Infuse More Interactivity

and Formatting into

Your Reports with Your
Existing SAP Business
Explorer Tools
Dr. Bjarne Berg
COMERIT
2012 Wellesley Information Services. All rights reserved.

In This Session

Highlights of this session:

Pragmatic tips and tricks for using SAP Business Explorer (SAP
BEx) Excel Analyzer
Useful tips and tricks related to SAP BEx Excel Analyzer
Spotlight on obscure and advanced features
Gain insight into out of sight features
Get to know how BExGetData really works
Demystified with examples
SAP NetWeaver BW 7.x GUI upgrade and 3.x workbooks
Understand the pain points during 3.x workbook migration

What Well Cover

Infusing Interactivity in SAP BEx Workbooks

Creating Aesthetically Pleasing SAP BEx Workbooks
Using Advanced Features of SAP BEx Excel Analyzer
Making the Most of SAP BEx Excel Analyzer Tips and Tricks
Migrating 3.x SAP BEx Workbooks to 7.x Version
Wrap-Up

Creating Interactive Reports Using SAP BEx Analyzer

Topics covered in this sub-section:

Advanced design elements and features in SAP BEx are
explained with an example Sales Analysis Report
Design elements covered:
Analysis Grid Out of sight features explained
Drop-down box
Radio button
Checkbox

Create an Interactive Report Initial Steps

Step 1 Click the Analysis Grid icon

This item provides a link to the data provider (Query)

Step 2 Click the icon

that is placed in cell D5
This will pop up the Analysis Grid properties window
Click the Create Data Provider button

Create a data provider

Create an Interactive Report Linking to a Data Provider

Step 3 Link Data Provider to a Query

Here select a query or an InfoProvider
Other available options in the step are shown below
Query/InfoProvider is
linked here

Provide 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.
Analysis Grid Properties window

Create an Interactive Report Analysis Grid Item

Step 4 Set other relevant settings in the General tab

Settings relevant to Planning and Formula mode are set here

Range Marks the location of

the Item in Microsoft Excel.
This fields value is also used
for Clipping.
More about Use Formulas in
later sections

When unchecked, SAP will

relinquish workbook
formatting duties to Excel

Adjusts the Microsoft Excel

print area to the size of the
analysis grid
In input ready (Planning)
queries, marking this field will
lock non-input ready cells

When marked, no new lines

can be entered in Input ready
(Planning) queries

Mark this field to retain Unit of

Measure in Formula mode

Create an Interactive Report Analysis Grid Item (cont.)

Step 4 Set other relevant settings in the General tab (cont.)

The GUI Front End Patch 1000 includes a new feature for the Analysis Grid:
+ and characters replace hierarchy icons
Advantage Eliminates
shape objects and improves
performance
Open/Close is possible only
via context menu

Analysis Grid Properties window in GUI 7.x FEP 1000

Report with standard hierarchy icons.

Report with new hierarchy icons

Create an Interactive Report Clipping

Scroll bar

Step 5 Set clipping properties in the Analysis Grid item

This optional step can be used to optimize screen real estate
The output will be clipped to the values specified in the
Range field
If scroll option is set, a scroll bar appears in the output

Create an Interactive Report Drop-Down Box

Step 6 Show a list of Product Groups for selection

Step 2

Step 1 Click on Drop-down box icon

Step
Step 44 Workbook
Workbook display
display

Step 3 Set read

10 mode

Create an Interactive Report Drop-Down Box (cont.)

