Spend Analysis Desk Reference

Spend Analysis Desk Reference
Customer Spend Analysis Desk Reference PN AR410

Contents Quick Reference Guides
Creating a Report…………………………………………………………….4 How to Search………………………………………………………………..7 Exporting Data……………………………………………………………....10 Creating a Compound Report……………………………………………..12 Creating a Multi-Fact Report……………………………………………....16 Creating Feedback Rules………………………………………………….19 Data File Validation…………………………………………………………22 Additional Resources Ariba………………………………………………………………..26 Ariba Exchange……………………………………………………………..29 Ariba Connect……………………………………………………………….32

Quick Reference Guides

Creating a Report 4

© 2016-2017 SAP SE or an SAP affiliate company. All rights reserved
SA QUICK REFERENCE GUIDE Creating a Report Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 1 – Select Analytical Report 2 – Set Initial Parameters From the home page, select “Create” then from the drop-down click on “Analytical Report” Once you click to create an “Analytical Report” the 3-step report wizard will open. Here you can set three initial parameters: 1. Title your report (should include date) 2. Input a description (optional) 3. Select your fact (Invoice or PO) 3 – Select Fact Data 4 – Select Supporting Fields Once you select your desired fact, click on “Next”. You can then select the measure(s) or calculation you would like to see on the report by either clicking and dragging the field onto the report or by left clicking on the field and selecting the “Add To Report” option. The most common field used is the “Invoice Spend” as it shows the amount spent. Once you have selected your data field(s), click on “Next” and select the field(s) you would like to see on the report column and rows. You can do this by clicking and dragging a field into the report area or by left clicking on the available hierarchy and selecting to add the field to the row, column, page or detail field. The fields selected as “page field” can be used for filtering purpose in step 3. These fields will also be available in the export function. © SAP SE or an SAP affiliate company. All rights reserved

SA QUICK REFERENCE GUIDE Creating a Report Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 5 – Setting the Date Range 6 – Modifying your report Once you have all your fields selected, click “Next” and select your date range. This can be done by either selecting a “Relative Date Range” or a “Fixed Date Range.” The relative date range allows for a user to select a parameter (month, year, etc….) and select the number of time periods to be included. To include all data on the site select 36 years for both the most recent and future periods. The advance option allows you to report on a different date or report on the Fiscal calendar. You can click and drag values from the “Page” and “Others” tabs on and off your report. You can also take a field value on a report and add it to the page or others tab by clicking and dragging it on the appropriate tab. 8 – Exporting a Report To export a report, you can click the “Export” button for a standard Excel export (max 65, 536 lines of data). If you would like an Excel 2007 report (max 1,048,576 lines) or CSV file, click the Actions -> Configure Export link. You can see the Quick Reference Guide on exporting data for additional details. 7 – Using the Search Feature To search for a specific field value, click the down arrow next to any field, and when the box appears, select the “Select Others” button to see the search screen. The search function allows you to search based on different criteria and look for multiple values at once. You can also click on a specific value in a report to drill down into that value further. To do this the field must either be hierarchical in nature or supported by values on the page field. 9 – Saving a Report Click on the “Save” button, then choose either “Save” or “Save As” prior to modifying the name if desired. You can save a report in your Personal Workspace or in Public Report folder. © SAP SE or an SAP affiliate company. All rights reserved

How to Search 7

SA QUICK REFERENCE GUIDE How to Search
Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 1 – Enter SA and run a report 2 – Search types There are three type of options: 1 – Text (Begins with/Ends with/Contains/Equals) 2 – Numeric (Equals/Is Less Than/Is Greater Than/Is Between) 3 – Boolean (Either/Yes/No) To search for values within a report, click on the field name and choose “Select Others”. 3 – Select Data 4 – Wild card search Select the values to include and click “Include”. Select the values to exclude and click “Exclude”. Once chosen, the “Included Items” or “Excluded Items” tabs can be selected to review the values to be included or excluded. , (comma) can be used to search for multiple fields (i.e. Inc,Inc., will return all values that include both Inc or Inc.) _ (underscore) can be used as a substitute for a single character. (i.e. "ab_d" would search for any word with ab + some other letter (only one) + followed by letter d.) % (percentage sign) can be used as a substitute for multiple characters. (i.e. "ab%d", would find any word with ab + any other letters (not just one) + followed by letter d. If an item to be searched includes a wild card, escape it by entering a backslash in front of it (i.e. supplier_1 should be searched as supplier\_1) If you have a list of items in another application (i.e. Excel) that you would like to search you can use the add list function by clicking the “+” sign and cutting and pasting the list into the box that appears. © SAP SE or an SAP affiliate company. All rights reserved

