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

Q: Default end date and description for leave

Selecting the Default end date and description for leave option in your user settings will cause UpSheets to automatically set the following values on import: The result of this setting being enabled is that you do not need to provide the end_date or description in your file.

Question 1

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 2

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 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

Connecting Harvest to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Harvest 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 Harvest Integration with UpSheets

Harvest data can be accessed by creating a Personal Access Token. 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 token you must first Register for Harvest if you do not already done so.
Select Create new personal access token from the Developers section of Harvest.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/M10hkudSKw/harvest_token_section.png (harvest_token_section)

Name the token and click Create personal access token

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

The token will be displayed. Take note of both the Token AND Account ID (these are blurred for security reasons below).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/MIsX63jfSv/harvest_token_created.png (harvest_token_created)

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

Select Integrations from the menu in UpSheets and enter the Token AND Account ID. The API key will be masked for security reasons.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/WMmrdO6e40/harvest_integration.png (harvest_integration)

Once connected, the integration will become enabled and the Account name will be displayed below.

Question 5

Importing Clockify Data to Xero

Accepted Answer

Overview

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

REGISTER for an UpSheets account

Enable the Clockify Integration

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

Importing

Once enabled, the Import screen will have a new Data Source for Clockify. When selected, your active Workspace 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 Clockify 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/wVxj9QPhDL/clockify_select.png (clockify_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 Clockify 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 Clockify 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/Yz5aAu8wUN/clockify_imported.png (clockify_imported )

Your data will be imported and validated by UpSheets.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/x8yRMQTC69/clockify_validated.png (clockify_validated)

Click Upload to upload your data to Xero Payroll.

Question 6

Missing Xero Smart Formulas

Accepted Answer

In order for Smart Formulas to be imported into UpSheets from Xero the pay item in Xero must:

Match the format described here;
Be assigned to the pay template of an active employee;
Be valid for timesheets; and
Do not contain extra spaces between paramaters ([EVERY][0.0~7.6][0-2] NOT [EVERY] [0.0~7.6] [0-2])

The easiest way to check if a pay item is valid for timesheets is to add a new timesheet in Xero (Payroll> Timesheets> Add Timesheet) and check that it is available in the dropdown.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AmR1nN5Vqi/timesheet%20dropdown.png (timesheet dropdown)

If they are not visible it is usually because they are not active, or because they are set up as an allowance. Allowances may be uploaded as timesheets if they:

Have a Rate Type = Multiple; or
Have a Rate Type = Rate per unit and Type of units = hours
Have a Rate Type = Rate per unit and Type of units = The same time unit used for the Ordinary Earnings Type of the Employee (Days/Weeks etc)

See here for more information

Question 7

Connecting Clockify to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Clockify 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 Clockify Integration with UpSheets

Clockify data can be accessed by creating a Personal Access Token. 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 Clockify if you have not already done so.
After logging in, select Preferences from the menu and go to the Advanced tab. Click Generate, then Generate again 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/7yHuVN1rhI/clockify_token.png (clockify_token)

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

Select Integrations from the menu in UpSheets and click the Clockify 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/JZTG7gxjxA/clockify_integration.png (clockify_integration)

Question 8

Default end date and description for leave

Accepted Answer

Selecting the Default end date and description for leave option in your user settings will cause UpSheets to automatically set the following values on import:

The result of this setting being enabled is that you do not need to provide the end_date or description in your file.