SAP Knowledge Base Article - Public

2555311 - FAQ - Import Employees app

Symptom

You are using the Import Employees Fiori application to load users and employee data into an S/4HANA system, and have one or more doubts or problems.

Proceed to the resolution section of this FAQ -Frequently Asked Questions- article for the answers of the following:

  1. Initial considerations when using Import Employee app.
  2. Considerations when setting up employee integration from SuccessFactors Employee Central into S/4HANA Cloud.
  3. "System settings does not allow this app to be used" prevents from using the app. Why?
  4. How can the new users generated via Import Employees app login to the system?
  5. How can I check the status after the upload?
  6. The employee was uploaded and created as a Business Partner, but the Supplier was not generated. Why?
  7. You are getting error 'PersonExternalID is mandatory' during the import. Why?
  8. You are getting error "Cost Center XXXXXXXXXX of controlling area **** unknown" (message PAOCF_EC_SERVICES077) during the import. Why?
  9. You are getting errors related to payment method or other payment details. Why?
  10. The start date in Employee Fact Sheet is different to the StartDate which was imported with EmploymentData CSV file. Why?
  11. Is it possible to selectively import data, meaning only one or a few fields are used in the templates? Can columns be removed from the templates?
  12. Is it possible to update already existing employees data with this app?
  13. Can the manager be assigned for an employee through this app?
  14. Handling the relation to the manager during the employees upload. Avoiding errors informing ManagerPersonExternalId is not valid.
  15. Employee data imported with umlauts, diaresis or other special notation marks gets incorrectly saved with question marks ("?") in S/4HANA
  16. Only one template is downloaded for import type "Employee and Employment Data".
  17. How is concatenated the Full Name for the Business Partner?
  18. You are getting error "Postal code & must have the length &" during the import.
  19. You are getting error "Operation is not supported; see long text (R111085)" when modifying BP data.
  20. The vendor role is not being created for the BP.
  21. You are getting error "Please do not enter bank data for payment method XX" (RP568) during the import.
  22. You are getting error "Ignored as there are duplicate entries found." (/SHCM/EMP_PASEIN_CL037) during the import.
  23. You are getting error "Move of start to past allowed only w/o data change" ( Message no. BL001 ) during the import.
  24. Implementing Import Employees App in S/4HANA OnPremise - Cannot find corressponding software component for the connector of search model CEMPLYMNTSRCHOP.
  25. Is it possible to configure an external number range for personnel number?
  26. You are getting error "Cutoff date DD.MM.YYYY is earlier than key date 01.01.1800 for extraction" (Message no. BL001)
  27. Invalid date format.
  28. You are getting the error "Employee: XXXX - Invalid Supplier XXXX. (Message no. /SHCM/EMP_PASEIN_CL004)" during the Import. Why?
  29. Why the Business User is not created? You are getting the error "No authorization to assign users to employees". Why?
  30. You are getting the error "There is no valid CP-P relationship maintained" (Message no. /SHCM/EMPLOYEE_BL073) during the Import. Why?

Environment

  • S/4HANA Cloud edition

Resolution

  1. Initial considerations when using Import Employee app

    For creating employees ensure that the ID of company code, personnel area and personnel subarea are maintained the same. Eg: when creating through self-service UI “Manage Your Solution”, all these entities should be maintained in sync. Any creation/change of the company code ID requires the creation/change of personnel area and subarea with the same IDs. If this configuration is not correctly maintained, some errors related to the infotype 0001 and imputation of the company code are going to be arisen. Also, the error "Invalid CompanyCode" will appear (further information in this KBA: 2746954 - Error "Invalid CompanyCode" when Importing Employees)

    If the business partner synchronization fails, you can manually trigger the synchronization using the Trigger Data Synchronization app.

    Users are created only if you have the authorization to create users else only employees are created without business users. Users must then be created using Maintain Business Users app.

    Rehiring of a contingent worker (either rehiring again as Contingent Worker or rehiring as an Employee) is not covered by Import Employee app.

    Always keep a local copy of the CSV files used for the import of employees, as the app does not provide any way to export the already imported data in CSV format. In case of changes needed, these CSV files can be reimported to update the data.
    Note: company code change is not supported by the simpler approach of Import Employee App (error Employee: XXXX - CompanyCode cannot be changed). In case a company code change is required in this scenario one alternative would be to delete the employee and recreate it again in correct company code (for more details see KBA 2702011), another alternative could be moving to use the Public API or SF replication which both cover this possibility.

