Page 1 of 21 - Hudson's Bay Company Quick Reference Guides Page 1 of 21 Created ... Causes of Multiple Sessions in MicroStrategy ... hold Ctrl and click to find the Quick Reference

BIS Quick Reference Guides Page 1 of 21

Created: 05/26/06 Revised: 06/22/06

Table of Contents Initial How-to/Functionality 2 – introduction to basic BIS functionality My Reports 8 – the ability to save and store personalized views of your reports Causes of Multiple Sessions in MicroStrategy 11 - FYI signing on to the system multiple times hinders more than it helps Creating a Print Screen 12 – how to create a print screen to report issues to the BIS Solutions Center, or for user presentation How to Load SKUs into MXDs 14 - ability to upload SKU lists in Excel Using Inventory Reports with Radio Buttons 13 - unique prompt functionality Overcoming Export Limitations 15 – system limitation when exporting large quantities of data to Excel My Subscriptions 16 - how to build subscriptions

Prompt and Filter Guide 18 - general overview of the prompts and filters in BIS reports **The above titles are hyperlinks, hold Ctrl and click to find the Quick Reference you want NOTE: If you have any further inquiries,BIS has a Solution Center to provide Users with technical support and expert advice. The BIS Solution Center can help with issues such as:

• Assistance with report generation • Data issues • Additional training and follow-up on specific functions • Procedural questions such as “What do I do with this report?” • Terminology questions • Communication (updates/changes) in the status of the BIS tool

The BIS Solution Center is available on Monday to Friday from 7:30 am to 5 pm. To contact the BIS Solution Center: Brampton: 905-792-5711 401 Bay: 416-861-6161 [email protected]

mailto:[email protected]



Introductory Reference BIS Home Page The BIS Home Page consists of the following links:

Help : Allows the user access to the online help system for the Microstrategy tool. Logout: Logout of the BIS website.

Always use the Logout button to exit BIS. Do not use the X in the windows tool bar.

Quick Search: Allows the user to perform a quick search for a report.

Shared Reports: Displays and links user to folders containing reports and documents which are shared with other users. My Reports: Displays and links user to folders containing, reports and documents created by the user. History List: Displays and links user to messages about reports and documents executed and sent to history list or scheduled to run.

Preferences: Gives the user options to change preferences for report display, language used, exporting, printing and more. Run a Report 1. From the BIS Home Page,

click on Shared Reports. 2. Click on the desired folder.

3. A list of reports will display.

Search for the report required and click on report icon or report name.

4. The next page will prompt the

user to select filters and prompts.

5. Select desired prompt(s).

The Required prompts must be completed to execute a report.

Prompts with “Report on” will add columns to the report and “Filter on” will restrict what information appears in the columns and in the report.

6. Click on Execute Report, located at the top or bottom of page.

The next page allows the user to check the status of the report, send the report to the History List or cancel the report.

7. Once the report has completed its run, it will be displayed. Sending to the History List allows the user to pull more reports while waiting for the report to generate.

History List History List displays the status about reports and documents that the user has executed and sent to the history list as well as scheduled reports.

The History List link is located on the BIS home page or on the shortcut bar.

Each row in the History List represents a report and report information. Report information and options include: • Name – Click on report name

or icon to open report. • Status – Displays the status

of report. Must be in Ready status to open report.

• Message Creation Time –

Displays when report was executed.

• Export – Click on Export

button for Export options. • PDF – Click on PDF button to

change to PDF format. • Details – Click on Details icon

to view report details as the filters selected, report path etc.

• Remove– Place a check in the

remove box and click on Remove in the column heading.

Items will only remain in the History List for 10 days.



Export The Export option allows the user to export reports and/or graphs into different file formats or applications.

To Export a graph the graph must be displayed on the page. To export report to another format (other than PDF): 1. Click on the Export button

from the toolbar. -OR-

From the menu bar, select Report > Export …

A menu page is displayed with exporting options.

2. In the Export field, select

Whole report or Portion displayed only from the drop down menu.

3. Select the applicable menu

options. To keep any formatting set in current report, select Excel with formatting.

To save and use exporting options set for future reports, click the Do not prompt me again checkbox. The next time a report is exported, the report will be displayed bypassing the export options.

4. Click Export. To Export to PDF:

1. Click on the PDF button from the toolbar.

-OR-

From the menu bar, select Report > PDF.

A menu page is displayed with PDF exporting options.

2. In the Export field, select

Whole report or Portion displayed only from the drop down menu.

3. Select other exporting options, if applicable.

For advanced options, click on Show advanced options.

