Creating & Editing Reports Module 3

Objectives In this module, users will be able to: Distinguish the difference between an analytical and a detailed report Know how to edit and save an existing report Learn how to create a new report via the report wizard

Analytical Reports vs. Detailed Reports Aggregate view of data Analyze data using measures, dimensions & hierarchies High-level reports that allow users to drill into data to view specific information (still at an aggregate view) Detailed Reports Detailed view of data Transaction level reporting Query a database with millions of rows of data and displaying an enormous amount of data Also called operational reports Left column sort alphabetical in detail view vs. what may have seen in aggregate view – so do not be surprised

Analytical Reports vs. Detailed Reports Analytical Report Example Analytical Report Example

Analytical Reports vs. Detailed Reports Detailed Report Example

Creating a SpendVis Report Using Prepackaged Reports Prepackaged Reports SAP-Ariba SpendVis prepackaged reports provide “out of the box” analysis of spend by commodity, organization, and supplier Reports are organized into folders by category Navigate to Manage > Prepackaged Reports > Spend Visibility

Creating a SpendVis Report Using Prepackaged Reports Report layout Report Name Column Fields Row Fields Measures

Creating a SpendVis Report Using Prepackaged Reports Action Buttons Others Tab Report Tabs Field Browser with Dimensions

Editing an Existing Report User can open a report from any of the following locations to edit for your use: Prepackaged Reports – System generated reports that are live when site goes live (not client specific) Personal Workspace – Reports that a user has created and placed here (no one else can access) Public Reports – Reports that are available for anyone to access (only report owner can save changes) Click the “Manage” link in the upper right hand corner of the dashboard to access all three areas Users can also open any dashboard reports and edit them (these reports must be saved to one of the previously mentioned areas)

Editing an Existing Report Users can edit a report by clicking the “Edit” button when viewing it When users click “Edit”, they can access to any of the three steps in the report wizard

Editing an Existing Report Under “Source Data”, users are able to: Change the report title Add/change the report description Change the report currency (if applicable for client) Change/add the fact table for reporting (SpendVis reports are limited to the Invoice and PO fact tables) Add/remove a report measure to the report

Editing an Existing Report Under “Pivot Layout”, users can add/remove fields to the: Page Field Row Field Column Field Detail Field Data can be added either by selecting a value under the “Available Hierarchies” or by changing to “Available Fields”

Editing an Existing Report Under “Refine Data”, users are able to: Adjust the date range – Users can use either a relative date range or a fixed date range Filter any data values that users have placed on the page field Once users have made all changes, they can click “Done” to view the changes or click “Save” to save the changes prior to viewing

Saving a Report Users can save a report by clicking the “Save” button when viewing the report Only the owner of the report will be prompted to: Save – This will overwrite the previous copy of the report with this copy Save as – This will allow the report owner to create a new copy of the report under a new name or a new location

Saving a Report If you are not the owner of the report, you will be automatically prompted to “Save as” since you cannot overwrite someone else’s report When performing a “Save as”, users have the ability to do the following: Modify the report name Select the location to save the report – either your Personal Workspace or somewhere within the public reports folder

System Demonstration In this demonstration, you will see how to Open and modify a Prepackaged Report: Navigate to where the prepackaged reports are located, select one and modify it Will use the same report as before, Buyer PO Prepackaged Report, and modify all three pages

Lab Activity Create a SpendVis report from Prepackage Reports: Find the Prepackaged Reports area, and then Spend Visibility Folder Go to Org Analysis folder – BUYER ANALYSIS PO Open and see the difference of the aggregate vs. detailed view? See the main sections of the report layout? Discuss keys for prepackaged reports models only timeframes are prebuilt so can edit if needed can edit and use “jumpstarting” ideas Length: 15 minutes

Lab Activity Take that same report PO BUYER Go to Edit – 1) change the timeframe A) to last 4 years B) to 1/1/2013 – 1/1/2015 C) can you see differences in results? Run Save in your Personal Workspace

Creating an Analytical Report Using the Wizard When users would like to create a new report rather than leverage an existing report, they should do the following: Determine the aspects of spend to investigate Launch wizard and complete the 3- step process to create a new report Determine if the report should be shared with other users Save the newly created report Identify Purpose Create Report in Wizard Save/Share Report Use Report

Creating an Analytical Report Using the Wizard To create a new analytical report, navigate to the “Create” button and select “Analytical Report” This will launch the 3-step report wizard

Creating an Analytical Report Using the Wizard Step 1: Source Data Add a report title Add a report description (not required) Select a reporting currency (if other than the default - client specific) Select the primary fact table (for SpendVis this will normally be the Invoice table; however, users can also report from the PO table) and secondary fact table if running a multi-fact report Add at least one desired measures to the report (the most common measure is invoice spend)

Creating an Analytical Report Using the Wizard Step 1: Source Data

Creating an Analytical Report Using the Wizard Step 2: Pivot Layout Select data fields to pull into the row, column, page or detail fields Users can toggle between “Available Hierarchies” and “Available Fields” Available Hierarchies are rolled up to where users can see the top level of any hierarchal field and then drill down to lower levels if they exist Available Fields show all levels of hierarchies as well as the associated IDs, that are not available when viewing in the Available Hierarchies

Creating an Analytical Report Using the Wizard Step 2: Pivot Layout

Creating an Analytical Report Using the Wizard Step 3: Refine Data Users can select the date range for the report Use a relative date range that represents the most recent completed periods, or Use a fixed date range (it is suggested to use full months for best performance) Users can also pre-filter any data fields that they placed on the page field in step 2 Users can also select “customize this form” to add any data fields that they placed on the row or column field to the list to be pre-filtered

Creating an Analytical Report Using the Wizard Step 3: Refine Data

System Demonstration In this demonstration, you will see how to Create an Analytical Report using the 3-step report wizard

Lab Activity Create your own report Your name and date for title USD currency Invoice Fact Table Measurers = Actual Spend and Invoice Count Row field = GL Account Column field = Accounting Date/Year Time range = Last 4 quarters, include partial year box checked Run Results - Consistent for everyone? Save to Personal Workspace Length: 10 minutes

End of Module 3 Module 3 Thank You!