Payroll to finance
Nmbrs to Workday Financials integration: the payroll journal as an accounting journal with worktags in Workday
With an integration between Nmbrs and Workday Financial Management, the journal of every completed payroll run in Nmbrs automatically lands as an accounting journal in Workday, per Nmbrs company in the matching Workday company, with cost centre and cost unit as worktags. Workday processes the import in the background; KoppelHet checks the outcome and reports a rejected import to finance.
What the integration does
Organisations that run Dutch payroll in Nmbrs and keep their books in Workday Financial Management often send the payroll journal to finance as a spreadsheet, which finance loads into Workday as a journal import. A cost centre named differently in Nmbrs than the worktag in Workday only shows up when the import fails.
- Payroll completes the run in Nmbrs, as today.
- KoppelHet sees the new run and fetches the journal with cost centre and cost unit, for the year the run belongs to.
- Account, cost centre and cost unit are translated to the ledger account and worktags in Workday, through tables that finance maintains.
- KoppelHet submits one accounting journal per Nmbrs company to the matching Workday company, with a fixed journal source for payroll.
- KoppelHet follows the background import and reports errors; finance approves the journal in Workday.
What to watch for with Nmbrs and Workday Financial Management
- Workday processes an imported journal in the background and only returns an acknowledgement on submission. Whether the journal succeeded only shows in the import status. KoppelHet fetches that status and only marks the Nmbrs run as processed once Workday has created the journal.
- A line in Workday has a debit or a credit amount, never both and never zero. A line in the Nmbrs journal that nets to zero is therefore left out by KoppelHet instead of being sent, so Workday does not reject the whole journal.
- Workday allows only one worktag of each type per journal line. Cost centre and cost unit from Nmbrs therefore become two different worktag types; finance decides up front which type the cost unit becomes.
- A ledger account in Workday is referenced within the company's account set, and control accounts and retired accounts are rejected. KoppelHet therefore checks the lookup table per company against the accounts Workday accepts, before the first run goes.
- Nmbrs can fetch the journal for a given year, separate from the company's active year. A December run completed after year end thus gets an accounting date in December and lands in the right Workday period.
- A journal in Workday can be saved as a draft or submitted for approval straight away, and approvals can be completed automatically. KoppelHet submits the journal but leaves approval with finance, so payroll does not push postings through in Workday.
- Every entity runs as its own company in Nmbrs, and a Workday journal belongs to one company. KoppelHet therefore creates a separate journal per Nmbrs company, even when the runs of several entities are ready on the same day.
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
We use Workday HCM; shouldn't payroll be in Workday too?
Workday has no Dutch payroll of its own. Many organisations keep Nmbrs for the payroll calculation; this integration only brings the result to the ledger.
What if Workday rejects the journal?
Then the Workday message is logged in KoppelHet and finance gets a notice with the line that is wrong. The run stays open until the journal has been created.
Can cost centres also go from Workday to Nmbrs?
That can be added later as an extension. Nmbrs lets an integration add cost centres and cost units per company.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Nmbrs through the SOAP CompanyService - Run_GetList for the runs per year and Journals_GetByRunCostCenterCostUnitPerYear (companyId, runId, year) for the journal with cost centre and cost unit. The SOAP API stops on 1 March 2027; where the REST API returns the same data, we move over.
- Workday through Financial Management Web Services - Import_Accounting_Journal with Company_Reference, Currency_Reference, Ledger_Type_Reference (Actuals), Accounting_Date, Journal_Source_Reference, Submit and per line Ledger_Account_Reference, Debit_Amount or Credit_Amount, Memo and Worktags_Reference. Asynchronous; status through Get_Import_Processes and Get_Import_Process_Messages. An Integration System User with its own security group.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nmbrs | Field in Workday Financial Management | Notes |
|---|---|---|
Grootboekrekening in het Nmbrs-journaal | Ledger_Account_Reference | Lookup table; must exist in the company's account set |
Kostenplaats | Worktag Cost Center | |
Kostendrager | Worktag naar keuze, bijvoorbeeld Project of Region | One worktag per type per line |
Debet of credit | Debit_Amount of Credit_Amount | Never both, never zero |
Nmbrs-bedrijf (CompanyId) | Company_Reference | Fixed mapping per entity |
Run, periode en jaar | Accounting_Date en Journal_Entry_Memo |
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