Creating a contract

When you offer your services to your customer, your services are defined by a contract. These contracts could be either based on the mandays/attendance days or for a specific job. You are requested to add the details of these contracts in the contracts folder.

To create a new contract, please follow the steps below

  1. In CRM container, go to Contracts Folder

  2. In Contracts Folder, click on “Actions” and select on “New Contracts”.

  3. A New Contracts Details window will pop up on the screen.

  4. Fill in all the details. Please note that fields with “*” are mandatory Fields.

  5. Click on Save

Please note that after filling all the necessary details and clicking on “Save” you will get a notification. This is to inform you that once saved you will not be able to make chagnes in the contract and therefore are requested to confirm by clicking on “OK” only one you are wish to submit the contract.

Mandatory Fields for creating a new contract

  • Name: Fill in the name of the contract, such as the organization’s name and your offering.

  • Customer Details:

    • Customer: Select the customer from the drop down menu. The menu will show the names of all the partners created by you.

  • Contract Details:

    • Contract Period: Select the dates from which the contract is applicable and the date to which it is applicable.

    • Contract Type: As mentioned earlier, the contracts are created on the basis of the services you are providing. In WFM we have divided these in the following

      1. Attendance Based Contract - When the unit of measurement of your services in mandays/attendance days i.e., you are providing your services on the basis of attendance days, then you should select “Attendance Based Contract”. When selected, two sub fields appear on the screen

        1. Sub Type: The attendance based contract is further divided into following two categories.

          • Cost Plus: You may select this option when the wages being paid to the workers do not vary on the basis of designations.

          • Standard Cost: When the worker’s wages may vary even for same designation, this option is selected. The payslips generated are within the range defined in the contract items and it has been explained further in the document.

        2. Invoice Calculation Type: In cost plus contract the wages being paid to the workers may vary from the daily wages. You are requested to select the basis of invoice calculation

          • Wage Based

          • Daily Rate Based

      2. Job Based Contract - When you are providing services for a specific job with it’s unit of measurement other than attendance days, you are requested to select the “Job Based Contract” in contract type. Please note that when you select the job based contract a job based items fields is added to the contract which is defined below

        1. Product Quantiy Entry by Subtotal Rows: The switch is used when you wish to divide the total contract deliverables into daily totals, and is used when marking the status of job contracts, which is explained on next page.

    • GSTIN: Though not mandatory but it is recomended to select the GSTIN details. The list is generated through the GSTIN information that was entered at the time of creating location record.

    • Licence(CLRA) : This field is used for uploading/mentioning the details of CLRA licence under which you as a contractor are eligible for providing manpower services. Provide the following details to fill-in the licence information

      1. Document Name - Type in the name of the document you are filling in the information for.

      2. Document ID/Detail - It refers to the document ID which will be available on the document. Type in the ID of respective document in this field

      3. Maximum Employee - This refers to the permitted manpower limit mentioned in the respective document. Please note that you as a contractor should provide manpower within specified limit only

      4. Document Valid From - The date from which the document is valid

      5. Document Valid Upto - The date on which the document’s validity will get over

      6. Document Attachment - This field is used to upload the copy of the respective document. Just click on the icon, and select the file from Media folder.

      In case you have not uploaded the document’s copy, go to New Media in Action and upload file.

Contract items(Attendance based)

Used when you have selected “Attendance Based” contract type.

  • Location Code: The location code refers to the location code of customer’s organization. It is beneficial when the customer is present at more than one location.

  • Service: The service that you will be offering to the customer. Please note that you will have to create separate rows by clicking on “+” for different services.

  • Shift Code: The shift in which you will be providing your service. In case of round the clock service, create separate rows for different shifts.

  • Salary Structure Id: Select the salary structure group according to which you will be paying the employees engaged in this respective contract.

  • Qty: The number of personnels who will be providing their services in respective shift.

  • UOM: The unit of measurement of work done for principal employer. It will be auto-filled according to the UOM selected while creating the product.

  • Monthly rate: It will be auto-filled according to the rates filled in at the time of product creation.

As mentioned earlier, when the “Standard Cost” is selected as contract sub-type, the payslips are generated with the prescribed range. You can define the maxinum and minimum daily rates using the fields mentioned below:

  • Minimum Daily Rate: Define the minimum daily rate allowed for the selected designation

  • Maximum Daily Rate: Define the maximum daily rate allowed for the selected designation

Contract items(Job Based)

Used when you have selected “Job Based” contract type.

  • Location Id: The location Id refers to the location code of customer’s organization , as was defined at the time of partner creation.

  • Service: The service that you will be offering to the customer. Please note that you will have to create separate rows by clicking on “+” for different services.

  • Qty: The total number of units that are expected to be completed under the contract

  • UOM: The units of measurement of the job work service being provided to the principal employer

  • Rate(UOM): The per unit rate of the job work for which the contract is being created. Please note that you may add multiple job works by adding services.

  • Amount: Automatically calculated as a product of “Rate” and “Qty”

Contract items(Others)

Used for adding any additional charges that needs to be added in Invoice such as uniform, food and tea expenses.

Other Essential fields

  • Contract policies

    • Start Payroll on: This field allows you to decide if the payroll for the contract will start from the first of current month or from some previous date. The latter allows you in creating payrolls on dates other than 1st of the month.

    • Payroll Days Policy: This field allows you to select the days for which the payroll should be calculated. It can vary from contract to contract basis

    • Professional tax: In case you levy proffesional tax, then it is requested to select the ‘Professional Tax Policy’ and ‘Professional Tax Amount’

    • Service Charge on Total: If you wish to add service charge please turn on this switch

    • Service Charge Rate: Appears only if the “Service Charge on Total” switch is turned on. You can define the percentage of service charge and it is added in the invoice automatically.

Once you have defined the contract, you are expected to allocate employees to the contract. You can get learn about allocating employees in next page.



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