Bookkeeping – Xero – Bulk upload Employees & New Employee template data-collection idea

Need to upload lots of employees into your Xero file?

Here’s how to do it with an excel template and an idea to use it as your standard data collection form for new employees.

Add multiple employees to payroll

How it works

• To save time, use a?Xero spreadsheet template (how below) to upload basic details for multiple employees in bulk. Alternatively, you can?enter full details for each employee?individually.
• Exclude formulas or?macros in the spreadsheet as these aren't supported.
• Compulsory fields?include first and last names, date of birth, gender, address, suburb, State and postcode.
• You?can’t upload ALL employee information in a spreadsheet. You?still have to enter some details in Xero directly.
• In your spreadsheet,?don't include?details for employees who?already exist?in payroll. If you do, you'll create?duplicate?records.

Download and fill in the?spreadsheet

1. In the Payroll?menu, select?Employees.
2. Click New employee, then select?Bulk upload.
3. Click download a template.
4. Enter employee information into the spreadsheet.
5. Save the spreadsheet to your computer.

Upload the spreadsheet into Xero

1. In the Payroll?menu, select?Employees.
2. Click New employee, then select?Bulk upload.
3. Drag and drop your spreadsheet into the Payroll?window or click?browse for a file?to search for the spreadsheet.
4. Match the fields in Xero with the fields in your spreadsheet.
5. Preview all your employee information. Use the arrows to scroll through the details for each employee.
6. Click Add Employees, then click?Confirm.

Fix error messages when adding multiple employees

The selected file is invalid

Full error message: The selected file is invalid. The file must be a valid csv, xlsx, xls, or ods file.

This error occurs if you try to upload a spreadsheet that isn’t a CSV, Microsoft Excel or ODS file.?

To fix the error:

1. Export your employee information to an accepted format;
2. Save the file to your computer, then re-upload it into Xero.

[Number] employees won't be imported

Full error message: [Number] employees won’t be imported due to missing or invalid required information.

This error occurs when information for a mandatory field is missing or in an invalid format. Xero will highlight the fields in question.

You can choose one of two options to fix the error.

Option one:

1. Click Cancel;
2. In your spreadsheet, update the fields causing the error;
3. Save the file to your computer, then re-upload it into Xero.

Option two:

1. Click Add employees, then click?Confirm. Xero creates records for employees with complete and valid details. But it won’t add records for employees with missing or invalid details.
2. On the Employees?page, in the orange banner message,?download the list of employees?who weren’t added. Xero lists why it couldn’t add each employee.
3. In the new spreadsheet, update the fields causing the error.
4. Save the file to your computer, then re-upload it into Xero.

New employees

For NEW staff, you could email the?Xero template to fill in.

Then you upload into Xero.

But there will be pay rates and some other data still?to complete manually - supply those questions in the body of the email - so they will have to reply to the email with answers, plus attach the completed excel for core details (and you upload it).

Excel fields include Title (DR, Miss) full name, BOD, address etc.

Also remember you are lawfully obliged to supply:

1. Super Choice form - for super details;
2. Fair Work Information Statement - Fulltime or Casual version - compulsory by law.

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