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2005 - IBP Excel AddIn FeatureDeepDive 05 2020

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2005 - IBP Excel AddIn FeatureDeepDive 05 2020

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SAP Integrated Business Planning, add-in for Microsoft Excel

Feature Overview and End User Guide

Based on the IBP Excel Add-In 2005.2.0
Product Management, SAP
May, 2020

PUBLIC
Disclaimer

The information in this presentation is confidential and proprietary to SAP and may not be disclosed without the permission of SAP.
Except for your obligation to protect confidential information, this presentation is not subject to your license agreement or any other service
or subscription agreement with SAP. SAP has no obligation to pursue any course of business outlined in this presentation or any related
document, or to develop or release any functionality mentioned therein.
This presentation, or any related document and SAP's strategy and possible future developments, products and or platforms directions and
functionality are all subject to change and may be changed by SAP at any time for any reason without notice. The information in this
presentation is not a commitment, promise or legal obligation to deliver any material, code or functionality. This presentation is provided
without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a
particular purpose, or non-infringement. This presentation is for informational purposes and may not be incorporated into a contract. SAP
assumes no responsibility for errors or omissions in this presentation, except if such damages were caused by SAP’s intentional or gross
negligence.
All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from
expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates,
and they should not be relied upon in making purchasing decisions.

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About this document

The SAP Integrated Business Planning, add-in for Microsoft Excel (short: IBP Excel add-in) is one
of the key access points to key figures and master data that is stored in the SAP IBP backend. It is
one of the main user interfaces for the end users of SAP Integrated Business Planning (SAP IBP).

The following slides want to provide an overview of the key features and concepts of the IBP Excel
add-in and is directed to end users.
The presentation can be used, for example, for end user training during an implementation project.

Please note that the screenshots and examples are based on test sample planning views and a test
data set. The planning view templates and planning views can look different in your case due to
custom formatting, branding, and additional VBA code that you embedded.

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Agenda

1) Introduction
2) How to logon to SAP Integrated Business Planning via the IBP Excel add-in
3) How to create planning views
4) How to save data
5) How to work with planning views
6) Application jobs in the IBP Excel add-in
7) Master Data Maintenance
8) Alert key figures and alert dashboard
9) S&OP task management
10) Navigation to the Web UI
11) User settings and more in the About area
12) How to logoff and troubleshoot a disabled IBP Excel add-in
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 4
Introduction
Planning in Microsoft Excel for professional planners

• Real-time access to your SAP IBP system and

data, directly in Microsoft Excel
• Easily create custom planning views
• Visualize, analyze, and adapt your master and
time series data
• Run planning operators in simulation mode for
ad-hoc what-if analysis and create your own
scenarios
• Use local key figures to quickly use your
custom Excel formulas on SAP IBP data
• Use own VBA coding to further finetune
planning views and planner interaction

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Flexible planning view definition

Native Excel
capabilities, such
as charts and drop
downs, including
VBA coding

Data from
SAP IBP database

Review and Define planning Save planning view Use formatting to

change data online view for the task at as template or indicate what actions
and offline hand favorite a user can take

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Some key facts about the IBP Excel add-in

• The IBP Excel add-in does not run in the SAP Cloud (which SAP Integration Business Planning does), but needs to be installed on the
PC of the individual users, or needs to be made available to the users in a Citrix environment at the customer. The customer is
responsible for upgrading the add-in versions for the individual users.
• With every SAP IBP release, also a new IBP Excel add-in version is released, but it is not mandatory to use the newest add-in version,
even though it is a best practice.
• New features, such as, planning notes or fixing of key figures, are only available as of the respective IBP Excel add-in version.
• The current IBP Excel add-in versions are upward compatible and downward compatible down to SAP IBP 6.2.6. This means that they
can be used with lower and higher releases of SAP Integrated Business Planning. However, some functionality might not be available if
you use an older IBP Excel add-in version with a newer SAP IBP backend system.
Over the course of 2019, we are planning a stepwise update and subsequent phase-out of older versions of underlying protocols and
authenticating standards for SAP Integrated Business Planning. Affected by this is also the IBP Excel add-in. End of May 2019, the
1711.2.0 version of the IBP Excel add-in will be the lowest possible version that users will be able to log on to SAP IBP with. With SAP IBP
1911, we will raise this lowest possible version once again - to the 1808.2.0 IBP Excel add-in.
• For more information, see SAP Note 2394311 (Version information for the IBP Excel add-in) at
https://launchpad.support.sap.com/#/notes/2394311.
• SAP Integrated Business Planning and the IBP Excel add-in are released with certain known restrictions in functionality. For more
information, see the Release Restriction Note (SAP Note 2647423) at https://launchpad.support.sap.com/#/notes/2647423.

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Prerequisites for working with the IBP Excel add-in

• User must have the IBP Excel add-in installed (or have access to it via Citrix).

• User’s PC must be connected to the internet.

• User must have a user in the SAP IBP system.

• User must have at least basic authorization to view data in the IBP Excel add-in.

• SAP IBP backend system must be up and running.

• Planning area must be active.

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 9

Downloading the IBP Excel add-in

• Customers can download the IBP Excel add-in in the software download area of the SAP Support
Portal at https://launchpad.support.sap.com/#/softwarecenter. Please use the search term SAP IBP
Excel Add-On.
• The download requires an s-user with the necessary authorization. If the download is not possible,
please contact your company’s s-user administrator.
• If SAP delivers a fix for the Excel add-in between two SAP IBP releases (based on a customer ticket,
for example), a new add-in version is generated that needs to be installed on customer side.

Your IT department usually provides you with the installation file, or even installation package, and
pushes these installations to your local PC. For more information, see:
• Silent installation/deinstallation
SAP Note 2135948 at https://launchpad.support.sap.com/#/notes/2135948
• How to distribute the add-in to user’s notebooks
SAP Note 2114654 at https://launchpad.support.sap.com/#/notes/2114654
• Add-in with proxy server
SAP Note 2092187 at https://launchpad.support.sap.com/#/notes/2092187

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IBP Excel add-in on a MacBook and mobile devices

• The IBP Excel add-in can run on a MacBook. Prerequisite is that a virtual machine (VM) is set-
up and that a Windows and Office environment is installed on the VM. Then you can install the
IBP Excel add-in on that VM as usual.

• The IBP Excel add-in can be installed on Microsoft Surface devices.

• Currently, you cannot install the IBP Excel add-in on a smartphone or tablet.

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How to Logon to SAP IBP via
IBP Excel add-in
Logon
If the IBP Excel add-in is installed correctly, you find a new entry in the Microsoft Excel ribbon, called SAP
IBP.
As a first step, you need to log on to the SAP IBP backend by clicking Logon.

• The Logon window appears. Usually, your administrator

distributes the relevant connection details automatically
and you can directly select one of the connections and
click Log On.
• If no connection has been preset by your administrator,
follow the steps on the next pages to set up a connection
manually.
• You can save multiple connections to different systems
and planning areas.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC
• A favorite list is available in the drop-down menu. 13
Setting up a connection (1)

Step 1: Navigate to the Connection Manager

To set up a new Connection Manager:

connection,
click

Then click Create.

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Setting up a connection (2)
Step 3: Set a planning area as default (optional)
Step 2: Enter the system credentials and the
planning area Click the connection that you want to set as default
and then click Set as Default. A green checkmark
Enter a free text name, the server URL (provided by your appears next to the connection.
administrator), and either enter the planning area name
directly or click Look Up Planning Area to get a list of Next time you click Logon, this connection will be
available planning areas for this system. preselected from your favorites list.

Then click OK.

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Logging on to multiple planning areas or systems in parallel

It is possible to log on to multiple SAP IBP systems and planning areas in parallel. That can be useful, for example,
during implementation and testing phases.

Instead of opening a new Excel workbook, open a new Excel instance. The way to open a new instance depends on
the Microsoft Office version. If the following path does not work for you, please check the help on
https://support.microsoft.com.

1. Open your Microsoft Excel workbook (the first instance) as usual (and optionally log on to SAP IBP).

2. Right-click the Microsoft Excel icon on the Windows desktop taskbar,

press the Alt key, and select Excel 20… from the list.

3. Keep pressing the Alt key until a pop up appears that asks you
if you want to open a new instance. Click Yes.

You now have two separate Microsoft Excel instances open and can log on to different SAP IBP planning areas with
each of them.

In case you are using a IBP Excel add-in version 2005 and later, you can also achieve the
same by double-clicking on the desktop item (in case you administrator has enabled the desktop
shortcut during installation).

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Clearing the metadata cache

When you select a connection in the IBP Excel add-in and log on to Sample error message:
that connection, all planning level attributes and their corresponding
values are downloaded to the IBP Excel add-in, and each of these
attributes is marked with a version number. The next time you log on
to the same connection and planning area, this version information is
compared with the current version on the server. If the versions do
not match, the data is downloaded again.

Usually, there is no need to clear the cache. However, if you think the
cache in the IBP Excel add-in is not accurate, you can clear it, which
forces all planning level attributes and their corresponding values to
be downloaded again. For example, if you know that an attribute
value, such as the description of a brand, has been changed in the
model configuration in the Web client, but the changed name does
not appear in the templates in the IBP Excel add-in, try clearing the
metadata cache.

Please note: Master data attributes that are marked as personal data
are not cached but are read on the fly from the SAP IBP backend.
Same if the number of attributes exceeds a threshold set in
configuration using the global configuration parameter
MAX_DIM_MEMBERS: The excess attributes are not cached and
only read on demand.

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How to Create SAP IBP Planning Views
Planning views in SAP IBP

Plain SAP IBP planning view (no EPM formatting, no VBA code, …)

Data from SAP IBP database

VBA-based planning view template including EPM formatting (example)

Native Microsoft Excel capabilities, such as

charts and drop downs, for example based
on VBA coding / macros (optional)

Data from SAP IBP database

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC VBA = Visual Basic for Applications 19
Basic Settings
Creating a new planning view (1)

To open a predefined planning view (template or favorite) or create a planning view from scratch,
click New View in the SAP IBP ribbon. Then choose one of the following:
• From Template

• Without Template on Current Sheet, if you want to create a plain planning view from scratch.

This option will be explained in the following slides.

A planning view in SAP IBP requires some

mandatory settings:

1) Time settings

2) Planning level

3) Key figures

4) Layout (optional)

5) Filter
(can be either optional or mandatory, depending on your SAP IBP system settings)

6) Alerts based on Alert Key Figures (optional)

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Creating a new planning view – time settings

Define the time intervals for which you want to

see data in the planning view.
• You can combine different time intervals.
• The time intervals can use different period
types (such as, Weekly or Monthly) that you
can select in the Time Period field.
Please note: The number of different period types that you can
• The period names, such as, Jan 2019 or CW1 use for your time intervals and total columns is defined by your
2019, are defined by your administrator. administrator using the global configuration parameter
MAX_TIME_LEVELS in the PLAN_VIEW parameter group. If the
• By using Total for a time interval, you get a parameter is set to 2, you can, for example, only use two levels, for
total column that displays the aggregated key example Weekly and Monthly or Monthly and Yearly for your time
intervals/total columns in the planning view, but not Weekly,
figure value for this time interval. Monthly, and Yearly. The totals count as a level as well.
• The order of the time intervals/total columns
and period types does not need to be
chronological.
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On-the-fly aggregation of data across time periods

Data in SAP IBP is stored at the base level of the respective key figure. The base level defines the type
of periods in which the data is stored, for example, weeks or days. When displaying the data, it is
automatically aggregated up to the requested time period. Example: if key figure data is stored in days
and your planning view displays months, then the days are aggregated to months.

How the data is aggregated

is defined in the key figure configuration.
Example: Sum for quantity-based key figures,
average for prices, and more

Disaggregation
Aggregation
Your administrator can also define a more
complex aggregation and disaggregation
logic, dependent on the individual use case.

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Time period - what is a technical week?

Storing key figures at the technical week level

allows a consistent aggregation/disaggregation
between weeks and months.

A weighting factor is used as a proportional factor to split data during disaggregation:

Month June July August
Calendar CW CW CW CW CW CW CW CW CW CW CW CW
CW 27 CW 31
Week 23 24 25 26 28 29 30 32 33 34 35 36
Technical TW TW TW TW TW TW TW TW TW TW TW TW TW TW TW TW
Week 23 24 25 26 27a 27b 28 29 30 31a 31b 32 33 34 35 36a

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Factor 5 5 5 5 2 3 5 5 5 5 0 5 5 5 5 1
25
Creating a new planning view – attributes (planning level)

• Define the planning level on which you want to see the data
in the planning view.

• On-the-fly aggregation and disaggregation of the planning

data are one of the key strengths of SAP IBP. So you can
freely choose from all available master data attributes
displayed.

• The All Attributes area on the left side of the screen

includes the attributes that are available to you. They are
sorted in alphabetical order.

• To select an attribute for your planning view, you can either

select the attribute‘s checkbox or drag and drop the
attribute to the Selected Attributes area. The selected
attributes are the ones that will be visible in your planning
view. Order in the planning view:

• The sequence in which the attributes are listed in the

Selected Attributes section determines the sequence of the
attributes in your planning view.
You can easily change the sequence by using the arrow
buttons or drag and drop.

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On-the-fly aggregation of data across planning levels

Data in SAP IBP is stored at the base planning level of the respective
key figure, for example, the product ID or a combination of multiple Example: LOC | PROD | CUST | WEEKLY
attributes. LOC = location ID
The data in the database is stored in these attribute combinations. PROD = product ID
If key figures are calculated based on other key figures, the CUST = customer ID
aggregation works similarly.

When displaying the data, it is automatically aggregated up to the requested planning level.

Example: If key figure data is stored at the product ID level and the user displays the data at the brand level,
then the data stored for the product IDs is aggregated to the respective brands.

Example for Product Planning Levels Example for Location Planning Levels

Product Family A Region A

Brand A Brand B Country A Country B

Product A1 Product A2 Product B1 Product B2 LocationA1 LocationA2 LocationB1 LocationB2

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Creating a new planning view – key figures

• Define the key figures for which you want to see

data in the planning view

• You can freely choose the currency or unit of

measure (UoM) in which you want to see the data.
Note: Currency and UoM conversion factors must
have been loaded by the administrator beforehand.

• You need to select a conversion factor for key

figures for which a conversion has been defined by
the administrator.

• The sequence in which the selected key figures are

listed defines the sequence of the key figures in
your planning view.
You can easily change the sequence by using the
arrow buttons or drag and drop.

• You can also select whether you want to show

planning notes in the planning view.
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Creating a New Planning View – Key Figures
Tooltip for Key Figures

The tooltip shows you all information on how

a key figure is defined. This can help decide if
for example, fixing or planning notes are
allowed, and in which horizon the key figure
is editable.

To make the tooltip appear, hover over a key

figure's name for about two seconds.

With the pin button in the upper right corner,

you can keep the tooltip on the screen and
move it around.

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Creating a new planning view – layout

Customize your planning view and how the

data is shown.

Examples:
• Should the time periods be shown as
columns or rows?
• What should be the sequence of the
attributes and the key figures?

Time periods in columns (default) Time periods in rows

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Creating a new planning view – filter (1)

You can define filter criteria to:

• Reduce the amount of data shown in the planning view (also for performance reasons)
• Only show the data that is relevant for your current planning task.
There are two different types of filters for planning views in SAP IBP:

Attribute-based filters Value-based filters

These filters can filter the data on a These filters can filter the key figure data on a planning
planning view based on attribute values. view based on key figure values. Examples:

Examples: • Show only customers where the annual sales volume

• Customer region = USA AND of the last year was above 1,000,000 EUR
Product ID = 14589; 88874; 12558
• Identify products where the forecast quantity is below
• Resource type = assembly unit 1,000 pieces in the next 3 month

• Show only combinations where the key figure value is

not NULL (that is, empty or zero).
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Creating a new planning view – filter (2)

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Creating a new planning view – attribute-based filter

You can either use the value help to see the Selection with value help:
available attribute values or copy and paste
them directly in the entry field (also a list of
values can be copied).

Copy and paste System automatically

adds the separators (;)

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Creating a new planning view – cascading filter

• You can use the cascading filter to filter

attributes based on other attributes.
• This is very useful when you want to filter on
attributes that have a huge number of values.
• For example, in your master data workbook or
when editing the planning view, you filter on
location. Using the cascading filter, you can
set another filter criterion, such as region. The
system then displays a list of locations that
are part of the region you specified.

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Creating a new planning view – cascading filter for simple master data types

Example: Both attributes are part of the same simple master data type.
• Filter for attribute 1 (such as product ID) based on a cascading filter attribute 2 (such as brand
description) which is part of the same simple master data type as attribute 1.

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Creating a new planning view – cascading filter for compound master data
types

Example: Both attributes, location and product, are part of the same compound master data type
location product.
• Filter for attribute 1 (location ID) is based on the cascading filter attribute (product ID) which is part
of the same compound master data type.
• Cascading filters use the value combinations loaded for the compound master data type (location
product).
Compound master data type location product: Cascading filter:

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Creating a new planning view – saving your attribute-based filter as a
favorite planning filter

You can save your attribute-based filter settings

to have them available later on with just one
click as a planning filter.
The saved filters are available in multiple
areas:
• Planning view definition
• Filter menu in the planning view
• Application jobs started from the IBP Excel
add-in
• Master data workbook, if the saved filter is
relevant for the respective master data Planning filter
menu in the
• Change history view
SAP IBP ribbon:
• SAP Fiori app Planning Filters on the Web UI,
where the saved filters can also be shared with
other users or user groups

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Creating a new planning view – value-based filter (1)
In the time settings of the value-based filter, you can decide for which time range the filter criteria
should be met.

Both the time period and the range can be different from the time settings of the planning view.

Example: In the planning view you could have weekly buckets from week 8 to week 20 in 2018,
while the value-based filter criteria should be met in monthly buckets for the last 6 months.

As for the time settings, you can set a rolling horizon using Rolling, Fixed, From Rolls and To Rolls.

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Creating a new planning view – value-based filter (2)
As a next step, you decide for which key figure the filter should be applied. You can only choose key
figures that are part of your planning view (including alert key figures).
You then decide on the operator type. The following operator types are available:
• Equal To
• Not Equal To
• Greater Than
• Less Than
• Between
• Not Empty
• Not Empty or Zero
• Is Empty
• Is Empty or Zero

After that, you need to set the threshold values according to your needs and decide where the filter
criteria should be met: in at least one period (for example, month) of the selected time range (March –
August 2018 in the example), in all periods, or in the total column for this time range.

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Creating a New Planning View – Value-based Filter (3)

To removes any planning combinations where all key figure values are empty, or zero within the
defined time horizon, you set the value-based filter in the Planning View to All Selected Key
Figures.

This setting automatically switches the operators next to it, to Not Empty or Zero and In At Least
one Period.

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Creating a new planning view – value-based filter (4)

You can create, update, and delete your value-based filters.

• Creating a new filter: If you click Add, you are asked for the filter name. The filter will be included in the filter drop-
down menu. The filter contains the settings that you had set for the filter before you clicked Add.
• Updating a filter: If you change the filter criteria for a previously saved filter, you need to click Update to overwrite
the previous settings.
• Deleting a filter: To delete a filter, select it in the drop-down menu and click Delete.

In the filter drop-down menu, you can only see the filters that are based on key figures that are included in your
planning view.

Please note that value-based filters cannot be shared with other users or saved as a planning filter.

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Creating a new planning view – value-based filter (5)

If you want to remove the value-based filter criteria from your planning view, you simply need to
switch to (None) in the filter drop-down menu. This will remove the value-based filter from your
planning view.

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Creating a new planning view – value-based filter (6)

• A value-based filters cannot be shared with other users and is not visible to other users under
the name you had given it.

• Value-based filters are saved within templates, favorites and offline workbooks.

• When you share a template or a favorite with other users, they see the filter criteria only as an
Ad-Hoc Filter (that is, with a different neutral name).

• For value-based filters, there are no Template Admin options, such as Don’t copy, Copy as
suggestion or Copy as mandatory (which you have for the attribute-based filters).

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Creating a new planning view – value-based filter (7)
Before the value-based filter was applied:

The value-based filter is applied when you do the

following:
• When you click OK in the Edit Planning View window
• When you open a template or favorite with a value-based
filter included
• When you refresh the planning view

If an attribute combination or planning level does not

meet the value-based filter criteria, the entire
combination will be removed from the planning view.

After the value-based filter was applied:

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Creating a planning view - result
You have now created a planning view without a template.

It is a plain planning view (no EPM formatting, no VBA code, …).

We strongly suggest that you use formatting to increase the usability of the planning views.

Please note that it is mandatory to use IBP formatting rules if you want to use:
• Alerts in the planning view
• Fixing-enabled key figures

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Adding a new worksheet or copying a worksheet

• Your Excel workbook can have multiple Copy the settings to an existing target worksheet from the
worksheets that contain different planning Edit Planning View screen:
views.
• You can either set up each worksheet from
scratch or copy the settings from an existing
worksheet.
• You can freely name and rename the
worksheets.

Copy current worksheet

(system automatically adds new worksheet):
Create a new worksheet manually and start
from scratch with a new planning view:

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Multiple workbooks

You can have multiple Excel workbooks open with multiple worksheets containing planning views.

The maximum number of workbooks that can be opened is defined by your system administrator
using the global configuration parameter PV_COUNT_MAX in the PLAN_VIEW parameter group.

Limiting the number of open workbooks makes sense to:

• Reduce the PC’s memory utilization, which grows with the number of open workbooks and
transactions. The user should still be able to work in parallel with other applications.

• Reduce the SAP IBP backend load

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Refreshing data

The planning views in the IBP Excel add-in show data from the SAP IBP backend at the point in
time when the data was last requested or refreshed.

The data does not refresh automatically when data is changed in the database.

To request the latest data, the planning view needs to be refreshed. Refreshing:

• Can be triggered manually by the user by clicking on Refresh in the SAP IBP ribbon

• Automatically happens when saving data

• Automatically happens when the planning view settings are edited

Note that data that you have changed and simulated but not saved yet is retained when you
change the planning view settings.

• Automatically happens when a template or favorite is opened

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Advanced Settings
Time-Based Totals and Flexible Time Axis
Time-based totals

You can define on-the-fly aggregates when defining the time settings for your planning view.

Example: define a planning view that always shows the details and then the sum of the last 6 months

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Advanced time settings (1)

You can define how the data is displayed, as periods, summed up to a total, or both.

Custom labels for total columns, such as, Year to Date or Rest of Year:

Note that a certain time bucket must not be included in different time intervals that use the same
period type.
Example: You cannot define two time intervals with monthly periods that both include the month January 2019, such as
October 2018 to January 2019 and January 2019 to March 2019. It needs to be, for example, October 2018 to
December 2018 and January 2019 to March 2019.
However, the same time range (January 2019) can be included in different time intervals that use
different period types, such as Monthly (month January 2019) and Weekly (week 1/2019 to 4/2019).

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Advanced time settings (2)

You can also define whether the start and end of a time interval, that is, the first and the last period of
the time interval, are fixed or rolling. These are your options:
• Rolling: Both the start and end period are rolling.
Example: The current month is January. For the time interval to be displayed, you have selected
January 2019 to March 2019 with monthly periods. When the current month changes to February
2019 as time is passing, also the time interval displayed rolls by a month and now shows data from
February 2019 to April 2019.
• Fixed: Both start and end period are fixed.
• From Rolls: Start period is rolling, end period fixed.
• To Rolls: Start period is fixed, end period is rolling.

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Advanced time settings - example
The planning view on the
left displays 8 different
time intervals and time-
based totals, as defined in
1 2 3 4 5 6 7 8 the time settings below.

1
2
3
4
5
6
7
8

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Advanced time settings - limitations (1)

Simulation capabilities are only supported within one

time level (period type). Simulations cannot be run for
different time levels in parallel.
So when you change values manually in different time
levels (for example, a weekly and a monthly value) in
the planning view and run a simulation job (such as,
Simulate (Basic) to recalculate the planning scenario,
you will receive a warning, and only one of the
changed values will be taken into consideration for
simulation. The other changed value will be ignored
and overwritten. You can change the other value
afterwards and then start a second simulation.

Time-base totals are read-only and the values cannot

be changed.

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Advanced time settings - limitations (2)

The determination of the value of the time-based total does not work for key figures which are
based on an L-code implementation or on a complex configuration and which have an aggregation
mode other than Sum, Max, Min, or Avg.

An example of a complex configuration is the determination of the key figure value for the last
period in a time period (for example, the last month of a quarter or the last month of a year), as
described in SAP Note 2286684.

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Advanced Settings
Attribute-based Totals & Subtotals
Attribute-based totals - overview

You can use attribute-based totals within the

planning view based on the selected attributes of
the planning level.

You can decide if you want to see:

• No Total: no aggregation (default)

• Total Before: Lines with totals are shown

before the normal attribute values.

• Total After: Lines with totals are shown after

the normal attribute values (see screenshot on
next slide).

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Attribute-based totals - visualization

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Processing changes to attribute-based totals (1)

Totals are calculated in the SAP IBP backend (not in Excel). Hence, when changing a value on the
planning view, the total will only be updated in the planning view after simulation or save.

You can do a reverse calculation from the total to the individual key figures.
Example below: The value of the total consensus demand without promotions has been changed to
80000. When you run Simulation (Basic), the system updates the numbers of the total consensus
demand key figures for Europe and USA accordingly.

You can have changes on

one level only in one simulation run
(either key figure value or subtotal).

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Processing changes to attribute-based totals (2)

Note that you can only change subtotals, but not the total for the highest attribute of the planning
level (grand total)

Example: You can change the subtotals at the level of customer region/product group, but not the
value at the next level, the grand total (sum of all customer regions).

Subtotats for planning

level Customer Region /
Product Group

Grand total for planning

level Customer Region
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Advanced Settings
Attribute Value “(None)”, Strong and
Light Matches
Creating a new planning view – attribute value (None)

• In certain cases, you see the value (None)

for an attribute in the planning view.

• This value means that the chosen attribute

is not part of the key figure definition and is
therefore unknown to the system in this
combination.

• In the example on the right side, you can

see that all key figures have the Product ID
as a valid attribute, none of them has the
Promotion ID or Promotion Type, and only
the Confirmed Qty and Delivered Qty key
figures have the Sold To Party as a known
attribute in their definition.

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Creating a new planning view – attribute value (None)
Usage of the Strong and Light Match Groups

The Strong Match and Light Match groups can be used to help find attribute and key figure
combinations that hold data and represent meaningful information within the defined planning area.
Based on your selections in the Time, Attribute or Key Figure tabs, the Strong Match and Light
Match groups are automatically updated.
Example:
You select month as the time period and the attributes Product
Group and Promotion ID. Moving to the Key Figures tab, you
can see the key figures listed in the Strong Match group, where
the base planning level is a complete match to the attributes
and time dimension selected.
In this example, the Promotion ID is only part of a few base
planning levels, so data for it can only be visualized for 3 key
figures in the Strong Match group.
The ones that have a partial coverage, are listed under the
Light Match group and the remaining items, that don’t match at
all are listed at the bottom.
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Creating a new planning view – attribute value (None)
Strong Match Group

The Strong Match group for attributes or key figures shows you which items (attributes, time
periods, key figures) would lead to a full coverage on the planning view, without showing any empty
or (None) labeled elements. This means that all selected attributes are part of the key figure
calculation and the other way around.

Please note, that empty or (None) labeled elements can still appear in case the attribute value itself
is empty, but the appearance is unlikely within this group.

Items listed in the Strong Match group will not show up in any other group.

