Question 1

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 2

How do I add the Pay Runs for the Timesheets I have uploaded?

Accepted Answer

After your upload is completed, you have the option to select any Pay Runs that the timesheets will be contained in and Add them.

To do so, just click the Add Pay Runs button:

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Select the Pay Runs you wish to add and click Add Pay Runs:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/TYlXO9EIGo/Screen%20Shot%202020-08-24%20at%2010.40.15%20pm.png (Screen Shot 2020-08-24 at 10.40.15 pm.png)

A confirmation message will be displayed and the Pay Runs will be available in Xero.

To view them immediately - you Can click the View in Xero: Pay Run button to open Xero in a new window.

Question 3

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 4

WorkflowMax Integration

Accepted Answer

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

See more about the integration and watch How-To videos

To get started:

Register for an UpSheets account

Enter your details, make sure WorkflowMax is selected as the partner app, and click Register to create your account. You will then receive a verification message via email.
Click the link in the email to complete your registration.

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.

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.

Import CSV File to UpSheets

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

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

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).

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.

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 5

Error Saving Pay Item

Accepted Answer

Xero can occasionally have issues saving new Pay Items when some of the existing pay items have invalid setup.

In order to resolve this:

In Xero navigate to Payroll> Payroll Settings> Pay Items
Check all pay items to make sure every pay item has a valid expense account (i.e. the account is active and has a type of Expense). If not then update it to one that is.
Be sure to click Show Inactive and also check/update these as required.

Question 6

Multiple Active Employees with this First/Last Name in Xero

Accepted Answer

In order to determine the correct employee in Xero, UpSheets requires the name in your file to match that of an employee in Xero.

If you have multiple active employees with the same name, then it is not possible to know which employee the upload relates to.

To resolve this issue, in Xero, either:

Inactivate one of the employees; or
Change the name of one of the employees so the name of your file matches only one of them

Question 7

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 8

Payslip has a zero amount for Super

Accepted Answer

This error is displayed when Xero a payslip is missing the required Superannuation Guarantee Contribution line and the employee is under 18.

If this is attempted, all lines for the payslip will be rejected by Xero and the payslip can not be loaded.

If an upload fails with this error, it can be resolved by either:

Adding the required Superannuation Guarantee Contribution line to the employee payslip, then revalidate and upload the file; or
Adding the required Superannuation Guarantee Contribution line to the employee Pay Template. After doing so, the payslip will need to be refreshed in Xero (or the pay run deleted and added again).

Option 2 is the preferred option as it will default the line onto the payslip each time one is created in future and so resolve the error.

Updating a single payslip as in Option 1 will only resolve the issue for that payslip and not any future uploads.