NEOSYS User Support Wiki - User contributions [en]

Client & Brand File

2009-01-26T10:55:24Z

Cris:

[[image:Client&brandfile.jpg]]

=== Client Details ===

==== Client Code ====

You can either open an existing record by entering the client code or create a new client and brand record by entering a new client code.

{{Codes}}

==== Client Name ====

On this field you enter the name of the client as you want it to appear on all documents and reports issued from NEOSYS.

If the client record is linked to an account in the finance module the client name on the invoice appears as the name of the account to which it is linked.

==== Stopped ====

{{Stop(reason)}}

==== Address ====

The client address as entered on this field appears on all documents issued to the client from NEOSYS.

==== Email Address ====

The client e-mail address entered on this field is used for agency reference.

==== Client Group ====

It could be possible that multiple clients are sub clients of a single client, in this scenario these multiple client records can be linked to a single record.

Allows you to specify the client group, if any, to which the client belongs.

==== Market Code ====

Allows you to enter the code of the market to which the client belongs. This applies to all the brands under the client.

==== Executive ====

Allows you to enter the name of the person handling the client account.

The Executive field in the media schedule automatically shows this name when the client is selected. This executive name would also apply to all the brands in the client record provided the executive field in the brands line is vacant.

==== Type ====

*Direct

The booking order shows the name of the brand as well as the client.

*Agency

Shows the name of the advertised brand on the booking orders.

Many agencies make bookings with a vehicle supplier through another media agency or an MBU(media buying unit). Lets assume Agency1 makes a booking with a supplier through Agency2, in this case Agency1 serves as a client to Agency2. It is possible when Agency2 issues a booking order to a supplier it does not want Agency1's name to appear on the order. NEOSYS allows Agency2 to choose whether or not they want the client name(Agency1) to appear on the booking orders.

=== Client Accounting ===

==== Client A/c No. ====

If using the finance module, this allows you to link the client to the finance module by entering the account code of the client as in the trade debtors chart of accounts. This records all financial transactions related to the client in the finance module.

The clients name on the invoice appears as the name of the account to which it is linked. If not linked to any account the client name on the invoice appears as entered on the client and brand record.

==== Invoice Currency ====

Allows you to set a default invoice currency for the client.

The Currency field in the media schedule is updated automatically with the currency entered here when the concerned client/brand is selected which can be changed if required.

==== Show exchange rates ====

Allows you to select whether you want the exchange rates to show on the client invoice when multiple currencies are involved.

==== Exchange rates ====

Allows you to allocate a specific exchange rate for a client by entering the currency and the exchange rates against the invoice currency.

==== Terms of Payment ====

Allows you to enter the terms of payment for the client which reflects on the invoice.

For eg. 30 days - Payment due August 15, 2007

If this field is vacant the invoice would show the Terms of payment as entered on the company record in the Company file.

==== Payment Instructions ====

Allows you to enter the payment instructions for the client to follow.

For eg.

Account name - xxxx
Account no. - xxxx
Bank name - xxxx

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.

=== Brands ===

Allows you to create brands by entering the brand code and the following details. Brands follow a coding system similar to the client coding. You also have the option of moving a brand that currently exists in another client record by entering its code.

Brands can be conveniently added or removed by inserting or deleting lines respectively. However, if a brand is currently being used in a media schedule it cannot be modified or deleted. You can also move a Brand file from an existing Client file by using the existing Brand Code.

==== Code ====

Allows you to specify the code allocated to the brand. This field is mandatory.

==== Name ====

Allows you to enter the name of the brand as it should appear on all documents issued from NEOSYS. This field is mandatory.

==== A/c No. ====

If using the finance module, this allows you to link the brand to the finance module by entering the account code of the brand as in the trade debtors chart of accounts. This records all financial transactions related to the brand in the finance module. This need not be entered if the client account number is same as the brand account number.

==== Executive ====

Allows you to enter the name of the person handling the brand account. This need not be entered if the executive handling the client is similar to the one handling the brand.

The Executive field in the media schedule automatically shows this name when this brand is selected.

==== Product Category ====

Allows you to enter the category to which the brand belongs,eg. automobiles, cosmetics, etc.

See [[Product Categories File]]

File:Mediaschedule2.jpg

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File:Estimateinvoicefile.jpg

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File:Purchaseorderfile.jpg

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Using NEOSYS Job System

2008-09-29T06:41:53Z

Cris: /* Creating a job in production system */

== Creating a job in production system ==

Production 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 –
[[image:jobfile.jpg]]

What we see above is what the job file looks like. We can broadly divide it into two main divisions, one which contains the information about the job and the second division is where the cost and billing information is to be entered.

We will begin with a step by step tutorial for the first half of the job file -

===== Job No. =====

As we press ‘enter’ the system would automatically generate the job number and if you wish to have a specific job number it can be entered manually, the system would then give the option of either creating a new job or copying from an existing job.
NOTE – this feature is common throughout NEOSYS and also applies to ‘costs’ (PO/PI) and ‘billing’ (estimate/invoice) file.

===== Period =====

This would mention the current month and year and would be updated automatically.

===== Brand =====

This would mention the client and brand data. We can press F7 to choose the brand from the existing list or press F6 and create a new brand.

===== Company =====

This would mention the code of the company which is represented by the executive preparing the job file.

===== Status =====

This would mention the status of the job which by default is ‘open’ and could otherwise be ‘closed’ and ‘reopened’.

''NOTE'' – not all users are given the authority to alter the status of the job file.

===== Type =====

This would mention the medium chosen for advertising which can be selected from an existing list of option after pressing F7 or a new type can be created after pressing F6.

===== Executive =====

This would be the user ID which was used to sign into NEOSYS.

===== Attention =====

This would mention the name of the client representative.

===== Description =====

It is a sort of a header, usually between one or two words, to the detailed information which is entered in the following column.

===== Brief =====

This contains detailed technical information regarding the type of media chosen for the advertising. 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.

===== COSTS & BILLING SECTION =====

[[image:purchaseorderfile.jpg]]

===== Billing =====

This is where we raise estimates to the client and invoice the client from. The estimate has the quantity and unit price mentioned.

How do I Invoice the client?

On the estimate/invoice file we can click on ‘Invoice’ tab and view the proforma invoice and subsequently invoice the client.

[[image:Estimateinvoicefile.jpg]]

===== Costs =====

The purchase order has information about the costs involved and supplier details. When the supplier invoice is received we can change the status to ‘invoice’ and mention the invoice details.

NOTE – for the changes made in the cost or billing section please click on ‘reopen’ for the changes to reflect.

== Issuing Credit Notes in production ==

What is a credit note?

A credit note is the opposite of invoice. It is issued by a seller to a purchaser to record the reduction of bill possibly due to a discount, return or cancellation.

How do I issue a credit note in production?

Once the client is invoiced another estimate can be made with the desired amount in negative and a credit note of the same will be issued directly.

==[[Accounting entries created by the Production system]]==

== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==

1. PO/PI with a normal supplier

[[Image:Purchase_Order_1.jpg]]

2. PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something.

To do this you need to first create a supplier with name something like "Sundry Suppliers"

[[Image:Purchase_Order_2.jpg]]

== Why does NEOSYS reverse PO/repost PI on the cost a/c even when the PO/PI amounts agree? ==

This is a common question but NEOSYS practice has prevailed for some very good reasons.

#So that ALL purchase invoices show in the cost account. This makes life much easier for accountants to find information and auditors to verify the cost a/c.
#The reversal reflects the fact that there is no longer an ESTIMATED cost in the cost a/c and that it has been replace by a REAL cost.

Dislike of the apparently unnecessary reversal and re-entry is generally based on:
#A lack of appreciation of the benefits mentioned above (usually overcome by explanation)
#A desire to be like manual accounting where one would save staff time by not doing the reversal (irrelevant if totally automated)
#A desire for the cost a/c to be shorter especially if most PI match PO (less important these days now paper records are less used)

One can also apply the principle of not varying policy without good reason. In this case, making completely different accounting entries just because a PI varied by one current unit from its PO could be viewed as illogical.

