Consolidation & Reporting System

(CRS)
Using the Book Publishing Wizard
(December 2008)

Author

Version

Date Issued

Howard Markillie

1.1

Issued 22 Dec 2008

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 1 of 19

Contents
1

BACKGROUND....................................................................................................3

OVERVIEW OF BOOK PUBLISHING..................................................................3

PREPARATION....................................................................................................3

COMMON ACCESS STEPS ................................................................................4

PUBLISHING TO A .PDF FILE ............................................................................5

PUBLISHING TO A PRINTER ...........................................................................13

BOOKS CURRENTLY AVAILABLE ..................................................................18

HOW DO I GET A BOOK SET UP? ...................................................................19

SUPPORT & FURTHER INFORMATION...........................................................19

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 2 of 19

1 BACKGROUND
The Charter Consolidation and Reporting System (CRS) has been deployed using a class
leading remote access solution from Citrix.
This solution allows users to access the central CRS application from locations across the
Charter group, and also from home and other locations when away from the office, over the
internet in a secure manner using virtual desktops generated on the Citrix servers.

2 OVERVIEW OF BOOK PUBLISHING

SAP BPC includes functionality for Administrators and Power Users to create books of reports
by batching together a series of existing reports. The reports can be set up to be dynamic (based
on current view selection) and can be further refined to run the book for multiple members in the
same run e.g. for all children of the member selected in a specified dimension such as ENTITY
or TIME.
Output can be to a printer for hardcopy or, by using an included .PDF writer, to a .pdf file which
can be stored on the server and then copied down to your PC (via the T: Drive) and emailed to
colleagues.

3 PREPARATION
You can only print out information that has been entered into or generated in the database, so
BEFORE you attempt to publish a book of reports, you must make sure that for the Current
View that you wish to print:

You are in the correct Application e.g.

o For the MREP you need to be in the Finance application

All of your data has been entered and Sent to the database

If you numbers are final then all validations should have been cleared

FX Translations have been run (if required)

LocalConsolidation has been run (if required)

The CalcCashFlow package has been run (if required)

You have access to the necessary printer(s) from Citrix

The printers are on-line (and have paper in them!)

If you are printing a large book, that other people are not printing to the same printer

Set you Current View to the required members

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 3 of 19

4 COMMON ACCESS STEPS

The Book Publishing Wizard can be accessed from the ePublish menu option in the Excel menu
bar

Select the Book Publication Wizard option

Note: If this option is not available, please contact the Help Desk so that your
security can be updated

Click on Publish Now.

You now have two options:

Publish to a .pdf file

Print to a printer

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 4 of 19

These options are described in detail in the sections below.

5 PUBLISHING TO A .PDF FILE

This is the preferred approach especially for large print jobs or where you are sharing an office
printer each worksheet in a work book is printed as a separate print job and can therefore get
mixed up with other print jobs.
A .pdf file can be:

Saved to you personal area (U: Drive) in the CRS

Saved to a departmental or shared folder (S: Drive) in the CRS

Copied from one of the above to use outside CRS (via your T: Drive)
o Use this route to email the book to other users

Select BPC Web PDF and check the Make Single PDF File option
Important: You should ensure that you check the Make Single PDF File option

If you dont, you wont be able to select a destination folder for you .pdf file

Click on Next

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 5 of 19

Enter a suitable Filename in the Single PDF destination box

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 6 of 19

Select Local
Browse for a suitable destination for your .pdf file

Click on the button to the right of the box

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 7 of 19

From the Browse for Folder popup, drill down through the folder hierarchy to select an
appropriate destination folder for your .pdf file

You can only save a file to a folder that you have security to access

DO NOT attempt to save to your T: Drive

Click on OK

Confirm that the Filename and Local path are correct

Click Next >>

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 8 of 19

Select the appropriate Team

The default is (Company) and this will hold most of the general access books

Select the appropriate book

Click on the book and it will be highlighted as above

Click Next >>

The Wizard will then validate all of the reports in the book to ensure that they are all still valid
you will see each report appear and disappear very quickly behind the Wizard window (if you
are affected by fast moving images, it is suggested that you avoid looking at the screen while this
phase is in process.
The length of this phase will depend on the number of reports in the book.
Once completed, you will be asked to select or confirm the sections of the book that you wish to
publish.

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 9 of 19

Select one or all of the Book Sections to Publish

Check each section you wish to publish

Note that there may only be one section for the book

At least one section must be checked!

