Integrating with SAP Ariba

  • Release version: Yokohama
  • Updated January 30, 2025
  • 8 minutes to read

    • Integrating your Software Asset Management application with the SAP Ariba application enables you to track your software subscriptions and reclaim unused licenses.

    Important:
    This integration retrieves user subscription details, tracks last login date, and identifies low-usage for the following SAP Ariba applications:
    • Ariba Sourcing
    • Ariba Supplier Performance Management
    • Ariba Contract Management

    Download reports for SAP Ariba users consuming licenses

    Before setting up an SAP Ariba integration profile, generate and download reports for all users who are currently using SAP Ariba licenses.

    Before you begin

    Role required: SAP Ariba admin

    About this task

    For setting up an SAP Ariba integration profile, the following SAP Ariba reports are required.
    • Sourcing - User Names and Permissions
    • Contract Usage Reports
    • Number of Users Creating Projects
    • Supplier Performance Managements (SPM) Project Report

    Procedure

    1. Log in to SAP Ariba portal with your admin credentials.
    2. On the home page, expand the Manage drop-down list.
      SAP Ariba home page.
    3. Select Prepackaged Reports.
      Tip:
      If you don’t find this menu item directly under the Manage drop-down list, select More... and then select Prepackaged Reports from the Reports section.
    4. Download the Sourcing - User Names and Permissions, Contract Usage Reports, and Number of Users Creating Projects reports.
      1. On the Prepackaged Reports page, search for and select System and Benchmark Usage Reports and then select Open.
      2. On the System and Benchmark Usage Reports page, select System Usage Reports and then select Open.
        The list of System Usage reports is displayed, where you can find Contract Usage Reports and Sourcing Usage Reports.
      3. Save and export the Sourcing - User Names and Permissions report.
        1. On the System Usage Reports page, expand the Sourcing Usage Reports drop-down list.

          The Sourcing-User and Permissions report is displayed.

        2. Scroll down and select Sourcing-User Names and Permissions and then select Open.

          The Sourcing - User Names and Permissions report gets displayed.

        3. Select Save....

          As the Sourcing - User Names and Permissions report is a default report, you must not edit it.

        4. On the Save Report page, select the Current Project field as Personal Workspace.
          Important:
          To change the file name when saving the report, provide the name in the format Sourcing-User Names and Permissions. You might include prefixes or suffixes as needed.
        5. Select Save.
        6. Export the saved report to your system in .csv format by selecting Export.
      4. Save and export the Contract Usage Reports.
        1. On the System Usage Reports page, search for and select All Contract Workspaces and then select Open.
        2. On the All Contract Workspaces page, filter the report according to your requirements by selecting Edit.

          You can select a date range for the report you want to generate.

        3. Add a field or a hierarchy from the General Contract Workspace list in the report by selecting the Pivot Layout step.

          For example, if you want to add the User Type field data to Detail Fields, select and hold (or right-click) it and then select Detail Field. You can add your required data to either Row Fields, Column Fields, or Detail Fields.

        4. After your required fields are added, select Next.
          Important:
          If the All Owners - User ID field isn't included in the report, you must add it.
        5. Select Done.
          In the Pivot table tab, the Detail View section displays the fields you have added in a tabular format.
          Tip:
          If you can’t see the fields that you selected, verify that you have selected the Detail View format.
        6. Select Save....
        7. On the Save Report page, select the Current Project field as Personal Workspace.
          Important:
          To change the file name when saving the report, provide the name in the format Contract Usage Reports. You might include prefixes or suffixes as needed.
        8. Select Save.
        9. Export the saved report to your system in .csv format by selecting Export.
      5. Save and export the Number of Users Creating Projects report.
        1. On the System Usage Reports page, expand the Sourcing Usage Reports drop-down list and then select Open.

          The System Usage Reports are displayed.

        2. Expand Sourcing Usage Reports and scroll down.

          You can view Number of Users Creating Projects.

        3. Select Number of Users Creating Projects and then select Open.
        4. On the Number of Users Creating Projects page, filter the report according to your requirements by selecting Edit.

          You can select a date range for the report you want to generate.

        5. Add a field or a hierarchy from the Sourcing Project list in the report by selecting the Pivot Layout step.

          For example, if you want to add the Start Date field data, select and hold (or right-click) it and then select Row Field. You can add your required data to either Row Fields, Column Fields, or Detail Fields.

