The connection between MyTimesheets and Xero uses what is called an API (application program interface) which allows the two applications to interact in a seamless way.
This means there is no need to export or import data between the two systems and it makes setting up you MyTimesheets system very fast.
The API we use allows MyTimesheets to share:
- The employee data (Limited to Last name, First Name, Email Address and Xero payroll ID.
- Pay Codes – These are your Ordinary Time, Overtime and Salary Codes
- Tracking Categories – These are codes used by Xero to track cost to different cost centres\, clients, tasks etc. We map these to our Cost Centres.
Note: We do not access any financial or confidential information in your payroll. Nor do we change any masterfile data in your payroll. The only data we “export” is the Timesheets for a specific pay period.
If an employee does not have an email address set up in Xero we will generate one as this is the employees unique identifier in MyTimesheets. These can be changed by updating Xero and the data will flow back to MyTimesheets.
You can also set up “Non Xero” staff in your MyTimesheets such as contractors whose data will only be seen in MyTimesheets and will not update Xero
Initial Authentication
The first step is to link the two system. This will require you to know you Xero login details (only required once) and which company you are linking (if you have more than one)
When you access MyTimesheets click on the Employees menu.
This will trigger a request to login in to Xero (this authenticates the link)
Click Yes.
Note: Once the link is Authenticated you will be asked to confirm that ypu wish to sync your Xero employees whenever you access the MyTimesheets employees screen.
You will then be taken to Xero and you will see this message asking you to confirm that you want to allow MyTimesheets to access your Xero Account.
If the screen asks for your Xero login details enter these to continue. Otherwise click Allow Access
After you click Allow Access you will be asked to confirm which Xero Company you wish to connect.
The click Connect.
Your Employee and Paycode data will now be imported and synced between the two systems and you can carry on with setting up your MyTimesheets account. In future any changes to Employees (additions, terminations and edits) made in Xero will be updated in MyTimesheets.
Processing a Pay Run
When you are ready to process your MyTimesheets pay period data ie you have checked and approved all the timesheets, go to the Process Timesheets menu and click on Export.
This activates the link to your Xero Payroll and you will be asked to select the pay period you are exporting to. It is important that you check the dates match, especially if you are running more than one pay frequency n your Xero Acccount.
Click Export.
This will then transfer the timesheet data in MyTimesheets to the Timesheet screen in Xero.
Note: If once you have exported and check the data in Xero you find there are errors or omissions you can simply “Undo the Export” in MyTimesheets, add or edit the timesheet data and then Export again. This will replace the data in the Xero timesheet with the updated MyTimesheets data.
When you then access Xero and go to the timesheet screen you will see the data which has been exported.
Once the data is in the Xero Timesheet screen you can then edit it if you wish or simply carry on with you processing the payroll in the normal way.