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Creating a new planning view – attribute value (None)
Light Match Group

The Light Match group for attributes or key figures shows you which items (attributes, time periods,
key figures) would lead to a partial coverage on the planning view. This means that at least one
selected attribute is part of the key figure calculation and the other way around.

Items listed in the Light Match group will not show up in any other group.

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Saving Planning Views as
Templates and Favorites
Comparing templates and favorites

Templates Favorites
• A template administrator can share planning • Individual for the user
view templates with all users.
• Only visible for users with whom the user has
• A template administrator can maintain shared the favorites
defaults, filters, and more.
• The administrator cannot centrally restrict the
• The system administrator can restrict the access to the favorites to certain users.
access to certain templates for the users • Favorites have a separate lifecycle: Favorites
using authroizations.
that were created from a template do not get
automatically updated when the original
template gets
changed (the
formatting, for
example).

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Creating, updating, and deleting a favorite or template

Once you have created a planning view, you can save it as a favorite or, if you have the necessary
authorization of a template administrator, also as a template.

For templates, choose Templates in the SAP For favorites, choose Favorites in the SAP IBP
IBP ribbon and then choose ribbon and then choose
• Add to create a new template • Add to create a new favorite
• Update to update an existing template • Update to update an existing favorite
• Delete to delete an existing template • Delete to delete an existing favorite

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Accessing templates

Once a planning view is saved as a template, it can be opened as follows:

From the Templates drop-down When you create a new planning view from a
menu in the IBP Excel add-in ribbon template, you can select the template to open.
(usually visible for template The settings can then also be adjusted directly.
administrators only)

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Sharing a favorite with another user

You can share your favorite planning views with other users or user groups.

1) Open the favorite.

2) In the SAP IBP ribbon, click Favorites and then click Share.

3) Then select the users and user groups and click OK.

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Opting out of favorites

You can opt out of favorites that another user has shared with you and that you don‘t want to see any
longer.

Drag and drop the

Click Favorites shared favorite to the
and then Opt Out Folder.
Organize.

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Organizing favorites and templates using folders

Folders can be created for: • Folders only exist when they have favorites
• Planning view favorites assigned. Folders that do not contain a favorite or
• Master data favorites template are removed.
• Planning view templates • Folders cannot be transported or shared with other
users.

To create a folder, create a planning The template folder structure is also Organize your folders and planning views
view and select Add or Update. available when creating or editing the by using drag and drop, sorting, creating
planning view. and deleting folders.

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How to Work with Planning Views
Editing Planning Views
Editing planning view

You can edit all settings of a planning view using the Edit View button in the SAP IBP ribbon.

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Simulation Mode / Interactive Planning
Interactive planning – simulating the effect of data changes

The IBP Excel add-in offers powerful simulation capabilities that you can use to run what-if
simulations on the fly. During simulations, you can change data in the planning view, simulate what
effect your changes would have on other key figures, and even run planning operators such as
statistical forecasting in simulation mode to analyze the potential results - without changing the
actual planning data in the base planning version.

The simulated data is only visible for you and doesn’t have any impact on the data that is stored in
the SAP IBP backend. With that, other users are not affected.

However, if you come to the conclusion that your changes are valid, you can save the simulation so
that it becomes the actual planning.

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About simulations

• A simulation recalculates the planning view, only considering the changes that you have made in the
planning view.
• If you have changed a key figure value, you can simulate the effect on the dependent key figures using
Simulate (Basic). You can save the changes either as the new baseline plan to the SAP IBP database,
visible to all users, or save it as your private scenario. To discard your changes, you simply need to
refresh the planning view.
• If you have multiple planning views in one workbook, a simulation in one planning view is propagated
automatically to the other planning views in the same workbook. The same applies if you refresh the
data in one planning view to discard all changes; this discards the changes in all planning views of the
workbook.
• To see the impact of your changes on the plan, you can also run a planning operator, such as, supply
planning, inventory optimization, and statistical forecasting, in a simulation mode. Starting an operator
in simulation mode means that the system automatically starts Simulate (Basic) first in order to update
dependent key figures based on your changes before starting the operator itself.
• Note that there is no undo button for simulations. If you have run multiple simulations, you cannot undo
the last one, but need to refresh completely, thus losing all previous simulation results.

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Simulate (Basic)

The basic simulation updates the values of the

key figures that depend on the key figures that
you have changed (using the key figure
calculations that have been defined in the
configuration) - but only in the planning view. No
data is saved in the SAP IBP database until the
user saves it.

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Simulate (Basic) – overview

The consensus demand is calculated from the sales forecast quantity, the marketing forecast
quantity, and the demand planning quantity entered by the demand planner.
If you manually change the sales forecast
quantity for 3 consecutive periods and run
Simulate (Basic), the system automatically
updates the consensus demand.
Also totals and subtotals are getting updated.
Sales Forecast

50%
Marketing Demand Planner
Forecast Forecast

30% 20%

Consensus Demand Plan

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Simulate (Basic) – complex key figure calculations
Simple key figure calcuation:
Depending on the key figure definition in the configuration
in the SAP IBP backend, the calcuation for a key figure
can become rather complex and, even if only one value
was changed on the planning view, a lot of operations
need to happen at the database level in order to simulate
and re-calculate the dependent key figures for that single
changed value. A more complex key figure calculation:

So the size of the key figure calculation plays a role for the
performance of interactive planning.

Please note that in some special cases, data changes that

were done for a specific planning combination (such as,
product A and location A) with a subsequent Simulate
(Basic) run can also have an effect on other planning
combinations (such as, product A and location B) and can
result in updated planning data for these as well.

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Planning operators in simulation mode – statistical forecasting

Example: Simulate the effect of different forecast models on the data, or simulate the effect of
increased or decreased sales on the statistical forecast.

The system automatically uses the planning level, the periodicity, and the filter criteria from the
planning view for the forecast model.

The available forecast models automatically appear in the Simulate drop-down menu.

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Planning operators in simulation mode – inventory optimization operators

Whether an operator is available in the simulation menu, depends on the configuration of the
operator, which is is done by your administrator: The Interactive Mode checkbox must be selected
in the operator profile and the planning operator must be assigned to the planning area.

In case a planning scope is defined for your planning area, the system would use the planning
scope that was set in the Edit Planning View header automatically for the operator simulation.

Example: Simulate the effect of changed input factors, such as a new demand plan, on the
inventory plan and holding costs.

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Planning operators in simulation mode – supply operators

Whether an operator is available in the simulation menu in the planning, depends on the
configuration of the operator that is done by your administrator. (The Interactive Mode checkbox
must be selected in the operator profile and the planning operator Imust be assigned to the
planning area.)

In case a planning scope is defined for your planning area, the system would use the planning
scope that was set in the Edit Planning View header automatically for the operator simulation.
Example: Simulate the effect of changed input factors such as new capacity constraints on the
supply plan.

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Subnetworks and planning scope for simulation runs

Subnetworks (previously called planning units) are relevant but not mandatory for inventory
optimization and time-series based supply planning.

In case it is set-up for your planning area,

you need to select the subnetworks that you
want to plan in the Planning Scope window in
the Edit Planning View header. The setting is
applied to all planning views of the workbook
and automatically used in the planning operator
simulations.

You can set a default planning scope in the

user settings.

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Planning operators in simulation mode – simulation log

Show Messages

After a simulation run, you can access a detailed log of the last simulation run using the Show
Messages menu entry.

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Simulation across different planning views

A simulation session always involves the entire Excel workbook, including all planning views
(worksheets) in the workbook. So if you change data in one planning view (on worksheet 1, for
example), then click Simulate (Basic) or start a planning operator in simulation mode, and then go
to another planning view (worksheet 2, for example), you see that associated data has been
updated with the simulation run.

Example:

In your Excel workbook, you have three planning views on three different worksheets. Planning
view 1 shows aggregated data and summarizes the results from the two other planning views.
Planning views 2 and 3 show data on a detailed level for different regions.

Go to planning Go to planning
Review and Review changed view 1 and view 3. The data
Simulate your
change data on data on planning review simulated on this view is
changes
planning view 2 view 2 results on not affected by
aggregated level the simulation.

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Consecutive simulations in one simulation session

You can run multiple consecutive simulations without saving the data in between. For example, you
can change data, run a simulation, review the results, change data again, simulate, and so on, until
you get the appropriate results and want to save the changes or discard them all by clicking
Refresh.

Example:
Review results Move to Review results
Change data
Simulate your of simulation in planning view of simulation
on planning
changes planning view 2 on different on planning
view 1
1 sheet view 2

Change data on
planning view 2 Review results of Move back to Review results
Simulate your
based on the simulation in planning view 1 and save your
changes
results from first planning view 2 on different sheet changes
simulation run

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Change planning view settings during a simulation session

A simulation session is not affected by changes to the planning view settings. So you can use drill-
downs, or change the settings in the Edit Planning View menu without loosing the results of your
simulation. The system applies the changed settings to your planning view, but retains the
simulated results.

Example:
Change for example
Change data the planning level or
Simulate your Review results
in your add / remove key
changes of simulation figures via the Edit
planning view Planning View

Review results
Change data
of simulation in Review results
and simulate Save data
changed of simulation
again
planning view

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Versions
About versions

• Versions are used to create “alternative realities” of the global company plan.
• The base version represents the base plan (operational plan) that is used within the company as the go-to plan.
• Additional can help determine what is the best path forward, without interfering with the base version.
• Versions are valid for and used by the whole company, or by departments of a company, and are visible to all end users who have the
necessary authorizations.
• Versions are created centrally in the SAP IBP model configuration and are an optional, but common part of an SAP IBP implementation.
• A version consists of a set of key figures that represent the particular plan. Different versions can have different key figure values. For
example, the sales forecast might be 100 in an upside version, only 50 in a downside version, and in the end, 70 in the base version.
• A version always consists of a sub-set of the available key figures that are included in the base version. They cannot include additional key
figures.
• Some key figures within a version are marked as version-specific and some as pure baseline key figures. Baseline key figures will always
show the data stored in the base version, while data in version-specific key figures can differ from version to version.
• A version can consist of version-specific master data (optional).

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Versions - sample process

Adjust your planning Copy base Copy version to

Change version
view data version to version base version
• Change key figure values • Copy your base • Change key figure • Copy values from a
in the base version version to a version values in the version version to the base
(such as, upside or • Change master data version if you want to
downside) to use the if you are using promote the changed
base version values version-specific values back to the
as a basis for master data base version.
changes to a more
optimistic or
pessimistic plan.

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Comparing versions

• In the planning view definition, select the versions you want to see in the planning view.
• Default is the Base Version.
• The version selection is valid for all sheets in the workbook.

In the planning view, a new column is added, called Version.

You can compare the different versions, change values, and
more.
Please note that this column is not visible when you have only
selected the base version in the planning view definition.
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Copying versions

In the Manage Versions window, you can

• Copy data from the base version to an alternate
version
• Copy data from the alternate version back to the
base version
• Copy data among alternate versions
• Delete data in versions

The actions are executed as an application job for

which you can define the following parameters:
• Time horizon that should be copied
• Master data attributes filters
• Key figure filter

Version copy and version deletion jobs can also be

scheduled as recurring jobs.
The status of the jobs can be seen in the Version
Status window.
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Scenarios
About scenarios

• Planners can create scenarios themselves directly in the Excel add-in.

• A scenario is a user-specific “alternative reality” of a plan.
• A planner can use scenarios to determine what the best path forward is, without interfering with the
current planning (for example, the company’s base version).
• Scenarios can help the planner to answer what-if questions quickly.
• A planner can make the scenario visible to other users by sharing the scenario with them.
• A scenario is a subset of the data in a planning area, referring to one or multiple versions.
• Multiple users can create different scenarios for the same planning area.
• The baseline scenario (briefly “baseline”) includes the original data set based on which a particular
scenario was created.

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Scenarios - sample process

Adjust your planning

Run simulation Save as scenario Promote scenario
view data
• Change key figure values • Simulate what effect • Keep hold on the • Promote the scenario
in the baseline scenario these changes have changes and to the versions, for
(default) on your planning view simulations without example, the base
saving it in the version.
versions • The data is
• Continue to work on immediately copied
the data until you are over to the versions
confident that the and is visible to all
scenario is ready to users.
be promoted to the
versions, such as, the
base version (which is
the company’s
operational plan).
• Visualize different
scenarios in one
planning view to
compare the data.
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Creating a scenario

• In the Scenarios area, click Create.

• Enter a name and a description of the new
scenario.
• At this point, you can share it with other users
or groups. But this can also be done later on.
• Once you click Save, the new scenario is
created and a new column is added to your
planning view, called Scenario.

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Creating an empty scenario and resetting a scenario

If you have not made any changes yet to your planning view in the baseline scenario, you
can create an empty scenario which is defaulted to the baseline values.
Any change in baseline values will also be changed in the scenario, up to the point when you
start changing values in the scenario, which then decouples it from the baseline.

You can manually reset the scenario to the baseline in the Manage Scenarios window.

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Creating a scenario including unsaved data changes

You can create a new scenario after you have made changes to your data on the planning view. Please note that

• you will need to simulate your changes using the Simulate (Basic) first before creating a new scenario if your planning
view contains more than one time level.

• the new scenario will automatically contain all your data changes if all changes were valid. In that case, it is not
necessary to first simulate these changes using the Simulate (Basic).

• invalid data changes cannot be detected in all cases by the Microsoft Excel front end as the data validation happens in
most cases when sending the data changes to the SAP IBP backend during a simulation with Simulate (Basic) or when
saving the changes. Invalid changes can occur, for example, if you changed data for a key figure or attribute value
without editability rights, or in cases where the fixing of a key figure value would lead to negative values during
disaggregation.
When creating a scenario based on a planning view that contains valid and invalid changes, the following behavior will
apply:
• If the invalid changes can be detected on the frontend, you are informed about the invalid changes before the new scenario is
created. All changes are discarded when the scenario is created.
• If the invalid changes cannot be detected by the frontend, you are not informed about the invalid changes before the new scenario
is created. All changes are discarded when the scenario is created.

