The Koninklijke Bibliotheek (KB), the national library of the Netherlands, keeps employee records in Visma Raet YouForce and runs its financial administration in AFAS. The integration moves employees, their manager and cost centre, and the payroll journal entries from YouForce to AFAS automatically.
Connected systems: Visma Raet YouForce → AFAS
Category: Payroll to finance
The situation
YouForce is the source for everything related to staff and pay. AFAS is the KB's financial system. Employees are needed there as users, as cost carriers and for approvals by their manager. The payroll outcome has to reach the books as a journal entry. Without an integration, all of that is manual.
What the integration does
Employees
- Joiners, changes, leavers. New employees appear in AFAS as an employee and as a user. Changes follow. An end date in YouForce ends the employment in AFAS on that date; when someone returns, they are employed again.
- A signal when data is missing. When something AFAS needs to create a user is missing, the KB gets a notification instead of a half-created employee.
- Manager. The manager in AFAS follows the organisation structure in YouForce, also when a department has no manager of its own.
- Cost centre. The department in YouForce decides the cost centre in AFAS.
- Internal or external. The employment type decides whether someone is an internal or external employee in AFAS.
Payroll journal entries
- The payroll postings from YouForce reach AFAS on the right general ledger accounts, recognisable per period, including the back-pay period.
Extension: rates for external staff
- For external staff, the rate and supplier from YouForce go to AFAS. When it is unclear which rate applies, the integration reports it instead of guessing.
What it changed
HR works in YouForce and Finance in AFAS, without anyone retyping employees. The manager in AFAS follows the organisation structure in YouForce. The payroll posting reaches the books by itself, and each period can be told apart.
Systems
- Source: Visma Raet YouForce
- Target: AFAS Profit
- Direction: one-way, YouForce → AFAS