NEOSYS User Support Wiki - User contributions [en]

File:VoucherAllocation 2011.jpg

2026-03-10T07:53:01Z

Gregory: Gregory uploaded a new version of File:VoucherAllocation 2011.jpg

Client & Brand File

2026-02-12T09:01:25Z

Gregory: /* Type */

[[image:Client&brandfile.png|800px]]

===Client Details===

====Client Code====

Enter existing client code or create a new one by entering a new client code in this field.

{{Codes}}

====Client Name====
Client Name as you want it to appear on all documents and reports.

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

====Stopped====
{{Stop(reason)}}

====Address====
The client address as as you want it to appear on all documents issued to the client.

==== Invoice To ====
Open linked address file. If nothing linked yet, then will create a new Address file with the same code as the Client code.

See also: [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained?| How is Client Address on invoices obtained?]]

====Market Code====
Enter the code of the market to which the client belongs.

This applies to all the brands under the client.

====Executive====
Enter the name of the person handling the client account.

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

Executives that have been inactive for some time (default one year) are suppressed from popups when creating new documents. When searching or reporting however, since you may be searching or reporting on old transactions, inactive executives are still shown on popups but are clearly separated from active executives and the date they were last active is shown.

====Client Group 1 and 2====
Client Group fields present in the Client and Brand file are used to classify clients according to industry, organsisation size and/or parent company etc.

See [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F | How to classify clients based on industry or parent company]]

====Type====
Many agencies book ads with a vehicle supplier through another media agency or an MBU (media buying unit).

Let's assume Agency1 makes a booking with a supplier through Agency2.

In this case Agency1 serves as a client to Agency2.

It is possible that when Agency2 issues a booking order to a supplier, it does not want Agency1's name to appear on the order.

NEOSYS allows Agency2 to choose whether or not they want the client name (Agency1) to appear on the booking orders.

#''Direct'' Display the name of the brand as well as the client on booking orders.
#''Agency'' Display the name of the advertised brand on the booking orders.

==== Language ====
Option to choose specific language for a client. This will reflect on all documents related to this client.

===Client Accounting===
====Client A/c No.====
In the finance module, enter the account code of the client as in the trade debtors chart of accounts to record client's financial transactions.

The clients name on the invoice appears as the name of the account to which it is linked.

If not linked to any account the client name on the invoice appears as entered in the client and brand record.

====Sundry Client====
Timesheet details are required when the client is marked as a SUNDRY client. Which means that the NEOSYS “client” isn’t a real client but a generic “bag” for lots of one-off or petty clients who we do not wish to open full client records for. On such a “client” record, the brands can be clients or the client name must be entered on all transactions for this “client”.

This option must be UNCHECKED for all real clients.

====Invoice Currency====
Default invoice currency for the client.

The Currency field in the media schedule is updated automatically with the currency entered here when the concerned client/brand is selected.

====Show exchange rates====
This option applies exclusively to Media module invoices and does not affect Job module invoices.

Choose this option to display the exchange rates between vehicle currencies and the bill currency on media invoices.

The exchange rates are displayed under the invoice amount in words.

By default this exchange rate is not displayed.

==== Billing group ====
You can group billings of different clients using this option.

Consider, client 'A' uses client a/c 'X'. If you enter 'A' in the billing group of client 'B', then they use the same a/c 'X'.

==== Show disc/charges as ====
Select 'As entered' if you wish to change the default option of showing disc/charges as amounts.

==== Digital invoice (Electronically Stamped invoices) ====
Some clients may require electronically stamped invoices that do not require the default signature field at the bottom of documents like invoices.

To use this option, you must make sure the 'Stamp' field in the Company file has been configured with a stamp image and footer text (shown below).

[[image:Companystamp.png.png]]

Once this option is selected, any documents generated for this client will print the stamp and footer at the bottom of invoices and ignore any default invoice footers configured in the Media/Jobs configuration file.

====Exchange rates====

Define exchange rates between the client's default invoice currency and possible suppliers (i.e vehicle) booking currencies.

====Terms of Payment====
Enter the terms of payment for the client which reflects on the invoice.

Example: This Invoice will be considered correct unless notice of exception is received by us within 15 days.

If this field is vacant the invoice will show the Terms of payment as entered on the company record in the Company file.
See [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying Payment Terms on Invoices]]

====Payment Instructions====
Enter the payment instructions for the client to follow.

For eg.
Account name - xxxx
Account no. - xxxx
Bank name - xxxx

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment instructions]]

====Income Sharing====

Explanation for[[Using_NEOSYS_Media_System#Income_Sharing | Income Sharing]]

Enter company income should be shared with when using this client.
Enter the % used on the Fee amount on the Media Vehicle bill line.
TODO: Other client pending explanation

====Alias codes====

See [[Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F| What are alias codes]]

===Brands===
Brands follow a coding system similar to the client coding. We can:

#Create a brand by entering the brand code.
#Move a brand that currently exists in another client record by entering its code.
#Brands can be conveniently added or removed by inserting or deleting lines respectively.

The "List" button lists the brands of the current client if a client record is open.

If a brand is currently being used in a media schedule it cannot be modified or deleted.

====Code====
Specify the code allocated to the brand. ('''This field is mandatory''')

====Name====
Enter the name of the brand as it should appear on all documents issued from NEOSYS. ('''This field is mandatory.''')

Brands can be blocked from being used on new or existing documents using this field. This is done by adding the phrase (stop), including the brackets, to the brand name.

A useful feature for clients that have multilevel brands/products is that they can enter product names indented with leading spaces under brand names without leading spaces. This results in the list initially showing only the top level brands. Lower level brands and products can be viewed by clicking the appropriate icon or keyboard shortcut.

See [[Media FAQ#How do I enter multilevel clients and brands in the Client and Brand File.3F|How to enter multilevel brands]]

====A/c No.====
In the finance module, enter the client's account no. in the trade debtors chart of accounts to record client's financial transactions.

This need not be entered if the client account number is same as the brand account number.

====Executive====
Enter the name of the person handling the brand account. The Executive field in the media schedule automatically shows this name when this brand is selected.

This need not be entered if the executive handling the client is similar to the one handling the brand.

====Product Category====
Enter the category to which the brand belongs,eg. automobiles, cosmetics, etc.

See [[Product Categories File]]

==== General Categories ====
An extension of Product Category. Option to assign multiple Product Categories per brand in addition to the category entered in the Product Category field.

Saved in the format of "A,B,C,D". Enter as many codes as you like but separated by commas.

All categories entered here are treated as just another Product Category i.e. no one category takes precedence over the others.

When filtering reports by Product Category, you can search by any number of product categories which will find brands that have even one of those categories configured.

Client & Brand File

2026-02-12T09:00:54Z

Gregory: /* Type */

[[image:Client&brandfile.png|800px]]

===Client Details===

====Client Code====

Enter existing client code or create a new one by entering a new client code in this field.

{{Codes}}

====Client Name====
Client Name as you want it to appear on all documents and reports.

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

====Stopped====
{{Stop(reason)}}

====Address====
The client address as as you want it to appear on all documents issued to the client.

==== Invoice To ====
Open linked address file. If nothing linked yet, then will create a new Address file with the same code as the Client code.

See also: [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained?| How is Client Address on invoices obtained?]]

====Market Code====
Enter the code of the market to which the client belongs.

This applies to all the brands under the client.

====Executive====
Enter the name of the person handling the client account.

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

Executives that have been inactive for some time (default one year) are suppressed from popups when creating new documents. When searching or reporting however, since you may be searching or reporting on old transactions, inactive executives are still shown on popups but are clearly separated from active executives and the date they were last active is shown.

====Client Group 1 and 2====
Client Group fields present in the Client and Brand file are used to classify clients according to industry, organsisation size and/or parent company etc.

See [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F | How to classify clients based on industry or parent company]]

====Type====
Many agencies book ads with a vehicle supplier through another media agency or an MBU (media buying unit).

Let's assume Agency1 makes a booking with a supplier through Agency2. In this case Agency1 serves as a client to Agency2. It is possible that when Agency2 issues a booking order to a supplier, it does not want Agency1's name to appear on the order. NEOSYS allows Agency2 to choose whether or not they want the client name (Agency1) to appear on the booking orders.

#''Direct'' Display the name of the brand as well as the client on booking orders.
#''Agency'' Display the name of the advertised brand on the booking orders.

==== Language ====
Option to choose specific language for a client. This will reflect on all documents related to this client.

===Client Accounting===
====Client A/c No.====
In the finance module, enter the account code of the client as in the trade debtors chart of accounts to record client's financial transactions.

The clients name on the invoice appears as the name of the account to which it is linked.

If not linked to any account the client name on the invoice appears as entered in the client and brand record.

====Sundry Client====
Timesheet details are required when the client is marked as a SUNDRY client. Which means that the NEOSYS “client” isn’t a real client but a generic “bag” for lots of one-off or petty clients who we do not wish to open full client records for. On such a “client” record, the brands can be clients or the client name must be entered on all transactions for this “client”.

This option must be UNCHECKED for all real clients.

====Invoice Currency====
Default invoice currency for the client.

The Currency field in the media schedule is updated automatically with the currency entered here when the concerned client/brand is selected.

====Show exchange rates====
This option applies exclusively to Media module invoices and does not affect Job module invoices.

Choose this option to display the exchange rates between vehicle currencies and the bill currency on media invoices.

The exchange rates are displayed under the invoice amount in words.

By default this exchange rate is not displayed.

==== Billing group ====
You can group billings of different clients using this option.

Consider, client 'A' uses client a/c 'X'. If you enter 'A' in the billing group of client 'B', then they use the same a/c 'X'.

==== Show disc/charges as ====
Select 'As entered' if you wish to change the default option of showing disc/charges as amounts.

==== Digital invoice (Electronically Stamped invoices) ====
Some clients may require electronically stamped invoices that do not require the default signature field at the bottom of documents like invoices.

To use this option, you must make sure the 'Stamp' field in the Company file has been configured with a stamp image and footer text (shown below).

[[image:Companystamp.png.png]]

Once this option is selected, any documents generated for this client will print the stamp and footer at the bottom of invoices and ignore any default invoice footers configured in the Media/Jobs configuration file.

====Exchange rates====

Define exchange rates between the client's default invoice currency and possible suppliers (i.e vehicle) booking currencies.

====Terms of Payment====
Enter the terms of payment for the client which reflects on the invoice.

Example: This Invoice will be considered correct unless notice of exception is received by us within 15 days.

If this field is vacant the invoice will show the Terms of payment as entered on the company record in the Company file.
See [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying Payment Terms on Invoices]]

====Payment Instructions====
Enter the payment instructions for the client to follow.

For eg.
Account name - xxxx
Account no. - xxxx
Bank name - xxxx

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment instructions]]

====Income Sharing====

Explanation for[[Using_NEOSYS_Media_System#Income_Sharing | Income Sharing]]

Enter company income should be shared with when using this client.
Enter the % used on the Fee amount on the Media Vehicle bill line.
TODO: Other client pending explanation

====Alias codes====

See [[Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F| What are alias codes]]

===Brands===
Brands follow a coding system similar to the client coding. We can:

#Create a brand by entering the brand code.
#Move a brand that currently exists in another client record by entering its code.
#Brands can be conveniently added or removed by inserting or deleting lines respectively.

The "List" button lists the brands of the current client if a client record is open.

If a brand is currently being used in a media schedule it cannot be modified or deleted.

====Code====
Specify the code allocated to the brand. ('''This field is mandatory''')

====Name====
Enter the name of the brand as it should appear on all documents issued from NEOSYS. ('''This field is mandatory.''')

Brands can be blocked from being used on new or existing documents using this field. This is done by adding the phrase (stop), including the brackets, to the brand name.

A useful feature for clients that have multilevel brands/products is that they can enter product names indented with leading spaces under brand names without leading spaces. This results in the list initially showing only the top level brands. Lower level brands and products can be viewed by clicking the appropriate icon or keyboard shortcut.

See [[Media FAQ#How do I enter multilevel clients and brands in the Client and Brand File.3F|How to enter multilevel brands]]

====A/c No.====
In the finance module, enter the client's account no. in the trade debtors chart of accounts to record client's financial transactions.

This need not be entered if the client account number is same as the brand account number.

====Executive====
Enter the name of the person handling the brand account. The Executive field in the media schedule automatically shows this name when this brand is selected.

This need not be entered if the executive handling the client is similar to the one handling the brand.

====Product Category====
Enter the category to which the brand belongs,eg. automobiles, cosmetics, etc.

See [[Product Categories File]]

==== General Categories ====
An extension of Product Category. Option to assign multiple Product Categories per brand in addition to the category entered in the Product Category field.

Saved in the format of "A,B,C,D". Enter as many codes as you like but separated by commas.

All categories entered here are treated as just another Product Category i.e. no one category takes precedence over the others.

When filtering reports by Product Category, you can search by any number of product categories which will find brands that have even one of those categories configured.

Client & Brand File

2025-11-10T08:30:19Z

Gregory: /* Invoice To */

[[image:Client&brandfile.png|800px]]

===Client Details===

====Client Code====

Enter existing client code or create a new one by entering a new client code in this field.

{{Codes}}

====Client Name====
Client Name as you want it to appear on all documents and reports.

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

====Stopped====
{{Stop(reason)}}

====Address====
The client address as as you want it to appear on all documents issued to the client.

==== Invoice To ====
Open linked address file. If nothing linked yet, then will create a new Address file with the same code as the Client code.

See also: [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained?| How is Client Address on invoices obtained?]]

====Market Code====
Enter the code of the market to which the client belongs.

This applies to all the brands under the client.

====Executive====
Enter the name of the person handling the client account.

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

Executives that have been inactive for some time (default one year) are suppressed from popups when creating new documents. When searching or reporting however, since you may be searching or reporting on old transactions, inactive executives are still shown on popups but are clearly separated from active executives and the date they were last active is shown.

====Client Group 1 and 2====
Client Group fields present in the Client and Brand file are used to classify clients according to industry, organsisation size and/or parent company etc.

See [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F | How to classify clients based on industry or parent company]]

====Type====

#''Direct'' Display the name of the brand as well as the client on booking orders.
#''Agency'' Display the name of the advertised brand on the booking orders.

Many agencies book ads with a vehicle supplier through another media agency or an MBU (media buying unit).

Let's assume Agency1 makes a booking with a supplier through Agency2. In this case Agency1 serves as a client to Agency2. It is possible that when Agency2 issues a booking order to a supplier, it does not want Agency1's name to appear on the order. NEOSYS allows Agency2 to choose whether or not they want the client name (Agency1) to appear on the booking orders.

==== Language ====
Option to choose specific language for a client. This will reflect on all documents related to this client.

===Client Accounting===
====Client A/c No.====
In the finance module, enter the account code of the client as in the trade debtors chart of accounts to record client's financial transactions.

The clients name on the invoice appears as the name of the account to which it is linked.

If not linked to any account the client name on the invoice appears as entered in the client and brand record.

====Sundry Client====
Timesheet details are required when the client is marked as a SUNDRY client. Which means that the NEOSYS “client” isn’t a real client but a generic “bag” for lots of one-off or petty clients who we do not wish to open full client records for. On such a “client” record, the brands can be clients or the client name must be entered on all transactions for this “client”.

This option must be UNCHECKED for all real clients.

====Invoice Currency====
Default invoice currency for the client.

The Currency field in the media schedule is updated automatically with the currency entered here when the concerned client/brand is selected.

====Show exchange rates====
This option applies exclusively to Media module invoices and does not affect Job module invoices.

Choose this option to display the exchange rates between vehicle currencies and the bill currency on media invoices.

The exchange rates are displayed under the invoice amount in words.

By default this exchange rate is not displayed.

==== Billing group ====
You can group billings of different clients using this option.

Consider, client 'A' uses client a/c 'X'. If you enter 'A' in the billing group of client 'B', then they use the same a/c 'X'.

==== Show disc/charges as ====
Select 'As entered' if you wish to change the default option of showing disc/charges as amounts.

==== Digital invoice (Electronically Stamped invoices) ====
Some clients may require electronically stamped invoices that do not require the default signature field at the bottom of documents like invoices.

To use this option, you must make sure the 'Stamp' field in the Company file has been configured with a stamp image and footer text (shown below).

[[image:Companystamp.png.png]]

Once this option is selected, any documents generated for this client will print the stamp and footer at the bottom of invoices and ignore any default invoice footers configured in the Media/Jobs configuration file.

====Exchange rates====

Define exchange rates between the client's default invoice currency and possible suppliers (i.e vehicle) booking currencies.

====Terms of Payment====
Enter the terms of payment for the client which reflects on the invoice.

Example: This Invoice will be considered correct unless notice of exception is received by us within 15 days.

If this field is vacant the invoice will show the Terms of payment as entered on the company record in the Company file.
See [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying Payment Terms on Invoices]]

====Payment Instructions====
Enter the payment instructions for the client to follow.

For eg.
Account name - xxxx
Account no. - xxxx
Bank name - xxxx

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment instructions]]

====Income Sharing====

Explanation for[[Using_NEOSYS_Media_System#Income_Sharing | Income Sharing]]

Enter company income should be shared with when using this client.
Enter the % used on the Fee amount on the Media Vehicle bill line.
TODO: Other client pending explanation

====Alias codes====

See [[Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F| What are alias codes]]

===Brands===
Brands follow a coding system similar to the client coding. We can:

#Create a brand by entering the brand code.
#Move a brand that currently exists in another client record by entering its code.
#Brands can be conveniently added or removed by inserting or deleting lines respectively.

The "List" button lists the brands of the current client if a client record is open.

If a brand is currently being used in a media schedule it cannot be modified or deleted.

====Code====
Specify the code allocated to the brand. ('''This field is mandatory''')

====Name====
Enter the name of the brand as it should appear on all documents issued from NEOSYS. ('''This field is mandatory.''')

Brands can be blocked from being used on new or existing documents using this field. This is done by adding the phrase (stop), including the brackets, to the brand name.

A useful feature for clients that have multilevel brands/products is that they can enter product names indented with leading spaces under brand names without leading spaces. This results in the list initially showing only the top level brands. Lower level brands and products can be viewed by clicking the appropriate icon or keyboard shortcut.

See [[Media FAQ#How do I enter multilevel clients and brands in the Client and Brand File.3F|How to enter multilevel brands]]

====A/c No.====
In the finance module, enter the client's account no. in the trade debtors chart of accounts to record client's financial transactions.

This need not be entered if the client account number is same as the brand account number.

====Executive====
Enter the name of the person handling the brand account. The Executive field in the media schedule automatically shows this name when this brand is selected.

This need not be entered if the executive handling the client is similar to the one handling the brand.

====Product Category====
Enter the category to which the brand belongs,eg. automobiles, cosmetics, etc.

See [[Product Categories File]]

==== General Categories ====
An extension of Product Category. Option to assign multiple Product Categories per brand in addition to the category entered in the Product Category field.

Saved in the format of "A,B,C,D". Enter as many codes as you like but separated by commas.

All categories entered here are treated as just another Product Category i.e. no one category takes precedence over the others.

When filtering reports by Product Category, you can search by any number of product categories which will find brands that have even one of those categories configured.

General FAQ

2025-04-08T10:54:03Z

Gregory: /* How can we export data from NEOSYS? */ 'Finance Interface' under media invoices menu option is obsolete.

==Why doesnt NEOSYS support my XYZ browser?==

People sometimes expect NEOSYS to be supported transparently on all common browsers like most consumer applications or mass market web based applications - and are disappointed when NEOSYS does not support their favourite browser. Actually many complex and specialised enterprise applications only support a limited range of browsers. This is primarily for cost and efficiency reasons related to the development of user interface software and the long term support of users environment.

==What is the NEOSYS backup procedure?==

Every morning at a scheduled time, NEOSYS backs up all data and stores it onto a USB drive (if NEOSYS is hosted on client's server), under folders that represent each day of the week. If the folder already exists then it is overwritten.

The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store the next 7 days of backup. There should be 3 USBs used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.

At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (up to 21 days).

The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS by support team.

==How can I verify that the backup has been successful?==

Every night when NEOSYS has been backed-up, an automated email alert is sent to all the designated recipients indicating the success or failure of the backup.

A successful backup indicates that all files required by NEOSYS to restore to an earlier time period have been saved successfully.

The backup process carries on smoothly but it will FAIL if:
# There is no USB connected to the server
# The USB has not been replaced at the end of 7 days

==How do I migrate data from my old system to NEOSYS==

If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh. This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.

However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.

For Finance see [[Migrate_data_from_OLD_system_to_NEOSYS| Migrate Finance data from OLD system to NEOSYS ]]

For Media and/or Jobs see [[Agency_FAQ#Can_I_migrate_Media_and.2For_Jobs_data_from_OLD_system_to_NEOSYS.3F| Migrate Media and/or Jobs data from OLD system to NEOSYS]]

==What type of database does NEOSYS use?==

NEOSYS is a custom program with a built in database of its own. NEOSYS consists of a “front end” which is implemented entirely in DHTML/Javascript/AJAX and a “back end” which is sealed and protected to ensure integrity of all data and processes.

Any requests for interfacing another program or online service with NEOSYS needs to be sent to the support staff with specifications of desired inputs and outputs.

==How to reset the password?==
See [[How to reset the password?]]

== How to handle printing continuation pages of NEOSYS generated documents? ==

While taking printouts of certain NEOSYS documents like invoice or estimate or schedule printout etc, the content might continue to the next page.

To handle the printing of continuation pages, adjust the scale.

Print Preview > Scale. Also refer [[General_FAQ#Avoiding_bad_page_breaks| here]] on how to avoid bad page breaks.

The continuation pages always start with the column headings.

Example in Firefox:

[[File:Ff_pagescale.jpg|700px]]

=== Avoiding bad page breaks ===

Fine tuning the scaling is is particularly useful when only a few lines of the footing go over onto another page.

In this case you can either slightly reduce the scaling so those lines fit on the previous page or even to slightly INCREASE the scaling so the whole of the footing appears on the last page.

== How to cut and paste from browsers to Thunderbird ==

This is about cutting and pasting textually not graphically. Cutting and pasting textually has the advantage that the result will reformat to fit the screen in email apps and the data can be cut and paste into other programs, however the copy is rarely exact and usually loses some formatting. It can copy whole documents not just what is on the screen.

Cutting and pasting graphically provides exact and selective screenshots showing all formatting exactly, however any data cannot be extracted or reformatted. It can only copy what is on the screen, not multi-page reports.

