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- 1. How-to Guide SAP NetWeaver ‘04 How To… Calculate balance sheet key figures using the BEx Query Designer cell editor Version 1.00 – December 2004 Applicable Releases: SAP NetWeaver ’04 (BW 3.5)
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- 3. - 1 - 1 Business Scenario This document describes how you can define and calculate balance sheet key figures using the cell editor tool of the SAP BW BEx Query Designer. With release BI Content 3.5.3 Add-On you can find an example query for the Cash Flow Statement (technical name 0FIGL_VC1_Q0002), which contains numerous balance sheet key figures (e.g. depreciation, changes to payables). A simplified copy of this example query will be used to illustrate the step by step solution in section 3 of this document. Example: Cash Flow Statement The cash flow statement delivers a key figure that evaluates the cash flow and cash holdings of a company. This key figure shows where a company’s funds have been accrued, where they have been spent, and which investment and financing measures have been executed. 2 Introduction This example query portrays the cash flow statement in two different reporting time frames. The reporting time frames are drilled down in the columns. The balance sheet key figures for the cash flow statement are calculated using the cell editor of the BEx Query Designer and drilled down in the report rows. The cash flow statement is created for one company code, which has to be entered by means of a variable. Important Notes: 1. This query is based on the analysis scenario Financial Statements in the SAP BW System. The query uses the virtual InfoCube General Ledger: Financial Statements (technical name 0FIGL_VC1) and the characteristic Financial Statement Item (technical name 0GLACCEXT) to calculate balance sheet key figures. 2. This query is based on the financial statement version Commercial Balance Sheet (technical name INT), which is delivered with the SAP R/3 System (Financials) as a Customizing template. So that the query can be executed without producing errors, the financial statement version Commercial Balance Sheet (technical name INT) has to be loaded into the BW system as a hierarchy for the InfoObject Financial Statement (technical name 0GLACCEXT).
- 4. - 2 - 3. Financial statements other to that delivered by SAP (Commercial Balance Sheet; technical name INT), can be applied in customer systems. Therefore this query serves as an example and a template to demonstrate the technical realization of balance sheet key figures in the SAP BW system. In particular, cell calculation (cell reference and formulas) is used in the BEx Query Designer. 4. Customer-defined queries for balance sheet key figures can be created in the customer system using this example. 5. Select parameter VCCUBE_0FIGL_VC1_SEL in table RSADMIN. To do this, use report SAP_RSADMIN_MAINTAIN and observe SAP Note 606445.
- 5. - 3 - 3 The Step By Step Solution This section describes the definition of an example query, which is based on InfoCube 0FIGL_VC1 and on characteristic 0GLACCEXT to calculate balance sheet key figures. This query displays the cash flow statement in two different reporting period intervals, which are drilled down in the columns. The balance sheet key figures for the cash flow statement are drilled down in the report rows. The Step By Step solution is divided in two major sections: • The first section describes the definition of filter, free characteristics, columns, and rows of the Cash Flow Statement query. • The second section illustrates the usage of the BEx Query Designer cell editor to calculate (using cell references and formulas) changes of balance sheet key figures from one reporting period to another. BEx Query Designer: Definition of filter, free characteristics, columns, and rows 1. Filter The fundamental characteristics of the virtual InfoCube 0FIGL_VC1 are restricted by the filter of the example query. Therefore, they cannot be changed after query selection. Especially, the example query is restricted to a single value of the InfoObject Company Code (0COMP_CODE), which has to be entered by means of the variable 0P_COCD. The key figure of the example query is also selected in the filter. The calculated key figure Balance Sheet Value (0FIGL_VC1_CK001) is the only one used in the query and will be restricted by the row definition and cell calculations in section 3.2.
