Managing Basic Functions

To effectively manage customer entitlements, SAP Entitlement Management Service (EMS) manages four sets of master data within the Configure Entitlement Master Data process as follows:

• Maintain Basic Configurations.
• Model New Entitlement.
• Assign Entitlement to Offerings.
• Maintain Entitlement Generation Rules.

The process for completing entitlement generation using the SAP EMS follows these four steps:

1. Maintain Basic Configuration: This is the initial setup stage where the necessary configurations in the EMS are set. It includes the configuration of basic settings, user roles, system interfaces and more.
2. Model New Entitlement: This step defines the limitations, durations, and other attributes of the New Entitlement. Decisions are made regarding specific products, services, resources, conditions, and access the entitlement provides.
3. Assign the Entitlement to Offerings: Once the entitlement is created, it is associated with specific offerings (products or services). This linking ensures that when a customer purchases a particular offering, the relevant entitlements are automatically generated.
4. Maintain Entitlement Generation Rules: This step defines and refines the rules that govern how entitlements are automatically generated and assigned. These rules can be edited, enhanced, or removed throughout the duration of the entitlement to maintain evolving business needs and changes.

Let’s explore the first master data process set: Maintain Basic Configurations.

Watch the following video for an overview of the basic master data configurations.

Now that you’ve had a chance to explore the purpose of each entitlement master data configuration option, let’s review the steps for setting their values. Note that each configuration option follows the same basic steps for entering values.

Watch the next video for an overview of the common steps for defining entitlement master data values.

Business Category groups entitlements for specific product types a business offers. For example, a streaming video service categorizes types of entertainment, such as sports, movies, or TV shows.

The business category for an entitlement is displayed in the drop-down selection list while creating an entitlement model. Classifying different entitlement models under different categories also helps you to analyze entitlements based on business categories.

Select the Edit button to open the Edit Business Category page and add or delete a business category. The category requires the entry of a value that can only contain letters, numbers, and underscores and cannot be longer than 50 characters. You can also add a description.

The following administration data is displayed in the business category list:

• Created By
• Created At
• Last Changed By
• Last Changed At
• Predefined (Yes/No)

Rights give permission of actions for an entitlement that determine how the entitlement integrates with the fulfillment system. Rights provide a way to classify different entitlement models. Each entitlement has a corresponding right. Rights predelivered by SAP include the basics, such as To Access, To Run, To Use, and more. You can create your own customized rights and assign them to the entitlement models.

Select the Edit button to open The Right page. You can add or delete a right using the buttons.

The category requires the entry of a value that can only contain letters, numbers, and underscores and cannot be longer than 50 characters. You can also add a description.

The following administration data is displayed in the rights list:

• Created By
• Created At
• Last Changed By
• Last Changed At
• Predefined (Yes/No)

The system is delivered with predefined entitlement types. Existing entitlement types can be edited, copied, and deleted. Select the entitlement type from the list and select the Edit button.

The Entitlement Type page lists the following information for each entitlement type:

• Name
• Predefined (Yes/No)
• Last Changed At

Distribution channels allow you to group different entitlement models under a single channel where the customer receives the entitlement. SAP predefines distribution channels for direct and indirect sales. You can create customized distribution channels and assign them to the entitlement models.

Select the Edit button to open the Edit Distribution Channel page and add or delete a distribution channel.

The Distribution Channel values can only contain letters, numbers, and underscores, and cannot be longer than 50 characters. You can also add a description.

The following administration data displays in the distribution channel list:

• Created By
• Created At
• Last Changed By
• Last Changed At
• Predefined (Yes/No)

Before shipping a product, define the unit of measurement for the entitlement quantity. You can also add a new unit or edit and delete an existing unit.

To add a new unit of measurement, select the Edit button, and add or delete a unit of measurement.

Values can only contain letters, numbers, and underscores, and cannot be longer than 50 characters. You can also add a description.

