HR to ERP
Sympa to Exact Online integration: approved changes of the Dutch employer on the worklist
With an integration between Sympa and Exact Online, KoppelHet compares the employees of the Dutch employer in Sympa every day with the employees in the Exact division, based on approved rows with their effective date. New employees, leavers and a different department or cost centre go on a worklist for the administrator, because Exact Online only lets an integration read employees.
What the integration does
Organisations that use Sympa as HR system and keep the Dutch books in Exact Online maintain the employee list in Exact by hand. Sympa often also holds colleagues in Finland, Sweden or Norway, who do not belong in the Dutch division.
- Your Sympa administrator creates an API interface with employee, employer, employment, department and cost centre; we supply the field list.
- Every hour KoppelHet fetches the changed employees of the Dutch employer.
- Approved differences with Exact go on the worklist, with the effective date from Sympa.
- After the change in Exact the line disappears at the next comparison.
What to watch for with Sympa and Exact Online
- Sympa has no fixed API. An administrator builds an interface and chooses which fields and tables it contains, with a unique field as key. For Exact we only open employer, employment, department, cost centre and manager. Salary and personal data thus stay outside the integration.
- Table rows in Sympa have an approval status. A transfer still awaiting approval does not belong on finance's worklist. KoppelHet only includes rows with the status approved in the comparison with Exact.
- A department or cost centre in Sympa is a table row with a validity. With the at parameter KoppelHet requests the state on a given day. A transfer as of the first of next month thus goes on the worklist with that date, and not today already.
- A filter on a table in Sympa still returns all employees, only with fewer rows. KoppelHet therefore filters on the Dutch employer first and only then on table rows, so colleagues in the Nordic countries do not end up on the worklist of the Dutch division.
- By default Sympa allows one hundred requests per hour per interface, and Exact Online has limits per minute and per day per division. KoppelHet only fetches changed employees per run and reads Exact in one go per comparison, so both limits are met comfortably.
- Exact only accepts as manager a user in the same division who is not a subordinate of the employee. In a Nordic group the manager is often in another country. Then they go on the worklist as a note, so finance chooses an approver in the Netherlands.
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 KoppelHet not create the employee in Exact itself?
Exact Online's REST API only lets employees be read. KoppelHet prepares everything on the worklist and checks the result at the next comparison.
Can the Exact number go back to Sympa?
Sympa allows writing through the interface. That can be added later as an extension; we start with reading.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Sympa Integration API (OData v4 subset, JSON) on a dedicated interface under https://api.sympahr.net/api, with X-ApiKey or basic authentication. Changed employees with $filter on modified and the employer, $top and $skip, table rows with $expand and Approval eq 5, and at, since or until for validity (requires effectivity settings). Unique field or DataCardCode as key. By default 100 requests per hour per interface, shared across GET, POST and PATCH; reporting database up to 30 minutes behind.
- Exact Online through the REST API with OAuth, per division. payroll/Employees (Code, StartDate, EndDate, Manager) and hrm/Departments (Code, Costcenter) are read-only. API limits per minute and per day per division.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Sympa | Field in Exact Online | Notes |
|---|---|---|
Werkgever op de medewerkerskaart | Division | Only the Dutch employer |
Unieke sleutel van de datakaart | Employees.Code (vergelijking) | |
Begin- en einddatum dienstverband | Employees.StartDate en EndDate (vergelijking) | |
Afdeling (tabelregel met geldigheid) | Departments.Code (vergelijking) | Through a table |
Kostenplaats (tabelregel met geldigheid) | Departments.Costcenter (vergelijking) | |
Leidinggevende | Employees.Manager (vergelijking) | Looked up as an Exact user in the same division |
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