Contents
Employee Input Fields Explained ........................................................................................................ 3
Entering Employee Details .................................................................................................................. 5
Adding Employees............................................................................................................................... 6
Add More Employees ...................................................................................................................... 6
Delete an Employee ........................................................................................................................ 7
Navigating Quickly Through employees ............................................................................................. 8
Wage Input.......................................................................................................................................... 9
Enter Current Wages for Each Employee........................................................................................ 9
Reports .............................................................................................................................................. 12
Print Reports ................................................................................................................................. 12
Export To NAPSA For New Electronic Submissions ....................................................................... 12
Backup............................................................................................................................................... 13
Backup Harvester .......................................................................................................................... 13
Restore Harvester ......................................................................................................................... 14
Moving your Database Wage File to another Machine .................................................................... 15
Change Details .................................................................................................................................. 16
Customise Payroll According to my Industry or Preferences ....................................................... 16
Addition......................................................................................................................................... 16
Miscellaneous Items ..................................................................................................................... 16
Deductions .................................................................................................................................... 17
Special Items ................................................................................................................................. 17
How do clear an ADDITION or DEDUCTION, which I am not using anymore? ............................. 18
Change Company Details .............................................................................................................. 18
Change Paye Details ...................................................................................................................... 18
Change Napsa Details ................................................................................................................... 18
General Options ............................................................................................................................ 18
Security and Users ............................................................................................................................ 19
Level One....................................................................................................................................... 19
Level Two ...................................................................................................................................... 19
Level Three .................................................................................................................................... 19
Installation Instructions .................................................................................................................... 20
Manual Install Option ................................................................................................................... 20
Update from Previous Version ...................................................................................................... 20
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Advanced Installation Issues ............................................................................................................. 21
Install On a Windows Server with Multiple Machines .................................................................. 21
Troubleshooting ................................................................................................................................ 22
When I start Harvester and I see a message telling me that SQL Server has not been set up on
this machine? ................................................................................................................................ 22
Once I am in Harvester, I find that there are no employee details. My database looks empty? . 22
My shortcut on the desktop is missing or the shortcut references the wrong file? .................... 22
If ever you see a message "Failed to logon" when you start Harvester ....................................... 23
Agents ............................................................................................................................................... 25
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Employee Input Fields Explained
Name of Bank
As soon as you enter a bank name for a particular employee, then the employee will not be paid in
cash. This means that his payslip total will not appear on the cash breakdown report. It will only
appear on the bank breakdown report.
Contract Period in Weeks
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Use this option if you are employing someone on a fixed period
contract basis. Such an employee can still be either a permanent contract worker or a casual
contract worker. If you are employing someone for more than 6 months or 30 weeks, then
he has to be classified as a permanent worker. However, he may still be on contract.
When you put the Start date in for the contract employee, the
computer will automatically calculate the End date by adding whatever you enter in the
contract period to the start date.
You may print out a contact form for him as well as a certificate of
service form by using the print options form. You may also print out a report showing the
contact status of each employee, sorted according to expiry dates.
After the contract period expires, the employee will appear
automatically under the ‘Renew Contracts’ form. (Press ‘Check for Expired Contracts’ button
on the main form). When you renew contracts using the option button on this form, all
those contracts that have expired will be renewed automatically. They will be given a new
starting date that you are able to specify and a new ending date will automatically be
generated according to the contract period.
A report listing of all these renewed contracts may then be printed
out.
For this reason, it is a good idea to select ‘Check for Expired
Contracts’ option on the ‘Main Payroll Options’ form on a regular basis to see which
employees need their contracts renewed.
Start Date
Use the drop-down-calendar box next to this filed for entering dates. The DATE field will
automatically be updated when you select a date using the mouse. Look for the scroll bars that can
quickly take you from year to year.
Cumulative NAPSA
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You may enter or adjust this field manually.
The programme works out the respective NAPSA due for the
month.
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The current month’s NAPSA details are calculated for the employee
and the employer contributions.
The payroll then automatically adds the monthly total to whatever
Kwacha value appears in this field.
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Cumulative NAPSA Field.
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When you have time, it is good ideas to add the total payments
manually, which were previously made to NAPSA for each of your current employees (prior
to your purchase of the Harvester Payroll Programme). Add these figures to the
CUMULATIVE NAPSA field.
