Payroll to finance
Oracle NetSuite and YouForce integration: payroll journal per run and cost centres in check
With an integration between Oracle NetSuite and Visma Raet YouForce, the payroll journal of every processed payroll run arrives as a journal entry in NetSuite, on the subsidiary that belongs to the YouForce client. Differences between NetSuite departments and YouForce cost centres are visible to payroll before the run, so the journal does not get stuck on an unknown code.
What the integration does
Organisations that run HR and payroll in Visma Raet YouForce and belong to a group that books in Oracle NetSuite get a journal file per employee after every run. The controller adds it up in a spreadsheet and converts it to NetSuite departments, while cost centres the group has merged still exist separately in YouForce.
- KoppelHet compares the departments of the Dutch subsidiary in NetSuite with the cost centres in YouForce.
- Payroll gets a notice of cost centres that are missing in YouForce, named differently or inactive in NetSuite, and fixes them before the run.
- After a processed run KoppelHet fetches only the journal lines of that run and sums them per account, cost centre and cost unit.
- KoppelHet checks that the journal balances and that the period in NetSuite is open.
- The journal is on the right subsidiary in NetSuite, with the run number in the memo, ready for approval by finance.
Back: Payroll journal per processed run, summed per account and cost centre
What to watch for with Oracle NetSuite and Visma Raet YouForce
- YouForce only lets an integration read cost centres. What finance adds or merges in NetSuite departments, payroll records in YouForce itself; KoppelHet supplies the list of differences before every run.
- A NetSuite department has a name that is often longer than the seven characters YouForce allows for a cost centre code. We record a fixed code per department, which KoppelHet translates back to the NetSuite department when posting.
- YouForce supplies the journal per employee. Only the sum per account, department and class goes into NetSuite, so no personal pay data ends up in the group's financial system.
- A journal entry in NetSuite belongs to one subsidiary. If the organisation has several clients in YouForce, each client becomes its own journal on the matching subsidiary.
- YouForce has cost centre, cost type and cost unit per line; NetSuite has department, class and location. At the start we record which YouForce field goes into which NetSuite segment.
- YouForce gives a signed amount per line, NetSuite wants a debit or credit amount per line. KoppelHet puts each total in the right column and checks that the journal balances, because NetSuite does not save a journal that does not balance.
- A correction run in YouForce produces journal lines with its own run number. If it falls in a period finance has already closed in NetSuite, KoppelHet holds the journal and asks finance for a period, instead of posting it elsewhere.
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 doesn't the integration put new departments into YouForce itself?
Because YouForce only lets an integration read cost centres. KoppelHet reports every difference, so payroll can record it before the next run.
Can finance in NetSuite see what individual employees earn?
No. The journal in NetSuite only holds totals per account and cost centre. The lines per employee stay in YouForce.
What do we need to arrange in YouForce?
Read access for the integration to the payroll journal and cost centres. The administrator does this once in the Visma environment.
What can be traced afterwards for an audit?
Every action of the integration is recorded in the audit logging of the KoppelHet platform, including which run number went into which journal in NetSuite. KoppelHet works with an ISO 27001 certified management system.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Youforce Data API (journal lines per employee, jobs for full and incremental exports) and the WFM API (cost centres, read-only). Fields include CostCenterBK (at most seven characters), ContraAccount, CostCenterCode, CostTypeCode, CostUnitCode, Amount, Year, ProductionPeriod and FinancialGroupBK.
- NetSuite through SuiteTalk REST web services with OAuth 2.0 and a dedicated integration role. Departments, classes and locations through the record or query service; the journal as a journalentry record with the line sublist (account, debit, credit, department, class, location, memo) and the header fields subsidiary, trandate, postingperiod and memo. No 'Override Period Restrictions' permission for the integration role.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle NetSuite | Field in Visma Raet YouForce | Notes |
|---|---|---|
department (naam of eigen code) | CostCenterBK | Comparison; YouForce codes are at most seven characters |
FinancialGroupBK | subsidiary | The YouForce client determines the subsidiary |
ContraAccount | line.account | Through a lookup table |
CostCenterCode | line.department | |
CostUnitCode | line.class | Or line.location; agreed per customer |
CostTypeCode | Rekening of class | Sometimes the cost type determines the account |
Amount | line.debit of line.credit | Sum over employees; the sign determines the column |
Year + ProductionPeriod | trandate en postingperiod |
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