Contracts Menu in HR Records Module

The Contracts screen is used to create and manage employee contracts within the system.

• The contract status is updated manually via the Edit function.
• If a contract expires, its status automatically changes to Expired.

1. Creating a New Contract

Step 1: Add a New Contract

1. Navigate to Menu → Contracts.
2. Click New Contract to create a new entry.

Step 2: Enter Contract Details

1. The system will display the New Contract screen.
2. Enter the required details.
3. Click Save to confirm the operation or Close to cancel.

Note: Newly created contracts will have a Draft status.

Explanation of Fields:

• Contract Code: Enter a unique contract code (linked to predefined settings).
• Staff Name: Select the employee associated with the contract (retrieved from the HR Records module).
• Contract Type: Choose the contract type (defined in Settings).
• Status: Indicates the current contract status (for display purposes only).
• Effective Date: Select the contract start date (for reference only).
• Expiration Date: Select the contract end date (for reference only).
• Salary & Allowances: Choose between an hourly rate or monthly allowance (for display only).
• List of Salary & Allowances: Select predefined salary and allowance details (retrieved from Salary & Allowance Settings).
• Contract Signing Date: Select the date when the contract was signed (for reference only).
• Signed By: Choose the company representative who signed the contract (for display only).
• Attachments: Upload contract-related documents (available for viewing later).

2. Viewing Contract Information

Step 1: Access Contract Details

1. Select the contract entry you want to view.
2. Click View to expand the contract details.

Note: The Signed By field displays the company representative who signed the contract with the employee.

Step 2: Reviewing and Signing the Soft Copy

1. Navigate to the Contract Tab.
2. Click View to open the contract document.
3. Click Sign to apply a digital signature, or Download to save the contract to your computer.

Important Notes:

• Only authorized personnel (e.g., department heads, directors) can digitally sign contracts in the system.
• Employees must log into their accounts to sign their contracts.
• Once a digital signature is applied, the system records the signer’s information, date, account details, and IP address.
• After signing, the contract status changes to Signed.

3. Editing Contract Information

1. Locate the contract entry that needs modification.
2. Click Edit, make the necessary changes, and click Save.

4. Deleting a Contract

Method 1: Delete a Single Contract

1. Select the contract entry to delete.
2. Click Delete and confirm the action.

Method 2: Bulk Deletion of Multiple Contracts

1. Navigate to the Contracts screen.
2. Select multiple contracts.
3. Click Bulk Actions → Mass Delete.
4. The system will display a confirmation message. Click OK to proceed or Cancel to abort.

Method 3: Delete All Contracts

1. Navigate to the Contracts screen.
2. Select the checkbox at the top to select all contracts.
3. Click Bulk Actions → Mass Delete.
4. The system will display a confirmation message. Click OK to proceed or Cancel to abort.

Final Notes

• Ensure that contracts are properly reviewed before signing or modifying them.
• Use the bulk delete function cautiously to prevent accidental data loss.
• Digitally signed contracts are recorded for compliance and cannot be altered once signed.