Mapping Overview

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Creating and managing mappings

When uploading a file, you may see an error with a link to Create a Mapping. In Payroll, mapping is available for:

• Employee
• Type (Earnings Rate / Pay Item)
• Tracking Code (if enabled in Xero)

In Projects, mapping is available for:

• Projects
• Users
• Tasks

This option lets you map the value in your file to a valid value in Xero. The mapping applies to the current upload and any future uploads (until the mapping is edited or deleted). Type (Earnings Rate / Pay Item) mappings may also be mapped to different values for each employee. Mappings can also be created without loading a file by selecting Mapping from the menu.

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Create a Mapping

To create a mapping, click the link and select the value you want to map:

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Blank or empty file values

You can also create a mapping when the value in your file is missing. From Mapping in the menu, select Create Mapping, choose the Mapping type, leave File Value empty, and pick the Xero value to use instead. That applies to rows where the relevant column is blank or null. The Excluding empty values switches on the Mapping screen (see Exclude Lines) work the same way: each switch adds a rule with an empty file value for that column (Employee name, Date, Hours, or Tracking Code), but sets the result to EXCLUDE instead of a real Xero value.

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Edit a Mapping

To edit a mapping, 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 (until the mapping is edited or deleted).

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Invalid Mappings

A mapping can become invalid if the matching value is changed, archived, or removed in Xero. This can affect employees, earnings rates or pay items, tracking codes, projects, users, and tasks. When you validate a file, UpSheets checks mappings against the current values available in Xero. If a mapping is no longer valid, UpSheets removes it and shows an Invalid Mapping warning at the top of the upload page. The warning lists each removed mapping, for example:

• Employee: O G was mapped to Oliver Gray
• Type / Earnings Rate: AAA (Oliver Gray) was mapped to AA.PT.M-F 9am-5pm

Rows that used the removed mapping will show the normal validation error for that field. Click Map on the affected lines to create a new mapping to a valid Xero value.

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Excluding Lines

You may optionally exclude lines from your file if you don’t want to see or process them. To do so, select EXCLUDE from the dropdown menu. Any lines matching the excluded value will be removed from your file when it is validated. This can be useful if you have data in your file that does not need to be uploaded. In the example below, any lines where the type is OT would be excluded. To exclude values that are not in error, follow these instructions.

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Delete a Mapping

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

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Download All Mappings

To download your mappings, go to the Mapping screen from the menu and select Copy data from the table.