Xero errors when sending leave to payroll

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Troubleshooting Common RosterElf and Xero Leave Errors


This article explains the most common errors encountered when sending leave data from RosterElf to Xero and provides solutions for each issue. By following these steps, you can resolve issues such as missing leave types, earnings rates, and mismatched payroll calendars, ensuring smooth data integration between RosterElf and Xero. This guide benefits users by simplifying error resolution, saving time, and minimising disruptions in employee leave management.


1. Employee Missing Leave Type Setup in Xero


This section explains how to resolve errors related to missing leave types in Xero. Setting up leave types ensures that leave data from RosterElf is accurately reflected in Xero. Follow the steps provided to assign default or additional leave types to an employee. For full details, refer to Xero’s guide on setting up employee leave entitlements.

1.1 Default Leave Types

1.1.1. Log into Xero.

1.1.2. In the Payroll menu, select Employees.

1.1.3. Choose the relevant Employee.

1.1.4. In the Employment tab, confirm the employee has a payroll calendar and earnings rate.

1.1.5. In the Leave tab, select Assign Default Leave Types.

1.1.6. Click on the balance shown under the leave type to edit accrual settings.

1.1.7. Select the Leave Calculation Method and complete the remaining fields.

1.1.8. Click Save.

1.2 Additional Leave Types

1.2.1. In the Payroll menu, select Employees.

1.2.2. Click the employee’s name.

1.2.3. In the Leave tab, select Assign Leave Type.

1.2.4. In the Leave field, choose the desired leave type.

1.2.5. Select a Leave Calculation Method and complete the fields.

1.2.6. Choose Not Paid Out or Paid Out for termination balance treatment.

1.2.7. Click Save.


2. Missing Ordinary Hours Earning Rate in Xero


This section covers the steps needed if the employee does not have an Ordinary Hours earnings rate in Xero. Assigning this rate is essential for correct leave accruals and payments. Refer to Xero’s guide on adding an employee for additional information.

2.1. Log into Xero.

2.2. In the Payroll menu, select Employees.

2.3. Choose the Employee.

2.4. Go to the Employment tab.

2.5. Under Ordinary Earnings Rate, select the employee's usual earnings rate. Ensure this rate matches the one in the employee's pay template.

2.6. Click OK and then Save.


3. Mismatched Pay Calendar Cycle Between RosterElf and Xero


This section provides steps to fix issues arising from mismatched pay calendar cycles between RosterElf and Xero. Ensuring the pay cycle aligns in both systems is critical for accurate payroll processing. More information can be found in Xero’s guide on adding an employee.

3.1. Log into Xero.

3.2. In the Payroll menu, select Employees.

3.3. Choose the Employee.

3.4. Go to the Employment tab.

3.5. Under Payroll Calendar, set the employee’s pay frequency to match the cycle in RosterElf.

3.6. Click OK and then Save.


FAQ: Resolving Common RosterElf and Xero Leave Errors


1. What should I do if a leave type is missing for an employee in Xero?
Ensure the missing leave type is assigned by navigating to Payroll Employees [Employee Name] Leave in Xero. You can then assign either default or additional leave types, ensuring the leave data from RosterElf accurately integrates with Xero.

2. How do I set up an ‘Ordinary Hours’ earnings rate for an employee in Xero?
To assign the Ordinary Hours earnings rate, go to Payroll Employees [Employee Name] Employment in Xero. Under Ordinary Earnings Rate, select the correct earnings rate and confirm it matches the rate in the employee’s pay template.

3. What steps should I take if the pay calendar cycle doesn’t match between RosterElf and Xero?
To align pay cycles, navigate to Payroll Employees [Employee Name] Employment in Xero and update the Payroll Calendar to match RosterElf’s pay cycle. This ensures seamless payroll processing. More information on this process can be found in Xero’s guide on adding an employee.

4. Why is accurate leave setup important for RosterElf and Xero integration?
Accurate leave setup is crucial to reflect employee leave data correctly in both RosterElf and Xero. It minimises payroll errors, ensuring leave accruals and payments are correctly processed without disruptions.

5. How can I confirm that a leave type has been successfully added to an employee in Xero?
After adding a leave type, check the Leave tab in the employee’s profile under Payroll Employees in Xero. You’ll see the assigned leave types with their accrual settings, confirming successful integration.

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