NEOSYS User Support Wiki - User contributions [en]

Using NEOSYS Generally

2008-06-10T12:50:13Z

77.68.3.139: /* Opening new windows in new tabs in Internet Explorer 7 */

=== Emailing documents in PDF format using PrimoPDF ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

#Get on screen the document that you want to send
#Click Print
#Wait for primopdf screen to open (slow)
#Click "Email PDF"
#Wait for Email screen to open (fast)
#Fill in email address/subject etc
#Click Send

[[image:primopdf.jpg]]

== Codes in NEOSYS ==
=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== Authorising and restricting what users can do ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain ip numbers or ip ranges. eg 192.*,10.* would restrict a user to logging in only from the local area network.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

Entering Opening Balances & Items

2008-06-01T12:36:10Z

77.68.3.139: /* Procedure for companies to move to NEOSYS accounting system */

== Procedure for companies to move to NEOSYS accounting system ==

STEPS DO NOT NEED TO BE CARRIED OUT IN ORDER OR ALL AT THE SAME TIME OR BEFORE YOU START ENTERING CURRENT TRANSACTIONS

=== General Ledger/Balance Sheet ===

Create a single Opening Balance Journal with one line for each A/c in the General Ledger/Balance Sheet. Post the closing balance from the old accounting system. You are not allowed to post directly to control accounts in NEOSYS so simply us the Suspense A/c number (ZZZ999) instead. The total of any GL/BS must be zero so the journal will balance and can be posted.

=== Subsidiary Balance Forward Ledgers ===

Balance Forward Ledgers are for example Bank Ledger, Sundry Payables/Receivables, Staff Loans Ledger etc.

You can, but probably do not want to, treat Clients/Receivables & Suppliers/Payables as balance forward accounts since you would not then be able to get a statement of outstanding items.

For each Balance Forward ledger, create a single Opening Balance Journal with one line per account and an additional contra/closing entry/line to the Suspense A/c (ZZZ999). The additional line must agree with the balance of the ledger in question and can be used as a control check before posting that all the other accounts/amounts have not been mistyped.

The period of the Opening Balance Journals should be the first new accounting period. The journal date does not matter as these do not show as movements (unless you are posting opening balances" on open item accounts) but you are advised to put the first date of the journal period.

Regardless of the period within a financial year that opening balances are posted into NEOSYS always updates the opening balances of the financial year. If you are starting in the middle of the year this doesnt really make any difference.

If you are starting in the middle of a year then for the P&L ledger you might prefer to post a normal Journal instead of an Opening Balance Journal and into one of the old periods in order that the entry shows as a movement of the year instead of an opening balance for the year. This makes no difference to the closing balances of the P&L accounts, but some financial report may be specifically designed to show movements during the year which would exclude exclude opening balances.

=== Subsidiary Open Item Ledgers ===

Enter Outstanding items as follows

#Enter 1 Batch of Outstanding invoices in the Invoices Journal per account (either Client or Supplier) with many outstanding items / invoices and as you post it with the contra a/c as the Suspense A/c (ZZZ999). You make sure the balance / batch totals match the balance of the A/c. Eg. Client XYZ balance is 100,000 AED and the batch total should be 100,000 AED.
#Enter 1 Batch of outstanding invoices in the Invoices Journal for all the smaller/remaining a/c's with relatively few items.
#Enter batches of receipts and/or payments for any unallocated payments and receipts.

Date each entry as per the original invoice/document but the journal period should be the period before the opening period. For example, if you are starting the new financial year on 1/2008, then the period will be 12/2007. This is done so that invoices dont show as movements in the current financial period and show as Opening items.

Alternatively, to save the work of entering all the opening items one by one you can treat receivable/payable accounts as balance forward ledgers. It this case their statements will show a single outstanding item representing the total of the outstanding items. It is more common to do this for suppliers/payables than clients/receivables since you do not have to send suppliers statements of outstanding items like you do for clients.

=== Posting of foreign currency items and accounts ===
Accountants should give foreign currency and base currency statements. Sometimes accountants give the Balance sheet in base currency which is at a particular exchange rate, but the accounts in subsidiary ledgers show in foreign currency (eg clients) and the exchange rate is only know to them. Hence this causes a problem as NEOSYS might value at its own rates and the control a/c will not tally with the subsidiary ledger. Every account in the subsidiary ledgers should total up and match the Control A/c in the GL.

== What are Opening Balances? ==
Opening Balances are the balance of accounts at the start of an accounting period. When we have new clients moving from their existing accounting system to the NEOSYS accounting system, they need to enter Opening Balances of various heads of the General Ledger which are actually the Closing Balances of the previous accounting system.

For subsequent years, NEOSYS automatically carries the closing balances forward to become the opening balances of the following years - except for P&L accounts which are closed to the Retained Earning account.

=== How to enter Opening Balances ===

To enter the Opening Balances, go to Finance > Journal > Journal Entry and select the Opening Balances Journal and follow the below:

# Enter period 1 and the year that you are interested in. Putting any other period but 1 makes no difference since NEOSYS always puts them in period 1.
# Put date 1/1 of the same year. Since opening balances DONT show as entries on the account it doesnt matter what you put here.
# Enter all the account numbers for one ledger (eg bank accounts) into one batch/journal voucher, putting a - (negative sign) for credit balances.
# The last line of the journal voucher "closes" the balance of the journal to the Suspense Account which usually is ZZZ999 or 999. You can check that the last line agrees with the total balance of the ledger before posting to ensure that no mistakes have been made.
# Repeat the above steps for each ledger that has to be opened.

There are some special considerations for posting the opening balances of the General Ledger:

# Replace the a/c number of any control a/c with that of the Suspense Account. NEOSYS will not allow you to post the control a/c balances directly because the control a/c balance will be posted automatically from the postings to the accounts in its subsidiary ledger.
# There is no closing line since the total of the General Ledger A/c is zero if it properly balances.

(the following image needs correcting to show the period and date as per notes above)

[[Image:openingbalances.jpg]]

== What are Opening Items? ==
When companies move to any new accounting system (referred to as NEOSYS), they usually prefer to enter the outstanding (unpoad) items of the Trade Creditors & Trade Debtors, rather than entering opening balances. Opening items are unpaid invoices and perhaps a few unallocated receipts or payments.

Opening items is a NEOSYS term that corresponds to the "opening balances" of open items accounts in normal financial terminology.

=== How to enter Opening Items? ===

To enter the Opening Items, go to Finance > Journal > Journal Entry and select the respective Journal i.e. to enter Client opening items select Media Invoices/Invoices or for Supplier opening items select Purchase Invoices/Media Purchase Invoices and follow the below:

# Enter any period prior to the new first period so they show as opening items in the first period.
# Enter the ORIGINAL invoice date for each invoice (not the closing date of the prior period as shown in the example)
# Enter each invoice details i.e. the invoice number
# Select the Client/Supplier account
# Enter the invoice amount
# The contra account must be the suspense account which usually is ZZZ999 or 999.
# Is it advisable to stop and post the batch once per large account because you can then check that the batch total agrees with the balance of the account to prevent mistakes before posting.
[[Image:openingitems.jpg]]

Revaluing closing balances

2008-04-20T18:22:56Z

77.68.3.139:

[[image:currencyfile.jpg]]

== New Rules ==

According to the above screen shot the rate dated 31/12/2007 will be used for:

*normal transactions dated exactly 31/12/2007 and no later
*NEOSYS automatic revaluation procedure for period 12/2007

Transactions dated up to 30/12/2007 will use the rate effective from 1/1/2000.

Transaction dated from 1/1/2008 onwards will use the rate effective on the 1/1/2008.

All the above is fairly obvious, however, if there was no exchange rate on the 31/12/2007 then when you use the NEOSYS revaluation program to automatically revalue the closing balances of 2007 (as at 31/12/2007) NEOSYS would use the rate of the following day, in other words that of 1/1/2008.

This perhaps surprising procedure has the following logic:

# The currency file rates are considered to be effective from the START of the day in question
# Revaluation is logically at the END of the day
# The rate at the END of the day is logically the rate at the START of the following day

== Old Rules ==

This applies to versions of NEOSYS dated prior to 20/4/2007.

According to the above screen shot the rate dated 31/12/2007 will be used only for normal transactions dated exactly 31/12/2007.

Transactions dated up to 30/12/2007 will use the rate effective from 1/1/2000.

Transaction dated from 1/1/2008 onwards will use the rate effective on the 1/1/2008.

All the above is fairly obvious, however, when you use the NEOSYS revaluation program to automatically revalue the closing balances of 2007 (as at 31/12/2007) NEOSYS will use the rate of the following day, in other words that of 1/1/2008.

This perhaps surprising procedure is actually logical because:

# The currency file rates are considered to be effective from the START of the day in question
# Revaluation is logically at the END of the day
# The rate at the END of the day is logically the rate at the START of the following day

Using NEOSYS Generally

2008-04-10T10:32:06Z

77.68.3.139: /* Using */

=== Emailing documents in PDF format using PrimoPDF ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

#Get on screen the document that you want to send
#Click Print
#Wait for primopdf screen to open (slow)
#Click "Email PDF"
#Wait for Email screen to open (fast)
#Fill in email address/subject etc
#Click Send

[[image:primopdf.jpg]]

== Codes in NEOSYS ==
=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== Authorising and restricting what users can do ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain ip numbers or ip ranges. eg 192.*,10.* would restrict a user to logging in only from the local area network.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab". Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

Using NEOSYS Generally

2008-04-10T10:28:53Z

77.68.3.139: /* Codes in NEOSYS */

=== Emailing documents in PDF format using PrimoPDF ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

#Get on screen the document that you want to send
#Click Print
#Wait for primopdf screen to open (slow)
#Click "Email PDF"
#Wait for Email screen to open (fast)
#Fill in email address/subject etc
#Click Send

== Codes in NEOSYS ==
=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== Authorising and restricting what users can do ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain ip numbers or ip ranges. eg 192.*,10.* would restrict a user to logging in only from the local area network.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab". Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

Entering Multi-period journal batches

2008-04-10T09:29:02Z

77.68.3.139: /* Posting Multi-period journal batches */

== Posting Multi-period journal batches ==

You can post a multi-period journal batch in NEOSYS. On a Journal Entry screen, do not put any period in the period field and you can enter each voucher with a different date and the period will be determined by the voucher date.

