Independent Insights into SAP Indirect Access Licensing

Maximise Compliance and Optimise Costs with SAP Indirect Access Licensing

SAP indirect access licensing remains one of the most debated and misunderstood aspects of SAP agreements. As businesses increasingly rely on third-party systems and applications that interact with SAP data, understanding indirect access is essential for compliance and cost management.

This guide provides an independent perspective on SAP indirect access licensing, breaking down complexities and offering actionable strategies for effective management.

What Is SAP Indirect Access?

Indirect access occurs when non-SAP systems, applications, or users interact with SAP systems without directly logging in. Common examples include:

• CRM Tools: E.g., Salesforce accessing SAP customer data.
• E-Commerce Platforms: Online stores creating orders in SAP.
• Reporting Tools: Analytics systems extracting data from SAP.

Indirect access may result in additional licensing fees based on SAP contract terms, making it critical to track and manage these interactions.

Why Is Indirect Access Complex?

SAP’s indirect access policies have evolved, but many organizations face challenges such as:

• Ambiguous Contracts: Older agreements often lack clear definitions of indirect access.
• Digital Access Model Transition: The shift to document-centric licensing has introduced new rules.
• Varied Use Cases: Each integration scenario requires individual evaluation.

These factors contribute to disputes during SAP audits, often leading to unexpected fees.

SAP’s Digital Access Model Explained

Introduced in 2021, SAP’s Digital Access Model standardizes indirect access licensing:

• Document-Based Licensing: Fees are based on specific document types created, such as sales orders and invoices.
• Simplified Compliance: Focuses on measurable activities, reducing ambiguity.

Transitioning to this model requires evaluating current and projected system usage to assess its advantages.

Challenges Businesses Face with Indirect Access

1. Untracked Interactions:
   Many organizations fail to monitor third-party integrations, leaving gaps during audits. Proactively documenting SAP interactions helps mitigate risks.
2. High Costs:
   Indirect access fees can escalate quickly, especially for high-volume operations. As businesses grow, document volumes increase, potentially driving up costs.

Strategies for Managing SAP Indirect Access

1. Map All System Interactions:
   Document third-party tools and applications interacting with SAP, including:
   • APIs pushing or pulling data.
   • Automated scripts or bots.
   • E-commerce and analytics platforms.
   Track data flow, document types, and usage scenarios to prepare for audits.
2. Review Licensing Agreements:
   Identify how indirect access is defined and charged in your SAP contract. Seek clarity on terms covering third-party integrations and document creation.
3. Evaluate the Digital Access Model:
   Conduct a cost-benefit analysis to determine if transitioning to the Digital Access Model is advantageous. Consider:
   • Current document creation volumes.
   • Projected growth in integrations.
   • Cost comparisons between traditional and digital models.
4. Implement Monitoring Tools:
   Use software to track indirect access in real-time:
   • SAP Notes: Run reports to track document volumes.
   • SAM Tools: Tools like Flexera or Voquz’s samQ track user activities and indirect usage.
   • Manually exclude documents created by internal (SAP) users to avoid over-reporting.
5. Negotiate Contract Terms:
   During renewals, negotiate favorable terms with SAP, including:
   • Fee caps for specific integrations.
   • Discounts for Digital Access Model transitions.
   • Provisions for high-volume document creation.

Real-World Example: Reducing Indirect Access Costs

A global logistics company faced a $2 million fee for unlicensed indirect access. By transitioning to the Digital Access Model and negotiating document creation caps, they reduced exposure by 40% while achieving compliance.

Key Takeaways

1. Understand Agreements: Review your SAP contract to identify how indirect access is defined.
2. Monitor Interactions: Regularly track third-party system interactions with SAP.
3. Stay Proactive: Evaluate the Digital Access Model and negotiate terms before issues arise.
4. Seek Expertise: Work with independent consultants to navigate complex scenarios and minimize risks.

Conclusion

SAP indirect access licensing doesn’t have to be overwhelming. By understanding its principles, monitoring usage, and negotiating strategic terms, businesses can achieve compliance while controlling costs. Whether adopting the Digital Access Model or managing traditional agreements, staying proactive ensures long-term success in managing SAP systems.

Take control of your SAP licensing strategy today! Contact us at info@2-data.com for expert guidance and customised solutions to simplify your SAP licensing and optimise your costs.