Payroll to finance
Exact Online to Nmbrs integration: monitoring cost centres and posting the payroll journal
With an integration between Exact Online and Nmbrs, cost centres and cost units in Nmbrs stay in line with those in Exact Online, and the payroll journal of every run lands in the right Exact division. KoppelHet monitors the cost centres from Exact, converts four-week periods to accounting periods and reports a rejected entry per run.
What the integration does
Employers that run payroll in Nmbrs and book in Exact Online, with an administration per entity, often see new cost centres from Exact in Nmbrs too late. They are then not yet in place, so payroll costs land on a catch-all cost centre, and a rejected entry is only seen at month-end close.
- Every day KoppelHet compares the cost centres and cost units in Exact Online with those per company in Nmbrs.
- What is missing or blocked in Exact goes on a list for payroll, before the next run.
- After a completed run KoppelHet posts the payroll journal as a general journal entry in the Exact division of that company.
- KoppelHet checks the status of the entry and reports a rejected journal with the reason from Exact.
Back: Payroll journal per completed run · Conversion from four-week period to accounting period
What to watch for with Exact Online and Nmbrs
- Finance creates cost centres in Exact, payroll assigns them per employee in Nmbrs. If a new code is not yet in Nmbrs, payroll costs end up on a catch-all cost centre. KoppelHet lists the differences before the run.
- If Nmbrs runs payroll every four weeks, there are thirteen pay periods a year, while Exact usually books in twelve months. At the start we record which accounting period each four-week period falls into, so payroll costs sit in the right month.
- A cost centre code can only be changed in Exact through the recode function. KoppelHet sees such a recode in the comparison and reports it, because Nmbrs keeps using the old code until payroll changes it.
- Exact Online gives an entry the status open, processed or rejected. KoppelHet checks that status after every run and reports a rejected journal with its reason, so finance does not only discover it at month-end.
- A posted general journal entry cannot be changed in Exact Online. If a run has to be corrected, that is done with a reversal followed by the right journal, so the history stays visible.
- With several BVs, each Nmbrs company belongs to its own Exact division. KoppelHet records that split and compares cost centres per pair, so a cost centre of one BV is not chosen in the other.
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
What about audit logging, GDPR and our integration platform?
Every comparison and every entry is in the audit logging of the KoppelHet platform, so the auditor can see what was posted when. You are the controller and KoppelHet is the processor, under a data processing agreement. An existing integration platform is left alone.
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, per division - Costcenters (code only changeable through recoding), Costunits and GeneralJournalEntries with one entry and multiple lines; GLAccount as GUID. General journal entries can be created, read and deleted, not changed; correction through Reversal. API limits per minute and per day per division.
- Nmbrs through the Nmbrs REST API with OAuth 2.0, reading cost centres and cost units per company. The SOAP API stops on 1 March 2027.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact Online | Field in Nmbrs | Notes |
|---|---|---|
Costcenters.Code en Description | Kostenplaats per Nmbrs-bedrijf | |
Costunits.Code en Description | Kostendrager per Nmbrs-bedrijf | |
Costcenters.Active | Verschillenlijst (geblokkeerd of vervallen) | |
Nmbrs-bedrijf | Exact-administratie (division) | |
Journaalregel grootboekrekening | GeneralJournalEntryLines.GLAccount | Looked up as GUID via the account code |
Journaalregel kostenplaats en kostendrager | CostCenter en CostUnit | |
Nmbrs-periode (4 weken of maand) | FinancialYear en FinancialPeriod | |
Bedrag | AmountDC |
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