Harvester Payroll Help Centre

When you click the "export-to-excel" button on the "MTN-Upload-Partner" Report, Harvester will save the MTN 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) Upload the file direct to the MTN Partner site. Once you have logged in to MTN(https://momofrommtn.co.zm) then: i) On the top right, using the "action" button, click "Batch upload" to upload your CSV "MTN-Upload-Partner" export file from Harvester. ii) In the external ID field type: 12345 and then record(copy) the "Batch ID Transaction No". On the left, using the "search" Batches button, enter the "Batch ID Transaction No". iii) Once your batch file reflects in a line under the search result, click on it so that it highlights in blue. Note: Do not click on the blue Batch Id on the left hand side of the line but rather click anywhere else on the line in order to highlight the upload file. The blue Batch Id number on the left is used to open the file so that you can click on "Approve". iv) On the right, click on the "Execute" or "Play" button. (The play button ">" will become active when ready) Note: Each employee payment record changes from pending as its done. The status will change from "Pending", to "Ongoing", to "Completed". Finally, download your report. Some tips for the Harvester export file used on the above MTN Partner web page: Note: Only employees with MTN numbers entered on the "Mobile No or Paycode" field AND the numbers begin with '260 AND who are NOT marked as CASH employees and who have a processed payment for the month will be entered into the MTN mobile Money Report. If you have already processed pay for the current month (or for an employee) and you make the changes described above to enable MTN mobile money, then you must resubmit the payment. After you resubmit a payment Harvester will remember your new settings and the employees on MTN will reflect on the report. For help with Apple computers and "Notepad" please type "apple" in help. If you see an error code on MTN with Status : "Creation failed" and Reason: "Row number##,,Internal error" then there may be a problem with the actual phone number of one of your employees. An "inactive cellphone number" will prevent the whole batch from completing without errors. Contact MTN and ask for them to help you identify which is the problematic "inactive" cellphone number and then delete the appropriate row in a program such as "Notepad".

If you need to import more than 7 different batches of employees after you have already used this feature Seven times, then you need to contact support@harvesteronline.net You are allowed 7 batch uploads on the standard version as this module requires lots of Cloud processing. After a small upgrade cost of $30 you will be allowed to do Seven further batch employee imports. To avoid an upgrade cost, especially for smaller amounts of new employee imports do the following: First add the employees using edit employees and then use the Quick-Table-Employee-Edit to put further details of the new employees in quickly using the single page edit for multiple employees. In this way you do not need to use the batch import. For the batch employee import, we recommend you use this module for importing 40 or more employees at a time. However you may use it to import any amount of employees.

No, you do NOT need to change NAPSA ceiling amounts or percentages on the online system at the end of the tax year. You do NOT need to change tax brackets either.

If you see an error on the Napsa upload saying "SSN number does not match the NRC" or "Napsa employee number does not match": This is an issue with a specific employee's NRC number that can only be linked to the correct SSN number (Social Security Number) that is issued by NAPSA to each employee registered with NAPSA. Only NAPSA issues the Social Security Number and for the upload to work each employee must have the correct NRC number linked with the correct Social Security Number. If not, the file will fail to upload. Check that the Social Security Number is correct on Harvester online. Ask NAPSA what the correct SSN number for each employee is if you don't know it. To edit the Social Security Number on Harvester online, go to Edit-employee and then look under Personal Details for the 'Social Security No' field to edit or enter it. Note: Napsa WILL reject any employee where the Social security number they have on record does not match the NRC number. Even if you think you may have the correct Social Security number for an employee that Napsa has given you, it might not match the digital online record that they have. The Social Security number can only be provided by NAPSA and only AFTER an employee is fully digitally registered with them.

If you see an error on the Napsa upload saying "EmployER number mismatch" This is normally an issue with a specific employee's SSN number (Social Security Number) that is issued by NAPSA to each employee registered with NAPSA. However this Number is linked with a specific EmployER number! Sometimes employees move from working for one company to another and if this has not been updated with NAPSA for the particular employee, then the file will fail to upload. Ask NAPSA to make sure the SSN number for the employee is linked with your NAPSA employER number. Also please make sure that you have registered your correct NAPSA employer number on the company settings page. The default is 33333 for all newly registered companies with Harvester Online and this needs to be edited to your employer number.

