Payroll integration
SAP HCM to AFAS integration: SAP HR data straight to Dutch payroll
With an integration between SAP HCM and AFAS Profit, new Dutch employees, job changes, pay rises and departures from SAP reach AFAS automatically, with contract, schedule, salary and bank account. Every change gets the start date from SAP in AFAS, so payroll no longer retypes printouts or monthly lists.
What the integration does
Groups that run SAP HCM on-premise for HR while a Dutch operating company runs payroll in AFAS Profit enter a new employee twice: through an action in SAP and then in AFAS from a printout. Pay rises from SAP arrive through a monthly list.
- HR runs an action in SAP, such as a hire or pay rise.
- SAP sends the changes for Dutch employees to a small KoppelHet program in the own network.
- That program forwards them encrypted to the KoppelHet platform.
- The employee then appears in AFAS with contract, department, job, schedule, salary and bank account, with the start date from SAP.
- A termination action in SAP ends the AFAS contract on the date of the action.
What to watch for with SAP HCM and AFAS Profit
- SAP HCM usually runs in the own data centre and cannot be reached from the internet. A small KoppelHet program in your network receives the changes, so no port to SAP needs to be opened.
- SAP prescribes that distributed HR data is not changed in the receiving system. Whatever payroll changes in AFAS in data that comes from SAP is therefore overwritten by the next change.
- SAP also sends the basic records with every employee. KoppelHet uses them to determine whether an employee is new in AFAS or already exists.
- Basic pay in SAP is often stored in a scale with a step. If the SAP scale matches the collective agreement scale in AFAS, scale and step carry over; otherwise the amount goes to AFAS as fixed salary.
- Recurring allowances, such as a travel allowance, have their own pay code in SAP. KoppelHet translates each code to a pay component in AFAS; codes without a Dutch counterpart are left out.
- A termination in SAP has its own reason. KoppelHet translates it to the AFAS reason for termination, which is needed for the payroll tax return.
- If the Dutch version of SAP HCM was never set up, payroll tax credit and other tax data are not in SAP. Payroll records them in AFAS, and the integration leaves them alone.
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 we need to change anything in SAP?
The SAP administrator configures which data of which employees goes to KoppelHet. No custom development in SAP is needed.
What if we move to SuccessFactors?
Then only the source side changes. The AFAS side and the lookup tables stay largely the same. We also connect SAP SuccessFactors with AFAS.
How does the first set of employees get into AFAS?
SAP can first send all Dutch employees at once. KoppelHet matches them once to the employees already in AFAS, before the day-to-day changes start.
Does data from other countries come along?
No. SAP only sends Dutch employees, and KoppelHet checks that again.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SAP HCM sends HR master data through ALE with message type HRMD_A (IDocs), created by change pointers, with a distribution model and partner profile filtering on Dutch employees. SAP requires at least the existence infotypes 0000 to 0003.
- Infotypes used include 0000 (actions), 0001 (organisational assignment), 0002 (personal data), 0007 (planned working time), 0008 (basic pay), 0009 (bank details) and 0014 (recurring payments). A KoppelHet agent receives the IDocs inside the network.
- AFAS is written through the KnEmployee UpdateConnector (KnPerson, contract, AfasSalary with scale and step, AfasBankInfo, tax segment).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP HCM | Field in AFAS Profit | Notes |
|---|---|---|
Personeelsnummer (SAP) | Medewerker (EmId) | Or in a free field |
Maatregelen (infotype 0000) | Contract (DaBe, DaEn) | The action type decides whether it is a hire or termination |
Organisatorische toewijzing (infotype 0001) | Organisatorische eenheid (DpId) en Functie (FuId) | Through a lookup table |
Persoonsgegevens (infotype 0002) | Voornaam, voorvoegsel, achternaam, BSN (KnPerson) | |
Geplande werktijd (infotype 0007) | Rooster (HrWk, DyWk) | |
Basisloon (infotype 0008) | Salaris (EmSa), soort salaris (SaPe), trede (SaSt) | |
Bankgegevens (infotype 0009) | IBAN (AfasBankInfo) | |
Terugkerende betalingen (infotype 0014) | Vaste looncomponent in AFAS | Agreed per wage type |
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