Payroll to finance
YouForce to 4PS Construct integration: YouForce journal lines totalled into a 4PS posting
With an integration between Visma Raet YouForce and 4PS Construct, the journal lines of every processed payroll period in YouForce are totalled per G/L account and cost centre, and placed as a batch in the 4PS payroll journal. Cost centres that differ between YouForce and 4PS are reported to payroll before they cause problems in the ledger.
What the integration does
Construction and installation companies that process payroll in YouForce and run projects and finance in 4PS Construct get a journal per employee from YouForce, so many lines each month. Finance totals them in Excel before they can go into 4PS, and cost centre codes from YouForce do not match those in 4PS.
- Payroll processes the period in YouForce, as today.
- KoppelHet retrieves only the journal lines of that new period.
- The lines per employee are totalled per G/L account and cost centre; the YouForce codes are translated to the 4PS codes.
- The posting appears as a batch in the payroll journal of the 4PS company that belongs to the client employer.
- Finance reviews and posts. A code without a translation appears as a message in the platform, not as an error line in 4PS.
What to watch for with Visma Raet YouForce and 4PS Construct
- YouForce delivers the journal per employee, including hours and FTE. 4PS only receives the amounts, totalled per account and cost centre. Hours stay out of the posting, because 4PS already knows the hours worked from its own time registration.
- A cost centre code in YouForce is at most seven characters. Codes in 4PS are often longer or built differently, for example per branch and department. We record a fixed translation per code and maintain it in the platform.
- Cost centres in YouForce can only be read through an integration. The integration therefore cannot put a new 4PS cost centre into YouForce; KoppelHet compares both lists and reports the difference to payroll before the next period.
- Every YouForce line has a cost type and a cost unit next to a cost centre. 4PS works with dimensions; at the start we choose with finance which YouForce code goes into which dimension and which we leave out.
- If you work with several client employers in YouForce, each one usually also exists as its own company in 4PS. The client employer on the journal line decides which company receives the batch.
- By totalling first, tens of lines per period go to 4PS instead of thousands. That keeps the batch readable for finance and well within the limits Business Central sets for integrations.
- KoppelHet only requests the lines of the new period each time. A correction to an earlier period arrives as its own batch, so the original posting in 4PS is left untouched.
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 doesn't the integration put new cost centres into YouForce?
YouForce only lets an integration read cost centres. KoppelHet reports every difference with 4PS, so payroll records it before the next period.
Can the hours from YouForce go to 4PS as statistics?
That can be added as an extension. Usually it is not needed, because 4PS has the hours worked from its own time registration.
What do we need to arrange in YouForce?
The administrator gives the integration read access to the journal and cost centres once, in the Visma environment. On the 4PS side there is an app registration with only the permissions for journals.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Youforce Data API (journal lines per employee, with jobs for full and incremental exports) and the WFM API for cost centres (read-only). Fields include CostCenterBK (at most seven characters), ContraAccount, CostCenterCode, CostTypeCode, CostUnitCode, Amount, Year and ProductionPeriod. Authorisation per tenant through Visma Connect.
- 4PS Construct runs on Business Central. We write through the Business Central API v2.0 (journals, journalLines with dimensionSetLines, one signed amount) and read dimensionValues for checks. Business Central online allows at most 100 operations per batch request and 6,000 requests per user per five minutes.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in 4PS Construct | Notes |
|---|---|---|
Opdrachtgever | Company in 4PS | |
ContraAccount (grootboekrekening) | accountNumber | |
Amount | amount | Totalled per account and cost centre |
CostCenterCode | dimensionSetLines (dimensie kostenplaats) | Through a fixed lookup table when codes differ |
CostUnitCode of CostTypeCode | dimensionSetLines (tweede dimensie) | Only if finance uses it in 4PS |
Year en ProductionPeriod | postingDate en documentNumber |
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