SAP BW BEx-Web Training Student Handout2 by stariya

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									SAP Business Information

Business Explorer – Web Application

                        University of Kentucky
                  IRIS – Business Warehouse Team
                      Last Updated: 10/13/2005
This course is intended to familiarize users with the SAP Business Information Warehouse (BW):
Business Explorer-Web Application (BEx-Web) environment. After attending this class, you should be
able to run, modify and save your BEx Reports.

     You will be tested at the end of class on these functions.

BEx Web Reporting                                                                            Page 1
                  Business Information Warehouse (Overview)
This is the Business Information Warehouse, also known as BW, which is like our current Data
Warehouse in Oracle. Most of data we will be using is coming from R/3 (the SAP solution to replace
our current mainframe environment) and imported into BW and placed either in an ODS (Operational
Data Store); which is equivalent to a flat file, or an InfoCube; which is summarized data. We are
coming in through the Enterprise Portal to get to Business Explorer (BEx) to produce reports from BW.
There are other third party tools; like WebFOCUS, SAS, Crystal, … that can also be used to produce
reports from the BW data… for an extra cost.

                        What is Required to Access BEx-Web?
 Web browsers that support DOM level 2 (with dynamic generation of DOM objects), ECMA-262
  script, HTML 4.0, and CSS 1.0. The reference Web browsers are the Microsoft Internet Explorer (MS
  IE) and the Netscape Navigator (NS) in the current Windows implementations (MS IE 6.x and NS
  6.x). Instances of these Web browsers on other systems, for example, Apple Macintosh or Linux,
  may behave differently.

 An Active Directory Services Account (domain is ad or mc) from IT User Accounts that is used to log
  onto the Enterprise Portal to get to SAP. (This is the same account used with Outlook and
  Microsoft Exchange)

BEx Web Reporting                                                                             Page 2
                What Version of Internet Explorer is on your PC?

    Start an Internet Explorer session

    At the top of the window on the toolbar, click Help.

       Select “About Internet Explorer”

    The version number is displayed. If it is not equal to or greater than 6.0, contact your technical
     support person.

                Activating Your Active Directory Services Account
The following must be done the first time an Active Directory Services account is used:

 From the UK Home page, click the Exchange Link and then Change Password

 Put in your “Account” (userid), “Old password”, “New password”, “Confirm new password” (retype
    “New password”)

 Click the “OK” button

Your AD password expires 90 days after it has been changed

BEx Web Reporting                                                                                 Page 3

 Log onto myUK, the Enterprise Portal (

 Key in your Active Directory Services User Id and Password

 Log on

                                Getting Through the Portal
Your portal might look different from others around you, depending on your SAP access or Role.

The portal is a work in progress… it will be changing.

Click the Reporting Link under Sandbox

BEx Web Reporting                                                                                Page 4
                                          BEx Reporting
Query Selection

Here is where all your available queries/reports are located

 Favorites – Nothing will be showing in Favorites from BEx-Web

 Role Based Queries– Everyone that has your role/access will see the same queries in this area

BEx Web Reporting                                                                             Page 5
                                   Filters: Required Variables
Required variables are those listed with an asterisk on the end of the name. The other variables help
to limit your report to what you really need. The more variables you can put in the better the
performance; in other words, your report comes back quicker.

                                   Filters: Multiple Selections
With Multiple Selections you have choices on how to select your criteria.

•   You can choose: the operator, equal, range, less than or equal to, greater than, greater than or
    equal to, less than, wildcard, and not equal to.

•   You can choose the variable from the Selection Button

•   You can choose to Include or Exclude the filter selection

•   You can choose to add selections for this variable by clicking on Insert Row

                                    Filters: Range Selection
A range selection has a “from” area and a “to” area, with a “Selection Button” for each.

You can use this as a single selection if you have the same value in both boxes.
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                                      Filters: Single Selection
With a single selection, you will be able to choose one entry from the selection list for this variable.

               Filters: Selections
  Here is part of the available entries for the
  variable Fiscal Year/Period.

  Only “Part”, because of “The Next 25 Values”

  You have the choice to “Select All” of the
  values on this list OR just specific ones OR
  change your mind and “Deselect All” OR fine
  tune your selection options by doing a “Find”.

BEx Web Reporting                                                                                    Page 7
                                                                 Filters: Selections – Find
                                                              Click in the box next to “Find” and use
                                                               the asterisk as a wildcard/place holder.
                                                              To find the valid entries for the fiscal
                                                               year 2005 put in „*2005‟ and click on
                                                              You can now “Select All” or check the
                                                               ones you want.
                                                              When you have what you want, click
                                                               the “Transfer” button.

                                      Filters: Personalization
Fill in the required filters

If you find yourself filling in the same criteria for a variable, across multiple queries – not just the
current one, you can set a personalization on the variable so the variable will be set for every query
that uses that variable.

