SAP BUSINESSOBJECTS (ADVANCED) ANALYSIS, EDITION FOR MICROSOFT OFFICE BI260

Exercises / Solutions David Stocker, SAP AG Alexander Peter, SAP AG Authors: Alexander Peter, SAP AG Ya-Chi Lu, SAP AG

TABLE OF CONTENT System Data SAP BusinessObjects Analysis, Edition for MS Office - General Information Exercise 1: Exercise 2: Exercise 3: Exercise 4: Exercise 5: Exercise 6: Exercise 7: Exercise 8: Exercise 9: Exercise 10: Set Default Style Set and Navigation Within The Design Panel Further Navigation Options Working With Hierarchies Adding a Chart Conditional Formatting Filtering By Measures Using Formulas to Add Additional Information Change Variables in the Prompts, Add Calculations and use Currency Translation Insert Filter Components and use Pause Refresh Create PowerPoint Slides and Work with Analysis PowerPoint

System data:
System: M11 Client: 900 User: BI260 Password: welcome BOE: http://localhost:8080/dswsbobje/services/Session User: demo Password: welcome Authentication: Enterprise

(Advanced) Analysis, Edition for MS Office General Information:

Elements of the (Advanced) Analysis, edition for MS Office Design Panel

Available Fields All measures, dimensions, hierarchies and attributes that are available in the data source

Columns Fields that are displayed in the Columns of the table

Rows Fields that are displayed in the Rows of the table

Background Filter Fields by which data is filtered, but that are not displayed in the table

Exercise 1: Set Default Style Set and Navigation Within The Design Panel
This Exercise explains how to set your own default style for (Advanced) Analysis, Edition for MS Office and navigate within the data using the new (Advanced) Analysis, Edition for MS Office Design Panel only. All navigation should be done within the Design Panel. 01. Start Analysis, Edition for MS Office and insert the Query AAO Sales Analysis 01 [T_AAO_QUERY01] starting in cell A1. Click on Start -> Programs -> SAP BusinessObjects Advanced Analysis -> Advanced Analysis for Microsoft Excel to start

Click on Advanced Analysis Click in Cell A1 Check if the (Advanced) Analysis, Edition for MS Office Ribbon is already activated, if not click on it. Click on Insert and choose Select Data Source Log on to SAP BusinessObjects Enterprise (you could also skip the BOE logon, if you dont want to save the workbook into BOE). In the Show Connections Dropdown box choose User Defined / Local. This setting will show you the systems that are listed in the SAP Logon. Choose the System M11 and click on next. Activate the Folders Tab and select Roles. You will see the queries assigned to your role. Select the query AAO Sales Analysis 01 [T_AAO_QUERY01] and click on OK 02. Apply new Style Set and set it as default. Click on Styles > Apply Style Set Choose SAP Tradeshow Plus (Default) and Set as Default.

03. Open the Design Panel .

Click on the Display Button in the Ribbon. Analysis Here you can see and change the actual navigation status Information Here you can see information for the embedded data source or the workbook itself Components Here you can see the structural view either from the data source or the worksheet perspective

04. To start with the data navigation switch to the Analysis Tab The following navigation steps should only use the Analysis Tab. Other navigational features will be handled later. 05. Add Sales Organisation to the drilldown Use drag & drop to add Sales Organisation to the Rows area. Make sure to position Sales Organisation next to the Division. See how the data in the table changes.

06. Change the order of Division and Sales Organisation Within the rows area drag the Division underneath the Sales Organisation.

07. Change the order of the Measures in the same way. Define Sales Oder Item as the first measure. Expand the Measures in the Columns area Adjust the order of the measures using drag & drop to make Sales Order Item the first element In the table you should see the following result:

08. Filter the Sales Organisation to the values Germany Frankfurt and USA Philadelphia using Drag&Drop In the Available Data Source Fields open the little sign in front of Sales Organisation to display the dimension members. Select Germany Frankfurt and USA Philadelphia together using the CTRL Key and drag both elements into the Rows area.

The filter icon

next to the Sales Organization indicates that you have selected filter values.

09. Move Sales Organisation from the Rows to the Background Filter area. What happens in the table? Sales Organisation is removed from the table but the filter elements are still valid.

