NEOSYS User Support Wiki - User contributions [en]

Exporting to other finance systems

2012-02-26T08:19:12Z

Ashwin: /* Exporting using XML files */

== Exporting using XML files ==
For exporting to the SAP interface, NEOSYS is able to generate XML files which can be loaded directly into SAP without the need for conversion.

=== File Types ===

==== Provisions XML File ====
The Provisions XML file, when generated on a particular day of a month, contains:
#Provisions for all ads which have been booked but not yet invoiced for the current month (until the last day of the month eg. 1-31 Jan or 1-28 Feb etc)
#Reversals of all ads for which provisions were created in the prior batch
#Re-entry of provisions for ads from the beginning of the current year until the last day of the prior month (eg. if the batch was run on 25th June, the provisions will be created for the period 1-Jan until 31-May)

P&L Provision Expense A/c (38131099) (40) DR
B/S Provision Expense A/c (14424005) (50) CR

''' Reversals will be the opposite of the above. '''

==== Invoices XML File ====
This Invoices XML file when generated in a particular month contains entry of actual expense and supplier invoiced amount

The invoice amounts only appears if the invoice is issued and approved for posting in the "Approval Date field" under Old Invoice Printouts.

P&L Actual Expense A/c (38101001) (40) DR
Supplier A/c (503475) (31) CR

'''Reversals/credit notes will be the opposite of the above.'''

=== Exporting XML Files using Finance Interface ===

==== Generation of XML files ====

The XML files can be generated by users having permissions to finance functions. It is available under '''Menu > Media > Invoices > Finance Interface'''

[[image:NEOSYS Finance Interface.jpg]]

Note the following points for usage of this Function:

#As stated above, the XML files have to be individually generated for Provisions and Invoices and an example of how the screen looks like is shown below.
#Once you are ready to generate the XML files for the month, click on the button Generate once each in the Provisions and Invoices column.
#Generating the Invoices XML requires the invoices to be approved prior to this or no data will be available in the Invoices XML file.
#The moment you click on either all the data is gathered and shown on the screen in an XML file.
#Clicking again on the generate button DOES NOT collect new data and only brings up the last file. Hence you need to interface the generated file and there is NO WAY to not accept it.
#After successful interfacing of both/either of the files into SAP, you need to sign off the interface by clicking on SIGN, to allow the next batch to be generated.
#If you do successive generations in a particular month for Provisions, you need to note that the later will create a reversals of the earlier provisions and re-enter all year to date (until last day of prior month) as stated above in the Provisions XML file information
#You can get an Excel/HTML version of the output XML file by clicking on the REPORT button in both the columns
#Clicking on the Crosstab button will get you a pivot report of the XML data interfaced
#Clicking on the Prior button in the crosstab section will generate the last XML file prior to the one you are going to sign off, besides getting an Excel/HTML output and Crosstab report of the same
#Clicking on the YTD button in the crosstab section will generate the YTD information of all the XML files in a single file, besides getting an Excel/HTML output and Crosstab report of the same (Invoices does not give a cross tab for YTD).
#The Crosstab section allows you to add additional rows of the information you want to display.
#In the Crosstab columns section it is best to select A/c No to get a good overview of the figures and likewise it is best to select Both for Dr/Cr.

==== Procedure to generate Provisions XML file ====

#Login to NEOSYS [[image:NEOSYS Login.jpg]]
#Go to Menu > Media > Invoices and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, I, F): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate under Provisions: [[image:Latest Generate.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys provisions interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Provisions XML file by clicking as follows: [[image:Latest List.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Copy to Excel.jpg]] 
#To get a pivot table of the same for the Provisions XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Provisions XML file generated so that the system can generate the next output [[image:Sign.jpg]] 

==== Procedure to generate Invoice XML file ====
#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Get a list of Invoices pending approval (only approved invoiced are taken in the interface) by going to Menu > Media > Invoices > List of Invoices (Keyboard shortcuts instead of mouse - Alt+M, M, I, S). On this screen, key in the date range you require and tick the Not Approved option (even if you approve future month invoices it will not be picked up for interfacing until that month arrives). [[image:invapproval_list.jpg]] 
#Approve the invoices which you require to interface by going to Menu > Media > Invoices > Old Invoices/Proforma (Keyboard shortcuts instead of mouse - Alt+M, M, I, O). In this screen, key in the invoice number, or multiple invoice numbers separated by comma or a range of invoice numbers. Enter the current date as the approval date and click on reprint. You may discard the reprinted invoice after it pops up. [[image:invapproval.jpg]] 
#Now you can generate the invoices XML by by going to Menu > Media > Invoices and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, I, S): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate on the Invoices tab: [[image:Latest Generate Invoices.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys invoices interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder Invoice.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Invoices XML file by clicking as follows: [[image:Latest List Invoice.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Excel Invoice.jpg]] 
#To get a pivot table of the same for the Invoices XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot Invoice.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation Invoice.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Invoices XML file generated so that the system can generate the next output: [[image:Invoices Sign.jpg]] 

== Closing of the book month ==

After running the XML files and signing them off, you may decide to restrict the media operations from amending any schedules or bookings. This can be done by specifying the latest closed period in the Company File (Menu > Finance > Companies) and select the relevant company.

#Specifying the closed period - finance will block users to issue invoices or any finance documents
#Specifying the closed period - operations will block users to amend / edit / create schedule and/or any document in the media system

Specifying 6/2011 ensures that no users can do any changes in either finance or operations (which ever is selected) for June 2012 and any period before it (Year to date)

[[Image:companyfileperiod.jpg]]

Troubleshooting NEOSYS Generally

2012-02-19T10:18:57Z

Ashwin: /* NO LOCK RECORD error when working on NEOSYS */

== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==

=== Within a local area network (LAN) ===
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

* Is the user connected to a network? - verify this by opening up a website (www.google.com)
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office

== Resolving the network/server failure/.send/no lock period error messages ==

=== Error Message ===

The following error messages may appear:

[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

[[image:insend.jpg]]
ERROR: -2146697208 The download of the specified resource has failed.
in .Send

[[image:NWCONERROR1.jpg]]
Cannot release document. Try again ?
Error: Network or Server Failure. (No response)
Please try again later
and/or get technical assistance
-2146697211 System error: -2146697211.
in .Send

[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

[[image:internetconnectivyissue.jpg]]
ERROR: -2146697205 System Error: 2146697205
in .Send

[[image:nolockperiod.jpg]]
Cannot save "DOCUMENT NAME" because:
Somebody has updated this record.
Your update cannot be applied.
This session id does not agree "NO LOCK PERIOD"

=== Possible Causes ===

The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

This also could happen within an office over the LAN when there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling.

Sometimes the error, especially "no lock period" could occur due to third party tool bars installed which install additional DNS addresses or mess around with the browser settings.

=== Solution ===

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.

In the case of "no lock period" it would be advisable to do a browser reset in addition to the solutions listed above.

== Fixing "" does not exist in the clients file Error Message ==

=== Problem explained ===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

Error Message: "" does not exist in the clients file.

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==

Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted

=== Symptoms ===

#Internet Explorer Windows "disappears" while working on a document.
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.

=== Cause ===

Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.

=== Work around ===

Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.

=== Permanent Solution ===

#Remove Internet Explorer Add-ons
#Reinstall Internet Explorer
#Reinstall Windows

== Troubleshooting the "Database not available" error message ==

=== Problem explained ===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

=== Solution explained ===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer Techwiki.

== Troubleshooting login failure (invalid username and/or password) ==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

Error Message:
Cannot login because:
Error: Invalid username and/or password

Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :

1) Password reminder - if the user has a registered and accessible email account [[How_to_reset_the_password%3F|Reset Password]],

or

2) By an administrator using the Authorisation File.

If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :

F5
LIST USERS WITH EXPIRY_DATE

This will indicate if the user has an expiry date set on it. There are instances where in you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists.

If you notice a user with showing which matches the user that has the problem with the password, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. You need to verify it has indeed cleared it by running the command in maintenance again.

== Troubleshooting Internet Explorer ==
[[Troubleshooting IE]]

== Troubleshooting Safari Browser for MAC OS ==
[[Troubleshooting Safari for MAC OS]]

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==

=== Problem explained ===

This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

=== Solution explained ===

Restart all the processes for the dataset in question. This will solve the problem.

== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==

=== Cause ===

If no menu is locked in Authorisation File then menu access is not determined by task authorisations, it is determined by what MENU CODE they were given in the Authorisation File before MENU CODE was removed from the Authorisation File in later versions of the NEOSYS software - and replaced with the current menu tasks concept.

=== Solution ===

Implement “authorisation per menu” by adding appropriate locks to ALL menus remembering that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==

There are 2 scenarios :

# The html file is sent by email by using the File > Send > Page by email… option on IE
# The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario (1) works fine, however, when a document is saved on the user’s desktop as an “html” file as mentioned in scenario (2), the “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

== Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:
#'''In the converter Menu, Click on Down Arrow > Preferences.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]] 
#'''Under General Tab, Select HTML in the conversion settings and click on OK.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]] 

The PDF converted files should now be created without headers or footers.

Troubleshooting NEOSYS Generally

2012-02-19T10:16:52Z

Ashwin: /* Resolving the network/server failure/.send error messages */

Troubleshooting NEOSYS Generally

2012-02-19T06:10:55Z

Ashwin: /* NO LOCK RECORD error when working on NEOSYS */

== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==

=== Within a local area network (LAN) ===
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

* Is the user connected to a network? - verify this by opening up a website (www.google.com)
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office

== Resolving the network/server failure/.send error messages ==

=== Error Message ===

The following error messages may appear:

[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

[[image:insend.jpg]]
ERROR: -2146697208 The download of the specified resource has failed.
in .Send

[[image:NWCONERROR1.jpg]]
Cannot release document. Try again ?
Error: Network or Server Failure. (No response)
Please try again later
and/or get technical assistance
-2146697211 System error: -2146697211.
in .Send

[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

[[image:internetconnectivyissue.jpg]]
ERROR: -2146697205 System Error: 2146697205
in .Send

=== Possible Causes ===

The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

This also could happen within an office over the LAN when there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling.

=== Solution ===

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.

== Fixing "" does not exist in the clients file Error Message ==

=== Problem explained ===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

Error Message: "" does not exist in the clients file.

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==

Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted

=== Symptoms ===

#Internet Explorer Windows "disappears" while working on a document.
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.

=== Cause ===

Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.

=== Work around ===

Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.

=== Permanent Solution ===

#Remove Internet Explorer Add-ons
#Reinstall Internet Explorer
#Reinstall Windows

== Troubleshooting the "Database not available" error message ==

=== Problem explained ===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

=== Solution explained ===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer Techwiki.

== Troubleshooting login failure (invalid username and/or password) ==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

Error Message:
Cannot login because:
Error: Invalid username and/or password

Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :

1) Password reminder - if the user has a registered and accessible email account [[How_to_reset_the_password%3F|Reset Password]],

or

2) By an administrator using the Authorisation File.

If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :

F5
LIST USERS WITH EXPIRY_DATE

This will indicate if the user has an expiry date set on it. There are instances where in you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists.

If you notice a user with showing which matches the user that has the problem with the password, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. You need to verify it has indeed cleared it by running the command in maintenance again.

== Troubleshooting Internet Explorer ==
[[Troubleshooting IE]]

== Troubleshooting Safari Browser for MAC OS ==
[[Troubleshooting Safari for MAC OS]]

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==

=== Problem explained ===

This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

=== Solution explained ===

Restart all the processes for the dataset in question. This will solve the problem.

== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==

=== Cause ===

If no menu is locked in Authorisation File then menu access is not determined by task authorisations, it is determined by what MENU CODE they were given in the Authorisation File before MENU CODE was removed from the Authorisation File in later versions of the NEOSYS software - and replaced with the current menu tasks concept.

=== Solution ===

Implement “authorisation per menu” by adding appropriate locks to ALL menus remembering that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==

There are 2 scenarios :

# The html file is sent by email by using the File > Send > Page by email… option on IE
# The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario (1) works fine, however, when a document is saved on the user’s desktop as an “html” file as mentioned in scenario (2), the “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

== Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:
#'''In the converter Menu, Click on Down Arrow > Preferences.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]] 
#'''Under General Tab, Select HTML in the conversion settings and click on OK.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]] 

The PDF converted files should now be created without headers or footers.

== NO LOCK RECORD error when working on NEOSYS ==

=== Error Message ===

The following error message appears:

Cannot save "DOCUMENT NAME" because:
Somebody has updated this record.
Your update cannot be applied.
This session id does not agree "NO LOCK PERIOD"

=== Possible Causes ===

Loss of connection could be for a huge variety of reasons including server, network, and workstation failures. Some reasons are explained below:

#There has been a temporary loss of connection to the server for some period of time: The NEOSYS web page needs to periodically "refresh" the exclusive lock on the document being edited. If NEOSYS cannot perform the refresh it may lose the rights to save the document.
#There is some other error in NEOSYS software while saving the record: Probably another error message would come before this one and that message should be sent to NEOSYS in order to solve the actual problem.
#Bad Internet Explorer Configuration: Loss of cookies etc due to third party software (internet toolbars/spyware etc)

=== Solution ===

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.

In some cases you might need to reset your Internet Explorer to factory default. However it is best you contact NEOSYS support staff if the problem is recurring and only do a factory reset if advised to do so.

Troubleshooting NEOSYS Generally

2012-02-19T06:10:53Z

Ashwin: /* Resolving the "Network or server failure. (No response) Please try again later and/or get technical assistance" message */

== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==

=== Within a local area network (LAN) ===
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

* Is the user connected to a network? - verify this by opening up a website (www.google.com)
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office

== Resolving the network/server failure/.send error messages ==

=== Error Message ===

The following error messages may appear:

[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

[[image:insend.jpg]]
ERROR: -2146697208 The download of the specified resource has failed.
in .Send

[[image:NWCONERROR1.jpg]]
Cannot release document. Try again ?
Error: Network or Server Failure. (No response)
Please try again later
and/or get technical assistance
-2146697211 System error: -2146697211.
in .Send

[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

[[image:internetconnectivyissue.jpg]]
ERROR: -2146697205 System Error: 2146697205
in .Send

=== Possible Causes ===

The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

This also could happen within an office over the LAN when there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling.

=== Solution ===

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.

== Fixing "" does not exist in the clients file Error Message ==

=== Problem explained ===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

Error Message: "" does not exist in the clients file.

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==

Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted

=== Symptoms ===

#Internet Explorer Windows "disappears" while working on a document.
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.

=== Cause ===

Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.

=== Work around ===

Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.

=== Permanent Solution ===

#Remove Internet Explorer Add-ons
#Reinstall Internet Explorer
#Reinstall Windows

== Troubleshooting the "Database not available" error message ==

=== Problem explained ===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

=== Solution explained ===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer Techwiki.

== Troubleshooting login failure (invalid username and/or password) ==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

Error Message:
Cannot login because:
Error: Invalid username and/or password

Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :

1) Password reminder - if the user has a registered and accessible email account [[How_to_reset_the_password%3F|Reset Password]],

or

2) By an administrator using the Authorisation File.

If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :

F5
LIST USERS WITH EXPIRY_DATE

This will indicate if the user has an expiry date set on it. There are instances where in you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists.

If you notice a user with showing which matches the user that has the problem with the password, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. You need to verify it has indeed cleared it by running the command in maintenance again.

== Troubleshooting Internet Explorer ==
[[Troubleshooting IE]]

== Troubleshooting Safari Browser for MAC OS ==
[[Troubleshooting Safari for MAC OS]]

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==

=== Problem explained ===

This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

=== Solution explained ===

Restart all the processes for the dataset in question. This will solve the problem.

== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==

=== Cause ===

If no menu is locked in Authorisation File then menu access is not determined by task authorisations, it is determined by what MENU CODE they were given in the Authorisation File before MENU CODE was removed from the Authorisation File in later versions of the NEOSYS software - and replaced with the current menu tasks concept.

=== Solution ===

Implement “authorisation per menu” by adding appropriate locks to ALL menus remembering that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==

There are 2 scenarios :

# The html file is sent by email by using the File > Send > Page by email… option on IE
# The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario (1) works fine, however, when a document is saved on the user’s desktop as an “html” file as mentioned in scenario (2), the “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

== Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:
#'''In the converter Menu, Click on Down Arrow > Preferences.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]] 
#'''Under General Tab, Select HTML in the conversion settings and click on OK.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]] 

The PDF converted files should now be created without headers or footers.

== NO LOCK RECORD error when working on NEOSYS ==

=== Error Message ===

The following error message appears:

Cannot save "DOCUMENT NAME" because:
Somebody has updated this record.
Your update cannot be applied.
This session id does not agree "NO LOCK PERIOD"

=== Possible Causes ===

Loss of connection could be for a huge variety of reasons including server, network, and workstation failures. Some reasons are explained below:

#There has been a temporary loss of connection to the server for some period of time: The NEOSYS web page needs to periodically "refresh" the exclusive lock on the document being edited. If NEOSYS cannot perform the refresh it may lose the rights to save the document.
#There is some other error in NEOSYS software while saving the record: Probably another error message would come before this one and that message should be sent to NEOSYS in order to solve the actual problem.
#Bad Internet Explorer Configuration: Loss of cookies etc due to third party software (internet toolbars/spyware etc)

=== Solution ===

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

In some cases you might need to reset your Internet Explorer to factory default. However it is best you contact NEOSYS support staff if the problem is recurring and only do a factory reset if advised to do so.

Troubleshooting NEOSYS Generally

2012-02-16T07:12:10Z

Ashwin: /* Troubleshooting login failure (invalid username and/or password) */

== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==

=== Within a local area network (LAN) ===
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

* Is the user connected to a network? - verify this by opening up a website (www.google.com)
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office

== Resolving the "Network or server failure. (No response) Please try again later and/or get technical assistance" message ==

Appears in versions of NEOSYS dated 8 Feb 2009 onwards and is the same as the following error.

=== Understanding the "system cannot locate the resource specified. in .Send" message ===

==== Problem explained ====
While working on NEOSYS, a user might get the following message as a pop-up:

[[image:errorspecifiedresource.jpg]]

ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

[[image:insend.jpg]]

ERROR: -2146697208 The download of the specified resource has failed.
in .Send

=== Understanding Internet Connectivity Errors ===
==== Problem Explained ====
While trying to save a document in NEOSYS, users might get the following pop-up messages:

[[image:NWCONERROR1.jpg]]

Cannot release document. Try again ?
Error: Network or Server Failure. (No response)
Please try again later
and/or get technical assistance
-2146697211 System error: -2146697211.
in .Send

[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

This also could happen within an office over the LAN when there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling.

For Example:
[[image:internetconnectivyissue.jpg]]
ERROR: -2146697205 System Error: 2146697205
in .Send

''HINT'' : Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.

=== Solution ===

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

So it would be advisable to just wait and try again.

If within an office, then the IT people have to investigate possible causes as explained above.

== Fixing "" does not exist in the clients file Error Message ==

=== Problem explained ===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

Error Message: "" does not exist in the clients file.

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==

Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted

=== Symptoms ===

#Internet Explorer Windows "disappears" while working on a document.
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.

=== Cause ===

Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.

=== Work around ===

Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.

=== Permanent Solution ===

#Remove Internet Explorer Add-ons
#Reinstall Internet Explorer
#Reinstall Windows

== Troubleshooting the "Database not available" error message ==

=== Problem explained ===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

=== Solution explained ===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer Techwiki.

== Troubleshooting login failure (invalid username and/or password) ==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

Error Message:
Cannot login because:
Error: Invalid username and/or password

Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :

1) Password reminder - if the user has a registered and accessible email account [[How_to_reset_the_password%3F|Reset Password]],

or

2) By an administrator using the Authorisation File.

If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :

F5
LIST USERS WITH EXPIRY_DATE

This will indicate if the user has an expiry date set on it. There are instances where in you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists.

