NEOSYS User Support Wiki - User contributions [en]

Setting up and Configuring NEOSYS Generally

2017-07-17T13:27:01Z

Arya Mohandas: /* What is the difference between terms of payment and payment instructions? */

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

== Configuring Document Footers ==
[[Configuring Document Footers]]

== Configuring Client Security mark ==
A "client security mark" which represents the client's general public identity or trading name is printed on all documents generated out of NEOSYS. This client mark is a mandatory contractual feature and cannot be removed.

[[Image:clientsecuritymark.jpg]]

The objective of the client mark is that anyone can easily identify the general source of a document or report out of NEOSYS. It therefore MUST clearly indicate the public identity of the client and CANNOT be brief or anonymous.

'''The client mark must be something simple like a brand word or phrase that is common to all companies in a client installation. It should NOT be the precise legal name of the company or the website name or the email domain name because that is not required to achieve the objective and requires more maintenance'''

Any new companies added later on will use the same mark SO KEEP IT SIMPLE.

The corporate group name and possibly geographical location is a good concept to follow for example:

Adline Kuwait

In addition to the above initial general default client mark per database, in case certain companies within the same NEOSYS database cannot use the same mark at all, for example due to different branding, additional client security marks can be assigned to specific companies. This will not be allowed where a simpler client mark could cater for all companies.

To set the system mark, in maintenance mode type:
SETMARK companycode "xxxxxxxxxxxxxxxxxxx"
To remove the system mark, type:
SETMARK companycode

== Configuring fonts and colors for all users ==

The default font and color for all users is set up in the [[System_Configuration_File#Screens_and_Reports| System Configuration File]].

It can also be set up per department by setting the same on the department user record in the User Details page.

Users can override the above colors and fonts in their User Details page after login.

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

Note that this configuration file is missing the option to email a NEOSYS backup.zip file daily after the backup has been completed. To configure this go to the Maintenance mode and hit the F5 key and type:

ED DOS BACKUP.CFG

In line number 10, set the email address of the recipient/s who should receive a backup.zip file. This method is extremely useful as an offsite backup procedure in case of any server or USB failures.

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

The default configuration will send email via mailout.neosys.com on port 2500.

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

=== Authorising users to access from dynamic IP when previously only authorized to access from known static IP ===

In situations when users who are authorised to access from known static IP till date but now have access to dynamic IPs only , Support must get permission from management before configuring NEOSYS to allow them access from any IP and informing them the risks of allowing users access from any IP.

Support must not agree to do serial work of adding the IP to list of allowed IPs in NEOSYS each time the client gets an IP from the ISP.

Sample Email:
<pre>
Dear XXX,

We need your agreement to allow XXXX users to access NEOSYS from any location/IP address. Until now XXXX users were
restricted to office/authorised location only but your IT team is no longer able to provide a static IP.

Users will get frustrated when they are unable to log in and will lose valuable time because NEOSYS cannot grant
users permission to access from arbitrary dynamic IPs given by the ISP each time.

Your IT person should provide us with the fixed static address urgently as it is not recommended to enable access
from any IP due to risks like access of data by unauthorised persons , malicious hacking attempts etc.

Please confirm that you understand the risks and permit authorization of access from any IP temporarily and agree
to provide our Support Team with a static IP urgently.
</pre>

===[[Setting_up_and_Configuring_NEOSYS_Media_System#Enabling_Minimal_Access_to_Certificate_File_for_Monitoring_Department_Staff| Enabling Minimal Access to Certificate File for Monitoring Department Staff]] ===

== Giving users access to the Support Menu ==

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

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

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

==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 ]]

== Configuring Payment Instructions ==

Support MUST strictly economise on number of lines used for payment instruction to avoid more lines taking up more space on the printout. This is because sometimes more lines could cause the printout to creep into two pages instead of one.

Support MUST strictly avoid duplication of payment instructions by copying and pasting it into all company files. It is a blunder to copy and paste the same data into all companies when it can instead be entered just once in the Media/Job Configuration File. This is because anyone maintaining this data in future is likely to fail to notice that the data has to be maintained in multiple places, which will in turn lead to data inconsistency. It is also a waste of time to mindlessly do easy cutting and pasting instead of thinking what is correct.

Payment instructions must be entered in the company file ONLY if the payment instructions are different per company.

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

#Client file
#Company file with currency code
#Currency file
#Company file with currency code left blank
#Configuration File

Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.

Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each currency.

There is a manually edited flag in the company file on one NEOSYS client which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File user interface as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. This configuration allows different payment instructions per currency. If you put the payment instructions in the currency file, then these instructions apply to all companies, unless the manual flag in the company record is manually edited in the maintenance mode by NEOSYS programmers to say that the company file instructions take precedence.

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

== Specifying Payment Terms on Invoices ==

Different payment terms can be concurrently specified at various levels. Any payment terms specified at a more detailed level take precedence over payment terms specified at a more general level

In order of preference, when creating an invoice or estimate/quotation, payment terms are looked up in the following order. The first payment terms found are used.

#New Invoices screen - per invoice
#Chart of Accounts if not suppressed in configuration file
#Client File - per client
#Company File - per company
#Configuration File - per database

Entering a full stop (.) or the word NONE in Client or Company File payment terms suppresses any terms found in Company or Configuration File allowing you to suppress, per client or company, any default payment terms specified in the Company or Configuration Files.

== Creating Email Alerts in NEOSYS ==

Currently this is a manual process done in maintenance mode using F5. It will be replaced by a web interface.

See [[Setting up and Configuring NEOSYS Media System#Configuring Media Module Email Alerts|Configuring Media Module Email Alerts]]

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

CREATEALERT alertid module alerttype runhours,... runasusercode {targetusercode,...} testemail} (options)

The command must be followed by five parameters in a fixed order and separated by spaces. Two additional parameters and options in "()" may follow in a fixed order. To replace an existing alert use the overwrite option.

===Alertid===

Required. Invent some short identifying alphanumeric code for your alert e.g. XYZ001. It will show in the email subject and is required if you want to change or remove the alert.

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

Required. Various alert types are available depending on the module.

See [[Setting up and Configuring NEOSYS Media System#Alerttypes|Alert Types]]

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

==Alert emails to some executives are being received by their managers==

You can put whatever you like in the executive name but NEOSYS must be able to find their email somehow.

For example if the executive is entered as “Steve Burns” and there is no user called Steve Burns in the Authorisation File.

1. Does the executive name contains an “@” character? then it is the email address
2. Is there a user in Authorisation matching either the executive name (Steve Burns) … or the first word of the executive name (Steve)?
3. If none of the above then the email of the user running (usually a manager) the process is used

To solve this problem create users matching the executive names.

Note that creating users with email addresses enables them to login to NEOSYS by requesting password reminders to their email address so like all users you must ensure that their authorisation level is appropriately limited.

== Automatically Running and Emailing Saved Documents ==

Saved documents in NEOSYS (Menu -> Media -> Diary -> Saved Reports) can be configured to run automatically and be emailed to users. This can only be done in maintenance mode, by doing

ED DOCUMENTS <document no.>

Line 12 should be 1 to mean run automatically.

Line 14 should be the user code to email to. If emailing to multiple users, press Ctrl + E on this line and enter the user codes to email to.

Line 22 should be the scheduled hour e.g. 7 for 7am server time. Use commas for more than one scheduled hour.

Line 25 should be the day of week to run on. e.g. Mon=1, Sun=7. Use commas for more than one.

To force the document to run again on the same hour or day for testing changes, you have to clear line 13.

For more information about the DOCUMENTS file format, do

LD DOCUMENTS

== Configuring Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

== [[Configuring Safari for MAC OS]] ==

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

Setting up a new company in existing/new database

2017-07-17T12:39:06Z

Arya Mohandas: /* Setting up a new company in existing/new database */

__FORCETOC__
==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
-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: 70000
Job module
Starting Job Number: 5000
Starting Purchase Order Number: 15000
Starting Estimate Number: 25000
Starting Job Invoice Number: 90000
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 an alphabetical prefix to the company which is used for invoice numbering (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 and exchange loss 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
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.
#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.

=== 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
#Client Security Mark - ask the programmer to setup the client security mark for the new company.
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#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.

System Configuration File

2017-07-13T13:40:39Z

Arya Mohandas: /* IP numbers */

[[image:Sysconfigfileimg.jpg]]
==Scope==
'''
• All Installations

• Current Installation (default)

• Current Database'''

You can configure most items at the above “scopes”. Any item configured on higher/broader scope has priority over the same item on a lower/narrower scope.
Assigning higher priority to higher/broader scopes allows us to override any and all individual installations/databases configurations with a particular configuration of our choosing. However it does not allow us to set a default configuration for all installations/databases and then separately configure each one where desired. That would require NEOSYS to assign priority to lower/narrower scopes – which it doesn’t do.

==General==
===System ID===

When upgrading older NEOSYS systems, System ID is automatically obtained from the username part of the smtp email sender.

For new installations, in NEOSYS Support Menu, enter the System ID in the System Configuration File.

System ID should be around 5 to 20 lowercase alphanumeric characters (only a-z and 0-9)

The ID should be sufficient to *very quickly* identify the client from all other NEOSYS clients. Abbreviations should not be invented or used unless INSTANTLY RECOGNISABLE. Understandable partial names may be better - eg promoaction instead of patdadddb. The fact that an accepted abbreviation exists does not count - it is acceptable only if the client is primarily known by the same abbreviation. Remember that the objective is to avoid the difficulty that the support staff face in figuring out what some abbreviations mean.

For example if the Client is called "TBI - The Big Idea" use the code bigidea and not TBI.

If this stage is omitted, the server name will be used which is often not ideal being something like neosys, server, neosys-server etc.

All processes will automatically restart within 10 seconds and then use the new configuration.

===Notes===

Any additional notes can be entered.

===User Time zone===

Configure time zone of the the client

===Email Domains===
Only the domains configured here are allowed when entering email IDs for new users in the Authorisation File.
This restricts new users created in the Authorisation File, to only those who have an email ID with a domain specified in this field.

Generally the client company domain is entered here so that list of users can be restricted to only people with company registered emails

===IP numbers===

Restrict access to specific IP numbers or IP ranges for ALL users by entering it in this field.

Enter an asterisk to allow access for ALL users from ANY IP address (ONLY IF approved by TOP management. See [http://techwiki.neosys.com/index.php/Procedures#Handling_User_Requests_to_provide_HTTPS_access_from_any_IP_or_range_of_IPs Handling User Requests to provide HTTPS access from any IP or range of IPs]). This is useful for example when a client is hosted on NEOSYS server and client location has a dynamic IP. It will not be possible to restrict the clients by IP since they have dynamic IP and this applies to all users, hence put an asterisk in the IP numbers field.

This configuration is overridden if IP restrictions are placed in the Authorisation File by user group. See [http://userwiki.neosys.com/index.php/Authorisation_File#Access_restriction_by_IP_No. Access Restriction by IP in Authorisation File]

For how to express CIDR notation in NEOSYS format, see [http://userwiki.neosys.com/index.php/Authorisation_File#CIDR_notation| CIDR notation]

E.g. As shown below, enter the IP detail under Restrictions to restrict access and allow only from the IP range 195.229.241.* for all users

[[IMAGE:IPADDRESSRANGES.JPG]]

==System Generated Email==

===Alert email Addr(s)===

Enter the email IDs to which backup alert messages are sent. [http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get management approval to edit this list]

===Log Email Addr(s)===

Enter the email IDs to which the new log records are sent.

===Sender Email Address===

Allows you to define what would be the sender’s email ID in automated emails sent from the system configuration file. Support Staff MUST email it@neosys.com to add the Sender Email Address to the aliases for support@neosys.com.

===SMTP Hostname===

Hostname of the email server e.g. mailout.neosys.com

===SMTP PORT===

Port No. on which the email server listens e.g. 2500

===Username/Password===

Required for mail servers that are not owned by NEOSYS. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Solving_NEOSYS_smtp_server_failure Using Client SMTP server]

===Web Address and Description===

Add Web Addresses which are given to users to access NEOSYS via the web. The web URL available in New User Account creation emails is picked up from this configuration.

Multiples URLs can be added in the configuration if required e.g. if the database must be accessed locally and remotely. Use the description field to describe individual links.

The first web URL in the configuration serves as address for hyperlinks in the Timesheet Approver email.

==Automated Backup==
===Backup Time:===
Define the time for backup to take place. If left blank, it assumes default backup time (1.00 AM).

===Backup Drive (eg F: )===
Define the drive to which the NEOSYS backup is done.

===Uploads===
Define the drive to which the uploaded files should backup. Putting a 0 will disable backup of the uploaded files, else by default the uploaded files will be backed up to the drive mentioned in the backup drive field.

===Backup on Day:===
Configure scheduled days for backup. If none of the days are checked, backup will be done on all days by default.

==Style==
===Screens and Reports===
Specifies whether the changes in Font Style apply to the text in screen or to the text in reports.

===Font name, Font size%, Body color, Heading color===
Allows you to set the default Font type, Font size and colour of the text.

===Signature===
Specifies where the signature image should be added in document footings.

==Databases==
===Database code===
Enter the databases code available in the installation to setup number of processes, automatic backup and copy for that particular database code

===Number of Processes Required===
Configure the number of processes required to automatically start up. 

On the server, the NEOSYS processes are scheduled to start up usually at 6AM using the Windows Task Scheduler.

If the number of processes required in the system configuration file is more than the processes started up, the processes left to start up are automatically started up by a running live process.

Test processes cannot start up any process. So, if there is no live process running, and only test process is running, no process will start up automatically.

===Automatic Backup===
Checkbox to enable automatic backup which happens at backup time and backup drive specified above in the System Configuration file

===+Automatic Copy to===
Checkbox to enable copying of live database to test database nightly. Specify the TEST database code to which Live is copied

===Copy now===
Copy live database to test database on demand

System Configuration File

2017-07-13T13:39:58Z

Arya Mohandas: /* IP numbers */

[[image:Sysconfigfileimg.jpg]]
==Scope==
'''
• All Installations

• Current Installation (default)

• Current Database'''

You can configure most items at the above “scopes”. Any item configured on higher/broader scope has priority over the same item on a lower/narrower scope.
Assigning higher priority to higher/broader scopes allows us to override any and all individual installations/databases configurations with a particular configuration of our choosing. However it does not allow us to set a default configuration for all installations/databases and then separately configure each one where desired. That would require NEOSYS to assign priority to lower/narrower scopes – which it doesn’t do.

==General==
===System ID===

When upgrading older NEOSYS systems, System ID is automatically obtained from the username part of the smtp email sender.

For new installations, in NEOSYS Support Menu, enter the System ID in the System Configuration File.