When you print a Leaver’s Certificate, the computer will then
accurately show the total contributions the particular employee has made in his working
career under your employment.
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Entering Employee Details
Enter the current details of each employee, like names, NRC numbers etc
Use the button “Change Employee Details - Current”
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This is where you may enter new employees, change an
employee’s status or change any employee’s personnel details.
All the employees, whether permanent, casual or contract can be
accessed using this form.
The following fields are mandatory fields:
Company Number:
NRC Number:
Classification:
any unique number, assigned by the programme
any unique number
any characters, no need for unique entries.
The Company Number and the NRC Number have to be unique fields. You cannot enter duplicate
values. An error message will come up when you try.
Company Number
This cannot be changed and will always be numeric and unique.
Note: The Default Numbers start from 1001 and run through to 1050 after first time load.
NRC Number
If you have to employ someone without a NRC card, then you should enter his company number in
the NRC field until a card is obtained.
Note: the Default NRC Numbers start from 1001, runs through to 1050, and are therefore the
same as the company numbers. As you start entering your specific employee details, then
enter the respective NRC numbers in this field.
Classification or Department
This is useful if there are different sections in the company. Eg: Workshop, Coffee, etc.
Example: The classification code, ‘Coffee' could be used for all the Coffee Pickers on a farm.
If all your Coffee Pickers are given the ‘Coffee’ classification code, then they will all appear in
order, together, and not mixed up with other workers from another section.
All the reports are printed in the order according to this CLASSIFICATION code.
Change Further Personnel Details
The editing of the Personnel Details is done using the ‘Change Employee Details’ form. This is selfexplanatory.
The same is true for the Disciplinary Actions taken, the Leave Plan and the Courses, Training and
Performance appraisals.
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Adding Employees
Order of the Employees
The order of the employees is determined first by the Classification Field and then the Company
Number.
Why Can't I Change The Employee Company Number Or The Name?
You can only change name and class/section etc on the ‘Change Employee Details’ Form. You can
never change the number, but you can change the CLASSIFICATION.
How Do I Find An Employee Quickly?
Start entering the name in the Name-quick-find box. The names of all the employees beginning with
the sequence of letters you begin typing will appear in the list box below. When you see the name
appearing, select the name using your mouse and then the employee will show on the screen.
This is the same for the CoNo-quick-find and the NRCNo-quick-find search boxes.
What Happens When Moving To Another Worker?
This merely saves the information of the current employee. Note that as soon as you move to the
next worker, the employee you were previously working on is automatically updated, saved and
calculated.
Add More Employees
Use the Add Employees button found on the main payroll options form.

When you select this option, an employee will be automatically added with the three
MANDATORY fields required. These fields will be filled with default values.
Company Number
Classification
NRC Number
(automatically assigned by the programme)
(same as COMPANY NUMBER in order to stay unique)
Example: Hiring a new Casual Coffee Worker. If the highest Company Number issued so far is
‘1050’, then the new, default Company Number will be ‘1051’.
If the new worker added has a PAYE record from his previous employment, then you should
fill in his previous earnings for the current tax year. This is done by further selecting the ‘EDIT
EMPLOYEE TAX DETAILS’ button on the ‘Main options payroll’ form.
Simply enter the ‘TAXABLE EMOLUMENTS FROM PREVIOUS EMPLOYMENT IN CURRENT TAX
YEAR’ in the field provided and then enter the ‘TOTAL TAX DEDUCTED DURING PREVIOUS
EMPLOYMENT IN CURRENT TAX YEAR’ in the other field provided.
These values will not be reflected on your company’s end of year Tax Return, but are
necessary for correct tax calculation.
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Delete an Employee
You should not do this unless you are absolutely sure he has not earned any salary over the last 12
months.
What you can easily do is Terminate or End an employee's current active state
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You cannot delete an employee. It makes it easier to re employ old workers, especially
seasonal workers. After some years have passed and you are sure not to re employ any
particular worker, then you may overwrite the employee names etc with a new employee.
Each employee has an EMPLOYEE STATUS that shows one of three possible options:
‘EMPLOYED’, ‘TERMINATED’ or ‘FIRED’.
