How To Fix 5Q368 - Multiple personnel numbers found with last name & and first name &

SAP Error Message - Details

• Message type: E = Error

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

• Message number: 368

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

Self-Explanatory Message

Since SAP believes that this specific error message is 'self-explanatory,' no more information has been given.The majority of messages in the SAP system have a message text, however this is frequently insufficient to comprehend or resolve the problem.

To make things easier, more detailed information is frequently added to describe the issue, how to fix it, and the necessary steps or configuration modifications.

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Smart SAP Assistant

• What is the cause and solution for SAP error message 5Q368 - Multiple personnel numbers found with last name & and first name & ?

  The SAP error message 5Q368 indicates that there are multiple personnel numbers associated with the same last name and first name in the system. This can occur in various SAP modules, particularly in Human Capital Management (HCM) or Employee Self-Service (ESS) scenarios, where the system is trying to identify a unique employee based on their name.
  Cause:
  
  Duplicate Names: There are multiple employees in the system with the same first name and last name.
  Data Entry Errors: Similar names may have been entered incorrectly or inconsistently, leading to duplicates.
  Testing or Legacy Data: If the system has been migrated from another system or has test data, it may contain duplicates.
  
  Solution:
  
  Identify Duplicates: Use transaction codes like SE16 or SE11 to query the relevant tables (e.g., PA0001 for personnel data) to identify the personnel numbers associated with the same name.
  Clarify Employee Identity: If possible, use additional identifying information (like employee ID, date of birth, or department) to differentiate between the employees.
  Data Cleanup: If duplicates are found, consider merging records or correcting the data to ensure that each employee has a unique identifier.
  User Guidance: If this error occurs in a user-facing application, provide guidance to users on how to search for employees using additional criteria (e.g., employee ID, department).
  System Configuration: Review the configuration settings in the SAP system to ensure that it is set up to handle cases of duplicate names appropriately.
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as PA20 (Display HR Master Data) or PA30 (Maintain HR Master Data) to view employee records.
  SAP Notes: Check SAP Notes for any known issues or patches related to this error message.
  User Training: Provide training for users on how to enter and search for employee data to minimize the occurrence of duplicate names.
  Reporting: Consider creating reports that can help HR identify and manage duplicate personnel records proactively.
  
  By addressing the root cause of the duplicates and implementing a solution, you can resolve the error and improve the overall data integrity in your SAP system.