How To Fix PYC_FRW095 - If Audit Trail need be kept, download before deleting process instances.

SAP Error Message - Details

• Message type: E = Error

• Message class: PYC_FRW - Payroll Control Center Framework

• Message number: 095

• Message text: If Audit Trail need be kept, download before deleting process instances.

What causes this issue?

Deleting completed process instances will also delete the process and
alert history. Therefore, the system prompts you to confirm the deletion
before the completed process instances will be deleted.

System Response

When you confirm, the program will continue to delete the process
instances. Othewise, the procedure is stopped.

How to fix this error?

Make sure the process and alert history is downloaded and backed up
before confirm. You can take either of the following steps:
Go to <LS>Payroll Control Center - Audit Trail</> application, search
for corresponding process instances that you want to delete. Navigate to
process history and alert history. On the footer bar there is a download
button for you to download the complete histories to your specified file
path.
Go to report <LS>Payroll Control Center - Audit Trail Download Tool for
Alert History</> (PYC_SUPPORT_DOWNLOAD_PI_ALH) in the back end. Execute
the report after specifying process instance ID and other options (file
size, file path and CSV separator). The result will be stored in the
specified location.
TIP: Downloading the alert history in Audit Trail applies an upper limit
on the number of rows. With report PYC_SUPPORT_DOWNLOAD_PI_ALH, you can
download the entire alert history. The report also allows you to
download alert histories in batch. For more information, see the
Application Help for Audit Trail on SAP Help Portal (Search for Payroll
Control Center - Audit Trail on SAP Help Portal at https://help.sap.com)
and the <DS:RE.PYC_SUPPORT_DOWNLOAD_PI_ALH>report documentation</>.

Procedure for System Administrators

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

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message PYC_FRW095 - If Audit Trail need be kept, download before deleting process instances. ?

  The SAP error message PYC_FRW095 indicates that there is an issue related to the deletion of process instances in the context of the SAP system, particularly in the area of process management or workflow. This message typically arises when there is an attempt to delete process instances that are still required for audit trail purposes.
  Cause:
  The error occurs because the system is configured to maintain an audit trail of process instances for compliance or tracking purposes. When you try to delete these instances, the system prevents the action to ensure that important data is not lost. This is particularly relevant in environments where regulatory compliance is necessary, and audit trails must be preserved for a certain period.
  Solution:
  To resolve this error, you should follow these steps:
  
  
  Download Audit Trail Data: Before proceeding with the deletion of any process instances, ensure that you download and save the necessary audit trail data. This can typically be done through the reporting or export functionalities within the SAP system.
  
  
  Check Configuration Settings: Review the configuration settings related to audit trails and process instance retention. You may need to adjust these settings if you want to change the retention period or the conditions under which instances can be deleted.
  
  
  Consult Documentation: Refer to the SAP documentation or help resources specific to your version of the software. This can provide insights into the specific requirements and procedures for managing process instances and audit trails.
  
  
  Seek Approval: If the audit trail is required for compliance reasons, ensure that you have the necessary approvals or follow the proper procedures before attempting to delete any process instances.
  
  
  Contact Support: If you are unsure about the implications of deleting process instances or if you encounter further issues, consider reaching out to SAP support or your internal IT team for assistance.
  
  
  Related Information:
  
  Audit Trail Importance: Understanding the importance of maintaining an audit trail is crucial, especially in industries that are heavily regulated (e.g., finance, healthcare).
  Process Instance Management: Familiarize yourself with the process instance management features in SAP, including how to view, manage, and delete instances properly.
  Compliance Regulations: Be aware of any compliance regulations that may affect how long audit trails must be kept and the processes involved in managing them.
  
  By following these steps and understanding the implications of the error message, you can effectively manage process instances while ensuring compliance with audit trail requirements.