How To Fix HRPSGB171 - Field 'Identity Number'(ICNUM) from IT0185 will be used as DfES number

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPSGB - HR PS Great Britain

• Message number: 171

• Message text: Field 'Identity Number'(ICNUM) from IT0185 will be used as DfES number

What causes this issue?

The name of the field in which the information on teacher's DfES number
is stored on infotype 'Personal Data' (0002) has not specified in table
T5GPBS_ALL.
The infotype 'Personal ID's' (0185), field 'Identity Number'(ICNUM)
will be used to retrieve this information.

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?

If you do not use a specific field on infotype 'Personal Data' (0002)
to store teacher's DfES number, ignore this message. If you do, please
enter the name of the field in table T5GPBS_ALL (grouping TPS, key
DFES).

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 HRPSGB171 - Field 'Identity Number'(ICNUM) from IT0185 will be used as DfES number ?

  The SAP error message HRPSGB171 indicates that there is an issue with the "Identity Number" (ICNUM) field in the context of IT0185, which is related to employee data in the SAP Human Capital Management (HCM) module. This error typically arises in the UK payroll context, particularly when dealing with the Department for Education and Skills (DfES) number for employees in educational institutions.
  Cause:
  The error occurs when the system expects the "Identity Number" (ICNUM) to be populated with a valid DfES number, but it is either missing or incorrectly formatted. The DfES number is a unique identifier assigned to individuals working in education, and it is essential for payroll processing and reporting.
  Solution:
  To resolve this error, you can take the following steps:
  
  
  Check IT0185 Data: 
  
  Go to the employee's infotype 0185 (DfES Number) and verify that the "Identity Number" (ICNUM) field is correctly filled out. Ensure that it contains a valid DfES number.
  
  
  
  Correct the Format: 
  
  Ensure that the DfES number is in the correct format as required by the system. It should not contain any invalid characters or spaces.
  
  
  
  Update Employee Records: 
  
  If the DfES number is missing, you will need to obtain the correct number from the employee or the relevant authority and update the employee's record in IT0185.
  
  
  
  Consult Documentation: 
  
  Review any relevant SAP documentation or configuration settings related to the DfES number and the ICNUM field to ensure that everything is set up correctly.
  
  
  
  Testing: 
  
  After making the necessary corrections, test the payroll run or the relevant process again to ensure that the error no longer occurs.
  
  
  
  Related Information:
  
  Infotype 0185 (DfES Number): This infotype is specifically used to store the DfES number for employees in the education sector. It is crucial for compliance with UK educational regulations.
  SAP Notes: Check for any SAP Notes related to HRPSGB171 or IT0185 that may provide additional guidance or patches for known issues.
  User Roles and Authorizations: Ensure that the user making the changes has the appropriate authorizations to update employee records in SAP.
  
  If the issue persists after following these steps, it may be beneficial to consult with your SAP support team or a technical consultant who specializes in SAP HCM for further assistance.