Question 1

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 2

Does UpSheets support Tracking Codes?

Accepted Answer

Yes - like Xero, UpSheets uses Tracking Codes to categorise transactions in Xero and can optionally be used for Timesheets.

In order to use Tracking Codes in UpSheets, your organisation must be set up to use them in Xero (for instructions see here).

Note: The Tracking Code must always match the value in Xero, or a validation error will be given, (e.g. 'Northern Region', 'Eastside', etc).

There are two options you may use when importing a file into UpSheets:

Include the Tracking Codes in your file. This requires a column to be present in your file containing Tracking Codes (it is recommended this column is named tracking_code). Every timesheet line must have a valid value in this column.
Select a default Tracking Code. This will apply your selected Tracking Code to all records in the file and does not require a Tracking Code column to be present in the file.

Please Note: As in Xero, tracking codes only work with timesheets, not when uploading Payslip Adjustments

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

Restricting User Access

Accepted Answer

When adding an UpSheets user to your organisation, they have full access to all employees and functionality.

After adding them, it is possible to limit the following:

Creating Pay Runs
Approving Timesheets
Access to selected Employees

Manage Access

To manage user access, navigate to the Organisations screen:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ph7Pd6uWRM/15.png (15)

Click the Manage button next to the appropriate Organisation:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qo3cxPiXNB/17.png (17)

You will then see any assigned employees and can update their access individually by clicking Manage Access:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Kzo8V3hUs4/manage%20access.png (manage access)

The Manage Access screen allows you to control the options the user has and which Employees they have access to. By default, all actions and employees are enabled. To restrict creating pay runs or timesheet approval, simply deselect the options.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/KRWLTTgD2K/manage%20access%20detail.png (manage access detail (1).png)

To restrict access to specific employees, select those that the user should have access to from the dropdown. Those employees listed are the only ones that the user will be able to validate and upload data for. Any new employees will need to be added explicitly before they will have access.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/LbwGXLiL4z/manage%20access%20employee.png (manage access employee)

To restore full access simply click clear all to reset the default options.

Question 5

How do I get copies of my invoices?

Accepted Answer

Downloading Invoices

You can download your invoices at any time. To do so, either:

From here you can view and download invoices and receipts as pdf files for your records.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/xdJXK1vQyx/view_invoices.png (view_invoices)

Receiving Invoices by Email

Invoices can also be sent to an email address automatically when they are created. To enable this, go to your settings and add an email address to the Email New Invoices to field and save your changes.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5nWjQFoPSW/email_invoices.png (email_invoices)

Note: This invoice email address may be a different address to the one you use to log in to UpSheets.

Question 6

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 7

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 8

Using Ignore Types with Smart Formulas

Accepted Answer

Ignore Types

A CSV file often has additional rows that you don't want to import and Upload to Xero.

By entering values in the Ignore Types field, these rows will not be imported or validated in UpSheets and will also not be uploaded to Xero.

The list can have multiple values separated by a comma. A wildcard* can also be used to match other patterns.

All values are Case Sensitive

Example

For example, with the below setup:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5xVV1sivfQ/ignore%20types.png (ignore types)

Any lines with the following types would be excluded:

Break
Public Holiday
Week
Week 1
Weekly

Any types that don't match would be included, such as:

Ordinary Hours
Breaks
Annual Holiday
WEEK 1

Note - In order for this to work, a Type column must be selected when importing the file.