Question 1

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.

Date is after the current Draft Pay Run (Info Only)

This is a warning that the data being loaded is after the end of the current Draft Pay Run. This is for information only and will not prevent data being uploaded.

Date after the current Pay Period (Info Only)

This is a warning that the data being loaded is after the end of the current pay period. This is for information only and will not prevent data being uploaded.

Question 2

Payroll Calendar not defined for Employee in Xero

Accepted Answer

If you see this error, it is because the setup of your employee in Xero is not complete. This is often the case with the default data provided when using a Xero Demo organisation.

To resolve it, simply navigate Payroll> Employees in Xero. Select the employee, assign a Pay Calendar on the Employment tab and save.

When you revalidate the file the error will be resolved.

Question 3

Payslip has a zero amount for Super

Accepted Answer

This error is displayed when Xero a payslip is missing the required Superannuation Guarantee Contribution line and the employee is under 18.

If this is attempted, all lines for the payslip will be rejected by Xero and the payslip can not be loaded.

If an upload fails with this error, it can be resolved by either:

Adding the required Superannuation Guarantee Contribution line to the employee payslip, then revalidate and upload the file; or
Adding the required Superannuation Guarantee Contribution line to the employee Pay Template. After doing so, the payslip will need to be refreshed in Xero (or the pay run deleted and added again).

Option 2 is the preferred option as it will default the line onto the payslip each time one is created in future and so resolve the error.

Updating a single payslip as in Option 1 will only resolve the issue for that payslip and not any future uploads.

Question 4

This deduction may make the payslip total ($0.00) negative

Accepted Answer

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

This depends on a number of factors, so is just a warning and can be ignored in many circumstances. However, if the default values combined with the lines being uploaded would cause the total to be negative Xero will not allow it to be uploaded and an error will be shown after the upload is attempted.

If the upload fails, either:

Question 5

Error Saving Pay Item

Accepted Answer

Xero can occasionally have issues saving new Pay Items when some of the existing pay items have invalid setup.

In order to resolve this:

In Xero navigate to Payroll> Payroll Settings> Pay Items
Check all pay items to make sure every pay item has a valid expense account (i.e. the account is active and has a type of Expense). If not then update it to one that is.
Be sure to click Show Inactive and also check/update these as required.

Question 6

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 7

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 8

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 9

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 10

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: