Payroll integration
SuccessFactors to AFAS integration: Dutch employees straight to payroll
With an integration between SAP SuccessFactors and AFAS Profit, new Dutch employees, job changes, salaries and departures from Employee Central reach AFAS automatically, with contract, schedule and salary. Every change gets the effective date from SuccessFactors, even when it lies weeks in the past, so payroll no longer re-enters anything.
What the integration does
Anyone using SAP SuccessFactors Employee Central for all countries and processing Dutch payroll in AFAS Profit records new employees and job changes in Employee Central, often from a shared service centre. Dutch payroll then enters everything into AFAS again, including changes that took effect weeks earlier.
- HR in the shared service centre completes a hire or job change in SuccessFactors for a Dutch employee.
- KoppelHet sees which employees changed and fetches all records per employee with their effective date.
- The employee then appears in AFAS with contract, job, schedule, salary and tax data, possibly through the hiring workflow.
- A later change in SuccessFactors reaches AFAS with the same effective date.
- An end date in SuccessFactors ends the AFAS contract. Whatever AFAS rejects shows with the reason in the KoppelHet platform.
What to watch for with SAP SuccessFactors and AFAS Profit
- SuccessFactors tells which employees changed, but not which record applies on which date. KoppelHet then fetches all valid records with their period and writes each one to AFAS with its own effective date.
- A person can hold ID numbers from several countries in SuccessFactors. For AFAS KoppelHet only uses the Dutch number as the BSN.
- AFAS asks for tax data on a new hire. That data only exists in SuccessFactors when the Dutch country fields are set up; otherwise payroll completes it in AFAS.
- If someone has two concurrent employments in SuccessFactors, they become two contracts under one employee in AFAS.
- Pay components in SuccessFactors are set up for the whole group, not according to a Dutch collective agreement. Per component we agree whether it becomes the salary, a fixed pay component or nothing in AFAS.
- In SuccessFactors the integration only gets access to the Dutch employees and the data AFAS needs.
- AFAS keeps personal data and contract data separately. KoppelHet therefore splits a change from SuccessFactors over the right parts in AFAS.
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 SuccessFactors need the Dutch payroll fields?
Not necessarily. If the Dutch country fields are set up, we include them. Otherwise they stay in AFAS and the integration does not overwrite them.
What happens with a retroactive change?
KoppelHet writes the change to AFAS with the original effective date. AFAS settles the difference in the next payroll run.
Does this work if we use SAP payroll for other countries?
Yes. The integration only includes the Dutch employees and does not touch other countries.
Who manages the integration?
KoppelHet. Every round and every error is in the platform, and we adjust the integration when something changes in SuccessFactors or AFAS.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SAP SuccessFactors Employee Central is read through the OData API, first filtered on lastModifiedDateTime, then the valid records with fromDate and toDate (effective dated). Entities PerPerson, PerPersonal, PerNationalId (country NLD), EmpEmployment, EmpJob (standardHours, jobCode, department) and EmpPayCompRecurring.
- Authentication with OAuth 2.0 and a SAML bearer assertion; technical user with rights on the Dutch employees. Dutch fields through country-specific fields. Concurrent employment yields two EmpEmployment records.
- AFAS is written through the KnPerson and KnEmployee UpdateConnectors (AfasContract, AfasTimeTable, AfasOrguniFunction, AfasSalary, AfasAgencyFiscus).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in AFAS Profit | Notes |
|---|---|---|
PerPerson.personIdExternal | Medewerker (EmId) of vrij veld | |
PerPersonal.firstName, lastName | Voornaam, voorvoegsel, achternaam (KnPerson) | Split name prefixes if they are part of lastName |
PerNationalId.nationalId (country NLD) | BSN | |
EmpEmployment.startDate | Begindatum contract (AfasContract) | |
EmpJob.standardHours | Rooster (AfasTimeTable) | Converted to a part-time factor against full-time hours in AFAS |
EmpJob.jobCode | Functie (AfasOrguniFunction) | Through a lookup table |
EmpJob.department | Organisatorische eenheid (AfasOrguniFunction) | Through a lookup table |
EmpPayCompRecurring | Salaris (AfasSalary) en vaste looncomponenten | We decide the AFAS counterpart per pay component |
EmpEmployment.endDate | Einddatum contract |
Related
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