Harvester Payroll Help Centre

Use Print or Export Reports to print reports. Click on the export-to-excel button on the top of most reports(especially the payslips) as they fit better than printing straight from the web browser. If you would like to print straight from your browser, then make sure you press the 'Print-Preview' icon to get the report in a printable format. Then use your browser's print command (usually found in the main Browser Menu) to print. It is helpful is to export payslips to Excel. Each different browser has its own default settings and so sometimes there are variations in the font size if you print directly from the browser. However when you export reports to excel, the default Font settings are standard. Some browsers allow you to adjust the settings for Font-Size. Always make sure your printer's Page-Setting is setup to "A4" and not American "Letter" size.

Go to Print Reports and choose the type of payslip reports you want eg Standard, Small or Large. On the search options on the top left hand side you have various options in a drop down menu. One of the options is to only print positive payslips. Choose this and then click on the search button to generate the reports that will only show positive net payslips.

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.

To find a terminated employee: On the edit-employee list page, 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. Now edit any specific-terminated-employee to open up the "edit employee details" page and then look for the "Employed?" field of the employee and change from "Terminated" to "Employed" for the employee. The employee will then be currently active again. Note you may also use the Quick-Table-Employee-Edit and the "Status" column to re employ multiple employees at the same time. Some help on re employing terminated employees to avoid going to the next package size: 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 don't 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.

If you terminate an employee in Harvester and the system still shows a payment to them, it means that you probably terminated the employee AFTER payment was processed for the current month. Please re employ the employee (Using Edit-Employee) and delete the current payment (Using Edit-Payments) and then terminate if you do not want any payment for the employee to be processed for the current period. To find a terminated employee, on the edit-employee list page, 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 edit any specific-terminated-employee to re employ the employee should you wish to make the employee currently active again.

Go to Edit employees and find the employee you would like to remove from NHIS and then uncheck the tick box for National Health. If it is for NAPSA you would like to remove the employee, then uncheck the tick box for NAPSA. If you have already paid the employee for the current month BEFORE you removed the tick box check, then you still need to go and re submit the payment for the employee who has now had the tick removed. If you have removed for NHIS, then the employee will not be deducted NHIS for subsequent months and if you redo the export file then the employee will no longer appear on the upload file for NHIMA. If you have removed for NAPSA, then the employee will not be deducted NAPSA for subsequent months and if you redo the export file then the employee will no longer appear on the upload file for NAPSA.

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 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.

Reset all Terminal Benefits or Gratuities to Zero Balances: Select Settings on the Home page and then select Delete-Payroll Options. In the drop down select "Reset all Terminal Benefits or Gratuities for all employees to Zero" Note: This will reset all Terminal Benefits or Gratuities to zero. In other words it is a complete reset for all employees. This can be done, for example, after you you have paid out gratuities or terminal benefits. In this way you actually just clear or reset every employee's gratuity amount to 0 with just one click. Note that if you enter the "paid out accumulated value" of the gratuities or terminal benefits in the corresponding Terminal-Benefit-Paid or Gratuity-Paid field, then you should not need to Reset all Terminal Benefits or Gratuities to Zero Balances. Gratuities will start accumulating again after you have cleared all gratuities. If you want to include the "current pay-month" for accumulated gratuities, then finish processing the current pay so that the value of the accumulated gratuities includes the "current pay-month". Then you will see the amount that you can enter into the gratuity-taken-field for each employee while you are still in the "current pay-month". Then clear all accumulated gratuities after you move the payroll to the next month, but before you start capturing the "next pay-month". If you are using the offline upload from excel and you also want to include the "current pay-month" for accumulated gratuities, then you can redo the upload with the new accumulated gratuity amounts copied into the gratuity taken field.

In most cases you will never need to restore from backup as you have instant access to all your data for up to 2 years back. Harvester online only keeps all your payroll history for up to 2 years back. If you want to view an exact payslip that you generated more than 13 months back you will need to restore from one of the compulsory offline backups you will have made at the end of your harvester yearly license period. On the default access level, you are not allowed to do a restore. However you may contact support@harvesteronline.net and request for support to restore your data for you. A small fee will be charged for this. Any restored Historic data from more than 13 months back will be removed once you complete the current payroll period and move to the next month.