Lease and mobility
AFAS to NS Business integration: employees to NS Go, travel costs per pay code back in AFAS
With an integration between AFAS Profit and NS Business (NS Go), every new employee from AFAS appears in NS Go the next day, with address, employer and cost centre, and the NS-Business Card stops on the end date. Deductions and allowances from NS Go go back to AFAS per pay code as payroll mutations, so nobody retypes the NS Go payroll export any more.
What the integration does
Employers that offer NS Go instead of a fixed travel allowance add new colleagues to NS Go with an Excel template and retype the payroll export into AFAS every month. A leaver sometimes stays in NS Go for weeks, and a private trip or first-class upgrade is not always deducted.
- HR records a new employee in AFAS with address, work location and cost centre.
- The employee goes along in the daily import and appears in NS Go the next day under the right legal entity.
- After a move or another work location in AFAS, NS Go receives the new address, and the employee a notification to check their subscription.
- At the end of the period KoppelHet retrieves the costs per employee and pay code and puts them into AFAS as payroll mutations.
- The end date goes to NS Go straight away, so the card stops on the last working day.
Back: Deductions for private trips, first-class upgrades and costs above budget · Allowances such as mileage and working-from-home allowance
What to watch for with AFAS Profit and NS Business
- AFAS calculates a travel allowance on the payslip itself using the work location pattern. If NS Go also pays commuting kilometres or public transport, the employee gets paid twice. KoppelHet agrees per scheme which system pays which allowance, and only sends those pay codes to AFAS.
- For the work-related mobility report, AFAS counts an NS subscription paid by the employer as a business mobility service. NS Go also produces its own CO2 report per Chamber of Commerce number. Choose one source for the public transport part, or the same trip counts twice.
- In AFAS the Chamber of Commerce number belongs to the employer, and the AFAS report is made per Chamber of Commerce number. NS Go also splits users and reporting per legal entity. KoppelHet uses the employer in AFAS to choose the right entity in NS Go.
- The NS Go payroll export holds the amounts per pay code for each employee, with private trips masked. In AFAS each pay code becomes a pay component. An NS pay code without an entry in the lookup table becomes an alert for HR, not a silent payroll line.
- An office address in NS Go follows from the main location in the AFAS work location pattern. Someone who moves to another site in AFAS gets a new office address in NS Go. That can affect a Traject Vrij subscription, and NS Go notifies the employee.
- A registration already settled through salary can only be reversed in NS Go through HR or support. KoppelHet therefore books a period once in AFAS and keeps track of which lines have been processed, so a correction is not deducted twice.
- AFAS often knows the end date well in advance. NS Go shows a departure ahead of time and stops the card on the end date. The integration sends the date straight after it is recorded in AFAS.
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 we switch off the travel allowance in AFAS then?
For employees who travel with NS Go usually yes, or at least the public transport part. HR decides; the integration follows that agreement and only sends the matching pay codes.
What if an NS Go pay code does not exist in AFAS?
Then the integration does not pass that line on and HR gets an alert. After the lookup table is updated, the line still goes along in the same period, if it is still open.
Do we see in AFAS which private trips someone made?
No. NS Go masks private trips in the transaction overview. Only the amount per pay code reaches AFAS.
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 employees, addresses, employer, cost centre and employment, filtered on change date, under a dedicated app connector.
- Payroll mutations go to AFAS through the UpdateConnector HrCompMut. It does not check for duplicates; KoppelHet records per period and employee what has already been booked.
- According to NS, NS Go supports a daily import of a data file or a direct API connection, and a payroll export per period as Excel with a sheet per pay code and a transaction overview. NS publishes no technical API documentation; the connection is agreed per customer with NS.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in NS Business | Notes |
|---|---|---|
Medewerker (medewerkernummer) | Personeelsnummer | Fixed key in both directions |
Roepnaam, voorvoegsel en achternaam | Voornaam en achternaam | |
E-mail werk | E-mailadres | |
Woonadres | Thuisadres | |
Hoofdlocatie uit het werklocatiepatroon | Kantooradres | |
Werkgever (met KVK-nummer) | Juridische entiteit | |
Kostenplaats | Kostenplaats | |
Datum in dienst en datum uit dienst | Start- en einddatum dienstverband | |
Looncomponent (terug) | Looncode uit de payroll-export | Through a lookup table managed by HR |
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