System ID should be around 5 to 20 lowercase alphanumeric characters (only a-z and 0-9)

The ID should be sufficient to *very quickly* identify the client from all other NEOSYS clients. Abbreviations should not be invented or used unless INSTANTLY RECOGNISABLE. Understandable partial names may be better - eg promoaction instead of patdadddb. The fact that an accepted abbreviation exists does not count - it is acceptable only if the client is primarily known by the same abbreviation. Remember that the objective is to avoid the difficulty that the support staff face in figuring out what some abbreviations mean.

For example if the Client is called "TBI - The Big Idea" use the code bigidea and not TBI.

If this stage is omitted, the server name will be used which is often not ideal being something like neosys, server, neosys-server etc.

All processes will automatically restart within 10 seconds and then use the new configuration.

===Notes===

Any additional notes can be entered.

===User Time zone===

Configure time zone of the the client

===Email Domains===
Only the domains configured here are allowed when entering email IDs for new users in the Authorisation File.
This restricts new users created in the Authorisation File, to only those who have an email ID with a domain specified in this field.

Generally the client company domain is entered here so that list of users can be restricted to only people with company registered emails

===IP numbers===

Restrict access to specific IP numbers or IP ranges for ALL users by entering it in this field.

Enter an asterisk to allow access for ALL users from ANY IP address (ONLY IF approved by TOP management. See [http://techwiki.neosys.com/index.php/Procedures#Handling_User_Requests_to_provide_HTTPS_access_from_any_IP_or_range_of_IPs Handling User Requests to provide HTTPS access from any IP or range of IPs]). This is useful for example when a client is hosted on NEOSYS server and client location has a dynamic IP. It will not be possible to restrict the clients by IP since they have dynamic IP and this applies to all users, hence put an asterisk in the IP numbers field.

This configuration is overridden if IP restrictions are placed in the Authorisation File by user group. See [http://userwiki.neosys.com/index.php/Authorisation_File#Access_restriction_by_IP_No. Access Restriction by IP in Authorisation File]

For how to express CIDR notation in NEOSYS format, see [http://userwiki.neosys.com/index.php/Authorisation_File#CIDR_notation]

E.g. As shown below, enter the IP detail under Restrictions to restrict access and allow only from the IP range 195.229.241.* for all users

[[IMAGE:IPADDRESSRANGES.JPG]]

==System Generated Email==

===Alert email Addr(s)===

Enter the email IDs to which backup alert messages are sent. [http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get management approval to edit this list]

===Log Email Addr(s)===

Enter the email IDs to which the new log records are sent.

===Sender Email Address===

Allows you to define what would be the sender’s email ID in automated emails sent from the system configuration file. Support Staff MUST email it@neosys.com to add the Sender Email Address to the aliases for support@neosys.com.

===SMTP Hostname===

Hostname of the email server e.g. mailout.neosys.com

===SMTP PORT===

Port No. on which the email server listens e.g. 2500

===Username/Password===

Required for mail servers that are not owned by NEOSYS. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Solving_NEOSYS_smtp_server_failure Using Client SMTP server]

===Web Address and Description===

Add Web Addresses which are given to users to access NEOSYS via the web. The web URL available in New User Account creation emails is picked up from this configuration.

Multiples URLs can be added in the configuration if required e.g. if the database must be accessed locally and remotely. Use the description field to describe individual links.

The first web URL in the configuration serves as address for hyperlinks in the Timesheet Approver email.

==Automated Backup==
===Backup Time:===
Define the time for backup to take place. If left blank, it assumes default backup time (1.00 AM).

===Backup Drive (eg F: )===
Define the drive to which the NEOSYS backup is done.

===Uploads===
Define the drive to which the uploaded files should backup. Putting a 0 will disable backup of the uploaded files, else by default the uploaded files will be backed up to the drive mentioned in the backup drive field.

===Backup on Day:===
Configure scheduled days for backup. If none of the days are checked, backup will be done on all days by default.

==Style==
===Screens and Reports===
Specifies whether the changes in Font Style apply to the text in screen or to the text in reports.

===Font name, Font size%, Body color, Heading color===
Allows you to set the default Font type, Font size and colour of the text.

===Signature===
Specifies where the signature image should be added in document footings.

==Databases==
===Database code===
Enter the databases code available in the installation to setup number of processes, automatic backup and copy for that particular database code

===Number of Processes Required===
Configure the number of processes required to automatically start up. 

On the server, the NEOSYS processes are scheduled to start up usually at 6AM using the Windows Task Scheduler.

If the number of processes required in the system configuration file is more than the processes started up, the processes left to start up are automatically started up by a running live process.

Test processes cannot start up any process. So, if there is no live process running, and only test process is running, no process will start up automatically.

===Automatic Backup===
Checkbox to enable automatic backup which happens at backup time and backup drive specified above in the System Configuration file

===+Automatic Copy to===
Checkbox to enable copying of live database to test database nightly. Specify the TEST database code to which Live is copied

===Copy now===
Copy live database to test database on demand

Authorisation File

2017-07-13T13:35:18Z

Arya Mohandas: /* Access restriction by IP No. */

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

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

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

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

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

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}}
| align="center" style="background:#f0f0f0;"|'''Lock'''
| align="center" style="background:#f0f0f0;"|'''Description'''
| align="center" style="background:#f0f0f0;"|'''Module'''
| align="center" style="background:#f0f0f0;"|'''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 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 one of 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 ====
In 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"

Setting up and Configuring NEOSYS Generally

2017-07-06T13:10:56Z

Arya Mohandas: /* Configuring Client Security mark */

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

== Configuring Document Footers ==
[[Configuring Document Footers]]

== Configuring Client Security mark ==
A "client security mark" which represents the client's general public identity or trading name is printed on all documents generated out of NEOSYS. This client mark is a mandatory contractual feature and cannot be removed.

[[Image:clientsecuritymark.jpg]]

The objective of the client mark is that anyone can easily identify the general source of a document or report out of NEOSYS. It therefore MUST clearly indicate the public identity of client and CANNOT be brief or anonymous.

'''The client mark must be something simple like a brand word or phrase that is common to all companies in a client installation. It should NOT be the precise legal name of the company or the website name or the email domain name because that is not required to achieve the objective and requires more maintenance'''

Any new companies added later on will use the same mark SO KEEP IT SIMPLE.

The corporate group name and possibly geographical location is a good concept to follow for example:

Adline Kuwait

In addition to the above initial general default client mark per database, in case certain companies within the same NEOSYS database cannot use the same mark at all, for example due to different branding, additional client security marks can be assigned to specific companies. This will not be allowed where a simpler client mark could cater for all companies.

To set the system mark, in maintenance mode type:
SETMARK companycode "xxxxxxxxxxxxxxxxxxx"
To remove the system mark, type:
SETMARK companycode

== Configuring fonts and colors for all users ==

The default font and color for all users is set up in the [[System_Configuration_File#Screens_and_Reports| System Configuration File]].

It can also be set up per department by setting the same on the department user record in the User Details page.

Users can override the above colors and fonts in their User Details page after login.

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

Note that this configuration file is missing the option to email a NEOSYS backup.zip file daily after the backup has been completed. To configure this go to the Maintenance mode and hit the F5 key and type:

ED DOS BACKUP.CFG

In line number 10, set the email address of the recipient/s who should receive a backup.zip file. This method is extremely useful as an offsite backup procedure in case of any server or USB failures.

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

The default configuration will send email via mailout.neosys.com on port 2500.

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

=== Authorising users to access from dynamic IP when previously only authorized to access from known static IP ===

In situations when users who are authorised to access from known static IP till date but now have access to dynamic IPs only , Support must get permission from management before configuring NEOSYS to allow them access from any IP and informing them the risks of allowing users access from any IP.

Support must not agree to do serial work of adding the IP to list of allowed IPs in NEOSYS each time the client gets an IP from the ISP.

Sample Email:
<pre>
Dear XXX,

We need your agreement to allow XXXX users to access NEOSYS from any location/IP address. Until now XXXX users were
restricted to office/authorised location only but your IT team is no longer able to provide a static IP.

Users will get frustrated when they are unable to log in and will lose valuable time because NEOSYS cannot grant
users permission to access from arbitrary dynamic IPs given by the ISP each time.

Your IT person should provide us with the fixed static address urgently as it is not recommended to enable access
from any IP due to risks like access of data by unauthorised persons , malicious hacking attempts etc.

Please confirm that you understand the risks and permit authorization of access from any IP temporarily and agree
to provide our Support Team with a static IP urgently.
</pre>

===[[Setting_up_and_Configuring_NEOSYS_Media_System#Enabling_Minimal_Access_to_Certificate_File_for_Monitoring_Department_Staff| Enabling Minimal Access to Certificate File for Monitoring Department Staff]] ===

== Giving users access to the Support Menu ==

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

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

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

== Configuring Payment Instructions ==

Support MUST strictly economise on number of lines used for payment instruction to avoid more lines taking up more space on the printout. This is because sometimes more lines could cause the printout to creep into two pages instead of one.

Support MUST strictly avoid duplication of payment instructions by copying and pasting it into all company files. It is a blunder to copy and paste the same data into all companies when it can instead be entered just once in the Media/Job Configuration File. This is because anyone maintaining this data in future is likely to fail to notice that the data has to be maintained in multiple places, which will in turn lead to data inconsistency. It is also a waste of time to mindlessly do easy cutting and pasting instead of thinking what is correct.

Payment instructions must be entered in the company file ONLY if the payment instructions are different per company.

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

#Client file
#Company file with currency code
#Currency file
#Company file with currency code left blank
#Configuration File

Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.

Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each currency.

There is a manually edited flag in the company file on one NEOSYS client which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File user interface as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. This configuration allows different payment instructions per currency. If you put the payment instructions in the currency file, then these instructions apply to all companies, unless the manual flag in the company record is manually edited in the maintenance mode by NEOSYS programmers to say that the company file instructions take precedence.

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

== Specifying Payment Terms on Invoices ==

Different payment terms can be concurrently specified at various levels. Any payment terms specified at a more detailed level take precedence over payment terms specified at a more general level

In order of preference, when creating an invoice or estimate/quotation, payment terms are looked up in the following order. The first payment terms found are used.

#New Invoices screen - per invoice
#Chart of Accounts if not suppressed in configuration file
#Client File - per client
#Company File - per company
#Configuration File - per database

Entering a full stop (.) or the word NONE in Client or Company File payment terms suppresses any terms found in Company or Configuration File allowing you to suppress, per client or company, any default payment terms specified in the Company or Configuration Files.

== Creating Email Alerts in NEOSYS ==

Currently this is a manual process done in maintenance mode using F5. It will be replaced by a web interface.

See [[Setting up and Configuring NEOSYS Media System#Configuring Media Module Email Alerts|Configuring Media Module Email Alerts]]

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

CREATEALERT alertid module alerttype runhours,... runasusercode {targetusercode,...} testemail} (options)

The command must be followed by five parameters in a fixed order and separated by spaces. Two additional parameters and options in "()" may follow in a fixed order. To replace an existing alert use the overwrite option.

===Alertid===

Required. Invent some short identifying alphanumeric code for your alert e.g. XYZ001. It will show in the email subject and is required if you want to change or remove the alert.

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

Required. Various alert types are available depending on the module.

See [[Setting up and Configuring NEOSYS Media System#Alerttypes|Alert Types]]

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

==Alert emails to some executives are being received by their managers==

You can put whatever you like in the executive name but NEOSYS must be able to find their email somehow.

For example if the executive is entered as “Steve Burns” and there is no user called Steve Burns in the Authorisation File.

1. Does the executive name contains an “@” character? then it is the email address
2. Is there a user in Authorisation matching either the executive name (Steve Burns) … or the first word of the executive name (Steve)?
3. If none of the above then the email of the user running (usually a manager) the process is used

To solve this problem create users matching the executive names.

Note that creating users with email addresses enables them to login to NEOSYS by requesting password reminders to their email address so like all users you must ensure that their authorisation level is appropriately limited.

== Automatically Running and Emailing Saved Documents ==

Saved documents in NEOSYS (Menu -> Media -> Diary -> Saved Reports) can be configured to run automatically and be emailed to users. This can only be done in maintenance mode, by doing

ED DOCUMENTS <document no.>

Line 12 should be 1 to mean run automatically.

Line 14 should be the user code to email to. If emailing to multiple users, press Ctrl + E on this line and enter the user codes to email to.

Line 22 should be the scheduled hour e.g. 7 for 7am server time. Use commas for more than one scheduled hour.

Line 25 should be the day of week to run on. e.g. Mon=1, Sun=7. Use commas for more than one.

To force the document to run again on the same hour or day for testing changes, you have to clear line 13.

For more information about the DOCUMENTS file format, do

LD DOCUMENTS

== Configuring Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

== [[Configuring Safari for MAC OS]] ==

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

Setting up a new company in existing/new database

2017-06-14T11:33:13Z

Arya Mohandas: /* Setting up a new company in existing/new database */

__FORCETOC__
==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
-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 eg. Job number:2000, PO:3000, Estimate:4000. What numbering pattern should 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 (if installed and not using default numbering scheme)
Starting Schedule Number
Starting Media Invoice Number
Job module (if installed and not using default numbering scheme)
Starting Job Number
Starting Purchase Order Number
Starting Estimate Number
Starting Job Invoice Number
Finance module (if installed and not using default numbering scheme)
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 an alphabetical prefix to the company which is used for invoice numbering (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 and exchange loss 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
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.
#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.

=== 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
#Client Security Mark - ask the programmer to setup the client security mark for the new company.
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#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.

Using NEOSYS Media System

2017-06-07T11:17:48Z

Arya Mohandas: /* Processing of Incoming Media Supplier Invoices */

== 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 created in Excel to NEOSYS ==

Steps to copy 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]] 

== 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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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. The 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,10 days
Outdoor hoarding site near Airport,1 month
*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.

== 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 places 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 followup on such ads.

== 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 *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. If you want to cancel the ads *permanently* after issuing the invoice then you simply remove the ads from the schedule and request another invoice and this time a credit note will be created to reflect the lost ads.

#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 ok.
#If the credit note looks OK, 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 deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

#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 doesnt 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 doesnt 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 commonest 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 A/cs 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 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 for 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 ==

=== Setting up standard Sales Tax Percentage ===

If all schedules should have the same VAT/Sales Tax% then specific it in the media Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vat1.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 percentage at the bottom of every schedule that should have tax.

[[image:vat2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vat3.jpg]]

=== 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 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.

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_handle_media_vehicle_with_multiple_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 ==
the meaning of
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
#Black - Invoiced
#Orange - Supplier invoice entered

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/wrongly certify or invoice ads etc.

