Question 1

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 2

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).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/PEtJZ0f67B/1.png (1.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/dQo7G5tiE6/2.png (2.png)

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/yI0MLEMVGd/select%20xero%20org.png (select xero org)

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 3

Using UpSheets to Import Data from Subway / LiveIQ

Accepted Answer

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/iesv2R3Nh3/subway_upsheets_t.png (subway_upsheets_t)

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/VgH3HcqkUb/startHour.png (startHour)

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:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/47l1coBXeP/smart_formula_settings.png (smart_formula_settings)

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:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AGU4Q0I5rO/subway_import.png (subway_import)

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.

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

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/21HOFhMiuT/subway_uploaded_xero.png (subway_uploaded_xero)

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

Can I upload an Excel or Google Sheets spreadsheet?

Accepted Answer

UpSheets can import CSV (Comma Separated Values) files only. Any file you can create or edit using common spreadsheet software can usually be saved in CSV format in just a few clicks.

To save a Microsoft Excel spreadsheet as CSV:

Choose File> Save As> Format: Comma Separated Values(.csv).
Enter a filename and Save the file.

To save a Google Sheets spreadsheet as CSV:

Choose File> Download as> Comma-separated Values(.csv, current sheet).
The file will be downloaded (named after file/sheet name ending in .csv).

The files can then be imported and uploaded to Xero by UpSheets.

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

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:

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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'

Timesheets

(Download Sample)

Leave

(Download Sample)

Adjustments

(Download Sample)

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 7

Defaulting the Rate for Payslip Adjustments from Xero

Accepted Answer

Setup

When validating paylsip adjustments and the rate field is not provided in the file, UpSheets can try to retrieve this from Xero if it is defined on a pay template for the employee.

This feature requires each payslip to be retrieved individually and will slow down the validation of your data (the more employees you have the more noticeable this will be). For this reason, the feature must be explicitly enabled in your user settings.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/mrmWFAZt1L/Pay%20Template%20Setting.png (Pay Template Setting)

The following errors relate to this type of upload

Rate is required if Rate Per Unit not set on the Pay Item in Xero

If Use Xero Pay Template Rates for Payslip Adjustments IS NOT enabled, this error is displayed when the rate is not provided in the file and it is also not set on the pay item itself. To resolve it, simply add the rate to the pay item, or the file and revalidate.

Rate is required if Rate Per Unit not set on the Pay Item or Pay Template in Xero

If Use Xero Pay Template Rates for Payslip Adjustments IS enabled, this error is displayed when the rate is not provided in the file and not set on the employee's pay template and it is also not set on the pay item itself. To resolve it, simply add the rate to the pay item, pay template or the file and revalidate.

Revalidating

If you have updated the pay template or payslip for an employee, you must select the option to refresh payslips when revalidating the file as shown below:

Question 8

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