Harvester Payroll Help Centre

There are three different levels of security access that can be used together with the audit trail feature for more security "tracking" of user changes. Harvester has Three different User Access Levels : Level 5 is "Admin": The user can do all payroll functions. Level 3 is "Accounts": The user can NOT do the following: 1) Level 3 can not access and change the employee details of employees who are marked as 'Management' pay-class. 2) Level 3 can not access most of the Settings features on the settings-Page. 3) The user is also blocked from printing and exporting payslips and other reports of any salaries related to those employees who are marked with the employee pay-class called 'Management'. However the Level 3 user is still able to view and export reports of any employees NOT marked as 'Management'. Level 1 is "Basic": The user has the same restrictions as a Level 3 "Accounts" user BUT in addition the Level 1 "Basic" user can NOT do the following: 1) Access and change the employee details of ANY employee (even those who are NOT marked as 'Management' pay-class). 2) Move the payroll to the next pay-month period. 3) View or export upload Reports like NAPSA or PAYE. You need to change the 'Payment Class' of any employee whom you do NOT want the "Level 1 or Level 3 user" to see. 'Payment Class' can therefore be used to restrict Level 1 or Level 3 users from management salaries. You may specify the type of employee payment class on "Edit employees" so that employees can be sorted for payroll input capture according to their class as opposed to their department. The various options you have are: Daily: Employees paid by number of days inputted. Hourly: Employees paid by number of hours inputted. Fixed: Employees paid by a fixed basic wage salary. Management: Employees who are part of management. This last management class is important if you would like to ensure that Level 3 users of your payroll do not have access to these salaries. In the standard Harvester online package, there is a basic Audit Trail User Activities. Please Type "audit" in help and search for help on "Audit Trail User Activities". Note: Level 2 is "employee level" and allows for individual employee login to check the employee's own payslip. Note: User access does not depend on the computer. Access can be form anywhere and on any device. However there is a security log of the exact IP address of any user who logs in so user access may be monitored.

Lunch and Transport Allowances are standard, optional extra additions. They are Kwacha extras you can input on the standard payment-capture screen for each employee payment. Only add a company wide extra if you have made a unique extra that behaves differently to the standard options. Under company settings there is no need to enter any specifics for Lunch or Transport allowances as these are simply straight Kwacha extras. You can use the standard Kwacha entry for Transport allowance and enter the Kwacha value for this standard addition. However if you want the allowance for Transport and or Lunch to be itemised(per day) then proceed as follows: You can add a customised addition called "Travel" as an Itemised Type (no of Days) entry. Go to the settings page. Choose Edit-Company-Extras. Click on add an extra(at the bottom). Give it a name eg "TravelAllow". Specify it as an "Addition" in the "Method" field. Specify "Itemised" in the "Type" field. Click on Edit Value (on the right hand side) to edit the default itemized rate. eg Kwacha Allowance per Day. Click Apply-to-all in the Company if you want the option to give anyone in the Company this allowance example. Customized extras will appear on the direct payments entry screen which is the second input page for each employee payment capture. Note: Under company settings there is no need to enter any specifics for Lunch or Transport allowances as these are normally just straight Kwacha extras. When using the offline payroll input option, it will be much quicker to capture these entries in excel. On the offline payroll input sheet you will see your column headings for the "Travel" addition and you will only need to enter the Number of Days. (Harvester will multiply by the rate specified above when you upload) Note: If the days are the same as the normal days worked then in excel just copy the column of the standard days you have captured in excel into the "Travel" column.

From the home page, go to Edit Employees and then look for "Medical Company %" and "Medical Employee %" under the rates section. If you enter a value higher than 99 then a straight, Kwacha medical will be used. Medical will only appear on the LARGE payslip option if you are using the export-to-excel to create your payslip reports. It will NOT be recorded on the standard payslips that are exported to excel, but the NET amounts will still be correct. If you use the medical (company portion) then no change in the actual net payslip will happen. The medical (employee portion) is what is actually deducted and so reduces the NET payslip. You may look at the values and the accumulated using the Other-Reports page option. On this page, select the Values-that-Cumulate report. As this entry may be used for accumulating purposes, you may also have the ability to edit the values that are accumulated. You will be able to manually edit the "medical" value which will affect the Accumulated, outstanding medical total: 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. Note on the Edit Screen: "Current" means for the particular payment month you are editing. You have to change the actual value in a particular pay period. Then the Accumulated value changes accordingly. This is like an accounting system.

On the main Reports page look for the SPENN Cellphone Banking Report. SPENN mobile banking enables you to setup a free banking account(based on any valid cellphone) for any of your employees. This account can be used to pay any of your employees who have a valid cellular number(whether MTN, Airtel or Zamtel). For more info or to register then please contact support at SPENN Zambia on 097 5944968. (www.spenn.com) When you click the "export-to-excel" button on the SPENN Money Banking Report, Harvester will save the Net-Payments of all those employees who have a valid cellphone number and who have been marked as SPENN 'Payment-Method' on 'Edit-employees'. Harvester will prepare the excel report with the correct SPENN banking account numbers according to the mobile number entered for each employee on Harvester. NB Once an employee has registered their FREE bank account with SPENN, on Harvester you need to simply go to the 'Edit-employees' page and on the 'Payment-Method' drop down please select SPENN banking. 1) Once you have downloaded (saved the export file), open the excel file. 2) Save the document in CSV (MS-DOS) by using the SAVE-AS menu function in excel. (In Excel when you click on SAVE-AS, you will notice the drop down "Save-As-Type" box where you can select the option type : CSV (MS-DOS) from the list of available "File Types") 3) Log in to your SPENN payment platform and Upload the file directly to their site. Note: Only employees with valid cellular numbers entered on the "Mobile No or Paycode" field AND the numbers begin with 260 AND who have a positive Net payment for the month will be entered into the SPENN mobile banking Report. If you have already processed pay for the current month (or for a single employee) and you make the changes described above to enable SPENN Mobile banking, then you must resubmit the payment. After you resubmit a payment Harvester will remember your new settings and the employees on SPENN Mobile Banking platform will reflect on the upload report.

