How To Fix 5Q367 - Multiple personnel numbers found with last name &, first name & and DOB &

SAP Error Message - Details

• Message type: E = Error

• Message class: 5Q - Error Texts for Public Sector

• Message number: 367

• Message text: Multiple personnel numbers found with last name &, first name & and DOB &

Self-Explanatory Message

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• What is the cause and solution for SAP error message 5Q367 - Multiple personnel numbers found with last name &, first name & and DOB & ?

  The SAP error message 5Q367 indicates that the system has found multiple personnel records that match the criteria of the last name, first name, and date of birth (DOB) provided. This typically occurs in the Human Capital Management (HCM) module when trying to retrieve or process employee data, and it can lead to ambiguity in identifying the correct personnel record.
  Cause:
  
  Duplicate Records: There are multiple personnel records in the system that share the same last name, first name, and date of birth.
  Data Entry Errors: Inconsistent or incorrect data entry may have led to the creation of duplicate records.
  Common Names: The names provided are common, leading to multiple matches in the database.
  
  Solution:
  
  Review Personnel Records: Check the personnel records in the SAP system to identify the duplicates. You can do this by searching for employees using additional criteria (e.g., employee ID, department).
  Refine Search Criteria: If possible, refine the search criteria by adding more specific information (e.g., middle name, employee ID, or other unique identifiers).
  Data Cleanup: If duplicates are found, consider merging or deleting unnecessary records to maintain data integrity. This should be done carefully to avoid losing important information.
  Consult with HR: If you are unsure about which records to keep or delete, consult with your HR department or the data management team for guidance.
  System Configuration: If this issue occurs frequently, it may be worth reviewing the system configuration and data entry processes to prevent future duplicates.
  
  Related Information:
  
  Transaction Codes: You may use transaction codes like PA20 (Display HR Master Data) or PA30 (Maintain HR Master Data) to view and manage personnel records.
  SAP Notes: Check SAP Notes for any known issues or patches related to this error message.
  User Training: Ensure that users entering employee data are trained on best practices to minimize the risk of creating duplicate records.
  
  By addressing the root cause of the duplicates and refining your search criteria, you should be able to resolve the error and access the correct personnel information.