Question 1

Overwriting Existing Xero Payslip Adjustments

Accepted Answer

Default Behaviour

The default behaviour when uploading payslip adjustments to Xero is to overwrite all existing adjustments on the payslip, so whatever you load will be all that exists for any given category (other than earnings created from timesheets and system generated lines such as tax).

For example, if you are uploading earnings, then any existing earnings will be overwritten, but the remainder of the payslip remains. So if you load 'Ordinary Hours' you will also overwrite any 'Overtime Hours' or 'Allowances' etc that aren't loaded via an approved timesheet.

For example - loading an Ordinary Hours line (10 Hours x $100)
Payslip Before

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sfSLSr3HJ6/adj_before.png (adj_before)

Payslip After

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jRfYQXq5A1/adj_default.png (adj_default)

Alternative Behaviour

It is possible to modify this in your user settings so that only the specific types you are uploading will be overwritten. To do so, select the option below and revalidate your file:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AnA8dKFAip/Dont%20Overwrite%20Payslip%20Setting.png (Dont Overwrite Payslip Setting)

By changing this setting, if you load 'Ordinary Hours' you will only overwrite existing 'Ordinary Hours', not any 'Overtime Hours' or 'Allowances' etc (or any other categories such as reimbursements deductions etc).

For example - loading an Ordinary Hours line (10 Hours x $100)

Payslip Before

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sfSLSr3HJ6/adj_before.png (adj_before)

Payslip After

Question 2

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 3

Adding/Removing Users from Your Xero Organisation

Accepted Answer

If you have added your Xero organisation via the Connect/Add Organisation, you are able to administer the access of other users.

Adding a User

To Add a User, click Manage, or select Organisations from the drop-down menu.

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

Click Manage on the Organisation you wish to manage.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qo3cxPiXNB/17.png (17.png)

Select Add User, enter an email address and then click Add User.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/P7xuZXkm4C/18.png (18.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/hkwbWMKka3/19.png (19.png)

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

Restricting User Access

User access can be restricted to specific employees along with the ability to create pay runs and approve timesheets - click here for more details.

Removing a User

To Remove a user, click the Remove button and click OK to confirm your choice. If you wish to add the user again, you can do so using the above process.

Question 4

Defaulting the Rate for Payslip Adjustments from Xero

Accepted Answer

Setup

When validating paylsip adjustments and the rate field is not provided in the file, UpSheets can try to retrieve this from Xero if it is defined on a pay template for the employee.

This feature requires each payslip to be retrieved individually and will slow down the validation of your data (the more employees you have the more noticeable this will be). For this reason, the feature must be explicitly enabled in your user settings.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/mrmWFAZt1L/Pay%20Template%20Setting.png (Pay Template Setting)

The following errors relate to this type of upload

Rate is required if Rate Per Unit not set on the Pay Item in Xero

If Use Xero Pay Template Rates for Payslip Adjustments IS NOT enabled, this error is displayed when the rate is not provided in the file and it is also not set on the pay item itself. To resolve it, simply add the rate to the pay item, or the file and revalidate.

Rate is required if Rate Per Unit not set on the Pay Item or Pay Template in Xero

If Use Xero Pay Template Rates for Payslip Adjustments IS enabled, this error is displayed when the rate is not provided in the file and not set on the employee's pay template and it is also not set on the pay item itself. To resolve it, simply add the rate to the pay item, pay template or the file and revalidate.

Revalidating

If you have updated the pay template or payslip for an employee, you must select the option to refresh payslips when revalidating the file as shown below:

Question 5

Error Saving Pay Item

Accepted Answer

Xero can occasionally have issues saving new Pay Items when some of the existing pay items have invalid setup.

In order to resolve this:

In Xero navigate to Payroll> Payroll Settings> Pay Items
Check all pay items to make sure every pay item has a valid expense account (i.e. the account is active and has a type of Expense). If not then update it to one that is.
Be sure to click Show Inactive and also check/update these as required.

Question 6

Create a Mapping for Specific Employees

Accepted Answer

Employee Mappings

While most mappings can be applied to your file/all employees - the type field can also be mapped to different values for each employee.

This enables you to map a value in your file to different earnings rates or pay items for each employee. You can optionally also have a default value that is used for all employees that do not have a specific value set.

Setup

Employee mappings can only be defined when validating files in Xero, not from the Mappings menu.

To do so, follow the instructions for creating a mapping, by clicking the create mapping link in the error message.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/LHz1CbwoXr/create_mapping_link.png (create_mapping_link)

Be sure to select the option Apply mapping to this employee only before saving the mapping.

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

The mapping will now be displayed and only apply to this employee.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/T3l9Hv6BLW/employee_mapped.png (employee_mapped)

Applying an Employee Mapping when the Default Mapping is Already Applied

If a mapping exists for all employees and you wish to set a different value, simply click the mapping link to open the Edit Mapping window.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4PE6ch8M3f/edit%20mapping.png (edit mapping)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/9c4kMNJg9B/edit_mapping.png (edit_mapping)

Select the value for the employee and also the option Apply mapping to this employee only and save the mapping.

Editing Employee Mapping

To change the mapping simply click the mapping link, update the Value in Xero field and save.

If no default value exists and the Apply mapping to this employee only option is turned off, the mapping will be updated to apply to all employees just like a normal mapping.

Delete an Employee Mapping

To delete an Employee Mapping, click the mapping to open the Edit Mapping window and select Delete Mapping.

If a default mapping exists, this will automatically be applied to the employee as they no longer have a mapping defined.

Question 7

How do I get copies of my invoices?

Accepted Answer

Downloading Invoices

You can download your invoices at any time. To do so, either:

From here you can view and download invoices and receipts as pdf files for your records.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/xdJXK1vQyx/view_invoices.png (view_invoices)

Receiving Invoices by Email

Invoices can also be sent to an email address automatically when they are created. To enable this, go to your settings and add an email address to the Email New Invoices to field and save your changes.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5nWjQFoPSW/email_invoices.png (email_invoices)

Note: This invoice email address may be a different address to the one you use to log in to UpSheets.

Question 8

Update Employee Earnings Rates from CSV File

Accepted Answer

Overview

A CSV file can be used to bulk update Ordinary Earnings Rates for Employees. This is useful for situations where you may be updating the base rates for multiple employees after an annual pay review or similar.

This functionality is currently only available for :

This function only updates the ordinary earnings rate for the employee and does not change any other settings (such as the number of hours or calculation type)

File Format

The file format required can contain any number of columns, but it must contain the following with the header row:

If the file has multiple columns for first_name, last_name they can be easily combined using a formula in Excel such as =CONCAT(A2," ",B2)

Download a sample file

Updating

The process works as follows:

Select the file and click Validate File.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4gmeAow8Vn/update_er_file.png (update_er_file)

The validation results are displayed. If there are any errors, these records will not be loaded. To resolve them, update the file and repeat step 1.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/yvHKy6mX3G/update_er_validated.png (update_er_validated)

Once all records are validated OK, click Update Earnings Rates to update Xero.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/0JTnVhVFYr/update_er_done.png (update_er_done)