== Switching from manual costing to automatic NEOSYS Job Costing ==

Assuming that jobs are numbered sequentially just start from any particular job number and ensure that all costs that relate to that job number ("new jobs") and beyond are handled through the new automated NEOSYS practice and not through the old manual procedures.

All cost entries that relate to jobs prior to that number ("old jobs") must be continue to be handled in the old way and it and entries are generated by NEOSYS for these old jobs then those entries must be deleted and not posted.

NEOSYS will automatically create job account in a chart with code "WIPxx" where xx is the current year like "WIP08".

You must create the initial chart (e.g. with code "WIP08") yourself and then NEOSYS will create all future year charts for you. When creating the initial chart make it an open item type chart and you will have to put a control A/c. The control A/c for a WIP ledger is normally in the current assets section of the General Ledger. If you do not have a WIP control A/c (or you have an WIP account but it is not a control account and has any journals passed against it) then you will have to create a new account in the GL called something like WIP Control A/c.

If there are too many jobs in one chart then NEOSYS will create "WIP082", "WIP083" etc.

== Correcting Incorrect Invoices ==

You cannot reverse an invoice once it is issued from NEOSYS. There is no way to be sure that someone has not (or will not) send out the incorrect invoice therefore if the system allow modifications there could be two or more different invoices in existence with exactly the same number. This is not good practice.

Therefore NEOSYS requires you to issue a credit note and another invoice as follows:

=== In the Job Module ===

#If the job is closed and you are not authorised to change closed jobs, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the originally wrongly invoiced estimate and modify that and/or invoice it as and when you like.

=== In the Finance Module ===

#All the journals generated including the original wrong invoice and the credit note MUST be posted otherwise auditors will question the missing invoice numbers.
#Allocate the invoice to credit note or vice versa so that they do not show as outstanding on the client's statement of outstanding items.
#If you really dont want the invoice and credit note showing on the movement account of the client then create a suspense a/c in the clients ledger and modify the journals Client A/c column before you post.

New Invoices/ Proformas

2008-09-24T05:02:51Z

Cris: /* Schedule number */

[[image:newmediainvoice.jpg]]

The Media Invoice form allows you to generate client invoices with various formatting options.

=== Different options when issuing an invoice ===

==== Schedule number ====

Allows you to enter the number of the schedule you wish to invoice.

When this form is accessed from the media schedule by clicking on the Invoice button the schedule number shows automatically.

==== Supplier ====

Allows you to filter the invoice for one or more suppliers.

==== Vehicle ====

Allows you to filter the invoice for one or more vehicles.

[[image:Invoiceinsert1.jpg]]

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=== Invoice details ===

==== Invoice date ====

Shows the date the invoice is issued which can be changed if required.

==== Date filtering ====

*All

Issues invoices for all the ads in the schedule. This is the default option.

*Appearing from

Invoices only those ads appearing between a period specified by the user using the popup calendar.

==== Invoice comments ====

Allows you to enter extra comments required to appear on the invoice.

==== Terms of payment ====

These are the terms on which the payment is to be received.

*Standard

This is the default option which shows the terms of payment as entered in the client's chart of accounts record.

*Special

Opens a new section where you can manually enter the terms of payment. This substitutes the Standard terms of payment.

*None

Does not show any terms of payment on the invoice.

[[image:Invoiceinsert2.jpg]]

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==== Invoice Type ====

*Initial

This is the default option for issuing the invoice. If a separate invoice is to be issued for a discount or a charge it does not show on this invoice.

*Final

This issues a separate invoice only for a charge or discount which has been chosen to appear on a separate invoice. This invoice can only be issued if the initial invoice has already been raised.

*Both

This is a combination of the options above. This generates both the invoice types simultaneously.

