Payroll integration
Sage People to Loket integration: Dutch employees to Loket, payslips back in WX
With an integration between Sage People and Loket, new employees, employments, hours and salaries of the Dutch payroll company flow from Sage People to Loket, as a concept employee or as a change on the employment. After every payroll run the payslips from Loket come back into Sage People as pdf, where employees open them in WX.
What the integration does
Organisations that use Sage People as international HR system and have Dutch payroll processed in Loket now send changes to the payroll bureau as an export. Employees then look for their payslip in a second environment, while they use Sage People's WX for everything else.
- KoppelHet reads the changed team members, employments and salary records of the Dutch payroll company a few times a day.
- A new employee becomes a concept employee at the employer in Loket that belongs to that payroll company.
- Hours and salary go to the employment in Loket as a change with effective date; an end date ends it.
- After the payroll run KoppelHet fetches the payslips per employee from Loket.
- KoppelHet puts the pdfs and a csv file on the Sage People SFTP platform, after which Payflow attaches them to the right team member.
What to watch for with Sage People and Loket
- Sage People links the employment to a payroll company. KoppelHet uses that field to decide whether someone goes to Loket and to which employer, so employees from other countries stay out of Loket.
- Sage People runs on Salesforce, and the integration reads through its own API user with a Salesforce Integration licence. That user gets a permission set with read access only to the fields Loket needs.
- Sage People can import payslips from an external payroll provider with inbound Payflow. Per payroll run there are separate pdfs and one csv file with the Employee Number and file name on each line.
- Payflow starts the import as soon as the csv file arrives. KoppelHet therefore uploads all pdfs first and only then the csv file, so no payslip is skipped.
- Loket provides payslips per employment and per payroll run. KoppelHet links each payslip back to the Employee Number in Sage People through the employee number.
- Payflow does not accept zip files and wants each payslip as a separate pdf. Loket can deliver payslips bundled per payroll run, so KoppelHet fetches them per employee.
- Sage People shows extra columns such as pay date and period next to the payslip in WX. KoppelHet fills them from the payroll run in Loket, so employees find the right month.
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
Do the payslips have to go back to Sage People?
No, it is a choice. Start with the changes to Loket; the payslips in WX can come later as an extension.
What happens to employees outside the Netherlands?
They stay outside the integration. Only employments at the Dutch payroll company go to Loket.
Does this work if a payroll bureau manages Loket for us?
Yes. The bureau gives the integration access to your employer in Loket.
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 (/services/data/v62.0/query) on fHCM2__Team_Member__c, fHCM2__Employment__c (with SPPUK_Payroll_Company__c) and the salary object. Authentication through an External Client App with OAuth 2.0 client credentials, as an API user with the Minimum Access – API Only profile.
- To Loket through the Loket REST API with OAuth - conceptemployees, wages and workinghours per employment and PATCH terminate. Payslips through GET employments/{employmentId}/payslips/{payrollrunId}; back to Sage People as pdfs plus csv on the SFTP platform for inbound Payflow.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Sage People | Field in Loket | Notes |
|---|---|---|
Employee Number (team member) | Personeelsnummer | Also the key for the payslip back |
Voornaam en achternaam | Voornaam, voorvoegsel en achternaam | |
SPPUK_Payroll_Company__c (dienstverband) | Werkgever | Lookup per payroll company |
Startdatum dienstverband | Begindatum dienstverband | |
Salarisrecord (Amount, Period, Start Date) | Brutoloon (wageData) | Annual amount converted to the payroll period |
Uren op het dienstverband | Uren per week (workingHoursData) | |
Einddatum dienstverband | Einde dienstverband (terminate) | |
Loket loonstrook (pdf) | Inbound Payflow-bestand plus csv-regel met Employee Number |
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