Question 1

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 2

Uploading files with multiple columns with hours and earnings rates

Accepted Answer

###Background

We need data like this:

But data sometimes looks like this:

###Getting your data in the right format

Use Smart Formulas to calculate the earnings rates automatically.
Use Excel to transpose your data from columns into rows

#####Using Excel to transpose your Data

Download the Excel Template
Follow the steps on the Instructions tab
Adjust the data tabs and formulas to match your own data as required

If you need any help with getting your data into shape contact us for some help or advice.

Question 3

Using Start Time and End Time instead of Hours

Accepted Answer

Most file formats require a column for Hours in order to upload data, but it is also possible to provide a Start Time and End Time column and have UpSheets calculate the hours automatically.

To do so, select the Enable Start/End Times option on the Import screen when importing your file:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/3hKtDQmL6g/start_end.png (start_end)

On the following screen make sure you select columns for Start Time and End Time. You may optionally also select a column for Hours* which will be used if the Start Time and End Time are not set.

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

If all fields are provided, the Start Time and End Time will be used instead of Hours

Question 4

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 5

Uploading Smart Formulas with other Types (Earnings Rates)

Accepted Answer

Setup

The default behaviour when using smart formulas is to treat all lines as smart formulas. This is shown in the smart formla settings as Allow Types:

If you wish to upload nother earnings types along with this, select the option Allow All Types and Save

Types

For this feature to work, you must supply a Type column in your file to match against your Xero pay items. Any Types that match this column (or have been mapped to one) will be treated normally and not processed as a Smart Formula.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/KoSXHAVvpw/type%20selection.png (type selection)

Hours

You can optionally select an Hours column to use values from another column than the start/end times.

If a value is present in the hours column, this will be used for the non smart formula types. If no value is present, the start/end times will be used to calulate it. If they are missing an error will be given.

Question 6

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 7

Using Smart Formulas

Accepted Answer

Smart Formulas can be used to calculate earnings rates based on the dates and times worked by an employee.

They can calculate different rates for such things as:

different times of the day
daily overtime
weekly overtime
minimum shift engagement
split shifts
public holidays

There are two ways to use this feature in UpSheets

Define your pay items in Xero with a specific format that describes the rules
Select a pre-defined Pay Rule from UpSheets

To enable option 1 (Smart Formulas Sourced from Xero)

In your user settings, enable Smart Formulas
In your smart formula settings, set your Smart Formula Source to Xero
Set up your formulas and import them using these instructions

To enable option 2 (Smart Formulas Sourced from UpSheets)

This functionality is currently in development and will be available soon

Question 8

No Payslip found for Employee/Period

Accepted Answer

To upload payslip adjustments a payslip must already exist in Xero. UpSheets will upload the data to the draft pay run for the employees pay calendar.

To resolve this error, simply create a pay run in Xero and revalidate your file.

If using an unscheduled pay run, be sure to open the pay run and select the employees you wish to upload data for as payslips are not automatically created for employees on unscheduled pay runs.