Send approved timesheets to Xero
- Admin
Short answer
Approve the week on Timesheets, click Push to Xero, pick the pay period and check who is ready, then push. Only approved hours are sent, and you finish the pay run in Xero Payroll NZ.
Push hours to Xero
- In the Dashboard, click Timesheets and pick the week.
- Click Push to Xero.
- If you have more than one Xero file, pick it under Payroll file.
- Under Pay period, pick the Xero pay calendar and period.
- Check Going to Xero. It shows the hours for each pay item.
- Check the list of people. Ready people are ticked. Held, not included people show the reason.
- Click Push to Xero. The button shows how many people are selected.
Only approved, finished shifts are sent. Unapproved hours stay in Roux Roster.
Check the result
A message tells you how many timesheets were created and updated in Xero, and who was skipped. Pushed timesheets arrive in Xero as approved, ready for the pay run.
If anyone wasn't saved, you see Not saved to Xero, with one line for each person and the reason.
Then open Xero Payroll NZ to check the timesheets and finish the pay run. Roux Roster doesn't post the pay run. Leave and Holidays Act calculations happen in Xero.
If someone is held or not saved
Common reasons, and what to do:
- not mapped to a Xero employee: match the person on the Staff tab in Settings › Integrations.
- pay item not mapped: map the missing earnings rate on the Earning rates tab.
- has no pay calendar or Xero employee has no payroll calendar: give the employee a pay calendar in Xero.
- is already in a pay run or is already approved in Xero: the timesheet is already in Xero for that period.
- Xero is not connected for this organisation, Could not refresh the Xero connection or Xero connection needs reconnecting. Reconnect from Settings.: reconnect Xero. See Xero says it needs reconnecting.
- Xero was busy (rate limit), Xero was unavailable, Xero's daily limit was reached or Ran out of time before this person: the person wasn't saved. Push again for them. See Push to Xero didn't send everyone.
Push again after a fix
You can push the same period again. Roux Roster never makes a second timesheet for the same person and pay period. It updates a draft timesheet, or an approved one whose hours have changed, and leaves an approved timesheet with the same hours alone. A timesheet that is already in a posted pay run isn't changed.
Approved leave can be sent again for each person you tick. When you push again, tick only the people who still need to go. See Push to Xero didn't send everyone.
Export a file instead
Click Export for payroll on Timesheets to download a file instead. The menu button next to it (More export options) has other formats, including Xero hours and Hours by day.
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Connect Roux Roster to Xero
Set the payroll Export format to Xero in Settings › Organisation, then go to Settings › Integrations, click Connect Xero and sign in to Xero. Then match your staff to Xero employees and map your earnings rates.
Build and publish a roster
On the Roster tab, click an empty cell to add a shift, or use Apply › Copy last week. When the week is ready, click Publish roster. Staff only see shifts once the roster is published, and can get an email when you publish.