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Document Version: 2405–2024-05
Running Analytical Reports
SAP Ariba cloud solutions
© 2024 SAP SE or an SAP aliate company. All rights reserved.
THE BEST RUN
Content
Running Analytical Reports.......................................................4
Key Concepts About Running SAP Ariba Reports.......................................5
Reports......................................................................15
Running a Report............................................................... 16
Saving a Report................................................................ 16
Reference Information for Running Analytical Reports..................................... 17
Report Filtering and Navigation................................................... 19
Filtering a Report by Date Range.....................................................19
Filtering Report Data by Row or Column Fields on the Pivot Table............................. 20
Filtering Report Data by Page Fields in the Field Browser....................................21
Filtering Report Data by Detail Fields on the Pivot Table.................................... 21
Reference Information for Filtering Reports by Date Range..................................22
Report Search Filters...........................................................23
Creating a Report Search Filter..................................................... 24
Saving a Report Search Filter.......................................................25
Applying a Saved Search Filter to a Report............................................. 26
Editing a Saved Search Filter.......................................................26
Deleting a Saved Search Filter......................................................27
Reference Information for Report Search Filters..........................................27
Modication of Report Displays...................................................30
Switching Between Aggregate and Detail View in Reports...................................31
Displaying a Report as a Chart......................................................31
Setting Alerts in Reports..........................................................32
Switching Between Grid and Outline Pivot Layouts in Reports................................33
Reference Information for Displaying Reports as Charts....................................33
Report Scheduling.............................................................35
Running a Report in the Background or Editing a Background Report Schedule................... 36
Viewing, Downloading, or Deleting Stored Scheduled Report Results...........................37
Reports on Your Dashboard...................................................... 38
Adding the Current Report to Your Dashboard...........................................39
Adding a Saved Report to the Dashboard.............................................. 39
Export of Reports to Excel or CSV Files..............................................41
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Exporting the Current Contents of the Report Pivot Table to an Excel File........................41
Exporting the Current Contents of the Report Pivot Table to a CSV File......................... 43
Selecting Report Fields to Export to Excel or CSV Files During Export Conguration................45
Reference Information for Exporting Reports to Excel......................................45
Summarized Views of Reports.................................................... 47
Creating a Summarized View of a Report.............................................. 48
Site Conguration Options for Running Analytical Reports..............................49
Running Analytical Reports
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Running Analytical Reports
This guide is for SAP Ariba buyer users and describes how to run analytical reports, lter and drill down into data,
schedule reports to run in the background, and export reports for oine analysis.
This guide applies to:
• SAP Ariba Buying
• SAP Ariba Buying and Invoicing
• SAP Ariba Contract Invoicing
• SAP Ariba Contracts
• SAP Ariba Catalog
• SAP Ariba Invoice Management
• SAP Ariba Sourcing
• SAP Ariba Spend Analysis
• SAP Ariba Strategic Sourcing Suite
• SAP Ariba Supplier Information and Performance Management (classic architecture)
• SAP Ariba Supplier Information and Performance Management (new architecture)
• SAP Ariba Supplier Lifecycle and Performance
• SAP Ariba Supplier Risk
Related Guides
Creating Report Export Templates
Using Advanced Reporting Features
Reporting Fact Reference
Prepackaged Report Reference
Creating Compound Reports
Creating Analytical Reports
Procurement and Invoicing Reporting Basics
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Running Analytical Reports
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Reports
SAP Ariba’s analytical reports give you access to complex business information from multiple sources, such as
purchase orders, invoices, events, surveys, contracts, or requisitions. Reports display data from these sources on
a pivot table, which you can manipulate to see dierent scenarios for the data. Pivot tables allow you to lter, slice,
and drill down into the information as needed to see broad patterns and relationships, summary information, and
detail at the same time.
Facts, Dimensions, and Hierarchies
Reporting facts store the basic transactions you want to investigate when you run a report, such as invoices,
purchase orders, contracts, or events. When a transaction occurs, for example, an invoice is approved, the facts
aected by the transaction updates to reect the changes. Facts include all aspects of a transaction—IDs, dates,
amounts, suppliers, commodities, departments or cost centers, regions, and so forth. Each fact stores data for one
type of transaction.
Reporting dimensions store reference information for data that is shared across facts, such as commodities,
suppliers, departments or cost centers, regions, or the users in your company. Dimension data is typically updated
less frequently by an administrator at your company; it does not come from transactions.
SAP Ariba reporting allows you to run a report on the transactions in facts and use related dimension data to
examine various aspects of your company’s activity. The fact gives you all of the information about the individual
transactions. Dimension elds on the report give you access to all of the related dimension data. For example, a
report about the invoice fact could display the Company Name eld from the Supplier dimension, the City eld
from the Region dimension, the Commodity Type eld from the Commodity dimension, and the Department eld
from the Department dimension.
Many facts share the same dimension data. For example, if you have both an event and a contract with XYZ
Company, both event and contract facts use the supplier dimension to store detailed information about XYZ
Company. Dimensions can store data in dierent levels. Those levels are organized in a top-down structure called a
hierarchy, which progresses from general to specic information.
In a report, you can display a high-level summary using the top level of the hierarchy, or you can expand the report
view to display detailed information from the lower levels of the hierarchy. For example, you can see invoice data for
all of your Corporate departments or for divisions at lower levels within the Department hierarchy.
Within the Region dimension, there might be levels for the USA, Asia, and Europe and the Middle East, among
others. Within Europe, there might be levels for the UK, France, Belgium, and the Czech Republic, among others.
When you work with these hierarchy levels in reports, the levels are referred to as L1, L2, L3, and so forth.
A dimension can have more than one hierarchy. For example, a Time dimension can be divided into two hierarchies:
Calendar and Fiscal. Each of these hierarchies can contain multiple levels. For example, the Calendar hierarchy
could contain one level for calendar year, another level for calendar quarter, and others. The Fiscal hierarchy could
contain one level for scal year, another level for scal quarter, and others.
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Measures
Each fact includes a number of pre-dened calculated elds called measures. Measures contain numerical data
values such as the number of lines in invoices, the lead bid amounts from events, the count of contract workspaces,
or the maximum and minimum unit prices in purchase orders. Reports can display subtotal and total information
from measures and roll detailed numbers up into aggregates.
Measures can be numerical data, calculations from computed elds, or aggregations of numerical data. If you have
permission to create analytical reports, you can create user-dened elds (also called computed elds or derived
measures) to create custom measures with calculations based on other measures. Measures are always values
that can be calculated, such as invoice amounts number of bids submitted contract amounts invoice amounts;
reports also show data such as suppliers, but since the name of a supplier is not a value that can be calculated, it is
not a measure.
Data Cubes on the Report Pivot Table
A traditional spreadsheet or relational database shows a two-dimensional view of business data with data cells
arranged in rows and columns. For example, the following spreadsheet shows a two-dimensional view of business
information: purchases (measure) by geography over time (dimensions):
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SAP Ariba reports can show several dimensions and data elds at once, and those dimensions and data elds
can be represented by a cube. Each dimension forms a side of the cube.The following cube represents three
dimensions: commodities, region, and date:
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Slicing through the cube focuses analysis on specics, such as data for the year 2006. In the following
representation, the blue slice represents purchases for three commodities in all regions for the year 2006:
Dicing focuses on one cell of the cube: for example, what was the purchase gure for desks in the northern region
for 2006?
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Any dimension in a cube can be represented by a page eld, row eld, or column eld on a spreadsheet.
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For example, you can create a spreadsheet with Supplier as the page eld, Date the column eld, and Commodity
the row eld. The data elds provide the values for the commodities by time and supplier
The page elds act as lters on the other elds. For example, if you make Supplier a page eld, the report can show
the row and column data for all suppliers, or for just one supplier. Column elds correspond to the columns in a
traditional spreadsheet. Row elds correspond to the rows in a traditional spreadsheet.
By shifting or rotating the dimensions, you can manipulate the pivot table to reveal new views of the data.
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You can change the perspective from “commodities purchased over time by supplier” to “commodities purchased
by supplier for a specic time period.”
