Question 1

Smart Formulas

Accepted Answer

What are Smart Formulas?

Smart Formulas can be used to calculate earnings rates based on the dates and times worked by an employee.

They can calculate different rates for such things as:

different times of the day
daily overtime
weekly overtime
minimum shift engagement
split shifts
public holidays
breaks

Enabling Smart Formulas

Option 1: Custom Smart Formulas Sourced from Xero

This option lets you define your pay items in Xero with a specific format that describes the rules and apply them to employees via their pay template.

For more information and setup, please see these instructions

Option 2: Pre-defined Smart Formulas Sourced from UpSheets

This option lets you select pre-defined Smart Formulas and assign them to your employees from within UpSheets. It updates the employee pay template and creates the required pay items in Xero automatically.

This functionality is currently in development and a limited number of awards are available:

AERA - Amusement, Events, and Recreation Award (MA000080) (Casual)
CleanA - Cleaning Award (MA000022)
FFIA - Fast Food Industry Award (MA000003)
HBIA - Hair and Beauty Industry Award (MA000005)
HIGA - Hospitality Industry General Award (MA000009)
HPSSA - Health Professionals and Support Services Award (MA000027) (Private Medical, Dental & Pathology)
MiscA - Miscellaneous Award (MA0000104)
RIA - Restaurant Industry Award (MA000119) (Casual)
RTDA Road Transport and Distribution Award (MA000038) (Casual)
SCHADS - Social, Community, Home Care and Disability Services Industry Award (MA000100) (Home Care)
SPOA - Sporting Organisations Award (MA000082)

Click here to request the addition of a new award to the Smart Formula library

For more information and setup, please see these instructions

Availability

SMART FORMULAS ARE CURRENTLY AVAILABLE IN AUSTRALIA ONLY

Please contact us if you need this in the UK/NZ

Question 2

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'

Leave and Adjustment file Format - Combined

(Download Sample)

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 3

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 4

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.

Question 5

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 6

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 7

Uploading multiple timesheets for the same employee / date / earnings rate / tracking code?

Accepted Answer

Duplicate Timesheet Lines

A timesheet line is considered a duplicate if it has the same Employee, Date and Earnings Rate (and optionally Tracking Code) as another line in your upload file.

How these lines are treated when uploading depends on the option selected in your user settings.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/7pjhViYKvc/dupes_option.png (dupes_option)

When this setting is changed it will apply immediately to the next performed by your user.

Each option is described in detail below:

First Line Only (Default Behaviour)

Each row in your upload file should be unique between the employee, date and optionally earnings rate and tracking code if you are using them.

If you have a duplicate, the first row in the file will be uploaded, but the duplicate(s) will be marked as errors and ignored.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/1IRoIQw32J/first%20line.png (first line)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/g12H4DOwUH/first_line%20timesheet.png (first_line timesheet)

Individual Lines

Each line in your file will be loaded even if there is a duplicate. You will end up with multiple rows for the same Earnings/Tracking Code for the employee.

For example, if there are two lines for John Smith on 1-Jan-2018 for 1 hour and 4 hours, two lines will be created in Xero for John Smith on 1-Jan-2018 for 1 hour and 4 hours.

You will receive a warning at validation to indicate the lines will be loaded individually.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/nS4HlBhXiB/individual.png (individual)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/fLAwcJk2qi/individual%20timesheet.png (individual timesheet)

Summarise Lines

The total hours for all duplicate records will be calculated and uploaded as a single timesheet line in Xero.

For example, if there are two lines for John Smith on 1-Jan-2018 for 1 hour and 4 hours, a single line will be created in Xero for John Smith on 1-Jan-2018 for 5 hours.

You will still receive a warning to indicate the totals will be summarised.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/DPavF2CdLo/summarise.png (summarise)