How To Fix 56795 - Paid expense type &1 cannot be changed to expense type &2

SAP Error Message - Details

• Message type: E = Error

• Message class: 56 - HR TRAVEL: Messages for Trip Costs Dialog

• Message number: 795

• Message text: Paid expense type &1 cannot be changed to expense type &2

What causes this issue?

You are trying to change expense type &v1& for a credit card receipt.
This expense type is marked as 'Paid by company', however the new
expense type &v2& is not.

System Response

The system does not allow these changes. The original expense type is
restored so that this receipt can be posted. If the changes were
allowed this would result is errors when you tried to post the receipt.

How to fix this error?

Choose an expense type that is marked as being <LS>'paid by company'
</>.

Procedure for System Administrators

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message 56795 - Paid expense type &1 cannot be changed to expense type &2 ?

  The SAP error message "56795 Paid expense type &1 cannot be changed to expense type &2" typically occurs in the context of financial transactions, particularly when dealing with expense types in the SAP system. This error indicates that there is an attempt to change an expense type that has already been paid, which is not allowed due to the system's constraints on financial integrity.
  Cause:
  
  Paid Expense Type: The error arises when you try to change an expense type that has already been processed and paid. SAP restricts changes to ensure that financial records remain consistent and accurate.
  Configuration Settings: The system may have specific configurations that prevent changes to certain expense types once they have been settled or paid.
  Business Rules: There may be business rules in place that dictate that once an expense has been paid, it cannot be altered to prevent discrepancies in financial reporting.
  
  Solution:
  
  Review the Transaction: Check the transaction details to confirm that the expense type you are trying to change has indeed been paid. If it has, you will need to consider alternative actions.
  Reverse the Payment: If a change is necessary, you may need to reverse the payment associated with the expense type. This can involve creating a reversal document or adjusting the accounting entries.
  Create a New Entry: Instead of changing the existing paid expense type, consider creating a new entry with the desired expense type and then processing it accordingly.
  Consult Configuration: If you believe the change should be allowed, consult with your SAP configuration team to review the settings related to expense types and payment processing.
  Documentation: Ensure that you have proper documentation and justification for any changes you wish to make, as this may be required for audit purposes.
  
  Related Information:
  
  SAP Notes: Check SAP Notes for any specific guidance or patches related to this error message. SAP frequently updates its documentation and may have specific recommendations for your version of the software.
  User Authorization: Ensure that you have the necessary authorizations to make changes to expense types and that you are following the correct procedures as defined by your organization.
  Training and Support: If you are unsure about the process, consider reaching out to your SAP support team or attending training sessions to better understand how to manage expense types and related transactions.
  
  By following these steps, you should be able to address the error message and proceed with your financial transactions in SAP.