SAP BEx Exceptions

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SAP BEx ExceptionsWhen you want to highlight unusual deviations of key figure values in SAP BEx Query, you need to use SAP BEx Exceptions. They help top management to understand the deviations as and when they see the report. This helps in taking an appropriate action before something undesirable happens to their business. You can define thresholds in BEx Query Designer and highlight deviations from these thresholds. The deviations get highlighted in different colors in the query output. This helps in identifying variations with ease.

As in our earlier tutorials, let us consider the Deliveries Report. The definition of the query looks as follows:

Query: Query Designer (1)
Query: Query Designer (1)

We have Division and Ship-To Party in the rows section of the query whereas we have Delivered quantity in the columns section of the query.

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There is a filter on Division characteristic in the query. The screenshot is given below:

Query: Query Designer (2)
Query: Query Designer (2)

Let’s consider an example of a business requirement that involves using SAP BEx exceptions. The requirement is detailed below:

  • Create Exception on ‘Delivered quantity’ key figure with different alert levels ( Delivered quantity <21,000; Delivered quantity >=21,000 and <=25,000; Delivered quantity >25,000)
  • Change the Exception defined in the above step ( Delivered quantity <25,000; Delivered quantity >=25,000)
  • Delete Exception

Create SAP BEx Exceptions

Click on Exceptions button highlighted in the below screen to open the Exceptions pane.

SAP BEx Query Designer: Toolbar (Exceptions)
SAP BEx Query Designer: Toolbar (Exceptions)
SAP BEx Exceptions
SAP BEx Exceptions

Now, right click and create a New Exception as shown in the following screen:

New SAP BEx Exception Creation
New SAP BEx Exception Creation

The following screen appears:

Defining the Exception (1)
Defining the Exception (1)

Let us now double click on the newly created exception to define the exception as per our business need. The following screen appears:

Defining the Exception (2)
Defining the Exception (2)

Now, enter the name of the exception in the description section. The screenshot is given below:

Defining the Exception (3)
Defining the Exception (3)

As can be seen from the below screen, the ‘Exception Is Active’ checkbox is Active. It is active by default. It helps you in the display/ no display of your exception in the query output.

Defining the Exception (4)
Defining the Exception (4)

Let us now start to create the definition of the exception values by clicking on ‘New’ button highlighted in the below screen:

Defining the Exception (5)
Defining the Exception (5)

As can be seen from the below screenshot, the alert level drop down, Operator, and Value fields are enabled.

Defining the Exception (6)
Defining the Exception (6)

Now, enter the values for the first alert as follows (Delivered quantity <21,000).

Defining the Exception (7)
Defining the Exception (7)

Now, click on ‘Transfer’ button highlighted in the below screen:

Defining the Exception (8)
Defining the Exception (8)

The following screen appears:

Defining the Exception (9)
Defining the Exception (9)

Let us follow the same steps mentioned above to define the other two alert levels (Delivered quantity >=21,000 and <=25,000; Delivered quantity >25,000) to get the following:

Defining the Exception (10)
Defining the Exception (10)

Let us now go to the ‘Definition’ tab. The following screen appears:

Defining the Exception (11)
Defining the Exception (11)

We have to mention on which of the structure elements we created the exception. Let us select ‘Delivered quantity’ from the drop down. The screenshot is given below:

Defining the Exception (12)
Defining the Exception (12)

Press the ‘OK’ button shown in the below screenshot:

Defining the Exception (13)
Defining the Exception (13)

The defined exception looks as follows:

Defined Exception
Defined Exception

In order to save the changes you made to the query, press button highlighted in the below screen:

Saving the Query
Saving the Query

Now, execute the query in BEx Analyzer to see how the output looks like.

Query in BEx Analyzer
Query in BEx Analyzer

Enter values for the variables as per the following screen:

Select Values for Variables in BEx Analyzer (1)
Select Values for Variables in BEx Analyzer (1)

Run the query by pressing the ‘OK’ button highlighted in the below screen:

Select Values for Variables in BEx Analyzer (2)
Select Values for Variables in BEx Analyzer (2)

Below is given the report output:

Report Output
Report Output

As can be seen from the report output, the deviations got highlighted in different colors in the query output.

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Change SAP BEx Exceptions

As per the mockup, we have to change the exception with alert levels for Delivered quantity <25,000 and Delivered quantity >=25,000.

So, let us edit the exception by right clicking on the exception and selecting the ‘Edit..’ button highlighted in the below screen. The screenshot is given below:

Changing the Exception (1)
Changing the Exception (1)

Now, select the first alert level and edit the values as per the following screen:

Changing the Exception (2)
Changing the Exception (2)

Now, transfer the values by clicking on ‘Transfer’ button highlighted in the below screen:

Changing the Exception (3)
Changing the Exception (3)

The edited exception looks as follows:

Changing the Exception (4)
Changing the Exception (4)

Similarly, edit the second alert level and delete the last alert level as it is not needed any more. The screenshot is given below:

Changed Exception
Changed Exception

Let us now save the query by clicking on button highlighted in the below screen:

Saving the Query
Saving the Query

Now, execute the query in BEx Analyzer to see how the output looks like.

Query in BEx Analyzer
Query in BEx Analyzer

Enter values for the variables as per the following screen:

Select Values for Variables in BEx Analyzer (1)
Select Values for Variables in BEx Analyzer (1)

Run the query by pressing the ‘OK’ button highlighted in the below screen:

Select Values for Variables in BEx Analyzer (2)
Select Values for Variables in BEx Analyzer (2)

Below is given the report output:

Report Output
Report Output

As can be seen from the report output, the deviations got highlighted in different colors in the query output.

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Delete SAP BEx Exception

As per the requirement, we have to delete the exception finally. So, let us delete the exception by right clicking on the exception and selecting the ‘Remove’ button highlighted in the below screen. The screenshot is given below:

Removing the Exception
Removing the Exception

Let us now save the query by clicking on button highlighted in the below screen:

Saving the Query
Saving the Query

Now, execute the query in BEx Analyzer to see how the output looks like.

Query in BEx Analyzer
Query in BEx Analyzer

Enter values for the variables as per the following screen:

Select Values for Variables in BEx Analyzer (1)
Select Values for Variables in BEx Analyzer (1)

Run the query by pressing the ‘OK’ button highlighted in the below screen:

Select Values for Variables in BEx Analyzer (2)
Select Values for Variables in BEx Analyzer (2)

Below is given the report output:

Report Output
Report Output

As can be seen from the report output, the deviations are not highlighted anymore in the query output.

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It is essential for all BW Consultants to effectively use SAP BEx Exceptions in the queries that they work upon, as these exceptions help top management identify deviations which thereby improve their business performance.

Did you like this tutorial? Have any questions or comments? We would love to hear your feedback in the comments section below. It’d be a big help for us, and hopefully it’s something we can address for you in improvement of our free SAP BW tutorials.

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