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FastFactsFeature Presentation

August 28, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…

Exporting data from BW and R/3

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Today’s Presenter

Louis EckertSenior Financial Applications AnalystController’s Office, Johns Hopkins Health System

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Session Segments

PresentationLouis will review the steps to export and print from BW and ExcelDuring the presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. We will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Exporting Data from BW and R/3

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Agenda

Today, we’ll be covering:Session assumptionsExporting from BWPrinting from BWExporting from R/3Printing from R/3Questions & answers

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Assumptions

Participants have access to BW and/or R/3Participants have used BW and/or R/3 and understand basic navigation.

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Exporting from BW

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You can export to Excel in a variety of waysShow information in every cell instead of just one

Exporting from BW

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Start with your report and “right-click” on any key figure or characteristic on the screen

Exporting from BW

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The above pop-up menu will appear. You will then choose “Export As.”

Exporting from BW

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You will then have the two choices listed above.

Most people can use the “MS Excel 2000 File.” However, if your report is over 65,000 lines, you will need to use the CSV file.

Note: Opening the CSV file is a little complicated and will not be covered in today’s session.

Exporting from BW

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The above pop-up will appear when exporting. If exporting as an Excel 2000 file, click open (to open) or save (to save the

file).

Exporting from BW

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This pop-up will appear after you click open. You will then click “Yes.”

Exporting from BW

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The report will look like this when it opens in Excel.

Exporting from BW

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Another way to export is to choose “Printing” and then “Print to Excel”

Exporting from BW

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This pop-up will appear; click open (to open) or save (to save the file).

Exporting from BW

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Exporting from BW

This pop-up will appear after you click open. You will then click “Yes.”

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The report will look like this when it opens in Excel.

To avoid the problem where information only shows in one cell, do the following in the BW report.

Exporting from BW

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1. Right-click on an item that only appears once

Exporting from BW

After

Before

2. Choose “Show Repeated Texts”

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Notice all the cells have information so sorting and filtering is easier

Exporting from BW

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Printing from BW

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Printing from BW is pretty easy. Choose “Printing” from the menu bar.

Printing from BW

Choose the selection you want. From experience, Printing to Excel and then printing from Excel produces the best results.

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Top picture: printed from BW. Bottom picture: printed from Excel.

Printing from BW

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Exporting from SAP R/3

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Start with a transaction in SAP

Exporting from SAP R/3

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Two ways to export from R/3

Method 1-Choose “Document” from the Menu Bar.-Select “Export”-Three options will appear.

Exporting from SAP R/3

First two options: Word processing and Spreadsheet will export the data to MS Word or Excel.

Third option: Local File will require you to save the file. You will then have to open it from your desktop.

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This box will appear if you choose “Spreadsheet.”

You have two choices:Table - gives you an Excel spreadsheet with all information on the screen in its own cell without any empty columns.

Pivot table - will create a pivot table in Excel (Examples of each in the next two slides)

1. Make your selection then click the green check

Exporting from SAP R/3

2. This box will appear. Again click the green check

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Exporting from SAP R/3

Note the pop-up box if you go back to the R/3 report. Make sure to save this in Excel or you will lose this information.

This is an example of the table.

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Exporting from SAP R/3

Again, make sure to save this in Excel.

This is an example of the Pivot Table.

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Two ways to export from R/3

Method 2-Click the export icon.Note: This method only allows you to export to a local file.

Exporting from SAP R/3

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Exporting from SAP R/3If you export as a local file or click the export icon, this screen will pop-up.

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Exporting from SAP R/3Once you have chosen your format, this screen will appear. Save as you normally would in a Windows based application.

This will appear in the lower left hand corner once the save is successful.

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Exporting from SAP R/3

Excel

Two examples of the reports

Unconverted format

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Printing from SAP R/3

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Printing from SAP R/3There are two ways to print from SAP R/3.

The first produces a formatted report; the second is a screen capture.

To produce a formatted report you can either:

Use the Print icon

Go to “Document” on the menu bar and choose Print

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Printing from SAP R/3This screen will then appear.

This screen will allow you to print a file or choose another printer by using the drop-down menu next to “Windows printer”

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Printing from SAP R/3

This is an example of the formatted report.

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Printing from SAP R/3

To print a screen capture click this icon.

A drop-down menu will appear; choose “Hard Copy.” This will print a screen shot of what you see in R/3.

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Printing from SAP R/3

This is what the print out will look like.

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Conclusion

There are multiple ways to print and export information from R/3 and BW; while not every option is available on every screen there should be at least one.Keep in mind that by exporting to Excel, you can format and manipulate data, and you may find it easier than trying to do it in the actual applicationHopefully this session will help you create better looking reports while cutting down on the amount of time it takes to create the reports.

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Q&A

We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!