If you notice a user with showing which matches the user that has the problem with the password, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. You need to verify it has indeed cleared it by running the command in maintenance again.

== Troubleshooting Internet Explorer ==
[[Troubleshooting IE]]

== Troubleshooting Safari Browser for MAC OS ==
[[Troubleshooting Safari for MAC OS]]

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==

=== Problem explained ===

This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

=== Solution explained ===

Restart all the processes for the dataset in question. This will solve the problem.

== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==

=== Cause ===

If no menu is locked in Authorisation File then menu access is not determined by task authorisations, it is determined by what MENU CODE they were given in the Authorisation File before MENU CODE was removed from the Authorisation File in later versions of the NEOSYS software - and replaced with the current menu tasks concept.

=== Solution ===

Implement “authorisation per menu” by adding appropriate locks to ALL menus remembering that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==

There are 2 scenarios :

# The html file is sent by email by using the File > Send > Page by email… option on IE
# The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario (1) works fine, however, when a document is saved on the user’s desktop as an “html” file as mentioned in scenario (2), the “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

== Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:
#'''In the converter Menu, Click on Down Arrow > Preferences.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]] 
#'''Under General Tab, Select HTML in the conversion settings and click on OK.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]] 

The PDF converted files should now be created without headers or footers.

== NO LOCK RECORD error when working on NEOSYS ==

=== Error Message ===

The following error message appears:

Cannot save "DOCUMENT NAME" because:
Somebody has updated this record.
Your update cannot be applied.
This session id does not agree "NO LOCK PERIOD"

=== Possible Causes ===

Loss of connection could be for a huge variety of reasons including server, network, and workstation failures. Some reasons are explained below:

#There has been a temporary loss of connection to the server for some period of time: The NEOSYS web page needs to periodically "refresh" the exclusive lock on the document being edited. If NEOSYS cannot perform the refresh it may lose the rights to save the document.
#There is some other error in NEOSYS software while saving the record: Probably another error message would come before this one and that message should be sent to NEOSYS in order to solve the actual problem.
#Bad Internet Explorer Configuration: Loss of cookies etc due to third party software (internet toolbars/spyware etc)

=== Solution ===

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

In some cases you might need to reset your Internet Explorer to factory default. However it is best you contact NEOSYS support staff if the problem is recurring and only do a factory reset if advised to do so.

Main Page

2012-02-15T05:35:48Z

Ashwin: /* Others */

<big>'''This is the NEOSYS User Support Wiki.'''</big>

==FAQ==
[[Media FAQ]]

[[Job FAQ]]

[[Finance FAQ]]

[[Agency FAQ]]

[[General FAQ]]

[[Timesheet FAQ]]

==Using NEOSYS==

[[Using NEOSYS Generally]]

[[Using NEOSYS Agency System]]

[[Using NEOSYS Media System]]

[[Using NEOSYS Job System]]

[[Using NEOSYS Finance System]]

[[Using NEOSYS Timesheets System]]

==Configuring NEOSYS==

[[Setting up and Configuring NEOSYS Generally]]

[[Setting up and Configuring NEOSYS Agency System]]

[[Setting up and Configuring NEOSYS Media System]]

[[Setting up and Configuring NEOSYS Job System]]

[[Setting up and Configuring NEOSYS Timesheets System]]

[[Setting up and Configuring NEOSYS Finance System]]

==Troubleshooting NEOSYS==

[[Troubleshooting NEOSYS Finance System]]

[[Troubleshooting NEOSYS Media System]]

[[Troubleshooting NEOSYS Job System]]

[[Troubleshooting NEOSYS Agency System]] Common to Media and Jobs

[[Troubleshooting NEOSYS Timesheets system]]

[[Troubleshooting NEOSYS Generally]]

==Reference==

This section is not complete.

[[The Media Menu]]

The media module in NEOSYS is used for planning, scheduling, booking and invoicing advertisements in broadcast, press, outdoor and interactive media.

[[The Job Menu]]

Job is used for BTL advertising, a job file consists detailed information about the job. Information such as the client, brand, market, bill and cost, etc. is mentioned in the job file. So we shall go ahead and look at the steps involved in creating a job

[[The Finance Menu]]

[[NEOSYS General User Interface]]

==Others==

[[Remote assistance using NEOSYS Remote Support Utility (SC)]]

[[Remote assistance using Teamviewer]]

List of Purchase Invoice

2012-02-15T05:34:38Z

Ashwin:

[[Image:Listofpurchaseinvoice.jpg]]

'''This report contains a list of all purchase orders for which we have received received supplier invoices i.e. the purchase order status has been changed to Invoice'''

'''Most of the fields shown here have been discussed in the section on [[Purchase Request/Order/Invoice File]]. The fields that are specific to this page will be documented here.'''

=== Dates ===
The date range for which you want purchase order invoices.

Select the required start and end dates for the time period using the calendar provided.

=== Job Period ===
Filter for specific time period(s).

Enter desired time period in (MM/YY) format. Click on the '''(+)''' icon to select multiple periods.

=== Company ===
Filter Report for specific company(s).

{{Open Search Multiple|company}}

=== Client Group ===
Filter for all clients associated with the client group

{{Open Search Multiple|client group}}
=== Client ===
Filter for specific client(s).

Enter an existing Client Code or Press F7 to Search or F6 to Create New. Click on the '''(+)''' icon to select multiple Clients.

=== Brand ===
Filter for specific Brand(s).

{{Open Search Multiple|brand}}

=== Market ===
Filters for specific Market(s).

{{Open Search Multiple|market}}

=== Type ===
Filters for specific Media Type(s).

{{Open Search Multiple|type}}

=== Supplier ===
Filter for specific supplier(s).

{{Open Search Multiple|supplier}}

=== Executive ===
{{Open Search|executive}}

Media FAQ

2012-02-14T07:20:38Z

Ashwin:

[[How do I get subtotals on a Media Diary?]]

[[What is a despatch status?]]

[[Where can I view the despatch status of the booking orders?]]

[[How can I enter or update the despatch status of existing booking orders?]]

[[Where can I view the despatch date of existing invoices?]]

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

[[How do I save an invoice proforma in NEOSYS?]]

[[Where can I view saved invoice proformas?]]

[[How do I suppress free ads on the booking order?]]

[[How to do free ads for digital media?]]

[[How do I cancel a booking order?]]

[[How do I cancel an invoice?]]

[[What is a version?]]

[[How can I view historical changes made to a database record?]]

[[How do I get subtotals on a schedule/plan printout?]]

[[How do I insert new rows in the schedule?]]

[[How do I issue one booking order for a vehicle from different schedules with multiple periods?]]

[[How do I issue separate booking orders for each vehicle in a schedule?]]

[[How do I issue one consolidated booking order for multiple vehicles?]]

[[How to modify / add terms to Media Booking order?]]

[[How do I create an airing certificate?]]

[[Can ads be certified automatically?]]

[[How do I stop a specific brand within Client and Brand file?]]

[[How do I handle "Allow Over Plan" error?]]

[[How do I estimate/bill the client for artwork or agency commission separate from the vehicle line?]]

[[How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?]]

[[How to setup and operate the List of Materials Pending Delivery reports]]

[[How to change the currency on the cost line if wrongly entered?]]

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

[[How to display language, frequency and circulation for a vehicle ?]]

[[How to display artwork / creative / misc charges in a schedule to a client?]]

[[How to suppress day and date of vehicle program from appearing on schedule printout and invoice?]]

Using NEOSYS Generally

2012-02-14T06:26:31Z

Ashwin: /* Getting Started with NEOSYS */

== Getting Started with NEOSYS ==
#Open Internet Explorer
#Ensure that there is no 3rd party tool-bar installed (eg. Google tool-bar or Yahoo tool-bar etc). If installed see [tbd] to reset your browser to factory settings.
#Ensure that the pop-up blocker is disabled. If not see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Disabling_the_pop-up_blocker Disabling Popup Blocker] for instructions.
#Check if the Menu Bar is visible. If not see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar Enabling Menu Bar] for instructions.
#Check if the Status Bar is visible. If not see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Status_Bar Enabling Status Bar] for instructions.
#Check if the Command Bar is visible. If not see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar Enabling Command Bar] for instructions.
#Open up the NEOSYS login page with the URL provided (e.g.:<nowiki>http://192.168.1.111/neosys</nowiki> if within the office or <nowiki>https://hostname.neosys.com</nowiki> from an external location)
#If you use Internet Explorer 8 and above and are using an external link, you will get a “certificate warning” when you access the URL, follow instructions at [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_compatibility_view_in_IE8_and_above Resolving IE https Certificate Issue]
#Enable Internet Explorer Compatibility View. See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_compatibility_view_in_IE8_and_above Compatibility Mode] for instructions.
#You should now see the Login page. Add this URL to your favourites.
#Add NEOSYS to your trusted sites. See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites Adding NEOSYS to Trusted Sites] for instructions.
#Enter your Username and Password and click on login. If you are a new user or have forgotten your password click on [http://userwiki.neosys.com/index.php/How_to_reset_the_password%3F Request Password] for instructions on how to get your password
#You should now see the user details page.

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

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

==== Setting up ====

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

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" from the list of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

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

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== 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.

=== 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.

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. AM0 is given to lower level users like Junior level and AM2 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.

Ideally a lock code should be informative of its purpose.

=== Users and Keys ===

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

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

=== Subgroups ===

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

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

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

=== Access restriction by IP No. ===
1. Access to NEOSYS is by default restricted to users from the standard Local Area Network IP numbers i.e. 192.168.*, 10.* and 127.*.

2. Users may also be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* in the System Configuration File would restrict users to logging in only from the local area network.
 '''We can do that as follows:'''
 '''a) Navigate to the System Configuration File:'''
 '''Menu >> Support >> System Configuration File'''
 [[IMAGE:System Configuration File.JPG]]
 '''b) Enter the IP Address ranges in the restrictions field''' 
[[IMAGE:IPADDRESSRANGES.JPG]]
 
 
3. If a user is permitted to access NEOSYS from an external IP address, we need to assign that external IP address along with the IP address of the Local Area Network to the level of the user in the Authorisation Table.
 
'''We can do that as follows:'''
 
'''a) Navigate to the Authorisation File:'''
 '''Menu >> Support >> Authorisation File''' 
[[IMAGE:AuthorizationTable.JPG]]
 
 
'''b) Enter the IP Address in the Allowed IP Numbers field''' 
[[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.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
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 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

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 LOCKS to the users in the "USERS" section against their name/level.

=== Customising the Authorisation Table ===

#The various levels in Authorisation File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
#Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
#Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
#Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

'''Key Points to Remember:'''
#Do not enter USERNAMEs for group “user” lines i.e. Departments 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.

=== “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 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.

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.

Note: 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 isnt 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]]

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer ==
===Option 1 - Copy Paste Method ===
#Generate the required NEOSYS Report in your Browser [[file:neosysrpt.jpg|center|1000px]] 
#Select the report contents starting from the first column header until the last record of the report [[file:neosysrpthigh.jpg|center|1000px]] 
#Open New Excel Sheet
#Right Click on the cell where you want to paste data and Press Ctrl+V
#Select all contents (Press Ctrl+A)
#Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

=== Option 2 - Importing Data into Excel directly ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] 
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

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

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

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

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

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2012-02-14T06:04:35Z

Ashwin: /* Getting Started with NEOSYS */

== Getting Started with NEOSYS ==
#Open up Internet Explorer
#Ensure that the Internet Explorer pop-up blocker is DISABLED (See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Disabling_the_pop-up_blocker Disabling Popup Blocker])
#Check If the menu bar visible, If not then see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar Enabling Menu Bar]
#Check If the status bar visible, If not then see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Status_Bar Enabling Status Bar]
#Check If the command bar visible, If not then see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar Enabling Command Bar]
#Ensure that there is no other tool-bar installed (eg. Google Tool-bar or Yahoo Tool-bar etc)
#Open up the NEOSYS web-page with the URL provided (e.g.:<nowiki>https://hostname.neosys.com</nowiki>)
#If you use Internet Explorer 8 and above, you might get a “certificate warning” when you access the URL, hence please follow the instructions given at [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_compatibility_view_in_IE8_and_above Resolving IE https Certificate Issue]
#Enable Internet Explorer [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_compatibility_view_in_IE8_and_above Compatibility Mode]
#You should now see the Login page. Add this URL to your favourites
#Add NEOSYS to your trusted sites. See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites Adding NEOSYS to Trusted Sites]
#Enter your username, password and click on login.
#*If you are a new user or have forgotten your password click on [http://userwiki.neosys.com/index.php/How_to_reset_the_password%3F Request Password] to request for a password.
#You should now see the user details page.
#Hover your mouse over the Menu button and you should see a drop down

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

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

==== Setting up ====

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

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" from the list of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

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

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== 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.

=== 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.

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. AM0 is given to lower level users like Junior level and AM2 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.

Ideally a lock code should be informative of its purpose.

=== Users and Keys ===

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

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

=== Subgroups ===

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

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

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

=== Access restriction by IP No. ===
1. Access to NEOSYS is by default restricted to users from the standard Local Area Network IP numbers i.e. 192.168.*, 10.* and 127.*.

2. Users may also be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* in the System Configuration File would restrict users to logging in only from the local area network.
 '''We can do that as follows:'''
 '''a) Navigate to the System Configuration File:'''
 '''Menu >> Support >> System Configuration File'''
 [[IMAGE:System Configuration File.JPG]]
 '''b) Enter the IP Address ranges in the restrictions field''' 
[[IMAGE:IPADDRESSRANGES.JPG]]
 
 
3. If a user is permitted to access NEOSYS from an external IP address, we need to assign that external IP address along with the IP address of the Local Area Network to the level of the user in the Authorisation Table.
 
'''We can do that as follows:'''
 
'''a) Navigate to the Authorisation File:'''
 '''Menu >> Support >> Authorisation File''' 
[[IMAGE:AuthorizationTable.JPG]]
 
 
'''b) Enter the IP Address in the Allowed IP Numbers field''' 
[[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.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
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 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

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 LOCKS to the users in the "USERS" section against their name/level.

=== Customising the Authorisation Table ===

#The various levels in Authorisation File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
#Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
#Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
#Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

'''Key Points to Remember:'''
#Do not enter USERNAMEs for group “user” lines i.e. Departments 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.

=== “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 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.

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.

Note: 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 isnt 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]]

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer ==
===Option 1 - Copy Paste Method ===
#Generate the required NEOSYS Report in your Browser [[file:neosysrpt.jpg|center|1000px]] 
#Select the report contents starting from the first column header until the last record of the report [[file:neosysrpthigh.jpg|center|1000px]] 
#Open New Excel Sheet
#Right Click on the cell where you want to paste data and Press Ctrl+V
#Select all contents (Press Ctrl+A)
#Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

=== Option 2 - Importing Data into Excel directly ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] 
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

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

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

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

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

[[image:Openingnewtabs.jpg]]

----

Agency FAQ

2012-02-12T10:37:07Z

Ashwin:

[[Can my purchase order and estimate numbers be the same as the job number?]]

[[Can I customise the format of NEOSYS documents?]]

Troubleshooting NEOSYS Generally

2012-02-12T05:48:05Z

Ashwin:

== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==

=== Within a local area network (LAN) ===
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

* Is the user connected to a network? - verify this by opening up a website (www.google.com)
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office

== Resolving the "Network or server failure. (No response) Please try again later and/or get technical assistance" message ==

Appears in versions of NEOSYS dated 8 Feb 2009 onwards and is the same as the following error.

=== Understanding the "system cannot locate the resource specified. in .Send" message ===

==== Problem explained ====
While working on NEOSYS, a user might get the following message as a pop-up:

[[image:errorspecifiedresource.jpg]]

ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

[[image:insend.jpg]]

ERROR: -2146697208 The download of the specified resource has failed.
in .Send

=== Understanding Internet Connectivity Errors ===
==== Problem Explained ====
While trying to save a document in NEOSYS, users might get the following pop-up messages:

[[image:NWCONERROR1.jpg]]

Cannot release document. Try again ?
Error: Network or Server Failure. (No response)
Please try again later
and/or get technical assistance
-2146697211 System error: -2146697211.
in .Send

[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

This also could happen within an office over the LAN when there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling.

For Example:
[[image:internetconnectivyissue.jpg]]
ERROR: -2146697205 System Error: 2146697205
in .Send

''HINT'' : Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.

=== Solution ===

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

So it would be advisable to just wait and try again.

If within an office, then the IT people have to investigate possible causes as explained above.

== Fixing "" does not exist in the clients file Error Message ==

=== Problem explained ===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

Error Message: "" does not exist in the clients file.

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==

Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted

=== Symptoms ===

#Internet Explorer Windows "disappears" while working on a document.
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.

=== Cause ===

Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.

=== Work around ===

Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.

=== Permanent Solution ===

#Remove Internet Explorer Add-ons
#Reinstall Internet Explorer
#Reinstall Windows

== Troubleshooting the "Database not available" error message ==

=== Problem explained ===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

=== Solution explained ===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer Techwiki.

== Troubleshooting login failure (invalid username and/or password) ==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

Error Message:
Cannot login because:
Error: Invalid username and/or password

Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :

1) Password reminder - if the user has a registered and accessible email account (http://userwiki.neosys.com/index.php/How_to_reset_the_password%3F), or

2) By an administrator using the Authorisation File.

If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :

F5
LIST USERS WITH EXPIRY_DATE

== Troubleshooting Internet Explorer ==
[[Troubleshooting IE]]

== Troubleshooting Safari Browser for MAC OS ==
[[Troubleshooting Safari for MAC OS]]

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==

=== Problem explained ===

This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

=== Solution explained ===

Restart all the processes for the dataset in question. This will solve the problem.

== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==

=== Cause ===

If no menu is locked in Authorisation File then menu access is not determined by task authorisations, it is determined by what MENU CODE they were given in the Authorisation File before MENU CODE was removed from the Authorisation File in later versions of the NEOSYS software - and replaced with the current menu tasks concept.

=== Solution ===

Implement “authorisation per menu” by adding appropriate locks to ALL menus remembering that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==

There are 2 scenarios :

# The html file is sent by email by using the File > Send > Page by email… option on IE
# The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario (1) works fine, however, when a document is saved on the user’s desktop as an “html” file as mentioned in scenario (2), the “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

== Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:
#'''In the converter Menu, Click on Down Arrow > Preferences.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]] 
#'''Under General Tab, Select HTML in the conversion settings and click on OK.''' [[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]] 

The PDF converted files should now be created without headers or footers.

== NO LOCK RECORD error when working on NEOSYS ==

=== Error Message ===

The following error message appears:

Cannot save "DOCUMENT NAME" because:
Somebody has updated this record.
Your update cannot be applied.
This session id does not agree "NO LOCK PERIOD"

=== Possible Causes ===

Loss of connection could be for a huge variety of reasons including server, network, and workstation failures. Some reasons are explained below:

#There has been a temporary loss of connection to the server for some period of time: The NEOSYS web page needs to periodically "refresh" the exclusive lock on the document being edited. If NEOSYS cannot perform the refresh it may lose the rights to save the document.
#There is some other error in NEOSYS software while saving the record: Probably another error message would come before this one and that message should be sent to NEOSYS in order to solve the actual problem.
#Bad Internet Explorer Configuration: Loss of cookies etc due to third party software (internet toolbars/spyware etc)

=== Solution ===

Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.

In some cases you might need to reset your Internet Explorer to factory default. However it is best you contact NEOSYS support staff if the problem is recurring and only do a factory reset if advised to do so.

== Solution to NEOSYS smtp server failure ==
In case the neosys smtp server fails then we can just use the client's smtp server.

