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Titelbild BW205

BW205

Release 46C 29.11.2001

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(C) SAP AG BW205 7-2
0
Special Topics

Content:
Settings in the BEx Analyzer
Templates
Sheet protection
Working with VB for Applications in the BEx
Analyzer
Printing in the background (batch printing)

SAP AG 1999
SAP AG

(C) SAP AG BW205 7-3


0.2
Special Topics: Unit Objectives

At the conclusion of this unit, you will be able to:

Explain the settings in the BEx Analyzer


Create reports with templates to provide a uniform
reporting structure in your company
Explain the sheet protection function
Explain the batch printing process (printing in the
background) in the Business Information
Warehouse

SAP AG 1999
SAP AG

(C) SAP AG BW205 7-4


0.3
Course Overview Diagram

Getting
Started with the
BEx Analyzer Key Figures
and
Characteristics
Queries
in the Business
Content

Functions
and
Properties
of Queries

Reporting
Overview

Special
Topics
Conclusion

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SAP AG

(C) SAP AG BW205 7-5


0.4
Special Topics: Business Scenario

Your company wants to implement a uniform


reporting structure that includes a standard
layout for results.
More extensive evaluations are to be carried
out in the background on a periodic basis.
Your objective is to determine whether SAP
BW fulfills this requirement.

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SAP AG

(C) SAP AG BW205 7-6


0.5
Settings in the BEx Analyzer

Connects to or
disconnects from the
BW server

BW server connection
Show BW Server information
Technical info ...
on the BW Server Trace
(logon parameters, Show trace
system info)

Logs the BEx


activities in EXCEL Displays the local
log of the BEx
activities in EXCEL

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SAP AG

The Show BW server information function allows you to display your logon parameters as well as
the system parameters, i.e. whether and how you logged on to the Business Information Warehouse
server. A dialog box either tells you that no connection exists to the Business Information Warehouse
server or shows you the parameters of the current connection (user name, host server, system name
etc).
You use the Trace function if you wish to log the activities of the Business Explorer in Excel. You
can display the activity list by choosing Show trace. The log is not updated constantly. In other
words, you must choose the Show trace function from time to time to view the most recent entries.
The log is stored in a temporary directory on your hard disk.
If you want to display information on the activities of all users of the Business Information
Warehouse Analyzer, start the transaction RSTRACE.

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0.6
Creating Templates

Create Template

BI205 Template
fassun g
Z usammen -
Topics
Special

Reportin g
Overview

vo n Qu eries
schaften
und Eig en-
F un ktio nen
Co nt ent
Bu siness
with the
Merkm ale Activities
und
Kennzah len BEx th eAnalyzer
st eps in
first

SAP BEx: Save in InfoCatalog


General Access in InfoCatalog

Insert as new workbook


New title BI205 Template

Templates are stored in the


InfoCatalog in the same way
as standard workbooks.
If the workbook does not
contain a query, the system interprets
the workbook as a template.

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To create a template, first create a new workbook in EXCEL. You can use the standard functions in
EXCEL to define the layout of the workbook. If you want to copy the format of the query area to the
template, you must insert a query in the workbook, adjust the format of the areas, and then delete the
query again. The query formats remain intact.
Then save the workbook in the InfoCatalog. You can save the workbooks in either your Favorites or
in the Enterprise Catalog. The system then recognizes the workbook as a template, since it does not
contain any queries. The format definitions for the queries are also stored in the workbook.
The position of the cursor when the template is saved is particularly important, since the query will
be inserted later at this position when a new workbook is created.

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0.7
Inserting Templates

2
1
Insert query ...
in new Select workbook on New..

workbook

Create Template 3

BI205 Template
fassun g
Zusam men -
Topics
Special

Reportin g
b erblick

vo n Qu eries
sch aften
und Eig en-
F un ktio nen

M1
Co nt ent
Bu siness
mit d em
Merkm ale Ar beiten
und
Kennzah len BEx Analyser
Schr itte im
Erste

M2
M1 K1 K2
A 2 1
B 3 1

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SAP AG

In order to be able to use the templates stored in the InfoCatalog when an evaluation is created, you
must first activate the Select workbook on New function.
The next time you create a new workbook with New, you can then choose the template from the
InfoCatalog. The next query that you create or choose is then inserted in this template.

