Xero Payroll Mappings

Currently in development

As part of the integration between Wageloch and Xero, we need to ensure that the systems understand the links between the Timesheet Columns in Wageloch and the Pay Items in Xero. We call these Payroll Mappings.

These mappings to Xero are crucial to your timesheets being exported correctly. If timesheet columns are mapped to an incorrect pay item or missing entirely, you'll experience difficulties processing payroll.

In this article we'll be discussing:

What are payroll mappings?
Setting up your award timesheet columns to match pay items, or vice versa
How to complete payroll mapping
How to map leave accruals correctly
Mapping by employee

If you missed the article about how to set up your Xero company file or your pay items, you can find that information over at Xero System Configuration

What are payroll mappings?

Payroll mappings are part of your integration process to ensure that hours in Wageloch transfer to your payroll system correctly. Wageloch timesheet columns need to be linked to a Xero pay item or leave entitlement.

Lets discuss some of the definitions you'll see in Payroll Mappings.


1. Pay Group Pay Group is the name given to the employment type, such as Full Time, Part Time, Casual. Depending on your award, payroll configuration and business needs, different pay groups can have different timesheet columns and earnings rates.	2. Default Tracking Category A default tracking category is required as an additional link to Xero for costings and journals. This drop menu must have a default value or follow one of the alternative setups for advanced tracking by departments or roles. You can find more information reading about the setup of tracking categories.	3. Timesheet Columns Timesheet columns are the breakdown of your award setup; these can be labelled things like Ord 1.0x, Ord 1.25x, Cas Ord 1.25x, Sat 1.5x, OT 1.5x etc. This information is created and developed as part of your implementation process when having Wageloch setup initially, or if any other reviews to the award are added in. Timesheet columns are an indicator of where these hours will transfer to in payroll.	4. Factor Factor indicates if a timesheet column is calculating as a multiplying factor or fixed dollar value.	5. Pay Item/Earnings Rate Pay items or earnings rates are created in the payroll system. These pay items usually reflect the rates of pay staff are entitled to; such as Casual M-F 100%, Base Hourly, Overtime (1.5x) Pay items are usually created as a multiplying factor (2x or 200%) or a fixed dollar rate ($30.00 ph)	6. Accrual/Leave Entitlement Leave entitlements are typically assigned through staff cards in the payroll system. If you wish to import leave balances from payroll, we can link into leave entitlements (import/input) Leave entitlements also require a payroll mapping for Wageloch to export to payroll to ensure deductions to leave balances are made (export/output)

Please note: Leave accrual imports and leave hours deductions require a trigger process (importing balances, exporting timesheets). This is not an automatic process, and Wageloch will never overwrite leave entitlement values in your payroll system.

Matching Pay Items and Timesheet Columns

As part of setting up your Xero company file, you have made sure that your pay items/earnings rates are configured correctly as per your award and our guide.
Using the image reference above, we'll be linking the Timesheet Column (3) to the Xero Earnings Rate (5).

This is a crucial part of integration, as we're telling your timesheet where the hours need to go in Xero to pay staff correctly. Missing mappings can cause issues when attempting to export your data.

Click the Settings cog
Select Payroll >> Payroll Mappings

Select your pay group: Casual
Check your timesheet column (A): this one is Cas M-F.
Check the factor: Cas M-F is a multiplying factor of 1.25x; 125% of the base hourly rate.
Click on the drop menu where it says --Select a Payroll code-- to reveal your Xero earnings rates.
Find the appropriate pay item and select it: Ordinary Hours - Casual 1.25x (B)
Complete this for each timesheet column and Xero earnings rate for this pay group.
Click Done to save or select your next pay group and carry on!

Mapping Leave Accruals

For Wageloch to be able to import existing Xero leave balances and export hours for leave taken, we'll need to do three things:

Configure your award to include leave accrual entitlements
Link your Xero accruals
Ensure Timesheet Column mappings match the naming convention of the Xero accrual type

Using the image below, we can see the appropriate timesheet columns that are available in the award, our Xero Earnings Rates and on the far right we can see that there is a list of Accruals:

Annual Leave
Family and Domestic Violence Leave
Personal/Carer's Leave
RDO
TOIL

The Xero Earnings Rate is identical to the Accrual Type: this accrual mapping has been completed correctly.
When these leave types are used in the Wageloch timesheets, a Not Yet Paid leave request will appear in Xero through Payroll >> Leave.
Mappings these accrual types on the far right will help you import your accrual balances.

NOTE: If you notice that there are "leave hours" showing up through your Timesheets in Xero, it's likely you've mapped your Wageloch timesheet column to an Ordinary Earnings Rate in Xero, rather than a Xero leave entitlement.