The following information is required from the client's smtp server configuration:
#hostname
#username
#password
#port no. (most likely = 25)

These details should be entered in the '''System Configuration File''':

[[image:SYSCFGFILE-SMTP.jpg]]

Internet Explorer 9

2012-02-09T10:14:49Z

Ashwin: /* Reset Browser to Factory Settings */

===Clearing the Cache ===
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet options [[IMAGE:IE9_Click on Internet Options.JPG]] ====
 
==== Click the General tab, and then, under Browsing history, click Delete ====
 [[IMAGE:IE9_Click on Delete.JPG]] 
==== In the Delete Browsing History dialogue box, select Temporary Internet files and click Delete ====
 [[IMAGE:IE9_Click on Delete_2.JPG]] 
==== Restart Internet Explorer ====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

----

=== Reset Browser to Factory Settings ===
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet Options ====
 [[IMAGE:IE9_Click on Internet Options.JPG]] 
==== Click on Advanced Tab and Click on Reset ====
 [[IMAGE:IE9_Click on Advanced Tab_Reset.JPG]] 
==== Select Delete Personal Settings Option and Click on Reset ====
 [[IMAGE:IE9_Click on Reset.JPG]] 
==== Restart Internet Explorer ====
==== Reconfigure Internet Explorer ====
Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer Configuring Internet Explorer] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 9

2012-02-09T10:14:02Z

Ashwin: /* Reset Browser to Factory Settings */

===Clearing the Cache ===
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet options [[IMAGE:IE9_Click on Internet Options.JPG]] ====
 
==== Click the General tab, and then, under Browsing history, click Delete ====
 [[IMAGE:IE9_Click on Delete.JPG]] 
==== In the Delete Browsing History dialogue box, select Temporary Internet files and click Delete ====
 [[IMAGE:IE9_Click on Delete_2.JPG]] 
==== Restart Internet Explorer ====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

----

=== Reset Browser to Factory Settings ===
''' ''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.
Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '' '''
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet Options ====
 [[IMAGE:IE9_Click on Internet Options.JPG]] 
==== Click on Advanced Tab and Click on Reset ====
 [[IMAGE:IE9_Click on Advanced Tab_Reset.JPG]] 
==== Select Delete Personal Settings Option and Click on Reset ====
 [[IMAGE:IE9_Click on Reset.JPG]] 
==== Restart Internet Explorer ====
==== Reconfigure Internet Explorer ====
Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer Configuring Internet Explorer] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 9

2012-02-09T05:48:07Z

Ashwin:

===Clearing the Cache ===
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet options [[IMAGE:IE9_Click on Internet Options.JPG]] ====
 
==== Click the General tab, and then, under Browsing history, click Delete ====
 [[IMAGE:IE9_Click on Delete.JPG]] 
==== In the Delete Browsing History dialogue box, select Temporary Internet files and click Delete ====
 [[IMAGE:IE9_Click on Delete_2.JPG]] 
==== Restart Internet Explorer ====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

----

=== Reset Browser to Factory Settings ===
''' ''CAUTION: Only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff.'' '''
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet Options ====
 [[IMAGE:IE9_Click on Internet Options.JPG]] 
==== Click on Advanced Tab and Click on Reset ====
 [[IMAGE:IE9_Click on Advanced Tab_Reset.JPG]] 
==== Select Delete Personal Settings Option and Click on Reset ====
 [[IMAGE:IE9_Click on Reset.JPG]] 
==== Restart Internet Explorer ====
==== Reconfigure Internet Explorer ====
Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer Configuring Internet Explorer] to learn how to configure Internet Explorer before using NEOSYS.

Setting up and Configuring NEOSYS Generally

2012-02-09T05:29:26Z

Ashwin: /* Disabling the pop-up blocker. */

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

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

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

[[Image:clientsecuritymark.jpg]]

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

The client security mark can only be changed by NEOSYS technical support staff.

== Configuring fonts and colors for all users ==

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

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

ED DEFINITIONS SYSTEM

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

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== 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.

=== 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.

== 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 ==

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

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

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

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

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

Tip: Since the rules of getting payment 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.

== 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.

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 individual module documentation.

===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 Bush” and there is no user called Steve Bush 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 Bush) … 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.

== Configuring Internet Explorer ==

=== 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 [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar Enabling Menu Bar] to enable it) [[image:statusbarenable.jpg]] 
#In Internet Explorer, login to NEOSYS then open the Tools menu (press Alt+T), select Internet Options, Security, Trusted Sites, Sites, Add, Close, OK [[image:trustedsites.jpg]]
#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 [http://userwiki.neosys.com/index.php/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]]

=== Disabling the pop-up blocker ===
==== IE7 & above ====
# Click the Tools menu
# Click Pop-up Blocker
# Click Turn off Pop-up Blocker
# Confirm by clicking the Yes button.
Note:If already off, it will offer an option to Turn on Pop-up Blocker

==== IE6 ====
With Windows Service Pack 2, Internet Explorer 6 is configured by default to block pop-up windows from most websites. While many people appreciate this feature, others would rather not have Internet Explorer 6 automatically block these webpages. To disable pop-up blocking.
# From Internet Explorer 6, Click "Tools".
# Select "Pop-Up Blocker".
# Select "Turn off Pop-up Blocker".

=== Enabling compatibility view in IE8 and above ===
Users who upgrade to Internet Explorer 8 (IE8) or above 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 IE 8 and IE 9 as follows:

[[image:ie8compatibility.jpg]]

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

[[image:ie8compatibility1.jpg]]

=== Resolving HTTPS certificate error when logging in from an external link using IE8 and above ===
NEOSYS provides an external link to login to the program to function when staff are outside the office. This address is different from an internal address (eg. an internal address when accessing NEOSYS from within the office may be http://192.168.1.100/neosys, however an external link from which you access NEOSYS from outside the office maybe https://clientname.redirectme.net:4430/neosys). As this is a secure 128 bit encrypted method to protect your data from prying eyes on the internet, this method involves the creation of self signed certificates.

The error message would be something like this on IE8 and above browsers:
[[image:https1.jpg]]

As the message states, Internet Explorer does not recognise the issuing authority which is NEOSYS SOFTWARE and hence warns the user. The solution to remove this message is documented at the link below:

==== [[Instructions for IE 8 & above]] ====

=== 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 [http://userwiki.neosys.com/index.php/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]] 

== Configuring Safari for MAC OS ==
=== Resolving HTTPS certificate error when logging in using an external link using MAC Operating System ===
When you try accessing NEOSYS using a MAC OS based computer, you may face a similar certificate issue as mentioned above.

You can proceed as follows:
#Click on "Show Certificate" [[image:certificate_mac.jpg]] 
#Check the "Always Trust" Option, Ensure that you select the 'Always Trust' option for all 3 boxes under 'Trust' and Click on continue [[image:certificate_mac_2.jpg]]

Setting up and Configuring NEOSYS Generally

2012-01-31T10:33:55Z

Ashwin: /* How to disable the pop-up blocker. */

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

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

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

[[Image:clientsecuritymark.jpg]]

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

The client security mark can only be changed by NEOSYS technical support staff.

== Configuring fonts and colors for all users ==

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

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

ED DEFINITIONS SYSTEM

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

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== 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.

=== 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.

== 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 ==

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

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

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

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

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

Tip: Since the rules of getting payment 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.

== 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.

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 individual module documentation.

===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 Bush” and there is no user called Steve Bush 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 Bush) … 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.

== Configuring Internet Explorer ==

=== 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 [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar Enabling Menu Bar] to enable it) [[image:statusbarenable.jpg]] 
#In Internet Explorer, login to NEOSYS then open the Tools menu (press Alt+T), select Internet Options, Security, Trusted Sites, Sites, Add, Close, OK [[image:trustedsites.jpg]]
#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 [http://userwiki.neosys.com/index.php/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]]

=== How to disable the pop-up blocker. ===
==== IE8 & IE7 Solution ====
# Click the Tools menu
# Click Pop-up Blocker
# Click Turn off Pop-up Blocker
# Confirm by clicking the Yes button.
Note:If already off, it will offer an option to Turn on Pop-up Blocker

==== IE6 Solution ====
With Windows Service Pack 2, Internet Explorer 6 is configured by default to block pop-up windows from most websites. While many people appreciate this feature, others would rather not have Internet Explorer 6 automatically block these webpages. To disable pop-up blocking.
# From Internet Explorer 6, Click "Tools".
# Select "Pop-Up Blocker".
# Select "Turn off Pop-up Blocker".

=== Enabling compatibility view in IE8 and above ===

Users who upgrade to IE8 (Internet Explorer 8) might complain that they are "unable" to use NEOSYS. When they mean "unable" that means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater". The message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE 8 and IE 9 as follows:

[[image:ie8compatibility.jpg]]

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

[[image:ie8compatibility1.jpg]]

What the above does is that IE8/IE9 opens up the page as it would in IE7.

=== Resolving HTTPS certificate error when logging in from an external link using IE8 and above ===

NEOSYS provides an external link to login to the program to function when staff are outside the office. This address is different from an internal address (eg. an internal address when accessing NEOSYS from within the office may be http://192.168.1.100/neosys, however an external link from which you access NEOSYS from outside the office maybe https://clientname.redirectme.net:4430/neosys). As this is a secure 128 bit encrypted method to protect your data from prying eyes on the internet, this method involves the creation of self signed certificates.

The error message would be something like this on IE8 and above browsers:
[[image:https1.jpg]]

As the message states, Internet Explorer does not recognise the issuing authority which is NEOSYS SOFTWARE and hence warns the user. The solution to remove this message is documented at the link below:

==== [[Certificate Error - Internet Explorer 8 & Above]] ====

=== Enabling the EDIT button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#Click on the '''Tab''' button to display the '''Menu Bar'''.
#'''Right Click''' on the '''Menu Bar''' and Select '''Command Bar'''. [[image:SelectCommandBar.jpg]] '''A new Toolbar i.e. the Command bar appears as follows:''' [[image:CommandBar.jpg]] 
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. [[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]]

Using NEOSYS Timesheets System

2012-01-29T09:03:04Z

Ashwin:

=== 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 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
*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 [http://userwiki.neosys.com/index.php/How_to_generate_reports_using_Timesheet_Analysis%3F Timesheet Analysis]

Exporting to other finance systems

2012-01-25T06:42:26Z

Ashwin: /* Closing of the book month */

== Exporting using XML files ==
For exporting to the SAP interface, NEOSYS is able to generate XML files which can be loaded directly into SAP without the need for conversion.

=== File Types ===

==== Provisions XML File ====
The Provisions XML file, when generated on a particular day of a month, contains:
#Provisions for all ads which have been booked but not yet invoiced for the current month (until the last day of the month eg. 1-31 Jan or 1-28 Feb etc)
#Reversals of all ads for which provisions were created in the prior batch
#Re-entry of provisions for ads from the beginning of the current year until the last day of the prior month (eg. if the batch was run on 25th June, the provisions will be created for the period 1-Jan until 31-May)

''' Each ad will have 2 lines and a sample entry is as follows: '''

P&L Provision Expense A/c (38131099) (40) DR
B/S Provision Expense A/c (14424005) (50) CR

''' Reversals will be the opposite of the above. '''

==== Invoices XML File ====
This Invoices XML file when generated in a particular month contains entry of actual expense and supplier invoiced amount

The invoice amounts only appears if the invoice is issued and approved for posting in the "Approval Date field" under Old Invoice Printouts.

'''Each ad will have a total of 2 lines and a sample entry will be as follows:'''

P&L Actual Expense A/c (38101001) (40) DR
Supplier A/c (503475) (31) CR

'''Reversals/credit notes will be the opposite of the above.'''

=== Exporting XML Files using Finance Interface ===

==== Generation of XML files ====

The XML files can be generated by users having permissions to finance functions. It is available under '''Menu > Media > Invoices > Finance Interface'''

[[image:NEOSYS Finance Interface.jpg]]

Note the following points for usage of this Function:

#As stated above, the XML files have to be individually generated for Provisions and Invoices and an example of how the screen looks like is shown below.
#Once you are ready to generate the XML files for the month, click on the button Generate once each in the Provisions and Invoices column.
#Generating the Invoices XML requires the invoices to be approved prior to this or no data will be available in the Invoices XML file.
#The moment you click on either all the data is gathered and shown on the screen in an XML file.
#Clicking again on the generate button DOES NOT collect new data and only brings up the last file. Hence you need to interface the generated file and there is NO WAY to not accept it.
#After successful interfacing of both/either of the files into SAP, you need to sign off the interface by clicking on SIGN, to allow the next batch to be generated.
#If you do successive generations in a particular month for Provisions, you need to note that the later will create a reversals of the earlier provisions and re-enter all year to date (until last day of prior month) as stated above in the Provisions XML file information
#You can get an Excel/HTML version of the output XML file by clicking on the REPORT button in both the columns
#Clicking on the Crosstab button will get you a pivot report of the XML data interfaced
#Clicking on the Prior button in the crosstab section will generate the last XML file prior to the one you are going to sign off, besides getting an Excel/HTML output and Crosstab report of the same
#Clicking on the YTD button in the crosstab section will generate the YTD information of all the XML files in a single file, besides getting an Excel/HTML output and Crosstab report of the same (Invoices does not give a cross tab for YTD).
#The Crosstab section allows you to add additional rows of the information you want to display.
#In the Crosstab columns section it is best to select A/c No to get a good overview of the figures and likewise it is best to select Both for Dr/Cr.

==== Procedure to generate Provisions XML file ====

#Login to NEOSYS [[image:NEOSYS Login.jpg]]
#Go to Menu > Media > Invoices and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, I, F): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate under Provisions: [[image:Latest Generate.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys provisions interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Provisions XML file by clicking as follows: [[image:Latest List.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Copy to Excel.jpg]] 
#To get a pivot table of the same for the Provisions XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Provisions XML file generated so that the system can generate the next output [[image:Sign.jpg]] 

==== Procedure to generate Invoice XML file ====
#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Get a list of Invoices pending approval (only approved invoiced are taken in the interface) by going to Menu > Media > Invoices > List of Invoices (Keyboard shortcuts instead of mouse - Alt+M, M, I, S). On this screen, key in the date range you require and tick the Not Approved option (even if you approve future month invoices it will not be picked up for interfacing until that month arrives). [[image:invapproval_list.jpg]] 
#Approve the invoices which you require to interface by going to Menu > Media > Invoices > Old Invoices/Proforma (Keyboard shortcuts instead of mouse - Alt+M, M, I, O). In this screen, key in the invoice number, or multiple invoice numbers separated by comma or a range of invoice numbers. Enter the current date as the approval date and click on reprint. You may discard the reprinted invoice after it pops up. [[image:invapproval.jpg]] 
#Now you can generate the invoices XML by by going to Menu > Media > Invoices and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, I, S): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate on the Invoices tab: [[image:Latest Generate Invoices.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys invoices interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder Invoice.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Invoices XML file by clicking as follows: [[image:Latest List Invoice.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Excel Invoice.jpg]] 
#To get a pivot table of the same for the Invoices XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot Invoice.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation Invoice.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Invoices XML file generated so that the system can generate the next output: [[image:Invoices Sign.jpg]] 

== Closing of the book month ==

After running the XML files and signing them off, you may decide to restrict the media operations from amending any schedules or bookings. This can be done by specifying the latest closed period in the Company File (Menu > Finance > Companies) and select the relevant company.

#Specifying the closed period - finance will block users to issue invoices or any finance documents
#Specifying the closed period - operations will block users to amend / edit / create schedule and/or any document in the media system

Specifying 6/2011 ensures that no users can do any changes in either finance or operations (which ever is selected) for June 2012 and any period before it (Year to date)

[[Image:companyfileperiod.jpg]]

Exporting to other finance systems

2012-01-25T06:29:27Z

Ashwin: /* Closing of the book month */

== Exporting using XML files ==
For exporting to the SAP interface, NEOSYS is able to generate XML files which can be loaded directly into SAP without the need for conversion.

=== File Types ===

==== Provisions XML File ====
The Provisions XML file, when generated on a particular day of a month, contains:
#Provisions for all ads which have been booked but not yet invoiced for the current month (until the last day of the month eg. 1-31 Jan or 1-28 Feb etc)
#Reversals of all ads for which provisions were created in the prior batch
#Re-entry of provisions for ads from the beginning of the current year until the last day of the prior month (eg. if the batch was run on 25th June, the provisions will be created for the period 1-Jan until 31-May)

''' Each ad will have 2 lines and a sample entry is as follows: '''

P&L Provision Expense A/c (38131099) (40) DR
B/S Provision Expense A/c (14424005) (50) CR

''' Reversals will be the opposite of the above. '''

==== Invoices XML File ====
This Invoices XML file when generated in a particular month contains entry of actual expense and supplier invoiced amount

The invoice amounts only appears if the invoice is issued and approved for posting in the "Approval Date field" under Old Invoice Printouts.

'''Each ad will have a total of 2 lines and a sample entry will be as follows:'''

P&L Actual Expense A/c (38101001) (40) DR
Supplier A/c (503475) (31) CR

'''Reversals/credit notes will be the opposite of the above.'''

=== Exporting XML Files using Finance Interface ===

==== Generation of XML files ====

The XML files can be generated by users having permissions to finance functions. It is available under '''Menu > Media > Invoices > Finance Interface'''

[[image:NEOSYS Finance Interface.jpg]]

Note the following points for usage of this Function:

#As stated above, the XML files have to be individually generated for Provisions and Invoices and an example of how the screen looks like is shown below.
#Once you are ready to generate the XML files for the month, click on the button Generate once each in the Provisions and Invoices column.
#Generating the Invoices XML requires the invoices to be approved prior to this or no data will be available in the Invoices XML file.
#The moment you click on either all the data is gathered and shown on the screen in an XML file.
#Clicking again on the generate button DOES NOT collect new data and only brings up the last file. Hence you need to interface the generated file and there is NO WAY to not accept it.
#After successful interfacing of both/either of the files into SAP, you need to sign off the interface by clicking on SIGN, to allow the next batch to be generated.
#If you do successive generations in a particular month for Provisions, you need to note that the later will create a reversals of the earlier provisions and re-enter all year to date (until last day of prior month) as stated above in the Provisions XML file information
#You can get an Excel/HTML version of the output XML file by clicking on the REPORT button in both the columns
#Clicking on the Crosstab button will get you a pivot report of the XML data interfaced
#Clicking on the Prior button in the crosstab section will generate the last XML file prior to the one you are going to sign off, besides getting an Excel/HTML output and Crosstab report of the same
#Clicking on the YTD button in the crosstab section will generate the YTD information of all the XML files in a single file, besides getting an Excel/HTML output and Crosstab report of the same (Invoices does not give a cross tab for YTD).
#The Crosstab section allows you to add additional rows of the information you want to display.
#In the Crosstab columns section it is best to select A/c No to get a good overview of the figures and likewise it is best to select Both for Dr/Cr.

==== Procedure to generate Provisions XML file ====

#Login to NEOSYS [[image:NEOSYS Login.jpg]]
#Go to Menu > Media > Invoices and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, I, F): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate under Provisions: [[image:Latest Generate.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys provisions interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Provisions XML file by clicking as follows: [[image:Latest List.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Copy to Excel.jpg]] 
#To get a pivot table of the same for the Provisions XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Provisions XML file generated so that the system can generate the next output [[image:Sign.jpg]] 

==== Procedure to generate Invoice XML file ====
#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Get a list of Invoices pending approval (only approved invoiced are taken in the interface) by going to Menu > Media > Invoices > List of Invoices (Keyboard shortcuts instead of mouse - Alt+M, M, I, S). On this screen, key in the date range you require and tick the Not Approved option (even if you approve future month invoices it will not be picked up for interfacing until that month arrives). [[image:invapproval_list.jpg]] 
#Approve the invoices which you require to interface by going to Menu > Media > Invoices > Old Invoices/Proforma (Keyboard shortcuts instead of mouse - Alt+M, M, I, O). In this screen, key in the invoice number, or multiple invoice numbers separated by comma or a range of invoice numbers. Enter the current date as the approval date and click on reprint. You may discard the reprinted invoice after it pops up. [[image:invapproval.jpg]] 
#Now you can generate the invoices XML by by going to Menu > Media > Invoices and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, I, S): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate on the Invoices tab: [[image:Latest Generate Invoices.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys invoices interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder Invoice.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Invoices XML file by clicking as follows: [[image:Latest List Invoice.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Excel Invoice.jpg]] 
#To get a pivot table of the same for the Invoices XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot Invoice.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation Invoice.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Invoices XML file generated so that the system can generate the next output: [[image:Invoices Sign.jpg]] 

== Closing of the book month ==

After running the XML files and signing them off, you may decide to restrict the media operations from amending any schedules or bookings. This can be done by specifying the latest closed period in the Company File (Menu > Finance > Companies) and select the relevant company.

#Specifying the closed period - finance will block users to issue invoices or any finance documents.
#Specifying the closed period - operations will block users to amend / edit / create schedule and/or any document in the media system

[[Image:companyfileperiod.jpg]]

Schedule file

2012-01-17T07:30:34Z

Ashwin:

[[image:Mediaschedule2.jpg‎]]

=== Quick notes ===

==== Menu Location ====

Using the mouse: Menu > Media > Schedules > Schedule File

Using the keyboard: Alt+M, M, S, S

==== Easy Reference ====
{{Quick Reference}}

=== How it works ===

==== Schedule no. ====
Unique number assigned to every schedule.

Create a new schedule or Open an existing schedule by typing schedule number or Press F7 to search. The schedule number can either be generated automatically or manually entered (Refer to [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Schedule_Numbering_methods Schedule Numbering] Wiki article for Help).

The system gives us the option to Create a new schedule or Copy from an existing schedule/plan.

==== Period ====
Period for which ads are scheduled. Shows the current month and year by default.

Enter the period for which Schedule is created.

==== Start date & Stop date ====
The start and end date of the ad campaign. These fields show First and Last day of Month for which schedule is created.

Select the desired Start and End Dates.

''Note-'' You can book for a maximum of upto 365 days at a stretch.

==== Brand ====
Shows Product name of Schedule.

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new.

==== Client ====
Client company to which Brand belongs to.

''Note-'' Field is updated automatically from client record in the Client and brand file.

==== Campaign ====
Name of Marketing/Advertising Campaign.

==== Market ====
Target Market for Campaign.

Enter an existing Market Code or Press F7 to search or F6 to create new.

==== Currency ====
Invoicing Currency.

''Note-'' Field is updated automatically from client record in the Client and brand file. If no currency is mentioned in the client record it is updated automatically with the base currency.

==== Proposed ====
Date at which the ad campaign was proposed.

Default value is current date.

==== (Proposal) No. ====
Current Proposal version no.

Proposals are user controlled versions. You may send revised proposals to the client and NEOSYS allows you to keep track of all the proposals generated by saving them under different proposal numbers.

The first time a schedule is saved, proposal number is 1. Every time a schedule is saved you have the option of updating the schedule to a new proposal number and hence keep an audit trail of all changes made to the schedule.

==== Approval date ====
Date at which the campaign is approved.

Select the approval date.

''Note-''
A schedule has to be approved for it to be booked.

If an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically with the current date.

==== Booked & Invoiced ====
Dates at which the schedule is fully booked and invoiced.

Dates are updated automatically when the schedule is booked and invoiced.

==== Client Order No. ====
Shows the client purchase order number, if any. This has to be entered manually and appears on the schedule and invoice printout.

==== Company Code ====
Company of the schedule creator.

Enter existing Company Code or Press F7 to search.

Incase of a single company this is updated automatically and if there are multiple companies it has to be entered manually.

==== Executive ====
Shows current Schedule Owner's Name.

Default name that appears is as entered in the client and brand record of the selected brand. If no executive name is entered in the client and brand record this is updated with the current user's User code as entered in the User details page in NEOSYS.

==== Attention ====
Shows Client Representative's Name.

''Note-'' Field is updated automatically from client record in the Client and brand file.

==== Job No. ====
Shows job no. of related job.

Enter existing job no. or Press F7 to search or Press F6 to create new.

By entering Job No. we can link the schedule to the job. This also helps us to print corresponding job no. on various schedule printouts.

==== Media Vehicle ====
Shows media vehicle to be booked.

Enter existing vehicle code or Press F7 to search or Press F6 to create new. Click on '''(+)''' to select multiple vehicles.

==== Specifications ====
Shows the vehicle specifications booked.

Either enter a specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

==== Loading ====
Shows the vehicle loading specifications booked. Loading specification is a premium specification being booked.

Either enter a loading specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

''Note-'' The Specification and Loading fields are directly linked to the rate cards. Assuming the rate cards have been entered in NEOSYS, the cost of the ad and the loading charges are automatically calculated by the system based on the size of the ad which is then entered in the bill and cost section.

==== Certify Button ====
Certify Planned Ads.

Click on this button to open list of planned ads which can be certified.

Refer to [http://userwiki.neosys.com/index.php/Certify/Certification_file Certification File] to learn about certifications.

''Note-'' The Maximum allowed No. of Ads for certification is '''200'''.

=== Book Button ===
Book Ads and issue booking orders to be sent to supplier.

Click on this button to open Media booking order where the booking details are entered as required and a preview of the booking order can be viewed before issuing the final order.

See [[New Booking Orders/Cancellations]]

=== Diary Button ===
View the schedule information in media diary format.

Click on this button to view ads from the schedule in Media Diary.

See [[Media Diary]]

=== Invoice Button ===
Issue invoices to the client.

Click on this button to open the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.

''Note-'' NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.

See [[New Invoices/ Proformas]]

=== Time / Days ===
Time field shows the time of day at which the ad appears in case of TV or Radio. Example: 08:00 , 15:00 etc

Days shows the day of the week at which ads are restricted to appear on. Example: Enter 1 for Monday etc.

''Note-'' The start day of the week can be configured.

=== Plan Ads ===
Shows the total number of ads that can be planned per week for a vehicle.

Enter permitted number of ads per week separated by "/" symbol.

Example: Entering 10/10/10/10 will restrict no. of ads per week to 10.

=== Clear Button ===
Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads which can be cleared.

=== Material Button===
Shows reference data regarding the materials sent to the supplier.

=== Dates Button ===
Select dates to schedule ads.

Opens a date grid which can be used to enter number of ads on desired days.

=== Book Button ===
Book only Ads belonging to that row (Media Vehicle).

Opens a media booking order showing only ads of that row (Media Vehicle) which can be booked.

=== Free Button ===
Mark Ads as "Free".

Opens a date grid showing planned ads for that row (Media Vehicle) which can be marked as free.

''Note-'' Ads can be free to agency or to client or to both, NEOSYS allows you to choose all options and the system automatically makes the changes in the bill and cost section based on the number of free ads to the client or to the agency.

=== Clear Button ===
Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads for that row (Media Vehicle) which can be cleared.

=== Material Button===
Shows reference data regarding the materials for that row (Media Vehicle) sent to the supplier.

=== Dates ===
Shows planned ads on a date grid.

Clicking on the icon opens media diary showing ads for the that row (Media Vehicle) only.

=== Order No. ===
Shows order numbers of all the booking orders generated.

Click on the icon or Press F6 to view booking order.

=== No. Ads ===
Shows the number of ads planned in the Dates calendar on the schedule line.

=== Bill and Cost Section===
Shows details about the cost to the agency and client, discounts received and given, commission, etc. that are entered in the bill and cost section.

If the vehicle currency is different from the invoice currency, the system calculates the invoice amount based on the exchange rate entered in NEOSYS.

'''Note:'''
*When the cost to the agency is more than the cost to the client the system prompts the user about the same and once that is confirmed a reason for the unprofitability has to be mentioned.
*The system also prompts the user when the cost to the client is over 50% than the cost to the agency. This feature helps avoid entering of incorrect amounts in the schedule.

=== Num Free ===
Shows no. of ads that were marked free for that vehicle.

=== Gross Unit Amt ===
Shows the Gross Unit Rate per Ad.

Rate is automatically updated from the ratecard but can be changed in the schedule as required.

==== More Button ====
Shows the Loading/Discount/Commission/Fees fields.

Enter the appropriate loading, discount, commission or fees charged.

''Note- '' Loading/Discount/Commission/Fees can be entered as a percentage of Gross Unit Amount or number.(Example: "10%", "20%" or just "100", "200".)

=== Net Unit Amount ===
Shows Net Unit Amount after taking the loading/discount/commission/fees.

=== Amount ===
Shows total amount i.e. Net Unit Amount * Amount of Ads.

=== Exchange Rate ===
Shows the Exchange rate for currency of vehicle chosen to invoicing Currency.

This field is automatically populated using data from the [[Currency & Exchange Rate File]].

''Note-'' Currency exchange rates have to be entered in NEOSYS as and when required.

=== Invoice Amount ===
Shows total amount in chosen invoicing currency.

=== Vehicle Name ===
Shows name of vehicle chosen for advertising.

=== Notes ===
Shows any reference information regarding the schedule. If there are notes on the vehicle record of the selected vehicle, you are given the option of adding those notes to this section as you enter the vehicle code. These notes appear only on the schedule printouts.

=== Invoice Notes ===
Shows notes regarding the invoicing which appears on all invoices issued from the schedule.

=== Material Details ===
Shows material/artwork details which can be selected to appear on the schedule and invoice printouts. You can also upload images on the schedule with reference to the artwork.

==== Material Letter ====
Shows the material letter used in the Dates calendar of the schedule.

==== Material No.====
Shows the material no. used in prior schedule.

==== Brand Code ====
Shows the code of the scheduled brand. The brand name shows automatically in the material description field which can be edited if required.

==== Size/Duration ====
Shows size or duration of the ads in case of newspaper and television or radio ads respectively.

==== Material Code ====
Shows Material Code.

==== View/Upload ====
Uploads files related to materials.

==== Material Description/Special Instructions ====
Allows you to add the material description and special instructions to be followed by the supplier.

=== Invoice Section ===
Shows a list of the invoices issued from the schedule with the invoice details.

==== Invoice date ====
Shows the date the invoice was created.

==== Invoice No. ====
Shows the invoice number.

==== Amount ====
Shows the invoice amount.

Click on the icon or Press F6 to open invoice.

==== Cost(Base) ====
Shows amount in the base currency regardless of the invoice currency.

Click on the icon or Press F6 to open invoice.

==== User Name ====
Shows who created the invoice.

==== Date/Time ====
Shows when the invoice was created.

==== Station ====
Shows the IP address of the computer used to create the invoice.

=== Version section ===
 What is a version? 

NEOSYS document versioning provides a complete verifiable audit trail of who has done what, where and when in NEOSYS. There is no user interface to amend these records and versions are numbered sequentially to make it harder to tamper with.

Every time anyone creates or updates a record in NEOSYS, NEOSYS records their username, the time and date, the workstation number. It also keeps a copy of the old record.

At the bottom of each record on screen, you can see a complete history of creation and all amendments and you can click on any individual amendment to see the prior record.

If the same user makes more than one change to a particular record in one day then only one historical version will be retained for reference but the date, time and workstation number of all updates is records. This is to save wasting space in the database.

How do I save a schedule as a different version?

Each time a schedule is saved you are given the option of updating to a proposal number. If you go ahead with updating to a new proposal number automatically a new version number is created.

==== Version ====
Shows the version number and number of times changes have been made to the document.

Click on the icon or Press F6 to view older version.

==== Proposal ====
Shows the number of times the document has been updated to a proposal number.

==== User name ====
Shows who made the changes to the document.

==== Date/Time ====
Shows when the changes were made.

==== Station ====
Shows the IP address of the computer used to make the changes.

Schedule file

2012-01-17T07:27:14Z

Ashwin:

[[image:Mediaschedule2.jpg‎]]

==== Menu Location ====

Using the mouse: Menu > Media > Schedules > Schedule File

Using the keyboard: Alt+M, M, S, S

==== Easy Reference ====
{{Quick Reference}}

==== Schedule no. ====
Unique number assigned to every schedule.

Create a new schedule or Open an existing schedule by typing schedule number or Press F7 to search. The schedule number can either be generated automatically or manually entered (Refer to [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Schedule_Numbering_methods Schedule Numbering] Wiki article for Help).

The system gives us the option to Create a new schedule or Copy from an existing schedule/plan.

==== Period ====
Period for which ads are scheduled. Shows the current month and year by default.

Enter the period for which Schedule is created.

==== Start date & Stop date ====
The start and end date of the ad campaign. These fields show First and Last day of Month for which schedule is created.

Select the desired Start and End Dates.

''Note-'' You can book for a maximum of upto 365 days at a stretch.

==== Brand ====
Shows Product name of Schedule.

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new.

=== Client ===
Client company to which Brand belongs to.

''Note-'' Field is updated automatically from client record in the Client and brand file.

=== Campaign ===
Name of Marketing/Advertising Campaign.

=== Market ===
Target Market for Campaign.

Enter an existing Market Code or Press F7 to search or F6 to create new.

=== Currency ===
Invoicing Currency.

''Note-'' Field is updated automatically from client record in the Client and brand file. If no currency is mentioned in the client record it is updated automatically with the base currency.

=== Proposed ===
Date at which the ad campaign was proposed.

Default value is current date.

=== (Proposal) No. ===
Current Proposal version no.

Proposals are user controlled versions. You may send revised proposals to the client and NEOSYS allows you to keep track of all the proposals generated by saving them under different proposal numbers.

The first time a schedule is saved, proposal number is 1. Every time a schedule is saved you have the option of updating the schedule to a new proposal number and hence keep an audit trail of all changes made to the schedule.

=== Approval date ===
Date at which the campaign is approved.

Select the approval date.

''Note-''
A schedule has to be approved for it to be booked.

If an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically with the current date.

=== Booked & Invoiced ===
Dates at which the schedule is fully booked and invoiced.

Dates are updated automatically when the schedule is booked and invoiced.

=== Client Order No. ===
Shows the client purchase order number, if any. This has to be entered manually and appears on the schedule and invoice printout.

=== Company Code ===
Company of the schedule creator.

Enter existing Company Code or Press F7 to search.

Incase of a single company this is updated automatically and if there are multiple companies it has to be entered manually.

=== Executive ===
Shows current Schedule Owner's Name.

Default name that appears is as entered in the client and brand record of the selected brand. If no executive name is entered in the client and brand record this is updated with the current user's User code as entered in the User details page in NEOSYS.

=== Attention ===
Shows Client Representative's Name.

''Note-'' Field is updated automatically from client record in the Client and brand file.

=== Job No. ===
Shows job no. of related job.

Enter existing job no. or Press F7 to search or Press F6 to create new.

By entering Job No. we can link the schedule to the job. This also helps us to print corresponding job no. on various schedule printouts.

=== Media Vehicle ===
Shows media vehicle to be booked.

Enter existing vehicle code or Press F7 to search or Press F6 to create new. Click on '''(+)''' to select multiple vehicles.

=== Specifications ===
Shows the vehicle specifications booked.

Either enter a specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

=== Loading ===
Shows the vehicle loading specifications booked. Loading specification is a premium specification being booked.

Either enter a loading specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

''Note-'' The Specification and Loading fields are directly linked to the rate cards. Assuming the rate cards have been entered in NEOSYS, the cost of the ad and the loading charges are automatically calculated by the system based on the size of the ad which is then entered in the bill and cost section.

=== Certify Button ===
Certify Planned Ads.

Click on this button to open list of planned ads which can be certified.

Refer to [http://userwiki.neosys.com/index.php/Certify/Certification_file Certification File] to learn about certifications.

''Note-'' The Maximum allowed No. of Ads for certification is '''200'''.

=== Book Button ===
Book Ads and issue booking orders to be sent to supplier.

Click on this button to open Media booking order where the booking details are entered as required and a preview of the booking order can be viewed before issuing the final order.

See [[New Booking Orders/Cancellations]]

=== Diary Button ===
View the schedule information in media diary format.

Click on this button to view ads from the schedule in Media Diary.

See [[Media Diary]]

=== Invoice Button ===
Issue invoices to the client.

Click on this button to open the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.

''Note-'' NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.

See [[New Invoices/ Proformas]]

=== Time / Days ===
Time field shows the time of day at which the ad appears in case of TV or Radio. Example: 08:00 , 15:00 etc

Days shows the day of the week at which ads are restricted to appear on. Example: Enter 1 for Monday etc.

''Note-'' The start day of the week can be configured.

=== Plan Ads ===
Shows the total number of ads that can be planned per week for a vehicle.

Enter permitted number of ads per week separated by "/" symbol.

Example: Entering 10/10/10/10 will restrict no. of ads per week to 10.

=== Clear Button ===
Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads which can be cleared.

=== Material Button===
Shows reference data regarding the materials sent to the supplier.

=== Dates Button ===
Select dates to schedule ads.

Opens a date grid which can be used to enter number of ads on desired days.

=== Book Button ===
Book only Ads belonging to that row (Media Vehicle).

Opens a media booking order showing only ads of that row (Media Vehicle) which can be booked.

=== Free Button ===
Mark Ads as "Free".

Opens a date grid showing planned ads for that row (Media Vehicle) which can be marked as free.

''Note-'' Ads can be free to agency or to client or to both, NEOSYS allows you to choose all options and the system automatically makes the changes in the bill and cost section based on the number of free ads to the client or to the agency.

=== Clear Button ===
Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads for that row (Media Vehicle) which can be cleared.

=== Material Button===
Shows reference data regarding the materials for that row (Media Vehicle) sent to the supplier.

=== Dates ===
Shows planned ads on a date grid.

Clicking on the icon opens media diary showing ads for the that row (Media Vehicle) only.

=== Order No. ===
Shows order numbers of all the booking orders generated.

Click on the icon or Press F6 to view booking order.

=== No. Ads ===
Shows the number of ads planned in the Dates calendar on the schedule line.

=== Bill and Cost Section===
Shows details about the cost to the agency and client, discounts received and given, commission, etc. that are entered in the bill and cost section.

If the vehicle currency is different from the invoice currency, the system calculates the invoice amount based on the exchange rate entered in NEOSYS.

'''Note:'''
*When the cost to the agency is more than the cost to the client the system prompts the user about the same and once that is confirmed a reason for the unprofitability has to be mentioned.
*The system also prompts the user when the cost to the client is over 50% than the cost to the agency. This feature helps avoid entering of incorrect amounts in the schedule.

=== Num Free ===
Shows no. of ads that were marked free for that vehicle.

=== Gross Unit Amt ===
Shows the Gross Unit Rate per Ad.

Rate is automatically updated from the ratecard but can be changed in the schedule as required.

==== More Button ====
Shows the Loading/Discount/Commission/Fees fields.

Enter the appropriate loading, discount, commission or fees charged.

''Note- '' Loading/Discount/Commission/Fees can be entered as a percentage of Gross Unit Amount or number.(Example: "10%", "20%" or just "100", "200".)

=== Net Unit Amount ===
Shows Net Unit Amount after taking the loading/discount/commission/fees.

=== Amount ===
Shows total amount i.e. Net Unit Amount * Amount of Ads.

=== Exchange Rate ===
Shows the Exchange rate for currency of vehicle chosen to invoicing Currency.

This field is automatically populated using data from the [[Currency & Exchange Rate File]].

''Note-'' Currency exchange rates have to be entered in NEOSYS as and when required.

=== Invoice Amount ===
Shows total amount in chosen invoicing currency.

=== Vehicle Name ===
Shows name of vehicle chosen for advertising.

=== Notes ===
Shows any reference information regarding the schedule. If there are notes on the vehicle record of the selected vehicle, you are given the option of adding those notes to this section as you enter the vehicle code. These notes appear only on the schedule printouts.

=== Invoice Notes ===
Shows notes regarding the invoicing which appears on all invoices issued from the schedule.

=== Material Details ===
Shows material/artwork details which can be selected to appear on the schedule and invoice printouts. You can also upload images on the schedule with reference to the artwork.

==== Material Letter ====
Shows the material letter used in the Dates calendar of the schedule.

==== Material No.====
Shows the material no. used in prior schedule.

==== Brand Code ====
Shows the code of the scheduled brand. The brand name shows automatically in the material description field which can be edited if required.

