ways to streamline its sales processes
,he company has #iscoere# that collecting an# #isseminating sales #ata toexecuties consumes consi#erable time an# resources ,he task !orce belieesthat easier access to sales an# pro*t analysis in!ormation woul# sae time an#help executies with sales+planning actiities
2ome o! the key questions the executies typically ask are:
How #oes the sales reenue !or 0..- compare with 0..% sales6 &hat is the annual gross pro*t6
&hat is the sales olume !or the top pro#ucts6
&hat is the sales olume !or the top customers6
&hich sales representatie8manager is responsible !or #eclining salesolume6
A!ter ealuating its in!ormation nee#s Bungee 2o!tware has #eci#e# to#eelop the !ollowing reports in the Business In!ormation &arehouse:
Sales Analysis Report (in this example 0..- s 0..%)
Gross Proft Analysis Report
Note: ,he workbook you are about to #eelop is base# on the 2A7+#eliere#SD DemoCube Workbook (in the 2A7 9emo"ube channel) ,o !ollow thegui#e# tours coere# in chapters -+01 make sure that the 9emo"ube isactie an# loa#e# with the #ata on your B& system or more in!ormation onactiating the 2A7 9emo"ube see chapter 00 or contact your 2A7 system
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a#ministrator
A uick !ook at the Output
,he 29 9emo"ube &orkbook we are about to buil# contains two reports (orworksheets): 2ales Analysis ;eport an#
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"eport &: Gross 'rofit Ana$%sis "eport
Guided (our
Creating a Workbook: An Overview
=ow that you are !amiliar with the sample reports shown in the preious sectionyou are rea#y to create a workbook I! you hae access to a Business In!ormation
&arehouse system you may want to !ollow along
2hown below are the steps !or creating a workbook (base# on the businessscenario):
eport eve#op(ent 'oo#,
e!t area showsco""ents thate!plain report data.
Sales Analysis pushbutton returns
$ou to the firstreport
'ross Profit nal$sis b$Sales rgani%ation.
Pushbuttons to launchother views of the data.
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$a%e the workbook to InfoCatalog$a%e the workbook to InfoCatalog
&dd 'isual Basicfunctions to the workbook
&dd 'isual Basicfunctions to the workbook
Insert query into the workbookInsert query into the workbook
$a%e the workbook template
to InfoCatalog
$a%e the workbook template
to InfoCatalog
Create a workbook templateCreate a workbook template
$tart BEx &nalyer$tart BEx &nalyer1
2
3
&
5
+
I! you plan to !ollow the gui#e# tour on your own system make sure that theB& !ronten# components are properly installe# on your computer I!necessary contact your system a#ministrator !or assistance
,o check i! the B& !ronten# is installe# on your computer choose Start
Programs SAP BW Frontend.
I! you #o not *n# the 2A7 B& ronten# try searching !or 2A7 B& componentsun#er other 2A7 logon menus
Step #: Starting the B)* Ana$%+er
0 rom your &in#ows #esktop choose Start Programs SAP Frontend BW
> "hoose SAP Business !"plorer Analy#er
? I! you see a warning message about macros in 4icroso!t Excel chooseEnable Macros to continue
4icroso!t Excel opens with the a##+in SAP Business !"plorer toolbar in the mainwin#ow
eporting 4ade !a,$
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&bout the BEx &nalyer ,he structure o! B& workbooks is #e*ne# using the Business Explorer (BEx)Analyzer @ou can #e*ne queries graphics an# other elements an# insertthem into workbooks ,he result o! a query is presente# in an Excel&orksheet ,he BEx Analyzer is implemente# as an a##+in !or 4icroso!tExcel an# links queries to cells in Excel workbooks ,hus you ealuate query#ata by naigating through the query in an Excel worksheet
What ,s the Business )*p$orer (oo$bar-
,he 2A7 Business Explorer toolbar integrates B& reporting !unctionality in the
4icroso!t Excel enironment ,he BEx toolbar enables *ltering sorting #rill#owncurrency translation computation o! results use o! attributes an# hierarchiessaing an# managing workbooks an# more In a##ition to the ,oolbar you canstill use the !ull Excel !unctionality
)ew
$elect from
InfoCatalog
$a%e to
InfoCatalog
*efresh
query
+ndo ,-&.
function
for acti%e
cell
/ools
Change
query
Change
formatting $ettings
0elp
eport eve#op(ent 'oo#,
*usiness +!plorer oolbar
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to create a new workbook to change the e!isting ,uer$
to select and e!ecute workbooks fro" the *-nfo/atalog
to work with active cells to enablefunctions such as co"putation of results&
drilldown& filtering& sorting& currenc$translation& etc.
to save the current workbook to either the *-+nterprise nfo/atalog or the user 0avorites
to alter the font properties& backgroundcolor& and other for"atting options in a
workbook
to refreshupdate data in a ,uer$ fro" thesource(s).
to insertdelete ,ueries& attach charts&displa$ the header infor"ation of a ,uer$&and set the password in the active +!cel
workbook
to undo one navigation step to "ake configuration settings for datarefreshing& connection to the *- server&and "ore
Note: As we start buil#ing a workbook template it is important to recognizethat a workbook template is no more than an empty worksheet with some!ormattingC it #oes not inclu#e any embe##e# queries "reating queries iscoere# later in chapter .
