Deleting a Personnel Number (PERNR) in SAP HR: A Step-by-Step Guide

In SAP HR, the personnel number (PERNR) is a unique identifier for every employee in the system. There are times when you need to delete a personnel number. Some scenarios include:

• Test Data Cleanup: Removing test employee records after system testing.
• Duplicate Entries: Deleting a duplicate personnel number created in error.
• Employee Termination: Removing a terminated employee’s data, although some data might be archived due to legal or auditing reasons.

Essential Considerations Before Deleting a PERNR

• Payroll Impact: If an employee has been included in payroll runs, deleting the PERNR can cause inconsistencies. It’s best to consult with your payroll team before proceeding.
• Data Retention Policies: Ensure compliance with your organization’s data retention regulations before permanently deleting records.
• Authorizations: You’ll need specific SAP authorizations to perform this action.

Methods for Deleting a PERNR

There are two primary ways to delete personnel numbers in SAP HR:

1. Manual Deletion (Transaction Code PA30)

• Access Transaction PA30: Enter the transaction code ‘PA30’ in the command field.
• Enter Personnel Number: Input the PERNR you want to delete.
• Navigate to Utilities: In the menu bar, go to Utilities -> Delete Personnel Number.
• Select Infotypes: Carefully select the infotypes (HR data categories) you wish to delete. To delete all data, use ‘Select All’.
• Confirm Deletion: Proceed with the deletion process.

2. Deletion Using Program RPUDELPN

• Access Transaction SE38: Enter the transaction code ‘SE38’.
• Run Program RPUDELPN: Type ‘RPUDELPN’ as the program name and execute.
• Enter Personnel Number: Provide the PERNR for deletion.
• Detailed Log: Consider selecting the ‘Detailed Log’ option for tracking purposes.
• Execute: Click the ‘Execute’ button to start the deletion process.

Important Notes

• Permanent Deletion: Deleting a PERNR is generally irreversible. Exercise caution and consider thorough backups before performing this action.
• Testing: To avoid disruptions, always test these processes in a non-production environment first.

Additional Considerations

• Archiving: You might explore archiving employee data instead of completely for compliance or historical purposes deleting it.
• Workflows: If your organization has specific workflows or approval processes for deleting personnel data, ensure you follow them.

In Conclusion

While deleting a PERNR in SAP HR is possible, the potential impacts must be carefully considered. Adhere to your company’s guidelines, and always test the process thoroughly before deleting records in a production system.