Question 1

File Formats for Timesheets, Leave and Adjustments (Australia)

Accepted Answer

UpSheets allows you to upload the following transactions to Xero:

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

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 LINK 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.
You can combine multiple transaction types (Timesheets/Leave/Adjustments) by including all fields in a single file.

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

Timesheets

(Download Sample)

Heading Description Format Notes first_name The first name of the employee. Text Required last_name The last name of the employee. Text Required date The date the employee worked. Date Required hours The number of hours the employee worked. Number (max 2DP) Required type The Earnings Rate for the hours worked. Must match the text of the Earnings Rate in Xero. Text Optional, but if not in the file a default or the employee default must be selected at import. tracking_code The Tracking Code for the hours worked. Must match the text of the Tracking Code in Xero. Text Optional, but if not in the file a default must be selected at import.

Leave

(Download Sample)

Heading Description Format Notes first_name The first name of the employee. Text Required last_name The last name of the employee. Text Required date The date the leave started. Date Required end_date The date the leave ended. Date Required hours The number of hours leave for the employee. Number (max 2DP) Required type The type of leave taken. Must match the text of the Leave Type in Xero. Text Required description A description of the leave taken. Text Required

Adjustments

(Download Sample)

Heading Description Format Notes first_name The first name of the employee. Text Required last_name The last name of the employee. Text Required date The transaction date. The specific date is not assigned in Xero, but it is used to allocate it to the correct period. Date Required hours The number of hours to be adjusted. Number (max 2DP) Required - See below type The type of adjustment. Must match the text of an active Pay Item defined in Xero. Text Required calculation_type The method used to calculate the total amount of the transaction. Text Required - See below rate The amount or rate of the transaction. The calculation type determines how this is used. Number (max 2DP) Required - See below hours The number of hours for the transaction. The calculation type determines how this is used. Number (max 2DP) Required - See below description A description of the reimbursement that will appear on the payslip. Used for reimbursements only Text Optional

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 Type Calculation Type Rate Hours DEDUCTION PRETAX The percentage of Pre Tax earnings to be deducted. Value must be between 0 - 100 Leave blank POSTTAX The 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. Value must be between 0 - 100 Leave blank FIXEDAMOUNT The total amount to be deducted in dollars. Value must be between greater than 0 Leave blank REIMBURSEMENT FIXEDAMOUNT The total amount to be reimbursed in dollars Leave blank EARNINGS LEAVE BLANK - The Calculation Type uses the Pay Item Type defined in Xero and does not require a value in the upload file. For types of Fixed Amount The total amount in dollars Leave blank For types of Rate per Unit OR Multiple The rate per unit earnings OR LEAVE BLANK If a Rate Per Unit value is set in Xero. The number of units worked LEAVE ACCRUAL FIXEDHOURS Leave blank The number of hours to be accrued. AUTO The calculation will be made by Xero automatically based on payslip/employee data Leave blank Leave 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

Question 2

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

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.

Question 3

Video: How to Upload a File

Accepted Answer

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

Watch UpSheets in Action from Up Sheets on Vimeo.

Question 4

Contact Us

Question 5

Connecting UpSheets and Xero

Accepted Answer

UpSheets requires a connection to Xero to validate and upload your data.

Connecting to a Xero Organisation You can connect to a new Xero Organisation by:

Clicking the Connect to Xero Button after logging in to Upsheets;
Clicking the Manage link and then clicking Add Organisation; or
Having an Administrator Add the Organisation to your user (see Adding/Removing Users from Your Xero Organisation).

After clicking Connect/Add Organisation you will be redirected to Xero where you will need to login and Allow access to an Organisation.

You will then be redirected back to UpSheets

After connecting, you will see your connection status (also visible at the top right of each screen).

To manage your connection(s), you can click the Manage link at any time - see Managing your connection with Xero (and how to disconnect).

Question 6

Downloading a Sample File

Accepted Answer

To download a personalised sample file to import using UpSheets, you must first login and connect to Xero. This is required as UpSheets will generate a file for you using your own data from Xero. For generic file and file formats, please look here.

To download the file, just click the button labelled Download Sample File on the Import page.

After clicking the Download Sample File button, you will have the option of choosing Timesheets, Leave or both. If Timesheets is selected, you can optionally include Earnings Rates and Tracking codes in the file (please read the following if you need more information on Tracking Codes and Earnings Rates).

If you want to load Timesheets/Leave/Adjustments separately, just select one box at a time and download multiple samples. If you want to load multiple types in a single file, select those required and click Download.

After clicking the Download button the CSV file will be saved to your default downloads directory. You can then view, edit and upload it.

Most users find that a personalised file is far easier to understand and allows them to get started faster and upload with fewer errors. If you would prefer to download a generic file or more information about file formats, please look LINK here.

Question 7

Uploading Allowances to Payslips

Accepted Answer

This article is intended for Australian Xero users as NZ/UK do not have specific Allowance functionality and can be uploaded as usual using Adjustments.

The way Allowances are uploaded using UpSheets depends on how they are set up as Pay Items in Xero.

Allowances can be uploaded to an employee payslips using the Adjustment option.

Allowances may also be uploaded as timesheets if they:

Have a Rate Type = Multiple; or
Have a Rate Type = Rate per unit and Type of units = hours
Have a Rate Type = Rate per unit and Type of units = The same time unit used for the Ordinary Earnings Type of the Employee (Days/Weeks etc)

There is no right or wrong way - it depends what makes sense for your business/process. If your pay items are defined in a way to use Timesheets and you don't currently upload payslip Adjustments, then it is likely to be easier to upload them as timesheet.

Pay Item Setup

Below are the various ways Allowance Pay items can be set up in Xero:

Download a sample CSV file

Fixed Amount

A fixed allowance allows you to upload a fixed dollar amount to the payslip for an employee.The upload file must contain the following columns/values:

first_name & last_name OR full_name
type (the name of the Pay Item)
rate (the total dollar amount)
calculation_type (=FIXED AMOUNT)

Rate per Unit

A rate per unit allowance allows you to upload a rate and a unit to the payslip for an employee.The upload file must contain the following columns/values:

first_name & last_name OR full_name
type (the name of the Pay Item)
rate (the rate per unit)
hours (the number of units)

Rate per Unit (Preset)

A rate per unit allowance allows you to upload the number of units to the payslip for an employee when the rate is set against the Pay Item in Xero.The upload file must contain the following columns/values:

first_name & last_name OR full_name
type (the name of the Pay Item)
hours (the number of units)

Multiple

Multiple Allowances allow you to upload the number of units that are a multiple of the ordinary earnings rate for each employee. These must be uploaded as timesheet lines or a validation will likely occur on the payslip adjustment upload.

Upload/Validation

The Adjustment option is required to upload to a payslip and the payslip must already exist

When validated, the above formats will appear as below:

Payslip

Upon upload to the payslip in Xero, the adjustments will appear as below:

Question 8

What Transaction Types does UpSheets Support/Can I Upload?

Accepted Answer

UpSheets allows you to upload the following transactions to Xero:

Australia and New Zealand:

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

United Kingdom:

Timesheets
Leave/Time Off (Approved)

These can be uploaded in separate files or combined into a single file depending on your needs.

How can we help you?

Getting Started

Uploading Files

FAQ

File Formats

Most popular

File Formats for Timesheets, Leave and Adjustments (Australia)

How does Upsheets work with Xero?

Video: How to Upload a File

Contact Us

Connecting UpSheets and Xero

Downloading a Sample File

Uploading Allowances to Payslips

What Transaction Types does UpSheets Support/Can I Upload?