How To Fix HRPBSSA228 - You cannot create a new record for this absence type; see long text

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPBSSA -

• Message number: 228

• Message text: You cannot create a new record for this absence type; see long text

What causes this issue?

You are trying to create an absence record for a type of leave for which
a time-related restriction exists. To help you understand this type of
restriction, consider the following example:
An organization has a policy stating that an employee is entitled to
take Hajj leave twice during the employee's service duration. However,
the rule is that at least 36 months must pass between the employee's
Hajj leaves. So, an employee who took Hajj Leave in January 2015 would
not be allowed to take Hajj leave again until January 2018. If the user
tries to create a second Hajj leave record before January 2018, this
error message will be displayed.

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?

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 HRPBSSA228 - You cannot create a new record for this absence type; see long text ?

  The SAP error message HRPBSSA228 indicates that you cannot create a new record for a specific absence type. This error typically arises in the context of the SAP Human Capital Management (HCM) module, particularly when dealing with employee absences.
  Cause:
  The error can be caused by several factors, including:
  
  
  Configuration Issues: The absence type may not be configured correctly in the system. This could include settings related to the validity period, quota management, or absence type characteristics.
  
  
  Quota Exhaustion: The employee may have exhausted their available quota for the specific absence type. For example, if the absence type is related to vacation, the employee may not have any remaining vacation days.
  
  
  Authorization Issues: The user may not have the necessary authorizations to create a record for that absence type.
  
  
  Time Constraints: There may be restrictions on when certain absence types can be recorded, such as specific periods when the absence type is not allowed.
  
  
  Employee Status: The employee's status (e.g., inactive, on leave) may prevent the creation of new absence records.
  
  
  Solution:
  To resolve the HRPBSSA228 error, consider the following steps:
  
  
  Check Configuration: Review the configuration settings for the absence type in the SAP system. Ensure that it is set up correctly and that there are no restrictions that would prevent the creation of new records.
  
  
  Verify Quotas: Check the employee's absence quotas to ensure they have sufficient balance for the absence type in question. If the quota is exhausted, you may need to adjust it or wait until it is replenished.
  
  
  Review Authorizations: Ensure that the user attempting to create the absence record has the necessary authorizations. This may involve checking user roles and permissions in the SAP system.
  
  
  Check Time Constraints: Verify if there are any time constraints or periods during which the absence type cannot be recorded. Adjust the dates accordingly.
  
  
  Employee Status: Confirm the employee's status in the system. If the employee is inactive or on a leave of absence, you may need to address their status before creating a new absence record.
  
  
  Consult Documentation: Review the long text associated with the error message for additional context or specific instructions related to the absence type.
  
  
  Related Information:
  
  SAP Notes: Check SAP Notes for any known issues or patches related to this error message. SAP frequently updates its knowledge base with solutions for common problems.
  User Manuals: Refer to the SAP HCM user manuals or documentation for guidance on managing absence types and related configurations.
  Support: If the issue persists after checking the above factors, consider reaching out to your SAP support team or consulting with an SAP HCM expert for further assistance.
  
  By following these steps, you should be able to identify the root cause of the error and implement a solution to allow the creation of the absence record.