Step 1 - Copy from browser

Firefox and Chrome full copy

# View Source (Ctrl+U)
# Select All (Ctrl+A)
# Copy All (Ctrl+C)

Firefox partial copy

#Select part of the report or document
#Right click
#Select View Selection Source
#Ctrl+C to copy all (source HTML)

[[File:cutpaste1.png]]

Step 2 - Paste into Thunderbird

#Position the cursor where you want to paste
#Open the Insert Menu
#Select the option "HTML..."
#Paste into the box provided then click Insert

[[File:cutpaste2.png]]

== Is it okay to resize images for use in letterhead for NEOSYS documents? ==

=== Why cant you resize a nice large graphic of text down to the size required? ===
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Some corporate logo files suffer less from the problem if they have a simple design, but very few are immune to the problem.

Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or another image designer file.

There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.

Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.

=== Why bother with getting the best quality? ===
NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.

NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.

Images that appear to be low but acceptable quality on-screen may be much less acceptable quality when printed therefore before accepting poor quality images, make sure you check actually printouts on paper.

===What is the problem technically? ===
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.

==== Example of Graphic correctly GENERATED to the desired size ====

This image is too rather too big for our letter head because it is 200 pixels high. So we need to resize it? Well no, we need to REGENERATE it from the master logo design file. See next image below.

[[image:logoresize-1.jpg]]

Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.

[[image:logoresize-2.jpg]]

==== Example of Graphic crudely RESIZED to the desired size ====

LET'S LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED

Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop.

It looks kind of okay to the untrained eye at 100%, but not if you had a decent quality image to compare it with, and when printed on paper, the low quality becomes much more apparent.

[[image:logoresize-3.jpg]]

Take a closer look -150% - not very smooth is it?

[[image:logoresize-4.jpg]]

At 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.

[[image:logoresize-5.jpg]]

Let's go even closer(400%). Here we can see all kinds of grey mess even between the letters.

[[image:logoresize-6.jpg]]

==== Closer look at the correct GENERATED image ====

Now let's look at the graphic that has been properly generated to the exact size desired from the original master design in Photoshop.

It has a crisp and clean look about it.

[[image:logoresize-7.jpg]]

Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.

[[image:logoresize-8.jpg]]

[[image:logoresize-9.jpg]]

At 400%, the nature of shading to create illusion of smoothness is clear. It also becomes clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.

[[image:logoresize-10.jpg]]

[[image:logoresize-11.jpg]]

==== Another example of a CORRECTLY GENERATED logo/image file ====

This SMALL image file (only 72 pixels high) has been created properly by a programmer from the master design file (eg photoshop) designed by a professional graphic artist.

In this case it is a jpg file but png would be the same. You can see this file at http://vm1.neosys.com/images/neosys.jpg

Despite only 72 pixels vertically this file doesn't look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Zoom in so you can look at the quality more closely.

[[image:neosyslogo2.jpg]]

Even at this magnification, there is still little or no pixelation visible. This is because the dots are clever dithered to give the IMPRESSION of smoothness.

Moral of the story is that properly created image files do not appear pixelated whereas crudely resized images lose the clever dithering and show as pixelated.

==How to delete files or documents in NEOSYS? ==

NEOSYS allows users to delete some files such as Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. by clicking the Delete button on the top of the page. Schedule files cannot be deleted once they are either booked, certified or invoiced.

Job files cannot be deleted in NEOSYS, but can be cancelled. Refer: [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]].

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled. For example: [[Media_FAQ#How_do_I_cancel_a_booking_order.3F|Cancelling a booking order]].

Invoices once generated cannot be cancelled or deleted. To know why, see [[Using_NEOSYS_Agency_System#Why_doesn.27t_NEOSYS_allow_cancelling_or_amendment_of_Invoices_after_issue.3F|cancellation or amendment of Invoices after issue]]

Files that are in use on other documents must never be deleted (e.g. currency files). We do not fully know the implications of doing so but it can cause problems in future.

==How to restore deleted files in NEOSYS? ==

You can restore deleted files like Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. in NEOSYS by entering the deleted file's code or number and then saving it.

The deleted file's record will remain in the version log of the file, in case it needs to be viewed later.

[[File:DEL_VER.PNG]]

==Why is NEOSYS taking a long time to generate a report?==

The amount of time required by NEOSYS to generate a report depends on:
#Options selected while generating the report.
#Total number of records selected to be displayed on the report.

Once you have selected the desired options, click on LIST and wait until the report is generated.

Please wait until the report shows up on screen

OR

Until you get an error message saying "No response in 600 seconds from database server at ....."

In case you get the "No response in 600 seconds from database server at ....." error message then follow the steps mentioned in [[Media_FAQ#How_to_handle_"No_Response_from_the_database_server_in_600_seconds"?| Media FAQ]]

== What customisation can be done on the format of NEOSYS documents?==

NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders, financial reports. You can do either or all of these:

#Use any font name and/or size that appeals to you or your corporate image
#Use a background colour that reflects your corporate image
#Use a masthead or logo as the header along with address text
#Customise your own set of terms and conditions for the footers
#Customise the signatories name and designations which should appear

The core information/content (between the header and footer) of each document is generally set to a standard format which has been widely accepted in the advertising industry over many years. NEOSYS has many options when requesting documents to cater for a wide variety of output styles but, apart from these options, the essential format cannot be completely revised from scratch. This is because NEOSYS is a ready-to-use package software solution used by many companies. Maintaining some standardisation of NEOSYS across many clients facilitates better and more efficient customer service by the NEOSYS support team. It also allows ease of upgrading over time. NEOSYS generally will develop the software free of charge but not perform any major one-off customisation, and has rarely been asked to do so.

==How can we export data from NEOSYS?==
All NEOSYS output is in the form of HTML which can be conveniently and directly saved.

The reports can also be copy pasted into excel or other documents that are acceptable by auditors or other software.

To export Invoices in Excel format, see [[Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format| Export Invoices]]

== Does NEOSYS have any kind of documentation to learn and understand the software ==

NEOSYS wiki is available to users online. Users can go through the same to understand how to use, setup and troubleshoot NEOSYS.

Users can search for [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Using_Google_to_search_NEOSYS_wikis NEOSYS wiki on Google]

File:Company File 2014.jpg

2025-02-07T09:14:09Z

Gregory: Gregory uploaded a new version of File:Company File 2014.jpg

Vehicle Rate Card File

2024-10-14T06:28:28Z

Gregory:

==Quick notes==

===Menu Access===

* Menu > Media > Files > Media Vehicle Ratecard
* Alt + M, M, F, R

===Quick Reference===

Refer [http://userwiki.neosys.com/index.php/NEOSYS_General_User_Interface General User interface]

==Vehicle Ratecards in NEOSYS==
[[image:ratecard2.jpg | 800 px]]

===Access & Retrieval===

To open a ratecard for a vehicle whilst working on a schedule, click the open 'File' button on the specification or loading fields.

To retrieve an existing ratecard, click the Lookup button on the specification or loading field and follow the prompts to select the ad rate specifications.

NOTE: If tags are already entered in the Spec/Loading field, the option to get billing/cost from the ratecard will not be available. 
To work around this cut tags out Ctrl + X, make new ratecard selection and paste tags back in to loading field with Ctrl + V.
[https://userwiki.neosys.com/index.php/Media_Types_File#Tags |More on Tags]

===Vehicle code, effective date & Comments===

Used to identify a ratecard on ratecard selection in the schedule file.

===Commission %, Agency Fee %, Agent Fee/Discount %, Tax %, Other %===

Use these fields to set the default values of the calculated bill columns in the schedule file.

More info: [https://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Concepts_and_Calculation_under_Discounts_and_other_charges|Concepts and Calculation under Discounts and other charges]

Note that the tax column cannot be used if the schedule uses a tax code.

===Standard Rates===

Todo

===Rate Table===

Rates can either be gross rates for individual ads or the rate can be per column centimeter or per second etc.

When the rate is dependent on size or duration, the final cost per ad is calculated depending on the size/duration entered in the schedule.

When making a ratecard selection, users will be prompted to enter the size/duration after selecting the main rate row and column.

"Sized" rates are indicated by an asterisk "*" character without the quotes either within or at the end of the specification column.

Example: INS PG* would be converted to INS PG*20X4 on the schedule. You can also enter the main or fixed sizes of a publication directly into the ratecard like INS PG*20X4.

*Warning: Avoid usage of commas in the rate table and instead use single quote or a blank space. e.g. 500 000 or 500'000. Refer to [[Media FAQ#Why is the Gross Amount field picking up the amount before the comma in the Specification field.3F|Gross amount picked up from Ratecard]]

Below screenshot shows which part of the schedule picks up the Commission, Agency fee, Agent fee/Discount, Tax, Other fee fields of the vehicle ratecard file:

[[File:Schedule rate card.jpg | 1400 px]]

===Loading Table===

===Client Specific Rates===

Enter billing and cost discount, commission and other rates for on a per client basis.

If the client code is left blank then the discounts, commissions and other rates will be applied to all clients.

===Versions===

Setting up and Configuring NEOSYS Generally

2024-08-22T08:23:51Z

Gregory: /* Creating Email Alerts in NEOSYS */ GB - minor update convert from AREV cmd to exodus

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

{{:Configuring Document Footers}}

 

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

[[Image:clientmark.jpg]]

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

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

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

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

Adline Kuwait

===Setting a default security mark===

For all companies that do not have a specific mark

 AREV 
SETMARK * "<clientmark>"

 Exodus 

Run below command to start a live process in debugger mode,
./run <database>
Press 'x' to open the command line interface, then type
setmark * "<clientmark>"

===Setting a security mark per company===

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

 AREV 
SETMARK <companycode> "<clientmark>"

 Exodus 

./run <database>
Press 'x', then type
setmark <companycode> "<clientmark>"

===Removing a security mark===

 AREV 
SETMARK <companycode>

 Exodus 

./run <database>
Press 'x', then type
setmark <companycode>

==Configuring fonts and colors for all users==

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

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

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

==Changing the signatory==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

==Configuring backup procedures==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

==Configuring automated emails in NEOSYS==

See the System Configuration File on the NEOSYS Support Menu.

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

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

==Authorising Users==

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

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

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

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

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

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

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

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

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

====Examples====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

==Giving users access to the Support Menu==

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

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

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

==Configuring Payment Instructions==

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

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

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

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

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

If, following the above rules, no payment instructions can be found, or the payment instructions are "NONE" or a single dot (.), then no payment instruction are displayed.

Tip: Leave the currency code field blank in Company file to configure the default payment instructions for all currencies without having to tediously enter them in the Currency file for each and every currency.

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

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

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

Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F|Difference between terms of payment and payment instructions]]

===Entering Payment Instructions in NEOSYS===

Lines that have no tags in them (no <> characters) and have up to 10 "words" in them will be chunked, i.e. placed continuously one after the other on the same line, if there is room for the whole chunk.

Commas are automatically added at the end of chunks that do not already end in commas, except for the last line.

You can add break tags when you want instructions to start on a new line, as shown below.

Sample Payment instructions:

<pre>
If no written objection is received within 10 days, this invoice will be considered as accepted unconditionally for payment. 
Cheques/Demand/Drafts/Bank Transfers to be in favour of NEOSYS. 
Bank Name : Commercial Bank of Dubai
Account Number : 0XX 00X0XX 00X
IBAN Number : AEX00X0000XX00X
Swift Code : BBMEAXAD
</pre>

The above sample appears as below, in NEOSYS:

[[File:payinstr.png]]

==Configure Currency File==

NEOSYS allows clients to change how invoice amounts are presented on their invoices.

Clients or NEOSYS Support need to edit the subunit field in the Currency & Exchange Rate File:

To change this setting, depending on which NEOSYS modules you use, follow the appropriate path:

NEOSYS Menu -> "Jobs" OR "Media" OR "Finance" -> Files -> Currency & Exchange Rate File.

E.g: 
[[File:Currency&ExchangeRateFile.png]]

Invoices amounts can be displayed in two ways:

a) "Five thousand, three hundred and forty five .25"
Do: Leave subunit field blank, this is the default.

OR

b) "Five thousand, three hundred and forty five and 25 fils"
Do: Edit subunit field to "fils" and edit the

==Specifying Payment Terms on Invoices==

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

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

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

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

Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F|Difference between terms of payment and payment instructions]]

==Creating Email Alerts in NEOSYS==

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

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

To find existing alerts

EXO_DATA=<DBCODE> list documents alerts

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Configure hours as per server timezone.

Required.
Syntax: {minutes,,,}:{hours,,,}:{dayofmonth,,,}:{monthNo,,,}:{weekday,,,}

Examples:

Run at 9am every day
9

Run at 9am on the 15th of every month
9:15

Run at 9am on the 15th of months January and July
9:15:1,7

Run at 15mins & 30mins past hours 9am and 5pm, on the 15th of every month
15,30:9,17:15

===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

===Enable/Disable Existing Alerts===

#Identify alert key, in maintenance mode: "SORT DOCUMENTS ALERTS"
#Edit 12th field of the alert record (ENABLED), e.g "ed documents COLL01". 1 - enabled or 0 - disabled.

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

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

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

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

To solve this problem create users matching the executive names.

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

==Automatically Running and Emailing Saved Documents==

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

ED DOCUMENTS <document no.>

Line 12 should be 1 to mean run automatically.

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

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

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

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

For more information about the DOCUMENTS file format, do

LD DOCUMENTS

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

==[[Configuring Chrome]]==

==[[Configuring Edge]]==

==[[Configuring Firefox]]==

Client & Brand File

2024-08-02T07:18:40Z

Gregory: /* Show exchange rates */

[[image:Client&brandfile.jpg]]

===Client Details===

====Client Code====

Enter existing client code or create a new one by entering a new client code in this field.

{{Codes}}

====Client Name====
Client Name as you want it to appear on all documents and reports.

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

====Stopped====
{{Stop(reason)}}

====Address====
The client address as as you want it to appear on all documents issued to the client.

====Market Code====
Enter the code of the market to which the client belongs.

This applies to all the brands under the client.

====Executive====
Enter the name of the person handling the client account.

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

Executives that have been inactive for some time (default one year) are suppressed from popups when creating new documents. When searching or reporting however, since you may be searching or reporting on old transactions, inactive executives are still shown on popups but are clearly separated from active executives and the date they were last active is shown.

====Client Group 1 and 2====
Client Group fields present in the Client and Brand file are used to classify clients according to industry, organsisation size and/or parent company etc.

See [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F | How to classify clients based on industry or parent company]]

====Type====

#''Direct'' Display the name of the brand as well as the client on booking orders.
#''Agency'' Display the name of the advertised brand on the booking orders.

Many agencies make book ads with a vehicle supplier through another media agency or an MBU (media buying unit).

Lets assume Agency1 makes a booking with a supplier through Agency2. In this case Agency1 serves as a client to Agency2. It is possible when Agency2 issues a booking order to a supplier it does not want Agency1's name to appear on the order. NEOSYS allows Agency2 to choose whether or not they want the client name(Agency1) to appear on the booking orders.

===Client Accounting===
====Client A/c No.====
In the finance module, enter the account code of the client as in the trade debtors chart of accounts to record client's financial transactions.

The clients name on the invoice appears as the name of the account to which it is linked.

If not linked to any account the client name on the invoice appears as entered in the client and brand record.

====Sundry Client====
Timesheet details are required when the client is marked as a SUNDRY client. Which means that the NEOSYS “client” isn’t a real client but a generic “bag” for lots of one-off or petty clients who we do not wish to open full client records for. On such a “client” record, the brands can be clients or the client name must be entered on all transactions for this “client”.

Below you see an incorrect use of the checkbox for a real client. 

[[Image:sundry.jpg]]

====Invoice Currency====
Default invoice currency for the client.

The Currency field in the media schedule is updated automatically with the currency entered here when the concerned client/brand is selected.

====Show exchange rates====
This option applies exclusively to Media module invoices and does not affect Job module invoices.

Choose this option to display the exchange rates between vehicle currencies and the bill currency on media invoices.

The exchange rates are displayed under the invoice amount in words.

By default this exchange rate is not displayed.

====Exchange rates====

Define exchange rates between the client's default invoice currency and possible suppliers (i.e vehicle) booking currencies.

====Terms of Payment====
Enter the terms of payment for the client which reflects on the invoice.

Example: This Invoice will be considered correct unless notice of exception is received by us within 15 days.

If this field is vacant the invoice will show the Terms of payment as entered on the company record in the Company file.
See [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying Payment Terms on Invoices]]

====Payment Instructions====
Enter the payment instructions for the client to follow.

For eg.
Account name - xxxx
Account no. - xxxx
Bank name - xxxx

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment instructions]]

====Income Sharing====

Explanation for[[Using_NEOSYS_Media_System#Income_Sharing | Income Sharing]]

Enter company income should be shared with when using this client.
Enter the % used on the Fee amount on the Media Vehicle bill line.
TODO: Other client pending explanation

====Alias codes====

See [[Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F| What are alias codes]]

===Brands===
Brands follow a coding system similar to the client coding. We can:

#Create a brand by entering the brand code.
#Move a brand that currently exists in another client record by entering its code.
#Brands can be conveniently added or removed by inserting or deleting lines respectively.

The "List" button lists the brands of the current client if a client record is open.

If a brand is currently being used in a media schedule it cannot be modified or deleted.

====Code====
Specify the code allocated to the brand. ('''This field is mandatory''')

====Name====
Enter the name of the brand as it should appear on all documents issued from NEOSYS. ('''This field is mandatory.''')

Brands can be blocked from being used on new or existing documents using this field. This is done by adding the phrase (stop), including the brackets, to the brand name.

A useful feature for clients that have multilevel brands/products is that they can enter product names indented with leading spaces under brand names without leading spaces. This results in the list initially showing only the top level brands. Lower level brands and products can be viewed by clicking the appropriate icon or keyboard shortcut.

See [[Media FAQ#How do I enter multilevel clients and brands in the Client and Brand File.3F|How to enter multilevel brands]]

====A/c No.====
In the finance module, enter the client's account no. in the trade debtors chart of accounts to record client's financial transactions.

This need not be entered if the client account number is same as the brand account number.

====Executive====
Enter the name of the person handling the brand account. The Executive field in the media schedule automatically shows this name when this brand is selected.

This need not be entered if the executive handling the client is similar to the one handling the brand.

====Product Category====
Enter the category to which the brand belongs,eg. automobiles, cosmetics, etc.

See [[Product Categories File]]

Client & Brand File

2024-08-02T07:18:09Z

Gregory: /* Show exchange rates */ clarify what the rate is.

[[image:Client&brandfile.jpg]]

===Client Details===

====Client Code====

Enter existing client code or create a new one by entering a new client code in this field.

{{Codes}}

====Client Name====
Client Name as you want it to appear on all documents and reports.

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

====Stopped====
{{Stop(reason)}}

====Address====
The client address as as you want it to appear on all documents issued to the client.

====Market Code====
Enter the code of the market to which the client belongs.

This applies to all the brands under the client.

====Executive====
Enter the name of the person handling the client account.

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

Executives that have been inactive for some time (default one year) are suppressed from popups when creating new documents. When searching or reporting however, since you may be searching or reporting on old transactions, inactive executives are still shown on popups but are clearly separated from active executives and the date they were last active is shown.

====Client Group 1 and 2====
Client Group fields present in the Client and Brand file are used to classify clients according to industry, organsisation size and/or parent company etc.

See [[Agency_FAQ#How_do_I_classify_clients_based_on_industry_or_parent_company.3F | How to classify clients based on industry or parent company]]

====Type====

#''Direct'' Display the name of the brand as well as the client on booking orders.
#''Agency'' Display the name of the advertised brand on the booking orders.

Many agencies make book ads with a vehicle supplier through another media agency or an MBU (media buying unit).

Lets assume Agency1 makes a booking with a supplier through Agency2. In this case Agency1 serves as a client to Agency2. It is possible when Agency2 issues a booking order to a supplier it does not want Agency1's name to appear on the order. NEOSYS allows Agency2 to choose whether or not they want the client name(Agency1) to appear on the booking orders.

===Client Accounting===
====Client A/c No.====
In the finance module, enter the account code of the client as in the trade debtors chart of accounts to record client's financial transactions.

The clients name on the invoice appears as the name of the account to which it is linked.

If not linked to any account the client name on the invoice appears as entered in the client and brand record.

====Sundry Client====
Timesheet details are required when the client is marked as a SUNDRY client. Which means that the NEOSYS “client” isn’t a real client but a generic “bag” for lots of one-off or petty clients who we do not wish to open full client records for. On such a “client” record, the brands can be clients or the client name must be entered on all transactions for this “client”.

Below you see an incorrect use of the checkbox for a real client. 

[[Image:sundry.jpg]]

====Invoice Currency====
Default invoice currency for the client.

The Currency field in the media schedule is updated automatically with the currency entered here when the concerned client/brand is selected.

====Show exchange rates====
This option applies exclusively to Media module invoices and does not affect Job module invoices.

Choose this option to display the exchange rates between vehicle currencies and the bill currency on media invoices.

The exchange rates are displayed under the invoice amount in words.

By default this exchange rate will is not displayed.

====Exchange rates====

Define exchange rates between the client's default invoice currency and possible suppliers (i.e vehicle) booking currencies.

====Terms of Payment====
Enter the terms of payment for the client which reflects on the invoice.

Example: This Invoice will be considered correct unless notice of exception is received by us within 15 days.

If this field is vacant the invoice will show the Terms of payment as entered on the company record in the Company file.
See [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying Payment Terms on Invoices]]

====Payment Instructions====
Enter the payment instructions for the client to follow.

For eg.
Account name - xxxx
Account no. - xxxx
Bank name - xxxx

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment instructions]]

====Income Sharing====

Explanation for[[Using_NEOSYS_Media_System#Income_Sharing | Income Sharing]]

Enter company income should be shared with when using this client.
Enter the % used on the Fee amount on the Media Vehicle bill line.
TODO: Other client pending explanation

====Alias codes====

See [[Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F| What are alias codes]]

===Brands===
Brands follow a coding system similar to the client coding. We can:

#Create a brand by entering the brand code.
#Move a brand that currently exists in another client record by entering its code.
#Brands can be conveniently added or removed by inserting or deleting lines respectively.

The "List" button lists the brands of the current client if a client record is open.

If a brand is currently being used in a media schedule it cannot be modified or deleted.

====Code====
Specify the code allocated to the brand. ('''This field is mandatory''')

====Name====
Enter the name of the brand as it should appear on all documents issued from NEOSYS. ('''This field is mandatory.''')

Brands can be blocked from being used on new or existing documents using this field. This is done by adding the phrase (stop), including the brackets, to the brand name.

