Question 1

How does Upsheets work with Xero?

Accepted Answer

Process Flow

The following diagram illustrates the process and how UpSheets works after logging in and connecting to Xero.

Import a file to UpSheets containing Timesheets/Leave Applications.
Validate TimeSheets/Leave with data held in Xero.
Upload validated Timesheets and Leave Applications to Xero.
Approve Timesheets uploaded to Xero (optional).
Add Pay Runs in UpSheets to create them in Xero (optional).
Validate Adjustments contained in the file (Earnings, Reimbursements, Deductions, Leave Accruals).
Upload Adjustments to Payslips in Xero

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/BsiRjXPHzt/upsheets_process_flow.png (upsheets_process_flow.png)

Xero Data and Transactions

UpSheets requires a number of data elements from Xero in order to validate uploads.

Once data is validated UpSheets creates/updates timesheets, Leave Applications and optionally Pay Runs/Payslips in Xero.

UpSheets does not update or create any other data elements in Xero.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/6AhqvhFMWk/upsheets_data_flow.png (upsheets_data_flow.png)

Question 2

File Formats for Timesheets, Leave and Adjustments (Australia)

Accepted Answer

Overview

UpSheets allows you to upload the following transactions to Xero:

Timesheets
Leave (Approved)
Adjustments (Payslips)
- Earnings
- Reimbursements
- Deductions
- Leave Accruals

Alternative Formats

This document describes the requirements with a single row for each employee/date/type/hours. A common alternative format contains multiple columns for each type (pay item/earnings rate). These can be imported directly by configuring your pay items.

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 (Australia) for examples.

Selecting Options

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

Notes on file formats

Clicking the Download Sample button on the Import screen will download a file with your Xero data in it and is the easiest way to get started.
A header row is not required, but it will save you time as UpSheets matches the headings automatically where possible and saves you from selecting them individually.
The order of the columns in your file does not matter.
Extra columns will be ignored, but it is faster if they are removed.

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

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.

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

You may optionally provide a Start Time and End Time column instead of a single Hours column

For information on saving spreadsheets as CSV files see here

Question 3

Video: How to Upload a File

Accepted Answer

Watch how easy it is to upload your file to Xero using UpSheets:

Question 4

Pricing Examples

Accepted Answer

How Much Does UpSheets Cost?

UpSheets is charged based on a base fee plus a usage fee for the total lines uploaded in the month (more info).

VIEW CURRENT PLANS AND PRICING

What is a line?

Different transactions require different file formats to upload. A line represents a row in a csv file that is imported to UpSheets and uploaded to Xero.

For example: if you have 50 lines in your file, you will be billed for 50 lines when you upload the file, even though this may create a combination of timesheets/leave/payslip adjustments on payroll (or tasks/time for projects).

Below are some examples to show each type of transaction in detail.

Payroll

Timesheets

A timesheet line is a unique combination of employee/date/earnings rate/hours/tracking code (if using).

The file below will use 6 lines: