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| Key Word | Topic | Description |
|---|---|---|
| Payroll Input by Department | How do I process employee payments by department? | On the main home page look for the icon Payroll-Entry-by-Department icon. You will then have the option to select which department you would like to start payroll capture. |
| Restore from Normal-Backup | How do I restore my compay using a previous offline backup? | 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. |
| Settings-General | How do I customise my company settings? | 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. |
| Settings-Employee Job Positions | How do I customise employee settings? | 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. |
| Login User Level Security Dollar | Are there different user levels for login? | There are three different levels of security access that can be used together with the audit trail feature for more security "tracking" of user changes. Harvester has Three different User Access Levels : Level 5 is "Admin": The user can do all payroll functions. Level 3 is "Accounts": The user can NOT do the following: 1) Level 3 can not access and change the employee details of employees who are marked as 'Management' pay-class. 2) Level 3 can not access most of the Settings features on the settings-Page. 3) The user is also blocked from printing and exporting payslips and other reports of any salaries related to those employees who are marked with the employee pay-class called 'Management'. However the Level 3 user is still able to view and export reports of any employees NOT marked as 'Management'. Level 1 is "Basic": The user has the same restrictions as a Level 3 "Accounts" user BUT in addition the Level 1 "Basic" user can NOT do the following: 1) Access and change the employee details of ANY employee (even those who are NOT marked as 'Management' pay-class). 2) Move the payroll to the next pay-month period. 3) View or export upload Reports like NAPSA or PAYE. You need to change the 'Payment Class' of any employee whom you do NOT want the "Level 1 or Level 3 user" to see. 'Payment Class' can therefore be used to restrict Level 1 or Level 3 users from management salaries. You may specify the type of employee payment class on "Edit employees" so that employees can be sorted for payroll input capture according to their class as opposed to their department. The various options you have are: Daily: Employees paid by number of days inputted. Hourly: Employees paid by number of hours inputted. Fixed: Employees paid by a fixed basic wage salary. Management: Employees who are part of management. This last management class is important if you would like to ensure that Level 3 users of your payroll do not have access to these salaries. In the standard Harvester online package, there is a basic Audit Trail User Activities. Please Type "audit" in help and search for help on "Audit Trail User Activities". Note: Level 2 is "employee level" and allows for individual employee login to check the employee's own payslip. Note: User access does not depend on the computer. Access can be form anywhere and on any device. However there is a security log of the exact IP address of any user who logs in so user access may be monitored. |
| Users Add new User Logins | How do I add new user login accounts to my payroll? | You need to send a mail to: support@harvesteronline.net requesting any extra users per company. We need to know the new user login email. You will be sent a password which may be changed later by the user after first successful login. Typically one should use the user's email for their logins. A login email must be a unique and valid email address. This means it can not be an existing harvester online user account login. NB This means that one email address can only be valid for one company and so the same email address can not be used to access another company. We also need to know which company the user must be linked to and which level of access: Level 1(Basic), Level 3(Accounts) or Level 5(Admin). Please see below for info on Access Levels: You are also able to change the user access-level yourself by clicking on users, under settings. Note1: For security, one unique email address is assigned to one company. Note2: There is a once off fee for an extra user per company of USD50 in Kwacha. The charge is because more users require more Audit Trails and Security Logs and therefore more cloud storage space. Note3: You may request for an additional login that is not a real email address. This is specially helpful if you are an agent and want to login into many payrolls. eg companyname1@gmail.com, companyname2@gmail.com, companyname3@gmail.com etc. Then you can know which email login is for which company. You can also keep the same password. You will still be required to pay the once-off user access fee for registering a second company. Harvester has Three different User Access Levels : Level 5 is "Admin": The user can do all payroll functions. Level 3 is "Accounts": The user can NOT do the following: 1) Level 3 can not access and change the employee details of employees who are marked as 'Management' pay-class. 2) Level 3 can not access most of the Settings features on the settings-Page. 3) The user is also blocked from printing and exporting payslips and other reports of any salaries related to those employees who are marked with the employee pay-class called 'Management'. However the Level 3 user is still able to view and export reports of any employees NOT marked as 'Management'. Level 1 is "Basic": The user has the same restrictions as a Level 3 "Accounts" user BUT in addition the Level 1 "Basic" user can NOT do the following: 1) Access and change the employee details of ANY employee (even those who are NOT marked as 'Management' pay-class). 2) Move the payroll to the next pay-month period. 3) View or export upload Reports like NAPSA or PAYE. You may specify the type of employee payment class on "Edit employees" so that employees can be sorted for payroll input capture according to their class as opposed to their department. This management class is important if you would like to ensure that Level 1 or Level 3 users of your payroll do not have access to these salaries. In the standard Harvester online package, there is a basic Audit Trail User Activities. Please Type "user" in help and search for help on "Audit Trail User Activities". |
| Gratuity OR Terminal Benefit | How do I enter a Gratuity or Terminal Benefit payment? | On the main payroll capture screen for each employee there are two fields towards the bottom: Gratuity Paid and Terminal Benefit Paid. Enter the respective payments here. From year 2017, there is no tax on Gratuity. Do I use Gratuity or Terminal Benefit? It’s just terminology. It works the same. I advise to use terminal benefit but only because it is a closer match in name to the “compulsory" payment people get at end of their contract or when they retire. NB The accumulating Terminal Benefit will appear on the payslips each month and NOT Gratuity. Use Terminal Benefit if you are wanting to pay the "compulsory end of contract service amounts". On the "More Reports page" use the "Gratuity or Terminal Benefit Totals" Report to see current Accumulated Totals which may easily be exported to Excel. Two months worth of payment per year: 16.7 percent One months worth of payment per year: 8.3 percent All payments attract NAPSA charge. |