Therefore it is recommended to first use the Simulate (Basic) before creating a new scenario based on changed values.

In the planning view definition, select the

scenarios you want to see in the planning
view.
• Default is the Baseline.
• The scenario selection is valid for all
sheets in the workbook.

In the planning view, a new column is added, called Scenario. You

can compare the different scenarios, changes values, and more.
Please note that this column is not visible when you have only
selected the baseline scenario in the planning view definition.

In the Manage Scenarios window, you can

do the following:
• Change the name and description of the
scenario
• Share it with other users and user groups
• Promote the scenario to the versions
involved
• Reset the scenario to the baseline values
• Delete the scenario
• Duplicate the scenario, that is, copy it to
a new scenario

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Sharing a scenario with other users
You can easily share your scenarios with other users or user groups. In the Manage Scenarios
window, click on the icon and add the respective users or user groups.

Please be aware that these users then have full authorization to change, delete, and promote the
scenario.

These users can furthermore not opt out on the scenario as they can’t change their assignment
themselves. Only the user who has created the scenario has the rights to remove users again.

Promoting a scenario means that all changes that were done within the scenario are copied to the
versions and are now visible to all other users in the company.

You can add a comment to explain your decision and changes.

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Explaining “A scenario is a subset of the data in the versions.”

The planning view shows the data that is

stored as the base version in the SAP IBP
database. In this case, the planning view is
the baseline scenario.

When creating a scenario, an additional

layer is added in the SAP IBP database
where only the values that are different
from the baseline scenario are stored
(highlighted in red in the screenshot). This
data is only visible to the users associated
with the scenario, that is, the user who has
created the scenario and anyone they
shared the scenario with.
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Comparing version and scenario
Version Scenario
What is it? • A set of key figures that • A user-specific copy of the plan that the planner can create
represents a particular plan of the to save the results of the simulations made during a
company. planning session. The key figure values in the versions or
• Versions are valid for and used baseline is not changed.
by the whole company, or • The planner can use scenarios for long running what-if
departments of a company, and simulations to see how changes to the planning data might
are visible to all end users who affect the overall plan.
have the necessary • A scenario can also be used to quickly save changes made
authorizations. and continue to work on these later on.
• Different versions can have • A scenario can include data from one or multiple versions:
different key figure data. For All versions that were shown on the planning view at the
example, the sales forecast might time when the planner created the scenario are
be 100 in an upside version, but represented in the scenario.
only 50 in a downside version. • A scenario usually consists of less data and has a shorter
lifecycle, compared to a version.
Who creates it and The administrator creates Planners in the IBP Excel add-in
where? it in configuration.
Who can change The administrator • Planners can change their own scenarios.
it? • A planner can share a scenario with other planners so that
they can view and edit it (on-the-fly collaboration).
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Ad-Hoc Drilldown
Ad-hoc drill down – overview (1)

When working directly in the planning view, you can use the drilldown capabilities to add additional
attributes and quickly drill down to a certain planning combination.

Choose from
the list of
additionally
available
Drill Down: master data
attributes for
further drill
Right-click a cell
down
within the data
range in the
planning view and
choose
Drill Down → By
Attribute…

The planning view is Right-click Back to go one step back, or

updated with the new master Initial View to return to the planning view
data attribute, but only for as it was defined before the drilldown.
the planning combination
that was selected previously. Please note that you will not be able to
use the Back option if you edited the
In this case, product family planning view settings, such as time, key
x-phone and customer figure, planning level, and more, after
region APAC. you used the drill down.
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Ad-hoc drill down and simulation capabilities

As mentioned above, you can change your planning view settings or use the drill down within a
simulation session. Within a drill down, you are basically changing and lowering the planning level
of the planning view by adding attributes. Data changes can be simulated in every level and
reviewed in any other level.

Example:
Drill down to check
Review results of where the peak is
Change data in your Simulate your simulation. You see originating from.
planning view changes an unexpected data Simulation results are
peak in one area. disaggregated
automatically

Change data for Use Back to go

that peak on lower back to the original Review simulation
Save or discard*
level, simulate planning view results on
data
again and review before the drill aggregated level.
results down.

*You can discard the changes by clicking Refresh. The simulation run ends with the refresh.
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Quick Edit View &
Quick Filter
Quick edit

When working in the planning view, you can also easily add and delete planning levels, shift them
around.

Right-click an attribute value or

a cell within the time header in
the planning view and choose
Quick Edit Planning View and
select, for example, Add
Planning Level Before.

You can set a quick filter on an attribute.

The filter comes up with the filter criteria that was defined in the previous step, for example,
customer ID. When you select a specific ID, the data in the planning view is automatically filtered
accordingly.

Protect (lock) key figure values for certain periods on a detailed or aggregated level against
unintentional changes by automated processes or by disaggregation after the user has
simulated/saved changed data.

Reasons could be, for example, a special agreement with customers on a planned event.

500 ➔ 800
◑ Value change 500 ➔ 800
◑

200 200

100 100 100 100 100 100 ➔ 200 100 ➔ 200 100 ➔ 200 100 100

A planner wants to fix a key figure value for a certain period, including all its child values.

Partially fixed

500
Aggregated level,
500
◑
such as, product group

Fixed
200 200
Fix

Fixed Fixed
100 100 100 100 100 100 100 100 100 100

Base planning level, such as products

Changes on a higher aggregation level do not change fixed values.

500 ➔ 800
◑ Value change 500 ➔ 800
◑

200 200

100 100 100 100 100 100 ➔ 200 100 ➔ 200 100 ➔ 200 100 100

Value changes that would cause negative values due to fixing are rejected.

500 ➔ 140
◑ Value change 500 ➔ 140
◑

200 200

100 100 100 100 100 100 ➔ -20 100 ➔ -20 100 ➔ -20 100 100

Negative values are not allowed for fixing-enabled key figures. Negative values that the user has entered are
rejected when the user is trying to save the data and a fixing exists for one of the elements in the disaggregation
path. The system does not create negative values during disaggregation due to fixed key figure values.

Right
click

You can fix:

• Individual cells
• Ranges of up to 50 cells
• Individual rows

Fixed values are indicated by standard Microsoft Excel symbols:

🔒 For completely fixed values
◑🔓 For partially fixed values

For partially fixed values, the fixed quantity is displayed in an Excel

comment.

Right
click

You can unfix:

• Individual cells
• Ranges of up to 50 cells
• Individual rows

• Fixing is only possible for key figures that can be edited manually.

• Fixing must be activated per key figure in configuration by the administrator or configuration expert.

• Fixing can only be activated for up to 20 key figures.

• Note that fixing a larger number of cells (all editable key figures in a certain horizon, for example) can have an impact on the
performance.

• You can only fix or unfix a key figure value completely. It is not possible to manually fix or unfix a partial quantity of a key figure
value. Partially fixed values can only be created by the system during aggregation.

• Only single or multiple key figure values can be fixed, not all values of a planning object. For example, you cannot fix all key
figure values for a certain product ID.

• Negative values are not allowed for fixing-enabled key figures. You cannot enter and save a negative value for a fixing-enabled
key figure. The system does not create negative values during disaggregation due to fixed key figure values.

• Empty cells/cells without values (also called NULL values) cannot be fixed.

If you change a completely fixed cell manually and then simulate or save the data, this change is
rejected and a warning message is displayed. Example:


   

Invalid changes detected during saving the data are

listed in a rejection window. The user can:
 Display details for the rejected cells or
 Highlight the rejected cells or
 Resend only the valid changes to the SAP IBP
backend or
 Abort simulation
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Configuration considerations for administrators

For some planning operators that do copy key figure values, the fixing behavior is configurable. As
a system administrator or configuration expert, you need to make the following decisions,
depending on the business process:
• What should happen to a target key figure value after the source value has been copied when the source
key figure value is fixed? Should the target value also be fixed or not?
• How to handle a fixed target key figure value? Should it be protected against changes by the copy
process? Or should it be unfixed so that it can be overwritten with the value from the source?
Regardless: If a source value cannot be copied to the target value because the target value is fixed, a warning
needs to be added to the log.

Configuring the Copy & Disaggregate Key Figures operator

• By default, if a target value is fixed, it is not changed. If the target value is not fixed, it is overwritten with the
source value. However the target is not fixed if the source valued is fixed.
• To also fix the target value when the source value is fixed, use the parameter COPY_KF_FIXING.
• To unfix the target value before the source value can be copied, use the parameter COPY_KF_FIXING.

Before copying key figure 1 to key figure 2:

Period 1 Period 2 Period 3
Key figure 1 5 5 5
Key figure 2 3 3 🔒 3

After the copy process:

Consider Fixing Automatically Unfix

Period 1 Period 2 Period 3 Period 1 Period 2 Period 3

Key figure 1 5 5 5 Key figure 1 5 5 5
Copy Copy
Key figure 2 5 3🔒 5 Key figure 2 5 5 5

The fixed value in key figure 2 has been considered The fixed value in key figure 2 has been automatically
and remains unchanged. unfixed and changed by the Copy & Disaggregate
Key Figures operator.

Consider
Process Fix Unfix
fixed values
Interactive disaggregation
Yes (Default) Yes Yes
(including versions and scenarios)
Forecast simulation Yes (Default) No No Consider fixed (target) key
Batch forecast run Yes (Default) No No figure values by default
Copy & Disaggregate Yes (Default) Yes Yes
Key Figures operator
Copy operator No No Yes
Copy Version Operator No No Yes
Data integration No No Yes
Mass unfixing No No Yes Unfix fixed (target) key
Inventory optimization No No Yes
figure values by default
Response management No No Yes
Lag-based snapshot No No Yes

Copy scenarios: Fixing information is copied when promoting or duplicating scenarios.

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Planning Notes
Business reason and process example for planning notes

A planning note is a special comment that a planner can create for a key figure value to provide
additional business information, such as, the reason for changes, assumptions, and so on.
Planning notes are visible to other planners.

Change data Add new Review

Review data
manually planning note planning note
Demand planner Demand planner Global planner Global planner
Customer orders Adds a planning note in  Reviews the plan on • Reviews planning
additional 20k pieces. Excel to the changed global level notes
Demand planner cell to make it  Wants to know why • Now knows why
updates data on transparent that the high the increase in there was an
customer level (product, increase of the new customer demand increase in the
customer). demand comes from the happened demand
new customer order.

Change history Planning notes

• The user provides a planning note to a key
• The user provides a comment and a reason code
figure value in the planning view.
when saving the data.
• It is used to capture additional information
• The comment and the reason code applies to all about this specific key figure value.
changes that the user made before saving the
• Planning notes are immediately visible in the
data. planning view, directly where the user is
• Comments and reason codes are visible in the working.
change history view. • Planning notes are visible to all planners.
They provide a simple way of exchanging
• To enable the change history for a key figure, the additional information between planners.
administrator must enable the key figure
accordingly in the configuration. • To enable planning notes for a key figure, the
administrator must enable the key figure
• The change history is only recorded for change- accordingly in the configuration.
history-enabled key key figures. • A user can only create planning notes for
planning-note-enabled key figures.

Planning notes cannot be created for

the cells in the red area (master data You can only create planning notes for the cells in the
attribute, key figure name, period IDs). green area, that is, for a certain combinations of master
You cannot, for example, create a data attributes, key figure, and period.
planning note for the master data A planning note can be created for a single cell, but not for
attribute value North America or for the a range of cells.
period W20 2018.
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Creating a planning note (2)

1. Right-click the cell to open the

context menu.
2. Click Add Planning Note.
Note that this entry is only
displayed when the key figure is
enabled for planning notes.
3. Enter the note text
(up to 1000 characters).
4. Click OK.
The planning note is now visible
in the planning view as Draft.
5. Click Save Data to save the note
to the database and make it
visible for other users.
Prerequisites:
• The user has the necessary read and write authorizations for
planning notes.
• The planning view settings are set to show planning notes.
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Creating a new planning note - time totals and grand totals

It is not possible to create planning notes for cells containing time totals.

It is not possible to create planning notes for cells containing grand totals. It works for subtotals.

Plannig notes that were created for a subtotal are saved for the corresponding attribute value (the
product group Consumer Electronics, for example).
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Disaggregation of planning notes

Planning notes that are created on an aggregated level are - during saving - disaggregated to the base planning
level of the respective key figure. This means that the planning note is attached to each value of a key figure at
the base planning level.
Note that the this can result in massive amounts of data on the database. Restriction: Planning notes cannot be
saved when the disaggregation of the planning note to the base planning level of the key figure would result in
more than 20 million attribute/period level combinations on the database. This results in an error message.

Brand
disaggregation
Planning note

Error Message:
Product Group A Product Group B

Product 1 Product 2 Product 3 Product 4

If the planning note is created at Brand level, it gets

disaggregated to the base planning level Product ID
in this example. Typically, base planning levels are
more complex, such as, product-location-customer.
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Displaying planning notes in the planning view (1)

• The planning note is visualized as an Excel-native comment in the planning view.

• The user can use the mouse-over to read the header text of the planning note (such as, Changed At and
Created By).
• The notes box automatically auto-sizes so that all of the text is visible when the users clicks into the cell.

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Displaying planning notes in the planning view (2)

To see planning notes in the planning view, the user

needs to set the display options accordingly in the
planning view definition:
Edit Planning View → Key Figures → Display
Planning Notes

Options:
• Don’t Show: Do not show planning notes.
• Show from This Planning Level Only: Show
only planning notes that were created on the
planning level of the planning view.
• Show from All Levels: Show planning notes from
all levels of aggregation and disaggregation.
Please be cautious: This setting can have quite a
performance impact while loading the data when
many planning notes exist in the system!