10. Use the Filter By Members option from the context menu for Division to perform the following filter options: - display divisions Pumps, Motorcycles and High Tech - display all divisions except Pumps - display all divisions Click on the right mouse button on Division to open the context menu. Choose the option Filter By Members to perform your filtering. Display the divisions Pumps, Motorcycles and High Tech In the filter dialog deselect the Select All field and then select the divisions you want to display. You can see the activated filtering in the rows area Display all divisions except Pumps In the filter dialog select the Select All field and then deselect the divisions you do not want to display. Display all divisions again In the filter dialog select the Select All field again. You can see that the filter icon next to Division disappears 11. Remove Division from drill down, add Sales Organisation into the rows. Also remove its filter. Drag & drop the Division out of the Rows area into the Available Data Source Fields Drag & drop the Sales Organisation from the Filter to the Rows area Use the context menu for Sales Organisation and choose the option Select All Members to remove the filter elements 12. Display the attributes Company Code and Statist. Curr. for Sales Organisation In the Available Data Source Fields expand Sales Organisation and expand the Attributes node Select Company Code and Statist. Curr. using the CTRL key and drag them into the rows area

13. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 1 Alternatively, you could save the workbook via in the BOE.

Exercise 2: Further Navigation Options

This exercise explains how to navigate within the data combining the use of the new (Advanced) Analysis Design Panel and the CrossTab itself. 01. Create a New Workbook with the Query AAO Sales Analysis 01 [T_AAO_QUERY01] starting in cell A1.

Click on Insert You can choose the Query AAO Sales Analysis 01 from the history by simply clicking on it. The query will be opened in a new workbook starting in cell A1 of the first worksheet. 02. Change the order of the measures and move Sales Order Item to the first position. Mark the Cell D1 by clicking on it, then start drag & drop on the cell border, and move it to the left of Sales Volume EUR A little red bar will help you to find the position

03. Add Sales Organisation into the drilldown Drag the Sales Organisation out of the Design Panel into the grid next to Division. Make sure to drop it into the row where Division is located. Again the red bar will help you.

04. Change the order of Division and Sales Organisation Click into the Cell C2 and drag & drop the cell to the left of Division Again make sure to drop it into the same row where Division is located. Again the red bar will help you.

05. Replace Division by Sold-toPartyCountry Drag Sold-toPartyCountry out of the design panel directly onto to the Division into the grid. Make sure to let it fall into the row where the Division is located. The red box indicates that you will replace the object.

06. Filter Sold-toPartyCountry on Germany using drag & drop and the Design Panel Click into a cell where you find the value Germany in (e.g. cell D5 = Germany or also possible C5 = DE). Drag the cell border onto the Sold-toPartyCountry in the Row area of the Design Panel The result will look like this

07. Display the attributes Company Code and Statist. Curr. for Sales Organisation Open Sales Organisation and the Attributes node in the Available Data Source Fields Select Company Code and Statist. Curr. using the CTRL key and drag them together directly onto Sales Organisation in the table

08. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 2 Alternatively, you could save the workbook via in the BOE.

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Exercise 3: Working With Hierarchies

This Exercise explains how to work with hierarchies. In the first step you will use hierarchies that are stored in the master data of a dimension. In the second step you will use the function Compact Display in Rows/Columns to display multiple dimensions in a single hierarchy. 01. Create a New Workbook with the Query AAO Sales Analysis 02 [T_AAO_QUERY02] starting in cell A1. Click on the Office Button and select New Check if the (Advanced) Analysis Ribbon is already activated, if not click on it. Click on Insert and choose Select Data Source Activate the Folders Tab and select Roles. You will see the queries assigned to your role. Select the AAO Sales Analysis 02 [T_AAO_QUERY02] and click on OK 02. Take a look at the displayed data

In the Available Data Source Fields you can see that the hierarchy Material class is displayed in bold letters. This indicates that the hierarchy is the default hierarchy as defined in the backend system (in this case: in the BW Query definition). You can drill up and down the hierarchy by opening and closing the [ - ] and [ + ] elements in the worksheet cells. 03. Hide Level 2 of the hierarchy. Click in cell A2 on Material and choose Hierarchy > Show Levels in the Ribbon and de-select Level 2.

