UpSheets Support Center

Contact Us

File Formats for Timesheets, Leave and Adjustments

UpSheets allows you to upload the following transactions to Xero:

The file format for Timesheets, Leave and Deductions are provided below.

You may include any/all of the supported transaction types in the same file. You just need to provide correct data in appropriate columns and select them when uploading. See File Formats for Combined Timesheets, Leave and Adjustments in a Single File for examples.

Selecting Options

After connecting to Xero,  select the appropriate options on the Import CSV File screen:

Notes on file formats


PLEASE NOTE - IN ALL OF THE EXAMPLES, YOU MAY USE A SINGLE 'FULL_NAME' FIELD INSTEAD OF 'FIRST_NAME/LAST_NAME'

Timesheets

Timesheet File Format (Download Sample)

HeadingDescriptionFormatNotes
first_nameThe first name of the employee.TextRequired
last_nameThe last name of the employee.TextRequired
dateThe date the employee worked.DateRequired
hoursThe number of hours the employee worked.Number (max 2DP)Required
typeThe Earnings Rate for the hours worked. Must match the text of the Earnings Rate in Xero.TextOptional, but if not in the file a default or the employee default must be selected at import.
tracking_codeThe Tracking Code for the hours worked. Must match the text of the Tracking Code in Xero.TextOptional, but if not in the file a default must be selected at import.

Leave

Leave File Format (Download Sample)

HeadingDescriptionFormatNotes
first_nameThe first name of the employee.TextRequired
last_nameThe last name of the employee.TextRequired
dateThe date the leave started.DateRequired
end_dateThe date the leave ended.DateRequired
hoursThe number of hours leave for the employee.Number (max 2DP)Required
typeThe type of leave taken. Must match the text of the Leave Type in Xero.TextRequired
descriptionA description of the leave taken.TextRequired

Adjustments

Adjustments File Format (Download Sample)

HeadingDescriptionFormatNotes
first_nameThe first name of the employee.TextRequired
last_nameThe last name of the employee.TextRequired
dateThe transaction date. The specific date is not assigned in Xero, but it is used to allocate it to the correct period.DateRequired
hoursThe number of hours to be adjusted.Number (max 2DP)Required - See below
typeThe type of adjustment. Must match the text of an active Pay Item defined in Xero.TextRequired
calculation_typeThe method used to calculate the total amount of the transaction.TextRequired - See below
rateThe amount or rate of the transaction. The calculation type determines how this is used.Number (max 2DP)Required - See below
hoursThe number of hours for the transaction. The calculation type determines how this is used.Number (max 2DP)

Required - See below
descriptionA description of the reimbursement that will appear on the payslip. Used for reimbursements onlyTextOptional


Calculation Type, Rate and Hours for Adjustment Types

The fields values that required in an upload file depend on the type of adjustment being uploaded as described in the table below.

All adjustments require the same file format and ALL fields must be included in the file, even if left blank. This enables you to upload multiple adjustment types in a single file and process them at once.

For example, the Hours column is required even when loading a deduction or reimbursement but the value should be left blank as per the table below. Likewise, Earnings still require the Calculation Type column, even though the value would be left blank.


Adjustment TypeCalculation TypeRateHours
DEDUCTIONPRETAXThe percentage of Pre Tax earnings to be deductedLeave blank
POSTTAXThe percentage of Post Tax earnings to be deducted. Note: This will cause an upload to fail if used with a type that reduces super or tax liability.Leave blank
FIXEDAMOUNT The total amount to be deducted in dollarsLeave blank
REIMBURSEMENTFIXEDAMOUNT The total amount to be deducted in dollarsLeave blank
EARNINGSLeave blank
The Calculation Type uses the Pay Item Type defined in 
Xero and does not require a value in the upload file.
Fixed AmountThe total amount in dollarsLeave blank
Rate per Unit OR MultipleThe rate per unit earnings.

OR

Leave blank - If a Rate Per Unit value is set in Xero.
The number of units worked
LEAVE ACCRUALFIXEDHOURSLeave blankThe number of hours to be accrued
AUTO
The calculation will be made by Xero automatically based on payslip/employee data
Leave blankLeave blank


PLEASE NOTE - IN ALL OF THE EXAMPLES, YOU MAY USE A SINGLE 'FULL_NAME' FIELD INSTEAD OF 'FIRST_NAME/LAST_NAME'

For information on saving spreadsheets as CSV files see here

Powered by HelpSite