Leave, absence and time
AFAS to Inplanning integration: worked shifts and premium hours back to the payroll run
With an integration between AFAS Profit and Inplanning by Intus, worked shifts and premium hours from the shift planning go back to AFAS, ready for the payroll run. KoppelHet translates every hour type into a pay component in AFAS and reports an hour type without a pay component instead of skipping it.
What the integration does
Organisations that run payroll in AFAS Profit and schedule shifts in Inplanning have payroll enter irregular hours and extra hours from an hours overview into AFAS by hand after every month.
- HR records a new employee or contract change in AFAS; in Inplanning the employee is under the same employee number.
- Planners roster in Inplanning with the contract and schedule from AFAS, and see who is reported sick.
- Employees work their shifts and the ward closes the period in Inplanning.
- KoppelHet retrieves the worked shifts with premium hours and translates every hour type to a pay component in AFAS.
- The hours are ready in AFAS for the payroll run, in the period payroll uses.
Back: Worked hours per hour type as payroll change · Premium hours for evening, night and weekend · Extra hours of part-timers
What to watch for with AFAS Profit and Inplanning
- AFAS only processes hour types per day for employees with a daily schedule. If a part-timer is on a schedule in hours per week in AFAS, shifts from Inplanning cannot reach the payroll run per day through project costing. KoppelHet books payroll changes per period for that group.
- Hospitals and care organisations work with irregular-hours premium per time band. Every time band Inplanning distinguishes gets its own pay component in AFAS. An hour type without a pay component is not silently skipped but reported.
- The hours flow uses the employee number from AFAS as key, the number the employee also has in Inplanning. That way every shift lands on the right employment, without duplicate employees.
- Inplanning can also deliver hours as a CSV or XML file. That file then has to be imported into AFAS. With the integration that step disappears and payroll sees per shift what has and has not been booked.
- When a payroll entry is added, AFAS takes over a supplied GUID if it is unique. KoppelHet gives every shift from Inplanning a fixed GUID that way, so a shift that is later changed or removed corrects exactly that line in AFAS.
- A payroll entry in AFAS refers to an employee code that must already exist in Profit. A shift of someone who is in Inplanning but not in AFAS therefore does not arrive. KoppelHet puts such a shift on a list for payroll instead of dropping it.
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
What if a shift does not reach AFAS?
Every booked shift is in the logging of the KoppelHet platform, with an alert when a line could not be booked.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- According to Intus Inplanning connects through web services, including a REST API, or through CSV and XML files. We found no public Inplanning API documentation; retrieving worked shifts is agreed with Intus.
- In AFAS we book the hours through the UpdateConnector HrCompMut (HrCompMutGUID for corrections). If the organisation uses project costing, through PtRealization with hour types linked to a pay component per agreement; that does not work for employees with a schedule in hours per week.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Inplanning | Notes |
|---|---|---|
Medewerker (EmId) | Personeelsnummer in Inplanning | Key of the hours flow |
Dienstverband | Contract in Inplanning | |
Organisatorische eenheid | Afdeling in Inplanning | |
Uursoort in Inplanning (terug) | Looncomponent in HrCompMut | Through a table maintained by payroll |
Aantal uren per dienst (terug) | Aantal in de loonmutatie | |
Datum van de dienst (terug) | Periode van de loonmutatie |
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