Question 1

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 2

Missing Type Field

Accepted Answer

Occasionally Xero may be missing some Pay Item setup that needs to be resolved to upload data.

The usual cause of this error is that there are Pay Items that do not have a Type defined. They can easily be seen as they have a warning icon next to them (Navigation: Payroll Settings> Pay Items).

The warning icon can be seen below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uUJ1DpuXsf/pay_items_missing_types.png (pay_items_missing_types)

Opening it shows the Type field:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sOr3vWbzka/allowance_type.png (allowance_type)

The Type (and optionally the Category) must be set and the Pay Item saved:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8gbjtfy7Hn/allowance_type_set.png (allowance_type_set)

THESE STEPS MUST BE COMPLETED FOR ALL PAY ITEMS THAT SHOW THE WARNING ICON

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

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 5

Can I upload multiple payslip adjustments and summarise them?

Accepted Answer

Default Behaviour

By default each earnings row in your upload file will be loaded as a unique row on your payslip, just as in your file.

For example, if your file has following lines, they will be loaded as individual lines on the payslip.

To Allow Duplicates

Go to your user settings, select the option Sum totals for duplicate payslip adjustments and save.

When this setting is on, it will add up the totals for all duplicate records with the same type and rate and upload a single paylsip line in Xero.

You will receive a warning to indicate the totals will be summarised and can turn the feature on and off at any time.

For example, if your file has following lines:

Will be uploaded as follows:

Question 6

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 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

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.