In the below example you can see that there is no period, but each voucher has a date in a different month and NEOSYS will take the period 4/2008 for the voucher dated 10/4/2008, period 5/2008 for the voucher dated 10/5/2008 and so on.

All vouchers within one batch must fall within a single financial year.

[[image:multiperiod.jpg]]

Revaluing closing balances

2008-04-10T08:33:20Z

77.68.3.139:

[[image:currencyfile.jpg]]

According to the above screen shot the rate dated 31/12/2007 will be used only for normal transactions dated exactly 31/12/2007.

Transactions dated up to 30/12/2007 will use the rate effective from 1/1/2000.

Transaction dated from 1/1/2008 onwards will use the rate effective on the 1/1/2008.

All the above is fairly obvious, however, when you use the NEOSYS revaluation program to automatically revalue the closing balances of 2007 (as at 31/12/2007) NEOSYS will use the rate of the following day, in other words that of 1/1/2008.

This perhaps surprising procedure is actually logical because:

# The currency file rates are considered to be effective from the START of the day in question
# Revaluation is logically at the END of the day
# The rate at the END of the day is logically the rate at the START of the following day

Template:Non-Liability For Backup

2008-03-23T08:31:59Z

77.68.3.139: New page: If a NEOSYS client has not signed the standard NEOSYS contract which excludes liability then NEOSYS needs a specific agreement to the following: Dear xxxxxxxx, NEOSYS has offered to se...

If a NEOSYS client has not signed the standard NEOSYS contract which excludes liability then NEOSYS needs a specific agreement to the following:

Dear xxxxxxxx,

NEOSYS has offered to setup a nightly backup of your NEOSYS data.

We can only do this on condition that you will not hold NEOSYS liable for damages of any kind in the case that our backup procedure fails to meet its essential purpose in an emergency.

You may make your own alternate parallel arrangements to ensure that the whole of the contents of the NEOSYS server are backed up sometime between 3am and 6am at night when NEOSYS system is shutdown.

Please confirm your agreement.

Best Regards, xxxx xxxx NEOSYS

Setting up and Configuring NEOSYS Generally

2008-03-23T08:31:47Z

77.68.3.139: /* Configuring backup procedures */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

==== Non-Liability for Backup ====

{{Non-Liability For Backup}}

==== Old Instructions ====

The following instructions have been superceded by the System Configuration File on the NEOSYS Support Menu.

There is no proper user interface to control the backup parameters and you must use NEOSYS maintenance mode and press F5 before the following commands.

ONE DATABASE - To control the backup of one database do this:

ED DEFINITIONS BACKUP

ONE INSTALLATION - To control the backup of all databases in one installation:

Any lines in the following override the above and affect all databases.

ED DOS BACKUP.CFG

MULTIPLE INSTALLATIONS - To control the backup of multiple parallel installations.

Any lines in the following override the above and affect all NEOSYS installations in the same folder.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E) (Not used if any datasets listed in Configuration File)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata) (Doesnt suppress if any datasets listed in Configuration File)
*12=backup disk for uploads (images) folder if different from 7. Put 0 to suppress backup.
*13=backup media check method: blank is default (weekly rotation) 1=wrong media doesnt fail the backup
*14=email address(es) for all log entries to be sent to (ALL - not just those related to backup)

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

=== Authorising access from outside the LAN ===

From 15/2/2008 access to NEOSYS is by default restricted to users from the standard local area network ip numbers starting 192.168, 10 and 127 so you might get clients complaining that they cannot login.

In order to allow access from outside you will have to update the Authorisation File and put a list of valid ip numbers that they are authorised to login from.

You dont have to put ip numbers on every single user. If the user ip numbers are blank for a user then the system will look for and use the nearest ip numbers on the following users below within the same department. Therefore you only have to put the ip numbers on the bottom "department user".

==== Examples ====

To allow someone to login from a) anywhere in the office and b) from another office with a static ip number of say 80.11.22.33 put something like 192.168.*,10.*,127.*,80.11.22.33

To allow someone to login from anywhere put * This is not recommended but necessary if someone absolutely has to login from anywhere in the world.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Entering Opening Balances & Items

2008-03-17T11:29:20Z

77.68.3.139: /* Procedure for companies to move to NEOSYS accounting system */

== Procedure for companies to move to NEOSYS accounting system ==

STEPS DO NOT NEED TO BE CARRIED OUT IN ORDER OR ALL AT THE SAME TIME
# Create an Opening Balance journal for all A/c's in the Balance Sheet (as in their old accounting system ended for a period), but post any Control A/c balance into a Suspense A/c (ZZZ999) instead. This way the Balance sheet will balance.
# For each Balance Forward ledger, create an Opening Balance journal where the contra closing entry (which represents the balance of the ledger) will be the Suspense A/c (ZZZ999) Eg. Bank Ledger, Cash Ledger (not Clients & Suppliers as they are open item ledgers)
# Enter Outstanding items as follows:
#*Enter 1 Batch of Outstanding invoices in the Invoices Journal per account (either Client or Supplier) with many outstanding items / invoices and as you post it with the contra a/c as the Suspense A/c (ZZZ999). You make sure the balance / batch totals match the balance of the A/c. Eg. Client XYZ balance is 100,000 AED and the batch total should be 100,000 AED.
#*Enter 1 Batch of outstanding invoices in the Invoices Journal for all the smaller/remaining a/c's with relatively few items.
#*Enter batches of receipts and/or payments for any unallocated payments and receipts.

Opening items - date as per the invoice/original but the period equals previous last period (eg. if you are starting the new financial year on 1/2008, then the period will be 12/2007). This is done so that invoices dont show as movements in the current financial periods and show as Opening items.

Opening balances - in current period, date does not matter as these show as movements anyways.

It is not impossible to enter the Opening Balances on Opening Items and here the date matters.

=== Posting of foreign currency items and accounts ===
Accountants should give foreign currency and base currency statements. Sometimes accountants give the Balance sheet in base currency which is at a particular exchange rate, but the accounts in subsidiary ledgers show in foreign currency (eg clients) and the exchange rate is only know to them. Hence this causes a problem as NEOSYS might value at its own rates and the control a/c will not tally with the subsidiary ledger. Every account in the subsidiary ledgers should total up and match the Control A/c in the GL.

== What are Opening Balances? ==
Opening Balances are the balance of accounts at the start of an accounting period. When we have new clients moving from their existing accounting system to the NEOSYS accounting system, they need to enter Opening Balances of various heads of the General Ledger which are actually the Closing Balances of the previous accounting system.

For subsequent years, NEOSYS automatically carries the closing balances forward to become the opening balances of the following years - except for P&L accounts which are closed to the Retained Earning account.

=== How to enter Opening Balances ===

To enter the Opening Balances, go to Finance > Journal > Journal Entry and select the Opening Balances Journal and follow the below:

# Enter period 1 and the year that you are interested in. Putting any other period but 1 makes no difference since NEOSYS always puts them in period 1.
# Put date 1/1 of the same year. Since opening balances DONT show as entries on the account it doesnt matter what you put here.
# Enter all the account numbers for one ledger (eg bank accounts) into one batch/journal voucher, putting a - (negative sign) for credit balances.
# The last line of the journal voucher "closes" the balance of the journal to the Suspense Account which usually is ZZZ999 or 999. You can check that the last line agrees with the total balance of the ledger before posting to ensure that no mistakes have been made.
# Repeat the above steps for each ledger that has to be opened.

There are some special considerations for posting the opening balances of the General Ledger:

# Replace the a/c number of any control a/c with that of the Suspense Account. NEOSYS will not allow you to post the control a/c balances directly because the control a/c balance will be posted automatically from the postings to the accounts in its subsidiary ledger.
# There is no closing line since the total of the General Ledger A/c is zero if it properly balances.

(the following image needs correcting to show the period and date as per notes above)

[[Image:openingbalances.jpg]]

== What are Opening Items? ==
When companies move to any new accounting system (referred to as NEOSYS), they usually prefer to enter the outstanding (unpoad) items of the Trade Creditors & Trade Debtors, rather than entering opening balances. Opening items are unpaid invoices and perhaps a few unallocated receipts or payments.

Opening items is a NEOSYS term that corresponds to the "opening balances" of open items accounts in normal financial terminology.

=== How to enter Opening Items? ===

To enter the Opening Items, go to Finance > Journal > Journal Entry and select the respective Journal i.e. to enter Client opening items select Media Invoices/Invoices or for Supplier opening items select Purchase Invoices/Media Purchase Invoices and follow the below:

# Enter any period prior to the new first period so they show as opening items in the first period.
# Enter the ORIGINAL invoice date for each invoice (not the closing date of the prior period as shown in the example)
# Enter each invoice details i.e. the invoice number
# Select the Client/Supplier account
# Enter the invoice amount
# The contra account must be the suspense account which usually is ZZZ999 or 999.
# Is it advisable to stop and post the batch once per large account because you can then check that the batch total agrees with the balance of the account to prevent mistakes before posting.
[[Image:openingitems.jpg]]

Entering Opening Balances & Items

2008-03-17T11:28:48Z

77.68.3.139: /* How to enter Opening Items? */

== Procedure for companies to move to NEOSYS accounting system ==

STEPS DO NOT NEED TO BE CARRIED OUT IN ORDER
# Create an Opening Balance journal for all A/c's in the Balance Sheet (as in their old accounting system ended for a period), but post any Control A/c balance into a Suspense A/c (ZZZ999) instead. This way the Balance sheet will balance.
# For each Balance Forward ledger, create an Opening Balance journal where the contra closing entry (which represents the balance of the ledger) will be the Suspense A/c (ZZZ999) Eg. Bank Ledger, Cash Ledger (not Clients & Suppliers as they are open item ledgers)
# Enter Outstanding items as follows:
#*Enter 1 Batch of Outstanding invoices in the Invoices Journal per account (either Client or Supplier) with many outstanding items / invoices and as you post it with the contra a/c as the Suspense A/c (ZZZ999). You make sure the balance / batch totals match the balance of the A/c. Eg. Client XYZ balance is 100,000 AED and the batch total should be 100,000 AED.
#*Enter 1 Batch of outstanding invoices in the Invoices Journal for all the smaller/remaining a/c's with relatively few items.
#*Enter batches of receipts and/or payments for any unallocated payments and receipts.

