Hiring, transfers and leaving

Entities, contractors and rehires in an HR-to-ERP integration

The legal entity or company in Workday, Deel or Personio decides which ledger or subsidiary in Microsoft Dynamics 365, Oracle NetSuite, Exact Online or SAP S/4HANA a worker lands in, and the kind of employment decides whether they become an employee, resource or contractor there. A move to another entity becomes a termination in one ledger and a hire in the other, and a rehire does not get a second record.

Last updated: 9 November 2026

Discuss your integration All about HR to ERP

What it is

A global HR system holds every country and every kind of worker: own employees, contractors, employer-of-record workers. The ERP posts per legal entity, and has its own concepts: employee, resource, contractor, service performer.

Without fixed rules colleagues from London end up in the Dutch ledger, a contractor books hours as an employee, or a returning former employee appears twice.

How the integration handles it

For each entity or company in HR we record which ledger, subsidiary or branch it belongs to. Entities without a ledger in the ERP stay out of the integration.
Only own employees become employees. In Business Central contractors only get a resource for time sheets; in Dynamics 365 Finance they become a worker of type contractor.
A move to another entity becomes a termination in the old and a hire in the new ledger, on the same date and with the same employee number.
The fixed key from HR, such as the Workday ID, is the key in the ERP. A rehire gets a new employment on the existing employee, and a repeated request after an outage does not create a second employee.
Contractors get their own number series or prefix, so two people never book hours under the same number.
Exact Online only lets an integration read employees. KoppelHet therefore puts new hires, transfers and leavers on a work list for finance.

Edge cases we handle

Only the Administrator role may reactivate a terminated employee in NetSuite. A rehire therefore goes to the NetSuite administrator instead of creating a duplicate employee.
An external worker in S/4HANA is a service performer, which requires a purchase order with supplier and term. Without a purchase order KoppelHet holds them with a notification.
If someone in Deel moves from employer of record to the own entity, the resource in Business Central stays the same and an employee is added, so hours on running projects stay with one resource.
If an employee in NetSuite belongs to the parent subsidiary, that cannot be changed. A move to another country then becomes a new employee, with the old one set to inactive.

What KoppelHet does

At the start KoppelHet agrees with HR and finance which entities, which kinds of workers and which number series are included. Whatever the integration may not do itself, such as reactivating an employee in NetSuite or creating an employee in Exact Online, becomes a task for the right administrator, with the data attached.

Common integrations

Deel → Microsoft Dynamics 365

Deel to Dynamics 365 integration: employees, EOR and contractors from Deel in the right place in the ERP

Workday → Oracle NetSuite

Workday to NetSuite integration: workers per company as employees on the subsidiary in NetSuite

Workday → SAP S/4HANA

Workday to SAP S/4HANA integration: workers as workforce person and business partner, with cost centre and effective date

Deel → Exact Online

Deel to Exact Online integration: cost centres per entity and only own employees on the worklist

Oracle HCM Cloud → Microsoft Dynamics 365

Oracle HCM to Dynamics 365 integration: Oracle workers and assignments as employees in Dynamics

Personio → Oracle NetSuite

Personio to NetSuite integration: employees on the right subsidiary, with department and supervisor

Oracle HCM Cloud → Exact Online

Oracle HCM to Exact Online integration: a worklist for the Dutch division, fed by the Oracle feeds

Frequently asked questions

Do contractors go into the ERP too?

Only if agreed, for example because they book hours to projects or submit expenses. Then they get their own type, such as resource or contractor, and their own number series.

What happens when someone moves to another entity?

Each legal entity has its own ledger in the ERP. The employee is terminated in one and created in the other, on the same date.

Is a duplicate record created when a former employee returns?

No. KoppelHet recognises the rehire by the fixed key from HR. Where the ERP reserves reactivation for an administrator, that administrator gets a task.