| Integrate the The Fleet Office Timesheets with Xero with ease. |
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Click the Button to Skip Ahead to:
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Timesheet Settings
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- Go to Timesheets
- Settings
- Payroll Providers
- Select Xero from the Dropdown
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Link Users with Xero Employees
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- Click on Link Users
- Drag and Drop Unlinked Users to Linked Xero Employees.
- User will appear in green once linked.
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- Clicking on Auto-Assign will match all unlinked Users if they have matching names.
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Link Xero Timesheet Tracking Category
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| Go to Xero > Payroll Settings > Timesheet Categories > Select Tracking Category from dropdown |
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- Click on Refresh from Xero - (This update will take 30 minutes to come through in TFO)
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- Choose the default Tracking Option if unable to match to a Timesheet
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Link Timesheet Items to Earnings Rates & Tracking Options
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| It is possible to link Xero Earnings Rates to Data Sources within Timesheet Forms. The Timesheet Form will link the first Dropdown Select & Data Source option listed in the Form or Subform. |
- Click on Link Timesheet Items
- Choose the Data Source from the dropdown options. This will display all TFO system generated Data Sources & any created in Custom Lists.
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- Select the corresponding Earnings Rate & Tracking Category. If None selected, it will use the defaults on the Timesheet Sheetings page
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| See example below for using Overtime Pay Rates. The Pay Rates have been created in Custom Lists in Forms & the corresponding Xero Earnings Rates selected. |
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Default Earnings Rate
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| Choose this for when the None option is selected in the Earnings Rates |
Default Tracking Option
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| Choose this for when the None option is selected in Tracking Category |
Create Timesheet Forms
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| See FleetAdmin Forms & FleetAdmin Subforms & Calculations for how to create a Timesheet Form. |
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Please note the following for Xero Timesheets :
- Only times submitted via the Time Select Type will calculate in Xero Timesheets
- Hours Worked will not sync to Xero
- Only field Types with Dropdown Select & linked Data Sources will link to Xero Earnings Rates & Tracking Categories
- If there are multiple Dropdown Select Options in the Form, Xero will select the first option in each Form or Subform
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| The example above has two Dropdown Select options. The first option in the Form "Assets" will create the link with Xero Earnings Rates & Tracking Categories. The second "Work Order" will be ignored in Xero. |
Review Completed Timesheets
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| See Timesheets - Create, Review & Export for how to review each Timesheet |
Export to Xero
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- Click on Export Timesheets
- Select the required Pay Calendar
- Select the Required Pay Period
- Click on Preview Xero Timesheet Lines
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| Unlinked Users |
This will show all Users with Timesheets that do not have a corresponding Xero User. |
| Users with different Pay Calendars |
Users have a different Pay Calendar set in Xero. Change the Pay Calendar selection above to export these lines. |
| Waiting on Approval |
Only approved timesheets can be exported to Xero. Check and approve before exporting. |
| Existing Xero Timesheets |
Timesheet Lines already exist in Xero and so cannot be exported. |
| Ready for Export |
The Timesheet Lines listed are ready to be exported to Xero |
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| Hovering over Hours in a date will display the Timesheet number (Clicking on this number will take you to the Timesheet for easy adjustments) |
- Once all Timesheets are approved & Ready for Export
- Click on Export
- Timesheets will instantly appear in Xero for processing
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