NEOSYS User Support Wiki - User contributions [en]

Media FAQ

2025-12-15T06:24:43Z

Arvind: /* Why is invoicing with tax per line blocked when schedule has document level Discount/Fee? */

==How do I get subtotals on a Media Diary?==
In order to get subtotals at least one or more options in the Order field has to be selected.

[[image:Mediadiaryfaq.jpg]]

==How to show cost tax amount in Media Diary?==

Please read [[Using_NEOSYS_Media_System#Report_on_Cost_VAT_Tax | Report on Cost VAT Tax]].

==What is a despatch status?==
Despatch status can be the fax number, address, e-mail, date, representative name, etc or any other information regarding the despatch of a booking order or invoice generated from NEOSYS.

===Where can I view the despatch status of the booking orders?===
The despatch status can be viewed in the ‘despatch record’ column when generating a list of the booking orders.

[[image:Viewingdespatchstatus.jpg]]

===How can I enter or update the despatch status of existing booking orders?===
You can enter the order despatch status in the New Despatch Status field when reprinting the old order from Media > Booking Orders > Old Orders

[[image:Updatedespatchorder.jpg]]

==Invoices==

===Where can I view the despatch date of existing invoices?===
The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.

[[image:Despatchdatestatement.jpg]]

===How can I enter or update the despatch date of existing invoices?===

You can enter/update the order despatch status in the New Despatch Status field when reprinting the old Media Invoices

[[File:Old med inv.jpg]]

===How do I save an invoice proforma in NEOSYS?===
When generating an invoice, select Save Proforma on the invoice formatting page.

[[image:Mediainvoiceproforma.jpg]]

===Where can I view saved invoice proformas?===
To view saved invoice proformas go to Media > Invoices > Old Invoices/ Proformas and enter the proformas invoice number in the Invoice No. field.

[[image:Invoiceproformas.jpg]]

===How do I add or amend client order number when reprinting invoices?===
To do this, go to Media > Invoices > Old Invoices/ Proformas to view the Old Media Invoices page as shown in [[Media_FAQ#Where_can_I_view_saved_invoice_proformas.3F|"Where can I view saved invoice proformas"]]. Enter the invoice number in the Invoice No. field and the new client order number in the Client Order No. field, then click Reprint.

This can be useful when the order number is not known at the time of invoicing e.g when invoicing early or when the client changes their mind. It saves having to manually amend the invoice text before submission to the client.

The client order number on the schedule is also updated, but only if it is both present and matches the order number being amended on the invoice. This is to avoid confusion in the rare case when issuing multiple invoices with different client order numbers from the same schedule.

===How do I cancel/credit note an invoice?===
New Method:

#Click invoice on the schedule file.
#Click Credit note option.
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the credit note in journals created.

OLD Method:
To cancel an Invoice in media you need to:

#Remove the ad dates from the date grid in schedule file.
#Click the INVOICE button at the top of the dates column (you will be asked to update the version number (say no) and save the schedule (say yes)
#In the invoice creation screen don’t chose any options (except maybe enter the invoice date) and click "Proforma"
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the invoice journals created.

===How to invoice a specific range of ads in a schedule spanning over many months?===

In order to do this, certify the ads in the date range you want to invoice and then, invoice using the option "Certified Ads Only".

#Navigate to certification screen by clicking the 'Certify' button in the schedule file or Menu > Media > Certificates > Certificate/Voucher File.
#Enter the Date Range and Schedule No and click 'Update All' button.
#Enter [[Media_Types_File#Certification | Certification No]] and click OK. A popup will inform you of how many ads were certified.
#Return to the schedule file, click 'Invoice' button and under the option title "Certified/All" choose the option "Certified ads only" and invoice.

===How to do partial invoicing in a schedule?===
Summary of the procedure for 50% partial invoicing:

#After the schedule has been booked, add "-50%" under the "Other" column for all vehicle lines.
#Invoice the schedule (this gives you the first 50% invoice)
#Remove "-50%" from all vehicle lines
#Invoice the schedule again (this will give you the remaining 50% invoice)

This can get tedious in case of schedules with too many lines, but you will save time using the keyboard shortcuts mentioned in the detailed steps below.

#In the first vehicle line, under "Other" column enter -50% (don't press enter or any key yet)
#Press the keyboard down arrow key
#Press keyboard "n" key when you get the popup "Do you want the changes to be rebooked?"
#Press keyboard shortcut Alt + y (to copy the -50% from previous line)
#Repeat steps 2, 3, 4 till all lines have -50% under "Other"
#Issue invoice (this gives you the first 50% invoice)
#Click the first vehicle's "-50%"
#Press keyboard "Del" key and then down arrow key. Repeat this till no lines have -50% under "Other"
#Issue invoice again (this will give you the remaining 50% invoice)

==How do I cancel a booking order?==
To cancel an issued booking order you can remove the appearance dates from the Dates calendar in the media schedule and click on Book to generate a media booking cancellation for the ads that have been removed from the Dates calendar.

[[image:Bookingordercancel.jpg]]

==How do I suppress free ads on the booking order?==
On the New booking order page you can select the Suppress Free option in order to not show the free ads on the booking order.

[[image:Suppressfreeads.jpg]]

It may be possible that for some reason the number of ads that you have charged the client for are more than the number of ads you actually booked with the vehicle supplier. NEOSYS allows you to enter this information in the system.

For eg, you bill the client for 500 radio spots and place an order for only 400 actually. Now the agency can enter the number of ads as 500 in the schedule, 100 of which can be selected as 'free to agency' ads. If you do not want these 'free to agency' ads to show in the booking order you can select Suppress free ads when generating the order to prevent them from showing.

==How to do free ads for digital media?==
To enter Free Ads, we can put the Ads on a separate line and type a word like "FREE" in the discount column so that the net unit price of that line is zero, as follows:

[[image:Free_Ads_Digital_Media.jpg]]

==How do I assess the value of free ads?==
The Net amount for free ads is zero and same appears in all media diary reports. The gross amount also appears as blank because the gross columns in the media diary report are for paid ads where gross price is the unit price multiplied by the total number of ads. The ads with net unit price zero are considered free ads and not paid, so gross price for them appears as blank in the gross bill/cost columns. Hence it becomes difficult to assess the value of free ads, as gross is blank and net value is zero.

Use the following reports to evaluate free ads:

*In Media Diary reports, look for Gross cost/bill in the Net Free cost/bill columns.
*"Summary of Paid and Free Ads" report shows the gross bill for the free ads in schedules.

==[http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#How_do_I_issue_a_credit_note_for_part_of_a_schedule.3F How do I issue a credit note for specific ads?]==

==[[Schedule_file#Version_section|What is a version?]]==

==How can I view historical changes made to a database record?==
Each time a database record in NEOSYS is updated or modified; the system creates a new version of it and saves the record creating a trail of all previously edited versions linked to the most updated one. Whenever a database record is opened for viewing, the user will get a complete list of history of edits done on the record along with a link to each version. This will help the user to pull out historic edits on any single record.

==How to split large schedules?==

There could be scenarios where the schedule created is too large to save or too big to be handled by NEOSYS. This could be because there are too many spots across too many dates or the vehicle used does not support bulk ads. To address such issues schedules can be split into smaller schedules. To do so

#Copy the schedule in question to a new schedule.
#In the new schedule, remove the past ads that are already booked and invoiced in the older schedule. Only retain ads for future dates and save the schedule.
#In the old schedule, remove future ads that are now present in the newly copied schedule and save the schedule.

==How do I get subtotals on a schedule/plan printout?==
In order for the subtotals to appear on the printout the schedule/plan lines have to be separated by a blank line.

[[image:Subtotalsprintout.jpg]]

The schedule printout will appear as:

[[image:Subtotalsprintout2.jpg]]

The invoice printout will appear as:

[[image:Subtotalsprintout3.jpg]]

==How do I insert new rows in the schedule?==
Schedule lines can be added or removed conveniently by clicking on the '+' and '-' icons respectively. You can also do so by clicking on the Vehicle code field and press 'ctrl+n' (to add a line above the selected field) or the 'down arrow' key (to add a line below the selected field). When inserting a schedule row NEOSYS gives us various options.

[[image:Mediascheduleinsertline.jpg]]

==How to achieve negative net unit amount in a vehicle line?==
NEOSYS does not allow you to enter a negative amount directly in the Gross Unit Amount field.

[[File:Negative amt.png|frameless|223x223px]]

There are multiple ways to get a negative net unit amount in the vehicle line, which depend on how you want Finance accounts to record these amounts and Media/Finance reports to display them. Some examples are:

*Enter '0AED' Gross amount and '-100AED' in any field, for example 'Discount' or 'Other'.
*Enter '50AED' Gross amount and '-200%' in any field, for example 'Discount' (This adds a positive balance to Gross Unit Amt total in Media Diary, which you may not prefer).
*Enter '0AED' Gross amount and '50' in 'Loading' and '-200%' in 'Discount' field.

===How do I save a schedule file with negative net unit amount in a vehicle line?===

When you try to save a schedule file with negative net unit amount in any vehicle line, you will face the below error message:

NET UNIT AMOUNT CANNOT BE NEGATIVE, WITHOUT COMMENT

This message is deliberately vague and not a plain statement because entering negative amounts will cause variety of issues such as negative income, negative figures in some billing analysis reports and possibly even breaking VAT regulations over reporting of discounts.

Also, the total number of ads for the client in use will increase along with Media diary report displaying negative figures.

However, as long as the Finance team is aware of these possible issues, NEOSYS allows users to enter a negative Net Amount in the vehicle line, IF the word "NEGATIVE" is entered somewhere in the schedule. You can sneak it into any field in the schedule file, such as Private comments, so it doesn't show to the client.

We recommend doing this in TEST database first, to check how the Media and Finance reports display the ads and their amounts.

==How to restrict the days on which ads can be placed==

There are four ways to restrict this. In order of precedence,

#Days field. (Values: Numbers 1-7) See Market file to check what number correlates to which day of the week.
#Program/Position field. (Keywords: FRIDAY/ friday/ FRI/ fri) For single day use "Mon", ranges use "Mon-Wed", ranges & single day use "Mon-Wed Sat")
#Specification field. (Keywords: Same as point 2)
#Vehicle file (Refer [[Vehicle_File#Day_of_Week|Day of week]])

[[File:Adrestrict.png]]

==How do I issue one booking order for a vehicle from different schedules with multiple periods?==
Once the multiple period schedule numbers are entered in the Schedule Code/No field by inserting extra lines select the vehicle you wish to book (will show automatically if only one vehicle in the schedule) and select the One combined order option. This would generate one single order for all the schedules even if they belong to separate periods.

[[image:Multiperiodbooking.jpg]]

==How do I issue separate booking orders for each vehicle in a schedule?==
As the schedule number appears on the Schedule Code/No field the system will ask you which vehicles you wish to book considering the schedule has multiple vehicles. The system would generate an independent booking order for each of the vehicle.

NOTE - even if one or more vehicles have the same supplier there will be a separate booking order for each vehicle.

[[image:Massbooking.jpg]]

==How do I issue one consolidated booking order for multiple vehicles?==
You may need to send out one consolidated booking order comprising multiple schedules, vehicle and suppliers to an associate agency. Once you have entered the multiple schedule numbers and selected the required vehicle/vehicles select the One combined order option, this option would issue one consolidated booking order for all the vehicles.

[[image:Consolidateorder.jpg]]

==How do I issue Amendment Booking order for a consolidated/combined booking order with multiple vehicles?==
For issuing amendment booking order for a consolidated/combined booking order, all vehicle lines of all schedules which are a part of the consolidated/combined booking order need to be amended. Follow the steps below:

#For schedules that do not require any change, enter a dot on the vehicle line (which appeared in the combined booking order), eg. in the "Loading" field and save the schedule. Then remove the dot and resave the schedule. A message to rebook this line will appear, to which you MUST select Yes.
#For the schedule's vehicle line where an actual change is required, make the amendment and then select the "Book" button.
#Add all the schedules and the vehicle code in new booking page, select the "One combined order" option and select any Amendment Order Style as per requirement.
#Ensure that you check the Preview/Draft before clicking Book.

==How do I book one media vehicle through different suppliers?==
It is not uncommon and perfectly normal to book a particular media/vehicle through different suppliers.

In NEOSYS you have to create a new vehicle file record with a different vehicle code but with similar details and linked to the alternative supplier.

By using the correct vehicle code for any particular schedule and booking, all the various operational and management reports can distinguish between the two operations.

If you wish to merge the two vehicles on management reports then mark the second and subsequent media vehicle records "analyse as" field to be the original vehicle code.

To get billing analysis both by supplier and in total for the vehicle, ensure that the vehicle name is spelt and punctuated ABSOLUTELY IDENTICAL on all Vehicle File records for the same vehicle on all suppliers.

If you order the report simply by vehicle, the reporting program will merge the billings into one line where the names are identical. If you want to see the billings of the vehicle per supplier use order 1. by vehicle 2. by supplier.

==How to modify / add terms to Media Booking order?==
To amend or to add the standard notes/terms at the bottom of booking orders, go to Media --> Files --> Media Type File

The booking order notes are different for each media type - Magazines, Radio etc. so you must select the type of media that you want to change and do them all one by one.

Click Open and select a media type.

Enter the desire booking notes. There may be separate sections for English and other languages so you should consider changing the language in all sections. Each language sections starts something like %SPANISH% etc.

Click Save

[[image:Media type file.jpg]]

==What tax % is used when using the "Add Standard Tax" on the booking order creation?==

The system first checks the "Invoice tax code" field in the Media Configuration File for the rate%. Otherwise if no tax code is entered then the system uses first tax code in the Tax Rate File.

The system does not use the tax/VAT code from the schedule, because that is the tax/VAT rate to the client which could, at least in principle, be zero or something else, and be different from the tax/VAT rate charged by the supplier to us.

==How do I create a Transmission Certificate/Airing Certificate?==
There are two ways.

#For all ads on one schedule, you can print the schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]
#To filter certified ads by more specific criteria, select the Certified filter in the media diary, including the other filters you require. Remember to re-title the media diary report however you like eg “Transmission Certificate”. [[File:MediaDiaryTransCertFilter.jpg]]

==How are ads certified automatically?==

See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data Automatic certification by importing Ad monitoring data]

==How do I enter multilevel clients and brands in the Client and Brand File?==

To see how multilevel clients can be entered, refer [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F|How do I classify clients based on industry or parent company?]]

Multilevel brands are represented by indenting the brand names. The number of spaces in indenting signifies the level of a particular brand. Enter the brands in the Client and Brand File as shown in the example below.

In this example Level 1 brands are Mondelez International and Nestle. Notice the red highlight which indicates that Level 2 brand names Kraft, Cadbury, Wonka and L'oreal are indented by 1 space and the Level 3 brands like Capri Sun, Twirl, Nerds etc. are indented by 2 spaces.

[[File:Sub-brands.jpg]]

While searching for brands under the client, the list will show multilevel brands as shown below:

[[File:Brandsselect.jpg]]

==How do I stop a specific brand within Client and Brand file?==
You can stop usage of brands on documents by putting the tag <STOP> in the brand name under the client and brand file:

[[Image:Brands.jpg]]

After doing so,user will get the following message if he selects this brand:

[[Image:Stop error.jpg]]

==How do I use different client names for media and for billing purposes?==

A standard issue faced by all agencies is that sometimes they have to act as a third-party between another agency (A) and that agency's client (C), i.e. they receive instructions from and have to bill A for ads that belong to C. Here the booking order will show client name C and invoice will be issued to Agency A.

To do this, in the Client and Brand file for agency "A", put "C" at the beginning of the brand name with a colon between "C" and the brand name. So name of the brand will be "C:brandname". Then the booking order will display client name as "C" and the invoice will be issued to "A".

In the example shown below, the agency acts as a third-party agency by billing "XYZ Agency" for ads that belong to the final client "KIA". To do this, in the "XYZ Agency" Client and Brand file, brand "CERA" is created with name "KIA:Cerato", where KIA is the client that owns the brand "Cerato". So when brand "CERA" is used in a schedule, when issuing a Booking Order it shows the final client "KIA" instead of "XYZ Agency". But when issuing an invoice, it will be issued to the agency "XYZ Agency" as shown below.

[[Image:CandB File.jpg]]

[[Image:Booking Order.jpg]]

[[Image:Invoice.jpg]]

==What is the numeric value that is accepted in week plan ?==
Please enter number of ads by week separated by slashes (e.g. "1/2//4" mean 1 ad in the 1st week, 2 in the 2nd and 4 in the 4th week. For weeks that cross two months, put something like "2+3" to indicate ads per month)

[[Image:weekplan1.jpg]]
[[Image:weekplan.jpg]]

==How do I handle "Allow Over Plan" error?==
'''Error:'''
“Cannot save “REF###” because:
YTD Planned Amount Exceeded (XXX)”
If authorized, you may check the “Allow Over Plan” checkbox in the schedule heading”

'''Explanation:'''

This happens when the planned amount (in the media plan file) for the brand and client is lesser than the scheduled amount, i.e. the schedule is in excess of the plan for that period.

'''Solution:'''

This is just a warning and you can avoid this message by clicking on allow over budget next to the company code section above.

==How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?==
After invoicing a schedule, if you change any cost information (leaving the bill information intact) and issue a cost invoice (to create the relevant journal entries), the system will also issue a 0 (zero) invoice to the client.

These zero invoices cannot be avoided and help to track any audit trail information. Either way the zero items do not appear on the outstanding statement so it shouldn't be a problem at all.

(SB to please add more)

==How to setup and operate the List of Materials Pending Delivery reports?==
[[Configuring_NEOSYS_Media_System#Pending_Materials|Refer here to set up the List of materials pending]]

There are two possible ways to get off from the list of pending list
===From the Materials file===

#Go to Menu > Media > Material > Materials File. To get the Material details on the screen enter the material code on the material number field.
#Material code can be seen on the List of material pending delivery on the Original Schedule Column.
#To get the material off from the pending list, enter the material code or enter anything in the material code field to indicate the delivery and save the file.

===From the Schedule===

#The material code can also be entered in the materials section on the bottom of the schedule file without going to the Material File.

'''NOTE:''' When Materials from one schedule are reused on other schedules, then, to avoid duplicate materials records being generated in the material file by the secondary schedule, the original schedule no and material letter should be entered in the secondary schedule's material section.

==How to change the currency on the cost line if wrongly entered?==
All the currency on the cost line is taken from the vehicle file.

Following are the steps to change the currency on the cost line if wrongly entered

Go to the vehicle file and change the currency you want to show on the cost line in the schedule and save the file.

Now go to the schedule and re-type the details in a new line and delete wrongly entered line.

==How to view a weekly summary of scheduled ads for a brand?==

Media schedules can consolidated and printed in the format of media plans by printing an empty dummy media plan (one with no lines). After creating such a empty dummy plan, printing it results in the plan printout being dynamically "reverse engineered" on the fly from whatever approved media schedules are currently in the system for the same brand and period as the empty plan.

The plan printout currency is always base currency currently regardless of whatever currency you put on the dummy plan.

'''Steps:'''

#Create an EMPTY plan for the desired period and brand that you want. (''Note'' - You only need do this once) [[file:createemtpyplan.jpg|center|frame|How to create empty plan]] 
#Go to Menu > Media > Plans > Plan File and click "Print/Send" [[file:menumediaplanplanprintout.jpg|center|frame|How to generate detailed summary report]] 
#Select Type: Weekly (Select time and details columns if you want them) [[file:createdetailedsummaryrpt.jpg|center|frame|How to generate detailed summary report]] 
#Click Print/Send

==How to display language, frequency and circulation for a vehicle ?==
Currently there are two ways for displaying this information:

#Using vehicle notes
#*Adding the information into the VEHICLE FILE NOTES field which it great if you use the same vehicle on many schedule lines. Notes at the bottom of the schedule work best in this scenario. Eg: A schedule with 20 lines but only 5 vehicles .. the information is best places as three lines of notes in the footing. Alternatively you can add the information at the vehicle name in abbreviated fashion. [[image:vehiclenotes.jpg]] 
#Using vehicle names
#*Adding the information to the name means that the information shows wherever the name shows which ends up pretty good eg on billing analysis report too. It allows any type of information to be shown without adding lots of custom columns which vary tremendously per media type, client and market. [[image:vehiclename.jpg]] 

Circulation is the number of paid subscribers that magazines and newspapers have. Broadcast media such as television and radio do not use the term circulation, instead they measure their audiences in terms of viewers and listeners.

==How to display artwork / creative / misc charges in a schedule to a client?==
Full service agencies generally tend to provide clients with a single media schedule outlining the media vehicles proposed along with artwork, creative, misc charges related to this specific campaign. Other NEOSYS clients would create a media schedule separately and issue a job estimate for the artwork charges. This article will explain how to incorporate the media vehicles and artwork/other charges in a single schedule printout for client approval.

===Method 1===
This method is suitable if we want to enter additional charges on a per ad basis.

Such charges can be entered in the "Other" charges column on the media schedule data entry screen. If there are multiple charges, these could be entered separated with a forward slash. You can also enter text to indicate the type of charge.

[[image:ProductionChargeinSch.jpg]]

===Method 2===
This method is applicable if we have multiple ads/vehicles and want to show additional charges as a single amount.

We use the following method:

#Create a dummy vehicle called ARTWORK with an internal (dummy) supplier
#Create a new line in the schedule using dummy artwork vehicle
#Select any date and assign 1 ad to it so that the number of ads is 1 for this vehicle [[image:artworkanydate.jpg]] 
#Enter gross unit cost in the bill column.
#*Do not enter anything in the cost column [[image:artworkvehicle.jpg]] 

A printout of the above schedule will look like as follows: [[image:artworkvehicleschdprint.jpg]] 

===Suppressing day and date of vehicle program from appearing on schedule printout and invoice===
If you do not wish to display the day and date on this schedule or on the invoice you can refer to the following procedure:

#In Schedule File
#*Leave the dates blank
#*Enter the Number of Ads directly [[image:leavedatesblankschedule.jpg]] 
#While printing the schedule
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Print/Send [[image:deselectcheckno.jpg]] 
#While generating the invoice
#*Select All Ads under Certified/All
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Create Invoice [[image:invoicechecknumber.jpg]] 

==Why can I not view the booking order for an ad which is moved to a different date?==
While moving an ad to a different date, we first remove the existing ad from the date on which is scheduled.

In this process, all information related to the ad is lost i.e. booking order no. /certificates / supplier invoice no. / invoice no. etc

This happens irrespective of whether the schedule is saved or not.

In a specific example below, we can notice this happening when we try to enter the supplier invoice number for an ad which has been moved.

===Example===

#We schedule an ad for the 25th of a May & Book it [[image:supp-1.jpg]] 
#We move the ad to 30th of May [[image:supp-2.jpg]] 
#We move it back to the 25th of May [[image:supp-3.jpg]] 
#While trying to enter the supplier invoice number for that ad, we now notice that although the Schedule file shows a booking order no. the Supplier invoice file does not reflect the same. [[image:supp-4.jpg]] 

==How to mark/flag special ads in NEOSYS?==

Flags can be used for a variety of purposes, for example to indicate which ads are subject to special deals with the client or supplier and get related reports. Such reports could aid in the calculation of volume rebates for example.

Available flags are currently SINGLE letters from A-Z without any specific meaning so as to provide maximum flexibility. You could standardise on using the flag "S" to indicate ads that form part of sponsorship deals for example.

If the schedule file has any tax code entered, then the flag "Z" is used when user does not want the cost tax to be shown in the Media Diary report.

Multiple flags can be entered per plan or schedule line and apply to all ads on that line. For example flags Q, B and C can be entered in any order as QBC or CBQ.

In future, financial journals may be generated depending on flags entered, for example invoices for ads subject to volume rebates could post a percentage to Provision for Rebate A/cs.

==How to certify ads?==

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 (eg X,12) below the Certificate/ Voucher no. to signify that the ad is certified.

'''''NOTE ''''' - in case of magazines and newspapers most agencies use the page number on which the ad has appeared.

[[image:certify.jpg]]

As we can see above in the image the letter 'x' is used as the certificate number. Certification can be done per ad and we also have the option of issuing the invoice directly after certifying the ad.

For more details on how to certify ads, refer to: [[Certificates/_Voucher_file#Certifying_Ads | Certifying Ads]]

==How to uncertify ads?==
To uncertify ads you need to select the certificate file:

#Goto Menu -> Media -> Certificates -> Certificate / Voucher File [[image:uncertify-1.jpg]] 
#Enter the schedule number
#*Select Yes for certified
#*Select search all [[image:uncertify-2.jpg]] 
#A list with all the certified ads on that schedule is displayed.
#*You can remove the details entered in field.
#*Select certify, this will uncertify the ad on the schedule. [[image:uncertify-3.jpg]] 

==Why are Certified Ads displayed as Uncertified in Media Progress Summary?==
====Causes====

*When an Ad is certified as Wrong Ad. For further information see [[Using NEOSYS Media System#Processing List of Wrong Ads | Processing List of Wrong Ads]].
*Numbers like '000000' or '0' are entered as Certificate/Voucher No.

In both the above cases the Ads are certified as Wrong and hence don't appear in the Media Progress Summary. This issue comes up only in media progress summary. In all other Media Diary Reports the Wrong Ads do not show up as uncertified Ads. [[image:Adwrong.jpg]] [[image:MPSum.jpg]] [[image:MediaDiary1.jpg]] 

==How to stop the Client Name from being displayed on the Booking Orders?==
NEOSYS can be configured, to NOT show the client name on the booking orders, as follows:

If the supplier is marked with "Show Client on Orders: YES" in the Supplier File then the client name will always be shown on the order.

Otherwise the client will be HIDDEN from orders if in the Client File for the client in question, any of the following is true. If none of the following is true, then the client name will show on the order.

*HIDDEN: if the client is marked as Sundry Client (ie one-off bookings where the actual one-off client name is entered in the Brand Name)
*HIDDEN: if the client is marked as "AGENCY"
*HIDDEN: if the client type is not marked "DIRECT" AND the main Media Configuration File says "Show Client Name on Orders: NO"

#The option to show Client Name on Orders should be set to "NO" in the Media Configuration File [[image:bo-client-no.jpg]] 
#The option to show Client Name on Orders should be set to "NO" in the supplier file [[image:bo-supp.jpg]] 
#The client should be marked as AGENCY in stead of direct in the Client & Brand File. [[image:bo-direct.jpg]] 

==How to handle "No Response from the database server in 600 seconds"?==

[[image:nr.jpg]]

If NEOSYS cannot generate the report within 10 minutes (600 seconds) then you will get an error message saying "No response in 600 seconds from the database server at ....."

In Media module, Media Diary reports that take more than 10 minutes can be sent to the user in the email body or as an email attachment. To receive reports in this way, choose Email Body or Email Attach under Report Delivery options.

At times, the report might be too huge that even if you select Email Attachment option, the user with get an email saying "Error in sendmail.js" instead of getting the report.
In this case, it is better to use the option Email Body because if report is too large, then user will get an email with a link that they can click on to get the report. Also see [http://techwiki.neosys.com/index.php/Troubleshooting_email_not_received#Check_the_size_of_the_mail_being_sent_to_client.27s_email_account this article for other reasons why email is not received]

[[image:eb.jpg]]

Refer to [http://userwiki.neosys.com/index.php/General_FAQ#Why_is_NEOSYS_taking_a_long_time_to_generate_a_report.3F Why is NEOSYS taking a long time to generate a report]

==Why is the Media Diary Report showing unexpected results?==
===Problem===
The Media Diary report is unreliable if it is generated while users are updating the system.

For example,

#Media diary gives wrong details for schedules that were not updated during the time the report was requested for.
#Media diary gives 3 different reports for the same options entered in a time frame of 30 to 60 minutes without running the command [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| CREATEADS] performed only by NEOSYS Support.

===Possible Cause===
This issue occurs because there were interrelated files that were being saved during the time the report was requested for.

While generating the media diary, NEOSYS searches for various combinations like:

*Vehicle & Date
*Brand & Date etc

When a user updates the system, various inter-related files are frozen and the data related to those files will not appear in the report.

===Solution===
While we are working on a fix for this issue in NEOSYS, a workaround to get reliable and accurate reports is to generate a report from the test dataset.
The test dataset is a copy of the live data from the previous day.
This report will not have real time data but will be more reliable as the chances of users updating the test dataset are very low.

If users insist that they want reports in real time then they should accept that the reports will be unreliable as NEOSYS cannot freeze many user windows for some users to take real time reports.

When more data is updated into the system then the old report needs to be discarded and new report needs to be generated.

Thus NEOSYS recommends that media diary reports should be generated when users are not updating the system.

For more information on Troubleshooting Media Diary reports see [[Troubleshooting_NEOSYS_Media_System#Details_missing_in_Media_Diary_or_Changes_in_Files_does_not_reflect_in_Media_Diary| Details Missing in Media Diary]]

==[http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Ads_are_missing_from_media_diary_reports_when_filtering_using_schedule_client_or_brand_although_ads_are_actually_present_in_the_schedule Why are Ads missing from media diary reports when filtering using schedule client or brand although ads are actually present in the schedule]==
==Why is the invoice/ booking order showing dates like April 2013 even though the schedule contains ads only for October 1 and 10?==
[[image:outdoormediainvoice.jpg|1200x450px]]

===Problem Explained===
The reason why the booking order / invoice is showing dates like April 2013 even though the schedule only contains ads for Oct 1, 2012 and Oct 10, 2012 is because NEOSYS is showing dates FROM – UPTO (see the dash?) as is a common requirement for Outdoor Media. This is caused because of entering data like “xxxxxx,999 xxxx” in the specification field for media type Outdoor.

[[image:outdoormediaschedule.jpg|1200x450px]]

===Solution===
Don’t put anything like “xxxxxx,999 xxxx” in the specification for media type “outdoor/out of home” unless you want to indicate a NUMBER OF DAYS OR NUMBER OF WEEKS, NUMBER OF MONTHS ETC

For example, use a dash instead of a comma … “xxxxxx - 999 xxxx”

[[image:outdoormediaproperschedule.jpg|1200x450px]]

[[image:outdoormediaproperinvoice.jpg|1200x450px]]

==Why is the Gross Amount field picking up the amount before the comma in the Specification field?==

Numeric specification in the ratecard is used as the gross unit rate for some rate card setups by clients. For example, "500, Sun-Thurs", which takes 500 as the Gross unit amount.

===Problem Explained===

The comma identifies the amount before it as the Gross unit amount so, entering text like "500,000 Impressions" will put 500 in the Gross Amount field.

[[image:SpecGros1.PNG]]

[[image:SpecGros2.PNG]]

===Solution===

Instead of a comma, put a space or single quote, so that it reads 500 000 or 500'000.

[[image:SpecGross.PNG]]

==Why is invoicing with tax per line blocked when schedule has document level Discount/Fee?==

===Problem===
If a schedule has fee/discount entered at the bottom and if you choose to show the "Tax" column when creating the invoice, the below error message will appear:

Tax cannot be shown in columns if any Discount% or Fee% is applied in the schedule footing to the total

[[File:Errormsg.png]]

Unfortunately, this is a NEOSYS limitation.

===Workaround===
The workaround is to record the Discount/Fee as a vehicle line.

Initial Setup:

Follow below steps:

1. Create a new media types file:

[[File:Media types.png]]

2. Create a new Supplier:

[[File:Supplier file2.png]]

3. Create a new Vehicle file:

[[File:Vehicle file2.png]]

4. To apply document level discount as a vehicle:

[[File:Discount vehicle line.png]]

Type 'NEGATIVE' in the Private Comments sections, otherwise you will not be able to enter a negative discount amount.

[[File:Private comment.png]]

5. Proceed with saving the schedule:

[[File:WARNING2.png]]

6. Enter any reason:

[[File:Reasoning.png]]

7. Invoice the schedule and click the 'Tax' Column on the "New Media Invoices" page:

[[File:Click on tax.png]]

Resulting Invoice:

[[File:Invoice print for discount on vehcile2.png]]

8. How to apply document level Fee as a vehicle?

[[File:Fee vehicle line.png.png]]

9. Tick the tax column as shown in previous section.

How it appears on Journals in the Finance module:

Journal entries for vehicle line fee:

[[File:Journal fee.png]]

Journal entries for vehicle line discount:

[[File:Journal discount2.png]]

===Possible issue with this workaround===

There is an important difference between using a fee/discount vehicle and entering fee/discount at bottom of the schedule.

In a schedule that has multiple media types with different income and cost accounts, when you enter fee/discount at the bottom of the schedule, the fee/discount amount is distributed across all the income and cost accounts involved.

Whereas, if you enter the fee/discount as a new vehicle line, the fee/discount amount will reflect only in the income and cost accounts of that fee/discount vehicle.

So if the fee/discount MUST be distributed across all media types used in the schedule, then you must create separate fee/discount vehicles for each media type.

==Why is the total number of ads shown in schedule not matching with the ads with dates in schedule?==

[[image:noa_dates.jpg|1200x450px]]

This happens only when the user manually changes the No of Ads in the schedule. In such situations, while trying to save the schedule, the system prompts the user with the following warning message. The schedule can be saved only if the user saves the schedule despite the warning.

[[image:noa_save.jpg|1200x450px]]

Also while trying to invoice such a schedule, the system again prompts the user to correct the schedule date or skip checking numbers. Only if the user manually changes the option to Check Numbers:No, the invoice can be generated.

[[image:noa_invoicing.jpg|1200x450px]]

In the media diary of such schedules, every row represents one of the ads that have a date. However the total of Paid Ads Bill shows the total number of ads that have been paid for (this includes the ads without dates). Similarly, the total of Bill Amount shows the total bill paid by the client for ALL the ads in the schedule.

[[image:noa_mediadiary.jpg|1200x450px]]

==Why doesn't my NEOSYS schedule agree with my spreadsheet?==

Probably NEOSYS and your spreadsheet are using different rounding rules
for the calculation of Net Unit Price.

If your spreadsheet is calculating the Net Unit Price, for example from
Gross Unit Price less discount, and NOT ROUNDING IT to a whole number of
cents before using it in later calculations, then there will be
differences in some case because NEOSYS rounds any calculated Net Unit
Price, to cents by default, BEFORE using it in any further calculations.

Note that spreadsheets may be configured to DISPLAY only two decimal
places while secretly keeping fractional cents behind the scenes. This
means that just because you SEE two decimal places in your spreadsheet,
it doesnt mean that it is using only two decimal places for onward
calculations.

Neither way can be declared absolutely right or wrong. NEOSYS method has
the advantage that what you see is what you get, and can be checked with
a calculator.

{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
|-
|GROSS UNIT PRICE||LESS DISC%||UNROUNDED NET UNIT PRICE1||ROUNDED NET UNIT PRICE1||xQTY OF ADS||TOTAL AMOUNT1||TOTAL AMOUNT2||DIFFERENCE
|-
|30.00||7.25||27.825||27.83||10||278.25||278.30||0.05
|-
|}

===Solution 1 - Increase the number of decimals in NEOSYS===

This is the standard solution for digital media where unit prices can be
very small, or even measured in cents.

Enter the GROSS UNIT PRICE with more than two decimal places. eg 10.0000

NEOSYS will then calculate, display and use the Net Unit Price with the
same decimal places. ie with fractional instead of whole cents.

===Solution 2 - Use ROUND() function in Excel===

Change your Excel to match NEOSYS. Use the rounding function
ROUND(CELL,2) to ensure that the net unit price is rounded to a whole
number of cents before being multiplied by the number of ads.

===Solution 3 - Direct entry===

Omit all the other columns and enter the amount that you want directly
into the Net Unit Cost column. Put number of ads 1 ie package deal. Then
you can get whatever you want in the total amount column.

==Why are there discrepancies between Media Diary report and Billing analysis report?==
Media Diary is based on the date that the ad appeared whereas Billing Analysis is based on the financial period of the posting which is usually the date of the invoice.

Since invoices are usually raised in a different month from the date of appearance of the ad, Media Diary is rarely, if ever, in agreement with Billing Analysis.

Apart from the above, invoices might be left unposted or even deleted before being posted.

Also additional postings might be made to P&L billing accounts and therefore have analysis codes and appear in billings.

One possible way to reconcile the two might be to filter the media diary on invoice date. But an ad may have multiple invoices if it is credited or adjusted and these adjustments may be in different months.

Final story is that Media Diary gives you an accurate picture of actual advertising by month the ad appeared, whereas Billing analysis gives you an accurate picture of media billing by month of billing

==Why is there a discrepancy between total billing as per Media Diary report and total billings as per list of invoices?==

The total billing as per media diary may differ slightly from the total billing as per the list of invoices. This is due to unavoidable rounding differences because percentages calculated per invoice line logically will not always agree to the cent with percentages calculated per invoice totals.

==How do I get payment status details on media diary reports?==
The payment details columns are suppressed from the media diary reports by default but will show if you select one or more payment status filter options. If you select "All" then you get all ads (which is the same as if don’t make any selection), but you will get the payment details columns.

[[File:Mediadiarypaymentoption.jpg]]

==How to get Margin and Margin(base) in Media Diary export?==
Media Diary export to Excel/CSV includes columns Margin and Margin (Base) subject to authorisation, but only if you choose both Bill and Cost options for exporting. Note that the default option is to only export Bill information.

==What can go on a consolidated booking order?==
NEOSYS allows you put place many periods and many media (vehicles) on a single schedule. It does not however allow multiple brands on one schedule. Despite this, in order to facilitate monthly invoicing, it is common to enter a media schedule (plan) for a single brand for a single month for one or more media vehicles.

Therefore in some cases you might wish to combine more than one schedule into a single booking order.

===Common examples===

You could book many brands on one booking order. If a client has many brands then you might wish to book all at the same time.

You could book many media on one booking order. If a supplier has many media then you might wish to book all at the same time.

You could book many periods on one booking order.

Any combination of the above.

===Rare examples===

You could book many clients on one booking order. If the media is special or you have a group of clients that are associated and should be booked as a group.

You could book many suppliers on one booking order. It is hard to imagine where this would be useful.

You may also refer

[[Media_FAQ#How_do_I_issue_one_booking_order_for_a_vehicle_from_different_schedules_with_multiple_periods.3F|How do I issue one booking order for a vehicle from different schedules with multiple periods]]

[[Media_FAQ#How_do_I_issue_one_consolidated_booking_order_for_multiple_vehicles.3F|How do I issue one consolidated booking order for multiple vehicles?]]

==How do I upload a scanned copy of an ad that appeared to the Certificate File?==
While certifying each ad users can upload the scanned copy of the appeared ad using material option. These images can be later viewed in their respective schedules by selecting the image button.

(1) Click on the materials icon

(2) Browser for the scanned image

(3) Upload the image

[[image:cert1.jpg‎]]

==How to get Broadcast Orders/Play Lists?==

See Broadcast Order on the Schedules menu. This will come better once the proper tv bookings per break data entry is done.

==How do I enter Loading such that a portion of it is not shown to the client?==

"|" can be used as a separator for Loading details that need not be shown to the client.

In Media Schedules, when a Loading is entered containing "|", only the portion BEFORE the "|" is reflected in Schedule Printouts and Invoices.

However, the ENTIRE Loading details (BOTH before and after the "|") is reflected in Booking Orders.

Similarly, in Plans, Media Plans show only the portion BEFORE the "|". But Cost Plans will show ONLY the portion after the "|" (not BOTH).

[[File:Loading.jpg|1000px]]

==How to compare budgets per media type in billing analysis reports?==

Budgeting by media type can easily be done by creating a dummy vehicle per media type, entering the budget on that and then taking the billing analysis report by media type.

In the below example, a dummy vehicle called Newspaper Budget was created which is linked to the media type Newspapers. The budget meant for media type Newspapers was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per type shows budget vs actual figures for media type Newspapers.

[[File:Dummy vehicle.jpg |600px]]

[[File:Mt budgetfile.jpg |1200px]]

[[File:Billing analysis mt.jpg |1000px]]

==How to set budgets per client (instead of brand) to compare budgets in billing analysis reports?==

Budgeting by client (instead of brand) can be done by creating a dummy brand per client, entering the budget on that and then taking the billing analysis report by client.

In the below example, a dummy brand called Al Nabooda Budget was created under the client Al Nabooda Automobile. The budget meant for the client Al Nabooda Automobile was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per client shows budget vs actual figures for the client Al Nabooda Automobile.

[[File:Dummy brand.jpg |1000px]]

[[File:Budget file per client.jpg |1200px]]

[[File:Billing analysis per client.jpg |1000px]]

==How to enter a discount on total net as an amount and not percentage?==

In schedule files, discount on the total net bill amount is given by entering a discount % in the Agency Discount field.

Instead of percentage discount, users may want this discount to be shown as an amount.

A discount can be entered directly as a negative amount in the vehicle line following the below steps:

#Create a vehicle file "DISC" (Discounts).
#Use this vehicle in the schedule and enter a negative amount under one of the columns (e.g. Disc/Load/Others) in the vehicle line.
#Enter the word "NEGATIVE" somewhere in the schedule, as mentioned in [[Media_FAQ#How_do_I_save_a_schedule_file_with_negative_net_unit_amount_in_a_vehicle_line.3F|Saving a schedule file with negative net unit amount]] .

==How to enter general discount for all the clients for a Vehicle?==

A general discount can be set for all the Clients in the Vehicle rate card file under Client specific rates. Keep the client code field blank and enter the discount. This discount rate will automatically appear for all the Clients for this vehicle. In case there is already an entry with a specific client code, then for that client the discount entered against its code will be picked and for every other client discount in the blank line will be picked up.

[[File:Vr file.jpg]]

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_to_restrict_users_from_seeing_media_billing_information|How to hide media billing information from certain departments?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisations_for_a_client_with_separate_planning.2C_booking_and_invoicing_teams_who_bill_at_cost|How to set up authorisations for a client with separate planning, booking and invoicing teams who bill at cost?]]==

==Accessing large reports via emails in NEOSYS==
When getting reports delivered by email, if the report size is more than 10Mb then, instead of the report being embedded in or attached to the email, the email will contain a web browser link to the file instead of the file itself. This gets around restrictions on email size commonly imposed by email servers. This applies to reports which are either embedded within the email body or attached files. NOTE: The link is only valid for one hour after the email is sent so users must download the report before then.

Media FAQ

2025-12-15T06:20:46Z

Arvind: /* Why is invoicing with tax per line blocked when schedule has document level Discount/Fee? */

==How do I get subtotals on a Media Diary?==
In order to get subtotals at least one or more options in the Order field has to be selected.

[[image:Mediadiaryfaq.jpg]]

==How to show cost tax amount in Media Diary?==

Please read [[Using_NEOSYS_Media_System#Report_on_Cost_VAT_Tax | Report on Cost VAT Tax]].

==What is a despatch status?==
Despatch status can be the fax number, address, e-mail, date, representative name, etc or any other information regarding the despatch of a booking order or invoice generated from NEOSYS.

===Where can I view the despatch status of the booking orders?===
The despatch status can be viewed in the ‘despatch record’ column when generating a list of the booking orders.

[[image:Viewingdespatchstatus.jpg]]

===How can I enter or update the despatch status of existing booking orders?===
You can enter the order despatch status in the New Despatch Status field when reprinting the old order from Media > Booking Orders > Old Orders

[[image:Updatedespatchorder.jpg]]

==Invoices==

===Where can I view the despatch date of existing invoices?===
The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.

[[image:Despatchdatestatement.jpg]]

===How can I enter or update the despatch date of existing invoices?===

You can enter/update the order despatch status in the New Despatch Status field when reprinting the old Media Invoices

[[File:Old med inv.jpg]]

===How do I save an invoice proforma in NEOSYS?===
When generating an invoice, select Save Proforma on the invoice formatting page.

[[image:Mediainvoiceproforma.jpg]]

===Where can I view saved invoice proformas?===
To view saved invoice proformas go to Media > Invoices > Old Invoices/ Proformas and enter the proformas invoice number in the Invoice No. field.

[[image:Invoiceproformas.jpg]]

===How do I add or amend client order number when reprinting invoices?===
To do this, go to Media > Invoices > Old Invoices/ Proformas to view the Old Media Invoices page as shown in [[Media_FAQ#Where_can_I_view_saved_invoice_proformas.3F|"Where can I view saved invoice proformas"]]. Enter the invoice number in the Invoice No. field and the new client order number in the Client Order No. field, then click Reprint.

This can be useful when the order number is not known at the time of invoicing e.g when invoicing early or when the client changes their mind. It saves having to manually amend the invoice text before submission to the client.

The client order number on the schedule is also updated, but only if it is both present and matches the order number being amended on the invoice. This is to avoid confusion in the rare case when issuing multiple invoices with different client order numbers from the same schedule.

===How do I cancel/credit note an invoice?===
New Method:

#Click invoice on the schedule file.
#Click Credit note option.
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the credit note in journals created.

OLD Method:
To cancel an Invoice in media you need to:

#Remove the ad dates from the date grid in schedule file.
#Click the INVOICE button at the top of the dates column (you will be asked to update the version number (say no) and save the schedule (say yes)
#In the invoice creation screen don’t chose any options (except maybe enter the invoice date) and click "Proforma"
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the invoice journals created.

===How to invoice a specific range of ads in a schedule spanning over many months?===

In order to do this, certify the ads in the date range you want to invoice and then, invoice using the option "Certified Ads Only".

#Navigate to certification screen by clicking the 'Certify' button in the schedule file or Menu > Media > Certificates > Certificate/Voucher File.
#Enter the Date Range and Schedule No and click 'Update All' button.
#Enter [[Media_Types_File#Certification | Certification No]] and click OK. A popup will inform you of how many ads were certified.
#Return to the schedule file, click 'Invoice' button and under the option title "Certified/All" choose the option "Certified ads only" and invoice.

===How to do partial invoicing in a schedule?===
Summary of the procedure for 50% partial invoicing:

#After the schedule has been booked, add "-50%" under the "Other" column for all vehicle lines.
#Invoice the schedule (this gives you the first 50% invoice)
#Remove "-50%" from all vehicle lines
#Invoice the schedule again (this will give you the remaining 50% invoice)

This can get tedious in case of schedules with too many lines, but you will save time using the keyboard shortcuts mentioned in the detailed steps below.

#In the first vehicle line, under "Other" column enter -50% (don't press enter or any key yet)
#Press the keyboard down arrow key
#Press keyboard "n" key when you get the popup "Do you want the changes to be rebooked?"
#Press keyboard shortcut Alt + y (to copy the -50% from previous line)
#Repeat steps 2, 3, 4 till all lines have -50% under "Other"
#Issue invoice (this gives you the first 50% invoice)
#Click the first vehicle's "-50%"
#Press keyboard "Del" key and then down arrow key. Repeat this till no lines have -50% under "Other"
#Issue invoice again (this will give you the remaining 50% invoice)

==How do I cancel a booking order?==
To cancel an issued booking order you can remove the appearance dates from the Dates calendar in the media schedule and click on Book to generate a media booking cancellation for the ads that have been removed from the Dates calendar.

[[image:Bookingordercancel.jpg]]

==How do I suppress free ads on the booking order?==
On the New booking order page you can select the Suppress Free option in order to not show the free ads on the booking order.

[[image:Suppressfreeads.jpg]]

It may be possible that for some reason the number of ads that you have charged the client for are more than the number of ads you actually booked with the vehicle supplier. NEOSYS allows you to enter this information in the system.

For eg, you bill the client for 500 radio spots and place an order for only 400 actually. Now the agency can enter the number of ads as 500 in the schedule, 100 of which can be selected as 'free to agency' ads. If you do not want these 'free to agency' ads to show in the booking order you can select Suppress free ads when generating the order to prevent them from showing.

==How to do free ads for digital media?==
To enter Free Ads, we can put the Ads on a separate line and type a word like "FREE" in the discount column so that the net unit price of that line is zero, as follows:

[[image:Free_Ads_Digital_Media.jpg]]

==How do I assess the value of free ads?==
The Net amount for free ads is zero and same appears in all media diary reports. The gross amount also appears as blank because the gross columns in the media diary report are for paid ads where gross price is the unit price multiplied by the total number of ads. The ads with net unit price zero are considered free ads and not paid, so gross price for them appears as blank in the gross bill/cost columns. Hence it becomes difficult to assess the value of free ads, as gross is blank and net value is zero.

Use the following reports to evaluate free ads:

*In Media Diary reports, look for Gross cost/bill in the Net Free cost/bill columns.
*"Summary of Paid and Free Ads" report shows the gross bill for the free ads in schedules.

==[http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#How_do_I_issue_a_credit_note_for_part_of_a_schedule.3F How do I issue a credit note for specific ads?]==

==[[Schedule_file#Version_section|What is a version?]]==

==How can I view historical changes made to a database record?==
Each time a database record in NEOSYS is updated or modified; the system creates a new version of it and saves the record creating a trail of all previously edited versions linked to the most updated one. Whenever a database record is opened for viewing, the user will get a complete list of history of edits done on the record along with a link to each version. This will help the user to pull out historic edits on any single record.

==How to split large schedules?==

There could be scenarios where the schedule created is too large to save or too big to be handled by NEOSYS. This could be because there are too many spots across too many dates or the vehicle used does not support bulk ads. To address such issues schedules can be split into smaller schedules. To do so

#Copy the schedule in question to a new schedule.
#In the new schedule, remove the past ads that are already booked and invoiced in the older schedule. Only retain ads for future dates and save the schedule.
#In the old schedule, remove future ads that are now present in the newly copied schedule and save the schedule.

==How do I get subtotals on a schedule/plan printout?==
In order for the subtotals to appear on the printout the schedule/plan lines have to be separated by a blank line.

[[image:Subtotalsprintout.jpg]]

The schedule printout will appear as:

[[image:Subtotalsprintout2.jpg]]

The invoice printout will appear as:

[[image:Subtotalsprintout3.jpg]]

==How do I insert new rows in the schedule?==
Schedule lines can be added or removed conveniently by clicking on the '+' and '-' icons respectively. You can also do so by clicking on the Vehicle code field and press 'ctrl+n' (to add a line above the selected field) or the 'down arrow' key (to add a line below the selected field). When inserting a schedule row NEOSYS gives us various options.

[[image:Mediascheduleinsertline.jpg]]

==How to achieve negative net unit amount in a vehicle line?==
NEOSYS does not allow you to enter a negative amount directly in the Gross Unit Amount field.

[[File:Negative amt.png|frameless|223x223px]]

There are multiple ways to get a negative net unit amount in the vehicle line, which depend on how you want Finance accounts to record these amounts and Media/Finance reports to display them. Some examples are:

*Enter '0AED' Gross amount and '-100AED' in any field, for example 'Discount' or 'Other'.
*Enter '50AED' Gross amount and '-200%' in any field, for example 'Discount' (This adds a positive balance to Gross Unit Amt total in Media Diary, which you may not prefer).
*Enter '0AED' Gross amount and '50' in 'Loading' and '-200%' in 'Discount' field.

===How do I save a schedule file with negative net unit amount in a vehicle line?===

When you try to save a schedule file with negative net unit amount in any vehicle line, you will face the below error message:

NET UNIT AMOUNT CANNOT BE NEGATIVE, WITHOUT COMMENT

This message is deliberately vague and not a plain statement because entering negative amounts will cause variety of issues such as negative income, negative figures in some billing analysis reports and possibly even breaking VAT regulations over reporting of discounts.

Also, the total number of ads for the client in use will increase along with Media diary report displaying negative figures.

However, as long as the Finance team is aware of these possible issues, NEOSYS allows users to enter a negative Net Amount in the vehicle line, IF the word "NEGATIVE" is entered somewhere in the schedule. You can sneak it into any field in the schedule file, such as Private comments, so it doesn't show to the client.

We recommend doing this in TEST database first, to check how the Media and Finance reports display the ads and their amounts.

==How to restrict the days on which ads can be placed==

There are four ways to restrict this. In order of precedence,

#Days field. (Values: Numbers 1-7) See Market file to check what number correlates to which day of the week.
#Program/Position field. (Keywords: FRIDAY/ friday/ FRI/ fri) For single day use "Mon", ranges use "Mon-Wed", ranges & single day use "Mon-Wed Sat")
#Specification field. (Keywords: Same as point 2)
#Vehicle file (Refer [[Vehicle_File#Day_of_Week|Day of week]])

[[File:Adrestrict.png]]

==How do I issue one booking order for a vehicle from different schedules with multiple periods?==
Once the multiple period schedule numbers are entered in the Schedule Code/No field by inserting extra lines select the vehicle you wish to book (will show automatically if only one vehicle in the schedule) and select the One combined order option. This would generate one single order for all the schedules even if they belong to separate periods.

[[image:Multiperiodbooking.jpg]]

==How do I issue separate booking orders for each vehicle in a schedule?==
As the schedule number appears on the Schedule Code/No field the system will ask you which vehicles you wish to book considering the schedule has multiple vehicles. The system would generate an independent booking order for each of the vehicle.

NOTE - even if one or more vehicles have the same supplier there will be a separate booking order for each vehicle.

[[image:Massbooking.jpg]]

==How do I issue one consolidated booking order for multiple vehicles?==
You may need to send out one consolidated booking order comprising multiple schedules, vehicle and suppliers to an associate agency. Once you have entered the multiple schedule numbers and selected the required vehicle/vehicles select the One combined order option, this option would issue one consolidated booking order for all the vehicles.

[[image:Consolidateorder.jpg]]

==How do I issue Amendment Booking order for a consolidated/combined booking order with multiple vehicles?==
For issuing amendment booking order for a consolidated/combined booking order, all vehicle lines of all schedules which are a part of the consolidated/combined booking order need to be amended. Follow the steps below:

#For schedules that do not require any change, enter a dot on the vehicle line (which appeared in the combined booking order), eg. in the "Loading" field and save the schedule. Then remove the dot and resave the schedule. A message to rebook this line will appear, to which you MUST select Yes.
#For the schedule's vehicle line where an actual change is required, make the amendment and then select the "Book" button.
#Add all the schedules and the vehicle code in new booking page, select the "One combined order" option and select any Amendment Order Style as per requirement.
#Ensure that you check the Preview/Draft before clicking Book.

==How do I book one media vehicle through different suppliers?==
It is not uncommon and perfectly normal to book a particular media/vehicle through different suppliers.

In NEOSYS you have to create a new vehicle file record with a different vehicle code but with similar details and linked to the alternative supplier.

By using the correct vehicle code for any particular schedule and booking, all the various operational and management reports can distinguish between the two operations.

If you wish to merge the two vehicles on management reports then mark the second and subsequent media vehicle records "analyse as" field to be the original vehicle code.

To get billing analysis both by supplier and in total for the vehicle, ensure that the vehicle name is spelt and punctuated ABSOLUTELY IDENTICAL on all Vehicle File records for the same vehicle on all suppliers.

If you order the report simply by vehicle, the reporting program will merge the billings into one line where the names are identical. If you want to see the billings of the vehicle per supplier use order 1. by vehicle 2. by supplier.

==How to modify / add terms to Media Booking order?==
To amend or to add the standard notes/terms at the bottom of booking orders, go to Media --> Files --> Media Type File

The booking order notes are different for each media type - Magazines, Radio etc. so you must select the type of media that you want to change and do them all one by one.

Click Open and select a media type.

Enter the desire booking notes. There may be separate sections for English and other languages so you should consider changing the language in all sections. Each language sections starts something like %SPANISH% etc.

Click Save

[[image:Media type file.jpg]]

==What tax % is used when using the "Add Standard Tax" on the booking order creation?==

The system first checks the "Invoice tax code" field in the Media Configuration File for the rate%. Otherwise if no tax code is entered then the system uses first tax code in the Tax Rate File.

The system does not use the tax/VAT code from the schedule, because that is the tax/VAT rate to the client which could, at least in principle, be zero or something else, and be different from the tax/VAT rate charged by the supplier to us.

==How do I create a Transmission Certificate/Airing Certificate?==
There are two ways.

#For all ads on one schedule, you can print the schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]
#To filter certified ads by more specific criteria, select the Certified filter in the media diary, including the other filters you require. Remember to re-title the media diary report however you like eg “Transmission Certificate”. [[File:MediaDiaryTransCertFilter.jpg]]

==How are ads certified automatically?==

See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data Automatic certification by importing Ad monitoring data]

==How do I enter multilevel clients and brands in the Client and Brand File?==

To see how multilevel clients can be entered, refer [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F|How do I classify clients based on industry or parent company?]]

Multilevel brands are represented by indenting the brand names. The number of spaces in indenting signifies the level of a particular brand. Enter the brands in the Client and Brand File as shown in the example below.

In this example Level 1 brands are Mondelez International and Nestle. Notice the red highlight which indicates that Level 2 brand names Kraft, Cadbury, Wonka and L'oreal are indented by 1 space and the Level 3 brands like Capri Sun, Twirl, Nerds etc. are indented by 2 spaces.

[[File:Sub-brands.jpg]]

While searching for brands under the client, the list will show multilevel brands as shown below:

[[File:Brandsselect.jpg]]

==How do I stop a specific brand within Client and Brand file?==
You can stop usage of brands on documents by putting the tag <STOP> in the brand name under the client and brand file:

[[Image:Brands.jpg]]

After doing so,user will get the following message if he selects this brand:

[[Image:Stop error.jpg]]

==How do I use different client names for media and for billing purposes?==

A standard issue faced by all agencies is that sometimes they have to act as a third-party between another agency (A) and that agency's client (C), i.e. they receive instructions from and have to bill A for ads that belong to C. Here the booking order will show client name C and invoice will be issued to Agency A.

To do this, in the Client and Brand file for agency "A", put "C" at the beginning of the brand name with a colon between "C" and the brand name. So name of the brand will be "C:brandname". Then the booking order will display client name as "C" and the invoice will be issued to "A".

In the example shown below, the agency acts as a third-party agency by billing "XYZ Agency" for ads that belong to the final client "KIA". To do this, in the "XYZ Agency" Client and Brand file, brand "CERA" is created with name "KIA:Cerato", where KIA is the client that owns the brand "Cerato". So when brand "CERA" is used in a schedule, when issuing a Booking Order it shows the final client "KIA" instead of "XYZ Agency". But when issuing an invoice, it will be issued to the agency "XYZ Agency" as shown below.

[[Image:CandB File.jpg]]

[[Image:Booking Order.jpg]]

[[Image:Invoice.jpg]]

==What is the numeric value that is accepted in week plan ?==
Please enter number of ads by week separated by slashes (e.g. "1/2//4" mean 1 ad in the 1st week, 2 in the 2nd and 4 in the 4th week. For weeks that cross two months, put something like "2+3" to indicate ads per month)

[[Image:weekplan1.jpg]]
[[Image:weekplan.jpg]]

==How do I handle "Allow Over Plan" error?==
'''Error:'''
“Cannot save “REF###” because:
YTD Planned Amount Exceeded (XXX)”
If authorized, you may check the “Allow Over Plan” checkbox in the schedule heading”

'''Explanation:'''

This happens when the planned amount (in the media plan file) for the brand and client is lesser than the scheduled amount, i.e. the schedule is in excess of the plan for that period.

'''Solution:'''

This is just a warning and you can avoid this message by clicking on allow over budget next to the company code section above.

==How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?==
After invoicing a schedule, if you change any cost information (leaving the bill information intact) and issue a cost invoice (to create the relevant journal entries), the system will also issue a 0 (zero) invoice to the client.

These zero invoices cannot be avoided and help to track any audit trail information. Either way the zero items do not appear on the outstanding statement so it shouldn't be a problem at all.

(SB to please add more)

==How to setup and operate the List of Materials Pending Delivery reports?==
[[Configuring_NEOSYS_Media_System#Pending_Materials|Refer here to set up the List of materials pending]]

There are two possible ways to get off from the list of pending list
===From the Materials file===

#Go to Menu > Media > Material > Materials File. To get the Material details on the screen enter the material code on the material number field.
#Material code can be seen on the List of material pending delivery on the Original Schedule Column.
#To get the material off from the pending list, enter the material code or enter anything in the material code field to indicate the delivery and save the file.

===From the Schedule===

#The material code can also be entered in the materials section on the bottom of the schedule file without going to the Material File.

'''NOTE:''' When Materials from one schedule are reused on other schedules, then, to avoid duplicate materials records being generated in the material file by the secondary schedule, the original schedule no and material letter should be entered in the secondary schedule's material section.

==How to change the currency on the cost line if wrongly entered?==
All the currency on the cost line is taken from the vehicle file.

Following are the steps to change the currency on the cost line if wrongly entered

Go to the vehicle file and change the currency you want to show on the cost line in the schedule and save the file.

Now go to the schedule and re-type the details in a new line and delete wrongly entered line.

==How to view a weekly summary of scheduled ads for a brand?==

Media schedules can consolidated and printed in the format of media plans by printing an empty dummy media plan (one with no lines). After creating such a empty dummy plan, printing it results in the plan printout being dynamically "reverse engineered" on the fly from whatever approved media schedules are currently in the system for the same brand and period as the empty plan.

The plan printout currency is always base currency currently regardless of whatever currency you put on the dummy plan.

'''Steps:'''

#Create an EMPTY plan for the desired period and brand that you want. (''Note'' - You only need do this once) [[file:createemtpyplan.jpg|center|frame|How to create empty plan]] 
#Go to Menu > Media > Plans > Plan File and click "Print/Send" [[file:menumediaplanplanprintout.jpg|center|frame|How to generate detailed summary report]] 
#Select Type: Weekly (Select time and details columns if you want them) [[file:createdetailedsummaryrpt.jpg|center|frame|How to generate detailed summary report]] 
#Click Print/Send

==How to display language, frequency and circulation for a vehicle ?==
Currently there are two ways for displaying this information:

#Using vehicle notes
#*Adding the information into the VEHICLE FILE NOTES field which it great if you use the same vehicle on many schedule lines. Notes at the bottom of the schedule work best in this scenario. Eg: A schedule with 20 lines but only 5 vehicles .. the information is best places as three lines of notes in the footing. Alternatively you can add the information at the vehicle name in abbreviated fashion. [[image:vehiclenotes.jpg]] 
#Using vehicle names
#*Adding the information to the name means that the information shows wherever the name shows which ends up pretty good eg on billing analysis report too. It allows any type of information to be shown without adding lots of custom columns which vary tremendously per media type, client and market. [[image:vehiclename.jpg]] 

Circulation is the number of paid subscribers that magazines and newspapers have. Broadcast media such as television and radio do not use the term circulation, instead they measure their audiences in terms of viewers and listeners.

==How to display artwork / creative / misc charges in a schedule to a client?==
Full service agencies generally tend to provide clients with a single media schedule outlining the media vehicles proposed along with artwork, creative, misc charges related to this specific campaign. Other NEOSYS clients would create a media schedule separately and issue a job estimate for the artwork charges. This article will explain how to incorporate the media vehicles and artwork/other charges in a single schedule printout for client approval.

===Method 1===
This method is suitable if we want to enter additional charges on a per ad basis.

Such charges can be entered in the "Other" charges column on the media schedule data entry screen. If there are multiple charges, these could be entered separated with a forward slash. You can also enter text to indicate the type of charge.

[[image:ProductionChargeinSch.jpg]]

===Method 2===
This method is applicable if we have multiple ads/vehicles and want to show additional charges as a single amount.

We use the following method:

#Create a dummy vehicle called ARTWORK with an internal (dummy) supplier
#Create a new line in the schedule using dummy artwork vehicle
#Select any date and assign 1 ad to it so that the number of ads is 1 for this vehicle [[image:artworkanydate.jpg]] 
#Enter gross unit cost in the bill column.
#*Do not enter anything in the cost column [[image:artworkvehicle.jpg]] 

A printout of the above schedule will look like as follows: [[image:artworkvehicleschdprint.jpg]] 

===Suppressing day and date of vehicle program from appearing on schedule printout and invoice===
If you do not wish to display the day and date on this schedule or on the invoice you can refer to the following procedure:

#In Schedule File
#*Leave the dates blank
#*Enter the Number of Ads directly [[image:leavedatesblankschedule.jpg]] 
#While printing the schedule
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Print/Send [[image:deselectcheckno.jpg]] 
#While generating the invoice
#*Select All Ads under Certified/All
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Create Invoice [[image:invoicechecknumber.jpg]] 

==Why can I not view the booking order for an ad which is moved to a different date?==
While moving an ad to a different date, we first remove the existing ad from the date on which is scheduled.

In this process, all information related to the ad is lost i.e. booking order no. /certificates / supplier invoice no. / invoice no. etc

This happens irrespective of whether the schedule is saved or not.

In a specific example below, we can notice this happening when we try to enter the supplier invoice number for an ad which has been moved.

===Example===

#We schedule an ad for the 25th of a May & Book it [[image:supp-1.jpg]] 
#We move the ad to 30th of May [[image:supp-2.jpg]] 
#We move it back to the 25th of May [[image:supp-3.jpg]] 
#While trying to enter the supplier invoice number for that ad, we now notice that although the Schedule file shows a booking order no. the Supplier invoice file does not reflect the same. [[image:supp-4.jpg]] 

==How to mark/flag special ads in NEOSYS?==

Flags can be used for a variety of purposes, for example to indicate which ads are subject to special deals with the client or supplier and get related reports. Such reports could aid in the calculation of volume rebates for example.

Available flags are currently SINGLE letters from A-Z without any specific meaning so as to provide maximum flexibility. You could standardise on using the flag "S" to indicate ads that form part of sponsorship deals for example.

If the schedule file has any tax code entered, then the flag "Z" is used when user does not want the cost tax to be shown in the Media Diary report.

Multiple flags can be entered per plan or schedule line and apply to all ads on that line. For example flags Q, B and C can be entered in any order as QBC or CBQ.

In future, financial journals may be generated depending on flags entered, for example invoices for ads subject to volume rebates could post a percentage to Provision for Rebate A/cs.

==How to certify ads?==

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 (eg X,12) below the Certificate/ Voucher no. to signify that the ad is certified.

'''''NOTE ''''' - in case of magazines and newspapers most agencies use the page number on which the ad has appeared.

[[image:certify.jpg]]

As we can see above in the image the letter 'x' is used as the certificate number. Certification can be done per ad and we also have the option of issuing the invoice directly after certifying the ad.

For more details on how to certify ads, refer to: [[Certificates/_Voucher_file#Certifying_Ads | Certifying Ads]]

==How to uncertify ads?==
To uncertify ads you need to select the certificate file:

#Goto Menu -> Media -> Certificates -> Certificate / Voucher File [[image:uncertify-1.jpg]] 
#Enter the schedule number
#*Select Yes for certified
#*Select search all [[image:uncertify-2.jpg]] 
#A list with all the certified ads on that schedule is displayed.
#*You can remove the details entered in field.
#*Select certify, this will uncertify the ad on the schedule. [[image:uncertify-3.jpg]] 

==Why are Certified Ads displayed as Uncertified in Media Progress Summary?==
====Causes====

*When an Ad is certified as Wrong Ad. For further information see [[Using NEOSYS Media System#Processing List of Wrong Ads | Processing List of Wrong Ads]].
*Numbers like '000000' or '0' are entered as Certificate/Voucher No.

In both the above cases the Ads are certified as Wrong and hence don't appear in the Media Progress Summary. This issue comes up only in media progress summary. In all other Media Diary Reports the Wrong Ads do not show up as uncertified Ads. [[image:Adwrong.jpg]] [[image:MPSum.jpg]] [[image:MediaDiary1.jpg]] 

==How to stop the Client Name from being displayed on the Booking Orders?==
NEOSYS can be configured, to NOT show the client name on the booking orders, as follows:

If the supplier is marked with "Show Client on Orders: YES" in the Supplier File then the client name will always be shown on the order.

Otherwise the client will be HIDDEN from orders if in the Client File for the client in question, any of the following is true. If none of the following is true, then the client name will show on the order.

*HIDDEN: if the client is marked as Sundry Client (ie one-off bookings where the actual one-off client name is entered in the Brand Name)
*HIDDEN: if the client is marked as "AGENCY"
*HIDDEN: if the client type is not marked "DIRECT" AND the main Media Configuration File says "Show Client Name on Orders: NO"

#The option to show Client Name on Orders should be set to "NO" in the Media Configuration File [[image:bo-client-no.jpg]] 
#The option to show Client Name on Orders should be set to "NO" in the supplier file [[image:bo-supp.jpg]] 
#The client should be marked as AGENCY in stead of direct in the Client & Brand File. [[image:bo-direct.jpg]] 

==How to handle "No Response from the database server in 600 seconds"?==

[[image:nr.jpg]]

If NEOSYS cannot generate the report within 10 minutes (600 seconds) then you will get an error message saying "No response in 600 seconds from the database server at ....."

In Media module, Media Diary reports that take more than 10 minutes can be sent to the user in the email body or as an email attachment. To receive reports in this way, choose Email Body or Email Attach under Report Delivery options.

At times, the report might be too huge that even if you select Email Attachment option, the user with get an email saying "Error in sendmail.js" instead of getting the report.
In this case, it is better to use the option Email Body because if report is too large, then user will get an email with a link that they can click on to get the report. Also see [http://techwiki.neosys.com/index.php/Troubleshooting_email_not_received#Check_the_size_of_the_mail_being_sent_to_client.27s_email_account this article for other reasons why email is not received]

[[image:eb.jpg]]

Refer to [http://userwiki.neosys.com/index.php/General_FAQ#Why_is_NEOSYS_taking_a_long_time_to_generate_a_report.3F Why is NEOSYS taking a long time to generate a report]

==Why is the Media Diary Report showing unexpected results?==
===Problem===
The Media Diary report is unreliable if it is generated while users are updating the system.

For example,

#Media diary gives wrong details for schedules that were not updated during the time the report was requested for.
#Media diary gives 3 different reports for the same options entered in a time frame of 30 to 60 minutes without running the command [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| CREATEADS] performed only by NEOSYS Support.

===Possible Cause===
This issue occurs because there were interrelated files that were being saved during the time the report was requested for.

While generating the media diary, NEOSYS searches for various combinations like:

*Vehicle & Date
*Brand & Date etc

When a user updates the system, various inter-related files are frozen and the data related to those files will not appear in the report.

===Solution===
While we are working on a fix for this issue in NEOSYS, a workaround to get reliable and accurate reports is to generate a report from the test dataset.
The test dataset is a copy of the live data from the previous day.
This report will not have real time data but will be more reliable as the chances of users updating the test dataset are very low.

If users insist that they want reports in real time then they should accept that the reports will be unreliable as NEOSYS cannot freeze many user windows for some users to take real time reports.

When more data is updated into the system then the old report needs to be discarded and new report needs to be generated.

Thus NEOSYS recommends that media diary reports should be generated when users are not updating the system.

For more information on Troubleshooting Media Diary reports see [[Troubleshooting_NEOSYS_Media_System#Details_missing_in_Media_Diary_or_Changes_in_Files_does_not_reflect_in_Media_Diary| Details Missing in Media Diary]]

==[http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Ads_are_missing_from_media_diary_reports_when_filtering_using_schedule_client_or_brand_although_ads_are_actually_present_in_the_schedule Why are Ads missing from media diary reports when filtering using schedule client or brand although ads are actually present in the schedule]==
==Why is the invoice/ booking order showing dates like April 2013 even though the schedule contains ads only for October 1 and 10?==
[[image:outdoormediainvoice.jpg|1200x450px]]

===Problem Explained===
The reason why the booking order / invoice is showing dates like April 2013 even though the schedule only contains ads for Oct 1, 2012 and Oct 10, 2012 is because NEOSYS is showing dates FROM – UPTO (see the dash?) as is a common requirement for Outdoor Media. This is caused because of entering data like “xxxxxx,999 xxxx” in the specification field for media type Outdoor.

[[image:outdoormediaschedule.jpg|1200x450px]]

===Solution===
Don’t put anything like “xxxxxx,999 xxxx” in the specification for media type “outdoor/out of home” unless you want to indicate a NUMBER OF DAYS OR NUMBER OF WEEKS, NUMBER OF MONTHS ETC

For example, use a dash instead of a comma … “xxxxxx - 999 xxxx”

[[image:outdoormediaproperschedule.jpg|1200x450px]]

[[image:outdoormediaproperinvoice.jpg|1200x450px]]

==Why is the Gross Amount field picking up the amount before the comma in the Specification field?==

Numeric specification in the ratecard is used as the gross unit rate for some rate card setups by clients. For example, "500, Sun-Thurs", which takes 500 as the Gross unit amount.

===Problem Explained===

The comma identifies the amount before it as the Gross unit amount so, entering text like "500,000 Impressions" will put 500 in the Gross Amount field.

[[image:SpecGros1.PNG]]

[[image:SpecGros2.PNG]]

===Solution===

Instead of a comma, put a space or single quote, so that it reads 500 000 or 500'000.

[[image:SpecGross.PNG]]

==Why is invoicing with tax per line blocked when schedule has document level Discount/Fee?==

===Problem===
If a schedule has fee/discount entered at the bottom and if you choose to show the "Tax" column when creating the invoice, the below error message will appear:

Tax cannot be shown in columns if any Discount% or Fee% is applied in the schedule footing to the total

[[File:Errormsg.png]]

Unfortunately, this is a NEOSYS limitation.

===Workaround===
The workaround is to record the Discount/Fee as a vehicle line.

Initial Setup:

Follow below steps:

1. Create a new media types file:

[[File:Media types.png]]

2. Create a new Supplier:

[[File:Supplier file2.png]]

3. Create a new Vehicle file:

[[File:Vehicle file2.png]]

4. To apply document level discount as a vehicle:

[[File:Discount vehicle line.png]]

Type 'NEGATIVE' in the Private Comments sections, otherwise you will not be able to enter a negative discount amount.

[[File:Private comment.png]]

5. Proceed with saving the schedule:

[[File:WARNING2.png]]

6. Enter any reason:

[[File:Reasoning.png]]

7. Invoice the schedule and click the 'Tax' Column on the "New Media Invoices" page:

[[File:Click on tax.png]]

Resulting Invoice:

[[File:Invoice print for discount on vehcile2.png]]

8. How to apply document level Fee as a vehicle?

[[File:Fee vehicle line.png.png]]

9. Tick the tax column as shown in previous section.

How it appears on Journals in the Finance module:

Journal entries for vehicle line fee:

[[File:Journal fee.png]]

Journal entries for vehicle line discount:

[[File:Journal discount2.png]]

===Possible issue with this workaround:===

There is an important difference between using a fee/discount vehicle and entering fee/discount at bottom of the schedule.

In a schedule that has multiple media types with different income and cost accounts, when you enter fee/discount at the bottom of the schedule, the fee/discount amount is distributed across all the income and cost accounts involved.

Whereas, if you enter the fee/discount as a new vehicle line, the fee/discount amount will reflect only in the income and cost accounts of that fee/discount vehicle.

So if the fee/discount MUST be distributed across all media types used in the schedule, then you must create separate fee/discount vehicles for each media type.

==Why is the total number of ads shown in schedule not matching with the ads with dates in schedule?==

[[image:noa_dates.jpg|1200x450px]]

This happens only when the user manually changes the No of Ads in the schedule. In such situations, while trying to save the schedule, the system prompts the user with the following warning message. The schedule can be saved only if the user saves the schedule despite the warning.

