advanced tips and tricks using bex analyzer and bex query designer

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Advanced Tips and Tricks Using BEx Analyzer and BEx Query DesignerJeevan Kumar RavindranTekLink International

*In This Session ...Highlights of this session:Learn advanced tips and tricks In BEx Query Designer and BEx AnalyzerGain insight into the advanced features Explained using business scenariosUnderstand the obscure features Out of sight features are brought to limelightGet to know how BExGetData really worksDemystified with examples and demoPlethora of demos to reinforce the topics presentedLions share of the content is based on SAP NetWeaver BI 7.0

*What Well Cover Advanced features of Query DesignerCreating Interactive Reports using BEx AnalyzerAdvanced formatting features of BEx Analyzer2 Properties and 2 Settings in BEx AnalyzerWrap-up

*Advanced Features of Query DesignerTopics covered in this sub-section:An easy method to produce KPI reportsHow can I report on Inactive (slow moving) items?How can I create a Market Index report?How can I create an Input-ready query?A flexible method to translate currency in a reportShortcuts and personalization options in Query Designer

*An Easy Method to Produce KPI ReportsException AggregationBusiness case: You want to report number of items (products) sold via each distribution channelBelow example: Show number of items sold per Dist. Channel

*Exception Aggregation Example Aggregation SettingStep 5 Select Aggregation TabPick Exception Aggregation Type (Fig 1)For this example Count All Values 0Step 6 Pick Reference Characteristic (Fig 2)For this example, select Material

*Exception Aggregation DemoWhen executed, the query shows Material count per distribution channel

Nested Exception AggregationKey figure with exception aggregation can be used within other key figure (calculated key figure) that uses exception aggregation

*How Can I Report on Inactive (Slow Moving) Items?How can I report on a characteristic that has no transaction in a selected period?New SAP NetWeaver BI 7.0 feature eliminates the need of Multi-provider and constant selection to achieve thisTo do this, go to the Advanced Tab in properties pane of the desired characteristicChoose Master data for Result valueNow the query output will show even non-posted values

For SAP BW 3.x, please refer to SAP Note Number: 541559

*How Can I Create a Market Index Report?Using Constant Selection featureNavigation and filtering has no bearing on Constant selectionThe key figure will always show same (constant) valueConstant Selection indicator set in Extended tabUseful applications:Calculating Market Index Proper display of results in Multi-provider based queries

*Constant Selection Example and DemoBefore FilteringNet sales of all products in Product Group is $61,353.20Normalized Sales for iPhones is 24.34%

After FilteringQuarter Net Sales/Product Group still shows $61,353.20Normalized Sales for iPhones still shows 24.34%

*How 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.

*Key Figures Planning Tab SettingsStep 1: Set planning options for a Key Figure (KF)In Change data section of Key Figures 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: Planning tab setting at Query levelFor input-readiness, this flag (Fig. 2) must be setSet in Query-level properties

Fig. 2: Querys Planning propertyFig. 1: Key Figures Planning Tab

In BEx, you can specify currency translation in 2 places:During Query definition for individual key figureRun time in 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 Curr.*Currency Translation

*Currency Translation in 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 show a different currencyQuery properties pop-up screen

*Query Designer Shortcuts Multi-SelectSet common properties in single stepYou can select multiple objects using Shift or Control keysThe property pane will show common settingsWhen you select multiple values, the property values adjust automatically

*Query Design Shortcut Selection FavoritesSave and reuse selections restrictionsStep 1: Save the selection as a favorite

Step 2: Reuse the saved favorite

Step 1 Select values and move to right. Click on Save selection buttonStep 2 Give a name123Step 2 You will see your saved favorite. Select and Move to right.3

*Query Design Shortcut PersonalizationPersonalize how a characteristics is displayedYou can set your preference for value displayExample: Key and TextThis personalization is valid across InfoProvidersMark the check box Use these Settings Next Time

Step 1 In the Characteristic Restriction screen, click on the Settings IconStep 2 Select Custom and choose your display options.1234

*Query Design Shortcut Personalization (cont.)More personalization optionsYou can set the criteria for value selectionNumber of values to displayData Read modeShow from master data valueShow data from the InfoProvider

Show attributes of a Characteristic during value selection

123Now the value restriction screen shows the attributes as well

*Creating Interactive Reports Using BEx AnalyzerTopics covered in this sub-section:Advanced Design Elements and features in BEx are explained with an example Sales Analysis ReportDesign Elements covered:Analysis Grid Out of sight features explainedDrop-Down boxRadio-ButtonCheckboxUse of Local Formula

*Interactive ReportsCreate an Interactive Sales ReportStep 1 Click on the Analysis Grid icon This item provides a link to the data provider (Query)

Step 2 Click on the icon that is placed in cell D5.This will pop-up Analysis Grid properties windowClick on the Create Data Provider button

*Interactive Reports: Data Provider for Analysis Grid ItemStep 3 Data Provider Creation stepHere select a query or an InfoProviderOther available options in the step are show below

Query/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.