A useful feature for clients that have multilevel brands/products is that they can enter product names indented with leading spaces under brand names without leading spaces. This results in the list initially showing only the top level brands. Lower level brands and products can be viewed by clicking the appropriate icon or keyboard shortcut.

See [[Media FAQ#How do I enter multilevel clients and brands in the Client and Brand File.3F|How to enter multilevel brands]]

====A/c No.====
In the finance module, enter the client's account no. in the trade debtors chart of accounts to record client's financial transactions.

This need not be entered if the client account number is same as the brand account number.

====Executive====
Enter the name of the person handling the brand account. The Executive field in the media schedule automatically shows this name when this brand is selected.

This need not be entered if the executive handling the client is similar to the one handling the brand.

====Product Category====
Enter the category to which the brand belongs,eg. automobiles, cosmetics, etc.

See [[Product Categories File]]

How to reset the password?

2024-07-11T06:52:36Z

Gregory: Revamp reset pass article (new images/ instruction simplified)

To reset the password:
#Go to the NEOSYS login webpage.
#Enter your username, select the database and click on 'Reset Password' [[File:reset1.jpg]] 
#Enter your email address assigned to your NEOSYS account and click Ok. [[File:reset2.jpg]] 
#A message will pop up to confirm that the password reset has taken place and the new password will be sent to you via email. [[File:reset3.jpg]] 
#Check your inbox for an email with the subject “NEOSYS PASSWORD RESET”. (If you do not receive the email immediately, wait 10 minutes before trying again)

'''NOTE:'''

#If you enter your password wrong 3 times in a row, your account will be locked and you need to follow the above procedure to request a new password.
#System administrators can configure the passwords to auto-expire after a preset number of days from the time it was last changed (see [http://userwiki.neosys.com/index.php/Authorisation_File#Password_auto-expiry_days Password Auto-expiry]).
#Users with email accounts registered in NEOSYS and other authorized domains can reset their passwords from the login screen even after expiry, however, users without access to email accounts must change their password prior to the expiry date.
#All users are reminded to change their password on login if the same is expiring within a week.
#If the users email address is not active or not assigned by the administrator then the administrator's (concerned person's) email address should be put instead, so that the administrator receives the user's initial password via email and forwards the same to the user. This procedure is mandatory and must be followed by all NEOSYS support staff. NEOSYS support staff are not allowed to generate manual passwords without getting an approval from their manager.

File:Reset1.jpg

2024-07-11T06:24:14Z

Gregory: Gregory uploaded a new version of File:Reset1.jpg

File:Reset3.jpg

2024-07-11T06:20:59Z

Gregory: Gregory uploaded a new version of File:Reset3.jpg

File:Reset2.jpg

2024-07-11T06:20:44Z

Gregory: Gregory uploaded a new version of File:Reset2.jpg

Job FAQ

2024-07-01T07:52:57Z

Gregory: /* Why do our invoice numbers to the client show on our production orders to the supplier? */

==How to hide the Job Type while invoicing the client?==

If a client does not want job type to appear in invoice, then enter job type in the respective Estimate/Purchase Order, on each amount line and not on the Job File.

==How to add or amend client order number when reprinting Job Invoices?==

Go to Menu > Jobs > Invoices > Old Invoices/Proformas. Enter the invoice number in Invoice No. field and client order number in the Client Order No. field. Then click Reprint.

[[image:Oldjobinvoices.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 replaced 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.

==How to issue an estimate without creating a Job?==

Estimates cannot be issued before a job is opened in NEOSYS.

Issuing an estimate actually should first involve opening a job because this way executive can track how many jobs were opened and if they were materialised.

If the issued estimate has not been approved by the client, then you can easily mark the estimate as cancelled and mark the job as closed.

''Note -''

To cancel an estimate, see [[Job_FAQ#How_to_cancel_an_Issued.2F_Approved.2F_Drafted.2F_Delivered_Estimate.3F|Cancelling Estimates]]

To close a job, see [[Job_FAQ#How_to_Close_a_Job.3F|How to Close a Job]]

This way NEOSYS will contain an absolute track record of all transactions performed.

==How to cancel an Issued/ Approved/ Drafted/ Delivered Estimate?==

In NEOSYS estimates can be kept as draft, Issued, approved, delivered , cancelled and Invoiced.

Procedure to cancel an estimate is quite simple and can be done in no time. To cancel an estimate one need to go to the particular estimate and turn the statues of Estimate to Cancelled as shown in the screenshot below:

[[image:Cancel_Estimate.jpg|1100px]]

Note
To cancel or issue a credit note for an Invoiced estimate, please refer the following link [[Using NEOSYS Job System]]

==How to Close a Job?==

There are two ways to close a job as under:
#While invoicing an estimate there is an option “Close Job” which is ticked by default. Once an estimate is invoiced with this option ticked jobs get closed automatically. [[image:Close a job1.jpg]] 
#A job can be closed manually from the Job file as shown below: [[image:Close_a_Job.jpg|1100px]] 

==How to print an Estimate without the Total?==

To print an Estimate without including the total, untick the checkbox as shown in the screenshot below:

[[image:estimate printout screen.jpg]]

==How to Issue PO's for Overheads and Expenses?==

#It is best to open one Job per month for all Overheads and Expenses. For example – Open a Job called EXP0111 for Jan 2011 - and raise all Expense related LPO's in that Job. 
#Once the supplier invoice is received, pass normal journals from finance. 
#Don’t convert the PO’s to PI’s 
#Close the Job at the end of the month 

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

Keeping the same number is not as useful as you might think because in a computerized system like NEOSYS the job number is always clearly visible on all orders and estimates and reports. It is not possible to have exactly the same number as the job number since one job may easily have more than one purchase order … and large jobs may even have more than one estimate.

However, since you can create orders and estimate with whatever number you like in NEOSYS. You do not have to take the automatic default sequential number from NEOSYS. In this way you can create them with the job number.

In the case of more than one purchase order per job you can put JOBNO/2 eg 99999/2 99999/3 3 etc. However, using versions instead of pure numbers is not considered good practice because of the impossibility of auditors to check that they have all documents and are missing none - since anybody can add a version to an old document.

Remember that whatever you put as the order or estimate number, NEOSYS will always add B, C, D etc onto the end of the number to indicate the different versions of the same document if you amend it. This does not suffer from the audit issues mentioned above because there is only one document finally.

==Why is the total cost of a job not being reflected in the list of Job Invoices report?==

A possible reason why the total job cost is not being reflected in the list of job invoices is that the PO is not tied to any job invoice.

If the PO is tied to the invoice then it should be included in the invoice cost column DESPITE being in a different month.

However, you can still get the total cost using the "cost adjustments" option while printing the list of job invoices as follows:
#UNTICK Cost Adjustments
#*If you do not check cost adjustments then it merges ALL costs into the invoice regardless of cost date. This therefore shows the correct margin but the cost cannot be related to the costs for the month in finance.
#*This report is GOOD FOR CHECKING MARGIN PER INVOICE TO DATE AFTER ALL COSTS BUT BAD FOR CHECKING COSTS PER MONTH. 
#TICK Cost Adjustments
#*If you do check cost adjustments then it does NOT merge the costs into the invoice but instead puts them on separate lines and DOES filter them by cost date.
#*This report is GOOD FOR CHECKING VERSUS FINANCE P&L BUT BAD FOR CHECKING MARGIN PER INVOICE AFTER ALL COSTS.

[[image:listofjobinvoices-costadjustment.jpg]]

==How to enter Estimated Job Completion Date in NEOSYS so that I get a forecast of expected revenue at a future date?==

NEOSYS does not have a field for entering estimated Job completion date. However, you can keep amending the Period field, based on when the Job is expected to complete. At any given point, you can generate a List of Jobs report based on period, to get an idea of how much revenue can be expected at that particular period.

==Why does invoicing an estimate by default close the job?==

NEOSYS by default closes jobs while invoicing the estimate so that huge number of jobs are not left open in the database, which is highly possible when you keep on invoicing and move on to the next job. Also majority of jobs have only one invoice and estimate and it is safer to close jobs on invoicing to stop any further work on them. Therefore it is better that invoicing by default closes the job.

In some cases users might want to keep the Job open even after invoicing, in that case just untick "Close Job" check box shown in the screenshot below while invoicing. Even if you miss it out, you just need to reopen the job in two clicks i.e Reopen & Save. Unticking "Close Job" check box at the time of invoicing is much easier than manually looking for open Jobs to close them. The latter demands much more labour and attention. Also, many clients have faced the issue of having a huge bulk of open jobs which were never closed even though work was completed for each.

[[Image:Closejob.png]]

== Why do our invoice numbers to the client show on our production orders to the supplier? ==

At the time the production orders are issued initially to the supplier, the client will not have been invoiced so our invoice numbers will NOT show on the POs.

However, once we have invoiced the client, and if the PO is reprinted again, then our invoice number is shown on the PO to assist with internal records and reconciliation generally. If the supplier gets such a later copy of our PO with our invoice number on it, it does not cause a problem even though it is of no interest them.

If a PO is linked to a specific estimate then the invoice number of that estimate will be shown if and when it is invoiced.

If a PO is not linked to an estimate then any and all of our invoice numbers related to the job are shown.

== Why are tax columns missing on single line invoices? ==

Since there is only one billable line, the total tax summary breakdown at the end of the document serves as the Tax columns.

This avoids duplicating information and keeps the invoice concise and easy to read.

General FAQ

2024-04-18T05:17:07Z

Gregory: /* How can we export data from NEOSYS? */

==Why doesnt NEOSYS support my XYZ browser?==

People sometimes expect NEOSYS to be supported transparently on all common browsers like most consumer applications or mass market web based applications - and are disappointed when NEOSYS does not support their favourite browser. Actually many complex and specialised enterprise applications only support a limited range of browsers. This is primarily for cost and efficiency reasons related to the development of user interface software and the long term support of users environment.

==What is the NEOSYS backup procedure?==

Every morning at a scheduled time, NEOSYS backs up all data and stores it onto a USB drive (if NEOSYS is hosted on client's server), under folders that represent each day of the week. If the folder already exists then it is overwritten.

The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store the next 7 days of backup. There should be 3 USBs used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.

At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (up to 21 days).

The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS by support team.

==How can I verify that the backup has been successful?==

Every night when NEOSYS has been backed-up, an automated email alert is sent to all the designated recipients indicating the success or failure of the backup.

A successful backup indicates that all files required by NEOSYS to restore to an earlier time period have been saved successfully.

The backup process carries on smoothly but it will FAIL if:
# There is no USB connected to the server
# The USB has not been replaced at the end of 7 days

==How do I migrate data from my old system to NEOSYS==

If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh. This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.

However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.

For Finance see [[Migrate_data_from_OLD_system_to_NEOSYS| Migrate Finance data from OLD system to NEOSYS ]]

For Media and/or Jobs see [[Agency_FAQ#Can_I_migrate_Media_and.2For_Jobs_data_from_OLD_system_to_NEOSYS.3F| Migrate Media and/or Jobs data from OLD system to NEOSYS]]

==What type of database does NEOSYS use?==

NEOSYS is a custom program with a built in database of its own. NEOSYS consists of a “front end” which is implemented entirely in DHTML/Javascript/AJAX and a “back end” which is sealed and protected to ensure integrity of all data and processes.

Any requests for interfacing another program or online service with NEOSYS needs to be sent to the support staff with specifications of desired inputs and outputs.

==How to reset the password?==
See [[How to reset the password?]]

== How to handle printing continuation pages of NEOSYS generated documents? ==

While taking printouts of certain NEOSYS documents like invoice or estimate or schedule printout etc, the content might continue to the next page.

To handle the printing of continuation pages, adjust the scale.

Print Preview > Scale. Also refer [[General_FAQ#Avoiding_bad_page_breaks| here]] on how to avoid bad page breaks.

The continuation pages always start with the column headings.

Example in Firefox:

[[File:Ff_pagescale.jpg|700px]]

=== Avoiding bad page breaks ===

Fine tuning the scaling is is particularly useful when only a few lines of the footing go over onto another page.

In this case you can either slightly reduce the scaling so those lines fit on the previous page or even to slightly INCREASE the scaling so the whole of the footing appears on the last page.

== How to cut and paste from browsers to Thunderbird ==

This is about cutting and pasting textually not graphically. Cutting and pasting textually has the advantage that the result will reformat to fit the screen in email apps and the data can be cut and paste into other programs, however the copy is rarely exact and usually loses some formatting. It can copy whole documents not just what is on the screen.

Cutting and pasting graphically provides exact and selective screenshots showing all formatting exactly, however any data cannot be extracted or reformatted. It can only copy what is on the screen, not multi-page reports.

Step 1 - Copy from browser

Firefox and Chrome full copy

# View Source (Ctrl+U)
# Select All (Ctrl+A)
# Copy All (Ctrl+C)

Firefox partial copy

#Select part of the report or document
#Right click
#Select View Selection Source
#Ctrl+C to copy all (source HTML)

[[File:cutpaste1.png]]

Step 2 - Paste into Thunderbird

#Position the cursor where you want to paste
#Open the Insert Menu
#Select the option "HTML..."
#Paste into the box provided then click Insert

[[File:cutpaste2.png]]

== Is it okay to resize images for use in letterhead for NEOSYS documents? ==

=== Why cant you resize a nice large graphic of text down to the size required? ===
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Some corporate logo files suffer less from the problem if they have a simple design, but very few are immune to the problem.

Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or another image designer file.

There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.

Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.

=== Why bother with getting the best quality? ===
NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.

NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.

Images that appear to be low but acceptable quality on-screen may be much less acceptable quality when printed therefore before accepting poor quality images, make sure you check actually printouts on paper.

===What is the problem technically? ===
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.

==== Example of Graphic correctly GENERATED to the desired size ====

This image is too rather too big for our letter head because it is 200 pixels high. So we need to resize it? Well no, we need to REGENERATE it from the master logo design file. See next image below.

[[image:logoresize-1.jpg]]

Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.

[[image:logoresize-2.jpg]]

==== Example of Graphic crudely RESIZED to the desired size ====

LET'S LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED

Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop.

It looks kind of okay to the untrained eye at 100%, but not if you had a decent quality image to compare it with, and when printed on paper, the low quality becomes much more apparent.

[[image:logoresize-3.jpg]]

Take a closer look -150% - not very smooth is it?

[[image:logoresize-4.jpg]]

At 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.

[[image:logoresize-5.jpg]]

Let's go even closer(400%). Here we can see all kinds of grey mess even between the letters.

[[image:logoresize-6.jpg]]

==== Closer look at the correct GENERATED image ====

Now let's look at the graphic that has been properly generated to the exact size desired from the original master design in Photoshop.

It has a crisp and clean look about it.

[[image:logoresize-7.jpg]]

Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.

[[image:logoresize-8.jpg]]

[[image:logoresize-9.jpg]]

At 400%, the nature of shading to create illusion of smoothness is clear. It also becomes clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.

[[image:logoresize-10.jpg]]

[[image:logoresize-11.jpg]]

==== Another example of a CORRECTLY GENERATED logo/image file ====

This SMALL image file (only 72 pixels high) has been created properly by a programmer from the master design file (eg photoshop) designed by a professional graphic artist.

In this case it is a jpg file but png would be the same. You can see this file at http://vm1.neosys.com/images/neosys.jpg

Despite only 72 pixels vertically this file doesn't look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Zoom in so you can look at the quality more closely.

[[image:neosyslogo2.jpg]]

Even at this magnification, there is still little or no pixelation visible. This is because the dots are clever dithered to give the IMPRESSION of smoothness.

Moral of the story is that properly created image files do not appear pixelated whereas crudely resized images lose the clever dithering and show as pixelated.

==How to delete files or documents in NEOSYS? ==

NEOSYS allows users to delete some files such as Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. by clicking the Delete button on the top of the page. Schedule files cannot be deleted once they are either booked, certified or invoiced.

Job files cannot be deleted in NEOSYS, but can be cancelled. Refer: [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]].

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled. For example: [[Media_FAQ#How_do_I_cancel_a_booking_order.3F|Cancelling a booking order]].

Invoices once generated cannot be cancelled or deleted. To know why, see [[Using_NEOSYS_Agency_System#Why_doesn.27t_NEOSYS_allow_cancelling_or_amendment_of_Invoices_after_issue.3F|cancellation or amendment of Invoices after issue]]

Files that are in use on other documents must never be deleted (e.g. currency files). We do not fully know the implications of doing so but it can cause problems in future.

==How to restore deleted files in NEOSYS? ==

You can restore deleted files like Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. in NEOSYS by entering the deleted file's code or number and then saving it.

The deleted file's record will remain in the version log of the file, in case it needs to be viewed later.

[[File:DEL_VER.PNG]]

==Why is NEOSYS taking a long time to generate a report?==

The amount of time required by NEOSYS to generate a report depends on:
#Options selected while generating the report.
#Total number of records selected to be displayed on the report.

Once you have selected the desired options, click on LIST and wait until the report is generated.

Please wait until the report shows up on screen

OR

Until you get an error message saying "No response in 600 seconds from database server at ....."

In case you get the "No response in 600 seconds from database server at ....." error message then follow the steps mentioned in [[Media_FAQ#How_to_handle_"No_Response_from_the_database_server_in_600_seconds"?| Media FAQ]]

== What customisation can be done on the format of NEOSYS documents?==

NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders, financial reports. You can do either or all of these:

#Use any font name and/or size that appeals to you or your corporate image
#Use a background colour that reflects your corporate image
#Use a masthead or logo as the header along with address text
#Customise your own set of terms and conditions for the footers
#Customise the signatories name and designations which should appear

The core information/content (between the header and footer) of each document is generally set to a standard format which has been widely accepted in the advertising industry over many years. NEOSYS has many options when requesting documents to cater for a wide variety of output styles but, apart from these options, the essential format cannot be completely revised from scratch. This is because NEOSYS is a ready-to-use package software solution used by many companies. Maintaining some standardisation of NEOSYS across many clients facilitates better and more efficient customer service by the NEOSYS support team. It also allows ease of upgrading over time. NEOSYS generally will develop the software free of charge but not perform any major one-off customisation, and has rarely been asked to do so.

==How can we export data from NEOSYS?==
All NEOSYS output is in the form of HTML which can be conveniently and directly saved.

The reports can also be copy pasted into excel or other documents that are acceptable by auditors or other software.

To export Invoices in Excel format, see [[Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format| Export Invoices]]

For more information on Exporting to other Finance systems See [[Exporting_to_other_finance_systems| Export to other finance systems]]

== Does NEOSYS have any kind of documentation to learn and understand the software ==

NEOSYS wiki is available to users online. Users can go through the same to understand how to use, setup and troubleshoot NEOSYS.

Users can search for [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Using_Google_to_search_NEOSYS_wikis NEOSYS wiki on Google]

Media Configuration File

2023-09-25T07:00:25Z

Gregory: /* Place Holders */

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
Also known as Security mark, it is used to identify the source of the document. It will appear in red on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time they create a Schedule, Plan, Client & Brand, Supplier, Vehicle file and instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====
Self explanatory.

====Budget name====

By default, there are a maximum of twelve budgets NEOSYS handles. Here you can change the default names e.g "budget1" "budget2" that appear on media/billing analysis reports which corresponded to the monthly budgets defined in the Budget File. This is purely a cosmetic change. To create a budget refer to: [[The_Analysis_Menu#Budget_File| Budget File]]

Use the green (+) sign to change up to 12 budget names, all others are ignored.

====Forecast name====
The default title in headers which involves forecast is F/cast. User defined name will replace the title F/cast in reports. User can add titles for all the forecasts using the plus sign icon and remove titles using the minus sign icon.

==Media==
[[File:Mcf2.jpg]]
====Require campaign description====
Users can enter the campaign description on a schedule although by default campaign description is not mandatory for a schedule. Choosing Yes for this option makes it mandatory to enter campaign description
====Show executive====
By Default Executive is set to not appear on docs. This option enables executive to show on all documents generated by NEOSYS.

Executive is available as a filter option while generating reports e.g. Media Calendar, List of Booking Orders etc.

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.

#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.

====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats on Media Invoices 1st,2nd,3rd or 1,2,3. By default dates are shown as 1st,2nd,3rd.

====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

==Media Plans==
[[File:Mcf3.jpg]]
====Default plan title====
Users can set Media Plan title which appears in the Media Plan printout or use the default title called Media Plan.

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Check Actual vs. Plan====
This feature is used to check the planned amount set for a Brand and Vehicle in the plan file with the actual amount in the schedule file.

You link a plan to a schedule when you create a schedule and copy from the plan. The plan code will be automatically appear in the top right section, above "Allow over budget" option

On selecting "Per Month": NEOSYS will check the total bill/cost in the schedule file with total bill/cost in the plan file.

On selecting "YTD": NEOSYS will check the total bill/cost in the schedule file with monthly bill/cost in the plan file.

In any of above cases if the actual amount exceeds the planned amount, NEOSYS will give a warning and not allow the user to save the schedule. To avoid the message and save the schedule see [http://userwiki.neosys.com/index.php/Media_FAQ#How_do_I_handle_.22Allow_Over_Plan.22_error.3F How to handle over plan warning].

====Plan months start====
====Plan footer====
Text to be printed in the Plan printout footer is configured here
====Plan font size%====
Font size percentage of the Plan printout is configured here. Default is 80%. Enter only numerals in the field.

==Media Schedules==
[[File:Mcf4.png]]
====Default schedule title====
Users can set Media Schedule title which appears in the Media Schedule printout or use the default title called Media Schedule.

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout and invoice can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column

====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====

Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPRG (CPR on Gross)

CPR and CPM use Net amounts. To calculate using Gross amounts, choose CPRG or CPMG.

These are simply methods used by marketers to determine the cost effectiveness of a vehicle in comparison with other vehicles.

CPR = Cost of an advertisement / Number of times the adv. was viewed.

CPM = CPR * 1000

Example: Vehicle X offers 1,000,000 impressions for $5000, whereas Vehicle Y offers 500,000 impressions for $2600, which is more cost effective? (given both vehicles will reach the same target audience)

For vehicle X, ($5000 / 1,000,000) = $0.005 CPR = $5 CPM.

For vehicle Y, ($2600 / 500,000) x1000 = $5.2 CPM.

====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

====Schedule footer====
Configure a common footer for schedule printouts. This may include details like Approved by and Date of Approval

====Schedule font size%====
Configure font size percentage of the Schedule printout. Default is 80%. Only numerals are accepted in this field.

====Request Recreate Ads====
Ads can be scheduled to recreate overnight in media configurations file. For more info see [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Recovery_method_1:_Media_configuration_file CREATEADS]]

==Media Booking==

No need for explanation, options are self-evident.

