Question 1

Missing Type Field

Accepted Answer

Occasionally Xero may be missing some Pay Item setup that needs to be resolved to upload data.

The usual cause of this error is that there are Pay Items that do not have a Type defined. They can easily be seen as they have a warning icon next to them (Navigation: Payroll Settings> Pay Items).

The warning icon can be seen below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uUJ1DpuXsf/pay_items_missing_types.png (pay_items_missing_types)

Opening it shows the Type field:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sOr3vWbzka/allowance_type.png (allowance_type)

The Type (and optionally the Category) must be set and the Pay Item saved:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8gbjtfy7Hn/allowance_type_set.png (allowance_type_set)

THESE STEPS MUST BE COMPLETED FOR ALL PAY ITEMS THAT SHOW THE WARNING ICON

Question 2

Timesheet Date Formats

Accepted Answer

Dates can be imported to UpSheets in a number of formats. If there is an issue, you may see one of the following errors:

Invalid Date - Check your CSV file or try changing the date format checkbox on the Validate Data Page

If you see this error UpSheets has been unable to understand the provided date format. If your dates are in a US format (mm/dd/yyyy) you can select the US Date Format (m/d/y)? option on the validate screen.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/2OshXF9uFL/us_date_format.png (us_date_format)

End Date must be equal to or greater than Date

If the end_date is provided, it must be the same as or after the date field for each line. To resolve this, correct the end date in the file.

Date can not be before the employee start date

Data cannot be uploaded for a date earlier than the start date for the employee. To resolve this, either update the date in the file to be after the start date of the employee or alter the employee start date in Xero to be earlier than the date in the file.

Date must be on or after the current Draft Pay Run / Date must be on or after the Start Date of the current Pay Period

The date in your file must not be in the past, it must be after the start of the current draft pay run. If you need to load data for a prior period, this may be possible by creating an Unscheduled Pay Run in Xero. Because only one draft pay run can exist at a time for each calendar, the Unscheduled pay run will be treated as current and it will be possible to upload data for it.

The Timesheet period has not started yet

In NZ/UK data cannot be loaded until the pay period has started.

Question 3

Multiple Active Employees with this First/Last Name in Xero

Accepted Answer

In order to determine the correct employee in Xero, UpSheets requires the name in your file to match that of an employee in Xero.

If you have multiple active employees with the same name, then it is not possible to know which employee the upload relates to.

To resolve this issue, in Xero, either:

Inactivate one of the employees; or
Change the name of one of the employees so the name of your file matches only one of them

Question 4

Leave already exists for employee

Accepted Answer

In order to prevent duplicates, Xero does not allow leave requests for the same employee, start date and finish date.

If you receive this error, it is usually because the leave has already been entered or uploaded. If you do wish to upload it, you can do so buy altering either the start or end date so it is no longer a duplicate.

Question 5

Leave Type not assigned to Employee

Accepted Answer

In order to create leave requests for employees, they must first have the leave type assigned to them in Xero.

This error can be resolved by assigning the appropriate leave type to the employee in Xero (Employees> Leave) and then revalidating the file.

Question 6

Payslip has a zero amount for Super

Accepted Answer

This warning is displayed as the paylsip may not be able to be uploaded.

Sometimes Xero does not allow a payslip to be saved if it has a zero amount for superanuation and the employee is under 18. If this is attempted, all lines for the payslip may be rejected and it will not be loaded.

If upload fails please check the employee payslip/template in Xero and if required add super details before revalidating and uploading your file.

Question 7

The headers in your file are invalid or the file is empty

Accepted Answer

To check your file - please open your file in a text editor rather than excel to check it looks ok and is not empty.

Depending how your file was crerated, opening the file in excel and saving it as a csv again may resolve some errors.

This error is given when UpSheets is unable to process your file because the first row of your file does not contain the header fields.

This is usually because the file has text in the first line when UpSheets is expecting header fields separated by commas.

The below is ok:

The below is not:

To resolve this, remove the first line and save the file, then try again.

If you require text lines in your file, such as notes but do not wish to import them you can put a # at the start of the line and it will be ignored, ie:

Question 8

Overwrite Approved Timesheets

Accepted Answer

****This functionality is only available for users in NZ/UK*

You can allow approved timesheets to be overwritten by selecting the option Allow approved timesheets to be overwritten (NZ/UK Only) in your user settings.

A warning message will then be displayed instead of an error and you can then upload the timesheet.

Question 9

Rate Types when Uploading Earnings Lines to Timesheets

Accepted Answer

Earnings Pay Items may be uploaded as timesheets so long as they:

Have a rate type of Multiple

OR

Have a Have a **rate type **of Rate Per Unit; and
The type of units matches the value on the ordinary earnings rate set for the employee.

E.g. For an employee who has an ordinary earnings rate set to Ordinary Hours (Ttpe of unit = Hours), you can load:

Any earnings pay item with a unit of hours
Any earnings pay item with a rate type of Multiple

If you were to try and load an earnings pay item with type of unit set to Days, an error will be given.

***Timesheets: Pay Item must have a MULTIPLE Rate type OR have a unit of Hours (not Days)