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Compare the result before and after that action. Before

After

04. Exchange the current hierarchy on Material with the Product Hierarchy for material MARA hierarchy. Open the Material folder in the Design Panel You can see the available hierarchies and you can drag the Product Hierarchy for material MARA onto the Material in the Rows area.

05. Filter/Deselect the hierarchy members that you do not want to see any more. Please deselect ( Machines >) Components (Pumps) and ( Lighting > ) Bulbs Select the Material and choose Filter > Filter By Members from the menu. De-select the hierarchy nodes that you do not want to see. Compare your settings with the following screen. Take a look at the difference between the icons of Machines and Lightning while you deselect the nodes below.

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node and all sub-nodes are selected

not all sub-nodes are selected

06. Display Material in a non-hierarchical manner (flat presentation). You can use the menu or the Design Panel. In the Design Panel, drag the entry Flat Presentation onto Material.

07. Add Sold-toPartyCountry, Region (State, and Sold-toParty in front of the Material. Activate the option Merge Hierarchies on Rows Add Sold-toPartyCountry, Region (State, and Sold-toParty in front of the Material

The table will be very quite extensive and might be a little bit confusing. To make the data better readable activate the Compact Display in Rows option in the Hierarchy menu. You will see the data in a more convenient way. You can use the [ - ] and [ + ] elements to open and close the levels.

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08. Remove the filter from the measures and add Calendar Year to the Columns. Activate the option Compact Display in Columns Choose the Select All Members option from the context menu for the measures. Add Calendar Year/Month into the columns

Select a cell out of the columns area in the table (e.g. cell C1) and activate the Compact Display in Columns out of the Hierarchy menu You can now expand a measure to see the single years below. The query is filtered to 01.2001 to 12.2003 that is why you cannot see other years. Collapsed: Expanded: 09. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 3 Alternatively, you could save the workbook via in the BOE.

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Exercise 4: Adding a Chart

This Exercise explains how to add a dynamic chart to your workbook. 01. Create a New Workbook with the Query AAO Sales Analysis 03 [T_AAO_QUERY03] starting in cell A1. Click on the Office Button and select New Check if the (Advanced) Analysis Ribbon is already activated, if not click on it. Click on Insert and choose Select Data Source Activate the Folders Tab and select Roles. You will see the queries assigned to your role. Select the AAO Sales Analysis 03 [T_AAO_QUERY03] and click on OK 02. Display the data from the table as a chart Click on the Chart Button.

03. Display the data as an Area-Chart and format it in the way you like Select Change Series Chart Type from the context menu of the chart. th Select Area at the left side of the screen and then select the 4 chart from the left.

Use the Chart-Tools in the Ribbon to format the chart according to your needs. You can use the Design, Layout and Format Tab to define your formatting.

04. Navigate within the data to see the changes in your chart. Exchange Sold-topartyCountry with Division Exchange Division with Calendar year/Month Exchange Calendar year/Month with Sales Organization Remove the measure Incoming Orders from the drilldown 05. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 4 Group ## (Replace ## with the last two digits of you UserID Alternatively, you could save the workbook via in the BOE.

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Exercise 5: Conditional Formatting

This Exercise explains how to work with Conditional Formatting. 01. Create a New Workbook with the Query AAO Sales Analysis 01 [T_AAO_QUERY01] starting in cell A1. Click on the Office Button and select New Check if the (Advanced) Analysis Ribbon is already activated, if not click on it. Click on Insert and you can choose the Query AAO Sales Analysis 01 from the history. The query will be opened in a new workbook starting in cell A1 of the first worksheet. 02. Define a drilldown by Sold-toPartyCountry and Sales Organization in the rows

03. Define a Conditional Formatting setting to highlight the values of Sales Volume EUR that are greater than 50.000 in green. This setting should only be valid for Germany and should not include the result of the Sales Organisation.

