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| Key Word | Topic | Description |
|---|---|---|
| Login not the email address for correspondence | Login is not the email address I want for correspndence? | Once registered you will have your own login account(your email)and password. Click on the register Icon to Register your company with Harvester. In order to keep all email correspondence coming to one email address for multiple companies, you an go to Settings (after you have registered a second Company) and then Company-Settings and change the Correspondence email to be the same email address for multiple companies. This means that once you have registered an additional company and change the email address for correspondence as described above, you will then receive all email renewal invoices etc on the same email address as the initial company registered. What you need to remember is the user login links with only one company TPIN and you keep that login to access the particular company. ie One login name can not access all payrolls. If your Login email address is no longer used then make sure the company correspondence-email is changed under Settings as described above so that it will always go to the correct address. In this case the login email is only used as a login and so it does not need to be changed. If you do want this login to change, then you need to request Admin under support@harvesteronline.net for this to be done. There is normally a small charge of 15 USD for this as it needs to be done securely and linked correctly with your company TPIN. |
| Same Email for Invoice Renewals and Multiple Companies | How to Register Multiple Companies with the same email contact? | The user's email is used for your "Login Name" and it has to be unique. This means you need a second email address in order to register a second company. To register for a second or multiple companies you can simply click on "Register" off the Home page. You will need a new email login for each company as each company has its unique TPIN and Login which corresponds to a unique Napsa Employer number, an NHIS employer number and a ZRA Employer TPIN. Normally each company has at least one contact email. If you don't have a second valid email address and there is a secondary company(s), then you will need to use a makeup email address that you can remember for your secondary company login. Remember the login email you use will link you to the specific company registered. Once you have registered you can have all emails sent to ONE email address. If you want your correspondence, like your renewal emails to be sent to the same address, then once you have registered (using the second email address), you can go to Company Settings and change the email to your own email address. This is VERY IMPORTANT especially if your secondary company login does not have a valid email address. This will NOT change your login name which will always remain as the second email address you used at registration. All correspondence will be sent to the newly specified email address. However you will need to remember the registration email used. This will always be your login email for the second company. Note that if there is no real TPIN for a "secondary" company, then we suggest you replace the very first digit of the "primary" TPIN with the number 9. eg if the TPIN of the "primary" company is 1000532245 then enter 9000532245 for the "secondary" company as the TPIN must be unique when you "register" a new company. |
| Leave Days for Casuals | How do I remove Leave days for casual employees? | Note, with newer laws in Zambia, even a casual employee should be getting 2 days leave if the employee works a month or longer. As Harvester follows the Employment Act of Zambia, the default setting is that there are two days for each employee. However if you want to remove the leave days from casual employees, then proceed as follows: To remove leave days for a certain group of employees, eg Casual Employees: Go to department settings and edit the department where your casuals are and on left hand side change leave days per month to 0. Default is 2 Days. Click apply all. And then click Submit. However if the "Leave Days Per Month" setting is already 0 in Department Settings, then when you press Submit to "apply to all" then no one gets adjusted. (Harvester assumes the department rate has already been applied if "Leave Days Per Month" is already 0) So to rectify this simply put a value of say 2 and then Submit. All employees will then get the standard 2 days in the department. Then go straight back and enter 0 to reset all the employees to 0. This time Harvester WILL apply to all as it sees you want to change from 2 to 0 days. Note: You can also individually edit the employee "Leave Days Per Month" on Edit Employees. N.B This will be reflected only if you do this BEFORE you make any payment for wages. If you have already paid then you need to edit the payment for your change to reflect. |
