HR to ERP
Workday to Visma.net ERP integration: employees per branch for time and expenses
With an integration between Workday and Visma.net ERP, every worker of a Dutch company in Workday automatically becomes an employee in Visma.net, with department, branch, employee class and calendar, so timecards and expense claims can start straight away. A termination in Workday sets the employee to inactive after the last working day, because Visma.net has no end date in its API.
What the integration does
Organisations that manage people worldwide in Workday and keep the Dutch accounts in Visma.net ERP create employees there by hand as soon as someone needs to submit hours or expenses. Leavers stay active until a controller cleans them up.
- HR completes a hire in Workday for a Dutch company, often weeks before the start date.
- KoppelHet creates the employee in Visma.net straight away with the status on hold.
- On the start date KoppelHet sets the status to active.
- A new department or branch goes through on its effective date, with only the fields that differ.
- After the last working day KoppelHet sets the employee to inactive.
What to watch for with Workday and Visma.net ERP
- Visma.net ERP requires a department, employee class, branch and calendar for a new employee. Workday has no employee class or calendar. KoppelHet derives the class from the worker and time type, and the calendar from the Workday location, using a table finance sets up.
- A hire in Workday is often completed weeks before the start date. Visma.net has the status on hold for an employee who is not yet active. KoppelHet therefore creates the employee straight away and sets them to active on the start date.
- In the Visma.net API an employee has no end date. Workday often records a termination in advance. KoppelHet remembers the last working day and sets the employee to inactive the day after, so the last hours and expenses can still be submitted.
- Workday numbers employees and contingent workers in separate ranges. In Visma.net the employee number is unique. KoppelHet gives contingent workers a fixed prefix, so two people never share a number; contractors only come along if agreed.
- A department must exist in Visma.net before an employee can be placed in it, and it carries the expense account. A supervisory organization in Workday is not the same thing. KoppelHet translates the Workday cost centre to an existing Visma.net department and reports an unknown value to finance.
- Visma.net protects an update with a version tag; anyone updating an outdated version is refused. KoppelHet reads the employee right before updating and sends the tag along, so a manual change by finance is not silently overwritten.
- If a worker moves to another Dutch company in Workday, that becomes a different branch in Visma.net. Earlier expense claims stay with the old branch, and new ones go to the new branch from the effective date.
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
Does the employee also get a Visma.net user?
No. Linking a user is done by an administrator in Visma.net; that requires an email address, which the integration already fills in.
Who approves the expense claims?
Visma.net routes approvals through work groups. We did not see the manager field in the API, so finance sets up the work group; KoppelHet reports a new Workday manager on a list.
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 or Get_Workers (Workday Web Services) on change date, with an Integration System User with read rights only; Employee_ID and Contingent_Worker_ID are separate ranges. Fields per tenant: Company, Location, Cost_Center, Worker_Type, Time_Type, Hire_Date, Termination_Date and effective dates.
- Visma.net ERP through the Service API: POST /v1/employee (mandatory employeeCd, department, employeeClass, branch, calendar and contact; status Active, On hold, Hold payments or Inactive), PUT /v1/employee/{employeeCd} with If-Match on the ETag, GET /v1/employee with lastModifiedDateTime for the comparison, and /v1/employee/action/changeEmployeeCd for a different number. Access through Visma Connect with OAuth 2.0 client credentials and a tenant.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Visma.net ERP | Notes |
|---|---|---|
Employee_ID | employeeCd | Contingent workers get a fixed prefix |
Legal_Name of Preferred_Name | contact.firstName en contact.lastName | |
Werkmail | contact.email | |
Cost_Center of Supervisory_Organization | department | Lookup to existing departments |
Company | branch | Each Dutch company a fixed branch |
Worker_Type en Time_Type | employeeClass | Lookup table |
Location | calendar | Calendar per location |
Hire_Date en Termination_Date | status Hold, Active of Inactive |
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