    You can also refer to following link for further formatting information like for example:

        -  Use UTF-8 format.
        -  Enter dates in YYYYMMDD format.
        -  Mandatory fields are marked with * at the beginning of column header.
        -  Enter all IDs in UPPERCASE (for example, PersonExternalID, UserAlias)
        -  Column headers also include the possible values for codes in (), for example: WorkAgreementStatus (0,1).
        -  If any value starts with a leading 0 (Zero), change the cell format to text and then enter the values.
        -  Do not change the order of the columns (fields) in the template while uploading.

  2. Considerations when setting up employee integration from SuccessFactors Employee Central into S/4HANA Cloud

    There are S/4HANA Cloud customers who first uploaded employee data via Import Employee app, and are later shifting to an integrated scenario with employee data coming from SuccessFactors. In those cases, the entire population already imported via CSV templates has to be moved to come integrated from EC.

    If this approach is not followed, it could result in errors such as for example failed Organizational Assignment replications if a subordinate-manager relationship involves two employees with different sources, one coming from Employee Central and the other coming from Import Employee app (the error in these cases will be: Manager **** not yet replicated from EC).

    Therefore for a fully supported and correct behavior it is a pre-requisite that all the employees will be replicated again from EC to get the data consistent again in S/4, as migrating part of the population only and leaving the rest not connected to EC is not valid. For more information you can also refer to KBA 2646803 - How to maintain employees data in an S/4HANA Cloud.

    Further information is described in this KBA: 2813743 - Considerations when activating Employee Integration (JB1) with already existing Employees in S/4 HANA Cloud

  3. "System settings does not allow this app to be used" prevents from using the app. Why?

    This error message may appear when a new configuration internal table delivered with 1805 as part of scope item 1FD has not yet been filled. This may be caused by some missing or failed delta activation. For more information please refer to KBA 2713527

  4. How can the new users generated via Import Employees app login to the system?

    The business users will receive a notification e-mail so they can activate their accounts.
    For full details about this procedure, please check the document "User Onboarding for SAP S/4HANA Cloud" in SAP S/4HANA Cloud section in the SAP Help Portal.

  5. How can I check the status after the upload?

    After doing the import from the Import Employees app, the application will redirect you to the "Monitor Employee Imports" App, already with the corresponding filters predefined, so the status of current import can be easily checked.
    Additionally, the details of the uploaded employees can be checked with the help of the Employee Fact Sheet app.

  6. The employee was correctly uploaded and created as a Business Partner, but the Supplier was not yet generated. Why?

    Additionally to the required data in the CSV files, you would also need to fill the language, and all the bank/payment data, either T - Bank Transfer with corresponding bank data, or C - Cheque or X - Cash. This data is not strictly obligatory for employee creation in S/4HANA Cloud (Business Partner creation) but it is required if you want to have a Supplier created.

  7. You are getting error 'PersonExternalID is mandatory' during the import. Why?

    The templates were updated from 1708 release, so this will happen if you reuse the old ones before the change. For more details, see KBA 2542225.

  8. You are getting error "Cost Center XXXXXXXXXX of controlling area **** unknown" (message PAOCF_EC_SERVICES077) during the import. Why?

    This error informs of a failed existence check done in the backend system against the cost center. The system tries to read the cost center informed in the EmploymentData template for the start date of the employee. If the cost center does not exist, or even if it exists but on a later time, this existence check would fail with this mentioned error. So if this is observed in the Import Employee app logs, review the corresponding cost center data and confirm it succesfully exists on the start date of the employee (StartDate field from EmploymentData template).

  9. You are getting errors related to payment method or other payment details. Why?

    You are getting some errors like for example:

      Payment method ********* in ** not allowed for payments to persons
      Employee: ******** - PaymentMethod * is not allowed for this country.
      Payment method * is not defined in country IT

    When filling the payment method and/or bank details in the CSV import file, you would need to comply with your current customizing, also other data informed such as the bank should be valid. If some adjustments to the payment configuration are needed, you can access them in the Self-Service configuration UI in Manage your Solution, and then in section "Set Up Payment Methods per Country for Payment Transactions".

  10. The start date in Employee Fact Sheet is different to the StartDate which was imported with EmploymentData CSV file. Why?

    The start date for the employee will be retrieved from StartDate field from the EmploymentData CSV imported file, but also the Full Transmission Start Date (FTSD) from Communication Arrangement SAP_COM_0001 will be relevant, if defined. When FTSD date is set, then employee replication can happen only from that date onwards. Subsequently, Import Employee app also follows this principle, and so if the employee start date is earlier to defined FTSD, then FTSD will be taken instead as the Start Date. This is the expected behavior. If current FTSD in the system is not the desired one, then a reset of this date may be necessary through the Communication Arrangement settings, although in general it would not be recommended to change Full Transmission Start Date (specially in productive systems) as it could impact replication from Success Factors.

