Payroll integration
Oracle HCM to Nmbrs integration: the Dutch entity in payroll automatically
With an integration between Oracle HCM Cloud and Nmbrs, new hires, pay and hours changes and terminations of the Dutch BV move from Oracle into the right Nmbrs company automatically. Allowances and one-off payments go along in the period they must be paid, so the payroll bureau no longer compares a monthly overview line by line.
What the integration does
At international companies that use Oracle HCM Cloud worldwide and run payroll for a Dutch BV in Nmbrs, HR abroad changes salaries in Oracle, often without knowing the Netherlands has its own payroll system. The payroll bureau then compares an overview line by line with Nmbrs every month, and misses changes made after it.
- HR abroad enters a new Dutch employee or a pay change in Oracle.
- KoppelHet picks up the change and fetches the details, with the date it takes effect.
- A new employee then appears in the Nmbrs company of the Dutch employer, with employment.
- Hours, department and salary reach Nmbrs with their effective date; allowances and one-off payments as wage components.
- A departure in Oracle sets the end date in Nmbrs.
What to watch for with Oracle HCM Cloud and Nmbrs
- Oracle reports pay changes separately from job or department changes. KoppelHet processes them independently, so a pay rise does not have to wait for another change.
- Oracle can record a salary in another currency and as an annual amount. Nmbrs works with a gross monthly salary in euros. If the salary is in another currency, we agree up front which amount applies in the Netherlands, as an exchange rate does not belong in payroll.
- Allowances in Oracle can be recurring or one-off. Recurring ones become a fixed wage component in Nmbrs, one-off ones a variable component in the period of payment.
- If a payroll bureau runs the BV's payroll, the bureau only grants the integration access to your administration in Nmbrs. A general bureau login does not work for this.
- Salary tables, collective agreements and wage models belong to the company in Nmbrs. The integration supplies no collective agreement data from Oracle, and leaves it to the Nmbrs setup to decide how salary is calculated.
- A new employee who only starts in weeks is already in Oracle. KoppelHet puts them in Nmbrs straight away with that start date, so the payroll bureau can prepare the first payslip and nobody is discovered only after the run.
- Contingent workers are also in Oracle, but do not belong in Dutch payroll. KoppelHet leaves them out of Nmbrs.
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
What if the payroll bureau has other clients in Nmbrs too?
The integration only gets access to this customer's administration. KoppelHet does not see the bureau's other clients.
Can several Dutch BVs be included in one integration?
Yes. Each employer in Oracle belongs to its own company in Nmbrs, and the integration picks the right company per employee.
What happens with payroll tax credit and pension?
Oracle does not hold them by default. They stay in Nmbrs and the integration does not overwrite them.
How do we start with employees already in Nmbrs?
At the start we compare Oracle and Nmbrs on BSN and match employees once. You resolve differences before the integration starts writing.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud is read through the employee Atom feeds (newhire, empassignment, payupdate, termination) and the workers and salaries REST resources. Filter on worker type and legal employer (LegalEmployerName to Nmbrs company).
- Salary from SalaryAmount, SalaryFrequencyCode and CurrencyCode; element entries become fixed or variable wage components.
- Nmbrs is written through the Nmbrs REST API, which authenticates per debtor and not with a master login from an accountant environment.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Nmbrs | Notes |
|---|---|---|
PersonNumber | Personeelsnummer | |
FirstName, MiddleNames, LastName | Voornaam, tussenvoegsel, achternaam | |
NationalIdentifierNumber | BSN | |
DateOfBirth | Geboortedatum | |
StartDate (work relationship) | Datum in dienst | |
LegalEmployerName | Nmbrs-bedrijf | Fixed table from legal employer to company |
NormalHours en Frequency | Uren per week | |
DepartmentName | Afdeling | |
SalaryAmount, SalaryFrequencyCode, CurrencyCode | Bruto maandsalaris | Converted to a monthly amount in euros |
Element entry | Vaste of variabele looncomponent | Lookup per element |
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