Online Help Support and FAQs
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| Key Word | Topic | Description |
|---|---|---|
| Move payroll back one month or more | How do I move the payroll back one month after I accidently moved to next period? | This is not a normal procedure. Only move back one payroll period if you are sure. Normal procedure is to move the payroll forward one month after you finish the current month. To move the payroll back one month: Click on Settings and then Delete and Move Payroll Options. Choose option 3 to Move the payroll BACKWARD one Period and DELETE. Remember that when you move back one month, Harvester will delete ALL payments for the particular pay period you are moving to. If you have already entered all the payments for the previous month you want to go back to redo then you will lose those entries. The other way is for Admin to move your payroll back WITHOUT DELETING. Admin can be requested to move the payroll back for you to fix or redo entries. (Kwacha equivalent of USD 25) However, if your payroll is in the last month before your renewal is due, please ask Admin by email to temporarily change the start month of the Company start date (for when you registered Harvester-online) to one month earlier. Admin will then be able to move you back one month and then Admin can change the month back to the original start date. Note: You can still edit a previous month payroll-data for a particular employee by using the edit-payments page. Then go to reports and choose the previous month and your update reports will be there. In this way, no cost is involved in moving the payroll backwards one month. |
| Paye edit Historic amount | How do I edit Accumulated Paye Values or make a Historic correction? | To edit the actual "Accumulated Gross Taxable" or "Accumulated Paye Paid" for the current tax year: Be Careful as this should not normally be done as Harvester Calculates correctly according to Government Tax rules. NB This is only for changing a tax amount for HISTORIC months. For any current month entries then use normal payroll processing and NOT this advice below. 1)Click on Settings 2)Click on employee Settings (Left hand side of screen) 3)Click on Historic Accumulated values(Right hand side, with blue button that says Edit) 4)Click on the particular historic payment of a specific employee you would like to edit eg for pay period March 2016 5) Look for "Gross Taxable(Current)" and or "PAYE Paid(Current)" You may edit these values. If you edit the PAYE paid amount, then when harvester calculates the next tax payment due for this employee it will self adjust accordingly. i.e. Harvester will use this new HISTORIC entry change when it recalculates the current month's tax values. Note: Concerning the Edit Screen, "Current" means for the particular payment month you are editing. i.e. You have to change the actual value in a particular pay period. Then the Accumulated value changes accordingly. This is like an accounting system. If you converted from Harvester Offline and you want to edit the Accumulated Paye and Gross Totals, then at the top of the page, select "Historic Accumulated Totals uploaded from previous package" next to the Select-View option and press Search. You will then be able to edit the Accumulated Paye and Gross Totals that were converted from the Harvester Offline version which were the Accumulated Paye values at the time you converted to Harvester Online. |
| Personal Levy | How do I sort Personal Levy? | There is a report called "Personal Levy" on the main print-reports page. Look under the Employee General Reports section on the right hand side. This will tell you how much to deduct from each person. For most employees it is a standard 15 Kwacha. If the gross annual wage amount divided by 12 (for the number of months in a year) is less than K700 then no personal levy will be charged. How to ensure each employee pays: You need to manually input the 15 K as a deduction. To do this you can add a custom Extra and call it "Levy" or you could just enter it under the standard "Pers Levy" field on the normal payroll capture form. Note if you use the latter, then you need to manually enter the amount you want the employee to pay eg K15 What is important is that you print the report of the Personal Levy for each person and keep this on record. (You may also simply export to excel and keep a soft copy as well) Note: Search Help by typing "Extras Fixed Deduction Example" to see how you can add a fixed deduction like Levy that will apply to all. The advantage for this custom extra as opposed to the standard extra is that you don't need to enter for each employee manually. |
| Extras Fixed Deduction Personal Levy Example | How do I setup a Fixed Deduction that applies to all or many employees? | You can add a customized deduction (or addition) as a "Fixed" Type extra. Go to the settings page. Choose Edit-Company-Extras. Click on add an extra(at the bottom). Give it a name eg Personal Levy. Specify it as a Deduction in the "Method" field. Specify "Fixed" in the "Type" field. Click on Edit Value (on the right hand side) to edit the default value of the Fixed Deduction. eg 15 for a fixed deduction of 15K applied to all that you apply this deduction to. ONLY Click Apply-to-all in the Company if you want the option to give everyone in the Company this deduction example. Customized extras will only appear on the "second page" of the direct payments entry screen which is the second input page for each employee payment capture. However this type of extra does not require user-input as it will automatically be deducted from those employees to whom you have applied this extra. |
| Department Totals | How do I generate a report just showing me department totals? | For summary Totals by Department, go to the Print Reports page and then choose the normal Summary basic report. It shows all the department totals and the number of employees worked in each department. On the summary reports print section, at the top left of the Summary Report is a search box called "Other options" where you can enter the option to: Include Summary Totals or Hide Summary Totals. Once you select your choice, simple click search and then export to excel to get an excel version of the report. |
