How To Fix HRPSGB_HER205 - HESA CONTRACT Record Validation Check &1 failed

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPSGB_HER - HR PS GB Higher Education Messages (USS, HESA etc)

• Message number: 205

• Message text: HESA CONTRACT Record Validation Check &1 failed

What causes this issue?

The employee has had a CONTRACT record created that fails one of the
validation checks below;
Code,,Sev.,,No.,,Abbrev.,,Description
26901,,99,,1,,RECID,,This field must contain a valid code.
26902,,99,,1,,RECID,,This field can only contain 04926 if institution is
English.
26903,,99,,1,,RECID,,If TERMS=3 then this field must be 04126.
26904,,99,,2,,INSTID,,The field must contain a valid current HESA HE
institution identifier (see Appendix 1).
26905,,99,,3,,CAMPID,,This field must be completed with a valid CAMPID
code as previously notified to
,,,,,,,,,,HESA.
26906,,99,,4,,STAFFID,,Characters 1 and 2 of this field must be numeric
or XX.
26907,,99,,4,,STAFFID,,Characters 3 to 6 of this field must be ((a
current or historic HESA HE institution
,,,,,,,,,,identifier plus 1000) or (if characters 3 and 4 are 00 then 5
and 6 must be
,,,,,,,,,,numeric)).
26908,,99,,4,,STAFFID,,Characters 7 to 12 of this field must be numeric.
26909,,99,,4,,STAFFID,,Character 13 of this field must pass the checksum
test given in the coding manual.
26910,,99,,4,,STAFFID,,This field must not contain all zeros.
26911,,99,,5,,CONTID,,This field must contain a valid code.
26912,,99,,6,,TERMS,,This field must contain a valid code.
26913,,99,,6,,TERMS,,If RECID=04126 then this field must be 3.
26914,,99,,7,,MOEMP,,This field must contain a valid code.
26915,,99,,7,,MOEMP,,If TERMS=3 then this field must be 3,4 or 5.
26916,,99,,8,,ACEMPFUN,,This field must contain a valid code.
26917,,99,,8,,ACEMPFUN,,If ((ACT1 or ACT2 or ACT3 =2A) and TERMS<>3) for
this contract then this field
,,,,,,,,,,must not be X.
26918,,99,,9,,CONFTE,,This field must contain a valid code.
26919,,99,,9,,CONFTE,,If ENDCON>YYYY0731 (where YYYY is the starting
year of the current return) for this contract then this field must not
be 000.0
26920,,99,,9,,CONFTE,,If ENDCON=99991231 for this contract then this
field must not be 000.0
26921,,99,,9,,CONFTE,,If ENDCON<=YYYY0731 (where YYYY is the starting
year of the current return) for this contract then this field must be
000.0
26922,,99,,10,,TCHWLH,,This field must contain a valid code.
26923,,99,,10,,TCHWLH,,If ((ACT1 or ACT2 or ACT3 =2A) and TERMS<>3) for
this contract and the institution
,,,,,,,,,,is Welsh then this field must not be X.
26924,,99,,10,,TCHWLH,,If this institution is English, Scottish or
Northern Irish then this field must be X.
26925,,99,,11,,GRADE,,This field must contain a valid code.
26926,,99,,11,,GRADE,,If ((ACT1 or ACT2 or ACT3 =2A) and TERMS<>3) for
this contract then this field
must not
be XX.
26927,,99,,12,,SMPH,,,,This field must contain a valid code.
26928,,99,,13,,SOBS,,,,This field must contain a valid code.
26929,,99,,14,,PSCAG,,This field must be a 5 character code with one
decimal place in the format nnn.n in
,,,,,,,,,,the range 000.0 to 100.0
26930,,99,,14,,PSCAG,,If SOBS=01 then SSOBS must be 01 and this field
must be 100.0.
26931,,99,,14,,PSCAG,,If SOBS <> 01 then this field must be <> 100.0
