HR to ERP
Personio to Dynamics 365 integration: employees, cost centres and entity from Personio in the ERP
With an integration between Personio and Microsoft Dynamics 365, every employee from Personio lands automatically in the Dynamics company of their legal entity, with department and main cost centre as dimensions. If someone is split over several cost centres in Personio, Dynamics gets the cost centre with the largest share and finance sees the split in an overview.
What the integration does
Employers that run HR in Personio and do their accounting in Dynamics 365 Business Central often maintain employees there by hand. Finance splits staff costs over cost centres that HR records in Personio, and the cost centre lists in the two systems drift apart.
- HR records an employee in Personio with entity, department, cost centres and supervisor.
- Personio reports the change; KoppelHet fetches the person and the employment.
- The legal entity decides the Dynamics company. There KoppelHet creates or updates the employee, with department and main cost centre as dimensions.
- The supervisor becomes approver of the employee's time sheets.
- Every night KoppelHet compares the Personio cost centres with those in Dynamics and sends finance and HR the differences.
What to watch for with Personio and Microsoft Dynamics 365
- Personio splits an employment over cost centres with percentages that must add up to one hundred. Business Central gives an employee one default value per dimension. KoppelHet sets the cost centre with the largest share as default; the full split is in the overview for finance.
- With an exact fifty-fifty split there is no main cost centre in Personio. KoppelHet does not choose then, but reports the employee, so finance decides the default in Dynamics.
- Personio records a legal entity per employment. In Business Central each company is a separate company. The entity from Personio thus decides which company the employee lands in.
- Both Personio and Business Central have a list of cost centres, but both only allow reading it through the standard API. KoppelHet therefore creates nothing and sends a nightly list of codes that exist in one system but not the other.
- Besides departments Personio also has teams. A team structure often changes more often than accounting wants to follow. By default only the department goes to Dynamics; a team as a second dimension can be added later as an extension.
- Personio has a contract end date for fixed-term contracts. That date is not a departure; the contract is often extended. KoppelHet only sets an employee to terminated in Dynamics when HR records the departure in Personio.
- Fields such as cost centre and supervisor only come through the API if they have been released for the integration in Personio. If the cost centre is missing in Dynamics, that is usually this setting and not an error in the integration.
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
Can Dynamics also use the split over cost centres?
Not on the employee card, which has one value per dimension. Finance can use the overview for an allocation key in accounting.
Does salary data go to Dynamics?
No. Compensation stays in Personio; Dynamics only gets what is needed for hours, expenses and cost allocation.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio through webhooks (IDs only) and the Personio API v2 (persons and employments with legal_entity, org_units, position, supervisor and cost_centers with weight; the weights add up to one hundred). Cost centres through GET /v2/cost-centers. Authentication with client credentials; fields must be released for the API.
- Business Central through API v2.0 per company - employees and defaultDimensions with parentType Employee; dimensionValues GET only. Dynamics 365 Finance through Worker and Employment per company.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in Microsoft Dynamics 365 | Notes |
|---|---|---|
Persoon-id of personeelsnummer | number | |
first_name, last_name | givenName, surname | |
position.title | jobTitle | |
legal_entity.id | Company | Through a table per entity |
org_units (type department) | defaultDimensions (afdeling) | |
cost_centers (id, weight) | defaultDimensions (kostenplaats) | The cost centre with the highest weight |
supervisor.id | Time Sheet Approver User ID | Through the supervisor's Dynamics user |
Startdatum dienstverband | employmentDate | |
Einddatum bij vertrek | terminationDate en status Terminated |
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