Exporting Timesheets to Xero NZ

Make sure the following are in place before running your first export:

If any required pay rates need to be created in Xero, Urhere will display a confirmation window listing them. Select Confirm & Create Rates to create the rates automatically in your connected Xero organisation.
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Once submitted, the timesheets will appear in Xero as draft timesheets attached to the relevant pay run.
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Understanding this process can help you identify and resolve export problems.
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Before submitting timesheets, Urhere checks whether a draft pay run already exists in Xero for the selected payroll calendar period.
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You do not need to create the draft pay run manually in Xero before exporting.

Xero only allows one draft pay run per payroll calendar at a time. If a draft already exists for a different period on the same calendar, Urhere may not be able to create another one. Finalise or delete the existing draft pay run in Xero before trying again.
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Urhere must map each pay type, such as Ordinary Hours or Saturday Rat, to a corresponding Xero earnings rate, also known as a pay item. You can either match your existing Xero earnings rates or allow Urhere to create the required rates.

Match an existing Xero earnings rate

Urhere will use the selected Xero earnings rate and will not create a duplicate.
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If no existing Xero earnings rate has been selected, Urhere will display a list of the rates that need to be created.
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After you confirm:
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Urhere creates the earnings rates in Xero and the rates are reused during future exports
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You should not be prompted to create the rates again unless they are deleted or replaced in Xero.
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Urhere submits a separate timesheet for each matched employee.
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Each timesheet contains:

For example, an employee's timesheet might contain eight hours of Ordinary Hours on Monday and six hours of Saturday Rate on Saturday.
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Once all employees have been processed, Urhere displays an export summary.
Employees exported successfully are confirmed in the summary. Any employees who could not be exported are listed separately so you can correct the issue and export them again.
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Common reasons for an employee being rejected include:
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Successfully submitted timesheets will appear under the relevant draft pay run in Xero, ready to be reviewed and processed.
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You may need to re-export a payroll period after correcting an employee's hours.
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There are two ways to do this:
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Option A — Delete the employee's timesheet and re-export
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Use this option when only one or a small number of employee timesheets need to be corrected.

Urhere will submit a new timesheet containing the updated hours.
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Option B — Delete the draft pay run and start again

Use this option when you want to clear the entire period and export all timesheets again.

Urhere will detect that no draft pay run exists, create a new one and submit the timesheets again.
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You can only delete a draft pay run in Xero. If the pay run has already been posted or processed, speak to your payroll administrator or Xero Support before making further changes.
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Urhere uses Xero earnings rates, also known as pay items, to classify exported hours.
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Examples include:

You can map an Urhere pay rule to an existing Xero earnings rate through Settings → Pay Templates. If no mapping has been configured, Urhere will offer to create the required earnings rate automatically during the export. Once a rate has been created or mapped, it is saved and reused during future exports.
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The pay rate dropdown is empty when I set up salary details
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This can happen when the Xero NZ connection has not finished syncing. Navigate away from the page and then open it again. If the dropdown remains empty, contact Urhere Support so we can check your Xero connection.
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I am asked to create rates every time I export
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This usually means the original earnings rates were deleted or recreated in Xero. It can also happen if your pay rules have not been mapped to the correct existing Xero earnings rates.
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Check the mappings under Settings → Pay Templates. If the required rates do not already exist, use Confirm & Create Rates during the export. Urhere will save the new Xero rate IDs for future exports.
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My export succeeded, but the hours appear on the wrong date
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This can happen when shifts are recorded using a different time zone. Contact Urhere Support and provide the affected employee and timesheet dates so we can investigate.
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A timesheet was already submitted and I need to re-export corrected hours
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Delete the affected employee's timesheet or the entire draft pay run in Xero, then run the export again from Urhere. See How to re-export a period above for the full instructions.
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Xero says a draft pay run already exists, but I cannot see it
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Another user may have created a draft pay run directly in Xero. Go to Payroll → Pay Runs in Xero and check for draft pay runs using the relevant payroll calendar. You can either leave the existing draft in place so Urhere can attach the timesheets to it, or delete the draft if it was created incorrectly.