HR to ERP
Sage People to Exact Online integration: employees, team and cost code compared with the Exact division
With an integration between Sage People and Exact Online, KoppelHet compares the Dutch employees in Sage People every day with the employees, departments and cost centres in the Exact division. New employees, leavers and an unknown cost code go on a worklist for the administrator, because Exact Online only lets an integration read employees.
What the integration does
Organisations that use Sage People as HR system and keep their Dutch books in Exact Online maintain the employee list in Exact by hand. Sage People often runs for an international group, and finance only sees a new colleague when the first costs arrive.
- At the start we record which Dutch employees belong to which Exact division.
- Every hour KoppelHet fetches the team members and employment records changed since the previous run.
- New employees, leavers, a different team and a cost code missing in Exact go on the worklist.
- After the change in Exact the line disappears at the next comparison.
What to watch for with Sage People and Exact Online
- Sage People has a personnel number that, according to its own documentation, can change and need not be unique, plus a Unique Id that never changes. KoppelHet matches on that Unique Id, so a new personnel number does not lead to a duplicate employee on the worklist.
- The cost code is free text on the employment record in Sage People. Exact only knows cost centres that exist in the division. KoppelHet checks every cost code against Exact and puts an unknown code on the worklist, instead of creating a typo as a new cost centre.
- A team member in Sage People has an HR Department, but it mainly decides which HR manager and which policy apply. The department someone works in is in the Team field. For the Exact department KoppelHet therefore uses Team, through a lookup table.
- A daily batch in Sage People can change the status after the end date and clear the Manager field. KoppelHet therefore puts the leaver on the worklist as soon as the end date is filled in, with the manager at that moment, and not only once the record has been cleaned up.
- If a leaver changes their mind, HR clears the end date and the last working date in Sage People. KoppelHet sees that at the next run and removes the leaver line from the worklist, so the administrator in Exact does not set an end date for someone who stays.
- A team member in Sage People can have several employment records, each with its own payroll number and start and end date. KoppelHet compares per employment record, so a second employment at the Dutch employer can be assessed as a separate employee in Exact.
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 does KoppelHet not create cost centres in Exact?
The cost code in Sage People is free text without a description. An unknown code therefore goes to finance. Creating them automatically can be added later as an extension, once the codes in Sage People are fixed.
Why does KoppelHet not create the employee in Exact itself?
Exact Online's REST API only lets employees be read. Hence the worklist.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Sage People through the Salesforce REST API with SOQL on fHCM2__Team_Member__c (including Unique Id, Personnel Number, Team, HR Department, Manager, Employment Status) and fHCM2__Employment__c (Start Date, End Date, Last Working Date, Cost Code, Payroll Number), filtered on LastModifiedDate. API user with a Salesforce Integration licence, OAuth 2.0 client credentials and a permission set with read-only access to these fields.
- Exact Online through the REST API with OAuth, per division. payroll/Employees (Code, StartDate, EndDate, Manager) and hrm/Departments are read-only; hrm/Costcenters is only read for the check. API limits per minute and per day per division.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Sage People | Field in Exact Online | Notes |
|---|---|---|
Unique Id | Employees (sleutel bij KoppelHet) | Personnel Number can change |
Payroll Number (employment record) | Employees.Code (vergelijking) | |
Start Date en End Date | Employees.StartDate en EndDate (vergelijking) | |
Team | Departments.Code (vergelijking) | Through a table |
Cost Code | Costcenters.Code (controle) | |
Manager | Employees.Manager (vergelijking) | Looked up as an Exact user in the same division |
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