How To Fix HRPAYUS_MESSAGES127 - File "&1": File does not follow the name template. See long text.

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPAYUS_MESSAGES - Message class for US Payroll functionalities

• Message number: 127

• Message text: File "&1": File does not follow the name template. See long text.

What causes this issue?

File &V1& does not follow the name template, which contains the
essential data for uploading the file as an Online W-2 document.

System Response

File &V1& is not processed by the system.

How to fix this error?

Rename the file to contain the following 5 fields, in this order,
separated by <ZK>underline</> "_":
Tax Company (1 to 4 characters)
Year (4 digits)
Employee Identification (1 to 8 digits):
The Person ID in case Concurrent Employment for HCM Payroll US is active
The Personnel Number otherwise
Type of form (one of below types):
W2 (W-2 Document)
W2C (W-2 Correction Document)
W2PR (W-2 Document for Puerto Rico)
W2CPR (W-2 Correction Document for Puerto Rico)
Creation Date (8 digits, in YYYYMMDD format)

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

This is the date your non-SAP forms were sent to your employees.
Example
TXCO_2016_12345678_W2_20170201.pdf

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRPAYUS_MESSAGES127 - File "&1": File does not follow the name template. See long text. ?

  The SAP error message HRPAYUS_MESSAGES127 indicates that a file does not conform to the expected naming convention or template required by the system. This error typically arises in the context of payroll processing or data uploads where specific file formats and naming conventions are enforced.
  Cause:
  The error is triggered when:
  
  The file name does not match the predefined naming template set by the SAP system.
  The file may be missing required components in its name, such as specific prefixes, suffixes, or date formats.
  There may be a mismatch in the expected file extension (e.g., .txt, .csv) or the file may be incorrectly formatted.
  
  Solution:
  To resolve this error, you can take the following steps:
  
  
  Check Naming Convention: Review the documentation or guidelines provided for the specific file you are trying to upload or process. Ensure that the file name adheres to the required naming template.
  
  
  Rename the File: If the file name is incorrect, rename the file to match the expected format. This may include:
  
  Adding or removing specific characters.
  Ensuring the correct order of elements in the file name.
  Using the correct file extension.
  
  
  
  Verify File Format: Ensure that the file is in the correct format (e.g., text, CSV) and that it contains the expected data structure.
  
  
  Consult Long Text: The error message suggests checking the "long text" for more details. In SAP, you can often find additional information about the error by clicking on the message or using transaction codes like SE91 to look up the message class and number.
  
  
  Test with Sample Files: If you are unsure about the naming convention, try using a sample file that is known to work and compare its name and format with your file.
  
  
  Check Configuration: If you have access to the configuration settings, verify that the naming conventions set in the system match what you are trying to use.
  
  
  Related Information:
  
  SAP Documentation: Refer to SAP Help documentation for specific modules related to payroll processing (e.g., SAP HR, SAP Payroll).
  SAP Notes: Check SAP Notes for any known issues or updates related to this error message.
  Community Forums: Engage with SAP community forums or user groups for insights from other users who may have encountered similar issues.
  
  By following these steps, you should be able to identify the cause of the error and implement the necessary changes to resolve it.