The number of sections in the Book will be defined by the owner of the book
Click Next >>

Review the Publication Summary

Vary Dimensions are the dimensions that have been set by the Book Owner to be
dynamic based on the current view

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 10 of 19

Make sure that each member that you have selected for these dimensions is what
you require
o If they are not, click Cancel
o Reset the Current View to show the correct members
o Start the Book Publication wizard again

Click Finish to start generating your .pdf file

The window will show the progress of your report.

Eventually confirming that all tasks have been completed

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 11 of 19

Click OK

Click Finish, to close the Book Publishing Wizard

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 12 of 19

Locate your .pdf file using the File Manager tool from Start \ Programs on your CRS Production
Desktop.

Double click to open in a .pdf reader

o You can then print some or all of the pages using the .pdf reader print tool

In File Manager, Copy to another folder in the S: Drive as normal

In File Manager, Copy to you local PC via the T: Drive

o To use when not connected to the CRS
o To distribute to colleagues who dont use the CRS
o To add as an email attachment

CAUTION! Remember that information in the CRS is classified as Price

Sensitive and once you have created a .pdf (or indeed a hard copy) the strong
security that exists in the CRS no longer applies and YOU are responsible for
ensuring that the information is not made available to unauthorised personnel

6 PUBLISHING TO A PRINTER
Think of the environment - do you really need to print out this book?
If you do, then access the ePublish tool as above

Select the Printer option

Click on the Select printer .. button to list your available printers

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 13 of 19

Click on the required printer to select it (it will be highlighted as above) and then click on OK

Only those printers that you have previously used on your PC before connecting to
CRS will be available!

Click Next >>>

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 14 of 19

Select the appropriate Team

The default is (Company) and this will hold most of the general access books

Select the appropriate book

Click on the book and it will be highlighted as above

Click Next >>

The Wizard will then validate all of the reports in the book to ensure that they are all still valid
you will see each report appear and disappear very quickly behind the Wizard window (if you
are affected by fast moving images, it is suggested that you avoid looking at the screen while this
phase is in process).

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 15 of 19

Check the Book Section(s) to Publish

There may only be one section

You must check at least one section!

Click on Next >>

Review the Publication Summary

Vary Dimensions are the dimensions that have been set by the Book Owner to be
dynamic based on the current view

Make sure that each member that you have selected for these dimensions is what
you require
o If they are not, click Cancel

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 16 of 19

o Reset the Current View to show the correct members

o Start the Book Publication wizard again
If you are happy with the selections, click Finish to start printing

Your book will commence printing report by report

Each report is printed as a separate print job not as one continuous job

Caution - Your report may get mixed up with other jobs that are being sent to the
printer at the same time

Wait for confirmation that the book was published successfully

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc
Charter Central Services Ltd.

Page 17 of 19

Click OK

Click Finish to close the Book Publication wizard

Dont forget to pick up your print from the printer!

7 BOOKS CURRENTLY AVAILABLE

At the time of writing, the following books are available
Title

Purpose

MREP Book Single Entity All Sections.xls

Prints all sheets in the MREP

- Selected Entity only
- No de-selection of sheets possible prints
entire pack
- Quick option

MREP Book WITH SELECTION.xls

Prints selected sheets in the MREP

- Selected Entity only
- De-selection of sheets possible so no need
to print entire pack
- Slower option

MREP Book Parent Entity & Children All

Sections.xls

Prints all sheets in the MREP

- Selected Entity and all children
- No de-selection of sheets possible prints
entire pack
- Quick option

MREP Book Parent Entity & Children WITH

SELECTION.xls

Prints selected sheets in the MREP

- Selected Entity and all children
- De-selection of sheets possible so no need
to print entire pack
- Slower option

Other Books will be added over time

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc
Charter Central Services Ltd.

Page 18 of 19

8 HOW DO I GET A BOOK SET UP?

Books can only be created by the Financial Systems Administrators or by Super Users who have
received additional training and access to do so.
If you think that using the Book Publishing wizard to automate a task that you currently do
manually would help you, please raise a ticket on the Help Desk and we will decide what
resources are best placed to assist.

9 SUPPORT & FURTHER INFORMATION

Please raise a ticket on the CRS Help Desk

Using the Book Publishing Wizard v1.1 (22-Dec-2008).doc

Charter Central Services Ltd.

Page 19 of 19