Corrected hours are not paid twice if the integration knows whether the payroll system adds a new delivery to the old one or replaces the old one with it. Loket and Nmbrs replace, Visma YouServe processes a change file only once, and AFAS does not warn about a duplicate payroll change coming in through an integration: so per system you send something different.
That sounds technical, but you see the effect on the payslip. An employee gets hours paid out twice, or a correction disappears and the hours are missing. Below, per situation, what happens and how to solve it.
Why corrections arise after payroll close
Hours are rarely completely fixed after a payroll period closes. A team leader approves a shift too late. A planner reopens a period because there was a mistake in it and closes it again. Absence in Protime still changes after the hours have already been processed.
Every correction is a second delivery for a period the payroll system already knows. The question is what the payroll system does with that second delivery.
Replace or add: the difference per payroll system
Loket overwrites a pay component if the same period and cost centre already exist. Nmbrs replaces a second delivery for the same period. If you send only the difference to these two, only that difference remains and you pay too little. That is why KoppelHet sends the full total of the period to Loket and Nmbrs with every correction.
Visma YouServe processes an imported change file only once. There, a correction goes as a new change with only the difference. If you send the full total again, YouServe adds it up and you pay twice.
AFAS gives no warning about a duplicate payroll change that comes in through an integration. The integration therefore records per shift or per closed period whether it has already been posted. A period that is sent again is then not paid twice.
Visma Raet YouForce receives a correction as a new line with the original date. How YouForce settles it depends on how the pay component is set up. We agree that in advance.
A reopened period in Dyflexis
A concrete example where it often goes wrong. A planner reopens a locked period in Dyflexis, adjusts a shift and closes the period again. Dyflexis then gives the period a new identifier. To the payroll system it looks like a new delivery.
If the integration sends only the new lines to Loket, the hours are there twice. With the full state of the period, Loket replaces the old delivery and the hours are correct. Dyflexis also indicates in which target period the hours are paid. The integration posts to that period, even if the planner only now sends a period from last month. This applies to Dyflexis with Loket and to Dyflexis with Nmbrs.
Hours in a period that is already closed
Not every payroll system accepts hours in an earlier period. Nmbrs refuses them, unless retroactive changes are explicitly allowed there. Late hours then land in the current period, with the original date attached and an alert for the payroll administration. That way it stays visible where the hours actually belong.
AFAS can post hours in the period of the shift or in the current payroll run. Shifts that are still approved after the close, we post according to the method your payroll administration uses. More about retroactive changes in general is under effective dates and retroactive changes.
Keeping rejected lines visible
A correction that does not arrive is just as harmful as a duplicate one. A submission in YouForce can be blocked or rejected. The integration follows that status and does not let a rejected line silently disappear.
For YouServe, the change file only works once Visma has set up the file format in the payroll administration. With an integration of Nedap ONS with YouServe, we put that on the schedule at the start.
How KoppelHet builds this
KoppelHet builds every integration per organisation on its own platform. How corrections are handled, we agree with the payroll administration before the first payroll run:
- which period applies to late hours;
- what happens to hours after the submission date;
- who gets an alert if a line is rejected.
The platform shows per payroll period how many lines were submitted, processed and rejected, and rejected lines get an alert with the reason. The full explanation is on the page hour corrections after payroll close. How hour types end up on the right pay component in the first place is under worked hours and allowances to payroll, and the whole process on leave, absence and time.