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Pivot Table Overview
You use row elds, column elds, page elds, detail elds, and data elds to examine dierent aspects of report
data. Your ability to use elds on a pivot table is determined by the kind of report you are viewing and the Ariba
Spend Management solution your company has purchased.
You can use the following methods to manipulate data on the pivot table.
Drilling Down
Drilling down lets you navigate from a summarized value down through dierent levels of data down to the most
detailed data, narrowing down your view of the data to a smaller focus. For example, if you drill down into gures
for the Americas by one level, the report shows data only for the Americas. You can then drill down further into
departments for a single region in the Americas.
Rolling Up
Rolling up summarizes (or aggregates) the data by climbing up the hierarchy, showing you the big picture. For
example, rolling up a date hierarchy could roll up from month, to quarter, to year, aggregating monthly values into
quarterly totals and quarterly values into yearly totals.
Slicing
Slicing cuts through a data cube, through a series of drilling down and rotating operations, so that you can focus on
a specic perspective. For example, you might want to analyze commodity data for only one quarter or supplier.
Dicing
Dicing narrows the data down to one data point. For example, you can nd out how many invoices generated by a
single unit of your company from a single supplier are in the reconciliation process and whose reconciliations have
been approved.
Dicing is most useful when you are working in aggregate view, with summary totals of invoice, purchase order,
contract, or travel and expense data.
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Pivoting
Pivoting, or rotating, the pivot table, allows you to swap rows, columns, and page elds to rearrange the data cube.
You can quickly switch from a report showing spend on copier paper for North America by month, to showing
spend in North America for all oce supplies for the last two years.
Expanding and Collapsing
Expanding a eld shows several levels in a hierarchy at once. For example, you can show years, quarters, and
months on a report at the same time. Collapsing rolls up to a higher level in a hierarchy, such as from months to a
year.
You must have permission to run reports. In SAP Ariba Procurement solutions, your view of the data depends on
your role.
SAP Ariba Sourcing Basic solutions allow users to run reports but not to create, edit, or save them.
In solutions that include SAP Ariba Sourcing, SAP Ariba Contracts, Ariba Supplier Information Management, or
SAP Ariba Supplier Information and Performance Management and do not use reporting data access control, users
can see all project data in reports without restriction.
In solutions that include SAP Ariba Sourcing, SAP Ariba Contracts, Ariba Supplier Information Management, or
SAP Ariba Supplier Information and Performance Management and do use reporting data access control, users
who are members of the Full Reporting Access Authorized group can see all project data regardless of project team
membership. Users who are not in the Full Reporting Access Authorized group can only see data in reports for the
projects to which they have access based on project team membership.
In SAP Ariba strategic sourcing solutions members of the Analyst global user group are limited in the way they can
use reports. They can:
• Run reports, including prepackaged and public reports, but not create, edit, or save reports.
• Drag and drop row and column elds on the pivot table to move them around, but not lter or drill down on
elds and values. Analyst users do not see the Field Browser at all.
• Export reports to Excel or CSV les but not congure export or export for data enrichment.
• Schedule reports to run in the background and run scheduled reports but not edit or save them.
• Add existing reports to the dashboard but not edit or save them.
Related Information
Reports [page 15]
Report Filtering and Navigation [page 19]
Report Search Filters [page 23]
Modication of Report Displays [page 30]
Report Scheduling [page 35]
Reports on Your Dashboard [page 38]
Exporting the Current Contents of the Report Pivot Table to an Excel File [page 41]
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Reports
You run reports to analyze activity in your SAP Ariba solution.
The types of reports you run, and the data you use, depend on the following factors:
• Your company’s SAP Ariba solution package. Depending on the features available in your SAP Ariba
solution package, you might run reports on sourcing events, contracts, invoices, purchase orders, requisitions,
suppliers, Supplier Performance Management projects, and so forth.
• Your roles and responsibilities. Depending on your roles and responsibilities at your company, you might
run reports to monitor your own activity, the activity of other users in your approval ow, or to analyze
company-wide activity. SAP Ariba Procurement solutions users with the Reporting Manager role run reports on
all of the activity for users in their approval ow. SAP Ariba Spend Analysis business analysts run reports on the
entire company’s spend.
SAP Ariba prepackaged reports are available in the Prepackaged Reports folder. Reports that you have saved for
your own use are available in your Personal Workspace folder, which is only visible to you. Reports that you and
other users have made public are available in the Public Reports folder, which is visible to all users who can run
reports. Reports in the Public Reports folder can be edited by any user who can save reports.
Prerequisites
You must have permission to work with specic solution functionality in order to see the prepackaged reports for
that solution, or to see the public reports based on facts for that solution. For example, if your company’s SAP Ariba
solution includes both SAP Ariba Spend Analysis and SAP Ariba Contracts, but you only have permission to work
with contracts, you do not see SAP Ariba Spend Analysis reports. See Key Concepts About Running SAP Ariba
Reports [page 5].
Restrictions
Some users do not have permission to save reports. Some users who can save reports do not have permission to
save them to the Public Reports folder.
Helpful Hints
You can mouse over any report in a folder to see a description of that report.
Running a Report [page 16]
Saving a Report [page 16]
Reference Information for Running Analytical Reports [page 17]
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Running a Report
Use this procedure to run a report.
Procedure
1. Perform one of the following actions:
• To run one of SAP Ariba’s prepackaged reports, on the dashboard, click Manage Prepackaged
Reports . Prepackaged reports are organized into folders based on features.
• To run a report you have saved, on on the dashboard, click
Manage Personal Workspace . Click the
expand arrow by a folder to see the reports available in that folder.
• To run a report that someone else in your company has created and saved for public use, on the
dashboard, click
Manage Public Reports . Click the expand arrow by a folder to see the prepackaged
reports available in that folder. Public reports are organized by the users who save reports there.
2. Click on a report and select Open.
3. Click View Report.
Next Steps
• Filtering and Navigating Report Data [page 19]
• Filtering Report Data Using Search Filters [page 23]
• Modifying How Your Report Displays Data [page 30]
Saving a Report
Use this procedure to save a report to a folder.
Procedure
1. On the report’s pivot table, click Save.
2. If prompted, select Save to save your edits to the report under its current name, or click Save As to save the
edited report under a dierent name.
3. If you are saving the report under a new name, enter it in the Report Name eld.
4. If you are saving changes to a report that is on your dashboard, select Update dashboard to use this version.
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5. Select the folder where you want to save the report from the Current Project pull-down menu:
• To save a report to your Personal Workspace, select Personal Workspace.
• To save a report to the Public Reports folder, select Public Reports. You do not see this option unless you
have permission to publish reports.
• If you do not see your destination folder on the Current Project pull-down menu, select Other.
6. Navigate to the folder where you want to click the report, select it, and click Save.
Reference Information for Running Analytical
Reports
Information about dierent eld menus you can use to navigate through and manipulate data in SAP Ariba reports.
Pivot Table Quick Reference
Data menus You use data menus to modify the display of the data for the measures in the report.
In prepackaged reports, data menus are simply labeled “Data”. In custom reports,
there is a data menu for each data eld used to create the report.
Move Field: display the eld’s data before or after the data of other elds on the
pivot table
Edit in Wizard: edit the hierarchies displayed in the report for the data eld.
Show: switch between detail and aggregate views for all of the data on the pivot
table.
Page eld menus
You use page eld menus to manipulate the eld’s data on the pivot table.
Select Level, Values: lter the report by specic hierarchy values, or apply a saved
search lter.
Select Starting Level: select the hierarchy level for which you want to see report
data.
Show Field On: display page eld data on the pivot table as rows or columns, or
move it back to the Page tab of the Field Browser, which removes it from the pivot
table.
Show Fields: toggle between an expanded and collapsed view of the page eld menu
on the Page tab of the Field Browser.
Column eld menus
You use column eld menus to manipulate the data in columns on the pivot table.
Drill Down By: drill down into the column’s hierarchy (the choice displayed in bold),
or drill down into a dierent dimension using data from the column as a starting
point.
