SAP Knowledge Base Article - Public

2922814 - How to delete employee data (and Business Partner) in S4HANA Cloud

Symptom

You need to delete employees and Business Partners from S4HANA Cloud. You do not know the steps to do it or find issues in the process.

Environment

  • S/4HANA Cloud 

Resolution

These are the steps for blocking and deleting a Business Partner:

NOTE: If the employee was created by replication from SuccessFactors, it would be necessary to delete first the employee in SuccessFactors and replicate the deletion. Only take the follow instructions if an inconsisteny was found on S4HANA or a SAP Product Support engineer asked to do it.

  1. Delete the Business User associated to both employee and Business Partner. The business user name can be found depending on the method used to create the employee:

  2. Terminate the employee (as known as setting the employee status to inactive). You can do this depending on the tool used to create the employee:

    NOTE: This step is optional depending if the "Business Partner End of Purpose (EoP) Check in Human Resources" is active. In case of doubt, it is recommended to terminate the employee.

    • via Import Employee app --> Set the field "EndDate (YYYYMMDD)" to a past date. For example 20190101.
    • via API --> Create a new node WorkAgreementJobInformation where field "WorkAgreementStatus"= 0. The ValidityPeriod starts (StartDate) when the employee becomes inactive.
    • Via SuccessFactors --> Terminate the employment in SF and replicate the change.

  3. Block and delete the Business Partner associated to the employee. The steps for the deletion are explained in the documentation https://help.sap.com/viewer/55a7cb346519450cb9e6d21c1ecd6ec1/latest/en-US/08c099af0ea14743b7e5c47c18541588.html 

    Please, pay attention to the following points:

    • The Business Partner is first blocked together with the Customer and Supplier Master Data. Once the Business Partner is blocked, you will be able to delete it.
    • Ensure your user has the mandatory roles to do it: Data Privacy Specialist (SAP_BR_DATA_PRIVACY_SPECIALIST) or External Auditor (BR_EXTERNAL_AUDITOR).
    • If a Business Partner is blocked but not deleted, you can request to unblock it to keep using it as before.
    • Do you get an error message related to ILM Policy? Does the policy not exist for Business Partner? Before blocking a Business Partner, it is mandatory to set up an ILM Policy. You can find a step by step guide to do it on KBA 2678334.
    • Do you get an error message related to Retention Period? When the ILM policy is set, it is necessary to configure a retention period. If , for example, 1 day is set as a retention period, you will not be able to archive or delete the Business Partner until 1 day after the last change.

      Example with ILM Policy --> Retention Period = 3 days:
      If a Business Partner is changed (for example the address) on 01.01.2020, you will need to wait until 04.01.2020 to block it.

      Do not set the rentention period to 0 days. It could cause issues.

  4. Delete the personnel number (not Person external ID) associated to the Business Partner. A step by step guide can be found on https://help.sap.com/viewer/0bebd08dffca45afa67b1f751199afd0/latest/en-US/c83b613816d04b4ca78870fa8631cb40.html .

    Please, pay attention to the following points:

    • You cannot delete the personnel number if the Business Partner has not been at least blocked.
    • The process of deleting a personnel number has two basic steps:
      1. Request deletion by seleting the option Request Destruction.
      2. Actual deletion by selecting the option Perform Destruction.

      NOTE: The personnel number is not actually deleted until the second step (option "Perform Destruction") is executed.

Are you still experiencing issues at deletion or have more questions?:

  • Related to the blocking and deletion of Busines Partner or setting ILM policy --> Create a support ticket, expert chat or schedule an expert on component AP-MD-BP.
  • Related to termination of employee and deletion of employee data --> Create a support ticket, expert chat or Schedule an Expert on component CA-HR-S4.

For more information, you can visit the old KBA which explains the same procedure 2702011.

See Also

  • 2742388 - S4HC: How to delete Business Partner, Customer or Supplier Master Data in S/4HANA Cloud
  • 2678334 - ILM Policy does not exist for business partner
  • 2702011 - Deleting Employee & Contingent Worker data in S/4HANA Cloud

Keywords

Employee master data , KBA , CA-HR-S4 , Cross-Application HCM Objects in S/4HANA , How To

Product

SAP S/4HANA Cloud all versions