Opening items - date as per the invoice/original but the period equals previous last period (eg. if you are starting the new financial year on 1/2008, then the period will be 12/2007). This is done so that invoices dont show as movements in the current financial periods and show as Opening items.

Opening balances - in current period, date does not matter as these show as movements anyways.

It is not impossible to enter the Opening Balances on Opening Items and here the date matters.

=== Posting of foreign currency items and accounts ===
Accountants should give foreign currency and base currency statements. Sometimes accountants give the Balance sheet in base currency which is at a particular exchange rate, but the accounts in subsidiary ledgers show in foreign currency (eg clients) and the exchange rate is only know to them. Hence this causes a problem as NEOSYS might value at its own rates and the control a/c will not tally with the subsidiary ledger. Every account in the subsidiary ledgers should total up and match the Control A/c in the GL.
== What are Opening Balances? ==
Opening Balances are the balance of accounts at the start of an accounting period. When we have new clients moving from their existing accounting system to the NEOSYS accounting system, they need to enter Opening Balances of various heads of the General Ledger which are actually the Closing Balances of the previous accounting system.

For subsequent years, NEOSYS automatically carries the closing balances forward to become the opening balances of the following years - except for P&L accounts which are closed to the Retained Earning account.

=== How to enter Opening Balances ===

To enter the Opening Balances, go to Finance > Journal > Journal Entry and select the Opening Balances Journal and follow the below:

# Enter period 1 and the year that you are interested in. Putting any other period but 1 makes no difference since NEOSYS always puts them in period 1.
# Put date 1/1 of the same year. Since opening balances DONT show as entries on the account it doesnt matter what you put here.
# Enter all the account numbers for one ledger (eg bank accounts) into one batch/journal voucher, putting a - (negative sign) for credit balances.
# The last line of the journal voucher "closes" the balance of the journal to the Suspense Account which usually is ZZZ999 or 999. You can check that the last line agrees with the total balance of the ledger before posting to ensure that no mistakes have been made.
# Repeat the above steps for each ledger that has to be opened.

There are some special considerations for posting the opening balances of the General Ledger:

# Replace the a/c number of any control a/c with that of the Suspense Account. NEOSYS will not allow you to post the control a/c balances directly because the control a/c balance will be posted automatically from the postings to the accounts in its subsidiary ledger.
# There is no closing line since the total of the General Ledger A/c is zero if it properly balances.

(the following image needs correcting to show the period and date as per notes above)

[[Image:openingbalances.jpg]]

== What are Opening Items? ==
When companies move to any new accounting system (referred to as NEOSYS), they usually prefer to enter the outstanding (unpoad) items of the Trade Creditors & Trade Debtors, rather than entering opening balances. Opening items are unpaid invoices and perhaps a few unallocated receipts or payments.

Opening items is a NEOSYS term that corresponds to the "opening balances" of open items accounts in normal financial terminology.

=== How to enter Opening Items? ===

To enter the Opening Items, go to Finance > Journal > Journal Entry and select the respective Journal i.e. to enter Client opening items select Media Invoices/Invoices or for Supplier opening items select Purchase Invoices/Media Purchase Invoices and follow the below:

# Enter any period prior to the new first period so they show as opening items in the first period.
# Enter the ORIGINAL invoice date for each invoice (not the closing date of the prior period as shown in the example)
# Enter each invoice details i.e. the invoice number
# Select the Client/Supplier account
# Enter the invoice amount
# The contra account must be the suspense account which usually is ZZZ999 or 999.
# Is it advisable to stop and post the batch once per large account because you can then check that the batch total agrees with the balance of the account to prevent mistakes before posting.
[[Image:openingitems.jpg]]

Setting up and Configuring NEOSYS Agency System

2008-03-03T00:38:47Z

77.68.3.139: /* Changing invoice number pattern */

== Converting database to "invoice numbering per company" ==

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the the database. In other words it has to be predecided.

However you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP

=== Converting database to "one invoice number sequence accross all companies" ===

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the the database. In other words it has to be predecided.

However you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== Changing invoice number pattern ==

This can only be configured for the whole system so that it can only be done only once all of the old invoices for previous years are done. You can also do it in the middle of the year if you are happy for the rest of the invoices for the current year to be in the new format and probably using a different invoice number sequence.

When you are ready for the next invoice (regardless of year!) to come out in the new format you can do the following:

ED AGENCY.PARAMS

line 49 for media invoice pattern
line 50 for production invoice pattern

Examples:

<COMPANY><YEAR>/<NUMBER> would give invoices something like XX2006/1

<NUMBER>/<YEAR2> would give invoices starting like 1/06

<NUMBER> this is the default and provides continuous invoice numbers even across years

Possible codes are:

<NUMBER> provides the usual sequence number

<COMPANY> provides the company code or company prefix from the company file

<YEAR> provides the year in four digit form e.g. 2006

<YEAR2> provides the year in two digit form e.g. 06

'''IMPORTANT NOTES''': (1) DOING THIS WOULD RE-CREATE THE INVOICE NUMBERS TO START FROM 1
(2) THE <YEAR>/<YEAR2> WOULD CHANGE TO THE NEXT YEAR ONLY WHEN YOU HAVE THE NEW INVOICES IN THE
NEW YEAR DATE AND THE NUMBER WOULD RESET ITSELF TO START FROM 1

New option in the Configuration File, Invoice Number Format called <YEARWISE> which allows you to specify a different starting invoice number for each year in the Invoice Menu, Invoice Numbering screen. An invoice number format of <NUMBER><YEARWISE> means that while the year does not form part of the invoice number (as would be the case if the invoice number format was say <NUMBER>/<YEAR2>) you can use different ranges of invoice numbers for each year. This prevents the mixing up of invoice numbers between years.

Setting up and Configuring NEOSYS Generally

2008-02-28T04:38:42Z

77.68.3.139: /* Configuring backup procedures */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

There is no proper user interface to control the backup parameters and you must use NEOSYS maintenance mode and press F5 before the following commands.

ONE DATABASE - To control the backup of one database do this:

ED DEFINITIONS BACKUP

ONE INSTALLATION - To control the backup of all databases in one installation:

Any lines in the following override the above and affect all databases.

ED DOS BACKUP.CFG

MULTIPLE INSTALLATIONS - To control the backup of multiple parallel installations.

Any lines in the following override the above and affect all NEOSYS installations in the same folder.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E) (Not used if any datasets listed in Configuration File)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata) (Doesnt suppress if any datasets listed in Configuration File)
*12=backup disk for uploads (images) folder if different from 7. Put 0 to suppress backup.
*13=backup media check method: blank is default (weekly rotation) 1=wrong media doesnt fail the backup
*14=email address(es) for all log entries to be sent to (ALL - not just those related to backup)

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

=== Authorising access from outside the LAN ===

From 15/2/2008 access to NEOSYS is by default restricted to users from the standard local area network ip numbers starting 192.168, 10 and 127 so you might get clients complaining that they cannot login.

In order to allow access from outside you will have to update the Authorisation File and put a list of valid ip numbers that they are authorised to login from.

You dont have to put ip numbers on every single user. If the user ip numbers are blank for a user then the system will look for and use the nearest ip numbers on the following users below within the same department. Therefore you only have to put the ip numbers on the bottom "department user".

==== Examples ====

To allow someone to login from a) anywhere in the office and b) from another office with a static ip number of say 80.11.22.33 put something like 192.168.*,10.*,127.*,80.11.22.33

To allow someone to login from anywhere put * This is not recommended but necessary if someone absolutely has to login from anywhere in the world.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Setting up and Configuring NEOSYS Generally

2008-02-28T04:37:58Z

77.68.3.139: /* Configuring backup procedures */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

There is no proper user interface to control the backup parameters and you must use NEOSYS maintenance mode and press F5 before the following commands.

ONE DATABASE - To control the backup of one database do this:

ED DEFINITIONS BACKUP

ONE INSTALLATION - To control the backup of all databases in one installation:

Any lines in the following override the above and affect all databases.

ED DOS BACKUP.CFG

MULTIPLE INSTALLATIONS - To control the backup of multiple parallel installations.

Any lines in the following override the above and affect all NEOSYS installations in the same folder.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E) (Not used if any datasets listed in Configuration File)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata) (Doesnt suppress if any datasets listed defined in Configuration File)
*12=backup disk for uploads (images) folder if different from 7. Put 0 to suppress backup.
*13=backup media check method: blank is default (weekly rotation) 1=wrong media doesnt fail the backup
*14=email address(es) for all log entries to be sent to (ALL - not just those related to backup)

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

=== Authorising access from outside the LAN ===

From 15/2/2008 access to NEOSYS is by default restricted to users from the standard local area network ip numbers starting 192.168, 10 and 127 so you might get clients complaining that they cannot login.

In order to allow access from outside you will have to update the Authorisation File and put a list of valid ip numbers that they are authorised to login from.

You dont have to put ip numbers on every single user. If the user ip numbers are blank for a user then the system will look for and use the nearest ip numbers on the following users below within the same department. Therefore you only have to put the ip numbers on the bottom "department user".