Show/Hide: hide the column to remove extraneous data from view, or show a previ-
ously hidden column.
Sort This Column: sort column data in ascending or descending order.
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Pivot Table Quick Reference
Column heading menus You use column heading menus to modify the display of data in columns.
Show Total/Variance: display totals for the column eld as totals or as variance,
such as the dierence between subtotals for two accounting years.
Field Settings: set alerts on column elds, or modify display options such as Others
bucketing, showing or hiding total columns, and showing or hiding subtotal rows.
Row eld menus
You use row eld menus to manipulate the data in rows on the pivot table.
Drill Down By: drill down into the row’s hierarchy, or drill down into a dierent
dimension using the row as a starting point.
Show/Hide: hide the row to remove extraneous data from view, or show a previously
hidden row.
Data eld menus
You use data eld menus to examine specic data values on the pivot table.
Drill Down By: drill down into the data value’s hierarchy, or drill down into a dierent
dimension using the data value as a starting point.
Show Detail View: show the detail view for the data value to examine individual
pieces of data.
Detail eld menus
You use detail eld menus to manipulate detail eld data, which is displayed on
column rows on the pivot table in detail view.
Expand Next Level: expand the currently displayed detail eld to the next level of the
hierarchy.
Select Level, Values: drill down into specic levels of the hierarchy.
Sort Row Fields: Sort rows in the detail eld column in ascending or descending
order.
Move Field: display the eld’s data to the left or right of the adjacent columns on the
pivot table.
Show Field On: display detail eld data on the pivot table as plain columns, move it
back to the Page tab of the Field Browser, which removes it from the pivot table, or
remove it from the report entirely.
Field browser
You use the Field Browser to lter and drill down on page elds.
Each page eld in the Field Browser has its own page eld menu. You can also
examine and select levels and values in the page eld hierarchy in the Field Browser
by clicking the arrow on the left side of the page eld menu.
If the Field Browser is hidden, the report shows page elds across the top of the
report.
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Report Filtering and Navigation
Filter data to quickly locate the information you need.
You can lter data a number of dierent ways in SAP Ariba reports. This exibility allows you to quickly locate the
data you need. Filtering and navigating options include:
• Filtering by date range to show data for a specic xed set of dates or a relative date range. With relative date
ranges, the report automatically updates with new data in the most recent time periods whenever you open it.
• Filtering by row or column elds to constrain the report’s data by hierarchy levels or specic values in row and
column elds on the pivot table.
• Filtering by page elds to constrain the report’s data by hierarchy levels or specic values in page elds on the
Field Browser.
• Filtering by detail elds to constrain the report’s data by specic values in detail elds on the pivot table.
Prerequisites
You must have permission to run reports in order to lter and navigate through report data. In SAP Ariba strategic
sourcing solutions, members of the Analyst global user group cannot lter data on the report pivot table.
Filtering a Report by Date Range [page 19]
Filtering Report Data by Row or Column Fields on the Pivot Table [page 20]
Filtering Report Data by Page Fields in the Field Browser [page 21]
Filtering Report Data by Detail Fields on the Pivot Table [page 21]
Reference Information for Filtering Reports by Date Range [page 22]
Filtering a Report by Date Range
Use this procedure to lter the data for a report by a range of dates.
Procedure
1. Run the report. Most reports display the Rene Data page before opening. If you have permission to create
reports, you can also access the page by clicking Edit on the report pivot table.
2. On the Rene Data page, specify a range of dates:
• Select Relative date range to see data that is updated every time you run the report as the date range
changes relative to the current date. Select the time periods you want to use (months, quarters, or years)
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from the Time Period pull-down menu and select the number of most recent and future time periods to
use in the lter. If you want the date range to end at the last full month, quarter, or year, deselect Include
current partial year/quarter/month. Otherwise, the report includes data up to the current day.
• Select Fixed date range to lter by a specic date range and enter dates or use the calendar icon to dene
the range. If your xed date range ends in the past, the data in the report does not change much. Selecting
Automatically adjust the range to include complete months automatically extends your date range to
the full start and end months and improves report performance.
3. To lter even more precisely by date, particularly if your report includes more than one date eld, select
Advanced Options. See Advanced Options for Date Range Filters [page 22] for details.
4. Click either View Report (if you are running the report) or Done (if you are editing it) to apply the date lter to
the report.
Results
The report constrains the data set to the specied date range. The date range lter appears as a breadcrumb in the
Applied Filters area of the pivot table.
Filtering Report Data by Row or Column Fields on the
Pivot Table
Use this procedure to lter report data by row or column elds.
Procedure
1. On the report pivot table, click the menu for the row or column eld you want to lter by and, under Select
Level, Values, select a hierarchy level and value.
The eld menu only lists the rst few values in the hierarchy. To search through the full list of values, select
Select Others and create a search lter as described in Report Search Filters [page 23].
2. To return to a view of the data for the entire hierarchy, click the eld menu and select Select Level, Values:
(All).
Results
The report constrains the data set to the specied row or column hierarchy eld levels and values. The lter
appears as a breadcrumb in the Applied Filters area of the pivot table.
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Report Filtering and Navigation
Filtering Report Data by Page Fields in the Field
Browser
Use this procedure to lter report data by page elds.
Procedure
1. In the Field Browser on the report pivot table, click the arrow to the left of the eld name to expand the full list
of values in the next level of the page eld hierarchy.
2. Click the value you want to use to lter data.
3. To return to a view of the data for the entire page eld hierarchy, click the right side of the page eld menu in
the Field Browser and select Select Level, Values: (All) from the pull-down menu.
Results
The report constrains the data set to the specied row or column hierarchy eld levels and values. The lter
appears as a breadcrumb in the Applied Filters area of the pivot table.
Filtering Report Data by Detail Fields on the Pivot
Table
Use this procedure to lter report data by detail elds.
Procedure
1. On the report pivot table, click the column heading for the detail eld you want to lter by and, under Select
Level, Values:, select a value.
The eld menu only lists the rst few values in the hierarchy. To search through the full list of values, select
Select Others and create a search lter as described in Report Search Filters [page 23].
2. To return to a view of the data for the entire hierarchy, click the eld menu and select Select Level, Values:
(All).
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Results
The report constrains the data set to the specied row or column hierarchy eld levels and values. The lter
appears as a breadcrumb in the Applied Filters area of the pivot table.
Reference Information for Filtering Reports by Date
Range
Information about advanced options for date range lters.
Advanced Options for Date Range Filters
The advanced options available to you depend on the underlying fact or facts in the report you are working with.
Use This Option...
To...
Rene data using Select a date hierarchy from the Rene data using pull-down menu. The options on this
menu include:
• Other date elds in the underlying fact which might or might not be in the current
report. Selecting a date eld adds it to the report if it is not already present.
• Two date elds spanning the above range. This option lters the report using two
date elds. The report includes all data across the range from the rst date in Date
Field 1 to the last date in Date Field 2. In some cases, this option can add a lot of data
to a report. For example, if you are ltering an invoice report using Ordered Date as
the start date and Invoiced Date as the end date, the report includes all of the invoices
in the gap between ordering and invoicing.
• Two date elds within the above range. This option lters the report using two date
elds. The report includes all data within the range from the rst date in Date Field
1 to the last date in Date Field 2. In some cases, this option can limit the data in a
report. For example, if you are ltering an invoice report using Ordered Date as the
start date and Invoiced Date as the end date, the report does not include any invoices
with ordered dates before the last specied invoice date, even if the ordered date ts
in the date range.
Date type
Select Calendar or Fiscal date type.
Include data with dates not set
(unclassied)
Select this option to include all data in the report, including data with no associated dates.
By default, reports only show data with associated dates.
Rene Selection Further Select this option to lter the date eld by specic values. This option is only available for
some date hierarchies. The options on this menu include:
• Others. This option allows you to create a search lter. For some date elds, you can
specify values at specic levels of the hierarchy, such as Month, Quarter, or Year.
• Saved Search Filter. This option allows you to apply a saved search lter created by
you or another user to the report.
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Report Search Filters
To lter data by complex combinations of values, create search lters.
