How do I set up Xero and MYOB payroll integration in Nightingale?

Did you know Nightingale can sync your staff’s timesheets with Xero and MYOB? It can save time, however it requires a little configuration on your end.

You will need to have paid for Xero/MYOB Integration with Nightingale and there is a small cost per staff member per month utilising the Payroll sync function. Please contact us if you want to know more.

Shift Times

Now we make sure the times for each shift type are set correctly. This makes sure you cover your daytime rates or after hour rates dependent on when the staff member is working.

You must have shift times to cover all your staff member’s shifts otherwise they will not be transferred to Xero.

1. Go to [Organisation Settings] > [Roster] > [Shift Times]

2. Click on [Add Shift Time] and select the matching Shift Type you wish to add in the time for. Then set the start and end time i.e. 8:00am 4:00pm.

   

3. Click Save and add as many as you require.

Shift Codes

Shift Codes will override the Shift Types/Times and are used when dealing with allowances such as laundry or sleepover allowances. This allows your staff to get a higher rate based on the shift itself.

You must tick [Organisation Settings] > [Workflows] > [Timesheet Shift Settings] > ‘Shifts with shift codes record hours under that shift code instead of under a shift type’ in order for Shift Codes to Override the Shift Type.

1. Go to [Organisation Settings] > [Roster] > [Shift Codes]

2. Click on [Add Shift Code] and you will see the following screen;

   

3. Add in name, the shift code, what xero allowance it applies to and the maximum number of units allowed.

4. Make sure you add in your description to remember what code this ties into.

5. Click Save and add as many as you require.

Example of Shift Setup

Here is a quick example of what one setup could look like, please remember you must have all times and rates covered for your staff to be paid.

Shift Categories

1. Casual

2. Part Time

3. Full Time

Shift Types

1. Casual Base Rate

2. Casual Evening Rate

3. Casual Saturday Rate

4. Casual Public Holiday Rate

Shift Times

1. Casual Base Rate: 6:00am - 8:00pm

2. Casual Evening Rate: 8:00pm - 12:00am

3. Casual Saturday Rate: 12:00am - 12:00am

4. Casual Public Holiday Rate: 12:00am - 12:00am

5. Casual Active Night Rate: 12:00am - 6:00am

Configuring Staff

Now Nightingale needs to know what Staff members are covered by what Category.

1. Visit [Staff Dashboard] > [Edit Details]

2. Scroll down to ‘Employment’ and set Shift Type Category to the correct category

3. 

   Click [Save]

Final Notes

Once all these points are configured. Your staff has submitted their timesheets and everything is approved you should be able to sync with Xero from [Organisation Settings] > [Finance] > [Xero - Send Timesheets] like the below image

However, if you are concerned you can always organise for one of Nightingale’s customer success staff to make sure you’re well trained and everything is configured correctly. Just send us a email or create a ticket and we will be in touch.

Problems with Xero

Working with financial programs can always be tricky. We will put the various notes and problems we occur here to try and help you out.

Problem 1 - I get a message that Xero has an unrecognised GUID error.

This occurs when a staff member is not synced with Xero. Try syncing and then try again.

Problem 2 - Why isn’t my sick or personal leave rate appearing correct in Xero.

Nightingale does not transfer over sick or personal leave. It just sends over normal hours and you need to manually correct this is Xero. We are working on a solution to cover this feature.

Common Errors For MYOB

Only Payroll Categories assigned to the employee can be used on the timesheet

This occurs when the staff member in MYOB doesn’t have the payroll category that is being sent over on the timesheet on their dashboard. To fix this error login to MYOB via the browser, go to Payroll tab → Employees → search for the employee that is getting the error → Payroll details tab → Salary and Wages → Ad wage pay item.