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How earnings rates and types are used

UpSheets uses the Pay Items set up in Xero when uploading data so that Xero can determine the correct rate to use. This is generally contained in the Type field of your upload file. If the Type in your file matches the name in Xero exactly (e.g. ‘Ordinary Hours’, ‘Overtime’, etc) it will pass validation automatically. If not, a validation error will be given and you can edit it or create a mapping which will then automatically map the values going forward.
UpSheets also cleans common quote and encoding issues in imported Type values before validation. For example, Personal (Sick/CarerÕs) Leave is normalised to Personal (Sick/Carer's) Leave for display and matching.

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When new earnings rates appear in UpSheets

UpSheets keeps a local list of earnings rates from Xero. Visiting Home does not reload that list every time. If you add or change a pay item in Xero and it does not appear in UpSheets (for example in the default earnings rate list on Import):
  1. Open the organisation switcher.
  2. Select Refresh Connection.
Logging in again, switching organisation, or validating a file also reloads earnings rates from Xero. See Manage Your Connection.

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Determining Earnings Rates

The following options may be used when importing a file into UpSheets to determine the earnings rate for each line.
  1. Include the Type in your file. This requires a column to be present in your file containing the Type. If used, every line must have a valid value in this column.
    it is recommended this column is named type so it is identified automatically
  2. Use the default Earnings Rate set for each Employee. This does not require a type column to be present in the file, but it does require all Employees to have a default Earnings Rate set for them in Xero.
  3. Select a default Earnings Rate. This does not require a type column to be present in the file and will apply the selected Earnings Rate to all records.
  4. Use Smart Formulas. Smart Formulas allow you to set rules to determine which Types should be used when. When used, a Type field is not required in your file, but rules must first be set up and start/end times are required – learn more. On Upload Data, Type cannot be changed on Smart Formula source rows. If Allow All Types is on, you can still change Type on rows that already match a Xero pay item.