Question 1

UpSheets Integrations

Accepted Answer

Overview

UpSheets provides integrations with several popular 3rd party applications used for scheduling, time tracking and project management.

These integrations allow your data to be imported directly from the application without having to export/import a CSV file.

Once enabled, each integration lets you you provide a date range for the data and import it directly into UpSheets with with the click of a button.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/wVxj9QPhDL/clockify_select.png (clockify_select)

All other import options such as transaction type, status, mapping, Smart Formulas etc are all available in the same way they are for CSV files.

Available Applications

UpSheets currently allows you to import data from the following applications:

Comparison

Below is a comparrison of the available integrations.

Question 2

WorkflowMax Integration

Accepted Answer

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/O1Oke1q3kH/wfmax.png (wfmax)

UpSheets has been designed to make it easy for WorkflowMax users to export their data and upload it to Xero Payroll.

View the WorkflowMax add on page

To get started:

1. Sign Up for an UpSheets account

2. Connect to Xero

In order to upload WorkflowMax timesheet data to Xero payroll, we first need to connect UpSheets to Xero.
Just click connect, then click Allow Access to approve the connection.
Click Settings from the top right menu, select WorkflowMax in the Partner App field and save.

3. Download CSV from WorkflowMax

In order to upload WorkflowMax timesheet data to Xero payroll, we first need to connect UpSheets to Xero.
To download your CSV file from WorkflowMax go to** Reports > Report Builder > Sample Reports **
Select the report named Timesheets - UpSheets Pay Run Import.
Check your date filters to match your current pay period and export the report to a CSV file.

4. Import CSV File to UpSheets

Select the file you exported from WorkflowMax.
Select Timesheets and Leave as the import options
Click to import the data from your file to UpSheets.

5. Validate Your File With Xero

The validate screen allows you to see your data and match the column headings. As your file has come from WorkflowMax, your data will all be matched automatically.
Click to Validate your data with Xero

6. Review and Map your Data

Verify that all your pays are already pre-populated to the correct pay codes.
The first time you use UpSheets, you may need to map some employee and pay data with what is set up in Xero. These mappings will then be applied to future uploads (or until modified or deleted).

7. Upload Your Data

To upload the validated and mapped data to Xero. Just click upload, review any messages and click again to upload the data to Xero.

8. Approve Timesheets and Add Pay runs

If you have uploaded draft timesheets you can click the button and approve them all - This will allow them to be automatically linked to a pay run in Xero.
In just a couple of clicks, you can also select and create any required pay runs in Xero, all without leaving UpSheets.

Question 3

Your connection has been refused by Xero

Accepted Answer

Why an I seeing this message?

If Xero has rejected your connection it is usually because:

Xero is having an internal issue that is causing requests to fail
The Xero user originally used to connect to UpSheets has been removed from your organisation (such as when an employee leaves)
The Xero user originally used to connect to UpSheets no longer has payroll access

How do I resolve this?

Try Again

In the first instance, the best thing to do is retry your action as it is likely it will work when attempting it again.

Demo Org?

If you are using a Xero demo org, it may have expired (they are deleted by Xero agfter 30 days). Check that your organisaton still exists AND that the payroll setup is complete - you must go to the Payroll > Overview tab in Xero before it will work with any external app.

Add Your Organisation Again

If trying again doesn't work and you keep seeing the error - try to recreate your connection with Xero usoing the steps below.

Click the menu on the top right of the screen and select Organisations

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

Click Add Organisation

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Lr6T0JeR1Y/add-org.png (add-org)

You will be redirected to Xero to confirm, the connection. Click Allow Access and you will be returned to UpSheets with the connection restored.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uJN4pz5Y8t/xero-allow-access.png (xero-allow-access)

These steps will recreate the connection for you and any users you have shared your connection with.

THE XERO USER YOU USE TO CONNECT UPSHEETS AND XERO MUST HAVE XERO PAYROLL ACCESS AND ACCESS TO YOUR ORGANISATION SETTINGS

Including:

Employees
Pay Runs
Payslips
Timesheets
Projects (if using)
Payroll Settings
Organisation Settings

Question 4

Importing Connecteam Data to Xero

Accepted Answer

Overview

UpSheets allows you to import data directly from Connecteam to Xero Payroll.

Enable the Connecteam Integration

Before importing your Connecteam data and uploading it to Xero, you must first enable the Connecteam Integration.

Importing

Once enabled, the Import screen will have a new Data Source for Connecteam. When selected, your active Time Clock 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 Connecteam will be imported for this range (including all data on the From and To dates).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/dQVVaS9S8m/connecteam_select.png (connecteam_select)

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/baaIi8dAtI/import_data.png (import_data)

You can import the data as Timesheets, Leave or Payslip adjustments. If you have used start/end times in Connecteam 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 Connecteam 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.

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

Your data will be imported and validated by UpSheets.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/iMH1Wa0TRa/connecteam_validated.png (connecteam_validated)

Click Upload to upload your data to Xero Payroll.

Question 5

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 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

Connecting Toggl to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Toggl Track to import your data and upload it to Xero. This streamlines the process and removes the need to export and import CSV files.

Enabling the Clockify Integration with UpSheets

Toggl Track data can be accessed by creating an API Token.

To enable this feature, complete the steps below.

To create an API key you must first Register for Toggl if you have not already done so.
After logging in, select Profile > Profile Settings from the menu and scroll down to API Token section. Copy the API Token for the next step.

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qQg68TxEpN/toggl%20token.png (toggl token)

IMPORTANT: Keep your API Token secret just as you would a password

Select Integrations from the menu in UpSheets and click the Toggl tab. Enter the API key. The API key will be masked for security reasons.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/QrRTmt2nTL/toggl%20integration.png (toggl integration)

Once connected, the integration will become enabled. If you have more than one workspace, select the one you wish to use as the source of data

Question 8

Existing Timesheets and Statuses

Accepted Answer

DRAFT timesheet exists in Xero and will be OVERWRITTEN if uploaded

If a draft timesheet already exists in Xero, this message is displayed to warn you that it will be overwritten.

APPROVED timesheet exists in Xero. Revert Timesheet to Draft status

If an approved timesheet exists in Xero the options depend on which country you are using Xero in:

Australia:

New Zealand/United Kingdom:

revert the timesheets as above for Australia; or
update your user settings to allow updates to approved timesheets

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Ca3N0OCTQn/approved%20option.png (approved option)

Employee timesheet exists in Xero

If allowing your employees to enter their own timesheets through the Xero app it is not possible to update them when they are in a Requested or Rejected status. To resolve this you must either revert the timesheet to Draft in Xero or delete it from Xero before you will be able to upload it.

PROCESSED timesheet exists in Xero

A timesheet approved timesheet is on a posted pay run, then it is not possible to update it without first reverting the pay run to draft and then performing the steps for Approved timesheets above.