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Upload Subway Live IQ Data to Xero Payroll

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Subway Live IQ Labour with UpSheets

UpSheets can upload your Subway Live IQ Labour data to Xero Payroll in just a few clicks.
  • Easy to set up and use
  • Export from Live IQ and upload to Xero
  • Includes the Fast Food Industry Award (FFIA)
  • Lets you assign awards to employees
  • Supports automatic calculations, overtime, and allowances
  • Works across multiple locations on a single account
  • Includes a 30-day free trial

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Follow the Subway Live IQ workflow

If you are using Subway LiveIQ Labour to roster your staff, your data can be exported and uploaded to Xero using UpSheets in just a few clicks. This guide explains the steps required to get started:
  1. Register for an UpSheets Account
  2. Configure settings in UpSheets
  3. Assign awards to employees
  4. Extract file from Subway LiveIQ Labour
  5. Validate the file in UpSheets
  6. Upload data to Xero

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1. Register for an UpSheets Account

You can register for an UpSheets account. No credit card is required and it is free to use for 30 days. You can either create an account using your email address, or log in using your Xero account. After creating your account, you will be asked to connect UpSheets to Xero. This requires a Xero account with Payroll Administrator access and only needs to be done the first time you use an organisation. We recommend using a free Xero demo organisation to try things out.

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2. Configure Settings in UpSheets

To import the Subway LiveIQ export file without modifying it, configure your settings as shown below:

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Enable Smart Formulas

Select Settings from the menu. Select Enable Smart Formulas and click Save.
enable_smart_formula

Enable Smart Formulas in UpSheets

You will be shown a warning. Read it and confirm to continue.

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Set Default Start Time

A new Start Hour option will now be available. This value is used to calculate start and end times using the single hours column from the export. For example: Set the Start Hour value for your operation and Save.
startHour

Start Hour setting for Smart Formulas

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3. Assign Awards to Employees

To determine the correct earnings rate and automatic allowances, each employee must have the required smart formula assigned.
This assignment creates a Pay Item in Xero and updates the employee pay template and ordinary earnings rate to use it.
Select Smart Formulas from the menu and click Save to accept the default settings:
smart_formula_settings

Smart Formula settings

Select Smart Formulas from the menu, select an employee row, then click Assign. You can then select an award and enter the base rate for the employee. Click Assign to apply it. For more detail, see Assign Smart Formulas to Employees.
SMART_FORMULA_ASSIGN_FFIA

Assign FFIA Smart Formula to employees

assigned_ffia_smart_formula

Assigned FFIA Smart Formula

Automated allowances, such as Minimum Engagement and Laundry, can be enabled or disabled when assigning Smart Formulas. Repeat these steps for all employees you wish to upload data for.

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4. Extract File from Subway LiveIQ Labour

The steps below assume you are using Subway Live IQ Labour as your rostering program and have already created and published a roster for your stores. If you are unsure or just getting started, contact your Business Consultant for help.
  1. Log in to Subway Live IQ Labour.
  2. Go to Payroll - Processing.
  3. Action your team members’ hours to be paid by timesheet or roster, as required.
  4. Once this is done and no errors are shown, click Save, then Finalise at the bottom of the page.
  5. Return to the Payroll Processing screen and click Process.
  6. Go to Payroll - Breakdown.
  7. At the bottom of the page, click Accounting Software Export (CSV).
  8. This is saved into Downloads (or choose where to save it). If you resave this file, ensure it is saved as a CSV file.
If you are unsure how to do any of the above tasks, contact your Business Consultant for help.

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5. Validate the File in UpSheets

From the Import screen in UpSheets, select your exported file and the Timesheets option and click Import File:
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Subway import screen in UpSheets

Make sure each column is mapped correctly and that US Date Format is on (tracking code is only required if enabled in Xero). These options will be remembered for future uploads.
subway_validated (1).png

Subway data validated

Click Validate to check the data against Xero before uploading. The validated data is shown. If any employees or tracking codes do not match what is stored in Xero, click Create Mapping to create an automatic mapping for future uploads. Alternatively, you can select rows and click Edit to update them. After making changes, you may need to revalidate your file before uploading.
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Upload Subway data to Xero

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6. Upload Data to Xero

Once complete, click Upload to Xero. Any required pay items are created and the timesheet data is uploaded to Xero.
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Subway data in Xero Payroll

For more information, see: