Question 1

UpSheets with BrightHR

Accepted Answer

How does it work?

UpSheets provides the ability to import your data from BrightHR and then upload it to Xero. Depending on your process, there may be a small amount of setup required, but for many users everything is ready to go.

The process is:

Run an report in BrightHR to export a CSV file with your data
Import the file into UpSheets
Validate the file to check everything is correct
Upload the data to Xero
Optionally approve timesheets and create pay runs from UpSheets

Please view the following video to see the process in action:

REGISTER FOR UPSHEETS

What can I upload?

The following BrightHR reports can used to upload data:

Blip Timesheet => Xero Timesheets
Absence Report => Xero Leave Requests

Earnings Rates

The options available for determining the earnings rate are selected when importing a file by selecting the Earnings Rate field:

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

Default Value

This setting will apply the selected value to the entire file.

To enable it, set the Earnings Rate field to the value you wish to default, such as Ordinary Hours. No earnings rate needs to be provided in the file and this value will be used for every line.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/j7BDmSUNDe/default-er.png (default-er)

Employee Ordinary Earnings Rate

This setting will apply the Ordinary Earnings Rate set on the Employment tab for each employee.

To enable it, set the Earnings Rate field to Use default Earnings Rate for each Employee

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/3DQhTyz1ju/employee-er.png (employee-er)

Provided in the File

This setting indicates that a column in the file will be used to determine the earnings rate.

Typically the value would contain a value that matches an Earnings Rate in Xero. However, UpSheets also allows you to map any value in your file to an Earnings rate in Xero. Once created this mapping will be automatically applied. For example, the value Shift could be mapped to Ordinary Hours. Whenever the file has a type of Shift, Ordinary Hours would automatically be used instead.

To enable it, set the Earnings Rate field to File contains Earnings Rate

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uDsX7dcHlf/file-er.png (file-er)

Smart Formulas

If you have a more complicated scenario or award that cannot be satisfied by the previous options - Smart Formulas can be used to determine the Earnings Rate based on the date, time of day. They also include in depth functionality to include allowances, minimum engagement, broken shifts and many other scenarios.

Read more information about Smart Formulas here

Question 2

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 3

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 4

Pricing Examples

Accepted Answer

How Much Does UpSheets Cost?

UpSheets is charged based on a base fee plus a usage fee for the total lines uploaded in the month (more info).

VIEW CURRENT PLANS AND PRICING

What is a line?

Different transactions require different file formats to upload. A line represents a row in a csv file that is imported to UpSheets and uploaded to Xero.

For example: if you have 50 lines in your file, you will be billed for 50 lines when you upload the file, even though this may create a combination of timesheets/leave/payslip adjustments on payroll (or tasks/time for projects).

Below are some examples to show each type of transaction in detail.

Payroll

Timesheets

A timesheet line is a unique combination of employee/date/earnings rate/hours/tracking code (if using).

The file below will use 6 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Wr4bmdknUL/timesheet_lines.png (timesheet_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8hKlkH7PQE/timesheet.png (timesheet)

N.B. The Xero timesheet will look slightly different in NZ/UK versions.

Leave Requests

For leave, one line is used for each leave request (regardless of how many days it is).

The file below will use 3 lines:

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

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/aCn9Bu4eaW/leave.png (leave)

Payslip Adjustments

For payslips, one line is used for each earnings, reimbursement, deduction, leave accrual line in the file.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/DaX7zNhWWW/payslip_lines.png (payslip_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/f54tnAl2XP/payslip.png (payslip (1).png)

Projects

Tasks

For tasks, one line is used for task created.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/QLA0TTQyHh/task_lines.png (task_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/bvi9cVVve4/tasks.png (tasks)

Time

For time, one line is used for each entry logged against a task.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/duUfjrIt34/time_lines.png (time_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/O5uTgvt5Mf/time.png (time)

How are Lines Billed?

At the end of each month, an invoice is generated using the Base and Usage component applicable to your subscription plan.

The Base component is fixed.

The Usage charge is variable and is calculated by multiplying the total lines uploaded in a period by the charge per line.

The invoice total will be:

Total = Base + Usage x Lines Uploaded

Example 1

Using the AUD-Basic plan:

Base = $10/month
Usage = $0.08/line

If you have 10 employees and your file has 25 lines per employee a total of 250 lines will be uploaded.

Your invoice would then be generated as follows:

Total = Base + Usage x Lines Uploaded

Total = $10 + $0.08 x 250

Total = $10 + $20

Total = $30

Example 2

Using the GBP-Standard plan:

Base = £10/month
Usage = £0.04/line

If you have 100 project tasks and 900 project time entries in your file, a total of 1000 lines will be uploaded.

Your invoice would then be generated as follows:

Total = Base + Usage x Lines Uploaded

Total = £10 + £0.04 x 1000

Total = £10 + £40

Total = £50

Question 5

Smart Formula Allowances (from Xero)

Accepted Answer

Introduction

Smart Formulas can be used to create allowances in addition to determining the earnings rates for employees.

