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Managing Leave Balances in Hiro and Xero

Updated

Article Contents

  1. Introduction
  2. Key Points to Understand
  3. Efficient Ways to Enter Leave in Xero
  4. Why Leave Doesn’t Automatically Sync
  5. Additional Resources

Introduction

Understanding how leave balances are managed in Hiro and Xero is key to ensuring accurate payroll and leave tracking. Linking Hiro staff to Xero employee records is optional but adds valuable information by displaying leave balances in Hiro, which makes more informed decisions during leave approval. This article addresses common questions about how Hiro handles leave balances and provides guidance on using Hiro and Xero together effectively.

Key Points to Understand

1. Leave Balances in Hiro Are Pulled from Xero

  • Leave balances displayed in Hiro are live data retrieved directly from Xero.

  • Each staff member in Hiro must be linked to their corresponding Xero employee record to retrieve leave balance information. For detailed instructions on setting up these links, refer to our article Linking Hiro Staff to Xero Employee Records.

  • The balances in Hiro reflect the most up-to-date information from Xero at the time of retrieval.

  • Xero’s leave balances are updated only after payroll has been processed and posted in Xero. For example, if leave is approved but payroll has not yet run, the leave balance in Xero (and subsequently in Hiro) will not show a deduction.

2. Separate Entry of Leave into Xero

Leave approved in Hiro needs to be separately entered into Xero for payroll purposes. This ensures:

  • Adjustments for partial leave days (e.g., when an employee works part of a day) are reflected accurately. For more information details on handling partial leave days and how to add timesheets after requesting leave, refer to our article on partial leave days.

  • Flexibility for employees to update their timesheets after initially requesting leave.

3. Hiro’s Payroll Spreadsheet

  • Hiro’s Payroll Spreadsheet provides an accurate summary of leave hours to be deducted, accounting for:

    • Partial days worked

    • Adjustments made after leave requests

  • This data can be used to update Xero manually.

Efficient Ways to Enter Leave in Xero

Xero offers two methods for entering leave:

1. Individual Employee Leave Tab

  • Navigate to each employee’s record in Xero and update their leave via the Leave tab.

  • Best for cases where you need to review or update leave for a single employee.

2. Leave Section (Payroll > Leave)

  • Use Xero’s Leave section to bulk update leave for multiple employees.

  • This method is quicker and more efficient for processing leave for several employees at once.

Why Leave Doesn’t Automatically Sync

Hiro does not automatically sync leave into Xero to provide flexibility and maintain accuracy. Here’s why:

  • Partial Day Adjustments: If an employee books three days of leave in Hiro but later records working half a day on the third, automatic syncing would send incorrect data to Xero.

  • Accurate Balances: By requiring manual entry into Xero, you can ensure that payroll reflects the actual leave taken.

  • Timing of Updates: Xero updates leave balances only after payroll is processed and posted. Hiro retrieves these updated balances automatically after this step is completed.

Additional Resources

If you have further questions or need assistance, feel free to reach out to our support team or book a meeting for personalised guidance.

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