Question 1

How does Upsheets work with Xero?

Accepted Answer

Process Flow

The following diagram illustrates the process and how UpSheets works after logging in and connecting to Xero.

Import a file to UpSheets containing Timesheets/Leave Applications.
Validate TimeSheets/Leave with data held in Xero.
Upload validated Timesheets and Leave Applications to Xero.
Approve Timesheets uploaded to Xero (optional).
Add Pay Runs in UpSheets to create them in Xero (optional).
Validate Adjustments contained in the file (Earnings, Reimbursements, Deductions, Leave Accruals).
Upload Adjustments to Payslips in Xero

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

Xero Data and Transactions

UpSheets requires a number of data elements from Xero in order to validate uploads.

Once data is validated UpSheets creates/updates timesheets, Leave Applications and optionally Pay Runs/Payslips in Xero.

UpSheets does not update or create any other data elements in Xero.

Question 2

File Formats for Timesheets, Leave and Adjustments (Australia)

Accepted Answer

UpSheets allows you to upload the following transactions to Xero:

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

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:

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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 (Timesheets/Leave/Adjustments) by including all fields in a single file.

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

How much does UpSheets Cost?

Accepted Answer

Base Fee + Usage Charges

UpSheets is charged based on a base fee plus monthly usage.

We have implemented this system because it:

is simple and transparent;
allows access to a range of the features, yet only pay for what you use;
doesn't penalise users with many part-time employees; and
removes the need to distinguish between users on different pay cycles (weekly, vs fortnightly, vs monthly etc)
reduces the total cost the more the system is used.

What does UpSheets Cost?

Upsheets offers a range of plans depending on your location, needs and usage.

VIEW PLANS AND PRICING

All uploaded lines are charged equally regardless of type (timesheet, leave or adjustment)

updates to uploaded lines and not changed if they have the same employee/period/earnings/tracking (e.g. if you change the hours on a timesheet line several times, you will not be charged for subsequent uploads)
lines in error are not uploaded and so are not charged
there is no charge for validating, approving timesheets or creating pay runs
UpSheets will always be FREE to use with Xero Demo Organisations, so you can test as much as you like

When will I be charged?

You will need to enter your credit card details when you choose a plan.

Your UpSheets account will accrue charges each time you upload files. Your credit card will then be charged for usage on the monthly anniversary of your free trial ending. So, if free trial ends on the 15 March, you will be billed on 15 April for any usage between those two dates.

If you do not upload any data in a monthly period, you will only be charged the base fee.

Free Trial Periods

Occasionally, we may offer free trial periods. If you qualify for a free trial, you will not be charged for using UpSheets during that period.

Free trials are per Xero organisation, not per user. If another account is created and the same organisation added, a free trial will not be available to use for that organisation.

You may upload data to multiple organisations during the original free trial period at no cost, so long as the organisations have not been connected to UpSheets before.

The trial period will begin when the user account is created and adding additional Xero organisations will not extend the length of the original trial, even if they have not been connected before.

Multiple Users

If you grant additional users access to your Xero organisation, their usage will be charged to your account. You will be able to see their activity at any time and can grant/revoke access at any time.

If multiple users update the same timesheet line, only the first/original upload will be charged, even if it was made by a different user.

Credit Cards

No credit card is required to try UpSheets on a free trial, but a credit card is required to continue using it after any such period.

UpSheets uses a third party payment provider to process credit cards. UpSheets does not have visibility of, nor store any sensitive credit card information.

Question 4

Adding/Removing Users from Your Xero Organisation

Accepted Answer

If you have added your Xero organisation via the Connect/Add Organisation, you are able to administer the access of other users.

Adding a User

To Add a User, click Manage, or select Organisations from the drop-down menu.

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Click Manage on the Organisation you wish to manage.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qo3cxPiXNB/17.png (17.png)

Select Add User, enter an email address and then click Add User.

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Restricting User Access

User access can be restricted to specific employees along with the ability to create pay runs and approve timesheets - click here for more details.

Removing a User

To Remove a user, click the Remove button and click OK to confirm your choice. If you wish to add the user again, you can do so using the above process.

Question 5

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:

Question 6

Downloading a Sample File

Accepted Answer

To download a personalised sample file to import using UpSheets, you must first login and connect to Xero. This is required as UpSheets will generate a file for you using your own data from Xero. For generic file and file formats, please look here.

To download the file, just click the button labelled Download Sample File on the Import page.

Sample File

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5n7k081jvW/6.png (Sample File)

After clicking the Download Sample File button, you will have the option of choosing Timesheets, Leave or both. If Timesheets is selected, you can optionally include Earnings Rates and Tracking codes in the file (please read the following if you need more information on Tracking Codes and Earnings Rates).

If you want to load Timesheets/Leave/Adjustments separately, just select one box at a time and download multiple samples. If you want to load multiple types in a single file, select those required and click Download.

Sample File Download

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uIoUfUr9rR/7.png (Sample File Download)

After clicking the Download button the CSV file will be saved to your default downloads directory. You can then view, edit and upload it.

Most users find that a personalised file is far easier to understand and allows them to get started faster and upload with fewer errors. If you would prefer to download a generic file or more information about file formats, please look LINK here.

Question 7

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 8

Connecting UpSheets and Xero

Accepted Answer

UpSheets requires a connection to Xero to validate and upload your data.

Connecting to a Xero Organisation

Clicking the Connect to Xero Button after logging in to Upsheets;
Clicking the Manage link and then clicking Add Organisation; or
Having an Administrator Add the Organisation to your user (see Adding/Removing Users from Your Xero Organisation).

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After clicking Connect/Add Organisation you will be redirected to Xero where you will need to login and Allow access to an Organisation.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/yI0MLEMVGd/select%20xero%20org.png (select xero org)

You will then be redirected back to UpSheets

After connecting, you will see your connection status (also visible at the top right of each screen).

To manage your connection(s), you can click the Manage link at any time - see Managing your connection with Xero (and how to disconnect).