To save and use exporting options set for future reports, click the Do not prompt me again checkbox. The next time a report is exported, the report will be displayed bypassing the export options.

4. Click the Export button.

BIS will always give the same name to exported files; it will prevent exporting subsequent files without first saving the original file under a different name. Users must therefore rename and save any exported file before attempting to export another. Print The Print option allows the user to print one page at a time. To print the entire report, export the report into the preferred

application and print from the application used.

1. Select the Print button from the toolbar

-OR- From the menu bar, select Report > Print.

A menu page is displayed with printing options.

If the user has a multiple page report, it is easier to export the report to Excel for printing.

2. To set Footer and Header

contents, click on Edit Custom Setting, select desired options and click Apply to save settings.

3. Select other printing options, if applicable.

4. To change the page

orientation, paper size, margins and header and footer sizes, click on Show advanced options and set desired options.

To save and use print options for future reports, click Do not prompt me again checkbox. The next time the print option is selected the report will display in the print preview and bypass the print options. 5. Click on the

Show Printable Version. This will display a print preview of the page.

6. Click on Next block of pages

to display the page to be printed.



7. Click on the browser print

button to print. Ensure that the browser print settings match the BIS setting prior to printing.

To change the browser print setting from the browser menu bar select File > Page Setup. 8. To close print preview window,

click on the X on the top right hand corner.

-OR- Select File > Close from the browser menu.

Data Pivoting

Data Pivoting allows the user to arrange columns and rows in a report to view data in different perspectives.

Options available for Pivoting include:

Pivot using the Pivot Buttons:

• From the menu bar, select View > Pivot Buttons.

• Pivot Buttons will display on the column headings, use buttons to remove, move (right, left or columns to rows) objects or set page bys.

Pivot using the mouse:

• Click on column heading or object. Drag and drop object within a report.

Pivot using shortcut menu:

• Right click on object or column heading.

• Short cut menu will display. Select an option. Pivot options include remove and move (right, left, page by or column to rows) objects.

Columns and rows can be moved up, down, right, left, into page bys and into columns or row axes, where applicable.

When moving columns from side to side, totals in the report do not recalculate, report can be misleading Page-By A Page By takes the column heading selected and displays the data as a separate page for each break in data.

More than one Page By can be applied to a report. To display a report in Page By format using the Pivot Buttons: 1. To display Pivot Buttons,

from the menu bar, select View > Pivot Buttons.

2. Select the field or column for

Page By, click on the Page by this field button.

3. The new Page By field will

display on the Page By panel. Click on the drop down arrow to view the data sections or Page Bys within the report. To display a report in Page By format using drag and drop: 1. Click on object (column

heading or field) for Page By.

2. Hold down mouse and drag

object to Page By panel, along the top of the report.

3. Release or drop object in

Page By panel. Report will be sorted by Page By.

4. Click on the drop down arrow

to view the data sections or Page Bys within the report.

The buttons in the Page By panel allow the user to delete or move Page By fields. Sorting Report Data The following Sort options are available in BIS. To sort using Sort Buttons displayed on column headings:

From the menu bar, select View > Sort Buttons. A

Sort button is displayed next to each column heading. Click on the Sort button on the column heading to sort columns. The direction of the arrow will indicate if the column is sorted in descending or ascending order.

To Sort using the shortcut menu:

Page By Panel



• Place cursor on column heading to be sorted and right-click. Select Sort from the shortcut menu and then select Ascending or Descending.

To Sort multiple columns: • From the menu bar, select

Data>Sort., the Sort options will be displayed. Set desired sort options and click Apply or OK.

Applying Totals to a Report The Totals option allows the user to calculate and display totals within reports. Totals available include:

Average Count Maximum Minimum Standard Deviation Totals Variance

To calculate a Total within a report: 1. From the menu bar, select

Data > Totals. 2. From the submenu that

appears, highlight the desired Total.

3. Select the type of total to be

displayed, such as Grand Totals Only or All Subtotals.

To remove Totals from report:

1. From the menu bar, select Data > Totals.

2. Select Clear All.

Totals can be printed or exported if displayed at time of request. Drilling on Report Data The Drill option allows the user to drill from one level of information to lower or higher levels. It is not available on every report.

Please note that drilling may cause the report to return to the Data Warehouse and run another report which may take time. To drill from the menu: 1. From the menu bar, select

Data > Drill. Drill options will display on page.


and select the desired drill path.

To ensure the higher level is still visible once the Drill has been completed, ensure the Keep parent while drilling option has been selected.

3. Click on the Apply button to apply drill option.

A new report is created using the selected drill options.

To drill directly from the report:

Within a report, data areas will be underlined; these underlined areas indicate that data can be drilled. 1. Place cursor over underlined

data. A description will appear on the page indicating the available drill path.

2. Click on underlined data to

request drill.

This option will only drill the specific element selected down to the next level. To drill all elements in a report select the Data > Drill… option from the menu. A new report is created using the selected drill path. To drill from the short cut menu:

1. Place cursor on the column

heading to be drilled and right-click.

2. Select Drill. 3. From the submenu that

appears, click on the desired Drill Path. The up arrow indicates moving up a level and the down arrow indicates moving down a level.

A new report is created using the selected drill option selected. Locking Report Headers The option to Lock Grid Headers allows the user to view the row and column headers while scrolling through data. 1. From the menu bar, select

Format > Lock Grid Headers.



2. Select Lock Row Headers or

Lock Column Headers.

Repeat to procedure to unlock either header. Filtering on Report The Filtering option is ideal for users as it allows the user to view pertinent data or to eliminate unnecessary information. To display the Filter options: 1. From the menu bar, select

Data > Filter on Selections…

Checkboxes are displayed within the report.

2. Select the areas to remain in

the report, by clicking inside the checkboxes.

3. Click Apply or OK.

To display the Add View Filter Condition: 1. From the menu bar, select

Data > Add View Filter Condition.

-OR- Select View > View Filter.

The Add View Filter Condition is displayed on the page.

2. Click on Add Condition. 3. Click on the Filter On: drop

down menu and select the area to be filtered (to remain in report).

4. Click the Continue >

button. Additional options are displayed based on the area selected.

5. Select the data in the area to

remain in the report. 6. Click on the Apply

button. 7. Click Apply or OK. To remove Filter Condition:

Click on the button to remove filters.

-OR- Click on the individual filter to be removed from the report.

Changing Report to Graph Mode and/or Grid Mode The Grid and Graph Modes allow the user to display data in a Grid Mode and/or Graph Mode. The report defaults to a Grid Mode which displays data in basic rows and columns.

To view in Graph Mode:

Click the Graph icon from the toolbar.

-OR- Select View > Graph from the menu bar.

To view in Grid and Graph Mode:

Click the Grid and Graph icon from the toolbar.

-OR- Select View > Grid and Graph from the menu bar.

To return to Grid Mode:

Click on the Grid icon from the toolbar.

-OR- Select View > Grid from the menu bar.

Formatting a Report To format using the Autostyle option: 1. Click on the drop down menu

in the field. 2. Highlight a style.

The style selected is applied to report.

Formatting can be exported in PDF or to an Excel file. Formatting a Graph Report must be in graph mode to use the graph formatting options. To display the Graph Format Panel: 1. The Formatting toolbar

should be displayed on the top of the report. If it is not displayed, select Format > Toolbar.

The following Graph Format Panel will appear:

Formatting Toolbar



2. Select the desired

formatting. As formatting is selected it is applied to the graph. To format graph with Advanced Formatting toolbar: 1. From the menu bar, select

Format > Graph.

2. Select the format panel to be

used, such as General, Titles and Axes. Different formatting panels will be available depending on the graph displayed.

3. Select desired formatting

options. 4. Click Apply or OK.

Resetting Data The Reset Data option allows the user to reset the report to display the original data and layout. If any data manipulation has taken place such as page by, pivoting, columns or rows moved or totals calculated these will be removed when the Reset Data option has been selected. To Reset Data within a report, from the menu bar, select Data > Reset Data.

Drilling cannot be removed using the Reset option.

The Refresh option is different than Reset. It will refresh or update actual data with the most recent information from data warehouse. It does not return the report to original format. New Metric The Insert New Metric option allows the user to create calculations simply by clicking and dragging metrics from the report or from the Object Browser to form a new metric definition. To Insert New Metric: 1. From the menu bar, select

Data> Insert New Metric. 2. Click inside the Name field

and type name of the new metric.

3. From the report or the

Report Browser click and drag the metric, to the Definition field.

4. Complete the details of how

the metric is calculated and click and/or drag remaining metric (s).

Example: Definition field:(Cur Inv $) -

(Inv $ LY) Click and drag metrics/values

from report and create a new

calculation / metric

5. Click Apply or OK. The new metric is added to the report.

To delete a Metric: • Click Remove from Grid

from the column heading or right-click the metric in the Object Browser and select Remove from Report.

Error message will appear if new metric cannot be calculated or does not make sense mathematically.

