Worldwide Consolidated Accounting Ed Janeczko Brio Basics An

Worldwide Consolidated Accounting – Ed Janeczko What is Brio l l 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 2 Brio is a Desktop Application Brio is Microsoft Excel with “SQL” behind it Brio has similar function as Microsoft Access Create Spreadsheets from Results and/or Pivots Break Totals and Grand Totals like QMF Create Categories of data columns within the Results Create Computed Items (If …Then statements) Outstanding Pivot Function Drill Down in Brio Charts and Pivots Copy a Brio Chart into Microsoft Power. Point Create Brio. Query Data Model Import Excel Spreadsheets – Local Result Tables Import SQL query into Brio Use QMF Save Data Tables Using the same QMF id and password BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko Table of Contents 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 3 Getting started Modifying your query Joins Additional Limits Computed Items Pivot section Report section Saving your outcome Hints and tips Union Queries in Brio Using QMF Tables or Importing Excel Files Subqueries in Brio Importing QMF Queries into Brio Using ‘Local Results’ in Brio Using the EIS Section BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 1. Getting Started l Start BRIO Explorer – – Go to Start All Programs Brio Enterprise Explorer Open the OCE file l l User ID/Password Box Appears – Enter the User ID und password of the host system l l In production, the user ID and password you entered would have been that of the host system. Brio does not have its own security, but Brio will enforce the security of the host application. Handbook: Brio provides a comprehensive handbook. – 4 Click on “Browse” next to Recent Catalog Extensions Click on “Open Catalog Extensions” folder Select BRIO 6. 0 SAMPLE 2 – ADVANCED. OCE For further reference, use the Help pull down menu or click the “question mark” from the tool bar. BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 1. The Brio Interface l You should now have a screen that looks like this. Brio is a typical Windows application: – Format Toolbar l Menu Bar l Standard Toolbar Sections Pane l Main Contents Pane Tables Pane l Status Bar Across the top is the tool bar. The large landscape in the main portion of the screen is the “canvas” for your work. The Sections pane (dark grey, upper left) is quick access to the work you are doing. The Tables pane is a list of tables (only those you have access to!). All of this will be covered in later pages 5 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 1. Drag and Drop 1. From the Table pane, click/hold PRODUCTS and drag to the main landscape. The PRODUCT table, and its elements, are now displayed within the main landscape. 2. From the PRODUCTS table, click/hold and drag the PRODUCT_ID to the Request line above the main landscape. You should now have a page that is similar to the screen to the left (sans arrows). 6 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 1. Running that first query l Request/Sort/Limit – – – “Toggle” request, sort, limit by clicking here 7 Request is similar to the Select statement in a QMF query - This line will hold the data elements you wish to see in your results. Sort equates to the Order by statement in a QMF query – It orders the results of your query. Limit is the Where statement – These are the criteria placed against the data you’re pulling. From the tool bar click Process. BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 1. Running that first query - Results l Results – Return to query After following the previous steps and hitting Process you’ve run a simple query that grabbed all the PRODUCT_ID values within the PRODUCTS table. Number of rows 8 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 2. Changing your query l After returning to the query landscape: – – Drag PRODUCT_FAMILY and PRODUCT_CATEGORY to the Request line. Drag PRODUCT_CATEGORY to the Limit line. l 9 BRIO Basics+ The Limit line will prompt you for action. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 2. Setting the limits l l Click the pull down box for the “type” of limit (the default is =Equal). As with a standard QMF query, you have multiple choices: – – – l Enter desired value here Drop down box l Equal Less Than/Greater Than Between Begins with Ends with We will stick with the default of =Equal and set the value to “ABC”. Click OK. From the tool bar click Process. 10 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 2. Running the new query l Something go wrong? – The requested data elements were returned; however, no values are present. l Click here to return to the query – 11 BRIO Basics+ That means there are no Product Categories named “ABC”. Click the Query tab in the Sections pane. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 2. Second look at the Limit box l l Once back in the query landscape, double click the button within the Limit line. Click Show Values. – l Show Values As with any Windows application, hold the Ctrl key or the shift key to choose multiple (or consecutive) element values. 12 BRIO Basics+ NOTE! l These are ALL the values within the table. If you choose to do this with a multi-million row table, it will take time! Select all the “A” values from the drop down box and click OK; then rerun the query (click Process). © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko More on Limits – Load from TXT File

Worldwide Consolidated Accounting – Ed Janeczko 2. More Results l l l A new query has been built. The Sections pane has changed to Results. And these results are now on your client workstation. – 16 BRIO Basics+ You can disconnect from the system and perform further analysis work on these results. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 3. Getting complex l l Auto Join l 17 BRIO Basics+ Back to the query landscape right click on the Product table and then click Remove. From the Tables pane, drag SALES_FACT and drag STORES to the query landscape. Right click on the line between the two tables, and click Properties. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 3. Joins l Joins – – – Types of Joins 18 BRIO Basics+ Default join is Simple l Where the tables are joined (relationally) based on like values between the two tables. Other types of Joins l Outer l Left l Right Override l You can also right-click the line drawn between the tables and hit Remove. Then by dragging a value from one table to the other you can perform your own join. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko The Auto-Join Option l 1 l 2 l 19 BRIO Basics+ Brio automatically joins two fields from two tables if their names and data types are identical. This auto-join option is not recommended when running UNION queries with CM & PM tables. To turn it off, go to the Data. Model menu (1), select Data Model Options, then the General tab. Click the Auto join tables (2) to disable the Auto-join. Now, you can create any joins manually by dragging the items from one table to the other. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko More on Joins – Data Model Options 20

Worldwide Consolidated Accounting – Ed Janeczko More on Joins – Data Model Options –

Worldwide Consolidated Accounting – Ed Janeczko 3. More on the complex query l l Using the simple join (set to Equal): Drag to the Request line: – – l Drag to the Limit line: – 22 BRIO Basics+ from STORES l STORE_NAME l STATE_PROVINCE l STORE_TYPE from SALES_FACT l PRODUCT_ID l AMOUNT_SALES l UNIT_SALES From SALES_FACT l DAY_ID – Select 366 through 375. – Click OK. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 3. Adding a Sort to the Query l Adding a Sort – – 23 BRIO Basics+ Drag the STATE_PROVINCE from the STORES table to the Sort line. It won’t let you do it! This is Brio’s way of ensuring you sort only on what you’ve selected in the query. Instead, drag STATE_PROVINCE from the Request line. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko More on Sorting – Query vs Results Notice

Worldwide Consolidated Accounting – Ed Janeczko More on Sorting – Query vs Results 25

Worldwide Consolidated Accounting – Ed Janeczko More on Sorting – Query vs Results 26

Worldwide Consolidated Accounting – Ed Janeczko More on Sorting – Query vs Results 27

Worldwide Consolidated Accounting – Ed Janeczko More on Sorting – Query vs Results 28

