Question 1

Can I upload an Excel or Google Sheets spreadsheet?

Accepted Answer

UpSheets can import CSV (Comma Separated Values) files only. Any file you can create or edit using common spreadsheet software can usually be saved in CSV format in just a few clicks.

To save a Microsoft Excel spreadsheet as CSV:

Choose File> Save As> Format: Comma Separated Values(.csv).
Enter a filename and Save the file.

To save a Google Sheets spreadsheet as CSV:

Choose File> Download as> Comma-separated Values(.csv, current sheet).
The file will be downloaded (named after file/sheet name ending in .csv).

The files can then be imported and uploaded to Xero by UpSheets.

Question 2

File Formats for Timesheets, Leave and Adjustments (Australia)

Accepted Answer

Overview

UpSheets allows you to upload the following transactions to Xero:

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

Alternative Formats

This document describes the requirements with a single row for each employee/date/type/hours. A common alternative format contains multiple columns for each type (pay item/earnings rate). These can be imported directly by configuring your pay items.

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 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:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Cy2IwNTK8g/9.png (9.png)

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.

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

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.

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

You may optionally provide a Start Time and End Time column instead of a single Hours column

For information on saving spreadsheets as CSV files see here

Question 3

File Formats for Timesheets, Leave and Adjustments (NZ & UK)

Accepted Answer

Overview

UpSheets allows you to upload the following transactions to Xero:

Timesheets
Leave (Approved)
Adjustments (Payslips) NZ Only - not Available in UK
- Earnings
- Reimbursements
- Deductions
- Leave Accruals

Please note Adjustments/Payslips are not available for United Kingdom Xero organisations

File Formats

This document describes the requirements with a single row for each employee/date/type/hours. A common alternative format contains multiple columns for each type (pay item/earnings rate). These can be imported directly by configuring your pay items.

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 File Formats for Combined Timesheets, Leave and Adjustments in a Single File (NZ & UK) for examples.

Selecting Options

After connecting to Xero, select the appropriate options on the Import CSV File screen:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Cy2IwNTK8g/9.png (9.png)

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.

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

Timesheets

(Download Sample)

Leave

(Download Sample)

Adjustments

(Download Sample)

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.

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

You may optionally provide a Start Time and End Time column instead of the Hours column

For information on saving spreadsheets as CSV files see here

Question 4

File Formats for Projects (All Countries)

Accepted Answer

UpSheets allows you to upload the following Payroll transactions to Xero:

Tasks (Create or update existing)
Time (Create only)

Selecting Options

After connecting to Xero, select the appropriate options on the Import CSV File screen:

Projects Options

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ME2fL6xMMW/8.png (Projects Options)

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 by including all fields in a single file (Download Sample).

Task File Format

(Download Sample)

Time File Format

(Download Sample)

You can combine multiple transaction types by including all fields in a single file (Download Sample).

For information on saving spreadsheets as CSV files see here

Question 5

File Formats for Combined Timesheets, Leave and Adjustments in a single file (Australia)

Accepted Answer

UpSheets allows you to upload multiple different transaction types in a single file, so long as all of the required fields are included.

For more information on individual file formats see File Formats for Timesheets, Leave and Adjustments (Australia)

NOTE: All columns must be included in the file, even if their values are left blank. This is required to keep formats consistent and allow UpSheets to determine the type of transaction being uploaded automatically.

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

Timesheet, Leave and Adjustment file Format - Combined

(Download Sample)

Timesheet and Adjustment file Format - Combined

(Download Sample)

Timesheet and Leave file Format - Combined

(Download Sample)

Leave and Adjustment file Format - Combined

(Download Sample)

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

You may optionally provide a Start Time and End Time column instead of the Hours column

Question 6

File Formats for Combined Timesheets, Leave and Adjustments in a single file (NZ & UK)

Accepted Answer

UpSheets allows you to upload multiple different transaction types in a single file, so long as all of the required fields are included.

For more information on individual file formats see File Formats for Timesheets, Leave and Adjustments

NOTE: All columns must be included in the file, even if their values are left blank. This is required to keep formats consistent and allow UpSheets to determine the type of transaction being uploaded automatically.

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

Timesheet, Leave and Adjustment file Format - Combined NZ ONLY

(Download Sample)

Timesheet and Adjustment file Format - Combined NZ ONLY

(Download Sample)

Timesheet and Leave file Format - Combined

(Download Sample)

Leave and Adjustment file Format - Combined NZ ONLY

(Download Sample)

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

You may optionally provide a Start Time and End Time column instead of the Hours column

Question 7

Uploading Allowances to Payslips

Accepted Answer

This article is intended for Australian Xero users as the setup and features are specific to that region. NZ allowances can be uploaded as usual using Adjustments. UK users can not currently upload Adjustments until it is enabled by Xero (why?).

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:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/WcCu1A8nX7/payItem1.png (Fixed Amount Allowance Setup)

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:

Rate Per Unit Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/kILL7ZuFaF/payItem2.png (Rate Per Unit Allowance Setup)

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:

Rate Per Unit Preset Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qEcFmL8JA6/payItem3.png (Rate Per Unit Preset Allowance Setup)

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.

Multiple Preset Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/HeYmhhnPpO/payItem4.png (Multiple Preset Allowance Setup)

Upload/Validation

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ij2xafWfG6/Adjustment1.png (Adjustment1)

When validated, the above formats will appear as below:

Validated

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Ctkmg9u8g9/Validated.png (Validated)

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:

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 9

Uploading multiple timesheets for the same employee / date / earnings rate / tracking code?

Accepted Answer

Duplicate Timesheet Lines

A timesheet line is considered a duplicate if it has the same Employee, Date and Earnings Rate (and optionally Tracking Code) as another line in your upload file.

How these lines are treated when uploading depends on the option selected in your user settings.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/7pjhViYKvc/dupes_option.png (dupes_option)

When this setting is changed it will apply immediately to the next performed by your user.

Each option is described in detail below:

First Line Only (Default Behaviour)

Each row in your upload file should be unique between the employee, date and optionally earnings rate and tracking code if you are using them.

If you have a duplicate, the first row in the file will be uploaded, but the duplicate(s) will be marked as errors and ignored.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/1IRoIQw32J/first%20line.png (first line)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/g12H4DOwUH/first_line%20timesheet.png (first_line timesheet)

Individual Lines

Each line in your file will be loaded even if there is a duplicate. You will end up with multiple rows for the same Earnings/Tracking Code for the employee.

For example, if there are two lines for John Smith on 1-Jan-2018 for 1 hour and 4 hours, two lines will be created in Xero for John Smith on 1-Jan-2018 for 1 hour and 4 hours.

You will receive a warning at validation to indicate the lines will be loaded individually.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/nS4HlBhXiB/individual.png (individual)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/fLAwcJk2qi/individual%20timesheet.png (individual timesheet)

Summarise Lines

The total hours for all duplicate records will be calculated and uploaded as a single timesheet line in Xero.

For example, if there are two lines for John Smith on 1-Jan-2018 for 1 hour and 4 hours, a single line will be created in Xero for John Smith on 1-Jan-2018 for 5 hours.

You will still receive a warning to indicate the totals will be summarised.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/DPavF2CdLo/summarise.png (summarise)

Question 10

Can I upload Leave Applications?

Accepted Answer

Yes. UpSheets will upload Leave Applications in their own file, or included with your Timesheets/Adjustments.

All leave is imported as Approved, meaning you don't need to go into Xero to approve it and it will appear in the next Pay Run automatically.