Target Audience – Consultants, Project Managers, Business users.

This blog is relevant for all product version of SAP S/4HANA on premise.


In the era of digital business, organizations maintain employees typically of a Sales Business units as sales employees who are responsible for orders from customers. Organizations want to also track sales employee on certain performance KPI’s for sales they bring in on Month, Quarter or yearly basis which in turn could be directly related to incentives for sales employees based on targets achieved. For this they want to utilize their cutting edge ERP software (SAP S/4HANA) implemented by them to RUN their day to day operation.

Sales employee thus crucial channel for organizations, sometimes within a geographical location, who in-turn communicates with customer, understands customer needs, sell brands and also sometimes cross sells informing them about promotions, events etc. This creates a direct impact for organizations in terms of top-line growth and profitability.

In terms of utilizing SAP S/4HANA, we can thus understand that it requires a deep integration between HR function, Order to Cash function and a highly flexible master data setup to achieve the desire result. In this blog, I try to explain how this can be achieved with SAP S/4HANA on premise.

In ECC there is a functionality to create Sales Employee without using HR function. This was possible with “Use Sales Employee Without HR” which is available at IMG (SPRO) which has been deprecated with SAP S/4HANA.

How to go about?

  • Using HR mini master transaction PA30(or PA40) to create Employee personal record. Then extend that via create Sales Representative (VPE1). To amend a record use VPE2.
  • Assigning the Partner function SE – sales employee at the Business partner level

Business documents such as Sales orders when created in SAP S/4HANA then contains the relevant details of sales employee from Business partner function determination.

Details: –

  1. Create Personal Number (VPE1) or change (with VPE2) with Sales Org Data extended to Personal Number



2. Create/Select the BP created for Customer (JP_ECA100)


Select Sales & Distribution,

3. Enter the Sales Org Details and assign the Personal No 32, to the Partner function (SE)


  1. Save Result: Personal Number Created for Sales Employee is assigned with Business partner in SAP S/4HANA

Typical known issue: – Employees hired are not visible in Sales employee partner function

Important SAP Notes and relevancy* depends on SAP S/4HANA Release

Initial Execution: –

Run the report /SHCM/RH_SYNC_BUPA_EMPL_SINGLE for couple of employees.

  •       This report takes PERNR as input
  •       Check if in IEMPLOYEE view (in SE16 transaction) full name column has data for the employee
  •       In IEMPLOYEE view find the record by first name and last name.
  •       Also check in this view Employee column is filled.

Final Execution: –

Please run the report for couple of employees. If the test is successful then run the report /SHCM/RH_SYNC_BUPA_FROM_EMPL. This report run the synchronization for all the employees.

Please run this report by the User who has Authorization to maintain BP, Vendor and User.

Otherwise you can schedule this as Background job to run periodically so that in future also if employees are modified then those employees are also synchronized

We can see the error details in SLG1 transaction.

If synchronization is successful, for every employee there must exist an BP and PR no assigned in the ID TYPE HCM001 as shown in the screen shot


Further Relevant SAP Notes:-

SAP Note#854390 – FAQ: Use of the sales representative in SD without HR provides details around how customers can take informed decision for maintaining Sales Employees in SAP ECC without HR function.

SAP Note#2406039 – Enablement of some fields for Employee Business Partner in BP transaction in S/4HANA system which are not part of HCM system provides correction to edit fields.

Summary: –

S/4HANA there are still the transactions PA30, PA40 to create personal records available – within the Compatibility Pack means customers can use until 2025.

New HR UI’s available to manage HR Mini Master in S/4HANA – but also as part of Compatibility Pack is called the HR Renewal. When you create with those transactions any Employee then a corresponding BUPA in role ‘Employee’ gets created as well.

The strategic HR solution is SAP SuccessFactors which can be integrated with S/4HANA on premise.

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