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Displaying planning notes in the planning view - example

Possible attribute combinations for a key figure with planning notes:

PRODUCT ID PRODUCT GROUP LOCATION ID REGION CUSTOMER ID CUSTOMER
GROUP
PRD_1 PRDGRP_1 LOC_1 REGION_1 CUST_1 CUSTGRP_1
PRD_2 PRDGRP_1 LOC_2 REGION_2 CUST_2 CUSTGRP_2

Planning note 1 Planning note 2 Planning note 3

Planning notes have been created for the
PRD_1
PRD_2 PRDGRP_1 key figure at different levels.
LOC_1
REGION_2 CUST_1
CUST_1

The planning level of the planning view is product ID and region. Which planning notes are visible in the
planning view depends on the selected option:
• Don’t Show: No planning notes are visible.
• Show from this Planning Level Only: Planning note 2 is shown.
• Show from All Levels: All planning notes are shown.
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Multiple planning notes in a cell

If multiple planning notes exist for one cell, only the

most recent planning note is shown,
plus the information
<number> further planning notes exist for that cell.

To display the
additional planning
notes (and to edit or
delete a note),
right click on the cell,
then click Show
Planning Notes.
In the details view, further information about the planning
notes can be seen and the planning notes can be edited
or deleted.
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Planning note details: view, edit, delete, use filters

Planning level and attribute values for which the

Planning note text planning notes were created
Status of the
planning note
Draft
Saved
Date and Time
Edited
of last change
Deleted

Click to edit the Click to delete the Planning view filter and
User who last planning note planning note visibility filter that was
changed the
active when the user
planning note
created the planning note

Note: If you edit or delete a planning note,

you still need to save these changes
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afterwards! 140
Comparing planning notes and Microsoft Excel comments

Planning notes use the Microsoft Excel comment features to visualize the planning notes in the
planning view, as follows:
Context menu: Review tab in Microsoft Excel menu:
• Editing and deleting planning notes using Microsoft
Excel comment features (in the Review tab) is not
supported and results in a warning message when
saving the data in the planning view. These changes are
not saved in the SAP IBP database and will be lost after
a refresh of the planning view.
• You can use the user setting Perform Planning Note
Validation to disable this check and no warning SAP IBP warning message:
message will be shown.
• Creating a Microsoft Excel native comment in an SAP
IBP planning view also leads to a warning message.
Such a comment is also not saved in the SAP IBP
database and will be lost after a refresh of the planning
view.
• Other Microsoft Excel comment features in the Review
tab, such as Previous, Next, Show/Hide Comments,
Show All Comments can be used.
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Copying cells with planning notes - example

You copy a cell or a range of cells that contain planning notes and pastes it to another cell or range.
The planning notes are now also shown in the target cell/range. This is the standard Microsoft
Excel behavior for copying comments. But the copied comments are not recognized as SAP IBP
planning notes and subsequently not saved in the SAP IBP database.

Microsoft Excel comment on target cell is not recognized as

Copy cell: SAP IBP planning note and will not be stored in the backend.

Copy

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Using planning notes with scenarios and simulations

You can use planning notes also when working with simulations and scenarios. Even your draft
planning notes that you have not saved yet stay visible when running simulations, performing drill-
downs, creating scenarios, and so on.

Review results of Drill down to check where

Change data and simulation. You the peak is originating
Simulate your from. Simulation results
create a new see an unexpected and draft planning notes
changes
planning note data peak in one are disaggregated
area. automatically.

Change data for Use Back to go

Review simulation
that peak on lower back to the original Save or discard*
results and
level, simulate planning view data and planning
planning note on
again, and review before the drill notes
aggregated level
results down

*You can discard the changes by clicking Refresh. This ends the simulation run.
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Mass deletion of planning notes (application job)

• Old or obsolete planning notes that are no

longer needed can be removed using an
application job run by the administrator (job
template Delete Planning Notes).
• The application job can be planned as a
reccuring job.
• Application job parameters:
− Planning Area
− Version
− Keyfigure
− User
− Attributes of Planning Note Level
− Notes Created Before
− Periods Ending Before
− Rolling

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Copying planning notes with planning operators

You can use planning operators, such as, Version Copy, Copy, and Copy & Disaggregate Key
Figures, to copy data from a source to a target version, key figure, or planning area.

The operators Copy and Copy & Disaggregate Key Figures don’t copy planning notes to the target
version, key figure, or planning area.

As of SAP IBP release 1902, the Version Copy operator can copy planning notes.

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Adding Own Key Figures
(Local Members)
Local formulas and calculations on top of SAP IBP data

• Users can quickly add their own MS Excel calculations and formulas on top of data from SAP
IBP.

• No need to contact the local IT to get another key figure defined.

• Calculation is kept consistent when changing the planning view definition.

• Data is not saved on the database, but calculated locally when you open the planning view.
Therefore, please be aware that applying Excel formulas and calculations in SAP IBP planning
views can have an impact on the performance.

• Local formulas are calculated by the Microsoft Excel frontend and not by the SAP IBP backend.
A vast amount of calculations (because the formulas are complex or the planning view is large)
can have an impact on performance. You should check case by case whether a local key figure
really makes sense or whether it is better to use standard functionality (such as, totals and
subtotals) or calculated key figures in the in the SAP IBP backend.
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Example for local key figures in rows

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Prerequisites for creating a local key figure

To make the SAP IBP system recognize your

local calculations in the planning view, select
the Activate Local Member Recognition
checkbox in the Options Menu.

1) In the Options, select Activate Local Member Recognition.

2) In the planning view, add a new line or column where you want to add your new local key
figure.
3) Enter a name for your key figure.

4. Add the calculation (formula) in the first cell. You can use simple calculations but also more complex
Microsoft Excel formulas (such as, VLOOKUP)

5. Press Enter.
6. The system automatically applies the formula to the whole row.
You can change the calculation at any time and in any cell of the local key figure. The system
automatically applies the changes to all cells of the local key figure and all lines and columns associated
with it.
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Creating a local key figure (3)

7) The system automatically adds new lines/columns at the same position for all attribute/time
combinations.

First row is manually

added by the user
after the first attribute
combination.

Additional new lines

are automatically
added by the system.

A local key figure created with the local member recognition is linked to:

• The SAP IBP objects that it is calculated from, for example, specific key figures or time periods

• A certain position (before or after a certain key figure)

That’s why the formulas remain consistent when changing the planning view, for example, by
changing the order of the attributes or key figures or by adding and removing key figures. When
removing key figures, however, please make sure that no local calculation is associated with them
as the local calculation would otherwise disappear from the planning view.

Example: When using local key figure, the yellow formula on the left is translated to the statement
on the right.
=EPMMEMBER([KEY_FIGURES].[].[CONSEN
SUSDEMAND])+EPMMEMBER([KEY_FIGURE
S].[].[DEMANDPLANNINGQTY]))/2
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Creating a local key figure – Use Position in Axis

In certain cases, you might not want to have a direct linkage between the local key figure and the
SAP IBP objects used to calculate it but instead want the local key figure to remember a certain
position in the planning view. In this case, you select the Use Position in Axis in the Options.

The Position in Axis setting is useful, for example, when you use a local key figure that sums up the
next 3 months. The time periods are set to Rolling.

In January 2019, the planning view and the local key figure calculation look like this:

In February 2019, the time periods displayed in the planning view have rolled by one month.

Without Position in Axis selected, the calculation and the planning view look like this:
The local key figure moved to the left
by one column as it is linked to the
March time bucket. It is now summing
up February and March 2019 only and
also includes the column J with the key
figure description.
With Position in Axis selected, the calculation and the planning view look like this:

The local key figure has kept its

position as column 4 of the time axis
and sums up now the months
February, March, and April 2019.

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Using Use Position in Axis – internal representation of formulas

With Use Position in Axis selected, the yellow formula on the left is internally translated to the
statement on the right.
=(EPMPOSITION(1)+EPMPOSITION(2))/2

=SUM(EPMPOSITION(1),
EPMPOSITION(2), EPMPOSITION(3))/3

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Local key figures – changing settings for the planning view

If you use your own local key figures, you can still change the planning view definition. You can, for
example, change the sequence of the key figures or add or remove attributes. The calculations for
the local key figures (formulas) are automatically kept consistent by the system.

You can usually change, add, or delete time levels, attributes, and key figures as long as the
formula calculation is kept consistent.

Example: After you have changed the sequence of the key figures, the formula for the local key
figure My local key figure still refers to the same input key figures – provided the Position in Axis
checkbox is not selected.

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Local key figures – changing the layout of the planning view

Even with local key figures included, you can change the layout of the planning view in the Edit Planning
View window anytime. However, always make sure that Key Figure stays the last entry to be displayed.

Example: When you add Scenario, it will automatically be placed after Key Figure. If you use local key
figures, you need to manually adjust the order and move Key Figure to the bottom to still see the local
calculations in your planning view.

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Local key figures – complex calculations across different columns

Local key figures are an easy-to-use feature, designed for simple, on-the-fly
calculations. But in some cases, more complex calculations are required. One
example is when formulas are spread across different columns. This cannot be
achieved with the local member recognition, but requires a power user with
access to the Report Editor.

Example: When you use local member recognition and enter the formula
=K7+L7 in the K8 cell, the formula gets automatically changed to =K7+K7. In
cases like this, you need to ask a power user to set up the calculations with
the report editor.

You can also enter a formula in a cell that already

contains data, for example, an SAP IBP key figure.

When you perform a refresh, this formula is usually

removed.

If you want the formulas to remain after a refresh,

select the Keep Formula on Data option in the
options menu. This option has also a positive effect
on performance in many cases. Therefore we
recommend that you keep it switched on.

The easiest way to delete local key figures

is using the Options menu. Select the
local key figure you want to delete and
click OK.

For a more complex definition of local key

figures and advanced set-up possibilities,
use the Local Members tab in the Report
Editor.

You can find more information and

examples about local members in the
SAP IBP documentation:

https://help.sap.com/ibp > Use >

Application Help > User Interface >
Planning with Microsoft Excel

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How to Save Key Figure Data on a
Planning View
Introduction

You can change and save key figure values in the planning view.

The changes are saved to the database and directly visible to all other users in SAP IBP.

Planning view
System checks Data is saved
Change key Click Save is refreshed
your on the
figure data Data with the latest
permissions database
data

1) Change key figure values in the planning view.

2) Click Save Data in the SAP IBP ribbon.
3) Valid changes are saved and you are asked to enter a reason code
and a comment (optional).
4) Click Save.
5) The changes are saved in the database, and the planning view is
refreshed with the updated data.
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Reason code and comment

• Adding a reason code and a comment is an optional

step when saving your changes.

• Reason codes are predefined by your IT/administrator

and are used to classify the change. Codes can more
easily be analyzed than free text.

• Using a comment (free text), the user can add more

information about the changes.

• Reason codes and comments are stored as part of the

change history records.

• Share With… SAP Jam Group: the SAP IBP system

posts a feed in the SAP Jam group that informs the
other users about the data change including reason
code and comment. You can set a default Jam group in
the user settings.

• A key figure value can only be changed if the key figure has been configured to be editable by
your administrator. Depending on the configuration, changes are allowed for past periods,
current/future periods, or all periods.

• You must have sufficient write permissions for the key figure and the selected attribute
combinations.

• The value is not fixed, as indicated by a lock icon:

• The user is logged on to the SAP IBP backend via the IBP Excel add-in.

• All Editable
Key figure values can be changed in past, current and
future time buckets. If you change a value in a blocked
time bucket, you get a warning
• Editable in the Current and Future when clicking Save Data:
Key figure values can be changed in the current and
future time buckets only.

• Editable in the Past

Key figure values can be changed in past time buckets
only.

For more information regarding the system behavior,

please refer to SAP Note 2570654
(https://launchpad.support.sap.com/#/notes/2570654)

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Editable in the past with different time aggregation levels

Base planning level of the key figure: days

Current date: July 13, 2018 (calendar week 28)

Data is changed in Data is changed in Data is changed in

Data is changed in weekly buckets: monthly buckets: yearly buckets
daily buckets:
Data can be saved from Data can be saved from Data can be saved from
Data can be saved from calendar week 27 June 2018 downwards. 2017 downwards.
July 12, 2018 downwards.
downwards.

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Editable in the current and future with different time aggregation levels

Base planning level of the key figure: days

Current date: July 13, 2018 (calendar week 28)

Data is changed in Data is changed in Data is changed in

Data is changed in
weekly buckets: monthly buckets: yearly buckets:
daily buckets:
Data can be saved from Data can be saved from Data can be saved from
Data can be saved from
calendar week 28 August 2018 onwards. 2019 onwards.
July 13, 2018 onwards.
onwards.

If a change is invalid, for example because the keyfigure is not editable in a bucket or the value is
fixed, the user gets a notification when clicking Save Data. Examples:

When clicking Yes, the valid changes are saved to the database and the invalid changes are
discarded.
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“Last one Wins” principle

• The data a user is working on is not locked. Other users can work on the same data in parallel.

• The last update made to a value is the one that is stored on the database.

Example:
User A saves data on an aggregated level User B saves data on a detailed level (product in this
(product group, monthly buckets) at 08:10:02. product group, weekly buckets) at 08:10:00.
am

→ The changes from user A will overwrite the changes from user B!
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Time disaggregation

When saving data for an aggregated time bucket, such as months, quarters, or years, the data is
automatically disaggregated down to the base level of the respective key figure (such as days) and
stored in these lowest buckets.

Example: Data is saved for the time bucket year 2015. The base level of the key figure is technical
weeks.

If the disaggregation rule Equal Distribution is set for the key figure, the data is equally distributed
across the technical weeks.

Disaggregation
Aggregation

When saving data for an aggregated planning level, the data is automatically disaggregated down
to the base level of the respective key figure and stored in these lowest buckets.
Example:
Data is saved for the planning level brand/region. The base level for the key figure is location
ID/product ID/customer ID.
If the disaggregation rule Equal Distribution is set for a key figure, a key figure value entered for
brand/region is equally distributed across the product/location/customer combinations.

Example for Products Example for Locations

Product Family A Region A

Brand A Brand B Country A Country B

Product A1 Product A2 Product B1 Product B2 Location A1 Location A2 Location B1 Location B2

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Disaggregation mode examples: Equal distribution

At the aggregated level, you have increased the quantity from 50 to 100. The disaggregation
distributes the changed quantity equally at the lowest level.

