Contracts and Payroll

The money half of Human Resources. A contract says what a person is owed in a normal month; a payroll is one actual month, calculated and paid. Paying one writes a journal entry, so salaries land in the clinic's books like every other cost.

WARNING

Needs the HR module switched on, and the Contracts and Payroll permissions. Approving and marking as paid are two further permissions on top of viewing — see Staff and Roles.

Where to Find It

Click an address to open that screen on your own clinic. The first click asks which clinic you are, then remembers it. Addresses holding a {id} need a specific record, so they are shown but not linked.

Screen	Address
Contracts	/all-contract
New contract	/new-contract
Contract details	/view-contract/{id}
Payroll	/all-payroll
New payroll	/new-payroll
Payroll details	/view-payroll/{id}

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Contracts

Human Resources → Contracts. One contract holds everything an employee is owed in a normal month.

Field	Notes
Employee *	Who the contract is with
Code *	Suggested automatically as CTR-…; change it if your clinic numbers its own way
Contract type *	Permanent · Temporary · Part time · Freelance
Start date *
End date	Leave empty for an open-ended contract
Probation end date	Optional
Basic salary *	The base figure before allowances and deductions
Status	Active · Expired · Terminated
Contract file	The signed PDF or scan, attached to the record
Notes	Free text

Below the fields sit the components — the allowances and deductions from Salary Components. The ones you marked Default are offered for you; add, remove or change amounts per person.

WARNING

Two contracts for the same person cannot overlap in time. The system refuses the save. To give someone a raise, end the current contract on the last day of the old terms and start a new one the next day — that way the history stays readable, and the old month still shows what it was paid on.

Replacing the attached file on edit deletes the old one; the rest of the contract is unaffected.

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Payroll

Human Resources → Payroll. One record per employee per month.

Creating one

Choose the employee, month and year. Picking the employee pulls their active contract into the form — the basic salary and every component — so most of the record fills itself. If they have no active contract, their most recent one is used instead.

Then the attendance figures:

Field	Where it comes from
Working days	The month's expected days
Present days · Absent days · Leave days	The approved attendance sheet
Overtime hours	The same sheet

WARNING

These figures are typed in, not copied automatically. The attendance sheet is your source; the payroll form does not read it for you. Approve the sheet first, then enter its totals here — that order keeps the two agreeing.

Finally the money:

Field	Notes
Basic salary	From the contract
Total allowances	The sum of the allowance items
Overtime pay	Whatever your clinic pays for the overtime hours above
Total deductions	The sum of the deduction items
Net salary	What the employee is actually paid
Payroll items	The individual allowance and deduction lines, each with a name and amount
Notes	Free text

One payroll per employee per month. A second attempt at the same month is refused — that refusal is a safeguard against paying twice, not an error to work around.

Draft → Approved → Paid

State	What it means	Who can
Draft	Being prepared. Editable, counts for nothing	Anyone who can create payroll
Approved	Checked and agreed, not yet paid	Needs approve payroll
Paid	Money has gone out. The payment date is recorded	Needs mark payroll as paid

What "Paid" does to the books

Marking a payroll paid records the payment date and posts a journal entry:

	Account	Amount
Debit	5100 · Staff Salaries Expense	the net salary
Credit	1000 · Clinic Cash	the net salary

In words: the clinic has a new cost, and its cash went down by the same amount. From that moment the salary appears in Profit & Loss like any other expense, and the entry sits in the journal with View Source pointing back to this payroll.

TIP

Only the net salary is posted — one figure, not a line per allowance. The breakdown lives on the payroll record itself, which is where a payslip question is answered.

Finding a payroll again

The list filters by employee, month, year, status and creation date, newest month first. Every record keeps its own activity log, so who approved it and who marked it paid is never in doubt.

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Answering Real Questions

Question	Where to look
What is this person's salary supposed to be?	Their active contract
Why was this month different?	The payroll record's days, overtime and items
Did the salary reach the accounts?	Journal Entries — one entry per paid payroll
How do I give someone a raise?	End the current contract, start a new one the following day
Why can I not create this payroll?	That employee already has one for the month