How To Fix 5N323 - Old infotype records may not be deleted

SAP Error Message - Details

• Message type: E = Error

• Message class: 5N - HR NL: Error Messages for Infotype Module Pools (NL)

• Message number: 323

• Message text: Old infotype records may not be deleted

What causes this issue?

You are attempting to delete an Infotype Record for a period which is in
in the payroll past. This is not allowed.

System Response

This record cannot be deleted.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message 5N323 - Old infotype records may not be deleted ?

  The SAP error message 5N323, "Old infotype records may not be deleted," typically occurs when you attempt to delete or modify infotype records that are considered "old" or historical. In SAP HR (Human Resources), infotypes are used to store employee-related data, and certain records are protected from deletion to maintain data integrity and compliance with legal requirements.
  Cause:
  
  Historical Data Protection: The system is designed to protect historical data from being deleted to ensure that past records remain intact for reporting and auditing purposes.
  Infotype Configuration: The infotype may be configured in such a way that it does not allow deletion of records that are older than a certain date.
  Data Consistency: Deleting old records could lead to inconsistencies in reporting and data analysis, which is why the system restricts such actions.
  
  Solution:
  
  Check Infotype Configuration: Review the configuration of the specific infotype in question. You may need to consult with your SAP HR administrator or a functional consultant to understand the settings.
  Use Change Instead of Delete: If you need to make changes to the record, consider using the change function instead of delete. This allows you to update the record without removing it.
  Archiving: If the goal is to remove old data for performance reasons, consider using SAP's archiving functionality. Archiving allows you to move old records to an archive storage, which can help maintain system performance while preserving historical data.
  Authorization Check: Ensure that you have the necessary authorizations to perform the action you are attempting. Sometimes, restrictions can be due to user roles and permissions.
  Consult Documentation: Refer to SAP documentation or help resources for specific guidelines related to the infotype you are working with.
  
  Related Information:
  
  Infotypes: Infotypes are data structures in SAP HR that store specific types of employee information, such as personal data, payroll data, and organizational assignments.
  Data Retention Policies: Organizations often have data retention policies that dictate how long certain types of data must be kept, which can influence how infotypes are managed in SAP.
  SAP Notes: Check for any relevant SAP Notes that may address this error or provide additional guidance on handling infotype records.
  
  If you continue to face issues or need further assistance, it may be beneficial to engage with your SAP support team or a consultant who specializes in SAP HR.