How To Fix PH156 - Archiving date & is in an existing infotype record

SAP Error Message - Details

• Message type: E = Error

• Message class: PH - PA: Archiving & Reorganization

• Message number: 156

• Message text: Archiving date & is in an existing infotype record

What causes this issue?

The archiving date you have chosen is in an <LS>Archived Objects</>
infotype record (0283) that the system has already created. This means
the corresponding data has already been archived.

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?

You cannot archive the data because it has already been archived.

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 PH156 - Archiving date & is in an existing infotype record ?

  The SAP error message PH156 indicates that there is an issue with the archiving date in relation to an existing infotype record. This typically occurs when you are trying to archive employee data, but the system detects that the archiving date you are trying to set conflicts with existing records in the infotype.
  Cause:
  
  Existing Infotype Records: The archiving date you are trying to set is earlier than the validity period of existing infotype records for the employee. This means that there are records that are still valid and cannot be archived.
  Data Integrity: SAP enforces data integrity rules to ensure that you do not accidentally archive data that is still relevant or needed for reporting and processing.
  
  Solution:
  To resolve the PH156 error, you can take the following steps:
  
  
  Check Existing Infotype Records:
  
  Use transaction code PA20 (Display HR Master Data) or PA30 (Maintain HR Master Data) to check the infotype records for the employee in question.
  Identify the infotype records that have validity periods overlapping with the archiving date you are trying to set.
  
  
  
  Adjust Archiving Date:
  
  If possible, adjust the archiving date to a point that is after the validity of all existing infotype records. This will allow the archiving process to proceed without conflicts.
  
  
  
  Delete or Modify Records:
  
  If certain infotype records are no longer needed, you may consider deleting or modifying them to allow for archiving. However, be cautious with this approach as it may affect historical data and reporting.
  
  
  
  Consult with HR or Data Management Team:
  
  If you are unsure about which records can be modified or deleted, consult with your HR or data management team to ensure compliance with data retention policies.
  
  
  
  Use Archiving Object:
  
  Ensure that you are using the correct archiving object and that all prerequisites for archiving are met. You can check the configuration for the archiving object in transaction SARA.
  
  
  
  Related Information:
  
  Archiving in SAP: Archiving is a process in SAP that allows you to remove data from the database to improve performance and manage data growth. It is essential to follow the correct procedures to ensure that data integrity is maintained.
  Infotypes: Infotypes are data structures in SAP HR that store specific types of employee-related information. Each infotype has a validity period, and archiving must respect these periods.
  Transaction Codes: Familiarize yourself with relevant transaction codes such as PA20, PA30, and SARA for managing HR data and archiving processes.
  
  By following these steps, you should be able to resolve the PH156 error and successfully archive the necessary data.