Step 6 Insert a drop-down box

GUI FEP 1000 features a drop-down box

with an option to select query views in the
report
All the available query views for the
specified data provider will be
available as a drop down

Fig 2: Query/Workbook result now shows list of query views

Fig 1: New option to select list of Query views

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Create an Interactive Report Radio Button

Step 7 Provide an easy way to select Calendar Year/Quarter

Insert a radio button item

Step 2

Step 1
Step 3

Step 5

Step 12
4

Create an Interactive Report Check Boxes

Step 8 Customize the display of key figures

Use the Check box item

Step 2

Step 3
Step 1

Step 5

Step 4

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What Well Cover

Infusing Interactivity in SAP BEx Workbooks

Creating Aesthetically Pleasing SAP BEx Workbooks
Using Advanced Features of SAP BEx Excel Analyzer
Making the Most of SAP BEx Excel Analyzer Tips and Tricks
Migrating 3.x SAP BEx Workbooks to 7.x Version
Wrap-Up

15

Convert to Formula Introduction

What 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 Microsoft Excels formatting capabilities
How to switch on Convert to Formula in SAP BEx Analyzer?
Inside the Analysis Grid item, get the context menu
Choose the option Convert to Formula

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Convert to Formula Features

What happens when Convert to Formula is enabled?

Analysis Grid item will be automatically deleted
Context menu of Analysis Grid item disappears
Number format will be set to standard
You can keep the SAP number format by switching on the
Analysis Grid items property beforehand

SAP BEx Analyzers responsibility is to bring in the data

Onus is on MS Excel to format the query output
Once converted, there is no turning back
You have to reinsert the Analysis Grid item and link to Data
provider
16

Data Flow of a Cell with BExGetData Function

Data cell in the workbook contains a business value

The cell has an Excel formula named BExGetData
Each BExGetData cell is connected to a Data Provider DP_1, as
shown in the below example
Example: BExGetData("DP_1",$J11,$F12,$G12,$H12)
Each cells data fetch is independent of other cells
Data Provider is connected to a query
Example: Z0D_SD_C03_DEMO_Q005
Query is connected to an InfoProvider
Example: 0D_SD_C03

Zoom cell
Excel Formula
InfoProvider

Cell
Query
Workbook

17

Syntax of BExGetData

Mainly 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 comma
If the characteristic shows as Text not Key value, then pass
the characteristic value in Text form
Be cautious while typing in the values. They are case sensitive.
Any typos will result in #NV (No Value) in the output
Three different types of BExGetData syntax

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Convert to Formula Capabilities

What else can Convert to Formula do?

You can cut and paste rows of report into different sections
When refreshed, SAP will not reassemble your report
Overwrite and Fetch capability
It gives you dynamic data selection capability
You can overwrite values of a characteristic to another
value and get the 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.
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Understanding Overwriting Capability

Boundaries of data access

The overwriting value must exist within the data selection
Consider this scenario: A report is run for 4 quarters in
2003. It is then converted to formula.
In the output, if you change the cell value from Q2
2003 to Q2 2004, the output will show #NV
However, in the output, if you change the cell value
from Q2 2003 to Q3 2003, the output will show the
correct value
To extend the boundaries of data access:
Refresh the workbook with selection criteria that covers the
data range that you are looking for
For the above example, refresh the report for 2003 and 2004
20

Convert to Formula Miscellaneous

To see results offline

When 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 the data provider property
Provide the Result Offline

Can I use any query for Convert to Formula?

The answer is No
The query should have elements in both row and column
21

What Is Use Formulas

Use Formulas is another method to generate BExGetData in the

data cells
It is set as a property of Analysis Grid item

Unlike Convert to Formula, Use Formulas does not delete

the Analysis Grid design item
Access is still available to the context menu functions
Standard formatting is retained
For generating formatted reports, Convert to Formula is a better
option than Use Formulas
22

Use Formulas Other Points

Before you check the Use Formulas box, remove the Suppress
Repeated Key Values option
Otherwise, you will see #NV in most data cells

Use Formulas will convert data cells to BExGetData

mini-queries

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What Well Cover

Infusing Interactivity in SAP BEx Workbooks

Creating Aesthetically Pleasing SAP BEx Workbooks
Using Advanced Features of SAP BEx Excel Analyzer
Making the Most of SAP BEx Excel Analyzer Tips and Tricks
Migrating 3.x SAP BEx Workbooks to 7.x Version
Wrap-Up

