| Setting | Explanation | Recommended Value |
|---|---|---|
| Automatically admin-approve synced timesheets | When syncing timesheets and the Only Show and Sync Admin-Approved Timesheets setting is turned OFF, any timesheets that successfully sync will have their admin_approved status set to TRUE | Off |
| Casual Loading is added separate from Ordinary Rate | When syncing timesheets, every applicable hour will also add an hour at the Casual Loading rate which will show up separately in the payslip. E.g. if a worker is Casual, and they do 12 standard hours, they will have 12 hours standard and 12 hours casual loading. This is the method CareMaster AND Xero both recommend. | ON (important) |
| Colour rows of timesheet sync table according to status | Timesheets in Admin => Xero => Timesheets will have a coloured background depending on their sync status. There is no reason to turn this off. | On |
| Default Invoice Due Date Type | This setting combined with Default Invoice Due Date Value determines the due date of invoices generated by CareMaster | Mirror your Xero settings |
| Default Invoice Due Date Value | This setting combined with Default Invoice Due Date Type determines the Due Date of invoices created in CareMaster. E.g. if you have the former set to Day of the Next Month, and this setting set to 5, the invoice due date will be on the 5th of the next month | Mirror your Xero Settings |
| Default invoice status | The default status of an invoice in Xero when created from Care Master. DRAFT invoices can contain incomplete line items, such as missing account codes | DRAFT until you are more comfortable with the integration |
| Default to award interpreted rate instead of worker ordinary rate | For a Timesheet with a Timesheet Event that doesn't have a specified rate or rate type, use the rate suggested by the worker's Award. Unless you have a very good reason to turn it off, this setting should remain on. | On (important) |
| Default to Ordinary Rate if rate not assigned | If we cannot determine which rate to use for a timesheet entry, this setting will use the worker's ordinary earnings rate instead of showing an Invalid Rate warning. Unlikely to occur | Off, until you are more confident with the integration |
| Delete stored xero data if worker is no longer in Xero | When updating Employees from Xero, if the Worker is no longer in Xero automatically remove the link in CareMaster. If this setting is off, the invalid links are displayed and can be manually removed | Off |
| Earnings Rates can be set per Service Org | This setting is not used. In the future, you will be able to specify custom rate assignments for different Service Organisations | Not used |
| Only show and sync admin-approved timesheets | When turned on, only timesheets that have been approved under Staff/volunteers => Timesheets will be shown and available for syncing | On |
| Only show and sync timesheets with valid times | Only show timesheets available for syncing if they have a non-zero length | On |
| Only sync invoices created by Care Master | Only sync invoices from Xero if they were created in CareMaster. If you want this setting turned on, it needs to be done before the first time you sync invoices. If you have previously synced invoices using the CSV method or by manually setting a Transaction's Invoice Number you should leave this off | Personal Preference, or depending on legacy data |
| Pay First Aid Allowance for Expired Certificates | If you've nominated a worker as being paid a First Aid Allowance, only suggest the allowance if the First Aid Certificate is current | Off |
| Stop when Item Template result over character limit | When this setting is turned on and you are automatically generating Xero Item Codes and Descriptions, Care Master will show an error if the template result would be over the character limit for the code or description. If turned off, the extra characters will be ignored. | On to prevent data being cut off |
| Use transaction rostered time when syncing timesheets to Xero | When sending timesheets to Xero, use the hours from the associated Transaction instead of the hours from the Worker Timesheet. For example if the Transaction was scheduled for 2 hours but took 2.5 hours, only pay 2 hours | Business Preference |
These accounts are used when creating Earnings Rates and Invoice Line Items. You can click "Get from Xero Settings" to sync your Wage and Salary Expenses assignment to use the same one used in Xero
These settings are synced directly from the Xero Payroll Settings, and may not be used. If you change them in Xero, you will need to come back and click Refresh from Xero
Employee Group Tracking Category and Timesheets Tracking Category will determine if your timesheets and invoices will include a tracking column
Days in Payroll Year is only included because it is synced with the other two settings, and is not actually used
These templates let you customise how line item descriptions, invoice references, item codes, and item descriptions are generated. Each row has a [ ? ] link with descriptions of the template tags you can use in your customisations.
These rate assignments determine which Xero Earnings Rates are used for Award events - for example, the Saturday Rate will be used for timesheet entries on a Saturday. In previous versions of CareMaster (before ~November 2020), the Ordinary Earnings Rate was used for all "normal" shifts In newer versions of CareMaster, "normal" shifts will instead use the worker's specified Ordinary Earnings Rate, and this assignment will be used as a backup or as the default Ordinary Earnings Rate suggestion when creating new Employees in Xero
The following rates are NOT automatically suggested
It is recommended that you use the "Generate Missing Rates" function to automatically create Earnings Rates of the correct type and value. You can click [ ? ] for more information and recommendations
As with the Earnings Rates assignments, these are used when automatically suggesting Allowance values, except in Payslips instead of Timesheets. It is recommended that you use the "Generate Missing Allowances" function to automatically create Allowances with the correct amounts and tax settings. You can click [ ? ] for more information and recommendations
| Category | Setting | Explanation | Recommended Value |
|---|---|---|---|
| Award | Specify afternoon shift end time for MA000100 | Any timesheet entry that ends AFTER the specified time will be classified as an Afternoon Shift | Leave blank, or at the default of 20:00 |
| Award | Specify night shift end time for MA000100 | Any timesheet entry that ends AFTER the specified time will be classified as a Night Shift. Do not set to a time after midnight. | Leave blank, or at the default of 00:00 |
| Award | Specify night shift start time for MA000100 | Any timesheet entry that starts BEFORE the specified time will be classified as a Night Shift | Leave blank, or at the default of 06:00 |
| Award | Workers launder own uniform by default | When creating workers, they will have "Launder Own Uniform" checked by default and therefore be eligible for a Laundry Allowance if they also Require a Uniform | Business preference |
| Award | Workers provided with uniform by default | When creating workers, they will have "Provided with Uniform" checked by default and therefore be ineligible for a Uniform Allowance if they also Require a Uniform | Business preference |
| Award | Workers require uniforms by default | When creating workers, they will have "Requires Uniform" checked by default and therefore be eligible for Laundry and Uniform allowance if those are ticked | Business preference |