| Summary Inclusive of custom Extras | How do I print a summary Report including my custom extras? | Note that if you export to Excel the "Full Summary" Report then Harvester will print all extras in one excel row per employee. The other option you have is the "Summary" report: To print or view a summary Report including custom extras: Make sure you are on home page. Click on Print Reports Icon. Click on the "Summary Detail" Report. The forth line of the report will include all the custom extras you have added (up to 3 custom extra additions and up to 5 custom extra deductions). To see the actual custom extras, you MUST export this to excel to see all your payroll detail summaries in one report.(The web version does not include the custom extras). NB Note: To print or view a report for a specific Custom Extra showing details and Totals: Use the separate Employee "Extra Additions" or "Extra Deductions" icon to print specific custom extras. These two reports are found on the second Print Reports page called "More Reports". Select one of these and then in the search box you may specify which particular extra or deduction you would like to print or view. Click search and your specific report will be shown with details and Totals. you may use the separate Employee "Extra Additions" or "Deductions" icon to print specific custom extras. This is found on the second Print Reports page called "More Reports". Select one of these and then in the search box you may specify which particular extra or deduction you would like to print or view. Click search and your specific report will be shown. |
| Bank Account Numbers in strange format | Why do I see a strange format of some of my bank account numbers in Excel export file? | For bank account numbers longer than 11 digits e.g. 9130000412043 in the bank column, AFTER you have exported to excel you might see something like "9.1E+12". This is Scientific Notation for large numbers and is quite normal. Leave it as is. The banks will read the numbers correctly when you send them the excel or csv file. If you select the exact cell where you see a Scientific Notation number and look at the top of your spreadsheet in the actual cell reference you will see the proper number of 9130000412043(for our example). Do not change this. This is correct. The bank will read the numbers properly. |
| Keep Historic Data or Upgrade Modules | How do I upgrade to the next employee package size? | Click on Settings and then Upgrade Modules. If you are already on a package size and you want to UPGRADE, all you do is click on Settings and then Upgrades and you can upgrade to the next package size immediately. In this case, the price will be a once-off difference between the price of your current package version and the price of the next package size. The price will be shown next to the upgrade-package you want to select. Once you have selected the next package size according to how many more employees you will be employing and pressed "Submit", Harvester will automatically send you an invoice. Please send the POP to support@harvesteronline.net or forthiscalling@gmail.com within the two weeks from the date of the issued invoice to avoid your company being temporarily disabled. You also have the choice of purchasing OTHER extra "Modules" like the 'Audit Trail Module' or the 'Employee Database Picture Module'. There is a further module which allows you to 'Keep Paydetails History' for 13 or more months back. This means that you can access pay data immediately 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. How to Save money buy not purchasing the Historic module? 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. Harvester will always keep a minimum of the last 13 months of all your data online even if you don't purchase the keep-history module each year. Data is stored up to 7 years, depending on which years you buy the keep history module. The option and reminder to buy the keep-history module happens when you proceed to finish January wages each year as the old data is cleared when you move to February. Lastly there is a 'Employee-Self-Servicce' login facility which allows an employee to login to a very limited Payroll where the employee can view, export to excel or print their own payslips. |
| Directors Tax or Salary from 2 companies | What is Director's Tax? | Directors Tax is used for an employee who is receiving two or more salaries. Only the salary from the first employer can make use of the tax credit and standard PAYE computations. The second salary is therefore taxed at the maximum tax band of the current tax year and therefore on the second salary, PAYE will be a flat percentage amount. eg 37.5 percent for the 2017 tax year. The way to tell Harvester to compute this Director's tax is to mark the employee as paying Director's tax on edit employee details. Look for "Director's Tax?" on the bottom right of the edit employee form. If an employee has been mistakenly assigned directors tax, remove the "Director's Tax?" tick on edit employee details. Then redo the payment for the current month by either editing the current payment or deleting it and then redoing it. Remember that if you put an employee on directors tax after you have already processed the payment for the employee for the current month, the effect will only take place for the next month, unless you simply edit the existing payment and re submit it for the current month. |
| Cash or Bank Payments | How to mark employees as paid by Cash or Bank? | To switch an employee from getting a cash payslip to a bank transfer and vice versa: Go to Edit-Employees and under the section "Other", make sure the drop down box next to Pay Method is "Cash" or "Bank Account" accordingly. On the Excel export you will notice the word Bank or Cash is shown on the payslip. |