Payroll integration
Oracle HCM to Visma YouServe integration: Dutch workers and element entries to the payroll service
With an integration between Oracle HCM Cloud and Visma YouServe, new Dutch employees, assignment and salary changes, pay components and terminations go from Oracle to Visma's payroll service automatically, with the effective date from Oracle. Only when a hire in Oracle is final does the employee reach YouServe, and anything entered ahead of time in Oracle goes along on time.
What the integration does
International employers with Oracle HCM Cloud for all employees that have outsourced Dutch payroll to Visma YouServe pull a report from Oracle every month and put the Dutch changes in a file. Allowances stored in Oracle as element entries are then retyped by the payroll service.
- HR completes a change in Oracle for an employee of the Dutch legal employer.
- KoppelHet picks up the change and checks that it concerns a final employee.
- Personal and contract changes go to YouServe with the effective date from Oracle.
- Element entries for the period go to YouServe as changes.
- Before the submission date KoppelHet compares all Dutch workers with YouServe and reports differences in the KoppelHet platform.
What to watch for with Oracle HCM Cloud and Visma YouServe
- Oracle also reports hires that are not final yet, such as a pending worker. Once a hire is in YouServe and does not go ahead, the payroll service has to reverse it by hand. KoppelHet therefore only adds someone to YouServe when the employee really joins in Oracle.
- Oracle works with effective dates and lets HR enter changes in advance. YouServe asks for an effective date on every change. KoppelHet passes the date from Oracle, so a change from next month does not arrive as a change from today.
- Allowances and deductions sit in Oracle as element entries, set up globally. For YouServe we map each element to a Dutch pay component. A recurring element belongs to the employment, a one-off element goes as a change file into that one period.
- YouServe only creates an employee with a collective agreement. In Oracle each Dutch entity belongs to its own legal employer. KoppelHet links agreement and employer in YouServe to that legal employer, and does not see employees from other countries.
- Job grades in Oracle are usually set up globally and do not fit Dutch collective agreement scales. YouServe has its own salary scale on the contract. KoppelHet supplies job and hours; which scale and step apply is decided by the payroll service.
- For a rehire Oracle creates a new work relationship, while YouServe already knows the person. KoppelHet looks the person up by the Oracle number and asks the payroll service for a new employment on the existing person, instead of a second person.
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 not simply send an HCM Extract as a file to YouServe?
Then YouServe gets everything every month, and the payroll service has to find out itself what changed. The integration only sends changes, with a date.
What happens with payslips?
They stay in YouServe. Sending them back to Oracle can be added later as an extension.
Who resolves a rejected change?
HR in Oracle when it concerns source data, the payroll service when it concerns a Dutch setup. The KoppelHet platform shows which of the two.
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 REST resources for workers; feeds also fire for pending workers, so filter on worker type employee. For the comparison before the submission date we use an HCM Extract on the Dutch legal employers.
- YouServe through the API for HR Core and Payroll (POST employees with mandatory collectiveLaborAgreement; PATCH on contract with mandatory start date; since February 2025 among others SalaryScale and LastWorkingDate in the contract data). One-off elements through the File API as CSV one-off changes (business type 113002).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Visma YouServe | Notes |
|---|---|---|
PersonNumber | Extern nummer of vrij veld | |
FirstName en LastName | Voornaam, voorvoegsel, achternaam | |
NationalIdentifierNumber | BSN | |
DateOfBirth | Geboortedatum | |
StartDate (work relationship) | Datum in dienst | |
Legal employer | Werkgever en cao | Dutch legal employers only |
DepartmentName | Organisatie-eenheid | Through a lookup table |
JobCode | Functie | Through a lookup table |
NormalHours en Frequency | Uren per week | |
Element entry | Looncomponent of eenmalige mutatie | Agreed per element |
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