bw reporting guide

7/28/2019 BW Reporting Guide

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India SAP CoE, Slide 1

BI1004 BW Reporting - v1.0


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1 PrepareMe

2 TellMe

3 ShowMe

4 LetMe

5 HelpMe

BW Reporting


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1 PrepareMe

2 TellMe

3 ShowMe

4 LetMe

5 HelpMe

BW Reporting


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Purpose

Reporting, analysis, and interpretation of business datais of central importance to an organization inguaranteeing its competitive edge, optimizing

processes, and enabling it to react quickly and in linewith the market.

SAP BW Reporting is a analyzing tool which supports

decision making in an organization.


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Use

BW reporting is based on multidimensional data sourceswhich makes it possible to analyze data based onmultiple dimensions.

BW reporting facilitates trend analysis of historic and

current data at different level of details and perspectives.

BW reports can be accessed via Web and in MS Excel.

BW reports can be used by a large spectrum of users atdifferent locations as per their roles.


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Challenges

To effectively design queries and reports meetingclients business requirements.

Design optimized reports which executes in aacceptable time frame.

Creation of a global report satisfying needs of users

performing same role across the globe.


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1 PrepareMe

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3 ShowMe

4 LetMe

5 HelpMe

BW Reporting


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BW Architecture Layers



Introduction to BEx Reporting

Business Explorer (BEx) is the SAP BW componentthat provides flexible reporting and analysis tools.

It enables end users to locate reports, view reports,and analyze information.

Reports can be displayed using MS Excel and can alsobe published on web using BEx tools.

It consists of the four tools for analysis and reportingactivities. BEx Query Designer To create queries

BEx Analyser To modify queries

BEx Browser To organize queries

BEx Web Application Designer To display queries onWeb and create web applications



BEx Query Designer

It is used to design queries on InfoProviders accordingto the clients requirements.

The Query Designer is divided into six sub areas.

Directory tree of the selected InfoProvider Columns Rows

Free Characteristics Filters Preview



BEx Query Designer

Preview

Directory tree

for selectedInfoProvider

Filter

Freecharacteristics Columns

Rows

Toolbar



BEx Query Designer

Directory tree of the selected InfoProvider This section contains key figures and characteristics

(grouped in dimensions) of the InfoProvider on whichquery is being created.

Columns Usually Key indicators to be analyzed will be taken in

columns.

Rows The characteristics on which the key indicators to be

measured will be taken in rows.



BEx Query Designer

Free Characteristics Free characteristics can be used to drill down or drill

across the report as required. They don't appear whenthe report is originally executed, but the user has theability to use the free characteristics to slice and dice thedata further.

Filters Filter selection has a restricting effect on the entire

query.

Preview This area gives a preview of the query results area.



Sample BEx Query



BEx Toolbar



Elements of BEx Queries BEx query designer provides several components

which can be used for designing queries.

Structures

Restricted Key figure

Calculated Key figure

New Selection

New Formula

Variables



Elements of BEx Queries

Some of the queryelements can be reused in querieswhich are based on the same InfoProviders.

The reusable query elements are: Variables

Restricted key figures

Calculated key figures

Structures can be defined for reuse.



Structures

A structure forms the basic framework of the axes rowsor columns in a query.

It consists of structural componentslike characteristics, keyfigures, formulas

and selections.

Set up of the structure determines the sequence andnumber of key figures or characteristic values in thecolumns and rows of the query.



Structures

Within a query definition you can use either nostructures or a maximum of two structures. Of these,only one can be a key figure structure.

You can combine structures freely with othercharacteristics on the axes.

Structure can be defined as local or reusable.



Restricted Key figures

Key figures of an InfoProvider can be restricted forreuse by selecting one or more characteristics, theseare called as restricted key figures.

The key figures that are restricted by one or more

characteristic selections can be basic key figures,calculated key figures, or key figures that are alreadyrestricted.

By using restricted key figure query result can be

focused on certain value or range of values of thecharacteristic.

