How To Fix HRPAYDEPBSZV381 - Local data medium status 'T' for SPI &1&2 and ZULNR &3. Clean up required

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPAYDEPBSZV - PS: Notification Program - Supplementary Pension Institutes

• Message number: 381

• Message text: Local data medium status 'T' for SPI &1&2 and ZULNR &3. Clean up required

What causes this issue?

While the local data medium was created during the last distributed data
medium creation, the local data medium status was not set to 'merged'
('Z'), but instead kept status 'T'. The job log of the last distributed
data medium creation may contain information on what has happened.
All personnel cases that must be reported for the affected API under the
relevant license number are not processed by the program until the
problem is solved.

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?

The local data medium with status 'T' must either be rejected or deleted
(see local <DS:RE.RPUZVDD2>Data Medium Administration (RPUZVDD2)</>). If
the data medium is rejected, the messages are recreated via the
reporting program. If the data medium is deleted, the messages are reset
to status 'New', meaning that the reporting program cannot and must not
be launched until the messages can be successfully transferred to the
SPI.
You must also check if all (!) messages of the local data medium have
been transferred to and, if applicable, processed by the responsible
SPI. If they have been transferred and processed, the SPI must be
notified of a new transfer of the messages.

Procedure for System Administrators

Inform the responsible area so that they can do a technical check of the
message transfer to the SPI and, if necessary, so that they can contact
the SPI.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRPAYDEPBSZV381 - Local data medium status 'T' for SPI &1&2 and ZULNR &3. Clean up required ?

  The SAP error message HRPAYDEPBSZV381 indicates that there is an issue with the local data medium status for a specific payroll run. This error typically arises in the context of payroll processing, particularly when dealing with the generation of data medium files for external reporting or interfacing with other systems.
  Cause:
  The error message suggests that the local data medium status is set to 'T' (which usually indicates a temporary or transitional state) for the specified SPI (Statistical Payroll Information) and ZULNR (Payroll Area). This status indicates that there is some cleanup required before the payroll data can be processed or finalized. Common causes for this error include:
  
  Incomplete Payroll Processing: The payroll run may not have been completed successfully, leaving the data in a temporary state.
  Data Medium Generation Issues: There may have been issues during the generation of the data medium file, leading to an inconsistent state.
  Configuration Issues: Incorrect configuration settings in the payroll or data medium generation process can lead to this error.
  Data Integrity Issues: There may be inconsistencies or errors in the underlying payroll data that need to be resolved.
  
  Solution:
  To resolve the HRPAYDEPBSZV381 error, you can follow these steps:
  
  
  Check Payroll Status: Verify the status of the payroll run for the specified SPI and ZULNR. Ensure that the payroll has been completed successfully without any errors.
  
  
  Review Logs: Check the payroll logs for any errors or warnings that may indicate what went wrong during the payroll processing or data medium generation.
  
  
  Clean Up Temporary Data: If the payroll run is confirmed to be incomplete or in a temporary state, you may need to perform a cleanup. This can involve:
  
  Running the payroll correction program (if applicable).
  Deleting or resetting the temporary data associated with the payroll run.
  
  
  
  Re-run Payroll: After cleaning up any temporary data, re-run the payroll process for the affected period to ensure that it completes successfully.
  
  
  Check Configuration: Review the configuration settings related to payroll and data medium generation to ensure they are set up correctly.
  
  
  Consult Documentation: Refer to SAP documentation or notes related to this specific error message for additional guidance and troubleshooting steps.
  
  
  Contact SAP Support: If the issue persists after following the above steps, consider reaching out to SAP support for further assistance.
  
  
  Related Information:
  
  Transaction Codes: You may need to use transaction codes such as PC00_MXX_CALC (for payroll calculation) or PC00_MXX_DME (for data medium exchange) to access relevant payroll processing functions.
  SAP Notes: Check for any relevant SAP Notes that may address this specific error or provide additional troubleshooting steps.
  User Forums: Consider searching SAP community forums or other user groups for similar issues and solutions shared by other users.
  
  By following these steps, you should be able to identify the root cause of the error and take appropriate action to resolve it.