How To Fix HRPAYSA136 - Employee has twice records in labor office

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPAYSA - Mesasge class for package PC24

• Message number: 136

• Message text: Employee has twice records in labor office

Self-Explanatory Message

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Smart SAP Assistant

• What is the cause and solution for SAP error message HRPAYSA136 - Employee has twice records in labor office ?

  The SAP error message HRPAYSA136, which states "Employee has twice records in labor office," typically occurs in the context of payroll processing or employee data management within the SAP Human Capital Management (HCM) module. This error indicates that there are duplicate records for the same employee in the labor office database, which can lead to inconsistencies in payroll calculations and reporting.
  Cause:
  
  Duplicate Entries: The most common cause of this error is that the employee has been registered more than once in the labor office system. This can happen due to data entry errors, system migrations, or incorrect updates to employee records.
  Incorrect Data Synchronization: If there are issues with data synchronization between different systems (e.g., between SAP and external labor office systems), it may lead to duplicate records.
  Multiple Employment Relationships: If an employee has multiple employment relationships that are not properly managed, it can result in duplicate records being created.
  
  Solution:
  
  Identify Duplicate Records: Use transaction codes like SE16 or SE11 to access the relevant tables (e.g., PA0001 for employee master data) and identify the duplicate entries for the employee in question.
  Data Cleanup: Once the duplicates are identified, you will need to determine which record is valid and remove or correct the duplicate entries. This may involve:
  
  Deleting the incorrect record.
  Merging data if necessary.
  Updating the records to ensure they are accurate and reflect the correct employment status.
  
  
  Check Integration Settings: If the issue is related to data synchronization with external systems, review the integration settings and ensure that data is being transferred correctly without creating duplicates.
  Consult with HR or Payroll Team: Collaborate with the HR or payroll team to ensure that the employee's records are accurate and that any changes made are in line with company policies and labor regulations.
  Testing: After making corrections, run a test payroll to ensure that the error no longer occurs and that the employee's data is processed correctly.
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as PA30 (Maintain HR Master Data), PA40 (Personnel Actions), and others that may help in managing employee records.
  SAP Notes: Check SAP Notes and Knowledge Base Articles for any specific patches or updates related to this error message.
  Documentation: Review SAP documentation related to HCM and payroll processing to understand how employee records are managed and the implications of duplicate entries.
  User Roles: Ensure that users who manage employee records have the appropriate roles and permissions to prevent unauthorized changes that could lead to duplicates.
  
  By addressing the root cause of the duplicate records and ensuring proper data management practices, you can resolve the HRPAYSA136 error and maintain accurate employee records in SAP.