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. If you would prefer to download a generic file or more information about file formats, please look LINK here.

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

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:

Include the Type in your file. This requires a column to be present in your file containing the Type (it is recommended this column is named type so it is identified autmatically). If used, every line must have a valid value in this column.
Use the default Earnings Rate set for each Employee. This does not require a type column to be present in the file, but it does require all Employees to have a default Earnings Rate set for them in Xero.
Select a default Earnings Rate. This does not require a type column to be present in the file and will apply the selected Earnings Rate to all records. This does not require an Earnings Rate column to be present in the file or set up against your employees.
Use Smart Formulas Smart Formulas allow you to set rules to determine which Types should be used when. When used, a Type field is not required in your file, but rules must first be set up and start/end times are required - learn more.