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.

Question 2

What Transaction Types does UpSheets Support/Can I Upload?

Accepted Answer

UpSheets allows you to upload the following transactions to Xero:

Payroll

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.

Projects

All Countries

Project Tasks
Project Time

Question 3

Connecting UpSheets and Xero

Accepted Answer

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

Connecting to a Xero Organisation

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).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/PEtJZ0f67B/1.png (1.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/dQo7G5tiE6/2.png (2.png)

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/yI0MLEMVGd/select%20xero%20org.png (select xero org)

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 4

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.

Sample File

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5n7k081jvW/6.png (Sample File)

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.

Sample File Download

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uIoUfUr9rR/7.png (Sample File 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. You can altenatively download a generic file or see more information about file formats.

Question 5

Video: How to Upload a File

Accepted Answer

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

Question 6

Using a Xero Demo Company

Accepted Answer

When testing new features or functionality, it is often a good idea to use a demo company, rather than your real Xero company.

Xero provides the option of setting up a demo company for exactly these situations.

Some things to be aware of:

Xero's instructions to set up a Demo Company are below:

Setting up the Xero Demo Company

Question 7

File Formats with Multiple Pay Item / Earnings Rate columns

Accepted Answer

Single Pay Item Column

The standard file format for importing data using UpSheets is to have one row per employee/date/type and a single column with the number of hours. The Type column is used to contain the various Pay Items/Earnings Rates that are being imported.

For more information on the standard file formats see the following links:

Payroll File Formats (AU)

Payroll File Formats (NZ/UK)

Projects File Formats (All Countries)

Multiple Pay Item Columns

A common way many systems export data is to have a single row for each day and multiple columns for the Pay Items as shown below:

If your file is in a format similar to this, you can configure UpSheets to translate it into the standard format using the steps below.

Enable Multiple Pay Items

To enable multiple Pay Items, select Pay Items from the menu.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/bxPLDSVlt3/pay_item_menu.png (pay_item_menu)

The select box lists all of the Pay Items available in Xero and selecting them will add them to the list below. To remove a Pay Item, click the minus link (or select Clear All to remove them all).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/vl0iFqWEL4/assigned_pay_items.png (assigned_pay_items)

Import a file

When importing a file, a new option File contains multiple Earnings Rate columns will now be the default value in the Earnings Rate field.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/h3RnSPMvm7/multi_column_option.png (multi_column_option)

You can select an alternative value if you wish to load a file using one of the other options.

Map Pay Items to Columns

Prior to validating the file, the enabled Pay Items can then be mapped to the required columns. Each Pay Item may only be selected once and at least one of the enabled Pay Items must be selected to proceed.

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

Validate the file

When the file is validated, the data will automatically be translated into the required rows and can be edited/uploaded as usual.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4mlFGzxTAx/validated_multi_column.png (validated_multi_column)

Billing

When using this feature, each of the translated lines will count as one line of usage when added to a subscription.

In the example below, if three columns are selected, three lines will be created and then billed when uploaded.

Question 8

How do Earnings Rates / Types / Pay Items work in UpSheets?

Accepted Answer

UpSheets uses the Pay Items set up in Xero when uploading data so that Xero can determine the correct rate to use. This is generally contained in the Type field of your upload file.

If the Type in your file matches the name in Xero exactly, (e.g. 'Ordinary Hours', 'Overtime', etc) it will pass validation automatically. If not, a validation error will be given and you are given the option to edit it or create a mapping which will then automatically map the values going forward.

The following options may be used when importing a file into UpSheets: