Xero: the keying sheet

Xero Payroll has no file import for pay, so the Xero keying sheet gives you a sheet to key each pay run from. It is the generic CSV with its columns fixed: Payroll ID, Name, Pay item, Description, Quantity, Unit, Rate, Amount, one row per person per kind of pay and rate.

In Maliru

1. Under Pay › Payroll provider, choose Xero keying sheet. See setting up your payroll provider.
2. Give each person the number you know them by in Xero, such as their employee number, as their payroll ID.
3. Map each kind of pay to its Xero pay item: the earnings rate, deduction type or reimbursement type under Payroll settings › Pay items in Xero. Map each overtime rate on its own if Xero has an earnings rate per multiplier. Absence days need a pay item too, such as the leave type you enter them as, or the export is refused.
4. After closing a run, Export for payroll downloads the sheet.

In Xero

1. Open the draft pay run for the same period.
2. For each person, add each row: the pay item, then hours × rate for rows with hours, or the amount for rows without. A negative row — a correction that takes money back, or unpaid absence — is keyed as a deduction or a negative earnings line, whichever your pay items are set up for.
3. Absence days, such as sickness, are entered as leave in Xero, which works out any statutory pay.
4. Compare Xero's pay-run totals with Maliru's control totals before you post it.

Contractors are not on the sheet: they are paid from their statements. Before your first real pay run, key the sample (Download sample) into a draft pay run and tick Totals matched.