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| Key Word | Topic | Description |
|---|---|---|
| Terminal Benefit Edit History | How do I Edit Terminal Benefit History? | To edit the actual "Accumulated Gratuity" or "Terminal Benefit" 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. (Type the employee name in the search box and all historic data will appear for that specific employee) 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. Note for those users who converted from Harvester offline: To make only one change you can edit the Accumulated Terminal Benefit loaded from previous OFFLINE package. On the same page, first select the option on Search for Viewing Historic Cumulative totals uploaded from previous package. |
| Delete Previous Offline Excel File | How do I delete a previously uploaded payroll input file? | On the home page look for: Offline Pay Input in Excel(the man on the skateboard) Click on Step 3 which is "Upload Offline Template file for processing". If you already have an existing file added (from a previous month or upload attempt), you will see the last file you uploaded. Click on the "Completed" icon which says "Click to remove file". Then you will see 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. |
| Extras Fixed Lunch Allowance Recurring Example | How do I set up a fixed extra addition? | You can add a customized addition(or deduction) 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 Lunch. Specify it as an Addition 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 10 for a fixed addition of 10K applied to all that you apply this extra to. Click Apply-to-all in the Company if you want the option to give everyone in the Company this extra addition example. To edit individual amounts (for those not having the usual fixed amount), go to "Payroll Individual " screen on the main home page and then choose your employee who needs a different fixed addition. Then look to the last column and click on "extras". Look for the specific custom extra addition and then click "edit value". You will be able to give this employee a unique value that will be used for all future payroll payments processed. A Zero amount entered in this example will make sure that no extra addition is taken for that employee in future. 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. Note you can then set individual amounts for your Lunch Allowance so that Harvester will remember the individual amounts. For example your Lunch allowance varies per employee and you would still like it to be a "recurring input" that you do not need to input each month. Here is how you can easily do this: If you want to specify INDIVIDUAL Itemised or the Fixed-Extra Custom-Extras per employee and would like Harvester to "remember" these values from month to month so that no re-input is required each month then do the following to set this up BEFORE you begin processing the current month's payroll processing. Individual Itemised rates can be set to extras that are of the Type: Itemised or Fixed or Percentage-of-Basic. (The type can be set under Company Extras) To edit individual amounts, go to "Payroll Individual" screen on the main home page and then choose your employee who needs a different rate. Then look to the last column and click on "extras". Then choose any extra of the type that is "Itemised" or "Fixed" or "Percentage". Look for the specific custom extra and then click "edit value". You will be able to give this employee a unique value that will be used for all future payroll payments processed. Using this same page explained above, where you look for the last column and click on "extras", you can also click on the Add-Extras link to assign any NON company-wide extra to the specific employee. Some more notes: Another way to edit Individual Rates is use the Settings page and then click on Assign-Extras-to-Employees. Then choose any extra of the type that is "Itemised" or "Fixed" or "Percentage" and on the right hand side click on Edit-Value to edit the default itemized rate (default rate can be set under Company Extras). NB It is important to choose the Edit Value link for the individual employee on the RIGHT-HAND-SIDE of the edit Extras page. The Edit link on the Left Hand Side is for applying specific non-company-wide extras to individuals. It is helpful to use the Extra name-search box on the top to edit a specific Extras for employees. If the extra is a company-wide extra, then the input amounts can be captured via excel in the offline, excel, payroll input sheet. If the input amount each month needs to be the same value as the normal days worked (eg A Daily bonus or allowance depending on the days worked) do the following: If you are using the Offline-input Template In excel and you have specified your Custom Extra to be of the "Itemised-Type", then just copy the column of the standard days into the appropriate Item-Input Column. |
| Cash Breakdown Excel vs Browser Report | What is the difference between the Excel Cash Breakdown and the Browser Report? | There is a difference between the simple Browser Cash breakdown report and the detailed Cash breakdown report that you can export to Excel. The detailed Excel Cash breakdown report actually gives each and every cash employee's breakdown as to how many notes are required individually. The report that is generated directly from the web will only give the summary total for each department. This is usually used to send to the bank so that you know how many notes are required to order from the bank. It also saves on paper usage by only giving department totals and grand totals. |
| Napsa Employee SSN number does not match NRC | Napsa error on upload for return | 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. |