Step &: Creating a Workbook (e.p$ate
A!ter you hae logge# on to the BEx Analyzer you are rea#y to start buil#ingyour workbook template
Note: Buil#ing a template is not man#atory when you are working with theBusiness In!ormation &arehouse I! you #o not want to create a template atthis time you can Dump ahea# to chapter . to learn about buil#ing queries
,he process o! #esigning your workbook template can be #ii#e# into the!ollowing substeps:
0 ormat the backgroun#
> Hi#e the Excel toolbars
? Insert company logo
2ae the template to the In!o"atalog
/or.atting the Workbook Background
2tart !rom the BEx Analyzer enironment in 4icroso!t Excel
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0 In 4icroso!t Excelchoose $e% !romthe stan#ar# Exceltoolbar A newsprea#sheet workbook
appears
> "hoose Format
Sheet Ba&kground
? "hoose C'(ProgramFiles()i&roso*t+,&e(Clipart(Ba&kground(Wheat
=ote: I! the B& !ronten# isinstalle# on a #rie otherthan " use theappropriate #rie letter
@ou can choose anybackgroun# you like
0iding the Window 1iews
,o a## make your workbook easier to use you may want to consi#er hi#ingsome o! the win#ow iews
0 "hoose -ools +ptions
eport eve#op(ent 'oo#,
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> In the +ptions win#owselect the .ie% tab
? 9eselect Gridlines/Ro% 0 &olumn
headers/ +utlinesymbols/ 1ero 2alues/hori#ontal S&roll bar/ an# .erti&al s&roll bar 9o not #eselect theSheet tabs
"hoose +K to sae thenew options
0iding the 2icrosoft )*ce$ (oo$bars
,o make it easier !or your users to use the workbook you may want to consi#erhi#ing some o! the Excel toolbars
0 "hoose .ie% -oolbars an# #eselectStandard an#Formatting toolbars
9o not #eselect theBusiness !"plorer toolbar
eporting 4ade !a,$
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@our Excel worksheetshoul# look like the oneshown at right =otice thatthe horizontal an# erticalscroll bars row an#
column hea#ers!ormatting toolbar an#gri#lines are now hi##en
,nserting Co.pan% !ogo
,o !urther customize your workbooks you can a## your company logo (or other
graphical elements) to the workbook template @ou hae three options: Insert the logo in workbook template an# sae it to the In!o"atalog
Insert the logo an# sae the workbook as a 4icroso!t Excel template onyour local #rie
5ploa# the logo *le to the B& system to hae it appear in the BExBrowser (!or more in!ormation see chapter 00)
0 "opy the logo (or othergraphics) to yourclipboar# using thecopy comman# (!orexample "trlF" in
&in#ows) in yourgraphics application(!or example 4icroso!t7aint 7ower7ointetc)
> 7aste the clipboar#contents into yourworkbook template Inthis example theBungee 2o!tware logowas create# in
7ower7oint an# paste#to the template 5sing#rag+an#+#rop positionthe logo as nee#e#
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Saving a !oca$ Cop% of the (e.p$ate
In step ? below you will learn how to sae the workbook template to theIn!o"atalog ,o reuse the template later you may also want to sae a copy o! thetemplate on your local #rie
0 "hoose File Sa2e As
> In Sa2e as type choose ,emplate (Gxlt)
? In File name enter aname !or the template(!or exampleBungee_Template.xlt)
"hoose Sa2e
0int: ,o create a new workbook (base# on the sae# template) simply choose
File $e% rom the popup win#ow choose Bungeetemplatexlt
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Step 3: Saving the (e.p$ate to the ,nfoCata$og
2aing the template to the In!o"atalog will enable others to use the template !or
report creation A##itionally it helps maintain a uni!orm look+an#+!eel !or allreports in a company
0rom the template
iew choose Sa2e
to sae it to the 3n*oCatalog button
>"hoose Add as ne%
%orkbook un#er theGeneral tab
?Enter a $e% -itle (!or
example BungeeTemplate)
"hoose the A&&ess in
3n*oCatalog tab
J ,o make the workbooktemplate aailable toothers choose in4publi&5 enterprise&atalog
K"hoose +K
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% ,he SAP 6ogon win#owappears an# promptsyou to log on to the B&system "hoose thesystem you want to
use
-"hoose +K
=ote: I! you are alrea#ylogge# on to a B& systemyou will not see the logonwin#ow
.Enter the clientnumber your username passwor# an#
language key
01"hoose +K
@our workbook templatehas now been sae to theIn!o"atalog
I! you are unsuccess!ul in logging on to the B& system a!ter!ollowing steps % through . aboe go to the 2A7 logon pa# younormally use an# log on to the B& system
,o check i! the template isaailable in theIn!o"atalog !ollow thesteps below:
002witch to the B&system
0>"hoose
eporting 4ade !a,$
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,he Bungee -emplate isnow a part o! theEnterprise In!o"atalog
@ou can allow the usercommunity to !reely
access the template tobuil# reports
,he option to sae the workbook to the Enterprise In!o"atalog may
#epen# on the authorization settings in in#ii#ual user pro*les I! youcannot sae to the Enterprise In!o"atalog please see your systema#ministrator
Step 4: ,nserting ueries into the Workbook
/ueries pull together the #ata nee#e# to buil# reports ,he Business In!ormation&arehouse #eliers many pre#e*ne# queries @ou can also #esign your ownqueries or mo#i!y existing queries (see chapter .)