These allowances can be either automatically or manually applied depending on how they are set up.

Getting Started

The following steps must be completed to use Smart Formulas for allowances:

Set up Pay Items in Xero
Assign Pay Items to Employee Pay Templates in Xero
Enable Smart Formulas in UpSheets
Refresh Smart formulas from Xero to UpSheets
Import your file using Smart Formulas

This document explains Step 1. Set up Pay Items in Xero for Allowances. Click here for detailed instructions on steps 2-5

1. Set up Allowance Pay Items in Xero

The steps below are for loading smart formulas to set up automatic and manual allowances with Smart Fomulas.

Pay Items are set up in Xero by navigating to Settings> Payroll Settings> Pay Items

To be used for timesheets the pay items must:

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)

To enable a pay item for use as an allowance Smart Formula, the name must use the following format:

NUMBER NAME [DAY][PERIOD][TYPE][MINMAX]

Example:

001 Daily Allowance [WEEKDAY][10~24][DAY]

For more information on defining NAME, NUMBER, DAY please see Smart Formulas (from Xero)

Period

The Period element can be used to define the minimum and maximum hours for applying the allowance, e.g.

[8~24] will apply the allowance only if 8 or more hours are worked.

[0~24] or [] will apply the allowance if any hours are worked.

This can be used to create different allowances for different periods e.g.

[0~10] Will be applied if the hours are less than 10

[10~24] Will be applied if the hours are 10-24

For allowances that require a time range, this can be defined as below and also limited by using the MINMAX element. To do so use the start_time - end_time option. Each time must be set using four digits and 24 hours clock.

Examples:

[0000-1300] = midnight to 1pm

[1400-1600] = 2pm to 4pm

[2000-0000] = 8pm to midnight

MinMax

The MinMax defines the number of hours when a time range is used for the period (e.g. [0000-0600].

The format is:

Examples:

[0~5] = the first 5 hours

[5~24] = From 5 to 24 hours

[0~24] = the first 24 hours

This element is only available for certain allowance types as defined in this guide.

Type

Determines the type of allowance. The code value below should be entered into the formula to define the type of allowance.

Time-Based Allowances

Other Allowances

Rostered Days Off (RDO)

Allowances can be used to calculate RDOs and optionally create leave accruals by following these instructions.

Examples

Time-Based Allowances (HOUR / SHIFT / DAY / WEEK)

All of these allowances work in a similar manner and can be used with the DAY/PERIOD elements to determine when they are applied.

The main difference is how they are applied to imported lines:

HOUR - Applies the allowance to every hour worked in the period
SHIFT - Applies the allowance to every shift (i.e. once for every timesheet line imported even on the same day)
DAY - Applies the allowance once per day (i.e. once even if multiple shifts are imported on the same day)
WEEK - Applies the allowance once per week (i.e. once per week so long as a line is imported during that week). The DAY element is not used for this type)

001 Allowance [WEEKDAY][0000-0600][HOUR]

Will apply the allowance for every hour worked between midnight and 6am on a Monday, Tuesday, Wednesday, Thursday or Friday. This can be used to add an additional hourly allowance to a base rate. If an emplyee worked from 02:00 - 03:30 they would be allocated 1.5 x this allowance.

001 Allowance [EVERY][0~8][HOUR]

001 Allowance [WEEKDAY][1~24][SHIFT]

Will apply the allowance for every timesheet line imported for a Monday, Tuesday, Wednesday, Thursday or Friday and the employee has worked at least 1 hour (and less than 24). This could potentially apply multiple times in a single day.

002 Allowance [WEEKDAY][8~24][DAY]

Will apply the allowance if one or more timesheet lines are imported for Monday, Tuesday, Wednesday, Thursday or Friday and the total hours each day are between 8 and 24. This can only apply once per day, but could apply up to 5 times if each weekday is worked.

003 Allowance [WEEKEND][][DAY]

Will apply the allowance if one or more timesheet lines are imported for Saturday or Sunday. The number of hours is not a factor as it is left blank. This would apply 2 allowance lines if both days are worked.

004 Allowance [EVERY][40~168][WEEK]

Will apply the allowance if the total hours worked in a week is over 40 (but below 168). This would apply a maximum of once per week.

Broken/Split Shift (BS)

A Broken/Spilt Shift allowance will be applied when an employee works multiple shifts in a day that have a gap between them. The size of the gap between shifts is defined using the period element.

The fourth [MinMax] element can be used to determine the maximum number of allowances to be applied in a day or week. e.g. [1~3] is once per day and 3 per week. This is optional and if left out it will apply the allowance every time the condition is met.

Examples

001 Split Shift [EVERY][1~3][BS][1~7]

Will apply the allowance if the gap between two shifts is more than one hour but less than 3. This will be applied a maximum of once per day and 7 times per week.