==== Size/Duration ====
Shows size or duration of the ads in case of newspaper and television or radio ads respectively.

==== Material Code ====
Shows Material Code.

==== View/Upload ====
Uploads files related to materials.

==== Material Description/Special Instructions ====
Allows you to add the material description and special instructions to be followed by the supplier.

=== Invoice Section ===
Shows a list of the invoices issued from the schedule with the invoice details.

==== Invoice date ====
Shows the date the invoice was created.

==== Invoice No. ====
Shows the invoice number.

==== Amount ====
Shows the invoice amount.

Click on the icon or Press F6 to open invoice.

==== Cost(Base) ====
Shows amount in the base currency regardless of the invoice currency.

Click on the icon or Press F6 to open invoice.

==== User Name ====
Shows who created the invoice.

==== Date/Time ====
Shows when the invoice was created.

==== Station ====
Shows the IP address of the computer used to create the invoice.

=== Version section ===
 What is a version? 

NEOSYS document versioning provides a complete verifiable audit trail of who has done what, where and when in NEOSYS. There is no user interface to amend these records and versions are numbered sequentially to make it harder to tamper with.

Every time anyone creates or updates a record in NEOSYS, NEOSYS records their username, the time and date, the workstation number. It also keeps a copy of the old record.

At the bottom of each record on screen, you can see a complete history of creation and all amendments and you can click on any individual amendment to see the prior record.

If the same user makes more than one change to a particular record in one day then only one historical version will be retained for reference but the date, time and workstation number of all updates is records. This is to save wasting space in the database.

How do I save a schedule as a different version?

Each time a schedule is saved you are given the option of updating to a proposal number. If you go ahead with updating to a new proposal number automatically a new version number is created.

==== Version ====
Shows the version number and number of times changes have been made to the document.

Click on the icon or Press F6 to view older version.

==== Proposal ====
Shows the number of times the document has been updated to a proposal number.

==== User name ====
Shows who made the changes to the document.

==== Date/Time ====
Shows when the changes were made.

==== Station ====
Shows the IP address of the computer used to make the changes.

File:Calendar.jpg

2012-01-17T07:07:18Z

Ashwin:

File:Search2.jpg

2012-01-17T07:06:48Z

Ashwin:

Template:Quick Reference

2012-01-17T07:06:39Z

Ashwin:

Throughout the system wherever you find [[image:search.jpg]], you can quickly lookup and select existing records for the mentioned field. To search for existing records click on the magnifying glass or press F7. To create a new record, click on the blue & white box or press F6. If you know the code/name of the record you can directly type it in here or enter it partially and hit tab/enter to search for similar records.

In some places you will only find [[image:search2.jpg]]. Here you can only search for records and select them by clicking on the magnifying glass or pressing F7. If you know the code/name of the record you can directly type it in here or type it partially and hit tab/enter to search for similar records. This is not applicable to document reference numbers (eg. schedule numbers, job numbers, estimate numbers etc.)

Wherever you find [[image:calendar.jpg]], it indicates that a calendar is available to select a specific date. You can either click on the calendar icon or press F7 to select a date. You can also type in the date in DD/MM/YYYY format. If you want to enter a date in the the current month and year, just type the day in DD format(eg. 15) and press enter, which will automatically show the entire DD/MM/YYYY date (eg. if we are in January 2012, and you type in 15, it will show 15/01/2012).

File:Search.jpg

2012-01-17T06:53:26Z

Ashwin:

Template:Quick Reference

2012-01-17T06:52:37Z

Ashwin:

Throughout the system wherever you find [[image:search.jpg]], this will allow you to quickly lookup pre-stored information of the mentioned field. To search for existing records click on the magnifying glass or press F7. To create a new record, click on the blue & white box or press F6.

Template:Quick Reference

2012-01-17T06:52:21Z

Ashwin: Created page with 'Throughout the system wherever you find image:search.jpg, this will allow you to quickly lookup pre-stored information of the mentioned field. To search for existing records …'

Throughout the system wherever you find [[image:search.jpg]], this will allow you to quickly lookup pre-stored information of the mentioned field. To search for existing records click on the magnifying glass or press F7 to search. To create a new record, click on the blue & white box or press F6.

Schedule file

2012-01-17T06:50:18Z

Ashwin:

[[image:Mediaschedule2.jpg‎]]

{{Quick Reference}}

==== Schedule no. ====
Unique number assigned to every schedule.

Create a new schedule or Open an existing schedule by typing schedule number or Press F7 to search. The schedule number can either be generated automatically or manually entered (Refer to [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Schedule_Numbering_methods Schedule Numbering] Wiki article for Help).

The system gives us the option to Create a new schedule or Copy from an existing schedule/plan.

==== Period ====
Period for which ads are scheduled. Shows the current month and year by default.

Enter the period for which Schedule is created.

==== Start date & Stop date ====
The start and end date of the ad campaign. These fields show First and Last day of Month for which schedule is created.

Select the desired Start and End Dates.

''Note-'' You can book for a maximum of upto 365 days at a stretch.

==== Brand ====
Shows Product name of Schedule.

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new.

=== Client ===
Client company to which Brand belongs to.

''Note-'' Field is updated automatically from client record in the Client and brand file.

=== Campaign ===
Name of Marketing/Advertising Campaign.

=== Market ===
Target Market for Campaign.

Enter an existing Market Code or Press F7 to search or F6 to create new.

=== Currency ===
Invoicing Currency.

''Note-'' Field is updated automatically from client record in the Client and brand file. If no currency is mentioned in the client record it is updated automatically with the base currency.

=== Proposed ===
Date at which the ad campaign was proposed.

Default value is current date.

=== (Proposal) No. ===
Current Proposal version no.

Proposals are user controlled versions. You may send revised proposals to the client and NEOSYS allows you to keep track of all the proposals generated by saving them under different proposal numbers.

The first time a schedule is saved, proposal number is 1. Every time a schedule is saved you have the option of updating the schedule to a new proposal number and hence keep an audit trail of all changes made to the schedule.

=== Approval date ===
Date at which the campaign is approved.

Select the approval date.

''Note-''
A schedule has to be approved for it to be booked.

If an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically with the current date.

=== Booked & Invoiced ===
Dates at which the schedule is fully booked and invoiced.

Dates are updated automatically when the schedule is booked and invoiced.

=== Client Order No. ===
Shows the client purchase order number, if any. This has to be entered manually and appears on the schedule and invoice printout.

=== Company Code ===
Company of the schedule creator.

Enter existing Company Code or Press F7 to search.

Incase of a single company this is updated automatically and if there are multiple companies it has to be entered manually.

=== Executive ===
Shows current Schedule Owner's Name.

Default name that appears is as entered in the client and brand record of the selected brand. If no executive name is entered in the client and brand record this is updated with the current user's User code as entered in the User details page in NEOSYS.

=== Attention ===
Shows Client Representative's Name.

''Note-'' Field is updated automatically from client record in the Client and brand file.

=== Job No. ===
Shows job no. of related job.

Enter existing job no. or Press F7 to search or Press F6 to create new.

By entering Job No. we can link the schedule to the job. This also helps us to print corresponding job no. on various schedule printouts.

=== Media Vehicle ===
Shows media vehicle to be booked.

Enter existing vehicle code or Press F7 to search or Press F6 to create new. Click on '''(+)''' to select multiple vehicles.

=== Specifications ===
Shows the vehicle specifications booked.

Either enter a specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

=== Loading ===
Shows the vehicle loading specifications booked. Loading specification is a premium specification being booked.

Either enter a loading specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

''Note-'' The Specification and Loading fields are directly linked to the rate cards. Assuming the rate cards have been entered in NEOSYS, the cost of the ad and the loading charges are automatically calculated by the system based on the size of the ad which is then entered in the bill and cost section.

=== Certify Button ===
Certify Planned Ads.

Click on this button to open list of planned ads which can be certified.

Refer to [http://userwiki.neosys.com/index.php/Certify/Certification_file Certification File] to learn about certifications.

''Note-'' The Maximum allowed No. of Ads for certification is '''200'''.

=== Book Button ===
Book Ads and issue booking orders to be sent to supplier.

Click on this button to open Media booking order where the booking details are entered as required and a preview of the booking order can be viewed before issuing the final order.

See [[New Booking Orders/Cancellations]]

=== Diary Button ===
View the schedule information in media diary format.

Click on this button to view ads from the schedule in Media Diary.

See [[Media Diary]]

=== Invoice Button ===
Issue invoices to the client.

Click on this button to open the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.

''Note-'' NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.

See [[New Invoices/ Proformas]]

=== Time / Days ===
Time field shows the time of day at which the ad appears in case of TV or Radio. Example: 08:00 , 15:00 etc

Days shows the day of the week at which ads are restricted to appear on. Example: Enter 1 for Monday etc.

''Note-'' The start day of the week can be configured.

=== Plan Ads ===
Shows the total number of ads that can be planned per week for a vehicle.

Enter permitted number of ads per week separated by "/" symbol.

Example: Entering 10/10/10/10 will restrict no. of ads per week to 10.

=== Clear Button ===
Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads which can be cleared.

=== Material Button===
Shows reference data regarding the materials sent to the supplier.

=== Dates Button ===
Select dates to schedule ads.

Opens a date grid which can be used to enter number of ads on desired days.

=== Book Button ===
Book only Ads belonging to that row (Media Vehicle).

Opens a media booking order showing only ads of that row (Media Vehicle) which can be booked.

=== Free Button ===
Mark Ads as "Free".

Opens a date grid showing planned ads for that row (Media Vehicle) which can be marked as free.

''Note-'' Ads can be free to agency or to client or to both, NEOSYS allows you to choose all options and the system automatically makes the changes in the bill and cost section based on the number of free ads to the client or to the agency.

=== Clear Button ===
Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads for that row (Media Vehicle) which can be cleared.

=== Material Button===
Shows reference data regarding the materials for that row (Media Vehicle) sent to the supplier.

=== Dates ===
Shows planned ads on a date grid.

Clicking on the icon opens media diary showing ads for the that row (Media Vehicle) only.

=== Order No. ===
Shows order numbers of all the booking orders generated.

Click on the icon or Press F6 to view booking order.

=== No. Ads ===
Shows the number of ads planned in the Dates calendar on the schedule line.

=== Bill and Cost Section===
Shows details about the cost to the agency and client, discounts received and given, commission, etc. that are entered in the bill and cost section.

If the vehicle currency is different from the invoice currency, the system calculates the invoice amount based on the exchange rate entered in NEOSYS.

'''Note:'''
*When the cost to the agency is more than the cost to the client the system prompts the user about the same and once that is confirmed a reason for the unprofitability has to be mentioned.
*The system also prompts the user when the cost to the client is over 50% than the cost to the agency. This feature helps avoid entering of incorrect amounts in the schedule.

=== Num Free ===
Shows no. of ads that were marked free for that vehicle.

=== Gross Unit Amt ===
Shows the Gross Unit Rate per Ad.

Rate is automatically updated from the ratecard but can be changed in the schedule as required.

==== More Button ====
Shows the Loading/Discount/Commission/Fees fields.

Enter the appropriate loading, discount, commission or fees charged.

''Note- '' Loading/Discount/Commission/Fees can be entered as a percentage of Gross Unit Amount or number.(Example: "10%", "20%" or just "100", "200".)

=== Net Unit Amount ===
Shows Net Unit Amount after taking the loading/discount/commission/fees.

=== Amount ===
Shows total amount i.e. Net Unit Amount * Amount of Ads.

=== Exchange Rate ===
Shows the Exchange rate for currency of vehicle chosen to invoicing Currency.

This field is automatically populated using data from the [[Currency & Exchange Rate File]].

''Note-'' Currency exchange rates have to be entered in NEOSYS as and when required.

=== Invoice Amount ===
Shows total amount in chosen invoicing currency.

=== Vehicle Name ===
Shows name of vehicle chosen for advertising.

=== Notes ===
Shows any reference information regarding the schedule. If there are notes on the vehicle record of the selected vehicle, you are given the option of adding those notes to this section as you enter the vehicle code. These notes appear only on the schedule printouts.

=== Invoice Notes ===
Shows notes regarding the invoicing which appears on all invoices issued from the schedule.

=== Material Details ===
Shows material/artwork details which can be selected to appear on the schedule and invoice printouts. You can also upload images on the schedule with reference to the artwork.

==== Material Letter ====
Shows the material letter used in the Dates calendar of the schedule.

==== Material No.====
Shows the material no. used in prior schedule.

==== Brand Code ====
Shows the code of the scheduled brand. The brand name shows automatically in the material description field which can be edited if required.

==== Size/Duration ====
Shows size or duration of the ads in case of newspaper and television or radio ads respectively.

==== Material Code ====
Shows Material Code.

==== View/Upload ====
Uploads files related to materials.

==== Material Description/Special Instructions ====
Allows you to add the material description and special instructions to be followed by the supplier.

=== Invoice Section ===
Shows a list of the invoices issued from the schedule with the invoice details.

==== Invoice date ====
Shows the date the invoice was created.

==== Invoice No. ====
Shows the invoice number.

==== Amount ====
Shows the invoice amount.

Click on the icon or Press F6 to open invoice.

==== Cost(Base) ====
Shows amount in the base currency regardless of the invoice currency.

Click on the icon or Press F6 to open invoice.

==== User Name ====
Shows who created the invoice.

==== Date/Time ====
Shows when the invoice was created.

==== Station ====
Shows the IP address of the computer used to create the invoice.

=== Version section ===
 What is a version? 

NEOSYS document versioning provides a complete verifiable audit trail of who has done what, where and when in NEOSYS. There is no user interface to amend these records and versions are numbered sequentially to make it harder to tamper with.

Every time anyone creates or updates a record in NEOSYS, NEOSYS records their username, the time and date, the workstation number. It also keeps a copy of the old record.

At the bottom of each record on screen, you can see a complete history of creation and all amendments and you can click on any individual amendment to see the prior record.

If the same user makes more than one change to a particular record in one day then only one historical version will be retained for reference but the date, time and workstation number of all updates is records. This is to save wasting space in the database.

How do I save a schedule as a different version?

Each time a schedule is saved you are given the option of updating to a proposal number. If you go ahead with updating to a new proposal number automatically a new version number is created.

==== Version ====
Shows the version number and number of times changes have been made to the document.

Click on the icon or Press F6 to view older version.

==== Proposal ====
Shows the number of times the document has been updated to a proposal number.

==== User name ====
Shows who made the changes to the document.

==== Date/Time ====
Shows when the changes were made.

==== Station ====
Shows the IP address of the computer used to make the changes.

Schedule file

2012-01-17T06:49:47Z

Ashwin: /* Schedule no. */

[[image:Mediaschedule2.jpg‎]]

{{{Quick Reference}}}

==== Schedule no. ====
Unique number assigned to every schedule.

Create a new schedule or Open an existing schedule by typing schedule number or Press F7 to search. The schedule number can either be generated automatically or manually entered (Refer to [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Schedule_Numbering_methods Schedule Numbering] Wiki article for Help).

The system gives us the option to Create a new schedule or Copy from an existing schedule/plan.

==== Period ====
Period for which ads are scheduled. Shows the current month and year by default.

Enter the period for which Schedule is created.

==== Start date & Stop date ====
The start and end date of the ad campaign. These fields show First and Last day of Month for which schedule is created.

Select the desired Start and End Dates.

''Note-'' You can book for a maximum of upto 365 days at a stretch.

==== Brand ====
Shows Product name of Schedule.

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new.

=== Client ===
Client company to which Brand belongs to.

''Note-'' Field is updated automatically from client record in the Client and brand file.

=== Campaign ===
Name of Marketing/Advertising Campaign.

=== Market ===
Target Market for Campaign.

Enter an existing Market Code or Press F7 to search or F6 to create new.

=== Currency ===
Invoicing Currency.

''Note-'' Field is updated automatically from client record in the Client and brand file. If no currency is mentioned in the client record it is updated automatically with the base currency.

=== Proposed ===
Date at which the ad campaign was proposed.

Default value is current date.

=== (Proposal) No. ===
Current Proposal version no.

Proposals are user controlled versions. You may send revised proposals to the client and NEOSYS allows you to keep track of all the proposals generated by saving them under different proposal numbers.

The first time a schedule is saved, proposal number is 1. Every time a schedule is saved you have the option of updating the schedule to a new proposal number and hence keep an audit trail of all changes made to the schedule.

=== Approval date ===
Date at which the campaign is approved.

Select the approval date.

''Note-''
A schedule has to be approved for it to be booked.

If an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically with the current date.

=== Booked & Invoiced ===
Dates at which the schedule is fully booked and invoiced.

Dates are updated automatically when the schedule is booked and invoiced.

=== Client Order No. ===
Shows the client purchase order number, if any. This has to be entered manually and appears on the schedule and invoice printout.

=== Company Code ===
Company of the schedule creator.

Enter existing Company Code or Press F7 to search.

Incase of a single company this is updated automatically and if there are multiple companies it has to be entered manually.

=== Executive ===
Shows current Schedule Owner's Name.

Default name that appears is as entered in the client and brand record of the selected brand. If no executive name is entered in the client and brand record this is updated with the current user's User code as entered in the User details page in NEOSYS.

=== Attention ===
Shows Client Representative's Name.

''Note-'' Field is updated automatically from client record in the Client and brand file.

=== Job No. ===
Shows job no. of related job.

Enter existing job no. or Press F7 to search or Press F6 to create new.

By entering Job No. we can link the schedule to the job. This also helps us to print corresponding job no. on various schedule printouts.

=== Media Vehicle ===
Shows media vehicle to be booked.

Enter existing vehicle code or Press F7 to search or Press F6 to create new. Click on '''(+)''' to select multiple vehicles.

=== Specifications ===
Shows the vehicle specifications booked.

Either enter a specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

=== Loading ===
Shows the vehicle loading specifications booked. Loading specification is a premium specification being booked.

Either enter a loading specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

''Note-'' The Specification and Loading fields are directly linked to the rate cards. Assuming the rate cards have been entered in NEOSYS, the cost of the ad and the loading charges are automatically calculated by the system based on the size of the ad which is then entered in the bill and cost section.

=== Certify Button ===
Certify Planned Ads.

Click on this button to open list of planned ads which can be certified.

Refer to [http://userwiki.neosys.com/index.php/Certify/Certification_file Certification File] to learn about certifications.

''Note-'' The Maximum allowed No. of Ads for certification is '''200'''.

=== Book Button ===
Book Ads and issue booking orders to be sent to supplier.

Click on this button to open Media booking order where the booking details are entered as required and a preview of the booking order can be viewed before issuing the final order.

See [[New Booking Orders/Cancellations]]

=== Diary Button ===
View the schedule information in media diary format.

Click on this button to view ads from the schedule in Media Diary.

See [[Media Diary]]

=== Invoice Button ===
Issue invoices to the client.

Click on this button to open the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.

''Note-'' NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.

See [[New Invoices/ Proformas]]

=== Time / Days ===
Time field shows the time of day at which the ad appears in case of TV or Radio. Example: 08:00 , 15:00 etc

Days shows the day of the week at which ads are restricted to appear on. Example: Enter 1 for Monday etc.

''Note-'' The start day of the week can be configured.

=== Plan Ads ===
Shows the total number of ads that can be planned per week for a vehicle.

Enter permitted number of ads per week separated by "/" symbol.

Example: Entering 10/10/10/10 will restrict no. of ads per week to 10.

=== Clear Button ===
Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads which can be cleared.

=== Material Button===
Shows reference data regarding the materials sent to the supplier.

=== Dates Button ===
Select dates to schedule ads.

Opens a date grid which can be used to enter number of ads on desired days.

=== Book Button ===
Book only Ads belonging to that row (Media Vehicle).

Opens a media booking order showing only ads of that row (Media Vehicle) which can be booked.

=== Free Button ===
Mark Ads as "Free".

Opens a date grid showing planned ads for that row (Media Vehicle) which can be marked as free.