*Credit note

Issues a credit note to the client. Once the client has been invoiced any of the ‘bill’ fields have to be added with a negative amount and a credit note of the same will be issued.

[[image:Invoiceinsert3.jpg]]

See [[Issuing Credit Notes in Media]]

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==== Certified ====

*Certified ads only

Invoices only the certified ads.

*All ads

Invoices all ads regardless of their certification status.

NOTE - not all users are authorised to invoice uncertified ads.

==== Save proforma ====

A proforma invoice is an invoice that is sent prior to shipment of goods, this describes the details of the invoice but does not serve as a real invoice. The system by default does not save the proforma, however if required you can click Yes to save the proforma.

The proforma number appears on the issued invoice. This can be viewed in Media > Invoices > Old Invoices/Proformas by entering the proforma number.

==== Despatch Date ====

Allows you to update the system with the invoice despatch date. You can either select Immediate which makes the current date the despatch date or choose another date using the popup calendar.

You can also update the despatch date of existing invoices by reprinting them from Media>Invoices>Old Invoices/Proformas.

===== Where can I view the despatch date of existing invoices? =====

The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.

[[image:Invoiceinsert4.jpg]]

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=== Formatting options ===

==== Date Format ====

NEOSYS allows you to format the appearance of the scheduled dates on the invoice printout as required. Below are screenshots of all the different date formatting options :

*Partial Grid

Only shows the dates from the first ad to the last ad during the month.

[[image:mediainvoicepartialgrid.jpg]]

*Full Grid

Unlike the Partial Grid the Full Grid shows the dates of the entire month highlighting the dates on which the ads are scheduled.

[[image:mediainvoicefullgrid.jpg]]

*List

Shows a different view of the schedule only in terms of how the dates of the scheduled ads appear on the invoice.

[[image:mediainvoicelist.jpg]]

[[image:Invoiceinsert5.jpg]]

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==== Columns ====

*Time
*Material
*Postion/Program
*Costs

Any of the options above can be selected to appear on the invoice considering these details have been updated on the media schedule.

==== Costs ====

*Cost to client

Issues a client invoice showing the cost the to the client.

*Cost to agency

Issues a cost invoice showing the cost to the agency. The currency on the cost invoice is always the base currency.

*Both

This issues two separate invoices, the client invoice and the cost invoice.

==== Choosing various Net & Gross Columns to be printed ====

*All columns
*Gross and Net only
*Net only

Allows you to choose what part of the cost you want to show on the invoice.

[[image:Invoiceinsert6.jpg]]

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==== Check numbers ====

{{Check number1}}

[[image:Invoiceinsert7.jpg]]

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==== Approve Schedule ====

*Yes
*No

Allows you to approve the schedule from the invoicing form considering it has not been already approved. The current date is entered as the client approval date on the schedule once the invoice is generated.

This is ineffective if the approval date has already been entered in the schedule.

==== Summary ====

*None
*By Vehicle
*By Supplier
*By Market
*By Medium

NEOSYS allows you to add a brief overview of the gross and net costs as per vehicle, supplier, market or medium to the bottom of the media invoice. Only one option can be selected per invoice.

==== Subtotals ====

*Lines and Subtotals

The lines on the invoice are the schedule lines which show the per unit cost details as mentioned on the schedule. The subtotals are the separate totals of each line on the schedule.

This shows the lines and subtotals on the invoice.

*Subtotals only

Shows only the subtotals of each line on the invoice. The unit cost details do not appear on this.

*Lines only

Shows each line of the schedule with its details and a cumulative total of all the lines without the subtotals.

[[image:Invoiceinsert8.jpg]]

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==== Paging ====

Paging can be done when there are multiple vehicles or suppliers in the schedule. For paging the invoice the three options are -

*Continuous - issues an invoice where all schedule lines appear together on the invoice even if the schedule has multiple vehicles and suppliers. This is the default option.

*Vehicle - issues a separate invoice for each vehicle.

*Supplier - issues a separate invoice for each supplier.