Worldwide Consolidated Accounting – Ed Janeczko 3. Custom SQL 2) Click Close when done 3) Click Process from the tool bar 1) Click View from the tool bar; then click Custom SQL from the drop down to view the query that has been created. 29 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 3. Your Results l Your “local” results – Highlighter for the total Result table Results section highlighted l Right click is your friend – Data on your Think. Pad – Tables you have access to is now changed to the “columns” created by your query 30 BRIO Basics+ Once you have the data returned from the query, it is “in” your local computer, much like a spread sheet would be. l You can sort data individually, you can change the sequence of the columns, hide and duplicate rows, etc… All of this without re-running the query. – To modify an item, left click to select it – the item will turn black. Then right click the item - the right click menu contains all the options available to you. select the total table, click on the highlighter on the left, up end of the table e. g. you can activate text wrap (the text will appear on two or more row’s instead of one) © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko Some Examples of Report Options l Right Click is your friend – Right Click Left Click – – 31 BRIO Basics+ When modifying your report, many of the options you want to do will be via the ‘right click’ l Place the pointer over the AMOUNT_SALES columns and right click; then click ‘Grand Total’ A pop-up window will ask what to ‘sum’ on: Click ‘Amount Sales’ Go to the bottom of the report © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko The Grand Total l As with a spread sheet, or a QMF Query, you can simply add a grand total to the bottom of a report Grand Total “Getting to the Bottom” Right Click and Choose “Grand Total” 32 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko Break Totals l Break Totals – – – Every Break In – In the ‘Every Break In’ choose ‘STATE_PROVINCE’ Select ‘SUM’ In the ‘Add Total To’ choose ‘AMOUNT_SALES’ Click “OK” Sum Add Total To Right Click and Choose “Break Total” 33 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 4. More Advanced Queries: Query Properties l Back in the Query section: – As with a QMF query, you can also select only different rows with a Brio query. To do this, l 34 BRIO Basics+ go to the Query menu and choose Query Options. Then you will be presented with a pop-up box as shown in the picture to the left. Check Return Unique Rows. This equates the Select Distinct statement in QMF. Set time limit to 30 minutes © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 4. More Advanced Queries: Variable Limits l 1) Click Day Id to highlight. Click the little arrow, then choose Var. When creating queries for team members, the same query may be used; but different people on the team may need to query different values. As in QMF, you can add PROMPTS to a Brio Query. 3) Click Cancel; then click the Var button again to clear the prompt request. 2) Now click Process. The user will be asked to supply the desired value for Day Id. 35 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 4. More Advanced Queries: “AND/OR” Statements l l From the Sales_Fact table, drag Store Id to the Limit line: When prompted, enter the number 4; click the green checkmark, then enter the number 10. Again, click the green checkmark. Ensure both are “highlighted”. Click OK. Click the checkmark to recognize the value(s) 36 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 4. More Advanced Queries: AND/OR Toggle l l The values you chose Holding the pointer over Store Id, the “hover” should show “ 4, 10”. AND automatically appears between Day Id and Store Id. By clicking the AND button, you will toggle between AND and OR. Click here to toggle 37 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 4. More Advanced Queries: Brackets l l Brackets in a query are as necessary as brackets in algebra. As an example, let’s look for activity from a specific Store Id or on a specific Product Id during the chosen Day Id. – The logic is “questionable” – l 38 BRIO Basics+ Drag Product Id to the Limit line. Choose products 5 through 15. Toggle the AND between Store Id and Product Id to OR. As written, the results from this query are unpredictable. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 4. More Advanced Queries: Brackets l l Brackets Toggle l 39 BRIO Basics+ Click once on Store Id, hold the shift key, and click on Product Id (this will select both elements). Hitting the “()” button will place brackets around the selected data elements. This query will now provide predictable results. Click Process. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 5. Adding Computed Items l Return to the query section – – – Go to the Limit line and select both Store Id and Product Id, Right click on the elements and choose Remove. Rerun the query l l 40 Computed Items – Pop-up from right click; choose ‘Add Computed Item’ – BRIO Basics+ The sections pane will change to results. Select one of the columns. Right click, then choose and left click Add Computed Item. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 5. Computed Item 1) Type in the name of the column: Average Sales Basic Algebra 3) Click on “/” 5) Click OK 2) Click Reference and choose Amount Sales Click OK 41 4) Click Reference (again) and choose Unit Sales Click OK BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 5. Results from Computed Item l l l New Column (You may need to move the screen over) 42 BRIO Basics+ A new column has been placed at the far right of your report. The results within this column is the Amount Sales / Unit Sales as defined in the previous chart. You can change the background color of the column heading to differentiate between database and self-created columns. To do this, click on the column title, then right click and choose Background. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 5. Formatting Columns l l Left click here to highlight the entire column l l l Choose Number The Computed Item column is simply math between the two columns that were specified when setting the column up. The results are calculated out to the default number of decimals. To insert a fixed text in a Computed Item, enter the text in ‘…’ To change the format, choose the entire column (by left clicking at the top of the column), then right click anywhere in the column – 43 BRIO Basics+ and choose Number. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 5. More Formatting Columns l Simply choose how you would like to see the results represented. – – l Choose Currency. Then choose the number of decimals from the possibilities offered. You can also choose the font you wish to use, colors, alignments etc… Currency and $ with 2 decimals 44 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 5. Grouping l Not to be confused with the “grouping” that is done in a QMF query. – Grouping in this case will take a series (or string) of values and assign a specific value to them. l Options: to define what happen with ungroup values Select the Product ID column; then right click and choose Add Grouping Column. 45 BRIO Basics+ – For example, you can assign the value of Small, Medium or Large to a subset of Product IDs. be aware by creating a grouping column, because of new values which are not relate to the groups, go to options and define what will happen with this values, otherwise BRIO set it default to 0 © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 5. Creating the Group Names l Click here New Group Once you clicked Add Grouping Column you will be presented with a pane that will allow you to assign values to a “group”. – – Enter this value when prompted Choose 1 -99 Once you’ve defined the values to be used in the group, hit this arrow BEFORE you hit “OK”. 46 – l BRIO Basics+ Click New Group. Enter Small. Then choose 1 -99 for the values. Then hit the arrow to move the chosen items from the Available Values column to the Items in Group column. Repeat this process for Medium, setting the values 100 -199; and the balance into group name Large. Before you hit OK the Available Values column should be empty. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko That first Chart l l Click the dropdown l Choose ‘Pie’ 47 BRIO Basics+ As you drag and drop each data element into the X and Y Axis, the chart will be built. Your ‘default’ chart will be a bar chart. There are different styles of charts available. We will be using a ‘pie’ chart for this exercise. THIS CAN BE COPIED TO POWERPOINT © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko Customizing the Chart l l l Double Click And Change the name There are many things you can do with a chart once created; many of the capabilities are similar to Freelance or Power. Point. The first thing is to stay organized. So, under sections, double click the Chart bar; you’ll be prompted to enter a new name. DO NOT just change the name within the chart. There is no ‘link’ from the chart to the section for Chart. By clicking once on any section of the Pie chart, the section will be highlighted. Right Click for a popup menu of choices. Including: – – – Click Once to ‘highlight’; Then right-click for these Options 48 l BRIO Basics+ Drill Down; Changing Color Pulling out a slice of the Pie Experiment here, there are lots of ways to customize the chart! © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko Changing the Chart l Once you’ve created a chart (in this case, you’ve already created a pie chart) you may change the format by simply clicking the pull down menu and choosing a new chart type. Pull Down Menu 49 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. A quick view of Pivot l Pivot – l Pull Down Menu Insert Choose New Pivot l Data Elements ------Label and Fact placement 50 Allows additional analytical flexibility in a spreadsheet format. BRIO Basics+ Choose Insert from the tool bar, then choose New Pivot. You’ll be presented with a blank landscape with a list of available data elements and locations to drag and drop. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. Creating the Pivot l Start by dragging: – – – l Pivot Handles 51 BRIO Basics+ STATE_PROVINCE to Side Labels, AVERAGE_SALES to the Facts box, STORE_TYPE to the Top Labels. The above will provide a spreadsheet-like presentation of your chosen results. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. Pivot in Motion l Click and hold here and drag down to the side l 52 BRIO Basics+ By clicking on, and holding a “pivot handle” you can now change this chart by dragging, for example, the top row to the side column (note dotted line). THE CAN BE EXPORTED TO EXCEL AS A SPREADSHEET © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. Drill Down on the Pivot l l What you see here is the result of dragging the top row to the side column. Once this is complete, single click on New York (to select) and then right click for options. – – 53 BRIO Basics+ Choose Drill Anywhere, then choose Store Name. To get back to your starting point, choose a Store name from your results, right click, and Drill Up. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. Drilling Up l l The store name is the result from the drill down: choose this to drill back up. 54 l BRIO Basics+ When you perform a Drill up, remember that you must choose the “column” that resulted from you Drill down. You can also drill down the Store Name for the entire column. To do this, click on the white label at the bottom of the State Province column – the column will turn black. Then right click and choose Drill anywhere Store Name. With focus on items you can display only this specific rows. To cancel this focus click right and choose show hidden items. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. Adding Totals l To add totals, click on the white label at the bottom of the State Province column. Then right click and choose Add Totals. Right click 55 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. Adding Subtotals l l A total appears at the bottom of the State Province column. Again, click on the white label at the bottom of the Store Name column, then right click and select Add Totals. Grand Total “Getting to the Bottom” 56 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. Adding Subtotals l l Fill Color l l l 57 BRIO Basics+ Subtotals – one total for each state province – will appear. You can change the font, colors, alignment etc. of the total fields. If you want to change the background color of the total fields, click first on one of the total fields and then on the Fill color icon from the tool bar. To change the background color of the whole row, hold the Alt key (to highlight the whole row) and left click simultaneously, then click on the Fill color icon. To activate the top and side labels go to format and corner labels You can also activate or cut off the date labels via Format, Data Labels © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 6. Adding Heading and Footer l l Hot Buttons l 58 BRIO Basics+ To add a heading or footing text to your Pivot go to Insert, Page header or Page footer In this box you can insert your own text in ‘…’ or you can insert same specific things via the hot buttons, like the actual date, time or file label Go to Print preview to see your new heading or footing text © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 7. Creating a Report l 1 To insert a Report section, click New Report on the Insert menu. – l 2 Reports are created by dragging items from Catalog pane to the Report Outliner. – 3 l BRIO Basics+ If the Outliner is not visible, turn it on by clicking on Groups and Table on the Section title bar. Drag – 59 The Content pane will show blank tabular columns. State Province to the Report Group Outliner, © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 7. Inserting a Report Header / Footer – – l The report header/footer prints on the very first/last page of the report only. To insert a report header or footer, – – 60 BRIO Basics+ Store Type and Group of Product Id to the Table Dimensions box, Amount Sales, Unit Sales and Average Sales to the Table facts. check Section Boundaries on the Report menu to display header/body/footer regions. On the Report menu, choose Headers and Footers, and click either Report Header or Report Footer. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 7. Inserting a Page Header / Footer – – l 61 BRIO Basics+ Click anywhere within the report header/footer boundaries. From the Catalog pane, select information that you want to appear in the header/footer and drag it to the header/footer area. You can insert a text label, an empty field, page number, date&time etc. For this example, drag the Amount Sales field from the Results folder to the report footer – it will appear as a Grand Total. The page header or footer contains information that you want to appear on every page. You can insert a page header or footer in the exact same manner as a report header or footer. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 7. Format of the Report design l l 62 BRIO Basics+ To point out multiple rows with different background colours, select one column, check the format menue, border and background, check the box with alternate with and choose a colour and which lines should point out To give the individual titels accurate names, click left on the titel and add under Data Function your appendix in ‘. . . ‘ +, e. g. Add ‘State Province‘ + to the data function line, after left click on California © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 8. Exporting Your Results to *. xls l Once your report is created (remember, this is on your client!), it is easy to download into Microsoft’s Excel. – – File - Export - Section 63 BRIO Basics+ Simply click File, scroll down to Export and then Sections can be exported to Excel (*. xls), Lotus 1 -2 -3 (*. wks), Tab Delimited Text (*. txt), HTML (*. htm) and Comma Delimited (*. csv). © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 8. Saving your Download l l Pop-up box Default file type of *. xls 64 BRIO Basics+ As with any standard Windows program you will be presented with a pop-up box where you will be prompted to enter a name for your data. The default qualifier is *. xls. To work with your report at a later date, you can also save it to your hard drive as a *. bqy file. To save the space on your hard drive, go to File Save Options and check Compress Documents before saving. © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 9. Hints and tips – Table names l Full Names of Tables: – l Changing the physical name of the table: – 65 Tables in the Catalog pane appear without the high level qualifier, HLQ (FIRCA, FIRCC, FIRCL). Since the user have access to data within one of these HLQs, it is important to see them in order to pull the right table from the Catalog pane. To add the HLQs to