''Note-'' Ads can be free to agency or to client or to both, NEOSYS allows you to choose all options and the system automatically makes the changes in the bill and cost section based on the number of free ads to the client or to the agency.

=== Clear Button ===
Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads for that row (Media Vehicle) which can be cleared.

=== Material Button===
Shows reference data regarding the materials for that row (Media Vehicle) sent to the supplier.

=== Dates ===
Shows planned ads on a date grid.

Clicking on the icon opens media diary showing ads for the that row (Media Vehicle) only.

=== Order No. ===
Shows order numbers of all the booking orders generated.

Click on the icon or Press F6 to view booking order.

=== No. Ads ===
Shows the number of ads planned in the Dates calendar on the schedule line.

=== Bill and Cost Section===
Shows details about the cost to the agency and client, discounts received and given, commission, etc. that are entered in the bill and cost section.

If the vehicle currency is different from the invoice currency, the system calculates the invoice amount based on the exchange rate entered in NEOSYS.

'''Note:'''
*When the cost to the agency is more than the cost to the client the system prompts the user about the same and once that is confirmed a reason for the unprofitability has to be mentioned.
*The system also prompts the user when the cost to the client is over 50% than the cost to the agency. This feature helps avoid entering of incorrect amounts in the schedule.

=== Num Free ===
Shows no. of ads that were marked free for that vehicle.

=== Gross Unit Amt ===
Shows the Gross Unit Rate per Ad.

Rate is automatically updated from the ratecard but can be changed in the schedule as required.

==== More Button ====
Shows the Loading/Discount/Commission/Fees fields.

Enter the appropriate loading, discount, commission or fees charged.

''Note- '' Loading/Discount/Commission/Fees can be entered as a percentage of Gross Unit Amount or number.(Example: "10%", "20%" or just "100", "200".)

=== Net Unit Amount ===
Shows Net Unit Amount after taking the loading/discount/commission/fees.

=== Amount ===
Shows total amount i.e. Net Unit Amount * Amount of Ads.

=== Exchange Rate ===
Shows the Exchange rate for currency of vehicle chosen to invoicing Currency.

This field is automatically populated using data from the [[Currency & Exchange Rate File]].

''Note-'' Currency exchange rates have to be entered in NEOSYS as and when required.

=== Invoice Amount ===
Shows total amount in chosen invoicing currency.

=== Vehicle Name ===
Shows name of vehicle chosen for advertising.

=== Notes ===
Shows any reference information regarding the schedule. If there are notes on the vehicle record of the selected vehicle, you are given the option of adding those notes to this section as you enter the vehicle code. These notes appear only on the schedule printouts.

=== Invoice Notes ===
Shows notes regarding the invoicing which appears on all invoices issued from the schedule.

=== Material Details ===
Shows material/artwork details which can be selected to appear on the schedule and invoice printouts. You can also upload images on the schedule with reference to the artwork.

==== Material Letter ====
Shows the material letter used in the Dates calendar of the schedule.

==== Material No.====
Shows the material no. used in prior schedule.

==== Brand Code ====
Shows the code of the scheduled brand. The brand name shows automatically in the material description field which can be edited if required.

==== Size/Duration ====
Shows size or duration of the ads in case of newspaper and television or radio ads respectively.

==== Material Code ====
Shows Material Code.

==== View/Upload ====
Uploads files related to materials.

==== Material Description/Special Instructions ====
Allows you to add the material description and special instructions to be followed by the supplier.

=== Invoice Section ===
Shows a list of the invoices issued from the schedule with the invoice details.

==== Invoice date ====
Shows the date the invoice was created.

==== Invoice No. ====
Shows the invoice number.

==== Amount ====
Shows the invoice amount.

Click on the icon or Press F6 to open invoice.

==== Cost(Base) ====
Shows amount in the base currency regardless of the invoice currency.

Click on the icon or Press F6 to open invoice.

==== User Name ====
Shows who created the invoice.

==== Date/Time ====
Shows when the invoice was created.

==== Station ====
Shows the IP address of the computer used to create the invoice.

=== Version section ===
 What is a version? 

NEOSYS document versioning provides a complete verifiable audit trail of who has done what, where and when in NEOSYS. There is no user interface to amend these records and versions are numbered sequentially to make it harder to tamper with.

Every time anyone creates or updates a record in NEOSYS, NEOSYS records their username, the time and date, the workstation number. It also keeps a copy of the old record.

At the bottom of each record on screen, you can see a complete history of creation and all amendments and you can click on any individual amendment to see the prior record.

If the same user makes more than one change to a particular record in one day then only one historical version will be retained for reference but the date, time and workstation number of all updates is records. This is to save wasting space in the database.

How do I save a schedule as a different version?

Each time a schedule is saved you are given the option of updating to a proposal number. If you go ahead with updating to a new proposal number automatically a new version number is created.

==== Version ====
Shows the version number and number of times changes have been made to the document.

Click on the icon or Press F6 to view older version.

==== Proposal ====
Shows the number of times the document has been updated to a proposal number.

==== User name ====
Shows who made the changes to the document.

==== Date/Time ====
Shows when the changes were made.

==== Station ====
Shows the IP address of the computer used to make the changes.

File:Invapproval list.jpg

2012-01-16T11:56:36Z

Ashwin:

Exporting to other finance systems

2012-01-16T11:56:25Z

Ashwin: /* Procedure to generate Invoice XML file */

== Exporting using XML files ==
For exporting to the SAP interface, NEOSYS is able to generate XML files which can be loaded directly into SAP without the need for conversion.

=== File Types ===

==== Provisions XML File ====
The Provisions XML file, when generated on a particular day of a month, contains:
#Provisions for all ads which have been booked but not yet invoiced for the current month (until the last day of the month eg. 1-31 Jan or 1-28 Feb etc)
#Reversals of all ads for which provisions were created in the prior batch
#Re-entry of provisions for ads from the beginning of the current year until the last day of the prior month (eg. if the batch was run on 25th June, the provisions will be created for the period 1-Jan until 31-May)

''' Each ad will have 2 lines and a sample entry is as follows: '''

P&L Provision Expense A/c (38131099) (40) DR
B/S Provision Expense A/c (14424005) (50) CR

''' Reversals will be the opposite of the above. '''

==== Invoices XML File ====
This Invoices XML file when generated in a particular month contains entry of actual expense and supplier invoiced amount

The invoice amounts only appears if the invoice is issued and approved for posting in the "Approval Date field" under Old Invoice Printouts.

'''Each ad will have a total of 2 lines and a sample entry will be as follows:'''

P&L Actual Expense A/c (38101001) (40) DR
Supplier A/c (503475) (31) CR

'''Reversals/credit notes will be the opposite of the above.'''

=== Exporting XML Files using Finance Interface ===

==== Generation of XML files ====

The XML files can be generated by users having permissions to finance functions. It is available under '''Menu > Media > Diary > Finance Interface'''

[[image:NEOSYS Finance Interface.jpg]]

Note the following points for usage of this Function:

#As stated above, the XML files have to be individually generated for Provisions and Invoices and an example of how the screen looks like is shown below.
#Once you are ready to generate the XML files for the month, click on the button Generate once each in the Provisions and Invoices column.
#Generating the Invoices XML requires the invoices to be approved prior to this or no data will be available in the Invoices XML file.
#The moment you click on either all the data is gathered and shown on the screen in an XML file.
#Clicking again on the generate button DOES NOT collect new data and only brings up the last file. Hence you need to interface the generated file and there is NO WAY to not accept it.
#After successful interfacing of both/either of the files into SAP, you need to sign off the interface by clicking on SIGN, to allow the next batch to be generated.
#If you do successive generations in a particular month for Provisions, you need to note that the later will create a reversals of the earlier provisions and re-enter all year to date (until last day of prior month) as stated above in the Provisions XML file information
#You can get an Excel/HTML version of the output XML file by clicking on the REPORT button in both the columns
#Clicking on the Crosstab button will get you a pivot report of the XML data interfaced
#Clicking on the Prior button in the crosstab section will generate the last XML file prior to the one you are going to sign off, besides getting an Excel/HTML output and Crosstab report of the same
#Clicking on the YTD button in the crosstab section will generate the YTD information of all the XML files in a single file, besides getting an Excel/HTML output and Crosstab report of the same (Invoices does not give a cross tab for YTD).
#The Crosstab section allows you to add additional rows of the information you want to display.
#In the Crosstab columns section it is best to select A/c No to get a good overview of the figures and likewise it is best to select Both for Dr/Cr.

==== Procedure to generate Provisions XML file ====

#Login to NEOSYS [[image:NEOSYS Login.jpg]]
#Go to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate under Provisions: [[image:Latest Generate.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys provisions interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Provisions XML file by clicking as follows: [[image:Latest List.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Copy to Excel.jpg]] 
#To get a pivot table of the same for the Provisions XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Provisions XML file generated so that the system can generate the next output [[image:Sign.jpg]] 

==== Procedure to generate Invoice XML file ====
#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Get a list of Invoices pending approval (only approved invoiced are taken in the interface) by going to Menu > Media > Invoices > List of Invoices (Keyboard shortcuts instead of mouse - Alt+M, M, I, S). On this screen, key in the date range you require and tick the Not Approved option (even if you approve future month invoices it will not be picked up for interfacing until that month arrives). [[image:invapproval_list.jpg]] 
#Approve the invoices which you require to interface by going to Menu > Media > Invoices > Old Invoices/Proforma (Keyboard shortcuts instead of mouse - Alt+M, M, I, O). In this screen, key in the invoice number, or multiple invoice numbers separated by comma or a range of invoice numbers. Enter the current date as the approval date and click on reprint. You may discard the reprinted invoice after it pops up. [[image:invapproval.jpg]] 
#Now you can generate the invoices XML by by going to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate on the Invoices tab: [[image:Latest Generate Invoices.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys invoices interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder Invoice.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Invoices XML file by clicking as follows: [[image:Latest List Invoice.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Excel Invoice.jpg]] 
#To get a pivot table of the same for the Invoices XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot Invoice.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation Invoice.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Invoices XML file generated so that the system can generate the next output: [[image:Invoices Sign.jpg]] 

== Closing of the book month ==

After running the XML files and signing them off, you may decide to restrict the media operations from amendmending any schedules or bookings. This can be done by specifying the latest closed period in the Company File.

#Specifying the closed period - finance will block users to issue invoices or any finance documents.
#Specifying the closed period - operations will block users to amend / edit / create schedule and/or any document in the media system

[[Image:companyfileperiod.jpg]]

File:Invapproval.jpg

2012-01-15T11:07:57Z

Ashwin:

Exporting to other finance systems

2012-01-15T11:07:39Z

Ashwin: /* Procedure to generate Invoice XML file */

== Exporting using XML files ==
For exporting to the SAP interface, NEOSYS is able to generate XML files which can be loaded directly into SAP without the need for conversion.

=== File Types ===

==== Provisions XML File ====
The Provisions XML file, when generated on a particular day of a month, contains:
#Provisions for all ads which have been booked but not yet invoiced for the current month (until the last day of the month eg. 1-31 Jan or 1-28 Feb etc)
#Reversals of all ads for which provisions were created in the prior batch
#Re-entry of provisions for ads from the beginning of the current year until the last day of the prior month (eg. if the batch was run on 25th June, the provisions will be created for the period 1-Jan until 31-May)

''' Each ad will have 2 lines and a sample entry is as follows: '''

P&L Provision Expense A/c (38131099) (40) DR
B/S Provision Expense A/c (14424005) (50) CR

''' Reversals will be the opposite of the above. '''

==== Invoices XML File ====
This Invoices XML file when generated in a particular month contains entry of actual expense and supplier invoiced amount

The invoice amounts only appears if the invoice is issued and approved for posting in the "Approval Date field" under Old Invoice Printouts.

'''Each ad will have a total of 2 lines and a sample entry will be as follows:'''

P&L Actual Expense A/c (38101001) (40) DR
Supplier A/c (503475) (31) CR

'''Reversals/credit notes will be the opposite of the above.'''

=== Exporting XML Files using Finance Interface ===

==== Generation of XML files ====

The XML files can be generated by users having permissions to finance functions. It is available under '''Menu > Media > Diary > Finance Interface'''

[[image:NEOSYS Finance Interface.jpg]]

Note the following points for usage of this Function:

#As stated above, the XML files have to be individually generated for Provisions and Invoices and an example of how the screen looks like is shown below.
#Once you are ready to generate the XML files for the month, click on the button Generate once each in the Provisions and Invoices column.
#Generating the Invoices XML requires the invoices to be approved prior to this or no data will be available in the Invoices XML file.
#The moment you click on either all the data is gathered and shown on the screen in an XML file.
#Clicking again on the generate button DOES NOT collect new data and only brings up the last file. Hence you need to interface the generated file and there is NO WAY to not accept it.
#After successful interfacing of both/either of the files into SAP, you need to sign off the interface by clicking on SIGN, to allow the next batch to be generated.
#If you do successive generations in a particular month for Provisions, you need to note that the later will create a reversals of the earlier provisions and re-enter all year to date (until last day of prior month) as stated above in the Provisions XML file information
#You can get an Excel/HTML version of the output XML file by clicking on the REPORT button in both the columns
#Clicking on the Crosstab button will get you a pivot report of the XML data interfaced
#Clicking on the Prior button in the crosstab section will generate the last XML file prior to the one you are going to sign off, besides getting an Excel/HTML output and Crosstab report of the same
#Clicking on the YTD button in the crosstab section will generate the YTD information of all the XML files in a single file, besides getting an Excel/HTML output and Crosstab report of the same (Invoices does not give a cross tab for YTD).
#The Crosstab section allows you to add additional rows of the information you want to display.
#In the Crosstab columns section it is best to select A/c No to get a good overview of the figures and likewise it is best to select Both for Dr/Cr.

==== Procedure to generate Provisions XML file ====

#Login to NEOSYS [[image:NEOSYS Login.jpg]]
#Go to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate under Provisions: [[image:Latest Generate.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys provisions interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Provisions XML file by clicking as follows: [[image:Latest List.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Copy to Excel.jpg]] 
#To get a pivot table of the same for the Provisions XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Provisions XML file generated so that the system can generate the next output [[image:Sign.jpg]] 

==== Procedure to generate Invoice XML file ====
#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Approve the invoices which you require to interface by going to Menu > Media > Invoices > Old Invoices/Proforma (Keyboard shortcuts instead of mouse - Alt+M, M, I, O). In this screen, key in the invoice number, or multiple invoice numbers separated by comma or a range of invoice numbers. Enter the current date as the approval date and click on reprint. You may discard the reprinted invoice after it pops up. [[image:invapproval.jpg]] 
#Now you can generate the invoices XML by by going to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate on the Invoices tab: [[image:Latest Generate Invoices.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys invoices interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder Invoice.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Invoices XML file by clicking as follows: [[image:Latest List Invoice.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Excel Invoice.jpg]] 
#To get a pivot table of the same for the Invoices XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot Invoice.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation Invoice.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Invoices XML file generated so that the system can generate the next output: [[image:Invoices Sign.jpg]] 

== Closing of the book month ==

After running the XML files and signing them off, you may decide to restrict the media operations from amendmending any schedules or bookings. This can be done by specifying the latest closed period in the Company File.

#Specifying the closed period - finance will block users to issue invoices or any finance documents.
#Specifying the closed period - operations will block users to amend / edit / create schedule and/or any document in the media system

[[Image:companyfileperiod.jpg]]

Exporting to other finance systems

2012-01-15T11:07:00Z

Ashwin: /* Exporting using XML files */

== Exporting using XML files ==
For exporting to the SAP interface, NEOSYS is able to generate XML files which can be loaded directly into SAP without the need for conversion.

=== File Types ===

==== Provisions XML File ====
The Provisions XML file, when generated on a particular day of a month, contains:
#Provisions for all ads which have been booked but not yet invoiced for the current month (until the last day of the month eg. 1-31 Jan or 1-28 Feb etc)
#Reversals of all ads for which provisions were created in the prior batch
#Re-entry of provisions for ads from the beginning of the current year until the last day of the prior month (eg. if the batch was run on 25th June, the provisions will be created for the period 1-Jan until 31-May)

''' Each ad will have 2 lines and a sample entry is as follows: '''

P&L Provision Expense A/c (38131099) (40) DR
B/S Provision Expense A/c (14424005) (50) CR

''' Reversals will be the opposite of the above. '''

==== Invoices XML File ====
This Invoices XML file when generated in a particular month contains entry of actual expense and supplier invoiced amount

The invoice amounts only appears if the invoice is issued and approved for posting in the "Approval Date field" under Old Invoice Printouts.

'''Each ad will have a total of 2 lines and a sample entry will be as follows:'''

P&L Actual Expense A/c (38101001) (40) DR
Supplier A/c (503475) (31) CR

'''Reversals/credit notes will be the opposite of the above.'''

=== Exporting XML Files using Finance Interface ===

==== Generation of XML files ====

The XML files can be generated by users having permissions to finance functions. It is available under '''Menu > Media > Diary > Finance Interface'''

[[image:NEOSYS Finance Interface.jpg]]

Note the following points for usage of this Function:

#As stated above, the XML files have to be individually generated for Provisions and Invoices and an example of how the screen looks like is shown below.
#Once you are ready to generate the XML files for the month, click on the button Generate once each in the Provisions and Invoices column.
#Generating the Invoices XML requires the invoices to be approved prior to this or no data will be available in the Invoices XML file.
#The moment you click on either all the data is gathered and shown on the screen in an XML file.
#Clicking again on the generate button DOES NOT collect new data and only brings up the last file. Hence you need to interface the generated file and there is NO WAY to not accept it.
#After successful interfacing of both/either of the files into SAP, you need to sign off the interface by clicking on SIGN, to allow the next batch to be generated.
#If you do successive generations in a particular month for Provisions, you need to note that the later will create a reversals of the earlier provisions and re-enter all year to date (until last day of prior month) as stated above in the Provisions XML file information
#You can get an Excel/HTML version of the output XML file by clicking on the REPORT button in both the columns
#Clicking on the Crosstab button will get you a pivot report of the XML data interfaced
#Clicking on the Prior button in the crosstab section will generate the last XML file prior to the one you are going to sign off, besides getting an Excel/HTML output and Crosstab report of the same
#Clicking on the YTD button in the crosstab section will generate the YTD information of all the XML files in a single file, besides getting an Excel/HTML output and Crosstab report of the same (Invoices does not give a cross tab for YTD).
#The Crosstab section allows you to add additional rows of the information you want to display.
#In the Crosstab columns section it is best to select A/c No to get a good overview of the figures and likewise it is best to select Both for Dr/Cr.

==== Procedure to generate Provisions XML file ====

#Login to NEOSYS [[image:NEOSYS Login.jpg]]
#Go to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate under Provisions: [[image:Latest Generate.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys provisions interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Provisions XML file by clicking as follows: [[image:Latest List.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Copy to Excel.jpg]] 
#To get a pivot table of the same for the Provisions XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Provisions XML file generated so that the system can generate the next output [[image:Sign.jpg]] 

==== Procedure to generate Invoice XML file ====
#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Approve the invoices which you require to interface by going to Menu > Media > Invoices > Old Invoices/Proforma (Keyboard shortcuts instead of mouse - Alt+M, M, I, O). In this screen, key in the invoice number, or multiple invoice numbers separated by comma or a range of invoice numbers. Enter the current date as the approval date and click on reprint. You may discard the reprinted invoice after it pops up. [image:invapproval.jpg]] 
#Now you can generate the invoices XML by by going to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate on the Invoices tab: [[image:Latest Generate Invoices.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: (a)Create/select the relevant folder for the period (b)Type in the file name “neosys invoices interface” or anything else acceptable to the SAP IT (c)Click on Save [[image:Folder Invoice.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Invoices XML file by clicking as follows: [[image:Latest List Invoice.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. Note: To learn how to enable the EDIT button click on the following link: [[How to enable EDIT button in IE]] [[image:Excel Invoice.jpg]] 
#To get a pivot table of the same for the Invoices XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot Invoice.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation Invoice.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Invoices XML file generated so that the system can generate the next output: [[image:Invoices Sign.jpg]] 

== Closing of the book month ==

After running the XML files and signing them off, you may decide to restrict the media operations from amendmending any schedules or bookings. This can be done by specifying the latest closed period in the Company File.