[[image:noa_save.jpg|1200x450px]]

Also while trying to invoice such a schedule, the system again prompts the user to correct the schedule date or skip checking numbers. Only if the user manually changes the option to Check Numbers:No, the invoice can be generated.

[[image:noa_invoicing.jpg|1200x450px]]

In the media diary of such schedules, every row represents one of the ads that have a date. However the total of Paid Ads Bill shows the total number of ads that have been paid for (this includes the ads without dates). Similarly, the total of Bill Amount shows the total bill paid by the client for ALL the ads in the schedule.

[[image:noa_mediadiary.jpg|1200x450px]]

==Why doesn't my NEOSYS schedule agree with my spreadsheet?==

Probably NEOSYS and your spreadsheet are using different rounding rules
for the calculation of Net Unit Price.

If your spreadsheet is calculating the Net Unit Price, for example from
Gross Unit Price less discount, and NOT ROUNDING IT to a whole number of
cents before using it in later calculations, then there will be
differences in some case because NEOSYS rounds any calculated Net Unit
Price, to cents by default, BEFORE using it in any further calculations.

Note that spreadsheets may be configured to DISPLAY only two decimal
places while secretly keeping fractional cents behind the scenes. This
means that just because you SEE two decimal places in your spreadsheet,
it doesnt mean that it is using only two decimal places for onward
calculations.

Neither way can be declared absolutely right or wrong. NEOSYS method has
the advantage that what you see is what you get, and can be checked with
a calculator.

{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
|-
|GROSS UNIT PRICE||LESS DISC%||UNROUNDED NET UNIT PRICE1||ROUNDED NET UNIT PRICE1||xQTY OF ADS||TOTAL AMOUNT1||TOTAL AMOUNT2||DIFFERENCE
|-
|30.00||7.25||27.825||27.83||10||278.25||278.30||0.05
|-
|}

===Solution 1 - Increase the number of decimals in NEOSYS===

This is the standard solution for digital media where unit prices can be
very small, or even measured in cents.

Enter the GROSS UNIT PRICE with more than two decimal places. eg 10.0000

NEOSYS will then calculate, display and use the Net Unit Price with the
same decimal places. ie with fractional instead of whole cents.

===Solution 2 - Use ROUND() function in Excel===

Change your Excel to match NEOSYS. Use the rounding function
ROUND(CELL,2) to ensure that the net unit price is rounded to a whole
number of cents before being multiplied by the number of ads.

===Solution 3 - Direct entry===

Omit all the other columns and enter the amount that you want directly
into the Net Unit Cost column. Put number of ads 1 ie package deal. Then
you can get whatever you want in the total amount column.

==Why are there discrepancies between Media Diary report and Billing analysis report?==
Media Diary is based on the date that the ad appeared whereas Billing Analysis is based on the financial period of the posting which is usually the date of the invoice.

Since invoices are usually raised in a different month from the date of appearance of the ad, Media Diary is rarely, if ever, in agreement with Billing Analysis.

Apart from the above, invoices might be left unposted or even deleted before being posted.

Also additional postings might be made to P&L billing accounts and therefore have analysis codes and appear in billings.

One possible way to reconcile the two might be to filter the media diary on invoice date. But an ad may have multiple invoices if it is credited or adjusted and these adjustments may be in different months.

Final story is that Media Diary gives you an accurate picture of actual advertising by month the ad appeared, whereas Billing analysis gives you an accurate picture of media billing by month of billing

==Why is there a discrepancy between total billing as per Media Diary report and total billings as per list of invoices?==

The total billing as per media diary may differ slightly from the total billing as per the list of invoices. This is due to unavoidable rounding differences because percentages calculated per invoice line logically will not always agree to the cent with percentages calculated per invoice totals.

==How do I get payment status details on media diary reports?==
The payment details columns are suppressed from the media diary reports by default but will show if you select one or more payment status filter options. If you select "All" then you get all ads (which is the same as if don’t make any selection), but you will get the payment details columns.

[[File:Mediadiarypaymentoption.jpg]]

==How to get Margin and Margin(base) in Media Diary export?==
Media Diary export to Excel/CSV includes columns Margin and Margin (Base) subject to authorisation, but only if you choose both Bill and Cost options for exporting. Note that the default option is to only export Bill information.

==What can go on a consolidated booking order?==
NEOSYS allows you put place many periods and many media (vehicles) on a single schedule. It does not however allow multiple brands on one schedule. Despite this, in order to facilitate monthly invoicing, it is common to enter a media schedule (plan) for a single brand for a single month for one or more media vehicles.

Therefore in some cases you might wish to combine more than one schedule into a single booking order.

===Common examples===

You could book many brands on one booking order. If a client has many brands then you might wish to book all at the same time.

You could book many media on one booking order. If a supplier has many media then you might wish to book all at the same time.

You could book many periods on one booking order.

Any combination of the above.

===Rare examples===

You could book many clients on one booking order. If the media is special or you have a group of clients that are associated and should be booked as a group.

You could book many suppliers on one booking order. It is hard to imagine where this would be useful.

You may also refer

[[Media_FAQ#How_do_I_issue_one_booking_order_for_a_vehicle_from_different_schedules_with_multiple_periods.3F|How do I issue one booking order for a vehicle from different schedules with multiple periods]]

[[Media_FAQ#How_do_I_issue_one_consolidated_booking_order_for_multiple_vehicles.3F|How do I issue one consolidated booking order for multiple vehicles?]]

==How do I upload a scanned copy of an ad that appeared to the Certificate File?==
While certifying each ad users can upload the scanned copy of the appeared ad using material option. These images can be later viewed in their respective schedules by selecting the image button.

(1) Click on the materials icon

(2) Browser for the scanned image

(3) Upload the image

[[image:cert1.jpg‎]]

==How to get Broadcast Orders/Play Lists?==

See Broadcast Order on the Schedules menu. This will come better once the proper tv bookings per break data entry is done.

==How do I enter Loading such that a portion of it is not shown to the client?==

"|" can be used as a separator for Loading details that need not be shown to the client.

In Media Schedules, when a Loading is entered containing "|", only the portion BEFORE the "|" is reflected in Schedule Printouts and Invoices.

However, the ENTIRE Loading details (BOTH before and after the "|") is reflected in Booking Orders.

Similarly, in Plans, Media Plans show only the portion BEFORE the "|". But Cost Plans will show ONLY the portion after the "|" (not BOTH).

[[File:Loading.jpg|1000px]]

==How to compare budgets per media type in billing analysis reports?==

Budgeting by media type can easily be done by creating a dummy vehicle per media type, entering the budget on that and then taking the billing analysis report by media type.

In the below example, a dummy vehicle called Newspaper Budget was created which is linked to the media type Newspapers. The budget meant for media type Newspapers was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per type shows budget vs actual figures for media type Newspapers.

[[File:Dummy vehicle.jpg |600px]]

[[File:Mt budgetfile.jpg |1200px]]

[[File:Billing analysis mt.jpg |1000px]]

==How to set budgets per client (instead of brand) to compare budgets in billing analysis reports?==

Budgeting by client (instead of brand) can be done by creating a dummy brand per client, entering the budget on that and then taking the billing analysis report by client.

In the below example, a dummy brand called Al Nabooda Budget was created under the client Al Nabooda Automobile. The budget meant for the client Al Nabooda Automobile was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per client shows budget vs actual figures for the client Al Nabooda Automobile.

[[File:Dummy brand.jpg |1000px]]

[[File:Budget file per client.jpg |1200px]]

[[File:Billing analysis per client.jpg |1000px]]

==How to enter a discount on total net as an amount and not percentage?==

In schedule files, discount on the total net bill amount is given by entering a discount % in the Agency Discount field.

Instead of percentage discount, users may want this discount to be shown as an amount.

A discount can be entered directly as a negative amount in the vehicle line following the below steps:

#Create a vehicle file "DISC" (Discounts).
#Use this vehicle in the schedule and enter a negative amount under one of the columns (e.g. Disc/Load/Others) in the vehicle line.
#Enter the word "NEGATIVE" somewhere in the schedule, as mentioned in [[Media_FAQ#How_do_I_save_a_schedule_file_with_negative_net_unit_amount_in_a_vehicle_line.3F|Saving a schedule file with negative net unit amount]] .

==How to enter general discount for all the clients for a Vehicle?==

A general discount can be set for all the Clients in the Vehicle rate card file under Client specific rates. Keep the client code field blank and enter the discount. This discount rate will automatically appear for all the Clients for this vehicle. In case there is already an entry with a specific client code, then for that client the discount entered against its code will be picked and for every other client discount in the blank line will be picked up.

[[File:Vr file.jpg]]

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_to_restrict_users_from_seeing_media_billing_information|How to hide media billing information from certain departments?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisations_for_a_client_with_separate_planning.2C_booking_and_invoicing_teams_who_bill_at_cost|How to set up authorisations for a client with separate planning, booking and invoicing teams who bill at cost?]]==

==Accessing large reports via emails in NEOSYS==
When getting reports delivered by email, if the report size is more than 10Mb then, instead of the report being embedded in or attached to the email, the email will contain a web browser link to the file instead of the file itself. This gets around restrictions on email size commonly imposed by email servers. This applies to reports which are either embedded within the email body or attached files. NOTE: The link is only valid for one hour after the email is sent so users must download the report before then.

Media FAQ

2025-12-12T06:41:23Z

Arvind:

==How do I get subtotals on a Media Diary?==
In order to get subtotals at least one or more options in the Order field has to be selected.

[[image:Mediadiaryfaq.jpg]]

==How to show cost tax amount in Media Diary?==

Please read [[Using_NEOSYS_Media_System#Report_on_Cost_VAT_Tax | Report on Cost VAT Tax]].

==What is a despatch status?==
Despatch status can be the fax number, address, e-mail, date, representative name, etc or any other information regarding the despatch of a booking order or invoice generated from NEOSYS.

===Where can I view the despatch status of the booking orders?===
The despatch status can be viewed in the ‘despatch record’ column when generating a list of the booking orders.

[[image:Viewingdespatchstatus.jpg]]

===How can I enter or update the despatch status of existing booking orders?===
You can enter the order despatch status in the New Despatch Status field when reprinting the old order from Media > Booking Orders > Old Orders

[[image:Updatedespatchorder.jpg]]

==Invoices==

===Where can I view the despatch date of existing invoices?===
The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.

[[image:Despatchdatestatement.jpg]]

===How can I enter or update the despatch date of existing invoices?===

You can enter/update the order despatch status in the New Despatch Status field when reprinting the old Media Invoices

[[File:Old med inv.jpg]]

===How do I save an invoice proforma in NEOSYS?===
When generating an invoice, select Save Proforma on the invoice formatting page.

[[image:Mediainvoiceproforma.jpg]]

===Where can I view saved invoice proformas?===
To view saved invoice proformas go to Media > Invoices > Old Invoices/ Proformas and enter the proformas invoice number in the Invoice No. field.

[[image:Invoiceproformas.jpg]]

===How do I add or amend client order number when reprinting invoices?===
To do this, go to Media > Invoices > Old Invoices/ Proformas to view the Old Media Invoices page as shown in [[Media_FAQ#Where_can_I_view_saved_invoice_proformas.3F|"Where can I view saved invoice proformas"]]. Enter the invoice number in the Invoice No. field and the new client order number in the Client Order No. field, then click Reprint.

This can be useful when the order number is not known at the time of invoicing e.g when invoicing early or when the client changes their mind. It saves having to manually amend the invoice text before submission to the client.

The client order number on the schedule is also updated, but only if it is both present and matches the order number being amended on the invoice. This is to avoid confusion in the rare case when issuing multiple invoices with different client order numbers from the same schedule.

===How do I cancel/credit note an invoice?===
New Method:

#Click invoice on the schedule file.
#Click Credit note option.
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the credit note in journals created.

OLD Method:
To cancel an Invoice in media you need to:

#Remove the ad dates from the date grid in schedule file.
#Click the INVOICE button at the top of the dates column (you will be asked to update the version number (say no) and save the schedule (say yes)
#In the invoice creation screen don’t chose any options (except maybe enter the invoice date) and click "Proforma"
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the invoice journals created.

===How to invoice a specific range of ads in a schedule spanning over many months?===

In order to do this, certify the ads in the date range you want to invoice and then, invoice using the option "Certified Ads Only".

#Navigate to certification screen by clicking the 'Certify' button in the schedule file or Menu > Media > Certificates > Certificate/Voucher File.
#Enter the Date Range and Schedule No and click 'Update All' button.
#Enter [[Media_Types_File#Certification | Certification No]] and click OK. A popup will inform you of how many ads were certified.
#Return to the schedule file, click 'Invoice' button and under the option title "Certified/All" choose the option "Certified ads only" and invoice.

===How to do partial invoicing in a schedule?===
Summary of the procedure for 50% partial invoicing:

#After the schedule has been booked, add "-50%" under the "Other" column for all vehicle lines.
#Invoice the schedule (this gives you the first 50% invoice)
#Remove "-50%" from all vehicle lines
#Invoice the schedule again (this will give you the remaining 50% invoice)

This can get tedious in case of schedules with too many lines, but you will save time using the keyboard shortcuts mentioned in the detailed steps below.

#In the first vehicle line, under "Other" column enter -50% (don't press enter or any key yet)
#Press the keyboard down arrow key
#Press keyboard "n" key when you get the popup "Do you want the changes to be rebooked?"
#Press keyboard shortcut Alt + y (to copy the -50% from previous line)
#Repeat steps 2, 3, 4 till all lines have -50% under "Other"
#Issue invoice (this gives you the first 50% invoice)
#Click the first vehicle's "-50%"
#Press keyboard "Del" key and then down arrow key. Repeat this till no lines have -50% under "Other"
#Issue invoice again (this will give you the remaining 50% invoice)

==How do I cancel a booking order?==
To cancel an issued booking order you can remove the appearance dates from the Dates calendar in the media schedule and click on Book to generate a media booking cancellation for the ads that have been removed from the Dates calendar.

[[image:Bookingordercancel.jpg]]

==How do I suppress free ads on the booking order?==
On the New booking order page you can select the Suppress Free option in order to not show the free ads on the booking order.

[[image:Suppressfreeads.jpg]]

It may be possible that for some reason the number of ads that you have charged the client for are more than the number of ads you actually booked with the vehicle supplier. NEOSYS allows you to enter this information in the system.

For eg, you bill the client for 500 radio spots and place an order for only 400 actually. Now the agency can enter the number of ads as 500 in the schedule, 100 of which can be selected as 'free to agency' ads. If you do not want these 'free to agency' ads to show in the booking order you can select Suppress free ads when generating the order to prevent them from showing.

==How to do free ads for digital media?==
To enter Free Ads, we can put the Ads on a separate line and type a word like "FREE" in the discount column so that the net unit price of that line is zero, as follows:

[[image:Free_Ads_Digital_Media.jpg]]

==How do I assess the value of free ads?==
The Net amount for free ads is zero and same appears in all media diary reports. The gross amount also appears as blank because the gross columns in the media diary report are for paid ads where gross price is the unit price multiplied by the total number of ads. The ads with net unit price zero are considered free ads and not paid, so gross price for them appears as blank in the gross bill/cost columns. Hence it becomes difficult to assess the value of free ads, as gross is blank and net value is zero.

Use the following reports to evaluate free ads:

*In Media Diary reports, look for Gross cost/bill in the Net Free cost/bill columns.
*"Summary of Paid and Free Ads" report shows the gross bill for the free ads in schedules.

==[http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#How_do_I_issue_a_credit_note_for_part_of_a_schedule.3F How do I issue a credit note for specific ads?]==

==[[Schedule_file#Version_section|What is a version?]]==

==How can I view historical changes made to a database record?==
Each time a database record in NEOSYS is updated or modified; the system creates a new version of it and saves the record creating a trail of all previously edited versions linked to the most updated one. Whenever a database record is opened for viewing, the user will get a complete list of history of edits done on the record along with a link to each version. This will help the user to pull out historic edits on any single record.

==How to split large schedules?==

There could be scenarios where the schedule created is too large to save or too big to be handled by NEOSYS. This could be because there are too many spots across too many dates or the vehicle used does not support bulk ads. To address such issues schedules can be split into smaller schedules. To do so

#Copy the schedule in question to a new schedule.
#In the new schedule, remove the past ads that are already booked and invoiced in the older schedule. Only retain ads for future dates and save the schedule.
#In the old schedule, remove future ads that are now present in the newly copied schedule and save the schedule.

==How do I get subtotals on a schedule/plan printout?==
In order for the subtotals to appear on the printout the schedule/plan lines have to be separated by a blank line.

[[image:Subtotalsprintout.jpg]]

The schedule printout will appear as:

[[image:Subtotalsprintout2.jpg]]

The invoice printout will appear as:

[[image:Subtotalsprintout3.jpg]]

==How do I insert new rows in the schedule?==
Schedule lines can be added or removed conveniently by clicking on the '+' and '-' icons respectively. You can also do so by clicking on the Vehicle code field and press 'ctrl+n' (to add a line above the selected field) or the 'down arrow' key (to add a line below the selected field). When inserting a schedule row NEOSYS gives us various options.

[[image:Mediascheduleinsertline.jpg]]

==How to achieve negative net unit amount in a vehicle line?==
NEOSYS does not allow you to enter a negative amount directly in the Gross Unit Amount field.

[[File:Negative amt.png|frameless|223x223px]]

There are multiple ways to get a negative net unit amount in the vehicle line, which depend on how you want Finance accounts to record these amounts and Media/Finance reports to display them. Some examples are:

*Enter '0AED' Gross amount and '-100AED' in any field, for example 'Discount' or 'Other'.
*Enter '50AED' Gross amount and '-200%' in any field, for example 'Discount' (This adds a positive balance to Gross Unit Amt total in Media Diary, which you may not prefer).
*Enter '0AED' Gross amount and '50' in 'Loading' and '-200%' in 'Discount' field.

===How do I save a schedule file with negative net unit amount in a vehicle line?===

When you try to save a schedule file with negative net unit amount in any vehicle line, you will face the below error message:

NET UNIT AMOUNT CANNOT BE NEGATIVE, WITHOUT COMMENT

This message is deliberately vague and not a plain statement because entering negative amounts will cause variety of issues such as negative income, negative figures in some billing analysis reports and possibly even breaking VAT regulations over reporting of discounts.

Also, the total number of ads for the client in use will increase along with Media diary report displaying negative figures.

However, as long as the Finance team is aware of these possible issues, NEOSYS allows users to enter a negative Net Amount in the vehicle line, IF the word "NEGATIVE" is entered somewhere in the schedule. You can sneak it into any field in the schedule file, such as Private comments, so it doesn't show to the client.

We recommend doing this in TEST database first, to check how the Media and Finance reports display the ads and their amounts.

==How to restrict the days on which ads can be placed==

There are four ways to restrict this. In order of precedence,

#Days field. (Values: Numbers 1-7) See Market file to check what number correlates to which day of the week.
#Program/Position field. (Keywords: FRIDAY/ friday/ FRI/ fri) For single day use "Mon", ranges use "Mon-Wed", ranges & single day use "Mon-Wed Sat")
#Specification field. (Keywords: Same as point 2)
#Vehicle file (Refer [[Vehicle_File#Day_of_Week|Day of week]])

[[File:Adrestrict.png]]

==How do I issue one booking order for a vehicle from different schedules with multiple periods?==
Once the multiple period schedule numbers are entered in the Schedule Code/No field by inserting extra lines select the vehicle you wish to book (will show automatically if only one vehicle in the schedule) and select the One combined order option. This would generate one single order for all the schedules even if they belong to separate periods.

[[image:Multiperiodbooking.jpg]]

==How do I issue separate booking orders for each vehicle in a schedule?==
As the schedule number appears on the Schedule Code/No field the system will ask you which vehicles you wish to book considering the schedule has multiple vehicles. The system would generate an independent booking order for each of the vehicle.

NOTE - even if one or more vehicles have the same supplier there will be a separate booking order for each vehicle.

[[image:Massbooking.jpg]]

==How do I issue one consolidated booking order for multiple vehicles?==
You may need to send out one consolidated booking order comprising multiple schedules, vehicle and suppliers to an associate agency. Once you have entered the multiple schedule numbers and selected the required vehicle/vehicles select the One combined order option, this option would issue one consolidated booking order for all the vehicles.

[[image:Consolidateorder.jpg]]

==How do I issue Amendment Booking order for a consolidated/combined booking order with multiple vehicles?==
For issuing amendment booking order for a consolidated/combined booking order, all vehicle lines of all schedules which are a part of the consolidated/combined booking order need to be amended. Follow the steps below:

#For schedules that do not require any change, enter a dot on the vehicle line (which appeared in the combined booking order), eg. in the "Loading" field and save the schedule. Then remove the dot and resave the schedule. A message to rebook this line will appear, to which you MUST select Yes.
#For the schedule's vehicle line where an actual change is required, make the amendment and then select the "Book" button.
#Add all the schedules and the vehicle code in new booking page, select the "One combined order" option and select any Amendment Order Style as per requirement.
#Ensure that you check the Preview/Draft before clicking Book.

==How do I book one media vehicle through different suppliers?==
It is not uncommon and perfectly normal to book a particular media/vehicle through different suppliers.

In NEOSYS you have to create a new vehicle file record with a different vehicle code but with similar details and linked to the alternative supplier.

By using the correct vehicle code for any particular schedule and booking, all the various operational and management reports can distinguish between the two operations.

If you wish to merge the two vehicles on management reports then mark the second and subsequent media vehicle records "analyse as" field to be the original vehicle code.

To get billing analysis both by supplier and in total for the vehicle, ensure that the vehicle name is spelt and punctuated ABSOLUTELY IDENTICAL on all Vehicle File records for the same vehicle on all suppliers.

If you order the report simply by vehicle, the reporting program will merge the billings into one line where the names are identical. If you want to see the billings of the vehicle per supplier use order 1. by vehicle 2. by supplier.

==How to modify / add terms to Media Booking order?==
To amend or to add the standard notes/terms at the bottom of booking orders, go to Media --> Files --> Media Type File

The booking order notes are different for each media type - Magazines, Radio etc. so you must select the type of media that you want to change and do them all one by one.

Click Open and select a media type.

Enter the desire booking notes. There may be separate sections for English and other languages so you should consider changing the language in all sections. Each language sections starts something like %SPANISH% etc.

Click Save

[[image:Media type file.jpg]]

==What tax % is used when using the "Add Standard Tax" on the booking order creation?==

The system first checks the "Invoice tax code" field in the Media Configuration File for the rate%. Otherwise if no tax code is entered then the system uses first tax code in the Tax Rate File.

The system does not use the tax/VAT code from the schedule, because that is the tax/VAT rate to the client which could, at least in principle, be zero or something else, and be different from the tax/VAT rate charged by the supplier to us.

==How do I create a Transmission Certificate/Airing Certificate?==
There are two ways.

#For all ads on one schedule, you can print the schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]
#To filter certified ads by more specific criteria, select the Certified filter in the media diary, including the other filters you require. Remember to re-title the media diary report however you like eg “Transmission Certificate”. [[File:MediaDiaryTransCertFilter.jpg]]

==How are ads certified automatically?==

See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data Automatic certification by importing Ad monitoring data]

==How do I enter multilevel clients and brands in the Client and Brand File?==

To see how multilevel clients can be entered, refer [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F|How do I classify clients based on industry or parent company?]]

Multilevel brands are represented by indenting the brand names. The number of spaces in indenting signifies the level of a particular brand. Enter the brands in the Client and Brand File as shown in the example below.

In this example Level 1 brands are Mondelez International and Nestle. Notice the red highlight which indicates that Level 2 brand names Kraft, Cadbury, Wonka and L'oreal are indented by 1 space and the Level 3 brands like Capri Sun, Twirl, Nerds etc. are indented by 2 spaces.

[[File:Sub-brands.jpg]]

While searching for brands under the client, the list will show multilevel brands as shown below:

[[File:Brandsselect.jpg]]

==How do I stop a specific brand within Client and Brand file?==
You can stop usage of brands on documents by putting the tag <STOP> in the brand name under the client and brand file:

[[Image:Brands.jpg]]

After doing so,user will get the following message if he selects this brand:

[[Image:Stop error.jpg]]

==How do I use different client names for media and for billing purposes?==

A standard issue faced by all agencies is that sometimes they have to act as a third-party between another agency (A) and that agency's client (C), i.e. they receive instructions from and have to bill A for ads that belong to C. Here the booking order will show client name C and invoice will be issued to Agency A.

To do this, in the Client and Brand file for agency "A", put "C" at the beginning of the brand name with a colon between "C" and the brand name. So name of the brand will be "C:brandname". Then the booking order will display client name as "C" and the invoice will be issued to "A".

In the example shown below, the agency acts as a third-party agency by billing "XYZ Agency" for ads that belong to the final client "KIA". To do this, in the "XYZ Agency" Client and Brand file, brand "CERA" is created with name "KIA:Cerato", where KIA is the client that owns the brand "Cerato". So when brand "CERA" is used in a schedule, when issuing a Booking Order it shows the final client "KIA" instead of "XYZ Agency". But when issuing an invoice, it will be issued to the agency "XYZ Agency" as shown below.

[[Image:CandB File.jpg]]

[[Image:Booking Order.jpg]]

[[Image:Invoice.jpg]]

==What is the numeric value that is accepted in week plan ?==
Please enter number of ads by week separated by slashes (e.g. "1/2//4" mean 1 ad in the 1st week, 2 in the 2nd and 4 in the 4th week. For weeks that cross two months, put something like "2+3" to indicate ads per month)

[[Image:weekplan1.jpg]]
[[Image:weekplan.jpg]]

==How do I handle "Allow Over Plan" error?==
'''Error:'''
“Cannot save “REF###” because:
YTD Planned Amount Exceeded (XXX)”
If authorized, you may check the “Allow Over Plan” checkbox in the schedule heading”

'''Explanation:'''

This happens when the planned amount (in the media plan file) for the brand and client is lesser than the scheduled amount, i.e. the schedule is in excess of the plan for that period.

'''Solution:'''

This is just a warning and you can avoid this message by clicking on allow over budget next to the company code section above.

==How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?==
After invoicing a schedule, if you change any cost information (leaving the bill information intact) and issue a cost invoice (to create the relevant journal entries), the system will also issue a 0 (zero) invoice to the client.

These zero invoices cannot be avoided and help to track any audit trail information. Either way the zero items do not appear on the outstanding statement so it shouldn't be a problem at all.

(SB to please add more)

==How to setup and operate the List of Materials Pending Delivery reports?==
[[Configuring_NEOSYS_Media_System#Pending_Materials|Refer here to set up the List of materials pending]]

There are two possible ways to get off from the list of pending list
===From the Materials file===

#Go to Menu > Media > Material > Materials File. To get the Material details on the screen enter the material code on the material number field.
#Material code can be seen on the List of material pending delivery on the Original Schedule Column.
#To get the material off from the pending list, enter the material code or enter anything in the material code field to indicate the delivery and save the file.

===From the Schedule===

#The material code can also be entered in the materials section on the bottom of the schedule file without going to the Material File.

'''NOTE:''' When Materials from one schedule are reused on other schedules, then, to avoid duplicate materials records being generated in the material file by the secondary schedule, the original schedule no and material letter should be entered in the secondary schedule's material section.

==How to change the currency on the cost line if wrongly entered?==
All the currency on the cost line is taken from the vehicle file.

Following are the steps to change the currency on the cost line if wrongly entered

Go to the vehicle file and change the currency you want to show on the cost line in the schedule and save the file.

Now go to the schedule and re-type the details in a new line and delete wrongly entered line.

==How to view a weekly summary of scheduled ads for a brand?==

Media schedules can consolidated and printed in the format of media plans by printing an empty dummy media plan (one with no lines). After creating such a empty dummy plan, printing it results in the plan printout being dynamically "reverse engineered" on the fly from whatever approved media schedules are currently in the system for the same brand and period as the empty plan.

The plan printout currency is always base currency currently regardless of whatever currency you put on the dummy plan.

'''Steps:'''

#Create an EMPTY plan for the desired period and brand that you want. (''Note'' - You only need do this once) [[file:createemtpyplan.jpg|center|frame|How to create empty plan]] 
#Go to Menu > Media > Plans > Plan File and click "Print/Send" [[file:menumediaplanplanprintout.jpg|center|frame|How to generate detailed summary report]] 
#Select Type: Weekly (Select time and details columns if you want them) [[file:createdetailedsummaryrpt.jpg|center|frame|How to generate detailed summary report]] 
#Click Print/Send

==How to display language, frequency and circulation for a vehicle ?==
Currently there are two ways for displaying this information:

#Using vehicle notes
#*Adding the information into the VEHICLE FILE NOTES field which it great if you use the same vehicle on many schedule lines. Notes at the bottom of the schedule work best in this scenario. Eg: A schedule with 20 lines but only 5 vehicles .. the information is best places as three lines of notes in the footing. Alternatively you can add the information at the vehicle name in abbreviated fashion. [[image:vehiclenotes.jpg]] 
#Using vehicle names
#*Adding the information to the name means that the information shows wherever the name shows which ends up pretty good eg on billing analysis report too. It allows any type of information to be shown without adding lots of custom columns which vary tremendously per media type, client and market. [[image:vehiclename.jpg]] 

Circulation is the number of paid subscribers that magazines and newspapers have. Broadcast media such as television and radio do not use the term circulation, instead they measure their audiences in terms of viewers and listeners.

==How to display artwork / creative / misc charges in a schedule to a client?==
Full service agencies generally tend to provide clients with a single media schedule outlining the media vehicles proposed along with artwork, creative, misc charges related to this specific campaign. Other NEOSYS clients would create a media schedule separately and issue a job estimate for the artwork charges. This article will explain how to incorporate the media vehicles and artwork/other charges in a single schedule printout for client approval.

===Method 1===
This method is suitable if we want to enter additional charges on a per ad basis.

Such charges can be entered in the "Other" charges column on the media schedule data entry screen. If there are multiple charges, these could be entered separated with a forward slash. You can also enter text to indicate the type of charge.

[[image:ProductionChargeinSch.jpg]]

===Method 2===
This method is applicable if we have multiple ads/vehicles and want to show additional charges as a single amount.

We use the following method:

#Create a dummy vehicle called ARTWORK with an internal (dummy) supplier
#Create a new line in the schedule using dummy artwork vehicle
#Select any date and assign 1 ad to it so that the number of ads is 1 for this vehicle [[image:artworkanydate.jpg]] 
#Enter gross unit cost in the bill column.
#*Do not enter anything in the cost column [[image:artworkvehicle.jpg]] 

A printout of the above schedule will look like as follows: [[image:artworkvehicleschdprint.jpg]] 

===Suppressing day and date of vehicle program from appearing on schedule printout and invoice===
If you do not wish to display the day and date on this schedule or on the invoice you can refer to the following procedure:

#In Schedule File
#*Leave the dates blank
#*Enter the Number of Ads directly [[image:leavedatesblankschedule.jpg]] 
#While printing the schedule
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Print/Send [[image:deselectcheckno.jpg]] 
#While generating the invoice
#*Select All Ads under Certified/All
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Create Invoice [[image:invoicechecknumber.jpg]] 

==Why can I not view the booking order for an ad which is moved to a different date?==
While moving an ad to a different date, we first remove the existing ad from the date on which is scheduled.

In this process, all information related to the ad is lost i.e. booking order no. /certificates / supplier invoice no. / invoice no. etc

This happens irrespective of whether the schedule is saved or not.

In a specific example below, we can notice this happening when we try to enter the supplier invoice number for an ad which has been moved.

===Example===

#We schedule an ad for the 25th of a May & Book it [[image:supp-1.jpg]] 
#We move the ad to 30th of May [[image:supp-2.jpg]] 
#We move it back to the 25th of May [[image:supp-3.jpg]] 
#While trying to enter the supplier invoice number for that ad, we now notice that although the Schedule file shows a booking order no. the Supplier invoice file does not reflect the same. [[image:supp-4.jpg]] 

==How to mark/flag special ads in NEOSYS?==

Flags can be used for a variety of purposes, for example to indicate which ads are subject to special deals with the client or supplier and get related reports. Such reports could aid in the calculation of volume rebates for example.

Available flags are currently SINGLE letters from A-Z without any specific meaning so as to provide maximum flexibility. You could standardise on using the flag "S" to indicate ads that form part of sponsorship deals for example.

If the schedule file has any tax code entered, then the flag "Z" is used when user does not want the cost tax to be shown in the Media Diary report.

Multiple flags can be entered per plan or schedule line and apply to all ads on that line. For example flags Q, B and C can be entered in any order as QBC or CBQ.

In future, financial journals may be generated depending on flags entered, for example invoices for ads subject to volume rebates could post a percentage to Provision for Rebate A/cs.

==How to certify ads?==

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 (eg X,12) below the Certificate/ Voucher no. to signify that the ad is certified.

'''''NOTE ''''' - in case of magazines and newspapers most agencies use the page number on which the ad has appeared.

[[image:certify.jpg]]

As we can see above in the image the letter 'x' is used as the certificate number. Certification can be done per ad and we also have the option of issuing the invoice directly after certifying the ad.

For more details on how to certify ads, refer to: [[Certificates/_Voucher_file#Certifying_Ads | Certifying Ads]]

==How to uncertify ads?==
To uncertify ads you need to select the certificate file:

#Goto Menu -> Media -> Certificates -> Certificate / Voucher File [[image:uncertify-1.jpg]] 
#Enter the schedule number
#*Select Yes for certified
#*Select search all [[image:uncertify-2.jpg]] 
#A list with all the certified ads on that schedule is displayed.
#*You can remove the details entered in field.
#*Select certify, this will uncertify the ad on the schedule. [[image:uncertify-3.jpg]] 

==Why are Certified Ads displayed as Uncertified in Media Progress Summary?==
====Causes====

*When an Ad is certified as Wrong Ad. For further information see [[Using NEOSYS Media System#Processing List of Wrong Ads | Processing List of Wrong Ads]].
*Numbers like '000000' or '0' are entered as Certificate/Voucher No.

In both the above cases the Ads are certified as Wrong and hence don't appear in the Media Progress Summary. This issue comes up only in media progress summary. In all other Media Diary Reports the Wrong Ads do not show up as uncertified Ads. [[image:Adwrong.jpg]] [[image:MPSum.jpg]] [[image:MediaDiary1.jpg]] 

==How to stop the Client Name from being displayed on the Booking Orders?==
NEOSYS can be configured, to NOT show the client name on the booking orders, as follows:

If the supplier is marked with "Show Client on Orders: YES" in the Supplier File then the client name will always be shown on the order.

Otherwise the client will be HIDDEN from orders if in the Client File for the client in question, any of the following is true. If none of the following is true, then the client name will show on the order.

*HIDDEN: if the client is marked as Sundry Client (ie one-off bookings where the actual one-off client name is entered in the Brand Name)
*HIDDEN: if the client is marked as "AGENCY"
*HIDDEN: if the client type is not marked "DIRECT" AND the main Media Configuration File says "Show Client Name on Orders: NO"

#The option to show Client Name on Orders should be set to "NO" in the Media Configuration File [[image:bo-client-no.jpg]] 
#The option to show Client Name on Orders should be set to "NO" in the supplier file [[image:bo-supp.jpg]] 
#The client should be marked as AGENCY in stead of direct in the Client & Brand File. [[image:bo-direct.jpg]] 

==How to handle "No Response from the database server in 600 seconds"?==

[[image:nr.jpg]]

If NEOSYS cannot generate the report within 10 minutes (600 seconds) then you will get an error message saying "No response in 600 seconds from the database server at ....."

In Media module, Media Diary reports that take more than 10 minutes can be sent to the user in the email body or as an email attachment. To receive reports in this way, choose Email Body or Email Attach under Report Delivery options.

At times, the report might be too huge that even if you select Email Attachment option, the user with get an email saying "Error in sendmail.js" instead of getting the report.
In this case, it is better to use the option Email Body because if report is too large, then user will get an email with a link that they can click on to get the report. Also see [http://techwiki.neosys.com/index.php/Troubleshooting_email_not_received#Check_the_size_of_the_mail_being_sent_to_client.27s_email_account this article for other reasons why email is not received]

[[image:eb.jpg]]

Refer to [http://userwiki.neosys.com/index.php/General_FAQ#Why_is_NEOSYS_taking_a_long_time_to_generate_a_report.3F Why is NEOSYS taking a long time to generate a report]

==Why is the Media Diary Report showing unexpected results?==
===Problem===
The Media Diary report is unreliable if it is generated while users are updating the system.

For example,

#Media diary gives wrong details for schedules that were not updated during the time the report was requested for.
#Media diary gives 3 different reports for the same options entered in a time frame of 30 to 60 minutes without running the command [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| CREATEADS] performed only by NEOSYS Support.

===Possible Cause===
This issue occurs because there were interrelated files that were being saved during the time the report was requested for.

While generating the media diary, NEOSYS searches for various combinations like:

*Vehicle & Date
*Brand & Date etc

When a user updates the system, various inter-related files are frozen and the data related to those files will not appear in the report.

===Solution===
While we are working on a fix for this issue in NEOSYS, a workaround to get reliable and accurate reports is to generate a report from the test dataset.
The test dataset is a copy of the live data from the previous day.
This report will not have real time data but will be more reliable as the chances of users updating the test dataset are very low.

If users insist that they want reports in real time then they should accept that the reports will be unreliable as NEOSYS cannot freeze many user windows for some users to take real time reports.

When more data is updated into the system then the old report needs to be discarded and new report needs to be generated.

Thus NEOSYS recommends that media diary reports should be generated when users are not updating the system.

For more information on Troubleshooting Media Diary reports see [[Troubleshooting_NEOSYS_Media_System#Details_missing_in_Media_Diary_or_Changes_in_Files_does_not_reflect_in_Media_Diary| Details Missing in Media Diary]]

==[http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Ads_are_missing_from_media_diary_reports_when_filtering_using_schedule_client_or_brand_although_ads_are_actually_present_in_the_schedule Why are Ads missing from media diary reports when filtering using schedule client or brand although ads are actually present in the schedule]==
==Why is the invoice/ booking order showing dates like April 2013 even though the schedule contains ads only for October 1 and 10?==
[[image:outdoormediainvoice.jpg|1200x450px]]

===Problem Explained===
The reason why the booking order / invoice is showing dates like April 2013 even though the schedule only contains ads for Oct 1, 2012 and Oct 10, 2012 is because NEOSYS is showing dates FROM – UPTO (see the dash?) as is a common requirement for Outdoor Media. This is caused because of entering data like “xxxxxx,999 xxxx” in the specification field for media type Outdoor.

[[image:outdoormediaschedule.jpg|1200x450px]]

===Solution===
Don’t put anything like “xxxxxx,999 xxxx” in the specification for media type “outdoor/out of home” unless you want to indicate a NUMBER OF DAYS OR NUMBER OF WEEKS, NUMBER OF MONTHS ETC

For example, use a dash instead of a comma … “xxxxxx - 999 xxxx”

[[image:outdoormediaproperschedule.jpg|1200x450px]]

[[image:outdoormediaproperinvoice.jpg|1200x450px]]

==Why is the Gross Amount field picking up the amount before the comma in the Specification field?==

Numeric specification in the ratecard is used as the gross unit rate for some rate card setups by clients. For example, "500, Sun-Thurs", which takes 500 as the Gross unit amount.

===Problem Explained===

The comma identifies the amount before it as the Gross unit amount so, entering text like "500,000 Impressions" will put 500 in the Gross Amount field.

[[image:SpecGros1.PNG]]

[[image:SpecGros2.PNG]]

===Solution===

Instead of a comma, put a space or single quote, so that it reads 500 000 or 500'000.

[[image:SpecGross.PNG]]

==Why is the total number of ads shown in schedule not matching with the ads with dates in schedule?==

[[image:noa_dates.jpg|1200x450px]]

This happens only when the user manually changes the No of Ads in the schedule. In such situations, while trying to save the schedule, the system prompts the user with the following warning message. The schedule can be saved only if the user saves the schedule despite the warning.

[[image:noa_save.jpg|1200x450px]]

Also while trying to invoice such a schedule, the system again prompts the user to correct the schedule date or skip checking numbers. Only if the user manually changes the option to Check Numbers:No, the invoice can be generated.

[[image:noa_invoicing.jpg|1200x450px]]

In the media diary of such schedules, every row represents one of the ads that have a date. However the total of Paid Ads Bill shows the total number of ads that have been paid for (this includes the ads without dates). Similarly, the total of Bill Amount shows the total bill paid by the client for ALL the ads in the schedule.

[[image:noa_mediadiary.jpg|1200x450px]]

==Why doesn't my NEOSYS schedule agree with my spreadsheet?==

Probably NEOSYS and your spreadsheet are using different rounding rules
for the calculation of Net Unit Price.

If your spreadsheet is calculating the Net Unit Price, for example from
Gross Unit Price less discount, and NOT ROUNDING IT to a whole number of
cents before using it in later calculations, then there will be
differences in some case because NEOSYS rounds any calculated Net Unit
Price, to cents by default, BEFORE using it in any further calculations.

Note that spreadsheets may be configured to DISPLAY only two decimal
places while secretly keeping fractional cents behind the scenes. This
means that just because you SEE two decimal places in your spreadsheet,
it doesnt mean that it is using only two decimal places for onward
calculations.

Neither way can be declared absolutely right or wrong. NEOSYS method has
the advantage that what you see is what you get, and can be checked with
a calculator.

{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
|-
|GROSS UNIT PRICE||LESS DISC%||UNROUNDED NET UNIT PRICE1||ROUNDED NET UNIT PRICE1||xQTY OF ADS||TOTAL AMOUNT1||TOTAL AMOUNT2||DIFFERENCE
|-
|30.00||7.25||27.825||27.83||10||278.25||278.30||0.05
|-
|}

===Solution 1 - Increase the number of decimals in NEOSYS===

This is the standard solution for digital media where unit prices can be
very small, or even measured in cents.

Enter the GROSS UNIT PRICE with more than two decimal places. eg 10.0000

NEOSYS will then calculate, display and use the Net Unit Price with the
same decimal places. ie with fractional instead of whole cents.

===Solution 2 - Use ROUND() function in Excel===

Change your Excel to match NEOSYS. Use the rounding function
ROUND(CELL,2) to ensure that the net unit price is rounded to a whole
number of cents before being multiplied by the number of ads.

===Solution 3 - Direct entry===

Omit all the other columns and enter the amount that you want directly
into the Net Unit Cost column. Put number of ads 1 ie package deal. Then
you can get whatever you want in the total amount column.

==Why are there discrepancies between Media Diary report and Billing analysis report?==
Media Diary is based on the date that the ad appeared whereas Billing Analysis is based on the financial period of the posting which is usually the date of the invoice.

Since invoices are usually raised in a different month from the date of appearance of the ad, Media Diary is rarely, if ever, in agreement with Billing Analysis.

Apart from the above, invoices might be left unposted or even deleted before being posted.

Also additional postings might be made to P&L billing accounts and therefore have analysis codes and appear in billings.

One possible way to reconcile the two might be to filter the media diary on invoice date. But an ad may have multiple invoices if it is credited or adjusted and these adjustments may be in different months.

Final story is that Media Diary gives you an accurate picture of actual advertising by month the ad appeared, whereas Billing analysis gives you an accurate picture of media billing by month of billing

==Why is there a discrepancy between total billing as per Media Diary report and total billings as per list of invoices?==

The total billing as per media diary may differ slightly from the total billing as per the list of invoices. This is due to unavoidable rounding differences because percentages calculated per invoice line logically will not always agree to the cent with percentages calculated per invoice totals.

==How do I get payment status details on media diary reports?==
The payment details columns are suppressed from the media diary reports by default but will show if you select one or more payment status filter options. If you select "All" then you get all ads (which is the same as if don’t make any selection), but you will get the payment details columns.

[[File:Mediadiarypaymentoption.jpg]]

==How to get Margin and Margin(base) in Media Diary export?==
Media Diary export to Excel/CSV includes columns Margin and Margin (Base) subject to authorisation, but only if you choose both Bill and Cost options for exporting. Note that the default option is to only export Bill information.

==What can go on a consolidated booking order?==
NEOSYS allows you put place many periods and many media (vehicles) on a single schedule. It does not however allow multiple brands on one schedule. Despite this, in order to facilitate monthly invoicing, it is common to enter a media schedule (plan) for a single brand for a single month for one or more media vehicles.

Therefore in some cases you might wish to combine more than one schedule into a single booking order.

===Common examples===

You could book many brands on one booking order. If a client has many brands then you might wish to book all at the same time.

You could book many media on one booking order. If a supplier has many media then you might wish to book all at the same time.

You could book many periods on one booking order.

Any combination of the above.

===Rare examples===

You could book many clients on one booking order. If the media is special or you have a group of clients that are associated and should be booked as a group.

You could book many suppliers on one booking order. It is hard to imagine where this would be useful.

You may also refer

[[Media_FAQ#How_do_I_issue_one_booking_order_for_a_vehicle_from_different_schedules_with_multiple_periods.3F|How do I issue one booking order for a vehicle from different schedules with multiple periods]]

[[Media_FAQ#How_do_I_issue_one_consolidated_booking_order_for_multiple_vehicles.3F|How do I issue one consolidated booking order for multiple vehicles?]]

==How do I upload a scanned copy of an ad that appeared to the Certificate File?==
While certifying each ad users can upload the scanned copy of the appeared ad using material option. These images can be later viewed in their respective schedules by selecting the image button.

(1) Click on the materials icon

(2) Browser for the scanned image

(3) Upload the image

[[image:cert1.jpg‎]]

==How to get Broadcast Orders/Play Lists?==

See Broadcast Order on the Schedules menu. This will come better once the proper tv bookings per break data entry is done.

==How do I enter Loading such that a portion of it is not shown to the client?==

"|" can be used as a separator for Loading details that need not be shown to the client.

In Media Schedules, when a Loading is entered containing "|", only the portion BEFORE the "|" is reflected in Schedule Printouts and Invoices.

However, the ENTIRE Loading details (BOTH before and after the "|") is reflected in Booking Orders.

Similarly, in Plans, Media Plans show only the portion BEFORE the "|". But Cost Plans will show ONLY the portion after the "|" (not BOTH).

[[File:Loading.jpg|1000px]]

==How to compare budgets per media type in billing analysis reports?==

Budgeting by media type can easily be done by creating a dummy vehicle per media type, entering the budget on that and then taking the billing analysis report by media type.

In the below example, a dummy vehicle called Newspaper Budget was created which is linked to the media type Newspapers. The budget meant for media type Newspapers was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per type shows budget vs actual figures for media type Newspapers.

[[File:Dummy vehicle.jpg |600px]]

[[File:Mt budgetfile.jpg |1200px]]

[[File:Billing analysis mt.jpg |1000px]]

==How to set budgets per client (instead of brand) to compare budgets in billing analysis reports?==

Budgeting by client (instead of brand) can be done by creating a dummy brand per client, entering the budget on that and then taking the billing analysis report by client.

In the below example, a dummy brand called Al Nabooda Budget was created under the client Al Nabooda Automobile. The budget meant for the client Al Nabooda Automobile was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per client shows budget vs actual figures for the client Al Nabooda Automobile.

[[File:Dummy brand.jpg |1000px]]

[[File:Budget file per client.jpg |1200px]]

[[File:Billing analysis per client.jpg |1000px]]

==How to enter a discount on total net as an amount and not percentage?==

In schedule files, discount on the total net bill amount is given by entering a discount % in the Agency Discount field.

Instead of percentage discount, users may want this discount to be shown as an amount.

A discount can be entered directly as a negative amount in the vehicle line following the below steps:

#Create a vehicle file "DISC" (Discounts).
#Use this vehicle in the schedule and enter a negative amount under one of the columns (e.g. Disc/Load/Others) in the vehicle line.
#Enter the word "NEGATIVE" somewhere in the schedule, as mentioned in [[Media_FAQ#How_do_I_save_a_schedule_file_with_negative_net_unit_amount_in_a_vehicle_line.3F|Saving a schedule file with negative net unit amount]] .

==How to enter general discount for all the clients for a Vehicle?==

A general discount can be set for all the Clients in the Vehicle rate card file under Client specific rates. Keep the client code field blank and enter the discount. This discount rate will automatically appear for all the Clients for this vehicle. In case there is already an entry with a specific client code, then for that client the discount entered against its code will be picked and for every other client discount in the blank line will be picked up.

[[File:Vr file.jpg]]

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_to_restrict_users_from_seeing_media_billing_information|How to hide media billing information from certain departments?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisations_for_a_client_with_separate_planning.2C_booking_and_invoicing_teams_who_bill_at_cost|How to set up authorisations for a client with separate planning, booking and invoicing teams who bill at cost?]]==

==Accessing large reports via emails in NEOSYS==
When getting reports delivered by email, if the report size is more than 10Mb then, instead of the report being embedded in or attached to the email, the email will contain a web browser link to the file instead of the file itself. This gets around restrictions on email size commonly imposed by email servers. This applies to reports which are either embedded within the email body or attached files. NOTE: The link is only valid for one hour after the email is sent so users must download the report before then.

== Why is invoicing with tax per line blocked when schedule has document level Discount/Fee? ==

Unfortunately this is a NEOSYS limitation. The work around is to record the Discount/Fee as a vehicle line.

Error: Tax cannot be shown in columns if any Discount% or Fee% is applied in the schedule footing to the total schedule
[[File:Errormsg.png|left]]

Please follow below steps:

=== Initial Setup ===
1. Create a new media types file:

[[File:Media types.png|689x689px]]

2. Create a new Supplier:

[[File:Supplier file2.png]]

3. Create a new Vehicle file:

[[File:Vehicle file2.png]]

=== How to apply document level discount as a vehicle? ===
[[File:Discount vehicle line.png|824x824px]]

Make sure to type 'NEGATIVE' in the Private Comments sections, otherwise you will not be able to enter a negative discount amount.

[[File:Private comment.png|414x414px]]

Proceed for saving the schedule:

[[File:WARNING2.png|341x341px]]

The reason could be anything, but for this example we are choosing the following:

[[File:Reasoning.png|575x575px]]

Tick the 'Tax' Column:

[[File:Heading for click on tax.png|755x755px]]

[[File:Click on tax.png]]

Resulting Invoice:

[[File:Invoice print for discount on vehcile2.png|698x698px]]

=== How to apply document level Fee as a vehicle? ===
[[File:Fee vehicle line.png.png|856x856px]]

Tick the tax column as shown in the screenshot above.

Resulting Invoice:

[[File:Invoiced fee vehicleline.png.png|697x697px]]

=== How it appears on Journals in the Finance module ===
The discount/fee amount is posted to the 'Other Media Income' A/c instead, whereas when using the usual document level discount/fee the amount is applied to each

vehicle's media income account. (see last screenshot for comparison)

Fee case:

[[File:Journal fee.png|972x972px]]

Discount case:

[[File:Journal discount2.png|978x978px]]

Compared with the journals created if usual document level discount field used:

[[File:Discount document level journal.png|983x983px]]

===Possible issue with this workaround===
There is an important difference between using a fee/discount vehicle and entering fee/discount at bottom of the schedule.

In a schedule that has multiple media types with different income and cost accounts, when you enter fee/discount at the bottom of the schedule, the fee/discount amount is distributed across all the income and cost accounts involved.

Whereas, if you enter the fee/discount as a new vehicle line, the fee/discount amount will reflect only in the income and cost accounts of that fee/discount vehicle.

So if the fee/discount MUST be distributed across all media types used in the schedule, then you must create separate fee/discount vehicles for each media type.

Finance FAQ

2025-09-03T10:29:28Z

Arvind: /* Why can I not adjust the balance of one account only? */

==How do I allocate open item amounts in NEOSYS?==

===While entering a journal===
While entering a journal entry in the ALLOC VCHS Column hit F7 Key and it will pop-up list of allocatable items. Allocate the amount with the correct voucher no. and amount and click on OK.

===By Vouchers Allocation file===
Once the journal is posted without allocation, you can only allocate from the Voucher Allocation Screen.

Go to Menu > Finance > Vouchers > Voucher Allocation. Enter the account number or hit the F7 key on the Selected Account(s) field and select the relevant account from the particular subsidiary chart. Click OK and the Voucher Allocation page will show.

If the account selected is a DEBITS outstanding type account (i.e. Trade Debtors), then all the allocable/unallocated CREDIT items (i.e. Receipts, Credit Notes etc.) will show up. Click on any item you wish to allocate Debit items against. After you click you will get a list of all DEBIT allocable/unallocated items which you can now select to be allocated against the CREDIT item you earlier selected.

In case you have a selected a CREDITS outstanding type account (i.e. Trade Creditors), then the opposite happens i.e. DEBIT items show first (Payments, Debit Notes etc) and if you click on any of these items you can allocate them against CREDIT outstanding items.

For accounts that have neither CREDIT or DEBIT type selected, the CREDIT items show first.

===Why can I not see ALL allocable items in the Allocation screen?===
Open item accounts with a lot of transactions might face this issue. The allocation screen cannot handle an unlimited number of entries so it shows the oldest first and omits the newest.

==How do I deallocate already allocated vouchers?==

#Go to Menu > Finance > Vouchers > Vouchers file/Deallocation. [[image:voucherfile-deallocation.jpg]] 
#Select the Journal type and enter the voucher number. [[image:voucherfile.jpg]] As you enter the voucher number system will show the all the vouchers allocated on the bottom right to that voucher. 
#Click on the Deallocation button. [[image:voucherfile-deallocate.jpg]] 
#Select the Vouchers you want to deallocate and click OK.
#As you click OK system will reconfirm your move by giving a pop up "Ok to deallocate now?" click on OK. [[image:voucherconf.jpg]] 
#You will see an another pop up "Deallocation Completed" [[image:voucherOKconf.jpg]] 

==How do I enter supplier invoices for non media / non job items?==

In due course of business you might need to purchase items which are not media nor job related.

The only way to enter this is:

#Go to Menu > Finance > Journals > Journal Entry / Query.
#Select JOURNAL (JOU) type and enter the relevant purchase entry here.

==How do I enter supplier credit notes for non media / non job items?==

The only way to enter this is:

#Go to Menu > Finance > Journals > Journal Entry / Query.
#Select JOURNAL (JOU) type and enter the reversal / credit note entry (exact reversal of the supplier invoice you entered initially with the particular amount).

==How do I cancel an already issued/posted Payment/Receipt?==

There is no way to delete any journal in NEOSYS, especially the Payment Voucher, to maintain record for auditors.

If you need to cancel an already posted Payment/Receipt voucher:

#Deallocate any items which you allocated at the time of entering the voucher. (This frees up the Payment/Receipt voucher to be allocated against a reversal entry and also frees up the allocated item (Supplier/Client Invoice) to be allocated against another voucher)
#Do a reversal entry of exactly the same Payment/Receipt voucher and allocated the same to the actual entry. Thereafter you can enter the new Payment/Receipt.

==What happens if I post the same supplier invoice twice?==

NEOSYS allows the same supplier invoice to be posted in two different ledgers.

However, a warning message (shown below) is displayed, when you try to enter a purchase invoice number which is already existing in the same supplier a/c.

[[image:duplicatepostingwarning.jpg]]

==Can I allocate to unposted vouchers?==

NEOSYS allows allocation to UNPOSTED vouchers (e.g. receipts to unposted invoices) but you can only save the batch (or receipts) as unposted until the unposted vouchers (invoices) have actually been posted.

While you are allocating you can see which vouchers are unposted because there is a * in the reference number. There is no way to avoid showing unposted vouchers at the moment.

==Can I allocate vouchers within a batch?==

Yes, you can allocate a voucher to another voucher which are in the same batch. In order to do so, post the batch and use the Voucher Allocation screen to allocate to the correct voucher.
For example an Invoice and a Credit Note can be in the same batch and they can be allocated to each other after posting, via the Voucher Allocation screen.

==Can I view a voucher file before the batch is posted?==

Yes, you can view voucher files by saving a journal batch as unposted/unposted without validation, then clicking on the link in the Voucher column.

This will open the voucher that the system wants to generate. The actual voucher number will not be generated until the batch is posted.

If a journal batch cannot be saved due to an error, then you can save the batch by choosing "Save as Unposted Batch WITHOUT VALIDATION" option, then view the voucher file and possibly find the cause of the error.

==How do I sort the Journal Audit Report according to Invoice Number?==

The journal audit report is ordered as per the date and time of posting as per audit rules. Hence It cannot be sorted on any other fields.

If a simple list of invoices is required then please use the list of invoices from the media or job invoice menus. (See [[List of Invoices]])

==How do I amend / repost journal entries?==

Posted entries cannot be modified except by NEOSYS under certain circumstances.

NEOSYS has a policy not to do corrections to postings except in special circumstances.

#Corrections to opening balances and opening items since those are a once off issue.
#Amendments requested by top management for exceptional adjustment of accounts that cannot be handled in any other way
#Vouchers are missing from posted batches. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Voucher_number_missing_from_posted_batches Missing vouchers in posted batches]

General errors in postings such as the financial period, account number and amounts must be corrected by reversal and correct journals.

The repercussions of granting permission to edit/repost journals would be as follows:

#NEOSYS Financial Module can no longer be trusted if postings are subject to modification
#It is not common practice to do such manipulations
#It can lead to possible errors in numbers
#Staff can become complacent and careless while posting entries and frequently ask for this permission

So, restricting users from editing/reposting journal entries promotes a more healthy and vigilant working environment where users verify each journal entry before posting it which effectively leads to good accounting practices.

The NEOSYS software for reposting journals appears to but does NOT work for posting which have already been allocated. It creates cross check balance errors in the open item accounts. To avoid this, any allocations can be de-allocated ESPECIALLY when the account number is being changed or the amount is being reduced or the currency changed.

The following information can be changed by authorised users even after posting. In the Voucher File and therefore on the detail ledger
account/statement: Date, Due Date, Despatch Date, Reference, Details, Analysis Code and allocation. See [[Finance_FAQ#What_can_I_change_on_the_finance_vouchers_even_after_posting.3F|What can I change in the finance voucher after posting?]]. Unfortunately the journal printout is unchanged by any amendments and remains as it was entered.

==How do I print all accounts in one trial balance?==

To print all accounts in a single trial balance you must print the General Ledger (GL) and select SHOW ALL SUBLEDGERS option. You can also make use of the SHORT VERSION option.

[[image:gl-printout.jpg]]

==How do I issue Debit/Credit Note in Finance?==

In Journal Setup, enter Voucher Description as "Debit/Credit Note" and select voucher style from the drop-down menu as "Debit/Credit Note". The "/" entered in the Voucher Description is used to give two alternate names for the same heading depending on whether the main account is debited or credited.

[[File:Journal setup.jpg|1000px]]

For example, for a voucher entered for this journal type, when the main account is DEBITED, when you click on the Print/Send button, the document generated will say "DEBIT NOTE".

[[File:Debit note.jpg|1000px]]

Similarly, when the main account is CREDITED, when you click on the Print/Send button, the document generated will say "CREDIT NOTE".

[[File:Credit note.jpg|1000px]]

The same trick is used for "Invoice/Credit Note", ie, simply enter Voucher Description as "Invoice/Credit Note" and select voucher style from the drop-down menu as "Debit/Credit Note". Depending on whether the main account is debited or credited, the Journal Print document will show either "Invoice" or "Credit Note" as the heading.

== How is revaluation handled in NEOSYS? ==
When a voucher is allocated, NEOSYS automatically checks if there is a difference in base amounts and records the exchange difference by either creating/posting a revaluation voucher or amending one of the vouchers to record the exchange gain/loss.

=== When does NEOSYS automatically create and post a revaluation voucher? ===
A Revaluation voucher is created when a user allocates two posted vouchers using the 'Voucher Allocation' feature.

=== When does NEOSYS amend the latest voucher to record the exchange gain/loss? ===
Vouchers are amended when a user allocates one or many posted vouchers to a unposted journal within the 'Journals' screen.

=== Which period will the revaluation voucher be posted into? ===
The RV voucher is posted into the same period as the allocation period. There are three options in Voucher Allocation page to set the allocation period.

* 'Current period' - The allocation and RV voucher will use the current calendar period.
* 'Use Settings from above' - The allocation and RV voucher will use the latest period from the range of periods set in the Settings. For example, if range is 1/2020 - 12/2020, the RV voucher and allocation will use 12/2020.
* 'Backdated as far as possible' - The latest voucher period out of the two vouchers will be used by the RV voucher. However, if that period is closed, then use next open period. For example, if a JOU batch is posted in 1/2020 and the corresponding REC in 2/2020, then the allocation period used will be 2/2020. If the periods have been closed till 3/2020 in Finance, then the RV voucher would be posted into the next open period, 4/2020.

==What is the “RV” allocation without a voucher number that shows in the Voucher File?==

An allocation stating RV without any voucher number is caused by a revaluation process on open item accounts.

Revaluation of open item accounts is performed by calculating the base adjustment on each outstanding foreign currency item and posting ONE RV voucher PER ACCOUNT for the total. The RV voucher is allocated to the individual vouchers but unusually the voucher number does not show. The system was initially designed this way in order to avoid a potentially very long list of allocations on RV vouchers.

The lack of voucher number makes it hard to verify the allocation is correct, however you can trust that it is correct if the usual chain of checks and balances provided by the principle of the double entry proves the whole system is ok.

It is planned to change NEOSYS to show RV voucher numbers in all cases.

==Why does voucher allocation show nothing to allocate when there are debits and credits on the account?==

In some abnormal circumstances there may be items outstanding on an account which have base amount outstanding but no currency amount outstanding. NEOSYS allocation procedure works only on outstanding currency amounts so these items cannot be allocated.

Solution: Run the revaluation program. Its job is to amend the outstanding base amount to agree with the outstanding currency amount at the prevailing exchange rate. Since the outstanding currency amount is zero, it will amend the outstanding base amount to be zero also.

==Why is a revaluation journal posted in the prior year when I allocated some vouchers in the prior year?==

It doesn't matter what time and date is on the clock when the allocation is done since you could be be working on 2017 accounts in 2018 and this is normal practice of course.

It matters what SETTINGS and options you choose when doing the allocation.

The allocation is done in a certain period, and any revaluation journal required and generated due to that allocation, is generated in the same period.

Note that the allocation/revaluation period cannot be up to the closed period in the Company File, so allocated vouchers in a closed year will be allocated/revalued in the first open period - or the open period that you select.

==Which accounts can be revalued?==

Revaluation is only performed on foreign currency tangible assets and liabilities accounts, which are subject to changing exchange rates and have a value and therefore can be revalued.

Tangible assets and liability accounts represent real value such as debtors, creditors and bank accounts.

Whereas P&L accounts are merely totals of historical movements, they do not represent any asset or liability that has a value and therefore cannot be revalued.

==Why is closing account missing for some Profit & Loss accounts?==

Retained Earnings account is the "closing account" of all the P&L accounts. This is a real account in the master chart of accounts.

If the closing A/C code is mentioned in the closing A/C field then all accounts under that ledger will automatically take the closing A/C detail even if the closing A/C code is not explicitly mentioned in each account.

[[Image:PLclosingaccount.jpg]]

==What can I change on the finance vouchers even after posting?==

Finance users can amend various fields in Voucher File after the entry is posted. On saving the changes Amended will appear on the voucher file.

Following fields can be amended: - Reference, Date, Due Date, Despatch Date, Details, Deallocate and Analysis Code.

[[File:amend.jpg]]

==How do I stop users from posting journal entries to an Account in Finance?==

Adding "(Stop)" on an account line in Chart of Accounts stops users from posting journal entries to the stopped account. If users wish to post journal entries to a stopped account remove "(Stop)" from the account line in Chart of Accounts.
Users can take ledger printout for stopped accounts.

[[File:StopCofA.jpg]]

==How does NEOSYS handle base and real currency balances?==

The easiest way to understand NEOSYS is to imagine that it keeps completely separate double entry accounting systems for each currency and consolidates them on the fly to produce reports and ledgers for all currencies consolidated. It is easy to use NEOSYS menu settings to print reports and ledgers for individual currencies - ignoring all other currencies, or for all currencies consolidated - which is the default.

Every NEOSYS journal line has a currency code and amount. Each journal line also has (in parallel to the currency code and amount) the base currency equivalent amount of the currency amount. The base currency equivalent amount can be considered to be our best "valuation" of the currency amount when expressed in terms of the currency of our base currency.

In most cases the operator only has to enter the currency code and amount and the NEOSYS system uses its internal semi-static exchange rate files to determine the base currency equivalent amount or "value". In some cases however, for example, if there is no standard semi-static internal exchange rate for a currency, the operator is required to enter the base currency equivalent amount/value.

NEOSYS keep the base currency balance separate per currency and consolidates them on the fly to produce consolidated reports for "all currencies converted to base currency".

NEOSYS treats journals in the currency of the base currency as just another currency and not as some special currency. For example, if the base currency happens to be USD then NEOSYS can tell you a) the balances of each currency converted to USD separately b) the balance of all currencies converted to USD c) the balance of real USD excluding all other currencies. This is particularly useful when the base currency is not the main operational currency of the system.

==Why does NEOSYS Exchange Gains/Loss account not agree exactly with my auditor's parallel system?==

If a client finds that the Exchange Gain/Loss account balances as per another parallel system is not in agreement with NEOSYS then they must sit and reconcile the two and notify NEOSYS support of anything that they discover is wrong in NEOSYS so that can fix it - otherwise we remain confident in NEOSYS without proof to the contrary.

In general:

#Locate the incorrect transactions: Take a ledger account of the Exchange Gain/Loss account in order to locate the incorrect transaction. Open the voucher that made this entry and look at all the base conversions on that voucher. If the exchange rate used was wrong, that could be the reason for the discrepancy.
#Try running the NEOSYS revaluation program on the journals menu. This will ensure that the NOMINAL base currency balance in all accounts is in exact agreement with the REAL currency balance in those accounts
#Rounding rules can be different in different systems so that may account for 1 or 2 cent differences per transaction and this can can add up to greater differences in total.

==What do I do if I am not happy with the balance of an account?==

The balance of any account is, under all circumstances, simply the arithmetic total of the journal lines posted to it, therefore self evidently, if you are not happy with the balance of an account, you must use one of the options on the NEOSYS JOURNAL MENU to post additional journal lines until the total of the journal lines for the desired account gives the balance that you desire for the account. There is no way to amend the balance of an account other than using one of the NEOSYS JOURNAL MENU options to post additional journals.

==Why can I not adjust the balance of one account only?==
In order to understand why this is not allowed you need to know the fundamental and unbreakable rule of double entry accounting

THE ARITHMETIC TOTAL OF THE BALANCES OF ALL ACCOUNTS MUST AT ALL TIMES BE EQUAL TO ZERO

In NEOSYS, the rule of double entry accounting is applied separately per currency. Therefore the total of base currency must equal zero at all times and the total of each individual currency must be zero at all times.

Given the above rule, adjusting the balance of one account alone is not allowed because it would break the rule ... because (obviously) it would result in the arithmetic total of all account balances no longer being zero.

The effect of the rule is that you cannot ever adjust the balance of one account without simultaneously making an equal and opposite adjustment in some other account or accounts.

==What if I cannot determine any account to make an opposite adjustment into?==

The opposite account is often some kind of a "write off" or "exchange gain/loss" account but it could be to any account depending on the case. Think long and hard about it and if you are still not clear then you must consult an accountant to help you determine which account to use.

Note that for NEOSYS revaluation journals the "exchange gain/loss" account, defined in the Company File, is used automatically as the opposite adjustment account.

==How to correct wrong currencies present in NEOSYS reconciliation reports==

NEOSYS reconciliation is strictly per currency amounts posted and does not provide any base currency reporting therefore any false currency balances (eg USD posted into an EUR bank account) must be corrected by journal.

==Why is VAT column not appearing in journal entry page though it has been set up in Journal Setup?==

It is necessary to put Tax Reg. No . on the Company File in order to get the VAT column in the journal entry page.

==Why do VAT amounts stay in originating company accounts?==

The VAT amount, in an intercompany posting, will remain in the originating company account and only the NET amount will be posted to the other company.

This ensures that when you print/export the journals for one company, the total of the VAT column agrees with the VAT report for that company, this helps make auditing easier.

Also if you issue an invoice for company X then even if, for example, you post the income of that invoice to another company, the VAT on the invoice still has to be shown under the company of the invoice.

==How do I get a break down of the WIP/ACCRUAL?==

If you want a break-down of a control account you look in the subsidiary ledger. (This is the whole point of having a subsidiary ledgers in the first place)

If the subsidiary ledger happens to be open item ledger like client/supplier/wip/accrual then you can use the NEOSYS AGED BALANCE REPORT which can show you the breakdown either per account or per open item/translation

[[image:agedbalrpt.jpg]]

==Why am I unable to find/print journal batches created using Recurring Journals?==
Journal batches created using Recurring Journals Table do not have a period in the batch heading because multiple periods may be posted in the same batch. For such batches, only the period of the first voucher in that batch (in the case of recurring journals this is the earliest period in the batch) will be shown in any journal batch lookup.

In order to lookup or print such batches you need to enter the earliest period in that batch in the period filter. This holds true for any kind of batch lookup or printing like Journal Audit/Export, List of Unposted Journals etc.

For example, the heading of Journal Audit/Export print shows batch number and the period as blank (highlighted in the below screenshot) for a journal batch created using Recurring Journals Table.

[[image:recurring.jpg]]

The batch shown above contains an entry for period 2/2016. But if 2/2016 is entered in the period filter in Journal Audit/Export, this will give an error message "No journals found." as shown below. This is because there is currently no Recurring Journal batch whose earliest period is 2/2016. The earliest period of the batch shown above, i.e. 1/2016 must be entered in the period filter.

[[image:recurring2.jpg]]

==How to do depreciation using Recurring Journals==

Recurring Journal entries can be used to post depreciation periodically.

As shown in the example below, Start date can be set as the beginning of a month. Details field will carry the description of the Asset. Frequency and Number of Instalments can be set as per company policy. Depending on the Total amount and Number of Instalments NEOSYS automatically calculates the Instalment and Remainder amounts.

Debit the Depreciation Account (PL ledger) and credit the Accumulated Depreciation Account (Fixed Assets Ledger).

On posting the Recurring journal other field details (Date Last Posted and Amount Posted to Date) appear automatically.

Before Posting

[[image:dep.jpg]]

After Posting

[[image:dep2.jpg]]

==Why is ledger printout truncating account name from voucher details field==

If the account name is mentioned in the details column of the voucher, the system will automatically drop the account name from the details column while taking the account's ledger printout. This is done because there is no need to show the same account name over and over on all rows of the report when the account name is already mentioned in the report heading.

Client & Brand File

2025-08-13T12:29:22Z

Arvind: /* Type */

[[image:Client&brandfile.png|800px]]

===Client Details===

====Client Code====

Enter existing client code or create a new one by entering a new client code in this field.

{{Codes}}

====Client Name====
Client Name as you want it to appear on all documents and reports.

If the client record is linked to an account in the finance module the client name on the invoice appears as the name of the account to which it is linked.

====Stopped====
{{Stop(reason)}}

====Address====
The client address as as you want it to appear on all documents issued to the client.

==== Invoice To ====
Open linked address file. If nothing linked yet, then will create a new Address file with the same code as the Client code.

====Market Code====
Enter the code of the market to which the client belongs.

This applies to all the brands under the client.

====Executive====
Enter the name of the person handling the client account.

The Executive field in the media schedule automatically shows this name when the client is selected. This executive name will also apply to all the brands in the client record provided the executive field in the brands line is vacant.

Executives that have been inactive for some time (default one year) are suppressed from popups when creating new documents. When searching or reporting however, since you may be searching or reporting on old transactions, inactive executives are still shown on popups but are clearly separated from active executives and the date they were last active is shown.

====Client Group 1 and 2====
Client Group fields present in the Client and Brand file are used to classify clients according to industry, organsisation size and/or parent company etc.

See [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F | How to classify clients based on industry or parent company]]

====Type====

#''Direct'' Display the name of the brand as well as the client on booking orders.
#''Agency'' Display the name of the advertised brand on the booking orders.

Many agencies book ads with a vehicle supplier through another media agency or an MBU (media buying unit).

Let's assume Agency1 makes a booking with a supplier through Agency2. In this case Agency1 serves as a client to Agency2. It is possible that when Agency2 issues a booking order to a supplier, it does not want Agency1's name to appear on the order. NEOSYS allows Agency2 to choose whether or not they want the client name (Agency1) to appear on the booking orders.

==== Language ====
Option to choose specific language for a client. This will reflect on all documents related to this client.

===Client Accounting===
====Client A/c No.====
In the finance module, enter the account code of the client as in the trade debtors chart of accounts to record client's financial transactions.

The clients name on the invoice appears as the name of the account to which it is linked.

If not linked to any account the client name on the invoice appears as entered in the client and brand record.

====Sundry Client====
Timesheet details are required when the client is marked as a SUNDRY client. Which means that the NEOSYS “client” isn’t a real client but a generic “bag” for lots of one-off or petty clients who we do not wish to open full client records for. On such a “client” record, the brands can be clients or the client name must be entered on all transactions for this “client”.

This option must be UNCHECKED for all real clients.

====Invoice Currency====
Default invoice currency for the client.

The Currency field in the media schedule is updated automatically with the currency entered here when the concerned client/brand is selected.

====Show exchange rates====
This option applies exclusively to Media module invoices and does not affect Job module invoices.

Choose this option to display the exchange rates between vehicle currencies and the bill currency on media invoices.

The exchange rates are displayed under the invoice amount in words.

By default this exchange rate is not displayed.

==== Billing group ====
You can group billings of different clients using this option.

Consider, client 'A' uses client a/c 'X'. If you enter 'A' in the billing group of client 'B', then they use the same a/c 'X'.

==== Show disc/charges as ====
Select 'As entered' if you wish to change the default option of showing disc/charges as amounts.

==== Digital invoice (Electronically Stamped invoices) ====
Some clients may require electronically stamped invoices that do not require the default signature field at the bottom of documents like invoices.

To use this option, you must make sure the 'Stamp' field in the Company file has been configured with a stamp image and footer text (shown below).

[[image:Companystamp.png.png]]

Once this option is selected, any documents generated for this client will print the stamp and footer at the bottom of invoices and ignore any default invoice footers configured in the Media/Jobs configuration file.

====Exchange rates====

Define exchange rates between the client's default invoice currency and possible suppliers (i.e vehicle) booking currencies.

====Terms of Payment====
Enter the terms of payment for the client which reflects on the invoice.

Example: This Invoice will be considered correct unless notice of exception is received by us within 15 days.

If this field is vacant the invoice will show the Terms of payment as entered on the company record in the Company file.
See [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying Payment Terms on Invoices]]

====Payment Instructions====
Enter the payment instructions for the client to follow.

For eg.
Account name - xxxx
Account no. - xxxx
Bank name - xxxx

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment instructions]]

====Income Sharing====

Explanation for[[Using_NEOSYS_Media_System#Income_Sharing | Income Sharing]]

Enter company income should be shared with when using this client.
Enter the % used on the Fee amount on the Media Vehicle bill line.
TODO: Other client pending explanation

====Alias codes====

See [[Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F| What are alias codes]]

===Brands===
Brands follow a coding system similar to the client coding. We can:

#Create a brand by entering the brand code.
#Move a brand that currently exists in another client record by entering its code.
#Brands can be conveniently added or removed by inserting or deleting lines respectively.