the table names, right click on Tables and select Full Names. In case you have pulled the table with the incorrect HLQ or you need the prior year version of your table, you can get the „right“ table by editing the physical name. To do this, right click on the table name and select Properties. BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 9. Hints and tips – Before processing l l l 66 Saving: Always save your query regularly, especially before processing. Compressing files: Always save your files as compressed. It will take longer to open and save them, but it will save space on your hard drive. To save your files always in this way, go to Tools Options Program Options and check the Compress all documents box. To save your file as compressed, select File Save Options Compress Document. Estimating Query Size: This function returns you very quickly the number of rows that will be pulled by the query. If the query size is too large or the query will return 0 rows (and you expect data to be returned), you can change your settings without having to wait for the query. BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 9. Hints and tips – Cancelling queries l Cancelling queries – l How do you know BRIO is processing a query? – 67 If the query is taking too long, or you realize you have forgotten to include something then you cancel it. To do so, press the ALT and the END keys simultaneously. This may not have an immediate effect but the query will stop once the data is being sent back to BRIO indicates that it is trying to connect to the data source by the words ‘Waiting for Server’ appearing in the bottom left hand corner of the screen. Once BRIO has connected and is retrieving data this message will change to ‘Retrieving Rows (Alt-End to cancel)’. This means that the query has run within DB 2, and the data is being sent back across the network. If you have requested the data to be sorted or are reprocessing a query which has a sort or a calculation in the data model then the messages ‘Sorting’ or ‘Calculating’ will be shown. When the query has finished the Results screen will appear automatically. BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 9. Hints and tips – Changing the OCE File l l l 68 Select Tools from the menu bar and then Connection > Modify. If you are already logged on to a connection then it is this connection that will be modified. If you are not logged on, you will be asked to select a connection file from the default Open Catalogue Extensions folder; Once the relevant connection file is selected, a Database Connection Wizard dialogue box will appear. The setting in the first screen should read ODBC and DB 2. Click Next to continue: Now you will be shown a screen which has the Default User ID stored, together with the Host (EUHADBM 0 – this is the connection you set up in the DB 2 connect program). Type in the User ID’s password, and click on Next; Now you will be asked if you want to use the current connection, or use a different connection. If you want to change you can do it now, or press Next to continue if you are already using the correct connection; You will see a screen with Custom… in the top box. Click Next again; Finally you will come to the relevant screen. You should see three large boxes with the word ‘Define…’ in each. Click on the box next to Owner Name. BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 9. Hints and tips – Changing the OCE File You will be presented with a dialogue box similar to the one below, containing a list of the creators already available – these should include FIRCA, FIRCC, FIRCD, FIRCL, FIRPA, FIRPC, FIRPD and FIRPL. This means that when you click on the + symbol next to the word Tables in the Table catalogue, you will only see those tables beginning with one of the listed HLQ’s. To add your own ID (or anyone else’s for that matter) enter the ID in the box next to the green tick, and then click on the green tick button; 69 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 9. Hints and tips – Changing the OCE File • You should be able to see your entry in the list if you scroll through it. • • However, you will notice that only the new ID is highlighted. Click on the Select All button to highlight all entries and click on the OK button. Keep clicking on the Next button on the following screens until the Finish button becomes available, then click on Finish. You will be asked if you want to save your OCE file. Select Yes, and either replace the old file or change the file to a new name if you wish. Now check that the new tables have been added when you click on the + key in the table catalogue. This may not work for a query file which is already open in BRIO. If not, try closing the file and re-opening it before trying again. 70 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 10. Union Queries in Brio. . . This is what the query looks like in QMF ………. . SELECT MAJ, A. MINOR, DEPTNUM, ACCTMO, ACCTDESC, SUM(AMTLOC) AMTLOC FROM LRPCC. USDETAIL_CM_D A, FIWCU. ACCOUNT_R B WHERE STREAM_ID = 'US' AND CTY='897' AND LC = '00' AND TOLI = 'L' AND MAJ = '624' AND DEPTNUM LIKE 'C%' AND MAJ=MAJOR AND A. MINOR=B. MINOR GROUP BY MAJ, A. MINOR, DEPTNUM, ACCTMO, ACCTDESC UNION ALL SELECT MAJ, A. MINOR, DEPTNUM, ACCTMO, ACCTDESC, SUM(AMTLOC) AMTLOC FROM LRPCC. USDETAIL_PM_D A, FIWCU. ACCOUNT_R B WHERE STREAM_ID = 'US' AND CTY = '897' AND LC = '00' AND TOLI = 'L' AND MAJ = '624' AND DEPTNUM LIKE 'C%' AND MAJ=MAJOR AND A. MINOR=B. MINOR GROUP BY MAJ, A. MINOR, DEPTNUM, ACCTMO, ACCTDESC ORDER BY 1, 2, 3, 4 71 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 10. Union Queries in Brio. . . Because

