Exact HR to SAP S/4HANA integration: Dutch payroll costs from Exact Online payroll as a journal entry in S/4HANA

What the integration does

Organisations that use SAP S/4HANA as group ERP and have Dutch payroll processed in Exact Online payroll receive the payroll costs as a report after every run and post them by hand in SAP. If a cost centre changes in Exact, the cost allocation in SAP is only right again after a correction at month-end close.

1. Payroll finalises the payroll run in Exact.
2. KoppelHet fetches the paid lines and leaves out pro forma calculations and subtotals.
3. Amounts are totalled per pay component and cost centre and translated to SAP accounts and SAP cost centres through tables maintained by finance.
4. KoppelHet submits the journal entry asynchronously on the employer's company code.
5. KoppelHet waits for the confirmation from SAP and reports an error or missing confirmation to finance.

What to watch for with Exact HR and SAP S/4HANA

• You cannot get a payroll journal from the Exact Online API; the payroll service has no resource for it. What you can do is request the paid pay components per year and period. KoppelHet turns those into an SAP journal entry, with an account table maintained by finance.
• Besides allowances and deductions, Exact has pay components of type subtotal, which add up other lines. If the integration took them along, the payroll costs would be in SAP twice. KoppelHet only takes allowances and deductions.
• Exact returns payroll lines with a status from not entered to deleted, and has pro forma frequencies next to the real pay frequencies. Only finalised lines of a real frequency go to SAP, so a trial calculation never shows up as payroll costs in the group figures.
• For large postings SAP recommends the asynchronous variant of Journal Entry - Post, because the synchronous service can time out with many lines. KoppelHet uses the asynchronous service and first totals the Exact lines per account and cost centre, so even a large payroll run fits in one entry.
• With asynchronous posting the result comes back as a separate confirmation, and SAP describes a case where the inbound posting succeeds but the confirmation is not sent. KoppelHet only marks an Exact period as posted after a confirmation, and has finance check the SAP message monitor when a confirmation is missing before anyone posts again.
• If Exact pays every four weeks, the year has thirteen pay periods, while the fiscal year in S/4HANA usually has twelve periods. With finance we agree up front which posting date each four-week period gets, so SAP derives the right posting period.
• Exact cost centres are free codes per division; in SAP a cost centre belongs to a controlling area and must be valid on the posting date. KoppelHet translates through a table maintained by finance, and an Exact cost centre without an SAP counterpart stops the entry with a clear message.

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, architecture and compliance

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

Related

• Payroll to finance
• Exact HR integrations
• SAP S/4HANA integrations

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