Payroll to finance
Nmbrs to SAP Concur integration: expenses as a variable wage component in the right period
With an integration between Nmbrs and SAP Concur, approved expense reports from Concur automatically arrive as a variable wage component for the employee in Nmbrs, in the current payroll period and on the report's cost centre. Concur hears back which reports are in Nmbrs, so nobody has to check an overview.
What the integration does
Organisations that run payroll in Nmbrs and use SAP Concur for travel and expenses often hand approved reports to payroll as an Excel export. Payroll enters them per employee as a wage component, and a report approved between the export and the payroll run waits until the following month.
- The employee claims in Concur and approval happens there, as today.
- KoppelHet fetches the reports that are ready, stores them and reports receipt to Concur.
- Of every report only the expenses the employee paid personally count.
- KoppelHet looks up the employee's Nmbrs company and adds the amounts as a variable wage component in the current period, with cost centre and a reference to the report.
- After a successful delivery KoppelHet confirms in Concur that the report has been processed.
Back: Expense amounts as variable wage component
What to watch for with Nmbrs and SAP Concur
- A report leaves the Concur integration queue as soon as receipt is acknowledged, and Concur asks for that acknowledgement right after fetching. KoppelHet therefore first records the report in its own log. If delivery to Nmbrs fails afterwards, the report is still in KoppelHet and not only in a queue that is already empty.
- Concur indicates per expense how it was paid. A hotel on the company credit card has already been settled; a train ticket paid with the employee's own money has not. Only the latter kind of expense arrives in Nmbrs as a wage component.
- Nmbrs only accepts a variable wage component for a period before the company's current period in an unprotected mode, and refuses it otherwise. KoppelHet does not use that mode and books a late report in the current period, so a closed payroll period stays closed.
- A wage component in Nmbrs can have its own cost centre and cost unit. KoppelHet passes the cost centre from the report, so a trip for another team also lands on that team in the payroll journal and not on the employee's department.
- Wage components have a number per company in Nmbrs. If the organisation works with several Nmbrs companies under one Concur environment, KoppelHet records per company which code belongs to which expense type.
- The comment field of a wage component in Nmbrs gets the number of the Concur report. Payroll thus sees for every amount where it came from, without having to search in Concur.
- Nmbrs switches off the SOAP API, through which wage components are currently delivered, on 1 March 2027. KoppelHet moves to the REST API; nothing changes for Concur or for payroll as a result.
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
Do company credit card expenses also reach Nmbrs?
No. The employer has already paid them. Only expenses the employee paid personally are reimbursed through the payroll run.
What if a report is approved after the payroll run?
Then it goes into the next period. KoppelHet never books back into a period Nmbrs has already closed.
Does the integration also create Concur users from Nmbrs?
Not in the first version. Concur has a SCIM API for this, so it can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SAP Concur through the Financial Integration Service v4 - GET /financialintegration/fi/v4/companies/transactiontypes/expense/transactions for documents with docStatus READY, POST .../acknowledgements, and POST .../postingconfirmations with overallPostingStatusCode success or error and systemMessages. Fields include employee.employeeId, entryApprovedAmount, reportEntryPaymentTypeCode and the allocation per entry. Scope FISVC with a company-level access token.
- Nmbrs through the SOAP EmployeeService - WageComponentVar_InsertCurrent for the current period, or WageComponentVar_Insert_Batch with EmployeeId, Code, Value, CostCenterId, CostUnitId and Comment per line plus Period, Year and UnprotectedMode (always false). The SOAP API stops on 1 March 2027.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nmbrs | Field in SAP Concur | Notes |
|---|---|---|
employee.employeeId (Concur) | EmployeeId in Nmbrs | Through the employee number per Nmbrs company |
Soort uitgave | Code van de looncomponent | Translation table per Nmbrs company |
entryApprovedAmount (eigen betaling) | Value | |
Kostenplaats van de declaratie | CostCenterId | Left empty, the employee's default cost centre applies |
docId | Comment | |
Lopende periode van het bedrijf | Period en Year |
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