Payroll to finance
YouForce to Sage Intacct integration: payroll journal lines per client as a draft journal in Intacct
With an integration between Visma Raet YouForce and Sage Intacct, the journal lines of every payroll run in YouForce are summed and placed in Sage Intacct as a journal entry, on the entity that belongs to the client. Cost centre and cost unit from YouForce become department and project in Intacct, and finance posts the draft after review.
What the integration does
Organisations that run payroll in Visma Raet YouForce and keep the financial administration in Sage Intacct get a journal per employee from YouForce with seven-character codes. Someone sums it, translates the codes to Intacct departments and puts the amounts in the right format, again for every run.
- After a processed run KoppelHet fetches the journal lines from YouForce through an export job.
- The lines are summed per client per account, cost centre and cost unit.
- KoppelHet translates the YouForce codes with a table to Intacct accounts, departments and projects, and checks that they exist.
- The journal goes to Intacct as a draft, with run and period in the title.
- Finance checks and posts in Intacct.
What to watch for with Visma Raet YouForce and Sage Intacct
- YouForce supplies every amount with a plus or minus sign. Sage Intacct only accepts positive amounts, with a separate indicator for debit or credit. KoppelHet converts the sign, so a correction from YouForce arrives in Intacct as a credit line and not as a negative debit posting.
- Every journal line in YouForce carries the client number. With several entities Intacct asks for the entity on every line. KoppelHet links each client to one entity and creates a separate journal entry per client.
- Cost centre, cost type and cost unit in YouForce are codes of at most seven characters. Departments and projects in Intacct often have their own, longer IDs. KoppelHet translates with a table and holds a run as long as it contains a code without a translation.
- YouForce works with a year and a production period, thirteen a year with four-weekly pay. Intacct wants a posting date in the US month/day/year notation. KoppelHet converts each production period through a fixed table to a date in the right Intacct period.
- The YouForce journal contains a line per employee, with hours and FTE. Intacct warns that journal entries with thousands of lines can time out. KoppelHet therefore sums to one line per account, department and project, without employee numbers.
- An export file from YouForce is available for 24 hours. KoppelHet stores the summed journal itself until Intacct has accepted it, so a second attempt after an outage does not depend on a file that has already expired.
- Intacct posts a journal entry through the API immediately by default. KoppelHet sends the YouForce journal as a draft, so finance can review it before it shows up in the figures.
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
Can departments from Intacct reach YouForce automatically?
No. YouForce only lets an integration read cost centres. A list of differences for payroll can be added later as an extension.
How does the integration handle a correction run?
A correction run becomes its own journal entry, with the run number in the title. Intacct then shows separately what was corrected.
Do salaries per employee end up in Intacct?
No. Intacct gets totals per account, department and project. The detail per employee stays in YouForce.
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 of at most seven characters, FinancialGroupBK, PayrollInstitutionBK, Year, ProductionPeriod, Hours, FTE), fetched as a job with a download file available for 24 hours. OAuth 2.0 through Visma Connect.
- To Sage Intacct through the XML API, create on GLBATCH with JOURNAL, BATCH_DATE (mm/dd/yyyy), BATCH_TITLE, REFERENCENO, STATE Draft and GLENTRY lines with ACCOUNTNO, TR_TYPE (1 debit, -1 credit), TRX_AMOUNT, DEPARTMENT, LOCATION (required with multi-entity) and PROJECTID or CLASSID.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Sage Intacct | Notes |
|---|---|---|
ContraAccount | ACCOUNTNO | Through a lookup table |
Amount (met teken) | TR_TYPE en TRX_AMOUNT | Positive becomes debit (1), negative credit (-1) with absolute amount |
CostCenterCode | DEPARTMENT | |
CostUnitCode | PROJECTID | Or CLASSID; agreed per customer |
FinancialGroupBK | LOCATION (entity) | |
Year en ProductionPeriod | BATCH_DATE | Through a table from production period to date |
Run en opdrachtgever | BATCH_TITLE en REFERENCENO |
Related
ADP Workforce Now → Visma Raet YouForce
ADP Workforce Now to YouForce integration: requests for new Dutch hires and contract changes
Bullhorn → Visma Raet YouForce
Bullhorn to YouForce integration: a placement becomes a hire request
Carerix → Visma Raet YouForce
Carerix to YouForce integration: a placed candidate starts the hire workflow in YouForce
Darwinbox → Visma Raet YouForce
Darwinbox to YouForce integration: hires and pay changes from Darwinbox as a request in YouForce