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| Key Word | Topic | Description |
|---|---|---|
| Order reports by Employee Number | How do I order a Summary report or Payslip report by employee Number? | To order order a Summary report or Payslip report by Employee Number instead of the usual "Surname" order please do the following: On the report page e.g Summary Report click on the drop down box called "Options" and then look for the option "Order by Employee No". Then export your report to Excel and in the Excel version the sorting Order will be adjusted. Note: Sort Order is always done first by Department and then by either Surname or Employee Number. |
| Email Payslips (e Payslips) but some don't receive | Why do some employees not receive an email of their payslip? | Why do some employees not receive an email of their payslip? Firstly, only employees whose email addresses have been entered on edit employees will be able to receive E-Slips. For a full list of email addresses already on your system, please export the "Personal-Details" report which is found on the main reports page in the third column under General Reports. Check that they are valid and true email addresses. A common mistake is when you use one of the search-box options before you press the “send to all with emails” icon. In this event, emails will be sent ONLY to those who have been searched and therefore selected. Note: There is a reminder to always press the "Clear Search" link before BEFORE you use the “export to excel” or the “send to all with emails” option. It may be a problem due to the payslip being sent to the spam folder. Please ask the employee to check their spam to see if their payslip is there. If it is in the spam folder, then remove it from spam so that future emails do not go there. By moving from spam folder to inbox, normally future emails will not be marked as spam. As an extra precaution, simply tell your employees to add the address support@harvesteronline.net to their contacts. Harvester will batch email up to 20 E payslips at a time and so there is a LIMIT of the first 20 employees with email addresses for the "Batch Export and Send" option. If you have more than 20 employees then you will see a message next to the Email icon saying you should rather choose employees within a specific department and then do the "Batch Export and Send". This will work if there are less than 20 within a department. Wait for the counter to finish and the message appears "Payslip Emails Sent". Once you click on the Email-Payslip-Icon it can take up to 2 minutes to complete the email payslips. When finished you see the message "email payslips sent to all those with email addresses". About 5 minutes later the Electronic E payslips should all be in the inboxes of the employees. NB. If one email address is wrong (for example a typo: myemail@gmial.com instead of myemail@gmail.com) then this could throw an exception. Please double check your email addresses, especially any new ones that you may have entered. You will also receive a copy on your "employer" email address of all E payslips sent. If you believe that a renewal invoice for your Harvester online payroll or any upgrade invoices are not being received then please follow the above advice to make sure your email provider does not mark any emails from support@harvesteronline.net as spam. |
| Reset or Clear all Leave to Zero Accumulated Balances | How do I manually reset Leave to Zero without using the Leave-Days-Taken field. | Reset all Leave to Zero Accumulated Balances Select Settings on the Home page and then select Delete-Payroll Options. In the drop down select "Reset Leave for all employees to Zero" Note: This will reset all Leave Days earned and any Leave-Days or Leave-Pay-Taken to zero. In other words it is a complete reset. Leave will start accumulating up from zero from the time you use this option. Note : If you have just started using Harvester and you like to pay out “leave days due” then: Go to the payment capture screen or the edit payment screen (if already submitted this month) and manually put the accumulated leave days in the leave days taken field for this month. Then the employee will be paid out. After finishing this months pay the accumulated leave days will show negative days (as you have just started Harvester). Move the payroll to the next month and then simply reset or clear the leave days as described above to reset all leave to 0. Harvester will start accumulating the default of 2 days per month and then you will note the accumulated leave days increasing from month to month. |
| Reset or Clear all Loans to Zero Balances | How do I manually reset Loans to Zero Balances without using loan repayments? | Reset all Loans to Zero Balances without using loan repayments: Select Settings on the Home page and then select Delete-Payroll Options. In the drop down select "Reset Loans for all employees to Zero" Note: This will reset all Initial Loans or Loan-Repayments to zero. In other words it is a complete reset for all employees. |
| Email Invoices or Payslips not being received | What do I do if Email payslips or invoices are not being received? | Email payslips or renewal Invoices are not being received via email? Please ask the employee to check their spam to see if their payslip is there. If it is in the spam folder, then remove it from spam so that future emails do not go there. By moving from spam folder to inbox, normally future emails will not be marked as spam. As an extra precaution, simply tell your employees to add the address support@harvesteronline.net to their contacts. If you believe that a renewal invoice for your Harvester online payroll or any upgrade invoices are not being received then please follow the above advice to make sure your email provider does not mark any emails from support@harvesteronline.net as spam. Harvester will batch email up to 20 E payslips at a time and so there is a LIMIT of the first 20 employees with email addresses for the "Batch Export and Send" option. If you have more than 20 employees then you will see a message next to the Email icon saying you should rather choose employees within a specific department and then do the "Batch Export and Send". This will work if there are less than 20 within a department. Wait for the counter to finish and the message appears "Payslip Emails Sent". |
