Staff: Xero Payroll Set Up

Discover has recently introduced an integration with Xero Payroll.
Further enhancements are on their way, but if you would like to get started, follow the guide below to ensure you're set up correctly!

Please note: You will need to be connected to Xero in order for the Payroll integration to work. Please see the article here for instructions on how to connect. 

Step 1: Get Set Up in Xero.

You'll need to get a few things set up in Xero before the integration will work:

1) Create a Payroll Calendar (you can have multiple frequencies if you need).

2) Set up your Admins and Teachers

3) Create draft timesheets for your Staff (these do not need to be filled out, you will only need to click the 'Create' button. Discover will populate this information).

4) Add Custom Earnings if needed.

Step 2: Gathering Xero information for Discover

You will need:
Employee GUIDs

Earnings Rates GUIDs

To find the Employee GUIDs:

1) Open Xero's API Explorer using this link, and log in with your Xero credentials.

2) Click 'Connect your Xero organisation ' (if you're already connected to another organisation, click disconnect in the top right, then click 'Connect your Xero organisation').

3) Select the organisation from the dropdown list, and click 'Allow Access'

4) Ensure "Get Employees" is selected in the Operation dropdown.

4) Click the "Make Request" button at the bottom right of the screen.

5) In the box that is generated underneath, click on the "Pretty Print" tab.

6) Scrolling through, you will find the names of your employees. Copy the code that appears above their name (see below). This is the Employee's GUID. You will not need the inverted commas on either side (").

7) In Discover, navigate to the Staff Profile > select the Staff member > Payroll tab. Paste the code in to the Payroll ID field.

To find the Earnings GUIDs: 

1) Follow steps 1-3 as outlined above.

2) Ensure "Get Earnings Rates" is selected in the Operation dropdown. 

3) Click the "Make Request" button at the bottom right of the screen.

4) In the box that is generated underneath, click on the "Pretty Print" tab.

5) Scrolling through, you will find the names of your Earnings rates. Copy the code that appears above rate (see below). This is the Earnings Rate GUID. You will not need the inverted commas on either side ("). 

6) In Discover, navigate to Centre Settings > Roster tab. Click on the relevant existing task, or 'Create New', and paste the Earnings Rate GUID in the Payroll ID field and Save (for more information on creating Roster tasks, please see our article here).

Exporting your Roster information to your Xero Timesheets

1) Create your Roster as you normally would, using the tasks/shift types that have the Xero Payroll GUID attached to them.

2) When your Roster has been finalised, navigate to the left side menu > Payments > Integrations > Xero Payroll tab.

3) Select your Payroll Calendar from the dropdown.

4) Select your Timesheet dates from the dropdown (*If you can't see the correct dates, please be sure you have created draft timesheets in Xero, as below).

5) Select your Staff Member from the dropdown.

6) Click 'Review Information'.

7) Once you have reviewed the information and confirmed it is correct, click 'Push to Xero' (if the information is incorrect, make your changes in the roster then repeat the steps above).

8) Repeat this process for each Staff Member.

*Timesheets in Xero: