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Author's profile photo Abir Banerjee

SAP S/4HANA – Using Sales Employee with Business Partner (Customer role)

Target Audience – Consultants, Project Managers, Business users.

This blog is relevant for all product version of SAP S/4HANA until 1610 on premise release.


In today’s digital world, organizations maintain employees of Sales Business unit as sales employees who are responsible for orders from their customers. Organizations want to measure their sales employees on certain performance KPI’s accountable for sales they bring in on Month, Quarter or yearly basis which directly relate to incentives for sales employees based on targets which they achieve. To fulfill this need, organizations utilize their cutting edge ERP software (SAP S/4HANA) implemented by them to RUN their day to day operation.

Sales employee are 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 direct impact for organizations in terms of top-line growth and profitability.

In terms of utilizing SAP S/4HANA, we can understand that it requires deep integration between HR function, Order to Cash function and highly flexible master data setup to achieve desired 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 is possible with “Use Sales Employee Without HR” which is available at IMG (SPRO). It has been deprecated with SAP S/4HANA.

How would you go about this?

  • Using HR mini master transaction PA30(or PA40) to create Employee personal record. Then extend it 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 (XXX)

Select Sales & Distribution,

3. Enter the Sales Org Details and assign the Personal Number ex:- 32, to the Partner function (SE)


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 a BP number and PR number assigned in the ID TYPE HCM001 as shown in the screen shot below:-


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: –

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

New HR UI’s available to manage HR Mini Master in SAP S/4HANA also within Compatibility Pack and is referenced as HR Renewal. When you use those transactions to create Employee record, 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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      Author's profile photo Huang Joseph
      Huang Joseph

      Dear Banerjee,

      Many thanks for this hint.

      BTW, there is a t-code:  OO_CENTRAL_PERSON  to switch on automatically sync BP from VPE1.

      Best regards,

      Joseph Huang


      Author's profile photo Former Member
      Former Member

      Dear Banerjee,

      i have create  a  Sales Representative (VPE1) in sap S4/hana 1610,but i cannot find it in bp transaction like below.

      Author's profile photo Former Member
      Former Member

      Hi Liu Lucy, did you manage to resolve?


      I am experiencing the same issue, and have run the above mentioned report with no luck.





      Author's profile photo CHEN DONG


      Hi Former

      Did you already solve your issue?



      Author's profile photo Former Member
      Former Member

      Ok, i got this working.

      I checked the log in SLG1 after running the above mentioned job and which advised me that I had to do the following:

      1. SET HRALX PBPON parameter to OFF
      2. Configure Category Type HCM001 - in BP config
      3. Confure HCM001 Address type - in BP config


      Now I just need to get the Employee and the BP number ranges in synch and then im happy.

      Author's profile photo Former Member
      Former Member

      Hi Abir,

      I have problem with the Sales Employee fullname. It does not appear in the partner functions tab in the BP tcode.


      I would also appreciate inputs from Hana experts out there.




      Author's profile photo Eka Risty Sembiring
      Eka Risty Sembiring

      Hi Juan,

      Have you solved this error, i have some problem that name of sales representative is not appear in partner function in sales order. How do you solve it?

      Thank you

      Author's profile photo CHEN DONG


      Hi Abir

      Thx for your excellent information.

      I had a question about the employee.

      My S4 HANA is 1709 , but i can't find the employee which isn't show on Partners functions.

      And i followed your solutions about this point, but there's no entry in IEMPLOYEE table.

      I want to know that do you meet this issue? and how do you solve it?

      Would you please share the solution with us ?


      Thank you very much.

      Author's profile photo Eric Nguyen
      Eric Nguyen

      Dear CHEN DONG,

      Do you fix this issue? Please give me the solution to fix it.




      Author's profile photo Marcia Rosano
      Marcia Rosano

      Hi Abir and All,

      I would like to know if it is possible to do automatic a local ID country in the BP, because I just can inset the number by typing. But I like this information come automatic. And how can do this?




      Author's profile photo Noorullah Khan
      Noorullah Khan

      Hi Everyone,

      I am working on 1709 and facing the same issue of not having employees displayed in BP. I have created the employees using LSMW and the system is skipping the BP for employees. please share how did you guys resolved the issue.

      Author's profile photo BALASUBRAMANIAN AP

      Good and useful info..keep it up...