Question 1

Uploading Smart Formulas with other Types (Earnings Rates)

Accepted Answer

Setup

The default behaviour when using smart formulas is to treat all lines as smart formulas. This is shown in the smart formla settings as Allow Types:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8jCYN3OMxx/allow%20types.png (allow types)

If you wish to upload nother earnings types along with this, select the option Allow All Types and Save

Types

For this feature to work, you must supply a Type column in your file to match against your Xero pay items. Any Types that match this column (or have been mapped to one) will be treated normally and not processed as a Smart Formula.

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

Hours

You can optionally select an Hours column to use values from another column than the start/end times.

If a value is present in the hours column, this will be used for the non smart formula types. If no value is present, the start/end times will be used to calulate it. If they are missing an error will be given.

Question 2

Can I upload timesheets that are after the current pay period for the employee?

Accepted Answer

Unfortunately not, this is a limitation of Xero.

You can only create/update timesheets for the employee's next pay run or for the period of an existing Draft Pay Run.

In order to add timesheets for the next period, you must first create the current pay run.

Question 3

Rate Types when Uploading Earnings Lines to Timesheets

Accepted Answer

Earnings Pay Items may be uploaded as timesheets so long as they:

Have a rate type of Multiple

OR

Have a Have a **rate type **of Rate Per Unit; and
The type of units matches the value on the ordinary earnings rate set for the employee.

E.g. For an employee who has an ordinary earnings rate set to Ordinary Hours (Ttpe of unit = Hours), you can load:

Any earnings pay item with a unit of hours
Any earnings pay item with a rate type of Multiple

If you were to try and load an earnings pay item with type of unit set to Days, an error will be given.

***Timesheets: Pay Item must have a MULTIPLE Rate type OR have a unit of Hours (not Days)

Question 4

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 5

How do I get copies of my invoices?

Accepted Answer

Downloading Invoices

You can download your invoices at any time. To do so, simply navigate to your account and click View Invoices. From here you can view and download invoices and receipts as pdf files for your records.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/xdJXK1vQyx/view_invoices.png (view_invoices)

Receiving Invoices by Email

Invoices can also be sent to an email address automatically when they are created. To enable this, go to your settings and add an email address to the Email New Invoices to field and save your changes.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5nWjQFoPSW/email_invoices.png (email_invoices)

Note: This invoice email address may be a different address to the one you use to log in to UpSheets.

Question 6

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 7

How do I add the Pay Runs for the Timesheets I have uploaded?

Accepted Answer

After your upload is completed, you have the option to select any Pay Runs that the timesheets will be contained in and Add them.

To do so, just click the Add Pay Runs button:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/9szaKAXcSs/Screen%20Shot%202020-08-24%20at%2010.39.06%20pm.png (Screen Shot 2020-08-24 at 10.39.06 pm.png)

Select the Pay Runs you wish to add and click Add Pay Runs:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/TYlXO9EIGo/Screen%20Shot%202020-08-24%20at%2010.40.15%20pm.png (Screen Shot 2020-08-24 at 10.40.15 pm.png)

A confirmation message will be displayed and the Pay Runs will be available in Xero.

To view them immediately - you Can click the View in Xero: Pay Run button to open Xero in a new window.

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.