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| Key Word | Topic | Description |
|---|---|---|
| Payroll Edit Current or Historic Pay | Edit Current Payment once you have already processed payment | To check or re calculate an employee's payment details once processed. Use payroll-entry-by-Individual and then click on the edit payment for the particular employee and then click edit on the particular month payment you would like to edit. You can edit Historic months as well. However this should not normally be done as Historic months have already been processed. PAYE, NHIS and NAPSA amounts have already been submitted for historic months. Remember when you edit a payment, click on submit and then it will re calculate. If you have a custom extra then after submit it will take you to the custom extras page for that employee. Ie if there are custom extras, then there are 2 pages to press submit on to recalculate the payment for the particular employee. Remember to click submit here again to ensure payment re calculates. Then there is a quick link to the payslip of that employee to quickly check. Just click on the employee number and it will show you the particular payslip. Remember you should only edit an employee's pay on the most recent month's pay as previous months should have been already processed. Any changes you make to employee details eg if you change the pay rate or exchange rate after you have already processed pay, then you will need to edit the actual payment in order to recalculate. If you need to check anything in detail, please use the export to excel feature on the large payslip option for the payslips. To view the payroll summary to check for possible input errors before printing and exporting reports then go to the home page and click on the 'View Payroll Summary' icon on the top right of the page. This will take you to the payroll input summary screen where you can confirm your payroll captured amounts for the current payroll period. Note: Make use of the column headings to search in ascending or descending order. This is a quick way to check for possible errors like inputting 200 days instead of 20. Note: use the Summary Detail report and export this to excel to see all your payroll detail summaries in one report. |
| Edit Employee Rates | Edit Employee Rates after payroll payment already made | If you change a rate under Edit-Employees eg the daily pay rate or exchange rate is changed after you have already processed pay, then you will need to edit the actual payment in order to recalculate the payment with the new updated rates. |
| Payment New Day Rate not applied | How do I recalculate a payment after I change the Employee Daily rate? | If you change a rate under Edit-Employees eg the daily pay rate is changed after you have already processed pay, then you will need to edit the actual payment in order to recalculate the payment with the new updated rates. |
| Payment Update Payslip | How do I ensure a payslip reflects a change after I have processed pay? | After you have processed pay for a particular pay period and then you need to change a rate or setting. eg Housing Percentage or Daily Rate: In order to see your change in the current payroll Period payslip, you have to edit the employee(s) that have already been paid to make sure you re submit the pay so that the recalculation happens. Use Payroll Entry by Individual on the main home screen. For those employees you would like to recalculate then click on edit payment. Click on the current month where you would like to to the re entry. After pressing Submit and Submit again if there are employee extras on the second payroll input capture screen, the recalculation with new rates will be applied. |
| Extras Itemised Rate Transport Allowance Example | How do I enter a travel or food allowance per day worked? | You can use the standard Kwacha entry for travel allowance and enter the Kwacha value for this standard addition. However if you want the allowance to be itemised(per day) then proceed as follows: You can add a customised addition called "Travel" as an Itemised Type (no of Days) entry. Go to the settings page. Choose Edit-Company-Extras. Click on add an extra(at the bottom). Give it a name eg "TravelAllow". Specify it as an "Addition" in the "Method" field. Specify "Itemised" in the "Type" field. Click on Edit Value (on the right hand side) to edit the default itemized rate. eg Kwacha Allowance per Day. Click Apply-to-all in the Company if you want the option to give anyone in the Company this allowance example. Customized extras will appear on the direct payments entry screen which is the second input page for each employee payment capture. When using the offline payroll input option, it will be much quicker to capture these entries in excel. On the offline payroll input sheet you will see your column headings for the "Travel" addition and you will only need to enter the Number of Days. (Harvester will multiply by the rate specified above when you upload) Note: If you want to specify INDIVIDUAL Itemised or 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 for more info type "Individual" in help. NB: You may edit the Itemised Rate so specific employees have a different amount. To edit individual amounts, go to "Payroll Individual " screen on the main home page and then choose your employee who needs a different fixed deduction. Then look to the last column and click on "extras". Look for the specific custom extra deduction 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. A Zero amount entered in this example will make sure that no travel allowance is taken for that employee in future. If you are using Offline-Input in excel: If the days are the same as the normal days worked then in excel just copy the column of the standard days you have captured in excel into the "Travel" column. |
| Convert Offline Version Accumulated Values | How do I edit Accumulated Values after I convert from Offline Version? | You should not need to edit Accumulated Values as the appropriate values that accumulate are imported into the online version. Should you still wish to edit an accumulated value eg Cum Leave Days or Cum Napsa, then proceed as follows: 1)click on Settings 2)click on employee Settings (Left hand side of screen) 3)click on Historic Accumulated values(Right hand side, with blue button that says Edit) 4)At the top change the Select which view option to: Historic Accumulated Totals uploaded from previous package Be sure to click Search button to apply this. 5) For any of the employees you may now click edit and you will be able to manually edit any value: eg Leave Days (Cumulative). This is for the leave days that were due at the time of your conversion. eg Terminal Benefit (Cumulative) This is for the accumulated Terminal Benefit that were due at the time of your conversion. It is a total figure and is found in the month prior to your conversion online. |
