Question 1

Restricting User Access

Accepted Answer

When adding an UpSheets user to your organisation, they have full access to all employees and functionality.

After adding them, it is possible to limit the following:

Creating Pay Runs
Approving Timesheets
Access to selected Employees

Manage Access

To manage user access, navigate to the Organisations screen:

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Click the Manage button next to the appropriate Organisation:

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You will then see any assigned employees and can update their access individually by clicking Manage Access:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Kzo8V3hUs4/manage%20access.png (manage access)

The Manage Access screen allows you to control the options the user has and which Employees they have access to. By default, all actions and employees are enabled. To restrict creating pay runs or timesheet approval, simply deselect the options.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/KRWLTTgD2K/manage%20access%20detail.png (manage access detail (1).png)

To restrict access to specific employees, select those that the user should have access to from the dropdown. Those employees listed are the only ones that the user will be able to validate and upload data for. Any new employees will need to be added explicitly before they will have access.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/LbwGXLiL4z/manage%20access%20employee.png (manage access employee)

To restore full access simply click clear all to reset the default options.

Question 2

Importing Harvest Data to Xero

Accepted Answer

Overview

UpSheets allows you to import data directly from Harvest to Xero Payroll.

Enable the Harvest Integration

Before importing your Harvest data and uploading it to Xero, you must first enable the Harvest Integration.

Importing

Once enabled, the Import screen will have a new Data Source for Harvest. When selected, your active Account and From/To dates will be displayed.

To import Data:

Select the From and To dates from which you wish to import data. All time data in Harvest will be imported for this range (including all data on the From and To dates).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/cUn1KF4LYp/harvest_select.png (harvest_select)

Select the type of transactions you wish to import and any other options (or accept the defaults). Click Import Data to proceed.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/baaIi8dAtI/import_data.png (import_data)

You can import the data as Timesheets, Leave or Payslip adjustments. If you have used start/end times in Harvest these can also be used in conjunction with Smart Formulas.

Your data will be imported and displayed on the following screen. The columns are labelled according to the Harvest definition - depending on how you have set this up, you will need to select the appropriate columns to map the name, type, hours, date, description etc. Then click Validate to proceed.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/wN7pM3Vj4k/harvest_imported.png (harvest_imported)

Your data will be imported and validated by UpSheets.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/9Ay7nzW9eu/harvest_validated.png (harvest_validated)

Click Upload to upload your data to Xero Payroll.

Question 3

How are Leave hours allocated over multiple pay periods?

Accepted Answer

Overview

It is possible for a Leave request to span multiple pay periods, however only the total hours are provided in the file. The following article explains how these hours are distributed in this siuation.

Alternatively, UpSheets can be configured to calculate leave hours automatically to change this behaviour.

Allocation

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 4

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 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

Automatically Calculate Start and End Times Using Hours

Accepted Answer

Overview

Sometimes your data may be in a format where you only have the total hours worked, but in order to use Smart Formulas, a start_time and end_time are required.

UpSheets allows you to define a default start_time that is used to generate the required start_time and end_time automatically.

For example, if your file has the following three lines:

If you set your default start_time to 06:00am, the following will automatically be generated when validating the file:

Setup

To enable this feature, you must first enable Smart Formulas in your user settings.

The below setting will then be available and you can set the desired start_time:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/VgH3HcqkUb/startHour.png (startHour)

When validating your file, only the hours column is required in your file:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/PoxH9moUra/start_hours_validate.png (start_hours_validate)

The start_time and end_time will be gererated automatically:

Question 7

This deduction may make the payslip total ($0.00) negative

Accepted Answer

This warning is displayed as the paylsip may not be able to be uploaded if the total is negative.

This depends on a number of factors, so is just a warning and can be ignored in many circumstances. However, if the default values combined with the lines being uploaded would cause the total to be negative Xero will not allow it to be uploaded and an error will be shown after the upload is attempted.

If the upload fails, either:

Question 8

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: