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Xero-Imported Smart Formulas Only

This page applies to Smart Formulas that are imported from Xero pay items. For Smart Formulas configured in UpSheets, use the Break Removal rule in Smart Formula Rules.

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Remove breaks automatically

This feature supports two types of break deductions:
  • SHIFTBRK: Deducts breaks from individual shifts
  • DAYBRK: Deducts breaks from the total hours worked in a day
When you refresh your Smart Formulas from Xero, any employee with a break formula on their pay template will automatically have their breaks deducted accordingly.

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Formula Format

Break formulas follow this specific format:

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Formula Components

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Break Types

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SHIFTBRK (Shift Break)

Deducts the break from each individual shift when the shift hours fall within the specified range. How it works:
  • Calculates total hours for a single shift (same line number)
  • If total shift hours are greater than MIN and less than MAX for the defined period, the break is deducted
  • Break is deducted from the latest sub-line first, then earlier sub-lines if needed
  • Shift total cannot go negative
Example:
  • Formula: 010 Break Deduction [WEEKDAY][4~8][30][SHIFTBRK]
  • A 5-hour shift on Monday: 30 minutes (0.5 hours) is deducted
  • A 3-hour shift on Monday: No deduction (below minimum)
  • A 9-hour shift on Monday: No deduction (above maximum)

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DAYBRK (Day Break)

Deducts the break from total hours worked in the day across all shifts. How it works:
  • Calculates total hours from all sub-lines for the entire day
  • If total day hours are greater than MIN and less than MAX for the defined period, the break is deducted
  • Break is deducted from the highest line number first, then the highest sub-line within that line (e.g., 6.1, then 5.2, then 5.1)
  • Day total cannot go negative
Example:
  • Formula: 020 Daily Break [WEEKDAY][6~12][45][DAYBRK]
  • Monday: 4 hours in morning + 4 hours in afternoon = 8 hours total
  • Result: 45 minutes (0.75 hours) deducted from the latest shift
  • Monday: 2 hours + 2 hours + 3 hours = 7 hours total
  • Result: 45 minutes deducted, starting from the highest line number
break_deduction

Break deduction applied to timesheet

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Setup Instructions

1

Create the Pay Item in Xero

A Pay Item is used to configure break parameters, but it will never appear on a payslip. No payslip lines are generated from this pay item; it exists solely as a way to configure and assign the rule to employees, providing complete flexibility.
  1. Log into your Xero account
  2. Navigate to Payroll → Pay Items → Earnings Rates
  3. Click Add to create a new earnings rate
  4. Enter the following:
    • Name: Use the full formula format (e.g., 010 Break Deduction [WEEKDAY][4~8][30][SHIFTBRK])
    • Rate Type: Select Multiple (or as appropriate for your setup)
    • Multiple: Set to 1 (breaks don’t add pay, they deduct time)
    • Unit Type: Hours
2

Add to Employee Pay Template

  1. Go to Payroll → Employees
  2. Select the employee
  3. Click on Pay Template
  4. Add the break formula pay item to their earnings
  5. Save the changes
3

Refresh Smart Formulas in UpSheets

  1. Log into UpSheets
  2. Navigate to Smart Formulas
  3. Click Refresh Smart Formulas from Xero
  4. Wait for the refresh to complete
  5. The break formula will now be active for that employee

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Examples

30-Minute Break (4-8 hrs, weekdays)Formula:
Breakdown:
  • 010: Pay item number
  • Meal Break: Descriptive name
  • WEEKDAY: Applies Monday through Friday
  • 4~8: Applies to shifts between 4 and 8 hours
  • 30: Deducts 30 minutes
  • SHIFTBRK: Applied per shift
Results:

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Period Options

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Important Notes

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Break Deduction Rules

  1. Sub-lines Only: Breaks are only deducted from sub-lines
  2. Deduction Order:
    • SHIFTBRK: Deducted from latest sub-line first, then earlier sub-lines
    • DAYBRK: Deducted from highest line number first, then highest sub-line within that line
  3. Range Matching:
    • Hours must be greater than MIN and less than MAX (not equal to MAX)
    • Example: [4~8] applies to shifts > 4 hours and < 8 hours (so 4.1 to 7.9 hours)
  4. Period Matching: The PERIOD must match the day of the week for the break to apply
  5. No Negative Hours: The system ensures that break deductions cannot result in negative hours
  6. Break Display: Deducted breaks are displayed alongside the lines they are removed from for confirmation.

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Best Practices

  1. Use Descriptive Names: Choose clear names that indicate the purpose (e.g., “Meal Break”, “Rest Break”)
  2. Set Appropriate Ranges: Ensure your MIN~MAX ranges don’t overlap unnecessarily with other break formulas
  3. Test First: Test break formulas with a small group of employees before rolling out to all employees
  4. Monitor Results: After implementing, review timesheets to ensure breaks are being deducted correctly
  5. Document Your Setup: Keep a record of which break formulas are active and for which employees

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Troubleshooting

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Break Not Being Deducted

Check:
  1. Is the formula correctly formatted in Xero?
  2. Have you refreshed Smart Formulas in UpSheets?
  3. Does the employee have the pay item on their pay template?
  4. Are the hours within the MIN~MAX range?
  5. Does the PERIOD match the day of the week?
  6. Are there sub-lines created for the timesheet? (Breaks only apply to sub-lines)

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Break Deducted from Wrong Lines

Remember:
  • SHIFTBRK applies to individual shifts (same line number)
  • DAYBRK applies to total day hours across all shifts
  • Breaks are always deducted from sub-lines, never main lines

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Multiple Breaks Not Working

Check:
  • Each break formula must have a unique NUMBER
  • Ensure ranges don’t conflict in unexpected ways
  • Review the total deductions to ensure they’re reasonable
Break Formulas are part of the Smart Formulas feature. Smart Formulas are not a substitute for payroll or legal advice, nor are they intended to relieve you of your obligation to comply with the Legal Requirements applicable to your business. It is each customer’s sole responsibility to pay its employees correctly and in compliance with all Legal Requirements.