When an employee leaves, you need to use the ‘Change Employee Details’ form to mark the
employee as terminated.
Press the ‘Terminate or re-employ this employee now’ check box option.
The employee will remain on your system, but will not appear in the monthly payroll entry
places. His tax details will show on the annual PAYE return. They will only be cleared when
you select the option to ‘CLEAR ALL TAX CARDS’ at the tax year-end.
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Navigating Quickly Through employees
Find an Employee
Use the CoNo-quick-find, the NRCNo-quick-find, or the Name-quick-find search boxes.
Move to the Next Worker
There are a number of ways depending on your preference.
1.
If the cursor is in one of the fields, press the ‘down’ arrow
key once.
The next employee will be shown on the screen. The cursor will automatically appear in the
same field as you were in on the previous worker.
2.
If you prefer to use the mouse, then select the ‘Next Employee’
button.
This will take you to the next worker, but will not automatically put the cursor in the SAME
field. You have to use the mouse to select which field you wish to enter.
3.
Press the 'forward' button on the ‘data object’. The 'fast
forward' arrow button will take you to the last employee on the list.
4.
Press the "enter" key. This will put the cursor in the DAYS field of
the next worker, no matter where the cursor last was on the previous worker.
Note: If you use the ‘enter’ key, then no matter which field the cursor is currently in, it will
move to the DAYS field of the next worker. Some people prefer to enter all the details of a
single employee before moving to the next employee.
Move To The Next Field Of The Current Worker
Just select the required field with the mouse or press the ‘TAB’ key.
Enter Wages In A Table Type Input Like An Excel Spreadsheet
Use the option "Employees Table" or "Pay Details Table" on the 'Main Payroll Options' form.
8|Page
Wage Input
Enter Current Wages for Each Employee
Use the button “Enter Wages for Permanents”
This is used to enter the actual monthly data. You cannot use this button to change your employee
details. Here is where you enter the days, additions, deductions etc.
Fixed Dollar Salary
This is entered as DOLLARS (No $ Sign Needed) for workers who do not get paid on a daily rate and
whose Kwacha equivalent will vary depending on the Kwacha Rate which can be changed on the
‘Change Programme Details Form’.
Note: When the cash breakdown is printed out, the amount of a ‘dollar’ salaried worker is not
included. Normally the Kwacha equivalent of a dollar salary is not paid out in Kwacha Notes. This will
be reflected on the ‘bank breakdown’ printout.
Fixed Wage Amount
This is entered as a Kwacha amount for workers who do not get paid on a daily rate (No K sign is
needed).
Overtime Hours
This is entered in hours. The programme will calculate the value for you. The formula for working out
the overtime value is as follows:
O/T value = (OVERTIME HOURS * 1.5 * DAILY RATE) / 8
You can specify how many hours in a standard day in the ‘Change Programme Details’ form. Then
the respective value, as opposed to the standard ‘8’ hours, will be used.
Gratuity Payment or Terminal Benefit
Bonuses are unfortunately taxable and so you are not allowed to enter them in this field.
Whatever value you enter in this field will be given to the employee on that particular month. Use
the cumulative gratuity filed to evaluate what you owe to the employee. (Feature is in later
Harvester versions.)
Tax on Gratuity
For the taxation of a qualifying gratuity, the programme does not work out the appropriate tax.
Simply manually enter it in. eg for 2012 you need to apply 25 percent of the amount exceeding
K24,000,000.
Sundays / Bonus Days / Holidays (Addition 4)
This addition can be renamed as you choose. This should be used as a DAY entry. You can call it
SUNDAYS, HOLIDAYS OR DOUBLE DAYS. It is worked out by multiplying whatever entry is in this field
9|Page
by 2 and then by the DAILY RATE. Strictly speaking, holidays should be paid at double rates and not
times ‘one and a half’ as is done for overtime hours.
Cumulative Leave Days / Value (Behaves in much the same way as CUMULATIVE NAPSA
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You may enter or adjust this field manually. After calculating each month’s wages, the
programme works out the respective LEAVE DAYS and VALUE due for the month.
The current month’s LEAVE DAYS are calculated according to the way you have specified on
the “Change Programme Details" form.
The payroll adds the monthly total to whatever value appears in this CUMULATIVE LEAVE
DAYS field.
