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Introduction

The Pay-Per-Use-Endkunden-Portal (PPU Portal) displays cost and billing information for

  • Azure subscriptions (from January 2025)
  • polycloud projects (from June 2025)

that are billed internally according to the pay-per-use process. Additional systems will follow.

Cost Objects

Azure subscriptions, polycloud projects, etc. for which cost data is processed are called cost objects in the portal.

Each user can only see cost objects for which they have authorization. To do this, they must either

  • be the cost object owner
  • or have authorization via the cost center or PSP element in SAP: BV/Budget Officer or BVS/Budget Officer (Deputy).

After logging into the PPU End Customer Portal, a list of cost objects that the current user can view is displayed:

When a cost object from the list gets clicked on a detail view of said object gets opened:

The options marked in red above are:

  • Billing Period: select the data for the respective month
  • Raw Data: the imported cost data (basis for further billing)
  • Charging: what has already been billed?
  • Notifications: settings for cost notifications (alerts)
  • History: history over the last few months


Cost Alerts

The system automatically sends emails when the monthly budget is exceeded.

The monthly budget is calculated as the annual budget divided by 12. No exchange rate conversion is performed.

The behavior can be customized for each cost object. To do this, create your own notification settings. This also allows you to specify specific recipients.

The monthly threshold value can either be calculated from the budget or entered directly.

FAQ

I cannot see any cost objects or a specific cost object

  • To be authorized, the user must be the owner or have approval rights in SAP (BV/Budget Officer or BVS/Budget Officer Deputy).
  • Have any costs been incurred yet? Only objects that have incurred costs are created.
  • For newly created subscriptions or projects, it takes at least one day for cost data to become visible.
  • Are filters set on the page? If so, delete the filters with “Reset Layout.”

I cannot see all months/payment periods

  • Costs from Azure subscriptions have been available since January 2025. Previous months are not visible here.
  • Costs from polycloud projects have been available since 2025. Previous months are not visible here.

How up to date is the cost data?

  • Cost data is imported daily.
    • Azure cost data may have a delay of approximately 1-2 days (cost data up to yesterday or the day before yesterday).
    • Polycloud cost data has a delay of approximately 1 day (cost data up to yesterday).
  • Technical difficulties may cause delays.

On what basis are cost notifications sent?

  • The costs for the current month are always checked.
  • Checks are performed daily based on the available cost data.
  • An email is sent per month and recipient for each time the threshold percentage is exceeded.
  • The sending of notifications cannot be 100% guaranteed

I receive an email stating that no current budget is available

  • The budget is valid for 12 months starting from the first day of the budget period month in SAP.
  • Charging is done at the end of the month; accordingly, budget must be available by month-end.
  • The budget must be renewed in the IT Shop (ITSM), i.e., approved for another year. See MCR IT Shop - Modify Cloud Resource Budget.

I receive an email stating that the budget has been exceeded

  • If the budget is exceeded, it must be increased in the IT Shop (ITSM). See MCR IT Shop - Modify Cloud Resource Budget.

  • The budget is valid for 12 months starting from the first day of the budget period month in SAP.

  • Checking for a cost overrun does not take any exchanges rates into account.

What happens without current or exceeded budget?

  • Important: Cloud resources incur ongoing costs. These costs are still settled if the approved budget is exceeded or has expired.
  • Cloud resources will not be deleted without explicit request.
  • We strongly recommend increasing the budget when needed and renewing it after the budget period ends. This helps you control costs and stay within budget.

Are manual steps required in SAP for billing?

  • No. Approval for billing according to the pay-per-use process has been granted in advance.
  • Adjustments can be made or budgets for subsequent years can be entered via the IT Shop.

How often is billing carried out?

  • Billing is usually carried out on a monthly basis.
  • Cost objects with low costs could also be combined and billed over several months.
  • If there are no costs in a given month, no billing will take place.

When is billing carried out?

  • Billing can only take place once all cost data and, if applicable, invoices are available.
  • Polycloud is usually billed around the middle of the following month.
  • With Azure, there may be a delay of approximately 1-2 months due to the receipt of invoices.

How often is data from other systems updated?

  • Data from other systems is updated daily.
    For example, if the BV/budget officer makes a change in SAP, this change will be visible in the PPU portal the next day.