Error message
This vendor is not found. Check vendor settings in SAP S/4HANA.Affected ERP integrations
SAP S/4HANA®
Cause
When exporting an expense, you may encounter an error indicating that the vendor is not defined in the specified company code.
In SAP S/4HANA, every supplier or vendor profile must be explicitly assigned to the specific Company Code (the subsidiary or legal entity) where the expense is being registered. Even if a vendor exists globally in your system, SAP S/4HANA will reject the transaction if that vendor hasn't been activated for the specific company code handling the expense.
If the expense you are trying to export is a reimbursement, mileage, or per diem claim, the vendor in this scenario is actually the employee who created the expense. SAP S/4HANA treats reimbursed employees as vendors behind the scenes, so the employee's profile must be set up correctly.
Solution
Before updating your ERP, identify who the vendor is and check their details in Payhawk:
Open the affected expense and look at the type of claim.
For standard card expenses or supplier invoices, check the Supplier field to see which vendor profile is being used.
For reimbursements, mileage, or per diems, identify the Employee who submitted the expense.
Verify that the supplier ID or employee ID mapped in Payhawk matches the correct ID in SAP.
An administrator needs to extend the vendor or employee's Business Partner (BP) profile to include the missing company code.
SAP S/4HANA Public Cloud Edition
To resolve the issue in SAP S/4HANA Public Cloud Edition:
Log into your SAP Fiori launchpad and open the Maintain Business Partner or Manage Supplier Master Data app.
Search for the Supplier ID or Employee ID (Business Partner number) linked to the expense.
Open the profile and navigate to the Company Code Data section.
Check if the Company Code listed in the error message is missing from their profile. If it is missing, add a new row to extend the business partner to this Company Code and fill in the required reconciliation account.
Save your changes.
SAP S/4HANA Private Cloud Edition
To resolve the issue in SAP S/4HANA Private Cloud Edition:
Run transaction code
BP(Business Partner).Enter the Vendor or Employee Business Partner number and open their profile.
Change the BP Role to Supplier or FI Vendor (typically role code
FLVN00).Click the Company Code button located at the top toolbar.
Check if the required Company Code is listed. If it is missing, type the Company Code into the field to add it.
Enter the mandatory financial fields, such as the Reconciliation Account, under the Account Management tab.
Click Save to apply the configuration.
Next steps
Once the vendor or employee profile has been extended to the correct company code in SAP S/4HANA, return to Payhawk:
Log in to the Payhawk Web Portal.
Go to the Expenses app.
Locate the pending expense in your dashboard and click Review to successfully re-export the transaction.