Question 1

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 2

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).

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Select the type of transactions you wish to import and any other options (or accept the defaults). Click Import Data to proceed.

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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.

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Your data will be imported and validated by UpSheets.

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Click Upload to upload your data to Xero Payroll.

Question 3

Using UpSheets to Import Data from Subway / LiveIQ

Accepted Answer

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Using Subway Live IQ to Roster Your Staff?

UpSheets Can Upload Your Data to Xero Payroll in Just a Few Clicks

Easy to Setup and Use
Export from Live IQ + Upload to Xero
Predefined Fast Food Industry Award (FFIA)
Assign Awards to Employees
Automatic Calculations + Overtime/Allowances
No Additional Xero Setup
Multiple Locations on a Single Account
Faster, Easier and Lower Cost than Alternatives
Get Rid of Expensive 3rd Party Rostering Software
Save Time and Money
30 Day Free Trial
Excellent Support

Overview

If you are using Subway LiveIQ Labour to roster your staff, your data can be exported and uploaded to Xero using UpSheets in just a few clicks.

This guide explains the steps required to get started:

Register for an UpSheets Account
Configure settings in UpSheets
Assign awards to employees
Extract file from Subway LiveIQ Labour
Validate the file in UpSheets
Upload data to Xero

1. Register for an UpSheets Account

You can register for an UpSheets account at https://app.upsheets.com/register

No credit card is required and it is free to use for 30 days. You can either create an account using your email address, or log in using your Xero account.

After creating your account, you will be asked to connect UpSheets to Xero. This requires a Xero account with Payroll Administrator access and only needs to be done the first time you use an organisation.

We recommend using a free Xero Demo Company to try things out

https://help.upsheets.com/faqs/using-a-xero-demo-company

2. Configure Settings in UpSheets

To import the Subway LiveIQ export file without having to modify it, configure your settings as below:

Enable Smart Formulas

Navigate to your settings https://app.upsheets.com/settings

Select the Enable Smart Formulas and select Save

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You will be shown a warning, read it and click I Agree to continue.

Set Default Start Time

A new Start Hour option will now be available. This value is used to calculate start and end times using the single hours column from the export

For example:

Set the Start Hour value for your operation and Save.

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3. Assign awards to employees

To determine the correct earnings rate and automatic allowances, each employee must have the required smart formula assigned to them.

Please note that this assignment will create a Pay Item in Xero and update the employee pay template and ordinary earnings rate to use it.

Select Smart Formulas from the menu and select Save to accept the default settings:

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Select Smart Formulas from the menu and then select an employee row, then click Assign.

You can then select an award and enter the base rate for the employee. Click Assign to assign the award/rate to the employee.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/SvenOjBr1s/SMART_FORMULA_ASSIGN_FFIA.png (SMART_FORMULA_ASSIGN_FFIA)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/y4NnKw9Ar1/assigned_ffia_smart_formula.png (assigned_ffia_smart_formula)

Automated allowances (Minimum Engagement, Laundry etc) can be endabled/disabled br following these instructions.

Repeat these steps for all employees you wish to upload data for.

4. Extract File from Subway LiveIQ Labour

The below assumes that you are using Subway Live IQ Labour as your rostering program and have made and published a roster for your stores. If you are unsure or just starting please reach out to your Business Consultant as they have User Guides to help you.

Log into Subway Live IQ Labour
Go into Payroll – Processing
Action your team members' hours as to pay by timesheet or roster etc
Once actioned and no errors showing, click Save then Finalise at the bottom of the page
Return to the Payroll Processing screen and press Process
Then go into Payroll – Breakdown
At the bottom of this page click on Accounting Software Export (CSV)
This is saved into Downloads (or choose where to save it). If you resave this file, ensure it is saved as a CSV file.

If you are unsure how to do any of the above tasks, please reach out to your Business Consultant for help.

5. Validate the file in UpSheets

From the Import screen in UpSheets, select your exported file and the Timesheets option and click Import File:

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Make sure each column is mapped correctly and that US Date Format is on (tracking code is only required if enabled in Xero). These options will be remembered for future uploads.

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Click Validate to check the data against Xero before uploading

The validated data is shown. If any employees or tracking codes do not match what is stored in Xero you can click Create Mapping to create an automatic mapping for future uploads. Alternatively, you can select rows and click Edit to update them. After changes, you may need to revalidate your file before uploading.

