Question 1

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 2

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 3

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.

In Payroll, mapping is available for:

Employee,
Type (Earnings Rate / Pay Item)
Tracking Code (if enabled in Xero)

In Projects, mapping is available for:

Projects
Users
Tasks

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).

Type (Earnings Rate / Pay Item) mappings may also be mapped to different values for each employee.

Mappings can also be created without loading a file by selecting Mapping from the menu:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4fVPPKVG6L/mapping.png (mapping)

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)

Excluding Lines

You may optionally choose to exclude mapped lines from your file if you don't wish to see them or process them. To do so, simply select *EXCLUDE* from the menu.

Any mapped lines will automatically be deleted from your file when it is validated. This can be useful if you have specific data in your file that does do not need to be uploaded.

In the example below - any line were the full_name is Jimmy Lebron would excluded.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/PZ6OzHOrgz/exclude_employee.png (exclude_employee)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/HKoq4Pwgnr/excluded_employee.png (excluded_employee)

To exclude values that are not in error, follow these instructions.

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 4

File Formats for Timesheets, Leave and Adjustments (NZ & UK)

Accepted Answer

Overview

UpSheets allows you to upload the following transactions to Xero:

Timesheets
Leave (Approved)
Adjustments (Payslips) NZ Only - not Available in UK
- Earnings
- Reimbursements
- Deductions
- Leave Accruals

Please note Adjustments/Payslips are not available for United Kingdom Xero organisations

File Formats

This document describes the requirements with a single row for each employee/date/type/hours. A common alternative format contains multiple columns for each type (pay item/earnings rate). These can be imported directly by configuring your pay items.

You may include any/all of the supported transaction types in the same file. You just need to provide correct data in appropriate columns and select them when uploading. See File Formats for Combined Timesheets, Leave and Adjustments in a Single File (NZ & UK) for examples.

Selecting Options

After connecting to Xero, select the appropriate options on the Import CSV File screen:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Cy2IwNTK8g/9.png (9.png)

Notes on file formats

Clicking the Download Sample button on the Import screen will download a file with your Xero data in it and is the easiest way to get started.
A header row is not required, but it will save you time as UpSheets matches the headings automatically where possible and saves you from selecting them individually.
The order of the columns in your file does not matter.
Extra columns will be ignored, but it is faster if they are removed.

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

Rate and Hours for Adjustment Types

The fields values that required in an upload file depend on the type of adjustment being uploaded as described in the table below.

All adjustments require the same file format and ALL fields must be included in the file, even if left blank. This enables you to upload multiple adjustment types in a single file and process them at once.

For example, the Hours column is required even when loading a deduction or reimbursement but the value should be left blank as per the table below. Likewise, Earnings still require the Calculation Type column, even though the value would be left blank.

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

For information on saving spreadsheets as CSV files see here

Question 5

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 6

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/2OshXF9uFL/us_date_format.png (us_date_format)

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 7

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. You can altenatively download a generic file or see more information about file formats.

Question 8

Calculate Leave Hours Automatically

Accepted Answer

Overview

Enabling this function will let UpSheets calculate leave hours using the employee setup in Xero and the working days in the given period. The hours column becomes optional and if included will override the calculated value.

Setup

To enable this function, select the Leave Hours option in your user settings and save.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/UhoZiF9KHf/leave_hours_setting.png (leave_hours_setting)

Note: In order for this function to work, the Pay Item for Annual Leave must be named Annual Leave. If you have modified this value, please contact us.

Defaulting Leave Hours

When importing a file that includes Leave, the Hours column will display as Hours* and be optional.

If a value is provided in this field for any lines in a file, UpSheets will use this value. For all lines that do not have a value, UpSheets will calculate the hours automatically.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/YNZgfZHkE8/leave_hours_select.png (leave_hours_select)

When the file is validated, the number of hours is calculated automatically.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/kfep1UO5xp/leave_hours_validated.png (leave_hours_validated)

The calculation is made using the employee setup in Xero and uses the number of working days between the date and end_date of the imported line.