[[image: Adcolour.jpg]]

Using NEOSYS Media System

2017-06-01T07:44:01Z

Arya Mohandas: /* Entries on received a supplier invoice that media has accepted */

== 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 created in Excel to NEOSYS ==

Steps to copy 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]] 

== 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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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. The 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,10 days
Outdoor hoarding site near Airport,1 month
*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.

== 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 places 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 followup on such ads.

== 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 *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. If you want to cancel the ads *permanently* after issuing the invoice then you simply remove the ads from the schedule and request another invoice and this time a credit note will be created to reflect the lost ads.

#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 ok.
#If the credit note looks OK, 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 deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

#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 doesnt 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 doesnt 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 commonest 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.

=== 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 ==

=== Setting up standard Sales Tax Percentage ===

If all schedules should have the same VAT/Sales Tax% then specific it in the media Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vat1.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 percentage at the bottom of every schedule that should have tax.

[[image:vat2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vat3.jpg]]

=== 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 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.

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_handle_media_vehicle_with_multiple_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 ==
the meaning of
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
#Black - Invoiced
#Orange - Supplier invoice entered

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/wrongly certify or invoice ads etc.

[[image: Adcolour.jpg]]

Using NEOSYS Media System

2017-06-01T06:55:19Z

Arya Mohandas:

== 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 created in Excel to NEOSYS ==

Steps to copy 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]] 

== 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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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. The 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,10 days
Outdoor hoarding site near Airport,1 month
*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.

== 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 places 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 followup on such ads.

== 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 *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. If you want to cancel the ads *permanently* after issuing the invoice then you simply remove the ads from the schedule and request another invoice and this time a credit note will be created to reflect the lost ads.

#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 ok.
#If the credit note looks OK, 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 deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

#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 doesnt 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 doesnt 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 commonest 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.

=== 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 [[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 ==

=== Setting up standard Sales Tax Percentage ===

If all schedules should have the same VAT/Sales Tax% then specific it in the media Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vat1.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 percentage at the bottom of every schedule that should have tax.

[[image:vat2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vat3.jpg]]

=== 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 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.

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_handle_media_vehicle_with_multiple_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 ==
the meaning of
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
#Black - Invoiced
#Orange - Supplier invoice entered

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/wrongly certify or invoice ads etc.

[[image: Adcolour.jpg]]

Using NEOSYS Media System

2017-06-01T06:51:39Z

Arya Mohandas:

== 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 created in Excel to NEOSYS ==

Steps to copy 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]] 

== 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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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" border="1" width="65%"
|-
!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
|align="center" style="background-color:#00FF00"|+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
|align="center" style="background-color:#00FF00"|+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. The 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,10 days
Outdoor hoarding site near Airport,1 month
*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.

== 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 places 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 followup on such ads.

== 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 *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. If you want to cancel the ads *permanently* after issuing the invoice then you simply remove the ads from the schedule and request another invoice and this time a credit note will be created to reflect the lost ads.

#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 ok.
#If the credit note looks OK, 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 deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

#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 doesnt 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 doesnt 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.

== Posting media supplier invoices before issuing schedules to the client ==
Assuming that you are accruing media costs by schedule and not by vehicle or supplier then the contra account of the supplier invoice posting will be the schedule code or, if the schedules codes are pure numbers then SCH9999 where 9999 is the number of the schedule.

Supplier invoices posted before issuing invoices to client are work in progress (assets) but, in NEOSYS common practice, we still post them into the Media Accruals Ledger which could more properly be called Media Accruals/WIP Ledger.

The accrual account for the schedule is created as soon as the schedule is approved and not only when the invoice is issued to the client. Schedule approval happens in practice automatically at the time of the first booking. Therefore unless you book a schedule (or specifically enter the approval date on the schedule file, there will be no accrual account created for you to post the supplier invoice into. This is logical since if you haven't booked or specifically approved a schedule then you should arguably not be able to post supplier invoices for that schedule.

== Removing unnecessary items from List of Schedules Pending Invoices ==
[[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 commonest 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.

=== 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”.

== 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.

For more information on handling Incoming Media Supplier Invoices, go to [[Processing of Incoming Media Supplier Invoices]]

== 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 [[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 ==

=== Setting up standard Sales Tax Percentage ===

If all schedules should have the same VAT/Sales Tax% then specific it in the media Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vat1.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 percentage at the bottom of every schedule that should have tax.

[[image:vat2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vat3.jpg]]

=== 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 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.

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_handle_media_vehicle_with_multiple_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 ==
the meaning of
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
#Black - Invoiced
#Orange - Supplier invoice entered

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/wrongly certify or invoice ads etc.

[[image: Adcolour.jpg]]

Authorisation File

2017-05-08T06:19:49Z

Arya Mohandas: /* Access restriction by IP No. */

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

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

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

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

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

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}}
| align="center" style="background:#f0f0f0;"|'''Lock'''
| align="center" style="background:#f0f0f0;"|'''Description'''
| align="center" style="background:#f0f0f0;"|'''Module'''
| align="center" style="background:#f0f0f0;"|'''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
|-
|
|}

==== 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 initial dataset for standard department names. 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 [http://userwiki.neosys.com/index.php/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 [http://userwiki.neosys.com/index.php/Authorisation_File#How_to_set_up_user_groups_in_Authorisation_File_for_multiple_companies_in_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 login using these for testing purposes.
#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.
#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 sub groups 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 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 same dataset====

(Note: This section only talks about how to set up USER GROUPS. For setting up TASKS/LOCKS, see [http://userwiki.neosys.com/index.php/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 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 one of 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.

=== “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"

Setting up and Configuring NEOSYS Media System

2017-04-04T06:46:52Z

Arya Mohandas:

== Importing Suppliers and Vehicles ==

=== Preparing a file of vehicles to import ===

Get an excel sheet containing the following columns.

Ensure that the columns are titled exactly as below and that there are no blank rows. Columns with any other title will be ignored.

*Vehicle Name (Media Name)
*Supplier Name (should be blank if the vehicle is its own supplier)
*Market Code (geographic or analytical)
*Media Type Code(Magazine, TV etc)
*Currency code (of bookings)

and strongly advisable columns ...

*Vehicle Contact Name
*Vehicle Contact Address (email/fax/tel etc)

(was CONTACT NAME, CONTACT ADDRESS prior to Oct 2011)

If bookings for all or most vehicles go via the supplier then put the contact details in the following columns instead.

*Supplier Contact Name
*Supplier Contact Numbers
*Supplier Contact Email

and optional columns ...

*Notes (long text field covering anything of interest)
*Deadline Days (number of days before ad appearance that booking is required)
*Material Requirements (short text field to remind of materials required)
*Day of Weeks (List of digits 1-7 where 1=Monday)

and optional links to other systems ...

*VEHICLE ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*VEHICLE ALIAS CODE (the id, number or code of the vehicle for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a vehicle is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*VEHICLE ALIAS SYSTEM 1: SAP
*VEHICLE ALIAS CODE 1: 1235123
*VEHICLE ALIAS SYSTEM 2: OLD
*VEHICLE ALIAS CODE 2: DE767676

...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

=== Adding "code" columns ===

NEOSYS needs to know the "code" for all the "name" columns in the file. Once you have the above Sheet add "code" columns as follows. You can insert them just before their respective "name" columns.

*Vehicle Code
*Supplier Code

Then use the following procedure to invent and fill in vehicle and supplier codes

Assuming that there are at least some vehicles with separate suppliers (ie the name in the supplier column is not blank)

#Sort by Supplier Name (Vehicles without separate suppliers will come last since their supplier column will be blank)
#Invent and fill in UNIQUE Supplier Codes for those vehicle that have Suppliers (based on the Supplier Name of course)
#Invent and fill in UNIQUE Supplier Codes for those vehicle that DO NOT have Suppliers (based on the Vehicle Name of course). *** NB As you are entering the first few letters of these codes, Excel will suggest existing codes from the previously entered Supplier codes. You MUST use the standard anti-duplication coding rules to invent non-duplicate codes.
#Copy the supplier codes OF THE VEHICLES WITHOUT SUPPLIERS to the vehicle code column

then

#Sort the whole sheet by vehicle name. This will aid the invention of vehicle codes in the next step.
#Invent and fill in UNIQUE vehicle codes FOR THE VEHICLES WITH SUPPLIERS (based on the vehicle name of course). *** NB As you are entering the first few letters of these codes, Excel will suggest existing codes from the previously entered (actually copies) vehicle codes. You MUST use the standard anti-duplication coding rules to invent non-duplicate codes.
#Sort by Vehicle Code and ensure that you have not accidentally created duplicate vehicle codes

then some more mandatory code columns

*Market Code
*Media Type Code
*Currency Code

Sort by Market Name then fill in VALID market codes that preexist in NEOSYS.

Sort by Media Type Name then fill in VALID media type codes that preexist in NEOSYS.

Sort by Currency Name then fill in VALID currency codes that preexist in NEOSYS.

Save the file as C:\VEHICLE.TXT in tab delimited text format

=== Preparing a file of suppliers to import ===

Cut and paste the Supplier columns from the vehicle sheet into a new sheet.

Remove duplicate suppliers (in Excel 2007 use Data, Remove Duplicates)

Go back to the vehicle sheet and cut the vehicle codes and names (that DONT have suppliers - sort by supplier name to make this easy)

Paste those vehicle codes and names into the new supplier code/name sheet at the END of the other suppliers. This makes vehicles into suppliers when they are their own supplier.

Sort by Supplier code and ensure that there are no duplicate codes. If there are then start from the beginning again.

Add a column called MEDIA NONMEDIA and fill all the rows with M (Media). Alternative are P for Non media (NB not "N"). This column is mandatory.

Other columns that will be loaded if present in the file are:

*SUPPLIER CONTACT NAME
*SUPPLIER CONTACT NUMBERS (eg "Tel 777777/Fax 8888899/Mobile 999999")
*SUPPLIER CONTACT EMAIL

(was CONTACT NAME, CONTACT NUMBERS, CONTACT EMAIL prior to Oct 2011)

Save the supplier sheet as C:\SUPPLIER.TXT in tab delimited text format

=== Importing the suppliers file ===

Import the suppliers before importing the vehicles. 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 supplier codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\SUPPLIER.TXT SUPPLIERS

Check that there are no errors and resolve any errors before continuing to do the actual import.

IMPORTX C:\SUPPLIER.TXT SUPPLIERS (C)

Get a List of Suppliers in the standard user interface to check that all have been loaded ok.

=== Importing the vehicles file ===

Import the suppliers before importing the vehicles. Do the actual import into a test database until you verify that all is ok.

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 vehicle codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\VEHICLE.TXT VEHICLES

Check that there are no errors and resolve any errors before continuing to do the actual import.

IMPORTX \VEHICLE.TXT VEHICLES (C)

Get a List of Vehicles in the standard user interface to check that all have been loaded ok.

== Importing Schedules ==

We need a file containing first row with column heading containing the following columns. Case insensitive. Any other column headings will be ignored. Some columns are optional

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

Manual edits may be performed/required eg to convert market names to codes, currency codes to NEOSYS currency codes etc

1. Save the file like comma separated value file (CSV) but with TABs instead of commas Text fields should be quoted as usual in CSV files

2. Copy/Move the file into NEOSYS/NEOSYS folder where NEOSYS is installed on the server. Cut and paste from GEDIT to NOTEPAD works well in Remmina. Filename should be 8.3 format eg ML1704.CSV

3. In maintenance mode in TEST DATABASE, validate the file
IMPORTSCH ML1704.CSV

4. If no errors then do the actual import.
IMPORTSCH ML1704.CSV (U)

5. If any errors then get a new file or perhaps edit it to fix problems, then repeat from step 1.

6. If no errors then repeat from validation step in LIVE DATABASE

== Configuring booking revision orders to be numbered like 999A, 999B, 999C etc. ==

By default any revision to previously booked schedules in NEOSYS media system currently issues a booking order with a new number. To avoid new numbers, any revisions can have a suffix of A, B, C etc. with the original booking order number.

Note: In versions of NEOSYS dated 18/7/2007 and onwards use the Configuration File instead of the following.

F5

ED DEFINITIONS AGENCY.PARAMS

and set 80th line to 2 (or 3 to get booking order like scheduleno+revisionletter

== Switching to have separate columns for discounts/charges ==

F5

ED DEFINITIONS AGENCY.PARAMS

and change 5th line from 0 to 2

== Removing the Client Name from Booking Orders ==

To generally not show the client name on booking orders do this. This setting is only for clients which are not specifically marked as Agency or Direct.

F5

ED DEFINITIONS AGENCY.PARAMS

and change 44th line to Y

Y is equivalent to client type Agency. Anything else is equivalent to client type "Direct"

Somewhat bizarrely client names always show on booking orders to vehicles with the word "OKAZ" in their name. The software really ought to have an option on the vehicle file to allow proper control by the users. This "show client name" option on the vehicle should probably take precedence over the client file and system parameters.

== Configuring Standard Notes and Signatory for Media Booking Orders ==

=== Per Media Type ===

Files > Media Types File > Select Newspaper, Magazine or any other media.

Various macros can be used to show who, when and where the order was created. However these may not be desired on the booking orders which are sent to suppliers. If they are not configured, then they are always available for inspection on the List of Booking Orders for verification.

NB. Date and time is that of creation, which might not be the same as the order date if the user is authorised to override the order date.

See [[Configuring_Document_Footers#List_of_macro_variables_available|List of macro variables available]]

=== for all media types with no specific booking text ===

Generally as for "per media type" instructions above but

F5

ED DEFINITIONS AGENCY.PARAMS

line 59

Press Ctrl+E to edit multiple lines and press F9 Esc esc to get out of editing multiple lines. Be careful that what you write is applicable to ANY media type.

== Configuring the media accruals from the schedules ==

NEOSYS creates the following automatic entries the moment a client is invoiced in the media system:

Client A/c Dr
Income A/c Cr

Cost A/c Dr
Accrual A/c Cr

In the above set of entries, the Accrual A/c is credited with the amount of the cost and later when the supplier invoice is received, this amount is set off against it (i.e. the Accrual A/c is Debited and the Supplier A/c is credited). The Accrual A/c is created automatically by NEOSYS when the schedule is approved and is usually SCHXXXX (where XXXX is the schedule number - incase the schedule numbers are configured to start with an alphabet i.e. A1234 then the Accrual A/c will only be AXXX). Hence you would have several Accrual accounts in the system and would go in thousands depending on how many schedules are created.