  11. Is it possible to selectively import data, meaning only one or a few fields being used in the templates? Can columns be removed from the templates?

    No. The Import Employees app has not been designed to implement such a delta mechanism. You always need to have all the columns in the import files. Nevertheless, if you have previously loaded data and need to introduce a small change, you could re-import the previous CSV files with all previous content and just that small change.

    If one or more columns are removed from the template, this could cause unexpected validation issues as for example wrong date format checks, etc. In order to solve those, all the columns should be present in the CSV file.

  12. Is it possible to update already existing employees data with this app?

    It depends. It would be possible to update employees data with the app for employees who were previously uploaded from it, given that you have the corresponding initial import file. But on the other hand, if the employees were imported in the S/4HANA system by other means, as for example from SuccessFactors Employee Central replication, then it would not be possible to export and re-import their data from this app. Also, this would not be a valid scenario, as the system of truth for the employee data should remain constant in time. In such an example, the changes should only arrive from Employee Central. The error message raised is described in this KBA: 2882261 - Error "Employee: XXXXXXXX - Employee is already replicated via another source system."

  13. Can the manager be assigned for an employee through this app?

    Yes, the manager can be loaded with the EmploymentData upload. Once done, the results can be checked from the Employee Fact Sheet app
    Additionally, you could check if a manager is assigned to employees through views IEMPLOYMENTMGRCL.

  14. Handling the relation to the manager during the employees upload. Avoiding errors informing ManagerPersonExternalId is not valid.

    If you are importing employees for whom the manager field has been filled, first of all you would need to ensure that the manager exists on referred date interval.

    What happens if the manager was hired after the subordinate? Then the solution would be to include one or more splits in the EmploymentData file to represent the correct intervals in which the manager is really assigned to the subordinate (as mentioned, for the assigned interval the manager must exist).

    Example. A subordinate (Employee1) is hired on 01.01.2017, but the corresponding manager (Manager1) is hired on 01.03.2018. This manager can only be assigned to the subordinate from this date on, so to correctly represent this for Employee1, two splits can be created as follows:

       *PersonExternalID     *StartDate(YYYYMMDD)     *EndDate(YYYYMMDD)      ...      ManagerPersonExternalId
        Employee1               20170101                               20180514                             ...                                                       <-- for this split manager would be left empty or alternatively another valid manager can be informed
        Employee1               20180301                               99991231                             ...        Manager1

    In general, the recommended approach is to separate the imports in separated files, starting first importing the top managers, down to the subsequent bottom managers and finally the subordinate employees. This way, a manager would exist already in the system when it is referred in the field ManagerPersonExternalId. Processing a manager and the corresponding subordinate in the same file could trigger errors due to interdependencies of the data, because of internal sorting criteria while uploading the data, which could easily result in the subordinate being processed before the manager therefore with the mentioned error.

  15. Employee data imported with umlauts, diaresis or other special notation marks gets incorrectly saved with question marks ("?") in S/4HANA

    In order to properly save the umlauts and other notation marks through Import Employees app, the CSV file needs to be saved in the UTF-8 Encoding format.
    If employees already have been uploaded where this was saved as "?", then the solution would be to upload again the same CSV with Import Employee App but saved now in UTF-8 format.
    Considerations using MS Excel:  While saving the file be sure that the option chosen is CSV UTF-8 (Comma delimited) (*.csv) if this option is not available (due to the version of the program), the file must be modified after saving. In order to modify the file, open the file with Notepad and save using the encoding UTF-8 and append .csv at the end of the name file.

  16. Only one template is downloaded for import type "Employee and Employment Data".

     If you have an ad-blocker, please deactivate it in this page. 
     Check if a pop-up button appears in the navigation bar which is blocking multiple downloads.

  17. How is concatenated the Full Name for the Business Partner?

    When editing the Employee Data Template, if the "PersonFullName" field is filled, this information is going to be populated to the field Full Name of the Business Partner. But, if the column "PersonFullName" is empty, the Full Name will be the concatenation of the fields FirstName and LastName.

  18. You are getting error "Postal code & must have the length &" during the import.

    The postal code's length of the Company Code has to be the same as the legal length for the country. The expected length can be reviewed in the Universal Postal Union's page. To configure the postal code for the company code, please follow this path in the Manage Your Solution App: Manage your solution > Organization > Company Code Master Data. (Note: the length takes into account the spaces and signs).

