Defining Exceptions 

Use

You can define threshold values (exceptions) for a query. You define exceptions in BEx Query Designer or in BEx Web applications.

Features

Defining an exception involves defining the following components:

Exception Type

You specify whether you want to define a status exception or a trend exception. The type of exception affects, for example, the display of the exception.

●      Status exceptions affect absolute key figures. They describe the current status of a number (such as revenue > 30000).

●      Trend exceptions affect relative key figures. They describe a change to a key figure (such as deviation > 5 percent).

You can only make this setting in the Exception Wizard, not in the Exception Editor.

Definition of Key Figures

You specify which key figures the exception is to affect. The exception can affect all structure elements of a structure or a selected structure element.

The exceptions in the query that is run can only take effect if the key figure specified here is contained in the drilldown.

If say you define an exception on a key figure K1 (Billed Quantity for example), that affects key figure K2 (Net Sales for example), it is not enough if just K2 is in the drilldown. The exception can only take effect if K1 is in the drilldown as well.

If a structure element is used in the definition of an exception and the structure is inconsistent, the system displays an information message in the Messages area and automatically corrects the structure. The system adds the used structure element to the structure. To activate this change, you must save the structure.

Time of Evaluation

You can set whether the evaluation of the exception is to take place before or after a local calculation. Choose Before Local Calculation or After Local Calculation as required.More information: Local Calculations

Specifying the Threshold Values

Set the required alert level and specify the relevant threshold values and operators.

You can choose from the following alert levels:

●      Good 1

●      Good 2

●      Good 3

●      Critical 1

●      Critical 2

●      Critical 3

●      Bad 1

●      Bad 2

●      Bad 3

You can choose from the following operators:

●      = Equal To

●      <> Not Equal To

●      > Greater Than

●      >= Greater Than or Equal To

●      < Less Than

●      <= Less Than or Equal To

●      [] Between

●      ][ Not Between

The values for these operators must be floating point numbers. For the operators [] Between and ][ Not Between, you have to enter a value range, meaning an upper threshold value and a lower threshold value.

The input format depends on the country setting for the operating system.

In BEx Query Designer, you can use formula variables for the from and to values of the exception. By choosing  Entry of Variables, the input help appears and you can select the required formula variable. When you execute the query, the variable dialog box appears, in which you can choose the from and to values.

In addition to selecting a formula variable, you can also define new variables, change variables, and delete them. More information: Calling the Variable Editor and Defining Variables.

The system interprets the threshold values in the exceptions as numbers.

This means for example that is not possible to enter a date directly as a threshold value. In BEx Query Designer, you can specify a date as a threshold value by using a form variable with processing type Customer Exit as the threshold value. The form variable must have the dimension Date. The customer exit provides the required date.

More information: Customer Exit

The system processes the defined alert level and the associated threshold values sequentially. If you define multiple alert levels and threshold values for a value, the system displays the lowest alert level.

Display/Target

You can set whether the exception is to affect data cells or characteristic cells. In accordance with your setting, the highlighting for the exception is displayed on the numbers for the selected key figure or the text for the most detailed characteristic value.

When you display the exception on data cells, you can choose whether the exception is to be displayed on the evaluated structure element, on another structure element, or on all structure elements.

When you display the exception on characteristic cells, you can choose whether the exception is to be displayed on the rows, on the columns, or on both the rows and columns.

Note that this function is not supported if the query is executed in BEx Analyzer. In BEx Analyzer, it is not possible to display an exception in a cell other than the cell that contains the threshold values. More information: Restrictions in BEx Analyzer.

Table Display

You can display the exception in the table in the following ways:

●      Background color: The exception is displayed with the background color of the data cell or characteristic cell. The color shading ranges from dark green for alert level Good 1 through yellow for alert level Critical 1 to dark red for alert level Bad 3. There are a total of nine color shades, representing nine different levels of priority.

●      Icon: The exception is displayed using icons.

●      Icon and value: The exception is displayed with an icon and the value of the data cell or characteristic cell.

●      Value and icon: The exception is displayed with the value of the data cell or characteristic cell and an icon.

In BEx Analyzer, you can only use the background color of the cell to display exceptions. If you want to assign your own colors, choose Workbook Settings on the design toolbar in BEx Analyzer (see Workbook Settings).

In BEx Web applications, you can display exceptions using the background color of the cell and the icons option. The background colors are set in the portal theme (see Portal Themes). The icons are stored in the MIME Repository.

You can only make this setting in the Exception Wizard on the Web. You cannot do this in the Exception Editor in BEx Query Designer.

Characteristic Restriction/Cell Restriction

In the characteristic restriction of the exception, you specify which cells to evaluate the exception on. In the case of status exceptions, the exception only affects the results unless you define otherwise. If there are any trend exceptions, the cell context is irrelevant. The validity area Everything applies here (see table below).

You can choose from any of the free characteristics, or characteristics from the rows and columns used in a query. You cannot use characteristics that are already used in another restriction row in the list.

Select the required validity areas for the characteristics and restrict the characteristics as required.

Possible Validity Areas

Validity Area	Meaning
All	The validity area is not restricted. The exception is valid for all drilldown states for the characteristic.
Totals only	The exception is valid for aggregated values of the characteristic only.
Everything except totals	The exception applies to all values of the characteristic apart from aggregated values.
Fixed values	The exception is valid for just one particular value of the characteristic (for example Spare Parts under Product Group). Select the required characteristic value. In BEx Query Designer, you can also use a characteristic variable here by choosing  Entry of Variables and selecting the required characteristic variable from the input help. When you execute the query, the variable dialog box appears, in which you can choose the characteristic value. You can also define new variables, change existing variables, and delete them. More information: Calling the Variable Editor and Defining Variables.
Level	The exception is valid for a particular hierarchy level of the characteristic only. Select the required hierarchy level.

Properties

Specify whether the exception is active or inactive and enter a description for the condition.

Activities

BEx Query Designer

In the Exceptions screen area, choose New Exception from the context menu. An entry with the default text Exception <Number> appears, allowing you to edit the description directly. In the context menu, choose Edit. The exception editor appears; it displays the relevant parts for the definition on tab pages.

BEx Web Applications

You have the following options:

●      In the context menu, choose Exceptions → Create New Exception.

●      In the List of Exceptions Web item, choose Add.

The Exception Wizard appears and provides step-by-step instructions for defining the exception.

BEx Web Analyzer

You have the following options:

●      In the context menu, choose Exceptions → Create New Exception.

●      Choose Settings and then choose Add from the Exceptions tab page.

The Exception Wizard appears.