2511935 - Frequently Asked Questions on Personnel Administration

This knowledge base article intends to address basic and frequently asked questions in relation to Personnel Administration work center in SAP Business ByDesign.

SAP Business ByDesign

1. Why does the Employees view display a higher level manager instead of the actual manager of an Employee?

The employee's manager is not assigned to a Reporting Line Org Unit and therefore, the manager of the above Reporting Line Org Unit is (and will be displayed as) the responsible Line Unit Manager. For more information, please check KBA #1949073.

2. Why does the system not allow the termination of an employee, with error message "Start date of agreement cannot be before work agreement start date," even though the employee’s Work Agreement date matches the Termination Date?

A Business Partner ID with an active Business Partner Role is assigned to this employee and the status of the Business Partner role needs to be set to Obsolete. For more information, please check KBA #2218750.

3. Why does the error message "Organizational assignment not valid; validity period is DD.MM.YYYY to DD1.MM1.YYYY1" appears when you try to change the Hire Date of an employee to a past date?

A date earlier than the Valid From date of the org unit to which the employee is assigned has been selected as new Hire Date. This would mean the employee was hired before the org unit even existed, which is not consistent. The Hire Date of an employee should always be on or after the Valid From date of the org unit. For more information, please check KBA #2057299.

4. How can you check in which country/region an employee was hired?

In the OWL of the Personnel Administration > Employees work center view, you can used Adaptation Mode to add the Country/Region field to the table. This field shows the country/region of employment, i.e. the country/region in which this employee was hired.

You can also filter the employees by country/region of employment using the Country/Region field in the Advanced filter.

5. Is it possible to remove a bank account from an employee record?

If a bank account has already been used in any payments, then it is not possible to remove it from the system due to legal compliance.

6. Is it possible to create multi-value list extension field in the Employee screen?

No. A workaround is to create a text field to maintain multiple values.

7. Why is it not possible to change the Valid From date of the employee's Biographical Data?

The validities in the Biographical Data are meant to identify "versions" of the record, should changes occur — for example, if the employee gets married or changes name. Initial value will have default Valid From date set at 01.01.0001 and the Valid To date as one day before the next version (if there's any; otherwise, Valid To value will be Unlimited). Changes to the Biographical Data should be done by adding a new row — in this case, the row will have Valid From date as the date when the change was made and Valid To date up to Unlimited.

8. How to hire employees for non-localized countries?

The Regular Tasks view in Personnel Administration appears blank while hiring Employees for Non-Localized or Pre-Localized countries.

You may follow the below steps in your system:

1. Go to Business Configuration work center.
2. Go to Implementation Projects view.
3. For the relevant project, select Edit Project Scope button.
4. In the scoping step Country and Type of Business, select Edit Countries and choose Country XYZ.
5. Select Next and proceed to the Implementation Focus step.
6. Select Next to go to Scoping step.
7. Expand Human Resources.
8. Expand Personnel Administration.
9. Select the checkbox for Non-Localized Employees.
10. Complete the scoping by selecting Confirm and Finish.

 To check the Regular Tasks for the respective Country XYZ:

1. Go to Personnel Administration work center.
2. Select Regular Tasks view.
3. Choose the required Country XYZ from the drop-down menu.

Now you will be able to use the available tasks. For more information, please check KBA #2530879.

9. Is it possible to Mass Change the bank details of employees?

No, mass change of bank details is not possible in Personnel Administration.

10. An employee is stated to have already been created in the system, but you cannot find it in the Personnel Administration work center.

This employee was created when the system had a lean HCM module (no Personnel Administration), but the Personnel Administration work center was scoped at a later date. Additionally, you might have had only migrated the basic employee data for this employee, but have yet to migrate personnel administration data.

For more information, please check KBA #2058364.

11. Why is the manager of the Org Unit missing?

This can happen due to one of the following reasons:

1. A user might have unassigned the org unit manager from the org unit for that particular date.
2. There might be a change in Position for that employee.

For more information, please check KBA #1757151.

Personnel Administration, Employee View, Hiring, extract, self service, Alternative Employee ID, PAD FAQ , KBA , AP-PA , Personnel Administration , SRD-HR-PAD , Personnel Administration , How To