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| Key Word | Topic | Description |
|---|---|---|
| A Custom Extra is NOT showing on payslip | Why is a custom extra not appearing on the payslip? | Why is a custom extra not appearing on the payslip and on the payment capture screen I do see that the extra is there? You may have processed a payment and somehow a custom extra is not showing on the payslip. If this happens then you need to redo the payment by using “edit payments” to submit your payment again. However if you do this and then after you press submit on the “edit payment screen” and it does not take you to that specific employee’s custom extras, then you need to reset or delete that particular employee’s current payment. To Delete a payment for an employee's pay on the most recent month's pay, you may do the following: Use payroll-entry-by-Individual and then click on the edit payment for the particular employee and then click edit on the most recent payment you would like to delete. Click the Delete button. Now you may re capture the payment from afresh. Check your payslip. If it is still not showing then possibly the employee does not have the custom extra properly assigned to them. You can check if an individual has ALL the correct custom extras assigned by going to the "Edit Pay" screen on the main home page and then choose your employee who has an extra "not appearing" on the payslip. Then look to the last column of that employee and click on "extras" to check all extras have been assigned. In this case then take note which "custom extra" has not been shown. To ensure the custom extra is properly applied to this employee you need to go to the settings page and then click on "Edit Company Extras". Click on the "Edit Extra" link for the particular custom extra which is not applied to all employees then press the "Submit button" to ensure that all employees with the missing "Company-wide" extra has the correct company-wide custom extra applied. This will make sure all employees who have been assigned the extra will have the custom extra assigned. Note: make sure you tick the check box for "Update any employees already assigned with this extra" and then click Submit. Lastly go back to the edit payment screen for the particular employee and re submit the payment or delete it and redo it. This should ensure that the “custom extra” is correctly assigned to the employee and it should show on the payslip. |
| Time and Attendance Bio-metrics Clocking | Can Harveter integrate with Bio-metrics? | Time and Attendance Bio-metrics: Biosyn (see contact details below) is now our recommended company which integrates the attendance data with Harvester Payroll Zambia. Harvester easily produces a monthly Offline Input Excel Template that many payroll users use to quickly capture payroll details such as Hours, Overtime Hours, Double-time Hours, Days, Overtime Days and Double-time Days. These excel columns of data are what the Time and Attendance software produces. Hence they can simply be copied into the Offline Input Excel Template and then immediately captured back into Harvester. What is important is to setup the Time and Attendance software to match the Harvester employee key data such as the Employee Name, Number and the Department. To get the personal employee details data off Harvester there are summary reports of personal details of employees found under the “general reports” section. For example, look for the “personal details” report which can be exported to excel. NB Note the order of the employee sorting for Harvester. It is normally ordered by Department and then Surname (or Department, then Employee number). So the output from the Time and Attendance software should be ordered in a similar way so that its easy to paste the column data(like Days or Hours) straight into the Offline Input Excel Template. Type Input or Offline in Harvester Help for more help on the Offline-input. Columns G through K are the Key column data for Bio-metric data to be uploaded onto Harvester to process pay. Contact Biosyn on www.biosyn.online or Philip on philip@biosyn.online. +27 83 298 6998 |
| NHIS or NHIMA number or TPIN duplicate | NHIS or TPIN duplicate error on Harvester | There is only allowed to be one NHIMA NHIS number and TPIN per employee:ie no duplicates. To find which employee was assigned the duplicate number remember the following: It may have even been allocated to one of your terminated employees. Go to Reports and under the "General-Reports" section, look for the Personal-Details report. You can export the report to excel if its hard to find it by scanning through the report. (in excel you can also sort your employees by the Healthno) To select a report for ONLY employees who have been Terminated: Use the "Status" Search option above the report to select for employee Terminated and then press the Search Button once you have selected "Terminated" employees in the "Status" Search option. |
| NHIS or NHIMA number missing or not showing on upload | Why is an employee with a NHA number not showing on upload | Why is an employee who has an NHA number not showing on the upload? You may have entered the NHA number of the employee and marked the employee as paying NHIS but the employee NHA number is not appearing on the excel-download off Harvester. The employee has NHIMA deducted, but there is no NHA employee number? On Harvester, using the Quick-employee-table-edit or the Edit-Employee page, check there are no blank spaces before or after the end of the NHA number in the NHA employee field. The number may be there, but it could be followed by blank spaces. If you put your cursor in the field for NHA number, then use the right arrow key to move to the end of the field and then backspace to delete the spaces. Note: The health number must not start with ' before the number. If you have a ' before the number, please remove the '. So in harvester put the letters NHA instead of the ' or simply remove it so that you just have a numerical number. Make sure when you Submit to save, its just a number with no blanks saved after it and there is no '. Then prepare the upload and you will see it will save it correctly. |
