Question 1

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 2

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.

Question 3

Multiple Adjustment Types/Earnings Rates in Xero with the same name

Accepted Answer

This error is shown if you have more than one Pay Item set up in Xero with the same name.

To resolve this, update the pay items (under Payroll Settings> Pay Items> Earnings) to either:

have a different name; or
make the duplicate items inactive so there is only a single active one that matches the file

Once your changes are saved in Xero, you can click Revalidate in UpSheets to validate your file and the error should no longer appear.

Question 4

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 5

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):

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Pwz7vR9Lxu/ordinary%20earnings%20rate.png (ordinary earnings rate)

Without STP2 (scroll down):

Question 6

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 7

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 8

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