Payroll to finance
Exact Online to HR2day integration: cost centres and cost units to HR2day, payroll journal per division
With an integration between Exact Online and HR2day, the cost centres and cost units in HR2day stay equal to those in Exact Online, and the payroll journal of every run is posted as a general journal entry in the right Exact division. A cost centre that expires in Exact shows up in HR2day in time, so no cost allocation keeps pointing at a closed cost centre.
What the integration does
Employers that run payroll in HR2day and book per administration in Exact Online create a journal file per administration after the payroll run, which finance imports and checks. A cost centre that is discontinued stays in HR2day and keeps receiving payroll costs for months.
- Finance creates a cost centre or cost unit in Exact Online, or gives an existing one an end date.
- KoppelHet fetches the changes per division and compares them with the cost centres of the employer in HR2day.
- New values are ready in HR2day; for a cost centre with an end date payroll gets a list of employees and cost allocations that still refer to it.
- After the payroll run KoppelHet reads the journal from HR2day and totals the lines per GL account, cost centre and cost unit.
- The journal arrives as one general journal entry with lines in the employer's division. A rejected entry reaches finance with the reason.
What to watch for with Exact Online and HR2day
- Exact Online can give a cost centre or cost unit an end date by which it must be inactive. A cost allocation in HR2day, in turn, can run in advance until a set date. KoppelHet compares the two and warns if an allocation runs longer than the cost centre exists in Exact.
- HR2day has a second cost dimension next to the cost centre, often used for projects. In Exact Online the second dimension is called cost unit. KoppelHet fills the second dimension in HR2day with the cost units from Exact and puts them back in the same place when posting.
- Each employer in HR2day belongs to its own division in Exact Online, and the API always works within one division. KoppelHet records per employer which division applies, so cost centres and journal of one foundation do not land in another.
- Exact only gives a cost centre or cost unit another code through the recode function. HR2day then keeps the old code. KoppelHet recognises the recode through the fixed identifier in Exact and shows payroll the old and new code side by side.
- Exact Online only posts a general journal entry in a period that exists in that division's period table. KoppelHet checks before posting whether the payroll period from HR2day exists in Exact, so a journal is not rejected halfway.
- A posted general journal entry cannot be changed in Exact Online. If HR2day produces a correction run, KoppelHet posts it as a separate entry with a reversal where needed, so finance can trace the history per run.
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 KoppelHet also create cost centres in Exact Online?
No. Exact is the source. Finance creates cost centres and cost units in Exact, and HR2day follows.
What if Exact rejects an entry?
Finance then gets an alert with the reason from Exact, such as a missing period or GL account. After the correction KoppelHet offers the journal again.
Can we post per employee?
It can, but it costs many more API requests and clutters the ledger. Usually we post per GL account, cost centre and cost unit.
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 on behalf of a user, per division in the URL. Costcenters and Costunits (GET, POST, PUT, DELETE; Code and Description mandatory; EndDate; code only changeable through recoding). GeneralJournalEntries (GET, POST, DELETE, no PUT) with JournalCode, FinancialYear, FinancialPeriod, GeneralJournalEntryLines and Reversal for correction entries; entries get type 90. API limits per minute and per day, per app and per division.
- HR2day runs on Salesforce. KoppelHet reads and writes through the Salesforce REST API with a connected app and an integration user with rights on cost centres, cost allocations and journal data only.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact Online | Field in HR2day | Notes |
|---|---|---|
Costcenters.Code en Description | Kostenplaats | Per division, at the employer in HR2day |
Costcenters.EndDate | Einddatum kostenplaats | Plus an alert if cost allocations still refer to it |
Costunits.Code en Description | Kostenplaats dim2 | |
Division | Werkgever | |
Looncomponent | GeneralJournalEntryLines.GLAccount | Through a fixed table; GLAccount is a GUID |
Kostenplaats en dim2 op de journaalregel | GeneralJournalEntryLines.CostCenter en CostUnit | |
Salarisperiode | FinancialYear en FinancialPeriod | The period must exist in Exact |
Run | JournalCode en omschrijving | Fixed general journal for payroll |
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