| Move from Jan to Feb with compulsory backup? | How do I move from Jan to Feb with compulsory backup? | Whether you purchase the module or not, you need to go through the compulsory backup check at the end of January each year in order to move to the next month. Do this as follows: To move from January, move pay period as normal on the Home page by clicking on the "Move to next period" icon. You will be taken to the page "This month Harvester requires you to do a Compulsory Offline Backup from the Cloud" Select "I agree to backup" and click "Submit". On the next "Payroll Backup" page, simply click on the Icon where it says in bold "Click here". (Do not press the Cancel option) On the next "Backup Page" at the bottom select 'Yes' to Confirm you have Backed up and then press the "Submit" button. Lastly on the "Compulsory Backup Completed" page click on the "Move to next period" icon. Select "I agree to Move" and click "Submit". Note: You ONLY have to pay for the purchase module for Harvester to keep data older than 13 months. |
| Custom Extra or Extras not appearing | Custom Extras not appearing or does not calculate? | Custom Extra not appearing or does not seem to calculate? If the custom extra does not appear when you want to edit the custom extras, then the custom extra has not been properly applied to the particular employee. (The employee may have been recently added or re employed). To ensure the custom extra is properly applied to this employee you need to go to the settings page and then click on "Edit Company Extras". Click on the "Edit Extra" link for the particular custom extra which is not applied to all employees then press the "Submit button" to ensure that all employees with the missing "Company-wide" extra has the correct company-wide custom extra applied. Note: make sure you tick the check box for "Update any employees already assigned with this extra" and then click Submit. After you have made sure that the extra has been applied to all, then you need to go and delete the current payment for the particular employee in order to redo the payment so that the custom extra is reflected. Use payroll-entry-by-Individual and then click on the edit payment for the particular employee and then click edit on the most recent payment you would like to delete. Click the Delete button. Now you may re capture the payment from afresh. |
| Employee Table Edit and Cellphone mobile numbers | Employee Table Edit and Sort by phone numbers | The Employee Table Edit is helpful for bulk updates(up to 15 employees can be edited at the same time). It is called "Table-Emp" and is found on the home screen. It is also useful for finding employees by sorting according to employee cellular phone numbers. To sort for phone numbers then click on the Column title, "MobilePhone". |
| Add a new employee | How do I add a new employee? | How do I add a new employee? On the "edit-employees" page at the bottom of the page is an icon for adding employees. Simply click on this to add new employees. Note you also have the option to bulk import a whole batch of new employees. Type "Import" in help and lookup the help for "Batch upload or Import of employees" to do a bulk employee import. |
| NAPSA iCARE | Tips for new NAPSA iCARE | Monthly NAPSA Contribution CSV Upload Click the report link NAPSA-Electronic Return. Click the “Export” Excel button – this will create a CSV (Comma delimited) file ready for direct upload to iCARE. Once you have downloaded the CSV file, do not re-save it before uploading to iCARE. Why? If you open the CSV in Excel and then save it again, Excel may: Reformat some date values. This will cause the iCARE upload to fail. You may open the CSV in Excel to view it, but if you do, do not save it again – just close Excel and upload the original downloaded file to iCARE. 1) Check your upload is in pure CSV format: If you right click your upload file and open with a text editor like notepad, then you should see all your data neatly in a row separated by commas. One row per employee. You will note and that each data field itself is just the data value and it is not enclosed in double quotes. Example: The Year will be 2025 and not “2025”. If you see the double quotes then you have probably opened the downloaded file and saved it on your computer again which can change the format. Just download directly from Harvester and don’t open it to save again. NB: Export from Harvester as normal: NB No re-saving or reformatting required. Simply download and upload without opening the CSV file. 2) Employees who have a second name. Employees who have a second name on their NRC. The second name now has to be stored in the first-name field by ensuring there is a space between the first and the second name within the same first-name field. The second name is not stored in the “other “ name field. The other name field should remain blank on the upload. 3) If there is no birth day or month visible on the NRC: Add every employee’s full birth date and use the 31st of December for the day and month. |