SAP Knowledge Base Article - Public

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.


12. How to add an External Key for employees in the Employee view?

External Key cannot be entered manually for employees. The External Key is automatically generated when your system is integrated with an external system and the employees are created in the system by replication from an external source.


13. What is the HCMEMPB Data Source?

The MDAV HCMEMPB data Source is used to return the changes to Employee's master data such as Workplace address, Name changes and Identity data.
The data source is not intended to be used to track Employee Life Cycle changes such as Hire date, Termination date and Transfers.


14. When editing Payment Information through Self-Services, the list of banks in the Bank field is limited.=

The value help for Bank in Payment Information is limited to 500 entries. The user should apply appropriate filters to fine-tune the search in order to find banks not within the 500 entries listed.


15. What is the best possible option to export employee's Work Agreement?

User can use the analytical report HCMPAB01_Q1001 to extract the relevant Work Agreement for each employee.

The report can be configured by adding/removing fields to fulfill the requirement.


16. User needs to enter a value for the field "Alternative Personal ID" / "Alternative Employee ID" in the Personnel file. 

The Alternative Employee ID field is currently not available in the replication interface and cannot be added due to the complex nature of the structure containing this information, as the field can have different connotations (e.g. can contain Business Partner ID, Employee ID etc.) based on the business scenario

The Employee-Identification node is not exposed for public write access as this may cause inconsistencies in the Employee BO.


18. You have a requirement to create multiple Work Agreement nodes for a newly hired employee through web service, but when you pass multiple work agreement node instances in the web service request payload, only the first instance is recorded. 

This functionality is not available using web service. Only one work agreement assignment is possible.


19. Why is the Change tab empty after hiring an employee?

This is expected system behaviour. Changes being to be logged only after the employee's hiring.

20. Where can you find all the Web Services list for ByDsign System?

Please check below link:

 SOAP API | SAP Business ByDesign | SAP API Business Hub

Also, you can create a Communication Arrangement with Personal Administration scenario to use the WSDL file for download.

  1. Application and User Management workcenter
  2. Communication Arrangement view
  3. Select Communication Scenario
  4. Personnel Administration

21. How to access attachments to an employee record using a web service?

SAP Business Bydesign does not support the query of attachments for employees via the current query web services for employees II_QUERY_EMPLOYEE_IN.

This would be seen as a new requirement. Hence share the requirement in our influence portal.

As an alternate, it is possible to create a read web service via PDI (the association from EMPLOYEE to ATTACHMENT_FOLDER and its DOCUMENTS is PSM enabled. This is an option which you can explore to check for requirement

22. Why the Change Terminate button is disabled?

If the employee have a unlimited validity (means never terminated) then this button is disabled.

23. Is it possible to remove / uncheck the Set Mandatory for First Name in Employee Information?

As per standard behavior it is not possible to uncheck Set Mandatory for First Name and hence it is disabled for personalization


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


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