==== Examples ====

To allow someone to login from a) anywhere in the office and b) from another office with a static ip number of say 80.11.22.33 put something like 192.168.*,10.*,127.*,80.11.22.33

To allow someone to login from anywhere put * This is not recommended but necessary if someone absolutely has to login from anywhere in the world.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Setting up and Configuring NEOSYS Generally

2008-02-28T04:37:12Z

77.68.3.139: /* Configuring backup procedures */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

There is no proper user interface to control the backup parameters and you must use NEOSYS maintenance mode and press F5 before the following commands.

ONE DATABASE - To control the backup of one database do this:

ED DEFINITIONS BACKUP

ONE INSTALLATION - To control the backup of all databases in one installation:

Any lines in the following override the above and affect all databases.

ED DOS BACKUP.CFG

MULTIPLE INSTALLATIONS - To control the backup of multiple parallel installations.

Any lines in the following override the above and affect all NEOSYS installations in the same folder.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E) (Not used if any backups defined in Configuration File)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata) (Not used if any backups defined in Configuration File)
*12=backup disk for uploads (images) folder if different from 7. Put 0 to suppress backup.
*13=backup media check method: blank is default (weekly rotation) 1=wrong media doesnt fail the backup
*14=email address(es) for all log entries to be sent to (ALL - not just those related to backup)

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

=== Authorising access from outside the LAN ===

From 15/2/2008 access to NEOSYS is by default restricted to users from the standard local area network ip numbers starting 192.168, 10 and 127 so you might get clients complaining that they cannot login.

In order to allow access from outside you will have to update the Authorisation File and put a list of valid ip numbers that they are authorised to login from.

You dont have to put ip numbers on every single user. If the user ip numbers are blank for a user then the system will look for and use the nearest ip numbers on the following users below within the same department. Therefore you only have to put the ip numbers on the bottom "department user".

==== Examples ====

To allow someone to login from a) anywhere in the office and b) from another office with a static ip number of say 80.11.22.33 put something like 192.168.*,10.*,127.*,80.11.22.33

To allow someone to login from anywhere put * This is not recommended but necessary if someone absolutely has to login from anywhere in the world.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Troubleshooting NEOSYS Media System

2008-02-28T04:01:36Z

77.68.3.139: /* Ads are missing from Media Diary and/or related Reports/Screens */

=== Client / Brand change does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens ===

Cause: System error - possible an unresolved NEOSYS software error

Recovery:

F5
CREATEADS
choose "Reindex the Ads File"

[[Fixing wrong exchange rates in invoices]]

=== Removing unnecessary items from List of Schedules Pending Invoices ===
Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule. This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

Troubleshooting NEOSYS Media System

2008-02-28T03:46:41Z

77.68.3.139: /* Client / Brand change does not reflect in Media Diary */

=== Client / Brand change does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

=== Ads are missing from Media Diary and/or related Reports/Screens ===

Cause: System error - possible an unresolved NEOSYS software error

Recovery:

F5
CREATEADS
choose "Reindex the Ads File"

[[Fixing wrong exchange rates in invoices]]

=== Removing unnecessary items from List of Schedules Pending Invoices ===
Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule. This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

Moving accounts between ledgers

2008-02-12T05:53:31Z

77.68.3.139: /* How to move accounts between charts with the same control a/c */

=== Restrictions ===
In NEOSYS end users can only move an account between ledgers that have the same control account since NEOSYS is not able to recalculate the control account balances. The company code of the target must also either be blank or match the company code of the source chart.

=== How to move accounts between charts with the same control a/c ===

# Open the target chart of accounts
# Create a new account line where you want the account positioned
# In the account name column of the new line, enter a letter or dot or anything - it really doesnt matter what.
# In the account no. column of the new line, enter the account number of the account that you want moved.
# When asked Do you want to move the account? answer Yes
# Ensure that the source chart of account is not open for editing in another window or by another user
# Save the target chart of accounts

=== How to move accounts between charts with different control a/cs ===

There is no special procedure to do this other than creating a new account and transferring the balances.

# Create a new account in the target subledger
# Post a journal to move the balance from the old account to the new account

=== How to move accounts between charts by NEOSYS support staff ===

Edit the CHARTS and ACCOUNTS files. (needs further explanation)

F5

CHK.CONTROLS

Moving accounts between ledgers

2008-02-12T05:52:46Z

77.68.3.139: /* How to move accounts between charts with the same control a/c */

=== Restrictions ===
In NEOSYS end users can only move an account between ledgers that have the same control account since NEOSYS is not able to recalculate the control account balances. The company code of the target must also either be blank or match the company code of the source chart.

=== How to move accounts between charts with the same control a/c ===

# Open the target chart of accounts
# Create a new account line where you want the account positioned
# In the account name column of the new line, enter a letter or dot or anything - it really doesnt matter what.
# Enter the account number of the account that you want moved.
# When asked Do you want to move the account? answer Yes
# Ensure that the source chart of account is not open for editing in another window or by another user
# Save the target chart of accounts

=== How to move accounts between charts with different control a/cs ===

There is no special procedure to do this other than creating a new account and transferring the balances.

# Create a new account in the target subledger
# Post a journal to move the balance from the old account to the new account

=== How to move accounts between charts by NEOSYS support staff ===

Edit the CHARTS and ACCOUNTS files. (needs further explanation)

F5

CHK.CONTROLS

Setting up and Configuring NEOSYS Generally

2008-02-05T13:10:29Z

77.68.3.139: /* Configuring backup procedures */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

There is no proper user interface to control the backup parameters and you must use NEOSYS maintenance mode and press F5 before the following commands.

ONE DATABASE - To control the backup of one database do this:

ED DEFINITIONS BACKUP

ONE INSTALLATION - To control the backup of all databases in one installation:

Any lines in the following override the above and affect all databases.

ED DOS BACKUP.CFG

MULTIPLE INSTALLATIONS - To control the backup of multiple parallel installations.

Any lines in the following override the above and affect all NEOSYS installations in the same folder.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)
*12=backup disk for uploads (images) folder if different from 7. Put 0 to suppress backup.
*13=backup media check method: blank is default (weekly rotation) 1=wrong media doesnt fail the backup
*14=email address(es) for all log entries to be sent to (ALL - not just those related to backup)

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Setting up and Configuring NEOSYS Generally

2008-01-18T08:17:44Z

77.68.3.139: /* Configuring backup procedures */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

There is no proper user interface to control the backup parameters and you must use NEOSYS maintenance mode and press F5 before the following commands.

ONE DATABASE - To control the backup of one database do this:

ED DEFINITIONS BACKUP

ONE INSTALLATION - To control the backup of all databases in one installation:

Any lines in the following override the above and affect all databases.

ED DOS BACKUP.CFG

MULTIPLE INSTALLATIONS - To control the backup of multiple parallel installations.

Any lines in the following override the above and affect all NEOSYS installations in the same folder.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)
*12=backup disk for uploads (images) folder if different from 7. Put 0 to suppress backup.
*13=backup media check method: blank is default (weekly rotation) 1=wrong media doesnt fail the backup

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Troubleshooting NEOSYS Agency System

2008-01-05T15:29:59Z

77.68.3.139: /* Resolving descrepancies between Billing Reports and List of Invoices Reports */

=== Resolving unexpected entried in the Financial Ledger Accounts ===

Basic accounting theory says that if you have a query about an entry in an account, you look at the voucher that caused the entry since this will show you the other side of the entry.

All accounting vouchers generated by NEOSYS Agency System have corresponding entries in the List of Invoices report and Audit Invoices report so there is no doubt about what caused specific entries.

Until you have tracked the ledger account entry all the way back to the List of Invoices report then you do not have sufficient information to troubleshoot entries.

=== Resolving discrepancies between Billing Analysis and P&L Revenue A/cs ===

The billing analysis reports of NEOSYS are designed to analyse the income and costs in very
many ways (by client, supplier, market, type, sales executive etc) whereas the financial chart of accounts can only analyse the P&L in one fixed way usually by type of income eg Press, TV etc for media and much more varied for non-media jobs.

Normally one would expect that the NEOSYS billing analysis totals exactly match the turnover according to the NEOSYS P&L statement however a discrepancy between the two is possible for the following reasons:

* You make any manual postings into the P&L Income or Cost accounts
* You modify, or delete, or simply don't post the invoice journals generated by NEOSYS
* Incorrect configuration of income and cost accounts on the Media/Job Types File.
* Error in the NEOSYS software

To track down the cause of any discrepancies you need to:

# Take the NEOSYS List of Invoices report and verify that its totals agree with the Billing Analysis report. If they do not, see the section "Resolving descrepancies between Billing Reports and List of Invoices Reports".
# Reconcile the NEOSYS entries in the List of Invoices with the detailed ledger accounts one by one with the entries in the P&L income and costs accounts. Using "Account Analysis" in Financial Reports menu to analyse (subtotal) the income and cost accounts "By contra A/c" (i.e. client account) may help to narrow the reconciliation task to individual clients.

=== Resolving descrepancies between Billing Reports and List of Invoices Reports ===

The standard NEOSYS Billing Analysis Reports will always agree with the List of Invoices reports except for error in the server or defect in the NEOSYS software.

At a minimum compare the following reports:

#List of Invoices: "By Client" option
#Billing Analysis: Billings By Client. Select either "Media Only" or "Non-Media Only" depending on which List of Invoices you are comparing.
#Billing Analysis: Margin by Client (ditto)

Notes:

#You will have to do this for Media and Non-Media separately as there is no combined List of Invoice option.
#Use the standard NEOSYS built-in billing analysis reports. Do not use custom reports.
#Compare the total for all client for a whole year initially and only examine particular months and clients to further locate any descrepancies.
#Errors in custom billing analysis reports should be assumed to be errors in their design unless the standard billing analysis reports also show wrong figures.

After locating and fixing the original problem, CREATEANALYSIS will regenerate the ANALYSIS file (on which the Billing Reports are generated) from the invoices and other files.