==== Material List ====

{{Material list}}

[[image:Invoiceinsert9.jpg]]

=== Sample Invoice ===

[[image:Repnewmediainvoice.jpg]]

Schedule file

2008-09-23T08:47:59Z

Cris: /* Appearance details */

[[image:Mediaschedule2.jpg‎]]

==== Schedule no. ====

Shows the schedule number. You can either open an existing schedule by entering the schedule number or create a new schedule. The schedule number can either be generated automatically or manually entered. As you press ‘enter’ on the blank field a popup will give you the option of creating a new schedule or copying data either from an existing schedule or plan onto a new schedule.

[[image:Mediaschedulenumber.jpg]]

When opening an existing schedule you can directly enter the schedule number manually or press F7 and search for the schedule as per Brand, Period or Executive.

==== Period ====

This automatically shows the current month and year which can be changed if required.

==== Start date & Stop date ====

As the name suggests these fields show the start and the end date of the advertising campaign. You can book for a maximum of upto 35 days at a stretch and select the dates accordingly here. The system does not allow you to go ahead with the schedule if the gap between the Start and Stop date is beyond 35 days.

[[image:newboxnumberone.jpg]]

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==== Proposal date ====

Shows the date the ad campaign was proposed which by default shows the current date and can be changed if required.

===== Proposal number =====

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 as proposal numbers. The first time a schedule is saved it is by default saved as proposal number 1, After that each 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 ====

Shows the date the campaign is approved by the client. You can press F7 and select the date. A schedule has to be approved in order for it to be booked so if an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically with the current date.

==== Fully booked & Fully invoiced ====

Shows the dates the schedule is fully booked and invoiced. The dates cannot be manually entered on these fields, they are updated automatically when the schedule is booked and invoiced.

[[image:newboxnumbertwo.jpg]]

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==== Brand ====

Allows you to enter the brand code of the product being advertised.

==== Market ====

Allows you to enter the market in which the product is to be advertised. The system alerts you when you select a media vehicle which is not in the target market.

==== Currency ====

The currency on this field is the currency the client is to be invoiced in. This field is updated automatically with the invoice currency mentioned in the client record in the Client and brand file and if no currency is mentioned in the client record it is updated automatically with the base currency.

==== Executive ====

Shows the executive name 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. This can be changed if required.

[[image:newboxnumberthree.jpg]]

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==== Client Order No. ====

Shows the client order number, if any. This has to be entered manually and is mostly used for agency reference, this 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.

==== Subtitling ====

Allows you to subtitle the schedule lines on the schedule in the following orders:

*None
*Media Type
*Market
*Supplier
*Currency

==== Type Code ====

Allows you to enter the type of media used for advertising.

[[image:Newboxnumberfour.jpg]]

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==== Vehicle code ====

{{Codes}}

Allows you to enter the media vehicle code. Every vehicle record shows its specified market and if the market of the entered vehicle does not match the market chosen in the media schedule the system prompts the user about the same, this helps in avoiding scheduling mistakes.

==== Specifications ====

Allows you to enter the specifications of the scheduled ad.

Specifications are special or fixed positions in a media vehicle. The rate card specifies the charge for advertising on these specific positions on the magazine or newspaper. NEOSYS allows you to enter these special positions in the vehicle rate card record with their respective charges conveniently.

Below is an example of how specifications appear on the rate card of a magazine

''Special Positions'' ''US$''

Outside back cover 8,000

Inside front cover 7,500

Page one 7,500

Inside back cover 7,500

Double page spread 7,900

==== Loading ====

Allows you to enter the loading details of the scheduld ad.

Loading charges are like the add ons over the cost of the ad. For instance you may want a full page ad but there maybe extra charges depending on where the ad is be placed within a newspaper or a magazine, for eg. the first half of a magazine is more expensive than the second half, these extra charges are called loading charges. They are usually a particular percentage of the cost of the ad which can be viewed on the rate card.

Below is an example of loading charges in a magazine rate card -

For specified position/facing matter 10%

First double page spread 25%

First third of magazine 25%

First half of magazine 20%

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.