| Find, Delete or Remove a Deleted employee permanently | How do I find a deleted employee to re employ? | Note: You do not need to Delete the employee. Do not worry if you have deleted an employee, you will be able to re employ him or her. If the employee is terminated or deleted, then the employee will not be 'current' in the payroll. You can always re employ them at a later stage if necessary. To find a terminated employee, on the edit-employee list page, use the 'Status' drop-down on the top right and search for 'Terminated'. After pressing the Search button, you will see a listing of all Terminated employees. You can then edit any specific-terminated-employee to re employ the employee should you wish to make the employee currently active again. Note: When you terminate an employee, it has the same effect as if you were to delete an employee. When you delete an employee the employee Status changes to "Terminated" and still remains on the system. However the employee will never be in the current payroll. This is important as employees should not be deleted in the current tax year. It is also helpful in that there is an online-record to make it very simple and easy to re employ someone (even if the current tax year has passed). If you would like to keep more employee "spaces" online so as to avoid having to upgrade your Harvester package to the next package size, then you may start using old terminated employees from more than a year back and simply re suing the employee number by editing the name and NRC etc of the "OLD" terminated employee. You may also email support and ask for some employees to be totally or permanently removed. An admin fee of USD 30 in Kwacha will be charged for this. Please see more help on this by typing Price in help and looking up "Price Determined by Employed and Terminated" |
| Print a single payslip | How do I print a Single payslip? | On any report you can simply type the name of the employee or the number of the employee and then click search. Then that specific employee will be retrieved. You can also use this feature for other selective features. For example, to view or print employees in a specific department, simply select the department and press search. Always use the "clear-search" button if you want to make a new search. To export a single payslip to excel: On the payslips report simply select the employee number on the search box above the actual report and then press the “search” button. This will display only the payslip for the selected period and employee number. Note you can also use the Name or Nrc number search box to do the same. The resultant payslip can then be exported to excel and you have a single payslip. |
| Re employ Terminated Employees | How do I find an employee that I deleted or termianted? | To find a terminated employee: On the edit-employee list page, use the 'Status' drop-down on the top right and search for 'Terminated'. After pressing the Search button, you will see a listing of all Terminated employees. Now edit any specific-terminated-employee to open up the "edit employee details" page and then look for the "Employed?" field of the employee and change from "Terminated" to "Employed" for the employee. The employee will then be currently active again. Note you may also use the Quick-Table-Employee-Edit and the "Status" column to re employ multiple employees at the same time. Some help on re employing terminated employees to avoid going to the next package size: The online system has many packages depending on size and thus we are able to offer various pricing options..from free(under 5 employees) to 3000 employees. In terms of keeping a database of employees(even those who may be currently not employed), it does make it so easy to re employ etc. The once off package size price and annual renewal is actually calculated according to the number of currently employed employees unless the terminated employees exceeds the package size. If the number of terminated employees exceeds the number of "employed" employees allowed for your version, then you will need to upgrade if you want to add more new "employed" employees. eg: An upgrade would still be needed even if the number of employed employees is below your current package version.eg If you have close to or more than 100 terminated employees on a package size allowing 100 employed-employees, this will mean that you will not be able to add more employees even if your current number of employed employees is below 100. If you would like to try avoid going to the next package size, then please go to your terminated employees and "re use" the oldest employees by using their employee numbers and changing their details accordingly. Basically if someone has been terminated before the current tax year began (ie before January of the current tear) then you may reuse their number for another employee so that you don’t have to upgrade. To view ONLY Terminated Employees: On the edit employees use the top search box to select "Terminated" so that you see only those employees who are terminated after you click "Search" to reload the employees table. However if your terminated employees already exceed the package size, please email support and ask for some employees to be totally removed. An admin fee of USD 30 in Kwacha will be charged for this. |
| Remove a payslip for a terminated employee | How do I remove the payment for an employee that has just been terminated? | If you terminate an employee in Harvester and the system still shows a payment to them, it means that you probably terminated the employee AFTER payment was processed for the current month. Please re employ the employee (Using Edit-Employee) and delete the current payment (Using Edit-Payments) and then terminate if you do not want any payment for the employee to be processed for the current period. To find a terminated employee, on the edit-employee list page, use the 'Status' drop-down on the top right and search for 'Terminated'. After pressing the Search button, you will see a listing of all Terminated employees. You can then edit any specific-terminated-employee to re employ the employee should you wish to make the employee currently active again. |
| Rounding Off Value greater than 2K for new currency | How do I set the rounding value at for examle 5K? | Go to Company settings and then in the "Rounding Value for Payslips" field you can specify the Rounding off value. Enter for example 5. Click "Submit". Process your wages and then on the Cash Breakdown report, look for the drop down menu at the top and change to: 1) K5 or 2) K1 or any value higher than K5 setting. (Even though you are using K5 rounding in this example) You will notice that when you press search the rounding values will show accordingly. When Rounding is set to 5K: K2s and 1s are no longer used as these are the old denominations. Harvester will still allow you to choose the 1 Kwacha rounding. For exact rounding, you need to put your rounding of net wage to k5 so it does the new denominations. If you choose K1 rounding then you have to get K1 coins. |