The "List" button lists the brands of the current client if a client record is open.

If a brand is currently being used in a media schedule it cannot be modified or deleted.

====Code====
Specify the code allocated to the brand. ('''This field is mandatory''')

====Name====
Enter the name of the brand as it should appear on all documents issued from NEOSYS. ('''This field is mandatory.''')

Brands can be blocked from being used on new or existing documents using this field. This is done by adding the phrase (stop), including the brackets, to the brand name.

A useful feature for clients that have multilevel brands/products is that they can enter product names indented with leading spaces under brand names without leading spaces. This results in the list initially showing only the top level brands. Lower level brands and products can be viewed by clicking the appropriate icon or keyboard shortcut.

See [[Media FAQ#How do I enter multilevel clients and brands in the Client and Brand File.3F|How to enter multilevel brands]]

====A/c No.====
In the finance module, enter the client's account no. in the trade debtors chart of accounts to record client's financial transactions.

This need not be entered if the client account number is same as the brand account number.

====Executive====
Enter the name of the person handling the brand account. The Executive field in the media schedule automatically shows this name when this brand is selected.

This need not be entered if the executive handling the client is similar to the one handling the brand.

====Product Category====
Enter the category to which the brand belongs,eg. automobiles, cosmetics, etc.

See [[Product Categories File]]

==== General Categories ====
An extension of Product Category. Option to assign multiple Product Categories per brand in addition to the category entered in the Product Category field.

Saved in the format of "A,B,C,D". Enter as many codes as you like but separated by commas.

All categories entered here are treated as just another Product Category i.e. no one category takes precedence over the others.

When filtering reports by Product Category, you can search by any number of product categories which will find brands that have even one of those categories configured.

Media FAQ

2025-06-09T05:57:23Z

Arvind: /* How do I save a schedule file with negative net unit amount in a vehicle line? */

==How do I get subtotals on a Media Diary?==
In order to get subtotals at least one or more options in the Order field has to be selected.

[[image:Mediadiaryfaq.jpg]]

==How to show cost tax amount in Media Diary?==

Please read [[Using_NEOSYS_Media_System#Report_on_Cost_VAT_Tax | Report on Cost VAT Tax]].

==What is a despatch status?==
Despatch status can be the fax number, address, e-mail, date, representative name, etc or any other information regarding the despatch of a booking order or invoice generated from NEOSYS.

===Where can I view the despatch status of the booking orders?===
The despatch status can be viewed in the ‘despatch record’ column when generating a list of the booking orders.

[[image:Viewingdespatchstatus.jpg]]

===How can I enter or update the despatch status of existing booking orders?===
You can enter the order despatch status in the New Despatch Status field when reprinting the old order from Media > Booking Orders > Old Orders

[[image:Updatedespatchorder.jpg]]

==Invoices==

===Where can I view the despatch date of existing invoices?===
The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.

[[image:Despatchdatestatement.jpg]]

===How can I enter or update the despatch date of existing invoices?===

You can enter/update the order despatch status in the New Despatch Status field when reprinting the old Media Invoices

[[File:Old med inv.jpg]]

===How do I save an invoice proforma in NEOSYS?===
When generating an invoice, select Save Proforma on the invoice formatting page.

[[image:Mediainvoiceproforma.jpg]]

===Where can I view saved invoice proformas?===
To view saved invoice proformas go to Media > Invoices > Old Invoices/ Proformas and enter the proformas invoice number in the Invoice No. field.

[[image:Invoiceproformas.jpg]]

===How do I add or amend client order number when reprinting invoices?===
To do this, go to Media > Invoices > Old Invoices/ Proformas to view the Old Media Invoices page as shown in [[Media_FAQ#Where_can_I_view_saved_invoice_proformas.3F|"Where can I view saved invoice proformas"]]. Enter the invoice number in the Invoice No. field and the new client order number in the Client Order No. field, then click Reprint.

This can be useful when the order number is not known at the time of invoicing e.g when invoicing early or when the client changes their mind. It saves having to manually amend the invoice text before submission to the client.

The client order number on the schedule is also updated, but only if it is both present and matches the order number being amended on the invoice. This is to avoid confusion in the rare case when issuing multiple invoices with different client order numbers from the same schedule.

===How do I cancel/credit note an invoice?===
New Method:

#Click invoice on the schedule file.
#Click Credit note option.
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the credit note in journals created.

OLD Method:
To cancel an Invoice in media you need to:

#Remove the ad dates from the date grid in schedule file.
#Click the INVOICE button at the top of the dates column (you will be asked to update the version number (say no) and save the schedule (say yes)
#In the invoice creation screen don’t chose any options (except maybe enter the invoice date) and click "Proforma"
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the invoice journals created.

===How to invoice a specific range of ads in a schedule spanning over many months?===

In order to do this, certify the ads in the date range you want to invoice and then, invoice using the option "Certified Ads Only".

#Navigate to certification screen by clicking the 'Certify' button in the schedule file or Menu > Media > Certificates > Certificate/Voucher File.
#Enter the Date Range and Schedule No and click 'Update All' button.
#Enter [[Media_Types_File#Certification | Certification No]] and click OK. A popup will inform you of how many ads were certified.
#Return to the schedule file, click 'Invoice' button and under the option title "Certified/All" choose the option "Certified ads only" and invoice.

===How to do partial invoicing in a schedule?===
Summary of the procedure for 50% partial invoicing:

#After the schedule has been booked, add "-50%" under the "Other" column for all vehicle lines.
#Invoice the schedule (this gives you the first 50% invoice)
#Remove "-50%" from all vehicle lines
#Invoice the schedule again (this will give you the remaining 50% invoice)

This can get tedious in case of schedules with too many lines, but you will save time using the keyboard shortcuts mentioned in the detailed steps below.

#In the first vehicle line, under "Other" column enter -50% (don't press enter or any key yet)
#Press the keyboard down arrow key
#Press keyboard "n" key when you get the popup "Do you want the changes to be rebooked?"
#Press keyboard shortcut Alt + y (to copy the -50% from previous line)
#Repeat steps 2, 3, 4 till all lines have -50% under "Other"
#Issue invoice (this gives you the first 50% invoice)
#Click the first vehicle's "-50%"
#Press keyboard "Del" key and then down arrow key. Repeat this till no lines have -50% under "Other"
#Issue invoice again (this will give you the remaining 50% invoice)

==How do I cancel a booking order?==
To cancel an issued booking order you can remove the appearance dates from the Dates calendar in the media schedule and click on Book to generate a media booking cancellation for the ads that have been removed from the Dates calendar.

[[image:Bookingordercancel.jpg]]

==How do I suppress free ads on the booking order?==
On the New booking order page you can select the Suppress Free option in order to not show the free ads on the booking order.

[[image:Suppressfreeads.jpg]]

It may be possible that for some reason the number of ads that you have charged the client for are more than the number of ads you actually booked with the vehicle supplier. NEOSYS allows you to enter this information in the system.

For eg, you bill the client for 500 radio spots and place an order for only 400 actually. Now the agency can enter the number of ads as 500 in the schedule, 100 of which can be selected as 'free to agency' ads. If you do not want these 'free to agency' ads to show in the booking order you can select Suppress free ads when generating the order to prevent them from showing.

==How to do free ads for digital media?==
To enter Free Ads, we can put the Ads on a separate line and type a word like "FREE" in the discount column so that the net unit price of that line is zero, as follows:

[[image:Free_Ads_Digital_Media.jpg]]

==How do I assess the value of free ads?==
The Net amount for free ads is zero and same appears in all media diary reports. The gross amount also appears as blank because the gross columns in the media diary report are for paid ads where gross price is the unit price multiplied by the total number of ads. The ads with net unit price zero are considered free ads and not paid, so gross price for them appears as blank in the gross bill/cost columns. Hence it becomes difficult to assess the value of free ads, as gross is blank and net value is zero.

Use the following reports to evaluate free ads:

*In Media Diary reports, look for Gross cost/bill in the Net Free cost/bill columns.
*"Summary of Paid and Free Ads" report shows the gross bill for the free ads in schedules.

==[http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#How_do_I_issue_a_credit_note_for_part_of_a_schedule.3F How do I issue a credit note for specific ads?]==

==[[Schedule_file#Version_section|What is a version?]]==

==How can I view historical changes made to a database record?==
Each time a database record in NEOSYS is updated or modified; the system creates a new version of it and saves the record creating a trail of all previously edited versions linked to the most updated one. Whenever a database record is opened for viewing, the user will get a complete list of history of edits done on the record along with a link to each version. This will help the user to pull out historic edits on any single record.

==How to split large schedules?==

There could be scenarios where the schedule created is too large to save or too big to be handled by NEOSYS. This could be because there are too many spots across too many dates or the vehicle used does not support bulk ads. To address such issues schedules can be split into smaller schedules. To do so

#Copy the schedule in question to a new schedule.
#In the new schedule, remove the past ads that are already booked and invoiced in the older schedule. Only retain ads for future dates and save the schedule.
#In the old schedule, remove future ads that are now present in the newly copied schedule and save the schedule.

==How do I get subtotals on a schedule/plan printout?==
In order for the subtotals to appear on the printout the schedule/plan lines have to be separated by a blank line.

[[image:Subtotalsprintout.jpg]]

The schedule printout will appear as:

[[image:Subtotalsprintout2.jpg]]

The invoice printout will appear as:

[[image:Subtotalsprintout3.jpg]]

==How do I insert new rows in the schedule?==
Schedule lines can be added or removed conveniently by clicking on the '+' and '-' icons respectively. You can also do so by clicking on the Vehicle code field and press 'ctrl+n' (to add a line above the selected field) or the 'down arrow' key (to add a line below the selected field). When inserting a schedule row NEOSYS gives us various options.

[[image:Mediascheduleinsertline.jpg]]

==How to achieve negative net unit amount in a vehicle line?==
NEOSYS does not allow you to enter a negative amount directly in the Gross Unit Amount field.

[[File:Negative amt.png|frameless|223x223px]]

There are multiple ways to get a negative net unit amount in the vehicle line, which depend on how you want Finance accounts to record these amounts and Media/Finance reports to display them. Some examples are:

*Enter '0AED' Gross amount and '-100AED' in any field, for example 'Discount' or 'Other'.
*Enter '50AED' Gross amount and '-200%' in any field, for example 'Discount' (This adds a positive balance to Gross Unit Amt total in Media Diary, which you may not prefer).
*Enter '0AED' Gross amount and '50' in 'Loading' and '-200%' in 'Discount' field.

===How do I save a schedule file with negative net unit amount in a vehicle line?===

When you try to save a schedule file with negative net unit amount in any vehicle line, you will face the below error message:

NET UNIT AMOUNT CANNOT BE NEGATIVE, WITHOUT COMMENT

This message is deliberately vague and not a plain statement because entering negative amounts will cause variety of issues such as negative income, negative figures in some billing analysis reports and possibly even breaking VAT regulations over reporting of discounts.

Also, the total number of ads for the client in use will increase along with Media diary report displaying negative figures.

However, as long as the Finance team is aware of these possible issues, NEOSYS allows users to enter a negative Net Amount in the vehicle line, IF the word "NEGATIVE" is entered somewhere in the schedule. You can sneak it into any field in the schedule file, such as Private comments, so it doesn't show to the client.

We recommend doing this in TEST database first, to check how the Media and Finance reports display the ads and their amounts.

==How to restrict the days on which ads can be placed==

There are four ways to restrict this. In order of precedence,

#Days field. (Values: Numbers 1-7) See Market file to check what number correlates to which day of the week.
#Program/Position field. (Keywords: FRIDAY/ friday/ FRI/ fri) For single day use "Mon", ranges use "Mon-Wed", ranges & single day use "Mon-Wed Sat")
#Specification field. (Keywords: Same as point 2)
#Vehicle file (Refer [[Vehicle_File#Day_of_Week|Day of week]])

[[File:Adrestrict.png]]

==How do I issue one booking order for a vehicle from different schedules with multiple periods?==
Once the multiple period schedule numbers are entered in the Schedule Code/No field by inserting extra lines select the vehicle you wish to book (will show automatically if only one vehicle in the schedule) and select the One combined order option. This would generate one single order for all the schedules even if they belong to separate periods.

[[image:Multiperiodbooking.jpg]]

==How do I issue separate booking orders for each vehicle in a schedule?==
As the schedule number appears on the Schedule Code/No field the system will ask you which vehicles you wish to book considering the schedule has multiple vehicles. The system would generate an independent booking order for each of the vehicle.

NOTE - even if one or more vehicles have the same supplier there will be a separate booking order for each vehicle.

[[image:Massbooking.jpg]]

==How do I issue one consolidated booking order for multiple vehicles?==
You may need to send out one consolidated booking order comprising multiple schedules, vehicle and suppliers to an associate agency. Once you have entered the multiple schedule numbers and selected the required vehicle/vehicles select the One combined order option, this option would issue one consolidated booking order for all the vehicles.

[[image:Consolidateorder.jpg]]

==How do I issue Amendment Booking order for a consolidated/combined booking order with multiple vehicles?==
For issuing amendment booking order for a consolidated/combined booking order, all vehicle lines of all schedules which are a part of the consolidated/combined booking order need to be amended. Follow the steps below:

#For schedules that do not require any change, enter a dot on the vehicle line (which appeared in the combined booking order), eg. in the "Loading" field and save the schedule. Then remove the dot and resave the schedule. A message to rebook this line will appear, to which you MUST select Yes.
#For the schedule's vehicle line where an actual change is required, make the amendment and then select the "Book" button.
#Add all the schedules and the vehicle code in new booking page, select the "One combined order" option and select any Amendment Order Style as per requirement.
#Ensure that you check the Preview/Draft before clicking Book.

==How do I book one media vehicle through different suppliers?==
It is not uncommon and perfectly normal to book a particular media/vehicle through different suppliers.

In NEOSYS you have to create a new vehicle file record with a different vehicle code but with similar details and linked to the alternative supplier.

By using the correct vehicle code for any particular schedule and booking, all the various operational and management reports can distinguish between the two operations.

If you wish to merge the two vehicles on management reports then mark the second and subsequent media vehicle records "analyse as" field to be the original vehicle code.

To get billing analysis both by supplier and in total for the vehicle, ensure that the vehicle name is spelt and punctuated ABSOLUTELY IDENTICAL on all Vehicle File records for the same vehicle on all suppliers.

If you order the report simply by vehicle, the reporting program will merge the billings into one line where the names are identical. If you want to see the billings of the vehicle per supplier use order 1. by vehicle 2. by supplier.

==How to modify / add terms to Media Booking order?==
To amend or to add the standard notes/terms at the bottom of booking orders, go to Media --> Files --> Media Type File

The booking order notes are different for each media type - Magazines, Radio etc. so you must select the type of media that you want to change and do them all one by one.

Click Open and select a media type.

Enter the desire booking notes. There may be separate sections for English and other languages so you should consider changing the language in all sections. Each language sections starts something like %SPANISH% etc.

Click Save

[[image:Media type file.jpg]]

==What tax % is used when using the "Add Standard Tax" on the booking order creation?==

The system first checks the "Invoice tax code" field in the Media Configuration File for the rate%. Otherwise if no tax code is entered then the system uses first tax code in the Tax Rate File.

The system does not use the tax/VAT code from the schedule, because that is the tax/VAT rate to the client which could, at least in principle, be zero or something else, and be different from the tax/VAT rate charged by the supplier to us.

==How do I create a Transmission Certificate/Airing Certificate?==
There are two ways.

#For all ads on one schedule, you can print the schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]
#To filter certified ads by more specific criteria, select the Certified filter in the media diary, including the other filters you require. Remember to re-title the media diary report however you like eg “Transmission Certificate”. [[File:MediaDiaryTransCertFilter.jpg]]

==How are ads certified automatically?==

See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data Automatic certification by importing Ad monitoring data]

==How do I enter multilevel clients and brands in the Client and Brand File?==

To see how multilevel clients can be entered, refer [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F|How do I classify clients based on industry or parent company?]]

Multilevel brands are represented by indenting the brand names. The number of spaces in indenting signifies the level of a particular brand. Enter the brands in the Client and Brand File as shown in the example below.

In this example Level 1 brands are Mondelez International and Nestle. Notice the red highlight which indicates that Level 2 brand names Kraft, Cadbury, Wonka and L'oreal are indented by 1 space and the Level 3 brands like Capri Sun, Twirl, Nerds etc. are indented by 2 spaces.

[[File:Sub-brands.jpg]]

While searching for brands under the client, the list will show multilevel brands as shown below:

[[File:Brandsselect.jpg]]

==How do I stop a specific brand within Client and Brand file?==
You can stop usage of brands on documents by putting the tag <STOP> in the brand name under the client and brand file:

[[Image:Brands.jpg]]

After doing so,user will get the following message if he selects this brand:

[[Image:Stop error.jpg]]

==How do I use different client names for media and for billing purposes?==

A standard issue faced by all agencies is that sometimes they have to act as a third-party between another agency (A) and that agency's client (C), i.e. they receive instructions from and have to bill A for ads that belong to C. Here the booking order will show client name C and invoice will be issued to Agency A.

To do this, in the Client and Brand file for agency "A", put "C" at the beginning of the brand name with a colon between "C" and the brand name. So name of the brand will be "C:brandname". Then the booking order will display client name as "C" and the invoice will be issued to "A".

In the example shown below, the agency acts as a third-party agency by billing "XYZ Agency" for ads that belong to the final client "KIA". To do this, in the "XYZ Agency" Client and Brand file, brand "CERA" is created with name "KIA:Cerato", where KIA is the client that owns the brand "Cerato". So when brand "CERA" is used in a schedule, when issuing a Booking Order it shows the final client "KIA" instead of "XYZ Agency". But when issuing an invoice, it will be issued to the agency "XYZ Agency" as shown below.

[[Image:CandB File.jpg]]

[[Image:Booking Order.jpg]]

[[Image:Invoice.jpg]]

==What is the numeric value that is accepted in week plan ?==
Please enter number of ads by week separated by slashes (e.g. "1/2//4" mean 1 ad in the 1st week, 2 in the 2nd and 4 in the 4th week. For weeks that cross two months, put something like "2+3" to indicate ads per month)

[[Image:weekplan1.jpg]]
[[Image:weekplan.jpg]]

==How do I handle "Allow Over Plan" error?==
'''Error:'''
“Cannot save “REF###” because:
YTD Planned Amount Exceeded (XXX)”
If authorized, you may check the “Allow Over Plan” checkbox in the schedule heading”

'''Explanation:'''

This happens when the planned amount (in the media plan file) for the brand and client is lesser than the scheduled amount, i.e. the schedule is in excess of the plan for that period.

'''Solution:'''

This is just a warning and you can avoid this message by clicking on allow over budget next to the company code section above.

==How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?==
After invoicing a schedule, if you change any cost information (leaving the bill information intact) and issue a cost invoice (to create the relevant journal entries), the system will also issue a 0 (zero) invoice to the client.

These zero invoices cannot be avoided and help to track any audit trail information. Either way the zero items do not appear on the outstanding statement so it shouldn't be a problem at all.

(SB to please add more)

==How to setup and operate the List of Materials Pending Delivery reports?==
[[Configuring_NEOSYS_Media_System#Pending_Materials|Refer here to set up the List of materials pending]]

There are two possible ways to get off from the list of pending list
===From the Materials file===

#Go to Menu > Media > Material > Materials File. To get the Material details on the screen enter the material code on the material number field.
#Material code can be seen on the List of material pending delivery on the Original Schedule Column.
#To get the material off from the pending list, enter the material code or enter anything in the material code field to indicate the delivery and save the file.

===From the Schedule===

#The material code can also be entered in the materials section on the bottom of the schedule file without going to the Material File.

'''NOTE:''' When Materials from one schedule are reused on other schedules, then, to avoid duplicate materials records being generated in the material file by the secondary schedule, the original schedule no and material letter should be entered in the secondary schedule's material section.

==How to change the currency on the cost line if wrongly entered?==
All the currency on the cost line is taken from the vehicle file.

Following are the steps to change the currency on the cost line if wrongly entered

Go to the vehicle file and change the currency you want to show on the cost line in the schedule and save the file.

Now go to the schedule and re-type the details in a new line and delete wrongly entered line.

==How to view a weekly summary of scheduled ads for a brand?==

Media schedules can consolidated and printed in the format of media plans by printing an empty dummy media plan (one with no lines). After creating such a empty dummy plan, printing it results in the plan printout being dynamically "reverse engineered" on the fly from whatever approved media schedules are currently in the system for the same brand and period as the empty plan.

The plan printout currency is always base currency currently regardless of whatever currency you put on the dummy plan.

'''Steps:'''

#Create an EMPTY plan for the desired period and brand that you want. (''Note'' - You only need do this once) [[file:createemtpyplan.jpg|center|frame|How to create empty plan]] 
#Go to Menu > Media > Plans > Plan File and click "Print/Send" [[file:menumediaplanplanprintout.jpg|center|frame|How to generate detailed summary report]] 
#Select Type: Weekly (Select time and details columns if you want them) [[file:createdetailedsummaryrpt.jpg|center|frame|How to generate detailed summary report]] 
#Click Print/Send

==How to display language, frequency and circulation for a vehicle ?==
Currently there are two ways for displaying this information:

#Using vehicle notes
#*Adding the information into the VEHICLE FILE NOTES field which it great if you use the same vehicle on many schedule lines. Notes at the bottom of the schedule work best in this scenario. Eg: A schedule with 20 lines but only 5 vehicles .. the information is best places as three lines of notes in the footing. Alternatively you can add the information at the vehicle name in abbreviated fashion. [[image:vehiclenotes.jpg]] 
#Using vehicle names
#*Adding the information to the name means that the information shows wherever the name shows which ends up pretty good eg on billing analysis report too. It allows any type of information to be shown without adding lots of custom columns which vary tremendously per media type, client and market. [[image:vehiclename.jpg]] 

Circulation is the number of paid subscribers that magazines and newspapers have. Broadcast media such as television and radio do not use the term circulation, instead they measure their audiences in terms of viewers and listeners.

==How to display artwork / creative / misc charges in a schedule to a client?==
Full service agencies generally tend to provide clients with a single media schedule outlining the media vehicles proposed along with artwork, creative, misc charges related to this specific campaign. Other NEOSYS clients would create a media schedule separately and issue a job estimate for the artwork charges. This article will explain how to incorporate the media vehicles and artwork/other charges in a single schedule printout for client approval.

===Method 1===
This method is suitable if we want to enter additional charges on a per ad basis.

Such charges can be entered in the "Other" charges column on the media schedule data entry screen. If there are multiple charges, these could be entered separated with a forward slash. You can also enter text to indicate the type of charge.

[[image:ProductionChargeinSch.jpg]]

===Method 2===
This method is applicable if we have multiple ads/vehicles and want to show additional charges as a single amount.

We use the following method:

#Create a dummy vehicle called ARTWORK with an internal (dummy) supplier
#Create a new line in the schedule using dummy artwork vehicle
#Select any date and assign 1 ad to it so that the number of ads is 1 for this vehicle [[image:artworkanydate.jpg]] 
#Enter gross unit cost in the bill column.
#*Do not enter anything in the cost column [[image:artworkvehicle.jpg]] 

A printout of the above schedule will look like as follows: [[image:artworkvehicleschdprint.jpg]] 

===Suppressing day and date of vehicle program from appearing on schedule printout and invoice===
If you do not wish to display the day and date on this schedule or on the invoice you can refer to the following procedure:

#In Schedule File
#*Leave the dates blank
#*Enter the Number of Ads directly [[image:leavedatesblankschedule.jpg]] 
#While printing the schedule
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Print/Send [[image:deselectcheckno.jpg]] 
#While generating the invoice
#*Select All Ads under Certified/All
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Create Invoice [[image:invoicechecknumber.jpg]] 

==Why can I not view the booking order for an ad which is moved to a different date?==
While moving an ad to a different date, we first remove the existing ad from the date on which is scheduled.

In this process, all information related to the ad is lost i.e. booking order no. /certificates / supplier invoice no. / invoice no. etc

This happens irrespective of whether the schedule is saved or not.

In a specific example below, we can notice this happening when we try to enter the supplier invoice number for an ad which has been moved.

===Example===

#We schedule an ad for the 25th of a May & Book it [[image:supp-1.jpg]] 
#We move the ad to 30th of May [[image:supp-2.jpg]] 
#We move it back to the 25th of May [[image:supp-3.jpg]] 
#While trying to enter the supplier invoice number for that ad, we now notice that although the Schedule file shows a booking order no. the Supplier invoice file does not reflect the same. [[image:supp-4.jpg]] 

==How to mark/flag special ads in NEOSYS?==

Flags can be used for a variety of purposes, for example to indicate which ads are subject to special deals with the client or supplier and get related reports. Such reports could aid in the calculation of volume rebates for example.

Available flags are currently SINGLE letters from A-Z without any specific meaning so as to provide maximum flexibility. You could standardise on using the flag "S" to indicate ads that form part of sponsorship deals for example.

If the schedule file has any tax code entered, then the flag "Z" is used when user does not want the cost tax to be shown in the Media Diary report.

Multiple flags can be entered per plan or schedule line and apply to all ads on that line. For example flags Q, B and C can be entered in any order as QBC or CBQ.

In future, financial journals may be generated depending on flags entered, for example invoices for ads subject to volume rebates could post a percentage to Provision for Rebate A/cs.

==How to certify ads?==

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 (eg X,12) below the Certificate/ Voucher no. to signify that the ad is certified.

'''''NOTE ''''' - in case of magazines and newspapers most agencies use the page number on which the ad has appeared.

[[image:certify.jpg]]

As we can see above in the image the letter 'x' is used as the certificate number. Certification can be done per ad and we also have the option of issuing the invoice directly after certifying the ad.

For more details on how to certify ads, refer to: [[Certificates/_Voucher_file#Certifying_Ads | Certifying Ads]]

==How to uncertify ads?==
To uncertify ads you need to select the certificate file:

#Goto Menu -> Media -> Certificates -> Certificate / Voucher File [[image:uncertify-1.jpg]] 
#Enter the schedule number
#*Select Yes for certified
#*Select search all [[image:uncertify-2.jpg]] 
#A list with all the certified ads on that schedule is displayed.
#*You can remove the details entered in field.
#*Select certify, this will uncertify the ad on the schedule. [[image:uncertify-3.jpg]] 

==Why are Certified Ads displayed as Uncertified in Media Progress Summary?==
====Causes====

*When an Ad is certified as Wrong Ad. For further information see [[Using NEOSYS Media System#Processing List of Wrong Ads | Processing List of Wrong Ads]].
*Numbers like '000000' or '0' are entered as Certificate/Voucher No.

In both the above cases the Ads are certified as Wrong and hence don't appear in the Media Progress Summary. This issue comes up only in media progress summary. In all other Media Diary Reports the Wrong Ads do not show up as uncertified Ads. [[image:Adwrong.jpg]] [[image:MPSum.jpg]] [[image:MediaDiary1.jpg]] 

==How to stop the Client Name from being displayed on the Booking Orders?==
NEOSYS can be configured, to NOT show the client name on the booking orders, as follows:

If the supplier is marked with "Show Client on Orders: YES" in the Supplier File then the client name will always be shown on the order.

Otherwise the client will be HIDDEN from orders if in the Client File for the client in question, any of the following is true. If none of the following is true, then the client name will show on the order.

*HIDDEN: if the client is marked as Sundry Client (ie one-off bookings where the actual one-off client name is entered in the Brand Name)
*HIDDEN: if the client is marked as "AGENCY"
*HIDDEN: if the client type is not marked "DIRECT" AND the main Media Configuration File says "Show Client Name on Orders: NO"

#The option to show Client Name on Orders should be set to "NO" in the Media Configuration File [[image:bo-client-no.jpg]] 
#The option to show Client Name on Orders should be set to "NO" in the supplier file [[image:bo-supp.jpg]] 
#The client should be marked as AGENCY in stead of direct in the Client & Brand File. [[image:bo-direct.jpg]] 

==How to handle "No Response from the database server in 600 seconds"?==

[[image:nr.jpg]]

If NEOSYS cannot generate the report within 10 minutes (600 seconds) then you will get an error message saying "No response in 600 seconds from the database server at ....."

In Media module, Media Diary reports that take more than 10 minutes can be sent to the user in the email body or as an email attachment. To receive reports in this way, choose Email Body or Email Attach under Report Delivery options.

At times, the report might be too huge that even if you select Email Attachment option, the user with get an email saying "Error in sendmail.js" instead of getting the report.
In this case, it is better to use the option Email Body because if report is too large, then user will get an email with a link that they can click on to get the report. Also see [http://techwiki.neosys.com/index.php/Troubleshooting_email_not_received#Check_the_size_of_the_mail_being_sent_to_client.27s_email_account this article for other reasons why email is not received]

[[image:eb.jpg]]

Refer to [http://userwiki.neosys.com/index.php/General_FAQ#Why_is_NEOSYS_taking_a_long_time_to_generate_a_report.3F Why is NEOSYS taking a long time to generate a report]

==Why is the Media Diary Report showing unexpected results?==
===Problem===
The Media Diary report is unreliable if it is generated while users are updating the system.

For example,

#Media diary gives wrong details for schedules that were not updated during the time the report was requested for.
#Media diary gives 3 different reports for the same options entered in a time frame of 30 to 60 minutes without running the command [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| CREATEADS] performed only by NEOSYS Support.

===Possible Cause===
This issue occurs because there were interrelated files that were being saved during the time the report was requested for.

While generating the media diary, NEOSYS searches for various combinations like:

*Vehicle & Date
*Brand & Date etc

When a user updates the system, various inter-related files are frozen and the data related to those files will not appear in the report.

===Solution===
While we are working on a fix for this issue in NEOSYS, a workaround to get reliable and accurate reports is to generate a report from the test dataset.
The test dataset is a copy of the live data from the previous day.
This report will not have real time data but will be more reliable as the chances of users updating the test dataset are very low.

If users insist that they want reports in real time then they should accept that the reports will be unreliable as NEOSYS cannot freeze many user windows for some users to take real time reports.

When more data is updated into the system then the old report needs to be discarded and new report needs to be generated.

Thus NEOSYS recommends that media diary reports should be generated when users are not updating the system.

For more information on Troubleshooting Media Diary reports see [[Troubleshooting_NEOSYS_Media_System#Details_missing_in_Media_Diary_or_Changes_in_Files_does_not_reflect_in_Media_Diary| Details Missing in Media Diary]]

==[http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Ads_are_missing_from_media_diary_reports_when_filtering_using_schedule_client_or_brand_although_ads_are_actually_present_in_the_schedule Why are Ads missing from media diary reports when filtering using schedule client or brand although ads are actually present in the schedule]==
==Why is the invoice/ booking order showing dates like April 2013 even though the schedule contains ads only for October 1 and 10?==
[[image:outdoormediainvoice.jpg|1200x450px]]

===Problem Explained===
The reason why the booking order / invoice is showing dates like April 2013 even though the schedule only contains ads for Oct 1, 2012 and Oct 10, 2012 is because NEOSYS is showing dates FROM – UPTO (see the dash?) as is a common requirement for Outdoor Media. This is caused because of entering data like “xxxxxx,999 xxxx” in the specification field for media type Outdoor.

[[image:outdoormediaschedule.jpg|1200x450px]]

===Solution===
Don’t put anything like “xxxxxx,999 xxxx” in the specification for media type “outdoor/out of home” unless you want to indicate a NUMBER OF DAYS OR NUMBER OF WEEKS, NUMBER OF MONTHS ETC

For example, use a dash instead of a comma … “xxxxxx - 999 xxxx”

[[image:outdoormediaproperschedule.jpg|1200x450px]]

[[image:outdoormediaproperinvoice.jpg|1200x450px]]

==Why is the Gross Amount field picking up the amount before the comma in the Specification field?==

Numeric specification in the ratecard is used as the gross unit rate for some rate card setups by clients. For example, "500, Sun-Thurs", which takes 500 as the Gross unit amount.

===Problem Explained===

The comma identifies the amount before it as the Gross unit amount so, entering text like "500,000 Impressions" will put 500 in the Gross Amount field.

[[image:SpecGros1.PNG]]

[[image:SpecGros2.PNG]]

===Solution===

Instead of a comma, put a space or single quote, so that it reads 500 000 or 500'000.

[[image:SpecGross.PNG]]

==Why is the total number of ads shown in schedule not matching with the ads with dates in schedule?==

[[image:noa_dates.jpg|1200x450px]]

This happens only when the user manually changes the No of Ads in the schedule. In such situations, while trying to save the schedule, the system prompts the user with the following warning message. The schedule can be saved only if the user saves the schedule despite the warning.

[[image:noa_save.jpg|1200x450px]]

Also while trying to invoice such a schedule, the system again prompts the user to correct the schedule date or skip checking numbers. Only if the user manually changes the option to Check Numbers:No, the invoice can be generated.

[[image:noa_invoicing.jpg|1200x450px]]

In the media diary of such schedules, every row represents one of the ads that have a date. However the total of Paid Ads Bill shows the total number of ads that have been paid for (this includes the ads without dates). Similarly, the total of Bill Amount shows the total bill paid by the client for ALL the ads in the schedule.

[[image:noa_mediadiary.jpg|1200x450px]]

==Why doesn't my NEOSYS schedule agree with my spreadsheet?==

Probably NEOSYS and your spreadsheet are using different rounding rules
for the calculation of Net Unit Price.

If your spreadsheet is calculating the Net Unit Price, for example from
Gross Unit Price less discount, and NOT ROUNDING IT to a whole number of
cents before using it in later calculations, then there will be
differences in some case because NEOSYS rounds any calculated Net Unit
Price, to cents by default, BEFORE using it in any further calculations.

Note that spreadsheets may be configured to DISPLAY only two decimal
places while secretly keeping fractional cents behind the scenes. This
means that just because you SEE two decimal places in your spreadsheet,
it doesnt mean that it is using only two decimal places for onward
calculations.

Neither way can be declared absolutely right or wrong. NEOSYS method has
the advantage that what you see is what you get, and can be checked with
a calculator.

{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
|-
|GROSS UNIT PRICE||LESS DISC%||UNROUNDED NET UNIT PRICE1||ROUNDED NET UNIT PRICE1||xQTY OF ADS||TOTAL AMOUNT1||TOTAL AMOUNT2||DIFFERENCE
|-
|30.00||7.25||27.825||27.83||10||278.25||278.30||0.05
|-
|}

===Solution 1 - Increase the number of decimals in NEOSYS===

This is the standard solution for digital media where unit prices can be
very small, or even measured in cents.

Enter the GROSS UNIT PRICE with more than two decimal places. eg 10.0000

NEOSYS will then calculate, display and use the Net Unit Price with the
same decimal places. ie with fractional instead of whole cents.

===Solution 2 - Use ROUND() function in Excel===

Change your Excel to match NEOSYS. Use the rounding function
ROUND(CELL,2) to ensure that the net unit price is rounded to a whole
number of cents before being multiplied by the number of ads.

===Solution 3 - Direct entry===

Omit all the other columns and enter the amount that you want directly
into the Net Unit Cost column. Put number of ads 1 ie package deal. Then
you can get whatever you want in the total amount column.

==Why are there discrepancies between Media Diary report and Billing analysis report?==
Media Diary is based on the date that the ad appeared whereas Billing Analysis is based on the financial period of the posting which is usually the date of the invoice.

Since invoices are usually raised in a different month from the date of appearance of the ad, Media Diary is rarely, if ever, in agreement with Billing Analysis.

Apart from the above, invoices might be left unposted or even deleted before being posted.

Also additional postings might be made to P&L billing accounts and therefore have analysis codes and appear in billings.

One possible way to reconcile the two might be to filter the media diary on invoice date. But an ad may have multiple invoices if it is credited or adjusted and these adjustments may be in different months.

Final story is that Media Diary gives you an accurate picture of actual advertising by month the ad appeared, whereas Billing analysis gives you an accurate picture of media billing by month of billing

==Why is there a discrepancy between total billing as per Media Diary report and total billings as per list of invoices?==

The total billing as per media diary may differ slightly from the total billing as per the list of invoices. This is due to unavoidable rounding differences because percentages calculated per invoice line logically will not always agree to the cent with percentages calculated per invoice totals.

==How do I get payment status details on media diary reports?==
The payment details columns are suppressed from the media diary reports by default but will show if you select one or more payment status filter options. If you select "All" then you get all ads (which is the same as if don’t make any selection), but you will get the payment details columns.

[[File:Mediadiarypaymentoption.jpg]]

==How to get Margin and Margin(base) in Media Diary export?==
Media Diary export to Excel/CSV includes columns Margin and Margin (Base) subject to authorisation, but only if you choose both Bill and Cost options for exporting. Note that the default option is to only export Bill information.

==What can go on a consolidated booking order?==
NEOSYS allows you put place many periods and many media (vehicles) on a single schedule. It does not however allow multiple brands on one schedule. Despite this, in order to facilitate monthly invoicing, it is common to enter a media schedule (plan) for a single brand for a single month for one or more media vehicles.

Therefore in some cases you might wish to combine more than one schedule into a single booking order.

===Common examples===

You could book many brands on one booking order. If a client has many brands then you might wish to book all at the same time.

You could book many media on one booking order. If a supplier has many media then you might wish to book all at the same time.

You could book many periods on one booking order.

Any combination of the above.

===Rare examples===

You could book many clients on one booking order. If the media is special or you have a group of clients that are associated and should be booked as a group.

You could book many suppliers on one booking order. It is hard to imagine where this would be useful.

You may also refer

[[Media_FAQ#How_do_I_issue_one_booking_order_for_a_vehicle_from_different_schedules_with_multiple_periods.3F|How do I issue one booking order for a vehicle from different schedules with multiple periods]]

[[Media_FAQ#How_do_I_issue_one_consolidated_booking_order_for_multiple_vehicles.3F|How do I issue one consolidated booking order for multiple vehicles?]]

==How do I upload a scanned copy of an ad that appeared to the Certificate File?==
While certifying each ad users can upload the scanned copy of the appeared ad using material option. These images can be later viewed in their respective schedules by selecting the image button.

(1) Click on the materials icon

(2) Browser for the scanned image

(3) Upload the image

[[image:cert1.jpg‎]]

==How to get Broadcast Orders/Play Lists?==

See Broadcast Order on the Schedules menu. This will come better once the proper tv bookings per break data entry is done.

==How do I enter Loading such that a portion of it is not shown to the client?==

"|" can be used as a separator for Loading details that need not be shown to the client.

In Media Schedules, when a Loading is entered containing "|", only the portion BEFORE the "|" is reflected in Schedule Printouts and Invoices.

However, the ENTIRE Loading details (BOTH before and after the "|") is reflected in Booking Orders.

Similarly, in Plans, Media Plans show only the portion BEFORE the "|". But Cost Plans will show ONLY the portion after the "|" (not BOTH).

[[File:Loading.jpg|1000px]]

==How to compare budgets per media type in billing analysis reports?==

Budgeting by media type can easily be done by creating a dummy vehicle per media type, entering the budget on that and then taking the billing analysis report by media type.

In the below example, a dummy vehicle called Newspaper Budget was created which is linked to the media type Newspapers. The budget meant for media type Newspapers was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per type shows budget vs actual figures for media type Newspapers.

[[File:Dummy vehicle.jpg |600px]]

[[File:Mt budgetfile.jpg |1200px]]

[[File:Billing analysis mt.jpg |1000px]]

==How to set budgets per client (instead of brand) to compare budgets in billing analysis reports?==

Budgeting by client (instead of brand) can be done by creating a dummy brand per client, entering the budget on that and then taking the billing analysis report by client.

In the below example, a dummy brand called Al Nabooda Budget was created under the client Al Nabooda Automobile. The budget meant for the client Al Nabooda Automobile was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per client shows budget vs actual figures for the client Al Nabooda Automobile.

[[File:Dummy brand.jpg |1000px]]

[[File:Budget file per client.jpg |1200px]]

[[File:Billing analysis per client.jpg |1000px]]

==How to enter a discount on total net as an amount and not percentage?==

In schedule files, discount on the total net bill amount is given by entering a discount % in the Agency Discount field.

Instead of percentage discount, users may want this discount to be shown as an amount.

A discount can be entered directly as a negative amount in the vehicle line following the below steps:

#Create a vehicle file "DISC" (Discounts).
#Use this vehicle in the schedule and enter a negative amount under one of the columns (e.g. Disc/Load/Others) in the vehicle line.
#Enter the word "NEGATIVE" somewhere in the schedule, as mentioned in [[Media_FAQ#How_do_I_save_a_schedule_file_with_negative_net_unit_amount_in_a_vehicle_line.3F|Saving a schedule file with negative net unit amount]] .

==How to enter general discount for all the clients for a Vehicle?==

A general discount can be set for all the Clients in the Vehicle rate card file under Client specific rates. Keep the client code field blank and enter the discount. This discount rate will automatically appear for all the Clients for this vehicle. In case there is already an entry with a specific client code, then for that client the discount entered against its code will be picked and for every other client discount in the blank line will be picked up.

[[File:Vr file.jpg]]

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_to_restrict_users_from_seeing_media_billing_information|How to hide media billing information from certain departments?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisations_for_a_client_with_separate_planning.2C_booking_and_invoicing_teams_who_bill_at_cost|How to set up authorisations for a client with separate planning, booking and invoicing teams who bill at cost?]]==

==Accessing large reports via emails in NEOSYS==
When getting reports delivered by email, if the report size is more than 10Mb then, instead of the report being embedded in or attached to the email, the email will contain a web browser link to the file instead of the file itself. This gets around restrictions on email size commonly imposed by email servers. This applies to reports which are either embedded within the email body or attached files. NOTE: The link is only valid for one hour after the email is sent so users must download the report before then.

Setting up and Configuring NEOSYS Timesheets System

2025-05-16T13:49:41Z

Arvind: /* Specifying user specific holiday to avoid reminders / approval emails */ Remove mention of internet explorer (obsolete)

=== Creating Activities for Timesheets ===
#Go to Menu > Timesheets > Files > Activity File ( Keyboard Shortcut - '''Alt+M, T, F, C''') [[image:menu-activity.jpg]] 
#You will see the activity file. Enter the details as follows:
#*Type Code - Reference code for the activity.
#*Type Name - The Activity Name
#*Department name - Department to which Activity is tagged [[image:activity.jpg]] 
#Click on Save

==== Activities already setup in NEOSYS for Timesheets ====

NEOSYS has a list of activities setup in the standard database for groups in the authorisation file. e.g Creative group has activities like Artwork, Copy writing, layout etc all relevant to the job type of users in the group.

You can use the pre setup activities for a new group also. First you will have to figure out if the job type of the new group is similar to any existing group. Then in the authorisation file, rename or add a group heading to the new group with a name similar to the existing group whose activities you want it to inherit.

e.g consider a new department "DIGITAL", which does not have any activities setup and the work done by the users in this department is similar to an existing department "CREATIVE" that already has users under it. Then for DIGITAL department users to inherit CREATIVE department's activities, add a new line "CREATIVE2" below DIGITAL in the authorisation file. i.e. the new digital department head is now "CREATIVE2".

Table below showing the set of activities setup in the standard database.
{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
! scope="col" | AV
! scope="col" | BTL
! scope="col" | CREATIVE
! scope="col" | CLIENT SERVICE
! scope="col" | PR
! scope="col" | MEDIA
! scope="col" | FINANCE
|-
| Attend briefing session by Account Service || Administration || Administration || Administration || Administration || Administration || Administration
|-
| Do airing copies || Archiving/ backup || Archiving/ Backup || Audio Recording || Analysis || Brief with Client Service || Business Chatting
|-
| Arrange for PPM || Briefing || Artwork Supervision || Brand development || Business travel || Business travel || Business Travel
|-
| Attend radio sessions || Business travel || Business travel || Business travel || Creative brief || Media buying || Internal Meeting
|-
| Brief in animation work || Concept development || Concept development || Budget / Forecast || Client Meetings || Client's meeting || Monthly Reports
|-
| Brief in TV edits to radio || Client meeting || Creative Execution || Creative brief || Co-ordination of network offices || Coordination with other offices / Media || Personal Leave
|-
| Brief production H || Contract || Client presentations || Client meeting || Contact Report || Competitive monitoring || Sick Leave
|-
| Brief in radio || Correspondence || Correspondence || Contract || Correspondence || Other meetings with Client Service || Supplier Meeting
|-
| Brief to bid suppliers || Copywriting || Copy writing || Contact report || Contact || Follow up on issues ||
|-
| Business travel || Final Artwork || Final Artwork || Correspondence || Event Management and Logistic Planning || Follow up on material & campaigns ||
|-
| Follow up on client service quote approval || Finance || Idle Time || Creative review || Financial || Idle Time ||
|-
| Invoices suppliers || Idle Time || Internal Meeting || Estimates || Job brief || Invoicing clients ||
|-
| Negotiate quote || Illustration || Internal reviews + presentations || Follow Up Media || Media monitoring || Media Research ||
|-
| Negotiate & renegotiate quote || Internal meeting || Image Search || Account financials || Personal || Media monitoring ||
|-
| Produce animatics || Layout || Layout || Follow-up Production || Press Release development || Media negotiation ||
|-
| Write production brief || Personal || Print production briefing || Follow Up Supplier || Personal travel || Other Research/ Web browsing ||
|-
| Personal || Photography || Personal || Idle Time || Research || Proposals / Creative buys ||
|-
| Post production || Proof reading || Proof reading / color seps. || Internal Meeting || Reports || Media planning ||
|-
| PPM || Print supervision || Photography supervision || Media brief || Strategy development || Media presentation ||
|-
| Present quotes to client || Personal travel || Personal travel || Media review || Sick Leave || Media recommendations ||
|-
| Produce radio spots || Photo retouching || Photo retouching || New business || TV Production || Media scheduling ||
|-
| Phone calls to suppliers || Storyboard || Radio/ Audio production supervision || Production brief || || Sending material ||
|-
| Personal travel || Sick Leave || Recording Session || Project List || || Sick Leave ||
|-
| Quotes to Account Service || Search Web / Image/ premium || TVC Storyboard development || Production review || || Supplier's meeting ||
|-
| Search for directors || Traffic || Sickness || PR Review || || Strategic planning ||
|-
| Shoots || Training/ Seminar || Traffic || PR Brief || || Media scene updates ||
|-
| Sick Leave || TV Production || TV production briefing || Research || || Internal training ||
|-
| TV Production || || Training || Photo Shoot || || ||
|-
| Write creation details to suppliers || || "TV production, shoot supervisions" || Sick Leave || || ||
|-
| || || TV Production || Supplier's Meeting || || ||
|-
| || || Viewing show reels || T.V. Production || || ||
|-
| || || || Web Mastering || || ||
|}

=== Setting Hourly Rates for Users ===
#Go to Menu > TimeSheets > Files > Hourly Rates File (Keyboard Shortcut - '''Alt+M, T, F, H''') [[image:timesheet_hourlyratemenu.jpg]] 
#Enter the Hourly Rate against the user-name of the employees. [[image:timesheet_hourlyratefile.jpg]] 
#Click on Save

=== Timesheets Configuration File ===
#Go to Menu > TimeSheets > Files > Configuration File (Keyboard Shortcut - '''Alt+M, T, F, F''') [[image:timesheet_configmenu.jpg]] 
#You will see the timesheet configuration file. Enter the details as required: [[image:timesheet_configfile.jpg]] 

====Maximum Working Days Delay====
This field controls the number of working days before the current date, for which the users can enter timesheet data.

e.g. in the above screenshot Maximum Working Days Delay is set to 7. This means that if a date is more than 7 working days old, then the user will be blocked from entering timesheet for that date.

Public holidays entered in the [http://userwiki.neosys.com/index.php/Market_File#Public_Holidays Market File] and Away/Holiday dates entered in the User Details page are not counted in the Maximum Working Days Delay.

==== Setting up Approval Monitors ====
Support staff MUST ensure that users who should receive the Reminder/Approval emails are mentioned in this field. The first monitor on the list MUST have TIMESHEET ADMINISTRATION authorisation otherwise he will not be able to access the Timesheet Reminder/Summary documents and get an error message "You are not authorized to do Timesheet Administration".

=== Avoiding timesheet reminders / approval emails ===
NEOSYS, by default, does not send reminders to people who have not entered any timesheets in the last 31 days.

==== Specifying user specific holiday to avoid reminders / approval emails ====
You can specify user specific holidays or annual leave or any other off days for a particular user. This can be done by a Timesheet Administrator using the steps below:

# Select the user from the drop down
# Specify the leave dates (do not delete old ones, but instead just add new lines for new dates)

[[image:timesheet_userfile.jpg]]

==== Specifying holidays for all users to avoid reminders / approval emails ====
NEOSYS Timesheets does not remind users to fill in previous days empty/incomplete timesheets if the market file (default market code specified in either Media or Job Configuration File) has either weekends or specific holidays mentioned in it.

[[image:timesheet_marketfile.jpg]]

=== Avoiding reminders for dates prior to the joining date of users ===
Once the timesheet system is configured and running you are aware we have a start date in the Timesheet Configuration File. As such if ANY user does not fill in timesheet from this date onwards, the system will keep sending reminders. For example, this could be annoying if the user has joined 2 months after the start date and is reminded to fill in timesheets for these 2 months. In such a case you will configure the period of the use absence in the user details file as a workaround to avoid the reminders. This can only be done by a Timesheet Administrator.

=== Configuring users to receive approval emails ===
Users belonging to the group which is granted a TAP key will receive the approval emails. These users have to be placed on top of the group, they will receive the approval emails daily for all the users in his group. There can be multiple group approvers at the head of the group and they all get a copy of the approval emails daily. [[image:Tsapp.jpg]] [[image:Tap.jpg]] 

==== Setting up weekly approval emails ====
To setup weekly approval emails for multiple timesheet approvers belonging to different groups, give TA (timesheet administrator key) in addition to TAP to the the timesheet administrator. The timesheet administrator will now receive approval emails for all the timesheet approvers under him till the next timesheet administrator in the file.
 
[[image:Tsapprover.jpg]]

==== Configuring a user to receive approval emails in more than one department ====
It maybe possible that a Timesheet Approver may be the same in more than one department. In such a case, you enter the email id of the approver/s in the level/department i.e in user Ashwin for below example. This will help approver/s to receive approval emails for both user groups.

'''Example:'''

[[image:timesheet_auth_approval.jpg]]

=== Simplifying access for mobile timesheet users ===

Timesheet users outside the office can be given a streamlined interface to enter their timesheets.

*web address is easier to remember
*web address is easier to type on mobile devices
*no need to use menu
*goes directly to Timesheet data entry

For example:

https://batestime.neosys.com

redirects into the Timesheet File for data entry

https://batestime.neosys.com/neosys/jobs/timesheets.htm

To do this, replace or create the index.htm page in the root directory of the web server

notepad c:\Inetpub\wwwroot\index.htm

''Note -'' YOU MUST change the https url in the below example to point to your own server.

<pre>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<html>
<head>
<title>Redirecting</title>
<meta http-equiv="REFRESH" content="0;url=https://batestime.neosys.com/neosys/jobs/timesheets.htm></HEAD>
<BODY>
https://batestime.neosys.com/neosys/jobs/timesheets.htm
</BODY>
</HTML>
</pre>

[[image:streamline-ts.jpg]]

=== Timesheet Reminders Email ===

Timesheet reminder emails are sent to users on a certain hour of everyday (see timesheet configuration file, 'Reminder Hour').

The email reminds users which dates require timesheets to be filled and provides usually two links giving the user option to access timesheet entry page from either inside or outside the office (if mobile).

To modify these links see [[System_Configuration_File#Browser_Addresses| 'Browser Addresses']] in the System Configuration File. The timesheet reminder email shows the links entered in system configuration file, with "/2/jobs/timesheets.htm" appended to them.

[[image:examplereminderemail.jpg]]

=== Disabling Timesheets for a Client ===

#In the authorisation file remove the Timesheet menu access from all the users.
#Do not remove the other timesheet authorisations in the authorisation file because if in future the client wants to reactivate timesheets it will be easier for support to set it up again at that time.
#In the timesheet configuration file remove
#*The Start Date
#*The Approval/Reminder Hours
#*The Approval/Reminder Monitors

=== Importing Activities ===

'''Preparing a file of activities to import'''

Valid columns for activity file are below:

*ACTIVITY CODE - required, unique, three letter code advisable. It is recommended that first letter is same as that of department code
*ACTIVITY NAME - required, lower case allowed.
*DEPARTMENT - required, uppercase forced. It must be in the authorisation File.

Get an excel sheet containing the columns above and save the file as activity.txt in tab delimited text format.

'''Importing the activities file'''

Do the actual import into a test database until you verify that all is ok.

In NEOSYS Maintenance mode press F5 to get a command box

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate activity codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\ACTIVITY.TXT ACTIVITIES

Check that there are no errors and resolve any errors before continuing to do the actual import.

IMPORTX C:\ACTIVITY.TXT ACTIVITIES (C)

Get a List of activities in the standard user interface to check that all have been loaded ok.

Agency FAQ

2025-05-16T13:48:09Z

Arvind: /* Why are text columns on printouts or pdfs very narrow taking up a lot of vertical space? */ Remove mention of internet explorer (obsolete)

== Can I migrate Media and/or Jobs data from OLD system to NEOSYS? ==

As you already might have a management system in place for Media and/or Jobs or are doing the same word in Excel or Word, we are not going to look into migrating this information to NEOSYS as this information is outdated and will not make sense putting into a new specialized system like NEOSYS. We will allow this type of information to be stored separately in their existing structure for future reference and put all new information into NEOSYS (eg new media plans, schedules, jobs, estimates etc). i.e. if you decide to start off with NEOSYS on 1st of May, 2009; then you will do no more work in your old way and enter all new information into NEOSYS.

==What are alias codes in NEOSYS?==

Client and Brand, Supplier, Market, Currency, Media/Job Type and Vehicle Files have a field to enter "alias" codes which can be used to cross reference the same records in other external systems particularly when importing and exporting data.

== How do I remove executives that are no longer present or required in NEOSYS? ==

Inactive executives or duplicate names for an executive can be removed from the list of executives using the Edit button in the Schedule/job file. Add a reason for being stopped and save the executives file. All the executives saved with a reason in Stopped field will not appear in the list of Executives. You can reactivate an executive i.e make it re appear in the list by removing the Stopped reason from the file for that executive as shown in the screenshot below.

[[image:Executive.jpg]]

== How is Client Address on invoices obtained? ==

Client & Brand files are created in the Media/Jobs module and their respective Client A/c Nos are created in Finance module and assigned to the Client & Brand files.

The Client & Brand file is often created first, to record information about the client, whereas Client A/c No often gets assigned afterwards.

The client address on invoices is obtained following these steps:

#If agency configuration file is set to use account name and address instead of client file details,
#*In the client and brand file for the brand used, check if a/c no. is present in the brand line. If true and if the a/c no's address file has a recorded address, then use that.
#*Else check if client a/c no. is present in the client and brand file. If true and if the a/c no's address file has a recorded address, then use that.
#*Else use the address details found in the client and brand file
#Else use the address details found in the client and brand file

Configuration: [[Media_Configuration_File#Invoice_uses_account_name_and_address_instead_of_client_file_details| Invoice uses A/c No & Address instead of client file details]]

==How do I classify clients based on industry or parent company?==

Client Group fields present in the Client and Brand file are used to classify clients according to industry, organisation size and/or parent company etc. You can classify clients using Client Group 1 or Client Group 2 or both or neither.

Classifying clients using client groups is not compulsory. However, doing so, allows you to take various reports using industry-wise, or parent company wise filters.

Example:

Toyota is a subsidiary of Al Futtaim that belongs to the Automotive industry. So in the Client and Brand File of Toyota, you can classify it as a member of Al Futtaim using Client Group 1 field and/or classify it as a member of Automotive group using the Client Group 2 field. It does not matter whether you classify Al Futtaim as Client Group 1 or Client Group 2 - same is the case for Automotive.

[[File:toyota.jpg]]

In the Client and Brand File of Al Futtaim, you can see Toyota as a subsidiary.

[[File:alfuttaim.jpg]]

In the "fake" Client and Brand File called Automotive, you can see Toyota as one of the Group 2 members.

[[File:auto.jpg]]

== How to classify suppliers into groups? ==

If you have many suppliers that are part of a single "supplier group", then you can group these suppliers together.
By doing so, you can generate reports for the whole supplier group.

Example:

Pehla and E-vision are both suppliers of a large group call E-Pehla.

In the Supplier file of Pehla, you should enter E-Pehla as the Supplier Group. Same should be done for E-vision.

[[File:Pehla.jpg]]

Pehla and E-vision will show as subsidiaries in the Supplier File of E-Pehla.

[[File:Epehla.jpg]]

When taking reports, if E-Pehla is entered in the Supplier Group filter, information pertaining to ALL the suppliers in E-pehla group will be shown in the report:

[[File:sg_mediadiary.jpg|1500px]]

If E-Pehla is entered in the Supplier filter, informaton pertaining directly to E-Pehla only will be shown:

[[File:s_mediadiary.jpg|1500px]]

== Why are text columns on printouts or pdfs very narrow taking up a lot of vertical space? ==

The problem:

This usually happens on printouts or on conversion to pdf. NEOSYS reports with many columns can appear quite squeezed in portrait mode using the default font and settings.

The cause:

*NEOSYS creates documents and reports in a format that is not biased to any one display or print size since what is suitable for one user is not suitable for another.

*NEOSYS does not attempt to predict the best column widths since the nicest column widths completely depend on the amount of text in any one column entered in practice.

*NEOSYS leaves the selection of column widths to the browser to auto-fit columns as best it can. This produces far better results in the vast majority of cases than could be achieved by choosing fixed column widths, but often could be better.

The solution:

If the browser defaults are not satisfactory, you can fine tune the exact configuration before printing or converting to pdf as follows:

*Choose a smaller font in your browser before printing/converting. To do this, open browser settings and search for "font"
*Reduce the left and right margins
*Use landscape format

==What is the difference between terms of payment and payment instructions? ==

The terms on which the supplier and client agree to make the payment for an invoice is mentioned in terms of payment, e.g. 60 days from the date of invoice.

Details entered in payment instruction consist of bank account and other transactional details required for payment transaction e.g. Bank account details, SWIFT code, bank charges etc.

[[Client_%26_Brand_File#Terms_of_Payment|Terms of payment]] and [[Client_%26_Brand_File#Payment_Instructions|payment instruction]] if setup appear in the invoice.

Also refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring payment instructions]] and [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying term of payment on Invoices ]]

Using NEOSYS Timesheets System

2025-05-16T13:41:33Z

Arvind: Remove mention of IE (obsolete)

=== Entering Time Sheets ===
1. Scroll to Menu > Timesheets > Timesheets File [[image:timesheet_timesheetfilemenu.jpg]] 
2. You will come across the following screen [[image:timesheet_timesheetfile.jpg]] 
*Select the date for which timesheet is to be entered
*Enter an existing Job no. or Press F7 to search. You can view Job details by entering job no. and Pressing F6. Click on '''(+)''' to enter multiple Jobs
*Select appropriate 'Activity'
*Enter the Time Duration or use the Timer feature to record time for an activity, by clicking on the Play button. You could also enter the start and stop time directly into the respective fields. The timesheet is automatically saved every 5 minutes to prevent loss of data in the event of loss of network or internet.
*Enter necessary comments in 'Details'
3. Click on Save

=== Using Time Sheet Printout Menu ===
1. Scroll to Menu > Timesheets > Timesheets Printout [[image:timesheet_pintoutmenu.jpg]] 
2. You will come across the following screen [[image:timesheet_printoutfile.jpg]] 
3. Enter required time period
*Choose '''Personal''' to view Time Sheets of the user currently logged in
*Choose '''Consolidated''' to view Time Sheets of all users
*Choose '''Reminder Emails''' to send reminder emails to users to enter Time Sheets
*Choose '''Approval Emails''' to send emails to authorized people requesting for approval of Time Sheets entered.
4. Click on Ok

=== Generating Timesheet Analysis Reports ===
#Go to Menu > Timesheets > Timesheet Analysis (Keyboard Shortcut - Alt+M, T, A) [[image:timessheetanalysis.jpg]] 
#Please See [[Timesheet_FAQ#How_to_generate_reports_using_Timesheet_Analysis.3F|Timesheet Analysis]]

=== Exporting Timesheets Per Activity ===

To avoid exporting everything and then filtering in Excel you can select the desired activities before exporting and you can use "Find" in the popup to search for activities that are common to more than one department like "admin" or "leave" etc.

[[File:ta.jpeg]]

=== Using Timesheets for non-job users ===

Timesheet hours can be entered only for jobs, not for schedules.

Below are various ways that non-job users can enter timesheets:

* Enter hours for actual job: This might be possible in cases where a media schedule also has a corresponding job. But this might not be possible in cases where each media schedule has multiple corresponding jobs or if a media schedule has no job.

* 1 "fake" job per schedule: This might not be practical for certain roles, eg. Media Bookers because when they discuss booking with suppliers, they might discuss multiple schedules at the same time. So it is difficult to give a breakdown of their hours per schedule.

* 1 "fake" job per client: Non-job users can use these fake jobs to enter hours spent per client. They can enter the campaign name as the Details in the Timesheet file. You can take reports like Timesheet Analysis reports to get an idea of how may hours were spent on each client. Using that information, you can invoice the client for the hours spent. This method can be carried out side-by-side with the method of entering hours for real jobs or for fake "admin/sick" jobs. Below section explains how to enable automatic creation of jobs when creating a brand.

====Automatic job creation while creating a new Brand====
In the Client and Brand file, enter the Brand's account number in the format "account no, company code". This will automatically create a job for that particular client for that particular company.

Example:

[[File:Ts cnb file.png|700 px]]

[[File:Ts job.png|700 px]]

Remember that when brands that were created with account number as "account no, company code" are invoiced for another company, they will create intercompany entries. Of course, if these brands are used only for creating "fake jobs", they will never be invoiced. But if such a brand is used both for creating fake jobs as well as real ones, then when the real jobs are invoiced, intercompany entries will be automatically generated. If you do not want these intercompany entries, then you should not use this brand for real jobs. Instead, you should use a a separate brand for creating real jobs.

Troubleshooting NEOSYS Generally

2025-04-30T07:06:30Z

Arvind: /* Troubleshooting login failure (invalid username and/or password) */ unnecessary "Please note that"

==Fixing the "Cannot display the webpage" or "Site can't be reached" error message when accessing NEOSYS==

===Within a local area network (LAN)===
Users may get the "cannot display the webpage" or "site can't be reached" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

#Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
#If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

*Is the user connected to a network? - verify this by opening up a website (www.google.com)
*If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
*The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

===From the internet===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (i.e. https://clientname.hosts.neosys.com:4430). Users may not be able to access this link and it may give the "cannot display the webpage" or "site can't be reached" error message. If only one user faces this problem, and other users can access the NEOSYS server from the internet, then the problem can only be solved by client IT staff.
This could be due to various reasons and could be one or a combination of the following:

#The users internet connection is not working or a firewall on the computer/router is blocking port 4430 (or whichever port is being used for HTTPS): in this case client IT must fix the internet connection and open up the outgoing port for HTTPS
#Corporate firewall is blocking access to the NEOSYS server
#The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
#The server is off: consult with the IT person at the host office
#NEOSYS firewall is blocking the IP address of the user (probably due to unusual activity from the IP address): This is a very rare situation that happens with clients hosted by NEOSYS. First, confirm that the user's internet connection is working fine. Then to check whether their IP is blocked, ask the user to access www.neosys.com or http://userwiki.neosys.com/index.php/Main_Page .
#*If they can access these websites, the firewall is NOT blocking them.
#*If they cannot access these websites, ask the user to provide their public IP address by accessing www.whatismyip.com and then [http://itwiki.neosys.com/index.php/Unblocking_ips_on_NEOSYS_Intrusion_Detection_System_(IDS)#Removing_IP_Numbers_from_Block_List_Using_Nagios check whether their public IP is being blocked by NEOSYS firewall].
#The client's ISP is not able to resolve the domain name in the URL to the IP number. If this is the case you should be able to access NEOSYS by replacing the domain name with the IP number in the URL.

If the above steps do not fix/identify the issue, refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Cannot_Connect Troubleshooting Cannot Connect] for more information on fixing the "Cannot display the webpage" error.

Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff

===[http://techwiki.neosys.com/index.php/Configuring_IIS#Solving_error_during_file_upload:_.22Page_cannot_be_displayed.22_HTTP_Error_405_in_windows_2003 Solving error during file upload: "Page cannot be displayed" HTTP Error 405]===

==Fixing the network/server failure/.send/no lock period error messages==

===Error Message===

The following error messages may appear:
====Cannot Find Specified Resource====
[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

====Download of Specified Resource Failed====
[[image:insend.jpg]]
ERROR: -2146697208 The download of the specified resource has failed.
in .Send

====Cannot Release Document====
[[image:NWCONERROR1.jpg]]
Cannot release document. Try again ?
Error: Network or Server Failure. (No response)
Please try again later
and/or get technical assistance
-2146697211 System error: -2146697211.
in .Send

====Error in .Send====
[[image:internetconnectivyissue.jpg]]
ERROR: -2146697205 System Error: 2146697205
in .Send

====Cannot Save Document: NO LOCK RECORD====
[[image:nolockrecord.jpg]]

Cannot save "DOCUMENT NAME" because:
Somebody has updated this record.
Your update cannot be applied.
This session id does not agree "NO LOCK RECORD"

====Client disconnected after xxx seconds====

[[image:clientdisc.jpg]]

Client disconnected after xx seconds in NEOSYS xhttp.asp D:\NEOSYS\DATA\xxxx

===Possible Causes===
The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.

This could also happen within an office, when NEOSYS is accessed over the LAN, if there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling.

The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.

Sometimes the error, especially "no lock period" could occur due to third party tool bars installed which install additional DNS addresses or mess around with the browser settings.

===Solution===
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS.

*In case NEOSYS is being accessed using LAN, the link would look something like:
<pre>
http://127.0.0.1/neosys/
or
http://192.168.0.55/neosys/
</pre>

*In case NEOSYS is being accessed over the Internet, the link would look something like:

<nowiki>https://hostname.neosys.com:4430/neosys</nowiki>

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

Try to do a reset factory settings first, although it could be a faulty network connection.

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with its network connection.

In the case of "no lock period" it would be advisable to do a browser reset in addition to the solutions listed above.

==Fixing "" does not exist in the clients file Error Message==

===Problem explained===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

Error Message: "" does not exist in the clients file.

===Solution===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

==Troubleshooting the "Database not available" error message==

===Problem explained===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

===Solution explained===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Database_not_available.22_error_message Techwiki].

==Troubleshooting login failure (invalid username and/or password)==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

<pre>
Login failed!

Wrong username, password or database
→Check details and try again

Reset password if:
→3 or more failed attempts
→Forgot password
→Password expired
</pre>

The login failure message intentionally avoids specifying which detail is incorrect, to help prevent unauthorised access or hacking attempts.

Three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods:

1. Password reset on login page - if the user has a registered and accessible email account [[General_FAQ#How_to_reset_the_password.3F| Reset Password]],

or

2. By an administrator using the Authorisation File.

If the Password Reset procedure does not solve the login failure issue, check the authorisation file or the "Status" field on the user's User Details page to know if the user is expired.

There have been instances where you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists.

Do:

EXO_DATA=<database> list users expiry_date

In such cases, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. Verify it has indeed cleared it by running the list command again.

==Troubleshooting B10 & B12 Errors==
===Error Message===
<pre>
NEOSYS
An internal error has occurred. Please press
Shift+PrintScreen to copy this screen then
paste it into an email to support@neosys.com

ERROR NO: B10 IN DAYBOOK.SUBSX AT 135
Variable has not been assigned a value. Zero used.
</pre>
===Solution===
These are software errors and should be immediately escalated to the programmer.

Also Refer to : [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#B10_.26_B12_Errors| Finance B10 & B12 errors]

==Troubleshooting the "System failure. Do you want to retry?" error message==
[[image:System failure.jpg]]

For troubleshooting this error, refer to [[Troubleshooting_NEOSYS_Generally#Troubleshooting_Web_Browsers|Troubleshooting Web Browsers]]

For more information on this, refer to [http://techwiki.neosys.com/index.php/Procedures#Addressing_Browser_related_issues Addressing Browser Related Issues]

==Troubleshooting Web Browsers==
===Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.

*A variety of undocumented error messages
*"Error on Page" in the bottom left corner in the browser status bar
*Screens don't appear correctly
*Older versions of the program still appear
*NEOSYS repeatedly asks for login

====Solution====
Click on [[Clear Browser Cache]] to see instructions.

===Resetting Browser to Factory Settings===
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:

*A variety of undocumented error messages
*Older versions of the program still appear
*Tool-bars are installed

====Solution====
Click on [[Reset Browser]] to see instructions.

===Disabling Popup Blocker===
Refer to [[Disabling_Popup_Blocker | Disabling Popup Blocker]]

==Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message==
===Problem explained===
This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

===Solution explained===

Restart all the processes for the dataset in question. This will solve the problem.

Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]

In the latest version of NEOSYS, the current NEOSYS server process closes itself.

==Solving User doesn’t have a menu despite that menu having no lock in Authorisation File==

===Problem Explained===
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.

===Cause and Solution===
See [[Authorisation_File#Menu_Locks|Menu Locks.]]

==Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email==

There are 2 scenarios :

#The html file is sent by email by using the File > Send > Page by email… option on IE
#The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario 1:
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.

Scenario2:
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

==Strange Characters appear after saving an HTML document as pdf file using Adobe Acrobat PDF converter==

Strange Characters may appear after saving an html document because you might be restricting the PDF converter to use System fonts only.

[[image:Adobepdf.jpg]]

Follow instructions below to prevent strange characters from appearing after converting any NEOSYS html document to pdf.

#Go to Print option in the File menu of your browser
#Select AdobePDF and Click "Preferences"
#Uncheck the "Rely on System fonts only" option and click ok

[[image:Pdf1.jpg]]
[[image:Pdf2.jpg]]

==Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:

#'''In the converter Menu, Click on Down Arrow > Preferences.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]] 
#'''Under General Tab, Select HTML in the conversion settings and click on OK.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]] 

The PDF converted files should now be created without headers or footers.

==Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message==
[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

=====Possible Causes=====
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost.

=====Solution=====
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.

==Troubleshooting the " Cannot release document- try again"==

[[image:timestamp.jpeg]]

Cannot release document - try again
ERROR: ALREADY REQUESTING
WRITE
USERS

Possible cause and solution same as [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Cannot_Save_Document_Because_Time_Stamp_Does_Not_Agree.22_error_message Time Stamp error]

==Solving error message about "Error while writing data .... read-only file."==

Error while writing data.
You have attempted to write to a read-only file.
- or -
access to the file has been denied by the operating system.
(operating system file name: "XXXXXXXX")

====Solution====

Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.

====Cause====

Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.

Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.

====Recovery====

NEOSYS technical support MUST run a check for damaged files.

=====If there is damage=====

Follow standard NEOSYS technical procedure to resolve any damage.

=====If there is no damage and user was running a report or document reprint=====

Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.

=====If there is no damage and user was saving a transaction and files were being updated=====

Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.

====Permanent Solution====

Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.

==Fixing the Find Button not working Issue==

[[image:findbuttonerror.jpg]]

====Problem Explained====
No action when you click on the find button while trying to search.

====Solution====
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.

Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].

==Fixing error "The following Characters are not allowed here" while creating a new Document==

[[image:charnotallowed.jpg]]

====Problem Explained====
While trying to save a document we get the above error message in NEOSYS.
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:

[[image:charnotallowed-example.jpg]]

====Solution====

The solution is to remove these characters and save the document.

==Fixing error "Unacceptable characters in data" while saving a document==

[[image:Unacceptable.jpg]]

====Problem Explained====

This problem is usually caused by unusual characters present in some data cut and pasted into the data entry screen.

====Solution====

Look for unusual (foreign) characters especially in text areas and where cut and paste is likely to have been done and remove these characters.

NEOSYS currently allows only one non-Latin character set to be operational in a server at one time. If any of the characters entered by the user are not in the currently configured server character set, the user will get the "Unacceptable characters" error message. Refer to this link for more details about [http://techwiki.neosys.com/index.php/Configuring_NEOSYS_for_various_language_character_sets Configuring NEOSYS for various language character sets].

==Handling Error "Following Characters are not Allowed here" while opening a document in NEOSYS==
While trying to open a document in NEOSYS e.g. a Schedule file, user may get an error as below:

[[image:Schedule strange.jpg]]

===Reason===

This error comes up because some strange character is present in the field (See schedule No. above). Some characters are not always what they appear to be e.g character " á " which is a non-breaking space appears as an ordinary space on the screen. Good thing is that every character no matter how similar it is to other characters is identified by an ASCII code in all systems.

Let us take a scenario where a user while creating a schedule, unknowingly copied a schedule No. containing a strange character " á " (which appears exactly as a space) from another system into NEOSYS. He saved it and then while trying to open the same schedule he puts a space in the schedule no. not knowing that in the saved schedule " á " is present in place of what he thinks is a space. The system will give the above error message because Neosys does not allow spaces in document numbers.

===Solution===

*Check NEOSYS Logs and find the text entered in the field of the document.
*Copy the text and get its ASCII code.

( For above example ASCII code for " á " = 160 )

*The ASCII code has a corresponding HTML Code, type in the HTML Code in any HTML Text editor, preview Text and copy paste it in a Text editor e.g. MS Excel. Finally copy it in NEOSYS where that Document needs to be accessed.

( For above example HTML code for " á " = "&NBSP;" with all letters in lowercase )

*NEOSYS will now open the document.
*Since it is always best not to use any strange characters, remove the strange character and rename the document. You must Inform the users about this change.
*The document can also be opened in Maintenance Window in NEOSYS by directly typing the ASCII code.

( For above example type "alt+160" to enter " á " in the document number )

==Fixing Firefox popup " Prevent this page from creating additional dialogs"==

To suppress this message follow the instructions as given below in Firefox :-

#web address: about:config
#right click on list
#new
#integer
#dom.successive_dialog_time_limit
#0

[[image:ffpp.jpg]]

==Archiving Historical Data==

Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS primarily to make it easier to manage but also in some cases slightly faster to operate.

To do this one can take PERMANENT backups (more than one) of the current live system and then remove or archive data from the current database. The PERMANENT backups must be held in safe storage by the owner of the data which is the NEOSYS client. NEOSYS standard terms does not provide for storage of PERMANENT backups. Permanent backups are physical copies of BACKUP.ZIP files from NEOSYS backup process that will never be overwritten or destroyed. They should exist in multiple copies ensuring that further copies are made within the lifespan of the media on which they are kept to avoid the effects of media aging which may include total loss of data.

Client must confirm they can open the BACKUP.ZIP file and see the file names but they will not be able to open the files because they are encrypted and being binary database files cannot be used without the NEOSYS program.

Note that any data which is removed from the current database and cannot be recreated by some process like CREATEADS will only exist in the permanent backups held by the client because the historical database kept online for reference in the NEOSYS installation will NOT BE BACKED UP BY THE NEOSYS EVER.

