Online Help Support and FAQs
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| Key Word | Topic | Description |
|---|---|---|
| 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. |
| Duplicate NRC Number | What happnes if I recieve a Duplicate NRC message when adding an employee? | Harvester will indicate that a NRC number is required to save an employee. This is correct as the NRC number is a unique field. However if you are prevented from saving a new employee and a "Duplicate-NRC-Number" message is given then do the following to find the employee already on the system with that NRC Number: First do a search under "Employed" employees: Select the "Edit-employees" icon and then at the top right of the Edit-employees page, enter the NRC of the person you are trying to add. Press "Search" and then the employee may be found. You may change this to a made-up or random NRC number and then after saving this “new” NRC you will be able to add or edit the "new" employee and enter the correct NRC number as it will no longer be duplicated. Then do a search under "Terminated" or "Fired" employees: NB If the employee is still not found, then use the drop-down Search option next to the NRC-Number search-box to search for "Terminated" or "Fired" employees. The default is the search option for only "Employed" employees. Press "Search" and then the "Terminated" employee should be found. Then you can simply re-employ the employee by changing his "Terminated" setting under the "edit-employee page" and the employee will move from "Terminated" to "Employed". |
| Extras not appearing on payslip? | How do I view the individual Customised extras on payslips and summary reports? | How do I view the individual Customised extras on payslips and summary reports? When you simply generate the payslip report from Harvester on your browser, you will see a total at the bottom near the Gross saying "ExtraDed" for the totals of the Extra customised Deductions that you have. In the top right of the "Browser" payslip you will see the individual items that comprise this total. The same goes for Extra customised Additions. However when you click on the "Export to Excel" icon to get the excel version of the payslips then you will see the extras nicely itemised in the body of the payslip. You may also click on More-Reports icon to find further reports for the extra additions and then the extra deductions to view detailed summary reports. However on the standard "Summary Detail report" you will see that if you Export this to Excel then all the individual extras will be itemised with report totals as well. NB: For more help on specific employee extras not showing when normally they do, please read the help under "Custom Extras Addition or Subtraction not appearing?" |
| Extras Cane Bonus Based on Days example | How do I enter a cutom Accumulated amount based on Days worked? | You can add a customised addition called, for example, "Cane Bonus" as an "Extra Based on Days" Type of extra. Go to the settings page. Choose Edit-Company-Extras. Click on "add an Extra"(at the bottom). Give it a name eg "CaneBonus". Specify it as an "Addition" in the "Method" field. Specify "Based on Days" in the "Type" field. Click on the "Val times by Days" to edit the default Value. eg this is the Value that is multiplied by the number of Standard (normal) days. It will be good to make this extra apply only on a Department level and NOT Company-Wide (example: to the Cane Cutters department and not to everyone). So do NOT tick the checkbox "Apply-to-all" in the Company. Note: This particular Customized extra will NOT appear on the the second input page for each employee payment capture as no input is required. Note: This value will be accumulated from month to month in the current calendar year and will NOT be included in the NET pay. At the end of the accumulated period you need to actually make an extra payment to the employee for the accumulated amount. A suggestion when it comes to paying out the Cane Bonus is to use the Bonus field in the standard "employee-payment-capture" screen to manually enter the total accumulated cane bonus. Note the Accumulated Amount will still reflect on the payslip but will be automatically cleared each January so as to make room for the next season to start accumulating again. It is helpful to go to the "More-Reports" page and click on the "Extras-Accumulative" report to print out the summary of each employee's cane bonus accumulation into excel. On this report, remember to click on the "Select Customised Extra" drop down search box on the top right and choose the "Cane Bonus" extra before you export to Excel so that you produce the Cane Bonus Report. |
| Napsa EmployER number mismatch | Napsa error on upload for return - EmployER number mismatch | 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. |