Payroll to finance
Loket to AllSolutions integration: every Loket journal run as a posting in AllSolutions, with the status back in Loket
With an integration between Loket and AllSolutions, every successful Loket journal run automatically becomes a posting in AllSolutions, per payroll administration in the matching AllSolutions company, on GL account, cost centre and cost unit. KoppelHet then marks the journal run in Loket as exported, so payroll can see in Loket that finance has the posting.
What the integration does
Organisations that run payroll in Loket and keep finance and projects in AllSolutions cannot use Loket's journal export, because it does not support AllSolutions as a journal application. The journal then goes to finance as a file, and in Loket it remains unclear whether the run has been posted.
- Payroll runs payroll and journalises in Loket, as today.
- KoppelHet sees a journal run with results and fetches the lines, consolidated per account, cost centre and cost unit.
- Accounts and codes are translated to AllSolutions, through tables that finance maintains.
- KoppelHet switches to the AllSolutions company of that payroll administration and records one posting per journal run there.
- KoppelHet marks the journal run in Loket as exported, or as failed with the error message.
What to watch for with Loket and AllSolutions
- Loket itself only sends journals to applications a Loket user has an OAuth connection with, such as Exact Online, Twinfield and AccountView. AllSolutions is not among them. KoppelHet therefore fetches the results itself and takes on the role of journal application.
- Loket can return the results of a journal run consolidated or per line. KoppelHet always requests them consolidated, because AllSolutions counts per call and charges above 20,000 calls per month.
- After a change in cost allocation Loket can recalculate a journal run. That run only contains the differences, for example minus on the old and plus on the new cost centre. KoppelHet posts such a run as a separate correction in AllSolutions and not as a replacement of the first posting.
- Deleting a journal run in Loket removes nothing in other applications. If payroll undoes a run, KoppelHet tells finance which AllSolutions posting belongs to it; finance makes the reversal itself.
- Loket lets an external application set the journal run to exported or failed, without Loket sending anything itself. KoppelHet uses that, so payroll sees the status in Loket and does not have to look in AllSolutions.
- The AllSolutions integration account has one login company by default. If each Loket employer belongs to its own AllSolutions company, the account also gets the login companies function, so KoppelHet switches to the right company per journal run.
- Loket only creates a journal run if the previous payroll run also has a successful journal run. A run stuck on error in Loket therefore blocks the next one; KoppelHet reports a stuck journal run to payroll straight away.
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
Can't we just configure Loket's journal export?
Not for AllSolutions. Loket's export works with applications Loket has an OAuth connection with; AllSolutions is not among them.
Who processes the posting in AllSolutions?
Finance. AllSolutions processing functions cannot be reached through the API, so the integration stages the posting.
Can cost centres also go from AllSolutions to Loket?
That can be added later as an extension. Loket lets cost centres and cost units be created per journal profile through the API.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Loket through the REST API with OAuth - GET .../payrolladministrations/{payrollAdministrationId}/journalruns for the runs and their journalRunStatus, GET .../journalruns/{journalrunId}/results with consolidate=Always (fields generalLedgerAccount, costCenter, costUnit, payrollComponent, debetAmount, creditAmount; no results for status 0 to 3) and PATCH .../journalruns/{journalrunId} with markAsSuccessfullyExported or MarkAsProcessingFailed.
- AllSolutions through the REST API - POST {URLomgeving}/api/v1/Login with user, ClientID, Secret ID and a SHA1 signature, then the token and /api/v1/RefreshToken when needed. Switching company through Inlogbedrijven/-afdelingen (MWZBDR). Dates as EEYY-MM-DD, decimals with a point. Processing functions are not available through the API. The number of calls per day can be followed under Interfaces (MINTFA).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Loket | Field in AllSolutions | Notes |
|---|---|---|
generalLedgerAccount | Grootboekrekening | Lookup table if the charts of accounts differ |
costCenter | Kostenplaats | |
costUnit | Project of kostendrager | Configuration choice of finance |
debetAmount en creditAmount | Bedrag debet en credit | Decimal with a point |
Loonadministratie (payrollAdministrationId) | Inlogbedrijf in AllSolutions | Fixed mapping per employer |
Journaalrun en periode | Omschrijving en boekdatum (EEYY-MM-DD) |
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