How To Fix /SHCM/EMPLOYEE_INT005 - Invalid periods of employment data: overlap or gap exists

SAP Error Message - Details

• Message type: E = Error

• Message class: /SHCM/EMPLOYEE_INT -

• Message number: 005

• Message text: Invalid periods of employment data: overlap or gap exists

Self-Explanatory Message

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Smart SAP Assistant

• What is the cause and solution for SAP error message /SHCM/EMPLOYEE_INT005 - Invalid periods of employment data: overlap or gap exists ?

  The SAP error message /SHCM/EMPLOYEE_INT005 Invalid periods of employment data: overlap or gap exists typically occurs in the context of employee data management, particularly when dealing with employment periods in the SAP Human Capital Management (HCM) module. This error indicates that there is an inconsistency in the employment data for an employee, specifically related to the periods of employment.
  Causes:
  
  
  Overlapping Employment Periods: This occurs when there are two or more employment records for the same employee that have overlapping start and end dates. For example, if one employment record ends on March 31 and another starts on March 30, this will trigger the error.
  
  
  Gaps in Employment Data: This happens when there is a break in the employment records where there should be continuity. For instance, if an employee's record ends on March 31 and the next record starts on April 2, this gap will also trigger the error.
  
  
  Incorrect Data Entry: Manual data entry errors can lead to incorrect start and end dates for employment records.
  
  
  Data Migration Issues: If data has been migrated from another system, there may be inconsistencies in the employment periods that were not properly addressed during the migration process.
  
  
  Solutions:
  
  
  Review Employment Records: Check the employment records for the employee in question. Look for overlapping periods or gaps in the employment data. This can be done through transaction codes like PA20 (Display HR Master Data) or PA30 (Maintain HR Master Data).
  
  
  Correct Overlaps: If you find overlapping periods, you will need to adjust the start and end dates of the employment records to ensure that they do not overlap. Make sure that each period is distinct and does not share any dates with another period.
  
  
  Fill Gaps: If there are gaps in the employment records, you may need to create new records to fill these gaps or adjust the existing records to ensure continuity.
  
  
  Data Validation: Implement data validation checks to prevent future occurrences of this error. This can include setting up rules in the system to check for overlaps and gaps before allowing the saving of employment records.
  
  
  Consult Documentation: Refer to SAP documentation or support for specific guidelines on handling employment data and understanding the implications of the error message.
  
  
  Seek Help from SAP Support: If the issue persists or if you are unsure how to resolve it, consider reaching out to SAP support or your internal SAP team for assistance.
  
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as PA20, PA30, and PA40 (for personnel actions) to manage employee data effectively.
  SAP Notes: Check for any SAP Notes related to this error message for additional insights or patches that may address known issues.
  Training: Consider training for HR personnel on how to manage employment data in SAP to minimize errors in the future.
  
  By addressing the underlying causes of the error and implementing preventive measures, you can resolve the issue and maintain accurate employment records in SAP.