HR to ERP
SAP SuccessFactors to Exact Online integration: cost centres and employees of the Dutch subsidiary
With an integration between SAP SuccessFactors Employee Central and Exact Online, the cost centres of the Dutch company in Employee Central land automatically in the Exact division of the Dutch subsidiary, with their end date. KoppelHet compares that company's employees with Exact every day; because Exact Online only lets an integration read employees, the administrator gets new employees, transfers and leavers on a worklist.
What the integration does
Groups that use SuccessFactors for HR in all countries and have a Dutch subsidiary book in Exact Online decide cost centres centrally in SuccessFactors. They only reach Exact after an email to the local bookkeeper, and leavers stay active there.
- The group records a cost centre or a change for an employee of the Dutch company in Employee Central.
- KoppelHet fetches only the changed records of that company.
- A cost centre that becomes valid is added to the Exact division; a closed cost centre gets an end date there.
- New employees, transfers and leavers go on the worklist, with the date on which they take effect.
- The administrator updates Exact; at the next comparison the line disappears.
What to watch for with SAP SuccessFactors and Exact Online
- A cost centre in Employee Central has a validity period with a start and end date. A cost centre in Exact Online only has an end date. KoppelHet creates the cost centre in Exact as soon as it becomes valid in SuccessFactors, and copies the end date when the group closes it.
- Employee Central contains every country in the group, Exact only the Dutch subsidiary. The integration only requests the Dutch company in SuccessFactors, so the rest of the organisation and its cost centres stay out of Exact.
- An employee in Employee Central can have a second employment or an assignment to another country next to their Dutch employment. For Exact only the employment at the Dutch company counts; the rest stays off the worklist.
- The manager from Employee Central often sits at the headquarters abroad. Exact only accepts an Exact user in the same division who is not a subordinate of the employee as manager. Such a manager goes on the worklist as a note, so the subsidiary picks its own approver.
- In Employee Central department and cost centre are separate items on the job information. In Exact each department carries one cost centre. KoppelHet reports an employee where the two do not match, before hours are booked to the wrong cost centre.
- Employee Central returns changes with the date on which they take effect, even if that lies in the future. Exact shows each employee's current state. A transfer as of the first of next month therefore appears on the worklist with that date and is only checked as a difference afterwards.
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 not simply use SAP for the Dutch subsidiary?
That is a group decision. This integration is meant for subsidiaries that stay on Exact Online and still want to follow the central HR data.
Why does KoppelHet not put employees straight into Exact?
Exact Online only lets employees, employments and departments be read through the REST API. Cost centres can be written, and the integration does that.
Are personal data or salaries sent to Exact?
No. Name, dates, department, cost centre and manager are enough. Pay components stay in SuccessFactors and the local payroll.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Employee Central through the OData API (v2) with OAuth 2.0 and a SAML bearer assertion. Filtered on lastModifiedDateTime and on the Dutch company; FOCompany, FOCostCenter (effective dated, with startDate and endDate), EmpEmployment and EmpJob (company, department, costCenter, managerId).
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters with GET, POST, PUT and DELETE (Code and Description required, EndDate as end date, no start date). payroll/Employees, payroll/EmploymentOrganizations and hrm/Departments (one Costcenter per department) are read-only.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Exact Online | Notes |
|---|---|---|
FOCompany (Nederlands bedrijf) | Division | |
FOCostCenter.externalCode | Costcenters.Code | |
FOCostCenter.name | Costcenters.Description | |
FOCostCenter.endDate | Costcenters.EndDate | |
EmpEmployment.userId | Employees.Code (vergelijking) | |
EmpJob.department | Departments.Code (vergelijking) | Through a table |
EmpJob.managerId | Employees.Manager | Must be an Exact user in the same division |
EmpEmployment.startDate en endDate | Employees.StartDate en EndDate (vergelijking) |
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