Timesheet Validation

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When UpSheets checks existing timesheets

During Validate, UpSheets loads timesheets from Xero for the same employees and pay periods as your import. If one already exists, the line shows a message based on that timesheet’s status in Xero.

• Information messages (blue) warn you what will happen on upload. You can still upload unless other errors exist.
• Error messages (red) block upload for those lines until you fix the timesheet in Xero Payroll, then click Revalidate in UpSheets and upload again.

UpSheets cannot unlock a timesheet that Xero treats as non-editable. When upload is allowed for a Draft timesheet, UpSheets typically deletes the existing draft in Xero and posts your file’s lines. If Xero later refuses delete or create (for example the status changed after validate), fix the timesheet in Xero and revalidate.

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Quick reference

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DRAFT Xero timesheet will be OVERWRITTEN

When you see it: A Draft timesheet already exists in Xero for that employee and pay period. What it means: Upload is allowed. UpSheets will replace the draft timesheet in Xero with the data from your import (delete the existing draft, then post the new lines). What to do: No action required unless you want to check the draft in Xero first. If anything fails at upload because Xero no longer treats the timesheet as draft, fix it in Xero, then Revalidate and upload again.

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Approved timesheet exists in Xero

When you see it: An Approved timesheet already exists for that employee and pay period. Australia: UpSheets always blocks upload. The message asks you to revert the timesheet to Draft in Xero and Revalidate before uploading. Xero does not allow approved timesheets to be updated through this flow in Australia. New Zealand and United Kingdom: One of two messages appears:

1. Error – Approved timesheet exists in Xero. Revert Timesheet to Draft status in Xero and Revalidate to Upload (and text about user settings). Upload is blocked until you either:
   • revert the timesheet to Draft in Xero and Revalidate, or
   • select Settings from the menu, enable Overwrite approved timesheets, then Revalidate so lines can upload with an overwrite warning instead of an error.
2. Information – APPROVED timesheet exists in Xero and will be OVERWRITTEN if uploaded. Upload is allowed; UpSheets will attempt to unapprove and replace the timesheet when you upload (same idea as overwriting a draft, subject to Xero’s rules).

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Employee timesheet exists in Xero (Requested)

When you see it: The timesheet in Xero is in Requested status. This usually applies when employees enter timesheets in the Xero Me app and the timesheet is waiting for approval. What it means: UpSheets cannot update or replace that timesheet while it is requested. What to do in Xero:

• Delete the employee’s timesheet for that pay period if your process allows it, or
• Move it to a state where you can replace it (often Draft), depending on what Xero shows.

Then in UpSheets: Revalidate, confirm the error is gone, and upload.

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Rejected timesheet exists in Xero

When you see it: The timesheet in Xero is in Rejected status for that employee and pay period. What it means: UpSheets will not upload until the existing timesheet is resolved in Xero. What to do in Xero:

• Revert the timesheet to Draft, or
• Delete the timesheet,

then Revalidate and upload in UpSheets.

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Declined timesheet exists in Xero

When you see it: The timesheet in Xero is in Declined status (common on UK payroll when a timesheet was declined in Xero’s workflow). What it means: UpSheets blocks upload. Xero often will not allow UpSheets to delete or replace a declined timesheet through the API. What to do in Xero Payroll:

• Update or delete the declined timesheet, depending on what Xero allows for that employee and period, or
• Move it back to Draft if Xero offers that option.

Then in UpSheets: Revalidate, confirm the error is gone, and upload again.

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Completed timesheet exists in Xero

When you see it: The timesheet in Xero is in Completed status for that employee and pay period. What it means: UpSheets treats the timesheet as locked, similar to other non-draft existing timesheets. Upload is blocked at validation. What to do: Resolve the timesheet in Xero Payroll using the options Xero shows (delete, revert, or your normal payroll process for completed timesheets). Then Revalidate and upload in UpSheets.

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Processed timesheet exists in Xero

When you see it: The timesheet in Xero is in Processed status. This typically means the timesheet has been included on a posted pay run. What it means: UpSheets cannot change processed timesheets. Upload is blocked at validation. What to do in Xero:

1. Address the posted pay run first (for example revert the pay run to draft if your organisation and Xero region allow that).
2. Then handle the timesheet using the Approved steps in this guide (revert to Draft or use overwrite settings where applicable).
3. In UpSheets: Revalidate and upload.

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After you change anything in Xero