However there are some clients that do not wait for the supplier invoice to be received and directly offset the cost to the supplier a/c. In this case, the Vehicle File should have the Supplier a/c code (from the finance system) set in the Accrued Cost A/c No field. Once this is done, the entry would be as follows:

Client A/c Dr
Income A/c Cr

Cost A/c Dr
Supplier A/c Cr

In the other scenario, some clients might not want several Accrual accounts and neither want the cost to go directly to the supplier a/c. Hence you can configure the system to post the accruals into a single accrual account which can be either be a single vehicle accrual account or a single supplier accrual account. For eg. ACCXXXX (where XXXX can be the vehicle or the supplier code).

This can be configured in the media configuration file from Media > Files > Configuration File:

[[Image:accrual.jpg]]

If you need the Accrual account to be ACCXXXX (where XXXX is the vehicle code), then you need to assign %VEHICLE% in this file and if you need it to be ACCXXXX (where XXXX is the supplier code), you need to assign %SUPPLIER% in this file.

== Configuring and Using Material Order Footings ==

=== Configuring ===

In the Media Configuration File, Material Order Footing enter some standard footing text.

Optionally include macros like %1% %2% etc. as in the following example.

[[image:materialorder1.jpg]]

=== Entering Footing Notes ===

In the Material Order screen, Footing Notes, enter one or more boxes of text as follows:

[[image:materialorder2.jpg]]

==== Examples of Output ====

The first box of Footing Notes entered will be put in place of %1% in the configuration
The second box of Footing Notes entered will be put in place of %2% in the configuration
Etc.

Any boxes of Footing Notes entered that do not have corresponding %1%, %2% macro in the footing configuration will be placed in a table ABOVE the configured footing.

In the simplest case where there is no material order footing configured (or there are no %1%, %2% etc. macros in the configuration) then all the Footing Notes entered will simply appear at the bottom of the material order.

[[image:materialorder3.jpg]]

== Configuring Media Module Email Alerts ==

In the following examples, "Manager STEVE" is just a user who has the necessary privileges to run the required reports and is probably a media supervisor.

Options in all examples are (ROS) which ensure that alerts are created and or overwritten regardless of if the alert is already present or not.

See [[Configuring_NEOSYS_Generally#Creating_Email_Alerts_in_NEOSYS|Creating Email Alerts in NEOSYS]]

=== Alerttypes ===

There is a fixed list of alert types which control what email is actually sent out.

Alerttypes have optional following parameters which are position dependent. For example to email all unapproved magazines and newspapers ad to executives the alerttype+parameters would be:

UNAPPROVED:M,N:TOEXEC

but to do all media types put:

UNAPPROVED::TOEXEC

=== Pending Approvals ===

Alerttype: "UNAPPROVED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC

Example: Email alert of unapproved magazine and newspaper ads to manager STEVE at 9am and 4pm.

CREATEALERT UNAPP01 MEDIA UNAPPROVED:M,N 9,16 STEVE (ROS)

Example: Ditto emailed to executives, run as manager STEVE

CREATEALERT UNAPP02 MEDIA UNAPPROVED:M,N:TOEXEC 9,16 STEVE (ROS)

=== Pending Bookings ===

Alerttype: "UNBOOKED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC

Example: Email alert of unbooked magazine and newspaper ads to manager STEVE at 9am and 4pm.

CREATEALERT UNBOOK01 MEDIA UNBOOKED:M,N 9,16 STEVE (ROS)

Example: Ditto emailed to executives for their unbooked ads, run as manager STEVE

CREATEALERT UNBOOK02 MEDIA UNBOOKED:M,N:TOEXEC 9,16 STEVE (ROS)

=== Pending Materials ===

Alerttype: "PENDINGMATERIAL:nn:yyy" where nn is the number of days prior warning to deadline and yyy may be TOEXEC (emailed to EXECS) or BYEXEC (merely sorted by executive).

Example: Email alert to execs (TOEXEC) of all their materials with material deadline within the next seven days - run as manager STEVE at 8am 12noon 5pm.

CREATEALERT MATPEN01 MEDIA PENDINGMATERIAL:7:TOEXEC 8,12,17 STEVE (ROS)

Example: Email alert to manager STEVE of all materials with material deadline today (or overdue) at 8am 12noon 5pm

CREATEALERT MATPEN02 MEDIA PENDINGMATERIAL:0 8,12,17 STEVE (ROS)

Example: Testing. Manager STEVE to see what the executives are getting. (BYEXEC)

CREATEALERT MATPEN03 MEDIA PENDINGMATERIAL:7:BYEXEC 8,12,17 STEVE (ROS)

=== Pending Certifications ===

Alerttype: "UNCERTIFIED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC

Example: Email alert to both users JIM and JOAN of all uncertified magazine and newspaper ads. Run as manager STEVE at 9am and 4pm.

CREATEALERT UNCERT MEDIA UNCERTIFIED:M,N 16 STEVE JIM,JOAN (ROS)

=== Pending Invoicing ===

Alerttype: "UNINVOICED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC

Example: Email alert to both users JIM and JOAN of all uninvoiced magazine and newspaper ads. Run as manager STEVE at 9am and 4pm.

CREATEALERT UNINV MEDIA UNINVOICED:M,N 16 STEVE JIM,JOAN (ROS)

Email alert to both users STEVE and JOAN by executive STEVE:

CREATEALERT MEDIA UNINVOICED::BYEXEC 8 STEVE STEVE,JOAN,NEOSYS (ROS)

=== Stop All Inactive Vehicles ===
This is added automatically once for all new clients but then can be overridden (manually) or deleted at will using a similar CREATEALERT command

Example: To stop all inactive vehicles (those with no ads appearing in the last 365 days), at 7am on the 14th of each month (i.e. regularly but not everyday)

CREATEALERT INACTVEH MEDIA INACTIVEVEHICLES:365:S 7:14 NEOSYS (ROS)

For Inactive Vehicles

*S - Stop Inactive Vehicles (used at least once, but not recently)
*U - Stop Unused Vehicles (never used vehicles)
*SU - Both

== Configuring exchange rates to show on media documents ==

Show exchange rates field in Client and Brand file allows users to select whether they want the exchange rates to show on plan printout, schedule printout and client invoice when multiple currencies are involved. By default the exchange rate will not show.

== Giving Production Executives (or other Groups) Access to Media Invoices ==

In the Authorisation File:

# In the Tasks section, sort the tasks alphabetically by the lock column (click on the column heading) and check that the code "AMI" is not used already for any lock code. We suggest the code AMI to remind us that this lock represents "access media invoices" - rather like AM is commonly used to represent "access media". If you choose any other code instead of AMI then substitute the code you decide on for AMI in the following instructions.
# In the Tasks section, change the lock next to the MEDIA INVOICE ACCESS task to be AMI.
# Add the key AMI to the list of keys for each of the user groups (not each of the users) that previously had access to media invoices (eg finance, media etc) and also include it in the list of keys for the user group for Production Executive (or other groups) that you wish to enable.
# In the Users section, next to '''every''' user who is to have access to media invoices, use the popup to change the menu to be "Production Media" if they had "Production" before or to "Production Media Management" if they had "Production Management" before. Management gives them access to the billing analysis reports subject to further authorisations.

== Enabling Minimal Access to Certificate File for Monitoring Department Staff ==

The following tasks are required at a minimum. 

COMPANY ACCESS or COMPANY ACCESS "X" 

CERTIFICATE ACCESS - AMCF 
CERTIFICATE CREATE – UMCF or CMCF 
CERTIFICATE UPDATE – UMCF 
MENU MENU – AM0 
SCHEDULE ACCESS OTHERS – AM0 

MEDIA COST ACCESS - Not required 

Suggested locks 
AMCF – Access Media Certificate File 
UMCF – Update Media Certificate File (required to change or remove certification data) 
CMCF – Create Media Certificate File (required to enter new certification data) 
AM0 – Access Media Level 0 – given to all media staff including Monitoring Staff 

All other tasks should not be authorised to monitoring, especially the common keys AM AMC etc. should not be given unless specifically required.

== Setting up authorisation when there is no difference between bill and cost==

In case NEOSYS is being using internally by clients and not by intermediaries like agencies then NEOSYS may not need to issue invoices or if invoices are issued to sister companies at cost, there may be no need to have any distinction between bill amount and cost amount.

To do this you should generally remove authorisation from the task "MEDIA COST ACCESS" and generally enable authorisation to "MEDIA INVOICE ACCESS"

In this case the "cost" side of all screens and reports will be hidden from the users and NEOSYS will appear simpler and present only billing info on all screens and reports. Since Bill=Cost then there is no problem with this.

== Setting up authorisation to restrict users from seeing media billing information ==

It is possible to have staff who are authorised to see media costs but not media billing information. This could be the case if you have staff who are "Media Bookers" who operate on schedules entered by "Media Planners"

To do this you should remove authorisation to do "MEDIA INVOICE ACCESS" so the billing side of all NEOSYS screens and reports will be hidden from the users who are not authorised.

In case the staff who are not authorised to see billing figures are authorised to create schedules even though they cannot see the client billing information, as they do the data entry, NEOSYS will fill in the billing information with the standard fees and charges if present on file, or simply copy and use the media costs as the cost to client. Probably other staff, who are responsible for media billing will check and ensure that the billing figures are correct or will uplift and/or add fees etc. before the client is billed.

== Setting up authorisations for a client with separate planning, booking and invoicing teams who bill at cost ==

The client has an in-house team for planning the ads (Planning team). Booking is done through an intermediary agency (Booking Team) and the Invoicing Team of this intermediary agency issues the invoice to the client. In this scenario, these are the different objectives for each department:

#Planning Team must be able to create schedules and enter planned ads. But they must not be able to issue booking orders.
#Booking Team must be able to only update the schedule with actual ad dates and issue booking orders. They must not be able to issue invoices or make any changes made by the planning team.
#Invoicing Team must be able to issue invoices and access booking orders.

Below are the methods to achieve these objectives:
#Put a lock for the task BOOKING ORDER CREATE. This authorisation should be given only to the Booking Team.
#Put a lock for the task SCHEDULE CREATE and SCHEDULE UPDATE PLAN. This authorisation should be given only to the Planning Team
#The authorisation for BOOKING ORDER ACCESS can be given to all the 3 teams.
#Put a lock for the task MEDIA INVOICE CREATE. This authorisation should be given only to the Invoicing Team.
#Also see [[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 Agency System

2017-04-04T06:46:19Z

Arya Mohandas:

== Importing Clients ==

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before an accounts receivable account is opened for the client. Also it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*CLIENT ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*CLIENT ALIAS CODE (the id, number or code of the client for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a client is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*CLIENT ALIAS SYSTEM 1: SAP
*CLIENT ALIAS CODE 1: 1235123
*CLIENT ALIAS SYSTEM 2: OLD
*CLIENT ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is a alternative special procedure for importing suppliers and media vehicles that may be more more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

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

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

However you may be able to change it as follows:

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

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

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

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

However you may be able to change it as follows:

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

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must to be separated with / from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X/1000 - use when multi company setup is used
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

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

Examples:

<NUMBER> would give numbers like 1000

<COMPANY>/<NUMBER> would give numbers like X/1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

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

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

== How are wip/accrual ledgers structured ? ==

Wip/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new wip/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>

Setting up and Configuring NEOSYS Agency System

2017-04-04T06:37:08Z

Arya Mohandas:

== Importing Clients ==

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before an accounts receivable account is opened for the client. Also it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*CLIENT ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*CLIENT ALIAS CODE (the id, number or code of the client for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a client is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*CLIENT ALIAS SYSTEM 1: SAP
*CLIENT ALIAS CODE 1: 1235123
*CLIENT ALIAS SYSTEM 2: OLD
*CLIENT ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is a alternative special procedure for importing suppliers and media vehicles that may be more more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

== Importing Schedules ==

We need a file containing first row with column heading containing the following columns. Case insensitive. Any other column headings will be ignored. Some columns are optional

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

Manual edits may be performed/required eg to convert market names to codes, currency codes to NEOSYS currency codes etc

1. Save the file like comma separated value file (CSV) but with TABs instead of commas Text fields should be quoted as usual in CSV files

2. Copy/Move the file into NEOSYS/NEOSYS folder where NEOSYS is installed on the server. Cut and paste from GEDIT to NOTEPAD works well in Remmina. Filename should be 8.3 format eg ML1704.CSV

3. In maintenance mode in TEST DATABASE, validate the file
IMPORTSCH ML1704.CSV

4. If no errors then do the actual import.
IMPORTSCH ML1704.CSV (U)

5. If any errors then get a new file or perhaps edit it to fix problems, then repeat from step 1.

6. If no errors then repeat from validation step in LIVE DATABASE

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

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

However you may be able to change it as follows:

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

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

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

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

However you may be able to change it as follows:

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

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must to be separated with / from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X/1000 - use when multi company setup is used
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

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

Examples:

<NUMBER> would give numbers like 1000

<COMPANY>/<NUMBER> would give numbers like X/1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

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

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

== How are wip/accrual ledgers structured ? ==

Wip/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new wip/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>

Setting up and Configuring NEOSYS Agency System

2017-04-04T06:26:57Z

Arya Mohandas: /* IMPORTING SCHEDULES */

== Importing Clients ==

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before an accounts receivable account is opened for the client. Also it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*CLIENT ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*CLIENT ALIAS CODE (the id, number or code of the client for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a client is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*CLIENT ALIAS SYSTEM 1: SAP
*CLIENT ALIAS CODE 1: 1235123
*CLIENT ALIAS SYSTEM 2: OLD
*CLIENT ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is a alternative special procedure for importing suppliers and media vehicles that may be more more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

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

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

However you may be able to change it as follows:

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

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

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

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

However you may be able to change it as follows:

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

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== IMPORTING SCHEDULES ==

We need a file containing first row with column heading containing the following columns. Case insensitive. Any other column headings will be ignored. Some columns are optional

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

Manual edits may be performed/required eg to convert market names to codes, currency codes to NEOSYS currency codes etc

1. Save the file like comma separated value file (CSV) but with TABs instead of commas Text fields should be quoted as usual in CSV files

2. Copy/Move the file into NEOSYS/NEOSYS folder where NEOSYS is installed on the server. Cut and paste from GEDIT to NOTEPAD works well in Remmina. Filename should be 8.3 format eg ML1704.CSV

3. In maintenance mode in TEST DATABASE, validate the file
IMPORTSCH ML1704.CSV

4. If no errors then do the actual import.
IMPORTSCH ML1704.CSV (U)

5. If any errors then get a new file or perhaps edit it to fix problems, then repeat from step 1.

6. If no errors then repeat from validation step in LIVE DATABASE

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must to be separated with / from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X/1000 - use when multi company setup is used
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

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

Examples:

<NUMBER> would give numbers like 1000

<COMPANY>/<NUMBER> would give numbers like X/1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

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

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

== How are wip/accrual ledgers structured ? ==

Wip/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new wip/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>

Setting up and Configuring NEOSYS Agency System

2017-04-04T06:26:27Z

Arya Mohandas: /* IMPORTING SCHEDULES */

== Importing Clients ==

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before an accounts receivable account is opened for the client. Also it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*CLIENT ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*CLIENT ALIAS CODE (the id, number or code of the client for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a client is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*CLIENT ALIAS SYSTEM 1: SAP
*CLIENT ALIAS CODE 1: 1235123
*CLIENT ALIAS SYSTEM 2: OLD
*CLIENT ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is a alternative special procedure for importing suppliers and media vehicles that may be more more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

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

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

However you may be able to change it as follows:

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

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

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

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

However you may be able to change it as follows:

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

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== IMPORTING SCHEDULES ==

We need a file containing first row with column heading containing the following columns. Case insensitive. Any other column headings will be ignored. Some columns are optional

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

Manual edits may be performed/required eg to convert market names to codes, currency codes to NEOSYS currency codes etc

1.Save the file like comma separated value file (CSV) but with TABs instead of commas Text fields should be quoted as usual in CSV files

2.Copy/Move the file into NEOSYS/NEOSYS folder where NEOSYS is installed on the server. Cut and paste from GEDIT to NOTEPAD works well in Remmina. Filename should be 8.3 format eg ML1704.CSV

3.In maintenance mode in TEST DATABASE, validate the file
IMPORTSCH ML1704.CSV

4.If no errors then do the actual import.
IMPORTSCH ML1704.CSV (U)

5.If any errors then get a new file or perhaps edit it to fix problems, then repeat from step 1.

6.If no errors then repeat from validation step in LIVE DATABASE

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must to be separated with / from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X/1000 - use when multi company setup is used
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

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

Examples:

<NUMBER> would give numbers like 1000

<COMPANY>/<NUMBER> would give numbers like X/1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

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

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

== How are wip/accrual ledgers structured ? ==

Wip/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new wip/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>

Setting up and Configuring NEOSYS Agency System

2017-04-04T06:22:02Z

Arya Mohandas: /* IMPORTING SCHEDULES */

== Importing Clients ==

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before an accounts receivable account is opened for the client. Also it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*CLIENT ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*CLIENT ALIAS CODE (the id, number or code of the client for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a client is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*CLIENT ALIAS SYSTEM 1: SAP
*CLIENT ALIAS CODE 1: 1235123
*CLIENT ALIAS SYSTEM 2: OLD
*CLIENT ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is a alternative special procedure for importing suppliers and media vehicles that may be more more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

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

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

However you may be able to change it as follows:

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

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

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

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

However you may be able to change it as follows:

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

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== IMPORTING SCHEDULES ==

We need a file containing first row with column heading containing the following columns. Case insensitive. Any other column headings will be ignored. Some columns are optional

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

Manual edits may be performed/required eg to convert market names to codes, currency codes to NEOSYS currency codes etc

1. Save the file like comma separated value file (CSV) but with TABs instead of commas Text fields should be quoted as usual in CSV files
2. Copy/Move the file into NEOSYS/NEOSYS folder where NEOSYS is installed on the server. Cut and paste from GEDIT to NOTEPAD works well in Remmina. Filename should be 8.3 format eg ML1704.CSV
3. In maintenance mode in TEST DATABASE, validate the file
IMPORTSCH ML1704.CSV
4. If no errors then do the actual import.
IMPORTSCH ML1704.CSV (U)
5. If any errors then get a new file or perhaps edit it to fix problems, then repeat from step 1
6. If no errors then repeat from validation step in LIVE DATABASE

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must to be separated with / from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X/1000 - use when multi company setup is used
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

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

Examples:

<NUMBER> would give numbers like 1000

<COMPANY>/<NUMBER> would give numbers like X/1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

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

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

== How are wip/accrual ledgers structured ? ==

Wip/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new wip/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>

Setting up and Configuring NEOSYS Agency System

2017-04-04T06:20:31Z

Arya Mohandas:

== Importing Clients ==

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before an accounts receivable account is opened for the client. Also it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*CLIENT ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*CLIENT ALIAS CODE (the id, number or code of the client for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a client is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*CLIENT ALIAS SYSTEM 1: SAP
*CLIENT ALIAS CODE 1: 1235123
*CLIENT ALIAS SYSTEM 2: OLD
*CLIENT ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is a alternative special procedure for importing suppliers and media vehicles that may be more more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

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

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

However you may be able to change it as follows:

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

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

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

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

However you may be able to change it as follows:

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

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== IMPORTING SCHEDULES ==

We need a file containing first row with column heading containing the following columns. Case insensitive. Any other column headings will be ignored. Some columns are optional

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

Manual edits may be performed/required eg to convert market names to codes, currency codes to NEOSYS currency codes etc

1. Save the file like comma separated value file (CSV) but with TABs
instead of commas
Text fields should be quoted as usual in CSV files
2. Copy/Move the file into NEOSYS/NEOSYS folder where NEOSYS is
installed on the server.
Cut and paste from GEDIT to NOTEPAD works well in Remmina
Filename should be 8.3 format eg ML1704.CSV
3. In maintenance mode in TEST DATABASE, validate the file
IMPORTSCH ML1704.CSV
4. If no errors then do the actual import.
IMPORTSCH ML1704.CSV (U)
5. If any errors then get a new file or perhaps edit it to fix
problems, then repeat from step 1
6. If no errors then repeat from validation step in LIVE DATABASE

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must to be separated with / from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X/1000 - use when multi company setup is used
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

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

Examples:

<NUMBER> would give numbers like 1000

<COMPANY>/<NUMBER> would give numbers like X/1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

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

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

== How are wip/accrual ledgers structured ? ==

Wip/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new wip/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>

File:Currencyandexchange.jpg

2016-09-22T05:23:52Z

Arya Mohandas: Arya Mohandas uploaded a new version of File:Currencyandexchange.jpg

File:Mediatypesfile.jpg

2016-09-22T05:19:24Z

Arya Mohandas: Arya Mohandas uploaded a new version of File:Mediatypesfile.jpg

File:Mediatypesfile.jpg

2016-09-22T05:18:43Z

Arya Mohandas: Arya Mohandas uploaded a new version of File:Mediatypesfile.jpg

Using NEOSYS Timesheets System

2016-05-30T10:33:32Z

Arya Mohandas: /* Using Timesheets for non-job users */

=== Compatibility ===
The new NEOSYS timesheet system which has the extension "neosys2" to the URL address only works on Internet Explorer for PC and Mozilla Firefox or Safari 5.0 for Mac.

=== 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.

Using NEOSYS Timesheets System

2016-05-30T08:38:57Z

Arya Mohandas: /* Using Timesheets for non-job users */

=== Compatibility ===
The new NEOSYS timesheet system which has the extension "neosys2" to the URL address only works on Internet Explorer for PC and Mozilla Firefox or Safari 5.0 for Mac.

=== 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. End of month, 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]]

Brands that have their account numbers entered in this manner should be used only for the purpose of creating "fake jobs" for timesheets. They should not be used for entering real jobs or schedules because they will create inter-company accounting entries when they are invoiced.

Media FAQ

2016-05-30T07:03:12Z

Arya Mohandas: /* How to handle "No Response from the database server in 600 seconds" */

==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]]

==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]]

===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 suppress free ads on the booking order?==
On the New booking order page you can select the Suppress Free Ads 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.

==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 cancel an invoice?==
To cancel an Invoice in media you need to:
#Remove the dates from the date box
#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

== [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 save a schedule without doing any changes?==
Follow the below steps to save a schedule without doing any changes or amending it:

# Go to schedule and click on '''REFRESH''' in the "Exchange Rate Column".
# Now hit F9 or click on save and neosys will allow you to save the schedule again without doing any changes/amendment.

==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 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 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]]

==How do I create an airing certificate?==
There are two ways.

# If you want you want to certify all ads on one schedule (perhaps selected per supplier or vehicle), you can print any schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]
# If you want to certify ads in a one line per ad format, you can title any NEOSYS media diary report however you like eg “Airing Certificate”. NEOSYS media diary allows you to filter ads in many ways. [[File:mediadiaryprint.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 brands in the Client and Brand File?==

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 th 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) for the brand and client is more less then the scheduled ie 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 Printout [[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]] 

==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. Some 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:artworkusual.jpg|left|frame]]

=== 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|left|frame]] 

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

=== 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 printing 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 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.

== 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.

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 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].

=== Possible Cause ===
This issue occurs because there were interrelated files that were being updated 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 date 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 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 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

==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]]

==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 do I handle media vehicle with multiple suppliers? ==

Note that many of the booking details may be different for each supplier of the same media vehicle eg booking currency, booking contact, deadline days etc.

Therefore you need to create a separate NEOSYS Vehicle File record for each of its suppliers. And when booking, use the right vehicle code depending on the supplier required at the time.

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. When doing billing analysis, 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. In this way you can get billing analysis both by supplier and in total for all suppliers.

== 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 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]] ==

Media FAQ

2016-05-29T08:23:45Z

Arya Mohandas: /* How to handle "No Response from the database server in 600 seconds" */

==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]]

==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]]

===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 suppress free ads on the booking order?==
On the New booking order page you can select the Suppress Free Ads 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.

==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 cancel an invoice?==
To cancel an Invoice in media you need to:
#Remove the dates from the date box
#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

== [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 save a schedule without doing any changes?==
Follow the below steps to save a schedule without doing any changes or amending it:

# Go to schedule and click on '''REFRESH''' in the "Exchange Rate Column".
# Now hit F9 or click on save and neosys will allow you to save the schedule again without doing any changes/amendment.

==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 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 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]]

==How do I create an airing certificate?==
There are two ways.

# If you want you want to certify all ads on one schedule (perhaps selected per supplier or vehicle), you can print any schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]
# If you want to certify ads in a one line per ad format, you can title any NEOSYS media diary report however you like eg “Airing Certificate”. NEOSYS media diary allows you to filter ads in many ways. [[File:mediadiaryprint.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 brands in the Client and Brand File?==

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 th 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) for the brand and client is more less then the scheduled ie 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 Printout [[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]] 

==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. Some 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:artworkusual.jpg|left|frame]]

=== 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|left|frame]] 

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

=== 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 printing 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 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.

== 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.

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 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.

[[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].

=== Possible Cause ===
This issue occurs because there were interrelated files that were being updated 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 date 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 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 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

==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]]

==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 do I handle media vehicle with multiple suppliers? ==

Note that many of the booking details may be different for each supplier of the same media vehicle eg booking currency, booking contact, deadline days etc.

Therefore you need to create a separate NEOSYS Vehicle File record for each of its suppliers. And when booking, use the right vehicle code depending on the supplier required at the time.

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. When doing billing analysis, 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. In this way you can get billing analysis both by supplier and in total for all suppliers.

== 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 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]] ==

Using NEOSYS Timesheets System

2016-05-25T07:07:33Z

Arya Mohandas: /* Automatic job creation while creating a new Brand */

=== Compatibility ===
The new NEOSYS timesheet system which has the extension "neosys2" to the URL address only works on Internet Explorer for PC and Mozilla Firefox or Safari 5.0 for Mac.

=== 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 per actual job: This might not be possible in all scenarios especially in case of media users when there are multiple jobs for a certain media campaign.

* 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. End of month, 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]]

Brands that have their account numbers entered in this manner should be used only for the purpose of creating "fake jobs" for timesheets. They should not be used for entering real jobs or schedules because they will create inter-company accounting entries when they are invoiced.

Using NEOSYS Timesheets System

2016-05-25T07:00:50Z

Arya Mohandas:

=== Compatibility ===
The new NEOSYS timesheet system which has the extension "neosys2" to the URL address only works on Internet Explorer for PC and Mozilla Firefox or Safari 5.0 for Mac.

=== 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 per actual job: This might not be possible in all scenarios especially in case of media users when there are multiple jobs for a certain media campaign.

* 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. End of month, 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.

[[File:Ts cnb file.png|700 px]]

[[File:Ts job.png|700 px]]

Brands that have their account numbers entered in this manner should be used only for the purpose of creating "fake jobs" for timesheets. They should not be used for entering real jobs or schedules because they will create inter-company accounting entries when they are invoiced.

File:Ts job.png

2016-05-25T06:07:36Z

Arya Mohandas:

File:Ts cnb file.png

2016-05-25T06:06:42Z

Arya Mohandas:

Handling receipts in one currency to pay off invoices in another currency

2016-04-13T10:48:18Z

Arya Mohandas: /* Handling receipts in one currency to pay off invoices in another currency */

== Invoice is in one currency but the receipt is in another currency ==
=== The problem ===
A client is issued an invoice of 1000 USD i.e. 3680 AED, but later on the client transfers 3650 AED due to a difference in the exchange rate.

Also incase a client is issued an invoice of 1000 USD i.e. 3680 AED, but later on the client gives a cheque for 3650 AED due to a difference in exchange rate and moreover the client wouldnt mention the USD amount as they would be having a local bank account and used their own exchange rate rather.

In this case the agency / NEOSYS user has to handle the difference in this amount.

[[Image:invoiceissued.jpg]]

=== The solution ===
There are two amount columns on the receipts journal. 1st is the amount into the bank which isnt in doubt and in this case 3650 AED. The 2nd is the amount credited to the client which has to match the invoices being paid off - and it up to the user to decide how much USD currency (in this case) he is going to allow the client for the AED currency that he received. Receiving the wrong currency to pay off invoices is a very very common requirement in business.

If you had to pass a receipt now, in this case you will have to pass the following journal which would give you an error message saying that there is a difference between the bank base amount and the client base amount.

[[Image:receipterror.jpg]]

In this case, you will need to add an additional line (to credit the difference to the Bank Charges A/c) in order to balance this journal entry, as follows:
[[Image:receiptissued.jpg]]

== Invoice is in one currency but it is settled using receipts which are in multiple currencies ==

In case that you have to settle invoices in multiple currencies, then leave the second amount blank and go to allocate. The fact that the allocation screen will show you ALL outstanding currency invoices but as soon as you choose one currency line it will restrict you to only allocating items of the same currency - since you cannot allocate more than one currency in one go.

[[Image:receiptissuedall.jpg]]

[[Image:receiptissuedall2.jpg]]

[[Image:receiptissuedall3.jpg]]

[[Image:receiptissuedall4.jpg]]

Thereafter the currency amount comes automatically, but you still need some idea of how much XYZ currency you are going to allow the clients for his AED payment.

However you will still find a difference and need to post the difference to a Bank Service Charges A/c

== Invoices are in multiple currencies but it is settled using a receipt which is in one currency ==

If you receive a payment in one currency that is to pay off invoices in MIXED other currencies then you have to create one journal line per currency that you are going to pay off as follows.