For edits to attributes or metrics select Data > Re-name / Edit Object from the menu bar. On Line Help To use the Online Help option

click on the Help icon from the shortcut bar or click on the Need Help? topics displayed on the left hand side of the page. Quick Search The Quick Search, located on the top left hand corner, allows the user to perform a quick search for a report or folder. 1. Type in the key word or

number of a report and click GO.

2. Search results will display on the screen, click on desired folder or report to open.

Format Options



My Reports Quick Reference What is My Reports? • “My Reports” is a user

specific folder accessible from the application’s tool bar which allows users to save personalized versions of any given report, much as OLR Personal Views, thereby facilitating both the frequent and sporadic running of key reports.

• The “My Reports” main folder also allows for the creation of multiple sub-folders, an indispensable feature when managing a series of preferred reports.

• There are many “save” combinations but essentially there are four general options to save a report to the “My Reports” folder.

Step by Step to save a report

1. Create and Run a report. 2. Open the report from the

History List. 3. Select “Save As…” from

the Report drop down menu. Report > Save As

4. The My Reports Menu will launch, as shown on the next page.

Review the following detailed information in this document.

5. If necessary, create a personal Folder along with a Folder Description.

6. If a new Folder is not required, update the report title, while

retaining the report number within the “Save Report as” data entry box. Below this field is a “Description” data entry box for lengthy and detailed report descriptions.

7. If the report is to be saved in an existing folder, click on that folder.

8. Once the report name is updated and filed into the appropriate folder, click the “Save” button in the lower right corner.

9. The next screen returned to the User will confirm the User’s report was saved, and will prompt the User to either return to the original report, run their new report or go to the “My Reports” folder.

Saving a Report into the My Reports directory

�“Save report as”: Key the report title here, while retaining the report number. IE: Put the cursor at the beginning of the report title, (in this example “Banner”) and delete everything after. “Description”: If required, a detailed report description can be added for future reference.

“Save report with all the embedded prompts”. This option saves the report with all of the REPORT ON and FILTER ON prompts. This function is the most versatile and thus the option that is most recommended Ex: If a report has 10 prompts, all 10 prompts will be saved irrespective of if they were or were not utilized to create the initial report. If the report is later re-prompted, all prompts are available to the user and the report can be modified in any manner initially permitted by the report.

This option does not allow for any modifications to prompts and will return exactly the same report the user ran the first time. Ex: If the report contained columns for Store and Category and the data had been filtered to only include Category 778 data for Store 715, this is all the user would ever see for this option excludes the all possibility of subsequent prompting.

This option saves the report with all the FILTER ON prompts whether selected or not selected. Upon re-execution only the FILTER ON selections will appear for re-prompting and are able to be altered.

This option saves the report with only the REPORT ON and FILTER ON prompts that were selected. Ex: if only the required prompts were answered, then these will be the only prompts saved and returned for future modification.



This option saves the report with any changes the user has made to the template. Ex: if the user has moved the order of the columns, or deleted columns, the report will appear the same way when you run it again, otherwise it would default to it’s original view. NOTE: Most users prefer to use this option Overwrite Screen: When a User attempts to save a report without altering the report title, they will be prompted with the option to either:

Overwrite – This will save the current report over the existing report of the same report title. Cancel – This option will allow the User to alter the current report title in order to keep the old saved report and add the new one to “My Reports” also.

Once a User has saved a report, they will be prompted with a screen giving them three options. Continue: Takes the User back to the original report that was run. Saved Reports: This option will take the User back to their “My Reports” folder, so they can browse other previously saved reports.

Run the new report: Will run the newly saved report from the “My Reports” folder.

My Reports Functionality Save Report As: In order to save a report to the “My Reports” directory, users must include the entire report number (i.e. “MER-SA016.0”) in the “Save Report As” box. Omitting this important step will result in a system generated error message stipulating that the “Report name is invalid” and reminding the user that the “Name must begin with complete report number”. The report number must only include capitol letters, if substituted for lower case letters the User will receive an error upon execution. The User can customize the report name to reflect the specificity of the report they are running, provided that the name begins with the report number as indicated in its entirety. i.e. “MER-SA016.0 – GMA ‘X’ Sales Trend for Opportunity buys”. The space provided is ample room for any reasonably sized title and description. Description: This box is defaulted to include the report number, title and report description. It can be altered by the User to reflect the specific prompts and filters used within the report. This box will be displayed under the “Report Title” box in the “My Reports” directory for the specific report.

