Harvester Payroll Help Centre

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.

It is so important to make offline backups of your company data. As described in the backup off the cloud topic, there are 2 important backup files: 1)Paydetails Backup 2)Employees Backup Once a year it is compulsory to make an offline backup but you may make one any time. To restore, you need to send both backup files to support@harvesteronline.net Please note that full restoration will take your company back to the time when you made the backup files that you email support. Whatever changes you have made after the backup will be lost. As the process makes high demands of the Server in the cloud, you will be charged for a restoration. USD30 per full restoration. This may increase a bit for companies with over 300 employees.

Go to Company settings and then in the "Rounding Value for Payslips" field you can specify the Rounding off value. Click "Submit". If you enter 0 then NO Rounding will happen. If you use 2 Kwacha rounding up then no 5 Kwacha notes are used. If you use 1 Kwacha rounding then 5 Kwacha notes are used. But the disadvantage of using 1 Kwacha rounding is that you will also have 1 Kwacha coins for some of the pay packets. Note: If you select 1 Kwacha rounding before exporting to excel, you will notice it also has 2 Kwacha breakdown in the cash breakdown. However, on the actual browser report it does not have any 2 Kwacha notes that are counted. (The browser report just does 5 Kwacha and 1 Kwacha notes if you select the 1K rounding option for the report). Rounding Example of a NET payslip of K16 to rounding set at K2: 1 by 10 Kwacha note, 1 by 5 Kwacha note and then 0 by 2 Kwacha note? But what about the 1 Kwacha left? Giving an extra K2 will make the net pay go up by K1 to K17. With the setting on the DEFAULT OF K2 ROUNDING this is how Harvester online deals with it: 1 by 10 Kwacha note, 0 by 5 Kwacha note and then 3 by 2 Kwacha notes. With the setting on the DEFAULT OF K1 ROUNDING: 1 by 10 Kwacha note, 1 by 5 Kwacha note and then 0 by 2 Kwacha notes and 1 by 1 Kwacha coin. Hence the scenario of missing K5 notes will only happen if the pay ends in the number 6 or 8 and your setting is on the DEFAULT of 2 Kwacha rounding. This is not too common but it avoids coins!

Go to Company settings and then in the "Rounding Value for Payslips" field you can specify the Rounding off value. Enter for example 5. Click "Submit". Process your wages and then on the Cash Breakdown report, look for the drop down menu at the top and change to: 1) K5 or 2) K1 or any value higher than K5 setting. (Even though you are using K5 rounding in this example) You will notice that when you press search the rounding values will show accordingly. When Rounding is set to 5K: K2s and 1s are no longer used as these are the old denominations. Harvester will still allow you to choose the 1 Kwacha rounding. For exact rounding, you need to put your rounding of net wage to k5 so it does the new denominations. If you choose K1 rounding then you have to get K1 coins.

The user's email is used for your "Login Name" and it has to be unique. This means you need a second email address in order to register a second company. To register for a second or multiple companies you can simply click on "Register" off the Home page. You will need a new email login for each company as each company has its unique TPIN and Login which corresponds to a unique Napsa Employer number, an NHIS employer number and a ZRA Employer TPIN. Normally each company has at least one contact email. If you don't have a second valid email address and there is a secondary company(s), then you will need to use a makeup email address that you can remember for your secondary company login. Remember the login email you use will link you to the specific company registered. Once you have registered you can have all emails sent to ONE email address. If you want your correspondence, like your renewal emails to be sent to the same address, then once you have registered (using the second email address), you can go to Company Settings and change the email to your own email address. This is VERY IMPORTANT especially if your secondary company login does not have a valid email address. This will NOT change your login name which will always remain as the second email address you used at registration. All correspondence will be sent to the newly specified email address. However you will need to remember the registration email used. This will always be your login email for the second company. Note that if there is no real TPIN for a "secondary" company, then we suggest you replace the very first digit of the "primary" TPIN with the number 9. eg if the TPIN of the "primary" company is 1000532245 then enter 9000532245 for the "secondary" company as the TPIN must be unique when you "register" a new company.