[[File:Mcf5.jpg]]

==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's name and address information which appears in the Media Invoice.

Refer to [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F| How is Client Address on invoices obtained]]

====Require Supplier Invoice====
This checkbox makes it mandatory that Supplier Invoice No. and Date are entered in the New Media Invoices page before creating a new Invoice.

====Show schedule notes on media invoice====
Select Yes to display Notes entered in Media schedule, in the Media Invoice below Payment instructions; else select No to suppress it. This is unlike "Invoice notes" on the Media Schedule, which cannot be suppressed.

==Media Accounting==
[[File:Mcf8.jpg]]
====Adjustment voucher type code if different====
Option for free ad invoices and cost adjustments to use different journal type
====Credit note voucher code if different====
Option for media credit notes to use a different journal type

====Default media accruals A/c no====

Option to define media accruals accounts as ACCXXXX where XXXX is either supplier code or vehicle code.

{{Default media accruals A/c no}}

Also refer to [[Setting_up_and_Configuring_NEOSYS_Media_System#Configuring_the_media_accruals_from_the_schedules| Configuring media accruals A/c no]]

===Income Share A/c No===

Enter an income sharing account.

Then see [[Using_NEOSYS_Media_System#Income_Sharing | Using Media: Income Sharing]] to find out how to share media income from one company to another.

E.g Schedule X billed by Company A, shares a portion of its income to company B.

==Executive Commissions==
[[File:Mcf9.jpg]]

For more info see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Getting_media_executive_sales_commission_statements Media Executive Sales commissions]

==Invoicing==
[[File:Mcf111.png]]
===Stationery===
Choose default stationery option for invoices
===Sundry A/c Nos.===

Users can mark a Client & Brands file as a [[Client_&_Brand_File#Sundry_Clients | Sundry Client]], which means ALL brands are treated as clients.
Since these brands are treated as Clients, the brand name is displayed as the client name in documents, such as invoices and orders.

On the other hand, users may only want SOME of the brands under a client to be treated as Sundry Clients and not all brands.

To achieve flagging only certain brands as Sundry Clients, enter the brand's account code in the "Sundry A/c Nos." field after the below prerequisites are met:

*The brands to be treated as sundry clients have a valid account code entered in the "A/c No:" field next to the brand name in their respective Client and Brand file
*The "Invoice uses account name and address instead of client file details" option in the Media Configuration File is set to No.

===Show Account Terms on Invoice if specified===
Option to show or suppress any terms of payment specified by finance per account, in Chart of Accounts file from showing in invoice footing

===Default Payment Instruction===

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions|Configuring Payment Instruction]]

===Invoice Footer===
Configure what should be printed in the footer like Prepared by, Received by, For %Agency% etc.

==Billing Analysis==
[[File:Mcf11.jpg]]

Billing Analysis reports are based on posted journals FROM the period configured here. Otherwise billing analysis is based on invoices before the configured period.

For clients who use only the NEOSYS billing modules, this period can be set to a year far in the future since they only generate invoices.

==Place Holders==
<pre>
COMPANY - 'Company Prefix' otherwise 'Company code'.
YEAR - Four digit year
YEAR2 - Two digit year
NUMBER - Next invoice number
YEARWISE - Activates feature in [[Invoice_Numbering|Invoice Numbering]] to specify different invoice number range per year and avoid overlapping invoice numbers when using pattern <NUMBER>/<YEAR2>. (The range will need to be updated every year)
PERIOD - e.g 7 for July
QUARTER - e.g 2 for April-June
</pre>

Media Configuration File

2023-09-25T06:59:57Z

Gregory: /* Place Holders */

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
Also known as Security mark, it is used to identify the source of the document. It will appear in red on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time they create a Schedule, Plan, Client & Brand, Supplier, Vehicle file and instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====
Self explanatory.

====Budget name====

By default, there are a maximum of twelve budgets NEOSYS handles. Here you can change the default names e.g "budget1" "budget2" that appear on media/billing analysis reports which corresponded to the monthly budgets defined in the Budget File. This is purely a cosmetic change. To create a budget refer to: [[The_Analysis_Menu#Budget_File| Budget File]]

Use the green (+) sign to change up to 12 budget names, all others are ignored.

====Forecast name====
The default title in headers which involves forecast is F/cast. User defined name will replace the title F/cast in reports. User can add titles for all the forecasts using the plus sign icon and remove titles using the minus sign icon.

==Media==
[[File:Mcf2.jpg]]
====Require campaign description====
Users can enter the campaign description on a schedule although by default campaign description is not mandatory for a schedule. Choosing Yes for this option makes it mandatory to enter campaign description
====Show executive====
By Default Executive is set to not appear on docs. This option enables executive to show on all documents generated by NEOSYS.

Executive is available as a filter option while generating reports e.g. Media Calendar, List of Booking Orders etc.

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.

#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.

====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats on Media Invoices 1st,2nd,3rd or 1,2,3. By default dates are shown as 1st,2nd,3rd.

====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

==Media Plans==
[[File:Mcf3.jpg]]
====Default plan title====
Users can set Media Plan title which appears in the Media Plan printout or use the default title called Media Plan.

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Check Actual vs. Plan====
This feature is used to check the planned amount set for a Brand and Vehicle in the plan file with the actual amount in the schedule file.

You link a plan to a schedule when you create a schedule and copy from the plan. The plan code will be automatically appear in the top right section, above "Allow over budget" option

On selecting "Per Month": NEOSYS will check the total bill/cost in the schedule file with total bill/cost in the plan file.

On selecting "YTD": NEOSYS will check the total bill/cost in the schedule file with monthly bill/cost in the plan file.

In any of above cases if the actual amount exceeds the planned amount, NEOSYS will give a warning and not allow the user to save the schedule. To avoid the message and save the schedule see [http://userwiki.neosys.com/index.php/Media_FAQ#How_do_I_handle_.22Allow_Over_Plan.22_error.3F How to handle over plan warning].

====Plan months start====
====Plan footer====
Text to be printed in the Plan printout footer is configured here
====Plan font size%====
Font size percentage of the Plan printout is configured here. Default is 80%. Enter only numerals in the field.

==Media Schedules==
[[File:Mcf4.png]]
====Default schedule title====
Users can set Media Schedule title which appears in the Media Schedule printout or use the default title called Media Schedule.

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout and invoice can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column

====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====

Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPRG (CPR on Gross)

CPR and CPM use Net amounts. To calculate using Gross amounts, choose CPRG or CPMG.

These are simply methods used by marketers to determine the cost effectiveness of a vehicle in comparison with other vehicles.

CPR = Cost of an advertisement / Number of times the adv. was viewed.

CPM = CPR * 1000

Example: Vehicle X offers 1,000,000 impressions for $5000, whereas Vehicle Y offers 500,000 impressions for $2600, which is more cost effective? (given both vehicles will reach the same target audience)

For vehicle X, ($5000 / 1,000,000) = $0.005 CPR = $5 CPM.

For vehicle Y, ($2600 / 500,000) x1000 = $5.2 CPM.

====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

====Schedule footer====
Configure a common footer for schedule printouts. This may include details like Approved by and Date of Approval

====Schedule font size%====
Configure font size percentage of the Schedule printout. Default is 80%. Only numerals are accepted in this field.

====Request Recreate Ads====
Ads can be scheduled to recreate overnight in media configurations file. For more info see [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Recovery_method_1:_Media_configuration_file CREATEADS]]

==Media Booking==

No need for explanation, options are self-evident.

[[File:Mcf5.jpg]]

==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's name and address information which appears in the Media Invoice.

Refer to [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F| How is Client Address on invoices obtained]]

====Require Supplier Invoice====
This checkbox makes it mandatory that Supplier Invoice No. and Date are entered in the New Media Invoices page before creating a new Invoice.

====Show schedule notes on media invoice====
Select Yes to display Notes entered in Media schedule, in the Media Invoice below Payment instructions; else select No to suppress it. This is unlike "Invoice notes" on the Media Schedule, which cannot be suppressed.

==Media Accounting==
[[File:Mcf8.jpg]]
====Adjustment voucher type code if different====
Option for free ad invoices and cost adjustments to use different journal type
====Credit note voucher code if different====
Option for media credit notes to use a different journal type

====Default media accruals A/c no====

Option to define media accruals accounts as ACCXXXX where XXXX is either supplier code or vehicle code.

{{Default media accruals A/c no}}

Also refer to [[Setting_up_and_Configuring_NEOSYS_Media_System#Configuring_the_media_accruals_from_the_schedules| Configuring media accruals A/c no]]

===Income Share A/c No===

Enter an income sharing account.

Then see [[Using_NEOSYS_Media_System#Income_Sharing | Using Media: Income Sharing]] to find out how to share media income from one company to another.

E.g Schedule X billed by Company A, shares a portion of its income to company B.

==Executive Commissions==
[[File:Mcf9.jpg]]

For more info see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Getting_media_executive_sales_commission_statements Media Executive Sales commissions]

==Invoicing==
[[File:Mcf111.png]]
===Stationery===
Choose default stationery option for invoices
===Sundry A/c Nos.===

Users can mark a Client & Brands file as a [[Client_&_Brand_File#Sundry_Clients | Sundry Client]], which means ALL brands are treated as clients.
Since these brands are treated as Clients, the brand name is displayed as the client name in documents, such as invoices and orders.

On the other hand, users may only want SOME of the brands under a client to be treated as Sundry Clients and not all brands.

To achieve flagging only certain brands as Sundry Clients, enter the brand's account code in the "Sundry A/c Nos." field after the below prerequisites are met:

*The brands to be treated as sundry clients have a valid account code entered in the "A/c No:" field next to the brand name in their respective Client and Brand file
*The "Invoice uses account name and address instead of client file details" option in the Media Configuration File is set to No.

===Show Account Terms on Invoice if specified===
Option to show or suppress any terms of payment specified by finance per account, in Chart of Accounts file from showing in invoice footing

===Default Payment Instruction===

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions|Configuring Payment Instruction]]

===Invoice Footer===
Configure what should be printed in the footer like Prepared by, Received by, For %Agency% etc.

==Billing Analysis==
[[File:Mcf11.jpg]]

Billing Analysis reports are based on posted journals FROM the period configured here. Otherwise billing analysis is based on invoices before the configured period.

For clients who use only the NEOSYS billing modules, this period can be set to a year far in the future since they only generate invoices.

===Place Holders===

<pre>
COMPANY - 'Company Prefix' otherwise 'Company code'.
YEAR - Four digit year
YEAR2 - Two digit year
NUMBER - Next invoice number
YEARWISE - Activates feature in [[Invoice_Numbering|Invoice Numbering]] to specify different invoice number range per year and avoid overlapping invoice numbers when using pattern <NUMBER>/<YEAR2>. (The range will need to be updated every year)
PERIOD - e.g 7 for July
QUARTER - e.g 2 for April-June
</pre>

Media Configuration File

2023-09-25T06:58:31Z

Gregory: Add info on place holders which can be used in auto creation of document/ account number patterns

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
Also known as Security mark, it is used to identify the source of the document. It will appear in red on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time they create a Schedule, Plan, Client & Brand, Supplier, Vehicle file and instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====
Self explanatory.

====Budget name====

By default, there are a maximum of twelve budgets NEOSYS handles. Here you can change the default names e.g "budget1" "budget2" that appear on media/billing analysis reports which corresponded to the monthly budgets defined in the Budget File. This is purely a cosmetic change. To create a budget refer to: [[The_Analysis_Menu#Budget_File| Budget File]]

Use the green (+) sign to change up to 12 budget names, all others are ignored.

====Forecast name====
The default title in headers which involves forecast is F/cast. User defined name will replace the title F/cast in reports. User can add titles for all the forecasts using the plus sign icon and remove titles using the minus sign icon.

==Media==
[[File:Mcf2.jpg]]
====Require campaign description====
Users can enter the campaign description on a schedule although by default campaign description is not mandatory for a schedule. Choosing Yes for this option makes it mandatory to enter campaign description
====Show executive====
By Default Executive is set to not appear on docs. This option enables executive to show on all documents generated by NEOSYS.

Executive is available as a filter option while generating reports e.g. Media Calendar, List of Booking Orders etc.

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.

#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.

====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats on Media Invoices 1st,2nd,3rd or 1,2,3. By default dates are shown as 1st,2nd,3rd.

====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

==Media Plans==
[[File:Mcf3.jpg]]
====Default plan title====
Users can set Media Plan title which appears in the Media Plan printout or use the default title called Media Plan.

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Check Actual vs. Plan====
This feature is used to check the planned amount set for a Brand and Vehicle in the plan file with the actual amount in the schedule file.

You link a plan to a schedule when you create a schedule and copy from the plan. The plan code will be automatically appear in the top right section, above "Allow over budget" option

On selecting "Per Month": NEOSYS will check the total bill/cost in the schedule file with total bill/cost in the plan file.

On selecting "YTD": NEOSYS will check the total bill/cost in the schedule file with monthly bill/cost in the plan file.

In any of above cases if the actual amount exceeds the planned amount, NEOSYS will give a warning and not allow the user to save the schedule. To avoid the message and save the schedule see [http://userwiki.neosys.com/index.php/Media_FAQ#How_do_I_handle_.22Allow_Over_Plan.22_error.3F How to handle over plan warning].

====Plan months start====
====Plan footer====
Text to be printed in the Plan printout footer is configured here
====Plan font size%====
Font size percentage of the Plan printout is configured here. Default is 80%. Enter only numerals in the field.

==Media Schedules==
[[File:Mcf4.png]]
====Default schedule title====
Users can set Media Schedule title which appears in the Media Schedule printout or use the default title called Media Schedule.

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout and invoice can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column

====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====

Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPRG (CPR on Gross)

CPR and CPM use Net amounts. To calculate using Gross amounts, choose CPRG or CPMG.

These are simply methods used by marketers to determine the cost effectiveness of a vehicle in comparison with other vehicles.

CPR = Cost of an advertisement / Number of times the adv. was viewed.

CPM = CPR * 1000

Example: Vehicle X offers 1,000,000 impressions for $5000, whereas Vehicle Y offers 500,000 impressions for $2600, which is more cost effective? (given both vehicles will reach the same target audience)

For vehicle X, ($5000 / 1,000,000) = $0.005 CPR = $5 CPM.

For vehicle Y, ($2600 / 500,000) x1000 = $5.2 CPM.

====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

====Schedule footer====
Configure a common footer for schedule printouts. This may include details like Approved by and Date of Approval

====Schedule font size%====
Configure font size percentage of the Schedule printout. Default is 80%. Only numerals are accepted in this field.

====Request Recreate Ads====
Ads can be scheduled to recreate overnight in media configurations file. For more info see [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Recovery_method_1:_Media_configuration_file CREATEADS]]

==Media Booking==

No need for explanation, options are self-evident.

[[File:Mcf5.jpg]]

==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's name and address information which appears in the Media Invoice.

Refer to [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F| How is Client Address on invoices obtained]]

====Require Supplier Invoice====
This checkbox makes it mandatory that Supplier Invoice No. and Date are entered in the New Media Invoices page before creating a new Invoice.

====Show schedule notes on media invoice====
Select Yes to display Notes entered in Media schedule, in the Media Invoice below Payment instructions; else select No to suppress it. This is unlike "Invoice notes" on the Media Schedule, which cannot be suppressed.

==Media Accounting==
[[File:Mcf8.jpg]]
====Adjustment voucher type code if different====
Option for free ad invoices and cost adjustments to use different journal type
====Credit note voucher code if different====
Option for media credit notes to use a different journal type

====Default media accruals A/c no====

Option to define media accruals accounts as ACCXXXX where XXXX is either supplier code or vehicle code.

{{Default media accruals A/c no}}

Also refer to [[Setting_up_and_Configuring_NEOSYS_Media_System#Configuring_the_media_accruals_from_the_schedules| Configuring media accruals A/c no]]

===Income Share A/c No===

Enter an income sharing account.

Then see [[Using_NEOSYS_Media_System#Income_Sharing | Using Media: Income Sharing]] to find out how to share media income from one company to another.

E.g Schedule X billed by Company A, shares a portion of its income to company B.

==Executive Commissions==
[[File:Mcf9.jpg]]

For more info see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Getting_media_executive_sales_commission_statements Media Executive Sales commissions]

==Invoicing==
[[File:Mcf111.png]]
===Stationery===
Choose default stationery option for invoices
===Sundry A/c Nos.===

Users can mark a Client & Brands file as a [[Client_&_Brand_File#Sundry_Clients | Sundry Client]], which means ALL brands are treated as clients.
Since these brands are treated as Clients, the brand name is displayed as the client name in documents, such as invoices and orders.

On the other hand, users may only want SOME of the brands under a client to be treated as Sundry Clients and not all brands.

To achieve flagging only certain brands as Sundry Clients, enter the brand's account code in the "Sundry A/c Nos." field after the below prerequisites are met:

*The brands to be treated as sundry clients have a valid account code entered in the "A/c No:" field next to the brand name in their respective Client and Brand file
*The "Invoice uses account name and address instead of client file details" option in the Media Configuration File is set to No.

===Show Account Terms on Invoice if specified===
Option to show or suppress any terms of payment specified by finance per account, in Chart of Accounts file from showing in invoice footing

===Default Payment Instruction===

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions|Configuring Payment Instruction]]

===Invoice Footer===
Configure what should be printed in the footer like Prepared by, Received by, For %Agency% etc.

==Billing Analysis==
[[File:Mcf11.jpg]]

Billing Analysis reports are based on posted journals FROM the period configured here. Otherwise billing analysis is based on invoices before the configured period.

For clients who use only the NEOSYS billing modules, this period can be set to a year far in the future since they only generate invoices.

====Place Holders====

<pre>
COMPANY - 'Company Prefix' otherwise 'Company code'.
YEAR - Four digit year
YEAR2 - Two digit year
NUMBER - Next invoice number
YEARWISE - Activates feature in [[Invoice_Numbering|Invoice Numbering]] to specify different invoice number range per year and avoid overlapping invoice numbers when using pattern <NUMBER>/<YEAR2>. (The range will need to be updated every year)
PERIOD - e.g 7 for July
QUARTER - e.g 2 for April-June
</pre>

Old Invoices/ Proformas

2023-08-08T13:06:39Z

Gregory: /* Invoice No. */

[[image:Oldmediainvoice.jpg]]

'''Reprint old invoices or invoices that have already been generated.'''

===Invoice No.===
Reprint either a single invoice or multiple invoices simultaneously.

A single invoice can be reprinted by entering the invoice number.

Multiple invoices can be reprinted by typing the invoice numbers separated by commas or spaces.

A series of invoices can be reprinted by entering the range of the invoice numbers.

Or the last invoice by leaving the Invoice No field blank.

Examples:
Separation by commas - 22012,22013,22014
Separation by spaces - 22012 22013 22014
Specifying range - 22010-22020

===and/or Dates / Period===

Select a date or period range to print all raised invoices.

=== Costs ===
*Cost to Client
Reprints the client invoice.

*Cost to agency
Reprints the cost invoice. The cost invoice is always in the base currency regardless of the invoice currency.

*Both
Reprints the client invoice as well as the cost invoice separately.

=== Type ===
*Duplicate
Issue a duplicate copy of the invoice. This is the default option.

*Original
This is used when a copy of the original invoice is required which is as good as the original invoice.

This could be used when an invoice has been misplaced or needs to be resent to the client for some reason.

=== Stationery ===

Option to choose to reprint with or without letterhead.

=== Company ===
Filters the data for a particular company and would print only those invoices that have been issued under that Company name.

=== Year ===
Some agencies have their invoice numbers configured to reset every year. For example, if the start invoice number is set to '100', at the beginning of each year the invoice numbers would start with 100. This would result in similar invoice numbers which are only distinguished by the year of creation,eg. 1234/2006, 1234/2007 are two different invoice numbers.

Enter the year the required invoice was created to reprint the precise invoice.

=== Update Despatch Date ===
Option to add/update the despatch date of an invoice. This field is used to enter the dispatch date of invoices which can be configured to appear in the client's statement of accounts available in NEOSYS Finance.

See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#How_to_despatch_an_invoice.3F How to despatch an invoice]

Setting up and Configuring NEOSYS Generally

2023-03-06T10:39:15Z

Gregory: /* Runhours */

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

{{:Configuring Document Footers}}

 

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

[[Image:clientmark.jpg]]

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

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

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

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

Adline Kuwait

===Setting a default security mark===

For all companies that do not have a specific mark

 AREV 
SETMARK * "<clientmark>"

 Exodus 

Run below command to start a live process in debugger mode,
./run <database>
Press 'x' to open the command line interface, then type
setmark * "<clientmark>"

===Setting a security mark per company===

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

 AREV 
SETMARK <companycode> "<clientmark>"

 Exodus 

./run <database>
Press 'x', then type
setmark <companycode> "<clientmark>"

===Removing a security mark===

 AREV 
SETMARK <companycode>

 Exodus 

./run <database>
Press 'x', then type
setmark <companycode>

==Configuring fonts and colors for all users==

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

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

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

==Changing the signatory==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

==Configuring backup procedures==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

==Configuring automated emails in NEOSYS==

See the System Configuration File on the NEOSYS Support Menu.

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

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

==Authorising Users==

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

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

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

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

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

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

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

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

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

====Examples====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

==Giving users access to the Support Menu==

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

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

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

==Configuring Payment Instructions==

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

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

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

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

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

If, following the above rules, no payment instructions can be found, or the payment instructions are "NONE" or a single dot (.), then no payment instruction are displayed.

Tip: Leave the currency code field blank in Company file to configure the default payment instructions for all currencies without having to tediously enter them in the Currency file for each and every currency.

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

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

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

Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F|Difference between terms of payment and payment instructions]]

===Entering Payment Instructions in NEOSYS===

Lines that have no tags in them (no <> characters) and have up to 10 "words" in them will be chunked, i.e. placed continuously one after the other on the same line, if there is room for the whole chunk.

Commas are automatically added at the end of chunks that do not already end in commas, except for the last line.

You can add break tags when you want instructions to start on a new line, as shown below.

Sample Payment instructions:

<pre>
If no written objection is received within 10 days, this invoice will be considered as accepted unconditionally for payment. 
Cheques/Demand/Drafts/Bank Transfers to be in favour of NEOSYS. 
Bank Name : Commercial Bank of Dubai
Account Number : 0XX 00X0XX 00X
IBAN Number : AEX00X0000XX00X
Swift Code : BBMEAXAD
</pre>

The above sample appears as below, in NEOSYS:

[[File:payinstr.png]]

==Configure Currency File==

NEOSYS allows clients to change how invoice amounts are presented on their invoices.