Monthly NAPSA Contribution CSV Upload Click the report link NAPSA-Electronic Return. Click the "Export" Excel button - this will create a CSV (Comma delimited) file ready for direct upload to iCARE. Once you have downloaded the CSV file, do not re-save it before uploading to iCARE. Why? If you open the CSV in Excel and then save it again, Excel may: Reformat some date values. This will cause the iCARE upload to fail. You may open the CSV in Excel to view it, but if you do, do not save it again - just close Excel and upload the original downloaded file to iCARE. 1) Check your upload is in pure CSV format: If you right click your upload file and open with a text editor like notepad, then you should see all your data neatly in a row separated by commas. One row per employee. You will note and that each data field itself is just the data value and it is not enclosed in double quotes. Example: The Year will be 2025 and not "2025". If you see the double quotes then you have probably opened the downloaded file and saved it on your computer again which can change the format. Just download directly from Harvester and don't open it to save again. NB: Export from Harvester as normal: NB No re-saving or reformatting required. Simply download and upload without opening the CSV file. 2) Employees who have a second name. Employees who have a second name on their NRC. The second name now has to be stored in the first-name field by ensuring there is a space between the first and the second name within the same first-name field. The second name is not stored in the "other " name field. The other name field should remain blank on the upload. 3) If there is no birth day or month visible on the NRC: Add every employee's full birth date and use the 31st of December for the day and month.

How do I handle employees on work permits but without NRC numbers? On edit employees at top right hand side enter the passport number. The NAPSA return will then use the Passport Number instead of NRC number. Note: Harvester will still say that a NRC number is required to save the employee, even with a passport number entered. This is correct. You can not enter an employee without an NRC number. This is to stop ghost workers, duplicate employee entries or employees using the same NRC Number. Leave the default NRC Number even though it is officially non-real and auto generated. Only the passport number will be used for NAPSA returns so there is no need to worry about the NRC number. Harvester will ignore the auto generated NRC Number for online NAPSA submissions.

For those employees older than 55, its best to remove the tick box 'NAPSA?' on edit employees. It says 'Do not remove' but in the case of an employee over 55 it is perfectly legal. In this case no NAPSA will be deducted off the employee and the same for the Employer. I do know that the employer can voluntarily pay the employer's portion of an over 55 year old employee for NAPSA, but this is not compulsory.

To view the actual "Accumulated Napsa Totals" Go to the Second Print Options Page (More Reports) and view the Napsa that is accumulated for any or all of your employees. Use the "NAPSA Accumulated" Report from the NAPSA Section of the "More Reports" page. This will show all accumulated Totals in a single report that you can export to Excel for all years to date. It is very useful to use these values for Seasonal workers when you would like to print their Leave Certificates and you want to see how much NAPSA was accumulated over the season.

