Q: Default end date and description for leave

Selecting the Default end date and description for leave option in your user settings will cause UpSheets to automatically set the following values on import: The result of this setting being enabled is that you do not need to provide the end_date or description in your file.

Question 1

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.

Question 2

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 3

Can I upload Leave Applications?

Accepted Answer

Yes. UpSheets will upload Leave Applications in their own file, or included with your Timesheets/Adjustments.

All leave is imported as Approved, meaning you don't need to go into Xero to approve it and it will appear in the next Pay Run automatically.

Question 4

Default end date and description for leave

Accepted Answer

Selecting the Default end date and description for leave option in your user settings will cause UpSheets to automatically set the following values on import:

The result of this setting being enabled is that you do not need to provide the end_date or description in your file.

Question 5

How are Leave hours allocated over multiple pay periods?

Accepted Answer

It is possible for a Leave request to span multiple pay periods, however only the total hours are provided in the file.

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

Can I upload Draft Timesheets or Approve them after upload?

Accepted Answer

Yes.

The default option for uploading timesheets to Xero is a status of Draft. If you would like to upload timesheets with a status of Approved, just select the appropriate radio button when importing your file to UpSheets.

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Alternatively, you may select the Approve All button after uploading your file to Xero and UpSheets will approve all eligible timesheets for you.

Question 7

Can I add comments to my file or have UpSheets ignore certain rows?

Accepted Answer

Yes.

As well as ignoring blank rows, UpSheets will also ignore any row that has a '#' as the first character of the first cell (without the quotes).

So if you have some calculations or comments in your spreadsheet that you wish to be ignored, just add a '#' at the start of the first cell and it will be ignored when validated.

Question 8

Can I upload Full Name instead of First / Last Name?

Accepted Answer

UpSheets gives you the option to either load:

First Name and Last Name; or
Full Name

If you have a full name field in your spreadsheet that you wish to split into columns, you can use the Text to Columns feature in Excel or a formula as below to separate the Full Name into First/Last.

These formulas would split the value "Mary Smith" in cell A2 into "Mary" and "Smith". You can place them in new columns and copy them down to apply to all of your data.

First Name: =LEFT(A2,FIND(" ",A2,1)-1)

Last Name: =RIGHT(A2,LEN(A2)-FIND(" ",A2,1))