Clients or NEOSYS Support need to edit the subunit field in the Currency & Exchange Rate File:

To change this setting, depending on which NEOSYS modules you use, follow the appropriate path:

NEOSYS Menu -> "Jobs" OR "Media" OR "Finance" -> Files -> Currency & Exchange Rate File.

E.g: 
[[File:Currency&ExchangeRateFile.png]]

Invoices amounts can be displayed in two ways:

a) "Five thousand, three hundred and forty five .25"
Do: Leave subunit field blank, this is the default.

OR

b) "Five thousand, three hundred and forty five and 25 fils"
Do: Edit subunit field to "fils" and edit the

==Specifying Payment Terms on Invoices==

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

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

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

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

Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F|Difference between terms of payment and payment instructions]]

==Creating Email Alerts in NEOSYS==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Configure hours as per server timezone.

Required.
Syntax: {minutes,,,}:{hours,,,}:{dayofmonth,,,}:{monthNo,,,}:{weekday,,,}

Examples:

Run at 9am every day
9

Run at 9am on the 15th of every month
9:15

Run at 9am on the 15th of months January and July
9:15:1,7

Run at 15mins & 30mins past hours 9am and 5pm, on the 15th of every month
15,30:9,17:15

===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

===Enable/Disable Existing Alerts===

#Identify alert key, in maintenance mode: "SORT DOCUMENTS ALERTS"
#Edit 12th field of the alert record (ENABLED), e.g "ed documents COLL01". 1 - enabled or 0 - disabled.

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

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

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

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

To solve this problem create users matching the executive names.

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

==Automatically Running and Emailing Saved Documents==

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

ED DOCUMENTS <document no.>

Line 12 should be 1 to mean run automatically.

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

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

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

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

For more information about the DOCUMENTS file format, do

LD DOCUMENTS

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

==[[Configuring Chrome]]==

==[[Configuring Edge]]==

==[[Configuring Firefox]]==

Setting up and Configuring NEOSYS Media System

2023-02-28T13:15:45Z

Gregory: /* Alerttypes */

== Importing Suppliers and Vehicles ==

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

Get an excel sheet containing the following columns.

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

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

and strongly advisable columns ...

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

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

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

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

and optional columns ...

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

and optional links to other systems ...

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

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

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

...

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

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

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

=== Adding "code" columns ===

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

*Vehicle Code
*Supplier Code

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

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

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

then

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

then some more mandatory code columns

*Market Code
*Media Type Code
*Currency Code

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

=== Importing the suppliers file ===

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

In NEOSYS Maintenance mode press F5 to get a command box

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate supplier codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\SUPPLIER.TXT SUPPLIERS

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

IMPORTX C:\SUPPLIER.TXT SUPPLIERS (C)

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

=== Importing the vehicles file ===

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

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate vehicle codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\VEHICLE.TXT VEHICLES

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

IMPORTX \VEHICLE.TXT VEHICLES (C)

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

== Importing Schedules ==

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

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

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

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

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

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

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

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

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

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

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

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

F5

ED DEFINITIONS AGENCY.PARAMS

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

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

F5

ED DEFINITIONS AGENCY.PARAMS

and change 5th line from 0 to 2

== Removing the Client Name from Booking Orders ==

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

F5

ED DEFINITIONS AGENCY.PARAMS

and change 44th line to Y

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

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

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

=== Per Media Type ===

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

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

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

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

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

Generally as for "per media type" instructions above but

F5

ED DEFINITIONS AGENCY.PARAMS

line 59

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

== Configuring the media accruals from the schedules ==

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

Client A/c Dr
Income A/c Cr

Cost A/c Dr
Accrual A/c Cr

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

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

Client A/c Dr
Income A/c Cr

Cost A/c Dr
Supplier A/c Cr

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

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

[[Image:accrual.jpg]]

{{Default media accruals A/c no}}

== Configuring and Using Material Order Footings ==

=== Configuring ===

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

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

[[image:materialorder1.jpg]]

=== Entering Footing Notes ===

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

[[image:materialorder2.jpg]]

==== Examples of Output ====

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

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

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

[[image:materialorder3.jpg]]

== Configuring Media Module Email Alerts ==

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

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

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

=== Alerttypes ===

There is a fixed list of alert types which control the contents of the email sent out.

Alerttypes are followed by optional parameters which are position dependent.

<ALERT_TYPE>:[MEDIA_TYPE, ..]:[TOEXEC | USERNAME, ..] <hour of day, ..>:[day of month, ..]>

For example to email all unapproved ads to executives the alerttype+parameters would be:

UNAPPROVED::TOEXEC

or to email users JOE and CLARE, use:

UNAPPROVED:M,N:JOE,CLARE

and to email every day at 9am and 5pm use:

UNAPPROVED:M,N:JOE,CLARE 9,17

and to email on first day of month, use:

UNAPPROVED:M,N:JOE,CLARE 9,17:1

=== Pending Approvals ===

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

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

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

Example: Ditto emailed to executives, run as manager STEVE

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

=== Pending Bookings ===

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

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

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

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

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

=== Pending Materials ===

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

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

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

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

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

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

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

=== Pending Certifications ===

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

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

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

=== Pending Invoicing ===

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

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

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

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

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

=== Schedule Pending Approval ===

For totally unapproved schedules at 9am, use:
CREATEALERT UNAPPSCH MEDIA UNAPPSCH 9 EXODUS STEVE

For all approved but then amended schedules, use:
CREATEALERT UNAPPSCH1 MEDIA UNAPPSCH1 9 EXODUS STEVE

For both, use:
CREATEALERT UNAPPSCH2 MEDIA UNAPPSCH2 9 EXODUS STEVE

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

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

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

For Inactive Vehicles

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

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

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

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

In the Authorisation File:

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

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

The following tasks are required at a minimum. 

COMPANY ACCESS or COMPANY ACCESS "X" 

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

MEDIA COST ACCESS - Not required 

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

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

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

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

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

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

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

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

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

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

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

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

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

Below are the methods to achieve these objectives:
#Put a lock for the task BOOKING ORDER CREATE. This authorisation should be given only to the Booking Team.
#Put a lock for the task SCHEDULE CREATE and SCHEDULE UPDATE PLAN. This authorisation should be given only to the Planning Team
#The authorisation for BOOKING ORDER ACCESS can be given to all the 3 teams.
#Put a lock for the task MEDIA INVOICE CREATE. This authorisation should be given only to the Invoicing Team.
#Also see [[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost]]

Setting up and Configuring NEOSYS Media System

2023-02-28T13:13:39Z

Gregory: /* Pending Invoicing */

== Importing Suppliers and Vehicles ==

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

Get an excel sheet containing the following columns.

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

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

and strongly advisable columns ...

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

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

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

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

and optional columns ...

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

and optional links to other systems ...

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

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

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

...

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

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

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

=== Adding "code" columns ===

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

*Vehicle Code
*Supplier Code

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

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

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

then

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

then some more mandatory code columns

*Market Code
*Media Type Code
*Currency Code

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

=== Importing the suppliers file ===

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

In NEOSYS Maintenance mode press F5 to get a command box

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate supplier codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\SUPPLIER.TXT SUPPLIERS

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

IMPORTX C:\SUPPLIER.TXT SUPPLIERS (C)

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

=== Importing the vehicles file ===

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

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate vehicle codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\VEHICLE.TXT VEHICLES

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

IMPORTX \VEHICLE.TXT VEHICLES (C)

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

== Importing Schedules ==

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

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

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

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

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

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

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

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

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

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

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

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

F5

ED DEFINITIONS AGENCY.PARAMS

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

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

F5

ED DEFINITIONS AGENCY.PARAMS

and change 5th line from 0 to 2

== Removing the Client Name from Booking Orders ==

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

F5

ED DEFINITIONS AGENCY.PARAMS

and change 44th line to Y

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

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

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

=== Per Media Type ===

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

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

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

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

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

Generally as for "per media type" instructions above but

F5

ED DEFINITIONS AGENCY.PARAMS

line 59

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

== Configuring the media accruals from the schedules ==

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

Client A/c Dr
Income A/c Cr

Cost A/c Dr
Accrual A/c Cr

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

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

Client A/c Dr
Income A/c Cr

Cost A/c Dr
Supplier A/c Cr

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

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

[[Image:accrual.jpg]]

{{Default media accruals A/c no}}

== Configuring and Using Material Order Footings ==

=== Configuring ===

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

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

[[image:materialorder1.jpg]]

=== Entering Footing Notes ===

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

[[image:materialorder2.jpg]]

==== Examples of Output ====

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

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

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

[[image:materialorder3.jpg]]

== Configuring Media Module Email Alerts ==

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

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

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

=== Alerttypes ===

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

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

UNAPPROVED:M,N:TOEXEC

but to do all media types put:

UNAPPROVED::TOEXEC

=== Pending Approvals ===

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

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

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

Example: Ditto emailed to executives, run as manager STEVE

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

=== Pending Bookings ===

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

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

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

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

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

=== Pending Materials ===

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

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

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

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

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

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

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

=== Pending Certifications ===

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

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

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

=== Pending Invoicing ===

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

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

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

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

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

=== Schedule Pending Approval ===

For totally unapproved schedules at 9am, use:
CREATEALERT UNAPPSCH MEDIA UNAPPSCH 9 EXODUS STEVE

For all approved but then amended schedules, use:
CREATEALERT UNAPPSCH1 MEDIA UNAPPSCH1 9 EXODUS STEVE

For both, use:
CREATEALERT UNAPPSCH2 MEDIA UNAPPSCH2 9 EXODUS STEVE

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

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

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

For Inactive Vehicles

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

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

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

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

In the Authorisation File:

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

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

The following tasks are required at a minimum. 

COMPANY ACCESS or COMPANY ACCESS "X" 

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

MEDIA COST ACCESS - Not required 

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

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

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

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

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

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

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

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

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

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

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

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

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

Below are the methods to achieve these objectives:
#Put a lock for the task BOOKING ORDER CREATE. This authorisation should be given only to the Booking Team.
#Put a lock for the task SCHEDULE CREATE and SCHEDULE UPDATE PLAN. This authorisation should be given only to the Planning Team
#The authorisation for BOOKING ORDER ACCESS can be given to all the 3 teams.
#Put a lock for the task MEDIA INVOICE CREATE. This authorisation should be given only to the Invoicing Team.
#Also see [[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost]]

Using NEOSYS Job System

2023-02-06T08:27:53Z

Gregory: /* What shows in My Jobs */

==How to create a job in NEOSYS?==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==How to create an estimate in NEOSYS?==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

===Formatting Estimate Printout===

Use a blank 'Item Description' line to separate between different groups of cost items with extra lines of description.

[[image:EstimateLinesSeparated.png]]

[[image:EstimatePrintLnSeparated.png]]

==How to create a purchase order in NEOSYS?==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Using templates to standardise work==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

===Creating Templates===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

===Finding and Searching Templates===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

===Using Templates===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

==Pasting existing data from MSWord or Excel to Estimates or Purchase Orders==
If for example the item descriptions or quantities or amounts have already been described in an Excel or Word document, then it is possible to paste that data into the file, saving the user from having to re-enter the data. In order to achieve this, NEOSYS requires the data to have at least one of the following column titles present (with CAPS):
<pre>
ITEM DESCRIPTION, ITEM DESCRIPTION2, QUANTITY, UNIT PRICE, AMOUNT, LINE TAX CODE, TYPE CODE
</pre>
Then simply paste the data into the first item field on any row of the Estimate or Purchase order file in NEOSYS.

NOTE - If the system cannot find any column heading in the data you pasted then it will display an error, listing the possible column titles. If you misspell a column title, the data for that column will be ignored.

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

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

==Issuing Partial Invoices==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

===Method 1 – Partial Invoicing using “Proformas”===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:

#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:

#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

===Method 2 – Partial Invoicing by Splitting the Estimate===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.

#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

====Splitting the costs====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

==Issuing Credit Notes==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with a NEGATIVE amount and Invoice the estimate.

{{:Accounting_entries_created_by_the_Production_system}}

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

#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

==Using NEOSYS VAT/Sales Tax Accounting for Jobs==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

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

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

===Create an Estimate or Purchase order with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

===Create the Invoice/Purchase Invoice===

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

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

===Finance Entries===

====Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

==Correct Incorrect Purchase Invoices==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

===Recording Supplier Credit Notes===
If you are not authorised to amend a PI, then you need to create a new PO with a NEGATIVE amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:

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

==Cancelling a Job==
Steps to Cancel a Job:

#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

===Cancelling all old jobs and estimates===

Below procedure can only be done on old (AREV) NEOSYS and will be removed from wiki once the old NEOSYS is no more in use.

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

====Estimates====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

====Jobs====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

==Tracking job progress using My Jobs==

Menu > Jobs > My Jobs is a feature to internally track job progress.

My Jobs contains a list of jobs allocated to or managed by the user, the jobs status, who is currently working on the job e.t.

All new jobs are initially added to the job executive or job creator's my jobs list.

From there, the job executive/creator can assign the job's work to another users such as production team heads.
Any user with the authorisation, such as department heads have the ability to reassign the job's work to other staff members. (there's no limit)

Users can mark allocated jobs as started or complete. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

My Jobs is only effective when client service create jobs for a single task, instead of creating a single job for multiple jobs.
If a client requires many tasks, design, events e.t users should create the many job with addition sub jobs for each task. Sub-jobs are simply created a new job with a number such as JOB1234-1 or JOB1234-2.

The key TASK ACCESS must be added to department before users can view jobs in 'My Jobs'.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

===What shows in My Jobs===
You will see:

*All Job that you are responsible to either do or manage 
*All Job that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

The system will not display tasks older than 365 days.

===Changing task status===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do.

To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of a task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

"Suspen"

===Requesting other people to do work===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

User can make a request for tasks which are only allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

===Authorisation Keys===

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

===Using the My Jobs screen===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

===Example Scenario===

#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

==Using Sub Jobs when there are Multiple Estimates for a single Job==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Using NEOSYS Job System

2023-02-06T08:26:26Z

Gregory: /* Tracking job progress using My Jobs */ - clarifications. (emphasis on tasks being jobs only if the job contains a single task... jobs with many tasks dont work in My jobs)

==How to create a job in NEOSYS?==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==How to create an estimate in NEOSYS?==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

===Formatting Estimate Printout===

Use a blank 'Item Description' line to separate between different groups of cost items with extra lines of description.

[[image:EstimateLinesSeparated.png]]

[[image:EstimatePrintLnSeparated.png]]

==How to create a purchase order in NEOSYS?==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Using templates to standardise work==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

===Creating Templates===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

===Finding and Searching Templates===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

===Using Templates===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

==Pasting existing data from MSWord or Excel to Estimates or Purchase Orders==
If for example the item descriptions or quantities or amounts have already been described in an Excel or Word document, then it is possible to paste that data into the file, saving the user from having to re-enter the data. In order to achieve this, NEOSYS requires the data to have at least one of the following column titles present (with CAPS):
<pre>
ITEM DESCRIPTION, ITEM DESCRIPTION2, QUANTITY, UNIT PRICE, AMOUNT, LINE TAX CODE, TYPE CODE
</pre>
Then simply paste the data into the first item field on any row of the Estimate or Purchase order file in NEOSYS.

NOTE - If the system cannot find any column heading in the data you pasted then it will display an error, listing the possible column titles. If you misspell a column title, the data for that column will be ignored.

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

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

==Issuing Partial Invoices==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

===Method 1 – Partial Invoicing using “Proformas”===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:

#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:

#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

===Method 2 – Partial Invoicing by Splitting the Estimate===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.

#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

====Splitting the costs====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

==Issuing Credit Notes==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with a NEGATIVE amount and Invoice the estimate.

{{:Accounting_entries_created_by_the_Production_system}}

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

#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

==Using NEOSYS VAT/Sales Tax Accounting for Jobs==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

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

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

===Create an Estimate or Purchase order with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

===Create the Invoice/Purchase Invoice===

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

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

===Finance Entries===

====Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

==Correct Incorrect Purchase Invoices==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

===Recording Supplier Credit Notes===
If you are not authorised to amend a PI, then you need to create a new PO with a NEGATIVE amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:

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

==Cancelling a Job==
Steps to Cancel a Job:

#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

===Cancelling all old jobs and estimates===

Below procedure can only be done on old (AREV) NEOSYS and will be removed from wiki once the old NEOSYS is no more in use.

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

====Estimates====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

====Jobs====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

==Tracking job progress using My Jobs==

Menu > Jobs > My Jobs is a feature to internally track job progress.

My Jobs contains a list of jobs allocated to or managed by the user, the jobs status, who is currently working on the job e.t.

All new jobs are initially added to the job executive or job creator's my jobs list.

From there, the job executive/creator can assign the job's work to another users such as production team heads.
Any user with the authorisation, such as department heads have the ability to reassign the job's work to other staff members. (there's no limit)

Users can mark allocated jobs as started or complete. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

My Jobs is only effective when client service create jobs for a single task, instead of creating a single job for multiple jobs.
If a client requires many tasks, design, events e.t users should create the many job with addition sub jobs for each task. Sub-jobs are simply created a new job with a number such as JOB1234-1 or JOB1234-2.

The key TASK ACCESS must be added to department before users can view jobs in 'My Jobs'.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

===What shows in My Jobs===
You will see:

*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

The system will not display tasks older than 365 days.

===Changing task status===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do.

To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of a task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

"Suspen"

===Requesting other people to do work===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

User can make a request for tasks which are only allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

===Authorisation Keys===

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

===Using the My Jobs screen===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

===Example Scenario===

#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

==Using Sub Jobs when there are Multiple Estimates for a single Job==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Invoice Numbering

2022-05-20T08:31:04Z

Gregory:

[[image:Invoicenumbers.jpg]]

*Here you can only specify the next number of a particular type of document with the option of keeping different start numbers for different companies. It is recommended to start all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give a number e.g. Job number:2000, PO:3000, Estimate:4000.
*The starting numbers for invoices are entered per company line (as shown in the screenshot above).
*The starting numbers for invoices on each row MUST be different from the starting number entered in the row "Default/All companies/Proformas". This is because if an invoice is generated with the same number as an existing proforma, then the proforma will be overwritten by that invoice.
*Any changes made would be effective on the documents created thereon.
*In Media, you can modify the numbering for the plans, schedules and invoices.
*In Production, you can modify the numbering for the jobs, purchase orders, estimates and invoices. Also refer to
[[Setting_up_and_Configuring_NEOSYS_Agency_System#Allowing_separate_job.2Forder.2Festimate_number_sequences| Allowing separate Job/PO/Estimate number sequences per company]]
*Unlike other documents, Media Booking Order numbers are shared across all companies and the next order number can only be set server side. [[https://techwiki.neosys.com/index.php/Configuring_NEOSYS_Generally#Configuring_next_Media_Booking_Order_No.| Configuring next Media Booking Order No]]

File:Uploadtestdeleteme.png

2021-12-20T13:12:52Z

Gregory:

Troubleshooting NEOSYS Generally

2021-07-13T05:22:57Z

Gregory: /* How to solve garbled characters when importing xls/csv into Excel */

== Fixing the "Cannot display the webpage" or "Site can't be reached" error message when accessing NEOSYS ==

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

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

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

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (i.e. https://clientname.hosts.neosys.com:4430). Users may not be able to access this link and it may give the "cannot display the webpage" or "site can't be reached" error message. If only one user faces this problem, and other users can access the NEOSYS server from the internet, then the problem can only be solved by client IT staff.
This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430 (or whichever port is being used for HTTPS): in this case client IT must fix the internet connection and open up the outgoing port for HTTPS
# Corporate firewall is blocking access to the NEOSYS server
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office
# NEOSYS firewall is blocking the IP address of the user (probably due to unusual activity from the IP address): This is a very rare situation that happens with clients hosted by NEOSYS. First, confirm that the user's internet connection is working fine. Then to check whether their IP is blocked, ask the user to access www.neosys.com or http://userwiki.neosys.com/index.php/Main_Page .
#* If they can access these websites, the firewall is NOT blocking them.
#* If they cannot access these websites, ask the user to provide their public IP address by accessing www.whatismyip.com and then [http://itwiki.neosys.com/index.php/Unblocking_ips_on_NEOSYS_Intrusion_Detection_System_(IDS)#Removing_IP_Numbers_from_Block_List_Using_Nagios check whether their public IP is being blocked by NEOSYS firewall].
# The client's ISP is not able to resolve the domain name in the URL to the IP number. If this is the case you should be able to access NEOSYS by replacing the domain name with the IP number in the URL.
If the above steps do not fix/identify the issue, refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Cannot_Connect Troubleshooting Cannot Connect] for more information on fixing the "Cannot display the webpage" error.

Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff

=== [http://techwiki.neosys.com/index.php/Configuring_IIS#Solving_error_during_file_upload:_.22Page_cannot_be_displayed.22_HTTP_Error_405_in_windows_2003 Solving error during file upload: "Page cannot be displayed" HTTP Error 405] ===

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

=== Error Message ===

The following error messages may appear:
==== Cannot Find Specified Resource====
[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

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

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

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

==== Cannot Save Document: NO LOCK RECORD ====
[[image:nolockrecord.jpg]]

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

==== Client disconnected after xxx seconds ====

[[image:clientdisc.jpg]]

Client disconnected after xx seconds in NEOSYS xhttp.asp D:\NEOSYS\DATA\xxxx

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

Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.

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

The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.

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

=== Solution ===
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS.
*In case NEOSYS is being accessed using LAN, the link would look something like:
<pre>
http://127.0.0.1/neosys/
or
http://192.168.0.55/neosys/
</pre>
*In case NEOSYS is being accessed over the Internet, the link would look something like:
<nowiki>https://hostname.neosys.com:4430/neosys</nowiki>

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

Try to do a reset factory settings first, although it could be a faulty network connection.

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

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 its network connection.

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

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

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

[[image:branderrorsch.jpg]]

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

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

== 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 [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Database_not_available.22_error_message Techwiki].

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

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

[[File:login.jpg]]

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

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

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

or

2) By an administrator using the Authorisation File.

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

F5
LIST USERS WITH EXPIRY_DATE

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

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

== Troubleshooting B10 & B12 Errors ==
=== Error Message ===
<pre>
NEOSYS
An internal error has occurred. Please press
Shift+PrintScreen to copy this screen then
paste it into an email to support@neosys.com

ERROR NO: B10 IN DAYBOOK.SUBSX AT 135
Variable has not been assigned a value. Zero used.
</pre>
=== Solution ===
These are software errors and should be immediately escalated to the programmer.

