Q: Importing CSV Files

CSV Files UpSheets can import CSV (Comma Separated Values) files only. Any file you can create or edit using common spreadsheet software can usually be saved in CSV format in just a few clicks. To save a Microsoft Excel spreadsheet as CSV: Choose File> Save As> Format: Comma Separated Values(.csv). Enter a filename and Save the file. To save a Google Sheets spreadsheet as CSV: Choose File> Download as> Comma-separated Values(.csv, current sheet). The file will be downloaded (named after file/sheet name ending in .csv). The files can then be imported and uploaded to Xero by UpSheets. Multiple Files Multiple files can be uploaded at once so long as they are all valid and in the same format (identical header fields and in the same order). Use Shift or CTL to select multiple files. Other tips: All files must have First Name & Last Name (or Full Name), Date and Hours columns as these are required to match employees in Xero and create timesheets. A header row is not required, but if it is not in the file, the 'File contains header row?' box should be unchecked (and vice versa). Only timesheets and leave from the next pay period, or a period with a Draft Pay Run can be uploaded. Existing timesheets in Xero can only be updated if in a Draft status. Approved/Processed timesheets must be reverted to Draft in order to upload (NZ/UK users may overwrite these by changing their settings ). All Leave is uploaded as Approved

Question 1

Importing CSV Files

Accepted Answer

CSV Files

UpSheets can import CSV (Comma Separated Values) files only. Any file you can create or edit using common spreadsheet software can usually be saved in CSV format in just a few clicks.

To save a Microsoft Excel spreadsheet as CSV:

Choose File> Save As> Format: Comma Separated Values(.csv).
Enter a filename and Save the file.

To save a Google Sheets spreadsheet as CSV:

Choose File> Download as> Comma-separated Values(.csv, current sheet).
The file will be downloaded (named after file/sheet name ending in .csv).

The files can then be imported and uploaded to Xero by UpSheets.

Multiple Files

Multiple files can be uploaded at once so long as they are all valid and in the same format (identical header fields and in the same order). Use Shift or CTL to select multiple files.

Other tips:

All files must have First Name & Last Name (or Full Name), Date and Hours columns as these are required to match employees in Xero and create timesheets.
A header row is not required, but if it is not in the file, the 'File contains header row?' box should be unchecked (and vice versa).
Only timesheets and leave from the next pay period, or a period with a Draft Pay Run can be uploaded.
Existing timesheets in Xero can only be updated if in a Draft status.
Approved/Processed timesheets must be reverted to Draft in order to upload (NZ/UK users may overwrite these by changing their settings).
All Leave is uploaded as Approved

Question 2

Payroll Setup is Incomplete

Accepted Answer

In order to use Xero Payroll, you must set it up correctly. If the setup is incomplete, UpSheets will ask you to check your payroll settings and retry.

Check your Xero User

If you have updated the Xero user who was originally used to connect UpSheets, this may be the cause. If the user has changed permissions or details it may be necessary to try and reconnect to Xero again to refresh the connection. This must be done with a Xero user with Payroll/Projects access -Click here for instructions

If Using a Xero Demo Org

The most common scenario in which this occurs is when a new demo organisation is used. Payroll setup is complete, except for the final step of viewing the overview page. Xero has made this mandatory before you can use Payroll.

To resolve it - simply navigate to the Payroll> Overview page and wait for it to load and reconnect your organisation (or login to UpSheets again).

Payroll Setup Nav

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/UXDk1oB2VQ/setup1.png (Payroll Setup Nav)

Question 3

Create a Mapping for Employee, Type or Tracking Code

Accepted Answer

When uploading a file you may see an error that has a link to Create a Mapping for an Employee, Type or Tracking Code.

This option enables you to map the value in your file to a valid value in Xero and will be applied to the current upload and any future uploads (until the mapping is edited or deleted).

Create a Mapping

To create a mapping simply click the link and select the desired value to map it:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/HhZb4wX1s7/map1.gif (map1)

Edit a Mapping

To edit a mapping simply click the mapped value, select a new value and click Save Mapping. The new mapping will be used for the current and all future uploads (or until the mapping is edited or deleted).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/mtXMKtRHQb/map2.gif (map2)

Delete a Mapping

To delete a mapping simply click the mapped value and click Delete Mapping.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5oe5RZKn3R/map3.gif (map3)

Download All Mappings

To download a file with all of your defined mappings, Click Manage from the Organisations screen and click Download Mappings.

Question 4

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 5

Uploading Allowances to Payslips

Accepted Answer

This article is intended for Australian Xero users as the setup and features are specific to that region. NZ allowances can be uploaded as usual using Adjustments. UK users can not currently upload Adjustments until it is enabled by Xero (why?).

