How To Fix PTRA_WEB_INTERFACE318 - Archived trips exist; cannot delete

SAP Error Message - Details

• Message type: E = Error

• Message class: PTRA_WEB_INTERFACE - Messages in Package PTRA_WEB_INTERFACE

• Message number: 318

• Message text: Archived trips exist; cannot delete

What causes this issue?

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

System Response

The system checks whether archived business trips exist for the
personnel number. In this case, this is documented by means of an entry
in the HR infotype 0283, subtype 2.
Due to legal obligations defined for data retention, a personnel number
to which business trips are assigned must not be deleted in a production
system. This also applies if the business trips have been archived.

How to fix this error?

If you still want to delete the personnel number, you can do so using
report RPUDELPN.
Note that SAP does not assume any responsibility for the resulting data
inconsistencies in this case.

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 PTRA_WEB_INTERFACE318 - Archived trips exist; cannot delete ?

  The SAP error message "PTRA_WEB_INTERFACE318 Archived trips exist; cannot delete" typically occurs in the context of the SAP Travel Management module when a user attempts to delete a travel request or trip that has already been archived. This error indicates that the system has found archived trips associated with the travel request, and as a result, it prevents the deletion of the request.
  Cause:
  
  Archived Trips: The primary cause of this error is that there are archived trips related to the travel request you are trying to delete. Archived trips are those that have been processed and stored in an archive for historical purposes.
  Data Integrity: SAP enforces data integrity rules to ensure that related data is not lost or corrupted. Deleting a travel request that has associated archived trips could lead to inconsistencies in the data.
  
  Solution:
  To resolve this error, you can consider the following approaches:
  
  
  Check for Archived Trips:
  
  Use transaction codes like SARA (Archive Administration) to check if there are archived trips related to the travel request you are trying to delete.
  Identify the archived trips and determine if they can be unarchived or if they need to be retained for historical purposes.
  
  
  
  Unarchive Trips:
  
  If it is appropriate to unarchive the trips, you can use the same transaction (SARA) to unarchive them. After unarchiving, you may be able to delete the travel request.
  
  
  
  Consult with Your SAP Administrator:
  
  If you do not have the necessary permissions to unarchive trips or if you are unsure about the implications of unarchiving, consult with your SAP administrator or the team responsible for SAP Travel Management in your organization.
  
  
  
  Review Business Processes:
  
  If the deletion of trips is a common requirement, consider reviewing your business processes to ensure that trips are archived and deleted in a manner that aligns with your organization's data management policies.
  
  
  
  Documentation and Support:
  
  Refer to SAP documentation or support notes related to Travel Management and archiving for additional guidance.
  If the issue persists, consider reaching out to SAP support for further assistance.
  
  
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as SARA for archiving and PR05 for travel expense management.
  SAP Notes: Check for any SAP Notes that may address this specific error or provide additional context on handling archived trips.
  User Roles and Permissions: Ensure that you have the appropriate roles and permissions to perform actions related to archiving and deleting travel requests.
  
  By following these steps, you should be able to address the error and manage your travel requests effectively within SAP.