Enter your NHIS "Employer" Account Number by going to settings and then company settings. Please do not enter the preceding letters 'NHIS' for your Company Health Number on Company-Settings page. Some employers have been issued a numeric-only NHIS employer number. In Harvester, go to Settings and then Company Settings and uncheck "Does NHIS precede Health No?" so the export matches the required format." Each member (employee) will also be given a membership number. This employee number can be entered on the Edit-Employee page. Some numbers are 14 digit numbers and others are a combination of "NHA" plus a 10 digit number. For example: 12341911077853 or NHA1911077853 To obtain an updated listing of each of your unique employee membership numbers, please login to the NHIMA website and click on "returns" and then click on "Upload Return" and finally click on the "Download Sample From Employees" in order to get your existing, unique employee-membership numbers. Monthly NHIMA Contribution CSV Upload Important: Please use the report National Health Upload CSV and not the National Health Datareport. Click the report link National-Health-Upload-Csv. Click the Export Excel button and this will create a CSV (Comma delimited) file ready for direct upload to NHIMA. Once you have downloaded the CSV file, do not re-save it before uploading to NHIMA. Why? If you open the CSV in Excel and then save it again, Excel may: Remove leading zeros from NHIS numbers (e.g. 0123456789 becomes 123456789), and Reformat some values. This will cause the NHIMA upload to fail. You may open the CSV in Excel to view it, but if you do, do not save it again - just close Excel and upload the original downloaded file to NHIMA. This is due to the fact that re saving a CSV file in excel sometimes causes the format to change. For example the long NHI numbers in "Column D" might revert to Scientific notation and all look the same! In other words, once you have exported your file, it is ready for upload and you do not even need to open it before you upload it to NHIMA. Note: Sometimes you may find that you still get certain columns of data, like the Employee number on the NHIS upload report, reverting to a scientific notation format where it does not show the actual number. If you literally upload the exported CSV file(without first opening the CSV file) then the upload file should work as it is. If this does not seem to work, then open the exported CSV file in Excel and then use the Excel program to save as a CSV file type. This process will often fix such "format errors" with CSV files. If you want to verify or do a manual edit of the CSV file, then right click the file and open with Notepad and then you can see the true CSV format that the NHI system wants. If you do open your CSV file in excel and you see the numbers for NHI for each employee are showing in Scientific notation, do not be concerned. If you put your cursor on one of the numbers (by selecting any cell in "Column D" in excel) and then you look at the formula bar above, you will notice that it actually is storing the number correctly because the formula bar will show the actual 14 digit Number. (The display is just in Scientific notation) When you pay for National Health, you do not need to download the NHIS template that they provide each month. For the few employees who have kept the older 10 digit numbers, please enter the letters NHA preceding the number example: NHA5555555555 Note: The health number must not start with ' before the number. If you have a ' before the number, please remove the '. So in harvester put the letters NHA instead of the ' or simply remove it so that you just have a numerical number. Make sure when you Submit to save, its just a number with no blanks saved after it and there is no '. Then prepare the upload and you will see it will save it correctly. After you have entered the employee Membership Numbers supplied by the NHIS to you for each employee on Harvester as well as your unique company Number (the 10 digit number following the letters 'NHIS') then you can simply generate the export report and use this to upload to their system. The report does NOT show the grand totals. Hence you should use the other Health Report called National-Health-Data and export this for your own records. It will be saved in an Excel format and have the total contributions of all employees in the total row. Your payment amount will be double this value. To make it easier to enter all the employee Membership Numbers, you may use the Quick Table Employee Edit to do batch saves of 15 employees at a time. Tick the tick box for Health and fill in the health number on the employee grid and save up to 15 employees' Health data info at a time. To make it easier to enter all the employee Membership Numbers, you may use the Quick Table Employee Edit to do batch saves of 15 employees at a time. Tick the tick box for Health and fill in the health number on the employee grid and save up to 15 employees' Health data info at a time. NB please make use of the Bulk employee update feature by using a Harvester-generated, excel import template. Type Update or Import in Help and look for the help on "Batch Upload or Update Import of Existing Employees from Excel" Your existing names, surnames etc are all generated in this Update_Template file. Make sure that you use the same format for employee data in each column of the template file by observing the way your existing data is saved in your downloaded template file. For the NHIMA employee numbers to update your online employees properly, keep the existing format (in CSV) so numbers look like this 14 digit number example: 55,555,555,555,555.00 (once updated online the NHIMA Numbers will look normal) If you have already processed the wages for the current month before you started enabling employees for NHI then you need to re submit the payment. So after you have ticked the check box for each employee go to edit payments and re submit the current month payment to recalculate so that NHI will show for all those employees who have the tick box checked on NHI. It will remember your setting for the next month. Note harvester does not do the initial registration of your employees. It does the monthly returns once you have received your registration employee NHA numbers. Note that the NHI upload report does not and must not have the grand totals for it to work on uploading to the NHI web site when you upload your employee contributions. The other "health" report is good to save for your own records and this has the grand totals at the bottom. Each employer needs to register all the employees with the NHIS (National Health Insurance Scheme). Harvester does not register your employees for you. This needs to be done once-off by you. However its very helpful to use the full summary report that Harvester produces in excel to copy and paste the relevant columns into the "Bulk Member Registration Sample" that NHIS provide on their website under "Employees".