Troubleshooting Timesheet to Xero Payroll Timesheet Sync Errors

This guide will list some of the common errors you may get when Syncing your Payroll Timesheets to Xero from KeepShift

• Employees not found
• Timesheet Does not exist
• Invalid Pay Period
• Timesheet is not in draft status
• Timesheet cannot overwritten
• Pay Element not found
• Scope not Recognized
• No Payroll Calendar found
• Daily Xero API rate limit reached for this Xero account.

As Xero processes data sequentially, if any of these errors listed here occur, you may find that any valid data up to the error point will still be processed.

Always check and reconcile your Timesheet data in Xero prior to processing  your Payroll.

Employees Not Found

• Xero connection drop-out
• Name/email of employee doesn’t match between Xero and KeepShift

• Re-connect to Xero
• Check names and emails match exactly in Xero and KeepShift.
• Create the Employee in Xero. KeepShift does not create the Employee record in Xero

Timesheets do not exist

• No timesheets exist for the selected periods for the selected employees

• Reset the Start and End Dates
• Check the Employees Selected have timesheets for the existing date range
• Check you have ‘Approved’ your timesheets if you have selected ‘Approved Only’

Invalid Pay Period

Possible Reason

• Xero pay calendar does not match the date range selected in KeepShift
• One or more employees selected do not correspond to the selected Pay Period dates

• Match the pay period Start and End dates between KeepShift and Xero
• Select employees that match the selected Pay Period. Xero will reject timesheets if the Employee does not exist, or the selected Pay Period (Start and End Date)

Timesheet is not in Draft status

• The timesheets have already been approved in Xero

• In Xero, set timesheets to “Draft” status

Timesheet cannot be overwritten

• User has submitted a timesheet directly in Xero

• Revert it to ‘Draft’ status and sync the timesheet again

Pay Element not found

• The earnings rate configured in Xero is not correct.

• In Xero, you will need to make sure that each employee has an Ordinary Earnings Rate and Overtime Earnings Rate (set on each employee’s Employment tab

Overtime Hours not updated in Xero

• The earnings rate configured in Xero is not correct.
• Overtime Hours not calculated correctly

• In Xero, you will need to make sure that each employee has an Ordinary Earnings Rate and Overtime Earnings Rate (set on each employee’s Employment tab
• In KeepShift you will need to ensure that you have set you have set up Pay Templates that calculate Overtime Hours in order for Timesheet Overtime Hours to Sync to Xero (see: Maintaining Pay Templates)
• If you have more than one timesheet entry per employee/per day ensure that the overtime calculation only relates to the one line. You may have to consolidate your timesheet entry to one line if overtime is calculated over one or more timesheets in KeepShift. Alternatively, you may need to adjust your timesheets in Xero after the sync, by ‘adding another line’

Scope Not Recognized

• Xero account is from a country KeepShift does not integrate with/support

• KeepShift can only sync Timesheets to Xero instances from Australia, New Zealand, United States and United Kingdom

No Payroll Calendar found

• A valid Payroll calendar (Pay periods) does not exist in Xero. 
• The Pay Periods are not assigned to the profiles of the employees in Xero. 

• Check Payroll Calendar exists.
• The Payroll calendar (Periods) must have dates that match the KeepShift Start and End Dates that you are syncing
• Check that the Payroll calendar (Period) is assigned to the profiles of the Employees in Xero.

Daily Xero API rate limit reached for this Xero account.

• Xero has a limit of 5,000 times that an individual Xero account is able to have an API request sent to it in a calendar day.
• KeepShift has attempted to send more than 5,000 requests in a day to a single Xero account

• Unfortunately the only solution to this is to try the connection to Xero the next day. Once the rate limit is reached your Xero account will not accept any more connections for that day.