Question 1

Using UpSheets to Import Data from Subway / LiveIQ

Accepted Answer

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/iesv2R3Nh3/subway_upsheets_t.png (subway_upsheets_t)

Using Subway Live IQ to Roster Your Staff?

UpSheets Can Upload Your Data to Xero Payroll in Just a Few Clicks

Easy to Setup and Use
Export from Live IQ + Upload to Xero
Predefined Fast Food Industry Award (FFIA)
Assign Awards to Employees
Automatic Calculations + Overtime/Allowances
No Additional Xero Setup
Multiple Locations on a Single Account
Faster, Easier and Lower Cost than Alternatives
Get Rid of Expensive 3rd Party Rostering Software
Save Time and Money
30 Day Free Trial
Excellent Support

Overview

If you are using Subway LiveIQ Labour to roster your staff, your data can be exported and uploaded to Xero using UpSheets in just a few clicks.

This guide explains the steps required to get started:

Register for an UpSheets Account
Configure settings in UpSheets
Assign awards to employees
Extract file from Subway LiveIQ Labour
Validate the file in UpSheets
Upload data to Xero

1. Register for an UpSheets Account

You can register for an UpSheets account at https://app.upsheets.com/register

No credit card is required and it is free to use for 30 days. You can either create an account using your email address, or log in using your Xero account.

After creating your account, you will be asked to connect UpSheets to Xero. This requires a Xero account with Payroll Administrator access and only needs to be done the first time you use an organisation.

We recommend using a free Xero Demo Company to try things out

https://help.upsheets.com/faqs/using-a-xero-demo-company

2. Configure Settings in UpSheets

To import the Subway LiveIQ export file without having to modify it, configure your settings as below:

Enable Smart Formulas

Navigate to your settings https://app.upsheets.com/settings

Select the Enable Smart Formulas and select Save

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/btzqWLq0CC/enable_smart_formula.png (enable_smart_formula)

You will be shown a warning, read it and click I Agree to continue.

Set Default Start Time

A new Start Hour option will now be available. This value is used to calculate start and end times using the single hours column from the export

For example:

Set the Start Hour value for your operation and Save.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/VgH3HcqkUb/startHour.png (startHour)

3. Assign awards to employees

To determine the correct earnings rate and automatic allowances, each employee must have the required smart formula assigned to them.

Please note that this assignment will create a Pay Item in Xero and update the employee pay template and ordinary earnings rate to use it.

Select Smart Formulas from the menu and select Save to accept the default settings:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/47l1coBXeP/smart_formula_settings.png (smart_formula_settings)

Select Smart Formulas from the menu and then select an employee row, then click Assign.

You can then select an award and enter the base rate for the employee. Click Assign to assign the award/rate to the employee.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/SvenOjBr1s/SMART_FORMULA_ASSIGN_FFIA.png (SMART_FORMULA_ASSIGN_FFIA)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/y4NnKw9Ar1/assigned_ffia_smart_formula.png (assigned_ffia_smart_formula)

Automated allowances (Minimum Engagement, Laundry etc) can be endabled/disabled br following these instructions.

Repeat these steps for all employees you wish to upload data for.

4. Extract File from Subway LiveIQ Labour

The below assumes that you are using Subway Live IQ Labour as your rostering program and have made and published a roster for your stores. If you are unsure or just starting please reach out to your Business Consultant as they have User Guides to help you.

Log into Subway Live IQ Labour
Go into Payroll – Processing
Action your team members' hours as to pay by timesheet or roster etc
Once actioned and no errors showing, click Save then Finalise at the bottom of the page
Return to the Payroll Processing screen and press Process
Then go into Payroll – Breakdown
At the bottom of this page click on Accounting Software Export (CSV)
This is saved into Downloads (or choose where to save it). If you resave this file, ensure it is saved as a CSV file.

If you are unsure how to do any of the above tasks, please reach out to your Business Consultant for help.

5. Validate the file in UpSheets

From the Import screen in UpSheets, select your exported file and the Timesheets option and click Import File:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AGU4Q0I5rO/subway_import.png (subway_import)

Make sure each column is mapped correctly and that US Date Format is on (tracking code is only required if enabled in Xero). These options will be remembered for future uploads.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/6vG8KT9Iwi/subway_validated.png (subway_validated (1).png)

Click Validate to check the data against Xero before uploading

The validated data is shown. If any employees or tracking codes do not match what is stored in Xero you can click Create Mapping to create an automatic mapping for future uploads. Alternatively, you can select rows and click Edit to update them. After changes, you may need to revalidate your file before uploading.

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

6. Upload Data to Xero

Once complete simply click Upload to Xero. Any required pay items will be created and the timesheet data will be uploaded to Xero.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/21HOFhMiuT/subway_uploaded_xero.png (subway_uploaded_xero)

Useful Links

For more information on the below topics please refer to the links below:

Assigning Smart Formulas:

https://help.upsheets.com/faqs/smart-formulas-upsheets

Automatically Calculate Start and End Times Using Hours

https://help.upsheets.com/faqs/automatically-calculate-start-and-end-times-using-hours

Mapping values between systems:

https://help.upsheets.com/faqs/create-a-mapping-for-employee-type-or-tracking-code

Editing imported data:

https://help.upsheets.com/faqs/editing-imported-files-before-uploading-to-xero

Defining public holidays:

https://help.upsheets.com/faqs/using-public-holidays-with-smart-formulas

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.

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 3

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).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/PEtJZ0f67B/1.png (1.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/dQo7G5tiE6/2.png (2.png)

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).

Question 4

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 5

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 6

Using Start Time and End Time instead of Hours

Accepted Answer

Most file formats require a column for Hours in order to upload data, but it is also possible to provide a Start Time and End Time column and have UpSheets calculate the hours automatically.

To do so, select the Enable Start/End Times option on the Import screen when importing your file:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/3hKtDQmL6g/start_end.png (start_end)

On the following screen make sure you select columns for Start Time and End Time. You may optionally also select a column for Hours* which will be used if the Start Time and End Time are not set.

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

If all fields are provided, the Start Time and End Time will be used instead of Hours

Question 7

UpSheets Integrations

Accepted Answer

Overview

UpSheets provides integrations with several popular 3rd party applications used for scheduling, time tracking and project management.

These integrations allow your data to be imported directly from the application without having to export/import a CSV file.

Once enabled, each integration lets you you provide a date range for the data and import it directly into UpSheets with with the click of a button.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/wVxj9QPhDL/clockify_select.png (clockify_select)

All other import options such as transaction type, status, mapping, Smart Formulas etc are all available in the same way they are for CSV files.

Available Applications

UpSheets currently allows you to import data from the following applications:

Comparison

Below is a comparrison of the available integrations.

Question 8

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