This process does not backup the historical database therefore prior to creation of the historical database and deletion of historical data from the live database a physical copy of the backup of the live database must be delivered to the client with a warning that this is the only copy of their data and THEY MUST AGREE TO DUPLICATE AND KEEP IT SAFE BECAUSE NEOSYS DOES NOT KEEP ANY BACKUP COPY OF THEIR HISTORICAL DATA. Acknowledgement of receipt and the terms must be obtain in writing (or email) from the client.

WARNING: ANY DATA WHICH IS REMOVED FROM THE CURRENT DATABASE AND THAT CANNOT BE RECREATED BY INTERNAL PROCESSES MAY BE LOST AND ONLY OBTAINABLE WITH CERTAINTY FROM THE PERMANENT BACKUPS HELD BY THE CLIENT BECAUSE THE HISTORICAL DATABASE HELD ONLINE BY NEOSYS IS *NOT* BACKED UP

Procedure:

#Email client proposing archiving and removal of historical data and containing a draft acknowledgement of receipt of and acceptance of terms of data destruction online.
#Wait for client's agreement in principle and instructions to proceed.
#Deliver two copies of BACKUP.ZIP electronically to the client
#Obtain full and proper acknowledgement of receipt and acceptance of terms from client
#Restore the live database to a XXXXTEST database with name something like ARCHIVE 2099 where 2099 is the last year that will be deleted
#Delete the data from the live database

Sample email to the Client proposing archiving and removal of historical data:
<pre>Dear XXXX,

NEOSYS Support recently reviewed the server to examine its performance. During the investigation we found that the current Database has lot of old DATA.
Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS to make it easier to manage and slightly faster to operate.

We will follow a tested and verified method to reduce the Database size by removing the old DATA from the current Data set and copy it to a separate newly created Data set inside the existing database.

We will pick a year from past, the DATA up to which is considered to be old then copy the DATA of all the years up to and including the picked year to the newly created data set.
This DATA is removed from the current Data set and will be present as a separate data set online in your NEOSYS installation for reference.

In your case we have picked the year "YYYY" and we will create a new data set "XYYYY" which shall contain all the DATA up to and including year YYYY.

This Dataset "XYYYY" will will not be backed up by NEOSYS ever like the other live dataset which is backed up every day according to the nightly USB Backup procedure .

We need your approval to remove the DATA up to the above mentioned year to a separate Dataset.
After getting your approval we will send you two copies of the latest Backup.zip which containing all the historical Data. Then we will request for confirmation from your side that you have received the backup copies.
The removed DATA cannot be recreated again, it will only exist in the permanent backups held by you and for online reference as mentioned above.
</pre>

After sending the backup.zip Support will send below email to get the confirmation from client for receiving backup copies and accept the terms of data destruction online:
<pre>

Dear XXXX,

I am sending you a SAMPLE EMAIL to confirm that you have received the backup folders. Kindly send us a conformation email in the following format saying that you have received the backups.
Only after getting the confirmation from you we will go ahead with removing and copying the historical DATA to the new data set "XYYYY" (database code - to be mentioned by Support)

SAMPLE EMAIL:-

Dear NEOSYS Team,

We confirm that we have received the Backup.zip copies of DatabaseName (DatabaseCode) (date of backup - to be mentioned by support). We also accept the following terms:

1. NEOSYS has no responsibility for the historical data containing data upto and including year YYYY.
2. As this is the only copy of our DATA so we AGREE TO DUPLICATE AND KEEP IT SAFE because NEOSYS will NOT keep any backup copy of this historical data.
</pre>

Also refer to: [[Sales_FAQ#What_will_be_the_cost_for_setting_up_a_historical_NEOSYS_database.3F| Cost for setting up a historical NEOSYS database]]

==How to solve garbled characters after importing xls/csv into Excel==

#In a new Excel sheet or file, open Text Import Wizard by clicking on Data tab > Get External Data > From Text.
#Change the 'File Origin' setting to "65001: Unicode (UTF-8)."
#Tailor the remaining settings as suits your preference.
#Click "Finish" to open the UTF-8 file in Excel.

[[image: garbledcharexcel.png]]

Troubleshooting NEOSYS Generally

2025-04-30T07:03:55Z

Arvind: /* Troubleshooting login failure (invalid username and/or password) */ mention why the login error message must remain vague, also update old obsolete info

==Fixing the "Cannot display the webpage" or "Site can't be reached" error message when accessing NEOSYS==

===Within a local area network (LAN)===
Users may get the "cannot display the webpage" or "site can't be reached" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

#Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
#If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

*Is the user connected to a network? - verify this by opening up a website (www.google.com)
*If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
*The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

===From the internet===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (i.e. https://clientname.hosts.neosys.com:4430). Users may not be able to access this link and it may give the "cannot display the webpage" or "site can't be reached" error message. If only one user faces this problem, and other users can access the NEOSYS server from the internet, then the problem can only be solved by client IT staff.
This could be due to various reasons and could be one or a combination of the following:

#The users internet connection is not working or a firewall on the computer/router is blocking port 4430 (or whichever port is being used for HTTPS): in this case client IT must fix the internet connection and open up the outgoing port for HTTPS
#Corporate firewall is blocking access to the NEOSYS server
#The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
#The server is off: consult with the IT person at the host office
#NEOSYS firewall is blocking the IP address of the user (probably due to unusual activity from the IP address): This is a very rare situation that happens with clients hosted by NEOSYS. First, confirm that the user's internet connection is working fine. Then to check whether their IP is blocked, ask the user to access www.neosys.com or http://userwiki.neosys.com/index.php/Main_Page .
#*If they can access these websites, the firewall is NOT blocking them.
#*If they cannot access these websites, ask the user to provide their public IP address by accessing www.whatismyip.com and then [http://itwiki.neosys.com/index.php/Unblocking_ips_on_NEOSYS_Intrusion_Detection_System_(IDS)#Removing_IP_Numbers_from_Block_List_Using_Nagios check whether their public IP is being blocked by NEOSYS firewall].
#The client's ISP is not able to resolve the domain name in the URL to the IP number. If this is the case you should be able to access NEOSYS by replacing the domain name with the IP number in the URL.

If the above steps do not fix/identify the issue, refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Cannot_Connect Troubleshooting Cannot Connect] for more information on fixing the "Cannot display the webpage" error.

Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff

===[http://techwiki.neosys.com/index.php/Configuring_IIS#Solving_error_during_file_upload:_.22Page_cannot_be_displayed.22_HTTP_Error_405_in_windows_2003 Solving error during file upload: "Page cannot be displayed" HTTP Error 405]===

==Fixing the network/server failure/.send/no lock period error messages==

===Error Message===

The following error messages may appear:
====Cannot Find Specified Resource====
[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

====Download of Specified Resource Failed====
[[image:insend.jpg]]
ERROR: -2146697208 The download of the specified resource has failed.
in .Send

====Cannot Release Document====
[[image:NWCONERROR1.jpg]]
Cannot release document. Try again ?
Error: Network or Server Failure. (No response)
Please try again later
and/or get technical assistance
-2146697211 System error: -2146697211.
in .Send

====Error in .Send====
[[image:internetconnectivyissue.jpg]]
ERROR: -2146697205 System Error: 2146697205
in .Send

====Cannot Save Document: NO LOCK RECORD====
[[image:nolockrecord.jpg]]

Cannot save "DOCUMENT NAME" because:
Somebody has updated this record.
Your update cannot be applied.
This session id does not agree "NO LOCK RECORD"

====Client disconnected after xxx seconds====

[[image:clientdisc.jpg]]

Client disconnected after xx seconds in NEOSYS xhttp.asp D:\NEOSYS\DATA\xxxx

===Possible Causes===
The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.

This could also happen within an office, when NEOSYS is accessed over the LAN, if there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling.

The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.

Sometimes the error, especially "no lock period" could occur due to third party tool bars installed which install additional DNS addresses or mess around with the browser settings.

===Solution===
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS.

*In case NEOSYS is being accessed using LAN, the link would look something like:
<pre>
http://127.0.0.1/neosys/
or
http://192.168.0.55/neosys/
</pre>

*In case NEOSYS is being accessed over the Internet, the link would look something like:

<nowiki>https://hostname.neosys.com:4430/neosys</nowiki>

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

Try to do a reset factory settings first, although it could be a faulty network connection.

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with its network connection.

In the case of "no lock period" it would be advisable to do a browser reset in addition to the solutions listed above.

==Fixing "" does not exist in the clients file Error Message==

===Problem explained===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

Error Message: "" does not exist in the clients file.

===Solution===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

==Troubleshooting the "Database not available" error message==

===Problem explained===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

===Solution explained===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Database_not_available.22_error_message Techwiki].

==Troubleshooting login failure (invalid username and/or password)==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

<pre>
Login failed!

Wrong username, password or database
→Check details and try again

Reset password if:
→3 or more failed attempts
→Forgot password
→Password expired
</pre>

The login failure message intentionally avoids specifying which detail is incorrect, to help prevent unauthorised access or hacking attempts.

Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods:

1. Password reset on login page - if the user has a registered and accessible email account [[General_FAQ#How_to_reset_the_password.3F| Reset Password]],

or

2. By an administrator using the Authorisation File.

If the Password Reset procedure does not solve the login failure issue, check the authorisation file or the "Status" field on the user's User Details page to know if the user is expired.

There have been instances where you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists.

Do:

EXO_DATA=<database> list users expiry_date

In such cases, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. Verify it has indeed cleared it by running the list command again.

==Troubleshooting B10 & B12 Errors==
===Error Message===
<pre>
NEOSYS
An internal error has occurred. Please press
Shift+PrintScreen to copy this screen then
paste it into an email to support@neosys.com

ERROR NO: B10 IN DAYBOOK.SUBSX AT 135
Variable has not been assigned a value. Zero used.
</pre>
===Solution===
These are software errors and should be immediately escalated to the programmer.

Also Refer to : [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#B10_.26_B12_Errors| Finance B10 & B12 errors]

==Troubleshooting the "System failure. Do you want to retry?" error message==
[[image:System failure.jpg]]

For troubleshooting this error, refer to [[Troubleshooting_NEOSYS_Generally#Troubleshooting_Web_Browsers|Troubleshooting Web Browsers]]

For more information on this, refer to [http://techwiki.neosys.com/index.php/Procedures#Addressing_Browser_related_issues Addressing Browser Related Issues]

==Troubleshooting Web Browsers==
===Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.

*A variety of undocumented error messages
*"Error on Page" in the bottom left corner in the browser status bar
*Screens don't appear correctly
*Older versions of the program still appear
*NEOSYS repeatedly asks for login

====Solution====
Click on [[Clear Browser Cache]] to see instructions.

===Resetting Browser to Factory Settings===
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:

*A variety of undocumented error messages
*Older versions of the program still appear
*Tool-bars are installed

====Solution====
Click on [[Reset Browser]] to see instructions.

===Disabling Popup Blocker===
Refer to [[Disabling_Popup_Blocker | Disabling Popup Blocker]]

==Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message==
===Problem explained===
This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

===Solution explained===

Restart all the processes for the dataset in question. This will solve the problem.

Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]

In the latest version of NEOSYS, the current NEOSYS server process closes itself.

==Solving User doesn’t have a menu despite that menu having no lock in Authorisation File==

===Problem Explained===
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.

===Cause and Solution===
See [[Authorisation_File#Menu_Locks|Menu Locks.]]

==Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email==

There are 2 scenarios :

#The html file is sent by email by using the File > Send > Page by email… option on IE
#The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario 1:
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.

Scenario2:
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

==Strange Characters appear after saving an HTML document as pdf file using Adobe Acrobat PDF converter==

Strange Characters may appear after saving an html document because you might be restricting the PDF converter to use System fonts only.

[[image:Adobepdf.jpg]]

Follow instructions below to prevent strange characters from appearing after converting any NEOSYS html document to pdf.

#Go to Print option in the File menu of your browser
#Select AdobePDF and Click "Preferences"
#Uncheck the "Rely on System fonts only" option and click ok

[[image:Pdf1.jpg]]
[[image:Pdf2.jpg]]

==Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:

#'''In the converter Menu, Click on Down Arrow > Preferences.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]] 
#'''Under General Tab, Select HTML in the conversion settings and click on OK.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]] 

The PDF converted files should now be created without headers or footers.

==Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message==
[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

=====Possible Causes=====
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost.

=====Solution=====
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.

==Troubleshooting the " Cannot release document- try again"==

[[image:timestamp.jpeg]]

Cannot release document - try again
ERROR: ALREADY REQUESTING
WRITE
USERS

Possible cause and solution same as [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Cannot_Save_Document_Because_Time_Stamp_Does_Not_Agree.22_error_message Time Stamp error]

==Solving error message about "Error while writing data .... read-only file."==

Error while writing data.
You have attempted to write to a read-only file.
- or -
access to the file has been denied by the operating system.
(operating system file name: "XXXXXXXX")

====Solution====

Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.

====Cause====

Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.

Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.

====Recovery====

NEOSYS technical support MUST run a check for damaged files.

=====If there is damage=====

Follow standard NEOSYS technical procedure to resolve any damage.

=====If there is no damage and user was running a report or document reprint=====

Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.

=====If there is no damage and user was saving a transaction and files were being updated=====

Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.

====Permanent Solution====

Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.

==Fixing the Find Button not working Issue==

[[image:findbuttonerror.jpg]]

====Problem Explained====
No action when you click on the find button while trying to search.

====Solution====
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.

Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].

==Fixing error "The following Characters are not allowed here" while creating a new Document==

[[image:charnotallowed.jpg]]

====Problem Explained====
While trying to save a document we get the above error message in NEOSYS.
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:

[[image:charnotallowed-example.jpg]]

====Solution====

The solution is to remove these characters and save the document.

==Fixing error "Unacceptable characters in data" while saving a document==

[[image:Unacceptable.jpg]]

====Problem Explained====

This problem is usually caused by unusual characters present in some data cut and pasted into the data entry screen.

====Solution====

Look for unusual (foreign) characters especially in text areas and where cut and paste is likely to have been done and remove these characters.

NEOSYS currently allows only one non-Latin character set to be operational in a server at one time. If any of the characters entered by the user are not in the currently configured server character set, the user will get the "Unacceptable characters" error message. Refer to this link for more details about [http://techwiki.neosys.com/index.php/Configuring_NEOSYS_for_various_language_character_sets Configuring NEOSYS for various language character sets].

==Handling Error "Following Characters are not Allowed here" while opening a document in NEOSYS==
While trying to open a document in NEOSYS e.g. a Schedule file, user may get an error as below:

[[image:Schedule strange.jpg]]

===Reason===

This error comes up because some strange character is present in the field (See schedule No. above). Some characters are not always what they appear to be e.g character " á " which is a non-breaking space appears as an ordinary space on the screen. Good thing is that every character no matter how similar it is to other characters is identified by an ASCII code in all systems.

Let us take a scenario where a user while creating a schedule, unknowingly copied a schedule No. containing a strange character " á " (which appears exactly as a space) from another system into NEOSYS. He saved it and then while trying to open the same schedule he puts a space in the schedule no. not knowing that in the saved schedule " á " is present in place of what he thinks is a space. The system will give the above error message because Neosys does not allow spaces in document numbers.

===Solution===

*Check NEOSYS Logs and find the text entered in the field of the document.
*Copy the text and get its ASCII code.

( For above example ASCII code for " á " = 160 )

*The ASCII code has a corresponding HTML Code, type in the HTML Code in any HTML Text editor, preview Text and copy paste it in a Text editor e.g. MS Excel. Finally copy it in NEOSYS where that Document needs to be accessed.

( For above example HTML code for " á " = "&NBSP;" with all letters in lowercase )

*NEOSYS will now open the document.
*Since it is always best not to use any strange characters, remove the strange character and rename the document. You must Inform the users about this change.
*The document can also be opened in Maintenance Window in NEOSYS by directly typing the ASCII code.

( For above example type "alt+160" to enter " á " in the document number )

==Fixing Firefox popup " Prevent this page from creating additional dialogs"==

To suppress this message follow the instructions as given below in Firefox :-

#web address: about:config
#right click on list
#new
#integer
#dom.successive_dialog_time_limit
#0

[[image:ffpp.jpg]]

==Archiving Historical Data==

Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS primarily to make it easier to manage but also in some cases slightly faster to operate.

To do this one can take PERMANENT backups (more than one) of the current live system and then remove or archive data from the current database. The PERMANENT backups must be held in safe storage by the owner of the data which is the NEOSYS client. NEOSYS standard terms does not provide for storage of PERMANENT backups. Permanent backups are physical copies of BACKUP.ZIP files from NEOSYS backup process that will never be overwritten or destroyed. They should exist in multiple copies ensuring that further copies are made within the lifespan of the media on which they are kept to avoid the effects of media aging which may include total loss of data.

Client must confirm they can open the BACKUP.ZIP file and see the file names but they will not be able to open the files because they are encrypted and being binary database files cannot be used without the NEOSYS program.

Note that any data which is removed from the current database and cannot be recreated by some process like CREATEADS will only exist in the permanent backups held by the client because the historical database kept online for reference in the NEOSYS installation will NOT BE BACKED UP BY THE NEOSYS EVER.

This process does not backup the historical database therefore prior to creation of the historical database and deletion of historical data from the live database a physical copy of the backup of the live database must be delivered to the client with a warning that this is the only copy of their data and THEY MUST AGREE TO DUPLICATE AND KEEP IT SAFE BECAUSE NEOSYS DOES NOT KEEP ANY BACKUP COPY OF THEIR HISTORICAL DATA. Acknowledgement of receipt and the terms must be obtain in writing (or email) from the client.

WARNING: ANY DATA WHICH IS REMOVED FROM THE CURRENT DATABASE AND THAT CANNOT BE RECREATED BY INTERNAL PROCESSES MAY BE LOST AND ONLY OBTAINABLE WITH CERTAINTY FROM THE PERMANENT BACKUPS HELD BY THE CLIENT BECAUSE THE HISTORICAL DATABASE HELD ONLINE BY NEOSYS IS *NOT* BACKED UP

Procedure:

#Email client proposing archiving and removal of historical data and containing a draft acknowledgement of receipt of and acceptance of terms of data destruction online.
#Wait for client's agreement in principle and instructions to proceed.
#Deliver two copies of BACKUP.ZIP electronically to the client
#Obtain full and proper acknowledgement of receipt and acceptance of terms from client
#Restore the live database to a XXXXTEST database with name something like ARCHIVE 2099 where 2099 is the last year that will be deleted
#Delete the data from the live database

Sample email to the Client proposing archiving and removal of historical data:
<pre>Dear XXXX,

NEOSYS Support recently reviewed the server to examine its performance. During the investigation we found that the current Database has lot of old DATA.
Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS to make it easier to manage and slightly faster to operate.

We will follow a tested and verified method to reduce the Database size by removing the old DATA from the current Data set and copy it to a separate newly created Data set inside the existing database.

We will pick a year from past, the DATA up to which is considered to be old then copy the DATA of all the years up to and including the picked year to the newly created data set.
This DATA is removed from the current Data set and will be present as a separate data set online in your NEOSYS installation for reference.

In your case we have picked the year "YYYY" and we will create a new data set "XYYYY" which shall contain all the DATA up to and including year YYYY.

This Dataset "XYYYY" will will not be backed up by NEOSYS ever like the other live dataset which is backed up every day according to the nightly USB Backup procedure .

We need your approval to remove the DATA up to the above mentioned year to a separate Dataset.
After getting your approval we will send you two copies of the latest Backup.zip which containing all the historical Data. Then we will request for confirmation from your side that you have received the backup copies.
The removed DATA cannot be recreated again, it will only exist in the permanent backups held by you and for online reference as mentioned above.
</pre>

After sending the backup.zip Support will send below email to get the confirmation from client for receiving backup copies and accept the terms of data destruction online:
<pre>

Dear XXXX,

I am sending you a SAMPLE EMAIL to confirm that you have received the backup folders. Kindly send us a conformation email in the following format saying that you have received the backups.
Only after getting the confirmation from you we will go ahead with removing and copying the historical DATA to the new data set "XYYYY" (database code - to be mentioned by Support)

SAMPLE EMAIL:-

Dear NEOSYS Team,

We confirm that we have received the Backup.zip copies of DatabaseName (DatabaseCode) (date of backup - to be mentioned by support). We also accept the following terms:

1. NEOSYS has no responsibility for the historical data containing data upto and including year YYYY.
2. As this is the only copy of our DATA so we AGREE TO DUPLICATE AND KEEP IT SAFE because NEOSYS will NOT keep any backup copy of this historical data.
</pre>

Also refer to: [[Sales_FAQ#What_will_be_the_cost_for_setting_up_a_historical_NEOSYS_database.3F| Cost for setting up a historical NEOSYS database]]

==How to solve garbled characters after importing xls/csv into Excel==

#In a new Excel sheet or file, open Text Import Wizard by clicking on Data tab > Get External Data > From Text.
#Change the 'File Origin' setting to "65001: Unicode (UTF-8)."
#Tailor the remaining settings as suits your preference.
#Click "Finish" to open the UTF-8 file in Excel.

[[image: garbledcharexcel.png]]

File:Login.jpg

2025-04-30T06:26:57Z

Arvind: Arvind uploaded a new version of File:Login.jpg

Sales FAQ

2025-04-15T10:25:48Z

Arvind:

=== Can we have a trial version of NEOSYS? ===

Unfortunately, we don’t have a provision for free trial & the reasons are:
#It will take as much time & effort to configure & train a full trial system as establishing a live system
#The system is too complex for users to learn by themselves and requires initial training from us
#Our system is tried and tested over many years
#We don’t ask for a huge upfront fee, the 6 months fee is very reasonable for a system with such features
#We are happy to spend more time demonstrating the system to gain users acceptance

NEOSYS doesn’t have a demonstration version of the software nor a self-implementation manual sufficient to provide a satisfactory evaluation of the software. For most agencies the implementation process is sufficiently involved that it requires specific detailed knowledge to implement the system effectively. Therefore the general practice is for NEOSYS to take full responsibility for the implementation. This achieves optimal results in a reasonably cost effective manner.

Stage 1 - Demo

NEOSYS normal practice is to provide a series of demonstrations, typically online, until the client is sufficiently confident to commence full implementation. NEOSYS is prepared to spend as much time on this as the client is.

Stage 2 - Full Evaluation

To perform a full evaluation of the system NEOSYS can provide its normal implementation and training service but for a limited number of users. Full training and implementation is as important for a proper evaluation of NEOSYS as for full operation of the system and NEOSYS does not want evaluation to fail due to insufficient attention.

The six months initial fee remains to cover NEOSYS cost of doing the full normal implementation and training, even if it is for a limited number of users. Since the number of users is low for the evaluation period then the total cost is low compared to the full cost with all the users. Given that NEOSYS has no initial purchase price, the total cost is reasonable for the work involved.

===Why is collection of Company Information important?===

Sales team must collect Company Information to understand the exact requirements of the client and to be a consultant to them on how NEOSYS will help them work efficiently.

Sales team MUST obtain complete company information before sending proposals or doing demos or sending invoices. Although rarely a problem this is to avoid industrial espionage, pointless requests, scammers getting bank details etc.

=== Updating Company Information ===

We cannot always get all company info immediately during initial contact but we MUST use and build up the company info over the initial series of contacts.

In particular the company info must be used and developed during significant sales meeting and a new email sent to sales. The old company info email can be deleted.

===What is NEOSYS software payment and delivery terms===

NEOSYS payment is required in advance.

New clients must make an initial 6 month commitment by paying the licensing fee for the first 6 months. Asking for payment in advance motivates clients and NEOSYS to work on the project and do not allow the project to fail as it will be a waste of effort and time for both NEOSYS and clients. Our collection of money is actually aimed at ensuring the success of the project not simply to avoid risk to NEOSYS.

Further payments can be made on a quarterly basis. The software will be delivered within 2 working days after receipt of payment. Our fee is inclusive of all implementation, training, support and maintenance done remotely. For clients outside Dubai, there will be additional charges if they require onsite implementation and training.

Adding modules to existing clients will be billed pro-rata from installation date and added to their next bill. Clients need to receive an invoice "for three months from the date of installation" and agree to pay it along with their next quarterly invoice before commencing installation and implementation. Otherwise a bill only for the remainder of the current quarter can look too small. We NEED them to have a full sized invoice to get their full commitment to the project otherwise they can try to back out if they face issues, instead of making the required effort.

Note to Sales Team: From 15/4/2015, we have stopped the practice of granting 3 months initial payment to startup companies because the client is not so committed to NEOSYS since in the first three months lots of problems occur. The client MUST be committed to a reasonable period to get things going fine, otherwise we do all the work and then the client discontinues NEOSYS putting all of NEOSYS effort to waste. Now even startup companies MUST pay six months in advance because if the client is committed to getting NEOSYS going then initial difficulties will be overcome whereas if they are not committed then the reverse is true.

=== What is considered as the installation and billing period/date? ===

Installation is done within 2 working days after receipt of the first payment(for 6 months) is confirmed.

Billing cycle starts from the date we start work which is installation date.

If there is any dead period due to lack of client staff availability or other reasons for one month or more meaning absolutely NO activity either by client or NEOSYS after installation and before going live then the start date of the period of the first renewal of software licence and support fee may be delayed by the duration of the dead period.

===When can NEOSYS support staff start installation of NEOSYS===

Below procedure applies to all prospect clients, both new clients as well as existing clients implementing a new NEOSYS module.

If the client is in a hurry to get going and you have a good indication that the transfer has been done , if it is not received yet, you SHOULD proceed to installation immediately - and confirm date of delivery to the client ASAP. Prospects who make transfer MUST be rewarded by fast high priority responses from NEOSYS sales team regarding deliver dates so our support team looks GOOD FROM THE START.

If you do not have a good indication that the transfer has been made then you SHOULD NOT proceed to installation and MUST NOT inform the client of a delivery date.

It is unlikely that prospects would literally fake documents but if you have not gained a good solid feeling about the client during the proposal phase then you SHOULD delay installation until payment is actually received.

A good indication of transfer is:
*A clear confirmation from their bank that payment has been made
*A copy of their own instruction TO the bank is acceptable if it has clearly been stamped by a good payment agent
*A cheque deposit copy

Carefully check all the details are correct as per the proforma invoice
*bank account number
*amount
*currency
*date
*all other details

A good payment agent is:
*well known widely multi-national bank

A poor transfer agent is:
*a money transfer service
*a minor bank that it not widely multi-national

===Is NEOSYS compatible with Mac/Android?===
Yes. See [http://techwiki.neosys.com/index.php/Technical_/_Hardware_requirements#NEOSYS_Software_Browser_and_OS_Requirements NEOSYS Software Browser and OS requirements]

===What is the minimum period for subscription?===

Minimum period for subscription is 3 months after the initial period of 6 months.
=== What is the notice period for termination of NEOSYS services?===

There is no notice period.
=== Will NEOSYS refund the advance payment in case of termination of services?===

No. There are no refunds for initial or quarterly fees paid in advance.
===Why does NEOSYS not have a Service-Level Agreement?===

NEOSYS does not have an SLA for the following reasons:

# We are not clear what the terms of such an agreement could be and such agreement is likely not suitable for our type of service when the facts are examined.
# SLA is appropriate to protect the client in case they are making a major long term commitment which is not the case with NEOSYS.
# NEOSYS has not previously been asked for one beyond what it includes in the existing agreement
# A strict SLA with formal response times and penalties would be costly to operate and this would show in increased cost to use NEOSYS

In case the client wonders then how NEOSYS works without such an agreement, then consider the following:

# NEOSYS contract is short term and client is easily able to exit in case of poor service.
# NEOSYS is naturally MOTIVATED to provide good service due to ease with which the client can exit.
# NEOSYS does not charge up front for training and implementation and therefore is highly committed to a successful implementation.
# NEOSYS servers have had almost no down time in the last 10 years. References can be provided to back this up.

In case the client still wishes an SLA agreement to be signed then they should provide a draft of what terms they are looking for.
===What happens after contract with NEOSYS is terminated?===

#NEOSYS locks data entry for future periods.
#You will not have access to your old data, unless you choose to take a single-user read-only contract with NEOSYS.
#If installed on NEOSYS servers, NEOSYS will permanently delete old data and all backups after 1 year.

=== How will the data be handed over to the client at the end of contract? ===

Client users are responsible for taking soft copy of the data from NEOSYS.

See [http://userwiki.neosys.com/index.php/General_FAQ#How_can_we_export_data_from_NEOSYS.3F How to export data from NEOSYS]

=== Where is NEOSYS hosted? ===

NEOSYS can be hosted on NEOSYS servers or on a dedicated server at the client's premises. We highly recommend hosting on NEOSYS initially as it is a great way to start immediately, without wasting time on acquiring a server. Starting on NEOSYS servers is instant and switching to your server, if and when you acquire one, is simple and free too. Also hosting on NEOSYS in-house server is cheaper in terms of cost.

=== What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? ===

If NEOSYS is installed and hosted on NEOSYS servers, we provide a discount. If NEOSYS is installed on the client's server then the discount does not apply

===What will be the cost for setting up a historical NEOSYS database?===

The client is given read only access to the historical database. This is to ensure that users do not create or update documents even by mistake.

There will be no additional cost for setting up the historical database if NEOSYS is installed on client's server.

If NEOSYS is installed and hosted on NEOSYS server, then there is a cost of USD 50 per month to maintain the historical database. Running an extra database for the historical purpose will require NEOSYS to run extra processes on the server and also do a backup of the database.

=== Who will administrate the system? ===

NEOSYS Support staff will administrate the system.

=== Will NEOSYS Support staff have access to the server? ===

Yes. NEOSYS support agreement is conditional on being able to access your server at all times. See [http://techwiki.neosys.com/index.php/Letter_to_obtain_agreement_of_client_IT_staff_to_provide_remote_support Agreement with Client IT to provide remote support]

Is it really OK for NEOSYS to have access to data?

#24x7 access to client systems is a common practice in the computer industry for complex systems where urgent support may be required
#Data theft is present not just with 24x7 access, but it could be at any time. NEOSYS has various security measures to mitigate the risk
#It is virtually impossible to create a system that one can guarantee that nobody except the users have access to the data
#If a situation arises where integration is required then programmers will require access to data to understand user requirements
#NEOSYS Support staff sign Non-Disclosure agreements assuring that client data always remains confidential
#We expect you to trust our professionalism like all our clients

=== What about NEOSYS and Security?===
Some of our clients have NEOSYS installed inside their office, while others have it installed on NEOSYS servers. Our clients are extremely security conscious and we know all about how to ensure security.

Key points about NEOSYS security:
#Dedicated server: Ensures that it won’t be shared with other applications that might require several access to the server. This will help NEOSYS to provide the needed services without need of any other IT person to access the server.
#Confidentiality Agreement: NEOSYS will sign a confidentiality agreement between with the client to assure them that their data is safe with us, and will never be shared with anyone under any circumstance.
#HTTPS: NEOSYS Users use HTTPS to access the system, which is more secure compared to HTTP
#Multi-level permissions: Configure and manipulate access for different users based on permissions given to them e.g. User A has read only access whereas User B has read and write access, User A has access to Media only, but User B has access to Media and Finance etc.
#Warnings and email notifications with IP information are sent to management and NEOSYS support in case of password reset attempts. This will help identify malicious attempts to access NEOSYS
#Access Restriction by IP number: If client wishes to allow access to NEOSYS from outside the office then we can restrict from exactly where this is allowed
#Encryption: The raw data is encrypted and can only be accessed by NEOSYS software
#Access is audited: User info with IP information is logged whenever a user logs in and uses NEOSYS

===What are the benefits of using NEOSYS Finance module?===
#Many accounting systems cannot tell you what items WERE outstanding at some point in the past and can only tell you what items ARE outstanding now, whereas NEOSYS allows you to get outstanding items "as at" some point in the past. Since auditors need to know what items were outstanding at the end of the year, the usual situation for non-NEOSYS finance departments is to be totally in the dark finance system-wise for part or most of January because this issue effectively forces them to not open the new year until almost everything in the old year has been posted whereas in NEOSYS you can start posting on day 1 of the new year without closing the old year.

Client & Brand File

2025-02-07T10:14:24Z

Arvind: /* Digital invoice (Electronically Stamped invoices) */

[[image:Client&brandfile.png|800px]]

===Client Details===

====Client Code====

Enter existing client code or create a new one by entering a new client code in this field.

{{Codes}}

====Client Name====
Client Name as you want it to appear on all documents and reports.

If the client record is linked to an account in the finance module the client name on the invoice appears as the name of the account to which it is linked.

====Stopped====
{{Stop(reason)}}

====Address====
The client address as as you want it to appear on all documents issued to the client.

==== Invoice To ====
Open linked address file. If nothing linked yet, then will create a new Address file with the same code as the Client code.

====Market Code====
Enter the code of the market to which the client belongs.

This applies to all the brands under the client.

====Executive====
Enter the name of the person handling the client account.

The Executive field in the media schedule automatically shows this name when the client is selected. This executive name will also apply to all the brands in the client record provided the executive field in the brands line is vacant.

Executives that have been inactive for some time (default one year) are suppressed from popups when creating new documents. When searching or reporting however, since you may be searching or reporting on old transactions, inactive executives are still shown on popups but are clearly separated from active executives and the date they were last active is shown.

====Client Group 1 and 2====
Client Group fields present in the Client and Brand file are used to classify clients according to industry, organsisation size and/or parent company etc.

See [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F | How to classify clients based on industry or parent company]]

====Type====

#''Direct'' Display the name of the brand as well as the client on booking orders.
#''Agency'' Display the name of the advertised brand on the booking orders.

Many agencies make book ads with a vehicle supplier through another media agency or an MBU (media buying unit).

Lets assume Agency1 makes a booking with a supplier through Agency2. In this case Agency1 serves as a client to Agency2. It is possible when Agency2 issues a booking order to a supplier it does not want Agency1's name to appear on the order. NEOSYS allows Agency2 to choose whether or not they want the client name(Agency1) to appear on the booking orders.

==== Language ====
Option to choose specific language for a client. This will reflect on all documents related to this client.

===Client Accounting===
====Client A/c No.====
In the finance module, enter the account code of the client as in the trade debtors chart of accounts to record client's financial transactions.

The clients name on the invoice appears as the name of the account to which it is linked.

If not linked to any account the client name on the invoice appears as entered in the client and brand record.

====Sundry Client====
Timesheet details are required when the client is marked as a SUNDRY client. Which means that the NEOSYS “client” isn’t a real client but a generic “bag” for lots of one-off or petty clients who we do not wish to open full client records for. On such a “client” record, the brands can be clients or the client name must be entered on all transactions for this “client”.

This option must be UNCHECKED for all real clients.

====Invoice Currency====
Default invoice currency for the client.

The Currency field in the media schedule is updated automatically with the currency entered here when the concerned client/brand is selected.

====Show exchange rates====
This option applies exclusively to Media module invoices and does not affect Job module invoices.

Choose this option to display the exchange rates between vehicle currencies and the bill currency on media invoices.

The exchange rates are displayed under the invoice amount in words.

By default this exchange rate is not displayed.

==== Billing group ====
You can group billings of different clients using this option.

Consider, client 'A' uses client a/c 'X'. If you enter 'A' in the billing group of client 'B', then they use the same a/c 'X'.

==== Show disc/charges as ====
Select 'As entered' if you wish to change the default option of showing disc/charges as amounts.

==== Digital invoice (Electronically Stamped invoices) ====
Some clients may require electronically stamped invoices that do not require the default signature field at the bottom of documents like invoices.

To use this option, you must make sure the 'Stamp' field in the Company file has been configured with a stamp image and footer text (shown below).

[[image:Companystamp.png.png]]

Once this option is selected, any documents generated for this client will print the stamp and footer at the bottom of invoices and ignore any default invoice footers configured in the Media/Jobs configuration file.

====Exchange rates====

Define exchange rates between the client's default invoice currency and possible suppliers (i.e vehicle) booking currencies.

====Terms of Payment====
Enter the terms of payment for the client which reflects on the invoice.

Example: This Invoice will be considered correct unless notice of exception is received by us within 15 days.

If this field is vacant the invoice will show the Terms of payment as entered on the company record in the Company file.
See [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying Payment Terms on Invoices]]

====Payment Instructions====
Enter the payment instructions for the client to follow.

For eg.
Account name - xxxx
Account no. - xxxx
Bank name - xxxx

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment instructions]]

====Income Sharing====

Explanation for[[Using_NEOSYS_Media_System#Income_Sharing | Income Sharing]]

Enter company income should be shared with when using this client.
Enter the % used on the Fee amount on the Media Vehicle bill line.
TODO: Other client pending explanation

====Alias codes====

See [[Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F| What are alias codes]]

===Brands===
Brands follow a coding system similar to the client coding. We can:

#Create a brand by entering the brand code.
#Move a brand that currently exists in another client record by entering its code.
#Brands can be conveniently added or removed by inserting or deleting lines respectively.

The "List" button lists the brands of the current client if a client record is open.

If a brand is currently being used in a media schedule it cannot be modified or deleted.

====Code====
Specify the code allocated to the brand. ('''This field is mandatory''')

====Name====
Enter the name of the brand as it should appear on all documents issued from NEOSYS. ('''This field is mandatory.''')

Brands can be blocked from being used on new or existing documents using this field. This is done by adding the phrase (stop), including the brackets, to the brand name.

A useful feature for clients that have multilevel brands/products is that they can enter product names indented with leading spaces under brand names without leading spaces. This results in the list initially showing only the top level brands. Lower level brands and products can be viewed by clicking the appropriate icon or keyboard shortcut.

See [[Media FAQ#How do I enter multilevel clients and brands in the Client and Brand File.3F|How to enter multilevel brands]]

====A/c No.====
In the finance module, enter the client's account no. in the trade debtors chart of accounts to record client's financial transactions.

This need not be entered if the client account number is same as the brand account number.

====Executive====
Enter the name of the person handling the brand account. The Executive field in the media schedule automatically shows this name when this brand is selected.

This need not be entered if the executive handling the client is similar to the one handling the brand.

====Product Category====
Enter the category to which the brand belongs,eg. automobiles, cosmetics, etc.

See [[Product Categories File]]

==== General Categories ====
An extension of Product Category. Option to assign multiple Product Categories per brand in addition to the category entered in the Product Category field.

Saved in the format of "A,B,C,D". Enter as many codes as you like but separated by commas.

All categories entered here are treated as just another Product Category i.e. no one category takes precedence over the others.

When filtering reports by Product Category, you can search by any number of product categories which will find brands that have even one of those categories configured.

Sales FAQ

2025-01-02T10:09:46Z

Arvind: /* What happens after contract with NEOSYS is terminated? */ Change in procedure

=== Can we have a trial version of NEOSYS? ===

Unfortunately, we don’t have a provision for free trial & the reasons are:
#It will take as much time & effort to configure & train a full trial system as establishing a live system
#The system is too complex for users to learn by themselves and requires initial training from us
#Our system is tried and tested over many years
#We don’t ask for a huge upfront fee, the 6 months fee is very reasonable for a system with such features
#We are happy to spend more time demonstrating the system to gain users acceptance

NEOSYS doesn’t have a demonstration version of the software nor a self-implementation manual sufficient to provide a satisfactory evaluation of the software. For most agencies the implementation process is sufficiently involved that it requires specific detailed knowledge to implement the system effectively. Therefore the general practice is for NEOSYS to take full responsibility for the implementation. This achieves optimal results in a reasonably cost effective manner.

Stage 1 - Demo

NEOSYS normal practice is to provide a series of demonstrations, typically online, until the client is sufficiently confident to commence full implementation. NEOSYS is prepared to spend as much time on this as the client is.

Stage 2 - Full Evaluation

To perform a full evaluation of the system NEOSYS can provide its normal implementation and training service but for a limited number of users. Full training and implementation is as important for a proper evaluation of NEOSYS as for full operation of the system and NEOSYS does not want evaluation to fail due to insufficient attention.

The six months initial fee remains to cover NEOSYS cost of doing the full normal implementation and training, even if it is for a limited number of users. Since the number of users is low for the evaluation period then the total cost is low compared to the full cost with all the users. Given that NEOSYS has no initial purchase price, the total cost is reasonable for the work involved.

===Why is collection of Company Information important?===

Sales team must collect Company Information to understand the exact requirements of the client and to be a consultant to them on how NEOSYS will help them work efficiently.

Sales team MUST obtain complete company information before sending proposals or doing demos or sending invoices. Although rarely a problem this is to avoid industrial espionage, pointless requests, scammers getting bank details etc.

=== Updating Company Information ===

We cannot always get all company info immediately during initial contact but we MUST use and build up the company info over the initial series of contacts.

In particular the company info must be used and developed during significant sales meeting and a new email sent to sales. The old company info email can be deleted.

===What is NEOSYS software payment and delivery terms===

NEOSYS payment is required in advance.

New clients must make an initial 6 month commitment by paying the licensing fee for the first 6 months. Asking for payment in advance motivates clients and NEOSYS to work on the project and do not allow the project to fail as it will be a waste of effort and time for both NEOSYS and clients. Our collection of money is actually aimed at ensuring the success of the project not simply to avoid risk to NEOSYS.

Further payments can be made on a quarterly basis. The software will be delivered within 2 working days after receipt of payment. Our fee is inclusive of all implementation, training, support and maintenance done remotely. For clients outside Dubai, there will be additional charges if they require onsite implementation and training.

Adding modules to existing clients will be billed pro-rata from installation date and added to their next bill. Clients need to receive an invoice "for three months from the date of installation" and agree to pay it along with their next quarterly invoice before commencing installation and implementation. Otherwise a bill only for the remainder of the current quarter can look too small. We NEED them to have a full sized invoice to get their full commitment to the project otherwise they can try to back out if they face issues, instead of making the required effort.

Note to Sales Team: From 15/4/2015, we have stopped the practice of granting 3 months initial payment to startup companies because the client is not so committed to NEOSYS since in the first three months lots of problems occur. The client MUST be committed to a reasonable period to get things going fine, otherwise we do all the work and then the client discontinues NEOSYS putting all of NEOSYS effort to waste. Now even startup companies MUST pay six months in advance because if the client is committed to getting NEOSYS going then initial difficulties will be overcome whereas if they are not committed then the reverse is true.

=== What is considered as the installation and billing period/date? ===

Installation is done within 2 working days after receipt of the first payment(for 6 months) is confirmed.

Billing cycle starts from the date we start work which is installation date.

If there is any dead period due to lack of client staff availability or other reasons for one month or more meaning absolutely NO activity either by client or NEOSYS after installation and before going live then the start date of the period of the first renewal of software licence and support fee may be delayed by the duration of the dead period.

===When can NEOSYS support staff start installation of NEOSYS===

Below procedure applies to all prospect clients, both new clients as well as existing clients implementing a new NEOSYS module.

If the client is in a hurry to get going and you have a good indication that the transfer has been done , if it is not received yet, you SHOULD proceed to installation immediately - and confirm date of delivery to the client ASAP. Prospects who make transfer MUST be rewarded by fast high priority responses from NEOSYS sales team regarding deliver dates so our support team looks GOOD FROM THE START.

If you do not have a good indication that the transfer has been made then you SHOULD NOT proceed to installation and MUST NOT inform the client of a delivery date.

It is unlikely that prospects would literally fake documents but if you have not gained a good solid feeling about the client during the proposal phase then you SHOULD delay installation until payment is actually received.

A good indication of transfer is:
*A clear confirmation from their bank that payment has been made
*A copy of their own instruction TO the bank is acceptable if it has clearly been stamped by a good payment agent
*A cheque deposit copy

Carefully check all the details are correct as per the proforma invoice
*bank account number
*amount
*currency
*date
*all other details

A good payment agent is:
*well known widely multi-national bank

A poor transfer agent is:
*a money transfer service
*a minor bank that it not widely multi-national

===Is NEOSYS compatible with Mac/Android?===
Yes. See [http://techwiki.neosys.com/index.php/Technical_/_Hardware_requirements#NEOSYS_Software_Browser_and_OS_Requirements NEOSYS Software Browser and OS requirements]

===What is the minimum period for subscription?===

Minimum period for subscription is 3 months after the initial period of 6 months.
=== What is the notice period for termination of NEOSYS services?===

There is no notice period.
=== Will NEOSYS refund the advance payment in case of termination of services?===

No. There are no refunds for initial or quarterly fees paid in advance.
===Why does NEOSYS not have a Service-Level Agreement?===

NEOSYS does not have an SLA for the following reasons:

# We are not clear what the terms of such an agreement could be and such agreement is likely not suitable for our type of service when the facts are examined.
# SLA is appropriate to protect the client in case they are making a major long term commitment which is not the case with NEOSYS.
# NEOSYS has not previously been asked for one beyond what it includes in the existing agreement
# A strict SLA with formal response times and penalties would be costly to operate and this would show in increased cost to use NEOSYS

In case the client wonders then how NEOSYS works without such an agreement, then consider the following:

# NEOSYS contract is short term and client is easily able to exit in case of poor service.
# NEOSYS is naturally MOTIVATED to provide good service due to ease with which the client can exit.
# NEOSYS does not charge up front for training and implementation and therefore is highly committed to a successful implementation.
# NEOSYS servers have had almost no down time in the last 10 years. References can be provided to back this up.

In case the client still wishes an SLA agreement to be signed then they should provide a draft of what terms they are looking for.
===What happens after contract with NEOSYS is terminated?===

#NEOSYS locks data entry for future periods.
#You will not have access to your old data, unless you choose to take a single-user read-only contract with NEOSYS.
#If installed on NEOSYS servers, NEOSYS will permanently delete old data and all backups after 1 year.

=== How will the data be handed over to the client at the end of contract? ===

Client users are responsible for taking soft copy of the data from NEOSYS.

See [http://userwiki.neosys.com/index.php/General_FAQ#How_can_we_export_data_from_NEOSYS.3F How to export data from NEOSYS]

=== Where is NEOSYS hosted? ===

NEOSYS can be hosted on NEOSYS servers or on a dedicated server at the client's premises. We highly recommend hosting on NEOSYS initially as it is a great way to start immediately, without wasting time on acquiring a server. Starting on NEOSYS servers is instant and switching to your server, if and when you acquire one, is simple and free too. Also hosting on NEOSYS in-house server is cheaper in terms of cost.

=== What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? ===

If NEOSYS is installed and hosted on NEOSYS servers, we provide a discount. If NEOSYS is installed on the client's server then the discount does not apply

===What will be the cost for setting up a historical NEOSYS database?===

The client is given read only access to the historical database. This is to ensure that users do not create or update documents even by mistake.

There will be no additional cost for setting up the historical database if NEOSYS is installed on client's server.

If NEOSYS is installed and hosted on NEOSYS server, then there is a cost of USD 50 per month to maintain the historical database. Running an extra database for the historical purpose will require NEOSYS to run extra processes on the server and also do a backup of the database.

=== Who will administrate the system? ===

NEOSYS Support staff will administrate the system.

=== Will NEOSYS Support staff have access to the server? ===

Yes. NEOSYS support agreement is conditional on being able to access your server at all times. See [http://techwiki.neosys.com/index.php/Letter_to_obtain_agreement_of_client_IT_staff_to_provide_remote_support Agreement with Client IT to provide remote support]

We will sign a Confidentiality Agreement with you to assure you that your data is safe and will not be shared with anyone under any circumstance.

Is it really OK for NEOSYS to have access to data?

#24x7 access to client systems is a common practice in the computer industry for complex systems where urgent support may be required
#Data theft is present not just with 24x7 access, but it could be at any time. NEOSYS has various security measures to mitigate the risk
#It is virtually impossible to create a system that one can guarantee that nobody except the users have access to the data
#If a situation arises where integration is required then programmers will require access to data to understand user requirements
#NEOSYS Support staff sign Non-Disclosure agreements assuring that client data always remains confidential
#We expect you to trust our professionalism like all our clients

=== What about NEOSYS and Security?===
Most of our clients have NEOSYS installed inside their office only our smaller clients have it installed on NEOSYS servers. Our clients are extremely security conscious and we know all about how to ensure security

Key points about NEOSYS security:
#Dedicated server: Ensures that it won’t be shared with other applications that might require several access to the server. This will help NEOSYS to provide the needed services without need of any other IT person to access the server.
#Confidentiality Agreement: NEOSYS will sign a confidentiality agreement between with the client to assure them that their data is safe with us, and will never be shared with anyone under any circumstance.
#HTTPS: NEOSYS Users use HTTPS to access the system, which is more secure compared to HTTP
#Multi-level permissions: Configure and manipulate access for different users based on permissions given to them e.g. User A has read only access whereas User B has read and write access, User A has access to Media only, but User B has access to Media and Finance etc.
#Warnings and email notifications with IP information are sent to management and NEOSYS support in case of password reset attempts. This will help identify malicious attempts to access NEOSYS
#Access Restriction by IP number: If client wishes to allow access to NEOSYS from outside the office then we can restrict from exactly where this is allowed
#Encryption: The raw data is encrypted and can only be accessed by NEOSYS software
#Access is audited: User info with IP information is logged whenever a user logs in and uses NEOSYS

===What are the benefits of using NEOSYS Finance module?===
#Many accounting systems cannot tell you what items WERE outstanding at some point in the past and can only tell you what items ARE outstanding now, whereas NEOSYS allows you to get outstanding items "as at" some point in the past. Since auditors need to know what items were outstanding at the end of the year, the usual situation for non-NEOSYS finance departments is to be totally in the dark finance system-wise for part or most of January because this issue effectively forces them to not open the new year until almost everything in the old year has been posted whereas in NEOSYS you can start posting on day 1 of the new year without closing the old year.

Troubleshooting NEOSYS Generally

2024-11-14T13:31:02Z

Arvind: Remove obsolete Internet Explorer articles

==Fixing the "Cannot display the webpage" or "Site can't be reached" error message when accessing NEOSYS==

===Within a local area network (LAN)===
Users may get the "cannot display the webpage" or "site can't be reached" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

#Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
#If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

*Is the user connected to a network? - verify this by opening up a website (www.google.com)
*If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
*The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

===From the internet===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (i.e. https://clientname.hosts.neosys.com:4430). Users may not be able to access this link and it may give the "cannot display the webpage" or "site can't be reached" error message. If only one user faces this problem, and other users can access the NEOSYS server from the internet, then the problem can only be solved by client IT staff.
This could be due to various reasons and could be one or a combination of the following:

#The users internet connection is not working or a firewall on the computer/router is blocking port 4430 (or whichever port is being used for HTTPS): in this case client IT must fix the internet connection and open up the outgoing port for HTTPS
#Corporate firewall is blocking access to the NEOSYS server
#The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
#The server is off: consult with the IT person at the host office
#NEOSYS firewall is blocking the IP address of the user (probably due to unusual activity from the IP address): This is a very rare situation that happens with clients hosted by NEOSYS. First, confirm that the user's internet connection is working fine. Then to check whether their IP is blocked, ask the user to access www.neosys.com or http://userwiki.neosys.com/index.php/Main_Page .
#*If they can access these websites, the firewall is NOT blocking them.
#*If they cannot access these websites, ask the user to provide their public IP address by accessing www.whatismyip.com and then [http://itwiki.neosys.com/index.php/Unblocking_ips_on_NEOSYS_Intrusion_Detection_System_(IDS)#Removing_IP_Numbers_from_Block_List_Using_Nagios check whether their public IP is being blocked by NEOSYS firewall].
#The client's ISP is not able to resolve the domain name in the URL to the IP number. If this is the case you should be able to access NEOSYS by replacing the domain name with the IP number in the URL.

If the above steps do not fix/identify the issue, refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Cannot_Connect Troubleshooting Cannot Connect] for more information on fixing the "Cannot display the webpage" error.

Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff

===[http://techwiki.neosys.com/index.php/Configuring_IIS#Solving_error_during_file_upload:_.22Page_cannot_be_displayed.22_HTTP_Error_405_in_windows_2003 Solving error during file upload: "Page cannot be displayed" HTTP Error 405]===

==Fixing the network/server failure/.send/no lock period error messages==

===Error Message===

The following error messages may appear:
====Cannot Find Specified Resource====
[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

====Download of Specified Resource Failed====
[[image:insend.jpg]]
ERROR: -2146697208 The download of the specified resource has failed.
in .Send

====Cannot Release Document====
[[image:NWCONERROR1.jpg]]
Cannot release document. Try again ?
Error: Network or Server Failure. (No response)
Please try again later
and/or get technical assistance
-2146697211 System error: -2146697211.
in .Send

====Error in .Send====
[[image:internetconnectivyissue.jpg]]
ERROR: -2146697205 System Error: 2146697205
in .Send

====Cannot Save Document: NO LOCK RECORD====
[[image:nolockrecord.jpg]]

Cannot save "DOCUMENT NAME" because:
Somebody has updated this record.
Your update cannot be applied.
This session id does not agree "NO LOCK RECORD"

====Client disconnected after xxx seconds====

[[image:clientdisc.jpg]]

Client disconnected after xx seconds in NEOSYS xhttp.asp D:\NEOSYS\DATA\xxxx

===Possible Causes===
The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.

This could also happen within an office, when NEOSYS is accessed over the LAN, if there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling.

The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.

Sometimes the error, especially "no lock period" could occur due to third party tool bars installed which install additional DNS addresses or mess around with the browser settings.

===Solution===
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS.

*In case NEOSYS is being accessed using LAN, the link would look something like:
<pre>
http://127.0.0.1/neosys/
or
http://192.168.0.55/neosys/
</pre>

*In case NEOSYS is being accessed over the Internet, the link would look something like:

<nowiki>https://hostname.neosys.com:4430/neosys</nowiki>

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

Try to do a reset factory settings first, although it could be a faulty network connection.

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with its network connection.

In the case of "no lock period" it would be advisable to do a browser reset in addition to the solutions listed above.

==Fixing "" does not exist in the clients file Error Message==

===Problem explained===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

Error Message: "" does not exist in the clients file.

===Solution===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

==Troubleshooting the "Database not available" error message==

===Problem explained===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

===Solution explained===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Database_not_available.22_error_message Techwiki].

==Troubleshooting login failure (invalid username and/or password)==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

Error Message:
Cannot login because:
Error: Invalid username and/or password

Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :

1) Password reminder - if the user has a registered and accessible email account [[General_FAQ#How_to_reset_the_password.3F| Reset Password]],

or

2) By an administrator using the Authorisation File.

If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :

F5
LIST USERS WITH EXPIRY_DATE

This will indicate if the user has an expiry date set on it. There are instances where in you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists.

If you notice a user with showing which matches the user that has the problem with the password, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. You need to verify it has indeed cleared it by running the command in maintenance again.

==Troubleshooting B10 & B12 Errors==
===Error Message===
<pre>
NEOSYS
An internal error has occurred. Please press
Shift+PrintScreen to copy this screen then
paste it into an email to support@neosys.com

ERROR NO: B10 IN DAYBOOK.SUBSX AT 135
Variable has not been assigned a value. Zero used.
</pre>
===Solution===
These are software errors and should be immediately escalated to the programmer.

Also Refer to : [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#B10_.26_B12_Errors| Finance B10 & B12 errors]

==Troubleshooting the "System failure. Do you want to retry?" error message==
[[image:System failure.jpg]]

For troubleshooting this error, refer to [[Troubleshooting_NEOSYS_Generally#Troubleshooting_Web_Browsers|Troubleshooting Web Browsers]]

For more information on this, refer to [http://techwiki.neosys.com/index.php/Procedures#Addressing_Browser_related_issues Addressing Browser Related Issues]

==Troubleshooting Web Browsers==
===Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.

*A variety of undocumented error messages
*"Error on Page" in the bottom left corner in the browser status bar
*Screens don't appear correctly
*Older versions of the program still appear
*NEOSYS repeatedly asks for login

====Solution====
Click on [[Clear Browser Cache]] to see instructions.

===Resetting Browser to Factory Settings===
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:

*A variety of undocumented error messages
*Older versions of the program still appear
*Tool-bars are installed

====Solution====
Click on [[Reset Browser]] to see instructions.

===Disabling Popup Blocker===
Refer to [[Disabling_Popup_Blocker | Disabling Popup Blocker]]

==Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message==
===Problem explained===
This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

===Solution explained===

Restart all the processes for the dataset in question. This will solve the problem.

Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]

In the latest version of NEOSYS, the current NEOSYS server process closes itself.

==Solving User doesn’t have a menu despite that menu having no lock in Authorisation File==

===Problem Explained===
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.

===Cause and Solution===
See [[Authorisation_File#Menu_Locks|Menu Locks.]]

==Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email==

There are 2 scenarios :

#The html file is sent by email by using the File > Send > Page by email… option on IE
#The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario 1:
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.

Scenario2:
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

==Strange Characters appear after saving an HTML document as pdf file using Adobe Acrobat PDF converter==

Strange Characters may appear after saving an html document because you might be restricting the PDF converter to use System fonts only.

[[image:Adobepdf.jpg]]

Follow instructions below to prevent strange characters from appearing after converting any NEOSYS html document to pdf.

#Go to Print option in the File menu of your browser
#Select AdobePDF and Click "Preferences"
#Uncheck the "Rely on System fonts only" option and click ok

[[image:Pdf1.jpg]]
[[image:Pdf2.jpg]]

==Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:

#'''In the converter Menu, Click on Down Arrow > Preferences.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]] 
#'''Under General Tab, Select HTML in the conversion settings and click on OK.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]] 

The PDF converted files should now be created without headers or footers.

==Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message==
[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

=====Possible Causes=====
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost.

=====Solution=====
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.

==Troubleshooting the " Cannot release document- try again"==

[[image:timestamp.jpeg]]

Cannot release document - try again
ERROR: ALREADY REQUESTING
WRITE
USERS

Possible cause and solution same as [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Cannot_Save_Document_Because_Time_Stamp_Does_Not_Agree.22_error_message Time Stamp error]

==Solving error message about "Error while writing data .... read-only file."==

Error while writing data.
You have attempted to write to a read-only file.
- or -
access to the file has been denied by the operating system.
(operating system file name: "XXXXXXXX")

====Solution====

Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.

====Cause====

Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.

Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.

====Recovery====

NEOSYS technical support MUST run a check for damaged files.

=====If there is damage=====

Follow standard NEOSYS technical procedure to resolve any damage.

=====If there is no damage and user was running a report or document reprint=====

Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.

=====If there is no damage and user was saving a transaction and files were being updated=====

Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.

====Permanent Solution====

Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.

==Fixing the Find Button not working Issue==

[[image:findbuttonerror.jpg]]

====Problem Explained====
No action when you click on the find button while trying to search.

====Solution====
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.

Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].

==Fixing error "The following Characters are not allowed here" while creating a new Document==

[[image:charnotallowed.jpg]]

====Problem Explained====
While trying to save a document we get the above error message in NEOSYS.
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:

[[image:charnotallowed-example.jpg]]

====Solution====

The solution is to remove these characters and save the document.

==Fixing error "Unacceptable characters in data" while saving a document==

[[image:Unacceptable.jpg]]

====Problem Explained====

This problem is usually caused by unusual characters present in some data cut and pasted into the data entry screen.

====Solution====

Look for unusual (foreign) characters especially in text areas and where cut and paste is likely to have been done and remove these characters.

NEOSYS currently allows only one non-Latin character set to be operational in a server at one time. If any of the characters entered by the user are not in the currently configured server character set, the user will get the "Unacceptable characters" error message. Refer to this link for more details about [http://techwiki.neosys.com/index.php/Configuring_NEOSYS_for_various_language_character_sets Configuring NEOSYS for various language character sets].

==Handling Error "Following Characters are not Allowed here" while opening a document in NEOSYS==
While trying to open a document in NEOSYS e.g. a Schedule file, user may get an error as below:

[[image:Schedule strange.jpg]]

===Reason===

This error comes up because some strange character is present in the field (See schedule No. above). Some characters are not always what they appear to be e.g character " á " which is a non-breaking space appears as an ordinary space on the screen. Good thing is that every character no matter how similar it is to other characters is identified by an ASCII code in all systems.

Let us take a scenario where a user while creating a schedule, unknowingly copied a schedule No. containing a strange character " á " (which appears exactly as a space) from another system into NEOSYS. He saved it and then while trying to open the same schedule he puts a space in the schedule no. not knowing that in the saved schedule " á " is present in place of what he thinks is a space. The system will give the above error message because Neosys does not allow spaces in document numbers.

===Solution===

*Check NEOSYS Logs and find the text entered in the field of the document.
*Copy the text and get its ASCII code.

( For above example ASCII code for " á " = 160 )

*The ASCII code has a corresponding HTML Code, type in the HTML Code in any HTML Text editor, preview Text and copy paste it in a Text editor e.g. MS Excel. Finally copy it in NEOSYS where that Document needs to be accessed.

( For above example HTML code for " á " = "&NBSP;" with all letters in lowercase )

*NEOSYS will now open the document.
*Since it is always best not to use any strange characters, remove the strange character and rename the document. You must Inform the users about this change.
*The document can also be opened in Maintenance Window in NEOSYS by directly typing the ASCII code.

( For above example type "alt+160" to enter " á " in the document number )

==Fixing Firefox popup " Prevent this page from creating additional dialogs"==

To suppress this message follow the instructions as given below in Firefox :-

#web address: about:config
#right click on list
#new
#integer
#dom.successive_dialog_time_limit
#0

[[image:ffpp.jpg]]

==Archiving Historical Data==

Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS primarily to make it easier to manage but also in some cases slightly faster to operate.

To do this one can take PERMANENT backups (more than one) of the current live system and then remove or archive data from the current database. The PERMANENT backups must be held in safe storage by the owner of the data which is the NEOSYS client. NEOSYS standard terms does not provide for storage of PERMANENT backups. Permanent backups are physical copies of BACKUP.ZIP files from NEOSYS backup process that will never be overwritten or destroyed. They should exist in multiple copies ensuring that further copies are made within the lifespan of the media on which they are kept to avoid the effects of media aging which may include total loss of data.

Client must confirm they can open the BACKUP.ZIP file and see the file names but they will not be able to open the files because they are encrypted and being binary database files cannot be used without the NEOSYS program.

Note that any data which is removed from the current database and cannot be recreated by some process like CREATEADS will only exist in the permanent backups held by the client because the historical database kept online for reference in the NEOSYS installation will NOT BE BACKED UP BY THE NEOSYS EVER.

This process does not backup the historical database therefore prior to creation of the historical database and deletion of historical data from the live database a physical copy of the backup of the live database must be delivered to the client with a warning that this is the only copy of their data and THEY MUST AGREE TO DUPLICATE AND KEEP IT SAFE BECAUSE NEOSYS DOES NOT KEEP ANY BACKUP COPY OF THEIR HISTORICAL DATA. Acknowledgement of receipt and the terms must be obtain in writing (or email) from the client.

WARNING: ANY DATA WHICH IS REMOVED FROM THE CURRENT DATABASE AND THAT CANNOT BE RECREATED BY INTERNAL PROCESSES MAY BE LOST AND ONLY OBTAINABLE WITH CERTAINTY FROM THE PERMANENT BACKUPS HELD BY THE CLIENT BECAUSE THE HISTORICAL DATABASE HELD ONLINE BY NEOSYS IS *NOT* BACKED UP

Procedure:

#Email client proposing archiving and removal of historical data and containing a draft acknowledgement of receipt of and acceptance of terms of data destruction online.
#Wait for client's agreement in principle and instructions to proceed.
#Deliver two copies of BACKUP.ZIP electronically to the client
#Obtain full and proper acknowledgement of receipt and acceptance of terms from client
#Restore the live database to a XXXXTEST database with name something like ARCHIVE 2099 where 2099 is the last year that will be deleted
#Delete the data from the live database

Sample email to the Client proposing archiving and removal of historical data:
<pre>Dear XXXX,

NEOSYS Support recently reviewed the server to examine its performance. During the investigation we found that the current Database has lot of old DATA.
Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS to make it easier to manage and slightly faster to operate.

We will follow a tested and verified method to reduce the Database size by removing the old DATA from the current Data set and copy it to a separate newly created Data set inside the existing database.

We will pick a year from past, the DATA up to which is considered to be old then copy the DATA of all the years up to and including the picked year to the newly created data set.
This DATA is removed from the current Data set and will be present as a separate data set online in your NEOSYS installation for reference.

In your case we have picked the year "YYYY" and we will create a new data set "XYYYY" which shall contain all the DATA up to and including year YYYY.

This Dataset "XYYYY" will will not be backed up by NEOSYS ever like the other live dataset which is backed up every day according to the nightly USB Backup procedure .

We need your approval to remove the DATA up to the above mentioned year to a separate Dataset.
After getting your approval we will send you two copies of the latest Backup.zip which containing all the historical Data. Then we will request for confirmation from your side that you have received the backup copies.
The removed DATA cannot be recreated again, it will only exist in the permanent backups held by you and for online reference as mentioned above.
</pre>

After sending the backup.zip Support will send below email to get the confirmation from client for receiving backup copies and accept the terms of data destruction online:
<pre>

Dear XXXX,

I am sending you a SAMPLE EMAIL to confirm that you have received the backup folders. Kindly send us a conformation email in the following format saying that you have received the backups.
Only after getting the confirmation from you we will go ahead with removing and copying the historical DATA to the new data set "XYYYY" (database code - to be mentioned by Support)

SAMPLE EMAIL:-

Dear NEOSYS Team,

We confirm that we have received the Backup.zip copies of DatabaseName (DatabaseCode) (date of backup - to be mentioned by support). We also accept the following terms:

1. NEOSYS has no responsibility for the historical data containing data upto and including year YYYY.
2. As this is the only copy of our DATA so we AGREE TO DUPLICATE AND KEEP IT SAFE because NEOSYS will NOT keep any backup copy of this historical data.
</pre>

Also refer to: [[Sales_FAQ#What_will_be_the_cost_for_setting_up_a_historical_NEOSYS_database.3F| Cost for setting up a historical NEOSYS database]]

==How to solve garbled characters after importing xls/csv into Excel==

#In a new Excel sheet or file, open Text Import Wizard by clicking on Data tab > Get External Data > From Text.
#Change the 'File Origin' setting to "65001: Unicode (UTF-8)."
#Tailor the remaining settings as suits your preference.
#Click "Finish" to open the UTF-8 file in Excel.

[[image: garbledcharexcel.png]]

Using NEOSYS Job System

2024-08-06T10:34:33Z

Arvind: /* Issuing Credit Notes */

==How to create a job in NEOSYS?==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==How to create an estimate in NEOSYS?==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

===Formatting Estimate Printout===

Use a blank 'Item Description' line to separate between different groups of cost items with extra lines of description.

[[image:EstimateLinesSeparated.png]]

[[image:EstimatePrintLnSeparated.png]]

==How to create a purchase order in NEOSYS?==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Using templates to standardise work==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

===Creating Templates===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

===Finding and Searching Templates===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

===Using Templates===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

==Pasting existing data from MSWord or Excel to Estimates or Purchase Orders==
If for example the item descriptions or quantities or amounts have already been described in an Excel or Word document, then it is possible to paste that data into the file, saving the user from having to re-enter the data. In order to achieve this, NEOSYS requires the data to have at least one of the following column titles present (with CAPS):
<pre>
ITEM DESCRIPTION, ITEM DESCRIPTION2, QUANTITY, UNIT PRICE, AMOUNT, LINE TAX CODE, TYPE CODE
</pre>
Then simply paste the data into the first item field on any row of the Estimate or Purchase order file in NEOSYS.

NOTE - If the system cannot find any column heading in the data you pasted then it will display an error, listing the possible column titles. If you misspell a column title, the data for that column will be ignored.

==Issuing Invoices==
On the estimate/invoice file we can click on ‘Invoice’ tab and view the proforma invoice and subsequently invoice the client.

NOTE – for the changes made in the cost or billing section please click on ‘reopen’ for the changes to reflect.

==Issuing Partial Invoices==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

===Method 1 – Partial Invoicing using “Proformas”===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:

#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:

#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

===Method 2 – Partial Invoicing by Splitting the Estimate===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.

#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

====Splitting the costs====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

==Issuing Credit Notes==
What is a credit note?

A credit note is the opposite of invoice. It is issued by a seller to a purchaser to record the reduction of bill possibly due to a discount, return or cancellation.

How do I issue a credit note in production?

To Issue a credit note in production, create an estimate with a NEGATIVE amount and Invoice the estimate.

{{:Accounting_entries_created_by_the_Production_system}}

==Raising purchase orders/invoices to/from SUNDRY SUPPLIERS==

#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

==Using NEOSYS VAT/Sales Tax Accounting for Jobs==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

===Setting up standard Sales Tax Percentage===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

===Create an Estimate or Purchase order with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

===Create the Invoice/Purchase Invoice===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

===Finance Entries===

====Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

==Switching from manual costing to automatic NEOSYS Job Costing==
Assuming that jobs are numbered sequentially just start from any particular job number and ensure that all costs that relate to that job number ("new jobs") and beyond are handled through the new automated NEOSYS practice and not through the old manual procedures.

All cost entries that relate to jobs prior to that number ("old jobs") must be continue to be handled in the old way and if any entries are generated by NEOSYS for these old jobs then those entries must be deleted and not posted.

NEOSYS will automatically create job account in a chart with code "WIPxx" where xx is the current year like "WIP08".

You must create the initial chart (e.g. with code "WIP08") yourself and then NEOSYS will create all future year charts for you. When creating the initial chart make it an open item type chart and you will have to put a control A/c. The control A/c for a WIP ledger is normally in the current assets section of the General Ledger. If you do not have a WIP control A/c (or you have a WIP account but it is not a control account and has any journals passed against it) then you will have to create a new account in the GL called something like WIP Control A/c.

If there are too many jobs in one chart then NEOSYS will create "WIP082", "WIP083" etc.

==Correct Incorrect Purchase Invoices==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

===Recording Supplier Credit Notes===
If you are not authorised to amend a PI, then you need to create a new PO with a NEGATIVE amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:

#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job==
Steps to Cancel a Job:

#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

===Cancelling all old jobs and estimates===

Below procedure can only be done on old (AREV) NEOSYS and will be removed from wiki once the old NEOSYS is no more in use.

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

====Estimates====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

====Jobs====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

==Tracking job progress using My Jobs==

Menu > Jobs > My Jobs is a feature to internally track job progress.

My Jobs contains a list of jobs allocated to or managed by the user, the jobs status, who is currently working on the job etc.

All new jobs are initially added to the job executive or job creator's my jobs list.

From there, the job executive/creator can assign the job's work to other users such as production team heads.
Any user with the authorisation, such as department heads, have the ability to reassign the job's work to other staff members (there's no limit).

Users can mark allocated jobs as started or complete. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

My Jobs is only effective when client service create jobs for a single task, instead of creating a single job for multiple jobs.

If a client requires many tasks, e.g. design, events etc., users should create the job with additional sub-jobs for each task. Sub-jobs are simply new jobs with numbers such as JOB1234-1 or JOB1234-2.

The key TASK ACCESS must be added to department before users can view jobs in 'My Jobs'.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

===What shows in My Jobs===
You will see:

*All Job that you are responsible to either do or manage 
*All Job that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

The system will not display tasks older than 365 days.

===Changing task status===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do.

To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of a task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

"Suspen"

===Requesting other people to do work===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

User can make a request for tasks which are only allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

===Authorisation Keys===

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

===Using the My Jobs screen===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

===Example Scenario===

#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

==Using Sub Jobs when there are Multiple Estimates for a single Job==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

How to reset the password?

2024-07-11T08:08:24Z

Arvind:

To reset the password:
#Go to the NEOSYS login webpage.
#Enter your username, select the database and click on 'Reset Password' [[File:reset1.jpg]] 
#Enter your email address assigned to your NEOSYS account and click Ok. [[File:reset2.jpg]] 
#A message will pop up to confirm that the password has been reset and the new password has been sent to you via email. [[File:reset3.jpg]] 
#Check your inbox for an email with the subject “NEOSYS PASSWORD RESET”. If you do not receive the email immediately, then wait 10 minutes before trying again. Check your junk/spam folders as well.

'''NOTE:'''

#If you enter your password wrong 3 times in a row, your account will be locked and you need to follow the above procedure to request a new password.
#System administrators can configure the passwords to auto-expire after a preset number of days from the time it was last changed (see [http://userwiki.neosys.com/index.php/Authorisation_File#Password_auto-expiry_days Password Auto-expiry]).
#Users with email accounts registered in NEOSYS and other authorized domains can reset their passwords from the login screen even after expiry, however, users without access to email accounts must change their password prior to the expiry date.
#All users are reminded to change their password on login if the same is expiring within a week.
#If the users email address is not active or not assigned by the administrator then the administrator's (concerned person's) email address should be put instead, so that the administrator receives the user's initial password via email and forwards the same to the user. This procedure is mandatory and must be followed by all NEOSYS support staff. NEOSYS support staff are not allowed to generate manual passwords without getting an approval from their manager.

Sales FAQ

2024-04-18T08:28:37Z

Arvind: /* How will the data be handed over to the client after the end of contract? */

=== Can we have a trial version of NEOSYS? ===

Unfortunately, we don’t have a provision for free trial & the reasons are:
#It will take as much time & effort to configure & train a full trial system as establishing a live system
#The system is too complex for users to learn by themselves and requires initial training from us
#Our system is tried and tested over many years
#We don’t ask for a huge upfront fee, the 6 months fee is very reasonable for a system with such features
#We are happy to spend more time demonstrating the system to gain users acceptance

NEOSYS doesn’t have a demonstration version of the software nor a self-implementation manual sufficient to provide a satisfactory evaluation of the software. For most agencies the implementation process is sufficiently involved that it requires specific detailed knowledge to implement the system effectively. Therefore the general practice is for NEOSYS to take full responsibility for the implementation. This achieves optimal results in a reasonably cost effective manner.

Stage 1 - Demo

NEOSYS normal practice is to provide a series of demonstrations, typically online, until the client is sufficiently confident to commence full implementation. NEOSYS is prepared to spend as much time on this as the client is.

Stage 2 - Full Evaluation

To perform a full evaluation of the system NEOSYS can provide its normal implementation and training service but for a limited number of users. Full training and implementation is as important for a proper evaluation of NEOSYS as for full operation of the system and NEOSYS does not want evaluation to fail due to insufficient attention.

The six months initial fee remains to cover NEOSYS cost of doing the full normal implementation and training, even if it is for a limited number of users. Since the number of users is low for the evaluation period then the total cost is low compared to the full cost with all the users. Given that NEOSYS has no initial purchase price, the total cost is reasonable for the work involved.

===Why is collection of Company Information important?===

Sales team must collect Company Information to understand the exact requirements of the client and to be a consultant to them on how NEOSYS will help them work efficiently.

Sales team MUST obtain complete company information before sending proposals or doing demos or sending invoices. Although rarely a problem this is to avoid industrial espionage, pointless requests, scammers getting bank details etc.

=== Updating Company Information ===

We cannot always get all company info immediately during initial contact but we MUST use and build up the company info over the initial series of contacts.

In particular the company info must be used and developed during significant sales meeting and a new email sent to sales. The old company info email can be deleted.

===What is NEOSYS software payment and delivery terms===

NEOSYS payment is required in advance.

New clients must make an initial 6 month commitment by paying the licensing fee for the first 6 months. Asking for payment in advance motivates clients and NEOSYS to work on the project and do not allow the project to fail as it will be a waste of effort and time for both NEOSYS and clients. Our collection of money is actually aimed at ensuring the success of the project not simply to avoid risk to NEOSYS.

