HR to ERP
SAP SuccessFactors to NetSuite integration: employees per subsidiary, with supervisor and expense limit
With an integration between SAP SuccessFactors Employee Central and Oracle NetSuite, every employee from SuccessFactors automatically becomes an employee in NetSuite, on the subsidiary of their company, with department, supervisor and expense limit. A new manager in SuccessFactors changes who approves expense reports in NetSuite, and after the last working day the employee becomes inactive in NetSuite.
What the integration does
International groups with SAP SuccessFactors as HR system and NetSuite as ERP for their subsidiaries create employees in NetSuite by hand for expenses and purchasing. A change of manager in SuccessFactors does not reach approval in NetSuite, and leavers stay active in NetSuite until finance notices.
- KoppelHet fetches the records changed in Employee Central since the previous run, only for the companies that post in NetSuite.
- A new employee becomes an employee on the subsidiary of their company, with the department from the cost centre.
- The manager from SuccessFactors becomes supervisor in NetSuite; the expense limit comes from a finance table.
- A change with a future effective date only goes to NetSuite on that date.
- After the last working day the employee gets a release date, becomes inactive and loses NetSuite access.
What to watch for with SAP SuccessFactors and Oracle NetSuite
- In NetSuite approval of an expense report follows the supervisor on the employee, as long as no separate expense approver is filled in; if there is one, the supervisor no longer takes part. KoppelHet sets the manager from SuccessFactors as supervisor and leaves the expense approver field empty, unless finance wants otherwise per company.
- An employee in NetSuite has an expense limit below which they may submit without approval, and an approver has their own limit; above it the report goes one level up. KoppelHet fills both from a table per pay grade in SuccessFactors, so a promotion gives the right amounts straight away.
- An employee on the parent subsidiary cannot be moved to another subsidiary in NetSuite; on a child subsidiary that is possible. KoppelHet therefore always puts employees on the subsidiary of their own company, and a transfer between companies in SuccessFactors only follows when child subsidiaries are involved.
- Employee Central can record a temporary assignment to another country as an extra employment. KoppelHet keeps the employee in NetSuite on the subsidiary of their home company, so no second employee is created for the same person and their expenses stay in one place.
- SuccessFactors returns today's data by default, while a job change is often entered ahead. KoppelHet requests the job information as of the effective date and only puts the new supervisor and department into NetSuite on that day.
- A cost centre in SuccessFactors belongs to a company, and a department in NetSuite must be linked to the employee's subsidiary. If a cost centre comes in that finance has not linked to that subsidiary, KoppelHet lists the employee instead of picking an arbitrary department.
- After the last working day KoppelHet sets the employee in NetSuite to inactive and removes access, but does not delete them. Open expense reports and historic postings thus stay with the same employee.
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 the payroll journal also go to NetSuite?
Not in this integration. The payroll journal comes from the local payroll and can be added later as an extension.
What do we need to arrange in SuccessFactors?
An API user with OAuth and read rights only on person, job and termination data. Salary does not go to NetSuite.
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 through the OData API v2 with OAuth 2.0 (SAML bearer assertion), on lastModifiedDateTime and with asOfDate for the state on the effective date. Entities PerPerson, PerPersonal, PerEmail, EmpEmployment, EmpJob (company, costCenter, managerId, payGrade, jobCode) and EmpEmploymentTermination; global assignments recognisable by assignmentClass.
- To NetSuite through SuiteTalk REST web services on the employee record, with OAuth 2.0 and a dedicated integration role without Administrator rights. Subsidiaries and departments are only read; fields include subsidiary, department, supervisor, expense limit, expense approval limit, hire date, release date, isInactive and giveAccess.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Oracle NetSuite | Notes |
|---|---|---|
personIdExternal / userId | Employee ID (externalId) | Fixed key |
PerPersonal (firstName, lastName) | firstName, lastName | |
PerEmail (zakelijk) | email | |
EmpJob.company | subsidiary | Fixed table per company |
EmpJob.costCenter | department | Only departments linked to that subsidiary |
EmpJob.managerId | supervisor | |
EmpJob.payGrade of jobCode | expense limit en expense approval limit | Through a table finance maintains |
EmpEmployment.startDate | hire date | |
EmpEmploymentTermination.endDate | release date en inactive |
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