In this document we will learn how to access and run BEx queries in addition
to introducing some reporting functionalities used within BEx.
Access BEx Analyzer
To start the BEx Analyzer, choose Start→ All Programs → Business
Explorer →Analyze. This will open Microsoft Excel with the SAP BEx plugins enabled.
Login
Click on the Add-ins tab
Add-Ins Tab
Choose the Open Icon in the BEX Analysis toolbox
Open Icon In The BEX Analysis Toolbox
In the Opened menu click on “Open Query”
Open Query
A window will pop up asking you to log on to the BW system. Insert your SAP
BW username and password?Note that the User for BW client is different from
the user in ERP client.
BW Log In System
Run a SAP BW Query
We’ll take a “Fulfillment Rate” Query as an example:
Choose InfoAreas (from the menu on the left or through the search drop down
menu) → Choose Customer Relationship Management → double click to
enter the CRM InfoArea
How To Log In CRM Info Area
Double Click on the ERP Analytics
ERP Analytics
Double Click on Sales and Distribution Analysis
Sales And Distribution Analysis
Double Click on Sales Overview Cube
Sales Overview Cube
Choose Fulfilment Rate: Values Report
Values Report
A Selection Screen appears, click on OK button to run the query
Selection Screen
Input Variables for Reports
TIP: The variable input boxes throughout BEx Analyzer often show only the
key or text. To view the key and text such as the fund center and fund center
name, click on the Display Object button that looks like a wrench and select
[Key]Text.
Display Object Button
Selecting Multiple Variables
Many times, you will want to choose multiple customers or a range of
customers. What do you do? Well, Click on the “Select From List” button to
enter multiple variables.
How To Enter Multiple Variables
In the drop down box for Show, you can select Single Values or Value
Ranges. Just select “Single Values” for this example.
Single Values
You can select multiple Customers by highlighting and then clicking the right
arrow button to move them to the Selection box. Click OK.
Selecting Multiple Customers To Selection Box
To enter a Sold-To Party range, select Value Ranges in the Show drop down box. Select “Between”
in the next drop down box and enter your beginning and ending Sold-To Party values. Click OK.
Entering Sold-To Party Range
3 Personalization of Selection Screen
Query with Variables:
If you select a query that has variables, you can personalize variables settings
according to your need, and so you do not need to select them every time you
run the query. You can delete personalization of a variable any time.
There are 2 methods for personalizing your selection screen:
Personalize Variables:
Open Query that has a Selection Screen. We’ll take here as an example the
Fulfillment rate report. To Personalize a variable click on icon , the
Personalize Variable Screen appears.
To Personalize A Variable
Select the Variable that we want to personalize, bring it to personalized
variable area, select it there and click on Modify Selections button.
Modify Selections Button
Choose a value for your variable, and click on the OK button.
Variable Value
Check Variable Entries:
After you enter the variable values, you can click Check button to validate the
values entered. If the query was defined with mandatory variables to enter
before running the query and you didn’t define them in the selection screen
then you‘ll have error messages on top of the variables screen.
Variable Entries
Create a Variant
Open Query that has a Selection Screen. We’ll take the example of the
Fulfillment rate report. To create a new Variant Selection, click on the Save as
New Variant button
To Create A Variant
Specify a description and Save
Specify A Description
Choose your selection and save them to the variant.
Choosing Your Selection
A pop up appears asking you if you want to overwrite your variant with the current settings, Click OK.
Overwrite Existing Variant Pop Up
Reporting Functionality
Remember: Although BEx Analyzer runs within Excel, the functionality for
items such as moving columns, sorting, adding rows, and using formulas is
handled differently. Rather than using the Excel commands you must use the
Analyzer functions, described below, for these types of operations.
Change the Order of Columns
Right-click on the column you want to move. Select Swap With and choose the column you want to
move to.
Order Of Columns
Order Of Columns Results
Change Display Options (Key and Text)
Right-click on the column you want to change and select Properties from the
pop-up menu. In the Presentation drop down box, select how you want to
display the data.
Key and Text is the most common choice, but if you do not need to see both,
selecting one or the other can help minimize the number of columns displayed
and saving viewing space.
Change Display Options
Right click on the column that you want to change and select Properties from the pop-up menu.
In the Suppress Result Rows drop down menu select one of the following:
Always Suppress = Hide Results/Subtotals
Always Display = Never Suppress = Always Show
Display if more than 1 value = Results show unless there is only one item
Change Results Rows
Hide a Column
Right-click on the column you want to hide → Choose Remove Drill-down.
Hide A Column
Unhide a Column
Select the Filter button. Right-click on the name of the column that you want to
un-hide and choose Drill down according to a characteristic in Rows.
Unhide A Column
Filter by Available Figures
In the Filter box, right-click on the column name to be filtered. Choose Select
Filter Value….
Filter By Available Figures
Select single values or value ranges, move to the right box, and click OK.
Select Values Or Value Ranges
Change Report Variable Values
In the BEx toolbar, select Change Variable Values.
Change Report Variable Values
Choose the desired new variables
Variable Values
Save Report as a Favourite
You can add a frequently used report to your Favorites folder by right-clicking
and selecting Add to Favorites.
Save Report As Favorite
The Wrap Up
The Bex Analyzer is the main front end tool used to check and analyze
reports. This document was intended to introduce and familiarize mainly end
users with some of the many functionalities of the Bex Analyzer.
If you found this article useful I would really appreciate you leaving a
comment. If you want more articles on SAP BW, just let me know in the
comments box too.
