Introduction – Why Measuring Digital Access Matters
SAP’s Digital Access model charges based on the number of “digital documents” (e.g., orders, invoices) created in your system by external systems.
This means your license cost can skyrocket if third-party apps are pumping data into SAP unchecked. Measuring your own digital document usage is critical: without independent measurement, SAP’s estimate becomes the default truth in audits or negotiations, often not in your favor.
“If you don’t measure your own documents first, SAP will — and their numbers always round up.”
By tracking your document counts proactively, you gain visibility and control. You can spot compliance risks early and avoid overpaying for unused capacity. In short, you can’t manage what you don’t measure.
A strategic, skeptical approach to SAP’s numbers ensures you’re not caught off guard with inflated counts or surprise bills. Make sure to read our comprehensive guide, SAP Digital Access Licensing: Understanding the Document-Based Model.
What Counts as a “Digital Document”
Under SAP’s rules, only certain business documents count toward Digital Access licensing. Nine specific document types trigger Digital Access charges when created by an external system or indirect usage (not by a direct SAP user).
The table below summarizes these document types, with examples and when they are counted:
| Document Type | Example Scenario | Triggered When… |
|---|---|---|
| Sales Order | Web store (Salesforce) creates an order in SAP | An external system posts a new sales order to SAP |
| Purchase Order | Supplier portal sends PO to SAP | A vendor’s system uploads a purchase order via API |
| Invoice | External billing system posts an invoice | A billing document is created in SAP by an interface |
| Service Entry Sheet | Field service app confirms work done | A service confirmation is logged in SAP from outside |
| Production Order | Manufacturing execution system triggers a job | A production work order is created in SAP via integration |
| Quality Inspection | IoT device records QC results | A quality inspection lot/result is created in SAP |
| Time Confirmation | HR tool posts employee hours | An employee time entry is recorded in SAP from external input |
| Material Document | Warehouse scanner updates stock | An inventory movement (goods receipt/issue) is recorded in SAP |
| Financial Document | Finance app posts journal entry | A financial transaction (FI posting) is created in SAP |
Only these nine categories of documents “consume” your digital access license when created indirectly. Crucially, only new document creation events count – simply viewing data or querying SAP does not count, and neither do changes to existing records in most cases. (For example, if an external system creates a sales order in SAP, that creation counts as one digital document. If it later updates that order, those modifications do not count as additional documents.)
Expert Insight: Only new document creations count toward Digital Access — viewing or updating existing SAP records doesn’t consume any digital document license. Always focus on creation events when tallying usage.
Digital Access Estimation Tool (DAET)
SAP provides a Digital Access Estimation Tool (DAET) via special SAP Notes – this is the primary utility for estimating your document volumes. It’s essentially a program you run in your SAP system to scan for digital document creation events over a given period.
How DAET works: You install the latest SAP Note for the tool (ensuring you have the most up-to-date version and mapping logic).
Then, typically in transaction ST03N or a similar program provided by the note, you specify a time range (e.g., the last 12 months) and identify which technical user IDs or interfaces represent “external” activity.
For example, you might input the usernames that your middleware or API calls use when logging into SAP. The tool then scans the system’s logs and tables to count how many documents of each type were created by those users in that period.
Checklist: Running DAET Correctly
- Get the latest SAP Note: Download and implement the most current SAP Note package for the estimation tool (notes are updated frequently with fixes and new mapping logic).
- Run it in Production: Execute the tool on your productive system with real data (running it in a sandbox or old copy can produce irrelevant or inflated counts).
- Isolate external activity: Configure the run to exclude internal SAP-to-SAP background processes. Focus on accounts used by external systems to avoid counting documents created by human SAP users.
- Cover 12 months: Measure a full year if possible, to account for seasonality and ensure all periodic activities are included.
- Document parameters and version: Record which note version and settings you used. This is important for later validation – results can vary by tool version.
Expert Insight: DAET results can vary depending on the tool version and settings – always note which SAP Note (version) was active and any filters applied. This way, if SAP updates the tool and gets a different count, you have a basis to question discrepancies.
DAET will output a report (usually an ALV grid or CSV) listing each document type with a total count of creations in the period.
For example, it might show Sales Orders: 24,500 (indicating 24.5k sales order line items were created via external integrations in the year), Material Documents: 50,000, and so on.
Treat these numbers as a baseline estimate – not gospel truth. You’ll refine and validate them in subsequent steps.
Read about SAP DAAP, SAP Digital Access Adoption Program (DAAP): How to Leverage SAP’s Incentives for Digital Access Licensing.