The space provided is ample room for any reasonably sized title and description. Number of Reports: �My Reports can support a total combination of 25 Reports and Folders. Once a report has been run from a User’s My Reports folder, it will be accessed through their History List, which has a current maximum capacity of 10 reports. �Creating a Folder and Description: To create a folder in “My Reports”, it is necessary to access the data entry box entitled “Create folder” in the lower left corner of the screen. The desired folder name is typed into this data entry field and immediately below this field is an additional field provided to enter an expanded Folder Description if necessary. If a User wishes to organize their reports into different folders, it is suggested that folders be created in advance. Reports that are saved within “My Reports” can only be moved between folders by first launching the targeted report and then saving it to the required folder via the “Save as” function outlined previously. Once the duplicate is saved in the desired folder, the original can be deleted via the “My Reports” menu and clicking the ‘Delete’ button, shown below the report. There is no required format to either of these and the space provided is ample for any reasonably sized Folder name and Description. Reports do not have to be saved into folders as this feature is just an additional piece of



functionality available to the User. IE: Reports can be saved in the “base area” of “My Reports” OR a Folder could be created for “Daily reports” Vs “Periodic reports”, “Merchandise” Vs “Store” reports, “Reporting” Vs “Ad-Hoc” etc. Report Changes/ Versions If a report is changed in structure, at some time in the future, a communication will be distributed to inform Users of the change. Users will then have to access the updated version of the report, from Shared Reports, re-execute and re-save it into their “My Reports” folder. (Ex: MER-SA016.1 would be available to replace the existing MER-SA016.0 version.)

Note:

If an error screen, similar to the following, is encountered while attempting to change a prompt or drill in a report from Saved Reports: 1) In some cases this error can be ignored. Try executing the report. 2) If step one does not work, check how the report was saved. Some saving options will not allow prompts to be changed. Refer to the Saving Reports into My Reports Directory for assistance.



Avoiding Multiple Open Sessions In Microstrategy ‘Phantom Sessions’ refer to any additional sessions created while in BIS. Even when the user hits the logout link to terminate the connection to the BIS server, the phantom sessions appear in MicroStrategy and consume resources. This slows down the environment for everyone else connected. Purpose This Quick Reference Guide provides details about how phantom sessions are created in MicroStrategy, and how users can avoid creating them. Scenario 1: Clicking the “Refresh” button right after login When the user logs in to the portal page of BIS, then clicks the “Refresh” button, a new session will be opened.

However, if the user goes to another page past the login, then clicks the ‘Refresh’ button, a new session WILL NOT be created. Scenario 2: Opening Multiple Internet Explorer Browsers This may occur two ways:

1. If the user opens multiple Internet Explorer browsers and login to BIS in each browser, multiple sessions in MicroStrategy are absolutely open.

2. If the user opens one Internet Explorer browser and login to BIS, then clicks an http link from an email, this link will open in the same Internet Explorer browser. After reviewing this link, if the

browser is closed, the BIS session is still

opened in MicroStrategy. If the user opens another Internet Explorer browser and login again, two sessions will be open.

To avoid this, hit the ‘Back’ button of the browser window to go back to the existing BIS session that has been opened . Scenario 3: Clicking the ‘Home’ link and then clicking the ‘BIS’ or ‘Le Systeme BIS’ icon In the Shared Report page, in the Report’s prompt page, or in

the My Reports page, if the user clicks the Home link and then clicks the BIS or Le Systeme BIS icon, another session will be created in Microstrategy.

NOTE Whenever possible, please use the BIS navigation buttons instead of the back button in the browser’s toolbar.

NEVER exit the system by using the red ‘x’ in your browser window, always logout first.

Do not hit this button before logging out.

Do not hit refresh here


C:\Documents and Settings\zific2l\Local Settings\Temporary Internet Files\OLK5\Quick Reference - june22.doc 12

Creating a print screen from BIS In the event the user observes something out of the ordinary in BIS and is asked by the BIS Support Centre to email a print-screen of what has been observed, it would be accomplished as follows: Step 1. Locating the Print Screen function key on your Keyboard. The Print Screen function key (Print Scr/ SysRq or PrtSc/ SysRq) on most keyboards is located among the top most row of function keys and is typically on the far right. Step 2. Saving what appears on the screen. Press down once on the print screen Key (Print Scr/Sys Rq) Step 3. Saving the captured view Open a session of Microsoft Word and Paste into a blank page. Doing so will result in the pasting of a pane as shown below.

Step 4. Save file. Save the file as you usually would. (on either your PC or the network)

Step 5. Sending the file to the Solution Center Send as an attachment in an email addressed to the BIS Solution Centre via Outlook. Be sure to include a brief description of your concern. Saving the SQL Should the user be asked to save the SQL (program code) which the system used to generate the original query, this can be easily accomplished as follows. From the Report, access the drop down menu entitled Report and select “Report Details”

This will cause the Report Details page to appear as shown below.

