Question 1

File Formats for Timesheets, Leave and Adjustments (NZ & UK)

Accepted Answer

Overview

UpSheets allows you to upload the following transactions to Xero:

Timesheets
Leave (Approved)
Adjustments (Payslips) NZ Only - not Available in UK
- Earnings
- Reimbursements
- Deductions
- Leave Accruals

Please note Adjustments/Payslips are not available for United Kingdom Xero organisations

File Formats

This document describes the requirements with a single row for each employee/date/type/hours. A common alternative format contains multiple columns for each type (pay item/earnings rate). These can be imported directly by configuring your pay items.

You may include any/all of the supported transaction types in the same file. You just need to provide correct data in appropriate columns and select them when uploading. See File Formats for Combined Timesheets, Leave and Adjustments in a Single File (NZ & UK) for examples.

Selecting Options

After connecting to Xero, select the appropriate options on the Import CSV File screen:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Cy2IwNTK8g/9.png (9.png)

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.

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

Rate and Hours for Adjustment Types

The fields values that required in an upload file depend on the type of adjustment being uploaded as described in the table below.

All adjustments require the same file format and ALL fields must be included in the file, even if left blank. This enables you to upload multiple adjustment types in a single file and process them at once.

For example, the Hours column is required even when loading a deduction or reimbursement but the value should be left blank as per the table below. Likewise, Earnings still require the Calculation Type column, even though the value would be left blank.

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

For information on saving spreadsheets as CSV files see here

Question 2

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 3

Connecting UpSheets and Xero

Accepted Answer

UpSheets requires a connection to Xero to validate and upload your data.

Connecting to a Xero Organisation

Clicking the Connect to Xero Button after logging in to Upsheets;
Clicking the Manage link and then clicking Add Organisation; or
Having an Administrator Add the Organisation to your user (see Adding/Removing Users from Your Xero Organisation).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/PEtJZ0f67B/1.png (1.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/dQo7G5tiE6/2.png (2.png)

After clicking Connect/Add Organisation you will be redirected to Xero where you will need to login and Allow access to an Organisation.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/yI0MLEMVGd/select%20xero%20org.png (select xero org)

You will then be redirected back to UpSheets

After connecting, you will see your connection status (also visible at the top right of each screen).

To manage your connection(s), you can click the Manage link at any time - see Managing your connection with Xero (and how to disconnect).

Question 4

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:

Create an Exclude Mapping when importing a file
Define an Exclude Mapping from the Mapping Menu

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 5

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 6

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 7

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 8

Existing Timesheets and Statuses

Accepted Answer

DRAFT timesheet exists in Xero and will be OVERWRITTEN if uploaded

If a draft timesheet already exists in Xero, this message is displayed to warn you that it will be overwritten.

APPROVED timesheet exists in Xero. Revert Timesheet to Draft status

If an approved timesheet exists in Xero the options depend on which country you are using Xero in:

Australia:

New Zealand/United Kingdom:

revert the timesheets as above for Australia; or
update your user settings to allow updates to approved timesheets

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Ca3N0OCTQn/approved%20option.png (approved option)

Employee timesheet exists in Xero

If allowing your employees to enter their own timesheets through the Xero app it is not possible to update them when they are in a Requested or Rejected status. To resolve this you must either revert the timesheet to Draft in Xero or delete it from Xero before you will be able to upload it.

PROCESSED timesheet exists in Xero

A timesheet approved timesheet is on a posted pay run, then it is not possible to update it without first reverting the pay run to draft and then performing the steps for Approved timesheets above.