Troubleshooting - Timesheet Management Xero Errors

Troubleshooting Timesheet Management

This article provides guidance on resolving timesheet issues to ensure smooth syncing between Procore and Xero.

This article includes the following sections:

• Smoothlink Logs - Timesheet Errors

• Configure Payroll Calendar

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Smoothlink Log - Timesheet Errors

Procore users occasionally encounter errors when attempting to sync timesheets/timecards to Xero. 

Common error messages are:

• "The timesheet for employee name (date) is too recent..."
• "The timesheet for employee name (date) is too old..."
• "The employee is missing a payroll calendar"

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Error - "Timesheet for Employee Name (Date) is too recent..."

This error occurs when there is no draft or approved pay run in Xero for the previous period.

Add a Pay Run

1. Login to Xero

2. Navigate to the Payroll menu

3. Select Pay Employees

4. Check Pay Run History

 6. Re-sync Timesheets - Contact the Smoothlink Technical Support Team is required

Xero Error - "Timesheet for Employee Name (Date) is too old..."

This error occurs when there is already a draft or approved pay run in Xero for the current period.Delete a Pay Run

1. Login to Xero

2. Navigate to the Payroll menu

3. Select Pay Employees

4. Check Pay Run History

5. Click the Calendar Pay Run

6. Delete Pay Run

• If there is a pay run for the current period, delete either the draft or the approved pay run. This action ensures that Xero will allow hours for that pay run to sync.

• See Settings - Tools & Timesheet Management

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Xero Error - "The employee is missing a payroll calendar"

A Payroll Calendar must be assigned to an employee in order to sync timesheets to Xero.

1. login to Xero

2. Navigate to the Payroll menu

3. Select Employees

4. Click the Employee Name

5. Select the Employment tab

6. Scroll down and assign Payroll Calendar to Employee

7. Select the appropriate Calendar

8. Click Save

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Configure Payroll Calendar

Along with a Pay Run, the Xero Payroll Calendar needs to be configured correctly to avoid syncing issues. Incorrect configuration can result in the above errors.

The Payroll Calendar must align with the current week's timesheet.

For example, if the Payroll Calendar is February 11 -18th, then timesheets in Procore dated Feb 11th - 18th can be synced to Xero.

Configure Payroll Calendar

1. Login to Xero

2. Navigate to the Payroll menu

3. Select Payroll Settings

4. Select the Calendars menu

5. Click Edit

6. Update the Next Pay Period field

7. Click Update

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