3381616 - Error "Service Agent is Also Internal Employee; no Status Change Allowed For Internal Employees" While Block Usage Functionality

This KBA will provide you the details on the usage of Block Usage functionality in the Information Lifecycle Management work center in SAP Business ByDesign.

Unable to change the status of Business Partner in the Business Partner Data Work Center. Upon selecting the action as Obsolete for the Business Partner getting Error as "Service agent is also internal employee; no status change allowed for internal employees".

SAP Business ByDesign

Even though you have terminated the employee in Personnel Administration work center, the respective Business Partner remains Active because as per definition, a business partner can be used for other roles like Account, Suppliers, etc. Blocking a Business Partner while terminating an employee will result in inconsistency, if the Business partner is used in any other Business transaction document (for example: sales order, purchase order).

Although the Employee is terminated, the system only allows the status active for internal Employees. The reason for this design is consumer of internal Employees (Rehire Employee, Employee OWL, change workplace address, Change Private Address, etc.) counting on this system behavior. Hence, it is not possible to block/Obsolete a Business Partner which is an Internal Employee (Active or Terminated).

In cases, if the Business partner has only Service Agent role, you can block the status manually in the Business Partner Data work center by using Change Status. So if a Service Agent has been in any point of time an internal Employee, the status cannot be changed.

Follow the below steps to terminate Employee:

1. Go to Personal Administration work center.
2. Go to Employee.
3. Select any Employee.
4. Click on Actions & Terminate the Relationship with Employee.

Once the Employee is terminated follow the below steps to terminate Associated Business Partner.

1. Go to Business Partner Data work center.
2. Open Business Partners.
3. Search the Associated Business Partner.
4. Click on Action & Click on Obsolete you get the below error.

Service agent is also internal employee; no status change allowed for internal employees.

Have tested for the Service Agent, it blocks both Service Agent and Business Partner as well.

Note: While Blocking the Employee you need to make sure there is not active work agreement exists, otherwise you will get the error as "Employee xyz cannot be blocked; active work agreement exists".

1. Employee
   
   Where the Business Partner has the Business Partner Role as Employee, if you want to block this Employee and Business Partner you can follow the below steps:

1. 1. Go to Information Lifecycle Management work center.
   2. Select the Employee where only Employee column is checked.
   3. Select the Row and click on Block Usage.
   4. It seeks the final confirmation:
   5. The master data of the selected business partner will no longer appear in any work center, new transactional document or report. Do you wish to continue?
   6. Click on Yes, it will Block the Employee & Business Partner.
   7. If Employee has Active Work agreement Error will be displayed as "Service agent is also internal employee; no status change allowed for internal employees".

1. Account
   
   Where the Business Partner has the Business Partner Role as Private Account, if you want to block this Private Account and Business Partner you can follow the below steps:

1. 1. Go to Information Lifecycle Management work center.
   2. Select the row where only Private Account column is checked.
   3. Select the row and click on Block Usage.
   4. It seeks the final confirmation:
   5. The master data of the selected business partner will no longer appear in any work center, new transactional document or report. Do you wish to continue?
   6. Click on Yes, it will Block the Private Account & Business Partner.

1. Service Agent
   
   Where the Business Partner has the Business Partner Role as Service Agent, if you want to block this Private Account and Business Partner you can follow the below steps:

1. 1. Go to Information Lifecycle Management work center.
   2. Select the row where only Service Agent column is checked.
   3. Select the row and click on Block Usage.
   4. It seeks the final confirmation:
   5. The master data of the selected business partner will no longer appear in any work center, new transactional document or report. Do you wish to continue?
   6. Click on Yes, it will Block the Service Agent & Business Partner.

1. Contact
   
   Where the Business Partner has the Business Partner Role as Contact, if you want to block this Contact and Business Partner you can follow the below steps:

1. 1. Go to Information Lifecycle Management work center.
   2. Select the row where only Contact column is checked.
   3. Select the row and click on Block Usage.
   4. It seeks the final confirmation:
   5. The master data of the selected business partner will no longer appear in any work center, new transactional document or report. Do you wish to continue?
   6. Click on Yes, it will Block the Contact & Business Partner.
      
      

Note: 

• Block Usage will remove the entire data of Business Partner & Employee, Service Agent, Private Account and contact from the all the work centers.
• You can block the Business Partner where it has the multiple roles for example, Single Business Partner might be a Private Account also and Contact also.

 1645825 - Unable to Block the Service Agent who is Also an Internal Employee

Block Usage, Information Lifecycle Management, Business Partner, Obsolete, Employee, Account, Contact, Service Agent, Internal Employee, Active Work Agreement, Employee Termination, Service Agent is Also Internal Employee, SAP Business ByDesign , KBA , AP-RC-ILM , ByD,C4C,Travel: Information Lifecycle Management , AP-BP-BP , BusinessByDesign: Business Partner , Problem