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6. Upload Data to Xero

Once complete simply click Upload to Xero. Any required pay items will be created and the timesheet data will be uploaded to Xero.

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Useful Links

For more information on the below topics please refer to the links below:

Assigning Smart Formulas:

https://help.upsheets.com/faqs/smart-formulas-upsheets

Automatically Calculate Start and End Times Using Hours

https://help.upsheets.com/faqs/automatically-calculate-start-and-end-times-using-hours

Mapping values between systems:

https://help.upsheets.com/faqs/create-a-mapping-for-employee-type-or-tracking-code

Editing imported data:

https://help.upsheets.com/faqs/editing-imported-files-before-uploading-to-xero

Defining public holidays:

https://help.upsheets.com/faqs/using-public-holidays-with-smart-formulas

Question 4

Timesheet Date Formats

Accepted Answer

Dates can be imported to UpSheets in a number of formats. If there is an issue, you may see one of the following errors:

Invalid Date - Check your CSV file or try changing the date format checkbox on the Validate Data Page

If you see this error UpSheets has been unable to understand the provided date format. If your dates are in a US format (mm/dd/yyyy) you can select the US Date Format (m/d/y)? option on the validate screen.

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End Date must be equal to or greater than Date

If the end_date is provided, it must be the same as or after the date field for each line. To resolve this, correct the end date in the file.

Date can not be before the employee start date

Data cannot be uploaded for a date earlier than the start date for the employee. To resolve this, either update the date in the file to be after the start date of the employee or alter the employee start date in Xero to be earlier than the date in the file.

Date must be on or after the current Draft Pay Run / Date must be on or after the Start Date of the current Pay Period

The date in your file must not be in the past, it must be after the start of the current draft pay run. If you need to load data for a prior period, this may be possible by creating an Unscheduled Pay Run in Xero. Because only one draft pay run can exist at a time for each calendar, the Unscheduled pay run will be treated as current and it will be possible to upload data for it.

The Timesheet period has not started yet

In NZ/UK data cannot be loaded until the pay period has started.

Date is after the current Draft Pay Run (Info Only)

This is a warning that the data being loaded is after the end of the current Draft Pay Run. This is for information only and will not prevent data being uploaded.

Date after the current Pay Period (Info Only)

This is a warning that the data being loaded is after the end of the current pay period. This is for information only and will not prevent data being uploaded.

Question 5

Connecting UpSheets and Xero

Accepted Answer

UpSheets requires a connection to Xero to validate and upload your data.

Connecting to a Xero Organisation

Clicking the Connect to Xero Button after logging in to Upsheets;
Clicking the Manage link and then clicking Add Organisation; or
Having an Administrator Add the Organisation to your user (see Adding/Removing Users from Your Xero Organisation).

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After clicking Connect/Add Organisation you will be redirected to Xero where you will need to login and Allow access to an Organisation.

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You will then be redirected back to UpSheets

After connecting, you will see your connection status (also visible at the top right of each screen).

To manage your connection(s), you can click the Manage link at any time - see Managing your connection with Xero (and how to disconnect).

Question 6

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 7

How do Earnings Rates / Types / Pay Items work in UpSheets?

Accepted Answer

UpSheets uses the Pay Items set up in Xero when uploading data so that Xero can determine the correct rate to use. This is generally contained in the Type field of your upload file.

If the Type in your file matches the name in Xero exactly, (e.g. 'Ordinary Hours', 'Overtime', etc) it will pass validation automatically. If not, a validation error will be given and you are given the option to edit it or create a mapping which will then automatically map the values going forward.

The following options may be used when importing a file into UpSheets:

Include the Type in your file. This requires a column to be present in your file containing the Type (it is recommended this column is named type so it is identified autmatically). If used, every line must have a valid value in this column.
Use the default Earnings Rate set for each Employee. This does not require a type column to be present in the file, but it does require all Employees to have a default Earnings Rate set for them in Xero.
Select a default Earnings Rate. This does not require a type column to be present in the file and will apply the selected Earnings Rate to all records. This does not require an Earnings Rate column to be present in the file or set up against your employees.
Use Smart Formulas Smart Formulas allow you to set rules to determine which Types should be used when. When used, a Type field is not required in your file, but rules must first be set up and start/end times are required - learn more.

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.

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

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

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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.

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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.