Payroll integration
SAP HCM to YouForce integration: SAP changes ready for HR in YouForce
With an integration between SAP HCM and Visma Raet YouForce, every new Dutch employee or contract change that HR records in SAP automatically starts as a request in YouForce, with the data already filled in. Dutch payroll no longer copies anything from an SAP screen, and typos in BSN and IBAN disappear.
What the integration does
Employers with SAP HCM as central HR system that run Dutch payroll in Visma Raet YouForce, for example because of the collective agreement, record a hire twice: as an action in SAP and then in YouForce. Data is retyped from a SAP screen, with a risk of typos in BSN and IBAN.
- HR in the shared service centre runs a hire in SAP for a Dutch employee.
- A small KoppelHet program in the network receives the change and passes it on to the platform.
- KoppelHet determines whether it is a new hire, a rehire or a change, and queues the matching request in YouForce.
- HR in the Netherlands picks collective agreement scale and step and completes the request. Rejected requests show in the platform.
- Recurring allowances from SAP go to YouForce as pay components.
What to watch for with SAP HCM and Visma Raet YouForce
- Every change in SAP starts with an action, such as a hire or job change. KoppelHet uses the action type to pick the right request in YouForce, rather than inferring from field changes what happened.
- SAP can send several changes at once, for example a new department and new working time on the same date. KoppelHet bundles them into one request, so HR in YouForce gets one workflow instead of two.
- A termination cannot be entered in YouForce automatically. KoppelHet turns it into a task with date and reason for payroll, which completes the termination in YouForce.
- KoppelHet stores the SAP employee number in an extra field on the person in YouForce. A later change for the same employee then finds the right person, even when YouForce issues its own number.
- Recurring allowances have their own pay code in SAP. KoppelHet translates each code to the right pay component in YouForce and leaves out codes without a Dutch counterpart.
- SAP prescribes that distributed HR data is not changed in the receiving system. Because YouForce runs every change through a request, HR in the Netherlands can still pick collective agreement scale and step; the integration deliberately does not send those.
- SAP HCM usually sits in a closed network. The KoppelHet program receives the changes there and makes the outgoing connection itself, so no port to SAP needs to be opened.
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 a new hire not go straight into YouForce?
YouForce takes in new hires and contract changes through a request. That way HR in the Netherlands checks the collective agreement grading before the payroll run uses it.
What does the SAP administrator need to arrange?
Configuring which data of which employees goes to KoppelHet: at least personal data, actions, working time, bank details and recurring allowances of the Dutch employees.
What if SAP and YouForce both issue an employee number?
YouForce keeps its own number and the SAP number goes into an extra field. At the start we match existing employees once on BSN.
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 through change pointers, per a distribution model filtering on Dutch employees; at least the existence infotypes 0000 to 0003, plus working time (0007), bank details (0009) and recurring payments (0014). A KoppelHet agent receives the IDocs inside the network.
- The action type in infotype 0000 decides between the hire, contract and adjustment endpoints of the Youforce Recruitment API, each of which starts a workflow. The Recruitment API has no termination.
- Pay components through the Enterprise API; the SAP number in an extension field through the Extensions API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP HCM | Field in Visma Raet YouForce | Notes |
|---|---|---|
Personeelsnummer (SAP) | Extensieveld op de persoon | So a later IDoc finds the right person |
Maatregelsoort (infotype 0000) | Soort workflow: hire, re-hire of contract adjustment | |
Persoonsgegevens (infotype 0002) | Naam, geboortedatum, BSN | |
Adresgegevens (SAP) | Adres | |
Organisatorische toewijzing (infotype 0001) | Organisatie-eenheid en functie | Through a lookup to YouForce codes |
Geplande werktijd (infotype 0007) | Uren per week | |
Bankgegevens (infotype 0009) | IBAN | |
Terugkerende betalingen (infotype 0014) | Looncomponent (Enterprise API) | Agreed per wage type |
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