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Failed to export into SAP S/4HANA. Enter a name and city for one-time account postings.

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Error message

Failed to export into SAP S/4HANA. Enter a name and city for one-time account postings.

Affected ERP integrations

  • SAP S/4HANA®

Cause

When exporting an expense, you may encounter an error indicating that name and city details are missing for a one-time account posting.

In SAP S/4HANA, a one-time supplier (often called a CPD account) is a special vendor profile used for irregular or single-occurrence purchases. Because SAP S/4HANA doesn't store permanent address data for these suppliers, it strictly requires a Name and City to be provided whenever an expense is posted. If this information is missing during the export from Payhawk, SAP S/4HANA will reject the transaction.

Solution

The issue usually stems from how the supplier's Master Data or Account Group is configured in SAP S/4HANA.

SAP S/4HANA Public Cloud Edition

To resolve the issue in SAP S/4HANA Public Cloud Edition:

  1. Log into your SAP Fiori launchpad and open the Manage Supplier Master Data or Maintain Business Partner app.

  2. Search for the specific supplier ID associated with this expense.

  3. Check the Account Group:

    • If this supplier was marked as a One-Time Supplier by mistake, update their account group to a regular supplier type.

    • If they must remain a one-time supplier, ensure that the address fields in their central data are properly initialized, or verify that your integration mapping is passing the Payhawk address fields correctly into SAP S/4HANA's one-time invoice fields.

SAP S/4HANA Private Cloud Edition

To resolve the issue in SAP S/4HANA Private Cloud Edition:

  1. Go to transaction code BP (Business Partner).

  2. Enter the supplier's Business Partner number and switch to the Supplier role.

  3. Check the Control tab to see if the One-Time Account checkbox is selected.

    • If this is a regular supplier you use frequently, uncheck this box (you may need to adjust the Account Group via transaction XK02 or FK02 depending on your permissions).

    • If it must remain a one-time account, ensure that the required field status for the address (Name and City) allows data to be ingested from external API entries.

Next steps

Once you have updated the supplier's address details or corrected their account type in SAP S/4HANA, go back to Payhawk and follow the steps:

  1. Log in to the Payhawk Web Portal.

  2. Go to the Expenses app.

  3. Locate the pending expense and click Review to re-try the export.