26

Local Formula To Add a New Key Figure Column

Add a Local Calculation e.g., Add Plan vs. Actual %

Use the option Local Formula in the query result section
Use the secondary mouse button to select the Add Local
Formula option

Enter your formula

You can perform simple arithmetic and some scientific functions

A new column will be appended to the end of the table

25

Local Formula Features

How 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 query

Use the saved view (query view) in your workbook

26

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 data
Input-ready queries form the basis of manual planning layout
in SAP NetWeaver BI Integrated Planning
Manually entered data can be saved back to the cube
This type of query is created on a real-time InfoCube
(transactional cube) or at an aggregation Level
A regular query is converted into an input-ready query by
setting parameters in the Planning tab
Other prerequisites apply for query use in planning. They are
beyond the scope of this presentation.

27

Key Figures Planning Tab Settings

Step 1: Set planning options for a key figure (KF)

In Change data section of key figure's properties tab
Option #2 or #3 makes KF or Restricted KF (RKF) input-ready
During planning, a lock will be set on this KF or RKF
Disaggregation and types of distribution
Used for top-down distribution
Step 2: Set planning options at a query level
For input-readiness, this flag (Fig. 2) must
be set
Set in Query-level
properties

Fig. 2: Querys Planning property

Fig. 1: Key Figures Planning Tab

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Currency Translation

In SAP BEx, you can specify currency translation in 2 places:

During query definition for individual key figure
At run time in SAP BEx Analyzer, using context menu
Currency selection in Query Designer
Select the properties of an amount/price field
Then choose the tab name Conversions
Select Conversion type
Target Currency
You can introduce
a variable for
Target Currency

Currency Translation in SAP BEx Analyzer

In the query output, get the context menu of any amount field
Select Query properties option
Then, choose Currency Conversion tab
Select Target currency
Select Translation type
Q
ue
ry

Pr
op
er
t

ie
s

Query
Output

Query properties pop-up screen

Query output now shows a

different currency

Create Worksheets Based on Characteristic Values

In the Filter section, access the context menu using the secondary
mouse button
Select Add drilldown in new worksheets (See Fig 2.)
New worksheets will be created for each value of the
characteristics
New worksheet for each characteristic value

Each design item and data provider used in the current

worksheet is copied to the new worksheet

Fig 2. Context menu in the Filter section

Workbook Settings shows original data provider duplicated

31

Drill Across Worksheets

Query output in each sheet shows the characteristic value

Fig 1. Sample worksheet contents after drill across worksheets

Prerequisites
Selected characteristic must not exist in rows or columns
No display hierarchy is active on that characteristic
A maximum of 200 characteristic values will be used to create
sheets

32

Copy Sheet Feature

All design elements in an Excel sheet can be copied to another

sheet
A time-saving feature

Menu location for Copy Sheet function

New sheet after invoking copy sheet function

All data providers in the sheet are copied

Copied data providers are visible in Workbook Settings

33

Workbook Settings

Settings relevant for the current workbook can be made here

General functions, themes, settings for variable processing,

etc., can be configured here

34

Query Properties in SAP BEx Analyzer

Query properties One-stop shop to maintain all settings

pertaining to a query
Access Query Properties from the context menu of query
output

Secondary mouse
click

Change local view in SAP BW 3.x is now embedded in Query

properties under the tab Navigational State
Fig. 3 Change local query view in SAP BW 3.x

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Properties in the SAP BEx Analyzer Context Menu

The property as shown in Fig. 1 corresponds to the property of

that individual object
The result row suppression, result value selection, and display
format are set here
Sort by attributes value is possible
Suppressing result rows for all characteristics at once is not
supported

Secondary mouse
click

Fig. 1 Property of 0CALQUARTER

36

Global Settings

Configure global workbook template, the trace file, local history,

SAP GUI, etc.
See Resources section for Global workbook template details

Behavior tab in Global Settings

Configuring Global Workbook Template

You can also temporarily switch on BW statistics for the

workbook

Result after pressing Display Statistics button

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What Well Cover

Infusing Interactivity in SAP BEx Workbooks

Creating Aesthetically Pleasing SAP BEx Workbooks
Using Advanced Features of SAP BEx Excel Analyzer
Making the Most of SAP BEx Excel Analyzer Tips and Tricks
Migrating 3.x SAP BEx Workbooks to 7.x Version
Wrap-Up

40

Selection Shortcuts Direct Entry Using Special Characters

Type an exclamation point (!) in the selection screen for entering

NOT EQUAL TO
Saves 5 to 7 clicks as compared to clicking the
Possible entries button
Possible entries button
Type a semi-colon (;) for separating individual values
Type a number sign (#) for unassigned value
Type a hyphen (-) between intervals

Direct entry shortcuts ! - ; #

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Selection Shortcuts Direct Entry No F4 Button

Type an asterisk (*) as a wildcard character to show a pattern

Allowed only for select-option characteristic variables
Type >= for greater than or equal to

Value Range field How to enter values directly

Standard behavior Direct entry is not permitted
Solution Place cursor in field and press Ctrl+K
Alternative solution
Select Key from
the menu
40

Ctrl + K

Upload/Download Selections in Selection Screen

Upload An easy option for entering large set of selection values

Secondary mouse click

Invoking Upload selections

The selections can be uploaded from a text file

Individual selections are separated by semicolon (;) or new line
The selection screen shortcuts such as !, *, etc., can be used

File contents

Values after file upload

41
Download of a selection is also possible after entering
values

Showing Selection Screen Values in the Report

The standard template doesnt show selection screen values used

3.x SAP BEx Analyzer showed this by default in the first few
rows
Showing report selection helps to interpret the results
Report selection can be shown in columns C and D below Filter
Filter button hides/un-hides columns C and D

Fig. 1 3.x SAP BEx Analyzer shows selection screen values

Fig. 2 7.x SAP BEx Excel Analyzer workbook showing

selection screen values

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Showing Selection Screen Values in the Report (cont.)

In 7.x SAP BEx Excel Analyzer, insert two design elements

Text Elements Static Filters
Filter Section in Query Designer
Navigation Pane Dimensions
Can be used to display Dynamic Filters
Default values section in Query Designer

Text Element

Navigation Pane

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How to Populate Blank Column Headings in the Report

Challenge: Pivot tables cannot be created if the header is blank

Solution: Write VBA code to copy header title

Code in CallBack macro located in DefaultWorkbook module
Use Developer tab (Excel 2007) or press Alt+F11 to access
the VBA code

CallBack is Located
in DefaultWorkbook
module

Varname() has the

address of results area

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How to Populate Blank Column Headings in the

Report (cont.)

Callback macro coding considerations

Simple scenario Only one header row
Objective: All the columns in the workbook should have
column headings
Sample code for simple scenario is on the take-home CD

Before execution of custom code in CallBack macro

After execution of custom code in CallBack macro

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How to Populate Blank Column Headings in the

Report (cont.)

Callback macro coding considerations (cont.)

Complex scenario More than one header row
Only Key Figures (KF) are present in rows, Characteristics
(Char) in columns
Nothing exists in rows; Char and KF are in columns
Complex scenario will require additional coding to check
cell styles

Example of a Complex scenario Multiple heading rows

Add the CallBack code to your companys default workbook

template
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What Well Cover

Infusing Interactivity in SAP BEx Workbooks

Creating Aesthetically Pleasing SAP BEx Workbooks
Using Advanced Features of SAP BEx Excel Analyzer
Making the Most of SAP BEx Excel Analyzer Tips and Tricks
Migrating 3.x SAP BEx Workbooks to 7.x Version
Wrap-Up