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0.8
Sheet Protection

SAP Bu siness Explo rer

M1 ...
M2 SAP protection
M3
M1 M2 K1 K2
A X 2 1
Y 3 1 SAP BEx:Activate Sheet Protection
B X 1 1 Enter password:
Z 2 3
Repeat password:

EXCEL Sheet protection SAP Sheet protection


Prevents changes to the entire Protects worksheet without
worksheet affecting the functions of the
Business Explorer

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SAP AG

The SAP sheet protection allows you to protect the current worksheet against changes. Cell areas of
the query can then, for example, no longer be deleted and no further queries can be inserted if the
sheet protection is active.
The SAP protection function corresponds to the Excel function Sheet protection. If you activate the
sheet protection from the Excel menu, then the majority of the functions in the Business Explorer are
no longer executable. The SAP variant of the sheet protection, however, allows you to protect
worksheets, without hindering the functionality of the Business Explorer (for example, the
navigation functions). The functions under the Tools icon, however, are no longer available.
You activate the function by entering a password. To remove the sheet protection, you must enter the
correct password again. You can deactivate the SAP protection function with the EXCEL function
Turn off sheet protection.

(C) SAP AG BW205 7-10


0.9
Using VBA in Workbooks

Integration of additional data


Further calculation of user-defined key figures
Checking and marking of key figures
Exception reporting
Changes to the layout of the workbook
Changes to the data basis and layout of graphics
Dynamic graphic adaptation

SAP AG 1999
SAP AG

By incorporating the BEx Analyzer in the EXCEL environment, you can leverage the potentials of
Visual Basic for Applications as an additional development tool. Using VBA, you can control the
BEx Analyzer and thus directly intervene in the data presentation process.

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0.10
Printing in the Background: Advantages

Uses the entire functionality of the OLAP processor


Based on query definitions
Uses characteristics, attributes, and key figures from queries
Hierarchies can be activated
Page layout
Cover sheets, closing pages, headers, and footers can be defined
Properties of characteristics, attributes, and key figures can be defined
individually
Flexible group change functionality
Print preview
Print requests
Several print variants for one print request
Variants for queries with variables
Scheduling for predefined printers R

SAP AG 1999
SAP AG

A query can not only be evaluated online but also via printing in the background. Print settings are
maintained in the query for this purpose. Different print settings can be created for a query. These
settings can then be grouped as variants for print requests and scheduled in the background
The result is a printed query that represents a certain evaluation of the data in the InfoCube, in
accordance with the print settings.
Notes on defining queries for printing in the background:
Include those characteristics that are to be expanded in the printout in the query.
Select a presentation hierarchy for all hierarchy-bearing characteristics. The hierarchies are then
available for printing, even if they are not active in the online display.
The hierarchy name, version, key date, and norming for characteristics are specified in the query
definition and are also valid for the printout.
All of the settings that you define for key figures in the query definition also apply to the printout.
These settings cannot be changed specifically for printing.
If you want to use text variables, these text variables must also be used for the same objects in the
query definition.

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0.11
P r in t i n g in t h e B a c k g r o u n d : O v e r v ie w

P rin t R e q u e s t

11 12 1
10 2
Q u e r y D e fin it io n P rin t 9
8 4
3

S e t tin g s 7 6 5

S c h e d u le J o b

S A P B u s in e s s E x p lo re r

M1
M2
M3

M1 M2 K1 K2
A X 2 1
Y 3 1 Spool
B X 1 1 P r in te r
Z 2 3 R

B E x A n a ly z e r
SAP AG 1999
SAP AG

Procedure:
Define a query or use an existing one.
You can now define one or more print settings for the query - but this is optional (Maintaining
Print Settings).
Create a print request that contains one or more queries and the relevant print settings.
Define the print parameters for the print request.
Schedule the print request for printing in the background.

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0.12
Page Layout

Header
Month 01/1999
Cover PuOrg IDES DE
New Page
Vendor 1000 New Block
Sheet Material K1 K2 K3 K4

Vendor 1001 New Block Closing


Material K1 K2 K3 K4

Page

Footer
SAP AG 1999
SAP AG

You can use the Page setup function to define the layout of the the cover sheet and closing page as
well as the header and footer on each page. The header and footer are not printed on the cover sheet
or closing page. You can insert frames or separators in order to configure the layout of the text. You
can enter as much text as you like or even insert text variables. The text variables are subdivided
into:
General text variables
Special variables (attributes)
Characteristics
Selection parameters (variables and filter values)
The page layout for printing in the background is largely determined by the group changes that have
been defined. You can define a new print block, for example, for every characteristic value (vendor).
The layout of the characteristics and key figures can be defined individually.

