HR to ERP
ADP Workforce Now to Exact Online integration: Dutch workers from ADP compared with Exact, with cost centres
With an integration between ADP Workforce Now and Exact Online, KoppelHet compares the Dutch workers in ADP with the employees in Exact, on worker ID, name, home department, cost number and dates. Exact Online only lets an integration read employees; hires, leavers and differences therefore go on a worklist for the administrator, and KoppelHet creates a cost number missing in Exact as a cost centre there.
What the integration does
Organisations that run their US or international HR in ADP Workforce Now and the Dutch books and hours in Exact Online only notice that someone is new when the first timesheet fails. If a colleague changes cost number in ADP, their hours stay on the old cost centre in Exact.
- HR records a hire, termination or change for a Dutch worker in ADP.
- ADP sends an event; KoppelHet fetches the worker and checks whether they belong to the Dutch payroll group or work location.
- If the cost number does not exist in Exact, KoppelHet creates the cost centre.
- Hires, rehires, leavers and other differences go on the worklist.
- After the change in Exact the line disappears at the next comparison.
What to watch for with ADP Workforce Now and Exact Online
- ADP has a separate event for a change of home department, cost number or business unit. KoppelHet uses that event to create a new cost number as a cost centre in Exact straight away, before the worker books their first hours on it.
- ADP masks date of birth, national IDs and pay in the API by default. Exact does not need that data for hours and cost centres. KoppelHet therefore requests the workers masked, so nothing needs to be unmasked in ADP for this integration.
- A worker in ADP has one worker ID per client and a position ID per job. In Exact an employee's code is unique per division. KoppelHet compares on worker ID, so someone with two Dutch positions stays one employee in Exact.
- ADP derives whether a worker is still employed from the primary assignment. A worker going on leave gets a separate event in ADP, but is not a leaver. KoppelHet only puts a termination on the worklist as a departure, so someone on parental leave stays active in Exact.
- In ADP the manager is the position ID of the person the worker reports to. In Exact a manager must be a user in the same division. KoppelHet looks up the worker behind that position and puts them on the worklist if they are not a user in Exact.
- With a reference date KoppelHet requests the workers' state on a day in the future. A hire or departure taking effect next month is therefore already on the worklist, so the administrator updates Exact before the first or last working day.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Why no automatic entry of employees in Exact?
Exact Online's REST API can only read employees. KoppelHet prepares the work on a worklist and then checks that Exact is right.
Does ADP need to unmask sensitive data?
No. This integration does not use date of birth, national IDs or pay, so the default masking stays on.
Do hours from Exact go back to ADP?
Not in this integration. That can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP Workforce Now through the Worker Management API: GET /hr/v2/workers with $filter on workAssignments/homeWorkLocation or payrollGroupCode, asOfDate (MM/DD/YYYY), paging with $top (maximum 100) and $skip, masked by default. Events worker.hire, worker.rehire, worker.terminate, worker.onLeave, worker.reportsTo.modify and worker.workAssignment.homeOrganizationalUnits.modify; events only occur for changes made in Workforce Now itself, not through the API. Which workers are visible is set by People Access.
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters with POST (Code and Description mandatory, code only changeable by recoding). payroll/Employees and hrm/Departments GET only; Manager must be a user in the same division.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP Workforce Now | Field in Exact Online | Notes |
|---|---|---|
workAssignments.homeWorkLocation of payrollGroupCode | Division | Dutch workers only |
workerID | Employees.Code (vergelijking) | |
legalName (givenName, familyName1) | Employees.FirstName en LastName (vergelijking) | |
businessCommunication.emails | Employees.BusinessEmail (vergelijking) | |
homeOrganizationalUnits (Home Cost Number) | Costcenters.Code | |
homeOrganizationalUnits (Home Department) | Departments.Code (vergelijking) | Through a table |
workAssignments.reportsTo | Employees.Manager (vergelijking) | |
hireDate en terminationDate | Employees.StartDate en EndDate (vergelijking) |
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