Harvester Payroll Help Centre

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.

Most of the employee settings may be done from the main Settings page. From the home page simply click on the Settings Icon. This will take you to the Settings page where you will have a range of settings that you may customise. You may want to edit further employee settings like the following examples: Edit Loans for employees. Edit Historic Accumulated Values. Edit Job Positions. In this case, on the Settings page, click on the Employee-Settings icon which will give you further options like those described above.

From the home page simply click on the Settings Icon. This will take you to the Settings page where you will have a range of settings that you may customise.

Sort Order is always done first by Department and then by either Surname or Employee Number. However for data capture it is done by Department and then Surname. The default is by Department and then by Surname. If you are adding employees it is a good idea to add them before you print off time book sheets if you want the order to be the same. For offline input using the monthly template, you can make a template to sort your employees by Department and then employee Number. In this way your data-input, sort-order can be changed in terms of the input-order when you process payroll-input using the offline excel template. Some of the reports can also be changed in terms of sort order: The order of the time-book sheet reports can easily be changed by selecting the top left "Order by" drop down box and sorting by employee number before you export the time sheet to excel. Other reports can also be sorted by employee number: eg To order order a Summary report or Payslip report by Employee Number instead of the usual "Surname" order please do the following: On the report page e.g Summary Report click on the drop down box called "Options" and then look for the option "Order by Employee No". Then export your report to Excel and in the Excel version the sorting Order will be adjusted.

Note that if you export to Excel the "Full Summary" Report then Harvester will print all extras in one excel row per employee. The other option you have is the "Summary" report: To print or view a summary Report including custom extras: Make sure you are on home page. Click on Print Reports Icon. Click on the "Summary Detail" Report. The forth line of the report will include all the custom extras you have added (up to 3 custom extra additions and up to 5 custom extra deductions). To see the actual custom extras, you MUST export this to excel to see all your payroll detail summaries in one report.(The web version does not include the custom extras). NB Note: 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. you may use the separate Employee "Extra Additions" or "Deductions" icon to print specific custom extras. This is 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.

No, you do NOT need to change tax brackets or percentages on the online system at the end of the tax year. You do NOT need to change NAPSA ceiling amounts either.

eg of Cumulative tax showing reason why PAYE is NOT calculated on a monthly basis, but on Cumulative Amounts: PAYE is calculated NOT on a monthly basis, but on Cumulative Amounts: This example is with a first tax bracket of K4500. (eg here is for year 2022 TAX BRACKET) If an employee earned K3500 in January he will pay NO tax, but if in February he earns K5000 he will still NOT pay tax because his cumulative-tax-bracket is only K8500.(K3500 + K5000) This is still not above the cumulative-tax-bracket after two months which is 9000. (2 Months BY K4500) If the employee earned K3500 gross taxable in January(month 1) and K6000 in February, then he will pay tax in February because his cumulative-tax-bracket is K9500.(K3500 + K6000). Note here that the tax will only be on the K500 amount over the 2 month tax threshold of K9000. So it is possible to pay NO tax even if an employee earns more than K4500 in the current month if the current month is not the first month in the tax year, which is January. eg: If I earn nothing in January, then in February I will need a gross income of above K9000 before I will pay tax. This means that even an amount of K9000 earned in the month of February will not attract tax if I did not earn anything in January and only joined the company in February. Please make use of the employee tax cards or the employee detailed paye report to see the history. Tax is accumulative! It is also possible for someone to pay tax even if they are below the monthly threshold if they were quite far above it in the previous month.