26932,,99,,15,,SSOBS,,This field must contain a valid code.
26933,,99,,15,,SSOBS,,If SOBS = 01 then this field must be 01
26934,,99,,16,,SPOINT,,This field must contain a valid code.
26935,,99,,17,,SALREF,,This field must contain a whole number
left-padded with zeroes or XXXXXXX.
26936,,99,,17,,SALREF,,If this field <> XXXXXXX then this field must not
be greater than 0300000.
26937,,99,,17,,SALREF,,This field must NOT be 0000000
26938,,99,,18,,NHSCON,,This field must contain a valid code.
26939,,99,,18,,NHSCON,,If ((ACT1=2A and CCENTRE1=01-09, or 29) or
(ACT2=2A and CCENTRE2=01-09,
,,,,,,,,,,or 29) or (ACT3=2A and CCENTRE3=01-09, or 29) and TERMS <> 3)
for this
,,,,,,,,,,contract then this field must not be X.
26940,,99,,19,,NHSCONGR,,This field must contain a valid code.
26941,,99,,19,,NHSCONGR,,If ((NHSCON=1,2 or 3) and (HSPEC=01-13 or 21)
and TERMS<>3) for this
,,,,,,,,,,contract then this field must not be XX.,
26942,,99,,20,,HSPEC,,This field must contain a valid code.
26943,,99,,20,,HSPEC,,If ((NHSCON=1,2 or 3) and TERMS<>3) for this
contract then this field must not be
,,,,,,,,,,XX.,
26944,,99,,21,,HEIJOINT,,This field must contain a valid code (Appendix
1) or XXXX.
26945,,99,,22,,STARTCON,,This field must contain a date in the format
YYYYMMDD, or be 99991231.
26946,,99,,22,,STARTCON,,The date in this field must be <= YYYY0731
(where YYYY is the ending year of the current return).
26947,,99,,23,,ENDCON,,This field must contain a date in the format
YYYYMMDD, or be 99991231.
26948,,99,,23,,ENDCON,,The date in this field must be <= YYYY0731 (where
YYYY is the ending year of the current return).
26949,,99,,24,,ACT1,,,,This field must contain a valid code and be left
justified.
26950,,99,,25,,CCENTRE1,,This field must contain a valid code.
26951,,99,,25,,CCENTRE1,,If this institution is English or Northern
Irish then this field cannot be 15 or 22.
26952,,99,,26,,CCPROP1,,This field must be a 5 character code with one
decimal place in the format nnn.n in
,,,,,,,,,,the range 000.1 to 100.0
26953,,99,,27,,ACT2,,,,This field must contain a valid code and be left
justified.
26954,,99,,28,,CCENTRE2,,This field must contain a valid code.
26955,,99,,28,,CCENTRE2,,If this institution is English or Northern
Irish then this field cannot be 15 or 22.
26956,,99,,28,,CCENTRE2,,If ACT2=XX then this field must be XX.
26957,,99,,28,,CCENTRE2,,If ACT2<>XX then this field must not be XX.
26958,,99,,29,,CCPROP2,,This field must be a 5 character code with one
decimal place in the format nnn.n in
,,,,,,,,,,the range 000.1 to 100.0 or XXXXX.
26959,,99,,29,,CCPROP2,,If CCENTRE2=XX then this field must be XXXXX.
26960,,99,,29,,CCPROP2,,If CCENTRE2<>XX then this field must not be
XXXXX.
26961,,99,,30,,ACT3,,,,This field must contain a valid code and be
left-justified.
26962,,99,,31,,CCENTRE3,,This field must contain a valid code.
26963,,99,,31,,CCENTRE3,,If this institution is English or Northern
Irish then this field cannot be 15 or 22.
26964,,99,,31,,CCENTRE3,,If ACT3=XX then this field must be XX.
26965,,99,,31,,CCENTRE3,,If ACT3<>XX then this field must not be XX.
26966,,99,,32,,CCPROP3,,This field must be a 5 character code with one
decimal place in the format nnn.n in
,,,,,,,,,,the range 000.1 to 100.0 or XXXXX