002 Split Shift [EVERY][3~21][BS][2~3]

Will apply the allowance if the gap between two shifts is more than three hours but less than 21. This will be applied a maximum of twice per day and three times per week.

003 Split Shift [WEEKDAY][1~23][BS]

Will apply the allowance if the gap between two shifts worked on a weekday is more than one hour but less than 23. There is no limit to how many times this will be applied each day or week.

Minimum Engagement (ME)

A Minimum Engagement allowance is applied when a shift is less than a set number of hours. The number of units is automatically calculated as the difference between the hours worked and the set number of hours. In this way, it can be used to pay an employee a minimum number of hours even when fewer are worked.

The MINMAX element is used to determine the minimum and maximum hours where the allowance should be applied.

Examples

001 Minimum Engagement [EVERY][][ME][0~4]

Will apply the allowance if any shift is worked for less than 4 hours. The number of units applied will be equal to 4 less the number of hours worked. If 1 hour is worked, the allowance will be for 3 hours. If more than 4 hours are worked, no allowance is applied.

002 Minimum Engagement [EVERY][][ME][1~2]

Will apply the allowance if a shift is worked for more than 1, but less than 2 hours. The number of units applied will be equal to 2 less the number of hours worked. If 1.5 hours are worked, the allowance will be for 0.5 hours. If more than 2 hours or less than one hour are worked, no allowance is applied.

Top Up (TU)

A Top Up allowance applies one unit of the allowance whenever an employee works at a particular time.

Examples

001 Top Up [MON-FRI][1900-0000][TU]

Applies the allowance if a shift is worked that starts, finishes or encompasses the period of 7pm to midnight on a Monday - Friday. This is usually set up In Xero as a rate per unit allowance to pay a set amount as an extra payment for a shift.

Manual (MAN)

A Manual allowance is not applied automatically, but can be added in UpSheets after importing your file and then uploaded to Xero.

Please note, these allowances must be added to all employee pay templates in order for them to be applied.

Examples

100 Manual Allowance [MAN]

When assigned to an employee an Add Line link will be displayed within UpSheets:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/FMpop3v7tb/add_line.png (add_line)

Clicking the link will display all manual allowance to be selected and applied to the employee on that date:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/YGG357leyO/add_line_modal.png (add_line_modal)

Question 6

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
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 7

Using a Xero Demo Company

Accepted Answer

When testing new features or functionality, it is often a good idea to use a demo company, rather than your real Xero company.

Xero provides the option of setting up a demo company for exactly these situations.

Some things to be aware of:

They are free to set up and use (no charge from Xero or UpSheets)
They come pre-loaded with data, so you can get started immediately
If you make a mess, you can reset them and start again
They expire after 30 days (keep this in mind if setting up anything complicated)
You can use Xero Projects
You can use Xero Payroll - but remember to complete the setup in Xero before connecting to UpSheets

Xero's instructions to set up a Demo Company are below:

Setting up the Xero Demo Company

Question 8

File Formats with Multiple Pay Item / Earnings Rate columns

Accepted Answer

Single Pay Item Column

The standard file format for importing data using UpSheets is to have one row per employee/date/type and a single column with the number of hours. The Type column is used to contain the various Pay Items/Earnings Rates that are being imported.

For more information on the standard file formats see the following links:

Payroll File Formats (AU)

Payroll File Formats (NZ/UK)

Projects File Formats (All Countries)

Multiple Pay Item Columns

A common way many systems export data is to have a single row for each day and multiple columns for the Pay Items as shown below:

If your file is in a format similar to this, you can configure UpSheets to translate it into the standard format using the steps below.

Enable Multiple Pay Items

To enable multiple Pay Items, select Pay Items from the menu.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/bxPLDSVlt3/pay_item_menu.png (pay_item_menu)

The select box lists all of the Pay Items available in Xero and selecting them will add them to the list below. To remove a Pay Item, click the minus link (or select Clear All to remove them all).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/vl0iFqWEL4/assigned_pay_items.png (assigned_pay_items)

Import a file

When importing a file, a new option File contains multiple Earnings Rate columns will now be the default value in the Earnings Rate field.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/h3RnSPMvm7/multi_column_option.png (multi_column_option)

You can select an alternative value if you wish to load a file using one of the other options.

Map Pay Items to Columns

Prior to validating the file, the enabled Pay Items can then be mapped to the required columns. Each Pay Item may only be selected once and at least one of the enabled Pay Items must be selected to proceed.

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

Validate the file

When the file is validated, the data will automatically be translated into the required rows and can be edited/uploaded as usual.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4mlFGzxTAx/validated_multi_column.png (validated_multi_column)

Billing

When using this feature, each of the translated lines will count as one line of usage when added to a subscription.

In the example below, if three columns are selected, three lines will be created and then billed when uploaded.