For example, if you fill in the range for Funds Center and always select “1058717100” to “1058735600”
, as the group of Funds Centers you run reports for, right-click the “Personalization” icon and select
personalize. The screen flickers and Funds Center disappears.

To see Funds Center again, click on “All” to see all the variables. The icon has changed and you can
now change the variable for “this run”; otherwise it will stay the way you set it. To re-hide, click the
new button at the bottom “Free”.

                                   Filters: Check and Execute
The “Check” button is useful when you type in your filter and want to make sure your entries are valid
before running your query.

To run the query, click the “Execute” button.

BEx Web Reporting                                                                                     Page 8
  BEx-Web Report

   Data Analysis
   Graphical Display
   Information

                                              Data Analysis
Make note of the message “Validity of Data:”. This gives you a quick reference to know when the data
was last updated.

If it is not up to date – as of late last night or earlier this morning, you can hit “refresh” to refresh the
data generated by the query.

You have a list of what the Rows and Columns are and also Free Characteristics.

Free Characteristics are fields that are available to use in your report that are not in the initial report.

All of the fields in the list on the left can be used for drill-down, to drill-across and to apply a filter.

BEx Web Reporting                                                                                        Page 9
                                  Data Analysis: Drill-downs
Drill-downs create breakdown of data by rows

If you want to see the data by GL Account, click on the icon with the down arrow.

                                  Data Analysis: Drill-across
Drill-across creates breakdown of data by columns

If you want to see the data by “Value type in FM”, click on the icon with the arrow pointing to the

BEx Web Reporting                                                                               Page 10
                                      Data Analysis: Filters
You can add additional filters to your report to get the data you are really looking for. If you want to
see a particular “Funded Program” apply the filter and the report updates. Take a look at “Funded
Program” in the Free Characteristics. It now reflects what you selected.

                                Data Analysis: Context Menus
The Context Menu can be different depending on what you right-click on to bring up the menu. Rows,
Columns, Free Characteristics, Characteristic Column headers, Characteristic value (Characteristics are
not amounts), Key Figure headers and Key Figure values (Key Figures are amounts). So,
Characteristics describe what the Key Figures are.

There are two different types of Context Menus, Basic and Enhanced.

BEx Web Reporting                                                                                 Page 11
                    Rows                                 Columns
    Basic                   Enhanced         Basic                 Enhanced

                                 Free Characteristics
                           Basic                   Enhanced

BEx Web Reporting                                                        Page 12
          Characteristic Header              Characteristic Value
    Basic                   Enhanced   Basic                   Enhanced

            Key Figure Header                  Key Figure Value
    Basic                  Enhanced    Basic                  Enhanced

BEx Web Reporting                                                    Page 13
                                   Data Analysis: Save View
When you have your report the way you would like to see it on a regular basis, you can save the
settings (not the data) with the “Save View” Button.

Views are shared…. Everyone that has access to this same query can run your saved view, but they
cannot change or overwrite your saved view. They will be able to modify their own version and save it
with a new unique Technical Name.

                          Data Analysis: Save View - Description
“Description”, max. number of characters are 60, make it as descriptive to you as possible.

We are suggesting the following guideline for your description:
   your userid: description
   Example - BKMCC03: Budget & Actuals by FYR by G/L

We would further suggest the „BY‟ and „FOR‟ principle, to apply after your userid: BUD/ACT BY FUND,
FCTR FOR F/AREA 1000 - where BY indicates the drilled-down field, and FOR the filter.

BEx Web Reporting                                                                             Page 14
                       Data Analysis: Save View – Technical Name
“Technical Name”, max. number of characters are 30, there is a naming convention for technical
names for views, this is…

„Z‟, your userid, then add an underscore, and finally the next available view number.

 Put a “Z” in “Technical Name” box

 Put in your Active Directory Services UserID (do not include ad\ or mc\)

 At the end of your userid, put in an underscore

 Put in the next available view number for this query, starting with 0001.

Examples ZBKMCC03_0001 and Zdclaunch_0005

Click “Save” button

                                   Data Analysis: Save View
The purpose of the naming standard is to assist in identifying the views you have saved, using the
suggested naming standard will quickly identify the person who saved the view and make it easier to
find your next view number.

Since technical names have to be unique in the SAP BW system, you will need to keep track of your
next view number. There is a spreadsheet on the SAP BW link,, which you can download to your desktop to
assist in keeping track of your saved views.

If you decide not to use the spreadsheet, you can still find your next view number by going to Open

BEx Web Reporting                                                                             Page 15
                                   Data Analysis: Open View
To check existing views, click on “Open View”. By default on the “Choose a View” window, your
Display: is “History”. Check each of the views by either moving your cursor over each one slowly (the
technical name will appear) or click on each one (the technical name will display in the Selected Object:

You can use the drop-down on Display: and choose Roles, where you can see all the views saved by
everyone who has the same access you do per role. You will need to expand each role and check for
your views and note the view numbers until you can determine what the next available number is.
Using the suggested view Description standard (detailed previously) will make this process much

Expand your role(s) by clicking on the small black arrows until you see the views that have been

In Roles, you will be able to see all the views created on each query.