,o insert a query start!rom the BEx AnalyzerAlthough you can insert aquery into any Excelsprea#sheet we will showhow to insert a query intothe newly create# Bungeetemplate
0 "hoose the cell wherethe query is to beinserte#
> "hoose -ools
? "hoose 3nsert 7uery
eport eve#op(ent 'oo#,
he newl$ created workbookte"plate is now available inthe nfo/atalog.
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In the SAP B!"' Sele&t7uery win#ow openthe !ol#er8D9SAP9D!)+C:B toiew the neste#
hierarchy (!orexample 8D9SD 8D9D!C: !or the Sales
Analysis Report )
J "hoose the query youwant to use (!orexample8D9SD9D!)+97888;)
K "hoose +pen
A!ter inserting a newquery your workbook
shoul# look like the oneshown at right
% "hoose Sheet < toinsert the secon#query (Gross Proft
Analysis)
- ;epeat steps >through to create thesecon# worksheet
. ;epeat step J aboebut choose
8D9SD9D!)+97888<instea#
Note: @ou can insert more than one query into a workbook
eporting 4ade !a,$
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Inserting a 1uery into the 2orkbook /emplate
,o insert a query into the workbook template shown below is anotherapproach:
"hoose Settings !rom the BEx toolbar an# select Sele&t %orkbook on $e%
"hoose $e% !rom the BEx toolbar It will prompt you to choose a preiouslysae# workbook template !rom the In!o"atalog
2elect a query an# choose !nter=
,he query is inserte# into the selecte# workbook template Base# on the newsettings in !uture you will be prompte# to choose a workbook template !romthe In!o"atalog eery time you choose $e% on the BEx toolbar
Step 5: Adding 1isua$ Basic /unctiona$it% to Workbook
As shown in the business scenario on page > Bungee 2o!tware's workbook#esign calls !or pushbuttons to allow easy naigation between the two reportsA##itionally the reports contain a textbox to allow annotations an# commentary
,o achiee this you can a## $isual Basic !unctionality to the workbook template
Creating 'ushbuttons
0 ,o continue workingwith the workbooktemplate (using the2A7+#eliere#
9emo"ube template)start !rom the BusinessExplorer Analyzerwin#ow
> ,o create apushbutton choose.ie% -oolbars Control -oolbo"
eport eve#op(ent 'oo#,
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? rom the Control-oolbo" chooseCommand Button
"lick to select an area
where you want toposition the *rstpushbutton
J ,o e#it the title o! thecomman# buttonchoose the CommandButton right+click themouse an# chooseCommand Button+b>e&t !dit
K Enter a name !or thepushbutton In ourexample since weplan to use thispushbutton to launchthe 2ales Analysisreport we call it Sales
Analysis
% 9rag it to the lower le!tcorner o! thesprea#sheet (or other
#esire# location)- ;epeat steps >
through % to create thesecon# pushbutton(Gross Proft Analysis)
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. "hoose Sheet; o! theworkbook right+clickthe mouse an# chooseRename
01 ;ename Sheet;= In thisexample it has beenname# Sales Analysis
00 ;epeat steps .through 01 to renamethe secon# worksheet(Gross Proft Analysis)=
0> ,o #elete the extraworksheet Sheet?choose Sheet ? , right+click the mouse an#
select Delete0? ,o #e*ne an action !or
the pushbutton#ouble+click the Sales
Analysis pushbutton(or choose the Sales
Analysis pushbuttonright+click the mousean# choose $ie%Code)
0 ,o link the Sales Analysis pushbutton tothe Sales Analysis worksheet an# speci!ythat the Sales Analysisworksheet is to beactiate# when thepushbutton is clicke#insert
Worksheets(“Sales Analysis”). Activate
0J "hoose .ie%)i&roso*t !"&el to
eport eve#op(ent 'oo#,
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return to the BExAnalyzer
0K ;epeat steps 0>through 0 to #e*ne
the action !or thesecon# pushbutton(Gross Proft Analysis)to the secon#worksheet (GrossProft Analysis5=
0% 7osition the cursor an#create a report title(!or example Sales Analysis eport)
0- ,o change the !ontproperties (!ont coloretc) choose the Sales
Analysis pushbuttonright+click the mousean# choose Properties
0. rom the Alphabeti& tab choose Ba&kColor/then click the selectionbutton an# choose-ool-ip
>1 ,o change the !ontcolor go to ForeColor click the selectionbutton an# choose the@ighlight option
>0 "hoose Close toexit the Properties screen
>> ;epeat steps 0-through >0 to set the!ont color inProperties !or the
eporting 4ade !a,$
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secon# pushbutton(Gross Proft Analysis)
>? ,o test the action o!