On the main Reports page look for the Cellphone Transfers(Kazang) Report. If you have not registered for Kazang which enables you to pay employees who have any valid cellular number(whether MTN, Airtel or Zamtel), then please contact Leon from Kazang Payment +260 96 6727879 When you click the "export-to-excel" button on this mobile Money Report, Harvester will save the Net-Payments of all those employees who have a valid cellphone number in a report in the usual excel format. Harvester will prepare the excel report with the correct Kazang codes according to the mobile number entered for each employee on Harvester. Be sure to also change the Pay-Method Type from CASH to Bank-Account if the Pay-Method is still CASH for the employee. 1) Once you have downloaded (saved the export file), open the excel file. 2) Save the document in CSV (MS-DOS) by using the SAVE-AS menu function in excel. (In Excel when you click on SAVE-AS, you will notice the drop down "Save-As-Type" box where you can select the option type : CSV (MS-DOS) from the list of available "File Types") 3) Log in to your Kazang payment platform and Upload the file directly to their site. Note: Only employees with valid cellular numbers entered on the "Mobile No or Paycode" field AND the numbers begin with 260 AND who have a positive Net payment for the month will be entered into the Kazang mobile Money Report. If you have already processed pay for the current month (or for a single employee) and you make the changes described above to enable Mobile money, then you must resubmit the payment. After you resubmit a payment Harvester will remember your new settings and the employees on Mobile Money Kazang platform will reflect on the upload report.

On the main Reports page look for the Cellphone Transfers(Tilt) Report. If you have not registered for Tilt which enables you to pay employees who have any valid cellular number(whether MTN, Airtel or Zamtel), then please contact Emma from Tilt Payment +260966242441 When you click the "export-to-excel" button on this mobile Money Report, Harvester will save the Net-Payments of all those employees who have a valid cellphone number in a report in the usual excel format. 1) Once you have downloaded (saved the export file), open the excel file. 2) Save the document in CSV (MS-DOS) by using the SAVE-AS menu function in excel. (In Excel when you click on SAVE-AS, you will notice the drop down "Save-As-Type" box where you can select the option type : CSV (MS-DOS) from the list of available "File Types") 3) Log in to your Tilt payment platform and Upload the file directly to their site. Note: Only employees with valid cellular numbers entered on the "Mobile No or Paycode" field AND the numbers begin with 260 AND who have a positive Net payment for the month will be entered into the Tilt mobile Money Report. If you have already processed pay for the current month (or for a single employee) and you make the changes described above to enable Mobile money, then you must resubmit the payment. After you resubmit a payment Harvester will remember your new settings and the employees on Mobile Money Tilt platform will reflect on the upload report.

Whether you purchase the module or not, you need to go through the compulsory backup check at the end of January each year in order to move to the next month. Do this as follows: To move from January, move pay period as normal on the Home page by clicking on the "Move to next period" icon. You will be taken to the page "This month Harvester requires you to do a Compulsory Offline Backup from the Cloud" Select "I agree to backup" and click "Submit". On the next "Payroll Backup" page, simply click on the Icon where it says in bold "Click here". (Do not press the Cancel option) On the next "Backup Page" at the bottom select 'Yes' to Confirm you have Backed up and then press the "Submit" button. Lastly on the "Compulsory Backup Completed" page click on the "Move to next period" icon. Select "I agree to Move" and click "Submit". Note: You ONLY have to pay for the purchase module for Harvester to keep data older than 13 months.

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.

Note: You do not have to pay for the purchase module for Harvester to keep data older than 13 month. However whether you purchase the module or not, you need to go through the compulsory backup check at the end of January each year in order to move to the next month. Do this as follows: To move from January, move pay period as normal on the Home page by clicking on the "Move to next period" icon. You will be taken to the page "This month Harvester requires you to do a Compulsory Offline Backup from the Cloud" Select "I agree to backup" and click "Submit". On the next "Payroll Backup" page, simply click on the Icon where it says in bold "Click here". (Do not press the Cancel option) On the next "Backup Page" at the bottom select 'Yes' to Confirm you have Backed up and press the "Submit" button. Lastly on the "Compulsory Backup Completed" page click on the "Move to next period" icon. Select "I agree to Move" and click "Submit".

On an Apple computer once you have the MTN file saved as an excel file (type MTN for more help if needed) then do the following: Make sure you have the file you want to export open in Numbers. (This is the standard Apple version of the Excel Microsoft Excel Application) 1) Choose the File and then select "Export To", then select the format you want (which will be CSV). Note: From the Export Your Spreadsheet window, you can choose a different format or set up any additional options. ... 2) Click Next. 3) Enter a name for your file and select a folder to save it to. 4) Click Export.