Question 1

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:

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

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/j7BDmSUNDe/default-er.png (default-er)

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

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uDsX7dcHlf/file-er.png (file-er)

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 2

Using a Xero Demo Company

Accepted Answer

When testing new features or functionality, it is often a good idea to use a demo company, rather than your real Xero company.

Xero provides the option of setting up a demo company for exactly these situations.

Some things to be aware of:

They are free to set up and use (no charge from Xero or UpSheets)
They come pre-loaded with data, so you can get started immediately
If you make a mess, you can reset them and start again
They expire after 30 days (keep this in mind if setting up anything complicated)
You can use Xero Projects
You can use Xero Payroll - but renmember to complete the setup in Xero before connecting to UpSheets

Xero's instructions to set up a Demo Company are below:

Setting up the Xero Demo Company

Question 3

Pricing Examples

Accepted Answer

What is a line?

Different transactions require different file formats to upload. A line represents a row in a csv file that is imported to UpSheets and uploaded to Xero.

For example: if you have 50 lines in your file, you will be billed for 50 lines when you upload the file, even though this may create a combination of timesheets/leave/payslip adjustments on payroll (or tasks/time for projects).

Below are some examples to show each type of transaction in detail.

Payroll

Timesheets

A timesheet line is a unique combination of employee/date/earnings rate/hours/tracking code (if using).

The file below will use 6 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Wr4bmdknUL/timesheet_lines.png (timesheet_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8hKlkH7PQE/timesheet.png (timesheet)

N.B. The Xero timesheet will look slightly different in NZ/UK versions.

Leave Requests

For leave, one line is used for each leave request (regardless of how many days it is).

The file below will use 3 lines:

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

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/aCn9Bu4eaW/leave.png (leave)

Payslip Adjustments

For payslips, one line is used for each earnings, reimbursement, deduction, leave accrual line in the file.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/DaX7zNhWWW/payslip_lines.png (payslip_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/f54tnAl2XP/payslip.png (payslip (1).png)

Projects

Tasks

For tasks, one line is used for task created.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/QLA0TTQyHh/task_lines.png (task_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/bvi9cVVve4/tasks.png (tasks)

Time

For time, one line is used for each entry logged against a task.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/duUfjrIt34/time_lines.png (time_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/O5uTgvt5Mf/time.png (time)

How are Lines Billed?

At the end of each month, an invoice is generated using the Base and Usage component applicable to your subscription plan.

The Base component is fixed.

The Usage charge is variable and is calculated by multiplying the total lines uploaded in a period by the charge per line.

The invoice total will be:

Total = Base + Usage x Lines Uploaded

Example 1

Using the AUD-Basic plan:

Base = $10/month
Usage = $0.08/line

If you have 10 employees and your file has 25 lines per employee a total of 250 lines will be uploaded.

Your invoice would then be generated as follows:

Total = Base + Usage x Lines Uploaded

Total = $10 + $0.08 x 250

Total = $10 + $20

Total = $30

Example 2

Using the GBP-Standard plan:

Base = £10/month
Usage = £0.04/line

If you have 100 project tasks and 900 project time entries in your file, a total of 1000 lines will be uploaded.

Your invoice would then be generated as follows:

Total = Base + Usage x Lines Uploaded

Total = £10 + £0.04 x 1000

Total = £10 + £40

Total = £50

Question 4

Smart Formula Pay Item Defaults

Accepted Answer

Pay Item Defaults

When UpSheets is used as the source for Smart Formulas, it may need to create new Pay Items in Xero the first time they are used.

The following default values may be set:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/0NR9qGhulL/pay_item_defaults.png (pay_item_defaults (1).png)

These values will then be used for any new Pay Items created. Omce created they will not be updated, so any pay Items that have been created prior to these settings being changed will need to be manually updated in Xero.

For the same reason, if you need to be update these settings on existing Pay Items, this can be done directly in Xero after they have been created.

Question 5

Error Saving Pay Item

Accepted Answer

Xero can occasionally have issues saving new Pay Items when some of the existing pay items have invalid setup.

In order to resolve this:

In Xero navigate to Payroll> Payroll Settings> Pay Items
Check all pay items to make sure every pay item has a valid expense account (i.e. the account is active and has a type of Expense). If not then update it to one that is.
Be sure to click Show Inactive and also check/update these as required.

Question 6

Using Public Holidays with Smart Formulas

Accepted Answer

Background

Smart Formulas can be used to select different earnings rates on public holidays. In order to do so, they must first be configured in UpSheets (even though Xero has public holidays configured, they are not available publicly).

Basic Setup

To use public holidays, it must first be enabled:

Smart Formulas> Smart Formula Settings> Holidays

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/MXaz7Onx3j/enable%20smart%20formulas.png (enable smart formulas)

Then click Setup Holidays and then Add each holiday to the default calendar

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/jgcT0Zk7dv/add%20holiday.png (add holiday)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/zro1FGCMN5/calendar%20setup.png (calendar setup)

Once complete click Back to Settings to exit

Default Calendar

As standard, a single Default Calendar is available and automatically assigned to all employees.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/11KhSBg2hM/default%20calendar.png (default calendar)

Using Additional Calendars

If you require more calendars, simply click Add Calendar, give it a name and click Save. You can then add holidays in the same way as usual.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ah4ZgsVVVe/add%20calendar.png (add calendar)

NOTE: You must add all required dates for each calendar.

When multiple calendars are defined, you can optionally select a calendar for each employee. If some employees do not need a calendar, simply set up a calendar with no holidays and assign it as required.

Question 7

Missing Type Field

Accepted Answer

Occasionally Xero may be missing some Pay Item setup that needs to be resolved to upload data.

The usual cause of this error is that there are Pay Items that do not have a Type defined. They can easily be seen as they have a warning icon next to them (Navigation: Payroll Settings> Pay Items).

The warning icon can be seen below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uUJ1DpuXsf/pay_items_missing_types.png (pay_items_missing_types)

Opening it shows the Type field:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/sOr3vWbzka/allowance_type.png (allowance_type)

The Type (and optionally the Category) must be set and the Pay Item saved:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8gbjtfy7Hn/allowance_type_set.png (allowance_type_set)

THESE STEPS MUST BE COMPLETED FOR ALL PAY ITEMS THAT SHOW THE WARNING ICON