Leveraging USMM and LAW for Cross-Checking
USMM (User Measurement) and LAW (License Administration Workbench) are SAP’s legacy license audit tools. They don’t measure documents; instead, they focus on named user license compliance and engine metrics.
However, they can still help in your Digital Access analysis as supporting tools:
- USMM can list all users and their activity. This helps identify internal usage (SAP GUI users) versus technical users. Any documents created by regularly named users should not count as “digital access” (since user licenses cover those). If DAET’s results appear high, USMM data might indicate that internal users, rather than external systems, actually created some of those documents.
- LAW consolidates measurement across systems. It can combine USMM data from multiple SAP systems to give an enterprise-wide view of user activity. By comparing LAW reports to DAET, you can sanity-check whether the high document counts correspond to periods or systems with heavy interface usage (versus normal user transactions).
Practical Tip: Use SAP’s LAW/USMM results to filter out internal usage. For example, if LAW indicates that a certain batch user or ID is responsible for a massive number of transactions, determine if that’s an internal process.
True indirect usage should originate from external-facing accounts. Filtering this out ensures you don’t mistakenly pay for documents that were actually created by your own employees in SAP.
SAP Notes and Document Mapping Updates
SAP periodically refines its definition of a countable “digital document” and how certain processes map to the nine document types.
These changes come through updated SAP Notes and guidelines.
To stay aligned with SAP’s latest rules, follow this validation routine:
- Map your processes to SAP’s definitions: Take each of the nine document types and identify which transactions or modules in your SAP landscape produce them via integrations. For example, if you have a custom IDoc posting invoices, ensure you map that to “Invoice Documents.” This mapping exercise prevents blind spots.
- Identify exclusions: Be aware of scenarios that should be excluded. Some SAP-to-SAP interfaces or certain technical postings might be exempt. Check SAP’s latest documentation for any carve-outs (for instance, documents created by SAP’s own modules like SAC or SuccessFactors through official connectors might not count, depending on contract terms).
- Apply the latest note logic: When SAP updates the Digital Access notes, they sometimes add new object types or fix counting rules. Always use the latest note for measurement and read its documentation. Confirm that what the tool counts matches your understanding of your processes. For example, ensure that if one external order triggers multiple subsequent documents, the note’s logic is counting only the initial document (as it should).
If the tool’s output seems off (e.g., suddenly counting a document type your external systems don’t actually create), it could be using outdated mapping logic or a misconfiguration. Double-check against SAP’s most recent guidelines and adjust accordingly.
Data Collection Process (Step-by-Step)
Measuring digital documents isn’t a one-click affair. It requires a structured approach to ensure the data is accurate and defensible.
Follow these steps:
- Define Scope: Inventory all production SAP systems and the third-party applications or interfaces connected to them. Note every integration that can create documents – CRM platforms, supplier portals, middleware, IoT sensors, etc. This scope definition ensures you know where to look for document creation events. (Don’t forget systems like SAP PI/PO, MuleSoft, or custom APIs that funnel data into SAP.)
- Run DAET: Execute the Digital Access estimation in each relevant SAP system for a full fiscal year (or 12-month period). This gives you raw counts of documents generated indirectly. Make sure to run it with the parameters decided (as per our checklist, only external users, etc.). Save the output files securely.
- Validate Results: Do not take the DAET report at face value. Cross-verify those counts with other data sources. For example, if DAET says 20,000 sales orders, cross-check with your interface message logs or IDoc counts. Does that volume make sense given how many orders your web shop actually sent to SAP? Spot-check a few high-volume days in SAP (STAD or ST03 logs) to see if those document creations align with known external jobs. This step is about confirming that the magnitude and distribution of documents in the report feel accurate.
- Exclude Non-Chargeable Activity: Adjust the counts to remove anything that shouldn’t count for licensing. Common examples: test transactions, QA system data mistakenly captured, or SAP-to-SAP traffic (e.g., if one SAP system posts to another via RFC, those are usually internal). Filter these out. You might subtract documents created by internal technical users or by certain system IDs that represent internal transfers. The goal is to narrow the counts down to true external-origin documents that SAP would bill for.
- Store Evidence: Archive all the data and decisions. Keep the raw DAET reports, any logs you used for validation, and a short document on how you derived the final counts (including which SAP Note version, which exclusions you applied, etc.). This evidence is your safety net in an audit. If SAP comes later with a different number, you can show exactly what you measured and why.
Negotiation Tip: Always keep a time-stamped snapshot of your measurement (for example, “Digital Access count as of Q3 2025”). If SAP later claims a much higher number, you have hard evidence to challenge them. Your own archived DAET report from before an audit is powerful proof if SAP “rounds up” the figures.
Common Errors in Digital Document Measurement
Even with good tools and processes, mistakes happen. Some errors can drastically inflate your counts or leave you exposed.
Be aware of these common pitfalls:
| Error | Consequence | Prevention Tip |
|---|---|---|
| Running DAET in non-productive systems | Inflated counts (test data and duplicates get counted) | Run in PRD only. Only measure on production to reflect real usage. |
| Not excluding SAP-to-SAP data | Double-counting internal events as “external” | Filter internal traffic. Use system IDs or user IDs to exclude SAP-origin documents. |
| Outdated SAP Note or tool version | Misclassified or missing documents | Update first. Apply the latest SAP Note and mapping updates before measuring. |
| No documentation of the measurement | SAP’s figures become the default truth | Archive everything. Save reports, screenshots, and note versions for audit defense. |
| Ignoring custom (Z*) transactions | Untracked licensing exposure (documents created outside standard processes) | Map custom processes. Identify if any custom interfaces create standard documents that count, so they aren’t overlooked. |
Expert Insight: SAP’s DAET output isn’t the gospel truth — think of it as a first draft. Your job is to edit and refine that draft.
Apply your knowledge of the systems to adjust for false positives or overcounts. In the end, your reviewed numbers (with supporting evidence) will carry more weight than an unvetted SAP report.
Interpreting DAET Results
Once you have the refined document counts, how do you make sense of them? First, review the totals by document type and by system. Typically, you’ll discover that a few document categories dominate your usage.
For many, Sales Orders, Invoices, or Material Documents are the top drivers. Understanding this breakdown helps focus your optimization or negotiations on the biggest cost contributors.
SAP will usually translate your raw counts into a licensing requirement. Digital Access licenses are often sold in volume tiers or bands – for example, up to 1 million documents, up to 5 million, up to 10 million, etc.
If your total annual count falls into the 1–5 million range, SAP might propose that you need the “5M” package. It’s important to know where you stand: are you just below a tier threshold, or way over it? This can influence whether you try to optimize usage or negotiate a different deal.
Checklist: Analyzing the Results
- Identify the Top Offenders: List the top 2–3 document types by volume. These are your key cost drivers. If 80% of your digital documents are, say, Sales Orders and Material movements, that’s where any process changes will have the most impact.
- Estimate Cost Exposure: Translate the document counts into a rough cost. SAP’s list price is roughly $1 per document (per year) before discounts – though almost nobody pays list price. Still, do the math: e.g., 2 million documents could theoretically cost ~$2M annually. Then factor in that SAP’s Digital Access Adoption Program (DAAP) or negotiation could cut this by 90% or more. The point is to ballpark what your usage would cost so you can budget and negotiate accordingly.
- Check Growth Trends: If you have historical data or can break the count by month, see if the numbers are trending up. A spike in one quarter might reveal a new integration kicking in. A steady 5% quarterly growth could mean you’ll be in a higher license band next year. Understanding trends lets you forecast and take action (like optimizing or purchasing more capacity) before an audit.
Example Insight: One automated integration can be more expensive than 100 users. For instance, a single interface that creates a sales order every minute (24/7) will generate over 500,000 orders a year.
Even heavily discounted, that volume could cost as much as – or more than – a hundred human SAP users. Identifying such high-volume interfaces is crucial; it might be worth optimizing how often they send data or batching their transactions.
Validating SAP’s Audit Results
What if SAP beats you to the punch and comes in with their own Digital Access measurement (e.g., during an audit or license review)?
Never simply accept their numbers without question. Treat SAP’s figures as a starting offer. Ask for full transparency: you have the right to know how they calculated it.
Key details to request and verify:
- Which tool/version was used: Did SAP run their own script, an updated DAET, or the new “Passport” mechanism? The version matters – newer tools might count differently.
- Parameter details: What time frame did they measure? Did they consider only production systems? Which user IDs or interface IDs were counted as external? If they haven’t filtered internal activity, their count could be inflated.
- Document mapping assumptions: Request the SAP Note numbers or guidelines they based the count on. If SAP is counting derived documents (like follow-on invoices from an external order) or including test clients, you need to call that out.
Once you have SAP’s methodology, compare it to your own measurements. Ideally, you’ve done your homework (as outlined in this article), so you have your own numbers to counter with.
