Payroll to finance
Exact HR to Unit4 integration: payroll costs from Exact Online payroll as a financial transaction in Unit4 ERPx
With an integration between Exact HR (Exact Online payroll) and Unit4 ERPx, the payroll costs of every finalised Exact payroll run automatically go to Unit4 as a financial transaction, per Exact division in the matching Unit4 company, per GL account and cost centre. KoppelHet builds that posting from the pay components of the run, because Exact does not offer a payroll journal through its API.
What the integration does
Organisations that process payroll in Exact Online payroll and use Unit4 ERPx as their financial system add up payroll costs by hand from Exact reports after every run and post them in Unit4. New pay components or cost centres easily slip through the cracks.
- Payroll runs payroll in Exact and finalises it, as today.
- KoppelHet fetches the pay components of that period, only the finalised ones and no pro forma.
- Amounts are totalled per pay component, cost centre and cost unit and linked to a Unit4 account through a lookup table.
- KoppelHet checks in Unit4 whether every account is postable in that company and period, and submits the transaction.
- Finance reviews the transaction in Unit4.
What to watch for with Exact HR and Unit4 ERP
- Exact Online has no payroll journal in its API. The pay components per payroll run can be retrieved, with amount, cost centre, cost unit and department. KoppelHet builds the Unit4 posting from those, with a lookup table from pay component to Unit4 account that finance maintains.
- Exact has pay components of type allowance, deduction and subtotal. A subtotal adds up other lines; KoppelHet leaves subtotals out, so payroll costs do not land in Unit4 twice.
- Exact returns payroll lines per status, from entered to finalised, and also has pro forma frequencies. KoppelHet only takes finalised lines of a real pay frequency, so a trial calculation never reaches the ledger.
- If Exact pays every four weeks, there are thirteen pay periods per year and twelve accounting periods in Unit4. KoppelHet agrees with finance up front which Unit4 period each four-week period falls into.
- Unit4 accepts one transaction per call, with at most 500 transaction details. Exact returns pay components per employee; KoppelHet therefore totals them per account and cost centre first, so even a large payroll run fits in one transaction.
- Unit4 has a separate check whether an account is postable in a company and period. KoppelHet uses it before submitting, so a closed period or a blocked account gives a clear message instead of a half-processed posting.
- Every employer is its own division in Exact Online. KoppelHet fetches the payroll per division and posts it in the Unit4 company that belongs to it, even when finance keeps several employers in one Unit4 environment.
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 not simply use the payroll journal from Exact?
Exact posts the payroll journal in its own Exact ledger, but does not offer it as an API source. The pay components it does; KoppelHet builds the posting from those.
Does this also work with Exact Globe or Synergy?
No. This page assumes Exact Online payroll. Exact Globe usually runs on premises and is outside this integration.
What if a new pay component is added?
Then KoppelHet holds the posting and asks finance for the account for that component. That way an amount never lands on the wrong account.
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), GET only - /api/v1/beta/{division}/payroll/PayrollTransactionsByPayrollYear (pages of 1,000; filters only on Employment, Frequency, PayrollComponent, PayrollYear, Period and Status; Status 6 is finalised, Frequency 11 to 15 is pro forma) and /api/v1/beta/{division}/payroll/PayrollComponents (Code, Type 1 allowance, 2 deduction, 3 subtotal, GLClassification).
- Unit4 ERPx through the Financial Transactions API - GET /v1/financial-transactions/account/{companyId}/{account}/{period} as a pre-check, POST /v1/financial-transactions-validate and POST /v1/financial-transactions (one transaction per call, at most 500 transaction details). For large volumes there is the Financial Transaction Batch API. Access with Client ID and Client Secret.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact HR | Field in Unit4 ERP | Notes |
|---|---|---|
PayrollComponentCode | Rekening in Unit4 | Lookup table per pay component, with GLClassification as a guide |
CostCenterCode | Kostenplaats-dimensie | |
CostUnitCode | Tweede dimensie, bijvoorbeeld project | Configuration choice of finance |
CalculatedAmount | Bedrag | Sign according to allowance or deduction type |
Division (Exact-administratie) | Bedrijf in Unit4 | Fixed mapping per division |
PayrollYear en Period | Periode in Unit4 |
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