HR to ERP
YouForce to SAP S/4HANA integration: employees and cost centres from HR as workforce in the ERP
With an integration between Visma Raet YouForce and SAP S/4HANA, every employee from YouForce appears in S/4HANA as a workforce person, with a work agreement per employment, the right cost centre and an end date on departure. Hours, expenses and approvals in S/4HANA therefore always match the current organisation from YouForce, without finance maintaining employees by hand.
What the integration does
Anyone using YouForce for HR and payroll and SAP S/4HANA for finance, purchasing and projects needs employees in S/4HANA because they book hours on work orders and approve invoices. Finance adds new colleagues with a spreadsheet and only corrects the cost centre when the monthly report is wrong.
- HR processes a new employment in YouForce, with org unit, job and cost centre.
- KoppelHet fetches what YouForce has processed since the previous run and looks up the cost centre in the translation table to S/4HANA.
- S/4HANA receives the person with a work agreement per employment and the cost centre per period.
- A different cost centre or job goes across with the effective date from YouForce.
- At the end of employment the work agreement gets an end date, so booking and approving stop after that day.
What to watch for with Visma Raet YouForce and SAP S/4HANA
- In S/4HANA Cloud an employee consists of two linked business partners, one for the person and one for the work agreement. Someone with two employments in YouForce, for example at two operating companies, becomes one person in S/4HANA with two work agreements, each with its own cost centre.
- YouForce can spread an employee over several cost centres. S/4HANA rejects the whole replication of that person if more than one default cost centre arrives for the same period. KoppelHet sends one default cost centre per work agreement and per period, and the split only where agreed.
- On replication S/4HANA sets the user's validity by default from the start date to 31-12-9999. Without an end date a departed employee therefore keeps approving. KoppelHet always passes the leaving date from YouForce, also for a departure with retroactive effect.
- Roles such as employee and work agreement can only be created or changed in S/4HANA through the workforce integration channels, not by hand on the business partner. YouForce is therefore the only place to fix a mistake; KoppelHet passes the correction on in the next run.
- YouForce only returns data that HR has fully processed. An appointment still in the workflow therefore does not reach S/4HANA, so nobody gets a cost centre or approval role based on an appointment that may still change.
- Cost centre codes in YouForce are not the same as cost centres in S/4HANA, which belong to a controlling area. KoppelHet uses a translation table that finance maintains itself. An unknown code only stops that employee and appears as an alert, instead of a wrong posting.
- Replication to S/4HANA covers external workers as well as employees. If contractors are a separate employment type in YouForce, they arrive in S/4HANA as external workers, so contracted project managers can book hours too.
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 payroll journal go through this integration too?
No. This integration keeps employees and cost centres current. The payroll journal from YouForce to S/4HANA is a separate integration and can be added later as an extension.
Can finance maintain the cost centre translation table itself?
Yes. The table is in the KoppelHet platform. When a new cost centre is added, finance adds the row and the employee goes across in the next run.
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 Basic API (persons, employments and timelines, organizationUnits, jobProfiles) and the WFM API (costCenters, costAllocations), with from and to on latestSync and OAuth 2.0 client credentials through Visma Connect. The business email is only in the GetPrivateContactDetails scope.
- In S/4HANA Cloud Public Edition we write through the SOAP inbound service Replicate Basic Master Data for Workforce from External HR Systems (WorkforcePersonMasterDataReplicationRequestResponse_In), for employees and external workers. More than one cost centre with IsDefault for the same period is rejected. Errors are also visible in Message Monitoring for Worker Integration.
- For S/4HANA on-premise SAP uses the v4 User Provisioning API for employee replication among others; which route fits is decided per release.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in SAP S/4HANA | Notes |
|---|---|---|
personCode | Workforce person-ID | Fixed key; stays the same on rehire |
employmentCode | Werkovereenkomst (work agreement) | One per employment |
Roepnaam, voorvoegsel en achternaam | Naam van de zakenpartner | |
Zakelijk e-mailadres | E-mailadres van de workforce person | |
Bedrijf (company) | Company code | Through a table |
costAllocations | Kostenplaats van de werktoewijzing | One default cost centre per period |
jobProfile | Functie van de werktoewijzing | |
Begindatum en dischargeDate | Geldigheid van de werkovereenkomst | |
employmentType (inhuur) | Externe medewerker |
- Youforce API documentatie: Basic API
- Youforce API documentatie: WFM API
- SAP Help – Replicate Basic Master Data for Workforce from External HR Systems
- SAP Help – Alternate Cost Assignments
- SAP Help – Prevention of Maintenance of HCM-Related Data
- SAP Help – Employee Replication with the v4 User Provisioning API
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