Question 1

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 2

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 3

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; and
Be valid for timesheets.

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

Question 4

Can I upload timesheets that are after the current pay period for the employee?

Accepted Answer

Unfortunately not, this is a limitation of Xero.

You can only create/update timesheets for the employee's next pay run or for the period of an existing Draft Pay Run.

In order to add timesheets for the next period, you must first create the current pay run.

Question 5

How do I add the Pay Runs for the Timesheets I have uploaded?

Accepted Answer

After your upload is completed, you have the option to select any Pay Runs that the timesheets will be contained in and Add them.

To do so, just click the Add Pay Runs button:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/9szaKAXcSs/Screen%20Shot%202020-08-24%20at%2010.39.06%20pm.png (Screen Shot 2020-08-24 at 10.39.06 pm.png)

Select the Pay Runs you wish to add and click Add Pay Runs:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/TYlXO9EIGo/Screen%20Shot%202020-08-24%20at%2010.40.15%20pm.png (Screen Shot 2020-08-24 at 10.40.15 pm.png)

A confirmation message will be displayed and the Pay Runs will be available in Xero.

To view them immediately - you Can click the View in Xero: Pay Run button to open Xero in a new window.

Question 6

How can I load Earnings Adjustments as Timesheets in the same file

Accepted Answer

When loading Timesheets and Earnings Adjustments in the same file, UpSheets will assume the Earnings lines are meant to be treated as Earnings Adjustments, not timesheets. If you wish the opposite to happen, you can either load the file without the Adjustment option selected as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jw7nm9IWbS/12.png (12.png)

Or alternatively, choose Setting from the top-right menu and select Prefer timesheets not adjustments. When any lines are loaded, they will now be treated as Timesheets and not Adjustments.