SA QUICK REFERENCE GUIDE How to Search Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 5 – Search Options 6 - Save You can also save your search criteria. Click “Save”. Select “Save” or “Save As”. Input a filter name and description. Check “Make search filter public” if you would like others to use the saved search. “Search Options” dropdown menu gives the ability to search by multiple fields within a dimension at the same time. If available, check “Search Across Levels” to search in all levels of a hierarchy. 7 – Applying Saved Search Filters 8 – View Saved Search Filters Select from the top of the site “Manage” then “Report Search Filters”. To select a filter within a report, click on the field name and choose “Select Search Filter”. Select the search filter to use and click “Select”. The report will show the values in the search filter selected. To delete a saved filter, click the filter to delete and choose “Delete”. Click “Yes”. © SAP SE or an SAP affiliate company. All rights reserved

Exporting Data 10

SA QUICK REFERENCE GUIDE Exporting Data Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 1 – Ensure you can export 4 – Advanced Excel and CSA Exports Your pop-up blocker is set to allow downloads for the Ariba site or contact Ariba help desk if you have issues. Active-X controls are installed on your PC. Step 1: From the Actions menu select “Configure Export” Step 2: Select either Excel or CSA for extract. 2 – Decide What Type of Export Ariba Analysis allows you to export to either an Excel or comma separated value (.cSA) file format. Excel exports are limited to either 65,536 rows (.xls format) or 1,048,576 rows of data (.xlsx format), however no limit exists for cSA exports. Step 3: Select to export current pivot table contents or a custom export. Id you select the custom export then select to export either aggregated or detail data along with the fields you would like to export. Step 4: When selecting specific fields, select the hierarchies you would like to export. This will include all values on the row, column, and page field. To export additional data, click the “Choose Fields” button and select additional items. 3 – Simple Excel Export With all desired exportable fields on your report (either on a row or column field) click “Export Data” under the Actions menu. When the export opens, you will automatically have the following tabs in your Excel workbook: Bar Chart Pivot Pie Chart Chart Table Data Step 5: Once all criteria is set click the “Export Data” button to get your results. © SAP SE or an SAP affiliate company. All rights reserved

Creating a Compound Report
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SA QUICK REFERENCE GUIDE Creating a Compound Report
Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 1 – Select Compound Report 2 – Configure Content From the home page, select “Create” then from the drop-down menu click on “Compound Report”. Once you click on create a “Compound Report” the 4-step report wizard will open. Here you can set two initial parameters: 1. Title your report (should include date) 2. Input a description (optional) 3 – Add Content to your report 4 – Adding an Individual Report as Chart or Table The step shows a layout of the compound report. Select the radio button of the area where you want to add some content: left/right column or bottom. Then click on “Add Content”. Proceed to step 4 or 5 according to your selection. Select “Chart/Table”. Then navigate through the folders to find the report you want to add. Click the name of the report and select how you want to view it: table or one of the several different types of charts. Repeat the previous steps in case you want to add more charts/reports to the layout. You can use the controls (side, and up & down arrow buttons) to change the order in which the content appears in that area or to move the selected content to another area. Click on Next. Select the individual report/chart you want to add 1 2 Arrange the reports (charts/tables) as you wish using the controls © SAP SE or an SAP affiliate company. All rights reserved

SA QUICK REFERENCE GUIDE Creating a Compound Report
Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 5 – Adding a Summarized View 6 – Adding Filters to Compound Reports Enter the title of the view. Navigate through the folders to locate the report you will use. Add fields to the view: click on the desired measure(s) in the “Data Area”, field(s) in the “Other Fields” area. Adjust their positions and modify their labels if desired. Click on OK. On the Configure Filters page, click the name of the fields you want to use as filters in your compound report. In case you want to use an umbrella date filter for the entire compound report, select “Specific Time Range Constraint” and select Calendar/Fiscal Hierarchy from the pull-down menu. Click on Next. Fields/measures added to the view Compound’s report filters are shown in the Filter Fields area Click on the measure(s) you want to add Click on the field(s) you want to add Note: Filter fields only work on compound reports if they are present in all of the underlying reports, if not they are ignored. 7 – Mapping fields to compound reports Map filter fields to connect the compound report’s filter field to different hierarchy fields and levels in the underlying reports. You can indicate if a filter should be applied to an specific report or not by checking the “Apply Filter” Box. Click on Next. 8 – Refining and Running Compound Reports Get targeted data: On the Refine page, create an initial filter for the umbrella date field, by specifying dates. Create initial filters for the compound’s report filter fields by selecting hierarchy values. Click on Run Report. © SAP SE or an SAP affiliate company. All rights reserved

