Payroll to finance
Exact HR to AllSolutions integration: payroll costs from Exact Online payroll as a journal posting in AllSolutions
With an integration between Exact HR (Exact Online payroll) and AllSolutions, the payroll costs of every finalised payroll run automatically arrive in AllSolutions as a posting, per Exact division in the matching AllSolutions company, on GL account and cost centre. KoppelHet builds that posting from the paid pay components, because the Exact API does not provide a payroll journal.
What the integration does
Organisations that process payroll in Exact Online payroll and keep projects and finance in AllSolutions pull reports from Exact after every run and retype the payroll costs into AllSolutions. A new pay component or cost centre is then only noticed when project results do not add up.
- Payroll finalises the payroll run in Exact, as today.
- KoppelHet fetches the paid lines of that period and keeps only finalised lines.
- Amounts are totalled per pay component and cost centre and linked to an AllSolutions account through a table maintained by finance.
- KoppelHet switches to the AllSolutions company of that division and records the posting.
- Finance reviews and processes the posting in AllSolutions.
What to watch for with Exact HR and AllSolutions
- The payroll resources of the Exact Online API contain no payroll journal. Exact does return the pay components per payroll run, with amount, cost centre and cost unit. From those lines KoppelHet makes the posting for AllSolutions, with a table finance maintains itself.
- In Exact a pay component belongs to an employment condition group. Two groups can use the same code differently. KoppelHet therefore records the account per group and code, and a code without an account holds the posting back instead of putting it on a suspense account.
- The Exact bulk service for paid lines only filters on employment, frequency, component, year, period and status, and returns 1,000 lines per page. KoppelHet requests the year and period with status finalised per division, and pages until all lines are in.
- AllSolutions counts REST API usage. Up to 20,000 calls a month is free, above that you pay pro rata. KoppelHet therefore posts one summarised posting per division and period, not one line per employee.
- Through the REST API you only see browsers in AllSolutions for which a view and setting for the API have been set up, and per browser one view is active for the API. At the start we set up the posting browser with the AllSolutions consultant, first in acceptance and then in production with the export function.
- AllSolutions processing functions cannot be started through the API. The integration stages the posting; finance processes it in AllSolutions. That way control over payroll costs stays with finance, even when the integration runs automatically.
- Every employer is a separate division in Exact Online. The AllSolutions API account has one login company by default; with the login companies function added, KoppelHet switches to the right AllSolutions company per Exact division.
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 no payroll journal from Exact?
Exact does not offer the payroll journal through the API. It does offer the paid pay components, and KoppelHet builds the posting from those.
Does this also work with Exact Globe?
No. This page assumes Exact Online payroll. Exact Globe usually runs on premises and is outside this integration.
Who processes the posting in AllSolutions?
Finance. The integration stages the posting, processing happens in AllSolutions itself.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Exact Online through the REST API with OAuth 2.0 (app in the Exact App Center), read only: /api/v1/beta/{division}/payroll/PayrollTransactionsByPayrollYear (Status 6 is finalised, Frequency 11 to 15 is pro forma, 1,000 per page) and /api/v1/beta/{division}/payroll/PayrollComponents (Code, Type, EmploymentConditionGroupCode, GLClassification).
- AllSolutions through the REST API module: POST {URLomgeving}/api/v1/Login with interface code and Secret ID, then the token and /api/v1/RefreshToken. Switching company through Inlogbedrijven/-afdelingen (MWZBDR); dates as YYYY-MM-DD, decimals with a point. REST API settings move from acceptance to production through Interfaces (MINTFA).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact HR | Field in AllSolutions | Notes |
|---|---|---|
PayrollComponentCode | Grootboekrekening | Table per employment condition group, with GLClassification as a guide |
CostCenterCode | Kostenplaats | |
CostUnitCode | Project of kostendrager | Configuration choice of finance |
CalculatedAmount | Bedrag debet of credit | Decimal with a point |
Division | Inlogbedrijf in AllSolutions | Fixed mapping per division |
PayrollYear en Period | Boekdatum (EEJJ-MM-DD) en omschrijving |
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