Payroll to finance
AFAS to AllSolutions integration: the AFAS Profit payroll journal posted in AllSolutions
With an integration between AFAS Profit and AllSolutions, the payroll journal of every approved payroll period in AFAS lands automatically as a posting in AllSolutions, per employer, on the right GL accounts, cost centres and projects. Accounts that AFAS extended with cost centre codes during journalising are translated back to the AllSolutions chart of accounts by KoppelHet, so finance no longer has to rebuild an import file.
What the integration does
Employers that run payroll in AFAS Profit and finance and projects in AllSolutions post the journal overview into AllSolutions by hand after every period. The account numbers in that overview are extended with cost centre codes, so every month finance works out again which account and cost centre belong together.
- Payroll journalises the period in AFAS, as today.
- KoppelHet fetches the payroll journal per employer, with the original account numbers and the cost centres and cost units as separate data.
- Every line gets the AllSolutions account, cost centre and project, through lookup tables that finance maintains.
- KoppelHet selects the AllSolutions company that belongs to the employer and records the posting in the payroll journal book.
- Finance reviews the posting in AllSolutions and completes processing there. The KoppelHet platform shows which posting belongs to each AFAS period.
What to watch for with AFAS Profit and AllSolutions
- AFAS can replace account numbers in the payroll journal per employer, for example extended with a cost centre code. AllSolutions does not know those extended numbers and rejects them. KoppelHet therefore reads the original account and the cost centre separately from AFAS and translates each to its own code in AllSolutions.
- AFAS passes up to five dimension axes per employer. Which fields of the AllSolutions posting screen are open to an integration is decided by the organisation itself in AllSolutions. Per axis we record which field it lands on, and an axis without a destination is reported by the integration before anything is posted.
- Two employers in AFAS are usually two companies in AllSolutions. The integration account in AllSolutions always starts in one company; KoppelHet switches to the right company per employer before recording the journal.
- AllSolutions checks a posting through the integration with the same rules as on screen. An unknown journal book or one of the wrong type gives the same message finance would see. KoppelHet shows that message against the AFAS period in the platform.
- AllSolutions processing functions cannot be called through the integration. The posting is staged as with manual entry, and the processing step stays with finance.
- AllSolutions creates one line per call through the integration, and above a fixed number of calls per month AllSolutions charges. KoppelHet therefore first totals the AFAS lines per account, cost centre and project, instead of passing the journal on per employee.
- A correction period that AFAS processes after the main period was approved becomes its own posting in AllSolutions, with the period in the description. Finance can see which amount belongs to the correction.
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
Can cost centres and projects also go from AllSolutions to AFAS?
That can be added later as an extension. We start with the payroll journal; after that the same integration can add cost centres from AllSolutions to AFAS, so HR only picks valid codes.
Who sets up the REST API in AllSolutions?
The REST API is a module your AllSolutions consultant activates. Your application administrators set up which screens and fields are open; we provide the list of fields the integration needs.
What happens if an account does not exist in AllSolutions?
Then the integration does not post the period and the AllSolutions message is shown in the platform, with the line. After a change in the lookup table we send the period again.
Does salary information per employee go to AllSolutions?
No. The integration posts totals per account, cost centre and project. Detail per employee stays in AFAS.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- The payroll journal is read from AFAS with a dedicated GetConnector on the Medewerker journaalpost data collection, which holds the original account numbers from the journal structure.
- AllSolutions through the REST API (a module per environment). Login with POST /api/v1/Login (user code, password, the interface code ClientId and a SHA1 signature over user, ClientId and Secret ID); the refresh token can be used once. Switching company through the MWZBDR browser with the afdelingWijzig action. Records through POST /api/v1/{browserlabel}, lines through a shortcut, one record per POST.
- Which browsers, fields and labels the API exposes is set up by the customer with views and settings for the REST API; documentation is generated per environment from Interfaces (MINTFA). Use is free up to 20,000 calls per month.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in AllSolutions | Notes |
|---|---|---|
Oorspronkelijke rekening (Medewerker journaalpost) | Grootboekrekening | Through a lookup table; not the replaced number from the journal overview |
Kostenplaats | Kostenplaats | Field name follows the REST API label the customer sets in AllSolutions |
Kostendrager | Project of kostendrager | Agreed per customer |
Bedrag en debet/credit | Bedrag | Decimal with a point as separator |
Voorkeursdagboek van de werkgever | Dagboek | Must exist in AllSolutions and be a general journal book |
Werkgever | Inlogbedrijf | Fixed mapping per employer |
Periode, jaar en werkgever | Omschrijving en boekdatum | Makes the posting traceable to AFAS |
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