Ascora Support
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Getting Started

Ascora allows you to upload all user timesheets and leave periods to Xero using Xero's Employees and Pay Calendars.
The following steps will need to be completed for an Ascora User to be compatible with sending their timesheet and leave to Xero:

  1. Connect to Xero via "Administration" → "Accounts Integration", then do the following:
    1. Set the Accounting Package to "Xero"
    2. Click "Connect to Accounting Package"
  2. log in to Xero and Authorize Ascora to connect to any Organization
  3. Set the "Organization" in Ascora and select "Save Accounting Settings"




  4. Setup Payroll by going to "Administration" → "Payroll Settings", then do the following:
    1. Set the "Payroll Package" to "Xero"
    2. Select "Connect To Payroll Package"


  5. Set the "Earnings Rate" for the Payroll Integration. Options include:
    1. Normal
    2. Time and a Half
    3. Double Time
    4. Double Time and Half
  6. Click "Save Payroll Settings"

Notes

The Xero Earnings Rates are based on the Xero Pay Items available. It is possible to find the Pay Items by logging into Xero, going to "Payroll" → "Payroll settings", and opening the "Pay Items" tab.
The Pay Items must either be "Ordinary Time Earnings" or "Overtime earnings" and are found under "Earnings"
See: Add a custom pay item – Xero Central for more details.

Setting up Users for Xero Payroll

To set up an Ascora User to be capable of uploading their timesheets to Xero, an Ascora User will need to have an equivalent Employee on Xero that fits the following criteria:

  1. The Xero Employee has the same first and last name as the Ascora User.
  2. The Xero Employee must have an associated Pay Calendar.

The following steps act as a guide for meeting the requirements:

  1. Start by logging in to Xero (Keep Ascora open as well for your convenience)
  2. Find an Employee on Xero that matches your Ascora User by the First and Last Name
    1. On Ascora, the users are found under "Administration" → "Users"
    2. On Xero, the Employees are found under "Payroll" → "Employees"

  1. If a match cannot be found, add a new Employee and set the following:
    1. The "First Name" on Xero matches the User's "First Name" on Ascora.
    2. The "Last Name" on Xero matches the User's "Last Name" on Ascora.
    3. Set the "Date of birth" as this is required.
    4. Set the "Gender" on Xero as this is required.
    5. Set the Address under "Address search".

 

  1. Check if there exists a Xero Pay Calendar by going to "Payroll" → "Payroll settings" and opening the "Calendars" tab.
  2. If there are no Pay Calendars, create a Xero Pay Calendar by clicking "Add"
    1. "Pay Period" can use any period type excluding "Twice Monthly". This is the only Pay Period Ascora does not support.
    2. The "Name" can be anything.
    3. The "Start Date" can use any date before "The First Payment Date" anything after will set the "First Payment Date" to the "Start Date"
    4. The "First Payment" Date can be any date past the "Start Date" Anything before will auto-set the "Start Date" to the First "Payment Date".

  1. Open the Employee you intend to manage the payroll for under "Payroll" → "Employees"
    1. For the Employee, go to the "Employment" Tab
    2. Set the employment type to "Employee"
    3. Set the "Income type"
    4. Set the "Employment basis"
    5. Set the "Start date"
    6. If it hasn't been set, set the "Payroll calendar" to any payroll calendar. Ascora will only get the Payroll Calendar if it has a matching Employee associated with it.
    7. Set the "Ordinary earnings rate"


Integrating Employee Leave Applications

To set up an Ascora User with the ability to upload Leave Applications, the equivalent user on Xero must have Leave Types assigned to them. To do this, do the following:

  1. Go to "Payroll" → "Employees" and find the equivalent Employee.
  2. From the Employee Page, assign leave by:
    1. Opening the "Leave" tab
    2. Clicking "Assign Leave Type"

  1. Enter the required information for the desired Leave Type
  2. Repeat steps 2 and 3 for each Leave Type you want to be available for Ascora to Upload on the Payroll page


For adding additional leave types

Notes

The Xero Leave Types are based on the Xero Pay Items. It is possible to find the Leave Pay Items by logging into Xero, going to "Payroll" → "Payroll settings", opening the "Pay Items" and tab changing the sidebar category to "Leave".
See: Add additional leave types and assign them to your employees – Xero Central

Ascora will not upload a User Timesheet Xero when it already exists for the selected Pay Period on Xero.
Ascora will not upload a User Leave Application when it already exists for the selected Pay Period on Xero.

Testing your Xero Payroll Integration

Once Xero has been set up to support Payroll, you should be able to push Ascora Users that are assigned Payroll on Xero, as Ascora will provide the option to Select the Xero Payroll Calendars and their associated Draft Pay run from the Users on Xero.
For example:

Ascora User

Xero Employee

Result

First Name: Ascora
Last Name: Job Management

First Name: Ascora
Last Name: Job Management
Payroll Calendar: Fortnightly
Has Timesheets in Period: Yes

The Ascora User will be displayed under the Pay Periods "Fortnightly" and "Fortnightly [Draft Payrun]".
They will have hours in the selected period.

First Name: Ascora
Last Name: Job Management

First Name: Ascora
Last Name: Job Management
Payroll Calendar: Fortnightly
Has Timesheets in Period: No

The Ascora User will be displayed under the Pay Periods "Fortnightly" and "Fortnightly [Draft Payrun]".
They not have any hours in the period, as all hours will be set to 0.00.


To test if these works do the following:

  1. Go to Ascora and navigate to "Administration" → "Payroll"
  2. Check the available Payroll Periods

  1. Choose a Payroll Period containing your User
  2. Check if the user exists for that period



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