To lter reports by specic hierarchy eld values, you can perform searches for those values and create search
lters that either include or exclude them from the report. Search lters can include complex combinations of
values.
When you use a search lter on a report, the lter only applies to data in the report’s current view. For example,
if you have drilled down to a supplier and apply a search lter for commodity values, the report only displays data
for that specic set of commodities for that supplier. It does not return results for other suppliers for that set of
commodities.
You construct searches using characters (such as manufacturer), combined in some cases with operators (such
as contains or equals) and wildcards. Some elds do not support searching using operators or wildcards. For
details on valid characters, operators, and wildcards, as well as other search options, see Reference Information for
Report Search Filters [page 27].
Some hierarchy elds allow you to search on multiple elds in the dimension at the same time. For example, you
can search for suppliers by supplier name and ID to perform a more targeted search.
Once you have created a search lter, you can either use it once or save it to use again and share with other users.
Saved search lters are associated with the hierarchy eld rather than the report, so they are available in any report
that uses that eld as a page, row, or column eld. You can only edit or delete the search lters you have saved.
Saved lters are copied into individual reports, not dynamically referenced. This prevents reports from picking up
inadvertent changes (for example, if you delete the lter, the report can still run). As a result, when you modify a
saved search lter, if you want the modications to apply to existing reports that previously used that lter, you
must re-save each desired report with the modied lter.
Prerequisites
You must have permission to run reports in order to use search lters. In SAP Ariba strategic sourcing solutions,
members of the Analyst global user group cannot use search lters.
Restrictions
Search lters have the following restrictions:
• Search lters display results for the rst 5,000 returned values.
• You can only apply one saved search lter to a report at a time.
• When you lter dates on a report, if there are calendar widgets or a dropdown containing lter operators such
as equals or is between. you can't lter to nd unclassied dates. As a workaround, to nd unclassied dates,
choose the Month or Quarter dimension, which do not have these controls, and type "unclassied" in the
Search Criteria box.
Running Analytical Reports
Report Search Filters
PUBLIC 23
Creating a Report Search Filter [page 24]
Saving a Report Search Filter [page 25]
Applying a Saved Search Filter to a Report [page 26]
Editing a Saved Search Filter [page 26]
Deleting a Saved Search Filter [page 27]
Reference Information for Report Search Filters [page 27]
Creating a Report Search Filter
Use this procedure to create a report search lter.
Procedure
1. On the report pivot table or in the Field Browser, click a eld menu and select Select Level, Values Select
Others .
2. If the hierarchy eld in which you are searching allows search operators, select an operator.
3. Perform one of the following actions:
• Enter search characters in the search text eld.
• Click +, paste or enter new line-separated values in the expanded search eld, and click OK. When you click
OK, the values you entered are converted into comma-separated values in the search eld.
4. Optional: Click Search Options and select or deselect Search Across Levels to use the same search criteria
across all hierarchy levels or narrow your search to specic levels. If you are searching specic levels, select
operators and enter characters for those levels. See "Reference Information for Report Search Filters" [page
27] for more information.
5. Optional: Click Search Options, select an additional eld from the pull-down menu, and enter search criteria
for that eld.
6. Click Search.
7. Select the values you want to use in the lter from the list of search results on the Search tab.
8. Click Include to lter the report by the selected values, or Exclude to lter the report by all values except the
selected values. Your search lter can include some values and exclude others at the same time.
When you select values to include or exclude, they appear on the Included Items and Excluded Items tabs.
Click those tabs to remove values from the search lter. You can also click Reset on the Search tab to clear the
results of your current search.
9. Continue entering search terms and adding included or excluded values to the search lter until it contains all
of the values you want to use.
10. Click OK to apply the search lter to the report without saving it. To save it, see Saving a Report Search Filter
[page 25].
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Running Analytical Reports
Report Search Filters
Results
The search lter is applied to your current report. The eld menu for the hierarchy eld and the breadcrumbs in the
Applied Filters area of the pivot table show the lter.
Saving a Report Search Filter
Use this procedure to save a report search lter.
Procedure
1. Create a report search lter. See Creating a Report Search Filter [page 24].
2. Click Save.
3. Select Save As.
4. Enter a descriptive name of up to 255 characters for the search lter. Ariba recommends that you keep the
name relatively short so that it displays well on the Search Options menu.
5. Optional: Enter a description for the search lter.
6. To allow other users to use the saved search lter in reports that include the same hierarchy eld, select Make
search lter public.
7. Click Save.
8. Click OK to apply the search lter to the current report.
Results
The saved search appears on a list of available search lters you can select on the eld menu for the hierarchy eld
in any report. If you have made the search lter public, other users can also select it from that menu.
Running Analytical Reports
Report Search Filters
PUBLIC 25
Applying a Saved Search Filter to a Report
Use this procedure to apply a saved search lter to a report.
Procedure
1. On the report pivot table, click the row, column, or page eld you want to lter and select Select Level,
Values
Select Search Filter .
2. Select the search lter you want to use from the list of available lters and click Select.
Results
The search lter is applied to your current report. The eld menu for the hierarchy eld and the breadcrumbs in the
Applied Filters area of the pivot table show the lter.
Editing a Saved Search Filter
Use this procedure to edit a saved search lter.
Procedure
1. On the report pivot table or in the Field Browser, click the hierarchy eld menu associated with the saved
search and select Select Level, Values Select Others .
2. On the Search tab, click Search Options and select the saved search lter you want to edit from the pull-down
menu.
3. Modify the search by adding values to or removing them from the Included Items and Excluded Items tabs as
described in Creating a Report Search Filter [page 24].
4. Select Save to save the edits to the current search lter, or select Save As to save the edited search lter under
a new name.
5. Optional: Modify the search lter’s description.
6. Click Save.
7. Click OK to apply the edited search lter to the current report.
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Running Analytical Reports
Report Search Filters
Deleting a Saved Search Filter
Use this procedure to delete a saved search lter.
Procedure
1. On the dashboard, click
Manage Report Search Filters .
2. Click the saved search lter you want to delete and select Delete.
3. Click Done.
Reference Information for Report Search Filters
Information about search characters, operators, and wildcards that can be used in report search lters.
Search Characters
You can search for any valid text characters, such as letters or numbers, in any combination. When you enter
characters in the search eld, keep in mind the following:
• Searches are not case sensitive, so if you enter the letter a in the search eld, the search will return values that
include both “a” and “A”.
• If your search term includes a character that is also used as a search wildcard, you can escape it by entering a
backslashes (“\”) in front of it. For example, to search for a supplier named “My_Supplier,” enter My\_Supplier
in the search eld.
• You can enter multiple combinations of characters separated by commas (“,”) in the search text eld. For
example, if you search for a supplier using the contains operator and enter Inc, Inc. in the search eld, the
search will return values that include both “Inc” and “Inc.”
Since this eld recognizes commas as separators, if your search characters include commas, you must escape
them by entering a backslash (“\”) in front of them as you would for a wildcard. For example, to search for a
supplier named “Supplier, Inc.”, enter Supplier\, Inc.
• You can enter multiple combinations of characters on new lines in the multiple value search eld, which you
open by clicking the + to the right of the search eld. For example, if you search for a supplier using the
contains operator and enter the following in the multiple value search eld:
Inc
Inc.
The search returns values that include both “Inc” and “Inc.”
Running Analytical Reports
Report Search Filters
PUBLIC 27
Search Operators
The operators that are available in your search depend on the data type (string text, number, and so forth) of the
data in the hierarchy eld you are searching. Values for IDs such as supplier IDs and for codes such as UNSPSC or
commodity codes are text strings, not numbers. You can use the following operators to perform searches:
Use This Operator...
To Search For...
begins with Any string text values that begin with the characters you specify. String text values are
values like supplier or commodity names. For example, you can use the begins with
operator to search for all suppliers that begin with the letter “A” or the word “Acme.”
is between Any number or date values between sets of characters you specify. For example, you can
use the is between operator to search for all years between 2010 and 2012, or for all dates
between 1/1/2010 and 12/31/2012.
contains Any string text values that contain the characters you specify. String text values are values
like supplier or commodity names. For example, you can use the contains operator to
search for all suppliers with names that contain the text “micro.”
either Any Boolean value that is set to Yes for either of the sets of characters you specify. Boolean
values are yes/no values, and the either operator is the equivalent of logical OR (||). For
example, you can use the either operator to search for all suppliers that are either Minority
Owned or Woman Owned.
is greater than
Any number values that are greater than the number you specify. Number values are
values like years. For example, you can use the greater than operator to search for all years
greater than 2005.
ends with Any string text values that end with the characters you specify. String text values are
values like supplier or commodity names. For example, you can use the ends with operator
to search for all suppliers with names that end with the letter “b” or the word “Inc.”
equals Any string text, number, or date value that exactly equals the characters you specify.
String text values are values like supplier or commodity names, while number values
are values like years. For example, you can use the equals operator to search for exact
matches to “Acme Company, Inc,” the year “2011,” or the date “5/17/2011.”
is less than
Any number values that are less than the number you specify. Number values are values
like years. For example, you can use the less than operator to search for all years less than
2012.
no Any Boolean value that is set to No for the characters you specify. Boolean values are
yes/no values. For example, you can use the no operator to search for all suppliers that are
not Minority Owned.
yes Any Boolean value that is set to Yes for the characters you specify. Boolean values are
yes/no values. For example, you can use the yes operator to search for all suppliers that
are Minority Owned.
28 PUBLIC
Running Analytical Reports
Report Search Filters
Wildcards
You can use the following wildcard characters to perform searches for string text values using the contains
operator:
Use This Wildcard...
To Match...
% (percentage sign) The characters you enter to a hierarchy eld value of any length. For example,
if you search a commodity hierarchy using the contains operator and enter
%building%construction% in the search eld, the search returns all commodities
that include the words “building” and “construction” in that order, such as “Building
and construction maintenance services” and “Building construction management.”
_ (underscore)
The characters you enter to a hierarchy eld value to within a single character. For
example, if you search the Supplier ID eld of a supplier hierarchy using the contains
operator and enter 487645_ in the search eld, the search returns all supplier IDs that
start with 487645 and end with a single other character, including 4876451, 4876452,
and so forth.
Search Options
The Search Options menu on the Search tab includes the following options:
Use This Option
To...
Add Search Field Include additional elds in your search. This option is only available for some hierarchy
elds, and allows you to narrow your search by using criteria such as IDs in addition to
names.
Search Across Levels For the following hierarchy elds, searches include only the current level of the hierar-
chy by default:
• UNSPSC
• Ariba Classication Taxonomy
• Commodity
• Region
• Department or Cost Center
• User (Management)
• Parent Agreement
• Purchasing Unit
For all other hierarchy elds, searches include all levels by default; for example, a
search in Commodity for apparel returns results in all four levels of the Commod-
ity hierarchy. Use the Search Across Levels option to change the default behavior
of the search.
All SAP Ariba prepackaged reports use the default setting. However, any reports
saved or created by users in your organization can be parameterized to use
non-default settings. For more information on parameterized reports, see Initial
Filters on Reports.
Running Analytical Reports
Report Search Filters
PUBLIC 29
Modication of Report Displays
Modify displays in reports to make data most accessible.
SAP Ariba reports have a number of settings that allow you to control how you display data. You can:
• Use Aggregate and Detail Views to switch between displaying the data in your report using column, row,
and page elds with rolled-up (aggregate) subtotals and totals, or using detail elds to show line-level data.
Aggregate View shows overall trends in data and allows you to drill down into dierent levels of the hierarchies
to examine trends in specic areas. In Aggregate View, the individual pieces of data that make up a report,
such as individual invoice split lines, are aggregated together into hierarchies to show meaningful trends.
Individual dates in Detail View are grouped into Month, Quarter, and Year levels in a date hierarchy; individual
parts are grouped into levels in a commodity hierarchy; and so forth. Detail View allows you to see individual
transactions, such as all of the invoices for a specic supplier. An SAP Ariba report might use Detail View or
Aggregate View as the default view, depending on the purpose of the report and the kind of data it displays.
• Display report data visually in a chart.
• Set alerts to highlight data that meets specic criteria with red, yellow, and green color codes. You can set
alerts on any measure or column heading that contains totals. Alerts are triggered by changes to the data on
the report pivot table, including running the report, ltering it, and navigating to previous report views using
breadcrumbs.
• Display report data in a pivot outline or a pivot grid layout. The pivot grid layout displays report data with
grid lines to provide a clearer connection between individual rows and their subtotals and totals by displaying
each hierarchy and level as a separate column and dividing dierent sections of the table with lines in a
more spreadsheet-like layout. It is useful for detail-level reports that have numerous row elds or that display
multiple hierarchy levels on rows or columns. The pivot outline displays nested rows without dividing lines and
is useful for showing the hierarchical relationships between dierent rows of the report and looking at high-level
or aggregate values. Reports in Detail View only use the pivot grid layout, while reports in Aggregate View use
the pivot outline layout by default but can also display data in a pivot grid.
Prerequisites
You must have permission to run reports in order to modify how those reports display data. In SAP Ariba strategic
sourcing solutions, members of the Analyst global user group can modify how reports display but cannot save
those changes.
Restrictions
Report charts cannot display data for more than two measures. There are additional limitations on the number of
elds they can display, depending on the chart type. See Reference Information for Displaying Reports as Charts
[page 33] for details.
Switching Between Aggregate and Detail View in Reports [page 31]
Displaying a Report as a Chart [page 31]
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Running Analytical Reports
Modication of Report Displays
Setting Alerts in Reports [page 32]
Switching Between Grid and Outline Pivot Layouts in Reports [page 33]
Reference Information for Displaying Reports as Charts [page 33]
Switching Between Aggregate and Detail View in
Reports
Use this procedure to switch between displaying the data in your report in aggregate or detail view.
Procedure
1. Open the report you want to examine.
2. Switch from one view to the other:
• For a report in Aggregate View, click the Data menu and select Show Detail View .
• For a report in Detail View, click Detail View and select Show Aggregate View .
Displaying a Report as a Chart
Use this procedure to display a report as a chart.
Procedure
1. On the report pivot table, click the Chart tab.
2. Select the chart type from the Type pull-down menu. See Chart Types [page 33] for details.
3. Optional: Specify the number of items listed in the legend under the chart in the Legend Length eld and click
Refresh.
4. Optional: Click More Chart Options and select additional options for chart display. See Chart Options [page
34] for details.
5. Optional: Click Add to Dashboard to add the chart to the Home tab of your SAP Ariba solution dashboard. You
can move it to a dierent tab from there.
Running Analytical Reports
Modication of Report Displays
PUBLIC 31
Setting Alerts in Reports
Use this procedure to enable alerts in reports.
Procedure
1. On the report pivot table, click the Data menu (for reports with one measure eld) or a measure column
heading menu (for reports with more than one measure eld) and select Field Settings.
2. On the Dene Data Field page, click the Alerts tab.
3. Select Enable Alerts.
4. Specify the alert condition by selecting an operator (<, <=, >, >= from the For values pull-down menu.
5. Dene the alert:
• To dene an alert based on a numerical value, enter the numerical value that triggers the alert.
• To dene an alert based on another measure eld in the underlying reporting fact, select
Numerical
Value Dene Alert Using Measure , then choose the measure eld from the pull-down menu.
6. Select the color of the alert highlight from the Color pull-down menu.
7. Optional: Enter a notication message to associate with the alert. Notication messages display when you
hover your mouse over the solid area of the alert surrounding a eld on the pivot table.
8. Specify additional conditions by clicking Add new condition and repeating the previous steps. To delete an
already set condition, click the X to its left.
9. Select pivot table options for highlighting grand total rows, all rows besides grand totals, or detail elds.
10. Click OK to save the alert and return to the report pivot table.
Results
The report now displays the alerts you dened to visually highlight data.
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Modication of Report Displays
Switching Between Grid and Outline Pivot Layouts in
Reports
Use this procedure to choose pivot outline or pivot grid layout for a report.
Procedure
1. Open the report you want to examine.
2. Switch from one layout to the other:
• In the pivot outline layout, in the Display Options area of the report pivot table, select
Pivot Outline
Pivot Grid .
• In the pivot grid layout, in the Display Options area of the report pivot table, select Pivot Grid Pivot
Outline
.
Reference Information for Displaying Reports as
Charts
Information about dierent chart types and chart options for displaying reports.
Chart Types
Type
Description
Pie Displays data as proportional sections of a circle; can only display data for one measure.
Donut Displays data as proportional sections of a hollow circle; can only display data for one measure.
Bar Displays data as proportional horizontal bars; can display data for two measures.
Column Displays data as proportional vertical columns; can display data for two measures.
Line Displays data as a line; can display data for two measures.
Area Displays data as proportional areas below a line; can display data for two measures.
Combination Displays data for two measures using two dierent overlaid chart types on the same chart.
Running Analytical Reports
Modication of Report Displays
PUBLIC 33
Chart Options
Type Options
Visual
• 2D
• 3D
Visual options are only available for Pie, Donut, Column, and Combination charts.
Data Label
• Percentage labels chart data as percentages of the report total. It is only available for Pie and
Donut charts.
• Data labels chart data with report values.
• None shows no labels for data on the chart.
Data Label options are available for all chart types.
Data Grouping
• Stacked groupings show one bar or column per row eld, with data in those bars or columns
"stacked" into color-coded sections for each column eld.
• Regular groupings show separate, clustered sets of bars or columns for each row and column
eld combination, and is the default setting.
Data grouping options are only available Bar and Column charts.
Data Level
• Top charts the report’s row data from left to right and the column data from top to bottom.
• Bottom charts the report’s row data from right to left and the column data from bottom to top.
Data Level options are available for all chart types.
34 PUBLIC
Running Analytical Reports
Modication of Report Displays
Report Scheduling
You schedule a background report to run at an approximate set time whether or not you are not logged into your
SAP Ariba solution.
You can schedule it to run in the background once or at regular intervals. You can schedule any report to run in the
background, including prepackaged reports and reports that you and other users in your company have created
and saved. You schedule a report to run in the background for one of the following reasons:
• Hands-o reporting: Once you schedule a background report, you do not have to be logged into your SAP
Ariba solution when it runs. If you are running a large report that contains a lot of data, you can schedule
the report to run in the background as soon as possible and perform other tasks while it runs. You can also
schedule a report to run in the background at regular intervals so that it is ready when you need it.
• Taking data snapshots: When you run a report in real time, it displays current data. Scheduled background
reports capture a view of your data at the moment they’re run and can be stored for some time, so you can use
them to compare periodic snapshots of your data.
• Sending reports to recipients: You can share the same scheduled report with other stakeholders and project
members through email. The recipients you specify can be other SAP Ariba solution users or external email
addresses. You and other recipients can then use the same data snapshot for collaborative projects or tracking
purposes.
When a scheduled report has nished running, you receive an email notication and can set it up to include the
report attached as a Microsoft Excel XLS le inside a ZIP le. You can view report results in that attachment or
by logging into your SAP Ariba solution and opening or downloading the stored report results. SAP Ariba supports
downloading stored report results in Microsoft Excel 2003, 2007, and 2010 format.
Prerequisites
If you have permission to save reports, you can run any report in the background and modify or lter saved results.
In SAP Ariba strategic sourcing solutions, members of the Analyst global user group can schedule prepackaged
and public reports to run in the background but cannot modify or lter saved results.
Restrictions
Scheduled background reports have the following restrictions:
• Because scheduled reports take a snapshot of the report data at the time they are run, they are not as exible
as live reports, which have a continuous connection to the database. When you view stored report results in
your SAP Ariba solution, you can lter and drill down on existing page, row, and column elds, but you cannot
move elds from page to column to row or add new elds to the results.
• Stored background report results are limited to 128,000 rows; results with more than 128,000 rows are
truncated.
Running Analytical Reports
Report Scheduling
PUBLIC 35
• Scheduled report Excel attachment les are limited to 64,000 rows; results with more than 64,000 rows are
truncated.
• There is a limit to the number of scheduled background reports that can run at the same time in your site. Each
newly scheduled report is added to a queue. Scheduled times are approximate; depending on the number of
reports all of the users in your site have scheduled to run at a given time, a background report might run at the
scheduled time or some amount of time after the scheduled time. Be sure to allow enough time for the report
to run if the system is crowded. If you experience large delays in scheduled report runs, contact the person in
your company who managed all of your company’s scheduled reports.
Helpful Hints
Since your ability to manipulate data in scheduled reports is limited, you should make sure that you are working
with a version of the report that displays the data you want to see in the results before creating the schedule.
Running a Report in the Background or Editing a Background Report Schedule [page 36]
Viewing, Downloading, or Deleting Stored Scheduled Report Results [page 37]
Running a Report in the Background or Editing a
Background Report Schedule
Use this procedure to schedule a report to run in the background.
Procedure
1. Navigate to the folder that holds report you want to schedule.
2. Click the report and select Run In Background.
3. Optional: On the Rene Data page, lter the data you want to see in the report using date ranges and hierarchy
elds. For more information, see Filtering a Report by Date Range [page 19].
4. Click Background.
5. If prompted, save any changes to the report.
6. Select the schedule for the report.
To deactivate a current report schedule, select None.
7. Select the number of days to keep stored results (for a report you want to run once) or the number of runs to
keep (for a recurring report schedule).
8. To attach report results as a Microsoft Excel le to the notication email, select Attach report to notication
email.
9. To send notication emails with the report attachment to other users in your SAP Ariba solution, click select,
select the users, and click Done.
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Report Scheduling
10. To send notication emails with the report attachment to email addresses, enter one or more comma-
separated email addresses in the Recipient email address eld.
11. Click Save to save your schedule settings.
Viewing, Downloading, or Deleting Stored Scheduled
Report Results
Use this procedure to manage stored scheduled report results.
Procedure
1. Click the report whose stored results you want to view, download, or delete and select View Stored Results.
2. To open or download results, click the stored results and select Open or Download.
3. To delete results, select them and click Delete.
Results
Note
If you view stored scheduled report results in your SAP Ariba solution and make changes to the pivot table,
such as ltering or drilling down, you are prompted to save those changes when you exit the stored results.
Saving the changes saves them in the original report, and any future scheduled runs of that report will include
those changes. To save your changes to the report results without changing the original report, save them using
a dierent report name. To exit the report results without saving your changes, click Cancel.
Running Analytical Reports
Report Scheduling
PUBLIC 37
Reports on Your Dashboard
You can add reports to any tab of your SAP Ariba solution dashboard as charts, tables, or summarized views so that
you can monitor the status of business processes and quickly notice changes to data.
The reports you can add to your dashboard include prepackaged reports, reports shared in the Public Reports
folder, and reports in your Personal Workspace.
The types of content you can add to dierent dashboard tabs are dened by the dashboard templates your
company uses.
Prerequisites
You must have permission to run a report in order to add it to your dashboard.
Restrictions
Table reports on the dashboard only display the rst row eld. You must open the report to see any additional row
elds. Chart reports on the dashboard have the same display restrictions as all chart reports. See Modication of
Report Displays [page 30].
Helpful Hints
To remove a report from your dashboard, click the X in its title bar.
Adding the Current Report to Your Dashboard [page 39]
Adding a Saved Report to the Dashboard [page 39]
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Running Analytical Reports
Reports on Your Dashboard
Adding the Current Report to Your Dashboard
Use this procedure to add the current report to your dashboard.
Procedure
1. On the report pivot table, click the Dashboard tab.
2. Click the Add to Dashboard button in either the Current Chart or Pivot Table area to add the report to your
dashboard as a chart or table.
Results
The report displays on the Home tab of your SAP Ariba solution dashboard by default. You can drag and drop it to
other locations on the Home tab or to other tabs.
Adding a Saved Report to the Dashboard
Use this procedure to add a saved report to your dashboard.
