Question 1

Using Smart Formulas with RDO / Rostered Days Off

Accepted Answer

Basic Setup

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:

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

Setup with Automatic Leave Accrual

If you also want to create a leave accrual for the RDO line, this can be achieved by:

adding [LA] to the pay item name you wish to base the accrual on
making sure the name of the pay item matches the name of the leave type
assigning the pay item to the employee pay calendar
assigning the leave type to the employee

When importing the smart formulas from Xero, the link will be visible as it is for RDO below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/JQLXvr29ep/rdo_leave_type.png (rdo_leave_type)

After uploading the timesheet lines as usual, a new option will be available to Validate Adjustments. Clicking this will show a line for each employee/leave accrual. Click Upload to Xero to add this to the payslip.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jZDT2Tf9Rn/rdo_upload.png (rdo_upload)

Question 2

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 3

Calculate Leave Hours Automatically

Accepted Answer

Overview

Enabling this function will let UpSheets calculate leave hours using the employee setup in Xero and the working days in the given period. The hours column becomes optional and if included will override the calculated value.

Setup

To enable this function, select the Leave Hours option in your user settings and save.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/UhoZiF9KHf/leave_hours_setting.png (leave_hours_setting)

Note: In order for this function to work, the Pay Item for Annual Leave must be named Annual Leave. If you have modified this value, please contact us.

Defaulting Leave Hours

When importing a file that includes Leave, the Hours column will display as Hours* and be optional.

If a value is provided in this field for any lines in a file, UpSheets will use this value. For all lines that do not have a value, UpSheets will calculate the hours automatically.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/YNZgfZHkE8/leave_hours_select.png (leave_hours_select)

When the file is validated, the number of hours is calculated automatically.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/kfep1UO5xp/leave_hours_validated.png (leave_hours_validated)

The calculation is made using the employee setup in Xero and uses the number of working days between the date and end_date of the imported line.

Question 4

WorkflowMax Integration

Accepted Answer

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/O1Oke1q3kH/wfmax.png (wfmax)

UpSheets has been designed to make it easy for WorkflowMax users to export their data and upload it to Xero Payroll.

View the WorkflowMax add on page

To get started:

1. Sign Up for an UpSheets account

Go to the Sign Up page
Enter your details and click Sign Up to create your account.

2. Connect to Xero

In order to upload WorkflowMax timesheet data to Xero payroll, we first need to connect UpSheets to Xero.
Just click connect, then click Allow Access to approve the connection.
Click Settings from the top right menu, select WorkflowMax in the Partner App field and save.

3. Download CSV from WorkflowMax

In order to upload WorkflowMax timesheet data to Xero payroll, we first need to connect UpSheets to Xero.
To download your CSV file from WorkflowMax go to** Reports > Report Builder > Sample Reports **
Select the report named Timesheets - UpSheets Pay Run Import.
Check your date filters to match your current pay period and export the report to a CSV file.

4. Import CSV File to UpSheets

Select the file you exported from WorkflowMax.
Select Timesheets and Leave as the import options
Click to import the data from your file to UpSheets.

5. Validate Your File With Xero

The validate screen allows you to see your data and match the column headings. As your file has come from WorkflowMax, your data will all be matched automatically.
Click to Validate your data with Xero

6. Review and Map your Data

Verify that all your pays are already pre-populated to the correct pay codes.
The first time you use UpSheets, you may need to map some employee and pay data with what is set up in Xero. These mappings will then be applied to future uploads (or until modified or deleted).

7. Upload Your Data

To upload the validated and mapped data to Xero. Just click upload, review any messages and click again to upload the data to Xero.

8. Approve Timesheets and Add Pay runs

If you have uploaded draft timesheets you can click the button and approve them all - This will allow them to be automatically linked to a pay run in Xero.
In just a couple of clicks, you can also select and create any required pay runs in Xero, all without leaving UpSheets.

Question 5

File Formats for Combined Timesheets, Leave and Adjustments in a single file (Australia)

Accepted Answer

UpSheets allows you to upload multiple different transaction types in a single file, so long as all of the required fields are included.

For more information on individual file formats see File Formats for Timesheets, Leave and Adjustments (Australia)

NOTE: All columns must be included in the file, even if their values are left blank. This is required to keep formats consistent and allow UpSheets to determine the type of transaction being uploaded automatically.

PLEASE NOTE - IN ALL OF THE EXAMPLES, YOU MAY USE A SINGLE 'FULL_NAME' FIELD INSTEAD OF 'FIRST_NAME/LAST_NAME'

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

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

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 8

Your connection has been refused by Xero

Accepted Answer

Why an I seeing this message?

If Xero has rejected your connection it is usually because:

Xero is having an internal issue that is causing requests to fail
The Xero user originally used to connect to UpSheets has been removed from your organisation (such as when an employee leaves)
The Xero user originally used to connect to UpSheets no longer has payroll access

How do I resolve this?

Try Again

In the first instance, the best thing to do is retry your action as it is likely it will work when attempting it again.

Demo Org?

If you are using a Xero demo org, it may have expired (they are deleted by Xero agfter 30 days). Check that your organisaton still exists AND that the payroll setup is complete - you must go to the Payroll > Overview tab in Xero before it will work with any external app.

Add Your Organisation Again

If trying again doesn't work and you keep seeing the error - try to recreate your connection with Xero usoing the steps below.

Click the menu on the top right of the screen and select Organisations

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

Click Add Organisation

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Lr6T0JeR1Y/add-org.png (add-org)

You will be redirected to Xero to confirm, the connection. Click Allow Access and you will be returned to UpSheets with the connection restored.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uJN4pz5Y8t/xero-allow-access.png (xero-allow-access)

These steps will recreate the connection for you and any users you have shared your connection with.

THE XERO USER YOU USE TO CONNECT UPSHEETS AND XERO MUST HAVE XERO PAYROLL ACCESS AND ACCESS TO YOUR ORGANISATION SETTINGS

Including:

Employees
Pay Runs
Payslips
Timesheets
Projects (if using)
Payroll Settings
Organisation Settings