Online Help Support and FAQs
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| Key Word | Topic | Description |
|---|---|---|
| Contract Start and End Dates and Terminal Benefit or Gratuity | Setting Contract Start and End Dates | As soon as you edit any employee, if you edit the contract period in weeks or the Start Date, then the new end date will automatically update when you click Submit. This means you do not need to put the end date into harvester because the end date is determined by the start date and the contact period (in weeks). eg 52 will be the equivalent employment period of one year. To setup contracts for many employees at a time, its a good idea to use the "Quick Table Employee Edit" to submit many changes to contract start dates or the contract period. If employees are on gratuity or terminal benefit (which is also set on the Edit Employee page) the cumulative amounts will automatically accumulate from month to month. This accumulative amount will also show on the payslips. Note: Start dates are used for start of contract or start of an employee working for the company. They have nothing to do with the way the gratuity or terminal benefit is calculated. This is setup using the “edit employee” page and setting the gratuity or terminal benefit percentage. Once you have entered new start dates or changes to the contract period, you can also print the full contracts using the "More Reports page". Use the "Gratuity or Terminal Benefit Totals" Report to see current Accumulated Totals which may easily be exported to Excel. Note: It’s up to you as the employer to pay out the accumulated gratuity or terminal benefit whenever you want to. This is normally done at the end of the contact period and can be done on the normal payment capture screen in the "Gratuity Paid" or "Terminal Benefit" Paid field towards the bottom of the payment capture screen. Contracts do not finish automatically. ZRA and labor law won’t allow continuous contracts running automatically into the next. Normal procedure is to note the accumulated Terminal Benefit for each employee which has been automatically accumulating and then enter this full amount in the "Terminal Benefit" Paid field. It will always then be on record as Terminal-Benefit-Paid for that “end-month”. If you would like to MANUALLY reset the following WITHOUT PAYING OUT TO THE EMPLOYEE: (NOT a normal procedure!) 1)accumulated Gratuity or Terminal Benefit 2)accumulated Leave or loans Please type "Starting Contracts" in help and select the option "Starting Contracts with Zero Terminal Ben Start Balance". |
| Convert Offline Version Date of Birth Wrong | Strange Dates after you have converted from Harvester Offline? | If some of your employee Start dates or Birth dates look strange, they may have been reversed (year, month, day instead of day, month,year). This means the dates followed your excel date notation used in the import from harvester offline. To Fix this: You will then need to manually edit the Date on Harvester online on each employee and it will rectify. The conversion file from the offline is not meant to be opened in excel before importing. It is a csv file and sometimes excel will change the dates if your excel settings use a different date format. eg American Month/Day/Year Check your date format is correct on your computer. It should be set to English(UK) or English(Zambia). To know how to change this, type "Date" in help and look for help on "Date format needs to be dd/mmm/yyy" |
| Print Number of employees | Where do I see total employee numbers paid? | On all reports you will see total records at the top. If you export your report to excel, you will see the total records at the top or bottom of the report. eg On the positive payslips you will see the total at the bottom on excel for the entire work force. Total records is at the top on the browser printouts. |
| Price Determined by Employed and Terminated | How is the price of different online packages determined? | 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. Note: For the "Enterprise" package version the renewal fee is worked out per "employed" employee as per the price schedule and it will not be less than the renewal amount for the "Super" package. Example: If the amount of employed employees is less than 400 and you are on the "enterprise" package, then the renewal amount will be 400 times the renewal price in US cents per employee. Normally on the "Enterprise" package there will be 400 or more employees. Thus the renewal amount will be the total number of employees multiplied by the renewal price in US cents per employee up to a maximum of 740 employees. ie if you have more than 740 "employed" and "terminated" employees altogether, then you will not be charged more than 740 times by the rate per employee. |
| Price Different Packages | Where do I find the Price of the different online packages? | Click on "Prices" from the top of the home page (www.harvesteronline.net) or copy the link below into your browser and you will see the pricing for both the initial purchase and the renewal. https://www.harvesteronline.netsettings_client_prices_view.php If you are already on a package size and you want to UPGRADE, all you do is click on Settings and then Upgrades and you can upgrade to the next package size immediately. In this case, the price will be a once-off difference between the price of your current package version and the price of the next package size. The price will be shown next to the upgrade-package you want to select. Once you have selected the next package size according to how many more employees you will be employing and pressed "Submit", Harvester will automatically send you an invoice. Please send the POP to support@harvesteronline.net or forthiscalling@gmail.com within the two weeks from the date of the issued invoice to avoid your company being temporarily disabled. |
| Payment Delete or Redo | How do I Delete a payment already processed? | Option to delete a single employee's current payment. (As opposed to clearing the whole payroll period's entries) Use Edit employee Payments and then for the current payroll period, when you click on edit you will see a button option to Delete the current payment which will allow you to re process that particular employee from fresh. |
| Print Positive Payslips | Printing positive net payslips | 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. |
| Itemised or Fixed Extras Individual Rates | How do I assign individual rates to Employees for the Itemised or Fixed Extra Type? | If you want to specify INDIVIDUAL Itemised or the Fixed-Extra Custom-Extras per employee and would like Harvester to "remember" these values from month to month so that no re-input is required each month then do the following to set this up BEFORE you begin processing the current month's payroll processing. Individual Itemised rates can be set to extras that are of the Type: Itemised or Fixed or Percentage-of-Basic. (The type can be set under Company Extras) To edit individual amounts, go to "Payroll Individual" screen on the main home page and then choose your employee who needs a different rate. Then look to the last column and click on "extras". Then choose any extra of the type that is "Itemised" or "Fixed" or "Percentage". Look for the specific custom extra and then click "edit value". You will be able to give this employee a unique value that will be used for all future payroll payments processed. Using this same page explained above, where you look for the last column and click on "extras", you can also click on the Add-Extras link to assign any NON company-wide extra to the specific employee. Some more notes: Another way to edit Individual Rates is use the Settings page and then click on Assign-Extras-to-Employees. Then choose any extra of the type that is "Itemised" or "Fixed" or "Percentage" and on the right hand side click on Edit-Value to edit the default itemized rate (default rate can be set under Company Extras). NB It is important to choose the Edit Value link for the individual employee on the RIGHT-HAND-SIDE of the edit Extras page. The Edit link on the Left Hand Side is for applying specific non-company-wide extras to individuals. It is helpful to use the Extra name-search box on the top to edit a specific Extras for employees. If the extra is a company-wide extra, then the input amounts can be captured via excel in the offline, excel, payroll input sheet. If the input amount each month needs to be the same value as the normal days worked (eg A Daily bonus or allowance depending on the days worked) do the following: If you are using the Offline-input Template In excel and you have specified your Custom Extra to be of the "Itemised-Type", then just copy the column of the standard days into the appropriate Item-Input Column. |
| Payroll Input No one left | Message: No one left in this Department or Class to process for this payment period | 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. |
| Payroll Delete Options | How do I redo all employee payments and start afresh for the current payroll input? | 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. |