| Convert Offline Version Terminal Benefit | Where are my Cumulated Gratuity Values from Harvester Offline? | From the harvester offline it imports the terminal benefit percentage and the accumulated terminal benefits. It also imports any gratuities paid out but will NOT import cumulative outstanding gratuities. (You will notice there is no column heading in the excel export for accumulated Gratuity) Cumulated-Terminal-Benefit is imported and this is the Zambian statutory requirement and what is most commonly used in harvester offline. (Old versions of harvester offline called what is now the Cumulated-Terminal-Benefit the Cumulated-Gratuity) |
| Custom Extras not appearing on payment capture screen? | Why is my customised extra addition NOT appearing on the payment capture screen? | The edit payments screen only shows the standard payment options. You can not change the name of the standard extras like "Other" or "Other2" on the first payment-capture page. Any Custom Extras you have added using the Custom Extras under Settings for your company will only appear on a "SECOND payment capture page" for each employee. This "SECOND payment-capture page" is activated when you click "Submit" on the "FIRST STANDARD payment-capture page". After you click "Submit" on the second page for the "Custom Extras" then Harvester will process the payments and any customized extras will reflect with the custom names on the payslips. Note that in the event that you have only added the custom extra AFTER you have already processed the current month's payment for any employee, you will need to delete the current payment using "Edit Payments" and redo it for any payment already processed. (See below for more details). If you are using the Batch entry option, Harvester will first let you input the normal standard entries on the Batch payment input table. Then after you press Submit, you will be taken to a second Batch payment input table which handles the Custom Extras. When you press Submit on this second screen then all the employees and their extras will be paid. To make corrections for any payments already processed: Go to Payroll-Entry-by-Individual on the home screen and then find the employee and edit the payment. Note: You may have processed a payment and somehow the custom extras are 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. If the custom extras still do not appear when you want to edit the custom extras, then the custom extras have not been properly applied to the particular employee. (The employee may have been recently added or re employed). To ensure the custom extras are properly applied to this employee you need to go to settings and then Extras and for each particular custom extra you need to press the "Submit button" to ensure that the employee with the missing extras has the right company-wide custom extras applied. Note: make sure you tick the check box for "Update any employees already assigned with this extra" and then click Submit. Note: sometimes Extras are not shown once a payment is processed when the company extra value for an itemized value is 0. It may be just one or two employees that have had their extra rates changed or edited to 0 with the rest having a positive value. Individual employee custom extras can have their values changed using the last column on the main payments screen called "edit-extras". To ensure all employees are assigned a non zero value or the same itemized value then do the following: Go to company extras and then find the specific extra and then edit it and make sure you tick the check box to "apply to all" before you press "submit". This will make sure all employees who have been assigned the extra will have the same positive rate. |
| Extras by Department or Company | How do assign a company extra to all employees within a department? | First add your customised Extra addition or deduction to the company. Use Settings and then click on Edit Company Extras. You have the option to apply the extra to all within the company. If you do NOT make the extra a Company-Wide extra then you can use Assign Extras to Department or Assign Extras to individual Employees. To change an existing Extra from Department to Company-Wide level : On edit extras if you tick the check box for “Apply to all within Company” then it will become a Company-Wide extra. To change an existing Extra from Company-Wide to Department level you need to DELETE the extra. NB Please WAIT until you start a new payroll month BEFORE you delete a Company-Wide Extra to prevent changes to already processed payroll data. Any NON company wide extra can be applied to a department using the Department-Settings icon form the Settings page. Note that new employees added will only get assigned Company-Wide extras and if you are adding employees to a specific department then they will also be assigned department level extras for that specific Department. (If there are any Department-Level extras at the time of adding employees) You may also use the Department Settings icon to apply any department-level extras after employees are added. Extras are not assigned across all “permanents” or “casuals”. They are only applied by “Company” or “Department”. NB NOTE: You may also use Individual Rates for Company-Wide Extras. 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 type "Individual" in help. |
| Extras Assigned by Employee | How do assign a company extra to specific employees only? | First add your customised Extra addition or deduction to the company. Use Settings and then click on Edit Company Extras. You have the option to apply the extra to all within the company. If you do NOT make the extra a Company-Wide extra then you can use Assign Extras to Department or Assign Extras to individual Employees. Click on edit Employees on the home screen and then on the right hand side of the table of employees click on "Extra Additions or Subtractions" to assign extras to the specific employee selected. NB NOTE: You may also use Individual Rates for Company-Wide Extras. 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 type "Individual" in help. |