Choose Conditional Formatting and than New Type in the name High Sales Volume Germany Select the measure Sales Volume EUR and choose Value as Format In the Definition Tab choose a green colour, select Greater Than and enter the value 50000

Click on Add Go to the Selection Tab and scroll down to Sold-toPartyCountry. Select Members from the dropdown list. Click on the icon at the end of the row and select Germany.

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For Sales Organization select Members from the dropdown box. If you do not change that setting the result for all Sales Organizations in Germany will be coloured as well.

Click on OK 04. Define a Conditional Formatting setting to colour the cell background of Sales Oder Item less than 100 in red. This setting should be valid for all Countries and only the result of the Sales Organisation.

To define a conditional formatting for Sales Oder Item click into according column (F) first Choose Conditional Formatting and than New Enter Low Sales Order Item in the name input box. Select the measure Sales Order Item and choose Background as Format In the Definition Tab choose a red colour, select Less Than and enter the value 100 Click on Add Go to the Selection Tab. Change Sold-toPartyCountry to Members and Sales Organization to Total. Click on OK 05. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 5 Alternatively, you could save the workbook via in the BOE.

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Exercise 6: Filtering By Measure

This Exercise explains how to filter your data by measure values. 01. Create a New Workbook with the Query AAO Sales Analysis 01 [T_AAO_QUERY01] starting in cell A1. Click on the Office Button and select New Check if the (Advanced) Analysis Ribbon is already activated, if not click on it. Click on Insert and you can choose the Query AAO Sales Analysis 01 from the history. The query will be opened in a new workbook starting in cell A1 of the first worksheet 02. Filter on rows with more than 10.000.000 EUR Sales Volume Open the context menu for the measure Sales Volume EUR (Cell C1) choose Filter By Measure > All Dimensions Independently > Edit

Make sure that the measure Sales Volume EUR is selected in the dropdown box.

Choose Greater than, enter the value 10000000 and click on Add and confirm the dialog with OK.

You can see the active filters of measures in the Design Panel on the Information Tab. If you cannot find the information there make sure to position your cursor (selected cell) within the result area or choose the query name in the Information for dropdown box.

03. Filter on rows with more than 10.000.000 EUR Sales Volume AND more than 500 Sales Order Item Open the context menu for Sales Order Item (Cell D1) choose Filter By Measure > All Dimensions Independently > Edit

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Make sure that the measure Sales Order Item is selected in the dropdown box Choose Greater than, enter the value 500 and click on Add In the dialog you see two rules defined:

The result will look like this:

04. Change your filter by measure to show divisions with more than 10.000.000 EUR Sales Volume OR more than 500 Sales Order Item Choose Filter By Measure > All Dimensions Independently > Edit Change the setting of the combination logic to OR

The result will look like this:

Compare the results of this step with the one before 05. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 6 Alternatively, you could save the workbook via in the BOE.

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Exercise 7: Using Formulas To Add Additional Information

This Exercise explains how to use formulas to add additional elements to enhance the layout of your workbook. 01. Create a New Workbook with the Query AAO Sales Analysis 01 [T_AAO_QUERY01] starting in cell A1. Click on the Office Button and select New Check if the (Advanced) Analysis Ribbon is already activated, if not click on it. Click on Insert and you can choose the Query AAO Sales Analysis 01 from the history. The query will be opened in a new workbook starting in cell A1 of the first worksheet 02. As you can see in the result view below we need the table starting in cell D1 but we have it already starting in A1. Move the table so that it starts in cell D1.

Open the Components Tab in the Design Panel Expand the node AAO Sales Analysis 01 so that you can see CrossTab1 as the child component. Select Move To from the context menu of CrossTab1

In the following dialog enter the new location of CrossTab1 (Sheet1!$D$1)

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03. Find out the Alias name of the Data Source that is used in the Pioneer formulas that will be used later in this exercise. Select the Components Tab in the Design Panel Select the AAO Sales Analysis 01 node In the lower part of the screen you find the Formula Alias (DS_1) The first Data Source added to the workbook will get the alias DS_1, the next one will get DS_2 and so on. If you dont like this generic formula alias you can change it with the button at the end of the row.