49

Conversion of Existing 3.x Workbooks to 7.x

Workbooks are automatically converted when opened in the

SAP BEx Analyzer 7.x GUI
Manual intervention is required for workbooks with:
Custom VBA coding on SAPBEXonRefresh
Any hardcoded reference to query ID SAPBEXq0001,
SAPBEXq0002, etc.
Any hardcoded reference to SAPBEXqueries sheet
If SAPBExonRefresh is already present in the 3.x workbook
Add the macro (Fig 2) SAPBExonRefresh to 7.x workbook
Via Workbook Settings
Invoke Workbook Setting from 7.x SAP BEx Analyzer toolbar

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Click on Add Macros to add SAPBEXonRefresh to 7.x workbook

Conversion of Existing 3.x Workbooks to 7.x (cont.)

SAPBExonRefresh code changes

1) Add extra parameter (see SAP Note 1258169)
3.x definition
Sub SAPBEXonRefresh(queryID As String, resultArea As
Range)
7.x definition
Sub SAPBEXonRefresh(queryID As String, resultArea As
Range, ParamArray varname())
2) If 'queryID = "SAPBEXq0001"' check is present, then replace
with 'queryID = "DP_1"'
For MS Office SP2 support
Install SAP NetWeaver BW 7.x Front End
Patch 902 or 1000
FEP 1000 Patch Data from the About screen

What Well Cover

Infusing Interactivity in SAP BEx Workbooks

Creating Aesthetically Pleasing SAP BEx Workbooks
Using Advanced Features of SAP BEx Excel Analyzer
Making the Most of SAP BEx Excel Analyzer Tips and Tricks
Migrating 3.x SAP BEx Workbooks to 7.x Version
Wrap-Up

52

Resources

Thanks to Jeevan Ravindran from InfoElixir who delivered this

session at Reporting and Analytics 2009
www.bi-expertonline.com/ *
Ned Falk, Everything You Need to Know About Formatting
Part 1: BEx Analyzer and BEx Query Designer (BI Expert,
February 2008).
Muke Abdelnaby, A New Way to Change Queries in SAP
NetWeaver BI 7.0 BEx Analyzer (BI Expert, February 2008).
http://help.sap.com
Working in formula mode
http://help.sap.com/saphelp_nw70/helpdata/en/d3/015369f54f
4a0ca19b28c1b45acf00/frameset.htm
SAP BEx Analyzer design items
http://help.sap.com/saphelp_nw70/helpdata/en/d9/bfdfb454b
4465585cc6334eb89b195/frameset.htm

* Requires appropriate credentials to access full text of article

51

Resources (cont.)

SAP Community Network

Prakash Darji, Setting the Global Workbook Template in SAP
NetWeaver 2004s BI or BW 3.x
https://weblogs.sdn.sap.com/pub/wlg/4453
Also search in SDN for Prakash Darji You will get very
useful articles, blogs and comments
Reporting, Analysis, and Planning section in SCN
www.sdn.sap.com/irj/sdn/nw-bi?rid=/webcontent/uuid/
90ebc563-724a-2a10-408f-87145877992c
A portal for accessing good reporting information
Requires registration

52

7 Key Points to Take Home

Make use of the new design elements such as check boxes, dropdown lists, etc., to create reports that enhance user experience
BExGetData marries Excel formatting and SAP BEx data to
produce aesthetically pleasing reports. Make use of this feature.
Use shortcuts and favorites in SAP BEx Excel Analyzer for fast
entry of selection screen values
Use Local formula to enhance the reusability of existing queries
Create a company-wide workbook template and save it in a central
repository
Pay attention to SAPBExonRefreshs code while converting 3.x
workbooks to 7.x format
Use VB macros and third-party tools as a last resort to solve
formatting challenges explore SAP BEx Analyzers capabilities
first
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Your Turn!

How to contact me:

Dr. Bjarne Berg
Bberg@Comerit.com
54

Disclaimer
SAP, R/3, mySAP, mySAP.com, 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.

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