Question 1

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.

Question 2

Does UpSheets support Tracking Codes?

Accepted Answer

Yes - like Xero, UpSheets uses Tracking Codes to categorise transactions in Xero and can optionally be used for Timesheets.

In order to use Tracking Codes in UpSheets, your organisation must be set up to use them in Xero (for instructions see here).

Note: The Tracking Code must always match the value in Xero, or a validation error will be given, (e.g. 'Northern Region', 'Eastside', etc).

There are two options you may use when importing a file into UpSheets:

Include the Tracking Codes in your file. This requires a column to be present in your file containing Tracking Codes (it is recommended this column is named tracking_code). Every timesheet line must have a valid value in this column.
Select a default Tracking Code. This will apply your selected Tracking Code to all records in the file and does not require a Tracking Code column to be present in the file.

Please Note: As in Xero, tracking codes only work with timesheets, not when uploading Payslip Adjustments

Question 3

How do I enable Tracking Codes in UpSheets and Xero?

Accepted Answer

In order to use Tracking Codes in UpSheets, they must first be enabled in Xero, as follows:

Select (from top left) Org > Settings > Payroll Settings

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Under Payroll Tracking, select the Tracking Code you wish to use in the Timesheet Categories field and save.

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You must disconnect Xero from Upsheets and reconnect for the change to take effect.

You will then be able to select Tracking Codes in UpSheets.