Procedure
1. On your SAP Ariba solution dashboard, click the tab to which you want to add the report.
2. Click the dashboard conguration icon and select Add Content.
3. On the Add Content menu, perform one of the following actions:
• To add a report to your dashboard as a chart or table, drag and drop Chart/Table to your dashboard tab,
then navigate to the report, click it, and select Table to add it as a table or the chart type to add it as a
chart.
• To add a report to your dashboard as a summarized view, drag and drop Summarized View to your
dashboard tab, navigate to the report you want to summarize, and create the view you want to display. See
Summarized Views of Reports [page 47] for more information.
4. On the Add Content menu, click Done.
Running Analytical Reports
Reports on Your Dashboard
PUBLIC 39
Results
The report displays on the current tab of your SAP Ariba solution dashboard. You can drag and drop it to move it to
the desired position.
40 PUBLIC
Running Analytical Reports
Reports on Your Dashboard
Export of Reports to Excel or CSV Files
You can export report data to Excel or Comma Separated Values (CSV) les. You can also congure report export
settings to select elds to export.
Exporting the Current Contents of the Report Pivot Table to an Excel File [page 41]
Exporting the Current Contents of the Report Pivot Table to a CSV File [page 43]
Selecting Report Fields to Export to Excel or CSV Files During Export Conguration [page 45]
Reference Information for Exporting Reports to Excel [page 45]
Exporting the Current Contents of the Report Pivot
Table to an Excel File
Use this procedure to export report data to Excel and use Excel’s formula and chart features to analyze and present
your data.
Prerequisites
You must have permission to run a report in order to export it. You must have Microsoft Excel 2007, 2010, 2013,
2016, 2018, or 2019 installed on your computer in order to export a report to Excel.
In SAP Ariba strategic sourcing solutions, users in the Analyst global user group can export reports to Excel les
but cannot congure exports.
Context
You can export the current contents of a report pivot table to les with the following formats: Microsoft Excel
XLS, XLSX, or XLSM, using a template that determines how the data is displayed in Excel. You can choose which
template you want to use or create your own template. Use the Excel option if you want to take advantage of Excel’s
formula and chart features for further investigation and presentation of your data.
To view the data in other applications, you can export the contents of a report pivot table to a CSV le [page 43].
By default, SAP Ariba reports export to Microsoft Excel using a prepackaged, standard template. If you export a
report to Excel, the exported data is put into a Microsoft Excel workbook divided into dierent worksheet tabs.
The tabs you see will vary depending on which template you used when you exported the data, but they typically
include:
• A Data worksheet that contains the raw data exported from the report.
Running Analytical Reports
Export of Reports to Excel or CSV Files
PUBLIC 41
• A Chart-Table worksheet that stores the data used to generate charts.
• Chart tabs that show graphical representations of the data. In Excel 2007 and above, you lter on chart elds
by clicking the Pivot Chart Tools ribbon and selecting Analyze Pivot Chart Filter , then selecting the
active elds on the chart.
• A Pivot worksheet that shows data in an Excel pivot table.
You can congure the export to specify the exported le format, choose a specic template for Excel export, and
specify the exact data (measures, hierarchies, and elds and levels in those hierarchies) that you want to export.
For example, if you export the Region hierarchy, you can use either the Region or Region ID eld. If your data
includes an Invoice Date hierarchy, you can select whether to export Year, Quarter, Month, or Date.
Restriction
• SAP Ariba reports can export 1,000,000 rows to Excel 2007 and above. Excel silently loses any
rows exceeding this limit. To control the maximum number of rows exported from an analysis
report into Excel, use the Maximum number of rows a report can have for Excel export
(Application.Analysis.ExcelExportThreshold) parameter to set the Value. By default, the limit
is 500000. If the number of rows in the report exceeds the parameter value, the report is exported to a
CSV le instead of an Excel le. For more information, see Maximum number of rows a report can have for
Excel export.
• SAP Ariba reports impose a limit of 250 characters per cell on data exported to Excel. Cells longer than 250
characters cause export to fail.
• SAP Ariba reports impose a limit on the number of row and column elds exported. By default, the limit is
5 row elds and 5 column elds. Any elds on the pivot table above the limit are not exported. SAP Ariba
Customer Support can congure export limits.
• You cannot export user-created custom formula elds to Excel because computed elds because they
cannot be properly recalculated. If your analytical report includes custom formula elds, the report exports
the data into Excel without them. To recreate custom formula elds, export the elds on which you have
based the custom formula eld and then recreate the formulas in Excel.
• If the region setting in Excel does not match the locale setting for your browser, Excel treats numbers as
strings. To avoid this problem, use a localized version of Excel that matches your browser locale setting or
change your regional settings in the Microsoft Windows Control Panel to the appropriate locale.
• If your report has currency elds with specic formatting, such as no decimal places, that formatting is not
exported to Excel. Currency in the exported report displays in default Excel currency settings.
Procedure
1. Run the report you want to export.
2. On the report pivot table, complete one of the following actions: .
• To export to Excel using the default template, select Export.
• To export to Excel using a custom template:
• Select
Actions Congure Export .
• Choose the template you want to use.
• Select Export Data.
• Select the data to include in the export: Select Current pivot table contents to export all of the data in
the pivot table. Select Custom to select specic elds to export; see Selecting Report Fields to Export
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Export of Reports to Excel or CSV Files
to Excel or CSV Files During Export Conguration [page 45] for details. This option is not available if
the template you previously selected uses xed columns. Exported data is dened by xed columns
and cannot be altered during export.
You can also export the report without opening it rst by navigating to the folder where the report is stored,
clicking the report, and selecting Export.
3. Wait for the download to complete and save the Excel le.
4. Open or save and open the downloaded Excel le.
5. Initially only the Data worksheet contains information. To populate the chart worksheets ( the BarChart, Pivot,
PieChart, and Chart-Table worksheets):
a. Select a chart worksheet.
b. Navigate to the Data menu in the Excel ribbon and select Refresh All.
You might see an error similar to the following. If so, ignore it and select OK.
Unable to open https://anlibm1:4433/Analysis/Main/ad/Table/ExcelDirectAction/
nnnnnn. Cannot locate the internet server or proxy server.
6. Use the Excel PivotChart or PivotTable task pane to show and arrange data in a chart or table.
Results
The exported report opens in the format congured in your export settings. You can save the report to the location
of your choice for future use.
Related Information
Supported Microsoft Oce Applications
Exporting the Current Contents of the Report Pivot
Table to a CSV File
Use this procedure to export report data to a CSV le for use by another application.
Prerequisites
You must have permission to run a report in order to export it. You must have Microsoft Excel 2007, 2010, 2013,
2016, 2018, or 2019 installed on your computer in order to export a report to Excel.
In SAP Ariba strategic sourcing solutions, users in the Analyst global user group can export reports to Excel les
but cannot congure exports.
Running Analytical Reports
Export of Reports to Excel or CSV Files
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Context
You can export the current contents of a report pivot table to les in a Comma Separated Value (CSV) format,
which can be opened by any spreadsheet application. Use the CSV option if you want to read the le with an
application other than Excel. You can alsoexport the contents of a report pivot table to Excel [page 41].
Procedure
1. Run the report you want to export.
2. On the report pivot table, select Actions Congure Export .
You can also export the report without opening it rst by navigating to the folder where the report is stored,
clicking the report, and selecting Export.
3. Select Comma-separated value(CSV)format.
4. Select the data to include in the export: Select Current pivot table contents to export all of the data in the
pivot table. Select Custom to select specic elds to export; see Selecting Report Fields to Export to Excel or
CSV Files During Export Conguration [page 45] for details.
5. Select Export Data.
Results
The exported report opens in the format congured in your export settings. You can save the report to the location
of your choice for future use.
Related Information
Supported Microsoft Oce Applications
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Export of Reports to Excel or CSV Files
Selecting Report Fields to Export to Excel or CSV
Files During Export Conguration
>Use this procedure to select which report elds to export.
Procedure
1. Congure report export settings. See Exporting the Current Contents of the Report Pivot Table to an Excel File
[page 41] or Exporting the Current Contents of the Report Pivot Table to a CSV File [page 43].