Before After
Change quantity
Aggregated level: 50 100

Disaggregation

Lowest level: 10 10 10 20 25 25 25 25 Equal distribution

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Disaggregation mode examples: Proportional if aggregated value is not zero;
otherwise, equal distribution (1)

At the aggregated level, you have increased the quantity from 50 to 100. Since the initial
aggregated value was greater than 0 (50), the disaggregation distributes the changed quantity
proportionally to the initial lowest-level values.
Before After
Change quantity
Aggregated level: 50 100

Disaggregation

Lowest level: 10 10 10 20 20 20 20 40 Proportional distribution

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Disaggregation mode examples: Proportional if aggregated value is not zero;
otherwise, equal distribution (2)

At the aggregated level, you have increased the quantity from 0 to 100. Since the initial aggregated
value was 0, the disaggregation distributes the quantity equally.

Before After
Change quantity
Aggregated level: 0 100

Disaggregation

Lowest level: 0 0 0 0 25 25 25 25 Equal distribution

At the aggregated level, you have increased the quantity from 50 to 100. No matter what the initial
aggregated value was, the disaggregation just copies the quantity to the values at the lowest level.

Before After
Change quantity
Aggregated level: 50 100

Disaggregation

Lowest level: 10 10 10 20 100 100 100 100 Copy value

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Disaggregation mode examples: Proportional if aggregated value is not zero;
otherwise copy value to (1)

Disaggregation

Lowest level: 10 10 10 20 20 20 20 40 Proportional distribution

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Disaggregation mode examples: Proportional if aggregated value is not zero;
otherwise copy value to (2)

At the aggregated level, you have increased the quantity from 0 to 100. Since the initial aggregated
value was 0, the disaggregation just copies the changed quantity to the lowest-level values.

Before After
Change quantity
Aggregated level: 0 100

Disaggregation

Lowest level: 0 0 0 0 100 100 100 100 Copy

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Read and Write Permissions and
Rejection of Changes
Read and write permissions in SAP IBP - overview

Using permission filters, your administrator can limit your read and write permissions to certain data
in SAP IBP.

Example 1: Restricting data that is visible to you

→ You can see data for customers in the region North America, but not for other regions.

Example 2: Restricting data that you can change

→ You can see data for customers in the region North America, but you can only change key figure
values for customers in the country Canada and only for products for which you are responsible.

You are assigned the

permission filter that is visible in
the screenshot on the right
side.
In the planning view, you have
changed the values in the blue
cells. (Note that you have
changed key figure values for
objects for which your are not
authorized, such as, product
HT_002).
Then you have clicked Save
Changes or Simulate (Basic).

You receive the following pop-up with an error message

and various options to choose from.

Opens a new
window with Closes the pop-up, no
details of the non- changes are sent to the
editable cells SAP IBP database

Highlights the cells for which Sends only the valid changes for which you
you have no permission to have the permission to the SAP IBP
change the values database

When you decide to resend the changes,

the SAP IBP system rejects the changes
for cells for which you do not have
permission.

You can see that only the cells for which

you have permission are acutally
changed.

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Missing write permissions - highlighting non-editable cells

The 6 cells highlighted in yellow are not-editable for the user, according to the assigned permission
filter. The highlights are removed from the planning view only after saving the valid changes.

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Missing write permissions - details for rejected cells

You get additional information, for

example which planning objects
are not editable, the old value, and
the new value that you have
entered.

When you click Continue Work,

the error message disappears and
you can continue to work with the
planning view. The changed
values stay.

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Missing permissions - jump to rejected cell in planning view

If you click the values in the

column New Value in the Details
of the Rejected Cells window, the
cursor automatically jumps to this
cell in the planning view.

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Change History Views
Change history view - overview

You can review and analyze changes to the key figure data directly in the SAP IBP add-in for
Microsoft Excel. The change history view displays changes according to your selection. For
example, it shows changes made in a certain time period, by a specific user, or with a specific
reason code.

Change History app Change history view in the

on the Web UI SAP IBP add-in for Microsoft Excel

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Change history view - prerequisites in planning area configuration

To enable the tracking of the key figure changes in a planning area, the adminstrator needs to
select the Planning Area Enabled checkbox in the Change History section.

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Change history view - prerequisites in key figure configuration

In addition, the administrator needs to select the Change History Enabled checkbox for each key
figure that needs to be tracked. Key figures that are calculated from change-history-enabled key
figures are tracked automatically.
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Change history view - example

Key Figure Stored Calculated Change-history Change history

enabled visible in
Excel?
KF1 X X Yes Yes
KF2 X No No
KF3 X No Yes
(KF3 = KF1 * KF2)

Key figure changes are tracked for KF3

because it is calculated from the change-history-
enabled key figure KF1.

Caution! The administrator needs to keep the performance aspects in mind. An „accidental“ mass
tracking of key figures that are calculated from a change-history-enabled key figure can have a
negative impact on the performance.
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Change history view – settings

To define the change history view

from scratch in the IBP Excel add-in,
open a blank worksheet and select
New View → Change History View on
Current Sheet.

Two different change history views are available, which serve different
use cases.

Effects of Changes on Planning View Original Changes

The Effects of Changes on Planning View option (effects The Original Changes option (original changes view)
view) provides a summary of changes that happened to displays the changes exactly on the level where they have
the data that you select using the following criteria: been made. You use this view if you are interested in
identifying the origin of changes.
• The time range of the changes
For example, you come across changed key figures in your
• The attributes of your planning view, such as, product planning view. You want to find the reasons for the
ID, customer ID, or location ID (planning level) changes, which most likely lie on a different planning level.
The original changes view helps answering the following
• The key figures you are interested in questions: on which level have key figures been changed
originally, by whom, with which reason code?
• Time periodicity and time buckets
The original changes view is based on the time range of
Additionally, you can set filters according to your changes and the key figures you specify. Optionally, you
requirements. can set filters according to your requirements. The system
automatically detects the planning level and the time
periods where the changes were made.
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Effects view – settings (1)

On the Change History tab, you can

determine the changes to be displayed:
1 • Changes that happened in a certain time
interval
1
2 • Changes identified by a certain change ID
A change ID is a technical ID,
2 automatically created by the system, that
points to a specific change or set of
changes*. (A change ID can include
3 multiple changed values: If a user changes
multiple values and clicks Save, one
change ID is assigned.)
3 In addition, you can define which values
should be shown, for example, only the value
before the change or the difference between
old and new value.

On the Time tab, you can define the usual

time settings, such as, the period and the
time horizon.

On the Planning Level tab, two attributes are

already preselected for a change history
view:
• Change ID
• Type of Value:

You need to add at least one additional

attribute to further structure the data within
the planning view, such as, the product
name.
The change ID is not mandatory and can be
deselected.

On the Key Figures tab, you can select the

key figures for which you want to see the
changes.
The key figures that are highlighted in bold
are the ones that were change-history-
enabled in the configuration or calculated
from a change-history-enabled key figure.
You can also add other key figures to the
effects view, for example, if you want to
check dependencies between the change-
history-enabled key figures with these other
key figures.

On the Filter tab, there are two additional

attributes that you can use to further filter
the data:
• Reason Code
Note that reason codes need to be
enabled in the system to use this feature.
• Changed By
Filters the changes made by the
selected users.

The effects view includes a header and the results comparison:

• Header: shows the change IDs for which reason codes or comments are available. In addition,
the respective change date and time, user, reason code, and comment are listed.

• Results Comparison: lists the detailed change history of the data, grouped by your selected
attributes, the change ID, the type of the value (dependent on your settings), and the key figures.

• Change history views can be saved as a favorite,

but not as a template.

• EPM formatting sheets can be used, for example, for formatting purposes and to increase the
usability.

• You can enhance, for example, the appearance of the change history views with VBA code.
However, the size of the change history header (number of rows) is determined by the number of
relevant change IDs. The rows are deleted completely at refresh and then created again,
depending on the required number of rows. Therefore, all changes to the header area, such
as formatting or charts, get lost.

The Original Changes option (original changes view) shows the manual changes that
were made for a specific key figure during a defined time range or for a specific change
ID (which is automatically generated when you save data).
• You don’t need to define a planning level or time settings, because the system
automatically detects the planning level and time periods.
• You only select the relevant key figures.
• The system then shows the following data:
− Relevant settings (planning level, filter, conversions)
that were used at the time when the change was
made
− Dates and time when the changes were made
− Reason codes and comments
− Key figure value before and after the change

Before saving, a user changes multiple key figure values on the same planning level. When saving, the
changes get assigned one change ID.
Example: User ABC changed values for two brands These changes got captured with the same change
ID 140685/1. That the changes happened on the same planning level is indicated by “/1”.

Before saving, the user changes key figure values on different planning levels. When saving, the
changes made at different planning levels get assigned different change IDs, one for each planning
level. Example:
• First the user ABC changes values at the level of Brand ID, Customer Desc., and Location Region,
and then uses Simulate (Basic).
• Then the user ABC changes the planning level (by adding Product ID) and changes data at this
planning level, before clicking Save.
The changes get assigned the change IDs 140690/1 and 140690/2. “/1” and “/2” indicate the two
different planning levels.
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Navigating from the planning view to the original changes view

1. Select an area in the planning view for which you want to see the change history.
2. Right-click the area to call the context menu and choose Show Change History.
3. The change history pop-up opens.
4. Select the time range for which you want to see the changes. All other settings are prefilled according to
your selection in the planning view (see next slide) but you can still adjust the settings.
5. You will only see the change history if the change history is enabled for that key figure.
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Navigating from the planning view to the original changes view – filter
settings

In some cases, you see more attribute combinations in the change history view than you selected in the planning view.

Example: You select a range of cells that includes the following location products:

• Product PROD_001 at location LOC_001

• Product PROD_002 at location LOC_002.

The filter criteria for the change history get automatically prefilled with the following data:

• Product = PROD_001; PROD_002

• Location = LOC_001; LOC_002

With these filter criteria, the change history displays

all location product combinations for
PROD_001, PROD_002, LOC_001, and LOC_002.

1. Select one or multiple change IDs for which you

want to see the change history.
You can select the ID either in the view, as shown
in the screenshot, or in the header of the change
history view.
2. Right-click and choose Show details for these
changes.

You can work offline with the SAP IBP planning views, and later save your data changes to the SAP
IBP database.

To do so, you can simply save the Microsoft Excel workbook to your local PC or share drive and
edit the key figure values. When you are done, you can open the workbook, logon to SAP IBP, and
save the data to the SAP IBP database.

Advantages

• You don‘t have to be online to edit data.

• You can send the offline file to your customers or suppliers so that they can review and update
the information.

• You are working with the local data. As long as you are working offline, you cannot get the latest data from the
SAP IBP database. (Refresh is only available online).

• Same as for working online: If a colleague is changing the same data in the SAP IBP backend while you are
working on it offline, you will not be informed about these changes. When logging on again and saving the
changes you made while working offline, you will overwrite the colleagues data (last one wins!).

• You must not change the master data attributes (such as names) in the offline version, as the SAP IBP system
checks against these when saving and would not recognize them anymore.

• If the master data attributes you are using in your planning view are changed in the SAP IBP backend while you
are working offline (for example, a product is renamed and you have the attribute product name with that product
as part of your planning view), the system will reject all of your changes when you try to save.

• It is not recommended to perform mass changes to the planning view and save these at once, due to
performance reasons.

• You cannot fix values or create planning notes while you are working offline. However, draft planning notes and
fixing indicators that you have created but not saved before you logged off will not be lost and you can save them
also later on when logged on again.
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Sharing IBP Planning Views with non-SAP
IBP Users
Offline Mode for IBP Planning Views

With the Offline Mode, you can easily share your IBP Planning Views with
users who do not have the IBP Excel add-in installed.

These users can open and work with the planning views (e.g. update key
figure values) as a normal Excel Workbook file, send it back to you as an
Excel Workbook and you can then set it to online mode again and upload
their changes to the IBP backend system.

By clicking on “Go Offline” in the “Data Input” group of the IBP ribbon, your current workbook including all
sheets is converted to a Microsoft Excel Workbook that does not contain the IBP references and formulas any
more so that it can be understood by Microsoft Excel installations that don’t have the IBP Excel add-in
installed.

Example:

IBP formulas and references in an IBP planning view (online mode):

This online IBP formula can only be understood by Microsoft Excel installations that also have the IBP Excel
add-in installed.
IBP formulas and references in a converted planning view (offline mode):

This offline formula can be understood by all Microsoft Excel installations, even without the IBP Excel add-in
installed.
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Offline Mode for IBP Planning Views
Sheet Protection

By clicking on “Go Offline” in the “Data Input” group of the IBP ribbon, your current workbook including all
sheets is furthermore protected against changes that would destroy its structure and later on make it
impossible to set it to “online mode” again and save the changes.

Only the data input area can be used in the offline mode. When the user clicks in any other area (highlighted in
red in the screenshot), a warning comes up and his action is blocked. He cannot for example change the
name of a key figure or an attribute value or remove rows from the sheet.

Please note that the formatting sheet is not protected against changes.

After you have received the file back and want to upload any data changes to the IBP
backend system, you can open the Excel Workbook, logon to IBP which
automatically sets the workbook in online mode again.

If you are already logged on to IBP when opening the offline workbook, click on “Go
Online” in the IBP ribbon.

Afterwards click on “Save Data” to upload the data changes.

Only sheets with worksheet type IBP will be set to offline mode when using the Go Offline feature
on the IBP ribbon.

When you are using Microsoft Excel Workbooks that contain a mixture of sheets with sheet types
IBP and EPM and want also the EPM sheets to get offline, you have to also click on “Offline Mode”
on the EPM ribbon. Otherwise these sheets would stay online.

Same behavior applies when you want the workbook to go Online again.

Planning algorithms and other tasks can be run as background jobs in SAP IBP.

