BW Basics

1. BW Basics

2. Agenda • BW Overview………………………………………..... 3 • Accessing BW Reports……………………………..... 6 • Entering Selection Criteria………………………….. 15 • Working with Variants……………………………25 • Report Workbooks…………………………………... 31 • Customizing Reports………………………………… 36 • Saving and Refreshing Workbooks……………….. 44

3. BW Overview What is Business Warehouse (BW)? BW is SAP's data warehousing tool for ad hoc data analysis Why use BW? • Shorter report run times; Better analytical and strategic reporting • Better formatting; Report results are in MS Excel format • Users can focus on data to meet their unique reporting needs Things to note about BW: • Resides on its own server • Separate User ID and password required • Information is uploaded from SAP R/3 to BW twice a day • Mostly summary level data • The types of reports available depends on the role(s) you have been assigned

4. Strategic Decision-Makers Strategic Reporting Analytical (BW) Reporting Operational (R/3)/Transactional Reporting Tactical Decision-Makers BW Transactional Summary LEVEL OF DETAIL Super-Users / Analysts SAP Functional Users / Specialists BW Overview

5. BW Overview – BW vs. R/3 Reporting

6. Agenda Accessing BW Reports • BEx Analyzer (BW) • Login to BW • Opening a BW Report • “SAP BEx Open” window • Using “Search for Report” features

7. Accessing Reports - Open BEx Analyzer Start > Programs > SAP Front End>Business Explorer > Analyzer(Programs menu paths may vary) Before opening BEx Analyzer, be sureMS Excel is closed. If you don’t have Business Explorer on your PC, call the Help Desk (x42188) for installation.

8. BEx Analyzer Business Explorer (BEx) Analyzer open in Microsoft Excel • BEx toolbar and menu options available

9. Login to BW If you are not logged on to BW when you open workbooks, you will be prompted to log on. From the SAP Logon window: • Select “BW/SEM Production – BPR” system • Click OK; The “SAP Logon BW/SEM Production – BPR” window appears. • Verify Client field is set to “555” • Enter your BW user ID • Enter your BW password • Click OK

10. Verify BW Login Using the Settings button • To verify if you are logged on to BW, click the “Settings” button • A check mark next to ‘BW server connection’ indicates you are logged on • To log on/off directly, • click “BW server connection” in the list

11. Open a BW Report From the BEx Analyzer Toolbar, click on the “Open” button • Select “Workbooks” from the list to access a list of BW reports Note: Individual users are selectively granted authorization to access data for specific areas, create queries, run queries or view workbook reports based on their business role. To request a BW ID and/or change security access visit the SAP Global Support site on mySPE and click the “SAP Security” link under the “Request Forms And Submission Process” section for the proper forms.

12. Open a BW Report – “SAP BEx Open…” window Search for the desired report through any of the following: • History – reports you’ve recently used • Favorites – personally created reports • Roles – reports arranged by functional area

13. Open a BW Report – Find a BW Report Using the Description / Technical Name field • Click in the Description field • Enter one of the following options: • Full name of the report • Partial name • Keyword • T-Code • Examples: • “GD13” • “Cost” • “Special Ledger Summary” Note: No asterisk (*) is needed when using partial names to find a report in BW

14. Open a BW Report – Find Function In the BEx Open window… • Click the Find button • Enter one/more of the following options: • Search String: The name or a portion of the name of the report • By me: Reports created by you • By user/user name: Select reports created by certain user • Time Interval: Report created within system specified time period • From: Report created within user specified time period Note: No asterisk (*) is needed when using partial names to find a report in BW

15. Agenda Entering Selection Criteria • What are “Selection Criteria”? • Entering Selection Criteria • Required Fields • Entering Single Values & Ranges • Entering Multiple Values • Using the Operators • Deleting Selection Criteria • Personalization Variables • Working with Variants

16. Selection Criteria What are Selection Criteria in BW? It is how you tell BW what data you want to see What good Selection Criteria will do for you: • Speed up report processing • Give you more targeted results Things to note about Selection Criteria: • BW remembers the data you entered the last time you ran the report • You can save your commonly-used selection criteria as a “Variant” for future use in the same report

17. Entering Selection Criteria – Required Fields Fields with an asterisk (*) are required fields. A value needs to be entered before the report will run • Example: Period/Fiscal Year, Company Code & Currency Type If you enter the values “001/2008” in the Fiscal Period/Year field and Currency Type “00” and run or “Execute” the report, you will view all records for April of Fiscal Year 2008 in their transactional currency

18. Entering Selection Criteria – Single Values & Ranges • To view a range of records, enter a starting value in the first data entry field and an ending value in the second field • Example: Enter “001/2008” in the first field and “003/2008” in the second field to view records from April – June of 2008 • To view records matching a single value, enter data in only the first field • Example: Enter “1281” in the Company Code field to view records for only “Sony Pictures Television” • Entering search values in more than one field combines the criteria • Example: Entering the above criteria will produce a report showing the total costs incurred by the all Sony Pictures Television Profit Centers from April – June of 2008