Restricted Key figures can be used as reusable objectsfor all queries in an Info Provider.



Restricted Key figures

When selecting value ranges for the characteristics,the following options are available: Between

Greater than or equal to

Less than or equal to Greater than

Less than

You can include values in the selection or excludevalues from the selection by selecting these options inthe context menu of the relevant filter.



Calculated Key figures

Calculated Key figures are used for performingcomplicated calculations on key figures for informationanalysis.

Calculated key figures consist of formula definitionscontaining basic key figures, restricted key figures orcalculated key figures.

Calculated Key figures can be used as reusableobjects for all queries in an InfoProvider.




The functions available for creation of Calculated Keyfigures are:

Data Functions Percentage Functions

Mathematical Functions

Trigonometric Functions

Boolean Functions




Important Percentage Functions: Percentage Variance (%):

% - Gives the percentagevariance of operand1 from operand2.

Percentage Share (%A):

%A - Gives the percentageshare of operand1 from operand2.

Percentage Share of Result (%CT):

%CT - Specifies how high the percentageshare is in relation to result.

Percentage Share of Overall Result (%GT):

%GT - Specifies how high the percentageshare is in relation to overall result.




Important Data Functions COUNT():Delivers value 1 if the is 0, Otherwise 0.

NDIV0(x):

Is equal to 0 with division by 0, otherwise x.

NODIM():

Delivers purely numerical values of ,suppresses units and currencies.

SUMCT:

Delivers the result of operand in all rows or columns. SUMGT:

Delivers the overall result of operand.

SUMRT:

Delivers the report result of operand.




Important Mathematical and Trigonometric Functions Maximum Minimum

Absolute Value

Sine

Cosine

Boolean Operations Is less than ()

Is not equal to () Is less than or equal to (=)

Logical NOT,AND,OR,XOR


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Key figure Properties

Display Section Use Highlighting tohighlight a key figure

Hide options can be usedto hide a key figure

Number Format Scaling factor can be

used incase of high valueof a key figure

Number of decimal places

Calculations

For Result

For Single Value

Currency Translation


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Characteristics Properties

Display As :Optionsavailable are Key,Text, Key and Text,Text and Key andNo Display.

Display of Results :Options forsupressing resultsand normalization.

Display Hierarchy :

Options forhierarchy display

Sort Order : Optionsfor sortingcharacteristics.


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New Selection

New Selection can be used for characteristics, keyfigures or for creating local restricted key figures.

They can be created on structures.


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New Formula

Formula allow arithmetic operations to be definedusing one or more basic key figures or formulavariables or calculated key figures.

New Formula can be defined only on structureelements


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New Formula


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Variables are parameters of a query that are filledwith values only when you execute the query or Webapplication.

They serve as place holders for characteristic values,hierarchies, hierarchy nodes, texts and formula

elements, and can be processed in different ways. The processing type determines how a variable is

filled with a value for the runtime of the query or Webapplication.

Variables are reusable objects, if we create avariable for a characteristic infoobject we can usethat variable in all the InfoProviders that use thischaracteristic.

Variables


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Variable Types

There are different types of variables depending on theobject for which the variable is defined as placeholder.

Types of variables are:

- Characteristic value variables Characteristics value variables are used to select values

of characteristics in the query at runtime.

Variables can be used to select single values and valueranges.

- Hierarchy variables Hierarchy variables represent hierarchies and can be

used wherever hierarchies can be selected.


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Variable Types

- Hierarchy Node Variables

Hierarchy node variables represent a node in a hierarchyand can be used wherever hierarchy nodes are used.

- Text variables Text variables represent a text and can be used in

descriptions of queries, calculated key figures andstructural components.

- Formula variables

Formula variables represent numerical values and canbe used in formulas.

Numerical values are used for selecting exceptions andconditions and one can also use formula variables here.


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The processing type of a variable determines how avariable is filled with a value at runtime.