The following administration data displays in the unit of measurement list:

• Created By
• Created At
• Last Changed By
• Last Changed At
• Predefined (Yes/No)

Define the business operations that affect the entitlement record. Assign these business events to the entitlement through the entitlement generation/update interface.

Select the Edit button and add or delete a business event.

Values can only contain letters, numbers, and underscores, and cannot be longer than 50 characters. You can also add a description. The new event displays in the list.

The following Administration Data displays in the business event list:

• Created By
• Created At
• Last Changed By
• Last Changed At
• Predefined (Yes/No)

The Geolocation Configuration allows you to define and edit the full Geolocation Hierarchy.

Select the expand and collapse buttons to access the hierarchy segments.

The Administration Data tab displays the date and time and the name of the user who changed to the hierarchy.

Select the Edit button to add a location to the hierarchy. Add a new geolocation name to the text box. A Geolocation Code automatically populates the field. Next to the new location, select the row and select the move icons buttons to change the hierarchy. If you select the Move Indent button, a dialog box displays to enter the target location.

The Entitlement Management system allows you to have master data and sales documents from different systems. If the sales system is not the same as the master data system, configure the allowed system using the Entitlement Source System option.

The Source System page displays a list of defined systems with the following information for each system:

• Source System name
• Description
• Last Changed By
• Last Changed At

An Entitlement Source System item can be added, modified, and deleted.

Note that you cannot modify an existing source system name. However, you can only modify the description.

To make a change, select the Edit button to add, modify, or delete an entitlement source system.

To create a new entitlement, select the Edit button. Select the Add button to add a blank line to the source system list and enter a name and a description for the new system.

Select the Contact Person Group option to create, view, and maintain different contact person groups.

The Contact Person Group page displays a list of defined groups with the following information for each group:

• Value
• Name
• Description
• Last Changed By
• Last Changed At

You can modify the value, name, and description of the contact person group of each group. If the group is already assigned to a contact person, you can only modify its name and description.

To change a group, select the Edit button.

To delete a Contact Person Group, select the edit button and select the Contact Person Group you want to delete. Finally, select the Save button.

To create a Contact Person Group, select the Edit button from the main Contact Person Group page. Select the Add button. A blank line is added to the bottom of the Contact Person Group list. Enter a value, name, and a description for the new group, and select the Save button.

Select the Contact Person Title option to create, view, and maintain different contact person titles.

The Contact Person Title page displays a list of defined titles with the following information for each title:

• Value
• Name
• Description
• Last Changed By
• Last Changed At

You can modify the value, name, and description of the contact person title. If the title is already assigned to a contact person, you can only modify its name and description.

To modify a value, select the Edit button from the main Contact Person Title page. Select the title to be modified and make the change.

To delete a Contact Person Title, select the Edit button from the main Contact Person Title page, and select the Contact Person Title you want to delete, and select the Remove button. Remember to select the Save button.

To create a Contact Person Title, select the Edit button from the main Contact Person Title page. Select the Add button. A blank line is added to the bottom of the Contact Person Title list. Enter a value, name, and a description for the new title. And select the Save button.

Configure entitlement functions using the Entitlement Function option. The Entitlement Management system allows you to assign a contact person to an entitlement and select a corresponding entitlement function that describes the relationship between the contact person and entitlement.

The Entitlement Functions page displays a list of defined entitlement functions with the following information for each function:

• Value
• Name
• Description
• Last Changed By
• Last Changed At

You can modify the value, name, and description of the entitlement function. If the function is already in use, you can only modify its name and description.

To make a change, select the Edit button from the main entitlement function page. Select the function that you want to modify and make the desired change. Remember to select the Save button.

To delete an entitlement function, select the Edit button and select the entitlement function you want to delete. Select the Remove button and select the Save button to save your changes.

To create an entitlement function, select the Edit button. Select the Add button and a blank line is added to the bottom of the entitlement function list. Enter a value, name, and a description for the new function, and select the Save button to save the new function.