Question 1

Managing your connection with Xero (and how to disconnect)

Accepted Answer

You can manage your connection at any time by clicking Manage next to your organisation name in the top right of the screen or selecting Organisations from the drop-down menu.

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To Connect or Disconnect an organisation, click the desired button and UpSheets will connect/disconnect with Xero for you.

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To permanently disconnect Xero form UpSheets, you must do so in Xero: Settings> Connected Apps> Disconnect App. This will remove all users from having any access to Xero and remove the ability for them to upload any files/data.

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

Payroll Setup is Incomplete

Accepted Answer

In order to use Xero Payroll, you must set it up correctly. If the setup is incomplete, UpSheets will ask you to check your payroll settings and retry.

Check your Xero User

If you have updated the Xero user who was originally used to connect UpSheets, this may be the cause. If the user has changed permissions or details it may be necessary to try and reconnect to Xero again to refresh the connection. This must be done with a Xero user with Payroll/Projects access -Click here for instructions

If Using a Xero Demo Org

The most common scenario in which this occurs is when a new demo organisation is used. Payroll setup is complete, except for the final step of viewing the overview page. Xero has made this mandatory before you can use Payroll.

To resolve it - simply navigate to the Payroll> Overview page and wait for it to load and reconnect your organisation (or login to UpSheets again).

Payroll Setup Nav

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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

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

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

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Click Add Organisation

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

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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 7

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.

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Click Manage on the Organisation you wish to manage.

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

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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 8

File Formats for Projects (All Countries)

Accepted Answer

UpSheets allows you to upload the following Payroll transactions to Xero:

Tasks (Create or update existing)
Time (Create only)

Selecting Options

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

Projects Options

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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.
You can combine multiple transaction types by including all fields in a single file (Download Sample).

Task File Format

(Download Sample)

Time File Format

(Download Sample)

You can combine multiple transaction types by including all fields in a single file (Download Sample).

For information on saving spreadsheets as CSV files see here