Question 1

Does UpSheets support Tracking Codes?

Accepted Answer

Yes - like Xero, UpSheets uses Tracking Codes to categorise transactions in Xero and can optionally be used for Timesheets.

In order to use Tracking Codes in UpSheets, your organisation must be set up to use them in Xero (for instructions see here).

Note: The Tracking Code must always match the value in Xero, or a validation error will be given, (e.g. 'Northern Region', 'Eastside', etc).

There are two options you may use when importing a file into UpSheets:

Include the Tracking Codes in your file. This requires a column to be present in your file containing Tracking Codes (it is recommended this column is named tracking_code). Every timesheet line must have a valid value in this column.
Select a default Tracking Code. This will apply your selected Tracking Code to all records in the file and does not require a Tracking Code column to be present in the file.

Please Note: As in Xero, tracking codes only work with timesheets, not when uploading Payslip Adjustments

Question 2

Leave Type not assigned to Employee

Accepted Answer

In order to create leave requests for employees, they must first have the leave type assigned to them in Xero.

This error can be resolved by assigning the appropriate leave type to the employee in Xero (Employees> Leave) and then revalidating the file.

Question 3

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 4

Why can't I upload Payslip Adjustments in the UK?

Accepted Answer

Good question.

The short answer is that we don't know why this isn't allowed. Xero have not currently enabled this functionality for UK users. This means no apps can upload payslip adjustments to Xero.

Australian and New Zealand (which has an almost identical API) users have this functoinality enabled, so we would very much like Xero to turn it on for users in the UK.

The fastest way to make this happen is to let Xero know directly or by voting at the link below (Xero use this to determine development priorities).

Please click here to vote

Question 5

Rate Types when Uploading Earnings Lines to Timesheets

Accepted Answer

Earnings Pay Items may be uploaded as timesheets so long as they:

Have a rate type of Multiple

OR

Have a Have a **rate type **of Rate Per Unit; and
The type of units matches the value on the ordinary earnings rate set for the employee.

E.g. For an employee who has an ordinary earnings rate set to Ordinary Hours (Ttpe of unit = Hours), you can load:

Any earnings pay item with a unit of hours
Any earnings pay item with a rate type of Multiple

If you were to try and load an earnings pay item with type of unit set to Days, an error will be given.

***Timesheets: Pay Item must have a MULTIPLE Rate type OR have a unit of Hours (not Days)

Question 6

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ME2fL6xMMW/8.png (Projects Options)

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

Question 7

Missing Xero Smart Formulas

Accepted Answer

In order for Smart Formulas to be imported into UpSheets from Xero the pay item in Xero must:

Match the format described here;
Be assigned to the pay template of an active employee; and
Be valid for timesheets.

The easiest way to check if a pay item is valid for timesheets is to add a new timesheet in Xero (Payroll> Timesheets> Add Timesheet) and check that it is available in the dropdown.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AmR1nN5Vqi/timesheet%20dropdown.png (timesheet dropdown)

If they are not visible it is usually because they are not active, or because they are set up as an allowance. Allowances may 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)

See here for more information

Question 8

Connect multiple Xero Organisations to UpSheets

Accepted Answer

Organisations

You can connect multiple Xero Organisations to a single UpSheets account.

To do so, simply select Organisations from the menu and click the Add Organisation button (see here for detailed steps)

You may also assign users to each organisation to give them access.

Billing

While there are no charges for adding additional organisations or users to your account, the usage for both will be added to your subscription for invoicing.

If you require separate invoices/accounts for each of your organisations, then you are required to create a different upsheets account and subscription for each one.