Question 1

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 2

How do I get copies of my invoices?

Accepted Answer

Downloading Invoices

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

Navigate to Invoices in the top right menu
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 3

Automatically Calculate Start and End Times Using Hours

Accepted Answer

Overview

Sometimes your data may be in a format where you only have the total hours worked, but in order to use Smart Formulas, a start_time and end_time are required.

UpSheets allows you to define a default start_time that is used to generate the required start_time and end_time automatically.

For example, if your file has the following three lines:

If you set your default start_time to 06:00am, the following will automatically be generated when validating the file:

Setup

To enable this feature, you must first enable Smart Formulas in your user settings.

The below setting will then be available and you can set the desired start_time:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/VgH3HcqkUb/startHour.png (startHour)

When validating your file, only the hours column is required in your file:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/PoxH9moUra/start_hours_validate.png (start_hours_validate)

The start_time and end_time will be gererated automatically:

Question 4

Exclude Lines from Files Automatically

Accepted Answer

Overview

Some files contain rows of data that are either incomplete or do not need to be loaded for various reasons. UpSheets provides the ability to create mappings to automatically remove these lines when you validate your file.

Methods

There are two ways to create Exclude Mappings:

Create an Exclude Mapping when importing a file
Define an Exclude Mapping from the Mapping Menu

Creating an Exclude Mapping

Select Mapping from the menu:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4fVPPKVG6L/mapping.png (mapping)

Excluding Empty Values

Checkboxes are available to ignore lines with no value. If selected, any lines that do not have a value will automatically be deleted. This is available for:

Employee Name
Date
Hours
Tracking Code (if enabled in Xero)

The below options would exclude any lines that do not have a value for Employee, Date or Tracking Code.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8FRXztJMA3/mapping_flags.png (mapping_flags)

Excluding Specific Values

Specific values can also be excluded by:

Select Create Mapping
Select the Mapping type to exclude (Employee, Type, Tracking Code, Project, User)
In the File Value field enter the value in your file to ignore
Select *EXCLUDE* in the Xero Value field and click Save Mapping

In the below example, UpSheets will exclude any lines where the Employee Name is Jimmy Lebron

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qZs8PleqEk/mapping_exclude_employee.png (mapping_exclude_employee)

In the below example, UpSheets will exclude any lines that have a Tracking Code of XXXX

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

Viewing Excluded Lines

When importing a file that matches an exclude mapping, a message is displayed indicating the number of excluded lines. Hovering over the number will also show a breakdown of which types have been excluded.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/BIjPUXdq25/exclude_links.png (exclude_links)

Removing an Exclude Mapping

To remove an exclude mapping navigate to the Mapping screen and click Delete. Then click Confirm to delete it.

If removed the mapping will not apply to any future files imported. You can also click Reload Data from File from a file that is already validated to process it without any deleted rules - any other edits since importing the file will also be deleted.

Question 5

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 6

File Formats for Combined Timesheets, Leave and Adjustments in a single file (NZ & UK)

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

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'

Timesheet, Leave and Adjustment file Format - Combined NZ ONLY

(Download Sample)

Timesheet and Adjustment file Format - Combined NZ ONLY

(Download Sample)

Timesheet and Leave file Format - Combined

(Download Sample)

Leave and Adjustment file Format - Combined NZ ONLY

(Download Sample)

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 7

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 8

Multiple Active Employees with this First/Last Name in Xero

Accepted Answer

In order to determine the correct employee in Xero, UpSheets requires the name in your file to match that of an employee in Xero.

If you have multiple active employees with the same name, then it is not possible to know which employee the upload relates to.

To resolve this issue, in Xero, either:

Inactivate one of the employees; or
Change the name of one of the employees so the name of your file matches only one of them