- 6. - 4 - 2. Free Characteristics For free characteristics the InfoObject Financial Statement Item (0GLACCEXT) is used with active display hierarchy, see Properties in the context menu (next step 2.1.). Be aware that this is the only InfoObject, which supports the analysis scenario Financial Statements in the SAP BW System together with the virtual InfoProvider 0FIGL_VC1. 2.1. Properties of characteristic “Financial Statement Item” (0GLACCEXT) The example query is based on the financial statement version Commercial Balance Sheet (technical name INT), which serves as active display hierarchy of the free characteristic 0GLACCEXT (see important notes in section 2 Introduction of this document). Some nodes of this hierarchy will be used for the definition of basic balance sheet key figures within the rows of the query. 3. Columns Two reporting time intervals are compared in the columns of the query. Create a structure Time Frames in the columns part of the BEx Query Designer. Using the context menu of this structure, create 3 selections for the columns of the query. Details can be found in the next steps (3.1. to 3.3.).
- 7. - 5 - 3.1. Column Reporting Periods Use context menu of structure Time Frames to create new selection Reporting Periods. In field Description, choose text variable &0T_FPERF& and &0T_FPERT& to display the period interval boundaries at the column header. Make a selection for time characteristic Fiscal year/period (0FISCPER) and restrict this characteristic using the variable 0I_FPER (drag and drop variable 0I_FPER from the list of Characteristic Value Variables of 0FISCPER to the right side). 3.2. Column Comparison Periods Use context menu of structure Time Frames to create new selection Comparison Periods. In field Description, choose text variable &0T_FPERF& and &0T_FPERT& to display the period interval boundaries at the column header. Make a selection for time characteristic Fiscal year/period (0FISCPER) and restrict this characteristic using the variable 0I_FPER2 (drag and drop variable 0I_FPER2 from the list of Characteristic Value Variables of 0FISCPER to the right side).
- 8. - 6 - 3.3. Column Second Comparison Periods Use context menu of structure Time Frames to create new selection Second Comparison Periods. In field Description, choose text variable &0T_FPERF& and &0T_FPERT& to display the period interval boundaries at the column header. Make a selection for time characteristic Fiscal year/period (0FISCPER) and restrict this characteristic using the variable 0I_FPER3 (drag and drop variable 0I_FPER3 from the list of Characteristic Value Variables of 0FISCPER to the right side). The column Second Comparison Periods only serves as difference formation for the report cells calculated. Therefore, it should be hidden at query runtime. In the BEx Query Designer display the context menu of this column and choose function Properties. In the following Properties popup find the field Display Hide and choose the value Hide (Can be shown) from the drop- down box. 4. Rows (overview) The balance sheet key figures for the cash flow statement are calculated using the cell editor of the BEx Query Designer and drilled down in the report rows. Create a structure Key Figures in the rows part of the BEx Query Designer. Using the context menu of this structure, create a selection or a formula for each row of the query. Details can be found in the next steps (4.1. to 4.4.).
- 9. - 7 - 4.1. Basic balance sheet key figures Basic balance sheet key figures are defined by selections with regard of the characteristic Financial Statement Item (0GLACCEXT). One or several nodes of the hierarchy Commercial balance sheet (INT) are selected. Example Depreciation: Use context menu of structure Key Figures to create new selection Depreciation. Make a selection (drag and drop InfoObject 0GLACCEXT to the right side) for characteristic Financial Statement Item (0GLACCEXT). Use function restrict on the context menu of the InfoObject 0GLACCEXT to restrict this characteristic to node Depreciation (key 3070000) of the hierarchy Commercial balance sheet (INT). Other basic balance sheet key figures of the example query: • Result: node 0PLPROFIT • Reserves: node 2030000 • Inventory and Receivables from Deliveries and Services: nodes 1041000 and 1042000 • Payables from Deliveries and Services: node 2044000 The rows Reserves, Inventory and Receivables from Deliveries and Services, and Payables from Deliveries and Services only serve as difference formations for the report cells calculated. Therefore, they should be hidden at query runtime. In the BEx Query Designer display the context menu of these rows and choose function Properties. In the following Properties popup find the field Display Hide and choose the value Hide (Can be shown) from the drop-down box. Context menu of characteristic 0GLACCEXT Restrict
- 10. - 8 - 4.2. Differences of basic balance sheet key figures The rows corresponding to differences of basic balance sheet key figures have to be defined as placeholders. The values will be calculated using the BEx Query Designer cell editor. Example Changes to Inventories and Receivables: Use context menu of structure Key Figures to create a new formula Changes to Inventories and Receivables. Define the formula the following way: 0 * ‘Inventories and Receivables from Deliveries and Services’ The row Changes to Payables can be defined analogously. 4.3. Increase / decrease of basic balance sheet key figures The rows corresponding to increase / decrease of basic balance sheet key figures have to be defined as placeholders. The values will be calculated using the BEx Query Designer cell editor. Example Increase of Reserves: Use context menu of structure Key Figures to create a new formula Increase of Reserves. Define the formula the following way: 0 * 'Reserves' The row Decrease of Reserves can be defined analogously.
