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| Key Word | Topic | Description |
|---|---|---|
| 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". |
| Pop up message blocker | How to disable the Firefox popup blocker on messages? | How to disable the Firefox popup blocker on messages? 1) From the Tools menu, select Options. 2) From the Content tab, uncheck Block Popup Windows and click "OK". |
| Annual Report Summary | How do I print Annual reports? | For annual reports there is the "General Accumulated Totals" report on the top of the "More Reports" page. You may also make use of the Gross Annual - Details Report. This Report (info found below) is very useful as its an accumulated, ongoing annual summary of important totals you may need. Note: The actual Excel Export of the Full Summary report will include a Full Detailed-Report with more info than the visible browser report. The Gross Annual - Details Report (info found below) is very useful as its an accumulated, ongoing annual summary of important totals you may need. This will summarize the totals of the important summary pay figures, like Gross and Paye and Napsa for the calendar year selected. Remember to specify which YEAR in the search box and then press search. This report can easily be exported to Excel. Note: In Zambia everything to do with pay is run on a calendar year starting from January to December. Hence if your accounts year end is not in December, you may need to use a combination of 2 yearly summaries. There is also a detailed Tax yearly report that can be exported to excel. Use the "Paye Detailed Report" on the "Main Reports" page. This report can be exported to excel and it will give a yearly summary showing the accumulated figures that the tax is worked out on. To export for the full year, be sure to select the option "Year Total(Excel Only)" in the search box and then press the search button. You may also select the "All months" option. This will be a large export file. However, for a total excel based report of all important pay-detail data, the best is to use the "General Accumulated Totals" Report and export it to Excel. It is a good idea to keep a monthly, excel export of the "Full Summary for Excel Export" found on the top right of the standard "print Reports" page. This is very useful if your year end is not December. If you have not exported the monthly reports to excel, you can do so by simply selecting each month in the drop down selection box before you reach the print page. Note: on the "More Reports" page there is the "Values that Accumulate" report and the there is the "Tax" report which will also do yearly summaries. Gross Annual - Details Report On the normal Reports page look under "General-Reports" Section and then select the link for the Gross Annual - Details Report. This report is found just below the link for the Workers Compensation Report. It will export to excel the same information needed for Workers Compensation, but will also include accumulated totals for other helpful values like Basic Wage, Housing, Pay-rates, Gratuity, Terminal Benefits. If you select the Status drop-down search box and select only Terminated or Employed employees, then the export to Excel report will show accumulated totals according to your selection. Eg If you want to see only the totals for Terminated employees during the year. |
| Paye is worked accumulatively | How is Paye worked? | PAYE is calculated NOT on a monthly basis, but on Cumulative Amounts: See the Paye Detailed report on the main Reports page. This report can be exported to excel and it will give a yearly summary showing the accumulated figures that the tax is worked out on. You can always be sure Harvester is correct with tax. One can not simply put the gross for the current month into the ZRA tax calculator on their web site and see what the ZRA calculates unless you give them the whole year history since January. (If it’s the first tax month ie January gross wages then the ZRA web site calculator is good to use) Hence it is called PAYE. Pay-As-You-Earn through the tax year. Harvester always works tax out correctly by the law and calculates it as PAYE should work. Harvester does not just look at the current month's gross. This benefits the employee and allows for legitimate tax credits etc to be applied. This following example is with a first tax bracket of K3000. (eg here is for year 2016 TAX BRACKET) Let’s suggest an employee earns K2500 (gross taxable) Note that NO Napsa portion is allowed any more to reduce the Gross Taxable. In January he will pay NO tax, but if in February he earns K3500 he will still NOT pay tax because his cumulative-tax-bracket is only K6000.(K2500 + K3500) This is still not above the cumulative-tax-bracket. (2 Months BY K3000) If the employee earned K3500 gross taxable in January(month 1) and K3500 in February, then he will pay tax in both months because his cumulative-tax-bracket is K7000.(K3500 + K3500) So it is possible to pay NO tax even if an employee earns more than K3000 in the current month if the current month is not the first month in the tax year, which is January. eg: If I earn nothing in January, then in February I will need a gross income of above K6000 before I will pay tax. This means that even an amount of K5000 earned in the month of February will not attract tax. NB When an employee who is normally paying tax, starts on the online system, go to edit-employee and on the bottom of the screen look for: Taxable Income: Previous Employment - enter the gross cumulative taxable amount so far in the current tax year. Tax Deducted: Previous Employment - enter the gross cumulative actual tax paid so far in the current tax year. After saving then go and re submit to recalculate the employees payslip and then PAYE TAX will then reflect correctly. |
| Clear or Start Contracts with Zero Terminal Ben or Gratuity Start Balance | How do I manually clear gratuities or leave without using the normal payout? | The help below is for manually resetting or clearing any Accumulated Terminal Benefit or Gratuity amounts on an individual employee. Should you want to Reset or Clear all Terminal Benefits or Gratuities for ALL employees then please type the word "clear" in help and look up help on "Reset or Clear all Terminal Benefits or Gratuities". Normal use of Harvester requires the employer to pay the accumulated Terminal Benefit, Gratuity or leave days due by using the payment capture fields on the usual monthly payment capture page per employee. Harvester will not automatically pay this out. Note that changing the Start-Date has nothing to do with the accumulated leave or gratuity. It is simply used if you need to print a contract. Some people run accumulated Terminal Benefit and accumulated Leave Days past contract end dates. There is still no problem to pay out to any employee any amount outstanding regarding Terminal Benefit or leave using the normal monthly payment capture screen EVEN after contracts have ended. On the "More Reports page" use the "Gratuity or Terminal Benefit Totals" Report to see current Accumulated Totals which may easily be exported to Excel. However if you want to MANUALLY clear the accumulated amounts WITHOUT actually paying the employee, i.e. to do a RESET then please do the following: (NOT a normal procedure!) 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. ie put a 0 (Zero) in each historic month's value. Then the Accumulated value changes accordingly. This is like an accounting system and will take time. NB Remember it is preferable to use Terminal Benefit (which will appear on the payslips) and not Gratuity if you are wanting to pay the "compulsory end of contract service amounts". |