Harvester Payroll Help Centre

On the main home page look for the Payroll-Entry-Options icon. You will then have the option to select which Payment-Class of employees. You will then be able start payroll capture according to the class specified.

First check to see if the employee is terminated. This can be done on Edit-Employees. Look for the field 'Employed?' under the 'Personal Section' of the 'Edit-employee' page. Click on payroll-entry-by-Individual on the home page and then click the link Pay-Me next to the name of the employee who has not yet been paid. If you have more than 700 employees, only the first 700 employee will be exported to the excel format. This high limit is only applied when you are using the Small excel payslip version. Check to ensure that the missing payslip is not in a department that was not exported. If you export payslips with the company logo, then only the first 250 payslips will only be exported. Payslips exported to PDF with the logo only export to 75 payslips. The export to excel has many options for exporting individual payslips or just payslips within a department. However, if 'Clear-Search' is not pressed BEFORE you press the export-to-excel button, then the export will remember your last selection. It is good to use the export "by department" function when you have more than 700 employees to export.

If you are choosing the option to pay each month using the offline excel input file, then when you try and use the enter Payroll options, you will get the message: There is no one left in this Department or Class to process for this payment period. Use 'Edit Payments' to edit current payments already processed. This will happen after you have made the current month offline excel input file or you have already individually paid the employees within the department. Therefore if you want to change something after uploading or after you have processed any payment for the current payroll period, then use the Edit Payments option. Using the offline, payroll, Excel input file causes all employees to be paid and auto calculated once you upload. This means you will not need to calculate or process once you have uploaded an offline input excel file for the payroll period. If you want to redo all employee payments and start afresh for the current payroll input: Go to settings and then Delete and Move payroll options. Choose the option to delete the current payroll. Then you will be able to enter the wages using the batch entry option or the enter wages by department, or make a new offline input file if you want to capture pay details via excel. Please note that unlike Harvester offline, once you have captured the payroll data for the month of any employee, that employee is marked as Paid and so if you want to edit the payment, you need to use Edit Payments to get to the payroll input screen of an already processed employee.

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.

Harvester has a separate Per Diem / Travel Allowance field for payroll amounts that vary from one payroll period to another. WHERE DO I ENTER IT? Enter the amount during payroll processing for the employee. On the payment capture and Edit Payment pages, look for: Per Diem / Travel Allow. (PAYE Exempt) Because a Per Diem or travel allowance may change from month to month, it is entered as part of the employee's payroll payment and is not stored as a fixed amount on the employee master record. Use this field only for a Per Diem / travel / subsistence amount that you intend to treat using the PAYE-exempt Per Diem field in Harvester. WHERE DOES IT SHOW? When a Per Diem amount is entered, it is shown separately on the employee payslip rather than being mixed into Lunch, Transport or Other Addition. It is included on the Harvester payslip formats where the normal payroll additions are displayed, including the Standard payslip, Large payslip, No-Logo payslip and Individual/Single payslip, together with their PDF or Excel export versions where available. It is also shown on the PDF E-payslip sent by email. IF I NEED DAYS x RATE INSTEAD The built-in Per Diem field is for entering the actual Kwacha amount for that payroll period. If you instead need an allowance calculated from a number of travel days multiplied by an individual or company rate, you can still use a Custom Extra of the Itemised type. Search Help for Travel Allowance or Itemised Extras for that method. PAYE AND NAPSA TREATMENT WHY IS THIS FIELD PAYE EXEMPT? The Zambia Revenue Authority (ZRA) explains in its PAYE guidance that genuine Per Diem or Subsistence Allowances, including lunch allowances paid while an employee is working out of the office, are not subject to PAYE because they are not regarded as emoluments. Emoluments arise from rendering a service or holding office, whereas a genuine per diem or subsistence allowance is paid because the employee is working away from home or the normal work location. IMPORTANT This does not mean that every payment simply labelled "Per Diem" is automatically PAYE exempt. The Harvester Per Diem / Travel Allowance field should be used for a genuine travel, subsistence or per diem payment connected with the employee working away from the normal workplace or home. A normal recurring cash allowance or other remuneration may have a different PAYE treatment. WHAT ABOUT NAPSA? PAYE and NAPSA are separate statutory deductions. A payment being exempt from PAYE does not automatically make it exempt from NAPSA. NAPSA guidance states that gross earnings for contribution purposes include allowances. Harvester therefore includes the Per Diem / Travel Allowance in NAPSA earnings where the employee is liable for NAPSA, subject to the normal statutory contribution ceiling. OFFICIAL REFERENCES ZRA Practice Note No. 1 of 2025 - see the section "Per Diem or Travel Allowances": https://www.zra.org.zm/download/practice-note-no-1-of-2025/ ZRA Employer's Guide to PAYE: https://www.zra.org.zm/wp-content/uploads/2020/07/Employers-Guide.pdf Latest ZRA Practice Note for 2026: https://www.zra.org.zm/download/practice-note-no-1-of-2026/ NAPSA guidance on gross earnings and allowances: https://www.napsa.co.zm/important-facts/ If there is uncertainty about whether a particular allowance qualifies as genuine Per Diem or Subsistence Allowance, the employer should obtain confirmation from ZRA.

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.