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

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.

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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.

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Click Upload to upload your data to Xero Payroll.

Question 2

Smart Formula Pay Item Defaults

Accepted Answer

Pay Item Defaults

When UpSheets is used as the source for Smart Formulas, it may need to create new Pay Items in Xero the first time they are used.

The following default values may be set:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/0NR9qGhulL/pay_item_defaults.png (pay_item_defaults (1).png)

These values will then be used for any new Pay Items created. Omce created they will not be updated, so any pay Items that have been created prior to these settings being changed will need to be manually updated in Xero.

For the same reason, if you need to be update these settings on existing Pay Items, this can be done directly in Xero after they have been created.

Question 3

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

Question 4

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.

Question 5

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/aCZKd1XYcp/10.png (10.png)

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

Question 6

Is it safe to connect to Xero / Can you see my password?

Accepted Answer

UpSheets connects to Xero using OAuth, which requires you to login to your Xero account and approve the connection.

UpSheets does not see, or store your Xero login details and has no access to your Xero account after you have finished using it.

After clicking connect - You can verify that you are indeed logging into Xero by looking at the address in your browser when you are redirected to login - it will be on the xero.com domain:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/JRU9qS1Jee/secure.png (secure)

All data transmitted between you, UpSheets and Xero is secured using industry standard HTTPS/TLS encryption.

Question 7

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 8

Leave already exists for employee

Accepted Answer

In order to prevent duplicates, Xero does not allow leave requests for the same employee, start date and finish date.

If you receive this error, it is usually because the leave has already been entered or uploaded. If you do wish to upload it, you can do so buy altering either the start or end date so it is no longer a duplicate.