Payroll to finance
YouForce to Oracle Fusion ERP integration: the payroll journal as a journal import in Oracle
With an integration between Visma Raet YouForce and Oracle Fusion Cloud ERP, the payroll journal of every processed run goes to the right ledger in Oracle as a journal import, with the YouForce cost centres translated to segments of the chart of accounts. Finance no longer fills in an FBDI file by hand, and a run that did not import correctly shows up with its reason in the KoppelHet platform.
What the integration does
Organisations that run payroll in YouForce and use Oracle Fusion Cloud ERP as group ledger copy the payroll journal into Oracle's FBDI template after every run. YouForce codes have to be converted to segment values by hand, and a wrong segment only surfaces when the import in Oracle fails.
- Payroll processes the run in YouForce, as today.
- KoppelHet fetches that run's journal lines and adds up the amounts per employee into lines per cost type, cost centre and cost unit.
- Every YouForce code becomes a valid segment value in the chart of accounts of the ledger that belongs to the client, through a translation table.
- KoppelHet builds the journal file, loads it into Oracle and starts the journal import.
- Afterwards KoppelHet checks the status. A successful run is ticked off; a failed one goes to finance with the error lines.
What to watch for with Visma Raet YouForce and Oracle Fusion ERP
- YouForce puts the client number on every journal line. In Oracle Fusion every line belongs to one ledger. KoppelHet records per client which ledger the payroll costs land in, so a group with several employers in YouForce does not get mixed up in one ledger.
- Cost type, cost centre and cost unit are codes of at most seven characters in YouForce. Oracle checks every segment value against the ledger's chart of accounts. KoppelHet translates the codes beforehand and holds back a run with a code that is not yet in the table, instead of letting Oracle reject the import.
- YouForce gives one amount with a plus or minus sign. Oracle's interface file has a separate column for debit and for credit. KoppelHet puts a positive amount in the debit column and a negative amount as a positive number in the credit column, so corrections do not arrive as negative debits.
- Oracle picks the period from the accounting date. YouForce works with a year and a production period, thirteen a year for four-weekly payroll. KoppelHet converts every production period to an accounting date in the right Oracle period through a fixed table.
- Lines with the same group number become one journal in Oracle. KoppelHet gives every combination of run and client its own group number and a fixed journal source. Finance can therefore find the lines of one YouForce run in Oracle by source and group number, also in the import errors screen.
- An export file from YouForce is kept for 24 hours. Loading and importing in Oracle runs asynchronously and can take longer. KoppelHet therefore keeps the summed journal itself until Oracle has finished the import, so a second attempt does not have to start at YouForce again.
- The YouForce journal is per employee, with employee number. The description fields in Oracle are not validated and are visible to everyone with access to the journal. KoppelHet only puts run, period and cost centre there, no employee names or numbers.
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 integration also post the journal in Oracle?
No. The integration stages the journal through the journal import. Finance checks and posts it in Oracle, as with any other imported journal.
What if Oracle rejects lines?
Then they appear with source and group number among the import errors in Oracle, and KoppelHet reports the run as failed. Usually a segment value is missing or the period is closed. After correcting the translation table we offer the run again.
Can we post per employee?
Technically yes, but not by default. The ledger should hold amounts per account and cost centre; the detail per person stays in YouForce.
Do cost centres also go from Oracle to YouForce?
No. YouForce only lets cost centres be read through the API. A list of cost centres that are in Oracle but not in YouForce 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.
- YouForce through the Youforce Data API, table journal-entry-employee (Amount, ContraAccount, CostTypeCode, CostCenterCode, CostUnitCode, FinancialGroupBK, Year, ProductionPeriod), as a job with a download file. A job file is available for 24 hours, with X-Content-MD5 for checking and at most 25 downloads at once per client. OAuth 2.0 through Visma Connect.
- Oracle Fusion through the REST resource /fscmRestApi/resources/11.13.18.05/erpintegrations with OperationName importBulkData (DocumentContent as base64 zip, DocumentAccount fin$/generalLedger$/import$, JobName of the journal import, ParameterList in fixed order, CallbackURL optional). The response gives a ReqstId for the status check.
- The file follows the GL_INTERFACE interface table - STATUS NEW, LEDGER_NAME or LEDGER_ID, ACCOUNTING_DATE, USER_JE_SOURCE_NAME, USER_JE_CATEGORY_NAME, CURRENCY_CODE, ACTUAL_FLAG A, SEGMENT1 to SEGMENT30, ENTERED_DR, ENTERED_CR, GROUP_ID, REFERENCE1 (batch name), REFERENCE4 (journal name) and REFERENCE10 (line description).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Oracle Fusion ERP | Notes |
|---|---|---|
CostTypeCode | Segment natuurlijke rekening | Translation table maintained by finance |
ContraAccount | Segment rekening op de tegenregel | |
CostCenterCode | Segment kostenplaats | |
CostUnitCode | Segment project of kostendrager | Only if the chart of accounts has that segment |
Amount (met teken) | ENTERED_DR of ENTERED_CR | Sign decides the column |
Year en ProductionPeriod | ACCOUNTING_DATE | Date within the matching Oracle period |
FinancialGroupBK (opdrachtgever) | LEDGER_NAME | |
Run en opdrachtgever | GROUP_ID, REFERENCE1 en REFERENCE4 | Batch and journal name traceable to the run |
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