Xero Australian Payroll Guide

Due to a limitation with the Xero API, please limit each payroll batch to 95 candidates, you can have multiple timesheets/expense sheets per candidate.  

To enable the functionality of posting a payroll batch to Xero, please contact support to update your agency configuration. You must also have custom text enabled.

To use the payroll functionality, your Xero user will need to have either a Standard or Adviser role, as well as payroll administrator access.

When using any of the Xero buttons in the system, it will first prompt you to login to your Xero account and connect to your organisation.

 

Once you have selected an organisation to connect or if your organisation is already connected, you can then continue.

You will then be able to select which organisation you want to connect to when using the Xero integration. 

Logging out of Timesheetz and back in will reset your Xero connection, allowing you to add more organisations or change tenants. You can also refresh the Timesheetz page to select a different tenant from your connected Xero businesses.

The first thing to do is to sync your pay items from Xero, specifically the earnings and reimbursements, which are synced from the Rate Code Entry and Expense Code Entry pages respectively. This can be done using the "Sync from Xero" button on each page.

If you will be syncing payroll batches to multiple businesses, you must complete this step for each business and use the appropriate codes in the assignment costing.

These are the rate/expense codes that you will need to use when creating the costing for the assignments, they will have the [IMPORTED] tag after the code name.

Candidates must be synced across to Xero from Timesheetz which is done on the Candidate Entry page using the "Sync to Xero" button, to successfully sync candidates must have completed the following etzcomply forms:
 

• Personal Details
• Postal Address
• Bank Account
• Taxation

Unfortunately we cannot send super details to Xero, these need to be manually added to the candidates entry in Xero. We also do not lodge the tax information directly to the ATO, this would be done via Xero once the candidate has been synced across.

Ensure that the candidates have a superannuation line in their pay template, so that when creating the pay run their payslip has it automatically added. A superannuation line is required in the payslip.

Once a draft payrun is created in Xero you can then create a batch of timesheets in the "Manage Payroll Export Batches", these batches can contain timesheets for up to 95 candidates. This batch can then be synced to Xero using the Xero Connect button on the batch.  

Once you have selected the tenant you want to post to, you will be able to choose from any draft payruns to post to: 

Once selected, you will receive any warnings if for example a rate/expense code is not one from Xero, or if a candidate that is in the batch is not included in the payrun. Once everything is correct, you can then click the "Post Payroll" button: 

On success you will receive a summary message as well as a warning regarding the calculated net pay, as we only send the units and unit rate for Xero to calculate from.

You can post multiple batches of timesheets to the same payrun as we only update the payslip associated to each candidate, this means that if you are posting multiple timesheets/expense sheets for one candidate, that they should all be included in the same batch.