Importing Contracts

Import Steps

Step 1: Import Options

1. From the main menu, click on “Payroll”.
2. Click on “Contracts”.
3. Click the “Import” button.
4. Configure the import settings as follows:
   • CSV File: Upload the import file in CSV format.
   • Delimiters: Select the separator used in the file — Comma (,), Semicolon (;), or Tab.
   • Import First Row: Enable this option if the first row in the file contains data rather than column headers.
5. Click “Next Step”.

Step 2: Map Fields

Match the file columns to their corresponding system fields. The available fields for import are:

• Employee (Required): Enter the employee code or name. At least one must be provided.
• Contract Code: The contract code. If left empty, the system auto-generates a number. If an existing code is entered, the contract details will be updated.
• Description: Contract description. (Optional)
• Start Date (Required): Must follow the date format configured in the account settings.
• End Date (Required): Must be greater than the Start Date and must not overlap with an existing contract for the same employee.
• Join Date (Required): The employee’s joining date.
• Probation End Date (Required): The end date of the probation period.
• Contract Sign Date: (Optional)
• Currency: (Optional) If left empty, the system uses the default currency. Must be a valid ISO currency code such as USD or EUR.
• Payroll Frequency (Required): The salary payment cycle.
• Salary Components: Match each active earning or deduction component to a column in the file. The Basic component is mandatory. If the value is left empty, the system uses the formula defined in the system; if a numeric value is entered, it overrides the formula.

You can also enable the following option before importing:

• Skip errors during the import process: The system will continue importing valid records and skip any records that contain errors.

Click “Import” to start the process.

Step 3: Result

The system displays a summary of the import results, including the number of records added or updated and any errors encountered.

Validations and Messages

• If the employee is not found in the system:
  “The name or code of the employee is not available in the system.”
• If both the employee code and name are left empty:
  “You must provide either an Employee Code or an Employee Name.”
• If the End Date is earlier than the Start Date:
  “The contract end date should be greater than the Start Date.”
• If the contract dates overlap with an existing contract for the same employee:
  “You cannot create this contract as there’s a contract already existing (Contract Code: 11, 01/01/2024 – 01/01/2029).”
• If a user attempts to change the employee on an existing contract:
  “You cannot change the employee for an existing contract.”
• If an invalid currency code is entered:
  “You entered an invalid currency code.”
• If the currency code format is incorrect:
  “Please use a valid ISO currency code (e.g., USD, EUR, GBP).”
• If an invalid payroll frequency is entered:
  “The selected payroll frequency is invalid. Please choose a valid frequency.”
• If an invalid salary component value is entered:
  “Invalid salary component value. Please enter a numerical value or keep it empty for formula-based calculation.”