  19. You are getting error "Operation is not supported; see long text (R111085)" when modifying BP data.

    In order to maintain the integrity of the data, the information has to be updated using any HR source. For example, if the bank information was created using the Import Employee App, you have to use this method to update bank information. The deletion of the bank information created by the Import Employee is not supported using any other method. Take into account that you can create bank information records locally through the Business Partner apps, this information could be editable. Further information about how to maintain the employee data here: 2646803 - How to maintain employees data in an S/4HANA Cloud

  20. The vendor role is not being created for the BP.

    The Payment Method has to be filled in this case, further information in this KBA: 2846285 - Can not create vendor in Import employee App without bank information.

  21. You are getting error "Please do not enter bank data for payment method XX" (RP568) during the import.

    The Payment Method is type Bank Transfer and was modified in the Configuration settings or was not created properly, the Bank Transfer needs an Account Number. To solve this issue, please check the KBA: 2879389 - Error "Please do not enter bank data for payment method XX" (RP568) for Bank Transfer payment method.

  22. You are getting error "Ignored as there are duplicate entries found." (/SHCM/EMP_PASEIN_CL037) during the import.

    Probably there are more than one entry with the same information or two records have different information with the same validity. For example, this error message is raised when importing the employee with two bank accounts with different bank information.

  23. You are getting error "Move of start to past allowed only w/o data change" ( Message no. BL001 ) during the import.

    This error appears when you're changing some relevant information of the employment of the employee, for example, extending the validity of the employment to a previous date and this new inserted data is different than the current employee's information. You cannot add a new previous record that changes the hiring date with new information. But you can change the hiring date and later change the employment data in case of any typo error.

  24. Implementing Import Employees App in S/4HANA OnPremise - Cannot find corressponding software component for the connector of search model CEMPLYMNTSRCHOP.

    The software component for the search model CEMPLYMNTSRCHOP is S4CORE. Please, note that this is a CDS based search connector.


  25. Is it possible to configure an external number range for the personnel number?

    As of now, in S/4HANA Cloud only internal number range is supported by the Employee-BP. Currently it is not possible to configure external number ranges.


  26. You are getting error "Cutoff date DD.MM.YYYY is earlier than key date 01.01.1800 for extraction" (Message no. BL001)

    This error appears when the FTSD (Full Transmission Start Date) maintained in the Communication Arrangement SAP_COM_0001 is prior to the date 01.01.1800. It's not recommended to maintain a value prior to 01.01.1900.

  27. Invalid date format.
    This error could appear if the date format is not correct (please, enter dates in YYYYMMDD format) or if the field "Import Name" in the Import Employees app screen contains special characters, like slash ('/') or if the file's format is incorrect. This error could also appear if the PhoneNumber or MobilePhoneNumber is not formated as Text in the CSV file, please change the format as indicated in the Help for Filling the Downloaded Templates SAP Help.

  28. You are getting the error "Employee: XXXX - Invalid Supplier XXXX. (Message no. /SHCM/EMP_PASEIN_CL004)" during the Import. Why?
    The Supplier specified in the CSV file (mandatory when creating/updating an employee with BusinessPartnerRole BBP005[Service Performer] ) must exist in the system and the Type of the BP must be 2 or 3 (Organization or Group). (BPs of type Person can't be given as suppliers)


  29. Why the Business User is not created? You are getting the error "No authorization to assign users to employees". Why?
    If the column UserName is filled, the system will check if the person who uploaded the file has the enough authorizations to create Business Users (Business Catalog: SAP_CORE_BC_IAM_UM). If user creation authorizations are not available, then only the employee is created and an error message "No authorization to assign users to employees" will appear. If the column UserName is not filled, the Business User won't be created.


  30. You are getting the error "There is no valid CP-P relationship maintained" (Message no. /SHCM/EMPLOYEE_BL073) during the Import. Why?
    This issue appears due to a lack of authorizations. For the Import Employees application, the Business Catalog SAP_HCM_BC_EMP_S4_MDT_PC is essential and one needs to maintain the Write Access under restrictions for the corresponding Business Role as 'Unrestricted'. Alternatively you could also try assigning the Business Role 'BR_ADMINISTRATOR_HRINFO' to the User and check whether the same error appears. In case the already created employees are still failing with this error after importing the same file for them, please proceed to delete them by following the KBA: 2922814 - How to delete employee data (and Business Partner) in S4HANA Cloud

Keywords

KBA , CA-HR-S4 , Cross-Application HCM Objects in S/4HANA , CA-TS-S4 , Cross Application Timesheet in S/4HANA , How To

Product

SAP S/4HANA Cloud all versions