04. Use the Info Field button to create your first formula. Display the Data Source Name in cell A1. Click in Cell A1 Click on the button Info Field and select Data Source Name

As a result you will see the name of the query with a label in front in the cells A1 and B1. To understand the technique behind take a closer look into the cells A1 and B1. In cell A1 you find the formula =SAPGetInfoLabel("DataSourceName") In cell B1 you find the formula =SAPGetSourceInfo("DS_1"; "DataSourceName") Both formulas (SAPGetInfoLabel and SAPGetSourceInfo) are reading the parameter DataSourceName

05. Try to add the Key Date into the cells A2 and B2 only by using formulas (not the menu). The Parameter used in the formula for the Key Date is KeyDate. Click in Cell A2 Enter the formula =SAPGetInfoLabel("KeyDate") manually to generate the label Click in Cell B2 Instead of typing the formula, you can also use the Excel Formula editor by clicking on the Formulas ribbon In the Category field choose the (Advanced) Analysis Select SAPGetSourceInfo formula in the list and click OK icon on the

In the upcoming screen you simply define the arguments that are needed for the formula as shown below

In the field Source Alias type in: DS_1 In the field Property Name type in: KeyDate After you closed the dialog the result of the formula (eg. 40414,08333) looks a little bit strange. Select cell B2 and choose Format cells in the context menu. Select Date on the left hand side of the dialog and click on OK [those manual steps wont be necessary in the final product version]. 06. Add the Last Data Update of the Data Source into the cells A3 and B3 using the Design Panel . Open the Information Tab within the Design Panel In the top of the Tab choose Information for AAO Sales Analysis 01

In the first Information area you find the Last Data Update field Simply use drag & drop to insert this information into cell A3 Pioneer automatically generates the formulas you need to display the user Cell A3: =SAPGetInfoLabel("LastDataUpdate") Cell B3: =SAPGetSourceInfo("DS_1"; "LastDataUpdate") 07. Insert the Info Field Effective Filters into Cell A5 Select cell A5

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Click on the button Info Field and choose the entry Effective Filters At first glance you might see no change in your workbook. When you take a closer look you will find the formula =SAPDynGenEffectiveFilters("DS_1")in cell A5 08. Define a filter for the Sales Organisation = Germany Frankfurt and the Sold-toPartyCountry = Germany and United States Take a look at Exercise 1 again if you cant remember how to define a filter using the Design Panel.

09. Check the result of your Effective Filters defined in Step 7. In the sheet you will see the effective filters in the cells A5 to B6 When you take a look at the formulas behind the cells A5 to B6 you will notice that the formula changed a little bit and is now displayed as {=SAPListOfEffectiveFilters("DS_1")} The { } indicates that there is an array used in the background to display the filters in a generic and dynamic way.

[The display of the Effective Filter is depended on the setting of the member display. If the member is set to display Text the Effective Filter also shows Text. If the member is set to display Key the Effective Filter also shows Key. If the member is set to display both Text and Key the Effective Filters will show the first entry. In this example the member is set to display Key and Text the Effective Filters shows Key only because Key is the first entry.] 10. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 7 Alternatively, you could save the workbook via in the BOE.

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Exercise 8: Change Variables in the Prompts, Add Calculations and use Currency Translation
This Exercise explains how to change the variable values using the prompt, add calculations of data in your workbook and change data with different currencies. 01. Create a New Workbook with the Query AAO Sales Analysis 07 [T_AAO_QUERY07] starting in cell A1. Click on the Office Button and select New Check if the (Advanced) Analysis Ribbon is already activated, if not click on it. Click on Insert and choose Select Data Source Activate the Folders Tab and select Roles. You will see the queries assigned to your role. Select the AAO Sales Analysis 07 [T_AAO_QUERY07] and click on OK 02. Change the Variable Value to display other Divisions The workbook shows initially 3 measures, Sales Volume, Sales Volume Motorcycles and Sales Volume Pumps

Click on the Prompts In the Specify Value for Prompts open the little Select Retail > OK > OK sign behind Division 3 (single value) to display the members.

