Payroll to finance
YouForce to Workday Financial Management integration: payroll journal per client to the right Workday company
With an integration between Visma Raet YouForce and Workday Financial Management, the journal lines of every payroll run in YouForce are summed and imported into Workday as an accounting journal, per client on the matching company. Cost type, cost centre and cost unit from YouForce become ledger account and worktags, and KoppelHet only reports it as posted once Workday has completed the import.
What the integration does
Organisations that run payroll in Visma Raet YouForce and have a group ledger in Workday Financial Management turn the YouForce journal per employee into a spreadsheet for the Workday import after every run. Seven-character codes must become worktags, and with four-weekly pay a period rarely matches the month in Workday.
- After a processed run KoppelHet fetches the journal lines from YouForce through an export job.
- The lines are summed per client and translated to ledger accounts and worktags.
- Every combination of run and client goes to Workday as its own accounting journal.
- KoppelHet follows the import process; a message from Workday goes to finance and payroll.
- Finance approves the journal in Workday.
What to watch for with Visma Raet YouForce and Workday Financial Management
- YouForce puts the client number on every journal line, and Workday posts a journal on one company. KoppelHet creates a separate journal per run and client, so a group with several employers in YouForce sees the payroll costs on the right company.
- An amount in YouForce has a plus or minus sign. A line in Workday has a debit or a credit amount, never both and never both zero. KoppelHet sets a positive total as debit and a negative total as a positive credit amount.
- Cost centre and cost unit are seven-character codes in YouForce; in Workday they become worktags, and a line may hold only one worktag of each type. KoppelHet translates with a table and holds a run as soon as a code would get no worktag or more than one of the same type.
- YouForce works with a year and a production period, thirteen a year with four-weekly pay. Workday picks the period from the accounting date, and that period must be open. KoppelHet converts each production period through a fixed table to an accounting date, and holds the journal if finance has already closed the period.
- The YouForce journal has a line per employee. Workday does have a worktag for workers, but KoppelHet sums per account and worktag, so no pay per person ends up in the group ledger.
- Workday processes the import in the background and first returns only an acknowledgement. A YouForce export file is available for 24 hours. KoppelHet keeps the summed journal itself until Workday is done, so a new attempt after an error does not have to start again at YouForce.
- Workday asks for a currency equal to the company's default currency. YouForce pays in euro, so every client must belong to a company in euro. A client linked to a company in another currency is flagged by KoppelHet at the start.
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 cost centres go from Workday to YouForce?
Not automatically. YouForce only lets an integration read cost centres. A list of differences for payroll can be added later as an extension.
What happens with a correction run?
It becomes its own accounting journal with the run number in the memo. If the accounting date falls in a closed period, finance agrees on the date.
Who approves the journal?
Finance, in Workday's regular approval process. The integration does not complete that process automatically.
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 and CostUnitCode of at most seven characters, FinancialGroupBK, Year, ProductionPeriod), as a job with a download file available for 24 hours. OAuth 2.0 through Visma Connect.
- To Workday through Import_Accounting_Journal (Workday Web Services, SOAP) with Company_Reference, Currency_Reference, Ledger_Type_Reference, Accounting_Date, Journal_Source_Reference, Accounting_Journal_ID and Journal_Entry_Line_Replacement_Data (Ledger_Account_Reference, Debit_Amount, Credit_Amount, Memo, Worktags_Reference). Asynchronous; status through Get_Import_Processes and Get_Import_Process_Messages. Integration System User with a dedicated security group.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Workday Financial Management | Notes |
|---|---|---|
FinancialGroupBK | Company_Reference | Fixed mapping per client |
ContraAccount of CostTypeCode | Ledger_Account_Reference | Through a lookup table |
Amount (met teken) | Debit_Amount of Credit_Amount | |
CostCenterCode | Worktags_Reference (Cost Center) | |
CostUnitCode | Worktags_Reference (bijvoorbeeld Project of Region) | Agreed per customer |
Year en ProductionPeriod | Accounting_Date | Through a table from production period to date |
Run en opdrachtgever | Accounting_Journal_ID en Journal_Entry_Memo |
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