When you have time, you should manually work out the outstanding LEAVE DAYS, which are
currently due for each of your employees (prior to your purchase of the Harvester Payroll
Programme). Add these figures to the CUMULATIVE LEAVE DAYS field.
The CUMULATIVE LEAVE VALUE will automatically reflect the exact Kwacha value of
outstanding leave due to the employee. This is worked out using the current rate of pay for
the employee.
Leave Calculations
The Leave days earned are 2 Days for all currently employed permanent workers. (Times by the
current rate of pay for the K value.)
You can specify a specific amount of days if you choose other than the accepted default of 2 days per
month. This may be done under General Options of the CHANGE PROGRAMME DETAILS form.
Employees earning fixed wage amounts will earn an equivalent of 2 working days’ worth of leave per
month worked under the default setting.
The programme adds this ‘Leave Due’ to whatever appears in the CUMULATIVE LEAVE field. Thus,
this field keeps an on-going record of how much leave is due for each employee.
Leave Days Taken
This amount will be actually paid out to the worker.
The programme deducts the Kwacha equivalent of whatever appears in the LEAVE DAYS TAKEN field
from whatever Kwacha value appears in the CUMULATIVE LEAVE VALUE field. (After taking into
account the leave that is due for the current month as well.) This value is then added onto the
employee’s basic pay and it will be shown separately on the payslip.
1st Note: In the DAYS field, only the number of the days actually worked should be entered.
Leave days must be entered separately so that the employee can see that he has been paid
for his leave.
2nd Note: You can manually adjust the CUMULATIVE DAYS entry at any time. This reduces by
the leave days taken and cumulates for each month’s leave days owned.
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Outstanding Loans
You may also enter or adjust this field manually.
The computer DEDUCTS whatever appears in the LOAN REPAYMENT field from whatever Kwacha
value appears in this OUTSTANDING LOANS field.
Thus this value should reflect the exact Kwacha value of outstanding LOANS still to be repaid by the
employee.
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Reports
Print Reports
Every time you select one of the print options on the Print from, the information is first shown on
your screen, even if the printer is turned off. When you finally want to print out the information,
press the small print icon button at the top left of each ‘print window’.
What Happens If My Printouts Do Not Fit Onto The Page Properly?
Check to see that your printer ‘set-up’ is on A4 and PORTRAIT settings.
Use the Printer Icon in the control panel of your Windows Programme to change the print settings.
Right click the printer icon and select ‘Printing Preferences’
Export To NAPSA For New Electronic Submissions
On version 14.97 and upwards…Harvester has the exact format NAPSA suggests.
1.
2.
3.
4.
5.
6.
7.
Print “NAPSA electronic” print option.
On the top left hand corner, press the export icon.
On the left hand side is the save file location. Choose a location for
exporting the file eg My Documents.
In the “file name” box type an appropriate name eg
NAPSAFeb2010
In the “Save as Type” box click the drop down arrow and select the
option Microsoft Excel .xls
Click the Save button.
Close harvester and then go to the file and send as a normal email
file attachment using your email.
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Backup
The default location is “c:\program files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup\”
Backup Harvester
There are three different backup methods:
1.
The manual backup option: (an exact copy with the date
extension in the default SQL backup location)
a.
Choose the backup option on the ‘File and Password’ form on the
top left ‘Backup or Restore’ drop down menu whenever you want to backup onto
your existing SQL BACKUP location on your computer. You do not specify where the
file is backed up, HARVESTER does this for you.
b.
On later versions, when you close down Harvester you are asked if
you want to do a manual back up.
c.
It is ‘automatic’ in that you cannot manually specify where to back
up the file. It will always be backed up into the SQL BACKUP location eg “c:\program
files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup\”
d.
Depending on the date derived from your computer clock, the
backup is automatically made with the current ‘date’ as an extension.
e.
This makes it easier for the future viewing of these ‘historical’
backups of current, working-database file.
Example: If today is the 22nd of September 2003, and you data file is called enterprsiewages,
the file will be backed up and given the name “enterprisewages2003922.bak”.
This file will always be backed up in the same directory as the main payroll programme file.
The default location of the Harvester Payroll System is in "c:\program files\Microsoft SQL
Server\MSSQL.1\MSSQL\Backup\ ."