Also Refer to : [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#B10_.26_B12_Errors| Finance B10 & B12 errors]

== Troubleshooting the "System failure. Do you want to retry?" error message ==
[[image:System failure.jpg]]

For troubleshooting this error, refer to [[Troubleshooting_NEOSYS_Generally#Troubleshooting_Web_Browsers|Troubleshooting Web Browsers]]

For more information on this, refer to [http://techwiki.neosys.com/index.php/Procedures#Addressing_Browser_related_issues Addressing Browser Related Issues]

== Troubleshooting Web Browsers ==
=== Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.

*A variety of undocumented error messages
*"Error on Page" in the bottom left corner in the browser status bar
*Screens don't appear correctly
*Older versions of the program still appear
*NEOSYS repeatedly asks for login

==== Solution ====
Click on [[Clear Browser Cache]] to see instructions.

=== Resetting Browser to Factory Settings ===
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:
*A variety of undocumented error messages
*Older versions of the program still appear
*Tool-bars are installed

==== Solution ====
Click on [[Reset Browser]] to see instructions.

=== Disabling Popup Blocker ===
Refer to [[Disabling_Popup_Blocker | Disabling Popup Blocker]]

=== Adding NEOSYS URL to Trusted Sites===
Adding NEOSYS to trusted sites is required in IE11 to fix:
*Extra buttons that appear at the top/bottom of certain screens
[[File:Extrabuttons.jpg]]
*Prompt to enter terms of payment in New Invoice creation page
*Prompt to enter financial period in Ledger printout even though checkbox to "select period from Financial Settings" is checked
*File size 0 while uploading materials or images
*Other undocumented errors in functioning of the system

====Solution====
See [[Setting up and Configuring NEOSYS Generally#Adding NEOSYS to Trusted Sites|Adding NEOSYS to Trusted Sites]] for instructions

=== Uninstalling Windows Update KB3008923 ===
Uinstalling this problematic update fixes:
*Missing list of items when searching in filters like brand, period, vehicle, executive etc. in the Schedule
*Empty pop-ups

====Solution====

See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Fixing_issues_in_IE_caused_by_Windows_Update_KB3008923 Uninstalling Windows Update KB3008923]

=== Proxy Settings ===
Sometimes, client workstations connected directly to the Internet have the Etisalat proxy server settings in Internet Explorer. Recently due to a problem with Etisalat, it became necessary to have the Etisalat proxy server in Internet Explorer. This created issues with using Neosys, which is in the office LAN. Hence we need to exclude the Neosys server IP address from the proxy.

This is also common to companies that have an in house Proxy server and it is necessary here to exclude the Neosys server IP address.

==== Solutions ====
Go to Tools > Internet Options > Connections > LAN Settings > Advanced > and in the Exceptions list you would give the IP address of the Neosys server (eg. 10.2.5.2 or 192.168.0.2)

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==
=== Problem explained ===
This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

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

Error message :

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

=== Solution explained ===

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

Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]

In the latest version of NEOSYS, the current NEOSYS server process closes itself.

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

===Problem Explained===
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.

=== Cause and Solution ===
See [[Authorisation_File#Menu_Locks|Menu Locks.]]

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

There are 2 scenarios :

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

Scenario 1:
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.

Scenario2:
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

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

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

== Strange Characters appear after saving an HTML document as pdf file using Adobe Acrobat PDF converter ==

Strange Characters may appear after saving an html document because you might be restricting the PDF converter to use System fonts only.

[[image:Adobepdf.jpg]]

Follow instructions below to prevent strange characters from appearing after converting any NEOSYS html document to pdf.
#Go to Print option in the File menu of your browser
#Select AdobePDF and Click "Preferences"
#Uncheck the "Rely on System fonts only" option and click ok

[[image:Pdf1.jpg]]
[[image:Pdf2.jpg]]

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

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

== Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message ==
[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

===== Possible Causes =====
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost.

===== Solution =====
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.

==Troubleshooting the " Cannot release document- try again" ==

[[image:timestamp.jpeg]]

Cannot release document - try again
ERROR: ALREADY REQUESTING
WRITE
USERS

Possible cause and solution same as [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Cannot_Save_Document_Because_Time_Stamp_Does_Not_Agree.22_error_message Time Stamp error]

== Solving error message about "Error while writing data .... read-only file." ==

Error while writing data.
You have attempted to write to a read-only file.
- or -
access to the file has been denied by the operating system.
(operating system file name: "XXXXXXXX")

==== Solution ====

Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.

==== Cause ====

Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.

Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.

==== Recovery ====

NEOSYS technical support MUST run a check for damaged files.

===== If there is damage =====

Follow standard NEOSYS technical procedure to resolve any damage.

===== If there is no damage and user was running a report or document reprint =====

Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.

===== If there is no damage and user was saving a transaction and files were being updated =====

Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.

==== Permanent Solution ====

Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.

==Fixing the Find Button not working Issue ==

[[image:findbuttonerror.jpg]]

====Problem Explained====
No action when you click on the find button while trying to search.

====Solution====
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.

Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].

== Fixing error "The following Characters are not allowed here" while creating a new Document==

[[image:charnotallowed.jpg]]

====Problem Explained====
While trying to save a document we get the above error message in NEOSYS.
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:

[[image:charnotallowed-example.jpg]]

====Solution====

The solution is to remove these characters and save the document.

== Fixing error "Unacceptable characters in data" while saving a document ==

[[image:Unacceptable.jpg]]

====Problem Explained====

This problem is usually caused by unusual characters present in some data cut and pasted into the data entry screen.

====Solution====

Look for unusual (foreign) characters especially in text areas and where cut and paste is likely to have been done and remove these characters.

NEOSYS currently allows only one non-Latin character set to be operational in a server at one time. If any of the characters entered by the user are not in the currently configured server character set, the user will get the "Unacceptable characters" error message. Refer to this link for more details about [http://techwiki.neosys.com/index.php/Configuring_NEOSYS_for_various_language_character_sets Configuring NEOSYS for various language character sets].

== Handling Error "Following Characters are not Allowed here" while opening a document in NEOSYS ==
While trying to open a document in NEOSYS e.g. a Schedule file, user may get an error as below:

[[image:Schedule strange.jpg]]

===Reason===

This error comes up because some strange character is present in the field (See schedule No. above). Some characters are not always what they appear to be e.g character " á " which is a non-breaking space appears as an ordinary space on the screen. Good thing is that every character no matter how similar it is to other characters is identified by an ASCII code in all systems.

Let us take a scenario where a user while creating a schedule, unknowingly copied a schedule No. containing a strange character " á " (which appears exactly as a space) from another system into NEOSYS. He saved it and then while trying to open the same schedule he puts a space in the schedule no. not knowing that in the saved schedule " á " is present in place of what he thinks is a space. The system will give the above error message because Neosys does not allow spaces in document numbers.

===Solution===

*Check NEOSYS Logs and find the text entered in the field of the document.
*Copy the text and get its ASCII code.
( For above example ASCII code for " á " = 160 )
*The ASCII code has a corresponding HTML Code, type in the HTML Code in any HTML Text editor, preview Text and copy paste it in a Text editor e.g. MS Excel. Finally copy it in NEOSYS where that Document needs to be accessed.
( For above example HTML code for " á " = "&NBSP;" with all letters in lowercase )
*NEOSYS will now open the document.
*Since it is always best not to use any strange characters, remove the strange character and rename the document. You must Inform the users about this change.
*The document can also be opened in Maintenance Window in NEOSYS by directly typing the ASCII code.
( For above example type "alt+160" to enter " á " in the document number )

==Fixing Firefox popup " Prevent this page from creating additional dialogs" ==

To suppress this message follow the instructions as given below in Firefox :-

#web address: about:config
#right click on list
#new
#integer
#dom.successive_dialog_time_limit
#0

[[image:ffpp.jpg]]

==Fixing error "token is DATABASENAME*ABC but should be DATABASENAME*XYZ"==

System failure. Do you want to retry?
token is DATABASENAME*ABC but should be DATABASENAME*XYZ

===Cause===
This happens when you login to Internet Explorer through one username, get timed out and then try to login again to the same Internet Explorer using a different username.

===Solution===
You must close all tabs of the Internet Explorer, [[Clear Browser Cache]] and login again.

==Archiving Historical Data==

Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS primarily to make it easier to manage but also in some cases slightly faster to operate.

To do this one can take PERMANENT backups (more than one) of the current live system and then remove or archive data from the current database. The PERMANENT backups must be held in safe storage by the owner of the data which is the NEOSYS client. NEOSYS standard terms does not provide for storage of PERMANENT backups. Permanent backups are physical copies of BACKUP.ZIP files from NEOSYS backup process that will never be overwritten or destroyed. They should exist in multiple copies ensuring that further copies are made within the lifespan of the media on which they are kept to avoid the effects of media aging which may include total loss of data.

Client must confirm they can open the BACKUP.ZIP file and see the file names but they will not be able to open the files because they are encrypted and being binary database files cannot be used without the NEOSYS program.

Note that any data which is removed from the current database and cannot be recreated by some process like CREATEADS will only exist in the permanent backups held by the client because the historical database kept online for reference in the NEOSYS installation will NOT BE BACKED UP BY THE NEOSYS EVER.

This process does not backup the historical database therefore prior to creation of the historical database and deletion of historical data from the live database a physical copy of the backup of the live database must be delivered to the client with a warning that this is the only copy of their data and THEY MUST AGREE TO DUPLICATE AND KEEP IT SAFE BECAUSE NEOSYS DOES NOT KEEP ANY BACKUP COPY OF THEIR HISTORICAL DATA. Acknowledgement of receipt and the terms must be obtain in writing (or email) from the client.

WARNING: ANY DATA WHICH IS REMOVED FROM THE CURRENT DATABASE AND THAT CANNOT BE RECREATED BY INTERNAL PROCESSES MAY BE LOST AND ONLY OBTAINABLE WITH CERTAINTY FROM THE PERMANENT BACKUPS HELD BY THE CLIENT BECAUSE THE HISTORICAL DATABASE HELD ONLINE BY NEOSYS IS *NOT* BACKED UP

Procedure:

#Email client proposing archiving and removal of historical data and containing a draft acknowledgement of receipt of and acceptance of terms of data destruction online.
#Wait for client's agreement in principle and instructions to proceed.
#Deliver two copies of BACKUP.ZIP electronically to the client
#Obtain full and proper acknowledgement of receipt and acceptance of terms from client
#Restore the live database to a XXXXTEST database with name something like ARCHIVE 2099 where 2099 is the last year that will be deleted
#Delete the data from the live database

Sample email to the Client proposing archiving and removal of historical data:
<pre>Dear XXXX,

NEOSYS Support recently reviewed the server to examine its performance. During the investigation we found that the current Database has lot of old DATA.
Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS to make it easier to manage and slightly faster to operate.

We will follow a tested and verified method to reduce the Database size by removing the old DATA from the current Data set and copy it to a separate newly created Data set inside the existing database.

We will pick a year from past, the DATA up to which is considered to be old then copy the DATA of all the years up to and including the picked year to the newly created data set.
This DATA is removed from the current Data set and will be present as a separate data set online in your NEOSYS installation for reference.

In your case we have picked the year "YYYY" and we will create a new data set "XYYYY" which shall contain all the DATA up to and including year YYYY.

This Dataset "XYYYY" will will not be backed up by NEOSYS ever like the other live dataset which is backed up every day according to the nightly USB Backup procedure .

We need your approval to remove the DATA up to the above mentioned year to a separate Dataset.
After getting your approval we will send you two copies of the latest Backup.zip which containing all the historical Data. Then we will request for confirmation from your side that you have received the backup copies.
The removed DATA cannot be recreated again, it will only exist in the permanent backups held by you and for online reference as mentioned above.
</pre>

After sending the backup.zip Support will send below email to get the confirmation from client for receiving backup copies and accept the terms of data destruction online:
<pre>

Dear XXXX,

I am sending you a SAMPLE EMAIL to confirm that you have received the backup folders. Kindly send us a conformation email in the following format saying that you have received the backups.
Only after getting the confirmation from you we will go ahead with removing and copying the historical DATA to the new data set "XYYYY" (database code - to be mentioned by Support)

SAMPLE EMAIL:-

Dear NEOSYS Team,

We confirm that we have received the Backup.zip copies of DatabaseName (DatabaseCode) (date of backup - to be mentioned by support). We also accept the following terms:

1. NEOSYS has no responsibility for the historical data containing data upto and including year YYYY.
2. As this is the only copy of our DATA so we AGREE TO DUPLICATE AND KEEP IT SAFE because NEOSYS will NOT keep any backup copy of this historical data.
</pre>

Also refer to: [[Sales_FAQ#What_will_be_the_cost_for_setting_up_a_historical_NEOSYS_database.3F| Cost for setting up a historical NEOSYS database]]

==How to solve garbled characters after importing xls/csv into Excel==

#In a new sheet or file, open Text Import Wizard by clicking on Data tab > Get External Data > From Text.
#Change the 'File Origin' setting to "65001: Unicode (UTF-8)."
#Tailor the remaining settings as suits your preference.
#Click "Finish" to open the UTF-8 file in Excel.

[[image: garbledcharexcel.png]]

Troubleshooting NEOSYS Generally

2021-07-11T14:03:39Z

Gregory:

== Fixing the "Cannot display the webpage" or "Site can't be reached" error message when accessing NEOSYS ==

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

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

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

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (i.e. https://clientname.hosts.neosys.com:4430). Users may not be able to access this link and it may give the "cannot display the webpage" or "site can't be reached" error message. If only one user faces this problem, and other users can access the NEOSYS server from the internet, then the problem can only be solved by client IT staff.
This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430 (or whichever port is being used for HTTPS): in this case client IT must fix the internet connection and open up the outgoing port for HTTPS
# Corporate firewall is blocking access to the NEOSYS server
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office
# NEOSYS firewall is blocking the IP address of the user (probably due to unusual activity from the IP address): This is a very rare situation that happens with clients hosted by NEOSYS. First, confirm that the user's internet connection is working fine. Then to check whether their IP is blocked, ask the user to access www.neosys.com or http://userwiki.neosys.com/index.php/Main_Page .
#* If they can access these websites, the firewall is NOT blocking them.
#* If they cannot access these websites, ask the user to provide their public IP address by accessing www.whatismyip.com and then [http://itwiki.neosys.com/index.php/Unblocking_ips_on_NEOSYS_Intrusion_Detection_System_(IDS)#Removing_IP_Numbers_from_Block_List_Using_Nagios check whether their public IP is being blocked by NEOSYS firewall].
# The client's ISP is not able to resolve the domain name in the URL to the IP number. If this is the case you should be able to access NEOSYS by replacing the domain name with the IP number in the URL.
If the above steps do not fix/identify the issue, refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Cannot_Connect Troubleshooting Cannot Connect] for more information on fixing the "Cannot display the webpage" error.

Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff

=== [http://techwiki.neosys.com/index.php/Configuring_IIS#Solving_error_during_file_upload:_.22Page_cannot_be_displayed.22_HTTP_Error_405_in_windows_2003 Solving error during file upload: "Page cannot be displayed" HTTP Error 405] ===

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

=== Error Message ===

The following error messages may appear:
==== Cannot Find Specified Resource====
[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

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

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

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

==== Cannot Save Document: NO LOCK RECORD ====
[[image:nolockrecord.jpg]]

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

==== Client disconnected after xxx seconds ====

[[image:clientdisc.jpg]]

Client disconnected after xx seconds in NEOSYS xhttp.asp D:\NEOSYS\DATA\xxxx

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

Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.

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

The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.

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

=== Solution ===
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS.
*In case NEOSYS is being accessed using LAN, the link would look something like:
<pre>
http://127.0.0.1/neosys/
or
http://192.168.0.55/neosys/
</pre>
*In case NEOSYS is being accessed over the Internet, the link would look something like:
<nowiki>https://hostname.neosys.com:4430/neosys</nowiki>

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

Try to do a reset factory settings first, although it could be a faulty network connection.

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

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 its network connection.

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

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

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

[[image:branderrorsch.jpg]]

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

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

== 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 [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Database_not_available.22_error_message Techwiki].

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

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

[[File:login.jpg]]

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

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

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

or

2) By an administrator using the Authorisation File.

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

F5
LIST USERS WITH EXPIRY_DATE

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

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

== Troubleshooting B10 & B12 Errors ==
=== Error Message ===
<pre>
NEOSYS
An internal error has occurred. Please press
Shift+PrintScreen to copy this screen then
paste it into an email to support@neosys.com

ERROR NO: B10 IN DAYBOOK.SUBSX AT 135
Variable has not been assigned a value. Zero used.
</pre>
=== Solution ===
These are software errors and should be immediately escalated to the programmer.

Also Refer to : [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#B10_.26_B12_Errors| Finance B10 & B12 errors]

== Troubleshooting the "System failure. Do you want to retry?" error message ==
[[image:System failure.jpg]]

For troubleshooting this error, refer to [[Troubleshooting_NEOSYS_Generally#Troubleshooting_Web_Browsers|Troubleshooting Web Browsers]]

For more information on this, refer to [http://techwiki.neosys.com/index.php/Procedures#Addressing_Browser_related_issues Addressing Browser Related Issues]

== Troubleshooting Web Browsers ==
=== Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.

*A variety of undocumented error messages
*"Error on Page" in the bottom left corner in the browser status bar
*Screens don't appear correctly
*Older versions of the program still appear
*NEOSYS repeatedly asks for login

==== Solution ====
Click on [[Clear Browser Cache]] to see instructions.

=== Resetting Browser to Factory Settings ===
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:
*A variety of undocumented error messages
*Older versions of the program still appear
*Tool-bars are installed

==== Solution ====
Click on [[Reset Browser]] to see instructions.

=== Disabling Popup Blocker ===
Refer to [[Disabling_Popup_Blocker | Disabling Popup Blocker]]

=== Adding NEOSYS URL to Trusted Sites===
Adding NEOSYS to trusted sites is required in IE11 to fix:
*Extra buttons that appear at the top/bottom of certain screens
[[File:Extrabuttons.jpg]]
*Prompt to enter terms of payment in New Invoice creation page
*Prompt to enter financial period in Ledger printout even though checkbox to "select period from Financial Settings" is checked
*File size 0 while uploading materials or images
*Other undocumented errors in functioning of the system

====Solution====
See [[Setting up and Configuring NEOSYS Generally#Adding NEOSYS to Trusted Sites|Adding NEOSYS to Trusted Sites]] for instructions

=== Uninstalling Windows Update KB3008923 ===
Uinstalling this problematic update fixes:
*Missing list of items when searching in filters like brand, period, vehicle, executive etc. in the Schedule
*Empty pop-ups

====Solution====

See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Fixing_issues_in_IE_caused_by_Windows_Update_KB3008923 Uninstalling Windows Update KB3008923]

=== Proxy Settings ===
Sometimes, client workstations connected directly to the Internet have the Etisalat proxy server settings in Internet Explorer. Recently due to a problem with Etisalat, it became necessary to have the Etisalat proxy server in Internet Explorer. This created issues with using Neosys, which is in the office LAN. Hence we need to exclude the Neosys server IP address from the proxy.

This is also common to companies that have an in house Proxy server and it is necessary here to exclude the Neosys server IP address.

==== Solutions ====
Go to Tools > Internet Options > Connections > LAN Settings > Advanced > and in the Exceptions list you would give the IP address of the Neosys server (eg. 10.2.5.2 or 192.168.0.2)

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==
=== Problem explained ===
This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

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

Error message :

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

=== Solution explained ===

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

Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]

In the latest version of NEOSYS, the current NEOSYS server process closes itself.

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

===Problem Explained===
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.

=== Cause and Solution ===
See [[Authorisation_File#Menu_Locks|Menu Locks.]]

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

There are 2 scenarios :

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

Scenario 1:
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.

Scenario2:
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

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

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

== Strange Characters appear after saving an HTML document as pdf file using Adobe Acrobat PDF converter ==

Strange Characters may appear after saving an html document because you might be restricting the PDF converter to use System fonts only.

[[image:Adobepdf.jpg]]

Follow instructions below to prevent strange characters from appearing after converting any NEOSYS html document to pdf.
#Go to Print option in the File menu of your browser
#Select AdobePDF and Click "Preferences"
#Uncheck the "Rely on System fonts only" option and click ok

[[image:Pdf1.jpg]]
[[image:Pdf2.jpg]]

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

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

== Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message ==
[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

===== Possible Causes =====
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost.

===== Solution =====
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.

==Troubleshooting the " Cannot release document- try again" ==

[[image:timestamp.jpeg]]

Cannot release document - try again
ERROR: ALREADY REQUESTING
WRITE
USERS

Possible cause and solution same as [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Cannot_Save_Document_Because_Time_Stamp_Does_Not_Agree.22_error_message Time Stamp error]

== Solving error message about "Error while writing data .... read-only file." ==

Error while writing data.
You have attempted to write to a read-only file.
- or -
access to the file has been denied by the operating system.
(operating system file name: "XXXXXXXX")

==== Solution ====

Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.

==== Cause ====

Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.

Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.

==== Recovery ====

NEOSYS technical support MUST run a check for damaged files.

===== If there is damage =====

Follow standard NEOSYS technical procedure to resolve any damage.

===== If there is no damage and user was running a report or document reprint =====

Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.

===== If there is no damage and user was saving a transaction and files were being updated =====

Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.

==== Permanent Solution ====

Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.

==Fixing the Find Button not working Issue ==

[[image:findbuttonerror.jpg]]

====Problem Explained====
No action when you click on the find button while trying to search.

====Solution====
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.

Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].

== Fixing error "The following Characters are not allowed here" while creating a new Document==

[[image:charnotallowed.jpg]]

====Problem Explained====
While trying to save a document we get the above error message in NEOSYS.
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:

[[image:charnotallowed-example.jpg]]

====Solution====

The solution is to remove these characters and save the document.

== Fixing error "Unacceptable characters in data" while saving a document ==

[[image:Unacceptable.jpg]]

====Problem Explained====

This problem is usually caused by unusual characters present in some data cut and pasted into the data entry screen.

====Solution====

Look for unusual (foreign) characters especially in text areas and where cut and paste is likely to have been done and remove these characters.

NEOSYS currently allows only one non-Latin character set to be operational in a server at one time. If any of the characters entered by the user are not in the currently configured server character set, the user will get the "Unacceptable characters" error message. Refer to this link for more details about [http://techwiki.neosys.com/index.php/Configuring_NEOSYS_for_various_language_character_sets Configuring NEOSYS for various language character sets].

