HR to ERP
Dayforce to NetSuite integration: employees from Dayforce as employee records in Oracle NetSuite, per subsidiary
With an integration between Dayforce and Oracle NetSuite, every employee from Dayforce automatically gets an employee record in NetSuite, under the subsidiary of their legal entity, with department and supervisor. After a termination in Dayforce the integration fills in the end date and the termination reason in NetSuite, and the record goes inactive.
What the integration does
Organisations with Dayforce for HR and payroll and NetSuite for accounting enter employees twice: first in Dayforce and later in NetSuite, once someone needs an expense claim or approval. A transfer to another legal entity or a departure only reaches NetSuite at month-end close.
- KoppelHet asks Dayforce which employees changed since the previous run or are starting soon.
- Per employee KoppelHet reads the work assignment, the legal entity, the manager and the status.
- KoppelHet creates or updates the employee record in NetSuite under the right subsidiary and department.
- On a termination KoppelHet fills in end date, category, reason and details.
- After the end date KoppelHet sets the record to inactive and switches off access to NetSuite.
What to watch for with Dayforce and Oracle NetSuite
- An employee assigned to the parent subsidiary in NetSuite cannot be moved to another subsidiary; on a child subsidiary that is possible. KoppelHet translates every legal entity from Dayforce to a child subsidiary and reports it if a legal entity would only fit the parent.
- When Termination Reason Tracking is on in NetSuite, category, reason, details and a regretted flag are mandatory on a departure. Dayforce records a reason with the status change, but no regretted flag. KoppelHet fills those four fields with a table per Dayforce reason that HR completes up front.
- On a departure NetSuite also asks for the employee's roles and access to be revoked. After the end date from Dayforce KoppelHet switches off access and sets the record to inactive, so the person disappears from pick lists but their transactions remain.
- A NetSuite user only sees records of their own subsidiary by default. If an employee moves to another legal entity in Dayforce, KoppelHet moves the record to that subsidiary, and tells the administrator if that employee's role needs to see more subsidiaries.
- Dayforce's employee list only returns keys, and the details cost one call per employee within a customer-wide limit of 100 per minute. KoppelHet uses the XRefCode as external ID in NetSuite, so a repeated run updates the same record instead of creating a second one.
- An empty field in Dayforce does not come back in the response. KoppelHet therefore distinguishes between a missing manager and a manager who has not changed, and keeps the supervisor in NetSuite until Dayforce provides a new 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
Does the payroll journal from Dayforce go to NetSuite too?
Not in this integration. The journal is a separate payroll to finance integration, which can be added later as an extension.
What if a department in NetSuite does not belong to the subsidiary?
Then the employee goes on a list for finance. KoppelHet does not create departments; that can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Dayforce RESTful Web Services: GET /api/{CompanyName}/V1/Employees with filterUpdatedStartDate, filterUpdatedEndDate and filterHireStartDate, then per XRefCode with expand (WorkAssignments, EmploymentStatuses, EmployeeManagers, OrgUnitInfos) and contextDate. Field-level access per data element; 100 employee details per minute at client level.
- NetSuite through SuiteTalk REST web services (employee record) with OAuth 2.0 and an integration role that only sees the linked subsidiaries; externalId as key. With Termination Reason Tracking, category, reason, details and regretted are mandatory.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in Oracle NetSuite | Notes |
|---|---|---|
XRefCode | Externe ID en entityId | Fixed key against duplicate records |
FirstName en LastName | firstName en lastName | |
Contacts (werkmail) | email | |
Legal entity van de org unit | subsidiary | Through a table |
Department | department | Must belong to the subsidiary |
EmployeeManagers | supervisor | |
HireDate | hireDate | |
TerminationDate en EmploymentStatusReason | releaseDate, terminationCategory en terminationReason |
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