Payroll to finance
AFAS to Unit4 integration: payroll journal posted in Unit4 ERP
With an integration between AFAS Profit and Unit4 ERP, the payroll journal lands in Unit4 automatically after every payroll period, on the right GL accounts, cost centres and projects. If an account is closed in Unit4, the integration holds the journal beforehand, so finance no longer has to chase a failed import.
What the integration does
Organisations with HRM and Payroll in AFAS Profit and finance and projects in Unit4 ERP rebuild the journal overview into an import file by hand after every payroll period. A wrong or closed account only comes to light when the import into Unit4 fails, sometimes days after the run.
- Payroll journalises the period in AFAS, as today.
- KoppelHet fetches the payroll journal and translates each AFAS account to the right Unit4 account, with cost centre and project or cost unit.
- Before posting, the integration checks in Unit4 whether every account is open in that period. If one line fails, the whole journal is held with an alert.
- The journal is in Unit4, posted directly or first staged for the familiar batch processing (GL07), so finance can still review it.
- In the KoppelHet platform you see the Unit4 posting number for each AFAS period.
What to watch for with AFAS Profit and Unit4 ERP
- Unit4 can tell in advance whether an account is open in a company and period. KoppelHet checks this for every account in the journal, so a closed account is caught before posting rather than at import.
- A single posting in Unit4 may have at most 500 lines. If the payroll journal is larger, KoppelHet stages it for the GL07 batch processing in Unit4.
- AFAS keeps debit and credit separate in the payroll journal, Unit4 expects one signed amount. The integration converts and checks that the journal balances to zero per period.
- In AFAS the account in the payroll journal can be extended with cost centre or cost unit codes. We split those apart again, as Unit4 wants cost centre and project as separate elements next to the account.
- AFAS no longer supports its old exports for external accounting packages. Anyone with a custom export to Unit4 so far depends on bespoke work; this integration replaces that.
- Unit4 works with monthly periods. An AFAS period that does not match a calendar month, such as a four-week period, is posted by agreement in the Unit4 period of its end date.
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
Do cost centres also go from Unit4 to AFAS?
We can add that to the same integration, so HR in AFAS only picks cost centres finance knows in Unit4.
What if an account is closed in Unit4?
Then the integration holds the whole journal and reports which account it is. There is never a half-posted journal.
We run Unit4 ERP on-premise. Is that possible?
What is described here applies to Unit4 ERPx in the cloud. For an on-premise version we look at which import option exists, and a small KoppelHet program runs inside your network.
Who decides whether the journal is posted directly?
Finance. Through the batch route the journal is staged in GL07 first, and finance can still review it there.
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 through a dedicated GetConnector.
- Unit4 ERPx is written through the Financial Transactions API (at most 500 lines, immediate validation) or the Financial Transaction Batch API for the GL07 import process.
- Unit4 ERPx has a separate API call to check whether an account can be posted in a company and period.
- Cost centre and project go to accountingDimension fields; the period in year-month form (for example 202609); externalReference holds period and employer.
- Cost centres from Unit4 to AFAS can go through the UpdateConnector for employer cost centres.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Unit4 ERP | Notes |
|---|---|---|
Rekening in de loonjournaalpost | account | Through a lookup table between both charts of accounts |
Kostenplaats | accountingDimension (kostenplaats) | Which dimension differs per Unit4 setup |
Kostendrager | accountingDimension (project of kostendrager) | |
Bedrag debet en credit | currencyAmount | One signed amount; credit negative |
Periode en jaar | period | In year-month form, for example 202609 |
Einddatum periode | transactionDate | |
Werkgever | companyId | Fixed mapping per employer |
Periode en werkgever | externalReference | Makes the posting traceable to AFAS |
Related
ADP Workforce Now → AFAS Profit
ADP Workforce Now to AFAS integration: Dutch employees from the US HR system in AFAS Profit
AFAS Profit → 4PS Construct
AFAS to 4PS Construct integration: payroll journal per employer in the right 4PS company
AFAS Profit → Adobe Creative Cloud
AFAS to Adobe Creative Cloud integration: users and product profiles from AFAS Profit
AFAS Profit → AG5
AFAS to AG5 integration: employees, employments and absence from AFAS Profit in the skills matrix