Question 1

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.

Question 2

Do you give a discount for non-profits?

Accepted Answer

Get 25% off UpSheets for your non-profit or charity.

If you meet Xero's criteria, we will give you the same discount.

To claim your discount simply contact us and attach a copy of your Xero invoice showing your discount.

Refunds are not given for past invoices. Discount will apply from the start of your next billing period after we confirm your status.

Question 3

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 4

Can I upload Full Name instead of First / Last Name?

Accepted Answer

UpSheets gives you the option to either load:

First Name and Last Name; or
Full Name

If you have a full name field in your spreadsheet that you wish to split into columns, you can use the Text to Columns feature in Excel or a formula as below to separate the Full Name into First/Last.

These formulas would split the value "Mary Smith" in cell A2 into "Mary" and "Smith". You can place them in new columns and copy them down to apply to all of your data.

First Name: =LEFT(A2,FIND(" ",A2,1)-1)

Last Name: =RIGHT(A2,LEN(A2)-FIND(" ",A2,1))

Question 5

Payslip has a zero amount for Super

Accepted Answer

This warning is displayed as the paylsip may not be able to be uploaded.

Sometimes Xero does not allow a payslip to be saved if it has a zero amount for superanuation and the employee is under 18. If this is attempted, all lines for the payslip may be rejected and it will not be loaded.

If upload fails please check the employee payslip/template in Xero and if required add super details before revalidating and uploading your file.

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

Overwrite Approved Timesheets

Accepted Answer

****This functionality is only available for users in NZ/UK*

You can allow approved timesheets to be overwritten by selecting the option Allow approved timesheets to be overwritten (NZ/UK Only) in your user settings.

A warning message will then be displayed instead of an error and you can then upload the timesheet.

Question 8

How do I view uploaded Timesheets, Leave, Adjustments or Projects in Xero?

Accepted Answer

After validating or uploading your file, you can open the transaction is Xero by clicking the appropriate button under 'View in Xero'

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/JPgwI43sQH/Screen%20Shot%202020-08-24%20at%2010.30.39%20pm.png (Screen Shot 2020-08-24 at 10.30.39 pm.png)

For NZ and UK organisations, most transactions can be viewed in Xero by clicking on the link in the transaction type column when viewing the upload data.

If you need to make changes in Xero, you can then retry the validation on the current file by clicking 3 : Validate Data in the top of the screen or in the Revalidate button.