(C) SAP AG BW205 7-14


0.13
Special Topics: Unit Summary

Now that you have completed this unit, you should


be able to:
Explain the settings in the BEx Analyzer
Create reports with templates to provide a uniform
reporting structure in your company
Explain the sheet protection function
Explain the batch printing process (printing in the
background) in the Business Information
Warehouse

SAP AG 1999
SAP AG

(C) SAP AG BW205 7-15


0.13.2Exercises

Unit: Special Topics


Topic: Templates, Batch Printing

At the conclusion of this exercise, you will be able to:


Use templates to define a uniform layout for workbooks
Process queries by means of batch printing in the background

Your company wants to implement a uniform layout for all evaluations.


More extensive evaluations are to be processed in the background and
then printed immediately.

1.1 You want to create a template that provides a uniform layout for all workbooks.
1.1.1 Create a workbook with the query Cost center report 00 contained in the
Cost centers cube InfoCube in the InfoArea BW205 BW - Analysis.
1.1.2 Make the following changes to the workbook:
1) Insert an empty row as the first row and an empty column as the first
column in the workbook and change the color of these cells.
2) Remove the grid lines from your workbook
3) Insert a graphic (if available on your PC) as a background image in the
workbook.
4) Insert a graphic (if available on your PC) as a corporate logo in the
workbook.
5) Change the color of the result area for characteristic values from light
blue to light gray.
6) Change the font in the result area for key figures to Arial 10 bold.
1.1.3 Remove the query from the worksheet, save the workbook in the
InfoCatalog under your Favorites with the description Template GR-##.
1.1.4 Close the workbook and change the settings sot that a template is used each
time a new workbook is created.

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1.1.5 Create a new query using the Customer cube InfoCube in the InfoArea
BW205 BW - Analysis. Use the Template GR-## here. The rows in the
query should contain the Material characteristic and the free characteristics
should contain the Sold-to party and the Division. The columns should
contain the key figures Incoming orders and Sales revenue.
1.1.6 Save the query under the technical name BW2057## and the description
BW205 Templ/Batch GR-## and execute your query.

1.2 For performance reasons, you now decide to schedule the sales and incoming orders
values for your customers, separated according to division and material, as part of a
background analysis.
1.2.2 Create a new print setting in the BW System with the name
BW205PRINTGR## for your query with the technical name BW2057##
and the description BW205 Templ/Batch GR-##.
1.2.3 Set the print settings in such a way that the layout is as follows:
Created on: 01.04.99
Author: SCHMITTA

Sold-to party 1000 Becker Berlin

Division Pumps

Material number Incoming Orders Sales


M-01 100,000 50,000
M-02 200,000 150,000
Pumps 300,000 200,000
1000 Becker Berlin 300,000 200,000
1) Enter the required texts and the two variables Author and Output date
in the header lines.
2) Add the Sold-to party, Division, and Material characteristics as
print characteristics in this order. Each new sold-to party should be
followed by a page break. A new block should be created for each new
division.
3) Specify how the characteristics are displayed (sold-to party: key and
description, division: description, material: key).
4) Check your settings with the print preview function.
5) Save the print settings.

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1.2.4 Create a print request BW205GR## with the description Request
BW205GR## that contains the print settings you have just defined as a
print variant.
1.2.5 Maintain the print parameters for your print request and schedule a print job
that spools the result immediately.
1.2.6 Call up the output controller and check the spool result.

(C) SAP AG BW205 7-18


0.13.3Solutions

Unit: Special Topics


Topic: Templates, Batch Printing

1.3 You want to create a template that provides a uniform layout for all workbooks.
1.1.7 Create a workbook with the query Cost center report 00 contained in the
Cost centers cube InfoCube in the InfoArea BW205 BW - Analysis.
New Unassigned nodes BW training BW205 BW
Analysis Cost center cube Cost center report Click Open
1.1.8 Make the following changes to the workbook:
7) Insert an empty row as the first row and an empty column as the first
column in the workbook and change the color of these cells.
Select cell A1 Insert rows
Select cell A1 Insert columns
If necessary, change the width of the inserted row and column
Select the first column Format Cells Pattern click a
color OK
Select the first row Format Cells Pattern click a color
OK
8) Remove the grid lines from your workbook
Tools Options View
Field name Values
Gridlines None
Click OK
9) Insert a graphic (if available on your PC) as a background image in the
workbook.
Format Sheet Background
Choose a graphic on your hard disk
Click OK