Worldwide Consolidated Accounting – Ed Janeczko 11. Using QMF Tables or Importing Excel Files Save data in QMF and use that table in Brio. Make sure you update your Connection … Tools -> Connection -> Modify -> Update ‘Owner Name’ with your TSO ID Import Excel Spreadsheets and TXT Files. File Import Data File Select Data File • Remove all CHAR lines after the headings before the data columns when using egjj. sendlotus. • Save an Excel Spreadsheet as an. csv file in order to import into Brio properly. 75 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 12. Subquery in Brio. . . Lets Start

Worldwide Consolidated Accounting – Ed Janeczko 12. Subquery in Brio. . . Double-click on

Worldwide Consolidated Accounting – Ed Janeczko 12. Subquery in Brio. . . Now click

Worldwide Consolidated Accounting – Ed Janeczko 12. Subquery in Brio. . . Move Day

Worldwide Consolidated Accounting – Ed Janeczko 12. Subquery in Brio. . . Go back

Worldwide Consolidated Accounting – Ed Janeczko 12. Subquery in Brio. . . Here are

Worldwide Consolidated Accounting – Ed Janeczko 13. Importing QMF Queries into Brio Cut and

Worldwide Consolidated Accounting – Ed Janeczko 13. Importing QMF Queries into Brio Open Brio: click File -> Import Data File -> SQL -> Open your File Step 1 86 Step 2 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 13. Importing QMF Queries into Brio Now your QMF query is in Brio, double-click on each column in the Request Line and rename and select the correct properties and click Process … 87 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko 13. Importing QMF Queries into Brio Here is

Worldwide Consolidated Accounting – Ed Janeczko 14. Using ‘Local Results’ in Brio Create a

Worldwide Consolidated Accounting – Ed Janeczko 14. Using ‘Local Results’ in Brio Now let’s

Worldwide Consolidated Accounting – Ed Janeczko 14. Using ‘Local Results’ in Brio Here are

Worldwide Consolidated Accounting – Ed Janeczko More on Computed Item The ability to use conditional statements (if, then) can help you add more dimension to your work. As you can see from the first example, with amount fields. I have results from a UNION query which has multiple amount fields from our Hyperion Journal databases. I want to create a column for those records where the Ledger Indicator is 'L'. - Right mouse click, select add computed item, name the new column. - Click the 'if' button - if ( ) { } - place your cursor inside the first bracket, click Reference, select the Ledger_Ind field. - Click OK - Click the == button (which means equal), type 'L‘. - Place your cursor inside the second bracket, click Reference, select the L_2007 amt field – current year Hyperion Journal DB. - Click OK - Click the 'else' button - else { } - please the cursor inside the bracket, click Reference, select the CY 2007_OB_Var field – CY OBAL DB. - Click OK 92 BRIO Basics+ © 2008 IBM Corporation

Worldwide Consolidated Accounting – Ed Janeczko More on Computed Item 93 BRIO Basics+ ©

Worldwide Consolidated Accounting – Ed Janeczko More on Computed Item 94 BRIO Basics+ ©

Worldwide Consolidated Accounting – Ed Janeczko 15. Using the EIS Section The Executive Information Section (EIS) • • 95 Creates Snapshots of the other Brio Sections … Pivots Charts Tables BRIO Basics+ © 2008 IBM Corporation