# S/4HANA User Licence Cost Estimator

> Source: https://netray.co/tools/s4hana-user-licence-cost-estimator
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

Model the effect of cleaning up dormant users and re-mapping user types on your annual SAP licence spend.

## Category

sap

## Erp

SAP S/4HANA

## Audience

- SAP licence manager
- CIO
- Procurement

## Tool

**Kind:** calculator

**Currency:** $

**Inputs:**

#### Current named users

**Key:** users

**Type:** number

**Default:** 1200

**Min:** 0

**Step:** 10

**Unit:** users

**Help:** Dialog users in the productive client.

#### Dormant or duplicate users to remove

**Key:** dormant

**Type:** slider

**Default:** 15

**Min:** 0

**Max:** 50

**Step:** 1

**Unit:** %

**Help:** Users with no logon in the last 90 to 180 days, duplicates and leavers.

#### Share needing the full professional type

**Key:** prof_pct

**Type:** slider

**Default:** 35

**Min:** 0

**Max:** 100

**Step:** 1

**Unit:** %

#### Share fitting a limited or functional type

**Key:** lim_pct

**Type:** slider

**Default:** 35

**Min:** 0

**Max:** 100

**Step:** 1

**Unit:** %

**Help:** The remainder falls into the lowest-cost self-service type.

#### Professional user price

**Key:** prof_price

**Type:** number

**Default:** 3200

**Min:** 0

**Step:** 50

**Unit:** $ per year

**Help:** Enter your contract price. This default is illustrative only.

#### Limited user price

**Key:** lim_price

**Type:** number

**Default:** 1400

**Min:** 0

**Step:** 50

**Unit:** $ per year

**Help:** Enter your contract price.

#### Self-service user price

**Key:** ess_price

**Type:** number

**Default:** 300

**Min:** 0

**Step:** 10

**Unit:** $ per year

**Help:** Enter your contract price.

**Outputs:**

#### Active users after cleanup

**Key:** active

**Expr:** users * (1 - dormant / 100)

**Format:** integer

#### Professional users

**Key:** n_prof

**Expr:** active * prof_pct / 100

**Format:** integer

#### Limited users

**Key:** n_lim

**Expr:** active * min(lim_pct, 100 - prof_pct) / 100

**Format:** integer

#### Self-service users

**Key:** n_ess

**Expr:** active - n_prof - n_lim

**Format:** integer

#### Annual licence cost

**Key:** annual

**Expr:** n_prof * prof_price + n_lim * lim_price + n_ess * ess_price

**Format:** currency

**Primary:** true

#### Average cost per active user

**Key:** avg

**Expr:** if(gt(active,0), annual / active, 0)

**Format:** currency

#### Saving vs paying all as professional

**Key:** saving

**Expr:** users * prof_price - annual

**Format:** currency

**Primary:** true

**Description:** Indicates the value of right-sizing user types.

**Chart:**

#### Annual licence cost vs dormant users removed

**Type:** line

**X:** dormant

**From:** 0

**To:** 50

**Steps:** 26

**Series:**

- annual

**Disclaimer:** SAP licence metrics, user types and prices differ by contract and change over time. Enter your own contract prices and confirm the user type definitions with your SAP account team.

## Content

**Intro:** Licence spend is one of the few S/4HANA costs you can influence before you sign. This estimator shows how much a clean user base and a sensible split of user types change annual cost, using your own contract prices.

**Sections:**

#### How to use it

**Body:** Enter the number of named users, the share you expect to remove as dormant or duplicate, and the share that truly needs each user type. Add your contract prices. The remainder after professional and limited users is treated as the lowest-cost type. The output shows the user counts by type, annual cost and the saving compared with paying every active user as professional. The chart shows the effect of the clean-up.

**Bullets:**

- Pull logon data from user master and usage statistics
- Look for duplicate people across clients and systems
- Review roles to find real professional use
- Use only your own prices

#### The method

**Body:** Active users equal named users times one minus the dormant share. Professional users are active users times the professional share. Limited users are active users times the limited share, capped so the three shares never exceed 100 percent. The rest are self-service. Annual cost is the sum of count times price for each type. The saving line compares this with the worst case in which everybody is professional, which is the usual starting point in a rushed quote.

#### Common mistakes

**Body:** Licence classification is driven by what each user does in the system, not by job title. Roles with broad authorisations tend to pull people into higher types. Teams also forget that engines, indirect access from other systems and external users may count under separate metrics. Do the user analysis early because it also feeds role design for S/4HANA, and it gives you real data in the contract conversation.

**Cta:** Netray can build a private assistant over your authorisation and usage data so licence reviews are repeatable instead of a once-in-five-years scramble.

**Faq:**

#### Are the default prices real SAP prices?

**Answer:** No. They are illustrative placeholders. SAP pricing is negotiated and depends on contract, region and bundle, so enter the prices from your own agreement.

#### How do I find dormant users?

**Answer:** Use last logon dates from the user master and usage statistics, and compare with HR leaver lists. A common threshold is no logon in 90 to 180 days, with a review step before locking accounts.

#### Does this cover RISE contracts?

**Answer:** It is a general user-type model. RISE and other bundles may price differently or include some user types, so adapt the inputs to match what your contract actually counts.

#### Can I change user types after signing?

**Answer:** Often yes within contract rules, but check the terms for true-up and true-down. Do the analysis before signing because it is the strongest moment for negotiation.

## Search terms

sap user licence calculator, s4hana named user cost, sap licence true-up estimate, sap dormant users cleanup, sap professional user vs limited, sap licence optimisation, sap user type mapping

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