Question 1

Is it safe to connect to Xero / Can you see my password?

Accepted Answer

UpSheets connects to Xero using OAuth, which requires you to login to your Xero account and approve the connection.

UpSheets does not see, or store your Xero login details and has no access to your Xero account after you have finished using it.

After clicking connect - You can verify that you are indeed logging into Xero by looking at the address in your browser when you are redirected to login - it will be on the xero.com domain:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/JRU9qS1Jee/secure.png (secure)

All data transmitted between you, UpSheets and Xero is secured using industry standard HTTPS/TLS encryption.

Question 2

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 3

Editing Imported Files before Uploading to Xero

Accepted Answer

After importing a file to UpSheets, you have the ability to edit it to correct any errors before uploading. This saves the time of having to edit your original spreadsheet and then importing it again.

Editing/Deleting

To edit an import, select the row(s) you wish to update and click Edit. A form will be displayed to allow you to update the selected row(s).

To remove row(s) from an import, select them and then click Delete. A warning will be displayed and the rows will then be removed.

Selecting Multiple Rows

To select multiple rows that are next to each other, use Shift + Click

To select multiple rows that are NOT next to each other, use Ctl + Click (or Cmd + Click on Mac)

Question 4

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.

Question 5

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 6

UpSheets with BrightHR

Accepted Answer

How does it work?

UpSheets provides the ability to import your data from BrightHR and then upload it to Xero. Depending on your process, there may be a small amount of setup required, but for many users everything is ready to go.

The process is:

Run an report in BrightHR to export a CSV file with your data
Import the file into UpSheets
Validate the file to check everything is correct
Upload the data to Xero
Optionally approve timesheets and create pay runs from UpSheets

Please view the following video to see the process in action:

REGISTER FOR UPSHEETS

What can I upload?

The following BrightHR reports can used to upload data:

Blip Timesheet => Xero Timesheets
Absence Report => Xero Leave Requests

Earnings Rates

The options available for determining the earnings rate are selected when importing a file by selecting the Earnings Rate field:

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Default Value

This setting will apply the selected value to the entire file.

To enable it, set the Earnings Rate field to the value you wish to default, such as Ordinary Hours. No earnings rate needs to be provided in the file and this value will be used for every line.

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Employee Ordinary Earnings Rate

This setting will apply the Ordinary Earnings Rate set on the Employment tab for each employee.

To enable it, set the Earnings Rate field to Use default Earnings Rate for each Employee

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/3DQhTyz1ju/employee-er.png (employee-er)

Provided in the File

This setting indicates that a column in the file will be used to determine the earnings rate.

Typically the value would contain a value that matches an Earnings Rate in Xero. However, UpSheets also allows you to map any value in your file to an Earnings rate in Xero. Once created this mapping will be automatically applied. For example, the value Shift could be mapped to Ordinary Hours. Whenever the file has a type of Shift, Ordinary Hours would automatically be used instead.

To enable it, set the Earnings Rate field to File contains Earnings Rate

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Smart Formulas

If you have a more complicated scenario or award that cannot be satisfied by the previous options - Smart Formulas can be used to determine the Earnings Rate based on the date, time of day. They also include in depth functionality to include allowances, minimum engagement, broken shifts and many other scenarios.

Read more information about Smart Formulas here

Question 7

How are Leave hours allocated over multiple pay periods?

Accepted Answer

It is possible for a Leave request to span multiple pay periods, however only the total hours are provided in the file.

In order to allocate the hours to multiple periods, the total number of hours are split evenly between each period (in whole hours). If there are any additional hours they are allocated to the total of the first period.

Example 1 - Single Pay Period, 10 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 10 Hours

Example 2 - Two Pay Periods, 20 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 10 Hours

Period two: 07-Jan-2019 to 13-Jan-2019 / 10 Hours

Example 3 - Three Pay Periods, 20 Hours

Period one: 01-Jan-2019 to 06-Jan-2019 / 8 Hours (This record has the additional 2 hours allocated)

Period two: 07-Jan-2019 to 13-Jan-2019 / 6 Hours

Period two: 14-Jan-2019 to 20-Jan-2019 / 6 Hours

Question 8

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

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

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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