[[Image:receiptissuedall5.jpg]]

Troubleshooting NEOSYS Finance System

2016-04-13T06:19:31Z

Arya Mohandas: /* Locating and correcting Exchange Gain/Loss A/c errors */

==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.

== 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.

== 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.

==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" ( 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 here]]

Finance FAQ

2016-04-13T06:09:08Z

Arya Mohandas:

==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.

==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/report 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.

==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 shows 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 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 particular 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 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.

==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]]

Setting up and Configuring NEOSYS Finance System

2016-03-21T13:11:59Z

Arya Mohandas: /* Creating New Charts or Control Accounts */

== Financial Reports Access ==

=== Configuring access based on Charts ===

Inorder to block access of other users in a group to not to able to do Financial Reports on certain ledgers, we can configure the Authorisation File for the same:

Menu > Support > Authorisation File

Add task id - FINANCIAL REPORT ACCESS "GL" (where GL is the chart code you want to lock)
Give suitable Lock
Add this lock as a key to the persons who are authorised to access Financial Reports for GL

== Financial year ==

=== Configuring Financial year for new clients ===

For configuring the start of a new financial year while setting up a new Company, we need to go to:
Menu > Finance > Companies and enter the relevant number in the field - Financial Year Starts.

This MUST be done initially 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.

====Standard Financial Period====

The vast majority of companies financial year starts in 1st January and has 12 financial periods starting and stopping on the international calendar months.

NEOSYS also supports in ACCOUNTS ONLY mode non-standard financial periods as follows:

====Calendar month periods not starting January====

For example "7" means that the financial year starts on 1st July and consists of 12 financial periods starting and stopping on the international calendar months. Period 12 is 1-30 June in the following year.

You can get a table of the exact dates of each period from Maintenance mode Menu (F10), Finance, Company File, F6

[[File:accountperiods.jpg]]

====Weekly periods====

For example "13X4WEEK,1/7,5" means that the financial year is divided into 13 periods of 4 weeks each and starts after the Friday (5) nearest to the 1st July (1/7)

=== Posting transactions ===

While posting transactions, there is a field 'Period' which actually means Financial Period.

There is nothing to worry about this while posting transactions for January to December.

But when you are posting transactions under April to March, you need to take special care here. The period should be 1/2007 for the 1st month of the financial period i.e. April, 2007 or 2/2007 for May 2007 and so on.

Likewise 12/2007 would be March, 2008 and respectively for every consecutive year.

== Creating New Charts or Control Accounts==

Support should not be messing with top level chart of accounts (such as creating new control accounts in GL) since they can create an irrecoverable mess unless they know what they are doing because after financial postings are made to accounts they cannot be deleted, nor can control accounts be converted to real accounts or vice versa.

If clients ask to make any changes to the top level chart of accounts, then look at how the same item is handled in other clients especially those with skilled accountants, remembering that any single other client may be done badly or not optimally and support staff should not propagate anything less than the best practice.

Once you decide the best and truly correct way to handle this then also get it into Startup Database so that the request to add such an item does not come again in the future.

== Configuring NEOSYS to convert Foreign Currency to Base Currency ==

By default, the NEOSYS installation allows only a single currency to operate from the Finance System. Incase you do enter any foreign currency and expect the system to auto-calculate the amount to a base currency, you need to configure the Exchange & Coversion A/c details.

=== Error while using foreign currency in the finance system ===

[[Image:foreignCurrency.jpg]]

Before configuring the Exchange & Coversion A/c details, you will get a message saying: "COMPANY NAME is setup for AED currency only" (wherein AED would mean any base currency used in the system.

=== Configuring the use of foreign currency in the finance system ===

To enable the system to accept foreign currencies and to auto-calculate the amounts to the base currencies, you need to configure the Company File with the Exchange A/c No. and the Conversion A/c No. which is usually 982 and 982B in the chart of accounts:

[[Image:foreignCurrency1.jpg]]

==[[Cheque_Design_and_Printing|Cheque Design and Printing]]==

== Configuring Finance Email Alerts ==

=== Collections ===

The NEOSYS Collections File allows you to record and manage activities such as telephone calls and emails etc related to the collection of debts from accounts receivables.

This section explains how to get NEOSYS to email and alert you when collection activity is due. Specifically it lists records from the Collection File where the "next action date" falls between 30 days ago and today. If there is nothing due for action then no email is sent.

For example to create an alert known as COLL01 that runs at 8pm, 12noon and 5pm that runs with the privileges of user STEVE and is emailed to STEVE, JIM and JOAN, issue the following command in maintenance mode/F5.

CREATEALERT COLL01 FINANCE COLLECTION 8,12,17 STEVE JIM,JOAN,STEVE

== Setting up Share Capital Accounts ==
“Share/Capital” is an account in the liabilities section of the chart of accounts. It represents the nominal value of shares that have been issued to shareholders. It might help to think of the balance of the account as a kind of debt repayable to the shareholders in case of liquidation of the company - in return for their initial provision of “capital” in the form of cash and assets to start the company up. In practice, the breakdown of the balance of the account per shareholder really indicates what percentage of the company the shareholders “own” … and their share of any profits or dividends.

In NEOSYS the Share/Capital account is typically setup as a control a/c in the Chart of Accounts of the General Ledger. Its subsidiary chart of accounts represents the share holders either individually or as blocks of shareholders or in total. Individual shareholders of course may be corporate entities themselves.

In a multi-company setup there are likely to be significant interrelated stock holdings – either existing or in the future. It is probably best to have one common subsidiary chart of accounts under the Share/Capital control A/c for all (or at least most) companies or legal entities in NEOSYS. NEOSYS can then produce consolidated and/or comparative financial statements showing stock holdings across all or selected entities.

== Financial Report Design ==
NEOSYS Financial statements design splits the design of COLUMNS and design of ROWS into separate issues.

*Design of COLUMNS is done per financial statement in NEOSYS, Finance, REPORTS, Financial Statements, New/Edit
*Design of ROWS is done per chart of account in NEOSYS, Finance, LEDGERS, Report Design

=== Rows ===

It is quite fiddly and hard to setup all the indented levels and subtotals in the chart in Financial Report Design for a typical P&L Statement. The model database P&L Chart of Accounts should be setup OK but might require modification.

Sections can be very large (i.e. the subtotal is far away from the section heading) and have many levels of *nested* subsections like Russian dolls.

Note that the subtotals that appear in the output do not actually appear in the chart since they are determined automatically by how you setup the section heading line. The titling and under/over lining of the subtotals is determined on the section heading line.

[[image:sec-sub-titles.jpg]]

=== Columns ===

To learn how to design a multi-financial year P&L Financial Statement see [[Designing_a_multi-financial_year_P%26L_Financial_Statement|Designing a multi-financial year P&L Financial Statement]]

==== Exchange rate and Unit Cost columns ====

Column's Information Type: should be "Divide 2 previous columns". This is useful to show ratios such as exchange rates and unit costs.

*If the column title contains the word "exch" then the number of decimal places will be six.
*If the column title contains the word "cost" then the number of decimal places shown will be 3

=== Controlling bracketing of amounts in NEOSYS Financial Reports ===

By convention, high level financial reports show all figures as plain numbers without any arithmetic sign or indication of Dr/Cr EXCEPT where the amount is the opposite (negative) of what is expected. Where the amount is the opposite of what is expected then the numbers are surrounded by brackets in the report.

Sometimes the title next to the number will indicate what the brackets mean. For example the title might say "Profit/(Loss)" which gives the reader a clue that that plain amounts (those without brackets) are profit and any figures in brackets indicate losses.

Use NEOSYS Report Design screen, Column: "Normally Dr/Cr" to control per chart section what is expected (Dr/Cr) and therefore what amounts will have brackets on them.

If you have indented sections within sections set the debit/credit for the main section and it will be effective for all the subsections

=== Controlling section titles and subtotal titles ===

NEOSYS Report Design allows you to specify the section title (which shows at the top of the section) and the section subtotal title (which shows at the end of the section). If the subtotal title is omitted from the report design then the section title is used.

Many financial reports omit the section title at the top and only label the subtotal at the bottom. To accomplish this, move the section title to the subtotal title column (where indentation is not significant) and leave only a dot (.) in the section title to indicate the indenting of sections and subtotals

=== Typical Report Design for a P&L Chart of Account/Report ===

NEOSYS relies on indentation to determine what sections there are in a chart of accounts and therefore where subtotals show in a report.

Typically for a Profit and Loss chart the whole chart has a single master controlling section titled "Net Profit/(Loss)" and this section is marked as "Normally Credit". The purpose of the single master controlling section is to get a grand total for the whole P&L at the bottom of the report (titled "Net Profit/(Loss)") and which represents income less costs, less overheads.

*PROFIT/(LOSS) (normally credit)
**REVENUE
***INCOME
***COSTS (normally debit)
**OVERHEADS or EXPENSES (normally debit)
***CATEGORY 1
***CATEGORY 2
***etc

Within the single master controlling section are typically two subsections.

The REVENUE section commonly has two further subsections INCOME and COSTS. The total of the revenue section (ie the net of INCOME less COSTS) is typically titled something like "Gross Profit/(Loss)"

The OVERHEADS section usually has further subsections to group the various categories of expenses.

Since the master controlling section is set to NORMALLY CREDIT then you will want to set the COSTS and OVERHEADS sections to NORMALLY DEBIT otherwise you will see brackets on all the cost and overhead accounts since they are normally debits.

It is unnecessary and wrong to set individually each subsection of the COSTS and OVERHEADS sections to NORMALLY DEBIT since setting the COST and OVERHEAD controlling sections will automatically set all their subsections to NORMALLY DEBIT. Indeed it would be confusing for future maintainers of the system, so do the proper thing and don't take short cut bodges that solve your problem today but make double work in future to work out what bodges have been made.

Additional sections may be imposed between the above subsections where the structure of the business reporting is more complex. For example there may be sections "Net Profit/(Loss) Before Taxes" and "Taxes" imposed directly under the "Net Profit/(Loss)" section.

Setting up and Configuring NEOSYS Finance System

2016-03-21T12:11:28Z

Arya Mohandas: /* Adding New Charts */

== Financial Reports Access ==

=== Configuring access based on Charts ===

Inorder to block access of other users in a group to not to able to do Financial Reports on certain ledgers, we can configure the Authorisation File for the same:

Menu > Support > Authorisation File

Add task id - FINANCIAL REPORT ACCESS "GL" (where GL is the chart code you want to lock)
Give suitable Lock
Add this lock as a key to the persons who are authorised to access Financial Reports for GL

== Financial year ==

=== Configuring Financial year for new clients ===

For configuring the start of a new financial year while setting up a new Company, we need to go to:
Menu > Finance > Companies and enter the relevant number in the field - Financial Year Starts.

This MUST be done initially 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.

====Standard Financial Period====

The vast majority of companies financial year starts in 1st January and has 12 financial periods starting and stopping on the international calendar months.

NEOSYS also supports in ACCOUNTS ONLY mode non-standard financial periods as follows:

====Calendar month periods not starting January====

For example "7" means that the financial year starts on 1st July and consists of 12 financial periods starting and stopping on the international calendar months. Period 12 is 1-30 June in the following year.

You can get a table of the exact dates of each period from Maintenance mode Menu (F10), Finance, Company File, F6

[[File:accountperiods.jpg]]

====Weekly periods====

For example "13X4WEEK,1/7,5" means that the financial year is divided into 13 periods of 4 weeks each and starts after the Friday (5) nearest to the 1st July (1/7)

=== Posting transactions ===

While posting transactions, there is a field 'Period' which actually means Financial Period.

There is nothing to worry about this while posting transactions for January to December.

But when you are posting transactions under April to March, you need to take special care here. The period should be 1/2007 for the 1st month of the financial period i.e. April, 2007 or 2/2007 for May 2007 and so on.

Likewise 12/2007 would be March, 2008 and respectively for every consecutive year.

== Creating New Charts or Control Accounts==

Support should not be messing with top level chart of accounts (such as creating new control accounts in GL) since they can create an irrecoverable mess unless they know what they are doing.

If clients ask to make any changes to the top level chart of accounts, then look at how the same item is handled in other clients especially those with skilled accountants, remembering that any single other client may be done badly or not optimally and support staff should not propgate anything less than the best practice.

Once you decide the best and truly corrrect way to handle this then also get it into Startup Database so that the request to add such an item does not come again in the future.

== Configuring NEOSYS to convert Foreign Currency to Base Currency ==

By default, the NEOSYS installation allows only a single currency to operate from the Finance System. Incase you do enter any foreign currency and expect the system to auto-calculate the amount to a base currency, you need to configure the Exchange & Coversion A/c details.

=== Error while using foreign currency in the finance system ===

[[Image:foreignCurrency.jpg]]

Before configuring the Exchange & Coversion A/c details, you will get a message saying: "COMPANY NAME is setup for AED currency only" (wherein AED would mean any base currency used in the system.

=== Configuring the use of foreign currency in the finance system ===

To enable the system to accept foreign currencies and to auto-calculate the amounts to the base currencies, you need to configure the Company File with the Exchange A/c No. and the Conversion A/c No. which is usually 982 and 982B in the chart of accounts:

[[Image:foreignCurrency1.jpg]]

==[[Cheque_Design_and_Printing|Cheque Design and Printing]]==

== Configuring Finance Email Alerts ==

=== Collections ===

The NEOSYS Collections File allows you to record and manage activities such as telephone calls and emails etc related to the collection of debts from accounts receivables.

This section explains how to get NEOSYS to email and alert you when collection activity is due. Specifically it lists records from the Collection File where the "next action date" falls between 30 days ago and today. If there is nothing due for action then no email is sent.

For example to create an alert known as COLL01 that runs at 8pm, 12noon and 5pm that runs with the privileges of user STEVE and is emailed to STEVE, JIM and JOAN, issue the following command in maintenance mode/F5.

CREATEALERT COLL01 FINANCE COLLECTION 8,12,17 STEVE JIM,JOAN,STEVE

== Setting up Share Capital Accounts ==
“Share/Capital” is an account in the liabilities section of the chart of accounts. It represents the nominal value of shares that have been issued to shareholders. It might help to think of the balance of the account as a kind of debt repayable to the shareholders in case of liquidation of the company - in return for their initial provision of “capital” in the form of cash and assets to start the company up. In practice, the breakdown of the balance of the account per shareholder really indicates what percentage of the company the shareholders “own” … and their share of any profits or dividends.

