Migrating documents from Loket to Nmbrs without mix-ups
Anyone switching to Nmbrs takes the payroll data along, but not automatically the documents per employee. We built the converter that retrieves employee documents from Loket.nl and files them with the right employee in Nmbrs, first used by an accounting and payroll firm that moved hundreds of employees.
Works with
The question
What it was about
When switching from Loket to Nmbrs the payroll data comes along, but the documents per employee (payslips, annual statements, contracts and other file documents) do not. Downloading and uploading by hand is not an option with hundreds of employees, and the biggest risk is a mix-up: a document of one employee in the file of another. That is a data breach.
What we built
The solution
A web application that retrieves the employees from both systems per administration and links them with a unique key: the employer code, the citizen service number (BSN) and the income relationship number. A document is only transferred on an exact match.
Employees without a counterpart are not included in the transfer but put on an exception list in Excel. That list is reviewed first; only after approval does the transfer of that administration start.
Document types can be blocked or translated to the Nmbrs classification. The migration runs per administration and in batches, first to the sandbox, then a few administrations live as a check, then the rest.
In brief
For whom
Firms and companies moving their administrations to Nmbrs
Client
HRplugin (Waalwijk), which offers the converter, by now also for documents from AFAS and Unit4
Role of LK Software
Design of the matching, development of the web application, guidance of the first migration
Packages
Loket.nl, Nmbrs and the Nmbrs document storage
Status
In production
How it works
In four steps
01
Export
Employees and documents are read from Loket and Nmbrs, per administration.
02
Match
Every employee gets the same key in both systems (employer, BSN, income relationship); only exact matches go through.
03
Review
Unmatched employees are listed in an Excel file that is approved first.
04
Transfer
First to the sandbox, then a few administrations live, then the rest in batches. Every document ends up with the right employee.
Result
What it delivers
The document history of all employees moves to Nmbrs, without manual work.
No mix-ups: only exactly matched employees are transferred, the rest is reviewed first.
We build a migration between other packages, or of documents to another system, with the same approach.
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