Generally there is no need to rerun CREATEANALYSIS more than once unless some time has passed since you last ran it and/or you fear server crashes have occurred since it was last run. You can always redo it as a last resort but it is unlikely to fix things if it didnt fix them recently. Running CREATEANALYSIS will rarely but sometimes fix software errors which can occur anytime of course.

F5
CREATEANALYSIS

Enter year (upto 3 years back or depends on the clients need)
Enter ALL

Troubleshooting NEOSYS Agency System

2008-01-05T15:25:51Z

77.68.3.139: /* Resolving descrepancies between Billing Reports and List of Invoices Reports */

=== Resolving unexpected entried in the Financial Ledger Accounts ===

Basic accounting theory says that if you have a query about an entry in an account, you look at the voucher that caused the entry since this will show you the other side of the entry.

All accounting vouchers generated by NEOSYS Agency System have corresponding entries in the List of Invoices report and Audit Invoices report so there is no doubt about what caused specific entries.

Until you have tracked the ledger account entry all the way back to the List of Invoices report then you do not have sufficient information to troubleshoot entries.

=== Resolving discrepancies between Billing Analysis and P&L Revenue A/cs ===

The billing analysis reports of NEOSYS are designed to analyse the income and costs in very
many ways (by client, supplier, market, type, sales executive etc) whereas the financial chart of accounts can only analyse the P&L in one fixed way usually by type of income eg Press, TV etc for media and much more varied for non-media jobs.

Normally one would expect that the NEOSYS billing analysis totals exactly match the turnover according to the NEOSYS P&L statement however a discrepancy between the two is possible for the following reasons:

* You make any manual postings into the P&L Income or Cost accounts
* You modify, or delete, or simply don't post the invoice journals generated by NEOSYS
* Incorrect configuration of income and cost accounts on the Media/Job Types File.
* Error in the NEOSYS software

To track down the cause of any discrepancies you need to:

# Take the NEOSYS List of Invoices report and verify that its totals agree with the Billing Analysis report. If they do not, see the section "Resolving descrepancies between Billing Reports and List of Invoices Reports".
# Reconcile the NEOSYS entries in the List of Invoices with the detailed ledger accounts one by one with the entries in the P&L income and costs accounts. Using "Account Analysis" in Financial Reports menu to analyse (subtotal) the income and cost accounts "By contra A/c" (i.e. client account) may help to narrow the reconciliation task to individual clients.

=== Resolving descrepancies between Billing Reports and List of Invoices Reports ===

Billing Analysis Reports will always agree with the List of Invoices reports except for error in the server or defect in the NEOSYS software.

At a minimum compare the following reports:

#List of Invoices: "By Client" option
#Billing Analysis: Billings By Client. Select either "Media Only" or "Non-Media Only" depending on which List of Invoices you are comparing.
#Billing Analysis: Margin by Client (ditto)

Notes:

#You will have to do this for Media and Non-Media separately as there is no combined List of Invoice option.
#Use the standard NEOSYS built-in billing analysis reports. Do not use custom reports.
#Compare the total for all client for a whole year initially and only examine particular months and clients to further locate any descrepancies.

After locating and fixing the original problem, CREATEANALYSIS will regenerate the ANALYSIS file (on which the Billing Reports are generated) from the invoices and other files.

Generally there is no need to rerun CREATEANALYSIS more than once unless some time has passed since you last ran it and/or you fear server crashes have occurred since it was last run. You can always redo it as a last resort but it is unlikely to fix things if it didnt fix them recently. Running CREATEANALYSIS will rarely but sometimes fix software errors which can occur anytime of course.

F5
CREATEANALYSIS

Enter year (upto 3 years back or depends on the clients need)
Enter ALL

Troubleshooting NEOSYS Agency System

2008-01-05T15:07:57Z

77.68.3.139: /* Resolving descrepancies between Billing Reports and List of Invoices Reports */

=== Resolving unexpected entried in the Financial Ledger Accounts ===

Basic accounting theory says that if you have a query about an entry in an account, you look at the voucher that caused the entry since this will show you the other side of the entry.

All accounting vouchers generated by NEOSYS Agency System have corresponding entries in the List of Invoices report and Audit Invoices report so there is no doubt about what caused specific entries.

Until you have tracked the ledger account entry all the way back to the List of Invoices report then you do not have sufficient information to troubleshoot entries.

=== Resolving discrepancies between Billing Analysis and P&L Revenue A/cs ===

The billing analysis reports of NEOSYS are designed to analyse the income and costs in very
many ways (by client, supplier, market, type, sales executive etc) whereas the financial chart of accounts can only analyse the P&L in one fixed way usually by type of income eg Press, TV etc for media and much more varied for non-media jobs.

Normally one would expect that the NEOSYS billing analysis totals exactly match the turnover according to the NEOSYS P&L statement however a discrepancy between the two is possible for the following reasons:

* You make any manual postings into the P&L Income or Cost accounts
* You modify, or delete, or simply don't post the invoice journals generated by NEOSYS
* Incorrect configuration of income and cost accounts on the Media/Job Types File.
* Error in the NEOSYS software

To track down the cause of any discrepancies you need to:

# Take the NEOSYS List of Invoices report and verify that its totals agree with the Billing Analysis report. If they do not, see the section "Resolving descrepancies between Billing Reports and List of Invoices Reports".
# Reconcile the NEOSYS entries in the List of Invoices with the detailed ledger accounts one by one with the entries in the P&L income and costs accounts. Using "Account Analysis" in Financial Reports menu to analyse (subtotal) the income and cost accounts "By contra A/c" (i.e. client account) may help to narrow the reconciliation task to individual clients.

=== Resolving descrepancies between Billing Reports and List of Invoices Reports ===

Billing Analysis Reports will always agree with the List of Invoices reports except for error in the server or defect in the NEOSYS software.

After locating and fixing the original problem, CREATEANALYSIS will regenerate the ANALYSIS file (on which the Billing Reports are generated) from the invoices and other files.

Generally there is no need to rerun CREATEANALYSIS more than once unless some time has passed since you last ran it and/or you fear server crashes have occurred since it was last run. You can always redo it as a last resort but it is unlikely to fix things if it didnt fix them recently. Running CREATEANALYSIS will rarely but sometimes fix software errors which can occur anytime of course.

F5
CREATEANALYSIS

Enter year (upto 3 years back or depends on the clients need)
Enter ALL

Setting up and Configuring NEOSYS Generally

2007-12-27T17:59:47Z

77.68.3.139: /* Configuring backup procedures */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

There is no proper user interface to control the backup parameters and you must use NEOSYS maintenance mode and press F5 before the following commands.

ONE DATABASE - To control the backup of one database do this:

ED DEFINITIONS BACKUP

ONE INSTALLATION - To control the backup of all databases in one installation:

Any lines in the following override the above and affect all databases.

ED DOS BACKUP.CFG

MULTIPLE INSTALLATIONS - To control the backup of multiple parallel installations.

Any lines in the following override the above and affect all NEOSYS installations in the same folder.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)
*12=backup disk for uploads folder if different from 7
*13=backup media check method: blank is default (weekly rotation) 1=wrong media doesnt fail the backup

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Setting up and Configuring NEOSYS Generally

2007-12-27T17:52:00Z

77.68.3.139: /* Configuring backup procedures */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

F5

ED DEFINITIONS BACKUP

You can change the email addresses and the Drive to backup.

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS BACKUP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)
*12=backup disk for uploads folder if different from 7
*13=backup media check method: blank is default (weekly rotation) 1=wrong media doesnt fail the backup

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Setting up and Configuring NEOSYS Generally

2007-12-27T17:50:34Z

77.68.3.139:

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring backup procedures ===

F5

ED DEFINITIONS BACKUP

You can change the email addresses and the Drive to backup.

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS BACKUP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)
*12=backup disk for uploads folder if different from 7
*13='' is default (weekly rotation) 1=wrong media doesnt fail the backup

==== Configuring which days the backup will be done on ====

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

==== Configuring email backup alerts ====

See lines 6 and 10 above

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

In case we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Setting up and Configuring NEOSYS Generally

2007-12-27T17:44:23Z

77.68.3.139: /* Backing up multiple databases on one installation */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring which days the backup will be done on ===

F5

ED DEFINITIONS BACKUP

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

=== Configuring email backup alerts ===

F5

ED DEFINITIONS BACKUP

You can change the email addresses and the Drive to backup.

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS BACKUP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing
*backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

Incase we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

ED DEFINITIONS BACKUP

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type (1)
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Setting up and Configuring NEOSYS Generally

2007-11-26T20:22:59Z

77.68.3.139: /* Configuring payment instruction text */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring Client Security mark ===
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark is configured by editing:

ED DEFINITIONS AGENCY.PARAMS

Line 1

This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:

ED DOS SYSTEM.CFG

Line 10

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring which days the backup will be done on ===

F5

ED DEFINITIONS BACKUP

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

=== Configuring email backup alerts ===

F5

ED DEFINITIONS BACKUP

You can change the email addresses and the Drive to backup.

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS BACKUP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing
*backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up multiple databases on one installation ====
There is no way to backup multiple databases on the same night but you can arrange for one database to be backed up on days 1357 and another on days 246. Three databases could be backed up every third day eg the first database on days 147, the second on 25 and the third on days 36.

Assuming backups are done at 2am then the day 1 backup is done at 2am on Monday night and therefore is the backup of work done on '''Sunday'''. If the working week starts on Sunday then the above numbers should be reduced by 1. If on Saturday then by 2. Reducing day 1 by 2 days makes it day 6. The reason is that backup over the weekend is less important and therefore the extra backup for the first database should be aligned on a less important day of the week.

==== Backing up the Images folder ====

The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].

