How To Fix PA128 - Applicant & already exists (initial entry action not allowed)

SAP Error Message - Details

• Message type: E = Error

• Message class: PA - Recruitment Messages

• Message number: 128

• Message text: Applicant & already exists (initial entry action not allowed)

Self-Explanatory Message

Since SAP believes that this specific error message is 'self-explanatory,' no more information has been given.The majority of messages in the SAP system have a message text, however this is frequently insufficient to comprehend or resolve the problem.

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Smart SAP Assistant

• What is the cause and solution for SAP error message PA128 - Applicant & already exists (initial entry action not allowed) ?

  The SAP error message PA128 ("Applicant & already exists (initial entry action not allowed)") typically occurs in the context of personnel administration when you are trying to create a new applicant record in the system, but the applicant already exists in the database. This error is common in scenarios where duplicate entries are not allowed, and it indicates that the system has detected an existing record for the applicant you are trying to create.
  Cause:
  
  Duplicate Applicant Record: The most common cause of this error is that the applicant you are trying to enter already exists in the system. This could be due to a previous entry that was not properly deleted or a duplicate entry attempt.
  Incorrect Data Entry: Sometimes, the data being entered may not match the existing record due to minor discrepancies (e.g., different spellings, variations in name, etc.).
  System Configuration: The system may be configured to prevent the creation of duplicate records for applicants.
  
  Solution:
  
  Check Existing Records: Before creating a new applicant, search the database to see if the applicant already exists. You can do this by using the relevant transaction codes (e.g., PA30 for maintaining HR master data) to look up the applicant's details.
  Use the Correct Transaction: If you find that the applicant already exists, you may need to update the existing record instead of creating a new one. Use the appropriate transaction to modify the existing applicant's information.
  Data Validation: Ensure that the data you are entering is accurate and matches the existing records. Pay attention to spelling, formatting, and other details.
  Consult with HR or IT: If you believe that the record should not exist or if you need to delete a duplicate entry, consult with your HR department or IT support team for assistance. They may have the necessary permissions to delete or merge records.
  System Configuration Review: If this issue persists and is affecting multiple users, it may be worth reviewing the system configuration settings related to applicant management to ensure they are set up correctly.
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as PA30 (Maintain HR Master Data), PA40 (Personnel Actions), and PA20 (Display HR Master Data) to manage applicant records effectively.
  SAP Notes: Check SAP Notes for any known issues or patches related to this error message. SAP frequently updates its knowledge base with solutions for common problems.
  User Authorization: Ensure that you have the necessary authorizations to create or modify applicant records in the system.
  
  By following these steps, you should be able to resolve the PA128 error and manage applicant records effectively in SAP.