Question 1

File Formats for Combined Timesheets, Leave and Adjustments in a single file (Australia)

Accepted Answer

UpSheets allows you to upload multiple different transaction types in a single file, so long as all of the required fields are included.

For more information on individual file formats see File Formats for Timesheets, Leave and Adjustments (Australia)

NOTE: All columns must be included in the file, even if their values are left blank. This is required to keep formats consistent and allow UpSheets to determine the type of transaction being uploaded automatically.

PLEASE NOTE - IN ALL OF THE EXAMPLES, YOU MAY USE A SINGLE 'FULL_NAME' FIELD INSTEAD OF 'FIRST_NAME/LAST_NAME'

PLEASE NOTE - IN ALL OF THE EXAMPLES, YOU MAY USE A SINGLE 'FULL_NAME' FIELD INSTEAD OF 'FIRST_NAME/LAST_NAME'

You may optionally provide a Start Time and End Time column instead of the Hours column

Question 2

Downloading a Sample File

Accepted Answer

To download a personalised sample file to import using UpSheets, you must first login and connect to Xero. This is required as UpSheets will generate a file for you using your own data from Xero. For generic file and file formats, please look here.

To download the file, just click the button labelled Download Sample File on the Import page.

Sample File

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5n7k081jvW/6.png (Sample File)

After clicking the Download Sample File button, you will have the option of choosing Timesheets, Leave or both. If Timesheets is selected, you can optionally include Earnings Rates and Tracking codes in the file (please read the following if you need more information on Tracking Codes and Earnings Rates).

If you want to load Timesheets/Leave/Adjustments separately, just select one box at a time and download multiple samples. If you want to load multiple types in a single file, select those required and click Download.

Sample File Download

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uIoUfUr9rR/7.png (Sample File Download)

After clicking the Download button the CSV file will be saved to your default downloads directory. You can then view, edit and upload it.

Most users find that a personalised file is far easier to understand and allows them to get started faster and upload with fewer errors. If you would prefer to download a generic file or more information about file formats, please look LINK here.

Question 3

What Transaction Types does UpSheets Support/Can I Upload?

Accepted Answer

UpSheets allows you to upload the following transactions to Xero:

Payroll

Australia and New Zealand:

Timesheets
Leave (Approved)
Adjustments (Payslips)
- Earnings
- Reimbursements
- Deductions
- Leave Accruals

United Kingdom:

Timesheets
Leave/Time Off (Approved)

These can be uploaded in separate files or combined into a single file depending on your needs.

Projects

All Countries

Project Tasks
Project Time

Question 4

Using Start Time and End Time instead of Hours

Accepted Answer

Most file formats require a column for Hours in order to upload data, but it is also possible to provide a Start Time and End Time column and have UpSheets calculate the hours automatically.

To do so, select the Enable Start/End Times option on the Import screen when importing your file:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/3hKtDQmL6g/start_end.png (start_end)

On the following screen make sure you select columns for Start Time and End Time. You may optionally also select a column for Hours* which will be used if the Start Time and End Time are not set.

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

If all fields are provided, the Start Time and End Time will be used instead of Hours

Question 5

Using a Xero Demo Company

Accepted Answer

When testing new features or functionality, it is often a good idea to use a demo company, rather than your real Xero company.

Xero provides the option of setting up a demo company for exactly these situations.

Some things to be aware of:

They are free to set up and use (no charge from Xero or UpSheets)
They come pre-loaded with data, so you can get started immediately
If you make a mess, you can reset them and start again
They expire after 30 days (keep this in mind if setting up anything complicated)
You can use Xero Projects
You can use Xero Payroll - but remember to complete the setup in Xero before connecting to UpSheets

Xero's instructions to set up a Demo Company are below:

Setting up the Xero Demo Company

Question 6

File Formats with Multiple Pay Item / Earnings Rate columns

Accepted Answer

Single Pay Item Column

The standard file format for importing data using UpSheets is to have one row per employee/date/type and a single column with the number of hours. The Type column is used to contain the various Pay Items/Earnings Rates that are being imported.

For more information on the standard file formats see the following links:

Payroll File Formats (AU)

Payroll File Formats (NZ/UK)

Projects File Formats (All Countries)

Multiple Pay Item Columns

A common way many systems export data is to have a single row for each day and multiple columns for the Pay Items as shown below:

If your file is in a format similar to this, you can configure UpSheets to translate it into the standard format using the steps below.

Enable Multiple Pay Items

To enable multiple Pay Items, select Pay Items from the menu.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/bxPLDSVlt3/pay_item_menu.png (pay_item_menu)

The select box lists all of the Pay Items available in Xero and selecting them will add them to the list below. To remove a Pay Item, click the minus link (or select Clear All to remove them all).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/vl0iFqWEL4/assigned_pay_items.png (assigned_pay_items)

Import a file

When importing a file, a new option File contains multiple Earnings Rate columns will now be the default value in the Earnings Rate field.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/h3RnSPMvm7/multi_column_option.png (multi_column_option)

You can select an alternative value if you wish to load a file using one of the other options.

Map Pay Items to Columns

Prior to validating the file, the enabled Pay Items can then be mapped to the required columns. Each Pay Item may only be selected once and at least one of the enabled Pay Items must be selected to proceed.

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

Validate the file

When the file is validated, the data will automatically be translated into the required rows and can be edited/uploaded as usual.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4mlFGzxTAx/validated_multi_column.png (validated_multi_column)

Billing

When using this feature, each of the translated lines will count as one line of usage when added to a subscription.

In the example below, if three columns are selected, three lines will be created and then billed when uploaded.

Partner Request

Award Request