The following processing types are available:

- Manual Entry/Default Value

- Replacement Path

- Customer Exit

- SAP Exit

- Authorizations

Variable Processing Types


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Conditions

Conditions can be formulated in the query designer tomake data analysis more efficient.

On defining condition, the data in the query is filteredaccordingly so that only the part of the results area thatyou are interested in is displayed.

With the help of conditions, we can analyzecombinations of characteristics using ranked lists.Example: Displaying ten best customers by salesrevenue.

We can define multiple conditions for a query, and thenactivate or deactivate them in the report itself to createdifferent views of the data.


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Conditions

Example: The sales department wants the flexibility torestrict a report so that only Top 10 materials as perGross Sales are displayed.


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Exceptions

Exception function in reporting enables you to selectand highlight unusual deviations of key figure values ina query.

The exception reporting function allows users to detectvariances early on, thus giving a chance to reacteffectively and immediately.

The results that vary from defined threshold values and

interval are marked in different colors in the worksheetso you can identify them instantly.


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Exceptions

Gross sales below 1000$ is Bad, between 1000$ and5000$ is Medium and sales 5000$ above is Good.


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Cell Editor Cell Editor is used when complex calculations are

needed to be performed, and it cannot beaccomplished by restricted and calculated key figures.It gets enabled only if the query definition contains twostructures.

Cell-specific definitions allow you to define explicitformulas, along with implicit cell definition, andselection conditions for cells and in this way, to overrideimplicitly created cell values.

Help on cells can be defined via Cell Editor .


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Cell Editor

Cell is the intersectionbetween two structuralcomponents. Theformulas or selectionconditions that youdefine for a cell alwaystake effect at theintersection between twostructural components.

For each cell you can

define a customselection, a customformula, or a custom celldefinition.


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Query Properties

Various settings forquery can be performedin the Query Propertiesdialog box.

The Query Propertiesdialog box is divided intotab pages, each tabpage offers different

settings.


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Query Properties

Tab Pages General

This gives information about the technical name of thequery, the InfoProvider that it is based on, owner, and theperson who last changed the query.

One can also specify the sequence in which variablesappear on the selection screen.

Display This tab page is divided into two areas: One for the display

options and the other for the number format.

Extended If data is to be evaluated using third party tools, the OLE

DB for OLAP setting can be done in this tab.


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Sample BEx Report


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Navigation in Reports

Context Menu allows to navigate in different ways withinreport and offers various functions depending on the cellcontext by using right mouse button in BEx.


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Navigation in Reports

The following functions can be performed usingcontext menu:

Keep filter value: Results of the report can be restrictedto filter value.

Select filter value: The system provides all possiblevalues for a particular characteristic. One can select oneor more values from this value set in the Query.

Filter and drilldown according to: To set a characteristicat certain value and at the same time drilldown on the

same axis.


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Navigation in Reports Other available functions:

Swap axes: If characteristics are in the rows and Keyfigures in the columns you can choose swap axes tohave Key figures displayed in the rows andcharacteristics in the columns.

Fix Filter Value to Axis: Choose Fix Filter Value to Axis ifyou only want to see data for one characteristic valueand want the characteristic value to continue to appearin the drilldown.

Go to: You can use the Goto function to reachdocuments and detailed level reports using report toreport to interface.


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Query Views

A query view is a Picture of a query that saves any

formatting done to the query. Examples of formatting

would be hiding key figures from the initial display ofthe report or the generation of exceptions andconditions.

One can define one or more query views for a query.


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Workbooks Workbooks are used to combine different queries.

On inserting a query in a workbook, a link is madebetween the cell areas of the worksheet and the dataof the InfoProvider upon which the query is based.

When inserting a query into the workbook, a VBAroutine is automatically generated in the workbook.Business Explorer can also be connected with customVBA programs (Visual Basic for Applications).

Workbook templates can contain pre-determined items

for the area of the query, formatting settings, logos,VBA macros, and so on.


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BEx Browser

BEx Browser isused fororganizingreports,workbooks and

otherdocuments.

You can accessall workbooksand otherdocuments thatare assigned toyou using yourroles.


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Introduction to Web Reporting

The Web Application Designer (WAD) is the front endapplication provided by SAP to create and modify webtemplates in order to display your query on the web.

A Web Template is essentially HTML code whichcontains some special SAP BW objects & tags in orderto display various Web items provided by SAP.

The WAD provides drag & drop functionality for allstandard Web items and also allows the user to set thebehavior & properties of these web items through agraphical interface.


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Introduction to Web Reporting

The defaulttemplate usedfor displayingqueries on the

web is0ADHOC. Youcan set yourown templateand use it as

the defaulttemplate.

PropertiesWorkArea

Template WorkArea

Web Items Work Area


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Web Report

Tool bar


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BW Reporting


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Introduction to BEx Reporting

Path to BEx Components To navigate from the front-end use the windows startmenu: (Start>Programs>Business Explorer)


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Creating a New Query

Step1: In Query Designer,click on create


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Step 2: SelectInfoProvider onwhich you want tocreate a query and

click Create


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Step 3: Design aQuery by drag & dropof characteristics andkeyfigures to rows andcolumns


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Step 4: Save the query


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Executing a Query

Step 1: Select the query

Step 2: Click on OK


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Executing a Query

Step 3: Give Inputs tothe variables

Step 4: Click on Execute


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BEx Report


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Modify an Existing Query

Goto BEx Analyser (Start>Programs>BusinessExplorer>Analyzer)

Step1: Selectqueries tab


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Step2: SelectInfoAreas tab


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Step3: Select queryand click on change


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Step4: Make therequired changes.Modify, Save andExecute the query


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Opening a Query Favorites

Roles InfoAreas

History


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Elements of BEx Queries

Structures

Restricted Key figure

Calculated Key figure

New Selection

New Formula

Variables

C S


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Creating Structures

Step 1: RightClick onColumns andselect New

Structure

C i S


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Creating Structures

Step 2: Right Click onStructure and select

Properties

Step 3: Specify technical nameand description. Click OK.

C ti R t i t d K fi


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Creating Restricted Key figure

Step 1: Right Clickon Key Figures

section to create aNew Restricted

Keyfigure

C ti R t i t d K fi


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Step 2: Select the requiredKeyfigure and characteristicvalue for restriction. Specifydescription and Click OK.

C ti R t i t d K fi


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Step 3: Give technicalname and select

appropriate properties.Click OK.

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Step4 :CreatedRestricted Keyfigurecan be seen here.Drag and drop themto the query.

C ti C l l t d K fi


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Creating Calculated Key figure

Step 1: Right Click onKey Figures section to

create a NewCalculated Keyfigure

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Step 2: Select the requiredKeyfigures and necessaryoperators for calculationsand provide description.

Finally, Click OK.

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Step3 : Createdcalculated Keyfigure canbe seen here. Drag anddrop them to the query.

C ti N S l ti


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Creating New Selections

Step 1: Right Clickon Structure and

select New

Selection

C ti N S l ti


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Creating New Selections

Step 2: Drag anddrop the

characteristic and

Click OK

C ti N F l


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Creating New Formula

Step 1: Right Clickon Structure and

select New

Formula

C ti N F l


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Creating New Formula

Step 2: Select keyfigures (amongst

Structure elements)

