G/L account [G/L Account Number] does not exist. Please check G/L settings on SAP S/4HANA.

Error message

G/L account [G/L Account Number] does not exist. Please check G/L settings on SAP S/4HANA.

Affected ERP integrations

• SAP S/4HANA®

Cause

When exporting an expense, you may encounter an error indicating that the selected General Ledger (G/L) account does not exist or is not defined in the Chart of Accounts.

Every expense exported from Payhawk must be assigned to a specific G/L Account in SAP S/4HANA so that your finance team knows how to categorize the transaction, for example, travel expenses, office supplies, software subscriptions. This error occurs because SAP doesn't recognize the G/L account number that Payhawk is sending. The account is either completely missing from your system or has not been added to your company's active Chart of Accounts.

Solution

Before modifying anything in SAP S/4HANA, check how the expense is mapped in your Payhawk dashboard:

1. Open the affected expense in Payhawk and view the assigned category or G/L account.

2. Check your integration settings in Payhawk to see if there is a typo in the account mapping.

3. If this is an outdated account that your company no longer uses, update the expense to a current, active G/L account instead.

If the account number is correct and needs to be used for your expenses, a system administrator or accountant will need to create or activate the account within your SAP master data.

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 G/L Account Master Data app.

2. In the search filters, ensure you select your company’s specific Chart of Accounts, for example, YCOA.

3. Search for the G/L account code listed in the error. If the account is missing entirely, click New to create the G/L account under the correct account type, for example, Primary Costs or Revenue.

4. Ensure the account is assigned and activated for the specific Company Code where you are exporting the expense.

5. Save your entries.

SAP S/4HANA Private Cloud Edition

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

1. Run transaction code FS00 (Centrally Maintain G/L Account).

2. Enter the G/L account number and your Company Code, then click Enter.

3. If the system displays a message that the account does not exist, you will need to create it:

   1. To create it directly in the Chart of Accounts first, you can use transaction FSP0, enter the account code, click the Create icon, and define its description and account type.

   2. Then, return to FS00 (or use transaction FSS0) to extend and activate that account for your specific Company Code.

4. Click Save to update the master data.

Next steps

Once you have created or properly activated the G/L account in SAP S/4HANA, make sure that Payhawk knows about the update before you try exporting again:

1. Log in to the Payhawk Web Portal and navigate to Settings > Integrations.

2. Sync manually your master data. This forces Payhawk to pull the fresh list of active accounts from SAP S/4HANA.

3. Once the sync is complete, return to the Expenses app.

4. Locate the pending expense and click Review to successfully re-export the transaction.