How To Fix HRASR00_GENSERV116 - Employee with similar data already exists

SAP Error Message - Details

• Message type: E = Error

• Message class: HRASR00_GENSERV - Generic Service Messages

• Message number: 116

• Message text: Employee with similar data already exists

What causes this issue?

Employee with similar data already exists.

System Response

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

How to fix this error?

Employee with same First Name, Last Name, Date of Birth, or Personnel ID
Number already exists. If it is an additional contract for an existing
employee, use the "Additional contract for CE hiring (US)" process,
otherwise continue.

Procedure for System Administrators

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRASR00_GENSERV116 - Employee with similar data already exists ?

  The SAP error message HRASR00_GENSERV116 indicates that there is an attempt to create or update an employee record in the SAP system, but a record with similar data already exists. This typically occurs in the context of the SAP Human Capital Management (HCM) module, particularly when dealing with employee master data.
  Cause:
  
  Duplicate Employee Records: The most common cause of this error is that there is already an existing employee record in the system that has similar data (e.g., name, date of birth, or other identifying information).
  Data Entry Errors: Sometimes, data entry errors can lead to the creation of records that are perceived as duplicates.
  Integration Issues: If there are integrations with other systems (like payroll or external HR systems), data synchronization issues might lead to duplicate entries.
  Configuration Settings: The system may have specific validation rules configured that prevent the creation of records that match certain criteria.
  
  Solution:
  
  Check for Existing Records: Before creating a new employee record, search the database for existing records using the employee's name, date of birth, or other identifying information to ensure that a duplicate does not already exist.
  Review Data Entry: Ensure that the data being entered is accurate and does not inadvertently match existing records.
  Use Unique Identifiers: If possible, use unique identifiers (like employee ID or social security number) to differentiate between records.
  Modify Existing Records: If a duplicate record is found, consider modifying the existing record instead of creating a new one.
  Consult with IT or SAP Support: If the issue persists, it may be necessary to consult with your IT department or SAP support to investigate further, especially if there are integration issues or configuration settings that need to be adjusted.
  
  Related Information:
  
  Transaction Codes: You can use transaction codes like PA20 (Display HR Master Data) or PA30 (Maintain HR Master Data) to check existing employee records.
  SAP Notes: Check SAP Notes for any known issues or patches related to this error message.
  Data Validation Rules: Review the validation rules set up in your SAP system that might be causing this error.
  User Authorization: Ensure that the user attempting to create or modify the employee record has the necessary authorizations to perform these actions.
  
  By following these steps, you should be able to identify the cause of the error and take appropriate action to resolve it.