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10) Insert a graphic (if available on your PC) as a corporate logo in the
workbook.
Insert Picture From file
Choose a graphic on your hard disk
Click OK
11) Change the color of the result area for characteristic values from light
blue to light gray.
Select a characteristic value
Change formatting Pattern Select gray
Click OK
12) Change the font in the result area for key figures to Arial 10 bold.
Select a key figure value
Change formatting Font
Field name Values
Size 10
Bold
Click OK
1.1.9 Remove the query from the worksheet, select the cell B2 and save the
workbook in the InfoCatalog under your Favorites with the description
Template GR-##.
Tools Delete query
Confirm with Yes
Select cell B2
Save to InfoCatalog
Field name Values
Add as new workbook
Title Template GR-##
In (private) user favorites
Click OK
1.1.10 Close the workbook and change the settings so that a template is used each
time a new workbook is created.
File Close
Settings Select workbook on New

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1.1.11 Create a new query using the Customer cube InfoCube in the InfoArea
BW205 BW - Analysis. Use the Template GR-## here. The rows in the
query should contain the Material characteristic and the free characteristics
should contain the Sold-to party and the Division. The columns should
contain the key figures Incoming orders and Sales revenue.
New
Favorites Favorites 1 Select Template GR-##
Click Open
New query Unassigned nodes BW training BW205 BW
Analysis Customer cube
Click OK
Dimensions Material Material [drag to the rows]
Dimensions Customer Sold-to party [drag to free
characteristics]
Dimensions Sales area data Division [drag to free
characteristics]
Key figures Incoming orders and Sales revenue [drag to columns]
1.1.12 Save the query under the technical name BW2057## and the description
BW205 Templ/Batch GR-## and execute your query.
Transfer query to workbook
Field name Values
Technical name BW2057##
Description BW205 Templ/Batch GR-##
Click OK

1.4 For performance reasons, you now decide to schedule the sales and incoming orders
values for your customers, separated according to division and material, as part of a
background analysis.
1.2.7 Create a new print setting in the BW System with the name
BW205PRINTGR## for your query with the technical name BW2057##
and the description BW205 Templ/Batch GR-##.
BW System Business Explorer Print in the background Print
Settings
Table view Display -> change
Click New entries
Field name Values
Print settings BW205PRINTGR##
InfoCube Entered automatically
Query (with F4) BW2057## (BW205 Templ/Batch GR-##)
1.2.8 Set the print settings in such a way that the layout is as follows:

(C) SAP AG BW205 7-21


Created on: 01.04.99
Author: SCHMITTA

Sold-to party 1000 Becker Berlin

Division Pumps

Material number Incoming Orders Sales


M-01 100,000 50,000
M-02 200,000 150,000
Pumps 300,000 200,000
1000 Becker Berlin 300,000 200,000
6) Enter the required texts and the two variables Author and Output date
in the header lines.
General tab Head section
Add the text Created on: to the first line
Standard variables button double-click Date of output
Insert the text Author in the second line
Standard variables button double-click Author
7) Add the Sold-to party, Division, and Material characteristics as
print characteristics in this order. Each new sold-to party should be
followed by a page break. A new block should be created for each new
division.
Characteristics tab
Select the Sold-to party characteristics with the mouse Transfer
characteristic
Select the Division characteristics with the mouse Transfer
characteristic
Select the Material characteristics with the mouse Transfer
characteristic

Field name Values


New page Sold-to party
New block Division

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8) Specify how the characteristics are displayed (sold-to party: key and
description, division: description, material: key).
Select the Sold-to party characteristic with the mouse
Field name Values
Display Key and description
Select the Division characteristic with the mouse
Field name Values
Display Description
Select the Material characteristic with the mouse
Field name Values
Display Key
9) Check your settings with the print preview function.
Click Vorschau
Print
10) Save the print settings.
Table view Save
1.2.9 Create a print request BW205GR## with the description Request
BW205GR## that contains the print settings you have just defined as a
print variant.
BW System Business Explorer Print in the background Print
jobs
Table view Display -> change
Click New entries
Field name Values
Print request BW205GR##
Description Request BW205GR##
Table view Save
Choose level Print variants
Table view Display -> change
Click New entries
Enter the following values
Field name Values
Sort 1
Query (F4 key) BW2057## (BW205 Templ/Batch GR-##) in
Customer cube
Settings BW205PRINTGR##
Table view Save

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1.2.10 Maintain the print parameters for your print request and schedule a print job
that spools the result immediately.
BW System Business Explorer Print in the background Print
jobs
Table view Display -> change
Select your print request BW205GR##
Click Parameters
Click Save
Table view Save
Table view Change -> display
Select your print request BW205GR##
Click Schedule job
Click Start Date
Click Immediate
Save Start
Save Save job
1.2.11 Call up the output controller and check the spool result.
BW System System Services Output controller
Click Enter
Select your spool request
Spool request Display

(C) SAP AG BW205 7-24