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| Key Word | Topic | Description |
|---|---|---|
| Backup Compulsory History and Move Payroll | Compulsory Back needs to be made after every 12 months | A compulsory Backup needs to be made after every 12 months. Harvester online will remind you and so you don't need to remember to do it. Click on the “Backup off the Cloud“ icon. Click on Backup-Employees(Blue highlighted text). You will see your data in a table format. Above this is the actual "Backup-to-Excel icon". Click this to ensure your data is downloaded and hence backed up. It will be in an excel format that you can store locally on your machine or in another Internet drive location of your choice. Note: There is NO NEED to change the MONTH or the YEAR from the default current month and year for the employee backup data. If you do NOT choose to purchase the "Keep History module", then make sure you have a downloaded excel copy for any months more than 13 months back from the present month of February. For these historic months (more than 13 months back), please check you have a NORMAL offline copy each month of your monthly Summary Report or Payslips in excel. (Only needed for pay-months more than 13 months back). If you do not have excel copies of these months then use the NORMAL reports menu to choose the historic month you have missing and then you will be able to do the export to excel. Note: These "backups" are your normal payslip and or summary excel monthly reports and are not generated using the “Backup off the Cloud“ icon. Harvester online only keeps all your payroll history for 13 months back. When you want to move from January to February just remember to click “yes to confirm backup is done” and then press submit. Then you can easily move your payroll forward. Until you select “yes” in the drop down box on the compulsory backup page you will not be able to move to the next month. EXAMPLE: End of Jan 2022 Harvester will clear historic data from Jan 2020 through to Dec 2020. These are the months you should have backups for as they will be removed after you finish Jan 2022 payroll. (Unless you have bought the module to Keep Old historic Data online in which case no backups will be needed). Only in the end of Jan 2022(in this example) will Harvester clear historic data from Jan 2020 through to Dec 2020. This means(in this example) that for the whole of 2021 you will still have direct access to any month in the year 2021 EVEN IF you do not purchase the Keep-History module. Note: You ONLY have to pay for the purchase module for Harvester to keep data older than 13 months. For the "Free version" you can’t purchase the "Keep-History Module". Harvester will keep data up to 13 months back on the "Free version". If you really want this module and you are on the "Free version", then you need to upgrade to the "10 employee package" first and then purchase the "Keep-History Module". However, 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". |
| Restore from Historic-Backup | Why am I restricted when I click on Restore-from-backup? | 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. |
| Convert Offline Version Undo | How do I redo my conversion from Harvester offline? | Go to the Import from Excel link on the left hand side of the settings page. You will be taken to the Choose-your-Template-page. Click the top image (of the two options) for Harvester Export File (v 17.305 or later) Click on the Undo Image on the file you have previously uploaded but now want to redo. Click on the "I agree message" to say Yes. NB this will deleted all imported employees and pay details. Do NOT do this if you are already using harvester online. It is only in case you want to redo your conversion from harvester offline. |
| Company Logo and 250 payslip limit | How do I upload my company Logo for use on payslips? | Go to Settings. Click on Company Settings. You will notice the default company Logo is the Harvester image. Click on the Delete check box(on the right hand side of the Logo) to REMOVE the existing default logo and then click on "Submit". Click on Company Settings to return to this page. Look for the Company Logo field and then click on "Browse" to upload your company Logo. Click on "Submit". Tip: Make sure you logo image is not too big in physical size(needs to be on payslips) and storage size(Bytes). To make it smaller in size please open your logo in a program like “paint” which comes with Microsoft Windows or even Microsoft Word (if the image is copied into a Word document) and then select the image border and make it smaller. You can note the size of the image on the edit-company-settings page where you upload the image. Note: If you export payslips with the company logo, then only the first 250 payslips will only be exported. The export to excel has many options for exporting individual payslips or just payslips within a department. It is good to use the export "by department" function when you have more than 250 employees to export. |
| Payroll Process Options | How do I process a payment in oder to generate a paylsip? | To get a payslip for any employee you still need to process the pay for each month, either by using 1) Payroll entry or 2) Payroll Entry Batch Pay or 3) Offline, excel, payroll input feature. For large amounts of employees use our customized offline payroll input which allows you to quickly enter pay data like days, hours etc in an offline excel spreadsheet that you can later upload and process all at once immediately. Another simple way to process pay is to use the "Pay Employee" icon on the middle-bottom of the main home page. Then on this "Process-Payments" page you can click on the "Pay-Me" link to process pay for any employee. The "Edit-Pay" link can be used be for any employee whom you have already processed within the current pay period. The link is used if you would like to correct or edit a payment already processed. |
