HR to ERP
Workday to Exact Online integration: cost centres of the Dutch entity and a worklist for employees
With an integration between Workday and Exact Online, the cost centres of the Dutch companies in Workday land automatically in the right Exact division, with code, name and end date. Exact Online only lets an integration read employees, so KoppelHet compares the employees in Exact with Workday and puts new, changed and departed employees on a worklist for the Exact administrator, well before their first or last working day.
What the integration does
Dutch entities that keep their books and project hours in Exact Online, while head office manages all workers in Workday, do not yet have new colleagues in Exact on their first day, so they cannot book hours. The controller copies cost centres the group creates in Workday by hand.
- Finance or HR creates a cost centre in Workday for the Dutch company, or gives it an end date.
- KoppelHet puts the cost centre in the Exact division that belongs to that company, with the same code and name.
- A hire at the Dutch company goes on the worklist, with name, start date, department, cost centre and manager.
- The administrator creates the employee in Exact. KoppelHet sees them at the next comparison and takes them off the list.
- On a termination the employee stays on the list until Exact has an end date that matches Workday.
What to watch for with Workday and Exact Online
- Workday holds every country in one tenant, Exact Online only the Dutch divisions. KoppelHet records which Workday company belongs to which Exact division and leaves workers and cost centres of other companies outside the integration.
- A cost centre in Workday sits in a hierarchy under a company and has an effective date. In Exact it is a flat list per division with just code and description. The hierarchy stays in Workday; Exact receives the cost centres themselves.
- A cost centre code can only change in Exact through the recode function. If a cost centre gets a new reference in Workday, KoppelHet does not create a second cost centre but reports the recode to finance.
- Workday often stages a hire weeks ahead with a future effective date. Because Exact Online only lets an integration read employees, that hire goes on the worklist straight away, so the employee is in Exact before they book their first hours.
- The manager in Workday is another worker, often in another country. In Exact the manager must be an Exact user in the same division. A manager abroad therefore goes on the worklist as a note, so finance picks a substitute approver.
- A supervisory organization in Workday is not the same as a department in Exact, where each department carries exactly one cost centre. KoppelHet compares the worker's cost centre with that of their Exact department and reports differences, so hours do not land on the wrong cost centre.
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 Online itself?
Exact Online documents employees in its REST API as read-only. We therefore prepare everything on the worklist and then check that Exact matches Workday.
Is pay data sent from Workday to Exact?
No. For this integration name, dates, department, cost centre and manager are enough. Compensation stays in Workday.
What if we have several Dutch entities?
Each Workday company gets its own Exact division in the table. Cost centres and employees only go to the division of their own company.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read with Get_Cost_Centers from the Financial Management web service (effective date, organisation code, container) and with a RaaS report on workers of the Dutch companies, with Get_Organizations for supervisory organizations. Authentication with an Integration System User.
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters supports GET, POST, PUT and DELETE (Code and Description required, EndDate for the end date, code only changeable by recoding). payroll/Employees, payroll/EmploymentOrganizations and hrm/Departments are read-only. Manager on Employees refers to a user in the same division.
- The Employees resource is available in the Payroll, Time & Billing and Professional Services packages. Personal fields such as address and social security number only come back with extra roles; the integration user does not get those roles.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Exact Online | Notes |
|---|---|---|
Company (Nederlandse bedrijven) | Division | Fixed table; other countries stay outside the integration |
Cost_Center_Reference_ID | Costcenters.Code | |
Organization_Name (Cost Center) | Costcenters.Description | |
Inactive / einde kostenplaats | Costcenters.EndDate | |
Employee_ID | Employees.Code | Key for the comparison; entered in Exact by the administrator |
Supervisory_Organization | Departments.Code | Compare only; departments cannot be changed in Exact through the API |
Manager | Employees.Manager | Must be an Exact user in the same division |
Hire_Date en Termination_Date | Employees.StartDate en EndDate (vergelijking) |
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