Work Instructions

Department FI and SC
Track SAP BO Reporting Tools
Process Name SAP Analysis for office User Manual
Version 1.0
Pages 0 of 37

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Contents

1. Overview:..........................................................................................................................................................3
2. Logging to Analysis for office 2.4.....................................................................................................................3
3. Enable the Add-In in MS Excel.........................................................................................................................4
4. General Layout for Analysis Office...................................................................................................................8
5. Adding the Data Source...................................................................................................................................10
6. Add the data to a cross tab...............................................................................................................................12
7. Info Fields........................................................................................................................................................14
8. Create Calculations..........................................................................................................................................16
9. Dynamic Calculation.......................................................................................................................................17
10. To Insert the Charts.....................................................................................................................................18
11. Filter Components.......................................................................................................................................20
12. Sorting:........................................................................................................................................................22
13. Conditional Formatting:..............................................................................................................................23
14. Save a workbook to the BI Platform:..........................................................................................................24
15. Open workbook to the BI Platform:............................................................................................................25
16. Opening a pre-built workbook from the BI Launchpad:.............................................................................25
17. Editing an pre-built workbook from the BI Platform and saving it in the ‘Favorites’ folder:....................26
18. Sharing a personal report with another business report:.............................................................................30

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Overview:

SAP Business Objects Analysis, edition for Microsoft Office, is a powerful reporting software
solution which helps in visualizing, exporting, designing and delivering the reports.

Analysis for Office is an OLAP analysis tool that can be used to view the multidimensional data.

This can be accessed in following ways.

 As Add-In installed on your MS Excel or MS Power Point application.

 Web OLAP edition, accessed from the SAP BO Enterprise BI Launchpad.

It is a kind of alternative way for BEX Analyzer from the SAP BO Perspective with several
additional features its own.

Logging to Analysis for office 2.4

 To access Analysis for office 2.4. The Analysis plug-in, must be installed in your local machine.

 To Launch Analysis for office Go to Windows Search-> Analysis for Microsoft Excel. The following
screen will be popup.

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Enable the Add-In in MS Excel

To enable the Analysis Add-In in MS Excel. Open the Excel ->Click on the File -> Options.

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In the options, Click on “Add-Ins” tab and select “Disabled Items” in Manage box. Then click “Go”

If the Analysis Office Add-In is listed here select it and click on Enable.

If Analysis Add-In is not listed, like in the screenshot above, go to Add-In and select “COM Add-In” in
the Manage box. Then click “Go”.

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Make sure to have the Analysis Add-In checked and click “Ok

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General Layout for Analysis Office

All menu option for analysis office will be available under tab “Analysis”. Menu
buttons will be enable / disable based on selected query and applicable functionality.

Basic Layout of Analysis for Microsoft excel work books looks as below.

Description of the buttons available on Analysis for Microsoft Excel Office:

Name of the Button Description

Insert Insert data from a source system into a crosstab. User
can do ad-hoc report using this option this option used
by developers of the Analysis for excel to create
workbooks.
Refresh All Refresh all data sources. User will able to refresh data
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in selected report, without changing already selected

prompts.

Undo Undo last Analysis step – this will undo last navigation
or analysis step.

Redo Redo last Analysis step – this will redo last navigation
or analysis step.

Prompts Enter values for query parameters and variables – use

this option to refresh the query with new selection

Sort Sort data – use for sorting

Hierarchy Define hierarchy options such as expansion level and

parent member positions.

Charts Insert dynamic chart.

Info Field Insert information on data sources (for example, name

and last data update).

Filter Insert component for simple data filtering. Using this

option data can be filtered. User can copy a list of data
from an excel and paste the data by using option called
“ Paste from Clipboard “

Convert to Formula Convert a crosstab into Excel formulas to retrieve the

data

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Conditional Formatting Define rules for highlighting values using colors and
symbols.

Calculations Define simple calculations (+,-,*, /) and dynamic

calculations (for example, ranking and cumulating.

Member Display Configure display for members (key/text).

Measure Display Define display options for measures (for example,

decimal places, scaling factors and currencies).

Totals Configure display, position and calculation of totals

Adding the Data Source

Go to the Analysis tab -> Insert Data Source -> Select from the Data Source.

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After selecting the Data Source button from the Analysis tab, you will get the below BO Logon window.
User need to check with BO Administrator to get all the login information.

Please enter all the required information to access the SAP Business Objects. Once you logon it will show
All the data sources like below.

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After selecting the datasource you will get sheet like below.

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Add the data to a cross tab

Go to Analysis tab -> Click on display to see the fields available in report layout.
We can right click or drag and drop to perform a variety of data navigation steps directly on Analysis
crosstab in the Analysis Design Panel.

You can add a field to rows or columns of the crosstab using the right click. Select the Invoice Number
right click and click add rows. You can also drag and drop into to add a field into the crosstab.
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Note that the cross tab shows the added row, you can remove a row or column using right click.

Info Fields
To Insert Data Source name, Click on Info Field then select Data Source name Option.

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Then Corresponding data source name displays in the cell.

To Insert Last Data Update in the report, Click on Info Field then select Last Data Update Option.

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Then Corresponding Last data update date displays in the cell.

To Insert Prompt variables, Click on Info Field then select Variables Option.

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Then values entered Prompt variables will display in the cell.

Calculations
To display the total of a measure, select the measure column and click on Ctrl+Shift+Select Down Arrow
to select all the rows of the column. Quick Analysis icon shows up in the bottom at the last row as per
the below screenshot

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Click on the Quick Analysis icon, navigate to Total Tab and click on Sum. You can see the total getting
displayed under the selected column now.

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Also you can do simple arithmetic calculations on top of measures. You need to hold the CTRL button to
select multiple measures and right click and can choose Multiply or Divide.

You have also the option to insert some dynamic calculation like Moving Average, Percentag Contribution
etc. Select the desired measure column and right click and choose Add Dynamic Calculation and Choose
Percentage Contribution

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To Insert the Charts

 Provide the graphical representation of the data in a crosstab.
 Automatically update when data in the crosstab changes.

Insert Charts:
Charts are added from the insert component section on the Analysis ribbon. The chart feature
will be available when any cell in the crosstab is selected.

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The chart has been inserted successfully.

The chart will automatically update when the data is changed in the crosstab.

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You can right click on the chart and can choose the measures and dimensions to be displayed using the
select data option. Also you can copy the chart to a new tab.

Use Edit horizontal axis labels for dimensions and Legend Series for measures.

Filter Components
 Allow you to quickly change the view of the displayed data by selecting particular
members to include in the crosstab.
 Filter components are added from the insert component section on the Analysis ribbon.
 Note that filter component option is not available until a cell outside the crosstab is
selected.

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The filter displays the dimensions available for filtering. After a filter component is added, you can use to
change the data displayed in the crosstab.

Currently all the currencies have been selected. Select Euro and US Dollar in the filter.

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The crosstab has changed based filter selected by the user.

Sorting:
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You can sort data by values (smallest to largest and largest to smallest) and members (A to Z and Z to A).
If you sort the values of one measure (for example sales volume) from smallest to largest, the other cells
in your crosstab are also affected by the sorting. The metadata information therefore remains correct in
the crosstab.

Conditional Formatting:

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Conditional formatting is used to highlight the important values or unexpected results in the
data displayed in the crosstab.

Define a conditional formatting to highlight values less than 1500 in the Invoice Amount Column.
Click on the Conditional format and give the required name and other details like operator and color
format as like below.

After providing all the details, Click Ok.

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Save a workbook to the BI Platform:

SAP Business Objects Business Intelligence (BI) Platform allows you to store Analysis workbooks in a
central location and share them with other users.
Click on the File-> Analysis-> select the save workbook to BI platform.

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Open workbook to the BI Platform:

Click on File -> Analysis-> click on the open workbook option and select the required workbook as
shown below.

Opening a pre-built workbook:

All the reports developed for various businesses are grouped under the Public Folders in to two main
folders called as ’FI’ and ‘SC’. Under these folders again reports are groped based on the reporting tools.
Kindly note that these groupings and naming of folders are yet to be finalized and a communication will
be sent separately during go-live.

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Also users can open Analysis for Office tool directly from their desktops and can choose Analysis>Open
Workbook drop down> Open workbook from Sap BO BI Platform

http://10.252.2.9:8080/dswsbobje/services/Session

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Entering the credentials will take you to the BI Platform where all the reports are hosted in the folders

Editing an pre-built workbook from the BI Platform and

saving it in the ‘Favorites’ folder:
For the first time when you access Analysis for Office directly from Launchpad, make sure you have
closed all your excel applications and if needed go to task manager and check for any excel processes if
running and end those processes.
Login to the BI launch pad and navigate to the AFO report folder which contains the report you are going
to modify and double click on the report. For instance ‘Procing Master - Validation’

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The report will open in Excel and please enter the credentials for the S4 Hana backend query. This will be
provided during the training

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Please enter the prompt values as below

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Once the report is loaded with data, Go to Analysis tab and click on Display>Display Design Panel

Add or Remove the desired fields from the existing layout as per your need and Save it in the repository
under Favorites folder

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You can navigate to the BI Launch Pad and Go the Favorites folder to view this report

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Sharing a personal report with another business report:

Navigate to your Favorites folder, select the report you want to share, right click Choose Send>BI
Inbox

Click on User List and select the user to with whom you want to share, also additionally you can search
using the field ‘Find Title’ and click on Send button.

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Let’s login as a training user to see this report in the training user’s inbox. You can see that this report
has reached user’s inbox showing as an unread message

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The training user can open the report you have shared. However, he/she should be having the access to
the underlying S4 Hana query

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