== Handling Error "Following Characters are not Allowed here" while opening a document in NEOSYS ==
While trying to open a document in NEOSYS e.g. a Schedule file, user may get an error as below:

[[image:Schedule strange.jpg]]

===Reason===

This error comes up because some strange character is present in the field (See schedule No. above). Some characters are not always what they appear to be e.g character " á " which is a non-breaking space appears as an ordinary space on the screen. Good thing is that every character no matter how similar it is to other characters is identified by an ASCII code in all systems.

Let us take a scenario where a user while creating a schedule, unknowingly copied a schedule No. containing a strange character " á " (which appears exactly as a space) from another system into NEOSYS. He saved it and then while trying to open the same schedule he puts a space in the schedule no. not knowing that in the saved schedule " á " is present in place of what he thinks is a space. The system will give the above error message because Neosys does not allow spaces in document numbers.

===Solution===

*Check NEOSYS Logs and find the text entered in the field of the document.
*Copy the text and get its ASCII code.
( For above example ASCII code for " á " = 160 )
*The ASCII code has a corresponding HTML Code, type in the HTML Code in any HTML Text editor, preview Text and copy paste it in a Text editor e.g. MS Excel. Finally copy it in NEOSYS where that Document needs to be accessed.
( For above example HTML code for " á " = "&NBSP;" with all letters in lowercase )
*NEOSYS will now open the document.
*Since it is always best not to use any strange characters, remove the strange character and rename the document. You must Inform the users about this change.
*The document can also be opened in Maintenance Window in NEOSYS by directly typing the ASCII code.
( For above example type "alt+160" to enter " á " in the document number )

==Fixing Firefox popup " Prevent this page from creating additional dialogs" ==

To suppress this message follow the instructions as given below in Firefox :-

#web address: about:config
#right click on list
#new
#integer
#dom.successive_dialog_time_limit
#0

[[image:ffpp.jpg]]

==Fixing error "token is DATABASENAME*ABC but should be DATABASENAME*XYZ"==

System failure. Do you want to retry?
token is DATABASENAME*ABC but should be DATABASENAME*XYZ

===Cause===
This happens when you login to Internet Explorer through one username, get timed out and then try to login again to the same Internet Explorer using a different username.

===Solution===
You must close all tabs of the Internet Explorer, [[Clear Browser Cache]] and login again.

==Archiving Historical Data==

Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS primarily to make it easier to manage but also in some cases slightly faster to operate.

To do this one can take PERMANENT backups (more than one) of the current live system and then remove or archive data from the current database. The PERMANENT backups must be held in safe storage by the owner of the data which is the NEOSYS client. NEOSYS standard terms does not provide for storage of PERMANENT backups. Permanent backups are physical copies of BACKUP.ZIP files from NEOSYS backup process that will never be overwritten or destroyed. They should exist in multiple copies ensuring that further copies are made within the lifespan of the media on which they are kept to avoid the effects of media aging which may include total loss of data.

Client must confirm they can open the BACKUP.ZIP file and see the file names but they will not be able to open the files because they are encrypted and being binary database files cannot be used without the NEOSYS program.

Note that any data which is removed from the current database and cannot be recreated by some process like CREATEADS will only exist in the permanent backups held by the client because the historical database kept online for reference in the NEOSYS installation will NOT BE BACKED UP BY THE NEOSYS EVER.

This process does not backup the historical database therefore prior to creation of the historical database and deletion of historical data from the live database a physical copy of the backup of the live database must be delivered to the client with a warning that this is the only copy of their data and THEY MUST AGREE TO DUPLICATE AND KEEP IT SAFE BECAUSE NEOSYS DOES NOT KEEP ANY BACKUP COPY OF THEIR HISTORICAL DATA. Acknowledgement of receipt and the terms must be obtain in writing (or email) from the client.

WARNING: ANY DATA WHICH IS REMOVED FROM THE CURRENT DATABASE AND THAT CANNOT BE RECREATED BY INTERNAL PROCESSES MAY BE LOST AND ONLY OBTAINABLE WITH CERTAINTY FROM THE PERMANENT BACKUPS HELD BY THE CLIENT BECAUSE THE HISTORICAL DATABASE HELD ONLINE BY NEOSYS IS *NOT* BACKED UP

Procedure:

#Email client proposing archiving and removal of historical data and containing a draft acknowledgement of receipt of and acceptance of terms of data destruction online.
#Wait for client's agreement in principle and instructions to proceed.
#Deliver two copies of BACKUP.ZIP electronically to the client
#Obtain full and proper acknowledgement of receipt and acceptance of terms from client
#Restore the live database to a XXXXTEST database with name something like ARCHIVE 2099 where 2099 is the last year that will be deleted
#Delete the data from the live database

Sample email to the Client proposing archiving and removal of historical data:
<pre>Dear XXXX,

NEOSYS Support recently reviewed the server to examine its performance. During the investigation we found that the current Database has lot of old DATA.
Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS to make it easier to manage and slightly faster to operate.

We will follow a tested and verified method to reduce the Database size by removing the old DATA from the current Data set and copy it to a separate newly created Data set inside the existing database.

We will pick a year from past, the DATA up to which is considered to be old then copy the DATA of all the years up to and including the picked year to the newly created data set.
This DATA is removed from the current Data set and will be present as a separate data set online in your NEOSYS installation for reference.

In your case we have picked the year "YYYY" and we will create a new data set "XYYYY" which shall contain all the DATA up to and including year YYYY.

This Dataset "XYYYY" will will not be backed up by NEOSYS ever like the other live dataset which is backed up every day according to the nightly USB Backup procedure .

We need your approval to remove the DATA up to the above mentioned year to a separate Dataset.
After getting your approval we will send you two copies of the latest Backup.zip which containing all the historical Data. Then we will request for confirmation from your side that you have received the backup copies.
The removed DATA cannot be recreated again, it will only exist in the permanent backups held by you and for online reference as mentioned above.
</pre>

After sending the backup.zip Support will send below email to get the confirmation from client for receiving backup copies and accept the terms of data destruction online:
<pre>

Dear XXXX,

I am sending you a SAMPLE EMAIL to confirm that you have received the backup folders. Kindly send us a conformation email in the following format saying that you have received the backups.
Only after getting the confirmation from you we will go ahead with removing and copying the historical DATA to the new data set "XYYYY" (database code - to be mentioned by Support)

SAMPLE EMAIL:-

Dear NEOSYS Team,

We confirm that we have received the Backup.zip copies of DatabaseName (DatabaseCode) (date of backup - to be mentioned by support). We also accept the following terms:

1. NEOSYS has no responsibility for the historical data containing data upto and including year YYYY.
2. As this is the only copy of our DATA so we AGREE TO DUPLICATE AND KEEP IT SAFE because NEOSYS will NOT keep any backup copy of this historical data.
</pre>

Also refer to: [[Sales_FAQ#What_will_be_the_cost_for_setting_up_a_historical_NEOSYS_database.3F| Cost for setting up a historical NEOSYS database]]

==How to solve garbled characters when importing xls/csv into Excel==
To avoid unusual text characters after importing to excel do the following:
#Close the bad excel import sheet/file.
#Open excel if closed.
#Nagivate to file and open it again.
#Click "Open" to launch the Text Import Wizard.
#Change the "File Origin" setting to "65001: Unicode (UTF-8)."
#Follow the remaining directions of the wizard.
#Click "Finish" to open the UTF-8 file in Excel.

[[image: garbledcharexcel.png]]

File:Garbledcharexcel.png

2021-07-11T13:49:55Z

Gregory:

Media Configuration File

2021-06-14T12:30:25Z

Gregory: /* Dates show 1st,2nd,3rd,4th */ clarification

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
Also known as Security mark, it is used to identify the source of the document. It will appear in red on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time they create a Schedule, Plan, Client & Brand, Supplier, Vehicle file and instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====
Self explanatory.

====Budget name====

By default, there are a maximum of twelve budgets NEOSYS handles. Here you can change the default names e.g "budget1" "budget2" that appear on media/billing analysis reports which corresponded to the monthly budgets defined in the Budget File. This is purely a cosmetic change. To create a budget refer to: [[The_Analysis_Menu#Budget_File| Budget File]]

Use the green (+) sign to change up to 12 budget names, all others are ignored.

====Forecast name====
The default title in headers which involves forecast is F/cast. User defined name will replace the title F/cast in reports. User can add titles for all the forecasts using the plus sign icon and remove titles using the minus sign icon.

==Media==
[[File:Mcf2.jpg]]
====Require campaign description====
Users can enter the campaign description on a schedule although by default campaign description is not mandatory for a schedule. Choosing Yes for this option makes it mandatory to enter campaign description
====Show executive====
By Default Executive is set to not appear on docs. This option enables executive to show on all documents generated by NEOSYS.

Executive is available as a filter option while generating reports e.g. Media Calendar, List of Booking Orders etc.

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.

#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.

====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats on Media Invoices 1st,2nd,3rd or 1,2,3. By default dates are shown as 1st,2nd,3rd.

====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

==Media Plans==
[[File:Mcf3.jpg]]
====Default plan title====
Users can set Media Plan title which appears in the Media Plan printout or use the default title called Media Plan.

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Check Actual vs. Plan====
This feature is used to check the planned amount set for a Brand and Vehicle in the plan file with the actual amount in the schedule file.

You link a plan to a schedule when you create a schedule and copy from the plan. The plan code will be automatically appear in the top right section, above "Allow over budget" option

On selecting "Per Month": NEOSYS will check the total bill/cost in the schedule file with total bill/cost in the plan file.

On selecting "YTD": NEOSYS will check the total bill/cost in the schedule file with monthly bill/cost in the plan file.

In any of above cases if the actual amount exceeds the planned amount, NEOSYS will give a warning and not allow the user to save the schedule. To avoid the message and save the schedule see [http://userwiki.neosys.com/index.php/Media_FAQ#How_do_I_handle_.22Allow_Over_Plan.22_error.3F How to handle over plan warning].

====Plan months start====
====Plan footer====
Text to be printed in the Plan printout footer is configured here
====Plan font size%====
Font size percentage of the Plan printout is configured here. Default is 80%. Enter only numerals in the field.

==Media Schedules==
[[File:Mcf4.png]]
====Default schedule title====
Users can set Media Schedule title which appears in the Media Schedule printout or use the default title called Media Schedule.

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column
====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====

Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPRG (CPR on Gross)

CPR and CPM use Net amounts. To calculate using Gross amounts, choose CPRG or CPMG.

These are simply methods used by marketers to determine the cost effectiveness of a vehicle in comparison with other vehicles.

CPR = Cost of an advertisement / Number of times the adv. was viewed.

CPM = CPR * 1000

Example: Vehicle X offers 1,000,000 impressions for $5000, whereas Vehicle Y offers 500,000 impressions for $2600, which is more cost effective? (given both vehicles will reach the same target audience)

For vehicle X, ($5000 / 1,000,000) = $0.005 CPR = $5 CPM.

For vehicle Y, ($2600 / 500,000) x1000 = $5.2 CPM.

====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

====Schedule footer====
Configure a common footer for schedule printouts. This may include details like Approved by and Date of Approval

====Schedule font size%====
Configure font size percentage of the Schedule printout. Default is 80%. Only numerals are accepted in this field.

====Request Recreate Ads====
Ads can be scheduled to recreate overnight in media configurations file. For more info see [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Recovery_method_1:_Media_configuration_file CREATEADS]]

==Media Booking==

No need for explanation, options are self-evident.

[[File:Mcf5.jpg]]

==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's name and address information which appears in the Media Invoice.

Refer to [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F| How is Client Address on invoices obtained]]

====Require Supplier Invoice====
This checkbox makes it mandatory that Supplier Invoice No. and Date are entered in the New Media Invoices page before creating a new Invoice.

====Show schedule notes on media invoice====
Select Yes to display Notes entered in Media schedule, in the Media Invoice below Payment instructions; else select No to suppress it. This is unlike "Invoice notes" on the Media Schedule, which cannot be suppressed.

==Media Accounting==
[[File:Mcf8.jpg]]
====Adjustment voucher type code if different====
Option for free ad invoices and cost adjustments to use different journal type
====Credit note voucher code if different====
Option for media credit notes to use a different journal type

====Default media accruals A/c no====

Option to define media accruals accounts as ACCXXXX where XXXX is either supplier code or vehicle code.

{{Default media accruals A/c no}}

Also refer to [[Setting_up_and_Configuring_NEOSYS_Media_System#Configuring_the_media_accruals_from_the_schedules| Configuring media accruals A/c no]]

===Income Share A/c No===

Enter an income sharing account.

Then see [[Using_NEOSYS_Media_System#Income_Sharing | Using Media: Income Sharing]] to find out how to share media income from one company to another.

E.g Schedule X billed by Company A, shares a portion of its income to company B.

==Executive Commissions==
[[File:Mcf9.jpg]]

For more info see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Getting_media_executive_sales_commission_statements Media Executive Sales commissions]

==Invoicing==
[[File:Mcf111.png]]
===Stationery===
Choose default stationery option for invoices
===Sundry A/c Nos.===

Users can mark a Client & Brands file as a [[Client_&_Brand_File#Sundry_Clients | Sundry Client]], which means ALL brands are treated as clients.
Since these brands are treated as Clients, the brand name is displayed as the client name in documents, such as invoices and orders.

On the other hand, users may only want SOME of the brands under a client to be treated as Sundry Clients and not all brands.

To achieve flagging only certain brands as Sundry Clients, enter the brand's account code in the "Sundry A/c Nos." field after the below prerequisites are met:

*The brands to be treated as sundry clients have a valid account code entered in the "A/c No:" field next to the brand name in their respective Client and Brand file
*The "Invoice uses account name and address instead of client file details" option in the Media Configuration File is set to No.

===Show Account Terms on Invoice if specified===
Option to show or suppress any terms of payment specified by finance per account, in Chart of Accounts file from showing in invoice footing

===Default Payment Instruction===

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions|Configuring Payment Instruction]]

===Invoice Footer===
Configure what should be printed in the footer like Prepared by, Received by, For %Agency% etc.

==Billing Analysis==
[[File:Mcf11.jpg]]

Billing Analysis reports are based on posted journals FROM the period configured here. Otherwise billing analysis is based on invoices before the configured period.

For clients who use only the NEOSYS billing modules, this period can be set to a year far in the future since they only generate invoices.

Using NEOSYS Generally

2021-06-03T07:01:50Z

Gregory: /* Showing signatures for people who are not users of NEOSYS */ Not possible to create user without email, so use support instead.

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites.
#You should now see the Login page. If you are a new user or have forgotten your password click on [[How to reset the password?]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

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

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

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

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

COMPANY ACCESS “XYZ”

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

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

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

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

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

F5
CREATEBRANDS
Yes

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

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

COMPANY ACCESS “XYZ”

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

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

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

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

== 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 Win3 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 and click on File -> Print (Control + P) [[image:cutepdf-1.jpg]] 
# Select "CutePDF Writer" from the list of printers and Click on Print [[image:cutepdf-2.jpg]] 
# After sending it to print, a box pops up:
#*Specify the desired directory/path where you would like to save the PDF document
#*Specify the Name of the report
#*Select PDF from the file types
#*Click on Save [[image:cutepdf-3.jpg]] 
# 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 Burns (rule 3: Personal names code well in using four letters)

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KILA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

Only NEOSYS Support are authorised to make changes to the Authorisation File.

A designated person within the client company must approve of requests to make changes.

Find more information: [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Opening NEOSYS documents in Excel, Word etc ==

=== Option 1: Copy Paste Method (All Browsers) ===
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Click on the Home Tab and then 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 (All Browsers) ===

#Copy Link from the URL [[image:copyurl.jpg]]
#Open Excel -> Data -> From Web [[image:excelweb.jpg]]
#Copy the URL in the address field -> Go -> Import [[image:excelimport.jpg]]
#Select the existing worksheet option -> OK [[image:excelworksheet.jpg]]
#The NEOSYS Report will now be pasted in excel in a text format

=== Option 3: Exporting Data into Excel directly (only IE) ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] In case you are using Internet explorer 11, follow the screenshot below for this step: [[image:IEsolution.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.

====Issues in Exporting to Excel====

To troubleshoot Export to Excel, see [[Setting_up_and_Configuring_NEOSYS_Generally#Fixing_.E2.80.98Export_to_Microsoft_Excel.E2.80.99_from_IE9_not_showing_URL_in_Excel_web_query_dialogue| Resolving ‘Export to Microsoft Excel’ in IE9, Excel 2009]]

=== Removing blank lines from Excel ===
In the Home menu > Find & Select > Go to Special > Blank Cells. This will select all the blank cells.

Then right-click on any of the selected cells, select Delete and select Entire Row. This delete all rows that contains blank cells.

[[Using_NEOSYS_Generally#Using_Macros_in_Excel_to_edit_NEOSYS_reports|These steps can be saved as a macro]], so that it can be done easily in one step in the future.

==Using Macros in Excel to edit NEOSYS reports==
Generally when copying reports from [[Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc.| NEOSYS to Excel]], users might want to edit it further, e.g. clearing empty or unwanted columns and this task can be repetitive and time consuming to do it each time a report is copied to excel. Define macros in Excel to handle such tasks quickly. Below is an example showing how to create and reuse a macro to delete empty columns.

====Steps to create a macro (one time procedure)====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Make the Developer tab visible as shown below '''For Excel 2007 [[File:Excel2007.jpg]] For Excel 2010/2013''' a) Under Excel Options click on Customise Ribbon [[File:Excel2010-1.jpg]] b) Tick the checkbox which says Developer Tools [[File:Excel2010-2.jpg]] 
#Under the Developer Tab in Excel click Record Macro. Name the macro appropriately for easy reference. In this example the macro is to delete empty columns. Ensure "Personal Macro Workbook" is selected from the drop-down menu [[File:Record macro.jpg]] 
#Record your action which you want to be repeated later. The macro records all actions like scrolling, selecting cells, editing etc. For this example select entire columns in the spreadsheet that you intend to delete. Right click on any one of the columns and click on Delete to remove the unwanted columns
#Click on Stop Recording under Developer Tab [[File:Stop recording.jpg]] 
#Save changes to Personal Macro Workbook when prompted. This is to reuse the macro on other worksheets
[[File:Save changes to personal workbook.jpg]]

====Steps to reuse macro====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Under the developer Tab click on Macros, select the macro and click Run to execute the tasks recorded earlier. You can also use the shortcut key you defined in the macro. You can also edit Macro definition by clicking Edit.
[[File:Rerun macro.jpg]]

== Splitting single NEOSYS report columns like 1000.00USD into two columns in Excel ==

Many NEOSYS reports put currency amounts in a single column like 1000.00USD, ie as a single number followed by a currency code. It does this to keep reports compact and to provide multi-currency totals in a single column.

In order to support pivot table or export into other systems it is sometimes necessary in spreadsheets like Excel to split the number and currency code into separate columns.

In Excel, strangely there is no built-in way to split numbers from letters but the following steps will achieve the same or better.

#Select the column that you want to split, and duplicate it to get two identical columns by inserting a column and copying the original column into it.
#Remove the currency codes from the first column by selecting it and doing Edit, Find and Replace (Ctrl+H), select "Regular expressions" under "Other options". Search For [A-Z] and Replace With nothing.
#Do the same on the 2nd column and Search for \d and Replace With nothing.

=== Using Macros ===

These steps can trivially be recorded as a macro, maybe called Split Currency Amount, and re-performed on request on any future sheets. This makes splitting even easier than any built-in function.

In order to record the macro, select the column then perform the steps, then stop recording and save the macro maybe as "Split Amounts". Assign a hot key like Ctrl+Shift+S to be able to repeat it easily in future.

In order to redo the work on another column, select the column then replay the macro, or if you assigned a hot key, press that combination.

== 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]]

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS user to represent the “issuing” users. Email address: support@neosys.com. (Do not give password to client)
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== How to automatically open all your favourite NEOSYS screens in one step ==

In most browsers, you can save and reopen a set of tabs on demand. The exact steps to follow depend on the browser you are using.

Setting up

#Open many tabs as you would like them to be reopened in future
#Right click any tab and choose "Save all tabs" - exact method varies per browser.

Using

#Open a new browser window (not tab) and login to NEOSYS
#Right click the favourites folder you saved above and choose "Open all in tabs"

Here is an example set of tabs for NEOSYS finance module.

*Change the "http://127.0.0.1/neosys2/" in the examples to your own browser address for NEOSYS
*You can modify the ending of the examples to open the specific documents in your own database

http://127.0.0.1/neosys2/finance/journals.htm?key=1*INV*214
http://127.0.0.1/neosys2/finance/journalaudit.htm
http://127.0.0.1/neosys2/finance/recurringjournals.htm
http://127.0.0.1/neosys2/finance/revaluationjournals.htm
http://127.0.0.1/neosys2/finance/reversingjournals.htm
http://127.0.0.1/neosys2/finance/journaltypes.htm
http://127.0.0.1/neosys2/finance/vouchers.htm?key=REC*88*1
http://127.0.0.1/neosys2/finance/voucherlist.htm?WORDS_TO_SEARCH_FOR=HELP
http://127.0.0.1/neosys2/finance/ledgerprint.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/accountreconciliation.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/listunalloc.htm
http://127.0.0.1/neosys2/finance/charts.htm?key=GL
http://127.0.0.1/neosys2/finance/chartlist.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/charts.htm?MODE=REPORTDESIGN&CHART_CODE=PL
http://127.0.0.1/neosys2/finance/trialbalance.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/general/reports.htm?module=finance&mode=financialstatements
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=AGED&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=FORECAST&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/accountanalysis.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/taxreport.htm
http://127.0.0.1/neosys2/finance/budgets.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/clearallocated.htm
http://127.0.0.1/neosys2/finance/opennewyear.htm
http://127.0.0.1/neosys2/finance/taxes.htm

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

Search like this:

neosys wiki "exchange rate"

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

== NEOSYS links in different browsers ==

The NEOSYS access urls automatically redirect to different versions of NEOSYS depending on the browser you are using as each version is compatible to a particular browser. You only have to enter "url" in your browser and it will get redirected to the appropriate version depending on your browser.

