Question 1

Importing Harvest Data to Xero

Accepted Answer

Overview

UpSheets allows you to import data directly from Harvest to Xero Payroll.

Enable the Harvest Integration

Before importing your Harvest data and uploading it to Xero, you must first enable the Harvest Integration.

Importing

Once enabled, the Import screen will have a new Data Source for Harvest. When selected, your active Account and From/To dates will be displayed.

To import Data:

Select the From and To dates from which you wish to import data. All time data in Harvest will be imported for this range (including all data on the From and To dates).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/cUn1KF4LYp/harvest_select.png (harvest_select)

Select the type of transactions you wish to import and any other options (or accept the defaults). Click Import Data to proceed.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/baaIi8dAtI/import_data.png (import_data)

You can import the data as Timesheets, Leave or Payslip adjustments. If you have used start/end times in Harvest these can also be used in conjunction with Smart Formulas.

Your data will be imported and displayed on the following screen. The columns are labelled according to the Harvest definition - depending on how you have set this up, you will need to select the appropriate columns to map the name, type, hours, date, description etc. Then click Validate to proceed.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/wN7pM3Vj4k/harvest_imported.png (harvest_imported)

Your data will be imported and validated by UpSheets.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/9Ay7nzW9eu/harvest_validated.png (harvest_validated)

Click Upload to upload your data to Xero Payroll.

Question 2

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 3

Connecting Connecteam to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Connecteam to import your data and upload it to Xero. This streamlines the process and removes the need to export and import CSV files.

Enabling the Connecteam Integration with UpSheets

Connecteam data can be accessed by creating a API Key. After creating it you will be provided with a random token and a list of your account IDs.

To enable this feature, complete the steps below.

To create an API key you must first Register for Connecteam if you have not already done so.
After logging in, select Settings from the menu ans select API & Integrations.

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

Click Generate Zapier API key to create an API key. Copy the API key for the next step.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/6V7NT406PT/connecteam_generate.png (connecteam_generate)

IMPORTANT: Keep your Token and Account ID secret just as you would a password

Select Integrations from the menu in UpSheets and click the Connecteam tab. Enter the API key. The API key will be masked for security reasons.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/yVkOeAFq7y/connecteam_integration.png (connecteam_integration)

Question 4

Smart Formulas sourced from UpSheets

Accepted Answer

Before You Begin

Please read this entire article before starting to use this functionality in order to understand how it works and what changes will be made in Xero.

Smart Formulas are not a substitute for payroll or legal advice, nor are they intended to relieve you of your obligation to comply with the Legal Requirements applicable to your business.

Because this functionality creates pay items and assigns them to employees in Xero, we recommend for testing purposes to use the Xero Demo Company (it is free and can be reset at any time).

Settings

To be able to assign UpSheets Smart Formulas to Employees you must first make sure you have enabled this in your settings:

Select Settings from the menu and enable the Smart Formula Option, then Save.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/q8VvcQvWz7/settings.png (settings)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/btzqWLq0CC/enable_smart_formula.png (enable_smart_formula)

The following screen will then be available by selecting Smart Formulas from the menu:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/c4lyp0QLpc/smart_formulas_screen.png (smart_formulas_screen)

Assign Smart Formulas

To assign a smart formula to employee(s) simply select the rows in the table for each employee. You may use CTL or Shift to assign multiple rows a once. The following screen will be displayed and allow you to select the appropriate award and enter the base rate.

Some awards have automated allowances. These can be enabled or disabled as required.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/L3Kr7Q7fjc/smart_formulas_assign.png (smart_formulas_assign (1).png)

After assignment, all of the rates and allowances are displayed for each employee.A new pay item will be created for the award in Xero and will also be added to the pay template for each employee and set as the ordinary earnings rate.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/tMQ7dg3kOV/smart_formula_assigned.png (smart_formula_assigned (1).png)

In Xero, the employee pay templates and ordinary earnings rates will be updated:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/VVA6lzUQMU/smart_formuls_xero_pay_template.png (smart_formuls_xero_pay_template)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Tg1MbJb5oa/smart_formula_xero_oer.png (smart_formula_xero_oer)

Updating Rates

Base Rates and Allowances may optionally be updated for each employee individually by selecting a row and clicking Edit Rate. The pay template for the employee will then be updated with the updated rate.

Rates that are set as a multiple of the base rate may not be updated as these are calculated automatically.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/adyBdkdDGy/smart_formulas_update_rate.png (smart_formulas_update_rate (2).png)

Public Holidays

If you have formulas that need to use public holidays - please follow these instructions to set them up in UpSheets.

Importing Timesheets

You are now ready to import your timesheets from a CSV file using the normal process from the Import screen. If you need a sample file with your own data to test, select the following options after clicking Download Sample File (along with tracking codes if you use them):

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

Removing Smart Formulas

To remove a smart formula from the employee(s) simply select the employees in the table and click Clear. UpSheets will attempt to remove all assignments from their pay templates and reset the Ordinary Earnings rate. If there is any problem doing this, it will need to be updated manually in Xero. Any Pay Items created are not automatically removed and should also be inactivated/deleted from Xero via the Payroll Settings as required.

Question 5

Removing Breaks from Smart Formulas

Accepted Answer

Break Types

In addition to calculating hours from start and end times, Smart Formulas can also be configured to remove breaks automatically.

In order to remove breaks, a type column must be provided in the data that indicates which lines are treated as breaks.

By entering values in the Break Types field, Smart formulas will then remove breaks from any lines that include them (or part of the break). This includes hour based allowances, minimum engagement and start/end based shifts.

Setup

Break Types can have multiple values separated by a comma. Values are not case sensitive, so break will also match BREAK or Break, etc

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/A88tOcW4QP/break_types.png (break_types)

Importing Data

In order to calculate breaks, the data imported must include a column that can be mapped to Type that will be used to map breaks. The column does not require values for non break columns, but it does for breaks.

Example File:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Nn0GgrmqaR/sample%20break%20file.png (sample break file)

Import File:

When importing the file, ensure the Type* column is mapped

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/QUqsNT0mBf/map%20break%20type.png (map break type)

Breaks are calculated and shown in the validated data:

Question 6

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 7

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 8

Using Public Holidays with Smart Formulas

Accepted Answer

Background

Smart Formulas can be used to select different earnings rates on public holidays. In order to do so, they must first be configured in UpSheets (even though Xero has public holidays configured, they are not available publicly).

Basic Setup

To use public holidays, it must first be enabled:

Smart Formulas> Smart Formula Settings> Holidays

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/MXaz7Onx3j/enable%20smart%20formulas.png (enable smart formulas)

Then click Setup Holidays and then Add each holiday to the default calendar

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jgcT0Zk7dv/add%20holiday.png (add holiday)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/zro1FGCMN5/calendar%20setup.png (calendar setup)

Once complete click Back to Settings to exit

Default Calendar

As standard, a single Default Calendar is available and automatically assigned to all employees.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/11KhSBg2hM/default%20calendar.png (default calendar)

Using Additional Calendars

If you require more calendars, simply click Add Calendar, give it a name and click Save. You can then add holidays in the same way as usual.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ah4ZgsVVVe/add%20calendar.png (add calendar)

NOTE: You must add all required dates for each calendar.

When multiple calendars are defined, you can optionally select a calendar for each employee. If some employees do not need a calendar, simply set up a calendar with no holidays and assign it as required.