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

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 3

Using Public Holidays with Smart Formulas

Accepted Answer

Background

Smart Formulas can be used to select different earnings rates on public holidays. In order to do so, they must first be configured in UpSheets (even though Xero has public holidays configured, they are not available publicly).

Basic Setup

To use public holidays, it must first be enabled:

Smart Formulas> Smart Formula Settings> Holidays

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/MXaz7Onx3j/enable%20smart%20formulas.png (enable smart formulas)

Then click Setup Holidays and then Add each holiday to the default calendar

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jgcT0Zk7dv/add%20holiday.png (add holiday)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/zro1FGCMN5/calendar%20setup.png (calendar setup)

Once complete click Back to Settings to exit

Default Calendar

As standard, a single Default Calendar is available and automatically assigned to all employees.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/11KhSBg2hM/default%20calendar.png (default calendar)

Using Additional Calendars

If you require more calendars, simply click Add Calendar, give it a name and click Save. You can then add holidays in the same way as usual.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ah4ZgsVVVe/add%20calendar.png (add calendar)

NOTE: You must add all required dates for each calendar.

When multiple calendars are defined, you can optionally select a calendar for each employee. If some employees do not need a calendar, simply set up a calendar with no holidays and assign it as required.

Question 4

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 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

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

Update Employee Earnings Rates from CSV File

Accepted Answer

Overview

A CSV file can be used to bulk update Ordinary Earnings Rates for Employees. This is useful for situations where you may be updating the base rates for multiple employees after an annual pay review or similar.

This functionality is currently only available for :

This function only updates the ordinary earnings rate for the employee and does not change any other settings (such as the number of hours or calculation type)

File Format

The file format required can contain any number of columns, but it must contain the following with the header row:

If the file has multiple columns for first_name, last_name they can be easily combined using a formula in Excel such as =CONCAT(A2," ",B2)

Download a sample file

Updating

The process works as follows:

Select the file and click Validate File.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/4gmeAow8Vn/update_er_file.png (update_er_file)

The validation results are displayed. If there are any errors, these records will not be loaded. To resolve them, update the file and repeat step 1.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/yvHKy6mX3G/update_er_validated.png (update_er_validated)

Once all records are validated OK, click Update Earnings Rates to update Xero.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/0JTnVhVFYr/update_er_done.png (update_er_done)

Question 8

Smart Formula Pay Item Defaults

Accepted Answer

Pay Item Defaults

When UpSheets is used as the source for Smart Formulas, it may need to create new Pay Items in Xero the first time they are used.

The following default values may be set:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/0NR9qGhulL/pay_item_defaults.png (pay_item_defaults (1).png)

These values will then be used for any new Pay Items created. Omce created they will not be updated, so any pay Items that have been created prior to these settings being changed will need to be manually updated in Xero.

For the same reason, if you need to be update these settings on existing Pay Items, this can be done directly in Xero after they have been created.