-- So you can share

-- Maybe someone already created a view you can also use

-- Find your views and run your mouse over slowly or click each view to determine which view number
   is available

Click “Cancel” when you know what the next available number is.

BEx Web Reporting                                                                               Page 16
                             Data Analysis: Save & Open View
Once you save a view, it cannot be changed or overwritten by anyone (including yourself) – the only
exception is the BW Support Staff. If you want to make a change to an existing saved view, you must
re-save the view and give it a new technical name.

If you no longer need a view, send email to the BW Support Staff,, and
specify what view you would like to have deleted. Make sure to include the „Technical Name‟ of the
view in your request. Deleting views no longer needed will help to keep the unwanted views from
cluttering up the system. After the view is deleted, you can reuse the technical name, so you may also
want to note the deletion in your spreadsheet.

Click Open View again and take a look at the Roles. You will be able to see the new view you just
saved in Roles and in History.

                              Data Analysis: Variable Screen
The “Variable Screen” button takes you to the “Variables for Ad-hoc Report” screen so you can change
the parameters for the initial view of the report.

Click “Execute” when you have finished making changes.

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                  Data Analysis: Exceptions & Conditions - Exceptions
Exceptions allow you to put on and take off the coloring of cells that meet specified criteria. You can
Activate and Deactivate by clicking the red & green icon.

There may be some Exceptions and Conditions supplied with the query… maybe not, but you can
create your own.

To see what an existing Exception looks like, right-click on the Exception and select display.

To create your own “Exceptions”, click the “Create” button.

BEx Web Reporting                                                                                Page 18
                 Data Analysis: Exceptions & Conditions - Exceptions
 Put in a “Description”

 Select which field is to be watched or color coded

 Select how the data is to be compared; Greater Than, Less Than, Between, …

 Fill in the next two boxes with the number or numbers that fit the comparison; Greater Than 100,
  Between 50 100, …

 Select the problem level. Levels which tell you by color, how bad or good the field is.

    Good 1, 2 and 3

    Critical 1, 2 and 3

    Bad 1, 2 and 3

 Click on Transfer

BEx Web Reporting                                                                            Page 19
                  Data Analysis: Exceptions & Conditions - Conditions
Conditions allow you to change the report depending on specified criteria.

For instance, if you want the top 10 “Actuals".

 Text (name/description): Top 10 Actuals

 At the bottom, Display all values... Check box

 From drop-down select “Actuals”

 From the next drop-down, select “Top Number” (you can see what the other possibilities are)

 In the first box, put in “10”

 Click “Transfer”

Your newly created Exceptions and Conditions can be saved as a view and kept; otherwise, they will go

BEx Web Reporting                                                                            Page 20
                                     Data Analysis: Notes
“Notes” are global documentation and specific to the initial query… they can be seen and changed by
everyone who has the role where the query is located.

This can come in handy to relay information about a particular query.

Remember, if you save a view and add “Notes” to your view, you have also added it to the query in the

BEx Web Reporting                                                                            Page 21
                          Data Analysis: Export to Excel & CSV
You can export your report to an Excel Spreadsheet or a CSV (comma-delimited) file. This is handy if
you want to use the data in Access, Crystal, Brio … .

                              Graphical Display: Display as …
You can choose how you would like to see your graph.

BEx Web Reporting                                                                             Page 22
                                Graphical Display: Swap Axes
This is what it looks like when you click on the “Swap Axes” button.

 “Information on Query” shows you information about the original query.

 “Static Filter” – the filters that you can not change because they were applied to the query when it
  was initially developed, and the filters you put in for the initial report view

 “Dynamic Filter” – filters you can change after you receive the initial report view

 “Variable Values” – the values of the variables for the parameters you got when you ran the initial
BEx Web Reporting                                                                               Page 23
 Logging off

    BEx Windows

        Report & Query List

           Close Window – red “X” in upper right corner of window

    myUK (Enterprise Portal)

        Click “Log off”

Note: In order to clear the values from the variables on the “Variables for Ad Hoc” window, you will
need to close all of your browsers. Otherwise, the variables you used for prior queries will populate the
values for the same variables. This is not necessarily a problem, but if you ever wanted to clear them
all, then this is how to do it.

                                    Need Another Report?
 BW Report Requirements document

    Where to find it? Reporting Home Page,, Business Warehouse link

    How to fill it out? Documentation provided on the Reporting Home Page (being developed)

    Where to send it?

Note: There will be no additional fields applied to Financial ODSs and InfoCubes until Human
Resources Go-Live, which is January 1, 2006.

                                       Having Problems?
If you experience problems while using BEx-Web, or need additional information, check out the
Frequently Asked Questions: go to the UK Reporting Home Page ( – Business
Warehouse link. If you still need assistance, send email to

BEx Web Reporting                                                                               Page 24

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