Question 1

Uploading Smart Formulas with other Types (Earnings Rates)

Accepted Answer

Setup

The default behaviour when using smart formulas is to treat all lines as smart formulas. This is shown in the smart formla settings as Allow Types:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8jCYN3OMxx/allow%20types.png (allow types)

If you wish to upload nother earnings types along with this, select the option Allow All Types and Save

Types

For this feature to work, you must supply a Type column in your file to match against your Xero pay items. Any Types that match this column (or have been mapped to one) will be treated normally and not processed as a Smart Formula.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/KoSXHAVvpw/type%20selection.png (type selection)

Hours

You can optionally select an Hours column to use values from another column than the start/end times.

If a value is present in the hours column, this will be used for the non smart formula types. If no value is present, the start/end times will be used to calulate it. If they are missing an error will be given.

Question 2

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 3

Can I upload an Excel or Google Sheets spreadsheet?

Accepted Answer

UpSheets can import CSV (Comma Separated Values) files only. Any file you can create or edit using common spreadsheet software can usually be saved in CSV format in just a few clicks.

To save a Microsoft Excel spreadsheet as CSV:

Choose File> Save As> Format: Comma Separated Values(.csv).
Enter a filename and Save the file.

To save a Google Sheets spreadsheet as CSV:

Choose File> Download as> Comma-separated Values(.csv, current sheet).
The file will be downloaded (named after file/sheet name ending in .csv).

The files can then be imported and uploaded to Xero by UpSheets.

Question 4

Does UpSheets support Tracking Codes?

Accepted Answer

Yes - like Xero, UpSheets uses Tracking Codes to categorise transactions in Xero and can optionally be used for Timesheets.

In order to use Tracking Codes in UpSheets, your organisation must be set up to use them in Xero (for instructions see here).

Note: The Tracking Code must always match the value in Xero, or a validation error will be given, (e.g. 'Northern Region', 'Eastside', etc).

There are two options you may use when importing a file into UpSheets:

Include the Tracking Codes in your file. This requires a column to be present in your file containing Tracking Codes (it is recommended this column is named tracking_code). Every timesheet line must have a valid value in this column.
Select a default Tracking Code. This will apply your selected Tracking Code to all records in the file and does not require a Tracking Code column to be present in the file.

Please Note: As in Xero, tracking codes only work with timesheets, not when uploading Payslip Adjustments

Question 5

How do I enable Tracking Codes in UpSheets and Xero?

Accepted Answer

In order to use Tracking Codes in UpSheets, they must first be enabled in Xero, as follows:

Select (from top left) Org > Settings > Payroll Settings

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/u68q98b71z/22.png (22.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/TIMW6POrpw/23.png (23.png)

Under Payroll Tracking, select the Tracking Code you wish to use in the Timesheet Categories field and save.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qGdQb987Je/24.png (24.png)

You must disconnect Xero from Upsheets and reconnect for the change to take effect.

You will then be able to select Tracking Codes in UpSheets.

Question 6

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)

Question 7

Missing Xero Smart Formulas

Accepted Answer

In order for Smart Formulas to be imported into UpSheets from Xero the pay item in Xero must:

Match the format described here;
Be assigned to the pay template of an active employee; and
Be valid for timesheets.

The easiest way to check if a pay item is valid for timesheets is to add a new timesheet in Xero (Payroll> Timesheets> Add Timesheet) and check that it is available in the dropdown.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AmR1nN5Vqi/timesheet%20dropdown.png (timesheet dropdown)

If they are not visible it is usually because they are not active, or because they are set up as an allowance. Allowances may 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)

See here for more information

Question 8

Existing Timesheets and Statuses

Accepted Answer

DRAFT timesheet exists in Xero and will be OVERWRITTEN if uploaded

If a draft timesheet already exists in Xero, this message is displayed to warn you that it will be overwritten.

APPROVED timesheet exists in Xero. Revert Timesheet to Draft status

If an approved timesheet exists in Xero the options depend on which country you are using Xero in:

Australia:

New Zealand/United Kingdom:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Ca3N0OCTQn/approved%20option.png (approved option)

Employee timesheet exists in Xero

If allowing your employees to enter their own timesheets through the Xero app it is not possible to update them when they are in a Requested or Rejected status. To resolve this you must either revert the timesheet to Draft in Xero or delete it from Xero before you will be able to upload it.

PROCESSED timesheet exists in Xero

A timesheet approved timesheet is on a posted pay run, then it is not possible to update it without first reverting the pay run to draft and then performing the steps for Approved timesheets above.