        6. After your required fields are added, select Next.
          Important:
          If the All Owners - User ID field isn't included in the report, you must add it.
        7. Select Done.
          In the Pivot table tab, the Detail View section displays the fields you have added in a tabular format.
          Tip:
          If you can’t see the fields that you selected, verify that you have selected the Detail View format.
        8. Select Save....
        9. On the Save Report page, select the Current Project field as Personal Workspace.
          Important:
          To change the file name when saving the report, provide the name in the format Number of Users Creating Projects. You might include prefixes or suffixes as needed.
        10. Select Save.
        11. Export the saved report to your system in .csv format by selecting Export.
    5. Save and export the SPM Project Report.
      1. On the Prepackaged Reports page, search for and select Supplier Performance Management Reports and then select Open.
      2. On the Supplier Performance Management Reports page, select SPM Project Report and then select Open.
      3. Select a date range for which you want the report and select View Report.
        Tip:
        If you can’t see the fields that you selected, verify that you have selected the Detail View format.
      4. Filter the report according to your requirements by selecting Edit.
      5. Add a field or a hierarchy from the SPM Project list in the report by selecting the Pivot Layout step.
        For example, if you want the Calendar data in Column Fields, select and hold (or right-click) it and then select Column Field. You can add your required data to Row Fields, Column Fields, or Detail Fields.
      6. After your required fields are added, select Next.
        Important:
        If the All Owners - User ID field isn't included in the report, you must add it.
      7. Select Done.
        In the Pivot table tab, the Detail View section displays the fields you have added in a tabular format.
        Tip:
        If you can’t see the fields that you selected, verify that you have selected the Detail View format.
      8. Select Save....
      9. On the Save Report page, select the Current Project field as Personal Workspace.
        Important:
        To change the file name when saving the report, provide the name in the format SPM Project Report. You might include prefixes or suffixes as needed.
      10. Select Save.
      11. Export the saved report to your system in .csv format by selecting Export.

    Create an SAP Ariba integration profile

    Create an SAP Ariba integration profile to track software subscriptions and optimize licensing for your SAP Ariba applications.

    Before you begin

    The Software Asset Management - SaaS License Management plugin (sn_sam_saas_int) must be installed from the ServiceNow Store.

    For publishing the integration profile, change the application scope to Global.

    ServiceNow Role required: sam_integrator or admin

    About this task

    If you’re using Software Asset Workspace, the option to create the SAP Ariba integration profile in Core UI is inactive.

    Procedure

    1. Navigate to the integration profile.
      InterfaceAction
      Core UI
      1. Navigate to All > Software Asset > SaaS License > Direct Integration Profiles.
      2. Select New.
      3. Select SAP Ariba Integration Profile.
      Software Asset Workspace
      1. Navigate to License operations > User Subscriptions > Direct integration profiles.
      2. Select New.
      3. Select SAP Ariba from the drop-down list.
      4. Select Continue.
    2. On the form, fill in the fields.
      Table 1. Integration Profile form
      Field Description
      Display name Name of the integration profile. For example, Ariba Integration.
      Status Status of the integration profile.
      • If you have not published the integration profile, this field is automatically set to Draft.
      • If you have already published the integration profile, this field is automatically set to Published.
      Profile type Type of integration profile. This field is automatically set to Ariba Subscription.
    3. View the required user roles or API permissions to minimize security risks and optimize SaaS licenses.

      In the Download Subscription Subflow section, verify that the Subflow field is set toSAP Ariba Download Subscriptions. The Download subscriptions check box is selected by default and you can't clear it.

    4. Select Save.
    5. After the integration profile is saved, upload the attachments by selecting the Attach icon (Attach icon).
    6. On the Attachments pane, drag or select the files in the .csv format that you want to upload one by one or together.
      Important:
      Upload the SAP Ariba reports regularly to view the most recent data.
      After the files are uploaded successfully, the Subscription Stagings [samp_subscription_staging] table gets populated with the uploaded data.
    7. Select Publish.
      After the integration profile is published, the files attached to the profile are deleted automatically.

    What to do next

    After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.

    If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see Create a child alias to set up multiple integration profiles.

    Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see Review a software reclamation rule.

    Create software entitlements for the automatically generated software models to track used software against owned software.
    Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the License Workbench (Software Asset Management classic application) or the License usage view (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.