Incase we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:

ED DEFINITIONS BACKUP

line 12 - and specify the Drive of the location to be backed up to. eg. E or F

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type ()
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Allowing users temporary login as NEOSYS in maintenance mode ==

#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
(to allow access EXCEPT access to authorisation screen use 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Configuring upload of photoshop "cs2" jpg files ==

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

#Computer Management, Internet Information Server, Properties
#Click MIME Types
#Click New
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)

Accounting entries created by the Production system

2007-11-07T07:22:31Z

77.68.3.139: /* Scenario 6 - What are the entries made when a purchase order is cancelled? */

There can be various possible scenarios in the event of invoicing a client. The following are the scenarios and the subsequent entries that would be updated---

==Scenario 1 – What are the entries made when a client is invoiced without cost?==

•Client A/C DR
Income A/C CR

==Scenario 2 - What are the entries made when the job has a cost/PO and supplier invoice is not received as yet or received but not entered on the system at the time of invoicing the client?==

•Client A/C DR
Income A/C CR

•Cost A/C DR (cost taken from the PO)
WIP A/C CR (cost taken from the PO)

Once you enter the supplier invoice details on the PO, it becomes a PI, and the following entries are created by NEOSYS

•WIP A/C DR (with the original cost – reversed)
Cost A/C CR (with the original cost – reversed)

•Cost A/C DR (with the new/original cost)
Supplier A/C CR (with the new/original cost)

Note- The second scenario is the most common scenario and NEOSYS recommends the client to follow this as a rule.

==Scenario 3 – What are the entries made when Supplier invoice is received before the client is invoiced?==

•WIP A/C DR
Supplier A/C CR

The following entries are then created when you invoice the client

•Client A/C DR
Income A/C CR

•Cost A/C DR (cost taken from the PI)
WIP A/C CR (this entry nullifies the DR made to WIP)

==Scenario 4 - What are the entries made when a client is not billed and the supplier is to be paid?==

Note: happens when client refuses the final product, due to your mistake, and you have to pay the supplier. Also happens when you pitch for jobs and there is no income.

•Cost A/C DR
Supplier A/C CR

==Scenario 5 - What are the entries created when modifications are made to the P/O before the supplier invoice is received?==

This is when the job has been billed to the client. Creation and modifications to PO before the job has been billed cause no accounting entries at all.

Note : The previous entries made would be cancelled first before making the new entries.

•WIP A/C DR (with the original cost reversed)
Cost A/C CR (with the original cost reversed)

•Cost A/C DR (cost taken from new PO)
WIP A/C CR (cost taken from new PO)

==Scenario 6 - What are the entries made when a purchase order is cancelled?==

This is when the job has been billed to the client. Creation and modifications to PO before the job has been billed cause no accounting entries at all.

•WIP A/C DR
Cost A/C CR

==Scenario 7 - What are the entries made when the client is invoiced without any cost, and the cost is later added?==

•Client A/C Dr
Income A/C Cr

When the cost is added (i.e. PO is made):

•WIP A/c Cr (cost taken from the PO)
Cost A/c Dr (cost taken from the PO)

When the PO is converted to a PI:

•WIP A/C Dr (with the original cost – reversed)
Cost A/C Cr (with the original cost – reversed)

•Cost A/C Dr (with the new/original cost)
Supplier A/C Cr (with the new/original cost)

Accounting entries created by the Production system

2007-11-07T07:21:43Z

77.68.3.139: /* Scenario 5 - What are the entries created when modifications are made to the P/O before the supplier invoice is received? */

There can be various possible scenarios in the event of invoicing a client. The following are the scenarios and the subsequent entries that would be updated---

==Scenario 1 – What are the entries made when a client is invoiced without cost?==

•Client A/C DR
Income A/C CR

==Scenario 2 - What are the entries made when the job has a cost/PO and supplier invoice is not received as yet or received but not entered on the system at the time of invoicing the client?==

•Client A/C DR
Income A/C CR

•Cost A/C DR (cost taken from the PO)
WIP A/C CR (cost taken from the PO)

Once you enter the supplier invoice details on the PO, it becomes a PI, and the following entries are created by NEOSYS

•WIP A/C DR (with the original cost – reversed)
Cost A/C CR (with the original cost – reversed)

•Cost A/C DR (with the new/original cost)
Supplier A/C CR (with the new/original cost)

Note- The second scenario is the most common scenario and NEOSYS recommends the client to follow this as a rule.

==Scenario 3 – What are the entries made when Supplier invoice is received before the client is invoiced?==

•WIP A/C DR
Supplier A/C CR

The following entries are then created when you invoice the client

•Client A/C DR
Income A/C CR

•Cost A/C DR (cost taken from the PI)
WIP A/C CR (this entry nullifies the DR made to WIP)

==Scenario 4 - What are the entries made when a client is not billed and the supplier is to be paid?==

Note: happens when client refuses the final product, due to your mistake, and you have to pay the supplier. Also happens when you pitch for jobs and there is no income.

•Cost A/C DR
Supplier A/C CR

==Scenario 5 - What are the entries created when modifications are made to the P/O before the supplier invoice is received?==

This is when the job has been billed to the client. Creation and modifications to PO before the job has been billed cause no accounting entries at all.

Note : The previous entries made would be cancelled first before making the new entries.

•WIP A/C DR (with the original cost reversed)
Cost A/C CR (with the original cost reversed)

•Cost A/C DR (cost taken from new PO)
WIP A/C CR (cost taken from new PO)

==Scenario 6 - What are the entries made when a purchase order is cancelled?==

•WIP A/C DR
Cost A/C CR

==Scenario 7 - What are the entries made when the client is invoiced without any cost, and the cost is later added?==

•Client A/C Dr
Income A/C Cr

When the cost is added (i.e. PO is made):

•WIP A/c Cr (cost taken from the PO)
Cost A/c Dr (cost taken from the PO)

When the PO is converted to a PI:

•WIP A/C Dr (with the original cost – reversed)
Cost A/C Cr (with the original cost – reversed)

•Cost A/C Dr (with the new/original cost)
Supplier A/C Cr (with the new/original cost)

Using NEOSYS Agency System

2007-08-09T05:05:43Z

77.68.3.139:

This covers tasks common to both the NEOSYS Media System and the NEOSYS Job System.

=== Limiting users to work in particular divisions ===

# In the Company File, create multiple companies to represent the divisions.
# In the Authorisation File, split the groups into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.
# In the Authorisation File, add tasks to restrict access to individual companies eg COMPANY ACCESS "X" where X is the company code. The quotes are required. Invent a suitable lock eg CFX to lock the company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

=== Giving Production Executives (or other Groups) Access to Media Invoices ===

In the Authorisation File:

# In the Tasks section, sort the tasks alphabetically by the lock column (click on the column heading) and check that the code "AMI" is not used already for any lock code. We suggest the code AMI to remind us that this lock represents "access media invoices" - rather like AM is commonly used to represent "access media". If you choose any other code instead of AMI then substitute the code you decide on for AMI in the following instructions.
# In the Tasks section, change the lock next to the MEDIA INVOICE ACCESS task to be AMI.
# Add the key AMI to the list of keys for each of the user groups (not each of the users) that previously had access to media invoices (eg finance, media etc) and also include it in the list of keys for the user group for Production Executive (or other groups) that you wish to enable.
# In the Users section, next to '''every''' user who is to have access to media invoices, use the popup to change the menu to be "Production Media" if they had "Production" before or to "Production Media Management" if they had "Production Management" before. Management gives them access to the billing analysis reports subject to further authorisations.

=== Putting Year in Document Numbers ===

The Configuration File allows you to define the format of document numbers instead of pure sequential numbers however this should be avoided.

The idea of having the year in the document number is usually based on prior manual numbering practices without consideration of automated procedures and is to be avoided for a number of practical and theoretical reasons.

Year in the number is often a good procedure when done manually but adds additional complexity which is difficult to automate.

Avoid doing it or expect lots of petty annoying problems. There are no perfect solutions to this issue other than avoiding it in the first place by using simple clear permanently incrementing numbers.

These problems do not apply to invoice numbers which can happily have the year in them without problem.

==== Problem controlling the year of a document ====

When you create new documents, NEOSYS will automatically use the CURRENT DATE to generate the year. This is a practical problem that may be overcome at some later date.

==== Problem of what year should be ====

When creating some forward looking documents like media schedules, the year that the schedule was created will be misleading if the schedule is for the following year.

==== Problem with related documents having different years ====

You could have a job numbered 2006/9999 which has a purchase order 2007/99.

If you think that you could number the purchase orders with the year of the original job then you have the alternative problem of a purchase order numbered 2006/9999 which is dated in 2007

There is no escape from this logical issue.

==== Problem having to type a long document number ====

Practically as of now, if you want to access a document in NEOSYS you have to type the full document number including the year. NEOSYS might be changed to assume the current year but accessing prior year or future documents will still require more effort to type in the longer full document number.

==== Confusion about which document is meant ====

People will often refer to documents by the sequential number part only since they judge that the year is obvious. This can result in confusion. For example, does job number 1234 mean job number 1234 of 2006/2006 or job number 2007/1234. The confusion can always be resolved by checking on NEOSYS but takes time.

==== Problem with Ordering of Numbers ====

NEOSYS doesn't right justify numbers with leading zeros (egg 2007/001) so unless NEOSYS is changed to start numbers from say 1000 or 10000 each year you will have the following numbers which may confuse and may not sort correctly in NEOSYS reports or when exported into Excel etc.

<YEAR>/<NUMBER>

2007/1

2007/2

2007/3

etc

2007/10

2007/11

2007/12

=== Defining Column Titles in Billing Analysis Column Design ===

You can simply type the text of the column heading that you want. For example "Budget".

If you have selected multiple information types or categories to be displayed then you either get automatic titles (see below) or you can indicate the titles for each one separated by ; characters. For example "Actual;Budget".

* HIDDEN

If you leave the title column blank (or select HIDDEN from the popup) then the column will not be shown on the report. Hidden columns are useful when you need to derive a calculated column from other columns that you do not want shown on the report. You might also want to hide a column temporarily on a design and then restore it later without having to retype it from scratch.

