How To Fix 5A256 - Changes for person & extend beyond the max. retroactive accounting period

SAP Error Message - Details

• Message type: E = Error

• Message class: 5A - Basis Personnel Management

• Message number: 256

• Message text: Changes for person & extend beyond the max. retroactive accounting period

What causes this issue?

You are working with active integration between Personnel Planning and
HR Master Data. Therefore, you must consider the effects of your
transaction on PA Master Data.

System Response

Your entries change data for the specified personnel number that are so
far in the past, they extend beyond the earliest retroactive accounting
period.
Table T582A allows you to enter data for a period prior to the earliest
retroactive accounting period, which prevents retroactive accounting
from being triggered.
The earliest retroactive accounting period for the payroll area to
which the person belongs is defined in table T569V. The earliest
personal retroactive accounting date is read from master data infotype
0003 "Payroll Status".
These entries could also result in data changes that extend beyond the
earliest retroactive accounting period for personnel numbers other than
those included in the notification.

How to fix this error?

Ensure that changes to the Organizational Assignment infotype are
really not intended to trigger retroactive accounting.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message 5A256 - Changes for person & extend beyond the max. retroactive accounting period ?

  The SAP error message 5A256, which states "Changes for person & extend beyond the max. retroactive accounting period," typically occurs in the context of payroll processing. This error indicates that there are changes being made to an employee's data (such as infotype records) that fall outside the allowed retroactive accounting period defined in the system.
  Cause:
  
  Retroactive Accounting Period: SAP has a defined retroactive accounting period, which is the timeframe within which changes to employee data can be processed and reflected in payroll calculations. If an attempt is made to change data that is older than this period, the system will generate this error.
  Data Changes: Changes to infotypes (like personal data, payroll data, etc.) that are dated before the start of the retroactive accounting period will trigger this error.
  Configuration Settings: The maximum retroactive accounting period is defined in the payroll configuration settings. If the changes exceed this period, the error will occur.
  
  Solution:
  
  Check Retroactive Accounting Period: Review the configuration settings for the retroactive accounting period in the payroll schema. This can usually be found in the payroll control record or in the configuration settings for the specific payroll area.
  Adjust Changes: If possible, adjust the changes to fall within the allowed retroactive accounting period. This may involve changing the effective date of the infotype records you are trying to modify.
  Consult with HR/Payroll Team: If the changes are necessary and cannot be adjusted to fit within the retroactive period, consult with your HR or payroll team to determine the best course of action. They may need to process the changes in a different way or adjust the retroactive accounting period if appropriate.
  Use of Off-Cycle Payroll: If the changes are critical and need to be processed immediately, consider running an off-cycle payroll to accommodate the changes, if your organization allows for it.
  
  Related Information:
  
  Transaction Codes: You may need to use transaction codes like PA30 (Maintain HR Master Data) to check and modify employee records.
  Documentation: Review SAP documentation or notes related to payroll processing and retroactive accounting for more detailed guidance.
  SAP Notes: Check for any relevant SAP Notes that may address specific issues or provide additional solutions related to this error message.
  
  By following these steps, you should be able to resolve the error and ensure that the necessary changes to employee data are processed correctly within the SAP system.