SAP Knowledge Base Article - Public

1934540 - Error Message "Cannot Delimit Time File Validity; Employee Times Exist; Cancel Times" While Terminating an Employee

Symptom

You are trying to terminate a relationship with an employee, but system rejects the save with the following error message:

"Termination failed. Cannot delimit time file validity; employee times exist; cancel times."

Environment

SAP Business ByDesign

Reproducing the Issue

  1. Go to Personnel Administration work center
  2. Go to Regular Tasks view
  3. Click Terminate Relationship with Employee
  4. Select employee XYZ (where XYZ represents the ID of the employee)
  5. Input mandatory information for the Last Working Day and Termination Category fields
  6. Click on the Save button
  7. The error message will be displayed

Cause

The system will not allow for the termination of an employee who has any time transaction recorded after its termination date. This can be one or more of the following:

  1. Times with status Approved, In Approval or Active
  2. Temporary Work Schedule
  3. Manual Adjustments
  4. Set to Zero (Manual Adjustments)

Resolution

Please check below the steps to solve the issue, according to each cause:

  1. Time with status Approved, In Approval or Active
    1. Go to Time Administration work center
    2. Go to Employees view
    3. Select employee XYZ
    4. Click Edit
    5. Go to Employee Times tab
    6. Set the Date From value to be the same as the Termination Date
    7. Remove any time with status Approved, In Approval or Active recorded from the selected date onwards.
  2. Temporary work schedule
    1. Go to Time Administration work center
    2. Go to Regular Tasks view
    3. Click Temporary Change of Work Schedule
    4. Search for employee XYZ
    5. Select and remove any temporary change whose Start Date is set after the intended Termination Date.

There might be cases where the temporary change end date is set to unlimited. In such cases, please make sure to delimit the end date to a date not later than the termination date.

  1. Manual adjustments
    1. Go to Time Administration work center
    2. Go to Employees view
    3. Select employee XYZ
    4. Click Edit
    5. Go to Time Account Balances tab
    6. Select a time account
    7. Under Details, select tab Adjustments
    8. Check for manual adjustments with Posting On date that overlaps with the intended Termination Date
    9. Remove all such adjustments
  2. Set to Zero (Manual Adjustments)
    1. Go to Time Administration work center
    2. Go to Employees view
    3. Select employee XYZ
    4. Click Edit
    5. Go to Time Account Balances tab
    6. Check for any Time Account which has a manual adjustment of 'Set to Zero'. Also verify using Show -> All Accounts
    7. Remove that manual adjustment as well
    8. Save the changes

In case these actions don't solve the issue, or you don't find related transactions, open an incident and sent it to SAP Product Support. The issue may be related to former transactions that are not visible in the UI.

See Also

KBA: 2627024

KBA: 2974671

Keywords

Cannot delimit time file validity, Terminate employee, Cancel times , KBA , SRD-HR-TLM , Time and Labour Management , How To

Product

SAP Business ByDesign all versions