How To Fix HRTR_REC_WIZ027 - Two receipts for paying back private expenses were created -> long text

SAP Error Message - Details

• Message type: E = Error

• Message class: HRTR_REC_WIZ - Function Group HRTR_REC_WIZ

• Message number: 027

• Message text: Two receipts for paying back private expenses were created -> long text

What causes this issue?

You have, for example, received an invoice for 310 USD which contains 3
nights accommodation at 100 USD per night and 10 USD for the minibar,
which you paid for with a corporate credit card. Since the credit card
company must be paid for all of the expenses, you must keep the total
amount from the original receipt.

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?

To ensure that the company does not pay your private expenses, you
enter this share as a separate receipt, that is then debited from the
final reimbursement amount. In the example above this would be a
private receipt for minus 10 USD, which is deducted from your
reimbursement amount. In addition to this, the system creates a receipt
for plus 10 USD (Private, paid by company). This receipt is required so
that the travel expenses can be posted correctly in your financial
accounting system.
Before you end the Wizard, an overview of all of the receipts you have
created is displayed. Here you can delete any receipts that are not
required, or that you created incorrectly.

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 HRTR_REC_WIZ027 - Two receipts for paying back private expenses were created -> long text ?

  The SAP error message HRTR_REC_WIZ027 indicates that there are two receipts created for paying back private expenses in the context of the Travel Management module. This situation typically arises when an employee has submitted multiple receipts for the same expense, which can lead to confusion and potential overpayment.
  Cause:
  
  Duplicate Entries: The most common cause of this error is that the employee has inadvertently created two separate entries for the same private expense.
  System Configuration: There may be issues with the configuration of the Travel Management module that allows for duplicate entries.
  User Error: Employees may not be aware of the need to consolidate their receipts or may not have checked for existing entries before submitting new ones.
  
  Solution:
  
  Review Receipts: The first step is to review the receipts submitted by the employee. Check if there are indeed two receipts for the same expense.
  Delete Duplicate Receipt: If a duplicate receipt is found, it should be deleted or marked as invalid. This can usually be done through the SAP GUI by navigating to the relevant transaction for expense management.
  Communicate with Employee: Inform the employee about the error and guide them on how to properly submit their expenses in the future to avoid duplicates.
  System Configuration Check: If this issue occurs frequently, it may be worth reviewing the system configuration to ensure that it is set up to prevent duplicate entries. This may involve consulting with your SAP administrator or technical team.
  Training: Provide training or guidelines to employees on how to submit expenses correctly, emphasizing the importance of checking for existing receipts.
  
  Related Information:
  
  SAP Notes: Check for any relevant SAP Notes that may address this specific error or provide additional guidance on handling duplicate receipts.
  Documentation: Refer to the SAP Help Portal for documentation on Travel Management and expense reporting to understand best practices.
  User Forums: Engage with SAP user communities or forums where similar issues may have been discussed, and solutions shared.
  
  By following these steps, you should be able to resolve the HRTR_REC_WIZ027 error and prevent it from occurring in the future.