Q: Importing CSV Files

CSV Files UpSheets can import CSV (Comma Separated Values) files only. Any file you can create or edit using common spreadsheet software can usually be saved in CSV format in just a few clicks. To save a Microsoft Excel spreadsheet as CSV: Choose File> Save As> Format: Comma Separated Values(.csv). Enter a filename and Save the file. To save a Google Sheets spreadsheet as CSV: Choose File> Download as> Comma-separated Values(.csv, current sheet). The file will be downloaded (named after file/sheet name ending in .csv). The files can then be imported and uploaded to Xero by UpSheets. Multiple Files Multiple files can be uploaded at once so long as they are all valid and in the same format (identical header fields and in the same order). Use Shift or CTL to select multiple files. Other tips: All files must have First Name & Last Name (or Full Name), Date and Hours columns as these are required to match employees in Xero and create timesheets. A header row is not required, but if it is not in the file, the 'File contains header row?' box should be unchecked (and vice versa). Only timesheets and leave from the next pay period, or a period with a Draft Pay Run can be uploaded. Existing timesheets in Xero can only be updated if in a Draft status. Approved/Processed timesheets must be reverted to Draft in order to upload (NZ/UK users may overwrite these by changing their settings ). All Leave is uploaded as Approved

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

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 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

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 5

Payroll Calendar not defined for Employee in Xero

Accepted Answer

If you see this error, it is because the setup of your employee in Xero is not complete. This is often the case with the default data provided when using a Xero Demo organisation.

To resolve it, simply navigate Payroll> Employees in Xero. Select the employee, assign a Pay Calendar on the Employment tab and save.

When you revalidate the file the error will be resolved.

Question 6

This deduction may make the payslip total ($0.00) negative

Accepted Answer

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

This depends on a number of factors, so is just a warning and can be ignored in many circumstances. However, if the default values combined with the lines being uploaded would cause the total to be negative Xero will not allow it to be uploaded and an error will be shown after the upload is attempted.

If the upload fails, either:

Question 7

Multiple Adjustment Types/Earnings Rates in Xero with the same name

Accepted Answer

This error is shown if you have more than one Pay Item set up in Xero with the same name.

To resolve this, update the pay items (under Payroll Settings> Pay Items> Earnings) to either:

have a different name; or
make the duplicate items inactive so there is only a single active one that matches the file

Once your changes are saved in Xero, you can click Revalidate in UpSheets to validate your file and the error should no longer appear.

Question 8

Importing CSV Files

Accepted Answer

CSV Files

UpSheets can import CSV (Comma Separated Values) files only. Any file you can create or edit using common spreadsheet software can usually be saved in CSV format in just a few clicks.

To save a Microsoft Excel spreadsheet as CSV:

Choose File> Save As> Format: Comma Separated Values(.csv).
Enter a filename and Save the file.

To save a Google Sheets spreadsheet as CSV:

Choose File> Download as> Comma-separated Values(.csv, current sheet).
The file will be downloaded (named after file/sheet name ending in .csv).

The files can then be imported and uploaded to Xero by UpSheets.

Multiple Files

Multiple files can be uploaded at once so long as they are all valid and in the same format (identical header fields and in the same order). Use Shift or CTL to select multiple files.

Other tips:

All files must have First Name & Last Name (or Full Name), Date and Hours columns as these are required to match employees in Xero and create timesheets.
A header row is not required, but if it is not in the file, the 'File contains header row?' box should be unchecked (and vice versa).
Only timesheets and leave from the next pay period, or a period with a Draft Pay Run can be uploaded.
Existing timesheets in Xero can only be updated if in a Draft status.
Approved/Processed timesheets must be reverted to Draft in order to upload (NZ/UK users may overwrite these by changing their settings).
All Leave is uploaded as Approved