Payroll to finance
Dynamics 365 and Loket integration: dimensions as cost centres in Loket, journal results in Dynamics
With an integration between Microsoft Dynamics 365 and Loket, the cost centre and project dimensions from Dynamics reach Loket automatically as cost centres and cost units, and the results of every journal run then land in Dynamics 365 as a journal. Finance posts the payroll journal without an export file, and payroll only uses codes Dynamics knows.
What the integration does
Organisations that use Dynamics 365 as group ERP and run Dutch payroll in Loket, often through an accounting firm, pass on new cost centres by email. After every run someone downloads the journal and converts it into a Dynamics import, while Loket only has its own export for a few other accounting packages.
- Finance adds a dimension value in Dynamics for the Dutch entity.
- KoppelHet adds it as a cost centre or cost unit to the journal profile in Loket.
- After journalising in Loket KoppelHet fetches that run's results.
- Accounts are translated to the Dynamics ledger, with cost centre and project as dimensions on every line.
- The journal is staged in Dynamics; in Loket the run gets the exported status.
Back: Journal per Loket run · Amounts per account, cost centre and cost unit
What to watch for with Microsoft Dynamics 365 and Loket
- Loket keeps cost centres and cost units separately, with a matrix of allowed combinations. Dynamics only has free dimensions. At the start we record which dimension becomes the cost centre and which the cost unit.
- How detailed Loket delivers the journal depends on how the ledger account is set up in Loket. With consolidation there is one line per account, with a cost account one line per combination of account, cost centre and cost unit. KoppelHet requests the result according to that setup, or always or never consolidated if finance prefers.
- A journal profile in Loket can sit at the level of the accounting firm or at one payroll administration. If a firm works for several clients, KoppelHet only adds the cost centres to the profile of your administration.
- Loket sends journals itself to a few accounting packages, not to Dynamics. KoppelHet fetches the results and then marks the run as exported, so the firm sees in Loket that the journal is in Dynamics.
- Business Central expects one signed amount per journal line. KoppelHet converts the Loket results and checks that the journal balances to zero before it reaches Dynamics.
- Business Central also lets the integration post a journal directly. KoppelHet only does so if finance chooses to; otherwise the journal stays as a draft.
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 this work with Business Central and with Dynamics 365 Finance?
Yes. The process is the same; only the connection on the Dynamics side differs.
We have several employers in Loket. Where does the journal go?
Per Loket employer we record which Dynamics company it belongs to. Each journal only goes to that company.
Our accounting firm already has a journal export in Loket. What changes?
That export is for a package other than Dynamics and can then be switched off. The firm journalises as always; KoppelHet takes over from there.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Business Central through the standard API (dimensionValue for reading, journal with the post action, journalLine with dimensionSetLines and one signed amount, run ID in documentNumber). Dynamics 365 Finance through the OData entities for journal headers and lines, with the dimension configuration for integrations set up.
- Loket through the REST API with OAuth - cost centres and cost units per journal profile (POST, PATCH, DELETE; code at most 20, description at most 50 characters), the CostCenterCostUnitMatrix, journal runs per administration and GetJournalRunResultsByJournalRunId with the consolidate parameter (BasedOnLedgerAccountConfiguration, Always or Never). After posting PatchJournalRunByJournalRunId with markAsSuccessfullyExported.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Microsoft Dynamics 365 | Field in Loket | Notes |
|---|---|---|
dimensionValue.code (kostenplaats) | code (kostenplaats) | At most twenty characters in Loket |
dimensionValue.displayName | description | At most fifty characters in Loket |
dimensionValue.code (project) | code (kostendrager) | |
generalLedgerAccount.code | accountNumber | Through a chart of accounts mapping |
costCenter.code | dimensionSetLines (kostenplaats) | |
costUnit.code | dimensionSetLines (project) | |
Bedrag | amount | One signed amount |
Journaalrun-ID | documentNumber | Makes every posting traceable to the run |
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