Hiring, transfers and leaving
Transfers and effective dates from HR to the ERP
A transfer HR enters in advance in Workday, HiBob or Personio only reaches the ERP on its effective date, because Business Central, NetSuite and Exact Online show only the current state per employee. A new colleague, on the other hand, is in the ERP before the start date, so the project manager can schedule them and they can book hours on day one.
What it is
HR systems record changes with an effective date, often weeks or months ahead. Most ERP systems have no history for an employee: there is one department and one cost centre, today's.
If an integration passes on a transfer entered in advance straight away, someone books hours to the new cost centre for weeks. If it only sees a hire on the first working day, the new colleague cannot do anything yet.
How the integration handles it
- KoppelHet holds a transfer entered in advance and only puts the new department and cost centre into the ERP on the effective date.
- A new employee goes into the ERP straight away with the future start date. Visma.net has an on-hold status for this, which becomes active on the start date.
- Unit4 does store relations with a start and end date. There KoppelHet writes the change straight away with its date, so a reorganisation on the first of the month takes effect by itself.
- A departure becomes an end date or a termination, never a deletion. Past hours, expenses and project postings stay linked.
- A termination with a future date goes to the ERP straight away; the status only changes to terminated after the last working day, so the employee can book hours up to and including that day.
- If the ERP needs the full history, as AllSolutions did on a move to YouForce, the integration transfers every historical record with its own effective date.
Edge cases we handle
- If HR moves the start date later, Unit4 does not allow the employment start date to be moved later. KoppelHet removes the employment and recreates it with the new date.
- Workday sometimes records a cost centre change retroactively. 4PS has no history; KoppelHet tells finance which hours are still on the old cost centre.
- HiBob only shows records entered in advance if the integration may read the full work history. Without that right it only sees a transfer once it has taken effect.
- A fixed-term contract end date in Personio is not a departure. KoppelHet only terminates once HR records the departure.
- S/4HANA rejects overlapping periods. For a correction after the fact KoppelHet rebuilds the periods from the effective dates in Workday.
What KoppelHet does
KoppelHet schedules future changes on the platform, carries them out on the day itself, and then checks whether the ERP processed them. A periodic comparison shows which employee was created by hand in the ERP or differs. An HR-to-ERP integration falls into our basic class; plan on two to four weeks as an indication.
Common integrations
Workday → Microsoft Dynamics 365
Workday to Dynamics 365 integration: workers and cost centres from Workday in the ERP
HiBob → Microsoft Dynamics 365
HiBob to Dynamics 365 integration: employees from Bob in Business Central, with department and approver
Workday → Oracle NetSuite
Workday to NetSuite integration: workers per company as employees on the subsidiary in NetSuite
Workday → Unit4 ERP
Workday to Unit4 integration: Workday workers as employees in Unit4 ERP, on the effective date
BuddeeHR → AllSolutions
Buddee to AllSolutions integration: employees, positions and schedules from BuddeeHR in AllSolutions
Workday → 4PS Construct
Workday to 4PS Construct integration: workers of the Dutch companies as employees in 4PS
Workday → AllSolutions
Workday to AllSolutions integration: Dutch workers as employees in AllSolutions, in the right company
Customer cases
Waterschap Drents Overijsselse Delta en Waterschap Vechtstromen
Public sector
Both water boards went live on Visma Raet YouForce on 1 January 2024. KoppelHet brings employee data with full history, leave and absence to AllSolutions daily, converting daily schedules into weekly ones.
“What I appreciated most in working with KoppelHet were the short lines and their input on new ideas.”
Waterschap Noorderzijlvest
Public sector
Waterschap Noorderzijlvest uses the same integration as Drents Overijsselse Delta and Vechtstromen. Employees, leave and absence flow from Visma Raet YouForce to AllSolutions, with its own translation of departments, home departments and leave types.
Frequently asked questions
Why does a transfer not reach the ERP straight away?
Because most ERP systems have no history per employee. If the integration wrote the change straight away, someone would book hours to the new cost centre weeks too early.
Can a new colleague be scheduled before the start date?
Yes. The employee goes into the ERP as soon as HR completes the hire, with the future start date.
Is a leaver deleted from the ERP?
No. Hours, expenses and project postings are linked to the employee. They get an end date or a terminated status.
More on HR to ERP
Hiring, transfers and leaving
- Effective dates and transfersA transfer from next month only on that day in the ERP, a new colleague already in advance.
- Entities, contractors and rehiresWho becomes an employee, resource or contractor in which ledger.