| Print Historic or backup Previous History Months | Print previous payslips or backup historic reports | To print historic reports, on the page before you reach the print options, you have an option to choose the historic month or year that you want to view or print or backup. Make sure you are on home page. Click on Print Reports Icon. On the Select-Year-and-Month Form, choose your period you want to print the reports for. You will see a drop down box for you to select the historic month. Select which month and then all the reports on the following print reports page will print for the historic month chosen. Note that you will be able to print anything up to 13 months back. It is always a good idea to export the full summary report and export this to excel. This report is an entire "backup" of all your payroll details for the month and it details everything from NAPSA, PAYE, to NHIS, custom extras, rates of pay etc. If you would like to keep historic records for more than 12 months then you must purchase the “Keep-history Module” when prompted after finishing Feb wages. Type “Keep History” in help for more info. Note: The user is reminded every February when the user is reminded to do compulsory backups. Harvester deletes off the cloud server any data more than 13 months back unless you purchase the “Keep History” module. If you purchase the Keep History module each year it means that you can access pay data immediately and not just within the last year but also from 13 or more months back. All your historic data will be stored online if you turn this module on. Its advisable to simply keep monthly soft copies of all the important excel reports like the Monthly Summary, ZRA, NAPSA and NHIMA reports etc. Then you will always have historic reports even if you don't purchase the “Keep History” module. |
| Excel Offline Monthly Input Upload | Offline, excel, payroll input upload | On the home page look for: Offline Pay Input in Excel Click Step 1. Prepare for offline input. Click Step 2. Create Offline Template file. On this form at the top left, click the export image to create the template file. This is the actual excel file you simply download and use to enter all your variables. Once you download, open the file and click on the top button within excel that says "enable editing". This is the same procedure for all excel files that are downloaded off the internet. Once you have entered the days etc on the excel offline file, you need to upload it. Note: In the blank columns only, will you be able to edit the values. You will not be able to change the rates or any data in the locked, coloured cells. Leave zero values as 0. Click on step 3. Upload Offline Template file for processing. This will enable you to complete another few quick steps to actually import and calculate your entire payroll according to what you entered offline. Step 1: Add file for import. Step 2: Import. Step 3: Process. Notes: If you already have an existing file added(from a previous month or upload attempt), you must click the Delete button. This can easily be deleted without fear of losing work. If you are not happy with your import you can simply redo the upload or you may go to any employee online and and edit any individual, current-payroll entry. Re employing people and using offline Excel input: Best practice is to employ the "new" employees online BEFORE you make the download spreadsheet in Step 1. What you must NOT do is employ the NEW employees AFTER you have prepared for offline and BEFORE you do the upload. If you have already been working on the Offline spreadsheet and you want to re employ people, then work on the offline spreadsheet and wait until AFTER you have uploaded. Harvester will calculate and process pay for all those that you inputted on the excel sheet. After this then re employ the "new" employees and manually pay them directly online using the "pay-me" option. Note: To completely redo the offline input file if you want to start again from scratch, then you can go to "Settings" and then "Delete Payroll Options" and then choose option 1 for "Delete current payroll Period". then you can start Step 1 from the beginning. |
| Convert or Import Offline Version | How do I Convert or Import from Harvester Offline? | Use you existing harvester payroll system and on the main page on the right hand side is a button that says Export-to-harvester-online. Click on this and then on the export button (on the right hand side), it will export your file to a csv file called exportharvestertemplate.csv This file will be saved in your My Documents folder on your computer. On the online system: Log in and go to the settings page. Go to the Import from Excel link on the left hand side of the settings page. You will be taken to the "Choose your Template" page. Click the top image (of the two options) to Proceed with Harvester Export File (v 17.305 or later) Then click on "Go-to-Step 1" at the bottom of the Choose-your-Template page. Then Click on "Step 1" at the top to add the upload file. Once you have added the file you can then proceed to "Step 2". If you get a message that there is a wrong amount of columns then Harvester thinks you are trying to import from your own list of employees in excel and not the harvester offline upload file. In which case check your "Import Template Choice" is correct. Click on Step 3 and the employees will be imported and updated and you will be ready for entry. Remember that any of your unique company extra additions and deductions will still need to be manually added after your conversion is done. Also remember to enter your NAPSA number and NHIS employer number in Company settings. Lastly you need to use the settings page to customize your company specific additions and deductions. These settings are not imported from the offline system. |
