Payroll integration
SAP HCM to Nmbrs integration: SAP HR data to Dutch payroll
With an integration between SAP HCM and Nmbrs, new Dutch employees, hours, salaries, allowances and departures from SAP reach the right Nmbrs company automatically. The payroll bureau no longer gets an Excel export, and allowances from SAP are always translated the same way into Nmbrs wage components.
What the integration does
Groups that use SAP HCM for HR across their European locations and have a Dutch subsidiary paid through a payroll bureau in Nmbrs send a monthly Excel export of changes. Wage types from SAP have to be translated again every time, and whatever changes after the export slips to the next month.
- HR records a change in SAP for a Dutch employee.
- A small KoppelHet program in the group's network receives the change and passes it on to the platform.
- KoppelHet uses the legal entity in SAP to decide which Nmbrs company the employee belongs to.
- Only what changed in SAP reaches Nmbrs with the start date from SAP; what the payroll bureau manages itself stays as it is.
- A termination in SAP sets the end date in Nmbrs.
What to watch for with SAP HCM and Nmbrs
- SAP only sends the parts that changed, not the full record. KoppelHet first fetches the employee from Nmbrs and updates only those parts, so data the payroll bureau manages in Nmbrs stays as it is.
- SAP records basic pay and allowances with group pay codes. Nmbrs works with wage components per company. The translation between them is set at the start and managed in the KoppelHet platform, not in a spreadsheet at the bureau.
- Recurring allowances in SAP have a start and end date. In Nmbrs they become fixed wage components that run until the end date from SAP; without an end date they run until a later change.
- If an employee moves to another Dutch legal entity in SAP, KoppelHet closes the employment at the old Nmbrs company and opens a new one at the other, on the same date.
- SAP records working time as a schedule with a part-time percentage. Nmbrs works with hours per week; KoppelHet converts the percentage based on the full-time hours of the Nmbrs company.
- The payroll bureau only gives the integration access to this customer's administration in Nmbrs. SAP itself does not need an internet connection; the KoppelHet program handles that.
- For the initial load SAP can send all Dutch employees at once. KoppelHet compares them with Nmbrs and matches existing employees on BSN before the day-to-day changes are processed.
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
Does the payroll bureau need access to SAP?
No. The bureau only works in Nmbrs. The group's SAP administrator configures which data goes to KoppelHet.
What happens with one-off payments, such as a bonus?
They go in as a variable wage component in the period they are paid, if SAP includes them. Which data SAP includes is set at the start.
Do Dutch tax details stay in Nmbrs?
Yes. The bureau manages payroll tax credit, pension and collective agreement in Nmbrs. The integration only writes the data that comes from SAP.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SAP HCM sends HRMD_A IDocs based on change pointers, with only the changed infotypes; a KoppelHet agent receives them inside the network. Infotypes include 0000, 0001 (with company code), 0002, 0007 (work schedule rule and part-time percentage), 0008, 0009 and 0014 (recurring payments).
- Nmbrs is written through the Nmbrs REST API, which works per debtor; the payroll bureau authorises the integration on the customer's debtor.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP HCM | Field in Nmbrs | Notes |
|---|---|---|
Personeelsnummer (SAP) | Personeelsnummer | |
Persoonsgegevens (infotype 0002) | Voornaam, tussenvoegsel, achternaam, geboortedatum, BSN | |
Maatregelen (infotype 0000) | Datum in dienst en datum uit dienst | |
Bedrijfsnummer (infotype 0001) | Nmbrs-bedrijf | Fixed table per Dutch company |
Organisatorische toewijzing (infotype 0001) | Afdeling en functie | Through a lookup table |
Geplande werktijd (infotype 0007) | Uren per week en deeltijdfactor | |
Basisloon (infotype 0008) | Bruto maandsalaris | |
Bankgegevens (infotype 0009) | IBAN | |
Terugkerende betalingen (infotype 0014) | Vaste looncomponent | Lookup per wage type |
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