26967,,99,,32,,CCPROP3,,If CCENTRE3=XX then this field must be XXXXX.
26968,,99,,32,,CCPROP3,,If CCENTRE3<>XX then this field must not be
XXXXX.
26969,,99,,11,,GRADE,,If (ACT1 and ACT2 and ACT3 = 1, 2B, 3A, 3B, 3C,
4A, 4B, 5, 6, 7, 8, 9 or XX) for this
,,,,,,,,,,contract then this field must be XX.
26970,,99,,12,,SMPH,,,,If TERMS<>3 for this contract then this field
must not be X.
26971,,99,,13,,SOBS,,,,If TERMS<>3 for this contract then this field
must not be XX.
26972,,99,,14,,PSCAG,,If TERMS<>3 for this contract then this field must
not be XXXXX.
26973,,99,,15,,SSOBS,,If TERMS<>3 for this contract then this field must
not be XX.
26974,,99,,23,,ENDCON,,If (this field <>99991231 (and STARTCON
<>99991231) and TERMS <>3) for this
,,,,,,,,,,contract then the date in this field must be equal to or after
the date returned in
,,,,,,,,,,STARTCON.
26975,,99,,8,,ACEMPFUN,,If (ACT1 and ACT2 and ACT3 = 1, 2B, 3A, 3B, 3C,
4A, 4B, 5, 6, 7, 8, 9 or XX) for this
,,,,,,,,,,contract then this field must be X
26976,,99,,10,,TCHWLH,,If (ACT1 and ACT2 and ACT3 = 1, 2B, 3A, 3B, 3C,
4A, 4B, 5, 6, 7, 8, 9 or XX) for this
,,,,,,,,,,contract then this field must be X
26977,,99,,12,,SMPH,,,,If TERMS=3 for this contract then this field must
be X
26978,,99,,16,,SPOINT,,If SALREF<>XXXXXXX for this contract then this
field must be XXX
26980,,99,,1,,RECID,,This field must not contain 04926
26981,,99,,26,,CCPROP1,,The sum of CCPROP1, CCPROP2 and CCPROP3 for this
contract record must be in
,,,,,,,,,,the range 099.7 and 100.3
26982,,99,,5,,CONTID,,If RECID=04926 then this field must be 1.
26983,,99,,22,,STARTCON,,If RECID=04926 then this field must be 99991231
26984,,99,,23,,ENDCON,,If RECID=04926 then this field must be 99991231
26985,,99,,11,,GRADE,,This field must contain XX
27344,,99,,17,,SALREF,,If SPOINT<>XXX for this contract then this field
must be XXXXXXX
27345,,99,,17,,SALREF,,If this field is <0001000 is the annual full-time
equivalent salary being returned?
27346,,99,,22,,STARTCON,,If RECID=04026 then this field must NOT be
99991231.
26986 99 ,,16 ,,SPOINT ,,This field must be XXX where GRADID is coded
500, 510, 520, or 900
26987 99 ,,16 ,,SPOINT ,,This field must begin with C where GRADID is
coded 400, 410, 420 or 430
26996 99 ,,17 ,,SALREF,,This field must not be XXXXXXX where GRADID is
coded 500, 510 or 900 ,,,,,,,,,,unless ENDCON < 20080801.
26997 99 ,,17 ,,SALREF ,,This field must be XXXXXXX where SPOINT begins
with C
26988 99 ,,33 ,,GRADID,,If TERMS <> 3 GRADID must not be coded
XXXXXXXXXX .
26989 99 ,,33 ,,GRADID,,If (ACT1 or ACT2 or ACT3 = 2A) and TERMS = 3
GRADID must not be coded ,,,,,,,,,,,,XXXXXXXXXX
26990 99 ,,33 ,,GRADID,,GRADID must be 400, 410, 420 or 430 if SPOINT
begins with 'C' (Clinical spine)
26991 99 ,,34 ,,CLINICAL,,This field must contain a valid code
26992 99 ,,34 ,,CLINICAL ,,If (ACT1 or ACT2 or ACT3 = 2A) and TERMS <> 3
CLINICAL must not be coded X.
26993 99 ,,34 ,,CLINICAL ,,This field must not be coded 0 or X if (ACT1
or ACT2 or ACT3 = 2A)and TERMS <> 3 ,,,,,,,,,,and SPOINT begins with C.
26994 99 ,,35 ,,PROF ,,This field must contain a valid code.
26995 99 ,,35 ,,PROF ,,If (ACT1 or ACT2 or ACT3 = 2A) and TERMS <> 3
PROF must not be coded X.
2604,,99,,36,,SPOINT,,
be XXXXXXX
2608,,99,,37,,SALREF,,
then SPOINT must not be XXX