In NEOSYS the Share/Capital account is typically setup as a control a/c in the Chart of Accounts of the General Ledger. Its subsidiary chart of accounts represents the share holders either individually or as blocks of shareholders or in total. Individual shareholders of course may be corporate entities themselves.

In a multi-company setup there are likely to be significant interrelated stock holdings – either existing or in the future. It is probably best to have one common subsidiary chart of accounts under the Share/Capital control A/c for all (or at least most) companies or legal entities in NEOSYS. NEOSYS can then produce consolidated and/or comparative financial statements showing stock holdings across all or selected entities.

== Financial Report Design ==
NEOSYS Financial statements design splits the design of COLUMNS and design of ROWS into separate issues.

*Design of COLUMNS is done per financial statement in NEOSYS, Finance, REPORTS, Financial Statements, New/Edit
*Design of ROWS is done per chart of account in NEOSYS, Finance, LEDGERS, Report Design

=== Rows ===

It is quite fiddly and hard to setup all the indented levels and subtotals in the chart in Financial Report Design for a typical P&L Statement. The model database P&L Chart of Accounts should be setup OK but might require modification.

Sections can be very large (i.e. the subtotal is far away from the section heading) and have many levels of *nested* subsections like Russian dolls.

Note that the subtotals that appear in the output do not actually appear in the chart since they are determined automatically by how you setup the section heading line. The titling and under/over lining of the subtotals is determined on the section heading line.

[[image:sec-sub-titles.jpg]]

=== Columns ===

To learn how to design a multi-financial year P&L Financial Statement see [[Designing_a_multi-financial_year_P%26L_Financial_Statement|Designing a multi-financial year P&L Financial Statement]]

==== Exchange rate and Unit Cost columns ====

Column's Information Type: should be "Divide 2 previous columns". This is useful to show ratios such as exchange rates and unit costs.

*If the column title contains the word "exch" then the number of decimal places will be six.
*If the column title contains the word "cost" then the number of decimal places shown will be 3

=== Controlling bracketing of amounts in NEOSYS Financial Reports ===

By convention, high level financial reports show all figures as plain numbers without any arithmetic sign or indication of Dr/Cr EXCEPT where the amount is the opposite (negative) of what is expected. Where the amount is the opposite of what is expected then the numbers are surrounded by brackets in the report.

Sometimes the title next to the number will indicate what the brackets mean. For example the title might say "Profit/(Loss)" which gives the reader a clue that that plain amounts (those without brackets) are profit and any figures in brackets indicate losses.

Use NEOSYS Report Design screen, Column: "Normally Dr/Cr" to control per chart section what is expected (Dr/Cr) and therefore what amounts will have brackets on them.

If you have indented sections within sections set the debit/credit for the main section and it will be effective for all the subsections

=== Controlling section titles and subtotal titles ===

NEOSYS Report Design allows you to specify the section title (which shows at the top of the section) and the section subtotal title (which shows at the end of the section). If the subtotal title is omitted from the report design then the section title is used.

Many financial reports omit the section title at the top and only label the subtotal at the bottom. To accomplish this, move the section title to the subtotal title column (where indentation is not significant) and leave only a dot (.) in the section title to indicate the indenting of sections and subtotals

=== Typical Report Design for a P&L Chart of Account/Report ===

NEOSYS relies on indentation to determine what sections there are in a chart of accounts and therefore where subtotals show in a report.

Typically for a Profit and Loss chart the whole chart has a single master controlling section titled "Net Profit/(Loss)" and this section is marked as "Normally Credit". The purpose of the single master controlling section is to get a grand total for the whole P&L at the bottom of the report (titled "Net Profit/(Loss)") and which represents income less costs, less overheads.

*PROFIT/(LOSS) (normally credit)
**REVENUE
***INCOME
***COSTS (normally debit)
**OVERHEADS or EXPENSES (normally debit)
***CATEGORY 1
***CATEGORY 2
***etc

Within the single master controlling section are typically two subsections.

The REVENUE section commonly has two further subsections INCOME and COSTS. The total of the revenue section (ie the net of INCOME less COSTS) is typically titled something like "Gross Profit/(Loss)"

The OVERHEADS section usually has further subsections to group the various categories of expenses.

Since the master controlling section is set to NORMALLY CREDIT then you will want to set the COSTS and OVERHEADS sections to NORMALLY DEBIT otherwise you will see brackets on all the cost and overhead accounts since they are normally debits.

It is unnecessary and wrong to set individually each subsection of the COSTS and OVERHEADS sections to NORMALLY DEBIT since setting the COST and OVERHEAD controlling sections will automatically set all their subsections to NORMALLY DEBIT. Indeed it would be confusing for future maintainers of the system, so do the proper thing and don't take short cut bodges that solve your problem today but make double work in future to work out what bodges have been made.

Additional sections may be imposed between the above subsections where the structure of the business reporting is more complex. For example there may be sections "Net Profit/(Loss) Before Taxes" and "Taxes" imposed directly under the "Net Profit/(Loss)" section.

Setting up and Configuring NEOSYS Finance System

2016-03-21T12:09:33Z

Arya Mohandas: /* Adding New Charts = */

== Financial Reports Access ==

=== Configuring access based on Charts ===

Inorder to block access of other users in a group to not to able to do Financial Reports on certain ledgers, we can configure the Authorisation File for the same:

Menu > Support > Authorisation File

Add task id - FINANCIAL REPORT ACCESS "GL" (where GL is the chart code you want to lock)
Give suitable Lock
Add this lock as a key to the persons who are authorised to access Financial Reports for GL

== Financial year ==

=== Configuring Financial year for new clients ===

For configuring the start of a new financial year while setting up a new Company, we need to go to:
Menu > Finance > Companies and enter the relevant number in the field - Financial Year Starts.

This MUST be done initially 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.

====Standard Financial Period====

The vast majority of companies financial year starts in 1st January and has 12 financial periods starting and stopping on the international calendar months.

NEOSYS also supports in ACCOUNTS ONLY mode non-standard financial periods as follows:

====Calendar month periods not starting January====

For example "7" means that the financial year starts on 1st July and consists of 12 financial periods starting and stopping on the international calendar months. Period 12 is 1-30 June in the following year.

You can get a table of the exact dates of each period from Maintenance mode Menu (F10), Finance, Company File, F6

[[File:accountperiods.jpg]]

====Weekly periods====

For example "13X4WEEK,1/7,5" means that the financial year is divided into 13 periods of 4 weeks each and starts after the Friday (5) nearest to the 1st July (1/7)

=== Posting transactions ===

While posting transactions, there is a field 'Period' which actually means Financial Period.

There is nothing to worry about this while posting transactions for January to December.

But when you are posting transactions under April to March, you need to take special care here. The period should be 1/2007 for the 1st month of the financial period i.e. April, 2007 or 2/2007 for May 2007 and so on.

Likewise 12/2007 would be March, 2008 and respectively for every consecutive year.

== Adding New Charts ==

Support should not be messing with top level chart of accounts (such as creating new control accounts in GL) since they can create an irrecoverable mess unless they know what they are doing.

If clients ask to add a new chart to the top level chart of accounts, then look at how the same item is handled in other clients especially those with skilled accountants, remembering that any single other client may be done badly or not optimally and support staff should not propgate anything less than the best practice.

Once you decide the best and truly corrrect way to handle this then also get it into Startup Database so that the request to add such an item does not come again in the future.

== Configuring NEOSYS to convert Foreign Currency to Base Currency ==

By default, the NEOSYS installation allows only a single currency to operate from the Finance System. Incase you do enter any foreign currency and expect the system to auto-calculate the amount to a base currency, you need to configure the Exchange & Coversion A/c details.

=== Error while using foreign currency in the finance system ===

[[Image:foreignCurrency.jpg]]

Before configuring the Exchange & Coversion A/c details, you will get a message saying: "COMPANY NAME is setup for AED currency only" (wherein AED would mean any base currency used in the system.

=== Configuring the use of foreign currency in the finance system ===

To enable the system to accept foreign currencies and to auto-calculate the amounts to the base currencies, you need to configure the Company File with the Exchange A/c No. and the Conversion A/c No. which is usually 982 and 982B in the chart of accounts:

[[Image:foreignCurrency1.jpg]]

==[[Cheque_Design_and_Printing|Cheque Design and Printing]]==

== Configuring Finance Email Alerts ==

=== Collections ===

The NEOSYS Collections File allows you to record and manage activities such as telephone calls and emails etc related to the collection of debts from accounts receivables.

This section explains how to get NEOSYS to email and alert you when collection activity is due. Specifically it lists records from the Collection File where the "next action date" falls between 30 days ago and today. If there is nothing due for action then no email is sent.

For example to create an alert known as COLL01 that runs at 8pm, 12noon and 5pm that runs with the privileges of user STEVE and is emailed to STEVE, JIM and JOAN, issue the following command in maintenance mode/F5.

CREATEALERT COLL01 FINANCE COLLECTION 8,12,17 STEVE JIM,JOAN,STEVE

== Setting up Share Capital Accounts ==
“Share/Capital” is an account in the liabilities section of the chart of accounts. It represents the nominal value of shares that have been issued to shareholders. It might help to think of the balance of the account as a kind of debt repayable to the shareholders in case of liquidation of the company - in return for their initial provision of “capital” in the form of cash and assets to start the company up. In practice, the breakdown of the balance of the account per shareholder really indicates what percentage of the company the shareholders “own” … and their share of any profits or dividends.

In NEOSYS the Share/Capital account is typically setup as a control a/c in the Chart of Accounts of the General Ledger. Its subsidiary chart of accounts represents the share holders either individually or as blocks of shareholders or in total. Individual shareholders of course may be corporate entities themselves.

In a multi-company setup there are likely to be significant interrelated stock holdings – either existing or in the future. It is probably best to have one common subsidiary chart of accounts under the Share/Capital control A/c for all (or at least most) companies or legal entities in NEOSYS. NEOSYS can then produce consolidated and/or comparative financial statements showing stock holdings across all or selected entities.

== Financial Report Design ==
NEOSYS Financial statements design splits the design of COLUMNS and design of ROWS into separate issues.

*Design of COLUMNS is done per financial statement in NEOSYS, Finance, REPORTS, Financial Statements, New/Edit
*Design of ROWS is done per chart of account in NEOSYS, Finance, LEDGERS, Report Design

=== Rows ===

It is quite fiddly and hard to setup all the indented levels and subtotals in the chart in Financial Report Design for a typical P&L Statement. The model database P&L Chart of Accounts should be setup OK but might require modification.

Sections can be very large (i.e. the subtotal is far away from the section heading) and have many levels of *nested* subsections like Russian dolls.

Note that the subtotals that appear in the output do not actually appear in the chart since they are determined automatically by how you setup the section heading line. The titling and under/over lining of the subtotals is determined on the section heading line.

[[image:sec-sub-titles.jpg]]

=== Columns ===

To learn how to design a multi-financial year P&L Financial Statement see [[Designing_a_multi-financial_year_P%26L_Financial_Statement|Designing a multi-financial year P&L Financial Statement]]

==== Exchange rate and Unit Cost columns ====

Column's Information Type: should be "Divide 2 previous columns". This is useful to show ratios such as exchange rates and unit costs.

*If the column title contains the word "exch" then the number of decimal places will be six.
*If the column title contains the word "cost" then the number of decimal places shown will be 3

=== Controlling bracketing of amounts in NEOSYS Financial Reports ===

By convention, high level financial reports show all figures as plain numbers without any arithmetic sign or indication of Dr/Cr EXCEPT where the amount is the opposite (negative) of what is expected. Where the amount is the opposite of what is expected then the numbers are surrounded by brackets in the report.

Sometimes the title next to the number will indicate what the brackets mean. For example the title might say "Profit/(Loss)" which gives the reader a clue that that plain amounts (those without brackets) are profit and any figures in brackets indicate losses.

Use NEOSYS Report Design screen, Column: "Normally Dr/Cr" to control per chart section what is expected (Dr/Cr) and therefore what amounts will have brackets on them.

If you have indented sections within sections set the debit/credit for the main section and it will be effective for all the subsections

=== Controlling section titles and subtotal titles ===

NEOSYS Report Design allows you to specify the section title (which shows at the top of the section) and the section subtotal title (which shows at the end of the section). If the subtotal title is omitted from the report design then the section title is used.

Many financial reports omit the section title at the top and only label the subtotal at the bottom. To accomplish this, move the section title to the subtotal title column (where indentation is not significant) and leave only a dot (.) in the section title to indicate the indenting of sections and subtotals

=== Typical Report Design for a P&L Chart of Account/Report ===

NEOSYS relies on indentation to determine what sections there are in a chart of accounts and therefore where subtotals show in a report.

Typically for a Profit and Loss chart the whole chart has a single master controlling section titled "Net Profit/(Loss)" and this section is marked as "Normally Credit". The purpose of the single master controlling section is to get a grand total for the whole P&L at the bottom of the report (titled "Net Profit/(Loss)") and which represents income less costs, less overheads.

*PROFIT/(LOSS) (normally credit)
**REVENUE
***INCOME
***COSTS (normally debit)
**OVERHEADS or EXPENSES (normally debit)
***CATEGORY 1
***CATEGORY 2
***etc

Within the single master controlling section are typically two subsections.

The REVENUE section commonly has two further subsections INCOME and COSTS. The total of the revenue section (ie the net of INCOME less COSTS) is typically titled something like "Gross Profit/(Loss)"

The OVERHEADS section usually has further subsections to group the various categories of expenses.

Since the master controlling section is set to NORMALLY CREDIT then you will want to set the COSTS and OVERHEADS sections to NORMALLY DEBIT otherwise you will see brackets on all the cost and overhead accounts since they are normally debits.

It is unnecessary and wrong to set individually each subsection of the COSTS and OVERHEADS sections to NORMALLY DEBIT since setting the COST and OVERHEAD controlling sections will automatically set all their subsections to NORMALLY DEBIT. Indeed it would be confusing for future maintainers of the system, so do the proper thing and don't take short cut bodges that solve your problem today but make double work in future to work out what bodges have been made.

Additional sections may be imposed between the above subsections where the structure of the business reporting is more complex. For example there may be sections "Net Profit/(Loss) Before Taxes" and "Taxes" imposed directly under the "Net Profit/(Loss)" section.

Setting up and Configuring NEOSYS Finance System

2016-03-21T12:09:20Z

Arya Mohandas:

== Financial Reports Access ==

=== Configuring access based on Charts ===

Inorder to block access of other users in a group to not to able to do Financial Reports on certain ledgers, we can configure the Authorisation File for the same:

Menu > Support > Authorisation File

Add task id - FINANCIAL REPORT ACCESS "GL" (where GL is the chart code you want to lock)
Give suitable Lock
Add this lock as a key to the persons who are authorised to access Financial Reports for GL

== Financial year ==

=== Configuring Financial year for new clients ===

For configuring the start of a new financial year while setting up a new Company, we need to go to:
Menu > Finance > Companies and enter the relevant number in the field - Financial Year Starts.

