Historical Loans, Accumulated Values and Payroll Reconciliation

WHY CAN HISTORICAL EMPLOYEE TOTALS DIFFER FROM PAYROLL NET PAY? Harvester Payroll keeps historical payroll payment figures separate from certain employee maintenance records. A correction to an accumulated value or a loan transaction does not always mean the original employee net pay should change. Where can authorised users make these changes? Go to Settings > Employee Settings. The two relevant options are Loans for Employees and Edit Historic Accumulated Values. Loans for Employees: A historical loan repayment may be adjusted or deleted. Where the transaction is linked to a payroll payID, Harvester can update the historical paydetails.loanRepaymentAmount field without automatically recalculating the original net wage. Loan issues and repayments must be interpreted separately. This can explain a reconciliation difference, but the difference alone does not prove an edit or an external payment occurred. Edit Historic Accumulated Values: An authorised user can edit a selected historical employee record's Exclusive Additions, Gratuity, Terminal Benefit, Leave Days Taken and Leave Days Value. The edit changes the stored accumulated fields, not automatically the original gross pay, deductions or net pay. Exclusive Additions are outside gross pay. Accrued gratuity and terminal benefits are not the same as the amounts actually paid to an employee. Leave fields affect accumulated leave information. Reset Employee Totals: A separate reset option can zero leave fields, exclusive accumulated additions, gratuity and terminal benefit accumulated fields, or all five fields together. Important: the reset applies to all retained payroll records for the selected employee, not merely the displayed month or year, and may include archive records. It does not reset net pay, PAYE, NAPSA, NHIMA or loan ledger transactions. Use this function only when the full historical effect is understood and appropriate backup and approval procedures are followed. A zero after reset does not prove that the entitlement never existed or was paid. What if a historical payroll payment needs correcting? Use Harvester's normal Edit Historic Pay Period process where a genuine payroll correction is necessary, following the organisation's approval, payroll audit, bank reconciliation and statutory amendment procedures. Avoid silently changing a net wage that was actually paid and reported. What should I do if AI Reporting finds a difference? Ask AI Reporting to identify the affected employee, month, period and signed unresolved amount. Check the original payslip and bank payment, loan transaction history (if authorised), relevant accumulated values, audit evidence and historical rounding settings. The Reconciliation issues worksheet belongs to the separate Paycode Journal Excel workbook export; it is not automatically returned by the AI API. AI Reporting is read-only and cannot prove an edit occurred solely from a reconciliation difference. Important: Do not treat accumulated gratuity or terminal benefit amounts as proof of amounts paid or as certified outstanding liabilities.