* %Category%
* %category%
* %CATEGORY%

* %Infotype%
* %infotype%
* %INFOTYPE%

You can select one item from each of the above groups to automatically generate the column title from the options that you have selected in the Information type and Category columns. This is useful when you choose multiple Information Types and Categories. The various forms of capitalisation allow you to choose the style as initial capitalisation, full capitalisation and all lower case.

Using NEOSYS Media System

2007-06-17T07:31:02Z

77.68.3.139: /* Approval date = */

=== Creating a Media Schedule ===
The Media Scheduling system is the heart of Neosys, it is the protagonist of the Media system. The schedule contains all the important information like vehicle data, client data,invoice data,booking orders,cost to client and cost to the agency,dates,etc. and almost all the important tasks can be executed from the schedule. The schedule contains all the precise information.
We will do a complete step by step tutorial of how a schedule is created.

[[image:mediaschedule.jpg]]

First things first, Neosys is not so colourful. We have only outlined some of the columns and numbered them as well in order to get a better understanding of the columns that are being referred to further ahead in the tutorial and the nature of the data that is entered in each column

==== The Red Box ====

===== Schedule no. =====

This column contains the schedule number. The schedule number can either be generated automatically or manually entered. As we press ‘enter’ we will get a popup which would give us the option of creating a new schedule or copying data either from an existing schedule or plan onto a new schedule,we can choose the desired option and click ‘ok’.

===== Period =====

This would be automatically updated and would by default mention the current month and year which can be changed as reaquired.

===== Start date & Stop date =====

As the name suggests these columns would mention the start and the end date of the campaign. This is not necessarily required, it is used by the client just for reference

==== The Blue box ====

===== Proposal date =====

This column would mention the date the campaign was proposed which by default would show the current date and can be changed as required.

===== Approval date =====

This column would mention the date the campaign is approved. We can press F7 and select the date.

===== Fully booked =====

This column mentions the date the schedule has been fully booked.

===== Fully invoiced =====

This column mentions the date the schedule has been fully invoiced.

==== The Green box ====

===== Brand =====

This column would mention the name of the brand and the company.

===== Market =====

This column would mention the market in which the product is to be advertised.

===== Currency =====

This would be the base currency. Invoicing is always done in the base currency.

===== Executive =====

This column would mention the name of the executive preparing the schedule.

==== The Brown box ====

===== Vehicle code =====

This column would contain the vehicle code.

Question – What is a vehicle code and how do I create a new vehicle?

The vehicle code is simply the code for the vehicle which will advertise the product. If the vehicle does not show in the existing list (F7) we can hit F6 and create a new vehicle after entering details such as currency,market,supplier,account number,etc.

===== Specification and Loading =====

This column would contain information about the specification and loading. The columns are directly linked to the rate cards. Assuming the rate cards have the rates updated the cost of the ad would be automatically calculated by the system based on the size mentioned in the column and entered in the ‘bill’ and ‘cost’ column.

==== The Pink box ====

===== Certify =====

In neosys when an ad is certified it means the ad has appeared. It is just a way to differentiate between the ads that have appeared from the ones that have not yet appeared. When we click on ‘certify’ the number of ads with details would appear and we can use a number or a letter (preferably X) below the ‘Certificate/ Voucher no.’ to signify that the ad is certified.

===== Book =====

This is where we make the booking orders from. The details have to be filled as required and a preview of the booking order can be viewed before issuing the final booking order. The ‘Order no.’ column would list all the booking orders issued to date and the booking orders can be accessed directly from the ‘Order no.’ column.

===== Dates =====

This is where the dates on which the ads are scheduled to appear will be selected. The letter X can be used to mark the dates and once we press OK we wil get a popup confirming the number of dates chosen.
NOTE – only those days of the week can be chosen which have been selected in the vehicle file. If unable to select a particular day in ‘Dates’ please select that day in the ‘Day of week’ column in the vehicle file.

===== Diary =====

The diary gives us detailed information about each and every ad in the schedule. Information such as cost, billing, margin, vehicle, etc. is mentioned in the diary.

===== Invoice =====

This is where the client is invoiced from. Clicking on the invoice button would lead us to a page where changes can made on the invoice as required and the proforma invoice can be viewed before invoicing the client.

NOTE – Neosys recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.

===== Free =====

This is where the information about the free ads is updated. The ad could be free of cost either to the agency or the client or to both, Neosys makes it possible to choose all options and the system would automatically make the changes in the ‘bill’ and ‘cost’ based on the number of free ads.

==== Bill and Cost Section ====

[[image:bill&cost.jpg]]

What we see above is another vital aspect of the media schedule, the bill and cost section. All the details about the cost to the agency and client, discounts received and given, commission, etc. are available in the bill and cost section.

The scenario we have above is where the vehicle currency is in USD and the invoice currency, which is the base currency, is in AED. The system would calculate the invoice amount based on the exchange rate updated in the system.

NOTE – currency exchange rates have to be updated in Neosys as and when required.

=== Entering Vehicle rate cards into Neosys ===

The ratecards are directly linked to the media schedule and when the prices are mentioned in the ratecard the system can automatically calculate the cost of per ad based on the size provided in the schedule.

[[image:ratecard.jpg]]

As we can see in the image above Neosys allows the precise rate card information to be fed in the system which can very easily be retrieved when preparing the schedule.There is a seperate column for loading where the loading details can be specified.

How do i enter a minimum amount in the rate card?

The 'greater than' sign is required before the amount.
In the image we can see in the loading section (where the arrow points) an example of how we document a minimum amount in the rate card which on the actual rate card was mentioned as '15% extra charge for full colour (minimum Dhs 3,000).

=== Issuing Credit Notes in Media ===

Once the client has been invoiced any of the ‘bill’ columns have to be added with a negative amount and a credit note of the same will be issued. Any amount added after the invoicing is done would be only for the credit note

What if none of the columns are vacant?

In this scneario we can choose any of the columns and enter ‘ / ‘ (forward slash) and enter the amount in negative. In case specification is required we can also mention ‘credit note’ or any other details next to the negative amount after pressing space.

Another way of issuing a credit note in Media is to remove the date of the particular ad from the ‘dates’ tab and a credit note for the amount of that ad would be issued.

=== Issuing separate invoices or credit notes for selected discounts and charges ===

NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

=== Booking without showing all discounts and charges from the supplier ===

NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

=== Posting media supplier invoices before issuing schedules to the client ===

Assuming that you are accruing media costs by schedule and not by vehicle or supplier then the contra account of the supplier invoice posting will be the schedule code or, if the schedules codes are pure numbers then SCH9999 where 9999 is the number of the schedule.

Supplier invoices posted before issuing invoices to client are work in progress (assets) but, in NEOSYS common practice, we still post them into the Media Accruals Ledger which could more properly be called Media Accruals/WIP Ledger.

The accrual account for the schedule is created as soon as the schedule is approved and not only when the invoice is issued to the client. Schedule approval happens in practice automatically at the time of the first booking. Therefore unless you book a schedule (or specifically enter the approval date on the schedule file, there will be no accrual account created for you to post the supplier invoice into. This is logical since if you haven't booked or specifically approved a schedule then you should arguably not be able to post supplier invoices for that schedule.

=== Removing unnecessary items from List of Schedules Pending Invoices ===

Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule. This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

Using NEOSYS Media System

2007-06-17T07:25:49Z

77.68.3.139: /* Creating a Media Schedule */

=== Creating a Media Schedule ===
The Media Scheduling system is the heart of Neosys, it is the protagonist of the Media system. The schedule contains all the important information like vehicle data, client data,invoice data,booking orders,cost to client and cost to the agency,dates,etc. and almost all the important tasks can be executed from the schedule. The schedule contains all the precise information.
We will do a complete step by step tutorial of how a schedule is created.

[[image:mediaschedule.jpg]]

First things first, Neosys is not so colourful. We have only outlined some of the columns and numbered them as well in order to get a better understanding of the columns that are being referred to further ahead in the tutorial and the nature of the data that is entered in each column

==== The Red Box ====

===== Schedule no. =====

This column contains the schedule number. The schedule number can either be generated automatically or manually entered. As we press ‘enter’ we will get a popup which would give us the option of creating a new schedule or copying data either from an existing schedule or plan onto a new schedule,we can choose the desired option and click ‘ok’.

===== Period =====

This would be automatically updated and would by default mention the current month and year which can be changed as reaquired.

===== Start date & Stop date =====

As the name suggests these columns would mention the start and the end date of the campaign. This is not necessarily required, it is used by the client just for reference

==== The Blue box ====

===== Proposal date =====

This column would mention the date the campaign was proposed which by default would show the current date and can be changed as required.

===== Approval date ======

This column would mention the date the campaign is approved. We can press F7 and select the date.

===== Fully booked =====

This column mentions the date the schedule has been fully booked.

===== Fully invoiced =====

This column mentions the date the schedule has been fully invoiced.

==== The Green box ====

===== Brand =====

This column would mention the name of the brand and the company.

===== Market =====

This column would mention the market in which the product is to be advertised.

===== Currency =====

This would be the base currency. Invoicing is always done in the base currency.

===== Executive =====

This column would mention the name of the executive preparing the schedule.

==== The Brown box ====

===== Vehicle code =====

This column would contain the vehicle code.

Question – What is a vehicle code and how do I create a new vehicle?

The vehicle code is simply the code for the vehicle which will advertise the product. If the vehicle does not show in the existing list (F7) we can hit F6 and create a new vehicle after entering details such as currency,market,supplier,account number,etc.

===== Specification and Loading =====

This column would contain information about the specification and loading. The columns are directly linked to the rate cards. Assuming the rate cards have the rates updated the cost of the ad would be automatically calculated by the system based on the size mentioned in the column and entered in the ‘bill’ and ‘cost’ column.

==== The Pink box ====

===== Certify =====

In neosys when an ad is certified it means the ad has appeared. It is just a way to differentiate between the ads that have appeared from the ones that have not yet appeared. When we click on ‘certify’ the number of ads with details would appear and we can use a number or a letter (preferably X) below the ‘Certificate/ Voucher no.’ to signify that the ad is certified.

