If your Droppah account is integrated with Xero Payroll, administrators and team managers will have the option to approve time. Approving time sends timesheets to Xero Payroll, ready for payday.
Once your employees have finished clocking in and out for the week, their time can be approved and sent to Xero Payroll. When you're ready to approve time, navigate to the Timesheet View in the calendar.
Employees are grouped by Team, allowing you to easily send time for the correct employees in one go. Simply select the Team you wish to send time for from the Team selection in the top right, then click Approve.
A pop up will confirm the Team and dates you're approving:
Click Approve to confirm and send the timesheets to Xero Payroll.
In Xero, your timesheets will appear ready for review and approval.
If need to add any additional time entries or make changes to time entries after you've already Approved the timesheets, you can easily resend the time.
Simply make the changes in Droppah as required, then click Approve again.
Provided the corresponding timesheets in Xero Payroll are in the Draft status and haven't been deleted, Droppah will be able to update the timesheets to match your changes.
Important: Make sure you do not delete any of the timesheets that have been sent from Droppah to Xero, as this will cause problems with the connections between Droppah and Xero Payroll. Any changes should be made in Droppah and re-approved, rather than making changes directly in Xero Payroll.
When sending timesheets to Xero, you'll see a pop up confirming whether your timesheets were sent. If not, the pop up will contain details of any errors that have been encountered. Troubleshooting steps for fixing these errors are detailed below.
Once you've applied the corrections detailed below, try Approving the time again.
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
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
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
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
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.
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.