Prerequisites:
Pay items (e.g., ordinary hours) must be created in Xero settings under timesheets.
Employee ID (GUID) must be manually mapped to Field Insight Staff External ID (Go to Staff, and update External ID)
Tracking categories must be set up in Xero (e.g., "site works" as a category, with project names as options). (OPTIONAL; only if using tracking categories)
Step 1: Set Up Pay Items
Description: Configure pay items in the system.
Instructions:
Navigate to the Settings - > Business -> Timesheet > System Fields > Timesheets - Scheduler and Timesheets - Mobile sections in the system.
Locate the Pay Items and tick them to set them on.
Navigate to Settings >Business > Timesheets > Pay Items
Add the required pay items (e.g., regular hours, overtime, etc.),
Make sure that the pay item name matches your Xero Pay Item
Step 2: Associate Staff Profile with Xero Employee ID
Description: Link the staff profile to a Xero employee ID using the external ID field.
Instructions:
Open the Staff Profile for the user (test with your own profile first, if needed).
Locate the External ID field in the staff profile.
Save the changes to the staff profile.
Note: Ensure the external ID matches the employee ID in Xero for accurate syncing
Step 3: Setup Tracking
Create corresponding tracking options in Xero before creating a project in Field Insight.
Link the tracking option to the project in Field Insight via "Xero settings" within the project.
Open a project in FieldInsight, and click “Xero Settings”, populate the category and options.
Step 4: Log Timesheet with Pay Item in FieldInsight
Description: Add a timesheet entry and select the appropriate pay item.
Instructions:
Go to the Timesheet Detailed page, and select Add Timesheet.
Select the relevant pay item from the dropdown
Enter the time worked and other required details.
Save the timesheet entry.
NOTE: (this is just showing the process of adding timesheet via scheduler)
Note: Ensure the pay item is correctly selected to reflect the type of work performed.
Step 5: Export Timesheet to Xero
Instructions:
Navigate to the Weekly Expanded View in the timesheet section.
Review and approve timesheet entries in the weekly expanded view.
Click “Export selected week to Xero”
Verify in Xero