===== Book =====

This is where we make the booking orders from. The details have to be filled as required and a preview of the booking order can be viewed before issuing the final booking order. The ‘Order no.’ column would list all the booking orders issued to date and the booking orders can be accessed directly from the ‘Order no.’ column.

===== Dates =====

This is where the dates on which the ads are scheduled to appear will be selected. The letter X can be used to mark the dates and once we press OK we wil get a popup confirming the number of dates chosen.
NOTE – only those days of the week can be chosen which have been selected in the vehicle file. If unable to select a particular day in ‘Dates’ please select that day in the ‘Day of week’ column in the vehicle file.

===== Diary =====

The diary gives us detailed information about each and every ad in the schedule. Information such as cost, billing, margin, vehicle, etc. is mentioned in the diary.

===== Invoice =====

This is where the client is invoiced from. Clicking on the invoice button would lead us to a page where changes can made on the invoice as required and the proforma invoice can be viewed before invoicing the client.

NOTE – Neosys recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.

===== Free =====

This is where the information about the free ads is updated. The ad could be free of cost either to the agency or the client or to both, Neosys makes it possible to choose all options and the system would automatically make the changes in the ‘bill’ and ‘cost’ based on the number of free ads.

==== Bill and Cost Section ====

[[image:bill&cost.jpg]]

What we see above is another vital aspect of the media schedule, the bill and cost section. All the details about the cost to the agency and client, discounts received and given, commission, etc. are available in the bill and cost section.

The scenario we have above is where the vehicle currency is in USD and the invoice currency, which is the base currency, is in AED. The system would calculate the invoice amount based on the exchange rate updated in the system.

NOTE – currency exchange rates have to be updated in Neosys as and when required.

=== Entering Vehicle rate cards into Neosys ===

The ratecards are directly linked to the media schedule and when the prices are mentioned in the ratecard the system can automatically calculate the cost of per ad based on the size provided in the schedule.

[[image:ratecard.jpg]]

As we can see in the image above Neosys allows the precise rate card information to be fed in the system which can very easily be retrieved when preparing the schedule.There is a seperate column for loading where the loading details can be specified.

How do i enter a minimum amount in the rate card?

The 'greater than' sign is required before the amount.
In the image we can see in the loading section (where the arrow points) an example of how we document a minimum amount in the rate card which on the actual rate card was mentioned as '15% extra charge for full colour (minimum Dhs 3,000).

=== Issuing Credit Notes in Media ===

Once the client has been invoiced any of the ‘bill’ columns have to be added with a negative amount and a credit note of the same will be issued. Any amount added after the invoicing is done would be only for the credit note

What if none of the columns are vacant?

In this scneario we can choose any of the columns and enter ‘ / ‘ (forward slash) and enter the amount in negative. In case specification is required we can also mention ‘credit note’ or any other details next to the negative amount after pressing space.

Another way of issuing a credit note in Media is to remove the date of the particular ad from the ‘dates’ tab and a credit note for the amount of that ad would be issued.

=== Issuing separate invoices or credit notes for selected discounts and charges ===

NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

=== Booking without showing all discounts and charges from the supplier ===

NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

=== Posting media supplier invoices before issuing schedules to the client ===

Assuming that you are accruing media costs by schedule and not by vehicle or supplier then the contra account of the supplier invoice posting will be the schedule code or, if the schedules codes are pure numbers then SCH9999 where 9999 is the number of the schedule.

Supplier invoices posted before issuing invoices to client are work in progress (assets) but, in NEOSYS common practice, we still post them into the Media Accruals Ledger which could more properly be called Media Accruals/WIP Ledger.

The accrual account for the schedule is created as soon as the schedule is approved and not only when the invoice is issued to the client. Schedule approval happens in practice automatically at the time of the first booking. Therefore unless you book a schedule (or specifically enter the approval date on the schedule file, there will be no accrual account created for you to post the supplier invoice into. This is logical since if you haven't booked or specifically approved a schedule then you should arguably not be able to post supplier invoices for that schedule.

=== Removing unnecessary items from List of Schedules Pending Invoices ===

Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule. This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

Specifying when Financial Year starts

2007-05-10T12:13:20Z

77.68.3.139: /* Various Financial Periods */

=== Various Financial Periods ===

Nearly all NEOSYS clients financial year follows the calendar year (1st January to 31st December) but there are a few that are different eg 1st April to 31st March, 1st July to 30th Jun etc.

=== Configuring NEOSYS for Financial Periods ===

The configuration of Financial Periods are done in the Company File under Finance

[[Image:financialperiod.jpg]]

In the above screen the financial period has been set to 1 which means January to December. Incase the company follows the April to March financial period, than it would be set to 4. You can configure this to start at any month (i.e. 1=Jan, 2=Feb etc)

=== Using Financial Periods ===

We always need to remember and inform clients that the PERIOD referred to in the finance system is always a financial period. (all examples are taken wherein the current financial year is 2007)

For eg:

Period 1/2007 would be January/2007 in case the financial period is Jan to Dec.
Period 1/2007 would be April/2007 in case the financial period is Apr to Mar

Period 10/2007 would be October/2007 incase of financial period Jan to Dec
Period 10/2007 would be January/2007 incase of financial period Apr to Mar

Also if you are posting opening item journals for the previous financial year, note the following:

Period 12/2006 would be December/2006 incase of financial period Jan to Dec
Period 12/2006 would be March/2007 incase of financial period Apr to Mar

Setting up and Configuring NEOSYS Generally

2007-04-24T09:02:01Z

77.68.3.139: /* Configuring automated emails in NEOSYS */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring which days the backup will be done on ===

F5

ED DEFINITIONS BACKUP

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

=== Configuring email backup alerts ===

F5

ED DEFINITIONS BACKUP

You can change the email addresses and the Drive to backup.

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS BACKUP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing
*backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up multiple databases on one installation ====
There is no way to backup multiple databases on the same night but you can arrange for one database to be backed up on days 1357 and another on days 246. Three databases could be backed up every third day eg the first database on days 147, the second on 25 and the third on days 36.

Assuming backups are done at 2am then the day 1 backup is done at 2am on Monday night and therefore is the backup of work done on '''Sunday'''. If the working week starts on Sunday then the above numbers should be reduced by 1. If on Saturday then by 2. Reducing day 1 by 2 days makes it day 6. The reason is that backup over the weekend is less important and therefore the extra backup for the first database should be aligned on a less important day of the week.

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DEFINITIONS SMTP.CFG

and press enter (F9/Esc to save and exit)

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS SMTP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations. Available in NEOSYS versions dated 24/4/2007 onwards.

ED DOS ..\..\SMTP.CFG

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type ()
#smtp user
#smtp pass

Typical configuration

in DOS SMTP.CFG

clientname@neosys.com
mailout.neosys.com
2500

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#AGENCY.PARAMS field 38

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

Setting up and Configuring NEOSYS Generally

2007-04-24T08:10:55Z

77.68.3.139: /* Excluding TEST datasets from backing up every night */

=== Configuring letterhead ===
[[Configuring Letterhead]]

=== Configuring fonts and colors for all users ===

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

=== Changing the signatory ===

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

=== Clearing files in database (done when you want to clean an old database) ===

Clear data F5 CLEAROP (only clears transactions not reference files)

Clear suppliers F5 CLEARFILE SUPPLIERS

Clear Vehicles F5 CLEARFILE VEHICLES

Flush Index F5 FLUSH.INDEX

Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)

=== Configuring which days the backup will be done on ===

F5

ED DEFINITIONS BACKUP

Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday

e.g. 23456 to backup on Mon-Fri night

NB Assuming the backups are at the default time of 2am then you must put "2"
for Monday night since it actually takes place on Tuesday at 2am.

=== Configuring email backup alerts ===

F5

ED DEFINITIONS BACKUP

You can change the email addresses and the Drive to backup.

Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.

ED DOS BACKUP.CFG

Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations.

ED DOS ..\..\BACKUP.CFG

What each line does is as follows:

*backup params
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing
*backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)

==== Excluding TEST, historical or other databases from backing up every night ====
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.

==== Backing up multiple databases on one installation ====
There is no way to backup multiple databases on the same night but you can arrange for one database to be backed up on days 1357 and another on days 246. Three databases could be backed up every third day eg the first database on days 147, the second on 25 and the third on days 36.

Assuming backups are done at 2am then the day 1 backup is done at 2am on Monday night and therefore is the backup of work done on '''Sunday'''. If the working week starts on Sunday then the above numbers should be reduced by 1. If on Saturday then by 2. Reducing day 1 by 2 days makes it day 6. The reason is that backup over the weekend is less important and therefore the extra backup for the first database should be aligned on a less important day of the week.

=== Configuring automated emails in NEOSYS ===

Login to NEOSYS Maintenance

Press F5

ED DOS SMTP.CFG

and press enter (F9/Esc to save and exit)

Lines are fixed (only first two lines are required)

#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type ()
#smtp user
#smtp pass

=== Copying a single record from one database to another ===

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

== NEOSYS Authorisation File ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

== Configuring payment instruction text ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#AGENCY.PARAMS field 38

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

Using NEOSYS Generally

2007-04-22T15:56:17Z

77.68.3.139: /* Subgroups */

== Codes in Neosys ==
=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

1. If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO

2. Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc

3. If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.

4. If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.

5. If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== Authorising and restricting what users can do ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain ip numbers or ip ranges. eg 192.*,10.* would restrict a user to logging in only from the local area network.

Using NEOSYS Generally

2007-04-22T15:55:21Z

77.68.3.139:

== Codes in Neosys ==
=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

1. If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO

2. Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc

3. If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.

4. If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.

5. If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== Authorising and restricting what users can do ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of heirarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain ip numbers or ip ranges. eg 192.*,10.* would restrict a user to logging in only from the local area network.