Payroll integration
SuccessFactors to YouServe integration: changes on time for Visma's payroll service
With an integration between SAP SuccessFactors and Visma YouServe, new Dutch employees, changes in hours, job and salary, and terminations go to Visma's payroll service automatically, even when they only take effect next month. The monthly spreadsheet disappears, and changes no longer arrive a period late.
What the integration does
Anyone managing employees in SAP SuccessFactors Employee Central who has outsourced Dutch payroll to Visma YouServe sends the monthly changes as a spreadsheet. Whatever changes after that, or is already set for next month, arrives a period late and is corrected retroactively.
- HR records a change in SuccessFactors, for example a pay rise from next month.
- KoppelHet picks up the change straight away, even if it only takes effect later.
- KoppelHet translates the change to the codes for job, organisation and pay component that YouServe uses.
- The change is ready at YouServe. Anything YouServe rejects or cannot process yet shows with the reason in the KoppelHet platform.
- Before the payroll service's submission date KoppelHet compares the Dutch employees in SuccessFactors with YouServe.
What to watch for with SAP SuccessFactors and Visma YouServe
- By default SuccessFactors only shows the data valid today. A hire from the first of next month is then still invisible. KoppelHet therefore also looks ahead, so YouServe sees future changes during the current period.
- YouServe is payroll delivered as a service. Visma's service centre processes changes up to a fixed submission date per period. We schedule KoppelHet's check before that date, so differences are resolved in the same run.
- YouServe is continuing as Youforce and runs on Visma's HR platform. Which entry point the YouServe environment has for changes is agreed with Visma at the start; that decides whether a new hire arrives directly or through a workflow.
- Recurring pay components in SuccessFactors are set up for the whole group, for example a monthly car allowance. For YouServe we map each component to a Dutch pay component, or leave it out if it does not run through Dutch payroll.
- In SuccessFactors the integration may only see the Dutch employees. That way data of colleagues in other countries never leaves SuccessFactors.
- On a termination KoppelHet supplies the last working day and the reason. The final settlement, such as holiday allowance and untaken leave, is done by the YouServe payroll service.
- If an employee moves within the group into or out of the Netherlands, for YouServe that is a hire or a termination.
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 this replace the spreadsheet to the payroll service?
Yes, for the changes that are in SuccessFactors. Anything not in there, such as a Dutch tax choice, still reaches YouServe the usual way.
What changes now that YouServe is continuing as Youforce?
For the integration mainly the connection on Visma's side. The translation from SuccessFactors stays the same.
What if someone has two concurrent employments?
If someone has two employments at Dutch companies in SuccessFactors, we agree with Visma whether that becomes two employments in YouServe.
Who resolves a rejected change?
HR in SuccessFactors when it concerns source data, the payroll service when it concerns a Dutch setup. The KoppelHet platform shows which of the two it is.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SuccessFactors Employee Central is read through the OData API, on change date and with fromDate so future records come along. Entities include PerNationalId (country NLD), EmpEmployment, EmpJob (standardHours) and EmpPayCompRecurring. Through role-based permissions the technical user only has the Dutch companies as its target population.
- YouServe (Visma HR Core) has no publicly documented write route; api.youserve.nl exists. The API route is agreed with Visma per customer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Visma YouServe | Notes |
|---|---|---|
personIdExternal | Personeelsnummer of extern nummer | |
PerNationalId (country NLD) | BSN | |
Naam (persoonsgegevens) | Voornaam, voorvoegsel, achternaam | |
startDate (EmpEmployment) | Datum in dienst | |
Bedrijf (job information) | Werkgever in YouServe | Dutch companies only |
standardHours (EmpJob) | Uren per week | |
Afdeling (job information) | Organisatie-eenheid | Through a lookup table |
Functiecode (job information) | Functie | Through a lookup table |
EmpPayCompRecurring | Looncomponent | Agreed per pay component |
Einddatum (EmpEmployment) | Datum uit dienst |
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