Payroll to finance
AFAS to Workday Financial Management integration: the AFAS payroll journal as an accounting journal with worktags
With an integration between AFAS Profit and Workday Financial Management, the payroll journal of every closed AFAS period goes to Workday automatically as an accounting journal, on the employer's company and with cost centre and project as worktags. KoppelHet follows the import in Workday to the end and reports a rejected journal straight away, so finance does not have to search the import processes.
What the integration does
Organisations that run Dutch payroll in AFAS Profit and keep their ledger in Workday Financial Management convert the AFAS journal to a Workday template after every period. Cost centres have to become worktags, and an error only comes to light when someone searches the import processes in Workday.
- Payroll closes the period in AFAS.
- KoppelHet fetches the journal, sums per account and cost centre and translates to ledger accounts and worktags.
- The journal goes to Workday with a fixed ID per employer and period.
- KoppelHet follows the import process until it is done; on an error finance gets the message from Workday.
- In Workday the journal goes through the regular approval process for accounting journals.
What to watch for with AFAS Profit and Workday Financial Management
- Workday accepts a journal and then processes it in the background. The response to the delivery is only an acknowledgement. KoppelHet requests the status of the import process and only marks an AFAS period as posted once Workday has really created the journal.
- A journal line in Workday may not have both a debit and a credit amount, nor zero for both. AFAS keeps debit and credit apart. KoppelHet sets one of the two per line and leaves out lines that net to zero after summing.
- Workday accepts only one worktag of each type per line. If an AFAS cost centre is linked to two Cost Centers in the lookup table, KoppelHet holds the journal instead of letting Workday refuse it. Employees do not go along as worktag; the journal is summed per cost centre.
- A currency on the journal must match the company's default currency in Workday. The AFAS employer posts in euro, so the Dutch company in Workday must be in euro too. We check that at the start, because a company in dollars would refuse every payroll journal.
- Workday refuses a journal if the accounting date falls in a period that is not open, and a journal in an adjustment period must be marked as an adjustment journal. KoppelHet therefore posts an AFAS correction period only after agreeing date and journal type with finance.
- Workday can let the approval process of a journal complete automatically. KoppelHet does not do that. The payroll journal goes through the same approval as other accounting journals, so finance sees the payroll costs before they appear in the figures.
- Every journal gets a fixed ID from employer, year and period. If KoppelHet offers the same AFAS period again, for example after an error in the lookup table, Workday updates the existing journal instead of creating a second one.
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
Is Workday HCM running alongside Workday Financials?
Often yes, but this integration assumes the Dutch payroll is in AFAS. Cost centres from Workday to AFAS can be added later as an extension.
Do salaries per employee end up in Workday?
No. The journal is summed per account and worktag. The detail per employee stays in AFAS.
Who approves the journal?
Finance, through the regular approval process for accounting journals in Workday.
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 payroll journal per employer and period.
- To Workday through Workday Web Services (SOAP), operation Import_Accounting_Journal with Accounting_Journal_Data - required Company_Reference, Currency_Reference, Ledger_Type_Reference, Accounting_Date and Journal_Source_Reference; also Accounting_Journal_ID, Submit, Journal_Entry_Memo, Adjustment_Journal and lines in Journal_Entry_Line_Replacement_Data (Ledger_Account_Reference, Debit_Amount, Credit_Amount, Memo, Worktags_Reference). Business process parameters without Auto_Complete.
- Processing is asynchronous; the response is Put_Web_Service_Background_Process_Runtime_Response. Status through Get_Import_Processes and Get_Import_Process_Messages. Access through an Integration System User with a dedicated security group.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Workday Financial Management | Notes |
|---|---|---|
Werkgever | Company_Reference | |
Grootboekrekening | Ledger_Account_Reference | Through a lookup table |
Bedrag debet of credit | Debit_Amount of Credit_Amount | Never both on one line |
Kostenplaats (verbijzondering) | Worktags_Reference (Cost Center) | |
Kostendrager | Worktags_Reference (bijvoorbeeld Project) | Agreed per customer |
Laatste dag van de periode | Accounting_Date | |
Werkgever, jaar en periode | Accounting_Journal_ID en Journal_Entry_Memo | |
Vaste waarde | Journal_Source_Reference en Ledger_Type_Reference (Actuals) |
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