Payroll to finance
SAP S/4HANA and Loket integration: cost centres from SAP in the journal profile, Loket journal as a posting in S/4HANA
With an integration between SAP S/4HANA and Loket, the cost centres of the Dutch company code reach the Loket journal profile automatically, and every journal run from Loket then lands in S/4HANA as a journal entry. Loket itself only sends journals to a few accounting packages and not to SAP; KoppelHet fills that gap and marks the run in Loket as exported once SAP has processed the posting.
What the integration does
Organisations with SAP S/4HANA as ERP and Dutch payroll in Loket, often at an accounting firm, download the journal from Loket after every payroll run and convert it into an SAP upload. A new cost centre in SAP reaches payroll by email, and the upload fails on a cost centre that still exists in Loket but has already ended in SAP.
- Finance opens a cost centre in S/4HANA for the Dutch company code.
- KoppelHet adds it to the journal profile of the Loket payroll administration, with the agreed cost units in the matrix.
- After the approved payroll run Loket journalises; KoppelHet fetches the results as soon as the run is ready.
- The Loket accounts are translated to the SAP ledger and go to S/4HANA as one journal entry.
- After successful processing in SAP KoppelHet marks the run in Loket as exported, otherwise as failed.
Back: Journal entry per journal run · Correcting entry per recalculation
What to watch for with SAP S/4HANA and Loket
- Loket can send journals itself through its own connections with Exact Online, Twinfield and AccountView. SAP is not among them, so for S/4HANA KoppelHet fetches the journal run results and then marks the run as exported or failed itself.
- An SAP cost centre belongs to a controlling area that often spans several countries. KoppelHet only adds the cost centres of the Dutch company code to Loket, so payroll cannot choose cost centres of foreign entities.
- Loket only allocates payroll costs to combinations of cost centre and cost unit allowed in the matrix, otherwise the journal run reports that no allocation was found. A new SAP cost centre therefore goes into that matrix straight away with the agreed cost units.
- Loket also lets the API delete a cost centre. When a cost centre's validity ends in SAP, KoppelHet first checks the journal allocations of the employments; if anyone is still on it, it stays and payroll gets a notification.
- After a changed cost allocation Loket can recalculate the journal of a payroll run; the recalculation only contains the difference from earlier runs. KoppelHet posts it as a separate journal entry in SAP, with a reference to the original run.
- Deleting a journal run in Loket does not remove data in other applications, according to Loket. If that happens after a posting in SAP, KoppelHet reports it to finance, so the journal entry in S/4HANA is reversed and payroll costs are not booked twice.
- If document splitting is active in SAP, one Loket journal can produce many more lines, and the synchronous posting then runs into a timeout. KoppelHet posts asynchronously and only marks the run in Loket as exported once processing in SAP has succeeded.
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
Our accounting firm works in Loket. What does it notice?
It sees new cost centres in the journal profile and the exported status per journal run. It does not get access to SAP.
Does this also work with S/4HANA on premise or Private Cloud?
The process is the same; which SAP APIs are available differs per edition. We agree that with your SAP administrator.
Can the journal go to SAP per employee?
Finance usually chooses account, cost centre and cost unit; the detail per employment stays in Loket.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- S/4HANA Cloud through Cost Center - Read (A2X), API_COSTCENTER_SRV, and Journal Entry - Post (Asynchronous), JournalEntryBulkCreationRequest_In, with checks in the AIF message monitor.
- Loket through the REST API with OAuth - cost centres per journal profile (POST, PATCH, DELETE; code 1 to 20, description 1 to 50 characters), the CostCenterCostUnitMatrix, GetActualJournalAllocationsByEmployerId, journal runs per administration with GetJournalRunResultsByJournalRunId (no results for journalRunStatus 0 to 3), PostRecalculateJournalRunByPayrollrunId for recalculations and PatchJournalRunByJournalRunId with markAsSuccessfullyExported or MarkAsProcessingFailed.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP S/4HANA | Field in Loket | Notes |
|---|---|---|
CostCenter (S/4HANA) | code (kostenplaats in Loket) | At most 20 characters in Loket |
Omschrijving kostenplaats | description | At most 50 characters |
CompanyCode | Loket-werkgever en administratie | Fixed mapping per company code |
generalLedgerAccount (Loket) | Grootboekrekening in SAP | Through a chart of accounts mapping |
costCenter (Loket) | Kostenplaats op de journaalregel | |
costUnit (Loket) | Tweede toewijzing, bijvoorbeeld WBS-element | Agreed per customer |
Debet en credit | Bedrag met debet- of creditkenmerk | |
Journaalrun-ID | Referentie in de kop van de journaalpost |
- SAP KBA 3561998 – Cost Center - Read (A2X) API_COSTCENTER_SRV
- SAP KBA 2830584 – Journal Entry Post: use the asynchronous API
- SAP KBA 3191334 – Journal Entry - Post (Asynchronous) in the message monitor
- Loket REST API documentatie
- Loket: resultaten van een journaalrun
- Loket: journaal herberekenen
- Loket: journaalrun verwijderen
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