How To Fix SE196 - Entry sheet with communication number & already exists

SAP Error Message - Details

• Message type: E = Error

• Message class: SE - Dienstleistungen Stammdaten Leistungsposition

• Message number: 196

• Message text: Entry sheet with communication number & already exists

What causes this issue?

An attempt has been made to create an entry sheet with a communication
number that already exists in the system. The communication number is a
unique identifier for the entry sheet that is applicable beyond system
boundaries.

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?

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 SE196 - Entry sheet with communication number & already exists ?

  The SAP error message SE196, which states "Entry sheet with communication number & already exists," typically occurs in the context of the SAP system when dealing with service entry sheets or purchase order confirmations. This error indicates that there is an attempt to create or process an entry sheet that already exists in the system with the same communication number.
  Cause:
  
  
  Duplicate Entry: The most common cause of this error is that an entry sheet with the same communication number has already been created in the system. This can happen due to:
  
  Manual entry of the same data.
  System processes that inadvertently create duplicate entries.
  Errors in data migration or integration processes.
  
  
  
  Data Integrity Issues: There may be issues with data integrity, where the system does not recognize that the entry sheet already exists due to inconsistencies in the database.
  
  
  Concurrency Issues: If multiple users or processes are trying to create the same entry sheet simultaneously, it can lead to this error.
  
  
  Solution:
  
  
  Check Existing Entry Sheets: 
  
  Use transaction codes like ME23N (Display Purchase Order) or ML81N (Service Entry Sheet) to check if an entry sheet with the specified communication number already exists.
  If it does exist, you may need to modify or reference the existing entry sheet instead of creating a new one.
  
  
  
  Review Communication Number: 
  
  Ensure that the communication number being used is correct and not mistakenly duplicated. If it is incorrect, use the correct number to create a new entry sheet.
  
  
  
  Data Cleanup: 
  
  If you find that there are duplicate entries that should not exist, you may need to clean up the data. This could involve deleting or archiving unnecessary entries, but be cautious and ensure that you have the necessary authorizations and backups before making changes.
  
  
  
  Consult Documentation: 
  
  Review SAP documentation or consult with your SAP support team for specific guidelines on handling this error in your particular SAP environment.
  
  
  
  Check for System Updates: 
  
  Ensure that your SAP system is up to date with the latest patches and updates, as some issues may be resolved in newer versions.
  
  
  
  User Training: 
  
  If this error is frequently encountered, consider providing additional training to users on how to properly create and manage entry sheets to avoid duplication.
  
  
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as ME21N (Create Purchase Order), ME22N (Change Purchase Order), and ML81N (Service Entry Sheet) for managing purchase orders and entry sheets.
  SAP Notes: Check SAP Notes for any known issues or fixes related to this error message. You can search for relevant notes in the SAP Support Portal.
  Support: If the issue persists and you cannot resolve it, consider reaching out to your internal SAP support team or SAP support for further assistance.
  
  By following these steps, you should be able to identify the cause of the SE196 error and take appropriate action to resolve it.