Understanding how SAP's Digital Access licensing model affects indirect usage in S/4HANA and RISE subscriptions — and how to control costs and avoid compliance pitfalls.
SAP Digital Access — often referred to as indirect access — encompasses scenarios where SAP is utilized indirectly through third-party systems. Instead of licensing each external user, you license the business documents (such as sales orders or invoices) that those systems create in SAP.
Two main licensing approaches exist for digital access:
| License Option | Pricing Model | Best For |
|---|---|---|
| Document Packs | Pre-purchase document blocks (tiered per-document pricing; lower unit cost at higher volumes) | Moderate, predictable external volumes |
| Unlimited Flat Fee | Fixed annual fee (~10% of license value) for unlimited documents | Very high or unpredictable usage |
For S/4HANA on-premises contracts, indirect usage is not automatically covered by standard user licenses. If external systems (portals, CRMs, IoT devices, etc.) create SAP transactions and you haven't licensed that indirect access, you risk compliance issues.
To address digital access in your S/4HANA deal:
Explicit contract terms: State how indirect use is licensed — include X documents/year, or list allowed interfaces.
Estimate and negotiate: Use SAP's tools to gauge your needs and negotiate for that volume (with a buffer). SAP often bundles digital access or offers discounts during S/4 upgrades if you request it.
Handling SAP Digital Access upfront in on-prem contracts ensures you won't be caught off guard by audits or extra fees later.
RISE with SAP (the S/4HANA cloud subscription) simplifies indirect access. Digital access is typically included in your RISE subscription — a separate license is not required for most third-party integrations.
However, "all-inclusive" doesn't mean "unlimited":
Clarify high usage: If you expect high external volumes, obtain written confirmation from SAP that they're covered. Ensure any extreme scenario is either within your subscription or addressed via additional capacity.
Monitor usage: Even in the cloud, keep an eye on external usage. Utilize SAP's reports to ensure you stay within scope and adjust as needed at renewal.
RISE makes indirect access much more manageable, but verify that edge cases (such as unusually heavy integrations) are accounted for.
Beware these common SAP Digital Access pitfalls:
| Pitfall | Risk | Mitigation |
|---|---|---|
| Silent contracts | If your SAP contract doesn't mention indirect use, SAP can later claim integrations aren't licensed | Always include clear indirect use clauses listing known interfaces |
| Underestimating volume | Licensing too few documents leads to compliance shortfalls and extra fees | Include a buffer and review usage regularly |
| "All-in" assumptions | Assuming RISE covers infinite usage can lead to overages | Confirm unusual use cases with SAP in writing |
Make indirect access a focus in negotiations:
Be explicit: List third-party systems and the indirect usage that's included. Remove ambiguity in the contract.
Negotiate volume & flexibility: Push for the document volume you need at a fair price, and include the right to adjust if usage increases — pre-agreed rates for extra capacity or the option to switch to unlimited if usage spikes.
Use leverage: If you're investing in SAP (migrating to S/4HANA or signing RISE), use that as leverage. Ask for extra digital access capacity or special pricing as part of the deal.
Explicit terms: Clearly define all indirect usage in your SAP contract — no gray areas.
Track integrations: Identify non-SAP systems that interface with SAP and include them in your licensing plans.
Flat license for high usage: If indirect usage is very high or unpredictable, consider a flat-fee (unlimited) license to cap costs.
Negotiate headroom: Don't overpay on day one. Negotiate a reasonable allowance now with the option to expand later at set rates.
Ongoing vigilance: Continuously monitor indirect usage. Make it policy to review licensing whenever a new system integrates with SAP.
| # | Action | Detail |
|---|---|---|
| 1 | Inventory Systems | List all third-party applications, interfaces, and bots linked to SAP. Note what each does. |
| 2 | Measure Usage | Determine document counts from external systems using SAP's estimation tools or log analysis. |
| 3 | Forecast Growth | Anticipate new integrations or volume increases (e-commerce, IoT projects) to predict future usage. |
| 4 | Update Contracts | Before signing/renewing, negotiate explicit digital access terms with required document volumes. |
| 5 | Implement Governance | Establish ongoing monitoring — regular reports on external document usage and licensing checks for new integrations. |
It's a licensing model for indirect SAP use. Instead of requiring a license for every external user or device, you pay for specific documents (orders, invoices) created in SAP by external systems. SAP introduced it to clarify licensing for third-party integrations.
Yes. A RISE subscription generally covers standard indirect usage — you don't need extra licenses for typical third-party integrations. Only exceptionally heavy use might require a larger subscription, but for normal use cases, digital access is built-in.
Use SAP's Digital Access Estimation tool or similar analysis to track key document types created by external systems. Do this to establish your baseline, and update it when adding major new integrations.
A massive compliance audit bill. SAP auditors now actively check for indirect usage. If they find you've been generating SAP transactions via external systems without proper licensing, your company could face millions in back-charges.
Yes. You can negotiate the number of documents included, price discounts, or an unlimited flat-rate deal. If making a large SAP investment, use it as leverage for better terms.
Document packs are pre-purchased blocks at tiered per-document pricing — better for moderate, predictable volumes. Unlimited flat fee is a fixed annual fee (~10% of license value) for unlimited documents — better for very high or unpredictable usage.
Generally no. SAP's Digital Access model counts documents created or modified by external systems. Read-only access (viewing data without creating records) typically doesn't count, but confirm this with SAP for your specific scenario.
It greatly reduces it. RISE includes digital access rights for typical integrations, shifting you from surprise audits to managed usage. However, if you're still on traditional on-premise licensing, you remain fully exposed to indirect access rules.
This article is part of our SAP Digital Access pillar. Explore related guides:
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