| Price Conversion | Price of Conversion from Harvester Offline to the online System | The new online system attracts NO upgrade cost for existing clients. What it will cost you is the proportion of the yearly renewal fee depending on the time you register. Eg If you register at the end of November 2015 then you will pay renewal fees due until November 2016 and your renewal will always be in November according to your time of registration. If you Renew in February 2016 then your renewal will only be roughly 2 months worth (paying for your subscription up until Feb 2017) as you would have already paid the usual annual renewal from January to December which is how the offline Harvester renewals always work. |
| Convert Offline Version Employed | Only Employed employees will be uploaded from OfflineVersion | On the harvester offline version, if an employee is terminated then he or she will NOT get imported. The employee will still be in the export file. So for example, if you want to import seasonal employees that may have been terminated, then please use harvester offline to re employ them and then create a new export file for upload. Please do NOT change the employee "exportharvestertemplate" file. There are many columns and if you import after manually changing any data in the columns, then your upload will not work correctly. |
| Date and Formats for excel | Entering Dates online and in excel offline | If you are manually entering dates and you see on your screen it is asking for the format dd/mmm/yyyy then make sure you enter for eg 12/Oct/2013 and not 12/10/2013. If you use the drop down calendar then the date will be formatted correctly. For manual entries where you actually type in the date, just make sure you type 3 letters for the month before it will accept any dates. Make sure you actually type in dates directly into the date field if the year is many years back. This will be quicker than using the drop down calendar. What about Excel Dates for upload? eg batch import of new employees from Excel. Check that the date is not reverted by your Excel to the American Standard. It is determined by your Excel Standard-Date-Format options. Eg 22/02/2019 is 22 of February 2019 or 22/Feb/2019 Check your excel does not switch to the America Standard which would make this same date you enter change to 2/22/2019. If you highlight the Excel-Cel with the date in question and then look at the Reference in the Formula Bar it will show you what excel format you are using. Or you can check your Excel Standard-Date-Format by clicking on format cells and then checking the Date is for example English(UK). It should not be a Date Format that has the Month before the Day. (like the American version) For any import or update process that involves dates, please make sure that your computer system settings on windows are correct before you even open excel and do the download or the upload for Harvester online files. How do I set my region date format to English UK or Zambia? Go into Control Panel then Clock then Language then and Region. In the Formats tab, check that the: Format is set to English (United Kingdom). Short date format in Date and time formats is set to dd/MM/yyyy. The Zambia default also works on dd/MMM/yyyy. |
| Contracts Listing and Reports | Print a listing of contract start and expire dates | To view or print the actual contracts for each employee: The "Full employee-contract" is found on the second “More Print Reports” page. This is where you can print contracts etc. Look towards the right of the “More Print Reports” page and you will notice "contracts(part 1)" and next to it "contracts(part 2)". See the note below on Employee Quick-Table-Edit to make sure you have the contract end dates and period(in weeks) sorted before you print them. If you need to view or print a "Listing" of contract start and end dates and the contract period: Click on the personal details reports under General Reports on the “Main reports” page. You can click on the column heading for contract expire or end date to see the employees who are near their expiry date. (sorts by Date up or down) You may print this report directly from your browser or you may export it to excel. The Employee Quick-Table-Edit is good to enter start dates for contracts quickly. It is NOT normally used to enter the end-date, but rather the start date. Once you enter the Contract Period in weeks (eg 52) and you have entered a start date, then the end date will be calculated automatically once you press "Submit". The table can also be used to update other information for multiple employees quickly.(see Note below) The end-date is automatically determined by the start-date and then the number of weeks you enter in the Contract-Period. So on the table you can quickly enter the start dates and the contract periods for a batch of employees and then the end dates will automatically be updated when you press submit to save your changes. NB don't move to the next page without Saving first. If you would like to manually set the end date, then make sure you put a zero in the Contract Period and then you can enter the end date in the table. Then whatever end-date you have entered will not change when you press submit. Note: The "Employee Table Edit" will update 15 employees per page submitted. If you press the "move page" arrow on the bottom to move to the next or previous page WITHOUT pressing the "Submit" button, Harvester will NOT save any of your possible edits for that page. You must press the "Submit" button page-by-page. Harvester will return you to the very same page after you press submit. You can then be sure to move to the next page. If you use the search options at the top (example: by Department) then please be careful to press the "clear" link so that Harvester refreshes and resets before you move to your next search criteria. |