[[image:newboxnumberfive1.jpg]]

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==== Dates ====

[[image:mediascheduledategrid.jpg]]

Allows you to select the scheduled dates of the ads. The number of ads or a material letter(A,B,X,1,3,etc.) can be used to mark the dates and once you press OK you wil get a popup confirming the number of dates chosen.

Only those days of the week can be chosen which have been selected in the vehicle record. If unable to select a particular day in Dates please select that day in the Day of week section in the vehicle record.

If the user selects a date for a brand with a vehicle with which it has already been scheduled the system prompts the user about the same. This helps in avoiding creation of unneccesary excessive schedules.

The following options can be used to enter the ads as required -

 X - Indicates a single ad

 2 - Indicates two ads (of type X)

 A - Indicates a single ad using material "A"

 B - Indicates a single ad using material "B"

 2A - Indicates two ads of material "A"

 ABC - Indicates three ads of different types A, B and C

 3A2B - Indicates five ads, 3xA and 2xB

==== Free ====

[[image:mediaschedulefreeads.jpg]]

An ad or ads could be free of cost either to the agency or the 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.

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===[[Certify/Certification file]]===

==== Book ====

Allows you to issue booking orders to the supplier. Clicking here opens the Media booking order form where the booking details have to be entered as required and a preview of the booking order can be viewed before issuing the final order.

See [[New Booking Orders/Cancellations]]

==== Diary ====

Allows you to view the schedule information in a media diary format. The information on this diary is specific to the schedule.

See [[Media Diary]]

==== Invoice ====

Allows you to issue invoices to the client. Clicking on the invoice button opens the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.

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]]

[[image:Newboxnumbersix.jpg]]

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==== Appearance details ====

===== Dates =====

Shows all the dates the ads have been scheduled for which were selected in the Dates calendar. Clicking on the icon in the Dates column gives you an overview of the ads specific to that line in a media diary format..

===== 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.

===== Line no. =====

Shows the line number which is in order of time of creation regardless of where it appears on the schedule. The line created first is no.1 and the one after that is no.2 and so on.

===== Time =====

Allows you to enter the time of the ad. This is mainly used for TV advertising, showing the time the advertisement is scheduled to take place. Incase of multiple ads you can enter the time separated by commas.eg, 10:12, 14:20:10, 18:44. You can choose whether the Time can appear on the printouts or not on the printout formatting page. This appears on the details column of the printout.

===== Material =====

Allows you to enter reference data regarding the materials sent to the supplier. This data appears in the details column of the printouts which can be selected to appear or not.

===== Position/Program =====

Shows the position or program of the ads in case of newspaper and television or radio ads respectively. This information also appears on the details column of the printout if selected to appear.

===== No. Ads =====

Shows the number of ads entered in the Dates calendar on the schedule line. If the number of ads on this field are changed for some reason the system will warn you that the number of ads in the Dates calendar do not match the number in the Number of Ads column and confirm with you whether its ok before saving the schedule. It also warns you that you will be unable to invoice or book these ads due to this difference.

[[image:Mediaschedulewarning.jpg]]

[[image:Scheduleappearance.jpg]]

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==== Bill and Cost Section ====

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.

[[image:Mediaschedulebillandcost.jpg]]

NOTE – currency exchange rates have to be entered in NEOSYS as and when required.

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==== 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.

==== Additional discounts and charges on Invoice ====

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.

[[image:Notesmediaschedule.jpg]]

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==== 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.

[[image:Mediaschedulematerial.jpg]]

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=== 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.

[[image:Medialistofinvoices.jpg]]

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=== 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.

[[image:Medialistproformas.jpg]]

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=== 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.

[[image:Mediaversionsection.jpg]]

Codes in NEOSYS

2008-09-23T08:40:46Z

Cris: /* Examples of four letter coding */

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

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

1. If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO

2. Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc

3. If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.

4. If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.

5. If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GUOIJE - Gulf Oil Jeddah (Rule 5:)