If SAP says “2 million documents” and your careful count was “1.2 million,” prepare to demonstrate why. Maybe SAP’s run double-counted certain documents or didn’t exclude QA systems – bring those points up with evidence.
Be prepared to negotiate. SAP might be using its count as leverage to sell a big license block. Your job is to show you’re an informed customer. Presenting your own analysis can often lead SAP to reconsider or at least engage in a discussion, rather than simply responding to a one-sided demand.
Negotiation Tip: Always counter SAP’s document count with your own verified numbers, even if yours are not perfect.
Showing that you’ve done independent measurement changes the conversation. It puts you in a position to challenge and ask for adjustments (or better pricing) instead of just signing off on whatever SAP claims. Never let an inflated count go unchallenged.
Forecasting and Cost Modeling
Measuring today’s usage is one part of the puzzle – you also need to look ahead.
Document volumes tend to grow as businesses automate more processes and add new integrations.
A good rule of thumb is to budget for a 5–10% annual increase in digital documents from organic growth, and more if you know of upcoming projects (e.g., launching a new mobile app that interfaces with SAP).
Use your current baseline to model different scenarios:
- Create a rolling 12-month forecast: Take your monthly or quarterly document counts and project them forward. Include planned business changes – if you’re rolling out an IoT project next year, factor in the additional documents it might generate.
- Align with license tiers: Check how your forecasted numbers fit into SAP’s licensing bands. For example, if you’re currently at ~900k documents/year and you expect to hit 1.2 million, you’d cross from the “1M” tier into a higher bracket. That could mean a significant cost jump. It might be worth negotiating the next tier now at a better rate, or finding ways to keep usage under control.
- Plan true-ups before renewal: If you have a Digital Access license subscription or are under a DAAP agreement, mark your calendar a few months before it renews or expires. Proactively re-measure your usage at that time. This allows you to approach SAP with adjustments on your terms (e.g., “We measured 10% growth, we need to increase our license by X, let’s discuss pricing”) rather than waiting for SAP to tell you after an audit.
A special note if you’re considering RISE with SAP (SAP’s SaaS/subscription offering for S/4HANA): RISE contracts often bundle some level of digital access usage into the subscription (usually measured in a metric like “Full User Equivalents,” which encapsulates indirect usage). However, “bundled” doesn’t mean unlimited.
Always clarify in your RISE contract what volume of digital documents is included (if any). If your indirect usage is heavy, you may need a clause for additional capacity, or at least be aware of what triggers an extra charge.
Don’t assume moving to RISE absolves you from tracking documents – it just changes how they’re counted (and paid for).
Checklist: Planning for Future Usage
- Track a trend line: Maintain a graph or report of digital documents per month. This helps visually spot upward trends or seasonal spikes that need attention.
- Compare vs. current licenses: Continuously compare your actual usage to what you’re licensed for. If you bought 5 million documents/year and you’re trending to 6 million, you have time to react (reduce usage or budget for an expansion) before it becomes non-compliant.
- Schedule periodic re-measurements: Don’t just measure once and forget. Implement a policy to rerun your measurement quarterly or at least annually. Especially before any negotiation or renewal with SAP, have fresh data in hand. This proactive approach ensures you’re never negotiating blind.
By forecasting and staying on top of growth, you transform Digital Access from a surprise “tax” into a planned budget item. No CIO likes unknown variables – your goal is to make digital document usage a known quantity.
5 Actions to Control SAP Digital Access Measurements
- Run DAET regularly and archive the results. Treat it like an audit fire drill: run the estimation quarterly (or at least biannually) and save each report. This builds a historical record and catches usage spikes early.
- Filter out internal SAP traffic before reporting. Never hand SAP a raw count that includes SAP-to-SAP integrations or internal batch jobs. Scrub your data so you’re only reporting true external document creation.
- Cross-validate SAP’s figures with your own logs. Don’t rely solely on SAP’s tools – use interface logs, IDoc counts, or third-party monitoring to double-check the document counts. If SAP claims a number that doesn’t match any reality in your other systems, dig deeper.
- Document every assumption and tool version. Keep a log of how you measured: which user IDs were considered external, which SAP Note version was used, and what was excluded. These notes will be your evidence if there’s a dispute later.
- Challenge any overcount – insist on verification. If SAP comes back with higher counts, don’t accept them at face value. Ask questions, show your data, and demand justification for the difference. The best way to control costs is to never let an unverified number turn into an invoice.
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