Scroll down the page until the section entitled “SQL Statement” appears. Place the cursor inside the pane and right click so as to retrieve the short cut menu options.

Choose “Select All” and watch as the entire section is highlighted blue.

Copy the highlighted contents and paste into a blank page of a Word Document so that it might be saved and sent to the BIS Solution Centre as an attachment via Outlook. Additionally, the Report Details can be accessed from the History List screen by clicking on the Information icon (the blue ‘I’ icon on the screen) and following the same steps as shown above.



Using Inventory Reports With Radio Buttons This Quick Reference Guide explains how to use the radio buttons that appear in some inventory reports. Specifically in the reports that end with IA010, IA013 and IA014. What is a radio button? A radio button enables the user to choose only one of a specific number of options and looks something like this:

Radio buttons display a dot, as seen above, when selected and if a new selection is made, the previous selection becomes deselected. How does it work? Once one of the given options has been selected and the required prompts and appropriate optional prompts have been answered, click the

button at the top or bottom of the page. BIS will display a new page used to filter information based on the radio selection. For example, if “Filter on Demand Unit and Store” is selected, as in the above image, the next page will prompt the user to filter on Demand Unit, Store, and Dynamic Time, as seen below.

Why use radio buttons? BIS can produce 45,000 rows of data; however you are limited to 300,000 cells or 40,000 rows of data to export to excel. Radio buttons are used to minimize the risk of the result exceeding such limitations. **See the Quick Reference Guide page of the BIS Support Website for more information about how to overcome this limitation What are the limitations with each option?

allows ONE demand unit and from one store to all stores.

allows data from HBC.COM only.

allows ONE category and from one region to all regions.

allows one demand unit and enables you to see the whole organization or to drill down to a more pertinent level.

allows a MAX of 5 categories and 1 Po.

allows a MAX of 100 Skus and enables you to see the whole organization or to drill down to a more pertinent level.**

All other options outline the limitations in brackets. Ex. (max 5), (max 1), etc. **See the Quick Reference Guide page of the BIS Support Website for more information about how to enter or upload SKUs. When given the option to filter for a store or multiple stores, once store(s) are filtered, it will then report on store as a column on the report.



How to Load Skus into MXDs This tip sheet describes how to load a list of items into MXD-type BIS Reports. MXD-type reports allow for extensive prompts and filtering, as well as the ability to key in/upload item list. Step 1 – In Excel, put the list of SKUs in one column. To load SKUs into MXD-type BIS reports, put the necessary SKUs in one column of an Excel worksheet.

Step 2 – Save this Excel file as .CSV file Go File->Save As and choose CSV in the Save as type dropdown list:

Step 3 – Load the .CSV file into the selected MXD-type BIS Report In the applicable prompt “Filter on SKU number” of the selected MXD-type BIS report, hit the “Browse” button and navigate through the location of the .CSV file you want to load. Press the “Load File” button just beside the “Browse” button.



How to Overcome Export Limitations BIS can produce up to 45,000 rows of data however you can only export a maximum of 40,000 rows or 300,000 cells (ex. 500 rows by 600 columns) to excel. This Quick Reference Guide explains how to overcome these limitations using the Page By feature. Page-By A Page By takes the column heading selected and displays the data as a separate page for each break in data.

More than one Page By can be applied to a report. Step 1: Display your report in Page By format To display a report in Page By format using the Pivot Buttons: 4. To display Pivot Buttons,

from the menu bar, select View > Pivot Buttons.

5. Select the field or column for

Page By, click on the Page by this field button.

6. The new Page By field will

display on the Page By panel. Click on the drop down arrow to view the data sections or Page Bys within the report.

To display a report in Page By format using drag and drop: 4. Click on object (column

heading or field) for Page By.

5. Hold down mouse and drag

object to Page By panel, along the top of the report.

6. Release or drop object in

Page By panel. Report will be sorted by Page By.


to view the data sections or Page Bys within the report.

The buttons in the Page By panel allows the user to delete or move Page By fields

Step 2: Export Page 1 of your report to Excel The first page of the report is now ready to export to Excel. Step 3: Repeat Step 2 for each subsequent page

Return to the report and hit the dropdown arrow to go to the second, third, fourth page and so on until each page has been exported. Once this is completed, the whole report will be in Excel.

