Payroll to finance
Exact Online to YouForce integration: monitoring cost centres and posting the payroll journal
With an integration between Exact Online and Visma Raet YouForce, the cost centres in YouForce stay in line with those in Exact Online, and the payroll journal of every processed run is posted as one general journal entry in the right Exact division. Finance no longer imports a journal file and sees a rejected entry with its reason.
What the integration does
Organisations that run payroll in YouForce and have an administration per client in Exact Online import a journal file by hand after every run. Cost centres created in Exact are often still missing in YouForce, and the payroll costs then end up on a catch-all cost centre.
- Every day KoppelHet compares the cost centres in Exact Online with those in YouForce and puts the differences on a list for payroll.
- After a processed payroll run KoppelHet fetches that run's journal lines from YouForce.
- KoppelHet adds up the lines per employee into lines per account, cost centre and cost unit, and chooses the Exact division based on the client.
- The journal goes to Exact Online as one general journal entry.
- KoppelHet checks the status in Exact and reports a rejected entry with its reason to finance.
Back: Payroll journal per processed run · Split over cost centre and cost unit
What to watch for with Exact Online and Visma Raet YouForce
- YouForce lets an integration read cost centres, but not create them. KoppelHet therefore compares the cost centres from Exact with YouForce and gives payroll a list of what is missing, before the next run puts payroll costs in the wrong place.
- A cost centre code in Exact Online can only be changed with the recode function. KoppelHet spots such a recode in the comparison and reports it, because YouForce keeps using the old code until payroll changes it.
- YouForce supplies the journal per employee, with hours and FTE. Exact Online limits the number of requests per minute and per day per division, so KoppelHet sums the lines first and posts the journal as one entry with lines.
- With several clients in YouForce, each client belongs to its own division in Exact. The client on the journal line decides where the entry lands.
- A posted general journal entry cannot be changed in Exact Online. If a run needs correcting, KoppelHet posts a reversal and then the right journal, so the history stays visible in the books.
- KoppelHet only requests the journal lines of the new run each time and remembers which runs have been posted, so a run never reaches Exact twice.
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 create cost centres in YouForce?
No, YouForce does not allow that through the API. Payroll creates them based on the difference list.
What happens if Exact rejects an entry?
KoppelHet reports the rejection with the reason from Exact to finance. After correction the journal is offered again.
What can be traced afterwards for an audit?
Every entry and every action of the integration is in the audit logging of the KoppelHet platform, with the payroll run it belongs to.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Youforce Data API (journal lines per employee with jobs for incremental exports; fields include CostCenterCode, CostTypeCode, CostUnitCode, Amount, Year and ProductionPeriod) and the WFM API for cost centres (read only, code at most seven characters). Authorisation per tenant in the Visma developer portal.
- Exact Online through the REST API with OAuth, per division - Costcenters (code can only be changed by recoding) and GeneralJournalEntries with one entry and several lines; GLAccount as GUID. General journal entries can be created, read and deleted, not updated; correction through Reversal. API limits per minute and per day per division.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact Online | Field in Visma Raet YouForce | Notes |
|---|---|---|
Costcenters (Code, Description, Active) | Kostenplaats in YouForce | Difference list; YouForce allows reading only through the API |
Opdrachtgever (YouForce) | Division (Exact) | |
Grootboekrekening | GLAccount (GUID) | Looked up by account code |
CostCenterCode | CostCenter | |
CostUnitCode | CostUnit | |
Amount | AmountDC | Summed across employees |
Year en ProductionPeriod | FinancialYear en FinancialPeriod | |
Salarisrun | Omschrijving en referentie van de boeking |
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