The COPY database backup option: (Used to backup onto an
external drive eg a flash stick)
a. Choose this option on the ‘File and Password’ form on the top left ‘Backup or
Restore’ drop down menu when you want to copy an existing backup of your
employee data base file onto a flash disk or a ‘CD’ or you wish to specify an alternate
backup location on your computer/network.
b. This is useful for backing up to a ‘removable’ backup medium and is the only failsafe
backup option that will help you if your hard disk fails.
3.
The Automatic database backup: (done at month end before
moving Harvester onto the next month)
2.
Example: When you have finished each month and you clear the wages to move you to the
next month, and you data file is called enterprsiewages, the file will be backed up and given
the name “enterprisewagesNOV.bak” for month end of November.
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Restore Harvester
Use the “Restore The Database File From A Backup Medium Onto The Hard Drive” on the ‘File and
Password’ form on the top left ‘Backup or Restore’ drop down menu option.
Follow the instructions. Be careful! This will replace whatever employee database file is on your
computer with the database file that is on the flash disk or ‘CD’ that you use. It is a good idea to
perform a quick manual backup first.
Note: if you are restoring from another machine
Remember to place your enterprisewages.bak or similar data file in the SQL server backup
location on your new machine:
ie C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup folder BEFORE you
restore from within Harvester.
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Moving your Database Wage File to another Machine
How do I move my database file to a new machine?
1. On your NEW machine,
a. Install the full setup of Harvester.
b. Follow instructions on the New Installation Web page or run the setup from your
Setup Folder if you have remembered to make a copy of this.
2. On your OLD machine,
a. Backup your SQL Database file.
b. Copy the database backup. Use the Copy database backup option.
c. Follow instructions on Backup and Restore Web page if you are not sure.
3. On your NEW machine,
a. Paste your SQL database backup in the following standard SQL folder:
b. C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup folder
c. Start Harvester and select Restore from Backup.
d. Follow instructions on Backup and Restore Web page if you are not sure.
Note: Remember to place your enterprisewages.bak or similar data file in the SQL server
backup location on your new machine: ie C:\Program Files\Microsoft SQL
Server\MSSQL.1\MSSQL\Backup folder BEFORE you restore from within Harvester.
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Change Details
Customise Payroll According to my Industry or Preferences
This is done on the ‘Change Programme Details’ form.
If you want to change any of the settings:
Use the drop down menus that appear at the top of the ‘Change Details’ form.
Here is a listing of some of some payroll data fields and a brief explanation of how the specialised
fields operate.
Unless you specify otherwise or they are fixed entries, they will all be cleared to ‘0’ when you select
the checkbox to “Clear Month-End Payroll”
The names of the following underlined fields can be changed to whatever you would like to call
them. You may also specify how certain of the fields behave.
Addition
1. Addition 1
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This can be used as a normal addition that is cleared each month, or it may be used
as an addition that works on a percentage of basic pay or gross.
If it is not used as a ‘normal addition’, then this special addition field will behave in
one of two ways.
Eg: Housing Allowance. Specify the percent addition in the percentage box.
If there is a ‘0’ entered in the ‘ADDITION 1’ percentage field, then the programme
will do nothing and so the addition will be a zero addition.
2. Addition 2 (Called ‘Bonus’ after initially setting up the Programme)

This can be used as a normal addition that is cleared each month or it may be used
as an addition that is fixed from month to month.
3. Addition 3 (Called ‘Other’ after initially setting up the Programme)
 This behaves in the same way as ADDITION 2
4. Addition 4 (Called ‘Holidays’ after initially setting up the Programme)
 Multiplies by 2 for Double Tickets
Miscellaneous Items
1. Miscellaneous Item 1 (Not used after initially setting up the Programme)
 This can be used as a normal addition or it may be used as an addition that is
itemised.
 An ‘itemised’ addition behaves as follows:
 The amount you enter each month will be multiplied by a fixed value that you can
specify from month to month. This works well for those employees who are paid on
a quota basis. Eg: Coffee Kgs picked.
2. Miscellaneous Item 2 (Not used after initially setting up the Programme)
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
This behaves in exactly the same way as ‘ADDITION 1’. See Note on ‘ADDITION 1’
above for an explanation.
