Name: Evaluating Reports to Track User License Consumption within SAP Ariba Strategic Sourcing
Uploaded: 2025-12-3
Duration: 279 s
Description: Watch this video for a review of what a User License is within SAP Ariba Strategic Sourcing, and how a user would qualify as a User License holder. See a demonstration of how to run system benchmark reports to compare how many users are consuming User License seats.

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<div><div><div><div>Watch this video for a review of what a User License is within SAP Ariba Strategic Sourcing, and how a user would qualify as a User License holder.  See a demonstration of how to run system benchmark reports to compare how many users are consuming User License seats.</div></div></div></div>

Evaluating Reports to Track User License Consumption within SAP Ariba Strategic Sourcing

Today's video will review user licenses and how prepackaged reports can be run to help track license usage limits. User licenses are applicable to all strategic sourcing customers, as each customer's SAP Ariba contract has a hard limit of user license counts allotted to them. A user license refers to the number of users and project owners allowed in your site. A user represents an individual employee or contractor who is provided with access to perform activities and access functionality in your site. An administrator is not a user unless that individual performs the functions available to users. As users are broken down by project owners and users assigned to certain system groups, we have two reports to run to capture the user license totals. These reports are run directly in SAP Ariba, and since they are prepackaged reports, they can be accessed by plenty of system groups, including the lowest reporting group permission analyst. The first report we will execute will give us the users from system groups under manage we will find prepackaged reports we will look for system and benchmark usage reports and select open and then we will click system usage reports and choose open we will either expand the sourcing usage reports or the contract usage report sections. And depending on which we choose, we will then look for either sourcing usernames and permissions or contracts usernames and permissions and choose open. We will click export and then we will view this file in Microsoft Excel. And once open, this file is going to contain usernames, permissions, and users with group assignments that count towards the user licenses for each of the Ariba strategic sourcing and contract management solutions. To review users in each solution, filter on the following fields. For sourcing users, filter yes for the sourcing user column, and for contracts users, filter yes values in the contracts users column. Next we will report on project owners. A project owner is defined as a user that is listed as an owner on the overview tab of a project, listed in the individuals on the team tab under the project owner group, or is included in a project group where project owner role is assigned. To report on project owners, under manage prepackaged reports we are going to go back into the system and benchmark usage reports section and open the system usage reports. Here we will expand the Contract Usage Reports section and select All Contract Workspaces. We will click Edit in the report criteria and choose 12 months for the relative date range. To review contract chargeable users as a project owner, export the report to Excel and filter unique values by all owners under the user column. You can review these numbers from both of these reports and compare them to your usage limits outlined in your order form. Ariba employees do not count against your contractual license limits, but third-party consultants do count towards the user license number. To recap, each contract has a limit of user licenses, which are effectively users listed as project owners on one or multiple projects in the system, or has system group assignments powerful enough to create projects on their own. These two reports can help track the counts at a given time, and it is recommended to work directly with your Ariba Account Executive or Customer Engagement Executive for any specific questions on user licenses.