Harvester Payroll Help Centre

To get a payslip for any employee you still need to process the pay for each month, either by using 1) Payroll entry or 2) Payroll Entry Batch Pay or 3) Offline, excel, payroll input feature. For large amounts of employees use our customized offline payroll input which allows you to quickly enter pay data like days, hours etc in an offline excel spreadsheet that you can later upload and process all at once immediately. Another simple way to process pay is to use the "Pay Employee" icon on the middle-bottom of the main home page. Then on this "Process-Payments" page you can click on the "Pay-Me" link to process pay for any employee. The "Edit-Pay" link can be used be for any employee whom you have already processed within the current pay period. The link is used if you would like to correct or edit a payment already processed.

On the home page: Click on Move-Payroll-Period. Next to the "I agree to Move Payroll to next Period (Month End)" field, click on "Yes" in the drop down menu. Then simply click on "Submit". Notes: If there are any outstanding Currently employed people who have not been paid, a table listing of them will be show before you complete the move. If the employees still need to be paid then you may go back to the payroll input screen to capture their pay. You may still print or view payslips or any report, even after moving to the next period.

To get a payslip for any employee you still need to process the pay for each month, either by using 1) Payroll entry or 2) Payroll Entry Batch Pay or 3) Offline, excel, payroll input feature. For large amounts of employees use our customized offline payroll input which allows you to quickly enter pay data like days, hours etc in an offline excel spreadsheet that you can later upload and process all at once immediately. Another simple way to process pay is to use the "Pay Employee" icon on the middle-bottom of the main home page. Then on this "Process-Payments" page you can click on the "Pay-Me" link to process pay for any employee. The "Edit-Pay" link can be used be for any employee whom you have already processed within the current pay period. The link is used if you would like to correct or edit a payment already processed.

To view the payroll summary to check for possible input errors before printing and exporting reports then go to the home page and click on the 'View Payroll Summary' icon. This will take you to the payroll input summary screen where you can confirm your payroll captured amounts for the current payroll period. Note: Make use of the column headings to search in ascending or descending order. This is a quick way to check for possible errors like inputting 200 days instead of 20. In the summary report in excel output, you may want to hide certain columns in the report: Click on format and then in the drop-down menu under "Visibility" choose Hide and Unhide Column. Note: use the "Full Summary for Excel-Export" report and export this to excel to see all your payroll detail summaries in one report. This is especially useful when you export it to excel by clicking on the Export icon above the report. Note you may also click on the Summary-Basic report and export this report to excel as well. There are also other summary reports of personal details of employees found under the "general reports" section. For example, look for the "personal details" report (must be exported to Excel). This report has amongst other things: NRC SOC No Health No TPIN Cell No (Column P) For Journal totals to enter into your accounting package, its probably best to use the "Full Summary for Excel-Export" report.

To do a percent increase or change of the daily rate for all Employees: There is a Percentage increase option: Go to settings and towards the bottom right there is a link called "Pay Rates". Use this to apply a percentage increase across all your employees. Note: For any fixed-salary earners you will need to manually change the fixed salary amounts as the percentage increase option will only increase daily rates when applied across the whole company. Note: There is also the option to change the daily-rate across a department, but this would only be helpful if all those employees within the department already have the same daily-rate. The new daily-rate will then be equally applied to all within that same department when you enter the new daily-rate once. This option is done using Department settings.

There is a report called "Personal Levy" on the main print-reports page. Look under the Employee General Reports section on the right hand side. This will tell you how much to deduct from each person. For most employees it is a standard 15 Kwacha. If the gross annual wage amount divided by 12 (for the number of months in a year) is less than K700 then no personal levy will be charged. How to ensure each employee pays: You need to manually input the 15 K as a deduction. To do this you can add a custom Extra and call it "Levy" or you could just enter it under the standard "Pers Levy" field on the normal payroll capture form. Note if you use the latter, then you need to manually enter the amount you want the employee to pay eg K15 What is important is that you print the report of the Personal Levy for each person and keep this on record. (You may also simply export to excel and keep a soft copy as well) Note: Search Help by typing "Extras Fixed Deduction Example" to see how you can add a fixed deduction like Levy that will apply to all. The advantage for this custom extra as opposed to the standard extra is that you don't need to enter for each employee manually.

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You do NOT need to actually move the payroll back one month if you have already moved the payroll forward one month and you moved it forward too early. So if for example you have moved the payroll period forward one month and you still need to edit or upload a previous month's report, all you need to is to use the selection drop down box for the various months to select the previous month. 1) Go to the reports menu by clicking on the Print-Reports icon on the home page. The first page that comes up is actually the particular Pay Period Month or Year selection option. The default normally goes to the current payroll period (month) you are working in. 2) On this Select-Year-and-Month Form, choose your period you want to print the reports for. You will see a drop down box for you to select the particular historic month. 3) Then select the Main Reports icon you will be taken to the usual reports page. However this time you will notice that all the reports will be for the specific pay period you have just chosen.(According to whatever historic month you have chosen). So for example, your previous month's NAPSA upload file that you may have forgotten to upload will be ready to compile and then upload "as normal". You may then resume work in your current month without having to change or do any actual Payroll-Period movements.

The new online system attracts NO upgrade cost for existing clients. What it will cost you is the proportion of the yearly renewal fee depending on the time you register. Eg If you register at the end of November 2015 then you will pay renewal fees due until November 2016 and your renewal will always be in November according to your time of registration. If you Renew in February 2016 then your renewal will only be roughly 2 months worth (paying for your subscription up until Feb 2017) as you would have already paid the usual annual renewal from January to December which is how the offline Harvester renewals always work.

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 dont 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. Note: For the Enterprise package version, the annual renewal fee is worked out per employee record, according to the Enterprise price schedule. This includes both currently employed and terminated employees kept in your company database. The Enterprise renewal is subject to a minimum and maximum charge: * If your total employee records are fewer than 400, the renewal is calculated on 400 employees. * If your total employee records are between 400 and 740, the renewal is calculated on the actual number of employee records. * If your total employee records are more than 740, the renewal is capped at 740 employees. This means Enterprise clients are not charged endlessly as the employee database grows, but the renewal also reflects the larger support and database size of Enterprise companies. If you want to reduce the number of terminated employee records before renewal, please contact support. In some cases, old terminated employees can be removed or reused, depending on your payroll history requirements.