3. Miscellaneous Item 3 (Not used after initially setting up the Programme)
 This can be used as an itemised addition like Miscellaneous Item 1 that is cleared
each month, or it may be used as a ‘variable employee itemised addition’.
Deductions
Deduction 1 (Called Advance after initially setting up the Programme)
Deduction 2 (Called Store after initially setting up the Programme)
Deduction 3 (Called Mealie Meal after initially setting up the Programme)
Deduction 4 (Called Other after initially setting up the Programme)
Deduction 5 (Not used after initially setting up the Programme)
 This can be used as a normal deduction, which is cleared each month, or it may be
used as a deduction that works on a percentage of basic pay.
 If it is not used as a ‘normal deduction’, then this special deduction field will behave
in one of two ways.
 If there is any value other than ‘0’ entered in the ‘DEDUCTION 5’ field on the ‘Enter
Wages For Permanents’ form, then the programme will automatically calculate the
percentage deduction, at your chosen percentage of the basic pay received in that
particular month. In other words, the user doesn’t have to enter the exact amount
for the deduction; only a number other than ‘0’. During the next month’s pay
entries, you will notice that the last month’s values for this deduction will still be
there. This will be updated once you calculate the wages to reflect the current
month’s values.
E.g.: Union Fees.
 If there is a “0” entered in the ‘DEDUCTION 5’ field on ‘Enter Wages For Permanents’
form, then the programme will do nothing and so the deduction will be a zero
deduction.
Note:
You may also set a minimum threshold value on this percentage deduction.
6. Deduction 6 (Not used after initially setting up the Programme)
 This can be used as a normal deduction that is cleared each month, or it may be
used as a deduction that is itemised.
 An ‘itemised’ deduction behaves as follows:
The amount you enter each month will be multiplied by a fixed value that you can
specify from month to month. This works well for employees who are partly ‘paid’ in
rations. Eg: Number of Mealie-Meal Bags with a K value for each.
1.
2.
3.
4.
5.
Special Items
1. Special Item 7


This is initially setup as the gratuity entry field. Each worker can have a different
gratuity percentage of basic. It also cumulates automatically through the current
employment of the employee.
It can still be used as a normal deduction that is cleared each month, or it may be
used as a deduction that is fixed from month to month.
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How do clear an ADDITION or DEDUCTION, which I am not using anymore?
If you want to delete a specific entry, for example ADDITION 2, then select ADDITIONS FOR
EMPLOYEES and then ADDITION 2. Select name of ADDITION 2.
Delete whatever appears as the default entry in the dialogue box and choose OK when asked to
enter the specific name of the addition or deduction.
Change Company Details
To change the name of your company and your address
Change Paye Details
To change your PAYE ACCOUNT number, the TPIN number, the tax brackets and rates of tax etc.
Change Napsa Details
To change your NAPSA ACCOUNT number, percentages etc.
General Options
Dollar Exchange Rate: If a value other than ‘0’ is entered here, then you will be able to enter dollar
salaries. The K equivalent will automatically be calculated at the rate you specify here.
Value For Wage Slip Rounding Off: You can round off to the nearest, K1 , K2 , K5 or 10 Kwacha.
This is also used for the cash breakdown calculations.
Cumulate Leave or Pay out Monthly: One can either pay out the LEAVE that is due automatically
each month to all the workers OR cumulate their leave.
To make sure that every permanent employee is paid all the cumulative leave that is due to him in a
particular month, then choose the Pay Out All Leave Pay menu item on the Enter Wages for
Permanents’ form. Use the ‘Options’ drop down menu at the top of the form. Use this after you
have entered all wages for the current month so that the correct cumulative leave figures are shown
before you pay the leave pay out.
This will cause the programme to automatically put all the cumulative leave amounts in the Leave
Pay Taken field of each employee that is due leave. It will then clear the CUMULATIVE LEAVE fields
so that all is ready for the next month’s calculations.
You can also use the ‘General Options’ menu to change



month:
Reset all Cumulative Leave Totals.
How many hours in a standard day:
Default is 8
How many working days in a standard
Default is 26
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Security and Users
Versions later than v15.01 do not have the login form. User account control is done by the 3 level,
password entries on the “change program details” form.
