HR to ERP
Unit4 HR to Exact Online integration: employees of a Unit4 company on the worklist of the Exact division
With an integration between Unit4 HR and Exact Online, KoppelHet compares the employees of each Unit4 company that posts in Exact with the Exact division, and new employees, leavers and a different department or cost centre go on a worklist for the administrator with their effective date. KoppelHet creates missing cost centres in Exact itself, because Exact Online only lets employees be read through the API.
What the integration does
Organisations that run HR for the whole group in Unit4, but keep the books of a subsidiary or foundation in Exact Online, maintain the employees in Exact by hand. A transfer in Unit4 only reaches Exact when someone sends an email.
- Every hour KoppelHet reads the employees from Unit4 updated since the previous run, only for the companies that post in Exact.
- KoppelHet creates a cost centre that is missing in Exact there, with the description from Unit4.
- Differences in employees, employments and organisation go on the worklist, with the date from the Unit4 relation.
- After the change in Exact the line disappears at the next comparison.
What to watch for with Unit4 HR and Exact Online
- Unit4 is the source here for a division that does not post in Unit4 itself. KoppelHet only reads the Unit4 companies listed in a table, and links each company to one Exact division, so employees of the rest of the group do not land on the subsidiary's worklist.
- Exact Online only lets employees and departments be read through the API, but cost centres can be created. KoppelHet fetches the description of a cost centre in Unit4 and creates the code in Exact, so the administrator can pick it straight away when working through the worklist.
- In Unit4 department and cost centre are relations with a start and end date. Exact records the organisation of an employment with a start date. KoppelHet puts the dateFrom of the new relation on the worklist, so the change takes effect in Exact on the same day.
- A relation in Unit4 can have a percentage, so someone falls partly under another cost centre. Exact has one cost centre per employment. KoppelHet puts the cost centre with the largest share on the worklist and mentions the split as a note.
- An employee in Unit4 can have the status on leave. That is not a departure. KoppelHet only puts the status terminated or an end date of the employment on the worklist as a departure, so Exact does not close a colleague on long-term leave.
- Unit4 recommends fetching changes with ge on the time of the previous run, so nothing slips through. An employee can therefore arrive twice. KoppelHet compares with what is already on the worklist, so the same change does not appear twice.
- Unit4 shares a ceiling of five hundred requests per minute across all integrations with the tenant, and Exact has its own limits per division. KoppelHet only requests changed employees in Unit4 and reads Exact once per comparison, so the group's financial integrations are not affected.
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 offers no writable API for employees and employments. KoppelHet prepares everything and checks at the next comparison whether it was processed.
Does payroll then run in Exact?
It can, but need not. This integration only keeps the employees and the organisation in Exact aligned; payroll is outside it.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Unit4 ERPx through the ObjectAPI (GET /v1/objects/employees) with OAuth 2.0 client credentials, incremental with filter=lastUpdated/updatedAt ge and limit and offset; details per employee with GET /v1/employees/{personId} (includeRelatedValues, includeHistory, getDescriptions). Status including Active, Terminated and On leave; relatedValues with relationId, percentage, dateFrom and dateTo. Tenant limit 500 requests per minute.
- Exact Online through the REST API with OAuth 2.0, per division. hrm/Costcenters with GET and POST (scope Financial costcenters); payroll/Employees, payroll/Employments and payroll/EmploymentOrganizations (DepartmentCode, CostCenter, StartDate) GET 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 Unit4 HR | Field in Exact Online | Notes |
|---|---|---|
companyId | Division | Fixed table; only companies that post in Exact |
personId | Employees.Code (vergelijking) | |
employments.startDate en endDate | Employments.StartDate en EndDate (vergelijking) | |
relatedValues afdeling met dateFrom | EmploymentOrganizations.DepartmentCode (vergelijking) | |
relatedValues kostenplaats met dateFrom | EmploymentOrganizations.CostCenter (vergelijking) | |
Omschrijving van de kostenplaats | hrm/Costcenters (Code, Description) | Created when missing |
status Terminated | Vertrek op de werklijst |
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