This MUST be done initially 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.

====Standard Financial Period====

The vast majority of companies financial year starts in 1st January and has 12 financial periods starting and stopping on the international calendar months.

NEOSYS also supports in ACCOUNTS ONLY mode non-standard financial periods as follows:

====Calendar month periods not starting January====

For example "7" means that the financial year starts on 1st July and consists of 12 financial periods starting and stopping on the international calendar months. Period 12 is 1-30 June in the following year.

You can get a table of the exact dates of each period from Maintenance mode Menu (F10), Finance, Company File, F6

[[File:accountperiods.jpg]]

====Weekly periods====

For example "13X4WEEK,1/7,5" means that the financial year is divided into 13 periods of 4 weeks each and starts after the Friday (5) nearest to the 1st July (1/7)

=== Posting transactions ===

While posting transactions, there is a field 'Period' which actually means Financial Period.

There is nothing to worry about this while posting transactions for January to December.

But when you are posting transactions under April to March, you need to take special care here. The period should be 1/2007 for the 1st month of the financial period i.e. April, 2007 or 2/2007 for May 2007 and so on.

Likewise 12/2007 would be March, 2008 and respectively for every consecutive year.

== Adding New Charts ===

Support should not be messing with top level chart of accounts (such as creating new control accounts in GL) since they can create an irrecoverable mess unless they know what they are doing.

If clients ask to add a new chart to the top level chart of accounts, then look at how the same item is handled in other clients especially those with skilled accountants, remembering that any single other client may be done badly or not optimally and support staff should not propgate anything less than the best practice.

Once you decide the best and truly corrrect way to handle this then also get it into Startup Database so that the request to add such an item does not come again in the future.

== Configuring NEOSYS to convert Foreign Currency to Base Currency ==

By default, the NEOSYS installation allows only a single currency to operate from the Finance System. Incase you do enter any foreign currency and expect the system to auto-calculate the amount to a base currency, you need to configure the Exchange & Coversion A/c details.

=== Error while using foreign currency in the finance system ===

[[Image:foreignCurrency.jpg]]

Before configuring the Exchange & Coversion A/c details, you will get a message saying: "COMPANY NAME is setup for AED currency only" (wherein AED would mean any base currency used in the system.

=== Configuring the use of foreign currency in the finance system ===

To enable the system to accept foreign currencies and to auto-calculate the amounts to the base currencies, you need to configure the Company File with the Exchange A/c No. and the Conversion A/c No. which is usually 982 and 982B in the chart of accounts:

[[Image:foreignCurrency1.jpg]]

==[[Cheque_Design_and_Printing|Cheque Design and Printing]]==

== Configuring Finance Email Alerts ==

=== Collections ===

The NEOSYS Collections File allows you to record and manage activities such as telephone calls and emails etc related to the collection of debts from accounts receivables.

This section explains how to get NEOSYS to email and alert you when collection activity is due. Specifically it lists records from the Collection File where the "next action date" falls between 30 days ago and today. If there is nothing due for action then no email is sent.

For example to create an alert known as COLL01 that runs at 8pm, 12noon and 5pm that runs with the privileges of user STEVE and is emailed to STEVE, JIM and JOAN, issue the following command in maintenance mode/F5.

CREATEALERT COLL01 FINANCE COLLECTION 8,12,17 STEVE JIM,JOAN,STEVE

== Setting up Share Capital Accounts ==
“Share/Capital” is an account in the liabilities section of the chart of accounts. It represents the nominal value of shares that have been issued to shareholders. It might help to think of the balance of the account as a kind of debt repayable to the shareholders in case of liquidation of the company - in return for their initial provision of “capital” in the form of cash and assets to start the company up. In practice, the breakdown of the balance of the account per shareholder really indicates what percentage of the company the shareholders “own” … and their share of any profits or dividends.

In NEOSYS the Share/Capital account is typically setup as a control a/c in the Chart of Accounts of the General Ledger. Its subsidiary chart of accounts represents the share holders either individually or as blocks of shareholders or in total. Individual shareholders of course may be corporate entities themselves.

In a multi-company setup there are likely to be significant interrelated stock holdings – either existing or in the future. It is probably best to have one common subsidiary chart of accounts under the Share/Capital control A/c for all (or at least most) companies or legal entities in NEOSYS. NEOSYS can then produce consolidated and/or comparative financial statements showing stock holdings across all or selected entities.

== Financial Report Design ==
NEOSYS Financial statements design splits the design of COLUMNS and design of ROWS into separate issues.

*Design of COLUMNS is done per financial statement in NEOSYS, Finance, REPORTS, Financial Statements, New/Edit
*Design of ROWS is done per chart of account in NEOSYS, Finance, LEDGERS, Report Design

=== Rows ===

It is quite fiddly and hard to setup all the indented levels and subtotals in the chart in Financial Report Design for a typical P&L Statement. The model database P&L Chart of Accounts should be setup OK but might require modification.

Sections can be very large (i.e. the subtotal is far away from the section heading) and have many levels of *nested* subsections like Russian dolls.

Note that the subtotals that appear in the output do not actually appear in the chart since they are determined automatically by how you setup the section heading line. The titling and under/over lining of the subtotals is determined on the section heading line.

[[image:sec-sub-titles.jpg]]

=== Columns ===

To learn how to design a multi-financial year P&L Financial Statement see [[Designing_a_multi-financial_year_P%26L_Financial_Statement|Designing a multi-financial year P&L Financial Statement]]

==== Exchange rate and Unit Cost columns ====

Column's Information Type: should be "Divide 2 previous columns". This is useful to show ratios such as exchange rates and unit costs.

*If the column title contains the word "exch" then the number of decimal places will be six.
*If the column title contains the word "cost" then the number of decimal places shown will be 3

=== Controlling bracketing of amounts in NEOSYS Financial Reports ===

By convention, high level financial reports show all figures as plain numbers without any arithmetic sign or indication of Dr/Cr EXCEPT where the amount is the opposite (negative) of what is expected. Where the amount is the opposite of what is expected then the numbers are surrounded by brackets in the report.

Sometimes the title next to the number will indicate what the brackets mean. For example the title might say "Profit/(Loss)" which gives the reader a clue that that plain amounts (those without brackets) are profit and any figures in brackets indicate losses.

Use NEOSYS Report Design screen, Column: "Normally Dr/Cr" to control per chart section what is expected (Dr/Cr) and therefore what amounts will have brackets on them.

If you have indented sections within sections set the debit/credit for the main section and it will be effective for all the subsections

=== Controlling section titles and subtotal titles ===

NEOSYS Report Design allows you to specify the section title (which shows at the top of the section) and the section subtotal title (which shows at the end of the section). If the subtotal title is omitted from the report design then the section title is used.

Many financial reports omit the section title at the top and only label the subtotal at the bottom. To accomplish this, move the section title to the subtotal title column (where indentation is not significant) and leave only a dot (.) in the section title to indicate the indenting of sections and subtotals

=== Typical Report Design for a P&L Chart of Account/Report ===

NEOSYS relies on indentation to determine what sections there are in a chart of accounts and therefore where subtotals show in a report.

Typically for a Profit and Loss chart the whole chart has a single master controlling section titled "Net Profit/(Loss)" and this section is marked as "Normally Credit". The purpose of the single master controlling section is to get a grand total for the whole P&L at the bottom of the report (titled "Net Profit/(Loss)") and which represents income less costs, less overheads.

*PROFIT/(LOSS) (normally credit)
**REVENUE
***INCOME
***COSTS (normally debit)
**OVERHEADS or EXPENSES (normally debit)
***CATEGORY 1
***CATEGORY 2
***etc

Within the single master controlling section are typically two subsections.

The REVENUE section commonly has two further subsections INCOME and COSTS. The total of the revenue section (ie the net of INCOME less COSTS) is typically titled something like "Gross Profit/(Loss)"

The OVERHEADS section usually has further subsections to group the various categories of expenses.

Since the master controlling section is set to NORMALLY CREDIT then you will want to set the COSTS and OVERHEADS sections to NORMALLY DEBIT otherwise you will see brackets on all the cost and overhead accounts since they are normally debits.

It is unnecessary and wrong to set individually each subsection of the COSTS and OVERHEADS sections to NORMALLY DEBIT since setting the COST and OVERHEAD controlling sections will automatically set all their subsections to NORMALLY DEBIT. Indeed it would be confusing for future maintainers of the system, so do the proper thing and don't take short cut bodges that solve your problem today but make double work in future to work out what bodges have been made.

Additional sections may be imposed between the above subsections where the structure of the business reporting is more complex. For example there may be sections "Net Profit/(Loss) Before Taxes" and "Taxes" imposed directly under the "Net Profit/(Loss)" section.

General FAQ

2016-03-16T12:24:29Z

Arya Mohandas: /* Internet Explorer and Firefox */

==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 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 NEOSYS documents (Booking Orders, Invoices etc)?==

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled.

To know why, see [[Using_NEOSYS_Agency_System#Why_doesnt_NEOSYS_allow_canceling_or_amendment_of_Invoices_after_issue.3F|Why doesn't NEOSYS allow cancelling or amendment of Invoices after issue]]

For example of how to cancel a Job, see [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]]

==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 saved or cut and pasted into Excel which should be acceptable by auditors or other software. NEOSYS can do specific formats if required.

To open NEOSYS documents in Excel, Word etc. in Internet Explorer see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc. Open in Excel]

To export Invoices in Excel format, see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format Export Invoices]

For more information on Exporting to other Finance systems See [http://userwiki.neosys.com/index.php/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

2016-03-16T12:20:30Z

Arya Mohandas: /* Internet Explorer and Firefox */

==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.

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

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 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 NEOSYS documents (Booking Orders, Invoices etc)?==

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled.

To know why, see [[Using_NEOSYS_Agency_System#Why_doesnt_NEOSYS_allow_canceling_or_amendment_of_Invoices_after_issue.3F|Why doesn't NEOSYS allow cancelling or amendment of Invoices after issue]]

For example of how to cancel a Job, see [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]]

==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 saved or cut and pasted into Excel which should be acceptable by auditors or other software. NEOSYS can do specific formats if required.

To open NEOSYS documents in Excel, Word etc. in Internet Explorer see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc. Open in Excel]

To export Invoices in Excel format, see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format Export Invoices]

For more information on Exporting to other Finance systems See [http://userwiki.neosys.com/index.php/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

2016-03-16T12:10:43Z

Arya Mohandas: /* How to handle printing continuation pages of NEOSYS generated documents? */

==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 [refer here]

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 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 NEOSYS documents (Booking Orders, Invoices etc)?==

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled.

To know why, see [[Using_NEOSYS_Agency_System#Why_doesnt_NEOSYS_allow_canceling_or_amendment_of_Invoices_after_issue.3F|Why doesn't NEOSYS allow cancelling or amendment of Invoices after issue]]

For example of how to cancel a Job, see [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]]

==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 saved or cut and pasted into Excel which should be acceptable by auditors or other software. NEOSYS can do specific formats if required.

To open NEOSYS documents in Excel, Word etc. in Internet Explorer see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc. Open in Excel]

To export Invoices in Excel format, see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format Export Invoices]

For more information on Exporting to other Finance systems See [http://userwiki.neosys.com/index.php/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

2016-03-16T10:14:06Z

Arya Mohandas: /* How to print continuation pages? */

==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

Try out different options in Page Scaling dropdown to control where the content ges cuts off.

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.

==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 NEOSYS documents (Booking Orders, Invoices etc)?==

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled.

To know why, see [[Using_NEOSYS_Agency_System#Why_doesnt_NEOSYS_allow_canceling_or_amendment_of_Invoices_after_issue.3F|Why doesn't NEOSYS allow cancelling or amendment of Invoices after issue]]

For example of how to cancel a Job, see [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]]

==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 saved or cut and pasted into Excel which should be acceptable by auditors or other software. NEOSYS can do specific formats if required.

To open NEOSYS documents in Excel, Word etc. in Internet Explorer see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc. Open in Excel]

To export Invoices in Excel format, see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format Export Invoices]

For more information on Exporting to other Finance systems See [http://userwiki.neosys.com/index.php/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

2016-03-16T10:10:23Z

Arya Mohandas:

==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 print continuation pages? ==

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

Try out different options in Page Scaling dropdown to control where the content ges cuts off.

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.

==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 NEOSYS documents (Booking Orders, Invoices etc)?==

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled.

To know why, see [[Using_NEOSYS_Agency_System#Why_doesnt_NEOSYS_allow_canceling_or_amendment_of_Invoices_after_issue.3F|Why doesn't NEOSYS allow cancelling or amendment of Invoices after issue]]

For example of how to cancel a Job, see [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]]

==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 saved or cut and pasted into Excel which should be acceptable by auditors or other software. NEOSYS can do specific formats if required.

To open NEOSYS documents in Excel, Word etc. in Internet Explorer see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc. Open in Excel]

To export Invoices in Excel format, see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format Export Invoices]

For more information on Exporting to other Finance systems See [http://userwiki.neosys.com/index.php/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]

Agency FAQ

2016-03-16T10:07:06Z

Arya Mohandas: /* How to print continuation pages */

== 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]]

== Can I resize images to 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 from 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 other 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 ====

LETS 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 ok 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]]

lets 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 lets 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 become 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 doesnt look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Look at it zoomed 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 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]]

Agency FAQ

2016-03-16T09:02:31Z

Arya Mohandas:

File:Ff pagescale.jpg

2016-03-16T09:00:19Z

Arya Mohandas:

Agency FAQ

2016-03-15T12:29:45Z

Arya Mohandas: /* How to classify suppliers into groups? */

Agency FAQ

2016-03-15T12:27:35Z

Arya Mohandas: /* How to classify suppliers into groups? */

File:S mediadiary.jpg

2016-03-15T12:24:09Z

Arya Mohandas: Arya Mohandas uploaded a new version of File:S mediadiary.jpg

File:Sg mediadiary.jpg

2016-03-15T12:23:52Z

Arya Mohandas: Arya Mohandas uploaded a new version of File:Sg mediadiary.jpg

Agency FAQ

2016-03-15T12:20:00Z

Arya Mohandas:

== 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]]

== Can I resize images to 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 from 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 other 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 ====

LETS 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 ok 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]]

lets 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 lets 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 become 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 doesnt look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Look at it zoomed 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 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]]

If E-Pehla is entered in the Supplier filter, informaton pertaining directly to E-Pehla only will be shown:

[[File:s_mediadiary.jpg]]