How To Fix HRGB023 - National Insurance Number Invalid (&1 &2-&3: Check &4)

SAP Error Message - Details

• Message type: E = Error

• Message class: HRGB - HR: Messages for Great Britain

• Message number: 023

• Message text: National Insurance Number Invalid (&1 &2-&3: Check &4)

What causes this issue?

National Insurance Number Invalid (&V1& &V2&-&V3&: Check &V4&)

System Response

A National Insurance Number (NINO) is made up of two letters, six
numbers and a final letter, which is always A, B, C or D. It looks
something like this: QQ 12 34 56 A. This is an example only and should
not be used as an actual number.
<ZH>The Prefix</>
A prefix is chosen and then used until all the possible numbers have
been allocated. Then another prefix is used but not necessarily the next
one alphabetically.
For all checks before <ZH>April 6th 2017</>, valid NINO prefixes were
defined in <ZH>T5G43</>.
For all checks since <ZH>April 6th 2017</>, invalid NINO prefixes are
defined in <ZH>T5G44</>.
<ZH>The Suffix</>
The suffix dates back to when contributions were recorded on cards which
were returned annually, staggered throughout the tax year. "A" meant the
card was to be returned in March; "B" in June; "C" in September and "D"
in December. Although contribution cards are no longer used, the suffix
has remained an integral part of the NINO. However, not all NINOs have a
suffix.
<ZH>Administrative Numbers</>
For administrative reasons it has sometimes been necessary for HMRC and
DWP to use reference numbers which look like NINOs but which do not use
valid prefixes. The most common administrative prefix used in the past
was : TN
These were Temporary Numbers (TENO) which were used by employers and DWP
when they did not know an individual's NINO.
Since April 6th 2004, employers are no longer permitted to use TN
numbers. If the employer does not know an employee's NINO, they should
leave the NINO blank and enter the employee's date of birth and gender.
<ZH>Checks</>
Check 01 : National Insurance Number must begin with two letters
Check 02 : National Insurance Number Prefix &V1& is not valid (&V2&-
&V3&) in <ZH>T5G43</>
Check 03 : National Insurance Number Prefix &V1& is not valid (&V2&-
&V3&) in <ZH>T5G44</>
Check 04 : National Insurance Number must contain only numbers in
positions 3 to 8
Check 05 : National Insurance Number Suffix must be A, B, C, D or space

How to fix this error?

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

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 HRGB023 - National Insurance Number Invalid (&1 &2-&3: Check &4) ?

  The SAP error message HRGB023 indicates that there is an issue with the National Insurance Number (NIN) entered in the system. This error typically arises in the context of payroll processing or employee data management in the UK, where the National Insurance Number is a critical piece of information for tax and social security purposes.
  Cause:
  The error message HRGB023 can be triggered by several factors, including:
  
  Incorrect Format: The National Insurance Number may not be in the correct format. The valid format is typically two prefix letters, six digits, and a suffix letter (e.g., AB123456C).
  Invalid Characters: The NIN may contain invalid characters or spaces.
  Non-Existent Number: The number entered may not correspond to a valid National Insurance Number issued by HM Revenue and Customs (HMRC).
  Data Entry Errors: Simple typographical errors during data entry can lead to this error.
  Missing Information: The NIN field may be empty or not filled out correctly in the employee's master data.
  
  Solution:
  To resolve the HRGB023 error, you can take the following steps:
  
  Verify the NIN: Check the National Insurance Number for accuracy. Ensure it follows the correct format and does not contain any invalid characters.
  Cross-Check with HMRC: If possible, verify the NIN against official records or with HMRC to ensure it is valid and correctly assigned to the employee.
  Correct Data Entry: If there are any typographical errors, correct them in the employee's master data.
  Consult Documentation: Refer to SAP documentation or your organization's guidelines for entering National Insurance Numbers to ensure compliance with any specific requirements.
  Update Employee Master Data: If the NIN is incorrect, update the employee's master data in SAP with the correct information.
  Test the Changes: After making corrections, re-run the payroll or relevant process to ensure that the error no longer appears.
  
  Related Information:
  
  SAP Notes: Check for any relevant SAP Notes that may provide additional guidance or updates related to this error message.
  User Roles: Ensure that the user entering the data has the appropriate permissions to modify employee master data.
  Training: Consider providing training for HR personnel on the importance of accurate data entry, especially for critical fields like the National Insurance Number.
  System Configuration: Review the configuration settings in SAP related to payroll and employee data management to ensure they are set up correctly.
  
  If the issue persists after following these steps, it may be beneficial to consult with your SAP support team or a technical consultant for further assistance.