Question 1

Video: How to Upload a File

Accepted Answer

Watch how easy it is to upload your file to Xero using UpSheets:

Question 2

Create a Mapping for Employee, Type or Tracking Code

Accepted Answer

When uploading a file you may see an error that has a link to Create a Mapping for an Employee, Type or Tracking Code.

This option enables you to map the value in your file to a valid value in Xero and will be applied to the current upload and any future uploads (until the mapping is edited or deleted).

Create a Mapping

To create a mapping simply click the link and select the desired value to map it:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/HhZb4wX1s7/map1.gif (map1)

Edit a Mapping

To edit a mapping simply click the mapped value, select a new value and click Save Mapping. The new mapping will be used for the current and all future uploads (or until the mapping is edited or deleted).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/mtXMKtRHQb/map2.gif (map2)

Delete a Mapping

To delete a mapping simply click the mapped value and click Delete Mapping.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5oe5RZKn3R/map3.gif (map3)

Download All Mappings

To download a file with all of your defined mappings, Click Manage from the Organisations screen and click Download Mappings.

Question 3

Uploading Allowances to Payslips

Accepted Answer

This article is intended for Australian Xero users as the setup and features are specific to that region. NZ allowances can be uploaded as usual using Adjustments. UK users can not currently upload Adjustments until it is enabled by Xero (why?).

The way Allowances are uploaded using UpSheets depends on how they are set up as Pay Items in Xero.

Allowances can be uploaded to an employee payslips using the Adjustment option.

Allowances may also 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)

There is no right or wrong way - it depends what makes sense for your business/process. If your pay items are defined in a way to use Timesheets and you don't currently upload payslip Adjustments, then it is likely to be easier to upload them as timesheet.

Pay Item Setup

Below are the various ways Allowance Pay items can be set up in Xero:

Download a sample CSV file

Fixed Amount

A fixed allowance allows you to upload a fixed dollar amount to the payslip for an employee.The upload file must contain the following columns/values:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/WcCu1A8nX7/payItem1.png (Fixed Amount Allowance Setup)

Rate per Unit

A rate per unit allowance allows you to upload a rate and a unit to the payslip for an employee.The upload file must contain the following columns/values:

Rate Per Unit Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/kILL7ZuFaF/payItem2.png (Rate Per Unit Allowance Setup)

Rate per Unit (Preset)

A rate per unit allowance allows you to upload the number of units to the payslip for an employee when the rate is set against the Pay Item in Xero.The upload file must contain the following columns/values:

Rate Per Unit Preset Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qEcFmL8JA6/payItem3.png (Rate Per Unit Preset Allowance Setup)

Multiple

Multiple Allowances allow you to upload the number of units that are a multiple of the ordinary earnings rate for each employee. These must be uploaded as timesheet lines or a validation will likely occur on the payslip adjustment upload.

Multiple Preset Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/HeYmhhnPpO/payItem4.png (Multiple Preset Allowance Setup)

Upload/Validation

The Adjustment option is required to upload to a payslip and the payslip must already exist

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ij2xafWfG6/Adjustment1.png (Adjustment1)

When validated, the above formats will appear as below:

Validated

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Ctkmg9u8g9/Validated.png (Validated)

Payslip

Upon upload to the payslip in Xero, the adjustments will appear as below:

Question 4

Adding/Removing Users from Your Xero Organisation

Accepted Answer

If you have added your Xero organisation via the Connect/Add Organisation, you are able to administer the access of other users.

Adding a User

To Add a User, click Manage, or select Organisations from the drop-down menu.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ph7Pd6uWRM/15.png (15.png)

Click Manage on the Organisation you wish to manage.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qo3cxPiXNB/17.png (17.png)

Select Add User, enter an email address and then click Add User.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/P7xuZXkm4C/18.png (18.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/hkwbWMKka3/19.png (19.png)

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

Restricting User Access

User access can be restricted to specific employees along with the ability to create pay runs and approve timesheets - click here for more details.

Removing a User

To Remove a user, click the Remove button and click OK to confirm your choice. If you wish to add the user again, you can do so using the above process.

Question 5

Using Smart Formulas

Accepted Answer

SMART FORUMLAS ARE CURRENTLY AVAILABLE IN AUSTRALIA ONLY

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

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

There are two ways to use this feature in UpSheets

Define your pay items in Xero with a specific format that describes the rules
Select a pre-defined Pay Rule from UpSheets

To enable Smart Formulas Sourced from Xero (Option 1)

To Smart Formulas Sourced from UpSheets (Option 2)

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

Hair and Beauty Industry Award (HBIA) [MA000005]
Hospitality Industry General Award (HIGA) [MA000009]
Cleaning Award (CleanA) [MA000022]

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

Question 6

Can I upload 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.

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.

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.

Question 7

Overwriting Existing Xero Payslip Adjustments

Accepted Answer

Default Behaviour

The default behaviour when uploading payslip adjustments to Xero is to overwrite all existing adjustments on the payslip, so whatever you load will be all that exists for any given category (other than earnings created from timesheets and system generated lines such as tax).

For example, if you are uploading earnings, then any existing earnings will be overwritten, but the remainder of the payslip remains. So if you load 'Ordinary Hours' you will also overwrite any 'Overtime Hours' or 'Allowances' etc that aren't loaded via an approved timesheet.

For example - loading an Ordinary Hours line (10 Hours x $100)
Payslip Before

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sfSLSr3HJ6/adj_before.png (adj_before)

Payslip After

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jRfYQXq5A1/adj_default.png (adj_default)

Alternative Behaviour

It is possible to modify this in your user settings so that only the specific types you are uploading will be overwritten. To do so, select the option below and revalidate your file:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AnA8dKFAip/Dont%20Overwrite%20Payslip%20Setting.png (Dont Overwrite Payslip Setting)

By changing this setting, if you load 'Ordinary Hours' you will only overwrite existing 'Ordinary Hours', not any 'Overtime Hours' or 'Allowances' etc (or any other categories such as reimbursements deductions etc).

For example - loading an Ordinary Hours line (10 Hours x $100)

Payslip Before

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sfSLSr3HJ6/adj_before.png (adj_before)

Payslip After

Question 8

Uploading files with multiple columns with hours and earnings rates

Accepted Answer

Background

In order to upload data to Xero using multiple earnings rates, the upload file must have a different line for each one. Sometimes the data extracted from another system will have a column for each type, rather than multiple rows.

We need data like this:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/mcdZFMTVhJ/row%20data.png (row data)

But data sometimes looks like this:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Yqg5Yvad6Q/column%20data.png (column data)

Getting your data in the right format

There are a couple of options to get your data into a usable format:

Using Excel to transpose your Data

Download the Excel Template
Follow the steps on the Instructions tab
Adjust the data tabs and formulas to match your own data as required

If you need any help with getting your data into shape contact us for some help or advice.