How To Fix HRPAYNL_EN257 - CSN [BSN] &1 is already used for employee &2

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPAYNL_EN - Errormessage for NL Payroll

• Message number: 257

• Message text: CSN [BSN] &1 is already used for employee &2

What causes this issue?

The CSN [BSN] number has not been assigned correctly.

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?

Assign the CSN [BSN] number to a unique natural person. If the natural
person is registered with multiple personnel numbers in SAP, it is
mandatory to assign the same birthdate, initials and birthname to all
personnel numbers.
Alternatively, assign a different CSN [BSN] number.

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 HRPAYNL_EN257 - CSN [BSN] &1 is already used for employee &2 ?

  The SAP error message HRPAYNL_EN257 indicates that a specific Citizen Service Number (CSN) or Burgerservicenummer (BSN) is already in use for another employee in the system. This error typically arises in the context of payroll processing in the Netherlands, where each employee must have a unique BSN for tax and social security purposes.
  Cause:
  
  Duplicate BSN: The primary cause of this error is that the BSN you are trying to assign to an employee is already associated with another employee in the SAP system.
  Data Entry Error: There may have been a mistake in data entry, leading to the same BSN being entered for multiple employees.
  Data Migration Issues: If data was migrated from another system, there may have been duplicates that were not resolved during the migration process.
  
  Solution:
  
  Verify BSN: Check the BSN you are trying to assign to the employee. Ensure that it is correct and not already assigned to another employee.
  Check Existing Employees: Use transaction codes like PA20 (Display HR Master Data) to look up the employee records and see if the BSN is already in use.
  Correct the Data: If you find that the BSN is indeed assigned to another employee, you will need to either:
  
  Change the BSN for the new employee to a unique one.
  If the BSN is incorrectly assigned to the existing employee, correct it in their master data.
  
  
  Consult with HR: If you are unsure about the correct BSN or how to proceed, consult with your HR department or the person responsible for employee data management.
  System Configuration: Ensure that the system is configured correctly to handle BSNs and that there are no issues with the payroll module.
  
  Related Information:
  
  Legal Requirements: In the Netherlands, the BSN is a unique identifier for residents and is required for tax and social security purposes. Each individual must have a unique BSN.
  SAP Notes: Check SAP Notes for any updates or patches related to this error message, as there may be specific fixes or recommendations provided by SAP.
  Documentation: Review SAP documentation related to HR master data management and payroll processing to ensure compliance with local regulations.
  
  By following these steps, you should be able to resolve the HRPAYNL_EN257 error and ensure that each employee has a unique BSN in the system.