Payroll to finance
SAP S/4HANA and YouForce integration: cost centres monitored, payroll journal as a journal entry in SAP
With an integration between SAP S/4HANA and Visma Raet YouForce, payroll knows which cost centres from SAP are still missing in YouForce, and the journal of every payroll run lands in S/4HANA automatically as a journal entry. Finance no longer converts and imports the payroll journal, and a cost centre SAP does not know shows up before anything is posted.
What the integration does
Organisations that keep the ledger in SAP S/4HANA and run payroll in YouForce convert the payroll journal into an SAP upload after every run. Without an integration the cost centres in YouForce fall behind SAP, and the upload fails on a cost centre that SAP has already closed or that is not valid yet.
- Finance opens or changes a cost centre in S/4HANA.
- KoppelHet compares the valid SAP cost centres with those in YouForce and puts differences on a work list for payroll.
- After a completed payroll run KoppelHet fetches only the journal lines of that run.
- The lines are summed per account and cost centre and translated to the SAP ledger.
- The journal entry goes to S/4HANA; finance sees the processing and any errors back in SAP.
Back: Journal entry per payroll run · Amounts per account and cost centre
What to watch for with SAP S/4HANA and Visma Raet YouForce
- YouForce only lets an integration read cost centres. KoppelHet therefore does not create them itself, but keeps a work list of SAP cost centres missing in YouForce, so payroll records them before the run.
- A cost centre in S/4HANA has validity periods. KoppelHet only compares with the period valid on the payroll date, so a cost centre that starts next month does not appear on the work list too early.
- SAP cost centre codes are often longer than the seven characters YouForce allows. We then record a fixed mapping per code that KoppelHet converts back to the SAP code when posting.
- YouForce delivers the journal per employee. One journal entry in SAP can have at most 999 lines in the entry view, so KoppelHet sums the lines per account and cost centre instead of posting per employee.
- SAP recommends the asynchronous route for large postings. The result then appears in the S/4HANA message monitor; KoppelHet reads it back and reports a rejected posting in the platform.
- A client in YouForce belongs to one company code in SAP. With several clients, the client on the journal line determines which company code the posting goes to.
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 the integration not create the cost centres in YouForce itself?
YouForce does not allow it through the API. KoppelHet therefore puts missing cost centres on a work list, so payroll records them before the run.
Does this also work with S/4HANA on premise?
The process is the same; which SAP APIs are available differs per edition. We agree that at the start with your SAP administrator.
Can the journal go to SAP per employee?
For small numbers it can, but above 999 lines in one entry SAP stops. Finance usually chooses account and cost centre; the per-employee detail is in YouForce.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- S/4HANA Cloud is read through the Cost Center - Read (A2X) API, API_COSTCENTER_SRV, with controlling area, cost centre and validity; extra fields can be added through key user extensibility in the FINS_COST_CENTER business context. Posting through the SOAP API Journal Entry - Post (Asynchronous), JournalEntryBulkCreationRequest_In; processing shows in the AIF message monitor.
- YouForce through the Youforce Data API (journal lines per employee with ContraAccount, CostCenterCode, Amount, Year, ProductionPeriod and FinancialGroupBK) and the WFM API for cost centres (read only, CostCenterBK at most seven characters). Authorisation per tenant in the Visma developer portal.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP S/4HANA | Field in Visma Raet YouForce | Notes |
|---|---|---|
CostCenter (S/4HANA) | CostCenterBK | Comparison; YouForce codes are at most seven characters |
Omschrijving kostenplaats | Naam kostenplaats | |
ContraAccount | Grootboekrekening in SAP | Through a lookup table |
CostCenterCode | Kostenplaats op de journaalregel | |
Amount | Bedrag in transactievaluta | Sum over employees per account and cost centre |
Year + ProductionPeriod | Boekingsdatum en periode | |
FinancialGroupBK | Bedrijfscode in SAP | The YouForce client determines the company code |
Related
BambooHR → SAP S/4HANA
BambooHR to SAP S/4HANA integration: BambooHR employees as workforce persons with company code and cost centre
Dayforce → SAP S/4HANA
Dayforce to SAP S/4HANA integration: employees from Dayforce as workforce and business partner in S/4HANA
Deel → SAP S/4HANA
Deel to SAP S/4HANA integration: own employees and EOR from Deel as workforce persons, per company code
Exact HR → SAP S/4HANA
Exact HR to SAP S/4HANA integration: Dutch payroll costs from Exact Online payroll as a journal entry in S/4HANA