03. Insert Calculation Percentage Share for Sales Volume Pumps of Sales Volume Click on Sales Volume Pumps (Cell E1) first and then use CTRL key + Click on Sales Volume (Cell C1) Now both Sales Volume Pumps and Sales Volume are marked in the workbook Click on Calculations > Add Calculation > Percentage Share A new Column Sales Volume Pumps%_ASales Volume is created on column F. Right Click on the new Measure Sales Volume Pumps%_ASales Volume and select Number Format Choose 0.0 (1 Decimal Places) for Decimal Places > OK

[The sequence of clicking the measures determines how the Calculations are performed. If you click first on Sales Volume and then Sales Volume Pumps the percentage share is calculated as Sales Volume%_ASales Volume Pumps] 04. Add Rank Number for Sales Volume Move the Cursor to Sales Volume Click on Calculations > Add Dynamic Calculation > Rank Number

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A new Column Rank Number: Sales Volume beside Sale Volume is created. Check the result. 05. Change the Currency to USD Click on Measures > Currency Translation

Choose USD American Dollar for Target Currency and Average Rate Current Date for Currency Conversion Type. Check the result.

06. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 8 Alternatively, you could save the workbook via in the BOE.

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Exercise 9: Insert Filter Components and use Pause Refresh

This Exercise explains how to insert Filter Components in the workbook and use Pause Refresh to re-fresh data at one step. 01. Create a New Workbook with the Query AAO Sales Analysis 01 [T_AAO_QUERY01] starting in cell A1. Click on the Office Button and select New Check if the (Advanced) Analysis Ribbon is already activated, if not click on it. Click on Insert and you can choose the Query AAO Sales Analysis 01 from the history. The query will be opened in a new workbook starting in cell A1 of the first worksheet 02. Move the CrossTab to Cell A5 and Activate Pause Refresh. Move the CrossTab to Cell A5. (Take a look at Exercise 7 again if you cant remember how to move the CrossTab to other Cells) Click on the Pause Refresh Button in the Ribbon.

03. Insert Filter Components and Select Filter Values Move Cursor to Cell A2 Click on Filter > Division

Click on the sign to get the member list. Select Cross-Division, Motorcycles and Vehicles from the list. Move Cursor to Cell A3 Click on Filter > Calendar Year/Month Click on the sign to get the member list. Select the Member only from 01.2002 to 12.2002.

04. De-activate Pause Refresh Click on Pause Refresh and check how the data changes in the CrossTab.

05. Save your Workbook If you like you can save the workbook on the N: drive with the name Workbook 9 Alternatively, you could save the workbook via in the BOE.

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Exercise 10: Create PowerPoint Slides and Work with Analysis PowerPoint
This exercise explains how to export the workbook to MS PowerPoint and work with the Analysis PowerPoint. 01. Create a New Workbook with the Query AAO Sales Analysis 02 [T_AAO_QUERY02] starting in cell A1. Click on the Office Button and select New Check if the (Advanced) Analysis Ribbon is already activated, if not click on it. Click on Insert and you can choose the Query AAO Sales Analysis 02 from the history. The query will be opened in a new workbook starting in cell A1 of the first worksheet 02. Exchange the display Hierarchy and Create an Analysis PowerPoint Slide with the workbook. Exchange the current hierarchy Material class on Material with the Product Hierarchy for material MARA hierarchy (Take a look at Exercise 3 again if you cant remember how to exchange the hierarchy) Click on Create Slide The PowerPoint Application is opened and you need to enter the User and Password first. 03. Move to other Slide Page and Expand Hierarchy Click on (Advanced) Analysis > Move To Choose 1 for Slide

Click on Slide 1 and move the Cursor to the ROOT Node. Click on Hierarchy > Expand Node to Level > Level 2 04. Split Table across Slides and change the Design Click on (Advanced) Analysis > Split / Abbreviate Choose 8 for the Maximum number of rows and Split table across multiple slides In the information area it shows This inserts 1 slides into the presentation

05. Insert a new Data Source and create a Chart Move the Cursor to the CrossTab in Slide 3 Click on Home > New Slide to create a new Slide Click on Slide 3 Click on (Advanced) Analysis > Insert and choose the Query AAO Sales Analysis 02 from the history Click OK in the Fit Table Prompt Click on (Advanced) Analysis > Chart

Click on Move To and choose 4 for Slide Check the results

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