SA QUICK REFERENCE GUIDE Creating a Compound Report Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 9 – Saving a Report Click on the “Save” button, then choose either “Save” or “Save As” prior to modifying the name if desired. You can save a report in your Personal Workspace or in Public Report folder. 10 – Compound Report Example Filters of the compound report Compound Report Content: Chart(s)/ Table(s)/ Summarized View(s) 11– General Notes The report display has the same limitations as the dashboards (limited space, shorter names, only 1 field per column and row can be displayed, etc.). No need to save the same time period for all your individual analytical/Summary reports. The time period is dependant of the Compound report. You can’t add the Compound reports into a dashboard, but can save all of them into a folder, and add this folder to the Dashboard. You cannot export the Compound report. Only individual analytical reports can be exported. © SAP SE or an SAP affiliate company. All rights reserved

Creating a Multi-Fact Report
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SA QUICK REFERENCE GUIDE Multi-Fact Reporting Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 1 – Select Analytical Report 2 – Set Initial Parameters & Select Facts From the home page, select “Create” then from the drop-down click on “Analytical Report”. Once you click to create an “Analytical Report” the 3-step report wizard will open. Here you can set three initial parameters: 1. Title your report (should include date) 2. Input a description (Optional) 3. Select your fact(s) from drop down list 3a. Select Fact 1 3b. Select Fact 2 3c. Select Fact 3 [Optional] 4. Check “Data Options” to see data from fact 1 that does not match fact 2. 3 – Select Available Data Measures Once you select your desired fact(s), click on “Next”. Then you can select the data measure(s) required on the report. You can choose which fact to select the data measures from by selecting [All] which provides a drop-down of your available facts. Then choose the data measures by clicking and dragging the field onto the report or by left clicking on the field and selecting the “Add To Report” option. The prefix for each Fact [INV, PO, Etc.] will be shown on each data measure selected. Additional data measures can be added as required. 4 – Select Supporting Fields Now you can select fields you would like to see on the report Column, Detail, Rows and Detail area. You can do this by clicking & dragging a field into the report area or by clicking on the available hierarchy and selecting to add the field to the row, column, page or detail section. For fields added to the page you will not see values when the report completes, but they will be available to add to your report later or for exporting. Select you fact under [All] and each Fact will have the prefix [INV, PO, Etc.] shown in font of the reporting field. © SAP SE or an SAP affiliate company. All rights reserved

SA QUICK REFERENCE GUIDE Multi-Fact Reporting Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 5 – Setting the Date Range 6 – Modifying your report Once you have all your fields selected, click “Next” to select your date range. This can be done by either selecting a “Relative Date Range” or a “Fixed Date Range.” The relative date range allows for an user to select a parameter (month, year, etc….) and select the number of time periods to be included. Note: The fixed date range boxes will always display the date range the report will use. NOTE: In Multi-Fact Reports, the date filter must be a date field from the main fact. [Example = Invoice Fact] You can click and drag values from the “Page” and “Others” tabs on and off your report. You can also take a field value on a report and add it to the page or others tab by clicking and dragging it on the appropriate tab. The prefix for each Fact [INV, PO, Etc.] will be shown on each reporting field. 8 – Exporting a Report To export a report, you can click the “Export” button for a standard Excel export (max 65, 536 lines of data). If you would like an Excel 2007 report (max 1,048,576 lines) or cSA file, click the Actions -> Configure Export link. You can see the Cheat sheet on exporting data for additional details. 7 – Using the Search Feature To search for a specific field value, click the down arrow next to any field, and when the box appears, click on “Select Others” to see the search screen. You can also click on a specific value in a report to drill down into that value further. To do this the field must either be hierarchical in nature or supported by values on the page field. 9 – Saving a Report Click on the “Save” button, then choose either “Save” or “Save As” prior to modifying the name if desired. You can save a report in your Personal Workspace or in Public Report folder. © SAP SE or an SAP affiliate company. All rights reserved

Creating Feedback Rules
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SA QUICK REFERENCE GUIDE Creating Feedback Rules Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 1- Find the Guides in Ariba 2 – Run an SA report Select Help Help Center  Learning Center. Look for “Advanced Reporting and Analysis” and then “Requesting Enrichment Changes”. Pull the appropriate Hint Fields* onto the report and filter on the appropriate values you want the spend to be reclassified. When all filters are applied select “Actions” then “Request Enrichment Change”. * The only fields that can be used are: Invoice, PO, Part descriptions, GL Account, ERP Commodity, Supplier, and Flex fields 1, 2, and 3. 2 – Request Details Title: Provide a specific name that will help identify the rule and who needs to approve the rule. Filters: Automatically lists the hint fields/filters selected in your report. Taxonomy: Select the taxonomy you want to apply to the rule set. If you are using both the ACT/UNSPSC and a custom taxonomy, then you should select the ACT/UNSPSC as it is more granular. Commodity Code: Select the new commodity code you want the spend data to be reclassified to. Overwrite Policy: Select if you want all invoices matching those filters to be re-classified or only a subset of current data set*. * If you select “Overwrite”, all current and historical invoices matching the filters you have selected will be reclassified to the new commodity you have selected. If you select “Do not overwrite”, you need to specify if you want only the Unclassified spend to be reclassified (one time classification) or you want a specific subset of spend. If it is the later, you need to specify the current commodity code where the spend is. © SAP SE or an SAP affiliate company. All rights reserved

