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Author's profile photo Nina Kou

Role-Based Access to Price Elements

Business Background:

You want to automatically hide or only display some sensitive price elements in SD documents on header or item level? Now you can set up the role-based access to price elements, by which the system controls business users’ access through both the sensitivity of the respective price element and the authorization granted to a user.

How to Set Up for SAP S/4HANA Cloud?

1. Define Access Levels for Price Elements

In the Define Access Levels for Price Elements configuration activity, the configuration expert can define access levels.

In preparation for defining the access levels, you classify the groups of price elements according to their sensitivity, for example, as follows:

  • Low sensitivity: Basic price, taxes, discounts, and surcharges
  • High sensitivity: Cost and margin

Then you define the access levels, for example, 1000 and 8000, as follows:

2. Define Authorization for Business Users

In the Maintain Business Roles app, the administrator sets up restricted roles for the different types of business users. In these roles, your administrator must choose application V and corresponding SAP object type and maintain the following values for restriction field Access Level for Price Elements (PRCG_ACC).

In this business example, we assume you have the following types of business users in your company, and you want to control their access to specific price elements as described below:

Business Role Access Level Restriction
Logistics experts Low sensitivity: Basic price, taxes, discounts, and surcharges Read
High sensitivity: Cost and margin No access
Internal sales representatives Low sensitivity: Basic price, taxes, discounts, and surcharges Read
High sensitivity: Cost and margin Read
Sales managers Low sensitivity: Basic price, taxes, discounts, and surcharges Write and read
High sensitivity: Cost and margin Read

Below is an example about how to maintain the restriction for a sales manager who has write access for low sensitivity and read access for high sensitivity price elements.

3. Assign Access Levels in Pricing Procedure

In the Set Pricing Procedure configuration activity, the configuration expert assigns the defined access levels to the condition types or subtotal lines in the pricing procedure.

No access level assigned means no access control for this price element in the SD document.

Result

As a result, the system automatically hides the price elements about internal costs and profit margin from the logistics experts but shows them in display mode to the internal sales representatives and the sales managers. In addition, the system allows only sales managers to change price elements for discounts and surcharges.

The following SD documents support this function:

SD Document App Name
SAP S/4HANA Cloud 2302  
Sales Order Manage Sales Orders – Version 2
Create Sales Orders – VA01
Change Sales Orders – VA02
Display Sales Orders – VA03
Manage Sales Documents with Customer-Expected Price
SAP S/4HANA Cloud 2302.3  
Billing Document Create Billing Documents – VF01
Change Billing Documents
Display Billing Documents
Manage Billing Documents
Preliminary billing document Change Preliminary Billing Documents
Display Preliminary Billing Documents
Billing document request Display Billing Document Requests
Invoice list Create Invoice Lists – VF21
Change Invoice Lists
Display Invoice Lists
SAP S/4HANA Cloud 2308
Customer Return Manage Customer Returns – Version 2
Create Customer Return
Create Customer Return Without Reference – VA01
Change Customer Return
Display Customer Return
Credit Memo Request Manage Credit Memo Requests – Version 2
Create Credit Memo Requests
Change Credit Memo Requests
Display Credit Memo Requests
Create Credit Memo Requests – W/o Preceding Document
Debit Memo Request Create Debit Memo Requests – W/o Preceding Document
Create Debit Memo Requests
Change Debit Memo Requests
Display Debit Memo Requests

Caution:

You must ensure that all business roles working with the adapted pricing procedures have the relevant restriction type maintained. Otherwise, for all non-maintained roles, all condition types or subtotal lines assigned to an access level are no longer visible in all other SD documents that support this function and use the same pricing procedure.

For example, imagine you have assigned access levels to the pricing procedure used for sales orders and maintained (in the respective business roles) specific restrictions for the SalesOrder SAP object type. As your billing documents use the same pricing procedure as your sales orders, you must also maintain (in the business roles that access billing documents) restrictions for the BillingDocument SAP object type. Otherwise, the restricted price elements are no longer visible in billing documents for users assigned to the non-maintained business roles.

 

For more information, see the following on SAP Help Portal:

Role-Based Access to Price Elements

Setting Up Role-Based Access to Price Elements

Example for Setting Up Role-Based Access

Role-Based Access to Price Elements in Sales Orders

Role-Based Access to Price Elements in Billing Process Documents

 

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      2 Comments
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      Author's profile photo Philip Chen
      Philip Chen

      Thanks for sharing. I have 2 questions:

      1. Is this function available for OP versions? If not, when is this planned?

      2. The access levels can be assigned in pricing procedure for both steps with a condition type and the steps w/o condition type? (e.g. subtotal steps) Thanks.

      Author's profile photo Nina Kou
      Nina Kou
      Blog Post Author

      Hi Philip,

      1. The above function will available since OP2023.
      2. Yes, the access level can be assigned to both steps, with condition type and w/o condition type.

      Best Regards,

      Nina