Employee Business Partner Archival, Deletion, and Recreation in SAP S/4HANA

[ShaveethaK]

Introduction
In SAP, Business Partners (BPs) are central master data objects shared across multiple modules. This blog explains how to safely delete and recreate an Employee Business Partner using a new number range—without affecting the employee record or related applications, while also allowing the old number range to be reused for other Business Partners, such as customers and vendors.

Step-by-Step Resolution
Step 1:  Delete Communication Detail (Infotype 105 Subtype 0001) from Employee
To delete Infotype 105 (Communication Details) and Subtype 0001 (System User): For a single employee, go to transaction PA30, select the infotype(105) and subtype (0001), then click the Delete icon. For mass deletions, LSMW can be created and used.

Step 2:  Decouple BP and User
Although we deleted the communication details in the previous step, the Business Partner remains connected to the User ID. To disconnect the Business Partner from the User, run the standard program RSUID_REMOVE_FALSE_BP_ASGN in transaction SE38. Enter the User ID in the input field and execute the program. Then, select the record, click "Convert", and choose "Convert to Classic User".

Step 2 can only be executed if Step 1 has been completed.If not, you will receive the following error: "No users found in the selected area."

⚠️  After this step, the email address and telephone number will be removed from the user in transaction SU01. To restore this information efficiently, you can use LSMW to perform a mass import of those details.

Step 3:  Set Deletion/Archiving Flag
Go to transaction BUPA_PRE_DA. Enter the Business Partner number in the Business Partner input field. Select the "To be deleted" radio button. Check the boxes for "Can be deleted" and "Can be archived". Select the "Set Flag" radio button. Click Execute.

Step 4: Remove CP (Central Person) and BP (Business Partner) Relationship
The Central Person (CP) is a technical object used to uniquely link an employee’s personnel record (PERNR) to other related objects like User and Business Partner. The Central Person is automatically generated by the system. This is stored in the HRP1001 table.
The relationship between BP and CP is B207. Get the CP ID from the HRP1001 table for the desired Business Partner. This can be deleted using the standard program RHRHDC00.

Step 5: Set Central Block / End of Purpose (EOP)
Prerequisite:

• ILM configurations must be in place to execute this step.
• If any changes are made to the Business Partner, the central block cannot be applied on the same day — it must be performed on the following day.
• If business partner is locked in any applications or open transactions, EOP cannot be executed.

To set central block, go to transaction BUPA_PRE_EOP, Give the business partner ID and execute.

Step 6:  Write Archiving File
Go to transaction SARA and enter CA_BUPA in the Archiving Object field. Choose the WRITE option and create a variant.  Provide the Business Partner ID that has to be deleted, set ILM Actions to Archiving, and select the execution mode — either Production or Test.

Once done, click on Attributes at the top and enter a suitable description, then save again. Set the Start Date to Immediate and define the Spool Parameters as LP01. Execute the job, then navigate to Job Overview, open the Spool List, and review the results.

Step 7:  Delete the Archived File
Once the archiving file is written, go to transaction SARA again. Select CA_BUPA in the Archiving Object field and choose the DELETE option. The file created in the previous step will be displayed. Select it and execute the deletion.

Step 8: Set New Number Range
Go to transaction SNRO and set a new number range.

Step 9:  Create Communication Detail (Infotype 105 – Subtype 0001)
To create Infotype 105 (Communication Details) and Subtype 0001 (System User): For a single employee, go to transaction PA30 and create Infotype 105 with Subtype 0001. For mass creation, an LSMW can be created and used.

Step 10:  Run BP Sync Program
Run the BP sync program /SHCM/RH_SYNC_BUPA_EMPL_SINGLE with the desired Employee ID. A new Business Partner will be created and synced with the User.

Conclusion
By following these steps, you can safely delete and recreate Employee Business Partners without terminating any employee records. The End of Purpose (EOP) report helps identify open transactions preventing deletion. Once recreated under a new number range, conflicts are resolved and the old range becomes reusable for other Business Partners.

Sources:
BP Archival and deletion using SARA: https://community.sap.com/t5/enterprise-resource-planning-blog-posts-by-sap/archiving-of-business-pa...

Business Partner Number Range Configuration: https://community.sap.com/t5/enterprise-resource-planning-blog-posts-by-sap/sap-s-4hana-business-par...

ILM Configuration: https://community.sap.com/t5/enterprise-resource-planning-blog-posts-by-sap/how-to-schedule-an-ilm-j...

Set Archiving and Deletion Flag using BUPA_PRE_DA:
 https://help.sap.com/docs/TRBK_S4HANA_EARLIER/29cd80be37ea41bab809abb791cea909/4e8e95bc034f1f35e1000...

Remove the Business Partner and User Relationship using the standard program RSUID_REMOVE_FALSE_BP_ASGN  : Delete BP for existing Employee and User in S/4HAN... - SAP Community

Delete BP and CP Relationship: https://community.sap.com/t5/enterprise-resource-planning-q-a/report-to-delete-om-objects/qaq-p/5508...

End of Purpose: 
https://help.sap.com/docs/SAP_SUPPLIER_RELATIONSHIP_MANAGEMENT/c8a1f0f380454446bb88b07dee132c73/4dc8...

[VigneshSaravana]

Dear @ShaveethaK ,

Blog is more informative. 

Waiting for more informative blog and discussions in future.

Thank you!!!!.