The way Allowances are uploaded using UpSheets depends on how they are set up as Pay Items in Xero.

Allowances can be uploaded to an employee payslips using the Adjustment option.

Allowances may also 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)

There is no right or wrong way - it depends what makes sense for your business/process. If your pay items are defined in a way to use Timesheets and you don't currently upload payslip Adjustments, then it is likely to be easier to upload them as timesheet.

Pay Item Setup

Below are the various ways Allowance Pay items can be set up in Xero:

Download a sample CSV file

Fixed Amount

A fixed allowance allows you to upload a fixed dollar amount to the payslip for an employee.The upload file must contain the following columns/values:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/WcCu1A8nX7/payItem1.png (Fixed Amount Allowance Setup)

Rate per Unit

A rate per unit allowance allows you to upload a rate and a unit to the payslip for an employee.The upload file must contain the following columns/values:

Rate Per Unit Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/kILL7ZuFaF/payItem2.png (Rate Per Unit Allowance Setup)

Rate per Unit (Preset)

A rate per unit allowance allows you to upload the number of units to the payslip for an employee when the rate is set against the Pay Item in Xero.The upload file must contain the following columns/values:

Rate Per Unit Preset Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qEcFmL8JA6/payItem3.png (Rate Per Unit Preset Allowance Setup)

Multiple

Multiple Allowances allow you to upload the number of units that are a multiple of the ordinary earnings rate for each employee. These must be uploaded as timesheet lines or a validation will likely occur on the payslip adjustment upload.

Multiple Preset Allowance Setup

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/HeYmhhnPpO/payItem4.png (Multiple Preset Allowance Setup)

Upload/Validation

The Adjustment option is required to upload to a payslip and the payslip must already exist

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ij2xafWfG6/Adjustment1.png (Adjustment1)

When validated, the above formats will appear as below:

Validated

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Ctkmg9u8g9/Validated.png (Validated)

Payslip

Upon upload to the payslip in Xero, the adjustments will appear as below:

Question 6

WorkflowMax Integration

Accepted Answer

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/MoUxRwGCx0/wfm-standard-2014.png (wfm-standard-2014)

UpSheets has been designed to make it easy for WorkflowMax users to export their data and upload it to Xero Payroll.

See more about the integration and watch How-To videos

To get started:

Register for an UpSheets account

Enter your details, make sure WorkflowMax is selected as the partner app, and click Register to create your account. You will then receive a verification message via email.
Click the link in the email to complete your registration.

Connect to Xero

In order to upload WorkflowMax timesheet data to Xero payroll, we first need to connect UpSheets to Xero.
Just click connect, then click Allow Access to approve the connection.

Download CSV from WorkflowMax

In order to upload WorkflowMax timesheet data to Xero payroll, we first need to connect UpSheets to Xero.
To download your CSV file from WorkflowMax go to Reports > Report Builder > Sample Reports
Select the report named ‘Timesheets - UpSheets Pay Run Import’.
Check your date filters to match your current pay period and export the report to a CSV file.

Import CSV File to UpSheets

Select the file you exported from WorkflowMax.
The Timesheets and Leave options will default.
Click to import the data from your file to UpSheets.

Validate Your File With Xero

The validate screen allows you to see your data and match the column headings. As your file has come from WorkflowMax, your data will all be + matched automatically.
Click to validate your data with Xero

Review and Map your Data

Verify that all your pays are already pre-populated to the correct pay codes.
The first time you use UpSheets, you may need to map some employee and pay data with what is set up in Xero. These mappings will then be applied to future uploads (or until modified or deleted).

Upload Your Data

To upload the validated and mapped data to Xero. Just click upload, review any messages and click again to upload the data to Xero.

Approve Timesheets and Add Pay runs

If you have uploaded draft timesheets you can click the button and approve them all - This will allow them to be automatically linked to a pay run in Xero.
In just a couple of clicks, you can also select and create any required pay runs in Xero, all without leaving UpSheets.

Question 7

How do I enable Tracking Codes in UpSheets and Xero?

Accepted Answer

In order to use Tracking Codes in UpSheets, they must first be enabled in Xero, as follows:

Select (from top left) Org > Settings > Payroll Settings

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/u68q98b71z/22.png (22.png)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/TIMW6POrpw/23.png (23.png)

Under Payroll Tracking, select the Tracking Code you wish to use in the Timesheet Categories field and save.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qGdQb987Je/24.png (24.png)

You must disconnect Xero from Upsheets and reconnect for the change to take effect.

You will then be able to select Tracking Codes in UpSheets.