and create formula.Click OK

Creating Variables


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Creating Variables

Step 1: Right clickon characteristic

and select Restrict

Creating Variables


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Creating Variables

Step 2: GotoVariables tab and

choose Newvariable

Creating Variables


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Creating Variables

Step3: ClickNext

Creating Variables


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Creating Variables

Step 4: Givevariable name,Description and

Processing type andclick Next

Creating Variables


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Creating Variables

Step 5: Selectvariable type

and variableentry and click

Next

Creating Variables


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Creating Variables

Step 6: Enter Defaultvalue (if required) and

click Next

Creating Variables


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Creating Variables

Step 7: Click Finish

to Save variable


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Creating Conditions


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Creating Conditions

Step1: SelectNew

Condition

Creating Conditions


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Creating Conditions

Step3 :SelectKeyfigure

Step4 :EnterOperator

Step5 :Enterthe value to be

checked

Step 2: Clickto create

new

Condition

Step1 : Enterthe

descriptionof new

Condition

Creating Exceptions


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Creating Exceptions

Step 1:Select New

Exception

Creating Exceptions


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Creating Exceptions

Step6 :Transfer

Step5 :Select AlertLevel

Step4 :Give valuerange

Step 3: Click tocreate NewException

Step2 : Enterthe

description

Creating Exceptions


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Creating Exceptions

Step8 : SelectAll

Step7 : GotoValidity areaof Exception

tab

Creating Exceptions


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Creating Exceptions

Alert Level RED forprice greater than

50

Creating Views


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Creating Views

Step 1: Makenecessarydrilldowns

Creating Views


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Creating Views

Step 2:Click on

Save viewglobal

Creating Views


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Creating Views

Step 3: GiveView title and

name


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Creating Workbooks


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Creating Workbooks

Step 1: Click onsave as new

workbook

Creating Workbooks


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Creating Workbooks

Step 2:Give

descriptionof

workbook

Step 3:Click on

Save

Inserting Query in Workbooks


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Step 2:Click oninsertQuery

Step 1: Go to Sheet2 in already created

workbook



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Step 3: Selectthe query

which youwant to insertin a Workbook

Step 4: Click OK



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Step 5: Give

inputs

Step 6: Click onExecute



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Step 7: Select

Save existingworkbook

Workbooks


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Workbooks

Step8 :You

can see thecreatedworkbook

here

BW Reporting


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BW Reporting

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LetMe Create a new query using Query Designer.

Include few characteristics in Rows and FreeCharacteristics.

Select a characteristic in Filter section and filter oncertain value of the characteristic.

Create User Entry variables for few characteristics. Create new Restricted and Calculated Key figures.

Include key figures, calculated key figures andrestricted key figures in columns.

Set relevant properties for key figures andcharacteristics.

Create sample Conditions and Exceptions.

Set appropriate Query Properties and Execute query.

BW Reporting


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BW Reporting

Additional Information


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Customer Exit variables are used incase StandardSAP variables are not available.

We can use customer exit variables in cases wherebased on users input certain calculations needs to beperformed or column heading name should change

dynamically. Steps for creation of Customer exit variables are:

Create a variable of type Customer Exit.

Goto CMOD transaction.

Enter project name and select Component.

Select EXIT_SAPLRRS0_001.

Write logic in ABAP for populating above customer exitvariable.



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Additional Information I_STEP is used in Customer exit to handle the

variables. Following are the possible values of I_STEP on which

variables are processed. I_STEP = 1 : Call takes place before processing of variable

pop-up and gets called for every variable of processing typeCustomer Exit. This step should be used to fill variable with

default values.

I_STEP = 2 : Call takes place after variable entry. This step isonly started up when the same variable is not input ready andcould not be filled at I_STEP=1.

I_STEP = 3 : In this call, you can check the values of thevariables. It is called after all variable processing and getscalled only once and not per variable.

HelpMe


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HelpMe

Browse through the below links for Self Study

1. http://help.sap.com/saphelp_nw04/helpdata/en/5b/30

d43b0527a17be10000000a114084/frameset.htm2. http://service.sap.com/bi
http://help.sap.com/saphelp_nw04/helpdata/en/5b/30d43b0527a17be10000000a114084/frameset.htmhttp://help.sap.com/saphelp_nw04/helpdata/en/5b/30d43b0527a17be10000000a114084/frameset.htmhttp://service.sap.com/bihttp://service.sap.com/bihttp://help.sap.com/saphelp_nw04/helpdata/en/5b/30d43b0527a17be10000000a114084/frameset.htmhttp://help.sap.com/saphelp_nw04/helpdata/en/5b/30d43b0527a17be10000000a114084/frameset.htm

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