How To Fix HRPSGB031 - Person has already 20 reference numbers

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPSGB - HR PS Great Britain

• Message number: 031

• Message text: Person has already 20 reference numbers

What causes this issue?

More than 20 reference numbers for personnel number &1

System Response

It is not possible to hire this person with reference to no &1.

How to fix this error?

...

Procedure for System Administrators

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRPSGB031 - Person has already 20 reference numbers ?

  The SAP error message HRPSGB031 indicates that a person has reached the maximum limit of 20 reference numbers in the system. This typically occurs in the context of personnel administration, where reference numbers are used to track various aspects of an employee's record, such as employment history, training, or other relevant identifiers.
  Cause:
  
  The error arises when an attempt is made to add a new reference number for a person who already has 20 reference numbers recorded in the system. This limit is set to maintain data integrity and performance within the SAP system.
  
  Solution:
  
  
  Review Existing Reference Numbers: Check the existing reference numbers associated with the employee. You can do this by navigating to the relevant infotype (e.g., Infotype 0001 for Organizational Assignment) and reviewing the entries.
  
  
  Delete or Archive Unused Reference Numbers: If there are reference numbers that are no longer needed, consider deleting or archiving them to free up space for new entries. Ensure that you have the necessary authorizations to perform these actions.
  
  
  Consult with HR or SAP Administrator: If you are unsure about which reference numbers can be deleted or if you need to retain all existing entries, consult with your HR department or SAP system administrator for guidance.
  
  
  Increase the Limit (if applicable): If your organization frequently requires more than 20 reference numbers for employees, you may need to discuss with your SAP Basis or development team about increasing the limit. This would typically involve customizing the system, which should be done with caution and proper testing.
  
  
  Documentation and Training: Ensure that HR personnel are aware of this limitation and provide training on how to manage reference numbers effectively to avoid hitting the limit in the future.
  
  
  Related Information:
  
  Infotypes: Reference numbers are often stored in specific infotypes. Familiarize yourself with the relevant infotypes in your SAP HR module.
  SAP Notes: Check SAP Notes for any updates or patches related to this error message. Sometimes, SAP releases notes that provide additional guidance or solutions for specific issues.
  System Configuration: The limit of 20 reference numbers may be a configuration setting in your SAP system. Understanding how these settings are configured can help in managing reference numbers more effectively.
  
  By following these steps, you should be able to resolve the HRPSGB031 error and manage reference numbers for employees more efficiently.