This article covers common reasons for export errors when using the Payhawk-Microsoft Business Central integration and provides hints to prevent or resolve them.
Issues related to general export
Missing required fields - Ensure all required fields are populated on the expense before attempting to export.
Closed accounting periods - The accounting period in MS Business Central is closed and does not allow new transactions or updates. Open the relevant period in the ERP to proceed.
Service period date is before document date - The accounting period (service period) date cannot be earlier than the document date. Adjust the dates accordingly before exporting.
Supplier-related issues
Duplicate suppliers - A supplier with the same VAT number or name already exists in MS Business Central. Check for existing suppliers and use the correct one, or update the duplicate entry.
Supplier missing or incorrect external ID - Verify that the supplier exists in MS Business Central. If it does, manually add or update the external ID in Payhawk. If the supplier does not exist, create it in MS Business Central first.
Deleted supplier in MS Business Central - If a supplier was previously deleted in the ERP, the corresponding supplier in Payhawk cannot be used. Remove the VAT number and name from the supplier in Payhawk, then create a new supplier entry.
Missing posting groups - The supplier's product posting group or business posting group is missing in MS Business Central. Add the required posting groups to the supplier record.
Outdated supplier list - The supplier list in Payhawk may not be synchronized with MS Business Central. Refresh or update the supplier list to ensure it reflects the latest data.
Issues related to expense categories
Category not mapped - The selected category has not been mapped to an account in MS Business Central. Map the category in your integration settings before exporting.
Mapped category deleted in MS Business Central - The category was previously mapped but has since been deleted from MS Business Central. Remap the category to a valid account or select a different category.
Missing external ID - The category is missing an external ID required for synchronization. Add or update the external ID in the category settings.
Outdated expense categories - Expense categories in Payhawk may not reflect recent changes in MS Business Central. Refresh or update the category list to ensure synchronization.