Payroll to finance
YouForce to SAP Concur integration: approved expenses paid out through the payroll run
With an integration between Visma Raet YouForce and SAP Concur, approved expense reports from Concur automatically go to the employment in YouForce as a pay component, so they are paid out with the next payroll run. Concur gets back per report whether processing in YouForce succeeded, and payroll no longer retypes an expense overview.
What the integration does
Organisations that have expense reports submitted and approved in SAP Concur but run payroll in YouForce export a list from Concur every month and enter the amounts by hand as pay components. A report approved after the export slips a month without anyone noticing.
- An employee submits an expense report in Concur and the manager approves it, as today.
- KoppelHet fetches the reports Concur offers as ready for processing and confirms receipt.
- Only entries the employee paid personally count. KoppelHet adds them up per type of allowance per employment.
- The amounts go to YouForce as pay components with an effective date in the open period.
- As soon as YouForce confirms processing, KoppelHet reports in Concur per report that it has been processed.
Back: Approved expense amounts as pay component
What to watch for with Visma Raet YouForce and SAP Concur
- SAP Concur only queues an expense report for external processing once it has been fully handled. After fetching, Concur asks for an immediate acknowledgement, after which the report leaves the queue. KoppelHet therefore stores every report itself first and acknowledges afterwards, so nothing falls through the cracks.
- Every entry in a Concur report has a payment type. Expenses on a company credit card have already been paid and do not belong in the payroll run. KoppelHet only includes entries the employee paid personally.
- YouForce only accepts pay components through the integration that the organisation has enabled for this. At the start we record per expense type in Concur which YouForce element it becomes, for example an untaxed travel allowance or a taxed allowance. A new expense type without an element stays as an alert.
- YouForce refuses a delivery in which the same element appears twice, and takes at most one hundred elements at a time. If an employee has three reports in the same month, KoppelHet adds the amounts per element into one value per employment.
- In YouForce a pay component belongs to an employment, not to a person. Someone with two employments appears only once in Concur. KoppelHet records which employment expenses are paid on, by default the employment with the report's cost centre.
- A delivery in YouForce is processed in the background and gets a ticket with the status received, in progress, complete or error. KoppelHet only marks a report in Concur as processed when the ticket is complete. On an error the reason from YouForce goes to Concur and to payroll.
- Concur holds a reimbursement currency per employee. YouForce pays in euros. Reports in another reimbursement currency, for example from a colleague working for a foreign entity, are not passed on by KoppelHet but reported to finance.
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
Do the expenses also go to the ledger?
Not through this integration. Payroll costs, including the allowances, reach the ledger with the regular payroll journal from YouForce.
Are new employees also created in Concur?
Not in the first version. Concur has a SCIM API for users, so creating and blocking users from YouForce can be added later as an extension.
What if a report is approved after the cut-off date?
Then it gets an effective date in the next period and is paid out a month later. The employee sees in Concur that the report has been processed.
What does SAP Concur need to arrange on its side?
Access to the Financial Integration Service for your Concur environment. SAP lists it as available for North America and EMEA; request it early in the project.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SAP Concur through the Financial Integration Service v4 - GET /financialintegration/fi/v4/companies/transactiontypes/expense/transactions (docStatus READY), POST .../transactions/acknowledgements with the ids, and after processing POST .../transactions/postingconfirmations (overallPostingStatusCode success or error) or .../paymentconfirmations. Fields include employee.employeeId, employeeCurrencyAlphaCode, report.totalApprovedAmount, entryApprovedAmount and reportEntryPaymentTypeCode. Scope FISVC, company-level access token only; available in North America and EMEA.
- YouForce through the WFM API - POST /wfm/v1.0/PayComponents/{employment} with a list of elementCode, value and effectiveDate (at most 100, no duplicate elementCode); valid codes are the bo4FieldCode values from Employment Extensions. Status through GET /wfm/v1.0/PayComponents/{ticketId}/status (None, InProgress, Complete, Error). OAuth 2.0 with scopes per domain through Visma Connect.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in SAP Concur | Notes |
|---|---|---|
employee.employeeId (Concur) | Dienstverband (employment) in YouForce | Employee number plus employment sequence |
Soort uitgave | elementCode | Only elements YouForce has enabled for the integration |
entryApprovedAmount (eigen betaling) | value | Summed per element and employment |
Datum van verwerking | effectiveDate (yyyy-MM-dd) | |
employeeCurrencyAlphaCode | Controle op euro | |
docId | Logregel in KoppelHet en bevestiging aan Concur |
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