Page By Panel



My Subscriptions My Subscriptions allows the user to request a report to run automatically on a given schedule. The user can subscribe to a report from the Shared Reports or My Reports locations. Selecting a report from Shared Reports will require the user to also select prompts when selecting the schedule for the report. It is recommended that the user selects a report from My Reports to allow the user to view the report prior to subscribing to the report. Creating a Subscription To create a Subscription:

1. Click on the desired folders containing the report. Such as My Reports > Sales > Brand Sales.

2. Locate the report to

subscribe to.

3. Click on the Subscriptions option available under the report information. Located below the report modified date.

The Subscription page is displayed:

4. Click on the Add

Subscription option. The following page is displayed:

5. Click on the drop down menu in the Choose a schedule: field and select a schedule.

6. Select prompts, if

required. Ensure that all required prompts have been selected.

7. Click the OK button.

The following message is displayed confirming the report subscription:

Viewing Subscriptions A list of report subscriptions will be displayed on the main Summary Page under the My Subscriptions heading. Subscriptions can also be accessed by clicking on the My

Subscriptions link along the top bar or on the My Subscriptions heading on the Summary Page, this link will display all subscriptions. Subscriptions will automatically run on the requested event or time, when the report has been executed it will be available in the History List or in My Subscriptions. To view a report subscription from the History List that has been executed:

1. Click on History List located on the Summary Page or across the top of each page.

2. Click on the report icon or

name to open.

To view a report subscription from My Subscriptions:

1. Click on My Subscriptions located on the Summary Page or across the top of each page.

2. From My Subscriptions,

click on desired report to open.

The Message Creation Time column will indicate when the report was created based on the subscription.

If the time or date does not appear in the Message Creation

Report creation date

and time



Time column than the report has not run. Editing Subscriptions To edit a report Subscription: 1. Click on My Subscriptions

located on the Summary Page or across the top of each page.

A list of Subscriptions will display:

2. Locate the report to be modified and select the Edit option in the report row.

3. Make the necessary

adjustments to the schedule and/or prompts.

4. Click the OK button.

Unsubscribe to a Report Subscription To unsubscribe to report subscription: 1. Click on My Subscriptions

located on the Summary Page or across the top of each page.

A list of Subscriptions will display.

2. Locate the report and click

on Unsubscribe checkbox in the report row.

3. Click on the

button in the column heading.

Report will be removed from the Subscription list. More Helpful Hints

1. The History List has a limited number of reports it can retain. If there are more Subscriptions than the History List can accommodate, the subscribed report will not appear and with no error messages to warn the User.

2. There is no end date for

Subscriptions, if you subscribe to a report it will continue to run until you remove it. Also if you are away from the office and would like to stop the subscription for the time you are away, you have to remove it and then subscribe to it again.

3. A report cannot be

subscribed twice from the Shared Reports folder; however, you can save multiple versions of a report in the My Reports folder and subscribe to all of them at the same time or event as they are considered different objects.

4. If you modify a

Subscription and save the Subscription it will overwrite the existing Subscription with a warning.

5. The Message Creation

time in the “Subscription” refers to the last time the subscription ran. The schedule column will let you know when the report will run.

6. The Personalized column

simply indicates that you have answered some of the prompts on the report

7. When new versions of

BIS reports are released, all prior versions are deleted from “My Reports” and “Subscriptions” folders. You will then have to recreate and potentially subscribe to the new version(s) from the Shared Reports folder.

8. If you choose Last

Completed Week as your dynamic timeframe your result set will be for Saturday ending sales, Friday ending inventory.

BIS Solution Centre This Quick Reference Guide and more reference materials about BIS can be found on the BIS Support Website through the following link: BIS Support Website Any question about this guide may be forwarded to the BIS Solution Centre by e-mail or by calling the following numbers:

• 401 Bay St. 416-861-6161

• Brampton 905-792-5711



Prompt and Filter

Guide Report On: Includes a Column on the report for the selection(s)

Filter on: Filters the information on the report to include only what is selected from each of the filter prompts.

Report on Fiscal Time Available Options:

Year Season QTR PRD WK Day

Filter on Time Type Static Time Filter Dynamic Time Filter

All Standard and Analytic (SER / SSD) reports will require the selection of EITHER a “Static” or “Dynamic” time. Static Time Filter If you would like to run a report on a specific timeframe, use this filter. Available Options: You can drill through each available year down to:

Year Season QTR PRD WK Day

OR Dynamic Time Filter Use this filter for reports when you always want to see the report as of yesterday, last completed week, etc. When you apply this filter and re-execute the report from your history list, it will automatically refresh the report with the current data. In contrast, if a specific day from the “Static Time” filter were selected, each time the report ran, it would be for that one specific day. To facilitate usage, the most likely Dynamic Time selection for a particular report has been made in advance and is preset in the prompt’s selection box. Available Options:

Last completed Day (yesterday) Last completed Week Last completed Period Current Week Current Period Current Year Last 3 weeks Last 5 weeks Last Completed Day -1 (when you want to run Saturday sales on Monday)

Note that not all possible selections listed above will actually appear in every report because Dynamic Time options are report specific.