What do the different security levels allow users to do on Harvester?
Level One
This is for the user who will only be able to enter monthly payroll data such as ‘days worked’, various
deductions etc.
He will not be able to:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Print any reports.
Change employee details.
Clear the month’s wages.
View sensitive data such as manager’s fixed salaries etc.
Make any programme changes, such as the movements of tax brackets etc.
Change, view or print ‘Personnel data’.
Change, view or print the ‘Disciplinary actions’ taken.
Change, view or print the ‘Training and Performance’ appraisals.
Change programme user details.
Level Two
This is for the user who will be able to enter monthly payroll data and he will be able print out the
monthly reports necessary. He will also be able to add employees to the system, but will still be
blocked from changing and viewing certain personnel details.
He will not be able to:
1.
2.
3.
4.
5.
Make any programme changes, such as the movements of tax brackets etc.
Change, view or print ‘Personnel data’.
Change, view or print the ‘Disciplinary actions’ taken.
Change, view or print the ‘Training and Performance’ appraisals.
Change programme user details.
Level Three
This is for the user who will be able to everything without restriction. This is the
administrator’s level with the power to change other user levels etc.
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Installation Instructions
Manual Install Option
1. Harvester Payroll Software can only be installed when SQL Server 2005 and Crystal
Reports are installed on your PC.
2. Install SQL Server 2005 by double clicking downloaded file. Do not change any default
options. Click "next" / ok etc whenever requested until installation finished.
3. Install Crystal Reports.
4. Install Harvester Payroll.
Update from Previous Version
1. Do a manual backup of your Harvester Database file. (On File and Password Form of
Harvester)
2. This is only a precaution, as the removal of your old Harvester package will not remove your
data!
3. Remove your current Harvester installation. [Start, Control Panel, Add Remove Programs,
Harvester Payroll SQL System]
4. Crystal Reports and SQL Server 2005 are not removed when you remove Harvester Payroll
SQL.
5. Do new install.
6. After successful install [If you are not currently using the default Database file:
enterprisewages then follow the instructions to change your default Database]
a. Open Harvester from the start menu.
b. On the File and Password Form, choose "Change Default Database" option on the
top right hand drop down menu.
c. Select your current wages database file.
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Advanced Installation Issues
Install On a Windows Server with Multiple Machines
On the Server or the Machine in the workgroup which acts as the server.
1.
Install the setup programme if you have not done so already on the
server.
2.
Get the 10 digit code key by starting Harvester using the shortcut
on the desktop. You can do this at the same time as getting code for the clients.
On the Client Machine
1.
Install the setup programme if you have not done so already on the
client machine.
2.
Get the 10 digit code key by starting Harvester using the shortcut
on the desktop.
3.
Copy the "Harvester SQL Payroll System" file to another place
within Program Files.
4.
5.
6.
7.
8.
9.
10.
11.
Rename it to for example "Harvester CompanyA Payroll"
Repeat for all the sections/ companies eg CompanyB and C etc.
NB each Section/Company must have its own separate location folder within Program Files.
Create a shortcut from each of the harvester.exe files within the
separate folders to the desktop
Rename the shortcuts according to the section/company.
Now use the option "Load New Database File" on the "File and
password form" of Harvester
Change the location Harvester looks for the database to the
server as follows:
When asked for the SQL Server Computer, instead of accepting the
default prompt “.\sqlexpress” you enter the ip address of the
server eg “198.162.1.1\sqlexpress”
When you restart harvester it will look straight to the appropriate
file on the server and run from the client, but access the file from the server. Up to 3 clients
can access the same databases at the same time!
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Troubleshooting
When I start Harvester and I see a message telling me that SQL Server has not been set up
on this machine?
If this happens just after a first time setup of Harvester on your machine and your machine has not
been for repair or had windows reloaded/altered, then just follow the prompts to set the SQL
database up. This is normal.
If not...
1. Press cancel on the menu and exit the Harvester Payroll.
2. Restart your whole machine and wait a few minutes before starting Harvester. There could
be a memory overload on your machine that needs to be cleared.
3. Should this fail, then press Start / Windows on the windows start menu and then Program
Files.
a.
b.
c.
d.
e.