SA QUICK REFERENCE GUIDE Creating Feedback Rules Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 4 – Review the enrichment rules generated Once you have populated all required information, click “Next”. You can now review the enrichment rules generated by your request and, if any of them conflict with another rule (previously created), click on “keep” next to the rule you want to keep in the system. Once you have reviewed and eliminated any conflict, click on “Submit”. The warning icon will turn grey for the ones selected to be kept. Note that the old rules will be overwritten by the new rules after approval. For more details, see Requesting Enrichment changes document in Help section (mentioned in Step 1). © SAP SE or an SAP affiliate company. All rights reserved

Data File Validation 22

SA QUICK REFERENCE GUIDE Online Data Validation
Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 1 – Enter SA and download Administration Guide 2 – View Validation Details Select Help Help Center  Learning Center and download the “Reporting and Analytical data Load and Admin Guide” under Product Documentation  Administration and Configuration. Within ManageAdministration Select Reporting Manager Data Files 3 – Open Validation Report 4 – Validation File Components To view validation details for a CSA file, including individual CSA files in an uploaded ZIP file, click its validation status link and open or save the exported CSA validation report. Column Validation Summary - displays an overview of empty or fields with issues with number of records and percentage of spend affected. Built-In Validation Messages - provides more detail about errors, warnings, and additional issues. Contains a summary of results, records affected, and percentage of records empty. Duplicate Check Summary - displays the list of records found in each file. Use it to locate duplicate primary keys in the data files. Reference Check Summary - displays the results of missing links between fact and dimension tables. Results are grouped by rows that contain the same validation issue, and display the data for the related fields in the dimension. To view validation details for the entire contents of an uploaded ZIP file, click the validation status link for the ZIP file. On the validation summary page, click Export to export a ZIP file containing individual validation reports for each of the CSA files in the ZIP file. It is preferable to open the file in Excel and adjust the columns width. © SAP SE or an SAP affiliate company. All rights reserved

SA QUICK REFERENCE GUIDE Online Data Validation Help Desk: (US & CANADA) (EMEA) Online: click on Help at top of your SAP Ariba Site 5 – Column Validation Summary Displays columns with empty/invalid values. 8 – Reference Check Summary Displays Ids populated in a fact table, but not populated in a supporting table. 6 – Built-In Validation Messages This summary provides more details about validation issues. Errors must be corrected. Warnings and Info should be reviewed, but may not require any corrections. Recommended population for certain fields are also included with these messages. Note: Only displays the first 150 groups. 9 – Other Notes When the file upload operation exceeds the limit for errors (100 errors), file validation stops. If uploaded files are “Run In Background” and uploaded too close together, an error could result (Validation log will contain an error, but when opened be completely blank.) This can be corrected, by re-uploading the file and letting the tool complete the validation. If the Validation Status reads “Not Validated”; validation has not yet completed for the uploaded file. 7 – Duplicate Check Summary Displays duplicated primary keys in the data file Note: Only displays the first 15 groups of duplicates. © SAP SE or an SAP affiliate company. All rights reserved

Additional Resources

Ariba 26

Finding Help in Ariba You can find help and product documentation within Ariba by clicking on “Help” in the upper right hand corner at any time.

Finding Help in Ariba From the Help menu, you can click on “Help Center” and then “Learning Center” to find documentation for various features.

Ariba Exchange 29

Ariba Exchange From the Help menu, you can also access Ariba Exchange, Ariba’s community resource.

Ariba Exchange Ariba Exchange is Customer Central for Networking and Knowledge-Sharing Things change fast in the digital world of business commerce, and to keep up you need to find and work with the right people at a moment’s notice. That’s why you depend on a myriad of collaborative relationships with peers, partners, and prospects who operate outside the four walls of your organization—people you rely on for insights and information. For the same reason, thousands of Ariba customers connect with one another on Ariba Exchange, a free professional community where Ariba users and business commerce experts ask questions and share insights and information about dozens of subjects, including sourcing, procurement, contract management, finance & accounting, supplier management, and many more.

Ariba Connect 32

Ariba Connect You can also access Ariba’s Knowledge Base by going to and clicking on “New User” to sign up for a free account. Users with DSC Access may also file Service Requests with Customer Support through Ariba Connect (talk to your Deployment Lead about DSC Access).

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Spend Analysis Desk Reference

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