Payroll to finance
Oracle NetSuite and Nmbrs integration: departments to Nmbrs, payroll journal back to NetSuite
With an integration between Oracle NetSuite and Nmbrs, the departments and classes of the Dutch subsidiary arrive in Nmbrs as cost centres and cost units, and the payroll journal goes back to NetSuite as a journal entry after every run. If a payroll bureau works in Nmbrs, the journal still goes straight to finance, without a file by email.
What the integration does
Groups that book all their entities in Oracle NetSuite and have a payroll bureau process Dutch salaries in Nmbrs receive a journal file by email after every run. The controller only imports it into NetSuite after adjusting cost centres that still have their old names in Nmbrs.
- KoppelHet reads the departments and classes that apply to the Dutch subsidiary in NetSuite.
- New and renamed departments arrive as cost centres in Nmbrs, classes as cost units.
- After the run KoppelHet fetches the journal from Nmbrs, at the level finance has chosen.
- KoppelHet checks period, year and balance of the journal.
- The journal is in NetSuite on the subsidiary of that Nmbrs company, ready for approval by finance.
Back: Payroll journal per finished payroll run · Split over department and class
What to watch for with Oracle NetSuite and Nmbrs
- Nmbrs lets an integration add and update cost centres, but not delete them. If finance sets a department to inactive in NetSuite, the cost centre stays in Nmbrs and the payroll bureau gets a list of employees still linked to it.
- Departments in NetSuite apply to one or more subsidiaries. KoppelHet only puts the departments of the Dutch subsidiary into Nmbrs, so the payroll bureau cannot choose from departments of the whole group.
- Nmbrs keeps cost centre and cost unit separately, and NetSuite has department and class. The two pairs match, so the split in the journal returns to NetSuite without extra translation.
- The Nmbrs journal can be requested for the whole company, per cost centre, per department or per employee. For NetSuite we usually choose per cost centre, so no amounts per person end up in the group ERP.
- Nmbrs uses the company's active year for the journal, and NetSuite does not let an integration post in a closed period. If a December run is still processed in January, KoppelHet checks both and asks finance which period to use if December is already closed.
- If the organisation has several Nmbrs companies, for example a BV and a secondment entity, each company becomes its own journal on the matching subsidiary. A journal in NetSuite cannot span two subsidiaries.
- The payroll bureau does not get access to NetSuite. The integration has its own access to both systems, and in NetSuite its own role without the right to open closed periods.
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
Does our payroll bureau notice the integration?
It sees new cost centres and cost units appear in Nmbrs and no longer needs to email a journal file. Otherwise it works as usual.
Can old cost centres disappear from Nmbrs?
Not through the integration, because Nmbrs does not allow it. KoppelHet reports them with the employees still on them, so the bureau can move them.
Does the integration post the journal definitively?
Only if finance wants it to. By default the journal is staged in NetSuite for approval.
We already have an integration platform. Does this fit alongside it?
Yes. This integration runs on the KoppelHet platform and asks nothing of your existing integration platform. Every action is in the audit logging, so operations and audit know what happened.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Nmbrs is read and written through the SOAP API (CompanyService, including CostCenter_Insert and CostUnit_Insert and the journal operations per run); where the REST API offers the same operations we switch. The SOAP API is retired from 1 March 2027.
- NetSuite through SuiteTalk REST web services with OAuth 2.0 and a dedicated integration role. Departments and classes through the record or query service (subsidiary, includechildren, isinactive); the journal as a journalentry record with the line sublist (account, debit, credit, department, class, memo) and the header fields subsidiary, trandate, postingperiod and memo. With 'Require Approvals on Journal Entries' the approved field stays empty.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle NetSuite | Field in Nmbrs | Notes |
|---|---|---|
department (id en naam) | Kostenplaats (code en omschrijving) | Only departments of the Dutch subsidiary |
class (id en naam) | Kostendrager (code en omschrijving) | |
Nmbrs-bedrijf | subsidiary | One company belongs to one subsidiary |
Grootboekrekening in het journaal | line.account | Through a lookup table |
Bedrag debet of credit | line.debit of line.credit | |
Kostenplaats | line.department | |
Kostendrager | line.class | |
Periode en jaar van de run | trandate en postingperiod | |
Runnummer | memo | To prevent double postings |
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