Question 1

Editing Imported Files before Uploading to Xero

Accepted Answer

After importing a file to UpSheets, you have the ability to edit it to correct any errors before uploading. This saves the time of having to edit your original spreadsheet and then importing it again.

Editing/Deleting

To edit an import, select the row(s) you wish to update and click Edit. A form will be displayed to allow you to update the selected row(s).

To remove row(s) from an import, select them and then click Delete. A warning will be displayed and the rows will then be removed.

Selecting Multiple Rows

To select multiple rows that are next to each other, use Shift + Click

To select multiple rows that are NOT next to each other, use Ctl + Click (or Cmd + Click on Mac)

Question 2

Using Smart Formulas with RDO / Rostered Days Off

Accepted Answer

Basic Setup

In some situations, it may be necessary to automatically remove time from a shift for the purpose of an RDO.

Below is an example of how this can be done using Smart Formulas.

In this scenario, employees usually work 8 hours, but should only be paid for 7.6 hours. Any time above 8 hours should be paid as overtime as usual.

This can be handled using three rules as follows:

Note - the number is essential as it determines the order the rules are applied.

The setup of the second rule in Xero is as a multiple of 0 x Ordinary Earnings Rate:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sepaxXzHeB/RDO%20Setup.png (RDO Setup)

When the pay items are added to the Employee Pay Template and the Smart Formulas are refreshed in UpSheets they are as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/hDtxk8EsLo/RDO%20Smart%20Formulas.png (RDO Smart Formulas)

After validating a file, the shifts are broken into the components:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/9jKMDiR4tF/RDO%20Processed.png (RDO Processed)

The resulting payslip has the RDO total and no pay:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/SLsckrEicp/RDO%20Payslip.png (RDO Payslip)

Setup with Automatic Leave Accrual

If you also want to create a leave accrual for the RDO line, this can be achieved by:

adding [LA] to the pay item name you wish to base the accrual on
making sure the name of the pay item matches the name of the leave type
assigning the pay item to the employee pay calendar
assigning the leave type to the employee

When importing the smart formulas from Xero, the link will be visible as it is for RDO below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/JQLXvr29ep/rdo_leave_type.png (rdo_leave_type)

After uploading the timesheet lines as usual, a new option will be available to Validate Adjustments. Clicking this will show a line for each employee/leave accrual. Click Upload to Xero to add this to the payslip.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jZDT2Tf9Rn/rdo_upload.png (rdo_upload)

Question 3

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jH3BQsEBRQ/14.png (14.png)

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

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/C1ZJKWN26D/16.png (16.png)

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 4

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/UXDk1oB2VQ/setup1.png (Payroll Setup Nav)

Question 5

How are Leave hours allocated over multiple pay periods?

Accepted Answer

Overview

It is possible for a Leave request to span multiple pay periods, however only the total hours are provided in the file. The following article explains how these hours are distributed in this siuation.

Alternatively, UpSheets can be configured to calculate leave hours automatically to change this behaviour.

Allocation

In order to allocate the hours to multiple periods, the total number of hours are split evenly between each period (in whole hours). If there are any additional hours they are allocated to the total of the first period.

Example 1 - Single Pay Period, 10 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 10 Hours

Example 2 - Two Pay Periods, 20 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 10 Hours

Period two: 07-Jan-2019 to 13-Jan-2019 / 10 Hours

Example 3 - Three Pay Periods, 20 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 8 Hours (This record has the additional 2 hours allocated)

Period two: 07-Jan-2019 to 13-Jan-2019 / 6 Hours

Period two: 14-Jan-2019 to 20-Jan-2019 / 6 Hours

Question 6

Ordinary Earnings Rate not defined for employee in Xero

Accepted Answer

This error is displayed when an employee does not have an ordinary earnings rate set in Xero.

This is a Xero requirement and must be set to an active Earnings Rate for each Employee, even if the rate is provided in the file.

Please note - Some users may find that after updating settings for STP2 that this error is displayed even though the ordinary earnings rate appears to be set in Xero.

If you experience this, please select the ordinary earnings rate from the list as shown below and save the employee to update it. This is a one off step for each employee and should resolve the error going forward.

This setting can be updated for each employee under the Employment tab and then the file revalidated to resolve the error.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/llf1rUFa9g/Employment%20Tab.png (Employment Tab)

Using STP2 (scroll down):

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Pwz7vR9Lxu/ordinary%20earnings%20rate.png (ordinary earnings rate)

Without STP2 (scroll down):

Question 7

Exclude Lines from Files Automatically

Accepted Answer

Overview

Some files contain rows of data that are either incomplete or do not need to be loaded for various reasons. UpSheets provides the ability to create mappings to automatically remove these lines when you validate your file.

Methods

There are two ways to create Exclude Mappings:

Creating an Exclude Mapping

Select Mapping from the menu:

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

Excluding Empty Values

Checkboxes are available to ignore lines with no value. If selected, any lines that do not have a value will automatically be deleted. This is available for:

Employee Name
Date
Hours
Tracking Code (if enabled in Xero)

The below options would exclude any lines that do not have a value for Employee, Date or Tracking Code.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8FRXztJMA3/mapping_flags.png (mapping_flags)

Excluding Specific Values

Specific values can also be excluded by:

Select Create Mapping
Select the Mapping type to exclude (Employee, Type, Tracking Code, Project, User)
In the File Value field enter the value in your file to ignore
Select *EXCLUDE* in the Xero Value field and click Save Mapping

In the below example, UpSheets will exclude any lines where the Employee Name is Jimmy Lebron

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qZs8PleqEk/mapping_exclude_employee.png (mapping_exclude_employee)

In the below example, UpSheets will exclude any lines that have a Tracking Code of XXXX

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

Viewing Excluded Lines

When importing a file that matches an exclude mapping, a message is displayed indicating the number of excluded lines. Hovering over the number will also show a breakdown of which types have been excluded.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/BIjPUXdq25/exclude_links.png (exclude_links)

Removing an Exclude Mapping

To remove an exclude mapping navigate to the Mapping screen and click Delete. Then click Confirm to delete it.

If removed the mapping will not apply to any future files imported. You can also click Reload Data from File from a file that is already validated to process it without any deleted rules - any other edits since importing the file will also be deleted.

Question 8

Automatically Calculate Start and End Times Using Hours

Accepted Answer

Overview

Sometimes your data may be in a format where you only have the total hours worked, but in order to use Smart Formulas, a start_time and end_time are required.

UpSheets allows you to define a default start_time that is used to generate the required start_time and end_time automatically.

For example, if your file has the following three lines:

If you set your default start_time to 06:00am, the following will automatically be generated when validating the file:

Setup

To enable this feature, you must first enable Smart Formulas in your user settings.

The below setting will then be available and you can set the desired start_time:

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

When validating your file, only the hours column is required in your file:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/PoxH9moUra/start_hours_validate.png (start_hours_validate)

The start_time and end_time will be gererated automatically: