How To Fix HRPIQ00ACCOUNTING368 - Grant &1 is assigned to student &2 at least twice on one date

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPIQ00ACCOUNTING - Campus Management - Student Accounting

• Message number: 368

• Message text: Grant &1 is assigned to student &2 at least twice on one date

What causes this issue?

Grant &V1& is assigned to student &V2& in several
<DS:GLOS.56D5CF114A29BB45B0EC449FCAE681AC>academic periods</>
(year/session) each of which belong to the same fee calculation period
(period key). Because the different academic periods overlap, the
grant is assigned to one date at least twice.

System Response

Student Master Data
When you edit student master data, the system will output an error
message.
Grant Evaluation
The system will terminate grant evaluation for the student and write an
error message in the application log.

How to fix this error?

Call the master data of student &V2&.
Choose the <LS>Grant Assignment</> tab page, and check the academic
years and periods assigned to grant &V1& here.
Make sure that these years and periods do not overlap each other in the
given fee calculation period.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRPIQ00ACCOUNTING368 - Grant &1 is assigned to student &2 at least twice on one date ?

  The SAP error message HRPIQ00ACCOUNTING368 indicates that a grant (financial aid or scholarship) is assigned to a student more than once on the same date. This situation typically arises in the context of student financial aid management within SAP's Human Capital Management (HCM) module, particularly in the area of student administration.
  Cause:
  
  Duplicate Grant Assignments: The primary cause of this error is that the same grant has been assigned to a student multiple times for the same date. This could happen due to data entry errors, system configuration issues, or incorrect processing of financial aid records.
  Data Migration Issues: If data has been migrated from another system, it’s possible that duplicate records were created during the migration process.
  Batch Processing Errors: If grants are processed in batches, there may be a logic error in the batch job that leads to duplicate assignments.
  
  Solution:
  
  Review Grant Assignments: Check the grant assignments for the student in question. Look for any duplicate entries on the specified date. This can typically be done through the student’s financial aid records in the SAP system.
  Correct Duplicate Entries: If duplicates are found, remove or correct the unnecessary entries. Ensure that each grant is only assigned once per date for each student.
  Data Validation: Implement validation checks in the system to prevent duplicate entries in the future. This may involve configuring the system to check for existing grants before allowing a new assignment.
  Consult Documentation: Review SAP documentation or consult with your SAP support team for specific steps related to your version of SAP and the configuration of your student administration module.
  Testing: After making corrections, test the process to ensure that the error does not recur. This may involve creating test cases with similar scenarios to validate the solution.
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes in SAP that pertain to student financial aid management, such as S_AHR_61016300 for student grants.
  SAP Notes: Check SAP Notes for any known issues or patches related to this error message. SAP frequently updates its knowledge base with solutions to common problems.
  User Roles: Ensure that users who are responsible for entering grant information have the appropriate training and access rights to minimize data entry errors.
  System Configuration: Review the configuration settings for financial aid processing in your SAP system to ensure they align with your institution's policies and procedures.
  
  By addressing the root cause of the error and implementing preventive measures, you can resolve the issue and reduce the likelihood of it occurring in the future.