19. Entering Selection Criteria – Multiple Values The Multiple Selection button is used to enter multiple sequential or non-sequential values or ranges to either include or exclude from the records displayed • Example: If wanted to view only the records for SPHE Australia and SPHE UK click the Multiple Selection button and enter the corresponding company codes “5094” & “5122”. Note: When there are multiple entries, the box below the arrow of the ‘Multiple Selection’ icon will be green • Click Execute to save the values and return to the selection criteria screen

20. Entering Selection Criteria – Uploading Values Lists After opening the multiple selection screen: • Create a .txt file with the list of variables in a column • Click the “Import from .txt file” icon (located at the bottom of the Multiple Selection screen) • Locate the .txt file you created and click “Open” The variables in the .txt file will populate the Multiple Selection screen

21. Entering Selection Criteria – Using Operators Another way to create a range of values is to use an Operator • Click the Operator menu button • Select an Operator from the list: • = equal to value (default) • <= less than or equal to value • > greater than value • < less than value • Enter a data value in the first data entry field for the selection criteria Example: The criteria listed above will display all records from April 2008 to the current date. Another way to create this range is to enter 001/2008 in the first criteria field and current date in the second.

22. Deleting Selection Criteria To remove selection criteria… • Click in the criteria field and press the [Delete] or [Backspace] key on your keyboard. OR • Click the trash can button at the end of the criteria row to remove ALL criteria for the field (including all multiple selection entries) In the example above, clicking on the trash can for the Company Code criteria field would delete both values “5000” and “5999”

23. Selection Criteria - Personalization Variables Do NOT use the Personalize Variables button! BAD If is yellow or you see the button, you have saved a personalized variable. The report will continue to run with the data values you entered and saved until you turn it off!

24. Working with Variants What is a Variant? A set of often-used selection criteria saved under a single name for easy access Things to note about Variants: • Variants are workbook specific • Other users can see and use a variant you create • Dates (Period, Fiscal Year) should generally not be included in the variant since it will change frequently • Name the variant according to the selection criteria, not the report

25. Working with Variants – Create a Variant (1 of 2) There are 2 steps to creating a BW Variant… Step 1: • Enter Selection Criteria • Click Save button

26. Working with Variants – Create a Variant (2 of 2) Step 2: • Enter a Variant name • Limited to 30 alpha-numeric characters • Names over 14 characters are not always supported • Cannot include symbols (except underscore “_” ) or spaces • Enter a Description • Limited to 59 alpha-numeric characters • Click Save button Note: While you can select individuals Selection Criteria fields to save in your Variant, we ask that until you are more experienced with the Save Variant screen that you leave all “Save Values” as Yes

27. Agenda Report Workbooks • Executing (Run) Workbooks • BW Report Components • BW Cover Page

28. Report Workbooks What is BW Report Workbook? • An Excel workbook connected to a BW query which pulls data from our SPE data from various InfoProviders • Do we use BW queries directly? No. The SAP Global Support Reporting team asks that you use only BW Workbooks Things to note about BW Report Workbooks: • Workbooks are limited to 65,000 rows of records • Workbook can be saved on BW server or to your local PC/network • Some workbooks are set-up to refresh automatically when you access them. Others you may need to refresh manually to get the most-up-to-date data

29. Click the Check button , then… Executing Workbooks Before you Execute (run) a report, it’s a good idea to check your Selection Criteria for errors • Click the Execute button

30. BW Report Components Analyzer Toolbar Navigation Area Characteristics Key Figures Results Area

31. Agenda Customizing BW Reports • Working with BW Characteristics • Filter a BW report • Drilldown (add Detail) in a BW report • Formatting in BW

32. Agenda Saving and Refreshing BW Reports • Save a BW report to Favorites • Save a BW report to a Local PC or Network drive • Refresh a BW report • Single report workbook • Multiple report workbook

33. Save a BW Report to a Local PC or Network Drive Workbooks can be saved to your PC or network drive like any other Microsoft Excel file • Can be viewed and manipulated using standard Excel functions without BEx • Workbook data can be refreshed when accessed via BEx Analyzer Save as you would an Excel file: • Click the Save button in the Microsoft Excel toolbar; the “Save As” window appears • Select a location to save the workbook • Enter a file name • Click Save

34. Click anywhere outside the report and click: Click anywhere inside the report and click: Refreshing BW Workbooks Once you have your worksheets set up as desired, they can be refreshed with up-to-date data individually, or all at once as needed. Refresh All Tabs in a Workbook Refresh a Single Workbook

35. Refreshing BW Workbooks Things to note: • When you refresh data, the position of the current highlighted cell is very important. • If you want to refresh a single worksheet, click anywhere inside the shaded area of the report you want to refresh. • If you want to refresh all worksheets in a workbook, click anywhere outside the shaded areas you want to refresh. The system will ask you to confirm that you want to refresh all the worksheets in the workbook. • Also note that some multi-tab custom reports for specific SPE processes/projects will require you to click on a cell labeled “Query Not Calculated” before refreshing. Training on those reports, such as the IMSM General Marketing Budget Package, is included with the processes/project.

36. Questions & Answers

37. Getting BW Help There are many resources available to help you with BW • Visit the SAP Global Support website on mySPE to find BW Quick Reference Guides, troubleshooting tools, etc. • Ask your Super Users (refer to the list provided to identify the Super Users in your department). • For technical problems accessing SAP, call the Helpdesk at 310-244-2188.