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

System Response

EITHER incorrect data has been stored in the HESA infotypes, by the
incorrect maintenance of the customising tables that relate to the error
in question or the HESA return has incorrectly generated the contract
record.

How to fix this error?

If you can resolve this problem by correcting the employees master data
then do so.
If you cannot resolve this problem by correcting the employees master
data then please raise a customer message referencing the specific code
that has failed. In this case, it is likely that this is due to a fault
in the logical design of the HESA return and not necessarily the
employee's data.

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 HRPSGB_HER205 - HESA CONTRACT Record Validation Check &1 failed ?

  The SAP error message HRPSGB_HER205 typically relates to issues with the validation of HESA (Higher Education Statistics Agency) contract records in the context of HR and payroll processing within the SAP system. This error can occur when there are inconsistencies or missing data in the contract records that need to be validated against HESA requirements.
  Cause:
  The error message indicates that a validation check for a specific contract record has failed. Common causes for this error include:
  
  Missing or Incorrect Data: Required fields in the contract record may be missing or contain incorrect values.
  Data Format Issues: The data entered may not conform to the expected format or standards set by HESA.
  Inconsistent Data: There may be inconsistencies between the contract record and other related records (e.g., employee master data).
  Configuration Issues: The system may not be properly configured to handle HESA reporting requirements.
  
  Solution:
  To resolve the HRPSGB_HER205 error, you can take the following steps:
  
  
  Check the Contract Record: Review the specific contract record mentioned in the error message. Ensure that all required fields are filled out correctly and that the data adheres to HESA standards.
  
  
  Validate Data: Use the validation tools available in SAP to check for any inconsistencies or errors in the data. This may involve running specific reports or using transaction codes related to HESA reporting.
  
  
  Correct Data Format: Ensure that all data entries conform to the expected formats. For example, dates should be in the correct format, and codes should match the predefined lists.
  
  
  Review Configuration: If the issue persists, check the configuration settings related to HESA reporting in your SAP system. Ensure that all necessary settings are correctly defined.
  
  
  Consult Documentation: Refer to SAP documentation or HESA guidelines for specific requirements related to contract records. This can provide insights into what might be missing or incorrect.
  
  
  Seek Support: If you are unable to resolve the issue, consider reaching out to your SAP support team or consulting with an SAP HR expert who has experience with HESA reporting.
  
  
  Related Information:
  
  HESA Reporting: Familiarize yourself with the HESA reporting requirements and guidelines, as these will provide context for the data that needs to be captured in contract records.
  SAP Notes: Check for any relevant SAP Notes that may address known issues or provide patches related to HESA contract record validation.
  Transaction Codes: Familiarize yourself with transaction codes related to HR data management and reporting, such as PA20 (Display HR Master Data) or PA30 (Maintain HR Master Data).
  
  By following these steps, you should be able to identify and correct the issues causing the HRPSGB_HER205 error in your SAP system.