When approving time, if any timesheets can't be sent to Xero Payroll, a warning modal will appear. The top of the pop-up will confirm how many time entries were successfully sent to Xero, and the remaining unsuccessful time entries will be listed below with the details of the issue that occurred.
The troubleshooting steps for fixing these errors are detailed below. Once you've applied the corrections detailed below, head back to the timesheets page and click Approve to resend your time entries to Xero.
Person not linked to a Xero Employee
Person not linked to a Xero Employee
This error means the person in Droppah hasn't been linked to an employee in Xero Payroll. In this example, we can see the error is being returned for one of the employees:
To correct this, navigate to the employee's record under the People tab in Droppah and select the appropriate Xero Employee to link them to. You can find more information on linking employees in the 'Linking Employees with Xero Payroll' section of this support article: Xero Payroll Integration
Work Group not linked to a Xero Pay Item
Work Group not linked to a Xero Pay Item
This error means the Work Group in Droppah hasn't been linked to a pay item in Xero Payroll. In this example, we can see the error is being returned for our 'Front of House' Work Group:
To correct this, navigate to the Manage > Work Groups, click into the affected Work Group, and select the appropriate Xero Pay Item to link them to. You can find more information on linking Work Groups in the 'Linking Work Groups to Xero Payroll' section of this support article: Xero Payroll Integration
Ordinary Earnings Rate
Ordinary Earnings Rate
This warning means some of your employees in Xero Payroll don't have an ordinary earnings rate applied.
You'll need to set this dropdown field in the Employment tab for your employees in Xero Payroll:
This setting won't override the pay item you've elected on each of your Work Group in Droppah, it's simply required by Xero in order for us to send timesheets.
Changes to a Xero Payroll Timesheet
Changes to a Xero Payroll Timesheet
This error means that one or more of the Timesheets previously sent to Xero Payroll by Droppah for the selected period have been deleted in Xero Payroll.
To correct this, Droppah will automatically disconnect the Timesheets from Xero Payroll. You should just need to click 'Approve' a second time to resend your timesheets.
Timesheet Already Approved
Timesheet Already Approved
This error means the timesheets have already been sent to Xero Payroll and approved.
If you need to send some changes to Xero Payroll, you'll need to use the 'Revert to Draft' option on each of the timesheets in order to be able to resend them now.
Conflicting Timesheet
Conflicting Timesheet
This error means you've created some timesheets directly in Xero Payroll for the period you're trying to send.
You'll need to delete the conflicting timesheets for the period, then click Approve again.
Service Unavailable
Service Unavailable
This error can occur for a number of reasons. One common cause is when Payroll Tracking is enabled in Xero. If Payroll Tracking is turned on, Xero requires a tracking category to be included with timesheets. Currently, Droppah does not support payroll tracking, so timesheets cannot be approved while this setting is active.
How to check:
In Xero, go to Payroll → Payroll Settings → Organisation.
Under Payroll Tracking, confirm the Timesheet Tracking Category is set to None.
Save the changes.
Once Payroll Tracking is disabled, you can retry approving time and the error should no longer appear.
If Payroll Tracking is not enabled and you’re still seeing the error, please reach out to our support team for further assistance.