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File Formats for Timesheets, Leave and Adjustments (NZ & UK)

UpSheets allows you to upload the following transactions to Xero:

Please note Adjustments/Payslips are not available for United Kingdom Xero organisations

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 (NZ & UK) 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. UpSheets will apply the adjustment to the draft payslip it finds for the employee.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
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 and Kiwisaver superannuation adjustments onlyTextOptional
For Kiwisaver Superannuation adjustments set description to SUPER and complete fields as per a STAT_DEDUCTION


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 TypeRateHours
DEDUCTIONThe total amount to be deducted in dollars.
Value must be between greater than 0

OR

Leave blank to use the amount defined on the pay item in Xero
Leave blank
REIMBURSEMENTThe total amount to be deducted in dollarsLeave blank
OR

The rate per unit

Note - Xero only allows the upload of Reimbursementsdefined as Fixed Amount. If both Rate and Hours are provided, UpSheets will calculate the total and upload it as a fixed amount and add the Rate and Units as the description.
You may need to define a new pay item as Fixed Amount in Xero to allow this.
The number of units

EARNINGSIf the pay item in Xero is set as FIXED_AMOUNT:
The total amount in dollars
Leave blank
If the pay item in Xero is NOT set as FIXED_AMOUNT:
The rate per unit earnings.

OR

Leave blank - If a Rate Per Unit value is set in Xero.
The number of units worked
LEAVE ACCRUALLeave blankThe number of hours to be accrued
STAT_DEDUCTION

The total amount in dollars

Leave Blank

SUPERThe total amount in dollars
Leave Blank
Set Description field to SUPER


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