Filter on End Date

Use this filter when you would like to view data in a report up to a certain date (e.g., WTD, PTD, YTD), and where the date in question is not current (e.g., display WTD as of Wednesday last week).

Report on Organization Hierarchy Available Options: Chain Region* District* Selling Store *For The Bay, District is equivalent to Region, therefore, both the District and Region selection will provide the same data

Filter on Organization Hierarchy Available Options: Company: Total HBC Chain: Zellers, Home Outfitters, Bay, HBC.Com Region: (Zellers Regions, Bay Regions) District: (Zellers Districts, Bay Regions, Home Outfitters Districts) Store: All stores by banner Note: Home Outfitters and Designer Depot are accessible under the Bay Organization Hierarchy. User security will ultimately determine which levels of the Organization Hierarchy can be filtered on

Report on Peer Group Hierarchy Available Selections: Chain (PG):

- allows you to see what banner the store / peer group belongs

Peer Group: - allows you to see the peer group number (useful for district / regional reports)

Store (PG): - shows the store number

Filter on Peer Group Hierarchy: Available Selections: Chain (PG):

- filter on a specific banner Peer Group (peer group #):

- filter on a specific Peer Group Number – this is helpful if you have visibility to more than one peer group

Store (PG): - filters on a specific store in your peer group

Report on Merchandise Hierarchy Available Options:

National – Total Merchandise of Organization Hierarchy chosen (e.g., total store) GMA Group Department Category Demand Unit Sku

Note: not all options are available on every report. Options are report specific.

Filter on Merchandise Hierarchy Available Options:

National GMA Group Department Category Demand Unit Sku

Note: not all options are available on every report. Options are report specific



Report on Retail Indicator Includes a column showing whether the selected goods constitute Retail or Non-Retail merchandise. Note that Non-Retail merchandise includes Pharmacy, Restaurant and Licensees (concessions).

Filter on Retail Available Selections: Y: Retail N: Non - Retail U: Unknown (do not use) Note that if no filter is selected, the results displayed will include both retail and non-retail.

Report on GP Indicator Includes a column on the report which will show whether the chosen commodity is GP or Non-GP. Non-GP commodities comprise those transactions which are processed through the register but are not considered Sales (e.g., gift card sales and alterations).

Filter on GP Available Options: Y – Yes (show GP commodities) N – No (show non GP commodities) U - Unknown Note that if no filter is selected, the results displayed will include both GP and non-GP

Report on Brand Hierarchy Includes a column on the report which will show Brand Type and Brand information for the commodity chosen. Available Selections:

Brand Retek Brand Type

Brand

Filter on Brand Available Selections: Brand Retek = Bay, Home Outfitters, Zellers Brand Type = Private Brand, National Brand, Cosmetic or Unbranded. Brand = Truly, Mantles, etc

Report on Markdown Levels Includes a column on the report which will show the markdown information by commodity for each level you choose. Available Selections:

MD Level 2 MD Level 3 MD Level 4 MD Level 5 MD Level 6

Filter on Markdown Levels This filter provides the detailed information by markdown level so you can pick and choose what markdown information you want to see on your report (filters out the MD information you do not wish to see). This is helpful because in each level you have several different MD buckets. Available Selections: MD Level 3 = Permanent MD Level 3 = Provisional MD Level 4 = Promo MD Level 4 = POS Discrepancy MD Level 4 = POS MD Level 4 = Write Off MD Level 4 = Salvage MD Level 4 = Firm MD Level 5 = Total Percent Off MD Level 5 = Total Dollar Off MD Level 5 =Transactional Level Total MD Level 5 =Firm Markdown MD Level 5 = Firm Markdown Cancellations



Report on Item Status Code Includes a column that serves to display an Item’s Status Code.

Filter on Item Status Code This will allow the user to constrain the data according to the two possible Item Status Code values:

o Active o Discontinued

Report on Managed by Code Includes a column that shows an Item’s Managed by Code.

Filter on Managed by Code This will allow the user to constrain the data according to the eleven possible Manage by Code values assigned to a particular Item and based on its designated replenishment method. The most prominent types being:

o AR o Buyer Managed o Cofi (various) o Vendor Managed