Payroll to finance
Unit4 and Loket integration: cost centres to the journal profile, journal run back to Unit4
With an integration between Unit4 ERP and Loket, the cost centres from Unit4 reach the Loket journal profile automatically, and the result of every journal run is then staged as a batch in the Unit4 ledger. Payroll only picks cost centres finance knows, and Loket shows per run whether the journal has reached Unit4.
What the integration does
Organisations that keep the ledger in Unit4 ERP and run payroll in Loket, often through an accounting firm, maintain the cost centres in Loket by hand. After every run the journal is downloaded, converted and imported into Unit4, and the import fails on a cost centre that still exists in Loket but has already been closed in Unit4.
- Finance opens or changes a cost centre in Unit4.
- KoppelHet puts the code and description into the journal profile of the Loket payroll administration.
- After the approved payroll run Loket journalises; KoppelHet fetches the results as soon as the run is ready.
- The lines go with account, cost centre and cost unit to batch processing (GL07) in Unit4.
- KoppelHet marks the journal run in Loket as exported, or as failed if Unit4 rejects the batch.
Back: Journal results per run · Status exported or failed in Loket
What to watch for with Unit4 ERP and Loket
- In Loket cost centres belong to a journal profile, not to the employee. KoppelHet adds new Unit4 cost centres to the profile of each Loket payroll administration that uses them, with a code of at most twenty characters and a description of at most fifty.
- Unlike some payroll packages, Loket also lets the API delete a cost centre. When finance closes a cost centre in Unit4, KoppelHet only deletes it in Loket once payroll has moved the employees.
- Loket only creates a journal for an approved payroll run, with a journal profile for that period. A journal run still being processed has no results; KoppelHet waits for the ready status and posts nothing halfway.
- After posting KoppelHet marks the journal run in Loket as exported, or as failed if Unit4 rejects the batch. Payroll can see in Loket which runs are already in the ledger.
- Loket can journalise for any available period up to seven years back. A correction to an old period therefore arrives as a separate batch in Unit4, in the period finance chooses for it.
- Unit4 checks accounts, periods and cost centres itself when processing the batch. Because the cost centres in Loket come from Unit4, a batch rarely fails there on an unknown code.
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
Who starts journalising in Loket?
Payroll does, as today. The API can also start a journal run; if you want that, we include it.
Our accounting firm works in Loket. What does it notice?
It sees new cost centres in the journal profile and the exported status per journal run. It does not get access to Unit4.
Can the journal go to Unit4 per employee?
Loket also provides an overview per employment. Finance usually chooses account and cost centre; the per-employee detail stays in Loket.
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 Attribute Values API (attributeValue, description, companyId, status C = terminated) and the Financial Transaction Batch API for the GL07 import process (account, accountingDimension, currencyAmount with credit negative, period).
- Loket through the REST API with OAuth - cost centres per journal profile (PostCostCenterAtPayrollAdministrationLevelByJournalProfileId, PATCH and DELETE per costCenterId; code at most 20, description at most 50 characters), journal runs per administration, results through GetJournalRunResultsByJournalRunId (generalLedgerAccount, costCenter, costUnit; no results for journalRunStatus 0 to 3) and PatchJournalRunByJournalRunId with markAsSuccessfullyExported or MarkAsProcessingFailed.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Unit4 ERP | Field in Loket | Notes |
|---|---|---|
attributeValue | code (kostenplaats) | Loket accepts at most twenty characters |
description | description | At most fifty characters in Loket |
companyId | Loket-werkgever en administratie | Fixed mapping per Unit4 company |
generalLedgerAccount.code | account | Through a chart of accounts mapping |
costCenter.code | accountingDimension (kostenplaats) | |
costUnit.code | accountingDimension (project of kostendrager) | |
Bedrag | currencyAmount | Credit becomes a negative amount |
Jaar en periode van de run | period |
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