Payroll to finance
Dynamics 365 and YouForce integration: cost centres in check, payroll journal posted
With an integration between Microsoft Dynamics 365 and Visma Raet YouForce, the payroll journal is ready in Dynamics 365 automatically after every payroll run, split over ledger, cost centres and projects. Cost centres that exist in Dynamics but are missing or named differently in YouForce are visible to payroll before the run.
What the integration does
Organisations with Microsoft Dynamics 365 as ERP and Visma Raet YouForce for HR and payroll set the cost centre structure centrally in Dynamics. YouForce then still holds codes from before the last reorganisation, and every month the journal file from YouForce passes two people before it can go into Dynamics.
- KoppelHet compares the cost centres in Dynamics 365 with those in YouForce.
- Payroll gets a notice of codes that are missing in YouForce, named differently or no longer used in Dynamics, and fixes them before the run.
- After a processed run KoppelHet fetches the payroll journal from YouForce.
- The amounts are summed per account, cost centre and cost unit and translated to the Dynamics ledger.
- The journal is staged in Dynamics with the run number, so finance can review and post it.
Back: Payroll journal per processed run · Split over cost centre, cost type and cost unit
What to watch for with Microsoft Dynamics 365 and Visma Raet YouForce
- YouForce only lets an integration read cost centres, not create them. KoppelHet therefore monitors the difference with Dynamics and leaves recording them in YouForce to payroll.
- Codes in Dynamics are often longer than the seven characters YouForce allows for a cost centre. We then record a fixed translation per code, which KoppelHet reverses when posting.
- YouForce provides the journal per employee, with hours and FTE. For Dynamics we only sum the amounts; hours and FTE stay out of the financial journal unless finance wants them as statistics.
- Besides cost centre, YouForce has cost type and cost unit per line. Per customer we agree which of these lands in which Dynamics dimension.
- In Business Central journal lines get their cost centre and project in a separate step. Only when all lines are complete is the journal released to finance.
- KoppelHet only requests the journal lines of the new run each time, so earlier runs are not posted again.
- An organisation with several clients in YouForce often has several companies in Dynamics. The client on the journal line decides which company the posting goes to.
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
Why doesn't the integration put cost centres into YouForce itself?
Because YouForce only lets an integration read cost centres. We report every difference, so payroll can fix it before the next run.
Does this also work with Business Central instead of Finance?
Yes. The process is the same for both; only the connection on the Dynamics side differs.
What happens with a correction run?
It produces new journal lines with their own run number. KoppelHet stages them as a separate journal, so finance can compare them with the original posting.
What do we need to arrange in YouForce?
You give the integration read access to the payroll journal and cost centres. The administrator does this once in the Visma environment.
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, jobs for full and incremental exports) and the WFM API (cost centres, read-only). Authorisation per tenant in the Visma developer portal.
- Fields include CostCenterBK (at most seven characters), ContraAccount, CostCenterCode, CostTypeCode, CostUnitCode, Amount, Year and ProductionPeriod, FinancialGroupBK.
- Business Central through the standard API (dimensionValue, journalLine with separate dimensionSetLines); Dynamics 365 Finance through the OData entities for journal headers and lines.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Microsoft Dynamics 365 | Field in Visma Raet YouForce | Notes |
|---|---|---|
dimensionValue.code | CostCenterBK | Comparison; YouForce codes are at most seven characters |
dimensionValue.displayName | Naam kostenplaats | |
ContraAccount | accountNumber | Contra account of the journal line through a lookup table |
CostCenterCode | dimensionSetLines (kostenplaats) | |
CostUnitCode | dimensionSetLines (project of kostendrager) | |
CostTypeCode | Grootboekrekening of extra dimensie | Per customer: sometimes the cost type determines the account |
Amount | amount | Sum over employees per account and dimension |
Year + ProductionPeriod | postingDate | |
FinancialGroupBK | Company of juridische entiteit | The YouForce client determines the ledger |
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