Duplicates

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Duplicate Leave Requests

By default, each leave request row in your upload file is validated separately. If you have multiple leave request lines with the same employee, leave type, start date, and end date, only the first line will be processed and the subsequent duplicate lines will be marked as errors. For example, if your file has the following lines, only the first leave request of each type will be uploaded:

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Sum Duplicate Totals

To allow duplicates, select Settings from the menu, then under Leave enable the option Sum duplicate totals. When enabled, UpSheets adds up the hours for all duplicate leave requests with the same employee, leave type, start date, and end date, and uploads a single leave request to Xero with the combined total hours. You will receive an informational message during validation to indicate the totals will be summarised. You can turn this feature on and off at any time by updating your settings. For example, if your file has the following lines: They will be uploaded as follows: Note: All duplicate lines in your file will be marked as uploaded and included in your billing, even though only a single combined leave request is created in Xero.

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Leave Already in Xero

If a leave request in your file has the same employee, leave type, start date, and end date as leave already in Xero, UpSheets marks that row as an error and blocks the upload for that line.

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Overlapping Leave Dates

UpSheets also checks for leave date ranges that overlap but are not an exact match (same employee and leave type, different start or end dates). When an overlap is found:

• Against leave already in Xero, or
• Against another leave row earlier in the same file

you receive an informational warning by default. The row remains uploadable so you can review the dates and decide whether to continue. Under Settings → Leave, Overlapping leave can be set to Error to block overlapping rows from uploading instead. Consecutive single-day rows (for example 11 April then 12 April) are adjacent and are not treated as overlaps. Different leave types on overlapping dates are not flagged.

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Australia Payroll

For Australia Payroll, overlap checks against Xero cover leave applications with a start date on or after a lookback window before the earliest leave date in your file. The default is 90 days. This allows leave that began earlier than your file dates to still be detected when it overlaps. You can change the lookback under Settings → Leave → Lookback (days). Leave the field blank to use the system default. Leave in Xero that started before the lookback window may not be flagged even if the dates overlap.

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NZ and UK Payroll

For NZ and UK Payroll, each employee’s leave is loaded from Xero without a date limit, so older overlapping leave is still detected.