Click on Microsoft SQL Server 2005
Click on Configuration Tools
Click on SQL Server Configuration Manager
On the right hand window pane, look for SQL Server (SQLEXPRESS)
Check the status. If it is stopped, then right click on SQL Server (SQLEXPRESS) and
press start from the menu.
Failing this...
You probably need to reload harvester using your setup files. Download the full version from this
web site if you do not have a copy.
Once I am in Harvester, I find that there are no employee details. My database looks
empty?
What has probably happened is that the default "new" and empty enterprisewages.bak SQL file has
been loaded.
1. Exit Harvester and then re-start Harvester.
2. On the File and Password Form, look for the top right drop down menu called Change
Default Database
3. Follow the instructions and select your correct database. This should have your employee
details.
My shortcut on the desktop is missing or the shortcut references the wrong file?
1. Simply go to My Computer, C drive, Harvester Payroll SQL System
2. Open this folder, look for the file with the sun picture as an icon, harvester.exe, and right
click this file.
3. Select the option, Send to desktop as Shortcut.
4. If you do not find the Harvester Payroll SQL System folder then you have an internet
installation.
5. Choose the Harvester start icon from the Start and Program Windows Menu.
(You can right click it on the Program Menu and Send to desktop as Shortcut).
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If ever you see a message "Failed to logon" when you start Harvester
This is often an issue of User Permissions
1. Make sure you are logged on to your computer with a windows Administrative account.
2. If you are using Vista, you might need to add yourself to the administrative role for SQL
Server: (This procedure is not needed for SQL 2008)
a. Press Start on the windows Start menu and then Program Files
b. Click on Microsoft SQL Server 2005
c. Click on Configuration Tools
d. Click on SQL Surface Area Configuration
e. Select Add new Administrator
f. Use the double arrow between the panes to grant yourself Administrative access
(Your user name must be at the top right of this page to grant yourself the
SysAdmin role)
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A
Add More Employees
Adding Employees
Addition
L
6
6
16
B
Backup
Backup - Automatic
Backup - Copy
Backup - Manual
Bank
13
13
13
13
3
C
Change Company Details
18
Change Details
16
Change Paye Details
18
Change The Employee Company Number Or The Name 6
Classification or Departmen
5
Company Number
5
Contract Period in Weeks
3
Cumulate Leave
18
Cumulative Leave Days
10
Leave Calculations
Leave Days
Leaver’s Certificate
Loans
M
Manual Install Option
Miscellaneous Items
Move To The Next Field Of The Current Worker
Move to the Next Worker
Move Wage File to another Machine
NAPSA
NAPSA - Export for Electronic Submissions
NRC Number
E
5
9
8
12
F
Failed to logon
Find an Employee
Find An Employee
Fixed Wage Amount
23
8
6
9
G
Gratuity Payment
O
Order of the Employees
Overtime Hours
6
9
Personnel Details
Print Reports
20
5
12
R
Report Printout
Reports
Restore
12
12
14
S
Security - Level one
Security - Level Three
Security - Level Two
Security and Users
Server Installation
Special Items
SQL Server has not been set up on this machine
Start Date
19
19
19
19
21
17
22
3
T
9
I
Installation
3
12
5
P
17
7
18
9
Employee Details
Enter Current Wages For Each Employee
Enter Wages In A Table
Export To NAPSA
20
16
8
8
15
N
D
Deductions
Delete an Employee
Dollar Exchange Rate:
Dollar Salary
10
10
4
11
Tax on Gratuity
Terminal Benefit
Troubleshooting
9
9
22
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U
Update From Previous Version
W
20
Wage Input
Wage Slip Rounding Off
9
18
Harvester Solutions
Developer Sean Kelly
PO Box 670277
Mazabuka
Tel:
Cell:
0213 235460
0977 857695
Agents
Sandy Dankwerts (Choma)
Carol Fleming (Mazabuka)
Mark Dunn (Lusaka Southern Steel)
Manie Lombard (Lusaka)
Ahmed (Kafue/Lusaka)
Computer Lab (Mkushi)
Zexlink Media Isaac
0977 431757
0977 872171
0977 861858
0978 289998
0966 773893
0979 513135
0964 596596
Personal Computer Importers (PCI)
Luansha Rd, Lusaka
Ronnie, Rogers and Edwin
0211 222626
Computer Express
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