How to Create Reports in SAP Business ByDesign
SAP Business ByDesign provides a work center called “Business Analytics”. This work center houses the administrative power to create reports from existing SAP Business ByDesign data sources, create new key figures, join/combine data sources, create/design KPI’s, and broadcast reports to users.
In addition, by using these tools a system administrator can manipulate exiting reports by adding new fields, key figures, views, selections, and global settings. The tools in the Business Analytics work center are provided by SAP as there is no direct “backend” access to tables or databases in general. The structures of MAXDB and Hana are not identical to a common SQL database, but the work center tools grant access to predefined data sources that house data from many different “deployment units” and “business objects” in the SAP Business ByDesign data structure.
It is possible to create custom data sources using the SAP SDK (Cloud Applications Studio), but we are going to focus on the tools within the SAP Business ByDesign front end in this blog.
More specifically this blog provides instructions on how to create, update and adjust global settings of reports in SAP Business ByDesign.
For more details on customizing SAP Business ByDesign using the SDK (Cloud Applications Studio), see our SAP Business ByDesign blog series.
Creating a New Report in SAP Business ByDesign
Identifying the Correct Data Source
The first step to creating a new report is to identify the data source that holds the data you are looking for. To do this, go to ‘Business Analytics’ > ‘Data Sources’. Then type in a keyword to find the data sources you are looking for.
In this scenario, I’m looking for customer address data. The ‘Data Source Name’ and the ‘Description’ will give you a good idea of the information stored in any given data source. In addition, you can preview a data source to view all of its available fields.
Once in the ‘Preview’, click the arrow next to ‘Not Currently Shown’. This will show you all of the fields available in the data source.
If you don’t find the fields you are looking for, click the ‘Add Fields’ button. This is the deepest you can dive into a front end data source for data fields or key figures in SAP Business ByDesign.
On this screen, you will see a hierarchy of data. Anything with ‘Display in Report’ checked shows up in the ‘Not Currently Shown’ area of the preview. You will notice that some of the data in the hierarchy is unchecked. On this screen, you can also check the available key figures in this data source. Just hit the ‘Key Figures’ button.
If the fields you’re looking for don’t reside here, look in other data sources. If you find that you need fields that are in two different data sources, you can combine or join data sources together using the ‘Design Data Sources’ tool.
Creating a New Report from a Data Source
Go to the ‘Business Analytics’ work center > ‘Design Data Sources’. Find the data source you would like to create your report from. Then, select ‘New’ > ‘Report’.
Enter the name and a short description of your report. When done, click ‘Next’.
Select the ‘Key Figures’ you want to include. ‘Counter’ is used to tell you when multiple entries are collapsed into one row. This happens when the information you are viewing is not detailed enough to specify multiple rows. Typically, reports have other key figures. ‘Key Figures’ are generally aggregated or calculated fields. When done, click ‘Next’.
Now, you need to select the columns to be included in the report. Above we saw that some fields showed up in ‘not currently shown’ and some didn’t. This screen is where you can add your fields.
When done, click ‘Next’.
This next screen gives you the ability to rename a field.
Or you can put in a default ‘fixed’ value selection. This would be used for filtering out, for example, a specific sales organization.
You can click the little boxes icon to choose one value, or the blue arrow to select or exclude multiple options.
When done, click ‘Finish’.
Next, you need to assign the report to work center views.
On this screen, you need to select the work center views that this report will be available with.
The last step is to create views and selection. To open your report, go to ‘Business Analytics’ > ‘Design Reports’. Here, search for your report. Click on the blue hyperlinked name.
Once in your report, you can add rows.
Once all of your rows have been added, you can add ‘Key Figures’.
Once you have your rows and columns set, go ahead and save the view.
You are also able to change characteristics of your report.
After you’re done modifying the characteristics, you need to save your view.
That’s it! Your report is now available to people who have ‘Account Management’ > ‘Accounts’ view!
Please contact FMT Consultants for more information, questions or assistance with SAP Business ByDesign.
Ken Erb Senior SAP Business ByDesign Consultant
FMT Consultants is a leading SAP Business ByDesign partner and consulting firm serving all of the US and Canada.