- 11. - 9 - 4.4. Totals Totals and subtotals are calculated using formulas. Use context menu of structure Key Figures to create a new formula Operating Cash Flow. Define the formula the following way: 'Result' + 'Depreciation' + 'Increase of Reserves' + 'Decrease of Reserves' + 'Changes to Inventories and Receivables' + 'Changes to Payables'
- 12. - 10 - BEx Query Designer: Cell Editor (using cell references and formulas) 5. Overview Start the BEx Query Designer cell editor by clicking the button Define Cells. A table will be shown, which is built up by the columns and rows defined durinf the previous steps (columns: reporting periods, rows: balance sheet key figures). Initially, the cells of the table are empty and have to be filled the way as depicted below. Left two columns of the cell editor: Right two columns of the cell editor 5.1. Cell References Using the context menu on a cell of the table above to define a cell reference via function New Cell Reference. After the definition of each cell reference give them an unique description (column name / row name), so that the cell references can be identified more easily. The description of a cell reference can be changed using the context menu via function Properties. In the table above, all cell references are marked by the following icon: Properties of cell reference Reporting Periods/Reserves:
- 13. - 11 - 5.2. Differences of basic balance sheet key figures In order to calculate changes of basic balance sheet key figures, use the function New Formula of the context menu of the corresponding table cell. The previously defined cell references are used as operands of the formulas. Again, give them an unique description (column name / row name), so that the formulas can be identified more easily. See examples on the right side. • For the column Reporting Periods, each formula calculates the difference: ‘Reporting Periods / <Row Key Figure>’ – ‘Comparison Periods / <Row Key Figure>’ • For the column Comparison Periods, each formula calculates the difference: ‘Comparison Periods / <Row Key Figure>’ – ‘Second Comparison Periods / <Row Key Figure>’ In the table above, all formulas are marked by the following icon: Formula Reporting Periods / Changes to Payables Formula Comparison Periods / Changes to Payables
- 14. - 12 - 5.3. Increase / decrease of basic balance sheet key figures In order to calculate increases / decreases of basic balance sheet key figures, use the function New Formula of the context menu of the corresponding table cell. The previously defined cell references are used as operands of the formulas. Again, give them an unique description (column name / row name), so that the formulas can be identified more easily. See examples on the right side. • For the column Reporting Periods, each formula calculates the difference: ‘Reporting Periods / <Row Key Figure>’ – ‘Comparison Periods / <Row Key Figure>’ • For the column Comparison Periods, each formula calculates the difference: ‘Comparison Periods / <Row Key Figure>’ – ‘Second Comparison Periods / <Row Key Figure>’ • For increases of balance sheet key figures, these differences are the operand of the mathematical function Maximum from 0 and Operand (MAX0). For decreases the mathematical function Minimum from 0 and Operand (MIN0) is used. In the table above, all formulas are marked by the following icon: Formula Reporting Periods / Increase of Reserves Formula Comparison Periods / Decrease of Reserves