Further payments can be made on a quarterly basis. The software will be delivered within 2 working days after receipt of payment. Our fee is inclusive of all implementation, training, support and maintenance done remotely. For clients outside Dubai, there will be additional charges if they require onsite implementation and training.

Adding modules to existing clients will be billed pro-rata from installation date and added to their next bill. Clients need to receive an invoice "for three months from the date of installation" and agree to pay it along with their next quarterly invoice before commencing installation and implementation. Otherwise a bill only for the remainder of the current quarter can look too small. We NEED them to have a full sized invoice to get their full commitment to the project otherwise they can try to back out if they face issues, instead of making the required effort.

Note to Sales Team: From 15/4/2015, we have stopped the practice of granting 3 months initial payment to startup companies because the client is not so committed to NEOSYS since in the first three months lots of problems occur. The client MUST be committed to a reasonable period to get things going fine, otherwise we do all the work and then the client discontinues NEOSYS putting all of NEOSYS effort to waste. Now even startup companies MUST pay six months in advance because if the client is committed to getting NEOSYS going then initial difficulties will be overcome whereas if they are not committed then the reverse is true.

=== What is considered as the installation and billing period/date? ===

Installation is done within 2 working days after receipt of the first payment(for 6 months) is confirmed.

Billing cycle starts from the date we start work which is installation date.

If there is any dead period due to lack of client staff availability or other reasons for one month or more meaning absolutely NO activity either by client or NEOSYS after installation and before going live then the start date of the period of the first renewal of software licence and support fee may be delayed by the duration of the dead period.

===When can NEOSYS support staff start installation of NEOSYS===

Below procedure applies to all prospect clients, both new clients as well as existing clients implementing a new NEOSYS module.

If the client is in a hurry to get going and you have a good indication that the transfer has been done , if it is not received yet, you SHOULD proceed to installation immediately - and confirm date of delivery to the client ASAP. Prospects who make transfer MUST be rewarded by fast high priority responses from NEOSYS sales team regarding deliver dates so our support team looks GOOD FROM THE START.

If you do not have a good indication that the transfer has been made then you SHOULD NOT proceed to installation and MUST NOT inform the client of a delivery date.

It is unlikely that prospects would literally fake documents but if you have not gained a good solid feeling about the client during the proposal phase then you SHOULD delay installation until payment is actually received.

A good indication of transfer is:
*A clear confirmation from their bank that payment has been made
*A copy of their own instruction TO the bank is acceptable if it has clearly been stamped by a good payment agent
*A cheque deposit copy

Carefully check all the details are correct as per the proforma invoice
*bank account number
*amount
*currency
*date
*all other details

A good payment agent is:
*well known widely multi-national bank

A poor transfer agent is:
*a money transfer service
*a minor bank that it not widely multi-national

===Is NEOSYS compatible with Mac/Android?===
Yes. See [http://techwiki.neosys.com/index.php/Technical_/_Hardware_requirements#NEOSYS_Software_Browser_and_OS_Requirements NEOSYS Software Browser and OS requirements]

===What is the minimum period for subscription?===

Minimum period for subscription is 3 months after the initial period of 6 months.
=== What is the notice period for termination of NEOSYS services?===

There is no notice period.
=== Will NEOSYS refund the advance payment in case of termination of services?===

No. There are no refunds for initial or quarterly fees paid in advance.
===Why does NEOSYS not have a Service-Level Agreement?===

NEOSYS does not have an SLA for the following reasons:

# We are not clear what the terms of such an agreement could be and such agreement is likely not suitable for our type of service when the facts are examined.
# SLA is appropriate to protect the client in case they are making a major long term commitment which is not the case with NEOSYS.
# NEOSYS has not previously been asked for one beyond what it includes in the existing agreement
# A strict SLA with formal response times and penalties would be costly to operate and this would show in increased cost to use NEOSYS

In case the client wonders then how NEOSYS works without such an agreement, then consider the following:

# NEOSYS contract is short term and client is easily able to exit in case of poor service.
# NEOSYS is naturally MOTIVATED to provide good service due to ease with which the client can exit.
# NEOSYS does not charge up front for training and implementation and therefore is highly committed to a successful implementation.
# NEOSYS servers have had almost no down time in the last 10 years. References can be provided to back this up.

In case the client still wishes an SLA agreement to be signed then they should provide a draft of what terms they are looking for.
===What happens after contract with NEOSYS is terminated?===

#NEOSYS locks data entry for future periods.
#If installed on your own server, NEOSYS allows accessing old data and to edit this data for 1 year. Any support required in this time will be billable.
#If installed on NEOSYS servers, you will not have any access to your old data and NEOSYS may delete it and all backups after 30 days unless you choose to take a single user contract with NEOSYS.
=== How will the data be handed over to the client at the end of contract? ===

Client users are responsible for taking soft copy of the data from NEOSYS.

See [http://userwiki.neosys.com/index.php/General_FAQ#How_can_we_export_data_from_NEOSYS.3F How to export data from NEOSYS]

=== Where is NEOSYS hosted? ===

NEOSYS can be hosted on NEOSYS servers or on a dedicated server at the client's premises. We highly recommend hosting on NEOSYS initially as it is a great way to start immediately, without wasting time on acquiring a server. Starting on NEOSYS servers is instant and switching to your server, if and when you acquire one, is simple and free too. Also hosting on NEOSYS in-house server is cheaper in terms of cost.

=== What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? ===

If NEOSYS is installed and hosted on NEOSYS servers, we provide a discount. If NEOSYS is installed on the client's server then the discount does not apply

===What will be the cost for setting up a historical NEOSYS database?===

The client is given read only access to the historical database. This is to ensure that users do not create or update documents even by mistake.

There will be no additional cost for setting up the historical database if NEOSYS is installed on client's server.

If NEOSYS is installed and hosted on NEOSYS server, then there is a cost of USD 50 per month to maintain the historical database. Running an extra database for the historical purpose will require NEOSYS to run extra processes on the server and also do a backup of the database.

=== Who will administrate the system? ===

NEOSYS Support staff will administrate the system.

=== Will NEOSYS Support staff have access to the server? ===

Yes. NEOSYS support agreement is conditional on being able to access your server at all times. See [http://techwiki.neosys.com/index.php/Letter_to_obtain_agreement_of_client_IT_staff_to_provide_remote_support Agreement with Client IT to provide remote support]

We will sign a Confidentiality Agreement with you to assure you that your data is safe and will not be shared with anyone under any circumstance.

Is it really OK for NEOSYS to have access to data?

#24x7 access to client systems is a common practice in the computer industry for complex systems where urgent support may be required
#Data theft is present not just with 24x7 access, but it could be at any time. NEOSYS has various security measures to mitigate the risk
#It is virtually impossible to create a system that one can guarantee that nobody except the users have access to the data
#If a situation arises where integration is required then programmers will require access to data to understand user requirements
#NEOSYS Support staff sign Non-Disclosure agreements assuring that client data always remains confidential
#We expect you to trust our professionalism like all our clients

=== What about NEOSYS and Security?===
Most of our clients have NEOSYS installed inside their office only our smaller clients have it installed on NEOSYS servers. Our clients are extremely security conscious and we know all about how to ensure security

Key points about NEOSYS security:
#Dedicated server: Ensures that it won’t be shared with other applications that might require several access to the server. This will help NEOSYS to provide the needed services without need of any other IT person to access the server.
#Confidentiality Agreement: NEOSYS will sign a confidentiality agreement between with the client to assure them that their data is safe with us, and will never be shared with anyone under any circumstance.
#HTTPS: NEOSYS Users use HTTPS to access the system, which is more secure compared to HTTP
#Multi-level permissions: Configure and manipulate access for different users based on permissions given to them e.g. User A has read only access whereas User B has read and write access, User A has access to Media only, but User B has access to Media and Finance etc.
#Warnings and email notifications with IP information are sent to management and NEOSYS support in case of password reset attempts. This will help identify malicious attempts to access NEOSYS
#Access Restriction by IP number: If client wishes to allow access to NEOSYS from outside the office then we can restrict from exactly where this is allowed
#Encryption: The raw data is encrypted and can only be accessed by NEOSYS software
#Access is audited: User info with IP information is logged whenever a user logs in and uses NEOSYS

===What are the benefits of using NEOSYS Finance module?===
#Many accounting systems cannot tell you what items WERE outstanding at some point in the past and can only tell you what items ARE outstanding now, whereas NEOSYS allows you to get outstanding items "as at" some point in the past. Since auditors need to know what items were outstanding at the end of the year, the usual situation for non-NEOSYS finance departments is to be totally in the dark finance system-wise for part or most of January because this issue effectively forces them to not open the new year until almost everything in the old year has been posted whereas in NEOSYS you can start posting on day 1 of the new year without closing the old year.

Setting up a new company in existing/new database

2024-04-15T11:30:58Z

Arvind: /* Setting up a new company in an existing database */

==Setting up a new company in existing/new database==

'''Draft email requesting info required to add new company to existing/new database

For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.

Dear XXX,

To open the new company can we please have the following info:

1. Letterhead:
-Exact company name to appear on invoices etc
-Tax registration number (If UAE/KSA/Bahrain company)
-Address for letterhead
-Logo{{Letterhead Logo Format}}

2. Any new users:
-Full Name
-Email Address (to get passwords)
-User role(s) department/position etc (for authorization level)

3. Existing Users Access Rights:
-Who should have access to the new company?

4. Default Market for the Company

5. Bank Accounts:
-Full payment instructions - if required to appear on invoices

6. First Financial Year

7. General Accounts:
-Client: Shared existing list? OR create new private clients list/chart?
-Suppliers: Share existing list? OR create new private supplier list/chart?

8. Invoice Numbering:
-Prefix for the new company (usually one letter)
-The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used.

Media module
Starting Schedule Number: 1000
Starting Media Invoice Number: 20000
Job module
Starting Job Number: 5000
Starting Purchase Order Number: 15000
Starting Estimate Number: 25000
Starting Job Invoice Number: 40000

( Refer to Principles of Document numbering in NEOSYS:- http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )

9. Timesheet module:
- Timesheet Administrators:
- Timesheet alert email recipients (Users who will receive Timesheet Summary emails):

** In addition to the points above, ask for the following information if setting up a new company in a new database

9. Base Currency of the dataset

10. IP restrictions:
List of IP numbers from which NEOSYS can be accessed

11. Backup email notification recipients:
List of people to receive email reports about the daily backup

12. Allowed domains in email addresses
List of allowed domains for user's email addresses

Best Regards,

=== Setting up a new company in an existing database ===

The following procedure also applies to adding a new company to a multi-company installation in existing database.

#[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get Management approval]
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
#Create a new company in the [[Company_File| Company File]] by specifying the required details.
#*The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results. (Refer to [[Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_year| Setting up and Configuring NEOSYS Finance System]] for instructions on how to set up the start of Financial Year).
#*The company code must be a letter even if previous existing companies use a numeric company code.
#*Specify a single letter prefix for the company, which is used for invoice numbering. A single alphabetical prefix is always preferred as it saves time for users when keying in document numbers.
#*The database will have to be converted to allow invoice numbering per company, if invoice numbering per company is set to 'No' in Media/Job Configuration file and data has already been entered into NEOSYS. (Refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company).
#*Enter the exchange gain, exchange loss and inter-currency conversion account numbers.
#*Enter payment instructions specific to this company and it will appear on all invoices for this company. (Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment Instructions]] for instructions on how to set up payment instructions).
#*If you need inter-company entries to be made then follow the instructions in [[How_to_setup_inter_company_accounts_and_do_inter_company_postings| How to setup intercompany accounts]] and do intercompany postings
#In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to [[Invoice_Numbering|Invoice Numbering]]) and numbering pattern under the Media/Job config file.
#*The starting number should be consistent with the existing companies' document numbering.
#*If the database is configured to show year in the Invoice number, then the starting number cannot be set as it will start from 1 each year.
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.

=== Setting up a new company in a new database ===

In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database

#Configure base currency of the new database in the Company file
#[[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Client_Security_mark| Configure Client Security Mark]]
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [[Authorisation_File#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]]
#Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.

Media FAQ

2024-03-07T11:45:21Z

Arvind: /* How do I handle "Allow Over Plan" error? */

==How do I get subtotals on a Media Diary?==
In order to get subtotals at least one or more options in the Order field has to be selected.

[[image:Mediadiaryfaq.jpg]]

==How to show cost tax amount in Media Diary?==

Please read [[Using_NEOSYS_Media_System#Report_on_Cost_VAT_Tax | Report on Cost VAT Tax]].

==What is a despatch status?==
Despatch status can be the fax number, address, e-mail, date, representative name, etc or any other information regarding the despatch of a booking order or invoice generated from NEOSYS.

===Where can I view the despatch status of the booking orders?===
The despatch status can be viewed in the ‘despatch record’ column when generating a list of the booking orders.

[[image:Viewingdespatchstatus.jpg]]

===How can I enter or update the despatch status of existing booking orders?===
You can enter the order despatch status in the New Despatch Status field when reprinting the old order from Media > Booking Orders > Old Orders

[[image:Updatedespatchorder.jpg]]

==Invoices==

===Where can I view the despatch date of existing invoices?===
The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.

[[image:Despatchdatestatement.jpg]]

===How can I enter or update the despatch date of existing invoices?===

You can enter/update the order despatch status in the New Despatch Status field when reprinting the old Media Invoices

[[File:Old med inv.jpg]]

===How do I save an invoice proforma in NEOSYS?===
When generating an invoice, select Save Proforma on the invoice formatting page.

[[image:Mediainvoiceproforma.jpg]]

===Where can I view saved invoice proformas?===
To view saved invoice proformas go to Media > Invoices > Old Invoices/ Proformas and enter the proformas invoice number in the Invoice No. field.

[[image:Invoiceproformas.jpg]]

===How do I add or amend client order number when reprinting invoices?===
To do this, go to Media > Invoices > Old Invoices/ Proformas to view the Old Media Invoices page as shown in [[Media_FAQ#Where_can_I_view_saved_invoice_proformas.3F|"Where can I view saved invoice proformas"]]. Enter the invoice number in the Invoice No. field and the new client order number in the Client Order No. field, then click Reprint.

This can be useful when the order number is not known at the time of invoicing e.g when invoicing early or when the client changes their mind. It saves having to manually amend the invoice text before submission to the client.

The client order number on the schedule is also updated, but only if it is both present and matches the order number being amended on the invoice. This is to avoid confusion in the rare case when issuing multiple invoices with different client order numbers from the same schedule.

===How do I cancel/credit note an invoice?===
New Method:

#Click invoice on the schedule file.
#Click Credit note option.
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the credit note in journals created.

OLD Method:
To cancel an Invoice in media you need to:

#Remove the ad dates from the date grid in schedule file.
#Click the INVOICE button at the top of the dates column (you will be asked to update the version number (say no) and save the schedule (say yes)
#In the invoice creation screen don’t chose any options (except maybe enter the invoice date) and click "Proforma"
#Check the Proforma is all OK then click Invoice.
#Don’t forget to post the invoice journals created.

===How to invoice a specific range of ads in a schedule spanning over many months?===

In order to do this, certify the ads in the date range you want to invoice and then, invoice using the option "Certified Ads Only".

#Navigate to certification screen by clicking the 'Certify' button in the schedule file or Menu > Media > Certificates > Certificate/Voucher File.
#Enter the Date Range and Schedule No and click 'Update All' button.
#Enter [[Media_Types_File#Certification | Certification No]] and click OK. A popup will inform you of how many ads were certified.
#Return to the schedule file, click 'Invoice' button and under the option title "Certified/All" choose the option "Certified ads only" and invoice.

===How to do partial invoicing in a schedule?===
Summary of the procedure for 50% partial invoicing:

#After the schedule has been booked, add "-50%" under the "Other" column for all vehicle lines.
#Invoice the schedule (this gives you the first 50% invoice)
#Remove "-50%" from all vehicle lines
#Invoice the schedule again (this will give you the remaining 50% invoice)

This can get tedious in case of schedules with too many lines, but you will save time using the keyboard shortcuts mentioned in the detailed steps below.

#In the first vehicle line, under "Other" column enter -50% (don't press enter or any key yet)
#Press the keyboard down arrow key
#Press keyboard "n" key when you get the popup "Do you want the changes to be rebooked?"
#Press keyboard shortcut Alt + y (to copy the -50% from previous line)
#Repeat steps 2, 3, 4 till all lines have -50% under "Other"
#Issue invoice (this gives you the first 50% invoice)
#Click the first vehicle's "-50%"
#Press keyboard "Del" key and then down arrow key. Repeat this till no lines have -50% under "Other"
#Issue invoice again (this will give you the remaining 50% invoice)

==How do I cancel a booking order?==
To cancel an issued booking order you can remove the appearance dates from the Dates calendar in the media schedule and click on Book to generate a media booking cancellation for the ads that have been removed from the Dates calendar.

[[image:Bookingordercancel.jpg]]

==How do I suppress free ads on the booking order?==
On the New booking order page you can select the Suppress Free option in order to not show the free ads on the booking order.

[[image:Suppressfreeads.jpg]]

It may be possible that for some reason the number of ads that you have charged the client for are more than the number of ads you actually booked with the vehicle supplier. NEOSYS allows you to enter this information in the system.

For eg, you bill the client for 500 radio spots and place an order for only 400 actually. Now the agency can enter the number of ads as 500 in the schedule, 100 of which can be selected as 'free to agency' ads. If you do not want these 'free to agency' ads to show in the booking order you can select Suppress free ads when generating the order to prevent them from showing.

==How to do free ads for digital media?==
To enter Free Ads, we can put the Ads on a separate line and type a word like "FREE" in the discount column so that the net unit price of that line is zero, as follows:

[[image:Free_Ads_Digital_Media.jpg]]

==How do I assess the value of free ads?==
The Net amount for free ads is zero and same appears in all media diary reports. The gross amount also appears as blank because the gross columns in the media diary report are for paid ads where gross price is the unit price multiplied by the total number of ads. The ads with net unit price zero are considered free ads and not paid, so gross price for them appears as blank in the gross bill/cost columns. Hence it becomes difficult to assess the value of free ads, as gross is blank and net value is zero.

Use the following reports to evaluate free ads:

*In Media Diary reports, look for Gross cost/bill in the Net Free cost/bill columns.
*"Summary of Paid and Free Ads" report shows the gross bill for the free ads in schedules.

==[http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#How_do_I_issue_a_credit_note_for_part_of_a_schedule.3F How do I issue a credit note for specific ads?]==

==[[Schedule_file#Version_section|What is a version?]]==

==How can I view historical changes made to a database record?==
Each time a database record in NEOSYS is updated or modified; the system creates a new version of it and saves the record creating a trail of all previously edited versions linked to the most updated one. Whenever a database record is opened for viewing, the user will get a complete list of history of edits done on the record along with a link to each version. This will help the user to pull out historic edits on any single record.

==How to split large schedules?==

There could be scenarios where the schedule created is too large to save or too big to be handled by NEOSYS. This could be because there are too many spots across too many dates or the vehicle used does not support bulk ads. To address such issues schedules can be split into smaller schedules. To do so

#Copy the schedule in question to a new schedule.
#In the new schedule, remove the past ads that are already booked and invoiced in the older schedule. Only retain ads for future dates and save the schedule.
#In the old schedule, remove future ads that are now present in the newly copied schedule and save the schedule.

==How do I get subtotals on a schedule/plan printout?==
In order for the subtotals to appear on the printout the schedule/plan lines have to be separated by a blank line.

[[image:Subtotalsprintout.jpg]]

The schedule printout will appear as:

[[image:Subtotalsprintout2.jpg]]

The invoice printout will appear as:

[[image:Subtotalsprintout3.jpg]]

==How do I insert new rows in the schedule?==
Schedule lines can be added or removed conveniently by clicking on the '+' and '-' icons respectively. You can also do so by clicking on the Vehicle code field and press 'ctrl+n' (to add a line above the selected field) or the 'down arrow' key (to add a line below the selected field). When inserting a schedule row NEOSYS gives us various options.

[[image:Mediascheduleinsertline.jpg]]

==How to achieve negative net unit amount in a vehicle line?==
NEOSYS does not allow you to enter a negative amount directly in the Gross Unit Amount field.

[[File:Negative amt.png|frameless|223x223px]]

There are multiple ways to get a negative net unit amount in the vehicle line, which depend on how you want Finance accounts to record these amounts and Media/Finance reports to display them. Some examples are:

*Enter '0AED' Gross amount and '-100AED' in any field, for example 'Discount' or 'Other'.
*Enter '50AED' Gross amount and '-200%' in any field, for example 'Discount' (This adds a positive balance to Gross Unit Amt total in Media Diary, which you may not prefer).
*Enter '0AED' Gross amount and '50' in 'Loading' and '-200%' in 'Discount' field.

===How do I save a schedule file with negative net unit amount in a vehicle line?===

When you try to save a schedule file with negative net unit amount in any vehicle line, you will face the below error message:

NET UNIT AMOUNT CANNOT BE NEGATIVE, WITHOUT COMMENT

This message is deliberately vague and not a plain statement because entering negative amounts will cause variety of issues such as negative income, negative figures in some billing analysis reports and possibly even breaking VAT regulations over reporting of discounts.

Also, the total number of ads for the client in use will increase along with Media diary report displaying negative figures.

However as long as the Finance team is aware of these possible issues, NEOSYS allows users to enter a negative Net Amount in the vehicle line, IF the word "NEGATIVE" is entered somewhere in the schedule. You can sneak it into any field in the schedule file, such as Private comments, so it doesn't show to the client.

We recommend doing this in TEST database first, to check how the Media and Finance reports display the ads and their amounts.

==How to restrict the days on which ads can be placed==

There are four ways to restrict this. In order of precedence,

#Days field. (Values: Numbers 1-7) See Market file to check what number correlates to which day of the week.
#Program/Position field. (Keywords: FRIDAY/ friday/ FRI/ fri) For single day use "Mon", ranges use "Mon-Wed", ranges & single day use "Mon-Wed Sat")
#Specification field. (Keywords: Same as point 2)
#Vehicle file (Refer [[Vehicle_File#Day_of_Week|Day of week]])

[[File:Adrestrict.png]]

==How do I issue one booking order for a vehicle from different schedules with multiple periods?==
Once the multiple period schedule numbers are entered in the Schedule Code/No field by inserting extra lines select the vehicle you wish to book (will show automatically if only one vehicle in the schedule) and select the One combined order option. This would generate one single order for all the schedules even if they belong to separate periods.

[[image:Multiperiodbooking.jpg]]

==How do I issue separate booking orders for each vehicle in a schedule?==
As the schedule number appears on the Schedule Code/No field the system will ask you which vehicles you wish to book considering the schedule has multiple vehicles. The system would generate an independent booking order for each of the vehicle.

NOTE - even if one or more vehicles have the same supplier there will be a separate booking order for each vehicle.

[[image:Massbooking.jpg]]

==How do I issue one consolidated booking order for multiple vehicles?==
You may need to send out one consolidated booking order comprising multiple schedules, vehicle and suppliers to an associate agency. Once you have entered the multiple schedule numbers and selected the required vehicle/vehicles select the One combined order option, this option would issue one consolidated booking order for all the vehicles.

[[image:Consolidateorder.jpg]]

==How do I issue Amendment Booking order for a consolidated/combined booking order with multiple vehicles?==
For issuing amendment booking order for a consolidated/combined booking order, all vehicle lines of all schedules which are a part of the consolidated/combined booking order need to be amended. Follow the steps below:

#For schedules that do not require any change, enter a dot on the vehicle line (which appeared in the combined booking order), eg. in the "Loading" field and save the schedule. Then remove the dot and resave the schedule. A message to rebook this line will appear, to which you MUST select Yes.
#For the schedule's vehicle line where an actual change is required, make the amendment and then select the "Book" button.
#Add all the schedules and the vehicle code in new booking page, select the "One combined order" option and select any Amendment Order Style as per requirement.
#Ensure that you check the Preview/Draft before clicking Book.

==How do I book one media vehicle through different suppliers?==
It is not uncommon and perfectly normal to book a particular media/vehicle through different suppliers.

In NEOSYS you have to create a new vehicle file record with a different vehicle code but with similar details and linked to the alternative supplier.

By using the correct vehicle code for any particular schedule and booking, all the various operational and management reports can distinguish between the two operations.

If you wish to merge the two vehicles on management reports then mark the second and subsequent media vehicle records "analyse as" field to be the original vehicle code.

To get billing analysis both by supplier and in total for the vehicle, ensure that the vehicle name is spelt and punctuated ABSOLUTELY IDENTICAL on all Vehicle File records for the same vehicle on all suppliers.

If you order the report simply by vehicle, the reporting program will merge the billings into one line where the names are identical. If you want to see the billings of the vehicle per supplier use order 1. by vehicle 2. by supplier.

==How to modify / add terms to Media Booking order?==
To amend or to add the standard notes/terms at the bottom of booking orders, go to Media --> Files --> Media Type File

The booking order notes are different for each media type - Magazines, Radio etc. so you must select the type of media that you want to change and do them all one by one.

Click Open and select a media type.

Enter the desire booking notes. There may be separate sections for English and other languages so you should consider changing the language in all sections. Each language sections starts something like %SPANISH% etc.

Click Save

[[image:Media type file.jpg]]

==What tax % is used when using the "Add Standard Tax" on the booking order creation?==

The system first checks the "Invoice tax code" field in the Media Configuration File for the rate%. Otherwise if no tax code is entered then the system uses first tax code in the Tax Rate File.

The system does not use the tax/VAT code from the schedule, because that is the tax/VAT rate to the client which could, at least in principle, be zero or something else, and be different from the tax/VAT rate charged by the supplier to us.

==How do I create a Transmission Certificate/Airing Certificate?==
There are two ways.

#For all ads on one schedule, you can print the schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]
#To filter certified ads by more specific criteria, select the Certified filter in the media diary, including the other filters you require. Remember to re-title the media diary report however you like eg “Transmission Certificate”. [[File:MediaDiaryTransCertFilter.jpg]]

==How are ads certified automatically?==

See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data Automatic certification by importing Ad monitoring data]

==How do I enter multilevel clients and brands in the Client and Brand File?==

To see how multilevel clients can be entered, refer [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F|How do I classify clients based on industry or parent company?]]

Multilevel brands are represented by indenting the brand names. The number of spaces in indenting signifies the level of a particular brand. Enter the brands in the Client and Brand File as shown in the example below.

In this example Level 1 brands are Mondelez International and Nestle. Notice the red highlight which indicates that Level 2 brand names Kraft, Cadbury, Wonka and L'oreal are indented by 1 space and the Level 3 brands like Capri Sun, Twirl, Nerds etc. are indented by 2 spaces.

[[File:Sub-brands.jpg]]

While searching for brands under the client, the list will show multilevel brands as shown below:

[[File:Brandsselect.jpg]]

==How do I stop a specific brand within Client and Brand file?==
You can stop usage of brands on documents by putting the tag <STOP> in the brand name under the client and brand file:

[[Image:Brands.jpg]]

After doing so,user will get the following message if he selects this brand:

[[Image:Stop error.jpg]]

==How do I use different client names for media and for billing purposes?==

A standard issue faced by all agencies is that sometimes they have to act as a third-party between another agency (A) and that agency's client (C), i.e. they receive instructions from and have to bill A for ads that belong to C. Here the booking order will show client name C and invoice will be issued to Agency A.

To do this, in the Client and Brand file for agency "A", put "C" at the beginning of the brand name with a colon between "C" and the brand name. So name of the brand will be "C:brandname". Then the booking order will display client name as "C" and the invoice will be issued to "A".

In the example shown below, the agency acts as a third-party agency by billing "XYZ Agency" for ads that belong to the final client "KIA". To do this, in the "XYZ Agency" Client and Brand file, brand "CERA" is created with name "KIA:Cerato", where KIA is the client that owns the brand "Cerato". So when brand "CERA" is used in a schedule, when issuing a Booking Order it shows the final client "KIA" instead of "XYZ Agency". But when issuing an invoice, it will be issued to the agency "XYZ Agency" as shown below.

[[Image:CandB File.jpg]]

[[Image:Booking Order.jpg]]

[[Image:Invoice.jpg]]

==What is the numeric value that is accepted in week plan ?==
Please enter number of ads by week separated by slashes (e.g. "1/2//4" mean 1 ad in the 1st week, 2 in the 2nd and 4 in the 4th week. For weeks that cross two months, put something like "2+3" to indicate ads per month)

[[Image:weekplan1.jpg]]
[[Image:weekplan.jpg]]

==How do I handle "Allow Over Plan" error?==
'''Error:'''
“Cannot save “REF###” because:
YTD Planned Amount Exceeded (XXX)”
If authorized, you may check the “Allow Over Plan” checkbox in the schedule heading”

'''Explanation:'''

This happens when the planned amount (in the media plan file) for the brand and client is lesser than the scheduled amount, i.e. the schedule is in excess of the plan for that period.

'''Solution:'''

This is just a warning and you can avoid this message by clicking on allow over budget next to the company code section above.

==How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?==
After invoicing a schedule, if you change any cost information (leaving the bill information intact) and issue a cost invoice (to create the relevant journal entries), the system will also issue a 0 (zero) invoice to the client.

These zero invoices cannot be avoided and help to track any audit trail information. Either way the zero items do not appear on the outstanding statement so it shouldn't be a problem at all.

(SB to please add more)

==How to setup and operate the List of Materials Pending Delivery reports?==
[[Configuring_NEOSYS_Media_System#Pending_Materials|Refer here to set up the List of materials pending]]

There are two possible ways to get off from the list of pending list
===From the Materials file===

#Go to Menu > Media > Material > Materials File. To get the Material details on the screen enter the material code on the material number field.
#Material code can be seen on the List of material pending delivery on the Original Schedule Column.
#To get the material off from the pending list, enter the material code or enter anything in the material code field to indicate the delivery and save the file.

===From the Schedule===

#The material code can also be entered in the materials section on the bottom of the schedule file without going to the Material File.

'''NOTE:''' When Materials from one schedule are reused on other schedules, then, to avoid duplicate materials records being generated in the material file by the secondary schedule, the original schedule no and material letter should be entered in the secondary schedule's material section.

==How to change the currency on the cost line if wrongly entered?==
All the currency on the cost line is taken from the vehicle file.

Following are the steps to change the currency on the cost line if wrongly entered

Go to the vehicle file and change the currency you want to show on the cost line in the schedule and save the file.

Now go to the schedule and re-type the details in a new line and delete wrongly entered line.

==How to view a weekly summary of scheduled ads for a brand?==

Media schedules can consolidated and printed in the format of media plans by printing an empty dummy media plan (one with no lines). After creating such a empty dummy plan, printing it results in the plan printout being dynamically "reverse engineered" on the fly from whatever approved media schedules are currently in the system for the same brand and period as the empty plan.

The plan printout currency is always base currency currently regardless of whatever currency you put on the dummy plan.

'''Steps:'''

#Create an EMPTY plan for the desired period and brand that you want. (''Note'' - You only need do this once) [[file:createemtpyplan.jpg|center|frame|How to create empty plan]] 
#Go to Menu > Media > Plans > Plan File and click "Print/Send" [[file:menumediaplanplanprintout.jpg|center|frame|How to generate detailed summary report]] 
#Select Type: Weekly (Select time and details columns if you want them) [[file:createdetailedsummaryrpt.jpg|center|frame|How to generate detailed summary report]] 
#Click Print/Send

==How to display language, frequency and circulation for a vehicle ?==
Currently there are two ways for displaying this information:

#Using vehicle notes
#*Adding the information into the VEHICLE FILE NOTES field which it great if you use the same vehicle on many schedule lines. Notes at the bottom of the schedule work best in this scenario. Eg: A schedule with 20 lines but only 5 vehicles .. the information is best places as three lines of notes in the footing. Alternatively you can add the information at the vehicle name in abbreviated fashion. [[image:vehiclenotes.jpg]] 
#Using vehicle names
#*Adding the information to the name means that the information shows wherever the name shows which ends up pretty good eg on billing analysis report too. It allows any type of information to be shown without adding lots of custom columns which vary tremendously per media type, client and market. [[image:vehiclename.jpg]] 

Circulation is the number of paid subscribers that magazines and newspapers have. Broadcast media such as television and radio do not use the term circulation, instead they measure their audiences in terms of viewers and listeners.

==How to display artwork / creative / misc charges in a schedule to a client?==
Full service agencies generally tend to provide clients with a single media schedule outlining the media vehicles proposed along with artwork, creative, misc charges related to this specific campaign. Other NEOSYS clients would create a media schedule separately and issue a job estimate for the artwork charges. This article will explain how to incorporate the media vehicles and artwork/other charges in a single schedule printout for client approval.

===Method 1===
This method is suitable if we want to enter additional charges on a per ad basis.

Such charges can be entered in the "Other" charges column on the media schedule data entry screen. If there are multiple charges, these could be entered separated with a forward slash. You can also enter text to indicate the type of charge.

[[image:ProductionChargeinSch.jpg]]

===Method 2===
This method is applicable if we have multiple ads/vehicles and want to show additional charges as a single amount.

We use the following method:

#Create a dummy vehicle called ARTWORK with an internal (dummy) supplier
#Create a new line in the schedule using dummy artwork vehicle
#Select any date and assign 1 ad to it so that the number of ads is 1 for this vehicle [[image:artworkanydate.jpg]] 
#Enter gross unit cost in the bill column.
#*Do not enter anything in the cost column [[image:artworkvehicle.jpg]] 

A printout of the above schedule will look like as follows: [[image:artworkvehicleschdprint.jpg]] 

===Suppressing day and date of vehicle program from appearing on schedule printout and invoice===
If you do not wish to display the day and date on this schedule or on the invoice you can refer to the following procedure:

#In Schedule File
#*Leave the dates blank
#*Enter the Number of Ads directly [[image:leavedatesblankschedule.jpg]] 
#While printing the schedule
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Print/Send [[image:deselectcheckno.jpg]] 
#While generating the invoice
#*Select All Ads under Certified/All
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Create Invoice [[image:invoicechecknumber.jpg]] 

==Why can I not view the booking order for an ad which is moved to a different date?==
While moving an ad to a different date, we first remove the existing ad from the date on which is scheduled.

In this process, all information related to the ad is lost i.e. booking order no. /certificates / supplier invoice no. / invoice no. etc

This happens irrespective of whether the schedule is saved or not.

In a specific example below, we can notice this happening when we try to enter the supplier invoice number for an ad which has been moved.

===Example===

#We schedule an ad for the 25th of a May & Book it [[image:supp-1.jpg]] 
#We move the ad to 30th of May [[image:supp-2.jpg]] 
#We move it back to the 25th of May [[image:supp-3.jpg]] 
#While trying to enter the supplier invoice number for that ad, we now notice that although the Schedule file shows a booking order no. the Supplier invoice file does not reflect the same. [[image:supp-4.jpg]] 

==How to mark/flag special ads in NEOSYS?==

Flags can be used for a variety of purposes, for example to indicate which ads are subject to special deals with the client or supplier and get related reports. Such reports could aid in the calculation of volume rebates for example.

Available flags are currently SINGLE letters from A-Z without any specific meaning so as to provide maximum flexibility. You could standardise on using the flag "S" to indicate ads that form part of sponsorship deals for example.

If the schedule file has any tax code entered, then the flag "Z" is used when user does not want the cost tax to be shown in the Media Diary report.

Multiple flags can be entered per plan or schedule line and apply to all ads on that line. For example flags Q, B and C can be entered in any order as QBC or CBQ.

In future, financial journals may be generated depending on flags entered, for example invoices for ads subject to volume rebates could post a percentage to Provision for Rebate A/cs.

==How to certify ads?==

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 (eg X,12) below the Certificate/ Voucher no. to signify that the ad is certified.

'''''NOTE ''''' - in case of magazines and newspapers most agencies use the page number on which the ad has appeared.

[[image:certify.jpg]]

As we can see above in the image the letter 'x' is used as the certificate number. Certification can be done per ad and we also have the option of issuing the invoice directly after certifying the ad.

For more details on how to certify ads, refer to: [[Certificates/_Voucher_file#Certifying_Ads | Certifying Ads]]

==How to uncertify ads?==
To uncertify ads you need to select the certificate file:

#Goto Menu -> Media -> Certificates -> Certificate / Voucher File [[image:uncertify-1.jpg]] 
#Enter the schedule number
#*Select Yes for certified
#*Select search all [[image:uncertify-2.jpg]] 
#A list with all the certified ads on that schedule is displayed.
#*You can remove the details entered in field.
#*Select certify, this will uncertify the ad on the schedule. [[image:uncertify-3.jpg]] 

==Why are Certified Ads displayed as Uncertified in Media Progress Summary?==
====Causes====

*When an Ad is certified as Wrong Ad. For further information see [[Using NEOSYS Media System#Processing List of Wrong Ads | Processing List of Wrong Ads]].
*Numbers like '000000' or '0' are entered as Certificate/Voucher No.

In both the above cases the Ads are certified as Wrong and hence don't appear in the Media Progress Summary. This issue comes up only in media progress summary. In all other Media Diary Reports the Wrong Ads do not show up as uncertified Ads. [[image:Adwrong.jpg]] [[image:MPSum.jpg]] [[image:MediaDiary1.jpg]] 

==How to stop the Client Name from being displayed on the Booking Orders?==
NEOSYS can be configured, to NOT show the client name on the booking orders, as follows:

If the supplier is marked with "Show Client on Orders: YES" in the Supplier File then the client name will always be shown on the order.

Otherwise the client will be HIDDEN from orders if in the Client File for the client in question, any of the following is true. If none of the following is true, then the client name will show on the order.

*HIDDEN: if the client is marked as Sundry Client (ie one-off bookings where the actual one-off client name is entered in the Brand Name)
*HIDDEN: if the client is marked as "AGENCY"
*HIDDEN: if the client type is not marked "DIRECT" AND the main Media Configuration File says "Show Client Name on Orders: NO"

#The option to show Client Name on Orders should be set to "NO" in the Media Configuration File [[image:bo-client-no.jpg]] 
#The option to show Client Name on Orders should be set to "NO" in the supplier file [[image:bo-supp.jpg]] 
#The client should be marked as AGENCY in stead of direct in the Client & Brand File. [[image:bo-direct.jpg]] 

==How to handle "No Response from the database server in 600 seconds"?==

[[image:nr.jpg]]

If NEOSYS cannot generate the report within 10 minutes (600 seconds) then you will get an error message saying "No response in 600 seconds from the database server at ....."

In Media module, Media Diary reports that take more than 10 minutes can be sent to the user in the email body or as an email attachment. To receive reports in this way, choose Email Body or Email Attach under Report Delivery options.

At times, the report might be too huge that even if you select Email Attachment option, the user with get an email saying "Error in sendmail.js" instead of getting the report.
In this case, it is better to use the option Email Body because if report is too large, then user will get an email with a link that they can click on to get the report. Also see [http://techwiki.neosys.com/index.php/Troubleshooting_email_not_received#Check_the_size_of_the_mail_being_sent_to_client.27s_email_account this article for other reasons why email is not received]

[[image:eb.jpg]]

Refer to [http://userwiki.neosys.com/index.php/General_FAQ#Why_is_NEOSYS_taking_a_long_time_to_generate_a_report.3F Why is NEOSYS taking a long time to generate a report]

==Why is the Media Diary Report showing unexpected results?==
===Problem===
The Media Diary report is unreliable if it is generated while users are updating the system.

For example,

#Media diary gives wrong details for schedules that were not updated during the time the report was requested for.
#Media diary gives 3 different reports for the same options entered in a time frame of 30 to 60 minutes without running the command [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| CREATEADS] performed only by NEOSYS Support.

===Possible Cause===
This issue occurs because there were interrelated files that were being saved during the time the report was requested for.

While generating the media diary, NEOSYS searches for various combinations like:

*Vehicle & Date
*Brand & Date etc

When a user updates the system, various inter-related files are frozen and the data related to those files will not appear in the report.

===Solution===
While we are working on a fix for this issue in NEOSYS, a workaround to get reliable and accurate reports is to generate a report from the test dataset.
The test dataset is a copy of the live data from the previous day.
This report will not have real time data but will be more reliable as the chances of users updating the test dataset are very low.

If users insist that they want reports in real time then they should accept that the reports will be unreliable as NEOSYS cannot freeze many user windows for some users to take real time reports.

When more data is updated into the system then the old report needs to be discarded and new report needs to be generated.

Thus NEOSYS recommends that media diary reports should be generated when users are not updating the system.

For more information on Troubleshooting Media Diary reports see [[Troubleshooting_NEOSYS_Media_System#Details_missing_in_Media_Diary_or_Changes_in_Files_does_not_reflect_in_Media_Diary| Details Missing in Media Diary]]

==[http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Ads_are_missing_from_media_diary_reports_when_filtering_using_schedule_client_or_brand_although_ads_are_actually_present_in_the_schedule Why are Ads missing from media diary reports when filtering using schedule client or brand although ads are actually present in the schedule]==
==Why is the invoice/ booking order showing dates like April 2013 even though the schedule contains ads only for October 1 and 10?==
[[image:outdoormediainvoice.jpg|1200x450px]]

===Problem Explained===
The reason why the booking order / invoice is showing dates like April 2013 even though the schedule only contains ads for Oct 1, 2012 and Oct 10, 2012 is because NEOSYS is showing dates FROM – UPTO (see the dash?) as is a common requirement for Outdoor Media. This is caused because of entering data like “xxxxxx,999 xxxx” in the specification field for media type Outdoor.

[[image:outdoormediaschedule.jpg|1200x450px]]

===Solution===
Don’t put anything like “xxxxxx,999 xxxx” in the specification for media type “outdoor/out of home” unless you want to indicate a NUMBER OF DAYS OR NUMBER OF WEEKS, NUMBER OF MONTHS ETC

For example, use a dash instead of a comma … “xxxxxx - 999 xxxx”

[[image:outdoormediaproperschedule.jpg|1200x450px]]

[[image:outdoormediaproperinvoice.jpg|1200x450px]]

==Why is the Gross Amount field picking up the amount before the comma in the Specification field?==

Numeric specification in the ratecard is used as the gross unit rate for some rate card setups by clients. For example, "500, Sun-Thurs", which takes 500 as the Gross unit amount.

===Problem Explained===

The comma identifies the amount before it as the Gross unit amount so, entering text like "500,000 Impressions" will put 500 in the Gross Amount field.

[[image:SpecGros1.PNG]]

[[image:SpecGros2.PNG]]

===Solution===

Instead of a comma, put a space or single quote, so that it reads 500 000 or 500'000.

[[image:SpecGross.PNG]]

==Why is the total number of ads shown in schedule not matching with the ads with dates in schedule?==

[[image:noa_dates.jpg|1200x450px]]

This happens only when the user manually changes the No of Ads in the schedule. In such situations, while trying to save the schedule, the system prompts the user with the following warning message. The schedule can be saved only if the user saves the schedule despite the warning.

[[image:noa_save.jpg|1200x450px]]

Also while trying to invoice such a schedule, the system again prompts the user to correct the schedule date or skip checking numbers. Only if the user manually changes the option to Check Numbers:No, the invoice can be generated.

[[image:noa_invoicing.jpg|1200x450px]]

In the media diary of such schedules, every row represents one of the ads that have a date. However the total of Paid Ads Bill shows the total number of ads that have been paid for (this includes the ads without dates). Similarly, the total of Bill Amount shows the total bill paid by the client for ALL the ads in the schedule.

[[image:noa_mediadiary.jpg|1200x450px]]

==Why doesn't my NEOSYS schedule agree with my spreadsheet?==

Probably NEOSYS and your spreadsheet are using different rounding rules
for the calculation of Net Unit Price.

If your spreadsheet is calculating the Net Unit Price, for example from
Gross Unit Price less discount, and NOT ROUNDING IT to a whole number of
cents before using it in later calculations, then there will be
differences in some case because NEOSYS rounds any calculated Net Unit
Price, to cents by default, BEFORE using it in any further calculations.

Note that spreadsheets may be configured to DISPLAY only two decimal
places while secretly keeping fractional cents behind the scenes. This
means that just because you SEE two decimal places in your spreadsheet,
it doesnt mean that it is using only two decimal places for onward
calculations.

Neither way can be declared absolutely right or wrong. NEOSYS method has
the advantage that what you see is what you get, and can be checked with
a calculator.

{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
|-
|GROSS UNIT PRICE||LESS DISC%||UNROUNDED NET UNIT PRICE1||ROUNDED NET UNIT PRICE1||xQTY OF ADS||TOTAL AMOUNT1||TOTAL AMOUNT2||DIFFERENCE
|-
|30.00||7.25||27.825||27.83||10||278.25||278.30||0.05
|-
|}

===Solution 1 - Increase the number of decimals in NEOSYS===

This is the standard solution for digital media where unit prices can be
very small, or even measured in cents.

Enter the GROSS UNIT PRICE with more than two decimal places. eg 10.0000

NEOSYS will then calculate, display and use the Net Unit Price with the
same decimal places. ie with fractional instead of whole cents.

===Solution 2 - Use ROUND() function in Excel===

Change your Excel to match NEOSYS. Use the rounding function
ROUND(CELL,2) to ensure that the net unit price is rounded to a whole
number of cents before being multiplied by the number of ads.

===Solution 3 - Direct entry===

Omit all the other columns and enter the amount that you want directly
into the Net Unit Cost column. Put number of ads 1 ie package deal. Then
you can get whatever you want in the total amount column.

==Why are there discrepancies between Media Diary report and Billing analysis report?==
Media Diary is based on the date that the ad appeared whereas Billing Analysis is based on the financial period of the posting which is usually the date of the invoice.

Since invoices are usually raised in a different month from the date of appearance of the ad, Media Diary is rarely, if ever, in agreement with Billing Analysis.

Apart from the above, invoices might be left unposted or even deleted before being posted.

Also additional postings might be made to P&L billing accounts and therefore have analysis codes and appear in billings.

One possible way to reconcile the two might be to filter the media diary on invoice date. But an ad may have multiple invoices if it is credited or adjusted and these adjustments may be in different months.

Final story is that Media Diary gives you an accurate picture of actual advertising by month the ad appeared, whereas Billing analysis gives you an accurate picture of media billing by month of billing

==Why is there a discrepancy between total billing as per Media Diary report and total billings as per list of invoices?==

The total billing as per media diary may differ slightly from the total billing as per the list of invoices. This is due to unavoidable rounding differences because percentages calculated per invoice line logically will not always agree to the cent with percentages calculated per invoice totals.

==How do I get payment status details on media diary reports?==
The payment details columns are suppressed from the media diary reports by default but will show if you select one or more payment status filter options. If you select "All" then you get all ads (which is the same as if don’t make any selection), but you will get the payment details columns.

[[File:Mediadiarypaymentoption.jpg]]

==How to get Margin and Margin(base) in Media Diary export?==
Media Diary export to Excel/CSV includes columns Margin and Margin (Base) subject to authorisation, but only if you choose both Bill and Cost options for exporting. Note that the default option is to only export Bill information.

==What can go on a consolidated booking order?==
NEOSYS allows you put place many periods and many media (vehicles) on a single schedule. It does not however allow multiple brands on one schedule. Despite this, in order to facilitate monthly invoicing, it is common to enter a media schedule (plan) for a single brand for a single month for one or more media vehicles.

Therefore in some cases you might wish to combine more than one schedule into a single booking order.

===Common examples===

You could book many brands on one booking order. If a client has many brands then you might wish to book all at the same time.

You could book many media on one booking order. If a supplier has many media then you might wish to book all at the same time.

You could book many periods on one booking order.

Any combination of the above.

===Rare examples===

You could book many clients on one booking order. If the media is special or you have a group of clients that are associated and should be booked as a group.

You could book many suppliers on one booking order. It is hard to imagine where this would be useful.

You may also refer

[[Media_FAQ#How_do_I_issue_one_booking_order_for_a_vehicle_from_different_schedules_with_multiple_periods.3F|How do I issue one booking order for a vehicle from different schedules with multiple periods]]

[[Media_FAQ#How_do_I_issue_one_consolidated_booking_order_for_multiple_vehicles.3F|How do I issue one consolidated booking order for multiple vehicles?]]

==How do I upload a scanned copy of an ad that appeared to the Certificate File?==
While certifying each ad users can upload the scanned copy of the appeared ad using material option. These images can be later viewed in their respective schedules by selecting the image button.

(1) Click on the materials icon

(2) Browser for the scanned image

(3) Upload the image

[[image:cert1.jpg‎]]

==How to get Broadcast Orders/Play Lists?==

See Broadcast Order on the Schedules menu. This will come better once the proper tv bookings per break data entry is done.

==How do I enter Loading such that a portion of it is not shown to the client?==

"|" can be used as a separator for Loading details that need not be shown to the client.

In Media Schedules, when a Loading is entered containing "|", only the portion BEFORE the "|" is reflected in Schedule Printouts and Invoices.

However, the ENTIRE Loading details (BOTH before and after the "|") is reflected in Booking Orders.

Similarly, in Plans, Media Plans show only the portion BEFORE the "|". But Cost Plans will show ONLY the portion after the "|" (not BOTH).

[[File:Loading.jpg|1000px]]

==How to compare budgets per media type in billing analysis reports?==

Budgeting by media type can easily be done by creating a dummy vehicle per media type, entering the budget on that and then taking the billing analysis report by media type.

In the below example, a dummy vehicle called Newspaper Budget was created which is linked to the media type Newspapers. The budget meant for media type Newspapers was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per type shows budget vs actual figures for media type Newspapers.

[[File:Dummy vehicle.jpg |600px]]

[[File:Mt budgetfile.jpg |1200px]]

[[File:Billing analysis mt.jpg |1000px]]

==How to set budgets per client (instead of brand) to compare budgets in billing analysis reports?==

Budgeting by client (instead of brand) can be done by creating a dummy brand per client, entering the budget on that and then taking the billing analysis report by client.

In the below example, a dummy brand called Al Nabooda Budget was created under the client Al Nabooda Automobile. The budget meant for the client Al Nabooda Automobile was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per client shows budget vs actual figures for the client Al Nabooda Automobile.

[[File:Dummy brand.jpg |1000px]]

[[File:Budget file per client.jpg |1200px]]

[[File:Billing analysis per client.jpg |1000px]]

==How to enter a discount on total net as an amount and not percentage?==

In schedule files, discount on the total net bill amount is given by entering a discount % in the Agency Discount field.

Instead of percentage discount, users may want this discount to be shown as an amount.

A discount can be entered directly as a negative amount in the vehicle line following the below steps:

#Create a vehicle file "DISC" (Discounts).
#Use this vehicle in the schedule and enter a negative amount under one of the columns (e.g. Disc/Load/Others) in the vehicle line.
#Enter the word "NEGATIVE" somewhere in the schedule, as mentioned in [[Media_FAQ#How_do_I_save_a_schedule_file_with_negative_net_unit_amount_in_a_vehicle_line.3F|Saving a schedule file with negative net unit amount]] .

==How to enter general discount for all the clients for a Vehicle?==

A general discount can be set for all the Clients in the Vehicle rate card file under Client specific rates. Keep the client code field blank and enter the discount. This discount rate will automatically appear for all the Clients for this vehicle. In case there is already an entry with a specific client code, then for that client the discount entered against its code will be picked and for every other client discount in the blank line will be picked up.

[[File:Vr file.jpg]]

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_to_restrict_users_from_seeing_media_billing_information|How to hide media billing information from certain departments?]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisations_for_a_client_with_separate_planning.2C_booking_and_invoicing_teams_who_bill_at_cost|How to set up authorisations for a client with separate planning, booking and invoicing teams who bill at cost?]]==

==Accessing large reports via emails in NEOSYS==
When getting reports delivered by email, if the report size is more than 10Mb then, instead of the report being embedded in or attached to the email, the email will contain a web browser link to the file instead of the file itself. This gets around restrictions on email size commonly imposed by email servers. This applies to reports which are either embedded within the email body or attached files. NOTE: The link is only valid for one hour after the email is sent so users must download the report before then.

General FAQ

2024-01-19T08:42:01Z

Arvind:

==Why doesnt NEOSYS support my XYZ browser?==

People sometimes expect NEOSYS to be supported transparently on all common browsers like most consumer applications or mass market web based applications - and are disappointed when NEOSYS does not support their favourite browser. Actually many complex and specialised enterprise applications only support a limited range of browsers. This is primarily for cost and efficiency reasons related to the development of user interface software and the long term support of users environment.

==What is the NEOSYS backup procedure?==

Every morning at a scheduled time, NEOSYS backs up all data and stores it onto a USB drive (if NEOSYS is hosted on client's server), under folders that represent each day of the week. If the folder already exists then it is overwritten.

The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store the next 7 days of backup. There should be 3 USBs used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.

At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (up to 21 days).

The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS by support team.

==How can I verify that the backup has been successful?==

Every night when NEOSYS has been backed-up, an automated email alert is sent to all the designated recipients indicating the success or failure of the backup.

A successful backup indicates that all files required by NEOSYS to restore to an earlier time period have been saved successfully.

The backup process carries on smoothly but it will FAIL if:
# There is no USB connected to the server
# The USB has not been replaced at the end of 7 days

==How do I migrate data from my old system to NEOSYS==

If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh. This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.

However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.

For Finance see [[Migrate_data_from_OLD_system_to_NEOSYS| Migrate Finance data from OLD system to NEOSYS ]]

For Media and/or Jobs see [[Agency_FAQ#Can_I_migrate_Media_and.2For_Jobs_data_from_OLD_system_to_NEOSYS.3F| Migrate Media and/or Jobs data from OLD system to NEOSYS]]

==What type of database does NEOSYS use?==

NEOSYS is a custom program with a built in database of its own. NEOSYS consists of a “front end” which is implemented entirely in DHTML/Javascript/AJAX and a “back end” which is sealed and protected to ensure integrity of all data and processes.

Any requests for interfacing another program or online service with NEOSYS needs to be sent to the support staff with specifications of desired inputs and outputs.

==How to reset the password?==
See [[How to reset the password?]]

== How to handle printing continuation pages of NEOSYS generated documents? ==

While taking printouts of certain NEOSYS documents like invoice or estimate or schedule printout etc, the content might continue to the next page.

To handle the printing of continuation pages, adjust the scale.

Print Preview > Scale. Also refer [[General_FAQ#Avoiding_bad_page_breaks| here]] on how to avoid bad page breaks.

The continuation pages always start with the column headings.

Example in Firefox:

[[File:Ff_pagescale.jpg|700px]]

=== Avoiding bad page breaks ===

Fine tuning the scaling is is particularly useful when only a few lines of the footing go over onto another page.

In this case you can either slightly reduce the scaling so those lines fit on the previous page or even to slightly INCREASE the scaling so the whole of the footing appears on the last page.

== How to cut and paste from browsers to Thunderbird ==

This is about cutting and pasting textually not graphically. Cutting and pasting textually has the advantage that the result will reformat to fit the screen in email apps and the data can be cut and paste into other programs, however the copy is rarely exact and usually loses some formatting. It can copy whole documents not just what is on the screen.

Cutting and pasting graphically provides exact and selective screenshots showing all formatting exactly, however any data cannot be extracted or reformatted. It can only copy what is on the screen, not multi-page reports.

Step 1 - Copy from browser

Firefox and Chrome full copy

# View Source (Ctrl+U)
# Select All (Ctrl+A)
# Copy All (Ctrl+C)

Firefox partial copy

#Select part of the report or document
#Right click
#Select View Selection Source
#Ctrl+C to copy all (source HTML)

[[File:cutpaste1.png]]

Step 2 - Paste into Thunderbird

#Position the cursor where you want to paste
#Open the Insert Menu
#Select the option "HTML..."
#Paste into the box provided then click Insert

[[File:cutpaste2.png]]

== Is it okay to resize images for use in letterhead for NEOSYS documents? ==

=== Why cant you resize a nice large graphic of text down to the size required? ===
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Some corporate logo files suffer less from the problem if they have a simple design, but very few are immune to the problem.

Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or another image designer file.

There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.

Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.

=== Why bother with getting the best quality? ===
NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.

NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.

Images that appear to be low but acceptable quality on-screen may be much less acceptable quality when printed therefore before accepting poor quality images, make sure you check actually printouts on paper.

===What is the problem technically? ===
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.

==== Example of Graphic correctly GENERATED to the desired size ====

This image is too rather too big for our letter head because it is 200 pixels high. So we need to resize it? Well no, we need to REGENERATE it from the master logo design file. See next image below.

[[image:logoresize-1.jpg]]

Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.

[[image:logoresize-2.jpg]]

==== Example of Graphic crudely RESIZED to the desired size ====

LET'S LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED

Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop.

It looks kind of okay to the untrained eye at 100%, but not if you had a decent quality image to compare it with, and when printed on paper, the low quality becomes much more apparent.

[[image:logoresize-3.jpg]]

Take a closer look -150% - not very smooth is it?

[[image:logoresize-4.jpg]]

At 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.

[[image:logoresize-5.jpg]]

Let's go even closer(400%). Here we can see all kinds of grey mess even between the letters.

[[image:logoresize-6.jpg]]

==== Closer look at the correct GENERATED image ====

Now let's look at the graphic that has been properly generated to the exact size desired from the original master design in Photoshop.

It has a crisp and clean look about it.

[[image:logoresize-7.jpg]]

Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.

[[image:logoresize-8.jpg]]

[[image:logoresize-9.jpg]]

At 400%, the nature of shading to create illusion of smoothness is clear. It also becomes clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.

[[image:logoresize-10.jpg]]

[[image:logoresize-11.jpg]]

==== Another example of a CORRECTLY GENERATED logo/image file ====

This SMALL image file (only 72 pixels high) has been created properly by a programmer from the master design file (eg photoshop) designed by a professional graphic artist.

In this case it is a jpg file but png would be the same. You can see this file at http://vm1.neosys.com/images/neosys.jpg

Despite only 72 pixels vertically this file doesn't look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Zoom in so you can look at the quality more closely.

[[image:neosyslogo2.jpg]]

Even at this magnification, there is still little or no pixelation visible. This is because the dots are clever dithered to give the IMPRESSION of smoothness.

Moral of the story is that properly created image files do not appear pixelated whereas crudely resized images lose the clever dithering and show as pixelated.

==How to delete files or documents in NEOSYS? ==

NEOSYS allows users to delete some files such as Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. by clicking the Delete button on the top of the page. Schedule files cannot be deleted once they are either booked, certified or invoiced.

Job files cannot be deleted in NEOSYS, but can be cancelled. Refer: [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]].

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled. For example: [[Media_FAQ#How_do_I_cancel_a_booking_order.3F|Cancelling a booking order]].

Invoices once generated cannot be cancelled or deleted. To know why, see [[Using_NEOSYS_Agency_System#Why_doesn.27t_NEOSYS_allow_cancelling_or_amendment_of_Invoices_after_issue.3F|cancellation or amendment of Invoices after issue]]

Files that are in use on other documents must never be deleted (e.g. currency files). We do not fully know the implications of doing so but it can cause problems in future.

==How to restore deleted files in NEOSYS? ==

You can restore deleted files like Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. in NEOSYS by entering the deleted file's code or number and then saving it.

The deleted file's record will remain in the version log of the file, in case it needs to be viewed later.

[[File:DEL_VER.PNG]]

==Why is NEOSYS taking a long time to generate a report?==

The amount of time required by NEOSYS to generate a report depends on:
#Options selected while generating the report.
#Total number of records selected to be displayed on the report.

Once you have selected the desired options, click on LIST and wait until the report is generated.

Please wait until the report shows up on screen

OR

Until you get an error message saying "No response in 600 seconds from database server at ....."

In case you get the "No response in 600 seconds from database server at ....." error message then follow the steps mentioned in [[Media_FAQ#How_to_handle_"No_Response_from_the_database_server_in_600_seconds"?| Media FAQ]]

== What customisation can be done on the format of NEOSYS documents?==

NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders, financial reports. You can do either or all of these:

#Use any font name and/or size that appeals to you or your corporate image
#Use a background colour that reflects your corporate image
#Use a masthead or logo as the header along with address text
#Customise your own set of terms and conditions for the footers
#Customise the signatories name and designations which should appear

The core information/content (between the header and footer) of each document is generally set to a standard format which has been widely accepted in the advertising industry over many years. NEOSYS has many options when requesting documents to cater for a wide variety of output styles but, apart from these options, the essential format cannot be completely revised from scratch. This is because NEOSYS is a ready-to-use package software solution used by many companies. Maintaining some standardisation of NEOSYS across many clients facilitates better and more efficient customer service by the NEOSYS support team. It also allows ease of upgrading over time. NEOSYS generally will develop the software free of charge but not perform any major one-off customisation, and has rarely been asked to do so.

==How can we export data from NEOSYS?==
All NEOSYS output is in the form of HTML which can be conveniently and directly saved. The reports can also be copy pasted into excel or other documents that are acceptable by auditors or other software. NEOSYS can do specific formats if required.

To export Invoices in Excel format, see [[Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format| Export Invoices]]

For more information on Exporting to other Finance systems See [[Exporting_to_other_finance_systems| Export to other finance systems]]

== Does NEOSYS have any kind of documentation to learn and understand the software ==

NEOSYS wiki is available to users online. Users can go through the same to understand how to use, setup and troubleshoot NEOSYS.

Users can search for [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Using_Google_to_search_NEOSYS_wikis NEOSYS wiki on Google]

General FAQ

2024-01-19T08:36:31Z

Arvind: /* What is the NEOSYS backup procedure? */

==Why doesnt NEOSYS support my XYZ browser?==

People sometimes expect NEOSYS to be supported transparently on all common browsers like most consumer applications or mass market web based applications - and are disappointed when NEOSYS does not support their favourite browser. Actually many complex and specialised enterprise applications only support a limited range of browsers. This is primarily for cost and efficiency reasons related to the development of user interface software and the long term support of users environment.

==What is the NEOSYS backup procedure?==

Every morning at a scheduled time, NEOSYS backs up all data and stores it onto a USB drive (if NEOSYS is hosted on client's server), under folders that represent each day of the week. If the folder already exists then it is overwritten.

The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store the next 7 days of backup. There should be 3 USBs used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.

At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (up to 21 days).

The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS by support team.

==How can I verify that the backup has been successful?==

Every night when NEOSYS has been backed-up, an automated email alert is sent to all the designated recipients indicating the success or failure of the backup.

A successful backup indicates that all files required by NEOSYS to restore to an earlier time period have been saved successfully.

The backup process carries on smoothly but it will FAIL if:
# There is no USB connected to the server
# The USB has not been replaced at the end of 7 days

==How to do a manual backup?==

Manual backups can be done only by NEOSYS Support and users who are authorised to perform this task.

Go to Menu > Support > Backup and click on Start Backup. Once the backup has been completed a confirmation mail is sent out to the usual list as configured in the system.

==How do I migrate data from my old system to NEOSYS==

If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh. This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.

However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.

For Finance see [[Migrate_data_from_OLD_system_to_NEOSYS| Migrate Finance data from OLD system to NEOSYS ]]

For Media and/or Jobs see [[Agency_FAQ#Can_I_migrate_Media_and.2For_Jobs_data_from_OLD_system_to_NEOSYS.3F| Migrate Media and/or Jobs data from OLD system to NEOSYS]]

==What type of database does NEOSYS use?==

NEOSYS is a custom program with a built in database of its own. NEOSYS consists of a “front end” which is implemented entirely in DHTML/Javascript/AJAX and a “back end” which is sealed and protected to ensure integrity of all data and processes.

Any requests for interfacing another program or online service with NEOSYS needs to be sent to the support staff with specifications of desired inputs and outputs.

==How to reset the password?==
See [[How to reset the password?]]

== How to handle printing continuation pages of NEOSYS generated documents? ==

While taking printouts of certain NEOSYS documents like invoice or estimate or schedule printout etc, the content might continue to the next page.

To handle the printing of continuation pages, adjust the scale.

Print Preview > Scale. Also refer [[General_FAQ#Avoiding_bad_page_breaks| here]] on how to avoid bad page breaks.

The continuation pages always start with the column headings.

Example in Firefox:

[[File:Ff_pagescale.jpg|700px]]

=== Avoiding bad page breaks ===

Fine tuning the scaling is is particularly useful when only a few lines of the footing go over onto another page.

In this case you can either slightly reduce the scaling so those lines fit on the previous page or even to slightly INCREASE the scaling so the whole of the footing appears on the last page.

== How to cut and paste from browsers to Thunderbird ==

This is about cutting and pasting textually not graphically. Cutting and pasting textually has the advantage that the result will reformat to fit the screen in email apps and the data can be cut and paste into other programs, however the copy is rarely exact and usually loses some formatting. It can copy whole documents not just what is on the screen.

Cutting and pasting graphically provides exact and selective screenshots showing all formatting exactly, however any data cannot be extracted or reformatted. It can only copy what is on the screen, not multi-page reports.

Step 1 - Copy from browser

Firefox and Chrome full copy

# View Source (Ctrl+U)
# Select All (Ctrl+A)
# Copy All (Ctrl+C)

Firefox partial copy

#Select part of the report or document
#Right click
#Select View Selection Source
#Ctrl+C to copy all (source HTML)

[[File:cutpaste1.png]]

Step 2 - Paste into Thunderbird

#Position the cursor where you want to paste
#Open the Insert Menu
#Select the option "HTML..."
#Paste into the box provided then click Insert

[[File:cutpaste2.png]]

== Is it okay to resize images for use in letterhead for NEOSYS documents? ==

=== Why cant you resize a nice large graphic of text down to the size required? ===
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Some corporate logo files suffer less from the problem if they have a simple design, but very few are immune to the problem.

Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or another image designer file.

There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.

Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.

=== Why bother with getting the best quality? ===
NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.

NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.

Images that appear to be low but acceptable quality on-screen may be much less acceptable quality when printed therefore before accepting poor quality images, make sure you check actually printouts on paper.

===What is the problem technically? ===
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.

==== Example of Graphic correctly GENERATED to the desired size ====

This image is too rather too big for our letter head because it is 200 pixels high. So we need to resize it? Well no, we need to REGENERATE it from the master logo design file. See next image below.

[[image:logoresize-1.jpg]]

Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.

[[image:logoresize-2.jpg]]

==== Example of Graphic crudely RESIZED to the desired size ====

LET'S LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED

Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop.

It looks kind of okay to the untrained eye at 100%, but not if you had a decent quality image to compare it with, and when printed on paper, the low quality becomes much more apparent.

[[image:logoresize-3.jpg]]

Take a closer look -150% - not very smooth is it?

[[image:logoresize-4.jpg]]

At 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.

[[image:logoresize-5.jpg]]

Let's go even closer(400%). Here we can see all kinds of grey mess even between the letters.

[[image:logoresize-6.jpg]]

==== Closer look at the correct GENERATED image ====

Now let's look at the graphic that has been properly generated to the exact size desired from the original master design in Photoshop.

It has a crisp and clean look about it.

[[image:logoresize-7.jpg]]

Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.

[[image:logoresize-8.jpg]]

[[image:logoresize-9.jpg]]

At 400%, the nature of shading to create illusion of smoothness is clear. It also becomes clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.

[[image:logoresize-10.jpg]]

[[image:logoresize-11.jpg]]

==== Another example of a CORRECTLY GENERATED logo/image file ====

This SMALL image file (only 72 pixels high) has been created properly by a programmer from the master design file (eg photoshop) designed by a professional graphic artist.

In this case it is a jpg file but png would be the same. You can see this file at http://vm1.neosys.com/images/neosys.jpg

Despite only 72 pixels vertically this file doesn't look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Zoom in so you can look at the quality more closely.

[[image:neosyslogo2.jpg]]

Even at this magnification, there is still little or no pixelation visible. This is because the dots are clever dithered to give the IMPRESSION of smoothness.

Moral of the story is that properly created image files do not appear pixelated whereas crudely resized images lose the clever dithering and show as pixelated.

==How to delete files or documents in NEOSYS? ==

NEOSYS allows users to delete some files such as Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. by clicking the Delete button on the top of the page. Schedule files cannot be deleted once they are either booked, certified or invoiced.

Job files cannot be deleted in NEOSYS, but can be cancelled. Refer: [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]].

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled. For example: [[Media_FAQ#How_do_I_cancel_a_booking_order.3F|Cancelling a booking order]].

Invoices once generated cannot be cancelled or deleted. To know why, see [[Using_NEOSYS_Agency_System#Why_doesn.27t_NEOSYS_allow_cancelling_or_amendment_of_Invoices_after_issue.3F|cancellation or amendment of Invoices after issue]]

Files that are in use on other documents must never be deleted (e.g. currency files). We do not fully know the implications of doing so but it can cause problems in future.

==How to restore deleted files in NEOSYS? ==

You can restore deleted files like Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. in NEOSYS by entering the deleted file's code or number and then saving it.

The deleted file's record will remain in the version log of the file, in case it needs to be viewed later.

[[File:DEL_VER.PNG]]

==Why is NEOSYS taking a long time to generate a report?==

The amount of time required by NEOSYS to generate a report depends on:
#Options selected while generating the report.
#Total number of records selected to be displayed on the report.

Once you have selected the desired options, click on LIST and wait until the report is generated.

Please wait until the report shows up on screen

OR

Until you get an error message saying "No response in 600 seconds from database server at ....."

In case you get the "No response in 600 seconds from database server at ....." error message then follow the steps mentioned in [[Media_FAQ#How_to_handle_"No_Response_from_the_database_server_in_600_seconds"?| Media FAQ]]

== What customisation can be done on the format of NEOSYS documents?==

NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders, financial reports. You can do either or all of these:

#Use any font name and/or size that appeals to you or your corporate image
#Use a background colour that reflects your corporate image
#Use a masthead or logo as the header along with address text
#Customise your own set of terms and conditions for the footers
#Customise the signatories name and designations which should appear

The core information/content (between the header and footer) of each document is generally set to a standard format which has been widely accepted in the advertising industry over many years. NEOSYS has many options when requesting documents to cater for a wide variety of output styles but, apart from these options, the essential format cannot be completely revised from scratch. This is because NEOSYS is a ready-to-use package software solution used by many companies. Maintaining some standardisation of NEOSYS across many clients facilitates better and more efficient customer service by the NEOSYS support team. It also allows ease of upgrading over time. NEOSYS generally will develop the software free of charge but not perform any major one-off customisation, and has rarely been asked to do so.

==How can we export data from NEOSYS?==
All NEOSYS output is in the form of HTML which can be conveniently and directly saved. The reports can also be copy pasted into excel or other documents that are acceptable by auditors or other software. NEOSYS can do specific formats if required.

To export Invoices in Excel format, see [[Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format| Export Invoices]]

For more information on Exporting to other Finance systems See [[Exporting_to_other_finance_systems| Export to other finance systems]]

== Does NEOSYS have any kind of documentation to learn and understand the software ==

NEOSYS wiki is available to users online. Users can go through the same to understand how to use, setup and troubleshoot NEOSYS.

Users can search for [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Using_Google_to_search_NEOSYS_wikis NEOSYS wiki on Google]

Codes in NEOSYS

2023-12-27T13:26:30Z

Arvind:

== 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. e.g. 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 three 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 Burns (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)

GUOIJE - Gulf Oil Jeddah (Rule 5:)

Using NEOSYS Generally

2023-11-23T11:21:40Z

Arvind:

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser and ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites.
#You should now see the Login page. If you are a new user or have forgotten your password click on [[How to reset the password?]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

== Restricting user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file 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.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this 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.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== 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 Burns (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:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KILA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

Only NEOSYS Support are authorised to make changes to the Authorisation File.

A designated person within the client company must approve of requests to make changes.

Find more information: [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Splitting single NEOSYS report columns like 1000.00USD into two columns in Excel ==

Many NEOSYS reports put currency amounts in a single column like 1000.00USD, ie as a single number followed by a currency code. It does this to keep reports compact and to provide multi-currency totals in a single column.

In order to support pivot table or export into other systems it is sometimes necessary in spreadsheets like Excel to split the number and currency code into separate columns.

In Excel, strangely there is no built-in way to split numbers from letters but the following steps will achieve the same or better.

#Select the column that you want to split, and duplicate it to get two identical columns by inserting a column and copying the original column into it.
#Remove the currency codes from the first column by selecting it and doing Edit, Find and Replace (Ctrl+H), select "Regular expressions" under "Other options". Search For [A-Z] and Replace With nothing.
#Do the same on the 2nd column and Search for \d and Replace With nothing.

=== Using Macros ===

These steps can trivially be recorded as a macro, maybe called Split Currency Amount, and re-performed on request on any future sheets. This makes splitting even easier than any built-in function.

In order to record the macro, select the column then perform the steps, then stop recording and save the macro maybe as "Split Amounts". Assign a hot key like Ctrl+Shift+S to be able to repeat it easily in future.

In order to redo the work on another column, select the column then replay the macro, or if you assigned a hot key, press that combination.

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS user to represent the “issuing” users. Email address: support@neosys.com. (Do not give password to client)
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

Search like this:

neosys wiki "exchange rate"

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

Finance FAQ

2023-11-02T13:22:14Z

Arvind:

==How do I allocate open item amounts in NEOSYS?==

===While entering a journal===
While entering a journal entry in the ALLOC VCHS Column hit F7 Key and it will pop-up list of allocatable items. Allocate the amount with the correct voucher no. and amount and click on OK.

===By Vouchers Allocation file===
Once the journal is posted without allocation, you can only allocate from the Voucher Allocation Screen.

Go to Menu > Finance > Vouchers > Voucher Allocation. Enter the account number or hit the F7 key on the Selected Account(s) field and select the relevant account from the particular subsidiary chart. Click OK and the Voucher Allocation page will show.

If the account selected is a DEBITS outstanding type account (i.e. Trade Debtors), then all the allocable/unallocated CREDIT items (i.e. Receipts, Credit Notes etc.) will show up. Click on any item you wish to allocate Debit items against. After you click you will get a list of all DEBIT allocable/unallocated items which you can now select to be allocated against the CREDIT item you earlier selected.

In case you have a selected a CREDITS outstanding type account (i.e. Trade Creditors), then the opposite happens i.e. DEBIT items show first (Payments, Debit Notes etc) and if you click on any of these items you can allocate them against CREDIT outstanding items.

For accounts that have neither CREDIT or DEBIT type selected, the CREDIT items show first.

===Why can I not see ALL allocable items in the Allocation screen?===
Open item accounts with a lot of transactions might face this issue. The allocation screen cannot handle an unlimited number of entries so it shows the oldest first and omits the newest.

==How do I deallocate already allocated vouchers?==

#Go to Menu > Finance > Vouchers > Vouchers file/Deallocation. [[image:voucherfile-deallocation.jpg]] 
#Select the Journal type and enter the voucher number. [[image:voucherfile.jpg]] As you enter the voucher number system will show the all the vouchers allocated on the bottom right to that voucher. 
#Click on the Deallocation button. [[image:voucherfile-deallocate.jpg]] 
#Select the Vouchers you want to deallocate and click OK.
#As you click OK system will reconfirm your move by giving a pop up "Ok to deallocate now?" click on OK. [[image:voucherconf.jpg]] 
#You will see an another pop up "Deallocation Completed" [[image:voucherOKconf.jpg]] 

==How do I enter supplier invoices for non media / non job items?==

In due course of business you might need to purchase items which are not media nor job related.

The only way to enter this is:

#Go to Menu > Finance > Journals > Journal Entry / Query.
#Select JOURNAL (JOU) type and enter the relevant purchase entry here.

==How do I enter supplier credit notes for non media / non job items?==

The only way to enter this is:

#Go to Menu > Finance > Journals > Journal Entry / Query.
#Select JOURNAL (JOU) type and enter the reversal / credit note entry (exact reversal of the supplier invoice you entered initially with the particular amount).

==How do I cancel an already issued/posted Payment/Receipt?==

There is no way to delete any journal in NEOSYS, especially the Payment Voucher, to maintain record for auditors.

If you need to cancel an already posted Payment/Receipt voucher:

#Deallocate any items which you allocated at the time of entering the voucher. (This frees up the Payment/Receipt voucher to be allocated against a reversal entry and also frees up the allocated item (Supplier/Client Invoice) to be allocated against another voucher)
#Do a reversal entry of exactly the same Payment/Receipt voucher and allocated the same to the actual entry. Thereafter you can enter the new Payment/Receipt.

==What happens if I post the same supplier invoice twice?==

NEOSYS allows the same supplier invoice to be posted in two different ledgers.

However, a warning message (shown below) is displayed, when you try to enter a purchase invoice number which is already existing in the same supplier a/c.

[[image:duplicatepostingwarning.jpg]]

==Can I allocate to unposted vouchers?==

NEOSYS allows allocation to UNPOSTED vouchers (e.g. receipts to unposted invoices) but you can only save the batch (or receipts) as unposted until the unposted vouchers (invoices) have actually been posted.

While you are allocating you can see which vouchers are unposted because there is a * in the reference number. There is no way to avoid showing unposted vouchers at the moment.

==Can I allocate vouchers within a batch?==

Yes, you can allocate a voucher to another voucher which are in the same batch. In order to do so, post the batch and use the Voucher Allocation screen to allocate to the correct voucher.
For example an Invoice and a Credit Note can be in the same batch and they can be allocated to each other after posting, via the Voucher Allocation screen.

==Can I view a voucher file before the batch is posted?==

Yes, you can view voucher files by saving a journal batch as unposted/unposted without validation, then clicking on the link in the Voucher column.

This will open the voucher that the system wants to generate. The actual voucher number will not be generated until the batch is posted.

If a journal batch cannot be saved due to an error, then you can save the batch by choosing "Save as Unposted Batch WITHOUT VALIDATION" option, then view the voucher file and possibly find the cause of the error.

==How do I sort the Journal Audit Report according to Invoice Number?==

The journal audit report is ordered as per the date and time of posting as per audit rules. Hence It cannot be sorted on any other fields.

If a simple list of invoices is required then please use the list of invoices from the media or job invoice menus. (See [[List of Invoices]])

==How do I amend / repost journal entries?==

Posted entries cannot be modified except by NEOSYS under certain circumstances.

NEOSYS has a policy not to do corrections to postings except in special circumstances.

#Corrections to opening balances and opening items since those are a once off issue.
#Amendments requested by top management for exceptional adjustment of accounts that cannot be handled in any other way
#Vouchers are missing from posted batches. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Voucher_number_missing_from_posted_batches Missing vouchers in posted batches]

General errors in postings such as the financial period, account number and amounts must be corrected by reversal and correct journals.

The repercussions of granting permission to edit/repost journals would be as follows:

#NEOSYS Financial Module can no longer be trusted if postings are subject to modification
#It is not common practice to do such manipulations
#It can lead to possible errors in numbers
#Staff can become complacent and careless while posting entries and frequently ask for this permission

So, restricting users from editing/reposting journal entries promotes a more healthy and vigilant working environment where users verify each journal entry before posting it which effectively leads to good accounting practices.

The NEOSYS software for reposting journals appears to but does NOT work for posting which have already been allocated. It creates cross check balance errors in the open item accounts. To avoid this, any allocations can be de-allocated ESPECIALLY when the account number is being changed or the amount is being reduced or the currency changed.

The following information can be changed by authorised users even after posting. In the Voucher File and therefore on the detail ledger
account/statement: Date, Due Date, Despatch Date, Reference, Details, Analysis Code and allocation. See [[Finance_FAQ#What_can_I_change_on_the_finance_vouchers_even_after_posting.3F|What can I change in the finance voucher after posting?]]. Unfortunately the journal printout is unchanged by any amendments and remains as it was entered.

==How do I print all accounts in one trial balance?==

To print all accounts in a single trial balance you must print the General Ledger (GL) and select SHOW ALL SUBLEDGERS option. You can also make use of the SHORT VERSION option.

[[image:gl-printout.jpg]]

==How do I issue Debit/Credit Note in Finance?==

In Journal Setup, enter Voucher Description as "Debit/Credit Note" and select voucher style from the drop-down menu as "Debit/Credit Note". The "/" entered in the Voucher Description is used to give two alternate names for the same heading depending on whether the main account is debited or credited.

[[File:Journal setup.jpg|1000px]]

For example, for a voucher entered for this journal type, when the main account is DEBITED, when you click on the Print/Send button, the document generated will say "DEBIT NOTE".

[[File:Debit note.jpg|1000px]]

Similarly, when the main account is CREDITED, when you click on the Print/Send button, the document generated will say "CREDIT NOTE".

[[File:Credit note.jpg|1000px]]

The same trick is used for "Invoice/Credit Note", ie, simply enter Voucher Description as "Invoice/Credit Note" and select voucher style from the drop-down menu as "Debit/Credit Note". Depending on whether the main account is debited or credited, the Journal Print document will show either "Invoice" or "Credit Note" as the heading.

== How is revaluation handled in NEOSYS? ==
When a voucher is allocated, NEOSYS automatically checks if there is a difference in base amounts and records the exchange difference by either creating/posting a revaluation voucher or amending one of the vouchers to record the exchange gain/loss.

=== When does NEOSYS automatically create and post a revaluation voucher? ===
A Revaluation voucher is created when a user allocates two posted vouchers using the 'Voucher Allocation' feature.

=== When does NEOSYS amend the latest voucher to record the exchange gain/loss? ===
Vouchers are amended when a user allocates one or many posted vouchers to a unposted journal within the 'Journals' screen.

=== Which period will the revaluation voucher be posted into? ===
The RV voucher is posted into the same period as the allocation period. There are three options in Voucher Allocation page to set the allocation period.

* 'Current period' - The allocation and RV voucher will use the current calendar period.
* 'Use Settings from above' - The allocation and RV voucher will use the latest period from the range of periods set in the Settings. For example, if range is 1/2020 - 12/2020, the RV voucher and allocation will use 12/2020.
* 'Backdated as far as possible' - The latest voucher period out of the two vouchers will be used by the RV voucher. However, if that period is closed, then use next open period. For example, if a JOU batch is posted in 1/2020 and the corresponding REC in 2/2020, then the allocation period used will be 2/2020. If the periods have been closed till 3/2020 in Finance, then the RV voucher would be posted into the next open period, 4/2020.

==What is the “RV” allocation without a voucher number that shows in the Voucher File?==

An allocation stating RV without any voucher number is caused by a revaluation process on open item accounts.

Revaluation of open item accounts is performed by calculating the base adjustment on each outstanding foreign currency item and posting ONE RV voucher PER ACCOUNT for the total. The RV voucher is allocated to the individual vouchers but unusually the voucher number does not show. The system was initially designed this way in order to avoid a potentially very long list of allocations on RV vouchers.

The lack of voucher number makes it hard to verify the allocation is correct, however you can trust that it is correct if the usual chain of checks and balances provided by the principle of the double entry proves the whole system is ok.

It is planned to change NEOSYS to show RV voucher numbers in all cases.

==Why does voucher allocation show nothing to allocate when there are debits and credits on the account?==

In some abnormal circumstances there may be items outstanding on an account which have base amount outstanding but no currency amount outstanding. NEOSYS allocation procedure works only on outstanding currency amounts so these items cannot be allocated.

Solution: Run the revaluation program. Its job is to amend the outstanding base amount to agree with the outstanding currency amount at the prevailing exchange rate. Since the outstanding currency amount is zero, it will amend the outstanding base amount to be zero also.

==Why is a revaluation journal posted in the prior year when I allocated some vouchers in the prior year?==

It doesn't matter what time and date is on the clock when the allocation is done since you could be be working on 2017 accounts in 2018 and this is normal practice of course.

It matters what SETTINGS and options you choose when doing the allocation.

The allocation is done in a certain period, and any revaluation journal required and generated due to that allocation, is generated in the same period.

Note that the allocation/revaluation period cannot be up to the closed period in the Company File, so allocated vouchers in a closed year will be allocated/revalued in the first open period - or the open period that you select.

==Which accounts can be revalued?==

Revaluation is only performed on foreign currency tangible assets and liabilities accounts, which are subject to changing exchange rates and have a value and therefore can be revalued.

Tangible assets and liability accounts represent real value such as debtors, creditors and bank accounts.

Whereas P&L accounts are merely totals of historical movements, they do not represent any asset or liability that has a value and therefore cannot be revalued.

==Why is closing account missing for some Profit & Loss accounts?==

Retained Earnings account is the "closing account" of all the P&L accounts. This is a real account in the master chart of accounts.

If the closing A/C code is mentioned in the closing A/C field then all accounts under that ledger will automatically take the closing A/C detail even if the closing A/C code is not explicitly mentioned in each account.

[[Image:PLclosingaccount.jpg]]

==What can I change on the finance vouchers even after posting?==

Finance users can amend various fields in Voucher File after the entry is posted. On saving the changes Amended will appear on the voucher file.

Following fields can be amended: - Reference, Date, Due Date, Despatch Date, Details, Deallocate and Analysis Code.

[[File:amend.jpg]]

==How do I stop users from posting journal entries to an Account in Finance?==

Adding "(Stop)" on an account line in Chart of Accounts stops users from posting journal entries to the stopped account. If users wish to post journal entries to a stopped account remove "(Stop)" from the account line in Chart of Accounts.
Users can take ledger printout for stopped accounts.

[[File:StopCofA.jpg]]

==How does NEOSYS handle base and real currency balances?==

The easiest way to understand NEOSYS is to imagine that it keeps completely separate double entry accounting systems for each currency and consolidates them on the fly to produce reports and ledgers for all currencies consolidated. It is easy to use NEOSYS menu settings to print reports and ledgers for individual currencies - ignoring all other currencies, or for all currencies consolidated - which is the default.

Every NEOSYS journal line has a currency code and amount. Each journal line also has (in parallel to the currency code and amount) the base currency equivalent amount of the currency amount. The base currency equivalent amount can be considered to be our best "valuation" of the currency amount when expressed in terms of the currency of our base currency.

In most cases the operator only has to enter the currency code and amount and the NEOSYS system uses its internal semi-static exchange rate files to determine the base currency equivalent amount or "value". In some cases however, for example, if there is no standard semi-static internal exchange rate for a currency, the operator is required to enter the base currency equivalent amount/value.

NEOSYS keep the base currency balance separate per currency and consolidates them on the fly to produce consolidated reports for "all currencies converted to base currency".

NEOSYS treats journals in the currency of the base currency as just another currency and not as some special currency. For example, if the base currency happens to be USD then NEOSYS can tell you a) the balances of each currency converted to USD separately b) the balance of all currencies converted to USD c) the balance of real USD excluding all other currencies. This is particularly useful when the base currency is not the main operational currency of the system.

==Why does NEOSYS Exchange Gains/Loss account not agree exactly with my auditor's parallel system?==

If a client finds that the Exchange Gain/Loss account balances as per another parallel system is not in agreement with NEOSYS then they must sit and reconcile the two and notify NEOSYS support of anything that they discover is wrong in NEOSYS so that can fix it - otherwise we remain confident in NEOSYS without proof to the contrary.

In general:

#Locate the incorrect transactions: Take a ledger account of the Exchange Gain/Loss account in order to locate the incorrect transaction. Open the voucher that made this entry and look at all the base conversions on that voucher. If the exchange rate used was wrong, that could be the reason for the discrepancy.
#Try running the NEOSYS revaluation program on the journals menu. This will ensure that the NOMINAL base currency balance in all accounts is in exact agreement with the REAL currency balance in those accounts
#Rounding rules can be different in different systems so that may account for 1 or 2 cent differences per transaction and this can can add up to greater differences in total.

==What do I do if I am not happy with the balance of an account?==

The balance of any account is, under all circumstances, simply the arithmetic total of the journal lines posted to it, therefore self evidently, if you are not happy with the balance of an account, you must use one of the options on the NEOSYS JOURNAL MENU to post additional journal lines until the total of the journal lines for the desired account gives the balance that you desire for the account. There is no way to amend the balance of an account other than using one of the NEOSYS JOURNAL MENU options to post additional journals.

==Why can I not adjust the balance of one account only?==
In order to understand why this is not allowed you need to know the fundamental and unbreakable rule of double entry accounting

THE ARITHMETIC TOTAL OF THE BALANCES OF ALL ACCOUNTS MUST AT ALL TIMES BE EQUAL TO ZERO

In NEOSYS, the rule of double entry accounting is applied separately per currency. Therefore the total of base currency must equal zero at all times and the total of each individual currency must be zero at all times.

Given the above rule, adjusting the balance of one account alone is not allowed because it would break the rule ... because (obviously) it would result in the arithmetic total of all account balances no longer being zero.

The effect of the rule is that you cannot ever adjust the balance of one account without simultaneously making an equal an opposite adjustment in some other account or accounts.

==What if I cannot determine any account to make an opposite adjustment into?==

The opposite account is often some kind of a "write off" or "exchange gain/loss" account but it could be to any account depending on the case. Think long and hard about it and if you are still not clear then you must consult an accountant to help you determine which account to use.

Note that for NEOSYS revaluation journals the "exchange gain/loss" account, defined in the Company File, is used automatically as the opposite adjustment account.

==How to correct wrong currencies present in NEOSYS reconciliation reports==

NEOSYS reconciliation is strictly per currency amounts posted and does not provide any base currency reporting therefore any false currency balances (eg USD posted into an EUR bank account) must be corrected by journal.

==Why is VAT column not appearing in journal entry page though it has been set up in Journal Setup?==

It is necessary to put Tax Reg. No . on the Company File in order to get the VAT column in the journal entry page.

==Why do VAT amounts stay in originating company accounts?==

The VAT amount, in an intercompany posting, will remain in the originating company account and only the NET amount will be posted to the other company.

This ensures that when you print/export the journals for one company, the total of the VAT column agrees with the VAT report for that company, this helps make auditing easier.

Also if you issue an invoice for company X then even if, for example, you post the income of that invoice to another company, the VAT on the invoice still has to be shown under the company of the invoice.

==How do I get a break down of the WIP/ACCRUAL?==

If you want a break-down of a control account you look in the subsidiary ledger. (This is the whole point of having a subsidiary ledgers in the first place)

If the subsidiary ledger happens to be open item ledger like client/supplier/wip/accrual then you can use the NEOSYS AGED BALANCE REPORT which can show you the breakdown either per account or per open item/translation

[[image:agedbalrpt.jpg]]

==Why am I unable to find/print journal batches created using Recurring Journals?==
Journal batches created using Recurring Journals Table do not have a period in the batch heading because multiple periods may be posted in the same batch. For such batches, only the period of the first voucher in that batch (in the case of recurring journals this is the earliest period in the batch) will be shown in any journal batch lookup.

In order to lookup or print such batches you need to enter the earliest period in that batch in the period filter. This holds true for any kind of batch lookup or printing like Journal Audit/Export, List of Unposted Journals etc.

For example, the heading of Journal Audit/Export print shows batch number and the period as blank (highlighted in the below screenshot) for a journal batch created using Recurring Journals Table.

[[image:recurring.jpg]]

The batch shown above contains an entry for period 2/2016. But if 2/2016 is entered in the period filter in Journal Audit/Export, this will give an error message "No journals found." as shown below. This is because there is currently no Recurring Journal batch whose earliest period is 2/2016. The earliest period of the batch shown above, i.e. 1/2016 must be entered in the period filter.

[[image:recurring2.jpg]]

==How to do depreciation using Recurring Journals==

Recurring Journal entries can be used to post depreciation periodically.

As shown in the example below, Start date can be set as the beginning of a month. Details field will carry the description of the Asset. Frequency and Number of Instalments can be set as per company policy. Depending on the Total amount and Number of Instalments NEOSYS automatically calculates the Instalment and Remainder amounts.

Debit the Depreciation Account (PL ledger) and credit the Accumulated Depreciation Account (Fixed Assets Ledger).

On posting the Recurring journal other field details (Date Last Posted and Amount Posted to Date) appear automatically.

Before Posting

[[image:dep.jpg]]

After Posting

[[image:dep2.jpg]]

==Why is ledger printout truncating account name from voucher details field==

If the account name is mentioned in the details column of the voucher, the system will automatically drop the account name from the details column while taking the account's ledger printout. This is done because there is no need to show the same account name over and over on all rows of the report when the account name is already mentioned in the report heading.

Understanding VAT/Sales Tax in the NEOSYS finance module

2023-10-31T11:52:10Z

Arvind: /* Invoice/Credit notes Journal */

== Handling VAT/Sales Tax ==

VAT and/or Sales tax is handled in NEOSYS Finance Module by an additional pair of columns on any of the Journals. These two columns are "Tax Code" and "Tax Amount".

On sales journals and cash receipt journals these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals these columns represent VAT tax paid on purchases, which is recoverable from tax authorities.

The amounts in these additional columns are posted as an additional separate line on the vouchers and into a fixed VAT/Tax Control A/c, which is defined in the Chart of Accounts.

NEOSYS billing systems automatically create journals with the correct tax codes and amounts in these additional columns.

NEOSYS has a special VAT/Tax report that shows the total amount of tax per journal and per tax code per period. This report provides a breakdown analysis of the VAT/Tax A/c movements and also can be checked versus the VAT/Tax summary, which is printed at the bottom of all the journal audit reports. There is therefore a three level verifiable control over the tax transactions and reports, which cannot be broken by operator error.

=== Configuring NEOSYS to handle VAT/Sales Tax ===

==== Creating "VAT Input", "VAT Output" and "VAT Tax Payments" A/cs ====

These should be somewhere in the Current Liabilities section of the chart of accounts.

You must create THREE a/cs, one for the VAT Tax Control INPUT, which will represent the tax paid on purchases which are recoverable from tax authorities, one for VAT Tax Control OUTPUT, which will represent the tax collected and payable to the authorities, and one for the VAT Tax Payments which will represent the payments made to the authorities YTD.

NEOSYS billing systems will automatically post all tax into the VAT Tax Control A/cs. Manual journals will not be allowed so that the Tax column on journals can be verified against the VAT Tax Control A/cs.

All payments to the Tax authorities should be debited to the VAT Tax Payments A/c. Therefore the net of the three a/cs is the current tax liability.

Make sure that the "Closing A/c Code" of the VAT input and VAT output accounts is the VAT Tax Payments A/c (here VATP). Therefore, every year, the opening balance for the VAT Input and VAT Output A/cs will be zero and the VAT Tax Payments A/c will be the net tax payable from the prior year.

[[image:vatfinance1.jpg]]

==== Defining the Tax Codes ====

This is to be done in Finance > Files > Tax Rate File and is applicable to all companies.

VAT on sales (output) MUST be separated from VAT on purchases (input) using a blank line as shown below, so that the VAT statement report correctly identifies "VAT collected on outputs" and "VAT on inputs"

[[image:vatfinance2.jpg]]

====Setting up VAT/Tax Registration number====

*The VAT/Tax Registration number should be entered in the Company file. This is done in order to get the VAT column in the journal entry page.
*Add VAT/Tax Registration number in the letterhead. This is also done in the [[Configuring_Letterhead#Setting_up_letterhead_in_Company_File|Company file]].
*Set VAT/Tax Registration number in the Client & Brand file to show [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F|Client TRN on invoices]].

==== Making tax columns appear on the Journals ====

In order to get the VAT column in the journal entry page, make sure Tax Registration number is entered in the Company file.

In Journal Setup make sure the tax columns are suitably titled for the relevant journals.

NOTE: On sales journals and cash receipt journals, these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals, these columns represent VAT tax paid on purchases which are recoverable from tax authorities.

[[image:vatfinance3.jpg]]

Check the columns now exist on the relevant journal(s).

[[image:vatfinance4.jpg]]

===Accounting entries ===

Whenever an accounting transaction is posted, at least two accounts are always affected. One account is debited while the other is credited.

The totals of the debits and credits for any transaction must always equal each other, so that an accounting transaction is always said to be "in balance."

====Invoice/Credit notes Journal====

When you issue a Media invoice/Credit note or invoice a Job estimate, the automatic entries are generated in the INV or INP journal, respectively.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Accrual A/C Cr. - 100 (Schedule/Job A/C)

The amount charged to client is debited to the Client a/c with the VAT included in this amount. The amount excluding VAT is credited to the Income a/c and the VAT amount is credited separately to the Output VAT Control a/c.

The cost to Supplier is recorded as a debit to the Cost a/c and the Accrual account is temporarily credited here until the amount is actually paid to the Supplier. These amounts exclude VAT paid to the Supplier.

====Purchase Invoice/Media Purchase Invoice Journal====

The below entries are generated automatically in PUR journal when creating a Purchase order/issuing a Purchase invoice.

A media Purchase invoice will have to be manually entered when you receive the Supplier invoice.

Cost A/C Cr. - 100
Accrual A/C Dr. + 100 (Schedule/Job A/C)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

A reversal is first created to reverse the amounts which were debited to Cost a/c and credited to Accrual a/c when the Estimate invoice/Media invoice was issued.

Then, the cost to Supplier is debited to Cost a/c and the VAT amount is debited separately to the Input VAT control account. Correspondingly, total amount including VAT is credited to the Supplier a/c.

====Receipt Journal====

An REC journal entry is manually entered when payment from the Client is received.

Bank A/C Dr. + 126
Client A/C Cr. - 126

Once the payment from the client is received, the Agency will credit the amount to the Client a/c and debit the Bank a/c.

====Payment Journal====

A PAY journal entry is manually entered when the payment has been made to the Supplier.

Bank A/C Cr. - 105
Supplier A/c Dr. + 105

Once the payment has been made to the Supplier, the amount is credited to the Bank a/c and debited to the Supplier a/c.

====Payment Journal====

At the end of each VAT period, Agencies have to pay the Govt. the difference of the VAT received from Client and VAT paid to Supplier.

This is manually recorded in a PAY journal by debiting the VAT Payable a/c with the amount that you have to pay and crediting the same amount to the Bank a/c.

VAT Payable A/c Dr. + 1
Bank A/c Cr. - 1

This is assuming that the total VAT received from clients is higher than total VAT paid to suppliers. If the total VAT paid is higher than total VAT received, then the agency needs to receive from the govt. the difference of VAT paid and VAT received, which is recorded in a receipt (REC journal) as a debit to the Bank a/c and credit to the VAT payable a/c.

At the end of the VAT period, after the above PAY/REC transaction is posted, ledger account report for accounts VAT input, VAT output and VAT payable accounts together should show a total balance of 0.

===VAT in NEOSYS===

==== Media Module====

*One tax code is used per schedule. Line items with a different tax code should be entered in a separate schedule.
*A default tax code can be set by NEOSYS so that users don't need to enter the tax code each time. For e.g. most clients in Dubai use OSD(VAT Std. Output 5%) as default.
*For assigning a default tax code per client or supplier see finance module section below.
*VAT tax% is applied to the total net amount of the schedule and not the net amount per vehicle line.
*The “Tax” column in the schedule file should not be used as invoicing will be blocked. Please use ‘Other’ column if necessary to use a different tax. (For e.g. you can enter “10% tax” in ‘Other’ column, which will be displayed in the printouts as well)
*When issuing a media booking order “Add Standard Tax” must be chosen to display 5% VAT in the booking order printout.
*To display Cost tax in Media Diary, refer to [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Report_on_Cost_VAT_Tax Report on Cost VAT Tax]

====Production Module====

*In Estimate or Production Orders, you can enter different tax codes per line.
*NEOSYS can set a default tax code which will appear automatically in the Tax Code field. Any line items that don’t specify a tax code will use the default tax code defined at the bottom.
*For assigning a default tax code per client or supplier see finance module section below.
*Estimate use tax codes that begin with “O” to apply VAT tax on Outputs. (eg: OSB- Bahrain Std. VAT on Outputs)
*Purchase orders use tax codes that begin with “I” to apply VAT tax on Inputs. (eg: IS- Std. VAT on Inputs)

====Finance Module====

*TRN will be entered in the Company file.
*The tax amount in intercompany transactions remain in the originating company making Tax audits easier. (http://userwiki.neosys.com/index.php/Finance_FAQ#Why_do_VAT_amounts_stay_in_originating_company_accounts.3F)
*Tax code will be filled automatically on generated journals.
*For assigning a default tax code per client or supplier, go to the 'Chart of Accounts' file, choose which ledger the client or supplier is in and enter the default tax code per account in the 'Tax Code" field.

====Reports in NEOSYS====

*Ledger account/ Statement of Account
You can use this report to check the balance of the different VAT accounts: VATCI, VATCO and VATP.

*Journal Audit Report
This report will give a brief summary of VAT items used in each journal, a VAT analysis for each journal and an analysis on the Grand Total.

*[[Tax/VAT_Return_Report|Tax/VAT Return Report]]
This report can be used to get VAT tax summary of all VAT items used in any period.

You can cross-reference the Journal Audit report and the Tax/VAT return report to ensure that the amounts agree with each other.

Using NEOSYS Media System

2023-10-31T11:11:29Z

Arvind: /* Setting up a date range for the appearance of Ads under any media type */

==Multi-brand plans and schedules==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

==How to create a media schedule in NEOSYS?==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Copying Plans in NEOSYS==

Note that on pasting into Excel etc it splits each line into multiple lines ONE PER DATE in the grid, but on pasting back into NEOSYS, it combines such lines back up into one schedule line where possible, i.e. the lines that are identical except for the date.

===Copying plans created in Excel to NEOSYS===

#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

===Copying plans created in NEOSYS to Excel===

#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Copy the details from the vehicle lines that you require, as shown below. Crudely select the rows you want to copy or press Ctrl+A to select the whole document, then press Ctrl+C to copy [[File:Schcopy1.png|1500px]] 
#Open Excel and paste (Ctrl+V). [[File:excelop1.png|1500px]] 

===Copying vehicle lines in NEOSYS===

#In the schedule file, copy the vehicle line that you require. (Highlight the details and then press Ctrl+C or press Ctrl+A followed by Ctrl+C for copying all) [[File:Schcopy2.png|1500px]] 
#Go to the Media Vehicle field in the schedule file where you wish to copy the details and paste (Ctrl+V). [[File:Schcopy3.png|1500px]] 

==Copying a plan to a schedule in NEOSYS==

#Create a new schedule by either entering a suitable new schedule code of your choosing or press Enter or click New to get the next schedule number.
#Choose the 'Copy From Plan' option. [[File:Copyfromplan.png]] 
#Enter the number or code of the plan that you want to copy, or click the popup, or enter something to search for in the usual way.
#Select the month that you want to copy. [[File:Selectmonth.png]] 
#Decide if you want to copy all or only some of the rows of the plan. Only rows with with ads on the month selected will be copied or selectable. However, if there are no numbers of ads on the plan, all rows will be copied or selectable.
#*Copy All - copy all rows of the plan
#*Copy Some - select the rows that you want to copy [[File:Copyall.png]] 

==Choosing a plan or schedule numbering method==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

===Automatic numbering===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

===Manual numbering===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

==Concepts and Calculation under Discounts and other charges==
===What is net amount?===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
| align="center" | g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
| align="center" |xx%g
|-
| align="center" | G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
| align="center" |xx%G
|-
| align="center" | n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
| align="center" |xx%n
|-
| align="center" | N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
| align="center" |xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.6
| align="center" |86.24
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 112
| align="center" |86.24
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |86.24
| align="center" |86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5
| align="center" |85.64
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100
| align="center" |85.64
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.64
| align="center" |85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.04
| align="center" |85.68
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100.8
| align="center" |85.68
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.68
| align="center" |85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +4.03
| align="center" |84.67
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 80.64
| align="center" |84.67
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |84.67
| align="center" |84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

==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.

==Handling Cost to Agency/Cost to Client in online media==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

==Setting up a date range for the appearance of Ads under any media type==

Clients may want to set a date range for appearance of their Ads. There can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,28 days
Outdoor hoarding site near Airport,1 month
Outdoor hoarding site near Airport,3 months
Outdoor hoarding site near Airport,1 year

*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:

*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen

To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

==How to check an Ad status==

Beside running a Media Diary to check the status of ads of a schedule, there are two other quicker methods. (In normal circumstances there is no difference between the three methods)

#Hanging cursor over individual ad dates in a vehicle line on a schedule. (See [[Using_NEOSYS_Media_System#Understanding_how_ads_appear_in_different_colors_in_the_schedule | Ad status colour coding]]) [[image:adstatus3.png|400px]] 
#Updating (Changing/Removing) Ad date/material in Dates popup grid will open a different popup that shows ad status per ad on each line. [[image:adstatus.png|1200px]]

==Handling booking of additional dates on already booked lines==
===Situation explained===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

===Solution explained===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

==How to book a schedule with one vehicle in different lines with different currencies==
===Situation explained===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
===Solution explained===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

==How to book specific lines in a schedule with multiple lines of that vehicle==

===Situation explained===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

==Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

==Processing List of Wrong Ads==
Agencies have to cope with the fact that ads placed in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

#In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can follow-up on such ads.

[[image:Pend-ads.png]]

==Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.

*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

==Invoicing “Certified Ads Only” after invoicing “All Ads”==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

#“issue invoice for any uninvoiced ads that are certified”
#“issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

===How to cancel and/or reissue an invoice using a credit note===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

==Credit Notes==
===Credit Notes for reduction in billable cost===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

====What if none of the discount and charge columns are vacant?====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

===Debit Notes for increase in billable amount===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

===Credit Note for reissuing "amended" invoices===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliberate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

Do it in the TESTING AND TRAINING DATABASE first time or use PROFORMA option to ensure what you get is correct BEFORE actually issuing actual credit notes and invoices.

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesn't matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesn't matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

===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.

===How do I issue a credit note for part of a schedule?===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

==Removing unnecessary items from List of Schedules Pending Invoices==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

==Processing of Incoming Media Supplier Invoices==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The most common practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

===Why should Media Accrual Accounts be Open Item and not Balance Forward?===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

===WIP===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

===Accrued Costs===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

===Process if a supplier invoice is acceptable===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

===If the supplier invoice amount is correct - but doesn't match the booking order cost===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

===If the supplier invoice is acceptable for posting===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

===Locating long overdue Supplier Invoices/Credit Notes===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

===Writing-off long overdue Supplier Invoices/Credit Notes===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

===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.

===Processing wrong Incoming Media Supplier Invoices===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

#In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

==Accounting entries created by the Media System==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

===Entries when client is invoice for 120 with cost 100===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

===Entries on received a supplier invoice that media has accepted===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

====Allocating amounts in the accruals a/c against the supplier invoice====
=====At the same time of receiving/posting the supplier invoice=====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

=====After receiving/posting the supplier invoice=====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

==Using NEOSYS VAT/Sales Tax Accounting for Media==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

===Setting up standard Sales Tax Percentage===

Enter the default VAT/Sales Tax code to be used in the Schedule File.

[[image:MediaconfigFileInvVAT.jpg]]

===Create a schedule with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Media Configuration File then you must manually add the tax code at the bottom of every schedule that should have tax.

The same tax code will apply to all ads in the schedule

[[image:scheduleFileVATCode.jpg]]

===Create the invoice===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vat3.jpg]]

===Report on Cost VAT Tax===

To get a report on the media cost tax make sure that schedule follows these requirements and then create Media Diary report.

All these points MUST be met, otherwise cost tax will not appear in Media Diary report:

1. "Z" flag should not be used on the schedule line.

2. Schedule has to have any tax code entered, even OZ (0%).

3. Company file main market agrees with the vehicle file market code.

4. Supplier market code is either blank or agrees with the vehicle market code.

If the market code is "UAE" or "KSA" then system will add 5% to COST TAX. HARDCODED currently.

Will be configured per period in the Company File soon and not hard coded since rates and countries may/will change in the future.

===Finance Entries===

====Entries when client is invoice for 120 with cost 100 and 5% VAT====

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

====Entries on received a supplier invoice that media has accepted====
When entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vat4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vat5.jpg]]

==How to record VAT for FOC (free of cost) ads==

Currently in NEOSYS, it is not possible to charge ads free of cost and only charge the VAT amount. Although this can be achieved easily using the Finance module, the below solution is for users who require an invoice for the same purpose.

Use Tax code 'OF' in this situation. Tax description: Reversal of Net amount for FOC ads, Tax amount: 0%.

In Estimate file, enter the FOC amount with the usual 5% tax (OS) in the first line. In the second line, enter the negative of the same FOC amount, this time with 0% tax (tax code OF). The net effect is that the total payable amount will be only the VAT amount recorded in the first line.

Example:

1st line of Estimate:

Amount: 100.00 (FOC amount)

VAT Code: OS (5%)

VAT Amount: 5.00

2nd line of Estimate:

Amount -100.00 (Reversal of FOC amount)

VAT Code: OF (0%)

VAT Amount: 0.00

TOTAL:

Total amount billable before VAT 0.00

Total VAT billable 5.00

Total amount payable after VAT 5.00

==How to handle production costs on media rate cards==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

==Specifying Gross Unit Bill Amount to Client in Ratecards==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

==Specifying Gross Unit Cost to Agency in Ratecards==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

==Restricting Access to Selected Ratecard columns==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

==How to Use and Manage Materials==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

==Using Media Material File==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

==[[Exporting to other finance systems]]==
==Exporting Invoices in Excel Format==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes (only shows first system alias code entry).

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:

#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:

#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

==Getting media executive sales commission statements==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

==Selling TV spots==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

===Setting up the master files===

====Create a vehicle====

[[image:tvspots6.jpg]]

[[Media FAQ#How do I book one media vehicle through different suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

====Create a rate card with standard price brackets====

[[image:tvspots7.jpg]]

====Specify the station programs and break times/durations for every date (there is a way to import as well)====

[[image:tvspots8.jpg]]

===Entering orders from clients===

====Enter ads roughly into programs (not into breaks yet)====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

===Positioning ads in breaks===

====Closer to the actual date position all the ads precisely into breaks====

[[image:tvspots2.jpg]]

====Lets have a look at all ads on July 5th====

[[image:tvspots3.jpg]]

====Select an un-positioned ad====

[[image:tvspots4.jpg]]

====Finally select where in the break this ad should appear compared to other ads.====

There is only one break in this program.

[[image:tvspots5.jpg]]

===Issuing orders to the stations===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

==Understanding the Terminology of words like Invoice/Costs in the Media System==

In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

==Understanding how ads appear in different colors in the schedule==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Orange - Supplier invoice entered
#Black - Invoiced
#Gray - Full Credit Note

e.g. when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/certify wrong or invoice ads etc.

[[image: adcolor1.png]]

[[image: adcolor2.png]]

==Automatic CPM calculation in Schedule File==

If the letters "CPM" are present anywhere in the Specification field in the schedule file, then Gross Unit Cost is converted into Net Unit Cost using a factor of 0.001.

So you can put something like "IMPRESSION CPM*" in the Vehicle Ratecard for automated calculation of cost for digital ads (as shown in screenshot below).

[[image:UsingRatecardCPM1.jpg]] 

Once the above is entered in the ratecard file, then follow the below steps to use the ratecard entry in a schedule file:

#In Schedule file select ratecard. [[image:UsingRatecardCPM2.jpg]] 
#Then select the option required from that ratecard entry. [[image:UsingRatecardCPM3.jpg]] 
#Enter number of impressions in the popup (this popup appears only if "*" is entered in the ratecard file [[image:UsingRatecardCPM4.jpg]] 
#Then the net unit amount gets calculated as shown below. [[image:UsingRatecardCPM5.jpg]] 

==Income Sharing==

This NEOSYS feature provides a method to share any % of income from a particular client between companies.

E.g Company A and B are handling two different Newspaper campaigns for ClientX, a % of the fee amount can then be given to company Z.

Prerequisites:

*In the Client & Brand File, the two fields, "Company" and "%Share of Fee" are used to dictated what percentage of bill fee to share and with which company. See [[Client_%26_Brand_File#Income_Sharing | Client & Brand File Income Sharing]]
*In the Media Configuration file, under section Media Accounting, enter the Media Income Share account code. See [[Media_Configuration_File#Income_Share_A.2Fc_No | Media Config Income Share]]
*In the company file of the company sharing the income, there must be an inter-company account between that company and the company to share income with. See [[Company_File#Other_Companies | Setup intercompany account]]
*A % or amount must be entered into the Fee column on the schedule.

Automatically generated inter-company entries will only be generated if the schedule's bill has a fee amount or % entered.

The amount to be shared is a % of the fee entered in the schedule.

Screenshot below:

#Media Configuration file: Define which media type income account you want the companies to share.
#Client & Brand file: Define which company should receive shared income from other companies and what % of the bill fee should be shared.
#Schedule file: Make sure that an amount or % is entered in the Fee column. Otherwise no income is shared.

[[image:ExampleofSharedIncome.jpg]]

Template:Letterhead Logo Format

2023-10-03T08:49:17Z

Arvind:

- Must be a *.JPG or *.GIF or *.PNG file
- Must be about 100 pixels high and proportionally wide with NO MARGINS or WHITE SPACES inside the file.
** LOGO WILL NOT BE ACCEPTED IF IT DOES NOT FOLLOW THE ABOVE FORMAT **
- A correctly sized image MUST be created from the ORIGINAL graphic design file (eg. Photoshop PSD). Crude resizing of image files using image editing programs is unacceptable. This is because random re-pixelation of the edges and (especially) the text from an already pixelated image leads to an unacceptable loss of quality. (Click here to see why NOT to resize images for letterheads: http://userwiki.neosys.com/index.php/General_FAQ#Is_it_okay_to_resize_images_for_use_in_letterhead_for_NEOSYS_documents.3F )

Finance FAQ

2023-08-02T12:36:17Z

Arvind: /* Why does voucher allocation shows nothing to allocate when there are debits and credits on the account? */

==How do I allocate open item amounts in NEOSYS?==

===While entering a journal===
While entering a journal entry in the ALLOC VCHS Column hit F7 Key and it will pop-up list of allocatable items. Allocate the amount with the correct voucher no. and amount and click on OK.

===By Vouchers Allocation file===
Once the journal is posted without allocation you can only allocate from the Voucher Screen.

Go to Menu > Finance > Vouchers > Vouchers Allocation. Enter the account number or hit the F7 key on the Selected Account(s) field and select the relevant account from the particular subsidiary chart. Click OK and the system will popup the Voucher Allocation page.

If the account selected is a DEBITS outstanding type account (i.e. Trade Debtors), then all the allocable/unallocated CREDIT items (i.e. Receipts, Credit Notes etc.) will show up. Click on any item you wish to allocate Debit items against. After you click you will get a list of all DEBIT allocable/unallocated items which you can now select to be allocated against the CREDIT item you earlier selected.

Incase you have a selected a CREDITS outstanding type account (i.e. Trade Creditors), then the opposite happens i.e. DEBIT items show first (Payments, Debit Notes etc) and if you click on any of these items you can allocate them against CREDIT outstanding items.

For accounts that have neither CREDIT or DEBIT type selected, the CREDIT items show first.

===Why can I not see ALL allocable items in the Allocation screen?===
Open item accounts with a lot of transactions might face this issue. The allocation screen cannot handle an unlimited number of entries so it shows the oldest first and omits the newest.

==How do I deallocate already allocated vouchers?==

#Go to Menu > Finance > Vouchers > Vouchers file/Deallocation. [[image:voucherfile-deallocation.jpg]] 
#Select the Journal type and enter the voucher number. [[image:voucherfile.jpg]] As you enter the voucher number system will show the all the vouchers allocated on the bottom right to that voucher. 
#Click on the Deallocation button. [[image:voucherfile-deallocate.jpg]] 
#Select the Vouchers you want to deallocate and click OK.
#As you click OK system will reconfirm your move by giving a pop up "Ok to deallocate now?" click on OK. [[image:voucherconf.jpg]] 
#You will see an another pop up "Deallocation Completed" [[image:voucherOKconf.jpg]] 

==How do I enter supplier invoices for non media / non job items?==

In due course of business you might need to purchase items which are not media nor job related.

The only way to enter this is:

#Go to Menu > Finance > Journals > Journal Entry / Query.
#Select JOURNAL (JOU) type and enter the relevant purchase entry here.

==How do I enter supplier credit notes for non media / non job items?==

The only way to enter this is:

#Go to Menu > Finance > Journals > Journal Entry / Query.
#Select JOURNAL (JOU) type and enter the reversal / credit note entry (exact reversal of the supplier invoice you entered initially with the particular amount).

==How do I cancel an already issued/posted Payment/Receipt?==

There is no way to delete any journal in NEOSYS, especially the Payment Voucher, to maintain record for auditors.

If you need to cancel an already posted Payment/Receipt voucher:

#Deallocate any items which you allocated at the time of entering the voucher. (This frees up the Payment/Receipt voucher to be allocated against a reversal entry and also frees up the allocated item (Supplier/Client Invoice) to be allocated against another voucher)
#Do a reversal entry of exactly the same Payment/Receipt voucher and allocated the same to the actual entry. Thereafter you can enter the new Payment/Receipt.

==What happens if I post the same supplier invoice twice?==

NEOSYS allows the same supplier invoice to be posted in two different ledgers.

However, a warning message (shown below) is displayed, when you try to enter a purchase invoice number which is already existing in the same supplier a/c.

[[image:duplicatepostingwarning.jpg]]

==Can I allocate to unposted vouchers?==

NEOSYS allows allocation to UNPOSTED vouchers (e.g. receipts to unposted invoices) but you can only save the batch (or receipts) as unposted until the unposted vouchers (invoices) have actually been posted.

While you are allocating you can see which vouchers are unposted because there is a * in the reference number. There is no way to avoid showing unposted vouchers at the moment.

==Can I allocate vouchers within a batch?==

Yes, you can allocate a voucher to another voucher which are in the same batch. In order to do so, post the batch and use the Voucher Allocation screen to allocate to the correct voucher.
For example an Invoice and a Credit Note can be in the same batch and they can be allocated to each other after posting, via the Voucher Allocation screen.

==Can I view a voucher file before the batch is posted?==

Yes, you can view voucher files by saving a journal batch as unposted/unposted without validation, then clicking on the link in the Voucher column.

This will open the voucher that the system wants to generate. The actual voucher number will not be generated until the batch is posted.

If a journal batch cannot be saved due to an error, then you can save the batch by choosing "Save as Unposted Batch WITHOUT VALIDATION" option, then view the voucher file and possibly find the cause of the error.

==How do I sort the Journal Audit Report according to Invoice Number?==

The journal audit report is ordered as per the date and time of posting as per audit rules. Hence It cannot be sorted on any other fields.

If a simple list of invoices is required then please use the list of invoices from the media or job invoice menus. (See [[List of Invoices]])

==How do I amend / repost journal entries?==

Posted entries cannot be modified except by NEOSYS under certain circumstances.

NEOSYS has a policy not to do corrections to postings except in special circumstances.

#Corrections to opening balances and opening items since those are a once off issue.
#Amendments requested by top management for exceptional adjustment of accounts that cannot be handled in any other way
#Vouchers are missing from posted batches. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Voucher_number_missing_from_posted_batches Missing vouchers in posted batches]

General errors in postings such as the financial period, account number and amounts must be corrected by reversal and correct journals.

The repercussions of granting permission to edit/repost journals would be as follows:

#NEOSYS Financial Module can no longer be trusted if postings are subject to modification
#It is not common practice to do such manipulations
#It can lead to possible errors in numbers
#Staff can become complacent and careless while posting entries and frequently ask for this permission

So, restricting users from editing/reposting journal entries promotes a more healthy and vigilant working environment where users verify each journal entry before posting it which effectively leads to good accounting practices.

The NEOSYS software for reposting journals appears to but does NOT work for posting which have already been allocated. It creates cross check balance errors in the open item accounts. To avoid this, any allocations can be de-allocated ESPECIALLY when the account number is being changed or the amount is being reduced or the currency changed.

The following information can be changed by authorised users even after posting. In the Voucher File and therefore on the detail ledger
account/statement: Date, Due Date, Despatch Date, Reference, Details, Analysis Code and allocation. See [[Finance_FAQ#What_can_I_change_on_the_finance_vouchers_even_after_posting.3F|What can I change in the finance voucher after posting?]]. Unfortunately the journal printout is unchanged by any amendments and remains as it was entered.

==How do I print all accounts in one trial balance?==

To print all accounts in a single trial balance you must print the General Ledger (GL) and select SHOW ALL SUBLEDGERS option. You can also make use of the SHORT VERSION option.

[[image:gl-printout.jpg]]

==How do I issue Debit/Credit Note in Finance?==

In Journal Setup, enter Voucher Description as "Debit/Credit Note" and select voucher style from the drop-down menu as "Debit/Credit Note". The "/" entered in the Voucher Description is used to give two alternate names for the same heading depending on whether the main account is debited or credited.

[[File:Journal setup.jpg|1000px]]

For example, for a voucher entered for this journal type, when the main account is DEBITED, when you click on the Print/Send button, the document generated will say "DEBIT NOTE".

[[File:Debit note.jpg|1000px]]

Similarly, when the main account is CREDITED, when you click on the Print/Send button, the document generated will say "CREDIT NOTE".

[[File:Credit note.jpg|1000px]]

The same trick is used for "Invoice/Credit Note", ie, simply enter Voucher Description as "Invoice/Credit Note" and select voucher style from the drop-down menu as "Debit/Credit Note". Depending on whether the main account is debited or credited, the Journal Print document will show either "Invoice" or "Credit Note" as the heading.

== How is revaluation handled in NEOSYS? ==
When a voucher is allocated, NEOSYS automatically checks if there is a difference in base amounts and records the exchange difference by either creating/posting a revaluation voucher or amending one of the vouchers to record the exchange gain/loss.

=== When does NEOSYS automatically create and post a revaluation voucher? ===
A Revaluation voucher is created when a user allocates two posted vouchers using the 'Voucher Allocation' feature.

=== When does NEOSYS amend the latest voucher to record the exchange gain/loss? ===
Vouchers are amended when a user allocates one or many posted vouchers to a unposted journal within the 'Journals' screen.

=== Which period will the revaluation voucher be posted into? ===
The RV voucher is posted into the same period as the allocation period. There are three options in Voucher Allocation page to set the allocation period.

* 'Current period' - The allocation and RV voucher will use the current calendar period.
* 'Use Settings from above' - The allocation and RV voucher will use the latest period from the range of periods set in the Settings. For example, if range is 1/2020 - 12/2020, the RV voucher and allocation will use 12/2020.
* 'Backdated as far as possible' - The latest voucher period out of the two vouchers will be used by the RV voucher. However, if that period is closed, then use next open period. For example, if a JOU batch is posted in 1/2020 and the corresponding REC in 2/2020, then the allocation period used will be 2/2020. If the periods have been closed till 3/2020 in Finance, then the RV voucher would be posted into the next open period, 4/2020.

==What is the “RV” allocation without a voucher number that shows in the Voucher File?==

An allocation stating RV without any voucher number is caused by a revaluation process on open item accounts.

Revaluation of open item accounts is performed by calculating the base adjustment on each outstanding foreign currency item and posting ONE RV voucher PER ACCOUNT for the total. The RV voucher is allocated to the individual vouchers but unusually the voucher number does not show. The system was initially designed this way in order to avoid a potentially very long list of allocations on RV vouchers.

The lack of voucher number makes it hard to verify the allocation is correct, however you can trust that it is correct if the usual chain of checks and balances provided by the principle of the double entry proves the whole system is ok.

It is planned to change NEOSYS to show RV voucher numbers in all cases.

==Why does voucher allocation show nothing to allocate when there are debits and credits on the account?==

In some abnormal circumstances there may be items outstanding on an account which have base amount outstanding but no currency amount outstanding. NEOSYS allocation procedure works only on outstanding currency amounts so these items cannot be allocated.

Solution: Run the revaluation program. Its job is to amend the outstanding base amount to agree with the outstanding currency amount at the prevailing exchange rate. Since the outstanding currency amount is zero, it will amend the outstanding base amount to be zero also.

==Why is a revaluation journal posted in the prior year when I allocated some vouchers in the prior year?==

It doesn't matter what time and date is on the clock when the allocation is done since you could be be working on 2017 accounts in 2018 and this is normal practice of course.

It matters what SETTINGS and options you choose when doing the allocation.

The allocation is done in a certain period, and any revaluation journal required and generated due to that allocation, is generated in the same period.

Note that the allocation/revaluation period cannot be up to the closed period in the Company File, so allocated vouchers in a closed year will be allocated/revalued in the first open period - or the open period that you select.

==Which accounts can be revalued?==

Revaluation is only performed on foreign currency tangible assets and liabilities accounts, which are subject to changing exchange rates and have a value and therefore can be revalued.

Tangible assets and liability accounts represent real value such as debtors, creditors and bank accounts.

Whereas P&L accounts are merely totals of historical movements, they do not represent any asset or liability that has a value and therefore cannot be revalued.

==Why is closing account missing for some Profit & Loss accounts?==

Retained Earnings account is the "closing account" of all the P&L accounts. This is a real account in the master chart of accounts.

If the closing A/C code is mentioned in the closing A/C field then all accounts under that ledger will automatically take the closing A/C detail even if the closing A/C code is not explicitly mentioned in each account.

[[Image:PLclosingaccount.jpg]]

==What can I change on the finance vouchers even after posting?==

Finance users can amend various fields in Voucher File after the entry is posted. On saving the changes Amended will appear on the voucher file.

Following fields can be amended: - Reference, Date, Due Date, Despatch Date, Details, Deallocate and Analysis Code.

[[File:amend.jpg]]

==How do I stop users from posting journal entries to an Account in Finance?==

Adding "(Stop)" on an account line in Chart of Accounts stops users from posting journal entries to the stopped account. If users wish to post journal entries to a stopped account remove "(Stop)" from the account line in Chart of Accounts.
Users can take ledger printout for stopped accounts.

[[File:StopCofA.jpg]]

==How does NEOSYS handle base and real currency balances?==

The easiest way to understand NEOSYS is to imagine that it keeps completely separate double entry accounting systems for each currency and consolidates them on the fly to produce reports and ledgers for all currencies consolidated. It is easy to use NEOSYS menu settings to print reports and ledgers for individual currencies - ignoring all other currencies, or for all currencies consolidated - which is the default.

Every NEOSYS journal line has a currency code and amount. Each journal line also has (in parallel to the currency code and amount) the base currency equivalent amount of the currency amount. The base currency equivalent amount can be considered to be our best "valuation" of the currency amount when expressed in terms of the currency of our base currency.

In most cases the operator only has to enter the currency code and amount and the NEOSYS system uses its internal semi-static exchange rate files to determine the base currency equivalent amount or "value". In some cases however, for example, if there is no standard semi-static internal exchange rate for a currency, the operator is required to enter the base currency equivalent amount/value.

NEOSYS keep the base currency balance separate per currency and consolidates them on the fly to produce consolidated reports for "all currencies converted to base currency".

NEOSYS treats journals in the currency of the base currency as just another currency and not as some special currency. For example, if the base currency happens to be USD then NEOSYS can tell you a) the balances of each currency converted to USD separately b) the balance of all currencies converted to USD c) the balance of real USD excluding all other currencies. This is particularly useful when the base currency is not the main operational currency of the system.

==Why does NEOSYS Exchange Gains/Loss account not agree exactly with my auditor's parallel system?==

If a client finds that the Exchange Gain/Loss account balances as per another parallel system is not in agreement with NEOSYS then they must sit and reconcile the two and notify NEOSYS support of anything that they discover is wrong in NEOSYS so that can fix it - otherwise we remain confident in NEOSYS without proof to the contrary.

In general:

#Locate the incorrect transactions: Take a ledger account of the Exchange Gain/Loss account in order to locate the incorrect transaction. Open the voucher that made this entry and look at all the base conversions on that voucher. If the exchange rate used was wrong, that could be the reason for the discrepancy.
#Try running the NEOSYS revaluation program on the journals menu. This will ensure that the NOMINAL base currency balance in all accounts is in exact agreement with the REAL currency balance in those accounts
#Rounding rules can be different in different systems so that may account for 1 or 2 cent differences per transaction and this can can add up to greater differences in total.

==What do I do if I am not happy with the balance of an account?==

The balance of any account is, under all circumstances, simply the arithmetic total of the journal lines posted to it, therefore self evidently, if you are not happy with the balance of an account, you must use one of the options on the NEOSYS JOURNAL MENU to post additional journal lines until the total of the journal lines for the desired account gives the balance that you desire for the account. There is no way to amend the balance of an account other than using one of the NEOSYS JOURNAL MENU options to post additional journals.

==Why can I not adjust the balance of one account only?==
In order to understand why this is not allowed you need to know the fundamental and unbreakable rule of double entry accounting

THE ARITHMETIC TOTAL OF THE BALANCES OF ALL ACCOUNTS MUST AT ALL TIMES BE EQUAL TO ZERO

In NEOSYS, the rule of double entry accounting is applied separately per currency. Therefore the total of base currency must equal zero at all times and the total of each individual currency must be zero at all times.

Given the above rule, adjusting the balance of one account alone is not allowed because it would break the rule ... because (obviously) it would result in the arithmetic total of all account balances no longer being zero.

The effect of the rule is that you cannot ever adjust the balance of one account without simultaneously making an equal an opposite adjustment in some other account or accounts.

==What if I cannot determine any account to make an opposite adjustment into?==

The opposite account is often some kind of a "write off" or "exchange gain/loss" account but it could be to any account depending on the case. Think long and hard about it and if you are still not clear then you must consult an accountant to help you determine which account to use.

Note that for NEOSYS revaluation journals the "exchange gain/loss" account, defined in the Company File, is used automatically as the opposite adjustment account.

==How to correct wrong currencies present in NEOSYS reconciliation reports==

NEOSYS reconciliation is strictly per currency amounts posted and does not provide any base currency reporting therefore any false currency balances (eg USD posted into an EUR bank account) must be corrected by journal.

==Why is VAT column not appearing in journal entry page though it has been set up in Journal Setup?==

It is necessary to put Tax Reg. No . on the Company File in order to get the VAT column in the journal entry page.

==Why do VAT amounts stay in originating company accounts?==

The VAT amount, in an intercompany posting, will remain in the originating company account and only the NET amount will be posted to the other company.

This ensures that when you print/export the journals for one company, the total of the VAT column agrees with the VAT report for that company, this helps make auditing easier.

Also if you issue an invoice for company X then even if, for example, you post the income of that invoice to another company, the VAT on the invoice still has to be shown under the company of the invoice.

==How do I get a break down of the WIP/ACCRUAL?==

If you want a break-down of a control account you look in the subsidiary ledger. (This is the whole point of having a subsidiary ledgers in the first place)

If the subsidiary ledger happens to be open item ledger like client/supplier/wip/accrual then you can use the NEOSYS AGED BALANCE REPORT which can show you the breakdown either per account or per open item/translation

[[image:agedbalrpt.jpg]]

==Why am I unable to find/print journal batches created using Recurring Journals?==
Journal batches created using Recurring Journals Table do not have a period in the batch heading because multiple periods may be posted in the same batch. For such batches, only the period of the first voucher in that batch (in the case of recurring journals this is the earliest period in the batch) will be shown in any journal batch lookup.

In order to lookup or print such batches you need to enter the earliest period in that batch in the period filter. This holds true for any kind of batch lookup or printing like Journal Audit/Export, List of Unposted Journals etc.

For example, the heading of Journal Audit/Export print shows batch number and the period as blank (highlighted in the below screenshot) for a journal batch created using Recurring Journals Table.

[[image:recurring.jpg]]

The batch shown above contains an entry for period 2/2016. But if 2/2016 is entered in the period filter in Journal Audit/Export, this will give an error message "No journals found." as shown below. This is because there is currently no Recurring Journal batch whose earliest period is 2/2016. The earliest period of the batch shown above, i.e. 1/2016 must be entered in the period filter.

[[image:recurring2.jpg]]

==How to do depreciation using Recurring Journals==

Recurring Journal entries can be used to post depreciation periodically.

As shown in the example below, Start date can be set as the beginning of a month. Details field will carry the description of the Asset. Frequency and Number of Instalments can be set as per company policy. Depending on the Total amount and Number of Instalments NEOSYS automatically calculates the Instalment and Remainder amounts.

Debit the Depreciation Account (PL ledger) and credit the Accumulated Depreciation Account (Fixed Assets Ledger).

On posting the Recurring journal other field details (Date Last Posted and Amount Posted to Date) appear automatically.

Before Posting

[[image:dep.jpg]]

After Posting

[[image:dep2.jpg]]

==Why is ledger printout truncating account name from voucher details field==

If the account name is mentioned in the details column of the voucher, the system will automatically drop the account name from the details column while taking the account's ledger printout. This is done because there is no need to show the same account name over and over on all rows of the report when the account name is already mentioned in the report heading.

General FAQ

2023-06-13T11:38:31Z

Arvind: Removed IE and other obsolete sections

==Why doesnt NEOSYS support my XYZ browser?==

People sometimes expect NEOSYS to be supported transparently on all common browsers like most consumer applications or mass market web based applications - and are disappointed when NEOSYS does not support their favourite browser. Actually many complex and specialised enterprise applications only support a limited range of browsers. This is primarily for cost and efficiency reasons related to the development of user interface software and the long term support of users environment.

==What is the NEOSYS backup procedure?==

Every night at a scheduled time as specified in the System Configuration File, the NEOSYS program backs-up all data and stores it onto a USB drive as a BACKUP.ZIP file, under a folder which represents the day of the week. If the folder/file already exists then it is deleted/overwritten.

The USB drive has 7 folders, each one representing a day of the week. The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store another 7 days of backup. There should be 3 USB's used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.

At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (upto 21 days).

The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS maintenance mode on the server. Usually this would be done by a NEOSYS Support technician.

==How can I verify that the backup has been successful?==

Every night when NEOSYS has been backed-up, an automated email alert is sent to all the designated recipients indicating the success or failure of the backup.

A successful backup indicates that all files required by NEOSYS to restore to an earlier time period have been saved successfully.

The backup process carries on smoothly but it will FAIL if:
# There is no USB connected to the server
# The USB has not been replaced at the end of 7 days

==How to do a manual backup?==

Manual backups can be done only by NEOSYS Support and users who are authorised to perform this task.

Go to Menu > Support > Backup and click on Start Backup. Once the backup has been completed a confirmation mail is sent out to the usual list as configured in the system.

==How do I migrate data from my old system to NEOSYS==

If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh. This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.

However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.

For Finance see [[Migrate_data_from_OLD_system_to_NEOSYS| Migrate Finance data from OLD system to NEOSYS ]]

For Media and/or Jobs see [[Agency_FAQ#Can_I_migrate_Media_and.2For_Jobs_data_from_OLD_system_to_NEOSYS.3F| Migrate Media and/or Jobs data from OLD system to NEOSYS]]

==What type of database does NEOSYS use?==

NEOSYS is a custom program with a built in database of its own. NEOSYS consists of a “front end” which is implemented entirely in DHTML/Javascript/AJAX and a “back end” which is sealed and protected to ensure integrity of all data and processes.

Any requests for interfacing another program or online service with NEOSYS needs to be sent to the support staff with specifications of desired inputs and outputs.

==How to reset the password?==
See [[How to reset the password?]]

== How to handle printing continuation pages of NEOSYS generated documents? ==

While taking printouts of certain NEOSYS documents like invoice or estimate or schedule printout etc, the content might continue to the next page.

To handle the printing of continuation pages, adjust the scale.

Print Preview > Scale. Also refer [[General_FAQ#Avoiding_bad_page_breaks| here]] on how to avoid bad page breaks.

The continuation pages always start with the column headings.

Example in Firefox:

[[File:Ff_pagescale.jpg|700px]]

=== Avoiding bad page breaks ===

Fine tuning the scaling is is particularly useful when only a few lines of the footing go over onto another page.

In this case you can either slightly reduce the scaling so those lines fit on the previous page or even to slightly INCREASE the scaling so the whole of the footing appears on the last page.

== How to cut and paste from browsers to Thunderbird ==

This is about cutting and pasting textually not graphically. Cutting and pasting textually has the advantage that the result will reformat to fit the screen in email apps and the data can be cut and paste into other programs, however the copy is rarely exact and usually loses some formatting. It can copy whole documents not just what is on the screen.

Cutting and pasting graphically provides exact and selective screenshots showing all formatting exactly, however any data cannot be extracted or reformatted. It can only copy what is on the screen, not multi-page reports.

Step 1 - Copy from browser

Firefox and Chrome full copy

# View Source (Ctrl+U)
# Select All (Ctrl+A)
# Copy All (Ctrl+C)

Firefox partial copy

#Select part of the report or document
#Right click
#Select View Selection Source
#Ctrl+C to copy all (source HTML)

[[File:cutpaste1.png]]

Step 2 - Paste into Thunderbird

#Position the cursor where you want to paste
#Open the Insert Menu
#Select the option "HTML..."
#Paste into the box provided then click Insert

[[File:cutpaste2.png]]

== Is it okay to resize images for use in letterhead for NEOSYS documents? ==

=== Why cant you resize a nice large graphic of text down to the size required? ===
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Some corporate logo files suffer less from the problem if they have a simple design, but very few are immune to the problem.

Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or another image designer file.

There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.

Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.

=== Why bother with getting the best quality? ===
NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.

NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.

Images that appear to be low but acceptable quality on-screen may be much less acceptable quality when printed therefore before accepting poor quality images, make sure you check actually printouts on paper.

===What is the problem technically? ===
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.

==== Example of Graphic correctly GENERATED to the desired size ====

This image is too rather too big for our letter head because it is 200 pixels high. So we need to resize it? Well no, we need to REGENERATE it from the master logo design file. See next image below.

[[image:logoresize-1.jpg]]

Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.

[[image:logoresize-2.jpg]]

==== Example of Graphic crudely RESIZED to the desired size ====

LET'S LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED

Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop.

It looks kind of okay to the untrained eye at 100%, but not if you had a decent quality image to compare it with, and when printed on paper, the low quality becomes much more apparent.

[[image:logoresize-3.jpg]]

Take a closer look -150% - not very smooth is it?

[[image:logoresize-4.jpg]]

At 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.

[[image:logoresize-5.jpg]]

Let's go even closer(400%). Here we can see all kinds of grey mess even between the letters.

[[image:logoresize-6.jpg]]

==== Closer look at the correct GENERATED image ====

Now let's look at the graphic that has been properly generated to the exact size desired from the original master design in Photoshop.

It has a crisp and clean look about it.

[[image:logoresize-7.jpg]]

Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.

[[image:logoresize-8.jpg]]

[[image:logoresize-9.jpg]]

At 400%, the nature of shading to create illusion of smoothness is clear. It also becomes clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.

[[image:logoresize-10.jpg]]

[[image:logoresize-11.jpg]]

==== Another example of a CORRECTLY GENERATED logo/image file ====

This SMALL image file (only 72 pixels high) has been created properly by a programmer from the master design file (eg photoshop) designed by a professional graphic artist.

In this case it is a jpg file but png would be the same. You can see this file at http://vm1.neosys.com/images/neosys.jpg

Despite only 72 pixels vertically this file doesn't look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Zoom in so you can look at the quality more closely.

[[image:neosyslogo2.jpg]]

Even at this magnification, there is still little or no pixelation visible. This is because the dots are clever dithered to give the IMPRESSION of smoothness.

Moral of the story is that properly created image files do not appear pixelated whereas crudely resized images lose the clever dithering and show as pixelated.

==How to delete files or documents in NEOSYS? ==

NEOSYS allows users to delete some files such as Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. by clicking the Delete button on the top of the page. Schedule files cannot be deleted once they are either booked, certified or invoiced.

Job files cannot be deleted in NEOSYS, but can be cancelled. Refer: [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]].

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled. For example: [[Media_FAQ#How_do_I_cancel_a_booking_order.3F|Cancelling a booking order]].

Invoices once generated cannot be cancelled or deleted. To know why, see [[Using_NEOSYS_Agency_System#Why_doesn.27t_NEOSYS_allow_cancelling_or_amendment_of_Invoices_after_issue.3F|cancellation or amendment of Invoices after issue]]

Files that are in use on other documents must never be deleted (e.g. currency files). We do not fully know the implications of doing so but it can cause problems in future.

==How to restore deleted files in NEOSYS? ==

You can restore deleted files like Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. in NEOSYS by entering the deleted file's code or number and then saving it.

The deleted file's record will remain in the version log of the file, in case it needs to be viewed later.

[[File:DEL_VER.PNG]]

==Why is NEOSYS taking a long time to generate a report?==

The amount of time required by NEOSYS to generate a report depends on:
#Options selected while generating the report.
#Total number of records selected to be displayed on the report.

Once you have selected the desired options, click on LIST and wait until the report is generated.

Please wait until the report shows up on screen

OR

Until you get an error message saying "No response in 600 seconds from database server at ....."

In case you get the "No response in 600 seconds from database server at ....." error message then follow the steps mentioned in [[Media_FAQ#How_to_handle_"No_Response_from_the_database_server_in_600_seconds"?| Media FAQ]]

== What customisation can be done on the format of NEOSYS documents?==

NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders, financial reports. You can do either or all of these:

#Use any font name and/or size that appeals to you or your corporate image
#Use a background colour that reflects your corporate image
#Use a masthead or logo as the header along with address text
#Customise your own set of terms and conditions for the footers
#Customise the signatories name and designations which should appear

The core information/content (between the header and footer) of each document is generally set to a standard format which has been widely accepted in the advertising industry over many years. NEOSYS has many options when requesting documents to cater for a wide variety of output styles but, apart from these options, the essential format cannot be completely revised from scratch. This is because NEOSYS is a ready-to-use package software solution used by many companies. Maintaining some standardisation of NEOSYS across many clients facilitates better and more efficient customer service by the NEOSYS support team. It also allows ease of upgrading over time. NEOSYS generally will develop the software free of charge but not perform any major one-off customisation, and has rarely been asked to do so.

==How can we export data from NEOSYS?==
All NEOSYS output is in the form of HTML which can be conveniently and directly saved. The reports can also be copy pasted into excel or other documents that are acceptable by auditors or other software. NEOSYS can do specific formats if required.

To export Invoices in Excel format, see [[Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format| Export Invoices]]

For more information on Exporting to other Finance systems See [[Exporting_to_other_finance_systems| Export to other finance systems]]

== Does NEOSYS have any kind of documentation to learn and understand the software ==

NEOSYS wiki is available to users online. Users can go through the same to understand how to use, setup and troubleshoot NEOSYS.

Users can search for [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Using_Google_to_search_NEOSYS_wikis NEOSYS wiki on Google]

Sales FAQ

2023-06-08T08:29:56Z

Arvind:

=== Can we have a trial version of NEOSYS? ===

Unfortunately, we don’t have a provision for free trial & the reasons are:
#It will take as much time & effort to configure & train a full trial system as establishing a live system
#The system is too complex for users to learn by themselves and requires initial training from us
#Our system is tried and tested over many years
#We don’t ask for a huge upfront fee, the 6 months fee is very reasonable for a system with such features
#We are happy to spend more time demonstrating the system to gain users acceptance

NEOSYS doesn’t have a demonstration version of the software nor a self-implementation manual sufficient to provide a satisfactory evaluation of the software. For most agencies the implementation process is sufficiently involved that it requires specific detailed knowledge to implement the system effectively. Therefore the general practice is for NEOSYS to take full responsibility for the implementation. This achieves optimal results in a reasonably cost effective manner.

Stage 1 - Demo

NEOSYS normal practice is to provide a series of demonstrations, typically online, until the client is sufficiently confident to commence full implementation. NEOSYS is prepared to spend as much time on this as the client is.

Stage 2 - Full Evaluation

To perform a full evaluation of the system NEOSYS can provide its normal implementation and training service but for a limited number of users. Full training and implementation is as important for a proper evaluation of NEOSYS as for full operation of the system and NEOSYS does not want evaluation to fail due to insufficient attention.

The six months initial fee remains to cover NEOSYS cost of doing the full normal implementation and training, even if it is for a limited number of users. Since the number of users is low for the evaluation period then the total cost is low compared to the full cost with all the users. Given that NEOSYS has no initial purchase price, the total cost is reasonable for the work involved.

===Why is collection of Company Information important?===

Sales team must collect Company Information to understand the exact requirements of the client and to be a consultant to them on how NEOSYS will help them work efficiently.

Sales team MUST obtain complete company information before sending proposals or doing demos or sending invoices. Although rarely a problem this is to avoid industrial espionage, pointless requests, scammers getting bank details etc.

=== Updating Company Information ===

We cannot always get all company info immediately during initial contact but we MUST use and build up the company info over the initial series of contacts.

In particular the company info must be used and developed during significant sales meeting and a new email sent to sales. The old company info email can be deleted.

===What is NEOSYS software payment and delivery terms===

NEOSYS payment is required in advance.

New clients must make an initial 6 month commitment by paying the licensing fee for the first 6 months. Asking for payment in advance motivates clients and NEOSYS to work on the project and do not allow the project to fail as it will be a waste of effort and time for both NEOSYS and clients. Our collection of money is actually aimed at ensuring the success of the project not simply to avoid risk to NEOSYS.

Further payments can be made on a quarterly basis. The software will be delivered within 2 working days after receipt of payment. Our fee is inclusive of all implementation, training, support and maintenance done remotely. For clients outside Dubai, there will be additional charges if they require onsite implementation and training.

Adding modules to existing clients will be billed pro-rata from installation date and added to their next bill. Clients need to receive an invoice "for three months from the date of installation" and agree to pay it along with their next quarterly invoice before commencing installation and implementation. Otherwise a bill only for the remainder of the current quarter can look too small. We NEED them to have a full sized invoice to get their full commitment to the project otherwise they can try to back out if they face issues, instead of making the required effort.

Note to Sales Team: From 15/4/2015, we have stopped the practice of granting 3 months initial payment to startup companies because the client is not so committed to NEOSYS since in the first three months lots of problems occur. The client MUST be committed to a reasonable period to get things going fine, otherwise we do all the work and then the client discontinues NEOSYS putting all of NEOSYS effort to waste. Now even startup companies MUST pay six months in advance because if the client is committed to getting NEOSYS going then initial difficulties will be overcome whereas if they are not committed then the reverse is true.

=== What is considered as the installation and billing period/date? ===

Installation is done within 2 working days after receipt of the first payment(for 6 months) is confirmed.

Billing cycle starts from the date we start work which is installation date.

If there is any dead period due to lack of client staff availability or other reasons for one month or more meaning absolutely NO activity either by client or NEOSYS after installation and before going live then the start date of the period of the first renewal of software licence and support fee may be delayed by the duration of the dead period.

===When can NEOSYS support staff start installation of NEOSYS===

Below procedure applies to all prospect clients, both new clients as well as existing clients implementing a new NEOSYS module.

If the client is in a hurry to get going and you have a good indication that the transfer has been done , if it is not received yet, you SHOULD proceed to installation immediately - and confirm date of delivery to the client ASAP. Prospects who make transfer MUST be rewarded by fast high priority responses from NEOSYS sales team regarding deliver dates so our support team looks GOOD FROM THE START.

If you do not have a good indication that the transfer has been made then you SHOULD NOT proceed to installation and MUST NOT inform the client of a delivery date.

It is unlikely that prospects would literally fake documents but if you have not gained a good solid feeling about the client during the proposal phase then you SHOULD delay installation until payment is actually received.

A good indication of transfer is:
*A clear confirmation from their bank that payment has been made
*A copy of their own instruction TO the bank is acceptable if it has clearly been stamped by a good payment agent
*A cheque deposit copy

Carefully check all the details are correct as per the proforma invoice
*bank account number
*amount
*currency
*date
*all other details

A good payment agent is:
*well known widely multi-national bank

A poor transfer agent is:
*a money transfer service
*a minor bank that it not widely multi-national

===Is NEOSYS compatible with Mac/Android?===
Yes. See [http://techwiki.neosys.com/index.php/Technical_/_Hardware_requirements#NEOSYS_Software_Browser_and_OS_Requirements NEOSYS Software Browser and OS requirements]

===What is the minimum period for subscription?===

Minimum period for subscription is 3 months after the initial period of 6 months.
=== What is the notice period for termination of NEOSYS services?===

There is no notice period.
=== Will NEOSYS refund the advance payment in case of termination of services?===

No. There are no refunds for initial or quarterly fees paid in advance.
===Why does NEOSYS not have a Service-Level Agreement?===

NEOSYS does not have an SLA for the following reasons:

# We are not clear what the terms of such an agreement could be and such agreement is likely not suitable for our type of service when the facts are examined.
# SLA is appropriate to protect the client in case they are making a major long term commitment which is not the case with NEOSYS.
# NEOSYS has not previously been asked for one beyond what it includes in the existing agreement
# A strict SLA with formal response times and penalties would be costly to operate and this would show in increased cost to use NEOSYS

In case the client wonders then how NEOSYS works without such an agreement, then consider the following:

# NEOSYS contract is short term and client is easily able to exit in case of poor service.
# NEOSYS is naturally MOTIVATED to provide good service due to ease with which the client can exit.
# NEOSYS does not charge up front for training and implementation and therefore is highly committed to a successful implementation.
# NEOSYS servers have had almost no down time in the last 10 years. References can be provided to back this up.

In case the client still wishes an SLA agreement to be signed then they should provide a draft of what terms they are looking for.
===What happens after contract with NEOSYS is terminated?===

#NEOSYS locks data entry for future periods.
#If installed on your own server, NEOSYS allows accessing old data and to edit this data for 1 year. Any support required in this time will be billable.
#If installed on NEOSYS servers, you will not have any access to your old data and NEOSYS may delete it and all backups after 30 days unless you choose to take a single user contract with NEOSYS.
=== How will the data be handed over to the client after the end of contract? ===

Client users are responsible for taking soft copy of the data from NEOSYS.

See [http://userwiki.neosys.com/index.php/General_FAQ#How_can_we_export_data_from_NEOSYS.3F How to export data from NEOSYS]
=== Where is NEOSYS hosted? ===

NEOSYS can be hosted on NEOSYS servers or on a dedicated server at the client's premises. We highly recommend hosting on NEOSYS initially as it is a great way to start immediately, without wasting time on acquiring a server. Starting on NEOSYS servers is instant and switching to your server, if and when you acquire one, is simple and free too. Also hosting on NEOSYS in-house server is cheaper in terms of cost.

=== What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? ===

If NEOSYS is installed and hosted on NEOSYS servers, we provide a discount. If NEOSYS is installed on the client's server then the discount does not apply

===What will be the cost for setting up a historical NEOSYS database?===

The client is given read only access to the historical database. This is to ensure that users do not create or update documents even by mistake.

