Question 1

File Formats for Combined Timesheets, Leave and Adjustments in a single file (NZ & UK)

Accepted Answer

UpSheets allows you to upload multiple different transaction types in a single file, so long as all of the required fields are included.

For more information on individual file formats see File Formats for Timesheets, Leave and Adjustments

NOTE: All columns must be included in the file, even if their values are left blank. This is required to keep formats consistent and allow UpSheets to determine the type of transaction being uploaded automatically.

PLEASE NOTE - IN ALL OF THE EXAMPLES, YOU MAY USE A SINGLE 'FULL_NAME' FIELD INSTEAD OF 'FIRST_NAME/LAST_NAME'

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

Question 2

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 3

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 4

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 5

How do I enable Tracking Codes in UpSheets and Xero?

Accepted Answer

In order to use Tracking Codes in UpSheets, they must first be enabled in Xero, as follows:

Select (from top left) Org > Settings > Payroll Settings

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/u68q98b71z/22.png (22.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/TIMW6POrpw/23.png (23.png)

Under Payroll Tracking, select the Tracking Code you wish to use in the Timesheet Categories field and save.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qGdQb987Je/24.png (24.png)

You must disconnect Xero from Upsheets and reconnect for the change to take effect.

You will then be able to select Tracking Codes in UpSheets.

Question 6

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 7

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.

Question 8

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.