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 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 2

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.

Question 3

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).

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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.

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Your data will be imported and validated by UpSheets.

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Click Upload to upload your data to Xero Payroll.

Question 4

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 5

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 6

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 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.

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

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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.

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