How To Fix HRGB_SWF013 - Generic Validation : &1 and &2 have the same NI Number &3

SAP Error Message - Details

• Message type: E = Error

• Message class: HRGB_SWF - School Work Force Census

• Message number: 013

• Message text: Generic Validation : &1 and &2 have the same NI Number &3

Self-Explanatory Message

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Smart SAP Assistant

• What is the cause and solution for SAP error message HRGB_SWF013 - Generic Validation : &1 and &2 have the same NI Number &3 ?

  The SAP error message HRGB_SWF013 indicates that there is a validation issue related to National Insurance (NI) numbers in the context of HR (Human Resources) or payroll processing. Specifically, the error message states that two records (identified by &1 and &2) have been assigned the same NI number (&3). This can lead to issues in payroll processing, reporting, and compliance.
  Cause:
  
  Duplicate NI Numbers: The primary cause of this error is that two different employee records in the system have been assigned the same NI number. This can happen due to data entry errors, system migrations, or incorrect data imports.
  Data Migration Issues: If data was migrated from another system, there may have been duplicates that were not resolved during the migration process.
  Employee Changes: If an employee's NI number was changed or updated incorrectly, it could lead to conflicts with existing records.
  
  Solution:
  
  Identify Duplicate Records: Use transaction codes like SE16 or SE11 to query the relevant tables (e.g., PA0001 for employee master data) to find the records associated with the duplicate NI number.
  Correct the Data: Once you have identified the records with the same NI number, you will need to determine which record is correct and update the other record to have a unique NI number. This may involve:
  
  Updating the NI number for one of the employees.
  Merging records if they represent the same individual.
  
  
  Data Validation: Implement data validation checks to prevent future occurrences of this issue. This can include:
  
  Setting up validation rules in the system to check for duplicate NI numbers during data entry.
  Regular audits of employee records to identify and resolve duplicates.
  
  
  Consult Documentation: Review SAP documentation or consult with your SAP HR module expert for specific steps related to your version of SAP.
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as PA20 (Display HR Master Data) and PA30 (Maintain HR Master Data) to manage employee records.
  SAP Notes: Check SAP Notes for any known issues or patches related to this error message.
  HR Configuration: Review the configuration settings in the HR module to ensure that NI numbers are being handled correctly.
  User Training: Ensure that users entering employee data are trained on the importance of unique identifiers like NI numbers to prevent future errors.
  
  By addressing the root cause of the duplicate NI numbers and implementing preventive measures, you can resolve the HRGB_SWF013 error and maintain data integrity in your SAP system.