2. In the Data Set area of the Export Data page, select Custom.
3. Optional: Select the measure elds you want to include in the export. The measures on the current pivot table
are automatically selected.
4. Select the level of data you want to export:
• Select Export aggregate data to include only aggregate elds where data is rolled up in the export.
• Select Export detail data to include data at the line level in detail elds in the export and select the detail
elds to add.
5. Optional: Select which hierarchies in the report to export and the level to include. Row and column eld
hierarchies are exported by default; you can also export page eld hierarchies.
6. Optional: For exported hierarchies, select additional elds to include in the export.
7. Click Export Data to export the report with the selected elds.
Results
The exported report opens in the le format congured in your export settings. It contains the elds you specied
for export. You can save the le to the location of your choice for future use.
Reference Information for Exporting Reports to Excel
Information about templates you can use to export reports to Excel.
Default Excel Export Templates
This table lists the default Microsoft Excel templates that are available for exporting reports. Default SAP Ariba
export templates are stored in the
Prepackaged Reports General Templates folder.
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Export of Reports to Excel or CSV Files
PUBLIC 45
Use This Template... To Export This File...
Pivot_Area_Pie.xls
An XLS (Microsoft Excel 2003 or earlier) format le that displays data in pie and
area charts.
Pivot_Area_PieExcel2007.xlsx
An XLSX (Microsoft Excel 2007 or later) format le that displays data in pie and area
charts.
Pivot_Bar_Pie.xls
An XLS (Microsoft Excel 2003 or earlier) format le that displays data in pie and bar
charts.
Pivot_Bar_PieExcel2007.xlsx
An XLSX (Microsoft Excel 2007 or later) format le that displays data in pie and bar
charts.
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Export of Reports to Excel or CSV Files
Summarized Views of Reports
A summarized view is an extraction of single values or totals of values from previously created analytical reports.
The layout of a summarized view is a two-column table. You can combine values from any existing analytical
reports into a single summarized view and either place it on your SAP Ariba solution dashboard or add it to a
compound report.
For example, to summarize information about commodities, you might want to design a view that shows the
following values:
• Amount spent on the commodity
• Total number of POs
• Total number of invoices
• Total number of departments buying the commodity
Prerequisites
Any SAP Ariba solution user can add a summarized view of any report that they have permission to run to the
dashboard. You must have permission to create reports to add a summarized view to a compound report.
Restritions
Summarized views show counts and totals. To see row or column data in a report on your dashboard, add the
report as a table instead.
Helpful Hints
Clicking a linked total in a summarized view runs the underlying report.
Creating a Summarized View of a Report [page 48]
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Summarized Views of Reports
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Creating a Summarized View of a Report
Use this procedure to create a summarized view of a report to add it to your solution dashboard or to a compound
report.
Procedure
1. Perform one of the following actions:
• To add a summarized view to a dashboard tab, click the dashboard conguration icon, then click
Add
Content Summarized View .
• On the Congure Content page of the compound report wizard, select Add Content Summarized
View
.
2. Enter a title for the summarized view.
3. Navigate the folders to locate the analytical reports that contain the elds you want to include in your
summarized view and click the reports.
4. In the Data Fields area, click a data eld to add it to the summarized view. For hierarchy elds, you can select
the level to add the view.
5. Use the arrow buttons to edit the order of the elds in the view.
6. Click OK.
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Site Conguration Options for Running
Analytical Reports
Some of the functionality for running analytical reports is controlled by the following conguration option, which
SAP Ariba sets for you.
Application.Analysis.ASMDataAccessControlEnabled
This parameter species whether or not reporting data access control for SAP Ariba Sourcing, SAP Ariba
Contracts, Ariba Supplier Information Management, and SAP Ariba Supplier Information and Performance
Management project data is enabled in a site. The default setting is No.
If this parameter is set to No, all users can see all project data regardless of project membership. If this parameter
is set to Yes, only users in the Full Reporting Access Authorized group can see all project data in reports. All other
users can only see data for projects to which they have access through project team membership.
Application.Analysis.UseSchedulerTimeZoneForBackgroundReport
This Boolean parameter species whether to use the time zone of the user who scheduled a background report for
the date format used in that report. The default value is False.
If this parameter is set to False, the server time zone is used for the date format of a scheduled background report.
If this parameter is set to True, the time zone of the user who scheduled the background report will be used for the
date format of a scheduled background report.
Running Analytical Reports
Site Conguration Options for Running Analytical Reports
PUBLIC 49
Important Disclaimers and Legal Information
Hyperlinks
Some links are classied by an icon and/or a mouseover text. These links provide additional information.
About the icons:
• Links with the icon
: You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless expressly stated otherwise in your agreements
with SAP) to this:
• The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP based on this information.
• SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any
damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.
• Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering an SAP-hosted Web site. By using such links,
you agree that (unless expressly stated otherwise in your agreements with SAP) you may not infer any product claims against SAP based on this information.
Videos Hosted on External Platforms
Some videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these platforms. Furthermore, any
advertisements or other content hosted on these platforms (for example, suggested videos or by navigating to other videos hosted on the same site), are not within the
control or responsibility of SAP.
Beta and Other Experimental Features
Experimental features are not part of the ocially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by
SAP at any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use the
experimental features in a live operating environment or with data that has not been suciently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to inuence the future product accordingly. By providing your feedback
(e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.
Example Code
Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax and
phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of example
code unless damages have been caused by SAP's gross negligence or willful misconduct.
Bias-Free Language
SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to people of all cultures, ethnicities, genders,
and abilities.
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Running Analytical Reports
Important Disclaimers and Legal Information
PUBLIC 51
www.ariba.com
Copyright © 2024 Ariba, Inc. All rights reserved.
This documentation, as well as the Ariba solutions, software and/or
services described in it, contain proprietary information. They are
provided under a license or other agreement containing restrictions on
use and disclosure and are also protected by copyright, patent and/or
other intellectual property laws. Except as permitted by such agreement,
no part of the document may be reproduced or transmitted in any form
by any means, electronic, mechanical or otherwise, without the prior
written permission of Ariba, Inc.
Ariba, Inc. assumes no responsibility or liability for any errors or
inaccuracies that may appear in the documentation. The information
contained in the documentation is subject to change without notice.
Ariba and Ariba products and services mentioned herein as well as
their respective logos are trademarks or registered trademarks of
Ariba, Inc. in the United States and other countries. Please see http://
www.ariba.com/legal/trademarks for additional trademark information
and notices.
Ariba Sourcing solutions (On Demand and software) are protected
by one or more of the following patents, including without limitation:
U.S. Patent Nos. 6,199,050; 6,216,114; 6,223,167; 6,230,146; 6,230,147;
6,285,989; 6,408,283; 6,499,018; 6,564,192; 6,871,191; 6,952,682;
7,010,511; 7,072,061; 7,130,815; 7,146,331; 7,152,043;7,225,152; 7,277,878;
7,249,085; 7,283,979; 7,283,980; 7,296,001; 7,346,574; 7,383,206;
7,395,238; 7,401,035; 7,407,035; 7,444,299; 7,483,852; 7,499,876;
7,536,362; 7,558,746; 7,558,752; 7,571,137; 7,599,878; 7,634,439;
7,657,461; 7,693,747; 8,364,577; and 8,392,317. Patents pending.
Other Ariba product solutions are protected by one or more of the
following patents:
U.S. Patent Nos. 6,199,050, 6,216,114, 6,223,167, 6,230,146, 6,230,147,
6,285,989, 6,408,283, 6,499,018, 6,564,192, 6,584,451, 6,606,603,
6,714,939, 6,871,191, 6,952,682, 7,010,511, 7,047,318, 7,072,061,
7,084,998; 7,117,165; 7,225,145; 7,324,936; 7,536,362; 8,364,577; and
8,392,317. Patents pending.
Certain Ariba products may include third party software or other
intellectual property licensed from a third party. For information
regarding software or other intellectual property licensed from a third
party, go to http://www.ariba.com/copyrights.cfm.
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