*Interactive Reports: Analysis Grid Items PropertiesStep 4 Set other relevant settings in the General tabSettings relevant to Planning and Formula mode are set hereRange 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 mode

*Interactive Reports: Analysis Grid Item ClippingStep 5 Enter Clipping infoUseful 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 bar

*Interactive Reports: Drop-Down BoxStep 6 Insert a drop-down boxBusiness case: Show a list of Product Group for selection

Step 1 Click on Drop-down box icon

*Interactive Reports: Radio ButtonStep 7 Inset a radio button groupBusiness case: An easy way to select Calendar Year/Quarter

Step 3Step 4Step 5

Step 1

*Interactive Reports: Check BoxesStep 8 Insert a check box itemBusiness case: To customize the display of key figures

Step 1 Step 3Step 4Step 5

*A Way to Create Worksheets Based on Characteristic ValuesBEx Analyzer context menu in the Filter sectionAdd drill down in new worksheetsNew worksheets will be created for each value of the characteristicsEach design item and data provider used in the current worksheet is copied to the new worksheet

Workbook Settings shows original data provider duplicatedFig 1. Context menu in the Filter section

*Drill 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 sheetsFig 1. Sample worksheet contents after drill across worksheets

*Local Formula To Add a New Key Figure ColumnStep 9 Add 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

*Local 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

*Interactive Sales Report DemoSee the steps to create an interactive Sales Analysis report

*Formatting FeaturesTopics covered in this sub-section:Features such as Convert to Formula and Use Formulas for creating formatted reportsDemo of BExGetData function and how we can use it to leverage MS Excels formatting capabilities

*Convert 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 MS Excels formatting capabilitiesHow to switch on Convert to Formula in BEx AnalyzerInside the Analysis Grid item, get the context menuChoose the option Convert to Formula

*Convert 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 SAPs number format by switching on Analysis Grid Items property (see Fig. 1) beforehand

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

*Data Flow of a Cell with BExGetData FunctionData cell in the workbook contains a business valueIt also contain the BExGetData formulaEach BExGetData cell is connected to a Data Provider (example - DP_1)E.g., BExGetData("DP_1",$J11,$F12,$G12,$H12)Each cells data fetch is independent of other cellsData Provider is connected to a QueryE.g., Z0D_SD_C03_DEMO_Q005Query is connected to a InfoProviderE.g., 0D_SD_C03

Excel FormulaCellWorkbookQueryZoom cellInfoProvider

*Syntax 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. It is case-sensitive.Any typos will result in #NV (No Value) in the outputThree different types of BExGetData syntax

* Convert 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 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.

*Understanding 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 formulaIn 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 accessRefresh 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

*Convert 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 mark 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

*BExGetData DemoSee the Demo of BExGetData to reinforce the topics discussed in the previous slidesAlso see how you can create formatted reports using BExGetData

*What 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 to the context menu functions, drag and drop is still active. Standard formatting is retained.For generating formatted reports, Convert to Formula is a better option than Use Formulas

*Use Formulas Other PointsBefore you mark 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

*Query Properties in 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 StateFig. 3 Change local query view in BW 3.x

*Properties in the BEx Analyzer Context MenuThe property as show in Fig. 1 corresponds to the property of that individual objectThe result row suppression, result value selection, and display format are set hereFig. 1 Property of 0CALQUARTER

*Workbook SettingsSettings relevant for the current workbook can be made here

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

*Global SettingsConfigure global workbook template, the trace file, local history, SAPGUI, etc.See Resources section for Global workbook template details

You can also temporarily switch on BI statistics for the workbook

Fig. 1 Behavior tab in Global SettingsFig. 2 Configuring Global Workbook TemplateFig. 3 Result after pressing Display Statistics button

*Resourceswww.bi-expertonline.com/ *Ned Falk, Everything You Need to Know About Formatting Part 1, 2, 3: BEx Analyzer and BEx Query Designer (BI Expert 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.htmBEx Analyzer design itemshttp://help.sap.com/saphelp_nw70/helpdata/en/d9/bfdfb454b4465585cc6334eb89b195/frameset.htm* Requires appropriate credentials to access full text of article

*Resources (cont.)SAP Community NetworkPrakash Darji, Setting the Global Workbook Template in SAP NetWeaver 2004s BI or BW 3.x https://weblogs.sdn.sap.com/pub/wlg/4453Also search in SDN for Prakash Darji You will get very useful articles, blogs and comments.Reporting, 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 information

*7 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 experienceThe exception aggregation feature offers a great way to produce KPI reportsUse personalization and shortcuts in Query designer to ease query design tasksUse Local formula to enhance the reusability of existing queriesBExGetData marries Excel formatting and BEx data to produce aesthetically pleasing reports. Make use of this feature.Create a company-wide workbook template and save it in a central repositoryUse VB Macros and third-party tools as a last resort to solve formatting challenges Explore BEx Analyzers capabilities first

*Your Turn!How to contact me:Jeevan Kumar [email protected]

*DisclaimerSAP, R/3, mySAP, mySAP.com, xApps, xApp, 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.

advanced tips and tricks using bex analyzer and bex query designer

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