Contract Management

Warning: Deleting a contract is permanent and will affect the employee's work history. Consider deactivating rather than deleting. :!

New Record

To add a new contract, click the New Record button.

Data Input Method

When adding a new contract, you will be given a choice of input methods:

Question:Method Options:

Download Templates

Click Download Templates to get a template file in the following formats:

• Excel (.xlsx)
• CSV (.csv)

The template contains the columns required for contract data import.

Import File

After filling out the template, click Import File to upload the data:

Import Requirements:

• File format must match the template
• Data must be complete and valid
• System will validate the data before import

Add Manual

Click Add Manual to input contract data manually through a form.

Contract Form (Add Manual)

Form Fields

Document Upload

Upload Requirements:

No file selected

The file must be in PDF format and must not exceed 10MB in size.

• File format: PDF
• Maximum size: 10 MB
• Click to select file or drag and drop

Form Action Buttons

Errors and Warnings Table

At the bottom of the page, there is a table to display errors and warnings:

This table displays a list of errors or warnings that occur in contract data, for example:

• Incomplete data
• Duplicate document numbers
• Invalid dates
• Incorrect identity card format
• And others

Contract Status and Colors

Based on the data in the table, contract status is displayed with color indicators:

Usage Tips

1. Monitor Statistics Regularly - Pay attention to the statistics cards to know the number of contracts that need attention (Warning, Alert, Expired).
2. Renew Before Expired - Process contract extensions at least 30 days before the end date.
3. Complete Documents - Ensure each contract has an uploaded PDF file for archive purposes.
4. Use Import for Mass Data - If adding many contracts at once, use Download Templates and Import File.
5. Check Identity Card Data - Ensure the ID card/identity number is valid and matches the employee's data.
6. Pay Attention to Document Type - Distinguish between Fixed-Term (contract) and Permanent as it affects length of service calculations.
7. Update Status Periodically - The system usually updates status automatically based on dates, but still needs monitoring.

Common Scenarios

Scenario 1: Contract About to Expire

Employee with contract expiring within 30 days:

• Status changes to Warning (yellow)
• Need to prepare extension letter or notification
• Process extension or termination

Scenario 2: New Contract

New employee with Fixed-Term contract:

• Input via Add Manual or Import File
• Fill in all required fields
• Upload contract PDF file
• Status automatically Active

Scenario 3: Contract Extension

Employee with active contract is extended:

• Create a new contract record with new dates
• Old contract remains saved as history
• Old contract status becomes inactive (or archived)

Scenario 4: Expired Contract

Employee with contract that has ended:

• Status Expired (red)
• If not extended, employee becomes inactive
• Data remains saved for history

Troubleshooting

Contract Data Does Not Appear

• Check search filters
• Ensure no status filters are limiting the results
• Refresh the page
• Check internet connection

Failed to Upload PDF File

• Ensure file format is PDF (not JPG/PNG/DOC)
• Check file size is within the 10MB limit
• Ensure the file is not corrupted
• Try compressing the file if too large

Failed to Import File

• Ensure using the correct template
• Check data format matches the template
• Ensure no required columns are empty
• Check errors in the Errors and Warnings table

Status Does Not Update Automatically

• Status usually updates based on system date
• Try refreshing the page
• If still not updating, check system settings
• Contact administrator

Duplicate Document Number

• System usually prevents duplicate contract numbers
• Ensure contract number is unique
• Use a consistent numbering format

Integration with Related Menus

Employee Database

Contract data is integrated with Employee Database to display employee active status.

Employee Profile

Contract details can be viewed in the employee profile under the Contract tab.

Termination Management

Contracts that are not extended will enter the Termination process.

Reports

Contract data is used in HR reports and length of service analysis.

Next Steps

• Employee Database
• Termination Management
• Employee Profile
• Contract Reports