Question 1

Using UpSheets to Import Data from Subway / LiveIQ

Accepted Answer

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/iesv2R3Nh3/subway_upsheets_t.png (subway_upsheets_t)

Using Subway Live IQ to Roster Your Staff?

UpSheets Can Upload Your Data to Xero Payroll in Just a Few Clicks

Easy to Setup and Use
Export from Live IQ + Upload to Xero
Predefined Fast Food Industry Award (FFIA)
Assign Awards to Employees
Automatic Calculations + Overtime/Allowances
No Additional Xero Setup
Multiple Locations on a Single Account
Faster, Easier and Lower Cost than Alternatives
Get Rid of Expensive 3rd Party Rostering Software
Save Time and Money
30 Day Free Trial
Excellent Support

Overview

If you are using Subway LiveIQ Labour to roster your staff, your data can be exported and uploaded to Xero using UpSheets in just a few clicks.

This guide explains the steps required to get started:

Register for an UpSheets Account
Configure settings in UpSheets
Assign awards to employees
Extract file from Subway LiveIQ Labour
Validate the file in UpSheets
Upload data to Xero

1. Register for an UpSheets Account

You can register for an UpSheets account at https://app.upsheets.com/register

No credit card is required and it is free to use for 30 days. You can either create an account using your email address, or log in using your Xero account.

After creating your account, you will be asked to connect UpSheets to Xero. This requires a Xero account with Payroll Administrator access and only needs to be done the first time you use an organisation.

We recommend using a free Xero Demo Company to try things out

https://help.upsheets.com/faqs/using-a-xero-demo-company

2. Configure Settings in UpSheets

To import the Subway LiveIQ export file without having to modify it, configure your settings as below:

Enable Smart Formulas

Navigate to your settings https://app.upsheets.com/settings

Select the Enable Smart Formulas and select Save

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/btzqWLq0CC/enable_smart_formula.png (enable_smart_formula)

You will be shown a warning, read it and click I Agree to continue.

Set Default Start Time

A new Start Hour option will now be available. This value is used to calculate start and end times using the single hours column from the export

For example:

Set the Start Hour value for your operation and Save.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/VgH3HcqkUb/startHour.png (startHour)

3. Assign awards to employees

To determine the correct earnings rate and automatic allowances, each employee must have the required smart formula assigned to them.

Please note that this assignment will create a Pay Item in Xero and update the employee pay template and ordinary earnings rate to use it.

Select Smart Formulas from the menu and select Save to accept the default settings:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/47l1coBXeP/smart_formula_settings.png (smart_formula_settings)

Select Smart Formulas from the menu and then select an employee row, then click Assign.

You can then select an award and enter the base rate for the employee. Click Assign to assign the award/rate to the employee.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/SvenOjBr1s/SMART_FORMULA_ASSIGN_FFIA.png (SMART_FORMULA_ASSIGN_FFIA)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/y4NnKw9Ar1/assigned_ffia_smart_formula.png (assigned_ffia_smart_formula)

Automated allowances (Minimum Engagement, Laundry etc) can be endabled/disabled br following these instructions.

Repeat these steps for all employees you wish to upload data for.

4. Extract File from Subway LiveIQ Labour

The below assumes that you are using Subway Live IQ Labour as your rostering program and have made and published a roster for your stores. If you are unsure or just starting please reach out to your Business Consultant as they have User Guides to help you.

Log into Subway Live IQ Labour
Go into Payroll – Processing
Action your team members' hours as to pay by timesheet or roster etc
Once actioned and no errors showing, click Save then Finalise at the bottom of the page
Return to the Payroll Processing screen and press Process
Then go into Payroll – Breakdown
At the bottom of this page click on Accounting Software Export (CSV)
This is saved into Downloads (or choose where to save it). If you resave this file, ensure it is saved as a CSV file.

If you are unsure how to do any of the above tasks, please reach out to your Business Consultant for help.

5. Validate the file in UpSheets

From the Import screen in UpSheets, select your exported file and the Timesheets option and click Import File:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AGU4Q0I5rO/subway_import.png (subway_import)

Make sure each column is mapped correctly and that US Date Format is on (tracking code is only required if enabled in Xero). These options will be remembered for future uploads.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/6vG8KT9Iwi/subway_validated.png (subway_validated (1).png)

Click Validate to check the data against Xero before uploading

The validated data is shown. If any employees or tracking codes do not match what is stored in Xero you can click Create Mapping to create an automatic mapping for future uploads. Alternatively, you can select rows and click Edit to update them. After changes, you may need to revalidate your file before uploading.

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

6. Upload Data to Xero

Once complete simply click Upload to Xero. Any required pay items will be created and the timesheet data will be uploaded to Xero.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/21HOFhMiuT/subway_uploaded_xero.png (subway_uploaded_xero)

Useful Links

For more information on the below topics please refer to the links below:

Assigning Smart Formulas:

https://help.upsheets.com/faqs/smart-formulas-upsheets

Automatically Calculate Start and End Times Using Hours

https://help.upsheets.com/faqs/automatically-calculate-start-and-end-times-using-hours

Mapping values between systems:

https://help.upsheets.com/faqs/create-a-mapping-for-employee-type-or-tracking-code

Editing imported data:

https://help.upsheets.com/faqs/editing-imported-files-before-uploading-to-xero

Defining public holidays:

https://help.upsheets.com/faqs/using-public-holidays-with-smart-formulas

Question 2

UpSheets with BrightHR

Accepted Answer

How does it work?

UpSheets provides the ability to import your data from BrightHR and then upload it to Xero. Depending on your process, there may be a small amount of setup required, but for many users everything is ready to go.

The process is:

Run an report in BrightHR to export a CSV file with your data
Import the file into UpSheets
Validate the file to check everything is correct
Upload the data to Xero
Optionally approve timesheets and create pay runs from UpSheets

Please view the following video to see the process in action:

REGISTER FOR UPSHEETS

What can I upload?

The following BrightHR reports can used to upload data:

Blip Timesheet => Xero Timesheets
Absence Report => Xero Leave Requests

Earnings Rates

The options available for determining the earnings rate are selected when importing a file by selecting the Earnings Rate field:

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Default Value

This setting will apply the selected value to the entire file.

To enable it, set the Earnings Rate field to the value you wish to default, such as Ordinary Hours. No earnings rate needs to be provided in the file and this value will be used for every line.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/j7BDmSUNDe/default-er.png (default-er)

Employee Ordinary Earnings Rate

This setting will apply the Ordinary Earnings Rate set on the Employment tab for each employee.

To enable it, set the Earnings Rate field to Use default Earnings Rate for each Employee

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Provided in the File

This setting indicates that a column in the file will be used to determine the earnings rate.

Typically the value would contain a value that matches an Earnings Rate in Xero. However, UpSheets also allows you to map any value in your file to an Earnings rate in Xero. Once created this mapping will be automatically applied. For example, the value Shift could be mapped to Ordinary Hours. Whenever the file has a type of Shift, Ordinary Hours would automatically be used instead.

To enable it, set the Earnings Rate field to File contains Earnings Rate

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uDsX7dcHlf/file-er.png (file-er)

Smart Formulas

If you have a more complicated scenario or award that cannot be satisfied by the previous options - Smart Formulas can be used to determine the Earnings Rate based on the date, time of day. They also include in depth functionality to include allowances, minimum engagement, broken shifts and many other scenarios.

Read more information about Smart Formulas here

Using UpSheets to Import Data from Subway / LiveIQ

UpSheets with BrightHR

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