HR to ERP
Workday to Sage Intacct integration: workers as employees in Sage Intacct, with entity, department and manager
With an integration between Workday and Sage Intacct, every worker from Workday automatically becomes an employee in Sage Intacct, with contact, entity, department and manager, so expenses and costs post to the right dimensions. After a termination in Workday the integration sets the employee in Sage Intacct to inactive, with end date and termination type.
What the integration does
Organisations that manage workers in Workday and keep their books in Sage Intacct create employees in Sage Intacct by hand, often only when someone wants to submit their first expense claim. People who move to another department keep posting to the old one in Sage Intacct for months, and leavers stay active in the pick lists.
- KoppelHet fetches the workers changed in Workday, only for companies that exist as an entity in Sage Intacct.
- For a new worker KoppelHet first creates the contact and then the employee, with the Workday ID as employee ID.
- Entity, department and manager are set; if a dimension value is missing in Sage Intacct, the worker goes on a list for finance.
- A job change or new manager updates the employee.
- After a termination KoppelHet sets the employee to inactive, with end date and termination type.
What to watch for with Workday and Sage Intacct
- Sage Intacct only creates an employee with a reference to a contact that already exists. KoppelHet therefore first creates the contact with name and work email for each new worker, and only then the employee that refers to it.
- In a Sage Intacct environment with several entities, the entity is required when updating an employee, and it must be active. KoppelHet translates each Workday company to an entity and lists workers of companies without an entity instead of loading them at the top level.
- Sage Intacct has five termination types: voluntary, involuntary, deceased, disability and retired. Workday has its own reasons per termination. KoppelHet translates the primary reason from Workday to one of those five, with a table HR sets.
- An employee's manager in Sage Intacct is a reference to that manager's employee ID. If a new manager and their new team member start at the same time in Workday, KoppelHet creates the manager first, so the reference holds.
- Sage Intacct can number employee IDs itself. KoppelHet sets the Workday Employee_ID as employee ID, so finance sees the same number in reports as HR and a rehire in Workday finds the existing employee.
- Anyone who enters time or expenses in Sage Intacct must be linked to a Sage Intacct user. The integration does not create users; a new employee who will submit expenses goes on a list for the Sage Intacct administrator.
- Department, entity and class are dimensions in Sage Intacct that postings use. Workday works with cost centers and supervisory organizations. KoppelHet uses a table from cost center to department and checks beforehand whether that department exists in Sage Intacct.
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
Are employees deleted in Sage Intacct?
No. The API can do it, but a leaver often still has postings. KoppelHet sets the employee to inactive with an end date.
Does the payroll journal also go through this integration?
No. The payroll journal comes from payroll and is a separate integration, which can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday through a RaaS report on change date with an Integration System User (Employee_ID, Company, Cost_Center, Manager, Business_Title, Hire_Date, Termination_Date, Primary_Reason), with Get_Workers where needed.
- Sage Intacct through the XML gateway (https://api.intacct.com/ia/xml/xmlgw.phtml): create and update on EMPLOYEE with PERSONALINFO/CONTACTNAME (existing contact), EMPLOYEEID, TITLE, SUPERVISORID, LOCATIONID, DEPARTMENTID, CLASSID, STARTDATE and ENDDATE (mm/dd/yyyy), STATUS active or inactive and TERMINATIONTYPE. Updates on RECORDNO or EMPLOYEEID.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Sage Intacct | Notes |
|---|---|---|
Employee_ID | EMPLOYEEID | Set by us, not from Sage Intacct's numbering sequence |
Preferred_Name en werkmail | Contact (CONTACTNAME) | Create the contact first |
Business_Title | TITLE | |
Company | LOCATIONID (entiteit) | Through a table from company to entity |
Cost_Center | DEPARTMENTID | Through a table finance maintains |
Manager | SUPERVISORID | |
Hire_Date | STARTDATE | Format mm/dd/yyyy |
Termination_Date en Primary_Reason | STATUS inactive, ENDDATE en TERMINATIONTYPE |
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