Usually, these background jobs are scheduled by a central team (administrators or configuration experts), but there
are also uses cases where planners would rerun or schedule them manually in the IBP Excel add-in.
Example: The demand planning is done every month. At the beginning of the month, the statistical forecasting jobs
are run automatically. After that, the sales and marketing colleagues add their intel to the forecast.

Background jobs can perform different planning tasks. Some are used more for housekeeping purposes. Examples:

• Copy and disaggregate key figures

• Inventory optimization
• Statistical forecasting
• Forecast error calculation
• Time-series-based supply planning (using the heuristic or the optimizer)
• ABC/XYZ segmentation
• Deployment run or confirmation run in order-based planning
• Realign planning data
• Take snapshots
• Purge key figure data

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Application jobs on the Web UI and in the IBP Excel add-in
Application Jobs on Web UI Application Jobs in IBP Excel add-in
• Advanced scheduling options • Quick access for planners to run application jobs
• Definition of job chains and templates directly from the Excel add-in
• More detailed parameter settings for some • Note that not all application jobs can be run from
operators Excel. Some are only available on the Web UI.
• Log overview • Basic job scheduling options
• Saved planning filters only • Business logs with filtering
• Use of job chains and templates that were set up
Recommendation: on the Web UI
Use this area to set up job schedules. • Basic parameter settings for some planning
operators
• You cannot define detailed settings and
configuration of planning operators in the IBP
Excel add-in. This can only be done on the Web
UI.
• Ad-hoc filters to run and schedule jobs

The administrator needs to do the following for planning operators:

• Set up the specific configuration on the Web UI. The configuration defines how the operators are working (for example, what are the input
and output key figures, what are the specific parameters and settings,…)
• Assign them to the planning area.
• Grant the users sufficient permissions to run the relevant application jobs.
Example for Planning Operators:
Note that not all operators can be started as application jobs in the Excel add-in.

The following operators are available:

• Copy Operator
• Copy and Disaggregate Key Figures
• Copy Operator (Advanced)
• Group Operator
• Statistical Forecasting
• Forecast Error
• Inventory Optimization
Version Copy:
• S&OP Operator (heuristic and optimizer for time-series based supply planning)
• ABC & XYZ Segmentation
• Snapshot
• Redo Snapshot
Application Job
Following other application jobs and templates are available: Templates:
• Version Copy
• Application Job Templates
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Running application job templates in the IBP Excel add-in

Your administrator can also define application job templates in the SAP IBP backend and make
them available in the IBP Excel add-in. These templates can consist of different steps and
operators (job chains, for example) and can also contain operators that you can normally not start
directly from the IBP Excel add-in, such as, operators for order-based planning, data integration via
CPI-DS, and more.

However, you cannot freely define any settings (such as, scenarios or horizons) for these templates
but have to reuse the settings that the administrator made when setting up the template.

You can start an application job by selecting Run in the respective drop-down menu in the
Advanced area.

Depending on the application job, you first select the planning operator that you want to run and
then set different parameters. Some examples:

A subnetwork (previously also called planning units) is a subsection of the overall supply chain
network for which a planner is responsible or that the planner wants to plan in a separate planning
run (for example, all location products in a particular region or all location products in a particular
product group).

Similar to the master data model for the entire supply chain network, a subnetwork consists of
nodes (that is, location products) and arcs (which are used to model the transport links between the
location products). You define the subnetwork to which a location product belongs in the location
product master data. You can define subnetworks for product groups or regions, or for any other
property of locations, products, or location products.

When you start a planning session, you select one or more subnetworks that are to be taken into
account by the planning algorithm. This defines the set of location products that are to be planned.
Subnetworks are relevant (but not mandatory) for inventory optimization and time-series based
supply planning operators.

If subnetworks have been set-up for your planning

area, you can select them when starting the respective
operator in the Excel add-in.

Furthermore, you can select the respective time horizon

for the planning scope for time-series based supply
planning operators.
Set planning scope in planning view definition:
Simulation runs
For planning operator simulation runs, you need to
select the subnetworks that you want to plan from the
Planning Scope window in the planning view definition.

You can set a default planning scope in the user

settings.
For more information, see the operator documentation.

After you have changed key figure values in the planning view, you can start planning operators in
simulation mode to see the impact of your changes on the plan, without interfering with the
productive data. Note that some planning operators, such as, the operator for multi-stage
inventory optimization or the optimizer for time-series-based supply planning replan the entire
network.

Such a huge planning scope run in simulation mode can result in a long runtime.

To avoid this, you can run the application jobs in a scenario instead. With that, you still will not
interfere with the productive data, but the application job is running in the background and does not
hinder you from working.

1) Change the data in your planning view.

2) Create a scenario.

3) Run the planning operator as an application

job and select your scenario. Deselect the
Baseline Scenario.

4) After the job is finished, you can see the

changes within your scenario, discard it, or
continue with the changes up to the point
where you promote your scenario to the
baseline.

The optimizer for time-series-based supply planning

can provide additional information about the
planning results.

You can select the issue types for which you want
to have explanations (for example, why demands
were not met or inventory targets were missed).

This feature needs to be activated by your

administrator.

For more details, see Explanation of Optimizer

Results in the application help at
http://help.sap.com/SAP IBP.

You can set filter criteria for most planning operators. It is highly recommended that you use this
function to limit the amount of data that is copied, purged, or planned.

• A pop-up window informs you that the application job was

started.
• When this pop-up shows, the application job is queued and
will start to run as soon as possible.
• You can check the status of
the job in the status window.

• All jobs for the specified planning area that were run or are
scheduled are listed. Older past jobs are removed after a
reasonable time period.
• The status Finished means the job finished successfully. The
status Error means that an error occurred and the job did not
run successfully.
• To see the log, click on Finished or Error in the Status column.

Depending on the planning operator, a simple log or a more advanced business log is available that
you can analyze.

Simple Log:

Business logging provides more detailed logs on the planning object level, such as, location
product. These logs are created when running S&OP operators (operators for time-series-based
supply planning) or the operators for statistical forecasting.
The new logging structure also allows you to more easily filter for specific planning objects or
information within the job logs.
For example, you can prefilter the log by attributes (see next slides).
And later on, in the log itself, further filters for the attributes are available:
• Severity of the message
• Message text
• Date and time
• Forecast model and step (statistical forecasting only)
• Planning period (S&OP operator only)

For statistical forecasting logs, you can filter using the same attributes you selected as planning
level attributes within your job definition.

For logs for S&OP operators (operators for time-series based supply planning), you can filter by the
default attributes that are used within the S&OP operator jobs.

To schedule a job, choose Schedule from the respective planning operator’s drop down menu. Adjust all
settings and parameters, set a filter, and use the Recurrence tab to define the schedule. Provide a job name
and click Add. The job is automatically scheduled and will show up in the Status window of the planning
operator.

Click Add to save

and schedule the
job

• The basic assumption for SAP IBP is that master data records are
imported from a leading system on a regular basis, using standard
data integration (CPI-DS). Examples of leading systems include systems for master data
management, BW systems, ERP systems, such as SAP ERP or SAP S/4HANA.
• However, there might be reasons and use cases where the master data in SAP IBP can differ
from the data in the leading systems, for example:
− A new product is introduced and needs to be planned before the product record is set up in the ERP
system.
− There are master data attributes defined in SAP IBP that don’t exist in the leading system, for example
ABC codes, because they are only required for planning purposes.
• Therefore, users who have sufficient authorizations can create new master data records, and
change and delete existing records.
• The user needs to have write permissions set in the Attribute Permissions app on the WebUI
for the respective attributes.
• Note that this feature is not intended for mass upload and change of master data records.

• You can access a single master data record, such as, a product, including all of its master data attributes.
• You can view , copy , and edit the master data attributes for a single master data record.
• You can delete the whole master data record.
• You can create a new master data record and the
associated attributes.

Example: You don’t have write access for the attribute Customer ID

If Customer ID is a key field and you select the master data type Customer, the Create New
Record, Copy Record, and Delete Record buttons aren't shown. You can still edit all attributes
related to that master data type for existing master data records.

Example: You don’t have write access for the attribute Product Group

The attribute Product Group is not a key field in the master data type Product, so you can use the
View, Add, Edit, Copy, and Delete buttons in the Product master data records.

You can't edit the attribute Product Group in this case and that is why the font color in this field is
grey.

• You can access multiple master data types and mass

records in parallel.
• You can view, copy, and edit the master data attributes
for master data records.
• You can create a new master data record and
the associated attributes.
• A master data workbook can include multiple
worksheets, one worksheet per master data type.
• You cannot delete master data records in the master
data workbook. This is only possible in single master
data maintenance.

Choose the master data type.

Select Edit to be able to change or delete master data records.

Use attribute filters to

limit or specify the master
data records that you
want to see.

You can create a master data

workbook containing multiple
sheets. Each sheets shows
the records of a different
master data type.
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Using a common filter and suggesting worksheets

When creating a master data workbook, you can define a common filter. The filter is used for all
worksheets that you create.

You can also let the system suggest worksheets that fit this filter: For each master data type that
contains the attributes specified in the filter, the system suggests one worksheet.

Example

You have defined a common filter that is filtering

for certain product IDs. The system suggests all
master data types where the product ID is an
attribute.

If you want to save the current workbook as a favorite for future easier accessibility, you can
create a master data favorite and share the workbook favorite with other users.

In the Favorites drop down menu, you can create

and manage favorites:
• Add a new favorite
• Access, update, or delete existing favorites
• Organize the favorites in a folder structure

Please note that structural changes or formatting

changes that you made manually in the master data
workbook (such as hiding and reordering columns,
or adding background colors) are not saved as part
of the favorite and will be lost.
If you need permanent structural and formatting
changes, contact your administrator. They can use
VBA Hooks to influence the appearance of the
master data workbook:
https://launchpad.support.sap.com/#/notes/2421657
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 251
Editing the master data workbook

You can edit the master data workbook at any time.

Use Refresh to discard all unsaved changes to the master data workbook and to get the lastest
data from the SAP IBP database.

You can:
• Delete rows that will not change (does not delete records, improves performance)
• Cut a row or column and paste it elsewhere
• Add data rows directly after the downloaded rows
• Insert data rows between downloaded rows
• Change record keys (for example, product ID) to create a new record

Do not:
• Delete key columns or other mandatory columns
(for example, the Product ID column)
• Make changes to hidden row 1 or hidden column A
• Create gaps between rows or columns
• Modify large numbers of records while other users are logged in (for performance
reasons and to keep the data consistent for these users)
• Please note that master data workbooks cannot be used in offline mode. The SAP IBP
backend only recognizes a workbook as a master data workbook if you are logged on to
the SAP IBP backend. If you log off from the SAP IBP backend while a master data
workbook is open and then log on again, the SAP IBP backend will no longer recognize
it. Your previous unsaved changes in the master data workbook are lost.

The new product PRODNEW is introduced and all relevant master data needs to be created for the
product. PRODNEW is very similar to the already existing product PRODOLD.
Possible steps to achieve this:
1. Enter the master data workbook.
2. Select Common Filter and define the filter Product = PRODOLD.
3. Click Suggest Sheets, delete worksheets you do not need, select the Edit checkbox on all
worksheets and click OK.
4. Worksheets are created for all master data types that contain the product as a key or attribute.
They get filled with the existing master data of product PRODOLD.
5. Go through the worksheets and replace PRODOLD with PRODNEW using the Find and
Replace Excel feature. Make manual changes as needed in order to define all master data
information for the new product.
6. Save the changes.
7. Master data is created for the new product.

Save Changes sends the continuous range of

cells starting from cell B3 to the SAP IBP
backend.

Hence, deleting rows that have not changed

before saving improves the performance, as less
data has to be send and checked by the SAP IBP
backend.

Please note: Deleting a row does not delete the

record in the SAP IBP backend.

When finished, the system offers a summary of

the changes and you can download a report. This
is useful, for example, if data changes have
rejected and you want to analyze the reasons.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 256
Example: Attribute Permissions (Write Access) in the Master Data Workbook
(1)

Example: You don’t have write access for the attribute Customer ID which is a key field.

You can select the master data type Customer and select Edit:

On the workbook itself, the Customer ID values are highlighted grey to indicate that they are not
editable.

Because the Customer ID is a key field, you will get an error message upon saving when you try to
create, copy or delete a master data record.

Example: You don’t have write access for the attribute Product Group.

You can select the master data type Product and select Edit:

On the workbook itself, the Product Group values are highlighted grey.

If you edit the attribute values for Product Group and save these changes, the system disregards
the changes.

The appearance of the master data worksheets can be changed by using custom VBA code. This is
usually implemented centrally by an administrator or IT department.

Examples:
- Change the sorting of the columns from the default (alphabetical) to a custom order
- Hide columns by default
- Change formatting, like background color or font color for certain attributes
- Apply custom functions such as VLOOKUP
- Apply a value help for certain attributes,
such as A, B, or C for the ABC Code

More information: https://launchpad.support.sap.com/#/notes/2421657

• Planning in SAP IBP is done based on planning objects.

• A planning objects is a combination of master data characteristics, a combination of attribute values, plus
the time dimension.
• They are comparable to characteristic value combinations (CVCs) in SAP APO, but planning objects also
contain the time dimension.
• If there is no planning object entry maintained for a certain combination of attribute values, no planning can
be done for this combination. Example: A planning object is required for a certain location product to be
able to plan this location product.
• Attribute combinations without planning objects cannot be seen in planning views.
• Planning objects are automatically generated when transactional data or key figure data is loaded during
data integration (for example, from SAP ERP), or when key figure data is uploaded as a CSV file using the
Data Integration app.
• Note that the planning objects are not automatically created when master data records are created in SAP
IBP.
• Please also refer to SAP Note 2798109 for more information:
https://launchpad.support.sap.com/#/notes/2798109
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 261
Planning objects in SAP IBP - example

1. A user creates a new master data record: Product ID = NEWPRODUCT

• At this point, the master data exists, but not the planning objects.
• So this product ID would not show up in any planning view.
2. The user creates the planning objects for the new product based on the base level of a key figure which the
user is planning. The base level of key figure is Product ID | Location ID | Customer ID | Weekly.

