Question 1

Connecting Connecteam to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Connecteam to import your data and upload it to Xero. This streamlines the process and removes the need to export and import CSV files.

Enabling the Connecteam Integration with UpSheets

Connecteam data can be accessed by creating a API Key. After creating it you will be provided with a random token and a list of your account IDs.

To enable this feature, complete the steps below.

To create an API key you must first Register for Connecteam if you have not already done so.
After logging in, select Settings from the menu ans select API & Integrations.

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

Click Generate Zapier API key to create an API key. Copy the API key for the next step.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/6V7NT406PT/connecteam_generate.png (connecteam_generate)

IMPORTANT: Keep your Token and Account ID secret just as you would a password

Select Integrations from the menu in UpSheets and click the Connecteam tab. Enter the API key. The API key will be masked for security reasons.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/yVkOeAFq7y/connecteam_integration.png (connecteam_integration)

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

Why can't I upload Payslip Adjustments in the UK?

Accepted Answer

Good question.

The short answer is that we don't know why this isn't allowed. Xero have not currently enabled this functionality for UK users. This means no apps can upload payslip adjustments to Xero.

Australian and New Zealand (which has an almost identical API) users have this functoinality enabled, so we would very much like Xero to turn it on for users in the UK.

The fastest way to make this happen is to let Xero know directly or by voting at the link below (Xero use this to determine development priorities).

Please click here to vote

Question 4

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 5

Payroll Calendar not defined for Employee in Xero

Accepted Answer

If you see this error, it is because the setup of your employee in Xero is not complete. This is often the case with the default data provided when using a Xero Demo organisation.

To resolve it, simply navigate Payroll> Employees in Xero. Select the employee, assign a Pay Calendar on the Employment tab and save.

When you revalidate the file the error will be resolved.

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

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 8

Missing Xero Smart Formulas

Accepted Answer

In order for Smart Formulas to be imported into UpSheets from Xero the pay item in Xero must:

Match the format described here;
Be assigned to the pay template of an active employee;
Be valid for timesheets; and
Do not contain extra spaces between paramaters ([EVERY][0.0~7.6][0-2] NOT [EVERY] [0.0~7.6] [0-2])

The easiest way to check if a pay item is valid for timesheets is to add a new timesheet in Xero (Payroll> Timesheets> Add Timesheet) and check that it is available in the dropdown.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/AmR1nN5Vqi/timesheet%20dropdown.png (timesheet dropdown)

If they are not visible it is usually because they are not active, or because they are set up as an allowance. Allowances may be uploaded as timesheets if they:

Have a Rate Type = Multiple; or
Have a Rate Type = Rate per unit and Type of units = hours
Have a Rate Type = Rate per unit and Type of units = The same time unit used for the Ordinary Earnings Type of the Employee (Days/Weeks etc)

See here for more information