| Terminated Employee Listing | How do I get a report of all those employees who are terminated? | To create an Excel Report of all Terminated employees: Go to the normal Print Option page. Look for the Report-Link that is called "Personal Details" and open it. The default will show all "Employed Employees". 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 press the "Excel-Export" button to get your report. |
| Net pay as fixed amount | How do I pay a specific after tax NET pay | Everything is taxable. This is very important as it’s PAYE law. To get a fixed NET wage: First add all the extras (if there are any ) and the employee’s fixed monthly salary and then pay the employee using the normal monthly payment-capture and note what the net pay is. If it’s less than your desired NET payslip amount then you need to add more to the gross and then re submit the payment. It’s probably best to increase or decrease the fixed salary accordingly. To start with use a rough plan of 1.37 times the net amount to work out what the rough gross wage before tax will be. Once you change the fixed salary the gross and net will also change after you re submit the payment. (use edit payments to do this and note that you may not get an exact NET amount due to the tax computations but you will be able to get the NET to within about K5.) People don’t normally work backwards from net pay but this would be the best method to follow if you are wanting to pay an employee this way. It might take a few times (of editing the current payment) to get the fixed amount correct so that the net payslip is as you would like. At least for the next and subsequent months it will be pretty close for the first time you process the pay (if in the following months the extras remain the same). Note: on the edit-payments form if you click on the employee number you will be taken straight to the specific payslip in order to check the Net and then by pressing the back arrow on your browser you will return to the same place you were on the edit-payments screen. |
| Leave payout is higher than basic daily rate | Why is the Leave payout higher than basic daily rate? | Note that from mid 2019, Leave-Pay-Taken has to be based on the daily equivalent of the Gross-Pay and NOT the Basic-Pay of the particular month that the leave is cashed. According to the in the new Employment Act (JULY-2019): The only extra that is NOT included for the Daily Rate equivalent for "cashing of Leave" is the Bonus or Gratuity or Terminal Benefit End-of-Contract payments. If you enter any value in the Bonus field then the leave Daily-Payout-Rate won't increase for leave pay out. All other extras are used to increase the basic daily pay rate when an employee cashes their leave. To work out how its calculated in a typical scenario after you have processed the payslip: Take the gross wage on the payslip and then subtract the Leave-Pay and then subtract the Bonus amount(if any) and divide the result by 26 to get the leave Daily-Payout-Rate. There may be a Collective agreement that you have that could supersede this National Employment Act which allows for leave to be paid using the normal Daily pay-rate. If you are sure your Collective agreement is ratified by an official Labour Officer and that it is still valid, then you may change Harvester to work out "cashed leave" for Daily-Paid employees on the Basic Daily pay-rate. Please go to Settings and then Company Settings and on the bottom right of the page tick the check-box for "Leave Rate on Basic". This will ensure that if an employee is not of the employee type Fixed but is of the type "Daily" and the employee wants to cash there leave then when you enter the "leave-days-taken" then it will multiple this by the Daily pay-rate and NOT the Gross-Equivalent Daily pay-rate. Don't forget to recalculate by resubmitting any payment again where Leave-days were taken in order that the system works out leave on basic Daily rate. Please check with your local Labour officer if your collective agreement will supersede the National Labour law. Some officers do not accept this. |
| Leave Kwacha Value not included? | Why is the Kwacha Leave Value not included in the Net payslip? | Should you wish to pay a Kwacha value for leave on top of a Fixed salary, then please make sure that the PAY CLASS is NOT marked as FIXED on edit-employee. (In this case, make sure that the PAY CLASS is marked as DAILY under edit-employee) Please check that the Leave Days Per Month field on Edit-Employees is NOT set to 0 for an employee if you want to ensure that the employee cashes their leave when you enter days in the "leave days taken" field. It should normally be set to the default of 2. If it is 0 then no Leave payout will happen. In such a case only the Leave-Days-Taken will show on the payslip. Note that from mid 2019, Leave-Pay-Taken has to be based on the daily equivalent of the Gross-Pay and NOT the Basic-Pay of the particular month that the leave is cashed. |
| Extras not showing updated Company-Wide value? | How do I make sure changes to custom extra values show on the payment capture screen? | If you make changes to Custom Extras and this is after a payment for a particular employee has already been made in the current month then please do the following: On edit payments, Delete the payment for the specific employee and then go back and Re submit your changes to Custom Extras. Then your new values will be applied to the employee so that when you do a fresh Submit by pressing the blue, pay-me link, the new values will be used in the current months payment. Any changes to custom extras will NOT be applied to a current payment already processed. The changes will only happen when you delete the current payment and a re apply your changes of the custom extras across your company. Harvester will then process the payment with your new changes to any custom Extras. This means that for any changes to the custom extras, the values are not used on a payment that has ALREADY been processed and this is also true even if you re submit the payment. Hence the need to delete or reset the payment and re apply the custom extras so that the new values will be reflected in the current month. Note that there is also the option to simply change the individual value on the edit-payment screen (eg the itemised value amount in the second column) for the custom extra. Then it will update the value for future payments as well. |