#Specifying the closed period - finance will block users to issue invoices or any finance documents.
#Specifying the closed period - operations will block users to amend / edit / create schedule and/or any document in the media system

[[Image:companyfileperiod.jpg]]

Schedule file

2012-01-02T07:10:08Z

Ashwin: /* Specifications */

[[image:Mediaschedule2.jpg‎]]

==== Schedule no. ====
Unique number assigned to every schedule.

Create a new schedule or Open an existing schedule by typing schedule number or Press F7 to search. The schedule number can either be generated automatically or manually entered (Refer to [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Schedule_Numbering_methods Schedule Numbering] Wiki article for Help).

The system gives us the option to Create a new schedule or Copy from an existing schedule/plan.

==== Period ====
Period for which Schedule is created. Shows the current month and year by default.

Enter the period for which Schedule is created.

==== Start date & Stop date ====
The start and end date of the ad campaign.

Select the desired Start and End Dates.

''Note-'' You can book for a maximum of upto 365 days at a stretch.

==== Brand ====
Shows Product name of Schedule.

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new.

=== Client ===
Client company to which Brand belongs to.

=== Campaign ===
Name of Marketing/Advertising Campaign.

=== Market ===
Market for which Ad was created.

Enter an existing Market Code or Press F7 to search or F6 to create new.

=== Currency ===
Currency the client is to be invoiced in.

''Note-'' Field is updated automatically from client record in the Client and brand file. If no currency is mentioned in the client record it is updated automatically with the base currency.

=== Proposed ===
Date at which the ad campaign was proposed.

Default value is current date.

=== (Proposal) No. ===
Current Proposal version no.

Proposals are user controlled versions. You may send revised proposals to the client and NEOSYS allows you to keep track of all the proposals generated by saving them under different proposal numbers.

The first time a schedule is saved, proposal number is 1. Every time a schedule is saved you have the option of updating the schedule to a new proposal number and hence keep an audit trail of all changes made to the schedule.

=== Approval date ===
Date at which the campaign is approved.

Select the approval date.

''Note-''
A schedule has to be approved for it to be booked.

If an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically with the current date.

=== Booked & Invoiced ===
Dates at which the schedule is fully booked and invoiced.

Dates are updated automatically when the schedule is booked and invoiced.

=== Client Order No. ===
Shows the client order number, if any. This has to be entered manually and appears on the schedule and invoice printout.

=== Company Code ===
Allows you to enter the code of the company you represent. Incase of a single company this is updated automatically and if there are multiple companies it has to be entered manually.

=== Executive ===
Shows current Schedule Owner's Name.

Default name that appears is as entered in the client and brand record of the selected brand. If no executive name is entered in the client and brand record this is updated with the current user's User code as entered in the User details page in NEOSYS.

=== Attention ===
Shows Client Representative's Name.

=== Job No. ===
Shows corresponding Job No.

Enter existing job no. or Press F7 to search or Press F6 to create new.

=== Media Vehicle ===
Shows media vehicle to be booked.

Enter existing vehicle code or Press F7 to search or Press F6 to create new. Click on '''(+)''' to select multiple vehicles.

=== Specifications ===
Shows the vehicle specifications booked.

Either enter a specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

=== Loading ===
Loading charges are like the add ons over the cost of the ad. They are usually a particular percentage of the cost of the ad which can be viewed on the rate card.

Enter existing loading code or Press F7 to search.

Below is an example of loading charges in a magazine rate card -
<pre>
For specified position/facing matter 10%
First double page spread 25%
First third of magazine 25%
First half of magazine 20%
</pre>

''Note-'' The Specification and Loading fields are directly linked to the rate cards. Assuming the rate cards have been entered in NEOSYS, the cost of the ad and the loading charges are automatically calculated by the system based on the size of the ad which is then entered in the bill and cost section.

=== Time / Days ===
Time field shows the time of day at which the ad appears in case of TV or Radio. Example: 08:00 , 15:00 etc

Days shows the day of the week at which ads are restricted to appear on. Example: Enter 1 for Monday etc. The start day of the week can be configured.

=== Plan Ads ===
Shows the total number of ads planned for a vehicle. This field is automatically populated on the basis of ads planned.

===[[Certify/Certification file]]===

=== Book ===
Book Ads and issue booking orders to be sent to supplier.

Opens Media booking order where the booking details are entered as required and a preview of the booking order can be viewed before issuing the final order.

See [[New Booking Orders/Cancellations]]

=== Diary ===
View the schedule information in media diary format. The information on this diary is specific to the schedule.

See [[Media Diary]]

=== Invoice ===
Issue invoices to the client.

Opens the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.

''Note-'' NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.

See [[New Invoices/ Proformas]]

=== Dates ===
Select the scheduled dates for ads.

Opens a date grid which can be used to enter number of ads on desired days.

''Note-'' Entering a number in the Days field will restrict the entry of ads to that day only.

=== Free ===
Mark Ads as Free Ads.

Opens a date grid with planned ads which can be marked as free.

''Note-'' Ads can be free to agency or to client or to both, NEOSYS allows you to choose all options and the system automatically makes the changes in the bill and cost section based on the number of free ads to the client or to the agency.

=== Book ===
Book only Ads belonging to that row (Media Vehicle).

Opens a date grid displaying only planned ads of that row (Media Vehicle).

=== Clear ===
Clear Scheduled Ads.

Opens a date grid with planned ads which can be cleared.

=== Material ===
Enter reference data regarding the materials sent to the supplier.

=== Appearance details ===

==== Dates ====
Shows all dates on which ads have been scheduled.

Clicking on the icon opens media diary for the that row (media Vehicle) only.

==== Order No. ====
Shows the order numbers of all the booking orders generated so far which can be viewed by clicking on the icons on this column.

==== No. Ads ====
Shows the number of ads entered in the Dates calendar on the schedule line.

=== Bill and Cost ===
The bill and cost section is a vital aspect of the media schedule. All the details about the cost to the agency and client, discounts received and given, commission, etc. are entered in the bill and cost section.

If the vehicle currency is different from the invoice currency, the system calculates the invoice amount based on the exchange rate entered in NEOSYS.

When the cost to the agency is more than the cost to the client the system prompts the user about the same and once that is confirmed a reason for the unporofitability has to be mentioned. The system prompts the user also when the cost to the client is over 50% than the cost to the agency. This feature is helpful in avoiding entering of incorrect amounts in the schedule.

NOTE – currency exchange rates have to be entered in NEOSYS as and when required.

=== Notes ===
Allows you to enter notes which could be any reference information regarding the schedule. If there are notes on the vehicle record of the selected vehicle, you are given the option of adding those notes to this section as you enter the vehicle code. These notes appear only on the schedule printouts.

=== Invoice Notes ===
Allows you to enter notes regarding the invoicing which appears on all invoices issued from the schedule.

=== Discounts and Charges ===
Agency Discount/Fee/Tax

Allows you to enter the percentage of discounts and charges on the bill to the client which is over and above the costs entered in the Bill row.

=== Material Details ===
Allows you to enter the material/artwork details which can be selected to appear on the schedule and invoice printouts. You can also upload images on the schedule with reference to the artwork.

==== Material Letter ====
Automatically shows the material letter used in the Dates calendar of the schedule.

==== Prior Schedule ====
Allows you to select another schedule number with similar material specifications which is useful for reference purposes.

==== Brand Code ====
Shows the code of the scheduled brand. The brand name shows automatically in the material description field which can be edited if required.

==== Size/Duration ====
Allows you to enter the size or duration of the ads incase of newspaper and television or radio ads respectively.

==== Material Description/Special Instructions ====
Allows you to add the material description and special instructions to be followed by the supplier.

=== List of invoices issued ===
Shows a list of the invoices issued from the schedule with the invoice details.

==== Invoice date ====
Shows the date the invoice was created.

==== Invoice No. ====
Shows the invoice number.

==== Amount ====
Shows the invoice amount. You can view the issued client invoice by clicking on the icon on this column.

==== Cost(Base) ====
This amount always shows in the base currency regardless of the invoice currency. You can view the cost invoice by clicking on the icon on this column.

==== User Name ====
Shows who created the invoice.

==== Date/Time ====
Shows when the invoice was created.

==== Station ====
Shows the IP address of the computer used to create the invoice.

=== List of Proformas ===
Shows the issue date and number of only those proformas that have been saved. Proformas can be saved on an invoice by invoice basis before issuing the invoice.

=== Version section ===
 What is a version? 

NEOSYS document versioning provides a complete verifiable audit trail of who has done what, where and when in NEOSYS. There is no user interface to amend these records and versions are numbered sequentially to make it harder to tamper with.

Every time anyone creates or updates a record in NEOSYS, NEOSYS records their username, the time and date, the workstation number. It also keeps a copy of the old record.

At the bottom of each record on screen, you can see a complete history of creation and all amendments and you can click on any individual amendment to see the prior record.

If the same user makes more than one change to a particular record in one day then only one historical version will be retained for reference but the date, time and workstation number of all updates is records. This is to save wasting space in the database.

How do I save a schedule as a different version?

Each time a schedule is saved you are given the option of updating to a proposal number. If you go ahead with updating to a new proposal number automatically a new version number is created.

==== Version ====
Shows the version number and number of times changes have been made to the document.

==== Proposal ====
Shows the number of times the document has been updated to a proposal number.

==== User name ====
Shows who made the changes to the document.

==== Date/Time ====
Shows when the changes were made.

==== Station ====
Shows the IP address of the computer used to make the changes.

Job File

2011-12-18T12:45:44Z

Ashwin: /* Status */

[[image:jobfile_2011.jpg]]

What we see above is what the job file looks like. We can broadly divide it into three main divisions, one which contains the information about the job, the second division is where the cost and billing information is to be entered and the third division is for attaching files related to the Job and also to maintain version history of the Job.

We will begin with a step by step tutorial for the first part of the job file -

=== Job No. ===
Create new or open existing job

Press ENTER to create a new job number or F7 to search or type existing job number to open

NOTE – this feature is common throughout NEOSYS

=== Period ===
In existing job, shows period in which it was opened

In new job, current period is shown automatically

=== Brand ===
Shows product name of job

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new one

=== Company ===
Shows the internal company in which the job is created

Enter an existing Company Code or Press F7 to search or F6 to create a new one

=== Status ===

Shows the most recent job status

The default value is OPEN for a new job. Also can be changed to CLOSED or REOPENED.

=== Market ===
Shows Target Market for Ad. Market Code comes from the Market File.
 Enter an existing Market Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Market Code.

=== Type ===
Shows nature of the job. Type Code comes from the Job Types File.
 Enter an existing Type Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Job Type Code.
 ''Note: ''Jobs can have one or more type i.e. A job can have Printing and also have artwork and creative design. All these types cannot be selected together. In this case, NEOSYS has an option to leave this field blank and enter the type in an estimate and in the proper line.

=== Executive ===
Shows current Job Owner's Name

=== Attention ===
Shows Client Representative's Name. Automatically updated if present in Client & Brand File.

=== Description ===
Contains header information, between one or two words, for the detailed information in the Brief.

=== Brief ===
Contains technical information regarding the type of media chosen.
 We also have the option of copying the ‘brief’ to the estimate or the purchase invoice.
 The details mentioned in the brief can also used later for reference purposes.
 ''NOTE'' – the nature of information entered in the ‘brief’ may differ based on the mode of functioning of the agency.
 ''NOTE'' – at all times please press F9 to save the data before moving on to another window.

=== Purchase order and Estimate/Invoice ===
Purchase Order and Estimate/Invoice are explained in the [[Purchase Request/Order/Invoice File]] and [[Estimate File]]

=== File Archives ===
Storage for related Job Files (e.g.: Artwork Samples etc)

=== Job versions ===
Shows Job File's Version History.
 ''Note: ''Amendments to Job (including invoicing) lead to new version creation.

Job File

2011-12-18T12:41:48Z

Ashwin: /* Company */

[[image:jobfile_2011.jpg]]

What we see above is what the job file looks like. We can broadly divide it into three main divisions, one which contains the information about the job, the second division is where the cost and billing information is to be entered and the third division is for attaching files related to the Job and also to maintain version history of the Job.

We will begin with a step by step tutorial for the first part of the job file -

=== Job No. ===
Create new or open existing job

Press ENTER to create a new job number or F7 to search or type existing job number to open

NOTE – this feature is common throughout NEOSYS

=== Period ===
In existing job, shows period in which it was opened

In new job, current period is shown automatically

=== Brand ===
Shows product name of job

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new one

=== Company ===
Shows the internal company in which the job is created

Enter an existing Company Code or Press F7 to search or F6 to create a new one

=== Status ===
Shows Job's Current Status.
#Default Value: ‘open'
#Other Possible Values: ‘closed’ and ‘reopened’
''NOTE'' – not all users are given the authority to alter the status of the job file.

=== Market ===
Shows Target Market for Ad. Market Code comes from the Market File.
 Enter an existing Market Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Market Code.

=== Type ===
Shows nature of the job. Type Code comes from the Job Types File.
 Enter an existing Type Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Job Type Code.
 ''Note: ''Jobs can have one or more type i.e. A job can have Printing and also have artwork and creative design. All these types cannot be selected together. In this case, NEOSYS has an option to leave this field blank and enter the type in an estimate and in the proper line.

=== Executive ===
Shows current Job Owner's Name

=== Attention ===
Shows Client Representative's Name. Automatically updated if present in Client & Brand File.

=== Description ===
Contains header information, between one or two words, for the detailed information in the Brief.

=== Brief ===
Contains technical information regarding the type of media chosen.
 We also have the option of copying the ‘brief’ to the estimate or the purchase invoice.
 The details mentioned in the brief can also used later for reference purposes.
 ''NOTE'' – the nature of information entered in the ‘brief’ may differ based on the mode of functioning of the agency.
 ''NOTE'' – at all times please press F9 to save the data before moving on to another window.

=== Purchase order and Estimate/Invoice ===
Purchase Order and Estimate/Invoice are explained in the [[Purchase Request/Order/Invoice File]] and [[Estimate File]]

=== File Archives ===
Storage for related Job Files (e.g.: Artwork Samples etc)

=== Job versions ===
Shows Job File's Version History.
 ''Note: ''Amendments to Job (including invoicing) lead to new version creation.

Job File

2011-12-18T12:40:01Z

Ashwin: /* Brand */

[[image:jobfile_2011.jpg]]

What we see above is what the job file looks like. We can broadly divide it into three main divisions, one which contains the information about the job, the second division is where the cost and billing information is to be entered and the third division is for attaching files related to the Job and also to maintain version history of the Job.

We will begin with a step by step tutorial for the first part of the job file -

=== Job No. ===
Create new or open existing job

Press ENTER to create a new job number or F7 to search or type existing job number to open

NOTE – this feature is common throughout NEOSYS

=== Period ===
In existing job, shows period in which it was opened

In new job, current period is shown automatically

=== Brand ===
Shows product name of job

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new one

=== Company ===
Shows Company Code of job file creator. Company Code comes from the Company File.
 Enter an existing Company Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Company Code.

=== Status ===
Shows Job's Current Status.
#Default Value: ‘open'
#Other Possible Values: ‘closed’ and ‘reopened’
''NOTE'' – not all users are given the authority to alter the status of the job file.

=== Market ===
Shows Target Market for Ad. Market Code comes from the Market File.
 Enter an existing Market Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Market Code.

=== Type ===
Shows nature of the job. Type Code comes from the Job Types File.
 Enter an existing Type Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Job Type Code.
 ''Note: ''Jobs can have one or more type i.e. A job can have Printing and also have artwork and creative design. All these types cannot be selected together. In this case, NEOSYS has an option to leave this field blank and enter the type in an estimate and in the proper line.

=== Executive ===
Shows current Job Owner's Name

=== Attention ===
Shows Client Representative's Name. Automatically updated if present in Client & Brand File.

=== Description ===
Contains header information, between one or two words, for the detailed information in the Brief.

=== Brief ===
Contains technical information regarding the type of media chosen.
 We also have the option of copying the ‘brief’ to the estimate or the purchase invoice.
 The details mentioned in the brief can also used later for reference purposes.
 ''NOTE'' – the nature of information entered in the ‘brief’ may differ based on the mode of functioning of the agency.
 ''NOTE'' – at all times please press F9 to save the data before moving on to another window.

=== Purchase order and Estimate/Invoice ===
Purchase Order and Estimate/Invoice are explained in the [[Purchase Request/Order/Invoice File]] and [[Estimate File]]

=== File Archives ===
Storage for related Job Files (e.g.: Artwork Samples etc)

=== Job versions ===
Shows Job File's Version History.
 ''Note: ''Amendments to Job (including invoicing) lead to new version creation.

Job File

2011-12-18T12:37:24Z

Ashwin: /* Period */

[[image:jobfile_2011.jpg]]

What we see above is what the job file looks like. We can broadly divide it into three main divisions, one which contains the information about the job, the second division is where the cost and billing information is to be entered and the third division is for attaching files related to the Job and also to maintain version history of the Job.

We will begin with a step by step tutorial for the first part of the job file -

=== Job No. ===
Create new or open existing job

Press ENTER to create a new job number or F7 to search or type existing job number to open

NOTE – this feature is common throughout NEOSYS

=== Period ===
In existing job, shows period in which it was opened

In new job, current period is shown automatically

=== Brand ===
Shows Job's Brand Name. Brand Code comes from the Client & Brand File.
 Enter existing Brand Code if you know it. Press '''F7''' to Search from a List or '''F6''' to Create a Brand Code.

=== Company ===
Shows Company Code of job file creator. Company Code comes from the Company File.
 Enter an existing Company Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Company Code.

=== Status ===
Shows Job's Current Status.
#Default Value: ‘open'
#Other Possible Values: ‘closed’ and ‘reopened’
''NOTE'' – not all users are given the authority to alter the status of the job file.

=== Market ===
Shows Target Market for Ad. Market Code comes from the Market File.
 Enter an existing Market Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Market Code.

=== Type ===
Shows nature of the job. Type Code comes from the Job Types File.
 Enter an existing Type Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Job Type Code.
 ''Note: ''Jobs can have one or more type i.e. A job can have Printing and also have artwork and creative design. All these types cannot be selected together. In this case, NEOSYS has an option to leave this field blank and enter the type in an estimate and in the proper line.

=== Executive ===
Shows current Job Owner's Name

=== Attention ===
Shows Client Representative's Name. Automatically updated if present in Client & Brand File.

=== Description ===
Contains header information, between one or two words, for the detailed information in the Brief.

=== Brief ===
Contains technical information regarding the type of media chosen.
 We also have the option of copying the ‘brief’ to the estimate or the purchase invoice.
 The details mentioned in the brief can also used later for reference purposes.
 ''NOTE'' – the nature of information entered in the ‘brief’ may differ based on the mode of functioning of the agency.
 ''NOTE'' – at all times please press F9 to save the data before moving on to another window.

=== Purchase order and Estimate/Invoice ===
Purchase Order and Estimate/Invoice are explained in the [[Purchase Request/Order/Invoice File]] and [[Estimate File]]

=== File Archives ===
Storage for related Job Files (e.g.: Artwork Samples etc)

=== Job versions ===
Shows Job File's Version History.
 ''Note: ''Amendments to Job (including invoicing) lead to new version creation.

Job File

2011-12-18T12:36:20Z

Ashwin: /* Period */

[[image:jobfile_2011.jpg]]

What we see above is what the job file looks like. We can broadly divide it into three main divisions, one which contains the information about the job, the second division is where the cost and billing information is to be entered and the third division is for attaching files related to the Job and also to maintain version history of the Job.