There will be no additional cost for setting up the historical database if NEOSYS is installed on client's server.

If NEOSYS is installed and hosted on NEOSYS server, then there is a cost of USD 50 per month to maintain the historical database. Running an extra database for the historical purpose will require NEOSYS to run extra processes on the server and also do a backup of the database.

=== Who will administrate the system? ===

NEOSYS Support staff will administrate the system.

=== Will NEOSYS Support staff have access to the server? ===

Yes. NEOSYS support agreement is conditional on being able to access your server at all times. See [http://techwiki.neosys.com/index.php/Letter_to_obtain_agreement_of_client_IT_staff_to_provide_remote_support Agreement with Client IT to provide remote support]

We will sign a Confidentiality Agreement with you to assure you that your data is safe and will not be shared with anyone under any circumstance.

Is it really OK for NEOSYS to have access to data?

#24x7 access to client systems is a common practice in the computer industry for complex systems where urgent support may be required
#Data theft is present not just with 24x7 access, but it could be at any time. NEOSYS has various security measures to mitigate the risk
#It is virtually impossible to create a system that one can guarantee that nobody except the users have access to the data
#If a situation arises where integration is required then programmers will require access to data to understand user requirements
#NEOSYS Support staff sign Non-Disclosure agreements assuring that client data always remains confidential
#We expect you to trust our professionalism like all our clients

=== What about NEOSYS and Security?===
Most of our clients have NEOSYS installed inside their office only our smaller clients have it installed on NEOSYS servers. Our clients are extremely security conscious and we know all about how to ensure security

Key points about NEOSYS security:
#Dedicated server: Ensures that it won’t be shared with other applications that might require several access to the server. This will help NEOSYS to provide the needed services without need of any other IT person to access the server.
#Confidentiality Agreement: NEOSYS will sign a confidentiality agreement between with the client to assure them that their data is safe with us, and will never be shared with anyone under any circumstance.
#HTTPS: NEOSYS Users use HTTPS to access the system, which is more secure compared to HTTP
#Multi-level permissions: Configure and manipulate access for different users based on permissions given to them e.g. User A has read only access whereas User B has read and write access, User A has access to Media only, but User B has access to Media and Finance etc.
#Warnings and email notifications with IP information are sent to management and NEOSYS support in case of password reset attempts. This will help identify malicious attempts to access NEOSYS
#Access Restriction by IP number: If client wishes to allow access to NEOSYS from outside the office then we can restrict from exactly where this is allowed
#Encryption: The raw data is encrypted and can only be accessed by NEOSYS software
#Access is audited: User info with IP information is logged whenever a user logs in and uses NEOSYS

===What are the benefits of using NEOSYS Finance module?===
#Many accounting systems cannot tell you what items WERE outstanding at some point in the past and can only tell you what items ARE outstanding now, whereas NEOSYS allows you to get outstanding items "as at" some point in the past. Since auditors need to know what items were outstanding at the end of the year, the usual situation for non-NEOSYS finance departments is to be totally in the dark finance system-wise for part or most of January because this issue effectively forces them to not open the new year until almost everything in the old year has been posted whereas in NEOSYS you can start posting on day 1 of the new year without closing the old year.

Setting up a new company in existing/new database

2023-05-26T06:34:07Z

Arvind: /* Setting up a new company in existing/new database */

==Setting up a new company in existing/new database==

'''Draft email requesting info required to add new company to existing/new database

For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.

Dear XXX,

To open the new company can we please have the following info:

1. Letterhead:
-Exact company name to appear on invoices etc
-Tax registration number (If UAE/KSA/Bahrain company)
-Address for letterhead
-Logo{{Letterhead Logo Format}}

2. Any new users:
-Full Name
-Email Address (to get passwords)
-User role(s) department/position etc (for authorization level)

3. Existing Users Access Rights:
-Who should have access to the new company?

4. Default Market for the Company

5. Bank Accounts:
-Full payment instructions - if required to appear on invoices

6. First Financial Year

7. General Accounts:
-Client: Shared existing list? OR create new private clients list/chart?
-Suppliers: Share existing list? OR create new private supplier list/chart?

8. Invoice Numbering:
-Prefix for the new company (usually one letter)
-The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used.

Media module
Starting Schedule Number: 1000
Starting Media Invoice Number: 20000
Job module
Starting Job Number: 5000
Starting Purchase Order Number: 15000
Starting Estimate Number: 25000
Starting Job Invoice Number: 40000

( Refer to Principles of Document numbering in NEOSYS:- http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )

9. Timesheet module:
- Timesheet Administrators:
- Timesheet alert email recipients (Users who will receive Timesheet Summary emails):

** In addition to the points above, ask for the following information if setting up a new company in a new database

9. Base Currency of the dataset

10. IP restrictions:
List of IP numbers from which NEOSYS can be accessed

11. Backup email notification recipients:
List of people to receive email reports about the daily backup

12. Allowed domains in email addresses
List of allowed domains for user's email addresses

Best Regards,

=== Setting up a new company in an existing database ===

The following procedure also applies to adding a new company to a multi-company installation in existing database.

#[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get Management approval]
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
#Create a new company in the [[Company_File| Company File]] by specifying the required details.
#*The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results. (Refer to [[Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_year| Setting up and Configuring NEOSYS Finance System]] for instructions on how to set up the start of Financial Year).
#*The company code must be a letter even if previous existing companies use a numeric company code.
#*Specify a single letter prefix for the company, which is used for invoice numbering. A single alphabetical prefix is always preferred as it saves time for users when keying in document numbers.
#*The database will have to be converted to allow invoice numbering per company, if invoice numbering per company is set to 'No' in Media/Job Configuration file and data has already been entered into NEOSYS. (Refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company).
#*Enter the exchange gain, exchange loss and conversion account numbers.
#*Enter payment instructions specific to this company and it will appear on all invoices for this company. (Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment Instructions]] for instructions on how to set up payment instructions).
#*If you need inter-company entries to be made then follow the instructions in [[How_to_setup_inter_company_accounts_and_do_inter_company_postings| How to setup intercompany accounts]] and do intercompany postings
#In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to [[Invoice_Numbering|Invoice Numbering]]) and numbering pattern under the Media/Job config file.
#*The starting number should be consistent with the existing companies' document numbering.
#*If the database is configured to show year in the Invoice number, then the starting number cannot be set as it will start from 1 each year.
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.

=== Setting up a new company in a new database ===

In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database

#Configure base currency of the new database in the Company file
#[[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Client_Security_mark| Configure Client Security Mark]]
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [[Authorisation_File#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]]
#Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.

Explaining what the intercurrency conversion account is

2023-04-07T10:59:27Z

Arvind:

== What is the intercurrency conversion account for? ==

The intercurrency a/c is an automatic account maintained by NEOSYS that represents internal currency conversion where there are no exchange gains or losses and therefore always balances to zero.

The intercurrency account's balance in base currency should always be zero and therefore never appear in financial statements for all currencies consolidated to base currency.

As long as the intercurrency account base currency balance is zero then all is ok. Having balances in actual currency is normal and to be expected for the following reason.

=== So why is it needed? ===

NEOSYS not only keeps the trial balance in base currency balancing to zero but also the trial balance of each currency balancing to zero.

When you do intercurrency transactions eg paying off invoices in one currency with receipts in another currency AND THERE ARE NO EXCHANGE GAINS AND LOSSES then NEOSYS will put a series of entries in the intercurrency account so that the total posting in any individual currency also balances zero.

=== Example ===

You debit a bank with 100USD and credit a client account with 367AED, perhaps using it to pay off some AED invoices. Your base currency is USD and there are no exchange gains/losses on this transaction

#DR Bank 100USD/Base currency 100
#CR Client 367AED/Base currency 100

NEOSYS actually automatically creates the voucher with two additional lines in the intercurrency account

#DR Bank 100USD/Base currency 100
#CR Client 367AED/Base currency 100
#CR Intercurrency A/c 100USD/Base currency 100
#DR Intercurrency A/c 367AED/Base currency 100

The additional two lines merely reverse the first two lines but into the intercurrency conversion a/c. The balance of the intercurrency a/c in base currency is zero.

The net effect is that every currency individually balances to zero so we can get individual trial balances for each currency separately and still balancing to zero.

Setting up and Configuring NEOSYS Timesheets System

2023-03-27T07:03:07Z

Arvind: /* Activities already setup in NEOSYS for Timesheets */

=== Creating Activities for Timesheets ===
#Go to Menu > Timesheets > Files > Activity File ( Keyboard Shortcut - '''Alt+M, T, F, C''') [[image:menu-activity.jpg]] 
#You will see the activity file. Enter the details as follows:
#*Type Code - Reference code for the activity.
#*Type Name - The Activity Name
#*Department name - Department to which Activity is tagged [[image:activity.jpg]] 
#Click on Save

==== Activities already setup in NEOSYS for Timesheets ====

NEOSYS has a list of activities setup in the standard database for groups in the authorisation file. e.g Creative group has activities like Artwork, Copy writing, layout etc all relevant to the job type of users in the group.

You can use the pre setup activities for a new group also. First you will have to figure out if the job type of the new group is similar to any existing group. Then in the authorisation file, rename or add a group heading to the new group with a name similar to the existing group whose activities you want it to inherit.

e.g consider a new department "DIGITAL", which does not have any activities setup and the work done by the users in this department is similar to an existing department "CREATIVE" that already has users under it. Then for DIGITAL department users to inherit CREATIVE department's activities, add a new line "CREATIVE2" below DIGITAL in the authorisation file. i.e. the new digital department head is now "CREATIVE2".

Table below showing the set of activities setup in the standard database.
{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
! scope="col" | AV
! scope="col" | BTL
! scope="col" | CREATIVE
! scope="col" | CLIENT SERVICE
! scope="col" | PR
! scope="col" | MEDIA
! scope="col" | FINANCE
|-
| Attend briefing session by Account Service || Administration || Administration || Administration || Administration || Administration || Administration
|-
| Do airing copies || Archiving/ backup || Archiving/ Backup || Audio Recording || Analysis || Brief with Client Service || Business Chatting
|-
| Arrange for PPM || Briefing || Artwork Supervision || Brand development || Business travel || Business travel || Business Travel
|-
| Attend radio sessions || Business travel || Business travel || Business travel || Creative brief || Media buying || Internal Meeting
|-
| Brief in animation work || Concept development || Concept development || Budget / Forecast || Client Meetings || Client's meeting || Monthly Reports
|-
| Brief in TV edits to radio || Client meeting || Creative Execution || Creative brief || Co-ordination of network offices || Coordination with other offices / Media || Personal Leave
|-
| Brief production H || Contract || Client presentations || Client meeting || Contact Report || Competitive monitoring || Sick Leave
|-
| Brief in radio || Correspondence || Correspondence || Contract || Correspondence || Other meetings with Client Service || Supplier Meeting
|-
| Brief to bid suppliers || Copywriting || Copy writing || Contact report || Contact || Follow up on issues ||
|-
| Business travel || Final Artwork || Final Artwork || Correspondence || Event Management and Logistic Planning || Follow up on material & campaigns ||
|-
| Follow up on client service quote approval || Finance || Idle Time || Creative review || Financial || Idle Time ||
|-
| Invoices suppliers || Idle Time || Internal Meeting || Estimates || Job brief || Invoicing clients ||
|-
| Negotiate quote || Illustration || Internal reviews + presentations || Follow Up Media || Media monitoring || Media Research ||
|-
| Negotiate & renegotiate quote || Internal meeting || Image Search || Account financials || Personal || Media monitoring ||
|-
| Produce animatics || Layout || Layout || Follow-up Production || Press Release development || Media negotiation ||
|-
| Write production brief || Personal || Print production briefing || Follow Up Supplier || Personal travel || Other Research/ Web browsing ||
|-
| Personal || Photography || Personal || Idle Time || Research || Proposals / Creative buys ||
|-
| Post production || Proof reading || Proof reading / color seps. || Internal Meeting || Reports || Media planning ||
|-
| PPM || Print supervision || Photography supervision || Media brief || Strategy development || Media presentation ||
|-
| Present quotes to client || Personal travel || Personal travel || Media review || Sick Leave || Media recommendations ||
|-
| Produce radio spots || Photo retouching || Photo retouching || New business || TV Production || Media scheduling ||
|-
| Phone calls to suppliers || Storyboard || Radio/ Audio production supervision || Production brief || || Sending material ||
|-
| Personal travel || Sick Leave || Recording Session || Project List || || Sick Leave ||
|-
| Quotes to Account Service || Search Web / Image/ premium || TVC Storyboard development || Production review || || Supplier's meeting ||
|-
| Search for directors || Traffic || Sickness || PR Review || || Strategic planning ||
|-
| Shoots || Training/ Seminar || Traffic || PR Brief || || Media scene updates ||
|-
| Sick Leave || TV Production || TV production briefing || Research || || Internal training ||
|-
| TV Production || || Training || Photo Shoot || || ||
|-
| Write creation details to suppliers || || "TV production, shoot supervisions" || Sick Leave || || ||
|-
| || || TV Production || Supplier's Meeting || || ||
|-
| || || Viewing show reels || T.V. Production || || ||
|-
| || || || Web Mastering || || ||
|}

=== Setting Hourly Rates for Users ===
#Go to Menu > TimeSheets > Files > Hourly Rates File (Keyboard Shortcut - '''Alt+M, T, F, H''') [[image:timesheet_hourlyratemenu.jpg]] 
#Enter the Hourly Rate against the user-name of the employees. [[image:timesheet_hourlyratefile.jpg]] 
#Click on Save

=== Timesheets Configuration File ===
#Go to Menu > TimeSheets > Files > Configuration File (Keyboard Shortcut - '''Alt+M, T, F, F''') [[image:timesheet_configmenu.jpg]] 
#You will see the timesheet configuration file. Enter the details as required: [[image:timesheet_configfile.jpg]] 

====Maximum Working Days Delay====
This field controls the number of working days before the current date, for which the users can enter timesheet data.

e.g. in the above screenshot Maximum Working Days Delay is set to 7. This means that if a date is more than 7 working days old, then the user will be blocked from entering timesheet for that date.

Public holidays entered in the [http://userwiki.neosys.com/index.php/Market_File#Public_Holidays Market File] and Away/Holiday dates entered in the User Details page are not counted in the Maximum Working Days Delay.

==== Setting up Approval Monitors ====
Support staff MUST ensure that users who should receive the Reminder/Approval emails are mentioned in this field. The first monitor on the list MUST have TIMESHEET ADMINISTRATION authorisation otherwise he will not be able to access the Timesheet Reminder/Summary documents and get an error message "You are not authorized to do Timesheet Administration".

=== Avoiding timesheet reminders / approval emails ===
NEOSYS, by default, does not send reminders to people who have not entered any timesheets in the last 31 days.

==== Specifying user specific holiday to avoid reminders / approval emails ====
You can specify user specific holidays or annual leave or any other off days for a particular user. This can be done by a Timesheet Administrator and you have to go to the neosys2 URL using only Internet Explorer and follow the steps below:

# Select the user from the drop down
# Specify the leave dates (do not delete old ones, but instead just add new lines for new dates)

[[image:timesheet_userfile.jpg]]

==== Specifying holidays for all users to avoid reminders / approval emails ====
NEOSYS Timesheets does not remind users to fill in previous days empty/incomplete timesheets if the market file (default market code specified in either Media or Job Configuration File) has either weekends or specific holidays mentioned in it.

[[image:timesheet_marketfile.jpg]]

=== Avoiding reminders for dates prior to the joining date of users ===
Once the timesheet system is configured and running you are aware we have a start date in the Timesheet Configuration File. As such if ANY user does not fill in timesheet from this date onwards, the system will keep sending reminders. For example, this could be annoying if the user has joined 2 months after the start date and is reminded to fill in timesheets for these 2 months. In such a case you will configure the period of the use absence in the user details file as a workaround to avoid the reminders. This can only be done by a Timesheet Administrator.

=== Configuring users to receive approval emails ===
Users belonging to the group which is granted a TAP key will receive the approval emails. These users have to be placed on top of the group, they will receive the approval emails daily for all the users in his group. There can be multiple group approvers at the head of the group and they all get a copy of the approval emails daily. [[image:Tsapp.jpg]] [[image:Tap.jpg]] 

==== Setting up weekly approval emails ====
To setup weekly approval emails for multiple timesheet approvers belonging to different groups, give TA (timesheet administrator key) in addition to TAP to the the timesheet administrator. The timesheet administrator will now receive approval emails for all the timesheet approvers under him till the next timesheet administrator in the file.
 
[[image:Tsapprover.jpg]]

==== Configuring a user to receive approval emails in more than one department ====
It maybe possible that a Timesheet Approver may be the same in more than one department. In such a case, you enter the email id of the approver/s in the level/department i.e in user Ashwin for below example. This will help approver/s to receive approval emails for both user groups.

'''Example:'''

[[image:timesheet_auth_approval.jpg]]

=== Simplifying access for mobile timesheet users ===

Timesheet users outside the office can be given a streamlined interface to enter their timesheets.

*web address is easier to remember
*web address is easier to type on mobile devices
*no need to use menu
*goes directly to Timesheet data entry

For example:

https://batestime.neosys.com

redirects into the Timesheet File for data entry

https://batestime.neosys.com/neosys/jobs/timesheets.htm

To do this, replace or create the index.htm page in the root directory of the web server

notepad c:\Inetpub\wwwroot\index.htm

''Note -'' YOU MUST change the https url in the below example to point to your own server.

<pre>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<html>
<head>
<title>Redirecting</title>
<meta http-equiv="REFRESH" content="0;url=https://batestime.neosys.com/neosys/jobs/timesheets.htm></HEAD>
<BODY>
https://batestime.neosys.com/neosys/jobs/timesheets.htm
</BODY>
</HTML>
</pre>

[[image:streamline-ts.jpg]]

=== Timesheet Reminders Email ===

Timesheet reminder emails are sent to users on a certain hour of everyday (see timesheet configuration file, 'Reminder Hour').

The email reminds users which dates require timesheets to be filled and provides usually two links giving the user option to access timesheet entry page from either inside or outside the office (if mobile).

To modify these links see [[System_Configuration_File#Browser_Addresses| 'Browser Addresses']] in the System Configuration File. The timesheet reminder email shows the links entered in system configuration file, with "/2/jobs/timesheets.htm" appended to them.

[[image:examplereminderemail.jpg]]

=== Disabling Timesheets for a Client ===

#In the authorisation file remove the Timesheet menu access from all the users.
#Do not remove the other timesheet authorisations in the authorisation file because if in future the client wants to reactivate timesheets it will be easier for support to set it up again at that time.
#In the timesheet configuration file remove
#*The Start Date
#*The Approval/Reminder Hours
#*The Approval/Reminder Monitors

=== Importing Activities ===

'''Preparing a file of activities to import'''

Valid columns for activity file are below:

*ACTIVITY CODE - required, unique, three letter code advisable. It is recommended that first letter is same as that of department code
*ACTIVITY NAME - required, lower case allowed.
*DEPARTMENT - required, uppercase forced. It must be in the authorisation File.

Get an excel sheet containing the columns above and save the file as activity.txt in tab delimited text format.

'''Importing the activities file'''

Do the actual import into a test database until you verify that all is ok.

In NEOSYS Maintenance mode press F5 to get a command box

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate activity codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\ACTIVITY.TXT ACTIVITIES

Check that there are no errors and resolve any errors before continuing to do the actual import.

IMPORTX C:\ACTIVITY.TXT ACTIVITIES (C)

Get a List of activities in the standard user interface to check that all have been loaded ok.

Sales FAQ

2023-02-21T08:49:53Z

Arvind: /* What is NEOSYS software payment and delivery terms */

=== Can we have a trial version of NEOSYS? ===

Unfortunately, we don’t have a provision for free trial & the reasons are:
#It will take as much time & effort to configure & train a full trial system as establishing a live system
#The system is too complex for users to learn by themselves and requires initial training from us
#Our system is tried and tested over many years
#We don’t ask for a huge upfront fee, the 6 months fee is very reasonable for a system with such features
#We are happy to spend more time demonstrating the system to gain users acceptance

NEOSYS doesn’t have a demonstration version of the software nor a self-implementation manual sufficient to provide a satisfactory evaluation of the software. For most agencies the implementation process is sufficiently involved that it requires specific detailed knowledge to implement the system effectively. Therefore the general practice is for NEOSYS to take full responsibility for the implementation. This achieves optimal results in a reasonably cost effective manner.

Stage 1 - Demo

NEOSYS normal practice is to provide a series of demonstrations, typically online, until the client is sufficiently confident to commence full implementation. NEOSYS is prepared to spend as much time on this as the client is.

Stage 2 - Full Evaluation

To perform a full evaluation of the system NEOSYS can provide its normal implementation and training service but for a limited number of users. Full training and implementation is as important for a proper evaluation of NEOSYS as for full operation of the system and NEOSYS does not want evaluation to fail due to insufficient attention.

The six months initial fee remains to cover NEOSYS cost of doing the full normal implementation and training, even if it is for a limited number of users. Since the number of users is low for the evaluation period then the total cost is low compared to the full cost with all the users. Given that NEOSYS has no initial purchase price, the total cost is reasonable for the work involved.

===Why is collection of Company Information important?===

Sales team must collect Company Information to understand the exact requirements of the client and to be a consultant to them on how NEOSYS will help them work efficiently.

Sales team MUST obtain complete company information before sending proposals or doing demos or sending invoices. Although rarely a problem this is to avoid industrial espionage, pointless requests, scammers getting bank details etc.

=== Updating Company Information ===

We cannot always get all company info immediately during initial contact but we MUST use and build up the company info over the initial series of contacts.

In particular the company info must be used and developed during significant sales meeting and a new email sent to sales. The old company info email can be deleted.

===What is NEOSYS software payment and delivery terms===

NEOSYS payment is required in advance.

New clients must make an initial 6 month commitment by paying the licensing fee for the first 6 months. Asking for payment in advance motivates clients and NEOSYS to work on the project and do not allow the project to fail as it will be a waste of effort and time for both NEOSYS and clients. Our collection of money is actually aimed at ensuring the success of the project not simply to avoid risk to NEOSYS.

Further payments can be made on a quarterly basis. The software will be delivered within 2 working days after receipt of payment. Our fee is inclusive of all implementation, training, support and maintenance done remotely. For clients outside Dubai, there will be additional charges if they require onsite implementation and training.

Adding modules to existing clients will be billed pro-rata from installation date and added to their next bill. Clients need to receive an invoice "for three months from the date of installation" and agree to pay it along with their next quarterly invoice before commencing installation and implementation. Otherwise a bill only for the remainder of the current quarter can look too small. We NEED them to have a full sized invoice to get their full commitment to the project otherwise they can try to back out if they face issues, instead of making the required effort.

Note to Sales Team: From 15/4/2015, we have stopped the practice of granting 3 months initial payment to startup companies because the client is not so committed to NEOSYS since in the first three months lots of problems occur. The client MUST be committed to a reasonable period to get things going fine, otherwise we do all the work and then the client discontinues NEOSYS putting all of NEOSYS effort to waste. Now even startup companies MUST pay six months in advance because if the client is committed to getting NEOSYS going then initial difficulties will be overcome whereas if they are not committed then the reverse is true.

=== What is considered as the installation and billing period/date? ===

Installation is done within 2 working days after receipt of the first payment(for 6 months) is confirmed.

Billing cycle starts from the date we start work which is installation date.

If there is any dead period due to lack of client staff availability or other reasons for one month or more meaning absolutely NO activity either by client or NEOSYS after installation and before going live then the start date of the period of the first renewal of software licence and support fee may be delayed by the duration of the dead period.

===When can NEOSYS support staff start installation of NEOSYS===

Below procedure applies to all prospect clients, both new clients as well as existing clients implementing a new NEOSYS module.

If the client is in a hurry to get going and you have a good indication that the transfer has been done , if it is not received yet, you SHOULD proceed to installation immediately - and confirm date of delivery to the client ASAP. Prospects who make transfer MUST be rewarded by fast high priority responses from NEOSYS sales team regarding deliver dates so our support team looks GOOD FROM THE START.

If you do not have a good indication that the transfer has been made then you SHOULD NOT proceed to installation and MUST NOT inform the client of a delivery date.

It is unlikely that prospects would literally fake documents but if you have not gained a good solid feeling about the client during the proposal phase then you SHOULD delay installation until payment is actually received.

A good indication of transfer is:
*A clear confirmation from their bank that payment has been made
*A copy of their own instruction TO the bank is acceptable if it has clearly been stamped by a good payment agent
*A cheque deposit copy

Carefully check all the details are correct as per the proforma invoice
*bank account number
*amount
*currency
*date
*all other details

A good payment agent is:
*well known widely multi-national bank

A poor transfer agent is:
*a money transfer service
*a minor bank that it not widely multi-national

===Is NEOSYS compatible with Mac/Android?===
Yes. See [http://techwiki.neosys.com/index.php/Technical_/_Hardware_requirements#NEOSYS_Software_Browser_and_OS_Requirements NEOSYS Software Browser and OS requirements]

===What is the minimum period for subscription?===

Minimum period for subscription is 3 months after the initial period of 6 months.
=== What is the notice period for termination of NEOSYS services?===

There is no notice period.
=== Will NEOSYS refund the advance payment in case of termination of services?===

No. There are no refunds for initial or quarterly fees paid in advance.
===Why does NEOSYS not have a Service-Level Agreement?===

NEOSYS does not have an SLA for the following reasons:

# We are not clear what the terms of such an agreement could be and such agreement is likely not suitable for our type of service when the facts are examined.
# SLA is appropriate to protect the client in case they are making a major long term commitment which is not the case with NEOSYS.
# NEOSYS has not previously been asked for one beyond what it includes in the existing agreement
# A strict SLA with formal response times and penalties would be costly to operate and this would show in increased cost to use NEOSYS

In case the client wonders then how NEOSYS works without such an agreement, then consider the following:

# NEOSYS contract is short term and client is easily able to exit in case of poor service.
# NEOSYS is naturally MOTIVATED to provide good service due to ease with which the client can exit.
# NEOSYS does not charge up front for training and implementation and therefore is highly committed to a successful implementation.
# NEOSYS servers have had almost no down time in the last 10 years. References can be provided to back this up.

In case the client still wishes an SLA agreement to be signed then they should provide a draft of what terms they are looking for.
===What happens after contract with NEOSYS is terminated?===

#NEOSYS locks data entry for future periods.
#If installed on your own server NEOSYS allows accessing old data and to edit this data for 1 year. Any support required in this time will be billable.
#If installed on NEOSYS servers you will not have any access to your old data and NEOSYS may delete it and all backups after 30 days unless you choose to take a single user contract with NEOSYS.
=== How will the data be handed over to the client after the end of contract? ===

Client users are responsible for taking soft copy of the data from NEOSYS.

See [http://userwiki.neosys.com/index.php/General_FAQ#How_can_we_export_data_from_NEOSYS.3F How to export data from NEOSYS]
=== Where is NEOSYS hosted? ===

NEOSYS can be hosted on NEOSYS servers or on a dedicated server at the client's premises. We highly recommend hosting on NEOSYS initially as it is a great way to start immediately, without wasting time on acquiring a server. Starting on NEOSYS servers is instant and switching to your server, if and when you acquire one, is simple and free too. Also hosting on NEOSYS in-house server is cheaper in terms of cost.

=== What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? ===

If NEOSYS is installed and hosted on NEOSYS servers, we provide a discount. If NEOSYS is installed on the client's server then the discount does not apply

===What will be the cost for setting up a historical NEOSYS database?===

The client is given read only access to the historical database. This is to ensure that users do not create or update documents even by mistake.

There will be no additional cost for setting up the historical database if NEOSYS is installed on client's server.

If NEOSYS is installed and hosted on NEOSYS server, then there is a cost of USD 50 per month to maintain the historical database. Running an extra database for the historical purpose will require NEOSYS to run extra processes on the server and also do a backup of the database.

=== Who will administrate the system? ===

NEOSYS Support staff will administrate the system.

=== Will NEOSYS Support staff have access to the server? ===

Yes. NEOSYS support agreement is conditional on being able to access your server at all times. See [http://techwiki.neosys.com/index.php/Letter_to_obtain_agreement_of_client_IT_staff_to_provide_remote_support Agreement with Client IT to provide remote support]

We will sign a Confidentiality Agreement with you to assure you that your data is safe and will not be shared with anyone under any circumstance.

Is it really OK for NEOSYS to have access to data?

#24x7 access to client systems is a common practice in the computer industry for complex systems where urgent support may be required
#Data theft is present not just with 24x7 access, but it could be at any time. NEOSYS has various security measures to mitigate the risk
#It is virtually impossible to create a system that one can guarantee that nobody except the users have access to the data
#If a situation arises where integration is required then programmers will require access to data to understand user requirements
#NEOSYS Support staff sign Non-Disclosure agreements assuring that client data always remains confidential
#We expect you to trust our professionalism like all our clients

=== What about NEOSYS and Security?===
Most of our clients have NEOSYS installed inside their office only our smaller clients have it installed on NEOSYS servers. Our clients are extremely security conscious and we know all about how to ensure security

Key points about NEOSYS security:
#Dedicated server: Ensures that it won’t be shared with other applications that might require several access to the server. This will help NEOSYS to provide the needed services without need of any other IT person to access the server.
#Confidentiality Agreement: NEOSYS will sign a confidentiality agreement between with the client to assure them that their data is safe with us, and will never be shared with anyone under any circumstance.
#HTTPS: NEOSYS Users use HTTPS to access the system, which is more secure compared to HTTP
#Multi-level permissions: Configure and manipulate access for different users based on permissions given to them e.g. User A has read only access whereas User B has read and write access, User A has access to Media only, but User B has access to Media and Finance etc.
#Warnings and email notifications with IP information are sent to management and NEOSYS support in case of password reset attempts. This will help identify malicious attempts to access NEOSYS
#Access Restriction by IP number: If client wishes to allow access to NEOSYS from outside the office then we can restrict from exactly where this is allowed
#Encryption: The raw data is encrypted and can only be accessed by NEOSYS software
#Access is audited: User info with IP information is logged whenever a user logs in and uses NEOSYS

===What are the benefits of using NEOSYS Finance module?===
#Many accounting systems cannot tell you what items WERE outstanding at some point in the past and can only tell you what items ARE outstanding now, whereas NEOSYS allows you to get outstanding items "as at" some point in the past. Since auditors need to know what items were outstanding at the end of the year, the usual situation for non-NEOSYS finance departments is to be totally in the dark finance system-wise for part or most of January because this issue effectively forces them to not open the new year until almost everything in the old year has been posted whereas in NEOSYS you can start posting on day 1 of the new year without closing the old year.

Using NEOSYS Job System

2023-02-15T05:37:25Z

Arvind:

==How to create a job in NEOSYS?==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==How to create an estimate in NEOSYS?==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

===Formatting Estimate Printout===

Use a blank 'Item Description' line to separate between different groups of cost items with extra lines of description.

[[image:EstimateLinesSeparated.png]]

[[image:EstimatePrintLnSeparated.png]]

==How to create a purchase order in NEOSYS?==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Using templates to standardise work==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

===Creating Templates===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

===Finding and Searching Templates===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

===Using Templates===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

==Pasting existing data from MSWord or Excel to Estimates or Purchase Orders==
If for example the item descriptions or quantities or amounts have already been described in an Excel or Word document, then it is possible to paste that data into the file, saving the user from having to re-enter the data. In order to achieve this, NEOSYS requires the data to have at least one of the following column titles present (with CAPS):
<pre>
ITEM DESCRIPTION, ITEM DESCRIPTION2, QUANTITY, UNIT PRICE, AMOUNT, LINE TAX CODE, TYPE CODE
</pre>
Then simply paste the data into the first item field on any row of the Estimate or Purchase order file in NEOSYS.

NOTE - If the system cannot find any column heading in the data you pasted then it will display an error, listing the possible column titles. If you misspell a column title, the data for that column will be ignored.

==Issuing Invoices==
On the estimate/invoice file we can click on ‘Invoice’ tab and view the proforma invoice and subsequently invoice the client.

NOTE – for the changes made in the cost or billing section please click on ‘reopen’ for the changes to reflect.

==Issuing Partial Invoices==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

===Method 1 – Partial Invoicing using “Proformas”===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:

#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:

#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

===Method 2 – Partial Invoicing by Splitting the Estimate===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.

#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

====Splitting the costs====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

==Issuing Credit Notes==
What is a credit note?

A credit note is the opposite of invoice. It is issued by a seller to a purchaser to record the reduction of bill possibly due to a discount, return or cancellation.

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with a NEGATIVE amount and Invoice the estimate.

{{:Accounting_entries_created_by_the_Production_system}}

==Raising purchase orders/invoices to/from SUNDRY SUPPLIERS==

#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

==Using NEOSYS VAT/Sales Tax Accounting for Jobs==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

===Setting up standard Sales Tax Percentage===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

===Create an Estimate or Purchase order with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

===Create the Invoice/Purchase Invoice===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

===Finance Entries===

====Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

==Switching from manual costing to automatic NEOSYS Job Costing==
Assuming that jobs are numbered sequentially just start from any particular job number and ensure that all costs that relate to that job number ("new jobs") and beyond are handled through the new automated NEOSYS practice and not through the old manual procedures.

All cost entries that relate to jobs prior to that number ("old jobs") must be continue to be handled in the old way and if any entries are generated by NEOSYS for these old jobs then those entries must be deleted and not posted.

NEOSYS will automatically create job account in a chart with code "WIPxx" where xx is the current year like "WIP08".

You must create the initial chart (e.g. with code "WIP08") yourself and then NEOSYS will create all future year charts for you. When creating the initial chart make it an open item type chart and you will have to put a control A/c. The control A/c for a WIP ledger is normally in the current assets section of the General Ledger. If you do not have a WIP control A/c (or you have a WIP account but it is not a control account and has any journals passed against it) then you will have to create a new account in the GL called something like WIP Control A/c.

If there are too many jobs in one chart then NEOSYS will create "WIP082", "WIP083" etc.

==Correct Incorrect Purchase Invoices==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

===Recording Supplier Credit Notes===
If you are not authorised to amend a PI, then you need to create a new PO with a NEGATIVE amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:

#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job==
Steps to Cancel a Job:

#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

===Cancelling all old jobs and estimates===

Below procedure can only be done on old (AREV) NEOSYS and will be removed from wiki once the old NEOSYS is no more in use.

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

====Estimates====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

====Jobs====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

==Tracking job progress using My Jobs==

Menu > Jobs > My Jobs is a feature to internally track job progress.

My Jobs contains a list of jobs allocated to or managed by the user, the jobs status, who is currently working on the job etc.

All new jobs are initially added to the job executive or job creator's my jobs list.

From there, the job executive/creator can assign the job's work to other users such as production team heads.
Any user with the authorisation, such as department heads, have the ability to reassign the job's work to other staff members (there's no limit).

Users can mark allocated jobs as started or complete. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

My Jobs is only effective when client service create jobs for a single task, instead of creating a single job for multiple jobs.

If a client requires many tasks, e.g. design, events etc., users should create the job with additional sub-jobs for each task. Sub-jobs are simply new jobs with numbers such as JOB1234-1 or JOB1234-2.

The key TASK ACCESS must be added to department before users can view jobs in 'My Jobs'.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

===What shows in My Jobs===
You will see:

*All Job that you are responsible to either do or manage 
*All Job that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

The system will not display tasks older than 365 days.

===Changing task status===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do.

To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of a task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

"Suspen"

===Requesting other people to do work===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

User can make a request for tasks which are only allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

===Authorisation Keys===

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

===Using the My Jobs screen===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

===Example Scenario===

#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

==Using Sub Jobs when there are Multiple Estimates for a single Job==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Setting up a new company in existing/new database

2023-01-09T06:48:33Z

Arvind:

==Setting up a new company in existing/new database==

'''Draft email requesting info required to add new company to existing/new database

For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.

Dear XXX,

To open the new company can we please have the following info:

1. Letterhead:
-Exact company name to appear on invoices etc
-Tax registration number (If UAE/KSA/Bahrain company)
-Address for letterhead
-Logo{{Letterhead Logo Format}}

2. Any new users:
-Full Name
-Email Address (to get passwords)
-User role(s) department/position etc (for authorization level)

3. Existing Users Access Rights:
-Who should have access to the new company?

4. Default Market for the Company

5. Bank Accounts:
-Full payment instructions - if required to appear on invoices

6. First Financial Year

7. General Accounts:
-Client: Shared existing list? OR create new private clients list/chart?
-Suppliers: Share existing list? OR create new private supplier list/chart?

8. Invoice Numbering:
-Prefix for the new company (usually one letter)
-The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used. ( Refer to Principles of Document numbering in NEOSYS:- http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )

Media module
Starting Schedule Number: 1000
Starting Media Invoice Number: 20000
Job module
Starting Job Number: 5000
Starting Purchase Order Number: 15000
Starting Estimate Number: 25000
Starting Job Invoice Number: 40000
9. Timesheet module:
- Timesheet Administrators:
- Timesheet alert email recipients (Users who will receive Timesheet Summary emails):

** In addition to the points above, ask for the following information if setting up a new company in a new database

9. Base Currency of the dataset

10. IP restrictions:
List of IP numbers from which NEOSYS can be accessed

11. Backup email notification recipients:
List of people to receive email reports about the daily backup

12. Allowed domains in email addresses
List of allowed domains for user's email addresses

Best Regards,

=== Setting up a new company in an existing database ===

The following procedure also applies to adding a new company to a multi-company installation in existing database.

#[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get Management approval]
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
#Create a new company in the [[Company_File| Company File]] by specifying the required details.
#*The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results. (Refer to [[Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_year| Setting up and Configuring NEOSYS Finance System]] for instructions on how to set up the start of Financial Year).
#*The company code must be a letter even if previous existing companies use a numeric company code.
#*Specify a single letter prefix for the company, which is used for invoice numbering. A single alphabetical prefix is always preferred as it saves time for users when keying in document numbers.
#*The database will have to be converted to allow invoice numbering per company, if invoice numbering per company is set to 'No' in Media/Job Configuration file and data has already been entered into NEOSYS. (Refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company).
#*Enter the exchange gain, exchange loss and conversion account numbers.
#*Enter payment instructions specific to this company and it will appear on all invoices for this company. (Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment Instructions]] for instructions on how to set up payment instructions).
#*If you need inter-company entries to be made then follow the instructions in [[How_to_setup_inter_company_accounts_and_do_inter_company_postings| How to setup intercompany accounts]] and do intercompany postings
#In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to [[Invoice_Numbering|Invoice Numbering]]) and numbering pattern under the Media/Job config file.
#*The starting number should be consistent with the existing companies' document numbering.
#*If the database is configured to show year in the Invoice number, then the starting number cannot be set as it will start from 1 each year.
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.

=== Setting up a new company in a new database ===

In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database

#Configure base currency of the new database in the Company file
#[[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Client_Security_mark| Configure Client Security Mark]]
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [[Authorisation_File#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]]
#Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.

Handling Exchange Losses & Gains in NEOSYS

2022-11-23T07:34:51Z

Arvind:

==Handling Exchange Losses & Gains==
NEOSYS posts all exchange gains or losses automatically. Users cannot enter amounts into this account but it is not needed since the system will post it.

We advise against posting exchange gains and losses manually because technically the currency amount on such transaction is zero. Users can just post currency amounts and let the system work it all out.

In one NEOSYS voucher, users may debit in one currency and credit in a different currency. The base amount will usually not agree by a small amount and the system will add a third line to the voucher to make the base currency balance. The account on the third line will be the Exchange Difference account.

NEOSYS knows a lot about currency conversion so with some patience, you should be able to learn how it works in NEOSYS. Alternatively, this can all be done manually but it is prone to user error.

===Exchange Losses & Gains on receipts from Clients===

Receipts are valued at the value of the invoices that they pay off. By value we mean the base equivalent is calculated from the invoice instead of from the usual currency file exchange rate or any manual attempt.

Note that the base amount (to the client / account) on the journal will be different than what it is in the voucher file or the ledger printout.

The journal shows the same exchange rate as to the amount in the bank account which is usually the exchange rate in the exchange rate file unless the user has overwritten the base rate, which would be unusual.

====Losses on Receipts====

Invoice was issued for 100 USD / 380 base amount

[[image:exgi-invoice.jpg]]

Receipt was issued for 100 USD / 367.50 base amount

[[image:exgi-receipt.jpg]]

However when posted, the ledger printout shows that the amount recorded in the client account is 100 USD / 380 base amount

[[image:exgi-ledger.jpg]]

If you look at the voucher, you can see that the difference of 12.50 base amount shows as a Debit to the EXDI (Exchange Difference) A/c.

[[image:exgi-invoice.jpg]]

Note: In case of receiving 50% of the currency amount (eg 50 USD / 183.8 base amount) it takes the base amount to the client which is 50% of the value of the invoice (50 USD / 190 base amount). It will follow the same procedure and the amount to the client will be proportionate to the amount of invoice allocated.

====Gains on Receipts====

Invoice was issued for 100 USD / 380 base amount
[[image:exdi-invoice.jpg]]

Receipt was issued for 100 USD / 390 base amount
[[image:exdi-receipt.jpg]]

However when posted, the voucher shows that the amount recorded in the client account is 100 USD / 380 base amount and the overpayment of 10 base amount is posted as a debit to the EXDI a/c.
[[image:exdi-voucher.jpg]]

===Exchange Losses & Gains on payment to Supplier Invoices===
Sometimes the foreign exchange rate fluctuates and hence there is a difference in the invoice currency amount issued or received as compared to the actual payment received or paid.

Hence NEOSYS handles these differences and allots the amount to a Exchange Loss or Gain A/c.

Below is an example of a sale which has been done:

A client is invoiced for 100STG on 1/1/2007. On this date the exchange rate was 1 STG=7 AED

[[Image:exdi1.jpg]]

The client makes a payment for this invoice on 1/2/2007. However the exchange rate on this day has changed to 1 STG=7.5 AED. Hence there is a profit of 50 AED when we receive this payment. NEOSYS automatically notices this and does the following:

#Allocates the payment of 100STG (750AED) to the invoice in the client a/c
#Credits the 50AED from the allocation which is overallocated to the invoice
#Debits the Exchange Loss or Gain A/c (EXDI in this case)

[[Image:exdi2.jpg]]

The following are the ledger printouts of all the accounts which were involved in this transaction:

[[Image:exdi3.jpg]]

[[Image:exdi4.jpg]]

Troubleshooting NEOSYS Finance System

2022-04-21T06:42:45Z

Arvind: /* Message explained */

==Cross Check Balance errors==
===Error Message===
This is a sample Cross Check Balance error message:

Server=NEOSYS-SERVER
Database=1D68EE63
Client=99_99_99_9
User=NEOSYS
Process=4
Request=LEDGERPRINT
Message=
Cross check balance error:

Ledger:TD A/c:STAR Type:Open Item
Ledger:TD A/c:STAR Type:Open Item
NEOSYS Ver:22:13:59 03 JAN 2007
@Id=
Data=STAR^^^^^^^^^1/06-12/06:SR:FZ:1;3:AED:12/2006-12/2006:12:AED:::::::1:2^^^^^^1

===Error Explained===
Whenever NEOSYS prints a ledger account or statement it can add up all the transactions onto the opening balance and derive the closing balance itself i.e. o/b + trans = c/b and naturally the c/b SHOULD agree with the c/b according to the balance on the account balances file unless something has gone wrong in the updates of the files.

Hence cross check balance can never really occur by user error and usually would be due to defect in the hardware or software and now since servers rarely fail, the cause is nearly always in the software.

===Solution===
First refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warnings_using_CHK.ALLOC Fixing Cross Check Balance Error] and thereafter escalate to the programmer if still not fixed.

== How to check for Cross Check Balance errors on all accounts==

#Goto Finance>Ledgers>Ledger Account
#Change settings to desired company, year and currency
#Select multiple ledgers to display.
Note that there is a 10 minute request time out, so do not select all the ledgers/accounts in one go.

==Cross Check Balance error on all Profit and Loss accounts and Retained Earnings account==
=== Sample error message ===

[[Image:ccbretained1.png]]

=== Message explained ===

Ledger Account and Statement of Account reports must be taken separately for each year for P&L accounts and Retained Earnings account.

You will always get a cross check balance error on all P&L accounts and the Retained Earnings account if you go across multiple years because the opening balance of one year is, unlike ALL the other accounts, not the same as the closing balance.

On the report, the balance is opening balance plus the sum of the transactions whereas the "Cross check balance" is the balance according to the trial balance in the final year. You will understand that they are logically not the same in the case of all P&L accounts and the Retained Earnings account.

== Resolving opening balances in P&L accounts ==

Resolving opening balances in P&L accounts where you fail to put a closing account on them

Normally P&L accounts have NO opening balances as at the beginning of the year regardless of what their closing balance was at the end of the prior year. This is completely expect but totally different to all other accounts where the opening balance of one year is absolutely identical to the closing balance of the prior year.

P&L accounts balance at any time in the year indicates the year to date income, cost or expenses etc for that year. This is standard accounting procedure the world over and for at least since double entry book-keeping originated several centuries ago.

Therefore if any P&L A/c is found to have an opening balance for the any year it will be due to misconfiguration of NEOSYS or incorrect data entry in the chart of accounts of the P&L Ledger. Since both of these are not by default possible to general accountants, then this problem rarely arises, particular when the P&L chart is represented as a subsidiary ledger and separate from the GL chart of accounts.

=== Cause ===

If the P&L chart is a section of the top level "GL" chart and not represented as a subsidiary "PL" chart then failing to add the closing a/c when creating a new P&L a/c is an easy mistake to make since it must be done for each P&L a/c one by one. If the closing a/c is not setup before the Open New Year procedure is run, it results in the presence of opening balances for the P&L a/cs for the next year.

For example, if the closing account (eg: a/c 792 or 88) of a P&L account is not specified (i.e. in each account line) then NEOSYS will merely carry forward the closing balance of the account to be the opening balance of the new year.

By contrast, when the P&L a/cs are held in a subsidiary chart then it is possible to set it up (by assigning the closing account in the header of the chart) so that all a/cs in the subsidiary chart are closed. In this case, any new P&L a/cs are automatically closed (i.e. there is no need to specify the closing account on each P&L account line.) - so the problem does not arise.

=== Solution ===

To solve this, use Opening Balance Journals to transfer the balances to the closing a/c (that was supposed to receive the balances in the first place) by creating a journal into any financial period and date of the new year. The exact period and date are not important since Opening Balance Journals, although like normal journals in other respects, do *not* show as entries on the ledger account, but instead amend the opening balances of the financial year of the ledger account.

Credit (or debit) the problematic P&L a/c by the amount of its opening balance and debit (or credit) the "Profit and Loss Brought Forward" a/c or whatever closing a/c the account should be closed to on an annual basis.

Don’t forget to add the closing a/c to the chart otherwise the same problem will arise again next year. Opening Balance Journals should be done by finance staff not user support staff so that the auditors see the correct records.

If you are trying to fix the closing balances over the last few years, remember that you need to do one opening balance each for every past year. Example: if you have an opening balance issue since 2008 (i.e. 2007 balance of some accounts are showing as opening balance in 2008) and 2009 (i.e. 2008 balance of some accounts are showing as opening balance in 2009) then you need to two OBJ, one each for 1/2008 and 1/2009.

=== Permanent Solution ===

Ensure that the closing account of the offending account(s) are set correctly otherwise the problem will reoccur every year.

== Correcting mistakes in postings ==
Posted entries cannot be modified except by NEOSYS under certain circumstances.

NEOSYS has a policy not to do corrections to postings except in special circumstances.

#Corrections to opening balances and opening items since those are a once off issue.
#Amendments requested by top management for exceptional adjustment of accounts that cannot be handled in any other way
#Vouchers are missing from posted batches. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Voucher_number_missing_from_posted_batches Missing vouchers in posted batches]

General errors in postings such as the financial period, account number and amounts must be corrected by reversal and correct journals.

The repercussions of granting permission to edit/repost journals would be as follows:
#NEOSYS Financial Module can no longer be trusted if postings are subject to modification
#It is not common practice to do such manipulations
#It can lead to possible errors in numbers
#Staff can become complacent and careless while posting entries and frequently ask for this permission

So, restricting users from editing/reposting journal entries promotes a more healthy and vigilant working environment where users verify each journal entry before posting it which effectively leads to good accounting practices.

The NEOSYS software for reposting journals appears to but does NOT work for posting which have already been allocated. It creates cross check balance errors in the open item accounts. To avoid this, any allocations can be de-allocated ESPECIALLY when the account number is being changed or the amount is being reduced or the currency changed.

The following information can be changed by authorised users even after posting, in the Voucher File and therefore on the detail ledger account/statement: Date, Due Date, Despatch Date, Reference, Details, Analysis Code and allocation. See [[Finance_FAQ#What_can_I_change_on_the_finance_vouchers_even_after_posting.3F| What can I change in the finance voucher after posting?]]. Unfortunately the journal printout is unchanged by any amendments and remains as it was entered.

==How to handle automatic journal entries missing because a user deleted them==

Users may delete automatic entries in Finance and then later complain that the invoice was generated but the entries are missing and may even blame the system for it.

The first step would be to locate the missing entries in the Unposted version of the journal where it was automatically generated.

NEOSYS keeps the history of every file in the system, where you will be able to find details such as username, date/time updated and even the IP no. of the user that made the changes.

Once this information is found, the user must be informed that the entry was deleted on <date/time> by <user> from <ip address>, then provide a working solution which would be to recreate the deleted entries using the old version as a reference.

Do not spend too long trying to convince clients that it is their doing. Instead, show them proof using the logs and then direct them towards the solution.

== You Cannot Post 0 Currency Amounts to Open Item Accounts ==
While trying to post journal entries in NEOSYS, you may come across the following errors:

ERROR MESSAGE:

CANNOT SAVE "P IN 552 U" because:
You cannot post 0USD to open items account like UM7R
unless the base amount is also zero
because it cannot be allocated later
(in line 1)

[[image:Financecurrencyamounts.jpg]]

ERROR MESSAGE:

CANNOT SAVE "1 INV 664 U" because:
Sorry, you are not authorized to do
Journal Post Revaluation
You cannot post -0SYP to open item accounts like SCH3294
unless the base amount is also zero
because it cannot be allocated later
(in line 3)

[[image:REVALUATIONJOURNALS.jpg]]

As the messages say, you cannot post zero currency amounts to open item accounts unless the base amount is also zero because it cannot be allocated later.

In order to understand this issue, observe that having a outstanding item of zero amount on an open item account (in any currency) logically means that the outstanding base equivalent of that outstanding item should be zero too.

Logically, all items posted to open item accounts need to be eventually allocated to other items in order to remove them from the list of outstanding items for the account. However the NEOSYS allocation process only allows allocation of real currency amounts since it ensures that the equivalent base amounts are proportionate to the currency amounts and automatically makes entries to the exchange gains and losses accounts to reflect this.

Having a base amount outstanding when the currency amount outstanding is clearly not correct in the final analysis and NEOSYS is currently programmed to prevent journals like this from being manually entered.

=== Cause ===
The situation can arise due journal entries generated by NEOSYS when the exchange rate is adjusted after invoicing and a debit or credit note is issued to account for the difference. In this case the currency amount to be posted in finance is zero while the base amount is not zero.

=== Solution ===
#Open the appropriate journal
#Change the account of the offending lines to the exchange gain/loss account.
#*The exchange gain/loss account is not an open item account and hence it will accept “zero amount, base currency only journals”, otherwise known as revaluation journals.
#Post the entry

=== Alternative Solution ===
# Ask NEOSYS programmers to temporarily patch the software to allow the posting. If this situation turns out to be a recurring event then NEOSYS software will be patched to allow authorised finance users to post this type of transaction without involving NEOSYS programmers.
# Post the entries
# Run the NEOSYS revaluation program on the account to transfer the balance to the exchange gains and losses account. IF YOU ARE NOT SKILLED AT REVALUATION DO THIS ON TESTDATA FIRST!

''Note -'' NEOSYS software versions from Feb 2012 generate journals automatically with exchange gain/loss account where appropriate.

== Solving Error: Index overflow - run Finance, Maintenance, "Clear Open Items" ==

=== Cause ===

For low and medium volume of transaction this only occurs after many years of using NEOSYS. In this case the only possible problem is that ledger and statements of accounts of open items "as at" ancient periods will be missing items.

For high volume accounts this occurs when the Clear Open Item procedure is not performed regularly. In this case, older unallocated items may be missing from ledger accounts/statements causing "cross check balances" which have to be dealt with by technical support using CHK.ALLOC.

For more information see the Clear Open Item screen and, if and when it becomes available, documentation for why, when and how the "Clear Open Items" procedure must be run.

=== Solution ===

Perform a normal "Clear Open Items" procedure in the Finance, Maintenance Menu. (NB normal web interface - NOT Maintenance Mode)

== Why does an outstanding not appear while taking a ledger printout==

Check if there is a CCB error for this account. If so follow instructions [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warnings_using_CHK.ALLOC to fix CCB error ]

If there are no errors check [[Troubleshooting_NEOSYS_Finance_System#Proactive_Checking_if_Clear_Open_Items_needs_to_be_performed | the voucher index size]]. Large voucher index size could the outstandings is not appearing in ledger printout.

If the voucher index is high then clear open items and check if the outstandings appear.

== Proactive Checking if Clear Open Items needs to be performed ==

To find out which accounts are more than 50% "full", in maintenance mode press F5 and type the following command

LIST VOUCHER.INDEX SIZE WITH SIZE > 32000

The maximum size is around 65500.

==Converting Balance Forward Accounts to Open Item==
=== Problem explained ===

Users cannot change the type of a chart of accounts from Balance Forward Account to Open Item after any postings have been made, but it is possible in maintenance mode IF AND ONLY IF the users are prepared to see EVERY ITEM EVER POSTED ON EVERY ACCOUNT IN THE CHART AS OUTSTANDING.

NEOSYS has no way to match and allocate the old items to each other automatically so, after conversion, this MUST be done manually and can be time consuming and EFFECTIVELY IMPOSSIBLE for chart of accounts with many account or large accounts. In this case the ONLY solution is to create a new chart of accounts (with the same control account) and start from scratch with new accounts perhaps transferring the balance of the old accounts to the new accounts.

=== Solution ===

The solution involves editing the LEDGER and CHARTS file (in Maintenance mode) to change the type, saving the chart once again, and then running F5 CHK.ALLOC to add items missing from open item indexed.

After this the account will be an Open Item account and all items will show as outstanding. One easy way to knock off these items is to find out the balance of this account (eg. 45000 AED) and then pass a Journal into the account to allocate and clear all the old items and that journal itself would be the open item of the new account i.e. +45000 DR -45000 CR

==Resolving the "NONE supplier does not exist" message on invoice postings==
When posting an automated invoice journal from NEOSYS you may encounter a message which which says "Cannot save XXXX because NONE supplier does not exist". The error message will look something like this

[[image:nonesupplier.jpg]]

Error Message:
Cannot save "1 INP 18 U" because:
CONTRA A/C "28*1*MIRAO**UAE*NONE*PPP" ANALYSIS CODE IS INVALID
FIELD 6 - "NONE" SUPPLIER CODE DOES NOT EXIST
(in Line 1)

This error appears because there was no cost related to this invoice and as such for billing analysis NEOSYS takes the supplier code as NONE in the billing analysis code. To avoid this message create a supplier code NONE in the supplier file (the supplier name is irrelevant and could be NONE aswell) and then post this invoice. This is a one time setup per client.

==Problem: Batches “missing” from selected periods==
NEOSYS allows you to clear the default batch period during data entry. Then the posting period is determined by the voucher date and there may be different periods posted within a single batch.

Such batches are listed in period 0 and not in the period of any specific voucher in the batch. This applies even if all the vouchers in the batch happen to be in the same period.

==Problem: Unwanted bracketing of amount in Financial Report==

When an account is added to the chart of accounts, if it is not indented correctly, the corresponding amount will appear in brackets in the financial report.

To fix this, compare this account with other accounts in the chart of accounts and indent it correctly.

[[image:indentaccounts.jpg]]

[[image:Amountbrackets.jpg]]

==Problem: Account number does not exist==

User can find this message while passing/positing any entry in finance.

'''Explanation:'''

This error means that the account for which a user is trying to post an entry does not exist in finance ledgers.

NEOSYS allows users to put the accounts manually in their respective chart but all the provision/accrual accounts are automatically created in their respective chart. There can be a scenario in which the accrual accounts are not created automatically as explained below:

'''Problem:'''

Clients who are using an older version of neosys and have entered a schedule number which begins with a non-numeric character, face a problem that accrual accounts are not automated and receive the message "Account number does not exist" while posting an supplier invoice before creating an Invoice to client.

'''Troubleshoot this message:'''

* All accrual accounts are created in ACC20XX ledger after the schedule is approved. So check if the schedule is approved, if not ask user to approve the schedule.

'''Solution:'''

* This problem was fixed in 04th July 2011 version of neosys. So first step is to upgrade a client database. Upgrade will prevent in causing the problem again for future schedules.

* Now the solution to this problem is to save the schedule again without doing any changes/amendment on a schedule. This can be done by changing something and changing it back before saving.

== Solving ALLOCATION EXCEEDS BASE AMOUNT error ==

This message may come when running the CHK.ALLOC maintenance procedure.

Under normal circumstances, the total amount and base amount allocated to other vouchers cannot exceed the amount and base amount on the voucher. In other words, you cannot allocate a payment of 1000 to invoices totaling 1100. However the situation can arise in some circumstances on currency amounts that have been revalued. If you cancel manual allocations on currency amounts and there have been some revaluations (since the original manual allocation) that resulted in an INCREASE in the amount outstanding.

Solution: Run the revaluation program since its job is to amend outstanding base amount to agree with the outstanding currency amount at the prevailing exchange rate.
(Revaluation program can be found at Menu, Finance, Journals, Revaluation Journals)

==Fixing Error: "A/c. ???" message in account of outstanding items==

Error: "A/c. ???" message in account of outstanding items.Or CCB error for [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warning_using_CHK.VINDEX Wrong A/c ]

Cause: Some unresolved error in software that doesnt handle some unknown user action.

Patch: CHK.VINDEX and delete some entries with "wrong account" or "different account" ( can be done only by NEOSYS support staff)

Solution:None available

==Locating and correcting Exchange Gain/Loss A/c errors==

[[Finance_FAQ#Why_does_NEOSYS_Exchange_Gains.2FLoss_account_not_agree_exactly_with_my_auditor.27s_parallel_system.3F|Refer to Why does NEOSYS Exchange Gains/Loss account not agree exactly with my auditor's parallel system?]]

Troubleshooting NEOSYS Finance System

2022-04-21T06:42:00Z

Arvind: /* Message explained */

==Cross Check Balance errors==
===Error Message===
This is a sample Cross Check Balance error message:

Server=NEOSYS-SERVER
Database=1D68EE63
Client=99_99_99_9
User=NEOSYS
Process=4
Request=LEDGERPRINT
Message=
Cross check balance error:

Ledger:TD A/c:STAR Type:Open Item
Ledger:TD A/c:STAR Type:Open Item
NEOSYS Ver:22:13:59 03 JAN 2007
@Id=
Data=STAR^^^^^^^^^1/06-12/06:SR:FZ:1;3:AED:12/2006-12/2006:12:AED:::::::1:2^^^^^^1

===Error Explained===
Whenever NEOSYS prints a ledger account or statement it can add up all the transactions onto the opening balance and derive the closing balance itself i.e. o/b + trans = c/b and naturally the c/b SHOULD agree with the c/b according to the balance on the account balances file unless something has gone wrong in the updates of the files.

Hence cross check balance can never really occur by user error and usually would be due to defect in the hardware or software and now since servers rarely fail, the cause is nearly always in the software.

===Solution===
First refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warnings_using_CHK.ALLOC Fixing Cross Check Balance Error] and thereafter escalate to the programmer if still not fixed.

== How to check for Cross Check Balance errors on all accounts==

#Goto Finance>Ledgers>Ledger Account
#Change settings to desired company, year and currency
#Select multiple ledgers to display.
Note that there is a 10 minute request time out, so do not select all the ledgers/accounts in one go.

==Cross Check Balance error on all Profit and Loss accounts and Retained Earnings account==
=== Sample error message ===

[[Image:ccbretained1.png]]

=== Message explained ===

Ledger print and Statement of Account reports must be taken separately for each year for P&L accounts and Retained Earnings account.

You will always get a cross check balance error on all P&L accounts and the Retained Earnings account if you go across multiple years because the opening balance of one year is, unlike ALL the other accounts, not the same as the closing balance.

On the report, the balance is opening balance plus the sum of the transactions whereas the "Cross check balance" is the balance according to the trial balance in the final year. You will understand that they are logically not the same in the case of all P&L accounts and the Retained Earnings account.

== Resolving opening balances in P&L accounts ==

Resolving opening balances in P&L accounts where you fail to put a closing account on them

Normally P&L accounts have NO opening balances as at the beginning of the year regardless of what their closing balance was at the end of the prior year. This is completely expect but totally different to all other accounts where the opening balance of one year is absolutely identical to the closing balance of the prior year.

P&L accounts balance at any time in the year indicates the year to date income, cost or expenses etc for that year. This is standard accounting procedure the world over and for at least since double entry book-keeping originated several centuries ago.

Therefore if any P&L A/c is found to have an opening balance for the any year it will be due to misconfiguration of NEOSYS or incorrect data entry in the chart of accounts of the P&L Ledger. Since both of these are not by default possible to general accountants, then this problem rarely arises, particular when the P&L chart is represented as a subsidiary ledger and separate from the GL chart of accounts.

=== Cause ===

If the P&L chart is a section of the top level "GL" chart and not represented as a subsidiary "PL" chart then failing to add the closing a/c when creating a new P&L a/c is an easy mistake to make since it must be done for each P&L a/c one by one. If the closing a/c is not setup before the Open New Year procedure is run, it results in the presence of opening balances for the P&L a/cs for the next year.

For example, if the closing account (eg: a/c 792 or 88) of a P&L account is not specified (i.e. in each account line) then NEOSYS will merely carry forward the closing balance of the account to be the opening balance of the new year.

By contrast, when the P&L a/cs are held in a subsidiary chart then it is possible to set it up (by assigning the closing account in the header of the chart) so that all a/cs in the subsidiary chart are closed. In this case, any new P&L a/cs are automatically closed (i.e. there is no need to specify the closing account on each P&L account line.) - so the problem does not arise.

=== Solution ===

To solve this, use Opening Balance Journals to transfer the balances to the closing a/c (that was supposed to receive the balances in the first place) by creating a journal into any financial period and date of the new year. The exact period and date are not important since Opening Balance Journals, although like normal journals in other respects, do *not* show as entries on the ledger account, but instead amend the opening balances of the financial year of the ledger account.

Credit (or debit) the problematic P&L a/c by the amount of its opening balance and debit (or credit) the "Profit and Loss Brought Forward" a/c or whatever closing a/c the account should be closed to on an annual basis.

Don’t forget to add the closing a/c to the chart otherwise the same problem will arise again next year. Opening Balance Journals should be done by finance staff not user support staff so that the auditors see the correct records.

If you are trying to fix the closing balances over the last few years, remember that you need to do one opening balance each for every past year. Example: if you have an opening balance issue since 2008 (i.e. 2007 balance of some accounts are showing as opening balance in 2008) and 2009 (i.e. 2008 balance of some accounts are showing as opening balance in 2009) then you need to two OBJ, one each for 1/2008 and 1/2009.

=== Permanent Solution ===

Ensure that the closing account of the offending account(s) are set correctly otherwise the problem will reoccur every year.

== Correcting mistakes in postings ==
Posted entries cannot be modified except by NEOSYS under certain circumstances.

NEOSYS has a policy not to do corrections to postings except in special circumstances.

#Corrections to opening balances and opening items since those are a once off issue.
#Amendments requested by top management for exceptional adjustment of accounts that cannot be handled in any other way
#Vouchers are missing from posted batches. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Voucher_number_missing_from_posted_batches Missing vouchers in posted batches]

General errors in postings such as the financial period, account number and amounts must be corrected by reversal and correct journals.

The repercussions of granting permission to edit/repost journals would be as follows:
#NEOSYS Financial Module can no longer be trusted if postings are subject to modification
#It is not common practice to do such manipulations
#It can lead to possible errors in numbers
#Staff can become complacent and careless while posting entries and frequently ask for this permission

So, restricting users from editing/reposting journal entries promotes a more healthy and vigilant working environment where users verify each journal entry before posting it which effectively leads to good accounting practices.

The NEOSYS software for reposting journals appears to but does NOT work for posting which have already been allocated. It creates cross check balance errors in the open item accounts. To avoid this, any allocations can be de-allocated ESPECIALLY when the account number is being changed or the amount is being reduced or the currency changed.

The following information can be changed by authorised users even after posting, in the Voucher File and therefore on the detail ledger account/statement: Date, Due Date, Despatch Date, Reference, Details, Analysis Code and allocation. See [[Finance_FAQ#What_can_I_change_on_the_finance_vouchers_even_after_posting.3F| What can I change in the finance voucher after posting?]]. Unfortunately the journal printout is unchanged by any amendments and remains as it was entered.

==How to handle automatic journal entries missing because a user deleted them==

Users may delete automatic entries in Finance and then later complain that the invoice was generated but the entries are missing and may even blame the system for it.

The first step would be to locate the missing entries in the Unposted version of the journal where it was automatically generated.

NEOSYS keeps the history of every file in the system, where you will be able to find details such as username, date/time updated and even the IP no. of the user that made the changes.

Once this information is found, the user must be informed that the entry was deleted on <date/time> by <user> from <ip address>, then provide a working solution which would be to recreate the deleted entries using the old version as a reference.

Do not spend too long trying to convince clients that it is their doing. Instead, show them proof using the logs and then direct them towards the solution.

== You Cannot Post 0 Currency Amounts to Open Item Accounts ==
While trying to post journal entries in NEOSYS, you may come across the following errors:

ERROR MESSAGE:

CANNOT SAVE "P IN 552 U" because:
You cannot post 0USD to open items account like UM7R
unless the base amount is also zero
because it cannot be allocated later
(in line 1)

[[image:Financecurrencyamounts.jpg]]

ERROR MESSAGE:

CANNOT SAVE "1 INV 664 U" because:
Sorry, you are not authorized to do
Journal Post Revaluation
You cannot post -0SYP to open item accounts like SCH3294
unless the base amount is also zero
because it cannot be allocated later
(in line 3)

[[image:REVALUATIONJOURNALS.jpg]]

As the messages say, you cannot post zero currency amounts to open item accounts unless the base amount is also zero because it cannot be allocated later.

In order to understand this issue, observe that having a outstanding item of zero amount on an open item account (in any currency) logically means that the outstanding base equivalent of that outstanding item should be zero too.

Logically, all items posted to open item accounts need to be eventually allocated to other items in order to remove them from the list of outstanding items for the account. However the NEOSYS allocation process only allows allocation of real currency amounts since it ensures that the equivalent base amounts are proportionate to the currency amounts and automatically makes entries to the exchange gains and losses accounts to reflect this.

Having a base amount outstanding when the currency amount outstanding is clearly not correct in the final analysis and NEOSYS is currently programmed to prevent journals like this from being manually entered.

=== Cause ===
The situation can arise due journal entries generated by NEOSYS when the exchange rate is adjusted after invoicing and a debit or credit note is issued to account for the difference. In this case the currency amount to be posted in finance is zero while the base amount is not zero.

=== Solution ===
#Open the appropriate journal
#Change the account of the offending lines to the exchange gain/loss account.
#*The exchange gain/loss account is not an open item account and hence it will accept “zero amount, base currency only journals”, otherwise known as revaluation journals.
#Post the entry

=== Alternative Solution ===
# Ask NEOSYS programmers to temporarily patch the software to allow the posting. If this situation turns out to be a recurring event then NEOSYS software will be patched to allow authorised finance users to post this type of transaction without involving NEOSYS programmers.
# Post the entries
# Run the NEOSYS revaluation program on the account to transfer the balance to the exchange gains and losses account. IF YOU ARE NOT SKILLED AT REVALUATION DO THIS ON TESTDATA FIRST!

''Note -'' NEOSYS software versions from Feb 2012 generate journals automatically with exchange gain/loss account where appropriate.

== Solving Error: Index overflow - run Finance, Maintenance, "Clear Open Items" ==

=== Cause ===

For low and medium volume of transaction this only occurs after many years of using NEOSYS. In this case the only possible problem is that ledger and statements of accounts of open items "as at" ancient periods will be missing items.

For high volume accounts this occurs when the Clear Open Item procedure is not performed regularly. In this case, older unallocated items may be missing from ledger accounts/statements causing "cross check balances" which have to be dealt with by technical support using CHK.ALLOC.

For more information see the Clear Open Item screen and, if and when it becomes available, documentation for why, when and how the "Clear Open Items" procedure must be run.

=== Solution ===

Perform a normal "Clear Open Items" procedure in the Finance, Maintenance Menu. (NB normal web interface - NOT Maintenance Mode)

== Why does an outstanding not appear while taking a ledger printout==

Check if there is a CCB error for this account. If so follow instructions [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warnings_using_CHK.ALLOC to fix CCB error ]

If there are no errors check [[Troubleshooting_NEOSYS_Finance_System#Proactive_Checking_if_Clear_Open_Items_needs_to_be_performed | the voucher index size]]. Large voucher index size could the outstandings is not appearing in ledger printout.

If the voucher index is high then clear open items and check if the outstandings appear.

== Proactive Checking if Clear Open Items needs to be performed ==

To find out which accounts are more than 50% "full", in maintenance mode press F5 and type the following command

LIST VOUCHER.INDEX SIZE WITH SIZE > 32000

The maximum size is around 65500.

==Converting Balance Forward Accounts to Open Item==
=== Problem explained ===

Users cannot change the type of a chart of accounts from Balance Forward Account to Open Item after any postings have been made, but it is possible in maintenance mode IF AND ONLY IF the users are prepared to see EVERY ITEM EVER POSTED ON EVERY ACCOUNT IN THE CHART AS OUTSTANDING.

NEOSYS has no way to match and allocate the old items to each other automatically so, after conversion, this MUST be done manually and can be time consuming and EFFECTIVELY IMPOSSIBLE for chart of accounts with many account or large accounts. In this case the ONLY solution is to create a new chart of accounts (with the same control account) and start from scratch with new accounts perhaps transferring the balance of the old accounts to the new accounts.

=== Solution ===

The solution involves editing the LEDGER and CHARTS file (in Maintenance mode) to change the type, saving the chart once again, and then running F5 CHK.ALLOC to add items missing from open item indexed.

After this the account will be an Open Item account and all items will show as outstanding. One easy way to knock off these items is to find out the balance of this account (eg. 45000 AED) and then pass a Journal into the account to allocate and clear all the old items and that journal itself would be the open item of the new account i.e. +45000 DR -45000 CR

==Resolving the "NONE supplier does not exist" message on invoice postings==
When posting an automated invoice journal from NEOSYS you may encounter a message which which says "Cannot save XXXX because NONE supplier does not exist". The error message will look something like this

[[image:nonesupplier.jpg]]

Error Message:
Cannot save "1 INP 18 U" because:
CONTRA A/C "28*1*MIRAO**UAE*NONE*PPP" ANALYSIS CODE IS INVALID
FIELD 6 - "NONE" SUPPLIER CODE DOES NOT EXIST
(in Line 1)

This error appears because there was no cost related to this invoice and as such for billing analysis NEOSYS takes the supplier code as NONE in the billing analysis code. To avoid this message create a supplier code NONE in the supplier file (the supplier name is irrelevant and could be NONE aswell) and then post this invoice. This is a one time setup per client.

==Problem: Batches “missing” from selected periods==
NEOSYS allows you to clear the default batch period during data entry. Then the posting period is determined by the voucher date and there may be different periods posted within a single batch.

Such batches are listed in period 0 and not in the period of any specific voucher in the batch. This applies even if all the vouchers in the batch happen to be in the same period.

==Problem: Unwanted bracketing of amount in Financial Report==

When an account is added to the chart of accounts, if it is not indented correctly, the corresponding amount will appear in brackets in the financial report.

To fix this, compare this account with other accounts in the chart of accounts and indent it correctly.

[[image:indentaccounts.jpg]]

[[image:Amountbrackets.jpg]]

==Problem: Account number does not exist==

User can find this message while passing/positing any entry in finance.

'''Explanation:'''

This error means that the account for which a user is trying to post an entry does not exist in finance ledgers.

NEOSYS allows users to put the accounts manually in their respective chart but all the provision/accrual accounts are automatically created in their respective chart. There can be a scenario in which the accrual accounts are not created automatically as explained below:

'''Problem:'''

Clients who are using an older version of neosys and have entered a schedule number which begins with a non-numeric character, face a problem that accrual accounts are not automated and receive the message "Account number does not exist" while posting an supplier invoice before creating an Invoice to client.

'''Troubleshoot this message:'''

* All accrual accounts are created in ACC20XX ledger after the schedule is approved. So check if the schedule is approved, if not ask user to approve the schedule.

'''Solution:'''

* This problem was fixed in 04th July 2011 version of neosys. So first step is to upgrade a client database. Upgrade will prevent in causing the problem again for future schedules.

* Now the solution to this problem is to save the schedule again without doing any changes/amendment on a schedule. This can be done by changing something and changing it back before saving.

== Solving ALLOCATION EXCEEDS BASE AMOUNT error ==

This message may come when running the CHK.ALLOC maintenance procedure.

Under normal circumstances, the total amount and base amount allocated to other vouchers cannot exceed the amount and base amount on the voucher. In other words, you cannot allocate a payment of 1000 to invoices totaling 1100. However the situation can arise in some circumstances on currency amounts that have been revalued. If you cancel manual allocations on currency amounts and there have been some revaluations (since the original manual allocation) that resulted in an INCREASE in the amount outstanding.

Solution: Run the revaluation program since its job is to amend outstanding base amount to agree with the outstanding currency amount at the prevailing exchange rate.
(Revaluation program can be found at Menu, Finance, Journals, Revaluation Journals)

==Fixing Error: "A/c. ???" message in account of outstanding items==

Error: "A/c. ???" message in account of outstanding items.Or CCB error for [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warning_using_CHK.VINDEX Wrong A/c ]

Cause: Some unresolved error in software that doesnt handle some unknown user action.

Patch: CHK.VINDEX and delete some entries with "wrong account" or "different account" ( can be done only by NEOSYS support staff)

Solution:None available

==Locating and correcting Exchange Gain/Loss A/c errors==

[[Finance_FAQ#Why_does_NEOSYS_Exchange_Gains.2FLoss_account_not_agree_exactly_with_my_auditor.27s_parallel_system.3F|Refer to Why does NEOSYS Exchange Gains/Loss account not agree exactly with my auditor's parallel system?]]

