Question 1

Can I upload Draft Timesheets or Approve them after upload?

Accepted Answer

Yes.

The default option for uploading timesheets to Xero is a status of Draft. If you would like to upload timesheets with a status of Approved, just select the appropriate radio button when importing your file to UpSheets.

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Alternatively, you may select the Approve All button after uploading your file to Xero and UpSheets will approve all eligible timesheets for you.

Question 2

No Payslip found for Employee/Period

Accepted Answer

To upload payslip adjustments a payslip must already exist in Xero. UpSheets will upload the data to the draft pay run for the employees pay calendar.

To resolve this error, simply create a pay run in Xero and revalidate your file.

If using an unscheduled pay run, be sure to open the pay run and select the employees you wish to upload data for as payslips are not automatically created for employees on unscheduled pay runs.

Question 3

Can I upload Leave Applications?

Accepted Answer

Yes. UpSheets will upload Leave Applications in their own file, or included with your Timesheets/Adjustments.

All leave is imported as Approved, meaning you don't need to go into Xero to approve it and it will appear in the next Pay Run automatically.

Question 4

The headers in your file are invalid or the file is empty

Accepted Answer

To check your file - please open your file in a text editor rather than excel to check it looks ok and is not empty.

Depending how your file was crerated, opening the file in excel and saving it as a csv again may resolve some errors.

This error is given when UpSheets is unable to process your file because the first row of your file does not contain the header fields.

This is usually because the file has text in the first line when UpSheets is expecting header fields separated by commas.

The below is ok:

The below is not:

To resolve this, remove the first line and save the file, then try again.

If you require text lines in your file, such as notes but do not wish to import them you can put a # at the start of the line and it will be ignored, ie:

Question 5

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.

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To Connect or Disconnect an organisation, click the desired button and UpSheets will connect/disconnect with Xero for you.

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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 6

How can I load Earnings Adjustments as Timesheets in the same file

Accepted Answer

When loading Timesheets and Earnings Adjustments in the same file, UpSheets will assume the Earnings lines are meant to be treated as Earnings Adjustments, not timesheets. If you wish the opposite to happen, you can either load the file without the Adjustment option selected as below:

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Or alternatively, choose Setting from the top-right menu and select Prefer timesheets not adjustments. When any lines are loaded, they will now be treated as Timesheets and not Adjustments.

Question 7

How are Leave hours allocated over multiple pay periods?

Accepted Answer

It is possible for a Leave request to span multiple pay periods, however only the total hours are provided in the file.

In order to allocate the hours to multiple periods, the total number of hours are split evenly between each period (in whole hours). If there are any additional hours they are allocated to the total of the first period.

Example 1 - Single Pay Period, 10 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 10 Hours

Example 2 - Two Pay Periods, 20 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 10 Hours

Period two: 07-Jan-2019 to 13-Jan-2019 / 10 Hours

Example 3 - Three Pay Periods, 20 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 8 Hours (This record has the additional 2 hours allocated)

Period two: 07-Jan-2019 to 13-Jan-2019 / 6 Hours

Period two: 14-Jan-2019 to 20-Jan-2019 / 6 Hours

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