We will begin with a step by step tutorial for the first part of the job file -

=== Job No. ===
Create new or open existing job

Press ENTER to create a new job number or F7 to search or type existing job number to open

NOTE – this feature is common throughout NEOSYS

=== Period ===
For an existing job, shows the period in which the job was opened

For a new job, the current period is displayed automatically

=== Brand ===
Shows Job's Brand Name. Brand Code comes from the Client & Brand File.
 Enter existing Brand Code if you know it. Press '''F7''' to Search from a List or '''F6''' to Create a Brand Code.

=== Company ===
Shows Company Code of job file creator. Company Code comes from the Company File.
 Enter an existing Company Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Company Code.

=== Status ===
Shows Job's Current Status.
#Default Value: ‘open'
#Other Possible Values: ‘closed’ and ‘reopened’
''NOTE'' – not all users are given the authority to alter the status of the job file.

=== Market ===
Shows Target Market for Ad. Market Code comes from the Market File.
 Enter an existing Market Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Market Code.

=== Type ===
Shows nature of the job. Type Code comes from the Job Types File.
 Enter an existing Type Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Job Type Code.
 ''Note: ''Jobs can have one or more type i.e. A job can have Printing and also have artwork and creative design. All these types cannot be selected together. In this case, NEOSYS has an option to leave this field blank and enter the type in an estimate and in the proper line.

=== Executive ===
Shows current Job Owner's Name

=== Attention ===
Shows Client Representative's Name. Automatically updated if present in Client & Brand File.

=== Description ===
Contains header information, between one or two words, for the detailed information in the Brief.

=== Brief ===
Contains technical information regarding the type of media chosen.
 We also have the option of copying the ‘brief’ to the estimate or the purchase invoice.
 The details mentioned in the brief can also used later for reference purposes.
 ''NOTE'' – the nature of information entered in the ‘brief’ may differ based on the mode of functioning of the agency.
 ''NOTE'' – at all times please press F9 to save the data before moving on to another window.

=== Purchase order and Estimate/Invoice ===
Purchase Order and Estimate/Invoice are explained in the [[Purchase Request/Order/Invoice File]] and [[Estimate File]]

=== File Archives ===
Storage for related Job Files (e.g.: Artwork Samples etc)

=== Job versions ===
Shows Job File's Version History.
 ''Note: ''Amendments to Job (including invoicing) lead to new version creation.

Job File

2011-12-18T12:33:25Z

Ashwin: /* Job No. */

[[image:jobfile_2011.jpg]]

What we see above is what the job file looks like. We can broadly divide it into three main divisions, one which contains the information about the job, the second division is where the cost and billing information is to be entered and the third division is for attaching files related to the Job and also to maintain version history of the Job.

We will begin with a step by step tutorial for the first part of the job file -

=== Job No. ===
Create new or open existing job

Press ENTER to create a new job number or F7 to search or type existing job number to open

NOTE – this feature is common throughout NEOSYS

=== Period ===
Shows Current Month, Year. (Updated automatically)

=== Brand ===
Shows Job's Brand Name. Brand Code comes from the Client & Brand File.
 Enter existing Brand Code if you know it. Press '''F7''' to Search from a List or '''F6''' to Create a Brand Code.

=== Company ===
Shows Company Code of job file creator. Company Code comes from the Company File.
 Enter an existing Company Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Company Code.

=== Status ===
Shows Job's Current Status.
#Default Value: ‘open'
#Other Possible Values: ‘closed’ and ‘reopened’
''NOTE'' – not all users are given the authority to alter the status of the job file.

=== Market ===
Shows Target Market for Ad. Market Code comes from the Market File.
 Enter an existing Market Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Market Code.

=== Type ===
Shows nature of the job. Type Code comes from the Job Types File.
 Enter an existing Type Code if you know it or Press '''F7''' to Search from a List or '''F6''' to Create a Job Type Code.
 ''Note: ''Jobs can have one or more type i.e. A job can have Printing and also have artwork and creative design. All these types cannot be selected together. In this case, NEOSYS has an option to leave this field blank and enter the type in an estimate and in the proper line.

=== Executive ===
Shows current Job Owner's Name

=== Attention ===
Shows Client Representative's Name. Automatically updated if present in Client & Brand File.

=== Description ===
Contains header information, between one or two words, for the detailed information in the Brief.

=== Brief ===
Contains technical information regarding the type of media chosen.
 We also have the option of copying the ‘brief’ to the estimate or the purchase invoice.
 The details mentioned in the brief can also used later for reference purposes.
 ''NOTE'' – the nature of information entered in the ‘brief’ may differ based on the mode of functioning of the agency.
 ''NOTE'' – at all times please press F9 to save the data before moving on to another window.

=== Purchase order and Estimate/Invoice ===
Purchase Order and Estimate/Invoice are explained in the [[Purchase Request/Order/Invoice File]] and [[Estimate File]]

=== File Archives ===
Storage for related Job Files (e.g.: Artwork Samples etc)

=== Job versions ===
Shows Job File's Version History.
 ''Note: ''Amendments to Job (including invoicing) lead to new version creation.

Exporting to other finance systems

2011-12-05T13:59:14Z

Ashwin: /* Exporing using XML files */

== Exporting using XML files ==
For exporting to the SAP interface, NEOSYS is able to generate XML files which can be loaded directly into SAP without the need for conversion.

=== File Types ===

==== Provisions XML File ====
The Provisions XML file, when generated in particular month, contains:
#Provisions for all ads which have been booked but not yet invoiced until month end
#Reversals for ads which have booked and invoiced
#Reversals of all ads YTD (till last XML generation) which have been booked but not invoiced and Re-entry of the same as per first point

''' Each ad will have 2 lines and a sample entry is as follows: '''

P&L Provision Expense A/c (38131099) (40) DR
B/S Provision Expense A/c (14424005) (50) CR

''' Reversals will be the opposite of the above. '''

==== Invoices XML File ====
This Invoices XML file when generated in a particular month contains:

#Entry of actual provision for the ads which are invoiced
#Entry of actual expense and supplier amount
#Reversal of actual provision created as per first point

The invoice amounts only appears if the invoice is issued and approved for posting in the "Dispatch Status" under Old Invoice Printouts.

'''Each ad will have a total of 6 lines and a sample entry will be as follows:'''

P&L Provision Expense A/c (38131099) (40) DR ------ Actual Provision
B/S Provision Expense A/c (14424005) (50) CR

P&L Actual Expense A/c (38101001) (40) DR ------ Actual Expense
Supplier A/c (503475) (31) CR

B/S Provision Expense A/c (14424005) (40) DR ------ Reversal of actual provision
P&L Provision Expense A/c (38131099) (50) CR

'''Reversals/credit notes will be the opposite of the above.'''

=== Exporting XML Files using Finance Interface ===

==== Generation of XML files ====

The XML files can be generated by users having permissions to finance functions. It is available under '''Menu > Media > Diary > Finance Interface'''
 [[image:NEOSYS Finance Interface.jpg]] 
'''Note the following points for usage of this Function:'''
#As stated above, the XML files have to be individually generated for Provisions and Invoices and an example of how the screen looks like is shown below.
#Once you are ready to generate the XML files for the month, click on the button Generate once each in the Provisions and Invoices column.
#The moment you click on either all the data is gathered and shown on the screen in an XML file.
#Clicking again on the generate button DOES NOT collect new data and only brings up the last file. Hence you need to interface the generated file and there is NO WAY to not accept it.
#After successful interfacing of both/either of the files into SAP, you need to sign off the interface by clicking on SIGN, to allow the next batch to be generated.
#If you do successive generations in a particular month for Provisions, you need to note that the later will create a reversals of the earlier provisions and re-enter the same as stated above in the Provisions XML file information
#You can get an Excel/HTML version of the output XML file by clicking on the LIST button in both the columns
#Clicking on the Crosstab button will get you a pivot report of the XML data interfaced
#Clicking on the Prior button in the crosstab section will generate the last XML file prior to the one you are going to sign off, besides getting an Excel/HTML output and Crosstab report of the same
#Clicking on the YTD button in the crosstab section will generate the YTD information of all the XML files in a single file, besides getting an Excel/HTML output and Crosstab report of the same (Invoices does not give a cross tab for YTD).
#The Crosstab section allows you to add additional rows of the information you want to display.
#In the Crosstab columns section it is best to select A/c No to get a good overview of the figures and likewise it is best to select Both for Dr/Cr.

==== Procedure to generate Provisions XML file ====

#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Go to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate under Provisions: [[image:Latest Generate.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: a. Create/select the relevant folder for the period b. Type in the file name “neosys provisions interface” or anything else acceptable to the SAP IT c. Click on Save [[image:Folder.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Provisions XML file by clicking as follows: [[image:Latest List.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. [[image:Copy to Excel.jpg]] 
#To get a pivot table of the same for the Provisions XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Provisions XML file generated so that the system can generate the next output [[image:Sign.jpg]] 

==== Procedure to generate Invoice XML file ====
#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Go to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate on the Invoices tab: [[image:Latest Generate Invoices.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: a. Create/select the relevant folder for the period b. Type in the file name “neosys invoices interface” or anything else acceptable to the SAP IT c. Click on Save [[image:Folder Invoice.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Invoices XML file by clicking as follows: [[image:Latest List Invoice.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. [[image:Excel Invoice.jpg]] 
#To get a pivot table of the same for the Invoices XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot Invoice.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation Invoice.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Invoices XML file generated so that the system can generate the next output: [[image:Invoices Sign.jpg]] 

== Closing of the book month ==

After running the XML files and signing them off, you may decide to restrict the media operations from amendmending any schedules or bookings. This can be done by specifying the latest closed period in the Company File.

#Specifying the closed period - finance will block users to issue invoices or any finance documents.
#Specifying the closed period - operations will block users to amend / edit / create schedule and/or any document in the media system

[[Image:companyfileperiod.jpg]]

Exporting to other finance systems

2011-12-05T07:40:20Z

Ashwin:

== Exporing using XML files ==
For exporting to the SAP interface, NEOSYS is able to generate XML files which can be loaded directly into SAP without the need for conversion.

=== File Types ===

==== Provisions XML File ====
The Provisions XML file, when generated in particular month, contains:
#Provisions for all ads which have been booked but not yet invoiced until month end
#Reversals for ads which have booked and invoiced
#Reversals of all ads YTD (till last XML generation) which have been booked but not invoiced and Re-entry of the same as per first point

''' Each ad will have 2 lines and a sample entry is as follows: '''

P&L Provision Expense A/c (38131099) (40) DR
B/S Provision Expense A/c (14424005) (50) CR

''' Reversals will be the opposite of the above. '''

==== Invoices XML File ====
This Invoices XML file when generated in a particular month contains:

#Entry of actual provision for the ads which are invoiced
#Entry of actual expense and supplier amount
#Reversal of actual provision created as per first point

The invoice amounts only appears if the invoice is issued and approved for posting in the "Dispatch Status" under Old Invoice Printouts.

'''Each ad will have a total of 6 lines and a sample entry will be as follows:'''

P&L Provision Expense A/c (38131099) (40) DR ------ Actual Provision
B/S Provision Expense A/c (14424005) (50) CR

P&L Actual Expense A/c (38101001) (40) DR ------ Actual Expense
Supplier A/c (503475) (31) CR

B/S Provision Expense A/c (14424005) (40) DR ------ Reversal of actual provision
P&L Provision Expense A/c (38131099) (50) CR

'''Reversals/credit notes will be the opposite of the above.'''

=== Exporting XML Files using Finance Interface ===

==== Generation of XML files ====

The XML files can be generated by users having permissions to finance functions. It is available under '''Menu > Media > Diary > Finance Interface'''
 [[image:NEOSYS Finance Interface.jpg]] 
'''Note the following points for usage of this Function:'''
#As stated above, the XML files have to be individually generated for Provisions and Invoices and an example of how the screen looks like is shown below.
#Once you are ready to generate the XML files for the month, click on the button Generate once each in the Provisions and Invoices column.
#The moment you click on either all the data is gathered and shown on the screen in an XML file.
#Clicking again on the generate button DOES NOT collect new data and only brings up the last file. Hence you need to interface the generated file and there is NO WAY to not accept it.
#After successful interfacing of both/either of the files into SAP, you need to sign off the interface by clicking on SIGN, to allow the next batch to be generated.
#If you do successive generations in a particular month for Provisions, you need to note that the later will create a reversals of the earlier provisions and re-enter the same as stated above in the Provisions XML file information
#You can get an Excel/HTML version of the output XML file by clicking on the LIST button in both the columns
#Clicking on the Crosstab button will get you a pivot report of the XML data interfaced
#Clicking on the Prior button in the crosstab section will generate the last XML file prior to the one you are going to sign off, besides getting an Excel/HTML output and Crosstab report of the same
#Clicking on the YTD button in the crosstab section will generate the YTD information of all the XML files in a single file, besides getting an Excel/HTML output and Crosstab report of the same (Invoices does not give a cross tab for YTD).
#The Crosstab section allows you to add additional rows of the information you want to display.
#In the Crosstab columns section it is best to select A/c No to get a good overview of the figures and likewise it is best to select Both for Dr/Cr.

==== Procedure to generate Provisions XML file ====

#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Go to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate under Provisions: [[image:Latest Generate.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: a. Create/select the relevant folder for the period b. Type in the file name “neosys provisions interface” or anything else acceptable to the SAP IT c. Click on Save [[image:Folder.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Provisions XML file by clicking as follows: [[image:Latest List.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. [[image:Copy to Excel.jpg]] 
#To get a pivot table of the same for the Provisions XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Provisions XML file generated so that the system can generate the next output [[image:Sign.jpg]] 

==== Procedure to generate Invoice XML file ====
#Login to NEOSYS [[image:NEOSYS Login.jpg]] 
#Go to Menu > Media > Diary and click on Finance Interface (Keyboard shortcuts instead of mouse - Alt+M, M, D, I): [[image:Menu Diary Finance Interface.jpg]] 
#Click on Latest in the Crosstab and thereafter click on Generate on the Invoices tab: [[image:Latest Generate Invoices.jpg]] You will now get an XML file output in a new window – click on File, Save As: [[image:File SaveAs.jpg]] Ideally you need to have a folder to store all your XML files and it is better you have a sub-folder for the month/period as shown below: a. Create/select the relevant folder for the period b. Type in the file name “neosys invoices interface” or anything else acceptable to the SAP IT c. Click on Save [[image:Folder Invoice.jpg]] The file now can be emailed / sent to the SAP IT for interfacing.
#You can now close the XML file and go back to the original Finance Interface Screen.
#You can now generate an Excel/HTML version of the Invoices XML file by clicking as follows: [[image:Latest List Invoice.jpg]] An output as follows will appear – you can copy the table to excel from here or click on the EDIT button in your IE to edit it in Excel. [[image:Excel Invoice.jpg]] 
#To get a pivot table of the same for the Invoices XML file, you can use the following options – however you can select more rows from the options shown: [[image:Pivot Invoice.jpg]] After clicking on generate you will get a report similar to this: [[image:Media Finance Reconciliation Invoice.jpg]] 
#After confirmation from SAP IT that the file has been interfaced and you have confirmed the figures, you need to sign off the Invoices XML file generated so that the system can generate the next output: [[image:Invoices Sign.jpg]] 

== Closing of the book month ==

After running the XML files and signing them off, you may decide to restrict the media operations from amendmending any schedules or bookings. This can be done by specifying the latest closed period in the Company File.

#Specifying the closed period - finance will block users to issue invoices or any finance documents.
#Specifying the closed period - operations will block users to amend / edit / create schedule and/or any document in the media system

[[Image:companyfileperiod.jpg]]

File:Schedule net bottom.jpg

2011-11-30T13:25:59Z

Ashwin: uploaded a new version of "File:Schedule net bottom.jpg"

File:Schedule net shows gross.jpg

2011-11-30T13:25:32Z

Ashwin: uploaded a new version of "File:Schedule net shows gross.jpg"

File:Schedule net bottom.jpg

2011-11-30T13:23:23Z

Ashwin:

File:Schedule net shows gross.jpg

2011-11-30T13:23:11Z

Ashwin:

Troubleshooting NEOSYS Media System

2011-11-30T13:22:54Z

Ashwin:

=== Correcting order of ads in media diary ===
After changing any reference files like clients, suppliers and media vehicles the order of ads may be incorrect.

For example changing the supplier of a vehicle may result in a media diary ordered by vehicle to incorrectly show ads from one vehicle in two separate places in the report instead of together.

The solution is to run the CREATEADS program in maintenance mode.

F5
CREATEADS

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

F5
CREATEADS

Note: This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down. When you run CREATEADS, it asks you to confirm a period from when to run this task. You need to be aware that any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

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

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ===

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Cause: System error - possible an unresolved NEOSYS software error

Recovery method 1:

This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down.

F5
CREATEADS
choose "Reindex the Ads File"

[[Fixing wrong exchange rates in invoices]]

Recovery method 2:

Resave the schedule(s) that show the problem. This is identical to CREATEADS but is much quicker and doesnt require all users to logoff. Of course if there are many errors then this isnt a practical solution.

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

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

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

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

=== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ===
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

=== Hitting F9 is not giving the excel media diary but clicking "List" is ===

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

=== Error: Document too large to save ===

NEOSYS media schedules have a technical restriction to be within 60000 bytes. TV Campaigns which generally are large in size (many spots, across many days etc) and hence could well go over 60000 bytes after a series of rebookings or changes. It is best that TV schedules are done PER MONTH to avoid this error, however this can't guarantee that the size couldn't go way over the limit. At the moment there is no visual indicator on the schedule to see the current size and if the size hits the ceiling, the schedule can no longer be saved.

[[image:Documenttoolarge.jpg]]

If the user encounters this error, the very next step is to abandon using the schedule for any future dates and clear the schedule of the same to free up space. An example of how to reduce the size is explained below:

# Copy the schedule to a new one first to utilise the future dates (you may remove the past dates from the new schedule thereafter)
# Go to each vehicle line which has future ads and clear these lines by clicking on the date grid box and removing the dates manually
# Remember not to rebook the cancellation for the removed ads as this will inflate the size of the schedule again
# If the vehicle line has only future dates, it is best to remove all further details in the line which are Position/Program, Bill & Cost values etc
# Look for any vehicles lines which have been cancelled in the past and remove all the details in those lines
# Save the schedule after you edit every line to ensure the size of the schedule is indeed dropping
# The key to reduce the size of the file is by NOT REBOOKING any edits you do

=== Why doesn’t the Total Amount column equal to Number of Ads x Unit Price ? ===

After invoicing, if you change the number of ads AND also change the unit cost then the net change to be debited or credited is an average unit price.

It is better to show the total number of ads changed and the total change in the net unit price because clients understand this better despite the apparent lack of numerical accuracy.

NEOSYS warns you during data entry not to change the unit price on lines with any invoiced ads. However, some users may be authorised to ignore the warning. The message advises that instead of changing the unit price, you should cancel all the ads at the old rate and insert a new line at the new rate. If you follow this suggestion then the issue does not arise.

If you do not want to cancel the old line/rate and re-enter a new line/rate but still require that the columns agree arithmetically, you can to do the changes in stages as follows:
#Change the unit price
#Generate credit note for the change in unit price 
#Change the number of ads
#Generate credit note for the change in number of ads

'''(or vice versa)'''

NEOSYS could in theory do this automatically by presenting a double change as TWO lines on the credit note (one line crediting all the invoicing to date and one line debiting as per schedule currently) but it hasn’t got this facility at the moment and the current practice has been broadly accepted by clients for many years.

=== Why is my schedule printout showing Net column as Gross ? ===

[[image:schedule_net_shows_gross.jpg]]

This only happens when you have entered values at the bottom of the schedule for either Agency Discount (%), Fee (%) or Tax Code/Tax (%); as logically the Net amount can only be derived after you add/subtract the amounts from below the schedule.

[[image:schedule_net_bottom.jpg]]