Question 1

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/aCZKd1XYcp/10.png (10.png)

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

Question 2

The headers in your file are invalid or the file is empty

Accepted Answer

To check your file - please open your file in a text editor rather than excel to check it looks ok and is not empty.

Depending how your file was crerated, opening the file in excel and saving it as a csv again may resolve some errors.

This error is given when UpSheets is unable to process your file because the first row of your file does not contain the header fields.

This is usually because the file has text in the first line when UpSheets is expecting header fields separated by commas.

The below is ok:

The below is not:

To resolve this, remove the first line and save the file, then try again.

If you require text lines in your file, such as notes but do not wish to import them you can put a # at the start of the line and it will be ignored, ie:

Question 3

Can I use Unscheduled Pay Runs with UpSheets?

Accepted Answer

It is possible to use UpSheets to load data relating to an Unscheduled Pay Run - but it must be created BEFORE the file is validated (or revalidated).

If you do not create the Unscheduled Pay Run in advance, you may receive a 'Date not within current Pay Period' error:

To avoid this error:

Create the Unscheduled Pay Run in Xero covering the period you wish to upload data.
Optional - Add the Employee to the Unscheduled Pay Run by opening it and clicking the Included flag (only required if you wish to load Payslip Adjustments).
Import and Validate your file (or revalidate if you have already imported it).

The validation should now pass as UpSheets can see there is a Pay Run available for the employees.

Question 4

Managing your connection with Xero (and how to disconnect)

Accepted Answer

You can manage your connection at any time by clicking Manage next to your organisation name in the top right of the screen or selecting Organisations from the drop-down menu.

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To Connect or Disconnect an organisation, click the desired button and UpSheets will connect/disconnect with Xero for you.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/C1ZJKWN26D/16.png (16.png)

To permanently disconnect Xero form UpSheets, you must do so in Xero: Settings> Connected Apps> Disconnect App. This will remove all users from having any access to Xero and remove the ability for them to upload any files/data.

Question 5

Can I upload multiple payslip adjustments and summarise them?

Accepted Answer

Default Behaviour

By default each earnings row in your upload file will be loaded as a unique row on your payslip, just as in your file.

For example, if your file has following lines, they will be loaded as individual lines on the payslip.

To Allow Duplicates

Go to your user settings, select the option Sum totals for duplicate payslip adjustments and save.

When this setting is on, it will add up the totals for all duplicate records with the same type and rate and upload a single paylsip line in Xero.

You will receive a warning to indicate the totals will be summarised and can turn the feature on and off at any time.

For example, if your file has following lines:

Will be uploaded as follows:

Question 6

Projects Setup is Incomplete

Accepted Answer

In order to upload Tasks or Time using Xero Projects, you must first complete the required setup.

For detailed information on how to set up Projects check out Xero's website

If you are using the Xero demo organisation, most of the setup is done for you - however, you must manually complete the following step to complete it.

After logging into your Xero organisation, click Payroll > All Projects

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sWvfkifb2U/projects1.png (projects1)

On the next screen click, Get Started and wait for the next screen to load and you are good to go.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uo7p7BWrBj/projects2.png (projects2)

In order for UpSheets to know you have enabled Projects, either:

Log back into UpSheets
Disconnect and reconnect your organisation; or
Click the Projects button and click Reconnect to Xero

Question 7

Ordinary Earnings Rate not defined for employee in Xero

Accepted Answer

This error is displayed when an employee does not have an ordinary earnings rate set in Xero.

This is a Xero requirement and must be set to an active Earnings Rate for each Employee, even if the rate is provided in the file.

Please note - Some users may find that after updating settings for STP2 that this error is displayed even though the ordinary earnings rate appears to be set in Xero.

If you experience this, please select the ordinary earnings rate from the list as shown below and save the employee to update it. This is a one off step for each employee and should resolve the error going forward.

This setting can be updated for each employee under the Employment tab and then the file revalidated to resolve the error.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/llf1rUFa9g/Employment%20Tab.png (Employment Tab)

Using STP2 (scroll down):

Without STP2 (scroll down):

Question 8

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