| Audit Trail User Changes | How do I access the Audit trail of User Changes? | The audit trail of User-Activities comes with the standard package. To access this click on the Audit-Trail icon on the Settings page. There are over 60 different audit-trail codes of various changes that is user is audited on. Important audits of user-changes are recorded. Examples: When the user "moves to the next payroll period" or when the user triggers "annual renewal activation". |
| Bank Account FNB or Zanaco or Stanbic or Flexipay | Bank Account Report for FNB or Zanaco Flexipay or Stanbic ? | Go to the main Print page. Look for the bank account report. On the bank account report, select your options in the top 'Search' area. Bank: This pulls the various 'bank' options from your employee listing. NB. For those who have bank payments, on “Edit Employees”, make sure that they are marked as “Bank” and NOT “cash” and for FNB, for example, make sure all the bank “name” fields are “FNB” for each employee. Type: The specific type you of excel export report the bank uses. example of Type: FNB Excel (similar for FNB CSV or FNB Ewallet) First make sure you have selected FNB bank in the top left drop down to find all employees with FNB accounts. Before you export you must select the bank-type as FNB CSV and then press Search. Click on the 'export to Excel' button to generate the excel FNB CSV bank account return. Make sure all bank-name fields you have entered on each 'FNB' employee is 'FNB' using Edit-Employee. Note: For FNB EWALLET enter the Bank-Name as 'FNB EWALLET' and for the Bank-Sort-Code, enter '260006' which is the sort code for 'FNB EWALLET'. For FNB EWALLET (not normal FNB), enter the 12 digit cell number of the employee in the Bank-Account field beginning with 260. eg For an MTN number it will be 260969078881 When you export the file, choose the FNB-Excel option. It will automatically save as an Excel type file. You can then use Save-As in Excel to save your file as CSV before you upload. If you choose the export option as CSV then it will obviously be exported directly to a CSV file. After exporting, simply upload or send it directly to FNB. Do NOT open your exported csv file and re-save before uploading as your upload file might not work. example of Type: Zanaco CSV or FlexiPay 1) for only Zanaco CSV: If you would like to only use Zanaco Accounts or Mobile Money accounts, then first make sure you have selected Zanaco bank in the top left drop down to find all employees with Zanaco accounts. Before you export you must select the bank-type as Zanaco CSV and then press Search. Make sure all bank names you have entered on each 'Zanaco' employee is Zanaco. (Using Edit Employee) 2) for FlexiPay: If you would like to use Zanaco Accounts as well as other bank accounts or Mobile Money accounts, then first make sure you have NOT selected Zanaco bank in the top left drop down. Leave this as blank to find all employees with bank accounts. (Not just for Zanaco) Before you export you must select the bank-type as FlexiPay and then press Search. Make sure all the bank Sort Codes are correct for Non Zanaco banks you have entered on each employee. (Using Edit Employee) When you export the file, it will automatically save as a csv type file. After exporting, simply upload or send it directly to Zanaco. Do NOT open your exported csv file and re-save before uploading as your upload file might not work. Note: The Zanaco csv file as well as the FlexiPay file can also be used by Zanaco bank to pay people on MTN or Airtel from your employer Zanaco account. This can be done using the same export file that is used to pay employees with normal Zanaco accounts. For those employees WITHOUT bank accounts, but do have cellular phones, go to "Edit-Employees": 1) Check that the "Bank Account Number" is "0" or empty if the employee does NOT have a bank account. 2) In the bank Account Name field enter "Zanaco" or another Zambian Bank-Name if you want the employee NOT to receive their pay on the cellphone. For Non-Zanaco accounts, make sure the Bank Sort code is correct for the respective banks. 3) Enter the 12 digit cell number of the employee in the Mobile-phone field beginning with 260. eg For an Airtel number it will be 260979079911 example of Type: Stanbic Excel Before you export you must select the bank type as Stanbic and then press Search. Make sure all bank names you have entered on each 'Stanbic' employee is Stanbic. (Using Edit Employee) When you export the file, it will automatically save as an Excel type file. After exporting, please remember to just delete the first Title Row with the column headings. Then save it and then you can upload or send it directly to Stanbic. Note: in the reference column Stanbic has the word "supplier" but Harvester gives the actual employee number and NRC in this field. This normally does not present any issues with the upload file. Most bank reports sort in alphabetical order on surname, but some banks like the name and surname in the same column. NB For bank account numbers longer than 11 digits e.g. 9130000412043 in the bank column, AFTER you have exported to excel you might see something like "9.1E+12". This is Scientific Notation for large numbers and is quite normal. Leave it as is. The banks will read the numbers correctly when you send them the excel or csv file. If you select the exact cell where you see a Scientific Notation number and look at the top of your spreadsheet in the actual cell reference you will see the proper number of 9130000412043(for our example). Do not change this. This is correct. The bank will read the numbers properly. |
| Payroll Summary or Personal Details Report | How do I quickly view the payroll summary to check for possible input errors? | 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. 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. In the summary report in excel output, you may want to hide certain columns in the report: Click on format and then in the drop-down menu under "Visibility" choose Hide and Unhide Column. Note: use the "Full Summary for Excel-Export" report and export this to excel to see all your payroll detail summaries in one report. This is especially useful when you export it to excel by clicking on the Export icon above the report. Note you may also click on the Summary-Basic report and export this report to excel as well. There are also other summary reports of personal details of employees found under the “general reports” section. For example, look for the “personal details” report (must be exported to Excel). This report has amongst other things: NRC SOC No Health No TPIN Cell No (Column P) For Journal totals to enter into your accounting package, its probably best to use the "Full Summary for Excel-Export" report. |