Distribution of the Monthly Sales Report by
E-mail
Target
The responsible sales manager of a company wants to provide his field sales representatives with regular updates of monthly sales data. He asks his assistant to distribute the monthly total sales report to all field sales representatives. In addition, the individual employees are also to receive the sales result for the region for which they are responsible.
Procedure
Distributing Total Sales Reports
As the assistant to a sales manager, you receive the query that contains the relevant data (for example, the characteristics Region, Distribution Channel, Product, Product Group in the rows and the key figures Net Sales, Invoiced Quantity, Plan Sales, Percent Deviation in the columns and the characteristic CalYear/Month in the filter) from your company's IT department.
1. You open the query in the BEx Query Designer.
2. Choose Query → Publish → BEx Broadcaster.
3. In the BEx Broadcaster, choose Create New Setting.
4. Enter a description, such as Monthly Sales Report.
5. Choose Broadcast E-mail as the distribution type and MHTML as output format.
6. On the Recipient tab page under User in Role, enter the role to which the field sales representatives are assigned. Choose the required language.
7. On the Texts tab page, enter a subject line for the e-mail. Use, for example, the text variable Execution of the Setting: Calendar Year/Month (MONTH).
8. Choose the required priority and enter text under Content. So that employees also receive an online link to the total sales report and also have access to the current data as well as the document with the historic data, insert the text variable Online Link (PR_ONLINE_LINK) into the text.
9. Check your settings and choose Save.
10. Enter the technical name and choose Transfer. The new broadcast setting appears in the overview in the upper area of the BEx Broadcaster.
11. To distribute the broadcast setting monthly, choose Schedule.
12. Set the Periodic indicator under Scheduling in SAP Background Processing and specify Every 1 Month(s) as the interval.
13. Choose Transfer.
Broadcasting Single, Personalized Sales Reports
...
You use the same query for this, save it as a copy and use variables for the Region characteristic. Employees only have authorization for their region. Upon distribution, the query is precalculated on a user-specific basis using the recipient’s authorizations and is filled with the corresponding variable values.
1. Open the query in the BEx Query Designer and choose Query → Publish → BEx Broadcaster.
2. In the BEx Broadcaster, choose Create New Setting.
3. Enter a description, such as Monthly Detailed Sales Report.
4. Choose Broadcast E-mail as the distribution type and MHTML as output format.
5. On the Recipient tab page under User in Role, enter the role to which the field sales representatives are assigned.
6. So that the system can generate the document for each of the specified recipients with their personal settings (for example, language) and data authorizations, select User Specific.
7. On the Texts tab page, enter a subject line for the e-mail. Use a text variable, if required.
8. Choose the required priority and enter text under Content.
9. Check your settings and choose Save.
10. Enter the technical name and choose Transfer. The new broadcast setting appears in the overview in the upper area of the BEx Broadcaster.
11. To distribute the broadcast setting monthly, choose Schedule.
12. Set the Periodic indicator under Scheduling in SAP Background Processing and enter Every 1 Month(s) as the interval.
13. Choose Transfer.
Result
Each field sales representative will receive two e-mails. One e-mail contains the monthly total sales report for all regions, the other e-mail contains the detailed sales report for the region that the field sales representative is responsible for.
You can also use the query as a data provider in a Web application and can distribute the Web application you have created, for example, displaying the data in a table and a chart.
If your company prefers to work with MS Excel workbooks, you can use the query in a workbook, where you can schedule it periodically. Note that for the distribution of workbooks, you are unable to insert the additional online link to the total sales report.
In this case, you have to start the BEx Broadcaster from the BEx Web Application Designer or from the BEx Analyzer. For more information, see Functions of the BEx Broadcaster.
See also: