Employees Contracts
A contract answers the question "on what terms does this person work": from which date, in which role, for what salary, under which leave scheme. The employee card says who they are; the contract says what was agreed.
Where to find it: Modules → Human Resource Management → Registers → Employees Contracts
A worked example
Contract No. 1 for E001: transaction date 05/01/2026, start date 05/01/2026, leave scheme STD, job title "Workshop supervisor", gross salary 2 800.00 GBP, staff rate 1.00, type of employment Full, with OK ticked.
At the bottom sits the Contract Changes block, listing the change that revised the terms. The contract itself stays untouched: it records the original agreement, while revisions live as separate documents.
"Trial End Date", "End Date" and "Terminated" carry the term: a blank end date means an open-ended contract, and "Terminated" means it has been ended.
What the contract gives other documents
- the leave scheme sets the annual entitlement the leave application works from; the application takes the scheme from the contract only — a scheme in a contract change does not reach it;
- "Gross Salary" and "Advance" feed the payroll calculation as long as there is no contract change in force (if there is, they come from it); the rate ("Staff Rate") always comes from the contract, not from a contract change (a rate typed in the payroll row takes precedence; empty in both — 1);
- the employee class tells the ledger which account the cost belongs to (the class of the change in force when it is filled in, otherwise the contract's).
"Gross Salary" is a monthly amount in the base currency: payroll takes it as it is and multiplies it by the rate and by the share of the period's days worked. "Salary Type" and "Currency" have no effect on the calculation, and neither do "Type of Employment", "Job Title" and "Department": no calculation reads them; they are only kept on the card and go into print.
That is why the contract has to be OK'd — until then it is a draft and the rest of the module cannot see it. Once it is OK'd, the terms on the card are locked.
The leave application, the payroll calculation and its entries take the contract in force: approved, with a start date no later than the day in question and an end date no earlier than it (today for the application; for payroll, the whole period — a start no later than the period's end and an end date no earlier than its start). An empty end date means an open-ended contract; a terminated one ("Terminated") is in force up to its end date. An employee has one contract: the system will not save a second one for the same employee, and terms that change are recorded as contract changes. A contract in force for only part of the period (hired or dismissed mid-month) enters the calculation with the days of that part.
Typical situations
A pay review. Don't edit the contract — raise a contract change, so the before-and-after history survives.
Someone works part time. Set "Staff Rate" to 0.5 — it is the rate that reduces the pay. "Type of Employment" ("Full" or "Compatible") is not read by the calculation: it only records the term on the card and in print.
Someone is leaving. Fill in "End Date" — the contract is in force up to and including it. To terminate the contract, tick "Terminated": the contract must be approved (otherwise "The document must be approved"), and "End Date", "Reason" and "Reason Details" must be filled in. After that, those fields and OK are locked on the card.
The leave scheme isn't in the lookup. Check the scheme exists in this company.
Where to look next
- Employee — who the contract is with.
- Contract changes — revisions of the terms.
- Leave scheme — the entitlement the contract points at.
Print variables
Values available in this document's printed form templates. How to write a variable in a template — see Print Forms.
Header fields:
| Variable | What it holds |
|---|---|
| EmployeesContracts_OK | Approved |
| EmployeesContracts_Terminated | Contract terminated |
| EmployeesContracts_No | Number |
| EmployeesContracts_Fullname | Full name |
| EmployeesContracts_TransDate | Trans. Date |
| EmployeesContracts_TrialEndDate | Trial End Date |
| EmployeesContracts_EmployeeCode | Employee Code |
| EmployeesContracts_Class | Class |
| EmployeesContracts_LeaveScheme | Leave Schema |
| EmployeesContracts_JobTitle | Job Title |
| EmployeesContracts_Comment | Comment |
| EmployeesContracts_StartDate | Start Date |
| EmployeesContracts_EndDate | End Date |
| EmployeesContracts_Reason | Reason |
| EmployeesContracts_ReasonDetails | Reason Details |
| EmployeesContracts_SalarType | Salary Type |
| EmployeesContracts_GrossSalary | Gross Salary |
| EmployeesContracts_Currency | Currency |
| EmployeesContracts_Department | Department |
| EmployeesContracts_Advance | Advance |
| EmployeesContracts_StuffRate | Staff Rate |
| EmployeesContracts_TypeOfEmployment | Type of employment |