HR to ERP
Dayforce to Exact Online integration: cost centres and a work list for new and leaving employees
With an integration between Dayforce and Exact Online, finance in Exact gets a daily work list of the Dutch hires, transfers and leavers from Dayforce, and new cost centres reach the right Exact division automatically. KoppelHet does not write employees into Exact itself, because the Exact API does not allow it; the work list and a daily comparison make sure nothing is missed.
What the integration does
Organisations that schedule and pay staff in Dayforce and keep Dutch accounts in Exact Online maintain employees and cost centres in Exact by hand. A new site or a transfer is then in Dayforce for weeks before hours and costs land correctly in Exact.
- KoppelHet requests the changed employees at Dutch locations from Dayforce daily, with work assignment, organisation and employment status.
- A new ledger code on a work assignment becomes a cost centre in the Exact division of that location.
- New employees, transfers and leavers appear on the work list for finance with their date.
- Finance processes the work list in Exact.
- The daily comparison puts differences between Dayforce and Exact back on the list until they are resolved.
What to watch for with Dayforce and Exact Online
- Exact Online only allows employees, employments and departments to be read through the REST API. The API can create cost centres. KoppelHet therefore only writes cost centres and puts new and leaving employees from Dayforce on a work list.
- Dayforce keeps work assignment and employment status with a start and end date, and returns today's state by default. KoppelHet also requests a period ahead, so a hire for next month is already on the work list before the first hours reach Exact.
- An employee can have several work assignments in Dayforce, one of which is primary. In Exact an employee belongs to one department with one cost centre. KoppelHet uses the primary work assignment and reports additional ones on the work list.
- Dayforce can split an employee's payroll costs over several ledger codes. Exact Online has no split over cost centres per employee. Such a split stays in Dayforce and appears as a remark on the work list, so finance knows why hours and payroll costs differ.
- Dayforce omits a field when it is empty, and also when the integration's role has no access to it. KoppelHet therefore checks per run that work assignment and employment status came through, before a missing value appears as a difference on the work list.
- In Exact a manager must be a user in the same division. A manager from Dayforce who works in another country therefore appears as a remark on the work list, so finance chooses an approver in the Netherlands.
- The code of a cost centre in Exact can only change with the recode function. If an organisation unit in Dayforce gets a new ledger code, KoppelHet does not create a second cost centre but reports the recoding to finance.
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
Why does the integration not put employees into Exact itself?
The Exact Online REST API can only read employees. That is why KoppelHet creates a work list and checks daily whether Exact and Dayforce match.
Does the payroll journal from Dayforce go to Exact too?
Not in this integration. That can be added later as an extension, if you run Dutch payroll in Dayforce.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Dayforce through the REST API (https://www.dayforcehcm.com/api/{CompanyName}/V1/Employees/{XRefCode}) with expand on WorkAssignments (Position with Department, Location, LedgerCode, IsPrimary, EffectiveStart, EffectiveEnd), EmploymentStatuses, EmployeeManagers and GLSplits, with ContextDateRangeFrom and ContextDateRangeTo for future records. Fields are only returned with field-level access in the API user's role; empty fields are missing from the response.
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters with GET, POST, PUT and DELETE (Code and Description mandatory, EndDate as end date, code only changeable through recoding). payroll/Employees (Manager in the same division, not a subordinate), payroll/EmploymentOrganizations and hrm/Departments are read-only.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in Exact Online | Notes |
|---|---|---|
XRefCode van de medewerker | Code van de medewerker in Exact (vergelijking) | Read-only in Exact |
WorkAssignments: LedgerCode | Costcenters: Code | Confirm per customer that this is the cost centre |
Omschrijving van de organisatie-eenheid | Costcenters: Description | |
WorkAssignments: Position.Department | Afdeling op de werklijst | |
EmploymentStatuses: EffectiveStart | Startdatum op de werklijst | |
EmploymentStatuses: EffectiveEnd of beëindigde status | Einddatum op de werklijst | |
EmployeeManagers | Leidinggevende op de werklijst | Must be a user in the same Exact division |
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