Payroll to finance
AFAS to IFS Cloud integration: the payroll journal as an external voucher in IFS
With an integration between AFAS Profit and IFS Cloud, the payroll journal arrives in IFS automatically as an external voucher after every approved payroll period, checked against the code string and ready in the hold table. Finance then updates the general ledger as with any other external voucher, without building an import file.
What the integration does
Organisations with payroll in AFAS Profit and finance in IFS Cloud convert the payroll journal into a file for IFS external vouchers after every run. Only when checking in IFS does it turn out whether a cost centre or account is wrong, and then the whole voucher is stuck.
- At the start we create a dedicated load type for payroll in IFS, with the parameters for voucher type and date.
- Payroll approves the period in AFAS, as today.
- KoppelHet fetches that employer's journal, translates account and analysis dimension to the IFS code parts and delivers the lines as an external voucher.
- IFS checks the lines. If they are correct, the voucher is in the hold table; if not, finance gets an alert with the error line.
- Finance updates the voucher to the general ledger in IFS. The KoppelHet platform shows the IFS load ID for each AFAS period.
What to watch for with AFAS Profit and IFS Cloud
- IFS loads external vouchers according to a load type set per company, and without a load type nothing can come in. We create one for payroll, so payroll postings in IFS stand apart from other external sources.
- Without a load group item IFS turns all delivered lines into one voucher. KoppelHet always fills that field with employer and period, so every AFAS employer gets its own voucher and a correction period does not merge into the regular period.
- IFS checks external lines against the code string, the posting rules and the user data. If one line has an error, the whole voucher with the same load group item stays loaded. KoppelHet therefore compares the AFAS cost centres with the IFS code parts beforehand and names a missing code before delivery.
- Approved external vouchers land in the IFS hold table, not directly in the general ledger. Finance keeps the last step in its own hands, and sees the payroll journal next to other vouchers still to be updated.
- Parameters per load type, such as voucher type and date handling, take precedence over the defaults in IFS. We set them for payroll at the start, so every payroll journal comes in the same way, whoever approves the payroll run.
- In AFAS an account number can be extended with a cost centre code, while IFS wants account and cost centre as separate code parts of the code string. The integration reads the original account number and puts the analysis dimension into the right code part.
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
Does the integration also post directly to the general ledger?
No. The voucher is in the hold table, and finance updates it like other external vouchers. Control stays with finance.
What if a cost centre does not exist in IFS yet?
Then the integration does not deliver the journal and reports which code is missing. After creating it in IFS the whole journal goes through.
Can employees also go from AFAS to IFS?
That can be added later as an extension, for example for hours on work orders. This integration covers the payroll journal.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AFAS is read with a dedicated GetConnector on the journal data per employer and processing line, summed per account and analysis dimension.
- To IFS Cloud through the external voucher interface. Delivery as a file under an external file template, in batch through IFS Connect with a reader and routing rule on file name, or through the IFS voucher projection where available in the environment. Then the steps Load, Check and Create Voucher; statuses Loaded, Checked, PartlyChecked and Created.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in IFS Cloud | Notes |
|---|---|---|
Grootboekrekening | Codedeel rekening | Through a lookup table |
Kostenplaats (verbijzondering) | Codedeel kostenplaats | |
Kostendrager | Codedeel project of ander codedeel | Chosen at the start, per the company's code string |
Werkgever | Company in IFS | |
Bedrag debet of credit | Bedrag op de transactieregel | |
Werkgever, jaar en periode | Load group item | One voucher per employer and period |
Laatste dag van de salarisperiode | Boekingsdatum |
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