| Leave Days for Hourly Paid | How are leave days calculated for hourly paid workers? | Make sure the Hourly Kwacha rate is set for your employees. On the payment capture screen enter the normal hours eg 45 by 4 weeks = 180 hours. If they worked overtime enter the actual overtime hours in the overtime hours field. Leave-day Calculation values are calculated according to the number of hours in a standard day. The default is 8 hours. To change this: Go to Company Settings and look for the field "Hours in Day(Default)". Example: Change 8 to 9 if you work on 9 hours per day. |
| Payroll Move to next period | How do I move the payroll to the next month? | On the home page: Click on Move-Payroll-Period. Next to the "I agree to Move Payroll to next Period (Month End)" field, click on "Yes" in the drop down menu. Then simply click on "Submit". Notes: If there are any outstanding Currently employed people who have not been paid, a table listing of them will be show before you complete the move. If the employees still need to be paid then you may go back to the payroll input screen to capture their pay. You may still print or view payslips or any report, even after moving to the next period. |
| Complete Payroll | How do I complete the current payroll to move to the next month? | On the home page: Click on Move-Payroll-Period. If there are any outstanding Currently employed people who have not been paid, a table listing of them will be show before you complete the move. Note: If the employees still need to be paid then you may go back to the payroll input screen to capture their pay. |
| Delete Payment or Reset Current Payment Edit | How do I Delete a Current Payment for an employee? | Note: You should not normally need to delete. You may simply edit the current payment of an employee and make the changes. eg if you change the pay rate after you have already processed pay, then you may edit the actual payment in order to recalculate. See help on "Payroll Edit Current Payment". You may still Delete a payment for an employee's pay on the most recent month's pay. 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. Then you may re capture the payment from afresh. If for some reason you can not find the payment to delete, you may also Reset the payment. This will completely reset the current month for that particular employee. To "reset" a current months payment: Go to edit employees and look on the bottom left of the edit payment screen and tick the check box called "Reset Current Payment for this employee?" Then you can select the pay employee icon on the home page and for the particular employee you will be able to select "Pay me" to pay afresh. Note: Make sure all custom extras are applied to all under settings if one of your custom company wide extras is not appearing for a particular employee. |
| Fixed Salary Leave and Cashed Leave | Fixed Salary ZMW Leave does not appear on payslip? | Why does an employee get no Kwacha leave payment included in the GROSS when he is allocated leave days taken? For Fixed-Monthly-Salary earners who have the PAY CLASS set as FIXED, NO KWACHA VALUE will appear as actual leave pay taken in the GROSS wage. In this case just the accumulated leave days will reduce by the amount of DAYS taken. Only if an employee is on a daily pay rate, then a KWACHA LEAVE value will appear as an extra in the GROSS pay. This is because Fixed-Monthly-Salary employees do not usually cash their leave. Should you wish to pay a Kwacha value for leave on top of a Fixed salary, then please make sure that the PAY CLASS is NOT marked as FIXED on edit-employee. (In this case, make sure that the PAY CLASS is marked as DAILY under edit-employee) Note: Please still enter the Total leave days taken in the Leave-Days-Taken field so that the leave record is properly kept. Note: If you change the “pay class" from "Fixed" to "Daily", Fixed salary earners will still be able to be paid as normal. However for leave purposes it will be worked on a daily basis and will show on the payslip when the employee “cashes” leave days taken. Remember that you always need to resubmit a payment for any changes you make on edit-employee if you change something after the current payment has already been made. Note: If you would like normal daily paid employees not to be paid out their leave in Kwacha, then you can change their “pay class" from "Daily" to "Fixed" on edit-employee. In this case, you would still need to enter the normal amount of days "worked". However, when you enter the mount of leave-days-taken in the appropriate field, then there will be no equivalent Kwacha value added to their gross pay. In this case a Daily paid employee has the benefit of a Fixed salary employee who would normally go on leave and not cash their leave. Note: The leave is calculated as the basic fixed-wage divided by the no of days in a month, which is a default value of 26 days. This Default "days in a month" can be changed on Company settings but 26 is the accepted standard. This is how the Overtime value of at 1.5 times this "daily rate equivalent" for fixed wage earners is calculated. |