Question 1

Why can't I upload Payslip Adjustments in the UK?

Accepted Answer

Good question.

The short answer is that we don't know why this isn't allowed. Xero have not currently enabled this functionality for UK users. This means no apps can upload payslip adjustments to Xero.

Australian and New Zealand (which has an almost identical API) users have this functoinality enabled, so we would very much like Xero to turn it on for users in the UK.

The fastest way to make this happen is to let Xero know directly or by voting at the link below (Xero use this to determine development priorities).

Please click here to vote

Question 2

Restricting User Access

Accepted Answer

When adding an UpSheets user to your organisation, they have full access to all employees and functionality.

After adding them, it is possible to limit the following:

Creating Pay Runs
Approving Timesheets
Access to selected Employees

Manage Access

To manage user access, navigate to the Organisations screen:

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

Click the Manage button next to the appropriate Organisation:

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

You will then see any assigned employees and can update their access individually by clicking Manage Access:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Kzo8V3hUs4/manage%20access.png (manage access)

The Manage Access screen allows you to control the options the user has and which Employees they have access to. By default, all actions and employees are enabled. To restrict creating pay runs or timesheet approval, simply deselect the options.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/KRWLTTgD2K/manage%20access%20detail.png (manage access detail (1).png)

To restrict access to specific employees, select those that the user should have access to from the dropdown. Those employees listed are the only ones that the user will be able to validate and upload data for. Any new employees will need to be added explicitly before they will have access.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/LbwGXLiL4z/manage%20access%20employee.png (manage access employee)

To restore full access simply click clear all to reset the default options.

Question 3

Leave Type not assigned to Employee

Accepted Answer

In order to create leave requests for employees, they must first have the leave type assigned to them in Xero.

This error can be resolved by assigning the appropriate leave type to the employee in Xero (Employees> Leave) and then revalidating the file.

Question 4

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

Question 5

How do I get copies of my invoices?

Accepted Answer

Downloading Invoices

You can download your invoices at any time. To do so, simply navigate to your account and click View Invoices. 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 6

WorkflowMax Integration

Accepted Answer

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/MoUxRwGCx0/wfm-standard-2014.png (wfm-standard-2014)

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

See more about the integration and watch How-To videos

To get started:

Register for an UpSheets account

Enter your details, make sure WorkflowMax is selected as the partner app, and click Register to create your account. You will then receive a verification message via email.
Click the link in the email to complete your registration.

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.

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.

Import CSV File to UpSheets

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

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

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).

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.

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 7

Connect multiple Xero Organisations to UpSheets

Accepted Answer

Organisations

You can connect multiple Xero Organisations to a single UpSheets account.

To do so, simply select Organisations from the menu and click the Add Organisation button (see here for detailed steps)

You may also assign users to each organisation to give them access.

Billing

While there are no charges for adding additional organisations or users to your account, the usage for both will be added to your subscription for invoicing.

If you require separate invoices/accounts for each of your organisations, then you are required to create a different upsheets account and subscription for each one.

Question 8

Using Ignore Types with Smart Formulas

Accepted Answer

Ignore Types

A CSV file often has additional rows that you don't want to import and Upload to Xero.

By entering values in the Ignore Types field, these rows will not be imported or validated in UpSheets and will also not be uploaded to Xero.

The list can have multiple values separated by a comma. A wildcard* can also be used to match other patterns.

All values are Case Sensitive

Example

For example, with the below setup:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5xVV1sivfQ/ignore%20types.png (ignore types)

Any lines with the following types would be excluded:

Break
Public Holiday
Week
Week 1
Weekly

Any types that don't match would be included, such as:

Ordinary Hours
Breaks
Annual Holiday
WEEK 1

Note - In order for this to work, a Type column must be selected when importing the file.