How many licenses do you need for an SAP user?

When I talk with SAP customers, I always hear all sorts of stories. Sometimes more, sometimes less reliable, but many of them are told with many question marks. From time to time, I would like to share some of them with you. Today’s story revolves around the question: How many licenses does an SAP user actually need?

Until now, the common practice, apart from a few exceptions, has been that each SAP user needs only one license, regardless of how many SAP systems they are active in. Ultimately, it is only important that this license covers all of their activities. In some systems, user activities might be more extensive than in other systems, which is why such a user license needs to be selected that also covers these activities. To determine this license is the task of the LAW consolidation. However, this does not always work smoothly. Especially, if the background table LAW_CONT does not match the used license types properly.

One, two, three, … user licenses?

Recently, I have heard a couple of times about a different phenomenon, which seems to appear more often. During negotiation talks after the annual system measurement, some SAP accounters now seem to argue that SAP users need several licenses when they are active in different systems. According to this, an Employee user, for example, is supposed to work only in the HCM. Consequently, the same user needs a different license when working in another system. That is the questionable logic behind it.

Especially, SAP customers, who are still using Limited Professional users, should take a closer look at the functional scope and description of this user type. If they are designed to apply only to one system, this could be a weak spot in your next system measurement and get expensive.

So, here is my tip for you: If you are negotiating certain license types and, in particular, special license types with your SAP accounter, you want to make sure that the license is described in detail. What other license types does the license include? For which systems is this license valid? In fact, restricting certain functionalities to individual SAP systems should only be done in exceptional cases. If so, these rules need to be put down in your contract to avoid any future discussions with SAP.

 

Let’s see how this topic will continue to develop. I will keep you updated.

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