File:Mediatypesfile.jpg

2022-02-23T12:28:02Z

Arvind: Arvind uploaded a new version of File:Mediatypesfile.jpg

Troubleshooting NEOSYS Finance System

2022-02-16T06:25:15Z

Arvind: /* How to handle automatic journal entries missing because a user deleted them */

==Cross Check Balance errors==
===Error Message===
This is a sample Cross Check Balance error message:

Server=NEOSYS-SERVER
Database=1D68EE63
Client=99_99_99_9
User=NEOSYS
Process=4
Request=LEDGERPRINT
Message=
Cross check balance error:

Ledger:TD A/c:STAR Type:Open Item
Ledger:TD A/c:STAR Type:Open Item
NEOSYS Ver:22:13:59 03 JAN 2007
@Id=
Data=STAR^^^^^^^^^1/06-12/06:SR:FZ:1;3:AED:12/2006-12/2006:12:AED:::::::1:2^^^^^^1

===Error Explained===
Whenever NEOSYS prints a ledger account or statement it can add up all the transactions onto the opening balance and derive the closing balance itself i.e. o/b + trans = c/b and naturally the c/b SHOULD agree with the c/b according to the balance on the account balances file unless something has gone wrong in the updates of the files.

Hence cross check balance can never really occur by user error and usually would be due to defect in the hardware or software and now since servers rarely fail, the cause is nearly always in the software.

===Solution===
First refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warnings_using_CHK.ALLOC Fixing Cross Check Balance Error] and thereafter escalate to the programmer if still not fixed.

== How to check for Cross Check Balance errors on all accounts==

#Goto Finance>Ledgers>Ledger Account
#Change settings to desired company, year and currency
#Select multiple ledgers to display.
Note that there is a 10 minute request time out, so do not select all the ledgers/accounts in one go.

==Cross Check Balance error on all Profit and Loss accounts and Retained Earnings account==
=== Sample error message ===

[[Image:ccbretained1.png]]

=== Message explained ===

You will always get a cross check balance error on all P&L accounts and the Retained Earnings account if you go across multiple years because the opening balance of one year is, unlike ALL the other accounts, not the same as the closing balance.

On the report, the balance is opening balance plus the sum of the transactions whereas the "Cross check balance" is the balance according to the trial balance in the final year. You will understand that they are logically not the same in the case of all P&L accounts and the Retained Earnings account.

== Resolving opening balances in P&L accounts ==

Resolving opening balances in P&L accounts where you fail to put a closing account on them

Normally P&L accounts have NO opening balances as at the beginning of the year regardless of what their closing balance was at the end of the prior year. This is completely expect but totally different to all other accounts where the opening balance of one year is absolutely identical to the closing balance of the prior year.

P&L accounts balance at any time in the year indicates the year to date income, cost or expenses etc for that year. This is standard accounting procedure the world over and for at least since double entry book-keeping originated several centuries ago.

Therefore if any P&L A/c is found to have an opening balance for the any year it will be due to misconfiguration of NEOSYS or incorrect data entry in the chart of accounts of the P&L Ledger. Since both of these are not by default possible to general accountants, then this problem rarely arises, particular when the P&L chart is represented as a subsidiary ledger and separate from the GL chart of accounts.

=== Cause ===

If the P&L chart is a section of the top level "GL" chart and not represented as a subsidiary "PL" chart then failing to add the closing a/c when creating a new P&L a/c is an easy mistake to make since it must be done for each P&L a/c one by one. If the closing a/c is not setup before the Open New Year procedure is run, it results in the presence of opening balances for the P&L a/cs for the next year.

For example, if the closing account (eg: a/c 792 or 88) of a P&L account is not specified (i.e. in each account line) then NEOSYS will merely carry forward the closing balance of the account to be the opening balance of the new year.

By contrast, when the P&L a/cs are held in a subsidiary chart then it is possible to set it up (by assigning the closing account in the header of the chart) so that all a/cs in the subsidiary chart are closed. In this case, any new P&L a/cs are automatically closed (i.e. there is no need to specify the closing account on each P&L account line.) - so the problem does not arise.

=== Solution ===

To solve this, use Opening Balance Journals to transfer the balances to the closing a/c (that was supposed to receive the balances in the first place) by creating a journal into any financial period and date of the new year. The exact period and date are not important since Opening Balance Journals, although like normal journals in other respects, do *not* show as entries on the ledger account, but instead amend the opening balances of the financial year of the ledger account.

Credit (or debit) the problematic P&L a/c by the amount of its opening balance and debit (or credit) the "Profit and Loss Brought Forward" a/c or whatever closing a/c the account should be closed to on an annual basis.

Don’t forget to add the closing a/c to the chart otherwise the same problem will arise again next year. Opening Balance Journals should be done by finance staff not user support staff so that the auditors see the correct records.

If you are trying to fix the closing balances over the last few years, remember that you need to do one opening balance each for every past year. Example: if you have an opening balance issue since 2008 (i.e. 2007 balance of some accounts are showing as opening balance in 2008) and 2009 (i.e. 2008 balance of some accounts are showing as opening balance in 2009) then you need to two OBJ, one each for 1/2008 and 1/2009.

=== Permanent Solution ===

Ensure that the closing account of the offending account(s) are set correctly otherwise the problem will reoccur every year.

== Correcting mistakes in postings ==
Posted entries cannot be modified except by NEOSYS under certain circumstances.

NEOSYS has a policy not to do corrections to postings except in special circumstances.

#Corrections to opening balances and opening items since those are a once off issue.
#Amendments requested by top management for exceptional adjustment of accounts that cannot be handled in any other way
#Vouchers are missing from posted batches. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Voucher_number_missing_from_posted_batches Missing vouchers in posted batches]

General errors in postings such as the financial period, account number and amounts must be corrected by reversal and correct journals.

The repercussions of granting permission to edit/repost journals would be as follows:
#NEOSYS Financial Module can no longer be trusted if postings are subject to modification
#It is not common practice to do such manipulations
#It can lead to possible errors in numbers
#Staff can become complacent and careless while posting entries and frequently ask for this permission

So, restricting users from editing/reposting journal entries promotes a more healthy and vigilant working environment where users verify each journal entry before posting it which effectively leads to good accounting practices.

The NEOSYS software for reposting journals appears to but does NOT work for posting which have already been allocated. It creates cross check balance errors in the open item accounts. To avoid this, any allocations can be de-allocated ESPECIALLY when the account number is being changed or the amount is being reduced or the currency changed.

The following information can be changed by authorised users even after posting, in the Voucher File and therefore on the detail ledger account/statement: Date, Due Date, Despatch Date, Reference, Details, Analysis Code and allocation. See [[Finance_FAQ#What_can_I_change_on_the_finance_vouchers_even_after_posting.3F| What can I change in the finance voucher after posting?]]. Unfortunately the journal printout is unchanged by any amendments and remains as it was entered.

==How to handle automatic journal entries missing because a user deleted them==

Users may delete automatic entries in Finance and then later complain that the invoice was generated but the entries are missing and may even blame the system for it.

The first step would be to locate the missing entries in the Unposted version of the journal where it was automatically generated.

NEOSYS keeps the history of every file in the system, where you will be able to find details such as username, date/time updated and even the IP no. of the user that made the changes.

Once this information is found, the user must be informed that the entry was deleted on <date/time> by <user> from <ip address>, then provide a working solution which would be to recreate the deleted entries using the old version as a reference.

Do not spend too long trying to convince clients that it is their doing. Instead, show them proof using the logs and then direct them towards the solution.

== You Cannot Post 0 Currency Amounts to Open Item Accounts ==
While trying to post journal entries in NEOSYS, you may come across the following errors:

ERROR MESSAGE:

CANNOT SAVE "P IN 552 U" because:
You cannot post 0USD to open items account like UM7R
unless the base amount is also zero
because it cannot be allocated later
(in line 1)

[[image:Financecurrencyamounts.jpg]]

ERROR MESSAGE:

CANNOT SAVE "1 INV 664 U" because:
Sorry, you are not authorized to do
Journal Post Revaluation
You cannot post -0SYP to open item accounts like SCH3294
unless the base amount is also zero
because it cannot be allocated later
(in line 3)

[[image:REVALUATIONJOURNALS.jpg]]

As the messages say, you cannot post zero currency amounts to open item accounts unless the base amount is also zero because it cannot be allocated later.

In order to understand this issue, observe that having a outstanding item of zero amount on an open item account (in any currency) logically means that the outstanding base equivalent of that outstanding item should be zero too.

Logically, all items posted to open item accounts need to be eventually allocated to other items in order to remove them from the list of outstanding items for the account. However the NEOSYS allocation process only allows allocation of real currency amounts since it ensures that the equivalent base amounts are proportionate to the currency amounts and automatically makes entries to the exchange gains and losses accounts to reflect this.

Having a base amount outstanding when the currency amount outstanding is clearly not correct in the final analysis and NEOSYS is currently programmed to prevent journals like this from being manually entered.

=== Cause ===
The situation can arise due journal entries generated by NEOSYS when the exchange rate is adjusted after invoicing and a debit or credit note is issued to account for the difference. In this case the currency amount to be posted in finance is zero while the base amount is not zero.

=== Solution ===
#Open the appropriate journal
#Change the account of the offending lines to the exchange gain/loss account.
#*The exchange gain/loss account is not an open item account and hence it will accept “zero amount, base currency only journals”, otherwise known as revaluation journals.
#Post the entry

=== Alternative Solution ===
# Ask NEOSYS programmers to temporarily patch the software to allow the posting. If this situation turns out to be a recurring event then NEOSYS software will be patched to allow authorised finance users to post this type of transaction without involving NEOSYS programmers.
# Post the entries
# Run the NEOSYS revaluation program on the account to transfer the balance to the exchange gains and losses account. IF YOU ARE NOT SKILLED AT REVALUATION DO THIS ON TESTDATA FIRST!

''Note -'' NEOSYS software versions from Feb 2012 generate journals automatically with exchange gain/loss account where appropriate.

== Solving Error: Index overflow - run Finance, Maintenance, "Clear Open Items" ==

=== Cause ===

For low and medium volume of transaction this only occurs after many years of using NEOSYS. In this case the only possible problem is that ledger and statements of accounts of open items "as at" ancient periods will be missing items.

For high volume accounts this occurs when the Clear Open Item procedure is not performed regularly. In this case, older unallocated items may be missing from ledger accounts/statements causing "cross check balances" which have to be dealt with by technical support using CHK.ALLOC.

For more information see the Clear Open Item screen and, if and when it becomes available, documentation for why, when and how the "Clear Open Items" procedure must be run.

=== Solution ===

Perform a normal "Clear Open Items" procedure in the Finance, Maintenance Menu. (NB normal web interface - NOT Maintenance Mode)

== Why does an outstanding not appear while taking a ledger printout==

Check if there is a CCB error for this account. If so follow instructions [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warnings_using_CHK.ALLOC to fix CCB error ]

If there are no errors check [[Troubleshooting_NEOSYS_Finance_System#Proactive_Checking_if_Clear_Open_Items_needs_to_be_performed | the voucher index size]]. Large voucher index size could the outstandings is not appearing in ledger printout.

If the voucher index is high then clear open items and check if the outstandings appear.

== Proactive Checking if Clear Open Items needs to be performed ==

To find out which accounts are more than 50% "full", in maintenance mode press F5 and type the following command

LIST VOUCHER.INDEX SIZE WITH SIZE > 32000

The maximum size is around 65500.

==Converting Balance Forward Accounts to Open Item==
=== Problem explained ===

Users cannot change the type of a chart of accounts from Balance Forward Account to Open Item after any postings have been made, but it is possible in maintenance mode IF AND ONLY IF the users are prepared to see EVERY ITEM EVER POSTED ON EVERY ACCOUNT IN THE CHART AS OUTSTANDING.

NEOSYS has no way to match and allocate the old items to each other automatically so, after conversion, this MUST be done manually and can be time consuming and EFFECTIVELY IMPOSSIBLE for chart of accounts with many account or large accounts. In this case the ONLY solution is to create a new chart of accounts (with the same control account) and start from scratch with new accounts perhaps transferring the balance of the old accounts to the new accounts.

=== Solution ===

The solution involves editing the LEDGER and CHARTS file (in Maintenance mode) to change the type, saving the chart once again, and then running F5 CHK.ALLOC to add items missing from open item indexed.

After this the account will be an Open Item account and all items will show as outstanding. One easy way to knock off these items is to find out the balance of this account (eg. 45000 AED) and then pass a Journal into the account to allocate and clear all the old items and that journal itself would be the open item of the new account i.e. +45000 DR -45000 CR

==Resolving the "NONE supplier does not exist" message on invoice postings==
When posting an automated invoice journal from NEOSYS you may encounter a message which which says "Cannot save XXXX because NONE supplier does not exist". The error message will look something like this

[[image:nonesupplier.jpg]]

Error Message:
Cannot save "1 INP 18 U" because:
CONTRA A/C "28*1*MIRAO**UAE*NONE*PPP" ANALYSIS CODE IS INVALID
FIELD 6 - "NONE" SUPPLIER CODE DOES NOT EXIST
(in Line 1)

This error appears because there was no cost related to this invoice and as such for billing analysis NEOSYS takes the supplier code as NONE in the billing analysis code. To avoid this message create a supplier code NONE in the supplier file (the supplier name is irrelevant and could be NONE aswell) and then post this invoice. This is a one time setup per client.

==Problem: Batches “missing” from selected periods==
NEOSYS allows you to clear the default batch period during data entry. Then the posting period is determined by the voucher date and there may be different periods posted within a single batch.

Such batches are listed in period 0 and not in the period of any specific voucher in the batch. This applies even if all the vouchers in the batch happen to be in the same period.

==Problem: Unwanted bracketing of amount in Financial Report==

When an account is added to the chart of accounts, if it is not indented correctly, the corresponding amount will appear in brackets in the financial report.

To fix this, compare this account with other accounts in the chart of accounts and indent it correctly.

[[image:indentaccounts.jpg]]

[[image:Amountbrackets.jpg]]

==Problem: Account number does not exist==

User can find this message while passing/positing any entry in finance.

'''Explanation:'''

This error means that the account for which a user is trying to post an entry does not exist in finance ledgers.

NEOSYS allows users to put the accounts manually in their respective chart but all the provision/accrual accounts are automatically created in their respective chart. There can be a scenario in which the accrual accounts are not created automatically as explained below:

'''Problem:'''

Clients who are using an older version of neosys and have entered a schedule number which begins with a non-numeric character, face a problem that accrual accounts are not automated and receive the message "Account number does not exist" while posting an supplier invoice before creating an Invoice to client.

'''Troubleshoot this message:'''

* All accrual accounts are created in ACC20XX ledger after the schedule is approved. So check if the schedule is approved, if not ask user to approve the schedule.

'''Solution:'''

* This problem was fixed in 04th July 2011 version of neosys. So first step is to upgrade a client database. Upgrade will prevent in causing the problem again for future schedules.

* Now the solution to this problem is to save the schedule again without doing any changes/amendment on a schedule. This can be done by changing something and changing it back before saving.

== Solving ALLOCATION EXCEEDS BASE AMOUNT error ==

This message may come when running the CHK.ALLOC maintenance procedure.

Under normal circumstances, the total amount and base amount allocated to other vouchers cannot exceed the amount and base amount on the voucher. In other words, you cannot allocate a payment of 1000 to invoices totaling 1100. However the situation can arise in some circumstances on currency amounts that have been revalued. If you cancel manual allocations on currency amounts and there have been some revaluations (since the original manual allocation) that resulted in an INCREASE in the amount outstanding.

Solution: Run the revaluation program since its job is to amend outstanding base amount to agree with the outstanding currency amount at the prevailing exchange rate.
(Revaluation program can be found at Menu, Finance, Journals, Revaluation Journals)

==Fixing Error: "A/c. ???" message in account of outstanding items==

Error: "A/c. ???" message in account of outstanding items.Or CCB error for [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Fixing_.22Cross_Check_Balance.22_warning_using_CHK.VINDEX Wrong A/c ]

Cause: Some unresolved error in software that doesnt handle some unknown user action.

Patch: CHK.VINDEX and delete some entries with "wrong account" or "different account" ( can be done only by NEOSYS support staff)

Solution:None available

==Locating and correcting Exchange Gain/Loss A/c errors==

[[Finance_FAQ#Why_does_NEOSYS_Exchange_Gains.2FLoss_account_not_agree_exactly_with_my_auditor.27s_parallel_system.3F|Refer to Why does NEOSYS Exchange Gains/Loss account not agree exactly with my auditor's parallel system?]]

Troubleshooting NEOSYS Media System

2022-01-10T06:30:00Z

Arvind: /* Solution */

== Correcting order of ads in media diary ==
After changing any reference files like clients, suppliers and media vehicles the order of ads may be incorrect.

For example changing the supplier of a vehicle may result in a media diary ordered by vehicle to incorrectly show ads from one vehicle in two separate places in the report instead of together.

The solution is to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| Run CREATEADS] program in maintenance mode.

== Details missing in Media Diary or Changes in Files 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/cost etc) is frozen at the point of the last update. [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| Run CREATEADS], it rebuilds the ads file and therefore gets/stores the latest client, supplier, cost etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

This process can take a long time on a large database and requires all users/neosys processes of the database which requires fixing, to be shut down. When you run CREATEADS, it asks you to confirm a year from when to run this task. CREATEADS will recreate ads from the year entered to the current year. Ads in any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most 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.

Please see [[Media_FAQ#Why_is_the_Media_Diary_Report_showing_unexpected_results.3F| Unexpected Media Diary Report]] for further information.

== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ==

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Please see [[Media_FAQ#Why_is_the_Media_Diary_Report_showing_unexpected_results.3F| Unexpected Media Diary Report]] for further information.

Cause: System error - possible an unresolved NEOSYS software error

Solution :- [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| Run CREATEADS]

[[Fixing wrong exchange rates in invoices]]

== Ad missing from Media Diary report if only one ad expected to show ==
If only one ad matches the filter criteria entered in the Media Diary page, then the output Media Diary report will not show as expected if the Summary filter is chosen as "Subtotals with drilldown to details" or "Subtotals only" in the Media Diary settings. The report will appear as below if there is only one ad to show. There is no fix for this yet.

[[image:mediadiary11.jpg]]

Choose "Details and subtotals" option in Summary filter in order to view the ad details.

== Ads are missing from media diary reports when filtering using schedule client or brand although ads are actually present in the schedule ==

=== Cause===

The missing ads are linked to a material which in turn is linked to another brand (not the brand used in the schedule) using the "material-section" at the bottom of the schedule, as shown below:

[[File:Scheduleadswithmaterial.jpg|800px]]

After these ads were saved in the schedule, the "material brand" was moved to another client ("material client")

[[File:Materialclient.jpg |800px]]

=== Explanation===

Ads in media diary reports are analysed under "material client" not the "schedule client". This is why the ads are missing in the media diary report when filtered by "schedule brand" or "schedule client".

Look at the material description of the material used in the schedule. By default, the system puts into the description the client name of "material brand" "as-at" the time the schedule was saved (demonstrated in below picture). This acts as a clue to clear confusion if later the brand is moved to another client.

[[File:Material description.jpg|800px]]

==[[Media_FAQ#How_do_I_enter_Loading_such_that_a_portion_of_it_is_not_shown_to_the_client.3F|Why are certain Loading details missing in the Schedule Printout/ Invoice/ Cost Plan/ Media Plan?]]==

== 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.

===Solution===
The solution is to try issue a proforma invoice for the schedule (make sure to select "All Ads" under the Certified/All options, in the invoice options page).

This will give you a "nothing to invoice" message and remove it from the list of schedules pending invoicing.

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.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ==
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

== Hitting F9 is not giving the excel media diary but clicking "List" is ==

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

== Error: Document too large to save ==

NEOSYS media schedules have a technical restriction to be within 60000 bytes. TV Campaigns which generally are large in size (many spots, across many days etc) and hence could well go over 60000 bytes after a series of rebookings or changes. It is best that TV schedules are done PER MONTH to avoid this error, however this can't guarantee that the size couldn't go way over the limit. At the moment there is no visual indicator on the schedule to see the current size and if the size hits the ceiling, the schedule can no longer be saved.

[[image:Documenttoolarge.jpg]]

Error Message:
Cannot Save "***********" because:
Error: Document too large to save (73712 bytes/max 60000)
Edit some characters from the document and try again

If the user encounters this error, the very next step is to abandon using the schedule for any future dates and clear the schedule of the same to free up space. An example of how to reduce the size is explained below:

# Copy the schedule to a new one first to utilise the future dates (you may remove the past dates from the new schedule thereafter)
# Go to each vehicle line which has future ads and clear these lines by clicking on the date grid box and removing the dates manually
# Remember not to rebook the cancellation for the removed ads as this will inflate the size of the schedule again
# If the vehicle line has only future dates, it is best to remove all further details in the line which are Position/Program, Bill & Cost values etc
# Look for any vehicles lines which have been cancelled in the past and remove all the details in those lines
# Save the schedule after you edit every line to ensure the size of the schedule is indeed dropping
# The key to reduce the size of the file is by NOT REBOOKING any edits you do

== Why doesn’t the Total Amount column equal to Number of Ads x Unit Price ? ==
=== Case 1 ===
After invoicing, if you change the number of ads AND also change the unit cost then the net change to be debited or credited is an average unit price.

It is better to show the total number of ads changed and the total change in the net unit price because clients understand this better despite the apparent lack of numerical accuracy.

NEOSYS warns you during data entry not to change the unit price on lines with any invoiced ads. However, some users may be authorised to ignore the warning. The message advises that instead of changing the unit price, you should cancel all the ads at the old rate and insert a new line at the new rate. If you follow this suggestion then the issue does not arise.

If you do not want to cancel the old line/rate and re-enter a new line/rate but still require that the columns agree arithmetically, you can to do the changes in stages as follows:
#Change the unit price
#Generate credit note for the change in unit price 
#Change the number of ads
#Generate credit note for the change in number of ads

'''(or vice versa)'''

NEOSYS could in theory do this automatically by presenting a double change as TWO lines on the credit note (one line crediting all the invoicing to date and one line debiting as per schedule currently) but it hasn’t got this facility at the moment and the current practice has been broadly accepted by clients for many years.

=== Case 2 ===
[[image:mediaconfigbooktobillcurr.jpg]]

When using the media configuration file options to conceal booking currency from clients by converting it to billing currency, it is possible to have rounding errors as follows:

NEOSYS converts the following columns from Media Booking Currency to Client/Bill Currency:
*Gross Unit Amount
*Net Unit Amount

Rounding errors in the Net Unit Amount: NEOSYS does not recalculate the Net Unit Amount from the new Gross Unit Amount based on the discounts and charges therefore there can be rounding errors if you manually check the calculation of the Net Unit Amount from the previous columns.

Rounding errors in the final Net Amount column: NEOSYS does not recalculate the final Net Amount column as the new Net Unit Amount (Billing Currency) x Number of Ads therefore there can be rounding errors if you manual check the calculation of the final column from the previous columns.

This is due to the complexity of changing all the billing calculations in the software.

== Why is my schedule printout showing Net column as Gross ? ==

[[image:schedule_net_shows_gross.jpg]]

This only happens when you have entered values at the bottom of the schedule for either Agency Discount (%), Fee (%) or Tax Code/Tax (%); as logically the Net amount can only be derived after you add/subtract the amounts from below the schedule.

[[image:schedule_net_bottom.jpg]]

=== Error: Free is not supported for Mass Advertising ===
While trying to mark Internet Ads as '''Free''' in NEOSYS, you come across the error message, ''' Free is not supported for Mass Advertising ''', as follows:

[[image:Error_In_Free_Ads_Digital_Media.jpg]]

Error Message:
Free is not supported for mass advertising
(Vehicle "FACEA" certification mode is "summary")

The above error appears because Online media vehicle types are tagged as "Summary", they are recorded as a single ad to save space and speed up processing and hence cannot be used for the Free option. This is done because online ads are just impressions and not actual ads which are required to be tracked individually.

Click on [[How_to_do_FREE_ADS_for_Digital_Media%3F|Free Internet Ads]] to learn how to do Free Ads for Digital Media.

== Error: No output file in MEDIAPROXY SCHEDULEPRINT ==

One possible cause is creating media invoices with Paging: By Line.

The solution is to enter some vehicles and not leave it the option blank.

Select the vehicle or vehicles that you want to invoice, or all vehicles if you want to invoice everything, but don’t leave vehicles blank.

This problem was fixed in the software in early 2012 so if it occurs please inform programmers with all the usual required details.

== Error :- Exchange rate from COST_CURRENCY to BILLING_CURRENCY cannot be 1 ==

Schedule file restricts Users to set the exchange rate of vehicle currency and invoice currency to be equal to 1 , assuming that billing and cost currency are different. This is done because several users do not understand the exchange rate conversion and put rate "1" on the schedule. To prevent this USER error NEOSYS has disallowed users to put the exchange rate as 1 on the schedule.

Exchange rates for various currencies can be set in the Client and Brand file. The exchange rate in the Client and Brand file will override the rate present in the Currency file .

Error :- Exchange rate from SAR to AED cannot be 1.

[[image:Exchange_rate_from_SAR_to_AED_cannot_be_1.jpg]]

Error:- Exchange rate for SAR must not be 1 in line 1 . Please refresh exchange rates.

[[image:Exchange_rate_from_SAR_to_AED_cannot_be_1_2.jpg]]

Some users want to bill clients the same figures as of vehicle currency. E.g. , billing currency is AED and vehicle currency is SR.

Solution:- Enter a value in Others column that will adjust the billing amount to be the same as cost amount i.e. the net effect is the exchange rate takes a value of “1”.

[[image:Exchange_rate_from_SAR_to_AED_cannot_be_1_3.jpg]]

== Why is my ad not certified automatically? ==

Usually this is because the ad is not actually in the import file therefore verify the import file as follows:

First locate the ad in the import file and note down the following columns.

#date
#submedium
#brand
#duration
#advertizing time (*not* "program time")

Then see the following section: [[Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data| Automatic certification by importing Ad monitoring data]]

If the columns appear to match then consider if there are multiple similar scheduled ads perhaps from different schedules.

== Ads for a particular vehicle booked in a currency is different from the currency defined in the vehicle file ==

===Issue===

Ads in a line for a particular vehicle have been booked in a currency which is different from the currency defined in the vehicle file.
Problem explained: In a schedule, the billing currency of a vehicle is obtained from the vehicle file. In this situation the billing currency used to book the ads is not the same as defined in the vehicle file.
===Possible causes===

If ads are booked under a particular vehicle, check in the vehicle file if user has changed billing currency for the vehicle after creating the booking order.

It could also be, for example, user selects a vehicle in a line which has Egyptian Pounds (LE) as billing currency. He then changes the vehicle to one which has US Dollars (USD) as its billing currency. Ideally the next time the vehicle is used in a schedule, billing currency should be updated from LE to USD. But for reasons currently unknown, the billing currency remains the same.

If the vehicle entered in the schedule is around the same time the vehicle currency is being edited in vehicle file. Sometimes the schedule does not update the new currency as per vehicle file.

===Temporary Fix===

The user can create a Booking Order Cancellation by removing ads in the line with the issue and then insert a new line to book the ads with the desired vehicle, after ensuring that the billing currency is correct.

== Why do I get "no ads found" when using Clear All option to remove certificate of ads although the Search option does show a list of ads? ==

This happens when the selected ads are all invoiced.

For safety, any ads that have already been invoiced will NOT be cleared using the Clear All option. If you want invoiced ads to be cleared, click "Search" and remove them one by one.

Troubleshooting NEOSYS Media System

2022-01-10T06:26:22Z

Arvind: /* Removing unnecessary items from List of Schedules Pending Invoices */

== Correcting order of ads in media diary ==
After changing any reference files like clients, suppliers and media vehicles the order of ads may be incorrect.

For example changing the supplier of a vehicle may result in a media diary ordered by vehicle to incorrectly show ads from one vehicle in two separate places in the report instead of together.

The solution is to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| Run CREATEADS] program in maintenance mode.

== Details missing in Media Diary or Changes in Files 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/cost etc) is frozen at the point of the last update. [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| Run CREATEADS], it rebuilds the ads file and therefore gets/stores the latest client, supplier, cost etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

This process can take a long time on a large database and requires all users/neosys processes of the database which requires fixing, to be shut down. When you run CREATEADS, it asks you to confirm a year from when to run this task. CREATEADS will recreate ads from the year entered to the current year. Ads in any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most 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.

Please see [[Media_FAQ#Why_is_the_Media_Diary_Report_showing_unexpected_results.3F| Unexpected Media Diary Report]] for further information.

== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ==

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Please see [[Media_FAQ#Why_is_the_Media_Diary_Report_showing_unexpected_results.3F| Unexpected Media Diary Report]] for further information.

Cause: System error - possible an unresolved NEOSYS software error

Solution :- [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| Run CREATEADS]

[[Fixing wrong exchange rates in invoices]]

== Ad missing from Media Diary report if only one ad expected to show ==
If only one ad matches the filter criteria entered in the Media Diary page, then the output Media Diary report will not show as expected if the Summary filter is chosen as "Subtotals with drilldown to details" or "Subtotals only" in the Media Diary settings. The report will appear as below if there is only one ad to show. There is no fix for this yet.

[[image:mediadiary11.jpg]]

Choose "Details and subtotals" option in Summary filter in order to view the ad details.

== Ads are missing from media diary reports when filtering using schedule client or brand although ads are actually present in the schedule ==

=== Cause===

The missing ads are linked to a material which in turn is linked to another brand (not the brand used in the schedule) using the "material-section" at the bottom of the schedule, as shown below:

[[File:Scheduleadswithmaterial.jpg|800px]]

After these ads were saved in the schedule, the "material brand" was moved to another client ("material client")

[[File:Materialclient.jpg |800px]]

=== Explanation===

Ads in media diary reports are analysed under "material client" not the "schedule client". This is why the ads are missing in the media diary report when filtered by "schedule brand" or "schedule client".

Look at the material description of the material used in the schedule. By default, the system puts into the description the client name of "material brand" "as-at" the time the schedule was saved (demonstrated in below picture). This acts as a clue to clear confusion if later the brand is moved to another client.

[[File:Material description.jpg|800px]]

==[[Media_FAQ#How_do_I_enter_Loading_such_that_a_portion_of_it_is_not_shown_to_the_client.3F|Why are certain Loading details missing in the Schedule Printout/ Invoice/ Cost Plan/ Media Plan?]]==

== 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.

===Solution===
The solution is to issue a proforma invoice for the schedule (make sure to select "All Ads" under the Certified/All options, in the invoice options page).

This will give you a "nothing to invoice" message and remove it from the list of schedules pending invoicing.

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.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ==
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

== Hitting F9 is not giving the excel media diary but clicking "List" is ==

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

== Error: Document too large to save ==

NEOSYS media schedules have a technical restriction to be within 60000 bytes. TV Campaigns which generally are large in size (many spots, across many days etc) and hence could well go over 60000 bytes after a series of rebookings or changes. It is best that TV schedules are done PER MONTH to avoid this error, however this can't guarantee that the size couldn't go way over the limit. At the moment there is no visual indicator on the schedule to see the current size and if the size hits the ceiling, the schedule can no longer be saved.

[[image:Documenttoolarge.jpg]]

Error Message:
Cannot Save "***********" because:
Error: Document too large to save (73712 bytes/max 60000)
Edit some characters from the document and try again

If the user encounters this error, the very next step is to abandon using the schedule for any future dates and clear the schedule of the same to free up space. An example of how to reduce the size is explained below:

# Copy the schedule to a new one first to utilise the future dates (you may remove the past dates from the new schedule thereafter)
# Go to each vehicle line which has future ads and clear these lines by clicking on the date grid box and removing the dates manually
# Remember not to rebook the cancellation for the removed ads as this will inflate the size of the schedule again
# If the vehicle line has only future dates, it is best to remove all further details in the line which are Position/Program, Bill & Cost values etc
# Look for any vehicles lines which have been cancelled in the past and remove all the details in those lines
# Save the schedule after you edit every line to ensure the size of the schedule is indeed dropping
# The key to reduce the size of the file is by NOT REBOOKING any edits you do

== Why doesn’t the Total Amount column equal to Number of Ads x Unit Price ? ==
=== Case 1 ===
After invoicing, if you change the number of ads AND also change the unit cost then the net change to be debited or credited is an average unit price.

It is better to show the total number of ads changed and the total change in the net unit price because clients understand this better despite the apparent lack of numerical accuracy.

NEOSYS warns you during data entry not to change the unit price on lines with any invoiced ads. However, some users may be authorised to ignore the warning. The message advises that instead of changing the unit price, you should cancel all the ads at the old rate and insert a new line at the new rate. If you follow this suggestion then the issue does not arise.

If you do not want to cancel the old line/rate and re-enter a new line/rate but still require that the columns agree arithmetically, you can to do the changes in stages as follows:
#Change the unit price
#Generate credit note for the change in unit price 
#Change the number of ads
#Generate credit note for the change in number of ads

'''(or vice versa)'''

NEOSYS could in theory do this automatically by presenting a double change as TWO lines on the credit note (one line crediting all the invoicing to date and one line debiting as per schedule currently) but it hasn’t got this facility at the moment and the current practice has been broadly accepted by clients for many years.

=== Case 2 ===
[[image:mediaconfigbooktobillcurr.jpg]]

When using the media configuration file options to conceal booking currency from clients by converting it to billing currency, it is possible to have rounding errors as follows:

NEOSYS converts the following columns from Media Booking Currency to Client/Bill Currency:
*Gross Unit Amount
*Net Unit Amount

Rounding errors in the Net Unit Amount: NEOSYS does not recalculate the Net Unit Amount from the new Gross Unit Amount based on the discounts and charges therefore there can be rounding errors if you manually check the calculation of the Net Unit Amount from the previous columns.

Rounding errors in the final Net Amount column: NEOSYS does not recalculate the final Net Amount column as the new Net Unit Amount (Billing Currency) x Number of Ads therefore there can be rounding errors if you manual check the calculation of the final column from the previous columns.

This is due to the complexity of changing all the billing calculations in the software.

== Why is my schedule printout showing Net column as Gross ? ==

[[image:schedule_net_shows_gross.jpg]]

This only happens when you have entered values at the bottom of the schedule for either Agency Discount (%), Fee (%) or Tax Code/Tax (%); as logically the Net amount can only be derived after you add/subtract the amounts from below the schedule.

[[image:schedule_net_bottom.jpg]]

=== Error: Free is not supported for Mass Advertising ===
While trying to mark Internet Ads as '''Free''' in NEOSYS, you come across the error message, ''' Free is not supported for Mass Advertising ''', as follows:

[[image:Error_In_Free_Ads_Digital_Media.jpg]]

Error Message:
Free is not supported for mass advertising
(Vehicle "FACEA" certification mode is "summary")

The above error appears because Online media vehicle types are tagged as "Summary", they are recorded as a single ad to save space and speed up processing and hence cannot be used for the Free option. This is done because online ads are just impressions and not actual ads which are required to be tracked individually.

Click on [[How_to_do_FREE_ADS_for_Digital_Media%3F|Free Internet Ads]] to learn how to do Free Ads for Digital Media.

== Error: No output file in MEDIAPROXY SCHEDULEPRINT ==

One possible cause is creating media invoices with Paging: By Line.

The solution is to enter some vehicles and not leave it the option blank.

Select the vehicle or vehicles that you want to invoice, or all vehicles if you want to invoice everything, but don’t leave vehicles blank.

This problem was fixed in the software in early 2012 so if it occurs please inform programmers with all the usual required details.

== Error :- Exchange rate from COST_CURRENCY to BILLING_CURRENCY cannot be 1 ==

Schedule file restricts Users to set the exchange rate of vehicle currency and invoice currency to be equal to 1 , assuming that billing and cost currency are different. This is done because several users do not understand the exchange rate conversion and put rate "1" on the schedule. To prevent this USER error NEOSYS has disallowed users to put the exchange rate as 1 on the schedule.

Exchange rates for various currencies can be set in the Client and Brand file. The exchange rate in the Client and Brand file will override the rate present in the Currency file .

Error :- Exchange rate from SAR to AED cannot be 1.

[[image:Exchange_rate_from_SAR_to_AED_cannot_be_1.jpg]]

Error:- Exchange rate for SAR must not be 1 in line 1 . Please refresh exchange rates.

[[image:Exchange_rate_from_SAR_to_AED_cannot_be_1_2.jpg]]

Some users want to bill clients the same figures as of vehicle currency. E.g. , billing currency is AED and vehicle currency is SR.

Solution:- Enter a value in Others column that will adjust the billing amount to be the same as cost amount i.e. the net effect is the exchange rate takes a value of “1”.

[[image:Exchange_rate_from_SAR_to_AED_cannot_be_1_3.jpg]]

== Why is my ad not certified automatically? ==

Usually this is because the ad is not actually in the import file therefore verify the import file as follows:

First locate the ad in the import file and note down the following columns.

#date
#submedium
#brand
#duration
#advertizing time (*not* "program time")

Then see the following section: [[Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data| Automatic certification by importing Ad monitoring data]]

If the columns appear to match then consider if there are multiple similar scheduled ads perhaps from different schedules.

== Ads for a particular vehicle booked in a currency is different from the currency defined in the vehicle file ==

===Issue===

Ads in a line for a particular vehicle have been booked in a currency which is different from the currency defined in the vehicle file.
Problem explained: In a schedule, the billing currency of a vehicle is obtained from the vehicle file. In this situation the billing currency used to book the ads is not the same as defined in the vehicle file.
===Possible causes===

If ads are booked under a particular vehicle, check in the vehicle file if user has changed billing currency for the vehicle after creating the booking order.

It could also be, for example, user selects a vehicle in a line which has Egyptian Pounds (LE) as billing currency. He then changes the vehicle to one which has US Dollars (USD) as its billing currency. Ideally the next time the vehicle is used in a schedule, billing currency should be updated from LE to USD. But for reasons currently unknown, the billing currency remains the same.

If the vehicle entered in the schedule is around the same time the vehicle currency is being edited in vehicle file. Sometimes the schedule does not update the new currency as per vehicle file.

===Temporary Fix===

The user can create a Booking Order Cancellation by removing ads in the line with the issue and then insert a new line to book the ads with the desired vehicle, after ensuring that the billing currency is correct.

== Why do I get "no ads found" when using Clear All option to remove certificate of ads although the Search option does show a list of ads? ==

This happens when the selected ads are all invoiced.

For safety, any ads that have already been invoiced will NOT be cleared using the Clear All option. If you want invoiced ads to be cleared, click "Search" and remove them one by one.

File:Logintest.jpg

2022-01-05T12:03:48Z

Arvind: Arvind uploaded a new version of File:Logintest.jpg

General FAQ

2021-12-16T13:06:53Z

Arvind: /* How can we export data from NEOSYS? */

==Why doesnt NEOSYS support my XYZ browser?==

People sometimes expect NEOSYS to be supported transparently on all common browsers like most consumer applications or mass market web based applications - and are disappointed when NEOSYS does not support their favourite browser. Actually many complex and specialised enterprise applications only support a limited range of browsers. This is primarily for cost and efficiency reasons related to the development of user interface software and the long term support of users environment.

==What is the NEOSYS backup procedure?==

Every night at a scheduled time as specified in the System Configuration File, the NEOSYS program backs-up all data and stores it onto a USB drive as a BACKUP.ZIP file, under a folder which represents the day of the week. If the folder/file already exists then it is deleted/overwritten.

The USB drive has 7 folders, each one representing a day of the week. The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store another 7 days of backup. There should be 3 USB's used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.

At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (upto 21 days).

The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS maintenance mode on the server. Usually this would be done by a NEOSYS Support technician.

==How can I verify that the backup has been successful?==

Every night when NEOSYS has been backed-up, an automated email alert is sent to all the designated recipients indicating the success or failure of the backup.

A successful backup indicates that all files required by NEOSYS to restore to an earlier time period have been saved successfully.

The backup process carries on smoothly but it will FAIL if:
# There is no USB connected to the server
# The USB has not been replaced at the end of 7 days

==How to do a manual backup?==

Manual backups can be done only by NEOSYS Support and users who are authorised to perform this task.

Go to Menu > Support > Backup and click on Start Backup. Once the backup has been completed a confirmation mail is sent out to the usual list as configured in the system.

==How do I migrate data from my old system to NEOSYS==

If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh. This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.

However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.

For Finance see [[Migrate_data_from_OLD_system_to_NEOSYS| Migrate Finance data from OLD system to NEOSYS ]]

For Media and/or Jobs see [[Agency_FAQ#Can_I_migrate_Media_and.2For_Jobs_data_from_OLD_system_to_NEOSYS.3F| Migrate Media and/or Jobs data from OLD system to NEOSYS]]

==What type of database does NEOSYS use?==

NEOSYS is a custom program with a built in database of its own. NEOSYS consists of a “front end” which is implemented entirely in DHTML/Javascript/AJAX and a “back end” which is sealed and protected to ensure integrity of all data and processes.

Any requests for interfacing another program or online service with NEOSYS needs to be sent to the support staff with specifications of desired inputs and outputs.

==How to reset the password?==
See [[How to reset the password?]]

== How to handle printing continuation pages of NEOSYS generated documents? ==

While taking printouts of certain NEOSYS documents like invoice or estimate or schedule printout etc, the content might continue to the next page.

Below sections talk about how to handle the printing of continuation pages in different browsers.

===Internet Explorer and Firefox===

Print Preview > Scale. Also [[General_FAQ#Avoiding_bad_page_breaks|refer here on how to avoid bad page breaks]]

Nevertheless, the continuation pages always start with the column headings.

Example in Firefox:

[[File:Ff_pagescale.jpg|700px]]

===Chrome===

The continuation pages do not start with the column headings in Chrome.

Chrome does not provide an option to set the Page Scaling, which makes it difficult to "control" where the page gets cut. Therefore, Chrome is not a good browser to use while printing continuation pages.

=== Avoiding bad page breaks ===

Fine tuning the scaling is is particularly useful when only a few lines of the footing go over onto another page.

In this case you can either slightly reduce the scaling so those lines fit on the previous page or even to slightly INCREASE the scaling so the whole of the footing appears on the last page.

== How to cut and paste from browsers to Thunderbird ==

This is about cutting and pasting textually not graphically. Cutting and pasting textually has the advantage that the result will reformat to fit the screen in email apps and the data can be cut and paste into other programs, however the copy is rarely exact and usually loses some formatting. It can copy whole documents not just what is on the screen.

Cutting and pasting graphically provides exact and selective screenshots showing all formatting exactly, however any data cannot be extracted or reformatted. It can only copy what is on the screen, not multi-page reports.

Step 1 - Copy from browser

Firefox and Chrome full copy

# View Source (Ctrl+U)
# Select All (Ctrl+A)
# Copy All (Ctrl+C)

Firefox partial copy

#Select part of the report or document
#Right click
#Select View Selection Source
#Ctrl+C to copy all (source HTML)

[[File:cutpaste1.png]]

Step 2 - Paste into Thunderbird

#Position the cursor where you want to paste
#Open the Insert Menu
#Select the option "HTML..."
#Paste into the box provided then click Insert

[[File:cutpaste2.png]]

== Is it okay to resize images for use in letterhead for NEOSYS documents? ==

=== Why cant you resize a nice large graphic of text down to the size required? ===
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Some corporate logo files suffer less from the problem if they have a simple design, but very few are immune to the problem.

Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or another image designer file.

There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.

Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.

=== Why bother with getting the best quality? ===
NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.

NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.

Images that appear to be low but acceptable quality on-screen may be much less acceptable quality when printed therefore before accepting poor quality images, make sure you check actually printouts on paper.

===What is the problem technically? ===
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.

==== Example of Graphic correctly GENERATED to the desired size ====

This image is too rather too big for our letter head because it is 200 pixels high. So we need to resize it? Well no, we need to REGENERATE it from the master logo design file. See next image below.

[[image:logoresize-1.jpg]]

Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.

[[image:logoresize-2.jpg]]

==== Example of Graphic crudely RESIZED to the desired size ====

LET'S LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED

Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop.

It looks kind of okay to the untrained eye at 100%, but not if you had a decent quality image to compare it with, and when printed on paper, the low quality becomes much more apparent.

[[image:logoresize-3.jpg]]

Take a closer look -150% - not very smooth is it?

[[image:logoresize-4.jpg]]

At 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.

[[image:logoresize-5.jpg]]

Let's go even closer(400%). Here we can see all kinds of grey mess even between the letters.

[[image:logoresize-6.jpg]]

==== Closer look at the correct GENERATED image ====

Now let's look at the graphic that has been properly generated to the exact size desired from the original master design in Photoshop.

It has a crisp and clean look about it.

[[image:logoresize-7.jpg]]

Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.

[[image:logoresize-8.jpg]]

[[image:logoresize-9.jpg]]

At 400%, the nature of shading to create illusion of smoothness is clear. It also becomes clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.

[[image:logoresize-10.jpg]]

[[image:logoresize-11.jpg]]

==== Another example of a CORRECTLY GENERATED logo/image file ====

This SMALL image file (only 72 pixels high) has been created properly by a programmer from the master design file (eg photoshop) designed by a professional graphic artist.

In this case it is a jpg file but png would be the same. You can see this file at http://vm1.neosys.com/images/neosys.jpg

Despite only 72 pixels vertically this file doesn't look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Zoom in so you can look at the quality more closely.

[[image:neosyslogo2.jpg]]

Even at this magnification, there is still little or no pixelation visible. This is because the dots are clever dithered to give the IMPRESSION of smoothness.

Moral of the story is that properly created image files do not appear pixelated whereas crudely resized images lose the clever dithering and show as pixelated.

==How to Add/Remove Print Headers and Footers on NEOSYS generated documents?==

This can be taken care of by modifying the printer page setup options in IE by clicking on FILE > Page Setup 

You may choose to "Empty" the respective fields OR select the desired headers / footers from the drop down menus available on the Page Setup window.

For IE6 & IE7 Header and Footer fields may be left empty (as shown below) if you would like to remove the print header/footers :

[[image:PagesetupIE6&IE7.jpg]]

For IE8 & IE9 the drop down options could be set to “Empty” (as shown below) if you would like to remove the print header/footers :

[[Image:pagesetupIE8.jpg]]

==How to delete files or documents in NEOSYS? ==

NEOSYS allows users to delete some files such as Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. by clicking the Delete button on the top of the page. Schedule files cannot be deleted once they are either booked, certified or invoiced.

Job files cannot be deleted in NEOSYS, but can be cancelled. Refer: [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]].

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled. For example: [[Media_FAQ#How_do_I_cancel_a_booking_order.3F|Cancelling a booking order]].

Invoices once generated cannot be cancelled or deleted. To know why, see [[Using_NEOSYS_Agency_System#Why_doesn.27t_NEOSYS_allow_cancelling_or_amendment_of_Invoices_after_issue.3F|cancellation or amendment of Invoices after issue]]

Files that are in use on other documents must never be deleted (e.g. currency files). We do not fully know the implications of doing so but it can cause problems in future.

==How to restore deleted files in NEOSYS? ==

You can restore deleted files like Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. in NEOSYS by entering the deleted file's code or number and then saving it.

The deleted file's record will remain in the version log of the file, in case it needs to be viewed later.

[[File:DEL_VER.PNG]]

==Why is NEOSYS taking a long time to generate a report?==

The amount of time required by NEOSYS to generate a report depends on:
#Options selected while generating the report.
#Total number of records selected to be displayed on the report.

Once you have selected the desired options, click on LIST and wait until the report is generated.

=== Server is not responding. Recover webpage? Error on Internet Explorer ===

If you click anywhere on the page while the report is being generated you will see a message from browser, "neosys server is not responding. Recover webpage ?"

[[image:recoverwebpage.jpg]]

Please do NOT click on recover webpage button.

Please wait until the report shows up on screen

OR

Until you get an error message saying "No response in 600 seconds from the database server at ....."

In case you get the "No Response from the database server in 600 seconds" error message then you should follow the steps as mentioned in [[Media_FAQ#How_to_handle_.22No_Response_from_the_database_server_in_600_seconds.22| Media FAQ]]

== What customisation can be done on the format of NEOSYS documents?==

NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders, financial reports. You can do either or all of these:

#Use any font name and/or size that appeals to you or your corporate image
#Use a background colour that reflects your corporate image
#Use a masthead or logo as the header along with address text
#Customise your own set of terms and conditions for the footers
#Customise the signatories name and designations which should appear

The core information/content (between the header and footer) of each document is generally set to a standard format which has been widely accepted in the advertising industry over many years. NEOSYS has many options when requesting documents to cater for a wide variety of output styles but, apart from these options, the essential format cannot be completely revised from scratch. This is because NEOSYS is a ready-to-use package software solution used by many companies. Maintaining some standardisation of NEOSYS across many clients facilitates better and more efficient customer service by the NEOSYS support team. It also allows ease of upgrading over time. NEOSYS generally will develop the software free of charge but not perform any major one-off customisation, and has rarely been asked to do so.

==How can we export data from NEOSYS?==
All NEOSYS output is in the form of HTML which can be conveniently and directly saved. The reports can also be copy pasted into excel or other documents that are acceptable by auditors or other software. NEOSYS can do specific formats if required.

To export Invoices in Excel format, see [[Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format| Export Invoices]]

For more information on Exporting to other Finance systems See [[Exporting_to_other_finance_systems| Export to other finance systems]]

== Does NEOSYS have any kind of documentation to learn and understand the software ==

NEOSYS wiki is available to users online. Users can go through the same to understand how to use, setup and troubleshoot NEOSYS.

Users can search for [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Using_Google_to_search_NEOSYS_wikis NEOSYS wiki on Google]

Using NEOSYS Job System

2021-12-14T07:08:11Z

Arvind: /* Cancelling all old jobs and estimates */

==How to create a job in NEOSYS?==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==How to create an estimate in NEOSYS?==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

===Formatting Estimate Printout===

Use a blank 'Item Description' line to separate between different groups of cost items with extra lines of description.

[[image:EstimateLinesSeparated.png]]

[[image:EstimatePrintLnSeparated.png]]

==How to create a purchase order in NEOSYS?==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Using templates to standardise work==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

===Creating Templates===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

===Finding and Searching Templates===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

===Using Templates===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

==Pasting existing data from MSWord or Excel to Estimates or Purchase Orders==
If for example the item descriptions or quantities or amounts have already been described in an Excel or Word document, then it is possible to paste that data into the file, saving the user from having to re-enter the data. In order to achieve this, NEOSYS requires the data to have at least one of the following column titles present (with CAPS):
<pre>
ITEM DESCRIPTION, ITEM DESCRIPTION2, QUANTITY, UNIT PRICE, AMOUNT, LINE TAX CODE, TYPE CODE
</pre>
Then simply paste the data into the first item field on any row of the Estimate or Purchase order file in NEOSYS.

NOTE - If the system cannot find any column heading in the data you pasted then it will display an error, listing the possible column titles. If you misspell a column title, the data for that column will be ignored.

==Issuing Invoices==
On the estimate/invoice file we can click on ‘Invoice’ tab and view the proforma invoice and subsequently invoice the client.

NOTE – for the changes made in the cost or billing section please click on ‘reopen’ for the changes to reflect.

==Issuing Partial Invoices==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

===Method 1 – Partial Invoicing using “Proformas”===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:

#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:

#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

===Method 2 – Partial Invoicing by Splitting the Estimate===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.

#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

====Splitting the costs====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

==Issuing Credit Notes==
What is a credit note?

A credit note is the opposite of invoice. It is issued by a seller to a purchaser to record the reduction of bill possibly due to a discount, return or cancellation.

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with a NEGATIVE amount and Invoice the estimate.

{{:Accounting_entries_created_by_the_Production_system}}

==Raising purchase orders/invoices to/from SUNDRY SUPPLIERS==

#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

==Using NEOSYS VAT/Sales Tax Accounting for Jobs==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

===Setting up standard Sales Tax Percentage===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

===Create an Estimate or Purchase order with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

===Create the Invoice/Purchase Invoice===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

===Finance Entries===

====Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

==Switching from manual costing to automatic NEOSYS Job Costing==
Assuming that jobs are numbered sequentially just start from any particular job number and ensure that all costs that relate to that job number ("new jobs") and beyond are handled through the new automated NEOSYS practice and not through the old manual procedures.

All cost entries that relate to jobs prior to that number ("old jobs") must be continue to be handled in the old way and if any entries are generated by NEOSYS for these old jobs then those entries must be deleted and not posted.

NEOSYS will automatically create job account in a chart with code "WIPxx" where xx is the current year like "WIP08".

You must create the initial chart (e.g. with code "WIP08") yourself and then NEOSYS will create all future year charts for you. When creating the initial chart make it an open item type chart and you will have to put a control A/c. The control A/c for a WIP ledger is normally in the current assets section of the General Ledger. If you do not have a WIP control A/c (or you have a WIP account but it is not a control account and has any journals passed against it) then you will have to create a new account in the GL called something like WIP Control A/c.

If there are too many jobs in one chart then NEOSYS will create "WIP082", "WIP083" etc.

==Correct Incorrect Purchase Invoices==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

===Recording Supplier Credit Notes===
If you are not authorised to amend a PI, then you need to create a new PO with a NEGATIVE amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:

#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job==
Steps to Cancel a Job:

#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

===Cancelling all old jobs and estimates===

Below procedure can only be done on old (AREV) NEOSYS and will be removed from wiki once the old NEOSYS is no more in use.

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

====Estimates====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

====Jobs====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

==Tracking job progress using My Jobs==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

The key TASK ACCESS must be added to department before users can view jobs in 'My Jobs'.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

===What shows in My Jobs===
You will see:

*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

The system will not display tasks older than 365 days.

===Changing task status===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do.

To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of a task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

"Suspen"

===Requesting other people to do work===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

User can make a request for tasks which are only allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

===Authorisation Keys===

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

===Using the My Jobs screen===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

===Example Scenario===

#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

==Using Sub Jobs when there are Multiple Estimates for a single Job==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Using NEOSYS Job System

2021-12-14T07:06:30Z

Arvind: /* Cancelling all old jobs and estimates */

==How to create a job in NEOSYS?==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==How to create an estimate in NEOSYS?==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

===Formatting Estimate Printout===

Use a blank 'Item Description' line to separate between different groups of cost items with extra lines of description.

[[image:EstimateLinesSeparated.png]]

[[image:EstimatePrintLnSeparated.png]]

==How to create a purchase order in NEOSYS?==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Using templates to standardise work==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

===Creating Templates===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

===Finding and Searching Templates===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

===Using Templates===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

==Pasting existing data from MSWord or Excel to Estimates or Purchase Orders==
If for example the item descriptions or quantities or amounts have already been described in an Excel or Word document, then it is possible to paste that data into the file, saving the user from having to re-enter the data. In order to achieve this, NEOSYS requires the data to have at least one of the following column titles present (with CAPS):
<pre>
ITEM DESCRIPTION, ITEM DESCRIPTION2, QUANTITY, UNIT PRICE, AMOUNT, LINE TAX CODE, TYPE CODE
</pre>
Then simply paste the data into the first item field on any row of the Estimate or Purchase order file in NEOSYS.

NOTE - If the system cannot find any column heading in the data you pasted then it will display an error, listing the possible column titles. If you misspell a column title, the data for that column will be ignored.

==Issuing Invoices==
On the estimate/invoice file we can click on ‘Invoice’ tab and view the proforma invoice and subsequently invoice the client.

NOTE – for the changes made in the cost or billing section please click on ‘reopen’ for the changes to reflect.

==Issuing Partial Invoices==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

===Method 1 – Partial Invoicing using “Proformas”===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:

#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:

#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

===Method 2 – Partial Invoicing by Splitting the Estimate===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.

#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

====Splitting the costs====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

==Issuing Credit Notes==
What is a credit note?

A credit note is the opposite of invoice. It is issued by a seller to a purchaser to record the reduction of bill possibly due to a discount, return or cancellation.

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with a NEGATIVE amount and Invoice the estimate.

{{:Accounting_entries_created_by_the_Production_system}}

==Raising purchase orders/invoices to/from SUNDRY SUPPLIERS==

#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

==Using NEOSYS VAT/Sales Tax Accounting for Jobs==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

===Setting up standard Sales Tax Percentage===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

===Create an Estimate or Purchase order with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

===Create the Invoice/Purchase Invoice===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

===Finance Entries===

====Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

==Switching from manual costing to automatic NEOSYS Job Costing==
Assuming that jobs are numbered sequentially just start from any particular job number and ensure that all costs that relate to that job number ("new jobs") and beyond are handled through the new automated NEOSYS practice and not through the old manual procedures.

All cost entries that relate to jobs prior to that number ("old jobs") must be continue to be handled in the old way and if any entries are generated by NEOSYS for these old jobs then those entries must be deleted and not posted.

NEOSYS will automatically create job account in a chart with code "WIPxx" where xx is the current year like "WIP08".

You must create the initial chart (e.g. with code "WIP08") yourself and then NEOSYS will create all future year charts for you. When creating the initial chart make it an open item type chart and you will have to put a control A/c. The control A/c for a WIP ledger is normally in the current assets section of the General Ledger. If you do not have a WIP control A/c (or you have a WIP account but it is not a control account and has any journals passed against it) then you will have to create a new account in the GL called something like WIP Control A/c.

If there are too many jobs in one chart then NEOSYS will create "WIP082", "WIP083" etc.

==Correct Incorrect Purchase Invoices==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

===Recording Supplier Credit Notes===
If you are not authorised to amend a PI, then you need to create a new PO with a NEGATIVE amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:

#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job==
Steps to Cancel a Job:

#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

===Cancelling all old jobs and estimates===

Below procedure can only be done on old (AREV) NEOSYS and will be removed from wiki once all clients have been moved to Linux servers.

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

====Estimates====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

====Jobs====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

==Tracking job progress using My Jobs==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

The key TASK ACCESS must be added to department before users can view jobs in 'My Jobs'.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

===What shows in My Jobs===
You will see:

*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

The system will not display tasks older than 365 days.

===Changing task status===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do.

To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of a task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

"Suspen"

===Requesting other people to do work===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

User can make a request for tasks which are only allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

===Authorisation Keys===

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

===Using the My Jobs screen===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

===Example Scenario===

#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

==Using Sub Jobs when there are Multiple Estimates for a single Job==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Authorisation File

2021-12-05T06:19:04Z

Arvind: /* Rules for Customising the Authorisation Table */

==The Authorisation Table==

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.

===Password auto-expiry days===

The number of days from the last password reset after which the user password will expire automatically is set here. By default this field is empty. The user passwords will not expire automatically unless this field is filled.

If the number of days left to password auto-expiry is less than 7, then the user details page displays a message "Password expires in n days." in red color, next to the change password button.

For example, if password auto-expiry days is entered as "30", any user's password will expire automatically once 30 days have completed since their password was last reset. After this the user MUST reset password and login with a new password to access NEOSYS again.

[[image:AutoExpiry.jpg]]

===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 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.

For mandatory authorisations, a blank locks field on a task means that the task is not authorised to anybody EXCEPT NEOSYS, not open to every user. Currently very few tasks are under mandatory authorisation, e.g. JOURNAL POSTING, access to particular records like COMPANY ACCESS 'X'.

The lock code "NEOSYS" locks all users out of a task without exception, the key "NEOSYS" should not be given to any user.

Ideally a lock code should be informative of its purpose.

Below is a list of all locks in the initial dataset and brief description. Detailed descriptions about these lock continue in the sections below.

{| {{table}}
| style="background:#f0f0f0;" align="center" |'''Lock'''
| style="background:#f0f0f0;" align="center" |'''Description'''
| style="background:#f0f0f0;" align="center" |'''Module'''
| style="background:#f0f0f0;" align="center" |'''Files'''
|-
| || || ||
|-
|UCF||Update Client File||Agency||Clients
|-
|USF||Update Supplier File||Agency||Suppliers
|-
|UF||Update Files||Agency||Vehicles, Ratecards, Vehicle Costs, Market, Product Categories
|-
| || || ||
|-
|AA0||Access Accounts Level 0||Finance||Limited Access
|-
|AA||Access Accounts||Finance||Finance Team only
|-
|AA2||Access Accounts Level 2||Finance||Trial Balances, Fin Reports, Aged Balances, Fin Statements
|-
|CA||Control Accounts||Finance||Setup Charts, Companies, Currencies
|-
|UA||Update Accounts||Finance||Post Journals, Create Accounts, Update Exchange Rates
|-
|UA2||Update Accounts Level 2||Finance||Currency, Post into Revenue accounts, Post into Rebate accounts
|-
| || || ||
|-
|GS||Group Support||IT||Update Authorisation for higher groups and lower groups
|-
|LS||Local Support||IT||Create new users
|-
| || || ||
|-
|AP0||Access Production Level 0||Jobs||Limited Access
|-
|AP||Access Production||Jobs||Job/Production Team only
|-
|AP2||Access Production Level 2||Jobs||Billing Analysis reports
|-
|API||Access Production Invoices||Jobs||See Invoices
|-
|UP||Update Production||Jobs||Create Jobs
|-
|UP2||Update Production Level 2||Jobs||Create Purchase Orders after Job is closed, Create Tasks
|-
|UPC||Update Production Cost||Jobs||Create Purchase Request/Order
|-
|UPI||Update Production Invoices||Jobs||Create Estimates
|-
| || || ||
|-
|AM0||Access Media||Media||Limited Access
|-
|AM||Access Media||Media||Media Team only
|-
|AM2||Access Media Level 2||Media||Billing Analysis reports
|-
|AMC||Access Media Cost||Media||See Cost to Agency from Suppliers
|-
|AMI||Access Media Invoice||Media||See any information related to Billing to clients
|-
|CM||Control Media||Media||Setup Media Types
|-
|UM||Update Media||Media||Create Plans, Schedules, Booking Orders, Materials, Certificates
|-
|UM2||Update Media Level 2||Media||Updating Schedules after booking/invoicing
|-
|UMI||Update Media Invoices||Media||Create Invoices
|-
| || || ||
|-
|MA||Menu Analysis||Menu||
|-
|MF||Menu Finance||Menu||
|-
|MJ||Menu Jobs||Menu||
|-
|MM||Menu Media||Menu||
|-
|MT||Menu Timesheets||Menu||
|-
| || || ||
|-
|TA||Timesheet Administration||Timesheets||Access Reports, Monitoring, Editing old Timesheets
|-
|TAR||Timesheet Avoid Reminder||Timesheets||Avoid Reminder emails
|-
|TAP||Timesheet Approval||Timesheets||Authorisation to approve Timesheets
|-
|
|}

====Access/Update Locks====

Two of the basic functionalities of locks used in the NEOSYS AUTHORIZATION TABLE are:

*Access
*Update

Depending on the system being used, the lock can be:

*Access Media / Update Media for Media System (AM & UM)
*Access Job / Update Job for Job System (AP & UP)
*Access Accounts / Update Accounts for Finance System (AA & UA)

Every organization has some sort of hierarchy and hence the permissions to be given to the various users depends on the level that they belong to.

The Access Media permission is given to users who may want (and are authorized) to keep tabs on what the media personnel are working on. Typically, this includes Higher Management or people in supervisory roles. People with Access Media Rights can view the various schedules/plans but cannot make any changes to them.
Media Personnel who have Update Media rights should also be given Access Media rights since, in NEOSYS, these two permissions have been kept separate deliberately.

Similarly, General Management may have Access Accounts (AA) but only the Finance Team would have Update Accounts (UA) permission since they are responsible for accounting in the organization.

Each lock can have levels (eg. AM0, AM, AM2) to differentiate the tasks at each user level:

XX = normal authorisation level
XX0 = below normal authorisation level
XX2 = above normal authorisation level
XX3 = even higher authorisation level

XX0 is given to lower level users that can be thought of as "below" usual level of authorisation or "very limited" level of authorisation and XX2 can be assigned to General Management who may have more detailed Access rights than other users. No lock should be assigned the level 1 (eg. AM1) because a lock without a number indicates level 1 itself. For example, UA0 could be put on JOURNAL UPDATE for data entry staff who are not allowed JOURNAL POST as this is locked with key UA and given to all finance people EXCEPT pure data entry finance people ... who might not even be in finance department

====Menu Locks====

This enables giving/removing entire Menus for users. However, restricting access by menu MUST NOT be considered a real restriction in NEOSYS since it is easy to work around by knowing and typing the right URL. Actually this is by design, in order to be able to give people special rights in some rare cases without giving them full access to a menu. Therefore we have a general lock/key like Access Media (AM) or Access Production (AP) which is applied to most files within a module. You must restrict people from accessing files that they should not see using locks on the FILES and not the MENUS.

Versions of NEOSYS before 4/6/2010 used MENU CODE concept instead of the current LOCK/KEY concept. If no menu is locked in the Authorisation File then menu access is not determined by task authorisations. Instead it is determined by what MENU CODE they were given in the Authorisation File before the current tasks with lock-key concept replaced MENU CODE concept in later versions of NEOSYS. Wherever support staff sees this, they must implement “authorisation per menu” by adding appropriate locks to ALL menus otherwise it can cause unexpected errors especially when moving users from one group/department to the other. However, remember that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

===Users and Keys===

The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 

*Add/Delete users 
*Disable existing users by entering an "Expiry" date 
*Generate a password for a user or a level 
*Set the number of days for the password to auto-expire 
*Enter/change the user domain 
*Monitor the users last login date, time and IP 
*Add/Remove/Edit tasks for a user / level 
*Specify allowed IP Numbers 

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. The various groups in Authorisation File like Admin, Management, Media, Finance, Production, Client Services, etc. are present in the STARTUP dataset and is configured further as per the clients requirement.

User groups are given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Possession of a particular key authorises the user to perform all the tasks that have the same lock code that matches the key code.

Users inherit all the keys of group users placed below and not vice versa.

Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels.

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective KEYS to the users in the "USERS" section against their name/level.

Before giving a user a "key", consider sorting/filtering tasks to see what access the key grants to the user. Do not grant keys without fully appreciating what they lock.

====Subgroups====
Subgroups can be created to further define access by hierarchy.

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".

*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 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.

===Rules for Customising the Authorisation Table===

#Get approval from higher authority when customising Authorisation file or granting authorisation to all "ACCESS" tasks. Refer link [http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Handling Requests that require Approval from Higher Authority]
#When creating a new department, use only standard department names already in use in NEOSYS like MEDIA/MEDIA2/MEDIA3 or CLIENT SERVICE1/CLIENT SERVICE2 etc. Refer to the initial dataset (STARTUP1) for standard department names. You must NOT use double digit numbering as it says nothing about the level or type of seniority. You must NOT use non-standard group names like "MEDIA A" or "MEDIA COMPANY A" or "LINE HEADS" etc as this will create problems especially for Timesheet users (For more information, see [[Setting_up_and_Configuring_NEOSYS_Timesheets_System#Activities_already_setup_in_NEOSYS_for_Timesheets| Setting up Activities for Timesheets]]).
#If separate departments are present for each company in the dataset, the company name of the department should be entered as the User Name of the Department id. This is done so that it is easy to identify which company the department belong to, at one quick glance. (See [[Authorisation_File#How_to_set_up_departments_or_user_groups_in_Authorisation_File_for_multiple_companies_in_the_same_dataset| below section for more information on this]])
#Other than the above case, department names/levels need not have any username specified as these are not real users. Also, you should not specify an email address on the same, as these department names/levels are only to identify the user groups. You may log in using these for testing purposes.
#Do not create new locks for new or existing tasks for convenience. Existing keys must be reused where ever possible. Good support is doing the right thing for the long-term success of the system. Refer to [[Authorisation_File#Tasks_and_Locks| allowed tasks and locks]], also refer to STARTUP database for any new tasks and locks
#Do not assign keys to individual users. Assign them to a group “user” i.e. Department instead. If you feel the need to assign keys to a user, feel free to insert a new group user under them and assign the keys to that group user. This will enable us to manage the authorisation table i.e. add/delete users based on what Department they belong to, so that they get all required authorisations. Also refer to [[Authorisation_File#.E2.80.9CPer_User.E2.80.9D_Authorisations| Per user Authorisation]]
#If one or more members of a group or subgroup need an authorisation that other users in the same group MUST not have then you can split the group into two subgroups where one subgroup is "senior" to the other. eg MANAGEMENT could become SENIOR MANAGEMENT and MANAGEMENT subgroup by inserting a "group user" in the middle of the group and moving the users up and down until they are in the right new subgroup.
#Do not create user IDs like AUDITOR or MANAGMENT and grant special access to such users like read-only access as this breaks all security rules. Only create accounts with names and email addresses WITH NO EXCEPTIONS unless agreed by NEOSYS management.

====How to set up departments or user groups in Authorisation File for multiple companies in the same dataset====

(Note: This section only talks about how to set up USER GROUPS. For setting up TASKS/LOCKS, see [[Authorisation_File#Tasks_and_Locks| Tasks and Locks]])

Let's say there are two companies: company A (Art Company) and company B (Bat Company).

Both these companies are in the same dataset with separate operations teams. You want to set up user groups in the authorisation file such that users of company A should not have access to company B and vice-versa.

Set the department USERID as a standard department name and set its USERNAME as the company name. Refer to the rules [http://userwiki.neosys.com/index.php/Authorisation_File#Rules_for_Customising_the_Authorisation_Table from above section]: Rule 2 (about using standard department names) and Rule 3 (about entering company name as User Name of department "user" id)

In the below example:-

Setting userid as MEDIA and MEDIA3 adheres to rule 2.

Setting username as Art Company and Bat company adheres to rule 3.

[[File:Usergroups.png|1000px]]

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

*Access to NEOSYS for users is by default restricted from the standard Local Area Network IP numbers i.e. 192.168.*, 172.16.*, 10.* and 127.*.

*[http://techwiki.neosys.com/index.php/Procedures#Handling_User_Requests_to_add_an_IP_or_range_of_IPs_to_access_NEOSYS Top Management approval required for HTTPS access from any IP or range of IPs]

*From versions starting 4 Feb 2016, the Internet IP Numbers from which a user is authorised to login from are now the first found in the following locations

#the ipnos given for the user
#the ipnos given for the user's department,
#the ipnos in the System Configuration File - which can be per database/installation or server
#Standard LAN ipnos 192.168.* 172.16.* 10.* 127.*

It is no longer the case that users with no ip nos specified in 1. can login from the ipnos of any user below them in the hierarchy. This allows individual users to be limited to particular ipnos without having any effect on other users. This is particularly useful when temporarily granting wide access to individual users for some reason. This facility should not be abused and become the main way of authorising access to users and which would therefore require changes to all users when some minor change in network becomes necessary. For ease of long term support and maintenance, the order of preference for configuration is 3, 2, 1.

However if IP numbers are specified in 3 or 2 or 1 , then lan ip nos will not be given automatically to everybody or department or user respectively since it may not be that simple for future clients who might have segmented lans ie media on 192.168.1.0 and finance on 192.168.2.0. So if ip numbers are specified anywhere, then lan ip no.s (if required) also must be specified. NEOSYS mentality at the moment is that if you are going to specify ipnos then you have to specify all .. including LAN ipnos.

The below example shows show to restrict access of CLIENT SERVICING department to a specific IP number/range:

[[IMAGE:AuthorizationTableEntryFile.JPG]]

====Access restriction for user: NEOSYS====

*The user NEOSYS has been restricted to login only from Private LAN, NEOSYS Office/VPN IP addresses and configured static IP addresses. Ordinary users may or may not be authorised to login from dynamic IP addresses outside the office, but the user NEOSYS cannot.
*To prevent NEOSYS access from WAN (public internet) via a NAT router with a private LAN IP, we list the full IP of the NAT Router in the System Configuration File.

====CIDR notation====
Classless Inter-Domain Routing, or CIDR, is a notation where you can add a specification in the IP address itself as to the number of significant bits that make up the routing or networking portion.

For example, we could express the idea that the IP address 192.168.0.15 is associated with the netmask 255.255.255.0 by using the CIDR notation of 192.168.0.15/24. This means that the first 24 bits of the IP address given are considered significant for the network routing. Each octet consists of 8 bits. Therefore if only first 24 bits of the IP address given are considered significant for the network routing, it means that only the first 3 octets are considered as significant. This is equivalent to 192.168.0.* in NEOSYS format.

===“Per User” Authorisations===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently it is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

===Expired Users===

Users who no longer use NEOSYS should be entered as expired. It is probably best to put the current date as the expiry date so that you have a record of when the expiry was entered into the system. You could also backdate the expiry date if you find that more informative.

[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get management approval to expire users]

If you put an expiry date in the future then the user can continue using the system up to, but not including, that date. This is useful if staff are working out a notice period for example.

An expiry will have immediate effect and prevent the user from further access to NEOSYS even if they are currently logged in and working. Following general security principles, expired users are not informed of any reason why they cannot login.

Do not remove/delete the users from the Authorisation Table. An expiry date is sufficient to prevent them accessing NEOSYS or receiving email notifications from NEOSYS.

The expired users can be moved to the bottom of the same authorisation group but should not be either deleted or moved to another location or section in the Authorisation Table otherwise it becomes virtually impossible to answer historical questions about expired users activity or expiration. An option to hide/show expired users isn't available but might be later on.

Expired users will not be removed from Timesheet Summary as their usage details are recorded in it.

[[image:expire.jpg]]

===Giving Senior Finance/Media groups access to Support Menu===

By default Support keys are given to the IT group but it is a fact that NEOSYS is mostly used by the Finance and Media Managers. These users are the first and the most important point of contact in case of any issues and new requests. The IT group on the other hand rarely logs in to NEOSYS, which means the top people in Media/Finance have better understanding of how to use NEOSYS. So it is advisable to give the Support keys to them, this will help them to:

*Make "new Users/authorizations" requests as they will now see and understand per group authorizations hence easily answer questions by Support to mention other users who have same access for new user account requests.
*See backup logs in case of backup related issues.

For giving access to Support Menu, we have to provide keys for the respective tasks. The first one is the 'MS' key for the 'Menu Support' task to see the Support menu and access the sub menu options e.g System Configuration File/List of Database processes etc. Then LS and GS keys for the tasks Local and General Support respectively are given to access the authorization file. The GS key allows to view the whole authorization file whereas with the LS key user can view only the group to which they belong.

For other Support related tasks e.g looking at the Backup logs the key 'AF2' for the 'Log Access' task should be given. There are some tasks like "Dataset Backup" or "Dataset Copy" for which key MUST be given to NEOSYS Support only. This is because Clients are not the best decision makers when it comes to handling DATA Backups because only NEOSYS Support knows when to do Backups and the proper procedures to be followed. This is necessary for protecting their DATA from getting lost or over written by the dummy Test DATA.

==Configuring Access to Financial Reports==

See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_Reports_Access Configuring Access to Financial Reports]

==How access to a file works in combination with access to specific records of the same file==

When tasks for a file in general and it's specific record are locked, then users who have the key for a specific record can access that record without having a key for the file in general. e.g "media types file" and record for "newspaper" in the media types file.

Lets discuss the NEOSYS ledger to see how the authorisations work. See examples below that state all the possible combinations of a user with/without a set of locks.

Example 1: If there is a task "ledger access" with lock=AA and there is one more task for a specific ledger "X" (lock=AAX), then:

#User with "AA" will be able to access all the ledgers except for "X".
#User with both "AA" and "AAX" will be able to access all ledgers including "X".
#User with only "AAX" will be able to access only ledger "X" and no other ledger
#User with none of the two keys will not be able to see any ledger

Example 2: If "ledger access" task is open to all and there is a lock only for ledger "X", then

#User with "AAX" can access all ledgers including "X"
#User with no "AAX" can access all ledgers except "X"