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| Key Word | Topic | Description |
|---|---|---|
| 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. |
| User Login linked to TPIN | What does the login link to the TPIN mean? | The Login email-user-name you registered with will ALWAYS be linked to the company TPIN. In order to keep all email correspondence coming to one email address for multiple companies, you an go to Settings (after you have registered a second Company) and then Company-Settings and change the Correspondence email to be the same email address for multiple companies. This means that once you have registered an additional company and change the email address for correspondence as described above, you will then receive all email renewal invoices etc on the same email address as the initial company registered. What you need to remember is the user login links with only one company TPIN and you keep that login to access the particular company. ie One login name can not access all payrolls. If you want to have an additional user to access the same company then you can send an email request for an extra user login. (A Once off charge of 50 USD is needed for this module). Normally this is done for big databases where there are multiple payroll users accessing one company. If your Login email address is no longer used then make sure the company correspondence-email is changed under Settings as described above so that it will always go to the correct address. In this case the login email is only used as a login and so it does not need to be changed. If you do want this login to change, then you need to request Admin under support@harvesteronline.net for this to be done. There is normally a small charge of 10 USD for this as it needs to be done securely and linked correctly with your company TPIN. |
| Contracts by Expiry Date | How do I see whose contracts need renewal? | There is a report for contracts that can easily be sorted according to the renewal date so you can see which contracts need renewing. To see this go to Print Reports page, then under the General Reports section look for the link called Personal-Details. On this report you can click on the column heading (Eg End-Date) and then the employees will be sorted according to the End Date so that you an quickly see any contracts that will soon be coming to an end and who has completed their contracts. Another option is to simply click on "Table Employee" from the Home Page and then click on the column heading (Start-Date) and then the employees will be sorted according to the Start Date. |
| Print Specific Extras | How do I get a report for a specific Custom Extra showing details and Totals? | 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. |
| Extras Union Percentage Deduction example | How do I set up a non percentage Union Deduction example? | 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 Union. (note: most unions use the percentage of basic deduction and so use the standard union option under edit employee if you have the normal percentage deduction and in which case ignore the following example) 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 10 for a fixed deduction of 10% applied to all that you apply this deduction to. Click Apply-to-all in the Company if you want the option to give everyone in the Company this deduction example. (It is easier to Apply-to-all if more employees are on the Union deduction than those who are not). You may also apply the percentage deduction by department as well. Customized extras will appear on 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 calculate at the percentage of Basic on those employees to whom you have applied this extra. Note: If you want to specify INDIVIDUAL Itemised rates per employee and would like Harvester to "remember" these values from month to month, then type "Individual" in help. To further customize so that those who do NOT pay union get 0, or a different amount, then you may edit the percentage deduction so specific employees have a different percentage amount. To edit individual amounts, go to "Payroll Individual " screen on the main home page and then choose your employee who needs a different fixed deduction. Then look to the last column and click on "extras". Look for the specific custom extra deduction and then click "edit value". You will be able to give this employee a unique percentage value that will be used for all future payroll payments processed. A zero amount entered in this example will make sure that no percentage extra is taken for union 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. |
| Delete Employee and payment has gone? | I have deleted an employee and the payment is not there? | If you have already terminated or deleted an employee, you notice there is no record of the payment for the current month. By default when you delete an employee (after payment is processed in the same month you have deleted), the payment itself will also be deleted. To redo the payment you need to re employ the employee: Go to the normal payments page(Payroll Individual) from the home page. On the top right is the Status drop down box. Click on Terminated and then find the recently terminated employee after you press "Search", then click on Edit and you will be taken to the Edit-employee page. On this page, change the status field from "Terminated" to "Employed" and then press Submit. You will then be able to redo the payment. Wait until the following month to Delete the employee so as not to remove the current payment. |
| MTN Mobile Batch Upload | MTN Mobile Money | 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". |