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In order to sync timesheets between Brevity and Xero, you need to
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map the Pay Rate Loading (Brevity Pay Items) to the Pay Items you have in Xero. If you
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don't
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setup this mapping, Brevity cannot sync the timesheets
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to Xero.
Checking
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the Brevity Pay Rate Loading mappings to Xero Pay Items
The
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view the mappings between Brevity and Xero, from Pay Rate Loading (
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Administration > Pay Rate Loading) check the Pay Item column to determine where the hours will be going to in Xero. You can see the Pay Items that is linked to each Pay Rate from
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here...
Each Pay Rate in Brevity should correspond to the Pay Item in Xero. If there is no Pay Item from Xero that is linked to the Pay Rate in Brevity, all the hours that will be under that time will not be sync to Xero.
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You could ask Xero support on how you could create a pay template in Xero. |
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Configuring the Employee Pay item in Xero
You can configure the Employee Pay Item in Xero by clicking on the Payroll from Main Menu. This will list all the Payroll option that you could use in Xero. Select Employee from the sub menu to open the list of employee in Xero.
On the list of the Employee, click on the name of the employee that you want to set up their Pay Items.
Click on the Pay Template tab to open the Pay Template Page. This will be the Pay Items for the employee each time you will create a Pay Run in Xero.
On The Pay Template, you need to click on the Add Earning Line Button to add the Pay items that are linked to Brevity.
Once you click on the add earning line button, it will show you the earning line that you could select so you could add it to the employee's pay template.
Earning Rate: This is the Pay item that is linked to the Employee's Pay Rate Loading in Brevity.
Calculation Type: This is how Xero will compute for the earning rate of the employee. If you want to use the rate that you have specified in creating the pay item in Xero, select the Use Earnings Rate. It is better to use this if the employee's pay is the same for all employee that will be using this pay item. If your rate is not the same with all the employee, you could select the Enter Rate so you could manually put in the rate for each employee.
Click on OK Button to add the Pay item to the employee's Pay Template.
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You need to configure the pay template for each employee. If the pay template of an employee is not configured in Xero, Brevity will not sync the timesheet of that employee because there is no pay item that it will store the total number of hours they worked for a specific pay template. |
t is recommended that you setup a pay item in Xero that is a 1x multiple of the employees ordinary hour rate to reduce the setup required in Brevity. This will allow you to map your Pay Item from Xero to the preconfigured setup in Brevity without any additional setup in Brevity. It is also recommend that you have just one Pay Item in Xero for Evening, Saturday, Sunday and Public Holiday that is a multiple of the employees ordinary hour rate.
You can configure these Pay Items in Xero under Settings > Payroll settings > Pay Items.
From here you can create the Pay Item with 1x Multiple.
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If you don't already have multiple rates setup for Evening, Saturday, Sunday and Public Holiday, we recommend you create them using the same setup as above but with the correct Multiple value. |
Importing the Xero Pay Item into Brevity
Before you can map the pay items in Brevity, you need to import the Pay Items from Xero into Brevity. To do this, navigate to Administration > Sync Xero and select the following options below, then complete the sync..
Mapping Xero Pay Items to Brevity Pay Rate Loading
Return to the Pay Rate Loading section in Brevity (Administration > Pay Rate Loading). From here double-click into each entry and ensure they are mapped to the related Pay Items in Xero by selecting the Xero Pay Item in the Pay Item field. You can also create new Pay Rate Loading records here if you wish to match the Brevity setup to what you have in Xero.
You need to select every Earning Line for each line item in Xero. If there is a missing pay item in Xero, Brevity will not sync the total hours for that specific pay item.
The illustration above explains the Syncing of the timesheet from Brevity to Xero. On the illustration above, the employee's saturday will not be sync because there is no Pay Item in Xero that will receive the total number of hours they work on Saturday. So it is important that you sync all the pay item that you specify in the Pay Rate Loading into Employee's Pay Template in Xero.
Sleepovers
To configure sleepover allowances with fixed pay rate, you need to create a new pay pricelists from Administration > Pricelists. You then need to add the related Service Types to the pricelist and and set the pay rates.
You will also need to double-click into each service type on the pricelist and set which Pay Item these should be mapped to.
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Finally, you will need to assign this pay pricelist to the employee so the system knows how to deal with the shifts that the employee does for this service type...
Travel and Transport
To configure transfer of travel time and mileage allowances, you need to first enable these allowances for the employees via their employee profile.
You then need to set the pay items to use for the transfer via Administration > Branch Setup.
