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

Do you give a discount for non-profits?

Accepted Answer

Get 25% off UpSheets for your non-profit or charity.

If you meet Xero's criteria, we will give you the same discount.

To claim your discount simply contact us and attach a copy of your Xero invoice showing your discount.

Refunds are not given for past invoices. Discount will apply from the start of your next billing period after we confirm your status.

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

How can I load Earnings Adjustments as Timesheets in the same file

Accepted Answer

When loading Timesheets and Earnings Adjustments in the same file, UpSheets will assume the Earnings lines are meant to be treated as Earnings Adjustments, not timesheets. If you wish the opposite to happen, you can either load the file without the Adjustment option selected as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jw7nm9IWbS/12.png (12.png)

Or alternatively, choose Setting from the top-right menu and select Prefer timesheets not adjustments. When any lines are loaded, they will now be treated as Timesheets and not Adjustments.

Question 4

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.

Question 5

Importing Connecteam Data to Xero

Accepted Answer

Overview

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

Enable the Connecteam Integration

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

Importing

Once enabled, the Import screen will have a new Data Source for Connecteam. When selected, your active Time Clock 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 Connecteam 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/dQVVaS9S8m/connecteam_select.png (connecteam_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 Connecteam 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 Connecteam 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/MYIUUZiBxa/connecteam_imported.png (connecteam_imported)

Your data will be imported and validated by UpSheets.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/iMH1Wa0TRa/connecteam_validated.png (connecteam_validated)

Click Upload to upload your data to Xero Payroll.

Question 6

Removing Breaks from Smart Formulas

Accepted Answer

Break Types

In addition to calculating hours from start and end times, Smart Formulas can also be configured to remove breaks automatically.

In order to remove breaks, a type column must be provided in the data that indicates which lines are treated as breaks.

By entering values in the Break Types field, Smart formulas will then remove breaks from any lines that include them (or part of the break). This includes hour based allowances, minimum engagement and start/end based shifts.

Setup

Break Types can have multiple values separated by a comma. Values are not case sensitive, so break will also match BREAK or Break, etc

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/A88tOcW4QP/break_types.png (break_types)

Importing Data

In order to calculate breaks, the data imported must include a column that can be mapped to Type that will be used to map breaks. The column does not require values for non break columns, but it does for breaks.

Example File:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Nn0GgrmqaR/sample%20break%20file.png (sample break file)

Import File:

When importing the file, ensure the Type* column is mapped

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/QUqsNT0mBf/map%20break%20type.png (map break type)

Breaks are calculated and shown in the validated data:

Question 7

Connecting Toggl to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Toggl Track 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

Toggl Track data can be accessed by creating an API Token.

To enable this feature, complete the steps below.

To create an API key you must first Register for Toggl if you have not already done so.
After logging in, select Profile > Profile Settings from the menu and scroll down to API Token section. Copy the API Token for the next step.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/BeXvTkEJoX/toggl%20settings.png (toggl settings)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qQg68TxEpN/toggl%20token.png (toggl token)

IMPORTANT: Keep your API Token secret just as you would a password

Select Integrations from the menu in UpSheets and click the Toggl 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/QrRTmt2nTL/toggl%20integration.png (toggl integration)

Once connected, the integration will become enabled. If you have more than one workspace, select the one you wish to use as the source of data

Question 8

Create a Mapping for Specific Employees

Accepted Answer

Employee Mappings

While most mappings can be applied to your file/all employees - the type field can also be mapped to different values for each employee.

This enables you to map a value in your file to different earnings rates or pay items for each employee. You can optionally also have a default value that is used for all employees that do not have a specific value set.

Setup

Employee mappings can only be defined when validating files in Xero, not from the Mappings menu.

To do so, follow the instructions for creating a mapping, by clicking the create mapping link in the error message.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/LHz1CbwoXr/create_mapping_link.png (create_mapping_link)

Be sure to select the option Apply mapping to this employee only before saving the mapping.

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

The mapping will now be displayed and only apply to this employee.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/T3l9Hv6BLW/employee_mapped.png (employee_mapped)

Applying an Employee Mapping when the Default Mapping is Already Applied

If a mapping exists for all employees and you wish to set a different value, simply click the mapping link to open the Edit Mapping window.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4PE6ch8M3f/edit%20mapping.png (edit mapping)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/9c4kMNJg9B/edit_mapping.png (edit_mapping)

Select the value for the employee and also the option Apply mapping to this employee only and save the mapping.

Editing Employee Mapping

To change the mapping simply click the mapping link, update the Value in Xero field and save.

If no default value exists and the Apply mapping to this employee only option is turned off, the mapping will be updated to apply to all employees just like a normal mapping.

Delete an Employee Mapping

To delete an Employee Mapping, click the mapping to open the Edit Mapping window and select Delete Mapping.

If a default mapping exists, this will automatically be applied to the employee as they no longer have a mapping defined.