Question 1

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:

revert the timesheets as above for Australia; or
update your user settings to allow updates to approved timesheets

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.

Question 2

Using Smart Formulas with RDO / Rostered Days Off

Accepted Answer

In some situations, it may be necessary to automatically remove time from a shift for the purpose of an RDO.

Below is an example of how this can be done using Smart Formulas.

In this scenario, employees usually work 8 hours, but should only be paid for 7.6 hours. Any time above 8 hours should be paid as overtime as usual.

This can be handled using three rules as follows:

Note - the number is essential as it determines the order the rules are applied.

The setup of the second rule in Xero is as a multiple of 0 x Ordinary Earnings Rate:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sepaxXzHeB/RDO%20Setup.png (RDO Setup)

When the pay items are added to the Employee Pay Template and the Smart Formulas are refreshed in UpSheets they are as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/hDtxk8EsLo/RDO%20Smart%20Formulas.png (RDO Smart Formulas)

After validating a file, the shifts are broken into the components:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/9jKMDiR4tF/RDO%20Processed.png (RDO Processed)

The resulting payslip has the RDO total and no pay:

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

Managing your connection with Xero (and how to disconnect)

Accepted Answer

You can manage your connection at any time by clicking Manage next to your organisation name in the top right of the screen or selecting Organisations from the drop-down menu.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jH3BQsEBRQ/14.png (14.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ph7Pd6uWRM/15.png (15.png)

To Connect or Disconnect an organisation, click the desired button and UpSheets will connect/disconnect with Xero for you.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/C1ZJKWN26D/16.png (16.png)

To permanently disconnect Xero form UpSheets, you must do so in Xero: Settings> Connected Apps> Disconnect App. This will remove all users from having any access to Xero and remove the ability for them to upload any files/data.

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'

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

Payroll Setup is Incomplete

Accepted Answer

In order to use Xero Payroll, you must set it up correctly. If the setup is incomplete, UpSheets will ask you to check your payroll settings and retry.

Check your Xero User

If you have updated the Xero user who was originally used to connect UpSheets, this may be the cause. If the user has changed permissions or details it may be necessary to try and reconnect to Xero again to refresh the connection. This must be done with a Xero user with Payroll/Projects access -Click here for instructions

If Using a Xero Demo Org

The most common scenario in which this occurs is when a new demo organisation is used. Payroll setup is complete, except for the final step of viewing the overview page. Xero has made this mandatory before you can use Payroll.

To resolve it - simply navigate to the Payroll> Overview page and wait for it to load and reconnect your organisation (or login to UpSheets again).

Payroll Setup Nav

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/UXDk1oB2VQ/setup1.png (Payroll Setup Nav)

Question 7

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

Question 8

Ordinary Earnings Rate not defined for employee in Xero

Accepted Answer

This error is displayed when an employee does not have an ordinary earnings rate set in Xero.

This is a Xero requirement and must be set to an active Earnings Rate for each Employee, even if the rate is provided in the file.

Please note - Some users may find that after updating settings for STP2 that this error is displayed even though the ordinary earnings rate appears to be set in Xero.

If you experience this, please select the ordinary earnings rate from the list as shown below and save the employee to update it. This is a one off step for each employee and should resolve the error going forward.

This setting can be updated for each employee under the Employment tab and then the file revalidated to resolve the error.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/llf1rUFa9g/Employment%20Tab.png (Employment Tab)

Using STP2 (scroll down):

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Pwz7vR9Lxu/ordinary%20earnings%20rate.png (ordinary earnings rate)

Without STP2 (scroll down):