the Sales Analysis an# Gross Proft Analysis pushbuttons choose
!"it Design )ode
!rom the Control-oolbo"
Lptional: @ou may want tohi#e the sheet tabs at thebottom o! the screen
> ,o hi#e the sheet tabs
choose -ools +ptions !rom the Excelmenu bar
>J "hoose the .ie% tab
>K 9eselect Sheet tabs
>% "hoose +K
,he pushbuttons in theworkbook template !orBungee So*t%are are now
operational
Creating a (e*tbo*
0 ,o create a textbox
choose in the
Control -oolbo"
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> 7osition the cursor in acell ,hen click themouse hol# it an##rag it to create thearea o! the textbox
? "hoose the textboxright+click the mousean# choose Properties=
"hoose the Alphabeti& tab
J "hoose )ulti6ine an#change the option to-rue=
K "hoose S&rollBars an#change the option to ? *mS&rollBarsBoth
% "lose the Properties screen
eporting 4ade !a,$
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- ,o a## (or e#it) textchoose the textboxright+click the mousean# choose -e"tBo"+b>e&t !dit
. In the textbox enterthe explanatory text tosupport report #ata
01"hoose !"it Design
)ode in the Control-oolbo" to en# #esignchanges
00"lose the Control-oolbo"
0>rom the B!" -oolbar
choose Sa2e
0?Enter a new workbookname an# sae it tothe In!o"atalog
,he 2ales workbook !or Bungee 2o!tware is now rea#y !or use &e hae a##e#the !unctions nee#e# to buil# a sample workbook (base# on the businessscenario on page >)
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Step 6: Saving the Workbook to the ,nfoCata$og
0 ,o sae the workbook
to the In!o"atalogchoose Sa2e to
3n*oCatalog
> @ou can either saeyour workbook as anew workbook oroerwrite an existingworkbook or thisexample choose Addas ne% %orkbook=
? Enter a title !or the
new workbook !orexample Bungee SalesWorkbook
"hoose +K
J ,o gie other usersaccess to thisworkbook choose in4publi&5 enterprise&atalog !rom the
A&&ess in 3n*oCatalog tab
K "hoose +K
eporting 4ade !a,$
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"eview
"reating a workbook in B& is a *e+step process:
2tep 0: "reate a workbook template (optional) 2tep >: Insert #esire# query (or queries) into a workbook
2tep ?: Enhance workbook layout an# !unctionality using $isualBasic comman#s (optional)
2tep : "reate a new query (or mo#i!y an existing query)
2tep J: Enable access to the workbook through the BEx Browser
,he sample workbook coere# in this gui#ebook is base# on the 2A7+#eliere# 29 9emo"ube &orkbook
A workbook can contain more than one query
,he Business Explorer toolbar integrates B& reporting !unctionality in the
4icroso!t Excel enironment ,o create a workbook !ollow these steps:
2tep 0: 2tart BEx Analyzer
2tep >: "reate a workbook template (optional)
2tep ?: 2ae the workbook template to the In!o"atalog
2tep : Insert a query (or queries) into a new workbook
2tep J: A## $isual Basic !unctions (optional)
2tep K: 2ae the new workbook to the In!o"atalog
&hen #esigning the workbook template you can easily:
ormat the backgroun#
Hi#e Excel toolbars Insert company logo
@ou can use $isual Basic comman#s to a## pushbuttons textboxes an#other !unctions to enhance your workbook
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