Payroll to finance
Exact Online to Loket integration: matching cost centres and every journal run monitored
With an integration between Exact Online and Loket, every cost centre from Exact is also in Loket's journal profile, with the right cost units. The payroll journal therefore lands on the right cost centres in Exact, and KoppelHet reports a journal run that gets stuck.
What the integration does
Organisations that run payroll in Loket and keep their books in Exact Online often get stuck before the journal: a new cost centre in Exact is missing in Loket, the journal run gets stuck on an unknown combination, and nobody notices a failed journal run until finance misses the payroll costs.
- Finance creates a cost centre in Exact Online, as today.
- KoppelHet sees the new cost centre and adds it to the payroll administration's journal profile in Loket, with the same code.
- KoppelHet records which cost units the cost centre may be combined with, so Loket can allocate the payroll costs.
- After the payroll run Loket creates the journal run.
- KoppelHet checks the status of the journal run and reports an error or a failed export to payroll and finance.
Back: Status of every journal run, as an alert to payroll and finance
What to watch for with Exact Online and Loket
- A journal run in Loket has a status, from ready for journalising to journal exported. Export failed and error on creation are separate statuses. KoppelHet reads them after every payroll run and reports a run that gets stuck, before finance misses the payroll costs in Exact.
- Loket only allocates payroll costs to combinations of cost centre and cost unit that are allowed in the matrix. If a combination is missing, Loket reports on the journal run that no allocation was found. KoppelHet therefore adds a new cost centre from Exact to that matrix straight away, with the agreed cost units.
- Exact Online sets no fixed length for a cost centre code, while Loket accepts at most twenty characters for the code and fifty for the description. KoppelHet does not pass on a longer code from Exact in shortened form, because the posting in Exact would no longer match; finance gets an alert.
- A cost centre in Exact can get an end date after which it is inactive. Employees in Loket may still be on it. KoppelHet does not delete the cost centre in Loket, but tells payroll which cost centre is about to expire.
- A code in Exact only changes through recoding. Loket treats the new code as a different cost centre. KoppelHet spots such a recode because the internal ID in Exact stays the same, and asks payroll to move the employees.
- Loket can keep journal profiles at the level of the accounting firm or per payroll administration. KoppelHet only adds a cost centre from one employer's Exact division to that payroll administration's profile, so the firm's other clients do not see it.
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 delete cost centres in Loket?
No. KoppelHet reports a cost centre that expires in Exact to payroll. Payroll moves the employees and then cleans up the cost centre itself.
Does this also work if an accounting firm manages Loket for us?
Yes. The firm gives the integration access to your payroll administration, and KoppelHet only writes in that administration's journal profile.
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 - GET /api/v1/{division}/hrm/Costcenters (ID, Code, Description, Active, EndDate, Modified); the code can only be changed with the recode function.
- Loket through the REST API with OAuth - POST and PATCH on /v2/providers/employers/payrolladministrations/journalProfiles/{journalProfileId}/costCenters (code 1 to 20 characters, description 1 to 50, automaticallyLinkToAllCostUnits), PATCH on the CostCenterCostUnitMatrix, GET journal runs per administration with journalRunStatus (including 2 Error on creation, 6 Export failed, 7 Journal exported) and GET .../journalruns/{journalrunId}/errors.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact Online | Field in Loket | Notes |
|---|---|---|
Code (Costcenters) | code (costCenter) | Loket accepts at most 20 characters |
Description | description | Loket accepts at most 50 characters |
Active en EndDate | Melding aan de salarisadministratie | No automatic deletion |
Division (administratie) | Journaalprofiel van de loonadministratie | |
Nieuwe kostenplaats | CostCenterCostUnitMatrix of automaticallyLinkToAllCostUnits | |
journalRunStatus | Melding bij Fout bij aanmaken of Exporteren mislukt |
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