Product ID Location ID Customer ID Week 1 Week 2 …. Week n

NEWPRODUCT DC1 CUST-A NULL / Empty NULL … NULL
(shows as empty cell in
planning view)

NEWPRODUCT DC1 CUST-B NULL NULL … NULL

NEWPRODUCT DC2 CUST-C NULL NULL … NULL

3. The 3 combinations can now be planned upon and are visible in the IBP Excel add-in.
4. Other combinations might theoretically be possible, for example a DC3, but might not be realistic.
Therefore no planning should be possible. Example: DC3 is in Europe and the new product is only sold to
US customers and is only distributed by US DCs.
Note that the new master data record must already exist before you can create planning objects.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 262
Creating planning objects

There are two places where you can create new planning objects after you have created a new
master data record for a new product:
New Planning Object in the Planning Objects with Key Figure
planning view Data in the master data workbook

You can add new planning objects to a planning view. Note: Even if the planning view shows data
at an aggregated planning level (for example, a region containing many locations), the records are
created at the lowest level (for example, locations).

You create planning objects, for example, to:

• Introduce a new product based on the planning objects of an existing product, directly in the IBP
Excel add-in without having to use data integration functions (such as, CPI-DS or the Data
Integration app on the Web UI.

• Simulate selling a product in a new region or bringing a new plant online

Please note: This function does not replace the data integration functions that are normally used in
SAP IBP (such as, CPI-DS). We recommend that you use it to create and edit smaller numbers of
planning objects and only from a low disaggregation level (such as, product ID).

1) Open a planning view that has the key figures and is in the planning level for which you want to create new
planning objects.

2) Click New Planning Object.

3) In the New Planning Object window, select the master data records for which you want to create the
planning objects. The attributes that are available in the New Planning Objects window are determined by
the attributes that you selected as the planning level for your planning view.

4) Click Add. Please note that the system first simulates the new planning objects and shows the simulation results
in the planning view.

5) Review the planning objects to verify the data is correct. Then click Save Data.

Please note that the new planning objects will only be displayed in planning views if key figure values are associated
to them. So if you want to immediately use the planning objects in a planning view, please enter key figure values
before saving. Otherwise, the planning objects will not be displayed in the planning view.

A mass creation of planning objects on a high level is not recommended, as the planning object
records are created at the base level of the key figures (for example, product-location-customer-
days).

Example: You create planning objects on a high level such as brand = SHOES and the key figure
base level is product-location-customer-days. In that case, the system creates planning objects for
all available product-location-customer combinations (where the respective attribute brand =
SHOES), with all locations, and all customers, and all days.

This may result in many new planning objects that are logically wrong because the combination
product New Shoe US / location Rome, Italy / customer Garibaldi (Italy) is never planned since the
new product is only sold in the US market.

Therefore, please create planning objects on the lowest level possible, OR use the SAP
recommended way using Planning Objects with Key Figure Data in the master data
workbook.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 268
Creating planning objects with key figure data in the master data workbook
(1)

In the master data workbook, you can create, view, and edit planning objects and stored key figure data for a
selected planning level.
This is the recommended way to create planning objects manually in the IBP Excel add-in:

1) Click Master Data Workbook.

2) Select Planning Objects with Key Figure Data

from the drop down menu
(instead of Master Data, which is the default setting)

3) Select the relevant planning level and version. You

can define several sheets for multiple relevant
planning levels for which the planning objects need
to be created.
4) Select a time horizon and a key figure for each
sheet. Only key figures that store values can be
selected. Calculated key figures are not shown in
this list.
5) Use a filter if needed.
6) Select the Edit checkbox.
7) Click OK.

8) The view shows all available planning objects for the selection.

9) Create a new planning object by adding a row or changing data.

10) Click Save Changes.

11) The planning objects are created in the SAP IBP backend. Depending on the data volume, this
task might take some time.

8) When finished, the system offers a summary of the changes. If, for example, data changes
have been rejected, you can download the report and analyze it.

9) The planning view does not refresh automatically after you saved the changes. To refresh the
screen, click Refresh.

• Edit the master data on base level, for

example, overwrite the product ID HT_001
of an existing planning object with the
product ID HT_NEW_1 of the new
planning object.

• The new product ID must already exist as

master data in the SAP IBP backend.
• Click Save Changes.
• The system creates the new planning
objects for the new product ID and key
figure data using the existing key figure
values.
• You need to remove the key figure values
if you don’t want them to be copied over to
the new planning objects. (Empty cells are
copied as NULL values.)
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 273
Creating planning objects with key figure data – example (2)

• To create a new planning object, you can also copy and paste an existing entry (the entire row,
for example) to a new row.

• Then proceed as in the previous slide.

You can also use the Planning Objects with Key Figure Data view to overwrite the key figure values
for the individual combinations.

In configuration, the administrator can define alert key figures. Alert key figures can make the user
aware of any data that hits a predefined threshold. For example, the capacity utilization exceeds
95%. Alerts can be displayed in the alerts dashboard of the planning view.
If alert key figures have been configured for the
planning area, the Alerts tab is available when
you create and edit a planning view.

You need to assign an alert key figure per:

• Scenario
• Version
• Workbook sheet

Note:
• If you share a planning view favorite that
contains alerts, the recipients don’t see the
alerts in the alert dashboard.
• Alert key figures do not work with the sheet
option Remove Empty and Zero Values.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 277
Alert dashboard and planning view favorites - example

In the planning view, the

cells where the alert
threshold is met are
highlighted according to
your settings in the
planning view definition.

An alert is only displayed in the alert dashboard if:

1) The planning view which contains the alert key figure definition has been saved as a favorite
planning view.

2) The Name in Alert Dashboard (Favorite Views Only) field has been filled.

Please note that the alerts in the alert dashboard are constantly recalculated by the system. This
can have an impact on the performance.

• Open tasks that have been assigned

to you as part of an S&OP process
step can be visualized in the Excel
add-in.
• Process, process step details, and
progress can be seen as well.
• You can close tasks in the Excel add-
in.
• Tasks can be grouped and sorted by:
• Process
• Priority
• Due date

The S&OP processes and tasks that are visible in the Excel add-in are defined and managed using
the Manage Processes SAP Fiori app.

The Processes and Tasks Dashboard window is a separate window and not a pop-up. It can
therefore be arranged within a split window next to the Excel window with the planning view on the
same screen (Windows functionality as of Windows 10).

That makes it easier for you to take a

look at the tasks and, in parallel, review
and change the data to complete the tasks.

You can navigate from the Excel add-in to specific SAP Fiori apps on the SAP Fiori launchpad
(Web Client).
• Collaboration opens the Collaboration SAP Fiori app.
• Home opens the SAP Fiori launchpad.
• Promotions opens the Analyze Promotions SAP Fiori app.

Please note that Microsoft Internet Explorer must be installed on your local PC for the navigation.
However, other browsers can be installed and be defined as the default browser, as well.
For more information, see the SAP Note 2454058 (Collaboration and Home functionality in SAP IBP
Excel Addon) at https://launchpad.support.sap.com/#/notes/2454058.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 285
Help and Additional Information
Help

The About area of the IBP Excel add-in provides help and additional information.

Connection Speed: Check the Connection Time Out Check:

response times of the server Checks how long it takes to
and the network reach time out and whether the
network is set up properly.
This feature is designed mainly
for administrators and
consultants.
About: Know which IBP Excel
add-in version is installed
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 287
Log

The SAP IBP log is a technical log that can

be used to perform a more detailed error
analysis.

If you encounter issues with the Excel add-

in, your administrator or the SAP support
team might ask to provide the log file.

To find the location of the log file on your

PC, select Log from the Help menu, and
use the path at the bottom of the window.

Default User Settings User Settings (user-specific settings)

(Administrator Settings)

The settings are valid for the

particular connection
(system/planning area
combination). You need to
make changes changes
individually for each
connection. The settings are
not stored locally on your
PC.

• Language: You can change the language for the Excel add-in. All Excel add-in controls are
displayed in the selected language.
• Default Display Time: You can decide in which default time zone the dates and times are
shown (in the planning operator logs, for example).

• File Path for Workbooks: When you open a template or favorite planning view, the workbook
is downloaded from the SAP IBP backend and copied to a certain share. From there, it is
opened on your PC. This file path determines the storage location. For performance
considerations, it is recommended that you store the workbook in a folder on your local PC
instead of a network share.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 290
Settings – default values

In the settings, you can set various default values, for example, the default currency and unit of
measure. These default values help you to save time when working with planning views.
You can set fixed values or define that the value last used is applied. You can also overwrite these
values with your user-specific ones in the template planning views.

It depends on the configuration of your planning area whether you see the default value fields. If, for
example, no key figure is planning-note-enabled, then the Display Planning Notes field is not
visible. Same for Jam groups or units of measure.

• If you hover the mouse over a cell containing a planning note,

the planning notes are displayed in a standard size that does
not display the free text.
• The system automatically can increase the size of the boxes,
Standard size: adapting them to the respective free text.
• Auto-sizing is only performed if the number of planning notes in
the planning view does not exceed the threshold that you have
entered in the settings.
• The default threshold is 0 (no auto-sizing).
Autosized to fit the full text : • In the example, the threshold is set to 7. So auto-sizing is
active if the planning view contains 7 or less planning notes.
• Consider that auto-sizing a large number of planning notes can
have a significant performance impact.
• Note that if you click a cell, the planning note is always
displayed in full size.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 292
Settings – planning note validation

You can decide whether an additional

validation step should run when saving
planning notes and inform you about invalid
changes.
Invalid changes can happen if you change an
SAP IBP planning note with native Microsoft
Excel functions, such as, Edit Comment.

With or without using the additional check, invalid changes to the planning note will not be saved. But with the
additional validation check switched on, the system will provide you with information in a warning message.
So you have a better chance to see that the changes you made to the planning note were invalid and will not
be saved.
Please note that the additional validation check can have a negative impact on the performance. It can be
skipped for users who are familiar with the restriction to not use any Microsoft Excel native comments
functionality with SAP IBP planning notes.
As a default, the validation is switched on.
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 293
Settings – display options (1)

Depending on how many planning operators are assigned to your planning area, the list in the
Application Jobs group in the IBP Excel add-in ribbon can get rather long. In the Display Operator
Types One by One field, you can enter how many planning operators or application jobs are listed.

Choose Never if no individual application jobs should be displayed.

Choose, for example, Up to 6 to show up to six individual application jobs:

If more than 6 application jobs are assigned to your planning area, no application jobs are
displayed (same as the Never option).

• Show Master Data Instruction: Defines if you get a pop-up when

opening a master data workbook with additional instructions.

• Expand Cascading Filter: Defines if the Cascading Filter drop-down menu (for example, on the
Filter tab of the planning view definition) should be automatically expanded.

• Apply Planning Note Limit (5000): Displaying a large amount of planning notes in a planning view
has a significant impact on performance due to additional data that need to be read, written, and
rendered as Microsoft Excel comments on the Microsoft Excel UI. If you select this checkbox, no
planning notes are displayed if a planning views contains more than 5000 planning notes.

• Show Planning Note Limit Instruction: If the number of planning notes exceeds the limit of 5000
and no planning notes are displayed for this reason (see setting above), you get informed using a
pop-up.

Show up to <number> most used attributes/key figures:

• You can see a list of your most used attributes and key
figures in multiple places in the Excel add-in.
• This short list helps to quickly see the attributes and key
figures that are most relevant to you. You do not need to
pick them from a long list of key figures and attributes.
• The default value is 5.
• Set the value to zero to turn the feature off.
• If you reset the user settings by clicking the Reset to
Default button, the Excel add-in “forgets” your most used
key figures and attributes but learns them again over time.

If the attributes and key figure list in the planning

view settings should use the strong-match group
and the light-match group, select the Show Strong
and Light Match Groups checkbox.

In the message history window, you can see all of

the warning and error messages you’ve received since
your last logon to the SAP IBP system.

This is useful if you closed a

error/warning pop-up, and want review
the information, or when you face issues
and need to inform your administrator.
In the second case, you can send a
screenshot of the respective
warning/error message for
further analysis.

Hover the mouse over Help button to show the release of the SAP IBP backend, as well as the
Hotfix Collection. This comes in handy when you are asked, for example, by your administrator or
by support, which version of the IBP Excel add-in is installed on your PC.

Example: SAP Integrated Business Planning 2008.0 means that the backend is
SAP IBP release 2008, Hotfix Collection 0

After you have finished your work, you can disconnect or log off from the SAP IBP backend
system.
Disconnect Log off

If you choose this option, you get disconnected If you choose this option, you get logged off
from the SAP IBP system without loosing the from the system completely. The system
Remember me settings (depending on the “forgets” you, so that you need to enter the
identity provider). user and password next time when you log on
again.
Alternatively, you can close all Excel
workbooks by clicking Close (X) in the upper
right corner.

Use disconnect, for example, if you have left

the Excel add-in inactive for too long or if a
planning area activation is in progress

If Microsoft Excel “crashes” while working with the IBP Excel add-in, or was ended in an exceptional
way, for example, via task manager, it might start next time without the IBP Excel add-in that it
suspects to have caused the shutdown. In such a case, a pop-up like the following will appear
when you start Microsoft Excel:

Please select No.

If you select Yes, the IBP Excel add-in will be disabled and disappear from the ribbon. You would
have to manually enable it again.

If the SAP IBP menu has disappeared from the Microsoft Excel ribbon, the likely reason might be
that it has been disabled.

How to enable the IBP Excel add-in:

• In Microsoft Excel, click File → Options → Add-Ins.
• Select Manage: COM Add-Ins and click Go.
• Select SAP IBP Add-in for Microsoft Excel and click OK.

Try starting the IBP Excel add-in via the desktop shortcut or the Windows Programs

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