👀 Sending timesheet to Xero has never been easier with ShiftCare. Before you get started, we assume that you have already completed Pay Group setup using Xero Pay Items

When you have selected the correct date range and can see the appropriate report on screen, click sync buttons at the end of each row.

Again, it will likely redirect you to the Xero website. Xero will ask you to confirm which organisation you desire to allow ShiftCare access, select the correct company and it will usually allow access for 30mins. Now you should be redirected back to ShiftCare and click sync again.

Are you getting an Error Message?

This article covers the common error messages that come from Xero when you sync the timesheet information.

After syncing there are missing earnings rates that have been created in Xero but not listed in ShiftCare

If you have created earnings rates in Xero which are not being listed in ShiftCare after you have completed a sync, this will be because the Type of Units is not set to Hours in the earnings rate. Learn more.

A validation exception occurred. Provided period doesn't correspond with a pay period

If you received the error, the pay period in the timesheet report did not match the calendars setup in Xero.

Then you have to check the pay period dates exactly match in both systems. 

Learn how to Set pay run Calendar in Xero.

This can also be listed as:

  • A validation exception occurred. Start date doesn't correspond with a pay period

  • A validation exception occurred. End date doesn't correspond with a pay period

  • A validation exception occurred. (This can be caused when the hire date of the employee is after the start of the pay period in Xero).

This timesheet already exists, please provide the timesheet ID

This error is caused because there is an existing timesheet or completed pay run in Xero for the date range selected in the timesheet report.

In Xero you'll find the timesheets listed under Payroll > Timesheets

Failing to create Xero timesheet. EmployeeID not found.

If you received the error: 

Make sure all employee emails match within ShiftCare and Xero. Xero will use the email address in ShiftCare to match with their records.

If you have changed Xero account this can also cause this error and it is recommended to disconnect the staff member from Xero before reconnecting them by following these steps:

Earnings Rate does not exist

The staff member you are syncing is missing one or more of the pay items or allowances from their Pay Template in Xero which is being from their timesheet in ShiftCare, learn more about setting up the Employee Pay Template in Xero here.

This error can also be shown when the Earnings Rate has been created in ShiftCare but not in Xero. Learn more.

Pay Item not found

You can get this error for a number of reasons. We will go through some of the common ones here:

  1. If you have changed or updated pay items within Xero, then they should be updated within ShiftCare as well. If not, Xero will complain with Pay Item not found. You can follow steps here to re-sync Pay Items from Xero within ShiftCare.

  2. PayGroup has been incorrectly assigned to staff. If a given Pay Group does have Xero PayItems mapped then sync will throw this error too. In this case, review PayGroup setting to ensure that PayItems are correctly mapped.

  3. PayItems have an effective date in future. This means that system is unable to pickup any payItem for a given shift. Moving effective date well into past can fix this issue.

  4. PayGroup has missing time gaps. This is one of most common mistake. It is quite easy to overlook time for which there is no payItem set. For example, in the below image, there is no payItem mapped for 12 am to 6 am on weekdays. If any staff has a shift finishing before 6 am, it will lead to the above error during timesheet sync.

Tracking categories TrackingItemID

Tracking Categories aren't supported in the timesheet sync between ShiftCare and Xero. If your Xero account has this enabled there will be an error shown related to Tracking ID. This should be turned off in Xero for successful timesheet sync.

The steps are In the Accounting menu, select Advanced, then ensure Tracking categories does not have a blue star next to it.

Doesn't have a pay run calendar

Under the payroll settings, Xero will want you to set a date range for your pay.

The timesheet report in ShiftCare should match this date range.

Xero can also send this error if the employee's profile has incomplete information in the Employment tab.

See how to Set pay run Calendar in Xero here

Employee doesn't have an ordinary earnings rate

The employee being synced is missing their "Ordinary Earnings Rate" under the Employment tab. Learn how to Add an employee and set up their profile in Xero

Using tracking ID within Xero timesheets

Using tracking ID within Xero timesheets is not currently supported with ShiftCare timesheet sync. If you have been using tracking ID, then please turn off the setting in Xero before syncing the timesheets from ShiftCare to Xero.

What if you need to make changes to the draft timesheet in Xero

If you find that the information that has been sent from ShiftCare to Xero needs to be updated then please first delete the draft timesheet which has been created in Xero for your staff member during the sync.

Once you have deleted the draft timesheet in Xero you can make the adjustments to the timesheet in ShiftCare and re-sync the information with Xero.

Failed to create Xero timesheet. No implicit conversion of String into Integer

This error can mean there are multiple employees using the same email address in Xero.

Earnings rate does not exist or is not valid for timesheets

The most likely cause of this error message is because a pay group or an allowance isn't linked to an earning rate from Xero. Learn how to do this here.

Further reading

Did this answer your question?