HR to ERP
Dayforce to SAP S/4HANA integration: employees from Dayforce as workforce and business partner in S/4HANA
With an integration between Dayforce and SAP S/4HANA, every employee from Dayforce appears in S/4HANA automatically, with work agreement, company code, cost centre and the business partner that purchasing and expenses use. A new employee with a future start date is there in time, and after a termination in Dayforce the work agreement in S/4HANA becomes inactive.
What the integration does
Organisations that run HR and payroll in Dayforce and finance and purchasing in SAP S/4HANA have finance create employees in S/4HANA from an export. New colleagues cannot submit an order or expense claim in their first weeks, and leavers remain as active business partners.
- KoppelHet asks Dayforce which employees changed since the previous run, and which start in the coming weeks.
- Per employee KoppelHet fetches the details with work assignment, status, manager and legal entity, within Dayforce's limit.
- KoppelHet translates legal entity and department into company code and cost centre and sends the employee to the S/4HANA replication API.
- KoppelHet checks whether the employee and the business partner succeeded in S/4HANA and reports errors.
- After a termination in Dayforce the work agreement in S/4HANA becomes inactive.
What to watch for with Dayforce and SAP S/4HANA
- By default Dayforce returns data as it applies today. A new employee with a start date three weeks out has no valid work assignment today. KoppelHet finds new employees by hire date and reads their data as of the start date, so they start in S/4HANA with the right company code.
- Dayforce's employee list only returns XRefCodes; the details come per employee, with a limit of 100 employees per minute for the whole customer. KoppelHet therefore spreads the initial load over several runs and leaves room for other integrations on the same Dayforce.
- Dayforce omits an empty field from the response entirely. Without a check, a missing department would look like no change. KoppelHet stops for an employee without department or legal entity and reports it, instead of sending S/4HANA a work agreement without a cost centre.
- Which fields Dayforce's API user sees is set per data element. KoppelHet only asks for access to name, work email, work assignment, status, manager and organisation, and no salary or bank details, because S/4HANA does not need them for purchasing.
- Dayforce has the status groups active, inactive and terminated. In S/4HANA the status decides whether someone can still order or submit expenses. Inactive in Dayforce, such as long leave, stays active in S/4HANA by default; only terminated sets the work agreement to inactive.
- Replication to S/4HANA only finishes once the business partner is updated too; SAP names those two steps explicitly. KoppelHet checks both outcomes and reports an employee who is in S/4HANA but has no usable business partner yet.
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 S/4HANA too?
Not in this integration. The journal is a separate flow from payroll to finance, which can be added later as an extension.
What happens to employees in countries without an SAP company code?
They do not go to S/4HANA. KoppelHet only sends employees of legal entities with a recorded company code, and reports the rest.
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 and filterUpdatedEndDate (with filterUpdatedEntities) and filterHireStartDate, then per XRefCode with expand (WorkAssignments, EmploymentStatuses, EmployeeManagers, OrgUnitInfos, Contacts) and contextDate. Role RESTful Services > Employee with Web Services Field-Level Access; 10 per second or 100 per minute at client level.
- SAP S/4HANA Cloud Public Edition through the SOAP API Replicate Basic Master Data for Workforce from External HR Systems (WORKFORCEPERSONMASTERDATAREPLI), scope item 1FD, communication arrangement SAP_COM_0301; errors in the response or in Message Monitoring.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in SAP S/4HANA | Notes |
|---|---|---|
XRefCode | PersonExternalID | |
XRefCode + primaire work assignment | PersonWorkAgreementExternalID | |
FirstName en LastName | Naam van de persoon | |
Contacts (werkmail) | E-mailadres | |
Legal entity van de org unit | Bedrijfscode | Through a table |
Department of org unit | Kostenplaats | Through a table finance maintains |
EmployeeManagers | Manager | |
EmploymentStatuses | Status actief of inactief |
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