It gets redirected to url/2 or url/3 when accessed via Internet Explorer or Google Chrome/ Firefox respectively where url is the access url as shown in the examples below. url/1 is for the old version to which no new developments are done. The option to access it will go away in the future.

e.g when we enter "https://test.hosts.neosys.com:4453" in Chrome or Firefox, the url gets redirected to:

 https://test.hosts.neosys.com:4453/3 

Similarly when we enter "https://test.hosts.neosys.com:4453" in Internet Explorer, the url gets redirected to:

 https://test.hosts.neosys.com:4453/2

Setting up and Configuring NEOSYS Generally

2021-05-30T08:02:31Z

Gregory: /* Creating Email Alerts in NEOSYS */ - New section: Enable/Disable Existing Alerts

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

{{:Configuring Document Footers}}

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

[[Image:clientsecuritymark.jpg]]

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

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

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

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

Adline Kuwait

===Default===

For all companies that dont have a specific mark

SETMARK * "xxxxxxxxxxxxxxxx"

===Per company===

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

SETMARK companycode "xxxxxxxxxxxxxxxxxxx"

To remove the system mark, type:

SETMARK companycode

==Configuring fonts and colors for all users==

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

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

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

==Changing the signatory==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

==Configuring backup procedures==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

==Configuring automated emails in NEOSYS==

See the System Configuration File on the NEOSYS Support Menu.

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

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

==Authorising Users==

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

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

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

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

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

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

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

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

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

====Examples====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

==Giving users access to the Support Menu==

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

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

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

==Configuring Payment Instructions==

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

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

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

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

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

If, following the above rules, no payment instructions can be found, or the payment instructions are "NONE" or a single dot (.), then no payment instruction are displayed.

Tip: Leave the currency code field blank in Company file to configure the default payment instructions for all currencies without having to tediously enter them in the Currency file for each and every currency.

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

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

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

Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F|Difference between terms of payment and payment instructions]]

===Entering Payment Instructions in NEOSYS===

Lines that have no tags in them (no <> characters) and have up to 10 "words" in them will be chunked, i.e. placed continuously one after the other on the same line, if there is room for the whole chunk.

Commas are automatically added at the end of chunks that do not already end in commas, except for the last line.

You can add break tags when you want instructions to start on a new line, as shown below.

Sample Payment instructions:

<pre>
If no written objection is received within 10 days, this invoice will be considered as accepted unconditionally for payment. 
Cheques/Demand/Drafts/Bank Transfers to be in favour of NEOSYS. 
Bank Name : Commercial Bank of Dubai
Account Number : 0XX 00X0XX 00X
IBAN Number : AEX00X0000XX00X
Swift Code : BBMEAXAD
</pre>

The above sample appears as below, in NEOSYS:

[[File:payinstr.png]]

==Configure Currency File==

NEOSYS allows clients to change how invoice amounts are presented on their invoices.

Clients or NEOSYS Support need to edit the subunit field in the Currency & Exchange Rate File:

To change this setting, depending on which NEOSYS modules you use, follow the appropriate path:

NEOSYS Menu -> "Jobs" OR "Media" OR "Finance" -> Files -> Currency & Exchange Rate File.

E.g: 
[[File:Currency&ExchangeRateFile.png]]

Invoices amounts can be displayed in two ways:

a) "Five thousand, three hundred and forty five .25"
Do: Leave subunit field blank, this is the default.

OR

b) "Five thousand, three hundred and forty five and 25 fils"
Do: Edit subunit field to "fils" and edit the

==Specifying Payment Terms on Invoices==

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

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

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

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

Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F|Difference between terms of payment and payment instructions]]

==Creating Email Alerts in NEOSYS==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Required.
Syntax: {minutes,,,}:{hours,,,}:{dayofmonth,,,}:{monthNo,,,}:{weekday,,,}

Examples:

Run at 9am every day
9

Run at 9am on the 15th of every month
9:15

Run at 9am on the 15th of months January and July
9:15:1,7

Run at 15mins & 30mins past hours 9am and 5pm, on the 15th of every month
15,30:9,17:15

===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

===Enable/Disable Existing Alerts===
#Identify alert key, in maintenance mode: "SORT DOCUMENTS ALERTS"
#Edit 12th field of the alert record (ENABLED), e.g "ed documents COLL01". 1 - enabled or 0 - disabled.

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

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

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

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

To solve this problem create users matching the executive names.

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

==Automatically Running and Emailing Saved Documents==

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

ED DOCUMENTS <document no.>

Line 12 should be 1 to mean run automatically.

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

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

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

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

For more information about the DOCUMENTS file format, do

LD DOCUMENTS

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

==[[Configuring Chrome]]==

==[[Configuring Edge]]==

==[[Configuring Firefox]]==

Job Configuration File

2021-05-16T13:50:53Z

Gregory: /* Jobs */

[[Image:Jobconfigurationfile.jpg]]

==[[Media_Configuration_File#Agency| Agency]]==

== Jobs ==

=== Default Job Company Code ===

When the system auto generates INP journals, it will determine the company code from the following locations (in that order).

#Using the Brand/Client A/c Code to check if the account is locked to a specific company.
#Using the Company code in the Estimate's Job file.
#Using the first production type's company code, used in the estimate.
#Job Configuration File - Default Company Code. (THIS field)
#The company set in the users browser settings.

If all above are N/a then an error is thrown.

==== Job number pattern ====
The numbering pattern for job number is set here.

Use a combination static Letters an Macros such as:
<pre>
<NUMBER> - File Sequence No.
<COMPANY> - Company Code.
<YEAR> - yyyy
<YEAR2> - yy
</pre>
<NUMBER> must be present. Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS]

== Purchase Orders/Requisitions ==
==== Purchase order/Req. number pattern ====
The numbering pattern for purchase order is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Estimates==
==== Job estimate number pattern ====
The numbering pattern for estimate is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Invoicing==
==== Invoice number ====
Option to configure Numbering pattern for Invoice. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Accounting==
====Sales Invoice Voucher Type====
Include Journals that do not have auto-numbering and are of Journal style "Invoice" or "Journal" in Journal Setup screen.

====Purchase Invoice Voucher Type====
Include Journals that have auto-numbering and are of Journal style "Purchase Invoice" or "Journal in Journal Setup screen.

==[[Media_Configuration_File#Invoicing| Invoicing]]==

==[[Media_Configuration_File#Billing_Analysis| Billing Analysis ]] ==

Using NEOSYS Media System

2021-05-16T10:30:13Z

Gregory: /* How to check an Ad status */ minor improvemnt

==Multi-brand plans and schedules==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

==How to create a media schedule in NEOSYS?==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Copying Plans in NEOSYS==

Note that on pasting into Excel etc it splits each line into multiple lines ONE PER DATE in the grid, but on pasting back into NEOSYS, it combines such lines back up into one schedule line where possible, i.e. the lines that are identical except for the date.

===Copying plans created in Excel to NEOSYS===

#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

===Copying plans created in NEOSYS to Excel===

#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Copy the details from the vehicle lines that you require, as shown below. Crudely select the rows you want to copy or press Ctrl+A to select the whole document, then press Ctrl+C to copy [[File:Schcopy1.png|1500px]] 
#Open Excel and paste (Ctrl+V). [[File:excelop1.png|1500px]] 

===Copying vehicle lines in NEOSYS===

#In the schedule file, copy the vehicle line that you require. (Highlight the details and then press Ctrl+C or press Ctrl+A followed by Ctrl+C for copying all) [[File:Schcopy2.png|1500px]] 
#Go to the Media Vehicle field in the schedule file where you wish to copy the details and paste (Ctrl+V). [[File:Schcopy3.png|1500px]] 

==Choosing a plan or schedule numbering method==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

===Automatic numbering===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

===Manual numbering===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

==Concepts and Calculation under Discounts and other charges==
===What is net amount?===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
| align="center" | g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
| align="center" |xx%g
|-
| align="center" | G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
| align="center" |xx%G
|-
| align="center" | n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
| align="center" |xx%n
|-
| align="center" | N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
| align="center" |xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.6
| align="center" |86.24
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 112
| align="center" |86.24
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |86.24
| align="center" |86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5
| align="center" |85.64
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100
| align="center" |85.64
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.64
| align="center" |85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.04
| align="center" |85.68
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100.8
| align="center" |85.68
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.68
| align="center" |85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +4.03
| align="center" |84.67
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 80.64
| align="center" |84.67
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |84.67
| align="center" |84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

==Booking without showing all discounts and charges from the supplier==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

==Handling Cost to Agency/Cost to Client in online media==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

==Setting up a date range for the appearance of Ads under any media type==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,28 days
Outdoor hoarding site near Airport,1 month
Outdoor hoarding site near Airport,3 months
Outdoor hoarding site near Airport,1 year

*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:

*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen

To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

==How to check an Ad status==

Beside running a Media Diary to check the status of ads of a schedule, there are two other quicker methods. (In normal circumstances there is no difference between the three methods)

#Hanging cursor over individual ad dates in a vehicle line on a schedule. (See [[Using_NEOSYS_Media_System#Understanding_how_ads_appear_in_different_colors_in_the_schedule | Ad status colour coding]]) [[image:adstatus3.png|400px]] 
#Updating (Changing/Removing) Ad date/material in Dates popup grid will open a different popup that shows ad status per ad on each line. [[image:adstatus.png|1200px]]

==Handling booking of additional dates on already booked lines==
===Situation explained===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

===Solution explained===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

==How to book a schedule with one vehicle in different lines with different currencies==
===Situation explained===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
===Solution explained===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

==How to book specific lines in a schedule with multiple lines of that vehicle==

===Situation explained===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

==Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

==Processing List of Wrong Ads==
Agencies have to cope with the fact that ads placed in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

#In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can follow-up on such ads.

[[image:Pend-ads.png]]

==Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.

*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

==Invoicing “Certified Ads Only” after invoicing “All Ads”==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

#“issue invoice for any uninvoiced ads that are certified”
#“issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

===How to cancel and/or reissue an invoice using a credit note===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

==Credit Notes==
===Credit Notes for reduction in billable cost===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

====What if none of the discount and charge columns are vacant?====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

===Debit Notes for increase in billable amount===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

===Credit Note for reissuing "amended" invoices===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliberate confusion.

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

Do it in the TESTING AND TRAINING DATABASE first time or use PROFORMA option to ensure what you get is correct BEFORE actually issuing actual credit notes and invoices.

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesn't matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesn't matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

===Issuing separate invoices or credit notes for selected discounts and charges===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

===How do I issue a credit note for part of a schedule?===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

==Removing unnecessary items from List of Schedules Pending Invoices==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

==Processing of Incoming Media Supplier Invoices==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The most common practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

===Why should Media Accrual Accounts be Open Item and not Balance Forward?===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

===WIP===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

===Accrued Costs===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

===Process if a supplier invoice is acceptable===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

===If the supplier invoice amount is correct - but doesn't match the booking order cost===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

===If the supplier invoice is acceptable for posting===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

===Locating long overdue Supplier Invoices/Credit Notes===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

===Writing-off long overdue Supplier Invoices/Credit Notes===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

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

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

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

===Processing wrong Incoming Media Supplier Invoices===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

#In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

==Accounting entries created by the Media System==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

===Entries when client is invoice for 120 with cost 100===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

===Entries on received a supplier invoice that media has accepted===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

====Allocating amounts in the accruals a/c against the supplier invoice====
=====At the same time of receiving/posting the supplier invoice=====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

=====After receiving/posting the supplier invoice=====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

==Using NEOSYS VAT/Sales Tax Accounting for Media==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

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

Enter the default VAT/Sales Tax code to be used in the Schedule File.

[[image:MediaconfigFileInvVAT.jpg]]

===Create a schedule with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Media Configuration File then you must manually add the tax code at the bottom of every schedule that should have tax.

The same tax code will apply to all ads in the schedule

[[image:scheduleFileVATCode.jpg]]

===Create the invoice===

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

[[image:vat3.jpg]]

===Report on Cost VAT Tax===

To get a report on the media cost tax make sure that schedule follows these requirements and then create Media Diary report.

All these points MUST be met, otherwise cost tax will not appear in Media Diary report:

1. "Z" flag should not be used on the schedule line.

2. Schedule has to have any tax code entered, even OZ (0%).

3. Company file main market agrees with the vehicle file market code.

4. Supplier market code is either blank or agrees with the vehicle market code.

If the market code is "UAE" or "KSA" then system will add 5% to COST TAX. HARDCODED currently.

Will be configured per period in the Company File soon and not hard coded since rates and countries may/will change in the future.

===Finance Entries===

====Entries when client is invoice for 120 with cost 100 and 5% VAT====

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

====Entries on received a supplier invoice that media has accepted====
When entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vat4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vat5.jpg]]

==How to record VAT for FOC (free of cost) ads==

Currently in NEOSYS, it is not possible to charge ads free of cost and only charge the VAT amount. Although this can be achieved easily using the Finance module, the below solution is for users who require an invoice for the same purpose.

Use Tax code 'OF' in this situation. Tax description: Reversal of Net amount for FOC ads, Tax amount: 0%.

In Estimate file, enter the FOC amount with the usual 5% tax (OS) in the first line. In the second line, enter the negative of the same FOC amount, this time with 0% tax (tax code OF). The net effect is that the total payable amount will be only the VAT amount recorded in the first line.

Example:

1st line of Estimate:

Amount: 100.00 (FOC amount)

VAT Code: OS (5%)

VAT Amount: 5.00

2nd line of Estimate:

Amount -100.00 (Reversal of FOC amount)

VAT Code: OF (0%)

VAT Amount: 0.00

TOTAL:

Total amount billable before VAT 0.00

Total VAT billable 5.00

Total amount payable after VAT 5.00

==How to handle production costs on media rate cards==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

==Specifying Gross Unit Bill Amount to Client in Ratecards==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

==Specifying Gross Unit Cost to Agency in Ratecards==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

==Restricting Access to Selected Ratecard columns==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

==How to Use and Manage Materials==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

==Using Media Material File==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

==[[Exporting to other finance systems]]==
==Exporting Invoices in Excel Format==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes (only shows first system alias code entry).

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:

#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:

#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

==Getting media executive sales commission statements==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

==Selling TV spots==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

===Setting up the master files===

====Create a vehicle====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

====Create a rate card with standard price brackets====

[[image:tvspots7.jpg]]

====Specify the station programs and break times/durations for every date (there is a way to import as well)====

[[image:tvspots8.jpg]]

===Entering orders from clients===

====Enter ads roughly into programs (not into breaks yet)====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

===Positioning ads in breaks===

====Closer to the actual date position all the ads precisely into breaks====

[[image:tvspots2.jpg]]

====Lets have a look at all ads on July 5th====

[[image:tvspots3.jpg]]

====Select an un-positioned ad====

[[image:tvspots4.jpg]]

====Finally select where in the break this ad should appear compared to other ads.====

There is only one break in this program.

[[image:tvspots5.jpg]]

===Issuing orders to the stations===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

==Understanding the Terminology of words like Invoice/Costs in the Media System==

In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

==Understanding how ads appear in different colors in the schedule==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Orange - Supplier invoice entered
#Black - Invoiced
#Gray - Full Credit Note

e.g. when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/certify wrong or invoice ads etc.

[[image: adcolor1.png]]

[[image: adcolor2.png]]

==Automatic CPM calculation in Schedule File==

If the letters "CPM" are present anywhere in the Specification field in the schedule file, then Gross Unit Cost is converted into Net Unit Cost using a factor of 0.001.

So you can put something like "IMPRESSION CPM*" in the Vehicle Ratecard for automated calculation of cost for digital ads (as shown in screenshot below).

[[image:UsingRatecardCPM1.jpg]] 

Once the above is entered in the ratecard file, then follow the below steps to use the ratecard entry in a schedule file:

#In Schedule file select ratecard. [[image:UsingRatecardCPM2.jpg]] 
#Then select the option required from that ratecard entry. [[image:UsingRatecardCPM3.jpg]] 
#Enter number of impressions in the popup (this popup appears only if "*" is entered in the ratecard file [[image:UsingRatecardCPM4.jpg]] 
#Then the net unit amount gets calculated as shown below. [[image:UsingRatecardCPM5.jpg]] 

==Income Sharing==

This NEOSYS feature provides a method to share any % of income from a particular client between companies.

E.g Company A and B are handling two different Newspaper campaigns for ClientX, a % of the fee amount can then be given to company Z.

Prerequisites:

*In the Client & Brand File, the two fields, "Company" and "%Share of Fee" are used to dictated what percentage of bill fee to share and with which company. See [[Client_%26_Brand_File#Income_Sharing | Client & Brand File Income Sharing]]
*In the Media Configuration file, under section Media Accounting, enter the Media Income Share account code. See [[Media_Configuration_File#Income_Share_A.2Fc_No | Media Config Income Share]]
*In the company file of the company sharing the income, there must be an inter-company account between that company and the company to share income with. See [[Company_File#Other_Companies | Setup intercompany account]]
*A % or amount must be entered into the Fee column on the schedule.

Automatically generated inter-company entries will only be generated if the schedule's bill has a fee amount or % entered.

The amount to be shared is a % of the fee entered in the schedule.

Screenshot below:

#Media Configuration file: Define which media type income account you want the companies to share.
#Client & Brand file: Define which company should receive shared income from other companies and what % of the bill fee should be shared.
#Schedule file: Make sure that an amount or % is entered in the Fee column. Otherwise no income is shared.

[[image:ExampleofSharedIncome.jpg]]

Using NEOSYS Media System

2021-05-16T10:08:52Z

Gregory: /* How to check an Ad status */

==Multi-brand plans and schedules==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

==How to create a media schedule in NEOSYS?==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Copying Plans in NEOSYS==

Note that on pasting into Excel etc it splits each line into multiple lines ONE PER DATE in the grid, but on pasting back into NEOSYS, it combines such lines back up into one schedule line where possible, i.e. the lines that are identical except for the date.

===Copying plans created in Excel to NEOSYS===

#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

===Copying plans created in NEOSYS to Excel===

#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Copy the details from the vehicle lines that you require, as shown below. Crudely select the rows you want to copy or press Ctrl+A to select the whole document, then press Ctrl+C to copy [[File:Schcopy1.png|1500px]] 
#Open Excel and paste (Ctrl+V). [[File:excelop1.png|1500px]] 

===Copying vehicle lines in NEOSYS===

#In the schedule file, copy the vehicle line that you require. (Highlight the details and then press Ctrl+C or press Ctrl+A followed by Ctrl+C for copying all) [[File:Schcopy2.png|1500px]] 
#Go to the Media Vehicle field in the schedule file where you wish to copy the details and paste (Ctrl+V). [[File:Schcopy3.png|1500px]] 

==Choosing a plan or schedule numbering method==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

===Automatic numbering===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

===Manual numbering===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

==Concepts and Calculation under Discounts and other charges==
===What is net amount?===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
| align="center" | g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
| align="center" |xx%g
|-
| align="center" | G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
| align="center" |xx%G
|-
| align="center" | n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
| align="center" |xx%n
|-
| align="center" | N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
| align="center" |xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.6
| align="center" |86.24
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 112
| align="center" |86.24
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |86.24
| align="center" |86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5
| align="center" |85.64
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100
| align="center" |85.64
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.64
| align="center" |85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.04
| align="center" |85.68
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100.8
| align="center" |85.68
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.68
| align="center" |85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +4.03
| align="center" |84.67
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 80.64
| align="center" |84.67
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |84.67
| align="center" |84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

==Booking without showing all discounts and charges from the supplier==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

==Handling Cost to Agency/Cost to Client in online media==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

==Setting up a date range for the appearance of Ads under any media type==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,28 days
Outdoor hoarding site near Airport,1 month
Outdoor hoarding site near Airport,3 months
Outdoor hoarding site near Airport,1 year

*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:

*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen

To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

==How to check an Ad status==

Beside running a Media Diary to check the status of ads of a schedule, there are two other quicker methods. (In normal circumstances there is no difference between the three methods)

#Hanging cursor over an ad date in a vehicle line on a schedule. (See [[Using_NEOSYS_Media_System#Understanding_how_ads_appear_in_different_colors_in_the_schedule | Ad status colour coding]]) [[image:adstatus3.png|400px]] 
#Updating (Changing/Removing) Ad date/material in Dates popup grid will open a different popup that shows ad status per ad on each line. [[image:adstatus.png|1200px]]

==Handling booking of additional dates on already booked lines==
===Situation explained===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

===Solution explained===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

==How to book a schedule with one vehicle in different lines with different currencies==
===Situation explained===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
===Solution explained===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

==How to book specific lines in a schedule with multiple lines of that vehicle==

===Situation explained===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

==Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

==Processing List of Wrong Ads==
Agencies have to cope with the fact that ads placed in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

#In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can follow-up on such ads.

[[image:Pend-ads.png]]

==Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.

*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

==Invoicing “Certified Ads Only” after invoicing “All Ads”==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

#“issue invoice for any uninvoiced ads that are certified”
#“issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

===How to cancel and/or reissue an invoice using a credit note===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

==Credit Notes==
===Credit Notes for reduction in billable cost===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

====What if none of the discount and charge columns are vacant?====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

===Debit Notes for increase in billable amount===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

===Credit Note for reissuing "amended" invoices===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliberate confusion.

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

Do it in the TESTING AND TRAINING DATABASE first time or use PROFORMA option to ensure what you get is correct BEFORE actually issuing actual credit notes and invoices.

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesn't matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesn't matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

===Issuing separate invoices or credit notes for selected discounts and charges===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

===How do I issue a credit note for part of a schedule?===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

==Removing unnecessary items from List of Schedules Pending Invoices==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

==Processing of Incoming Media Supplier Invoices==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The most common practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

===Why should Media Accrual Accounts be Open Item and not Balance Forward?===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

===WIP===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

===Accrued Costs===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

===Process if a supplier invoice is acceptable===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

===If the supplier invoice amount is correct - but doesn't match the booking order cost===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

===If the supplier invoice is acceptable for posting===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

===Locating long overdue Supplier Invoices/Credit Notes===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

===Writing-off long overdue Supplier Invoices/Credit Notes===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

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

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

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

===Processing wrong Incoming Media Supplier Invoices===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

#In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

==Accounting entries created by the Media System==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

===Entries when client is invoice for 120 with cost 100===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

===Entries on received a supplier invoice that media has accepted===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

====Allocating amounts in the accruals a/c against the supplier invoice====
=====At the same time of receiving/posting the supplier invoice=====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

=====After receiving/posting the supplier invoice=====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

==Using NEOSYS VAT/Sales Tax Accounting for Media==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

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

Enter the default VAT/Sales Tax code to be used in the Schedule File.

[[image:MediaconfigFileInvVAT.jpg]]

===Create a schedule with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Media Configuration File then you must manually add the tax code at the bottom of every schedule that should have tax.

The same tax code will apply to all ads in the schedule

[[image:scheduleFileVATCode.jpg]]

===Create the invoice===

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

[[image:vat3.jpg]]

===Report on Cost VAT Tax===

To get a report on the media cost tax make sure that schedule follows these requirements and then create Media Diary report.

All these points MUST be met, otherwise cost tax will not appear in Media Diary report:

1. "Z" flag should not be used on the schedule line.

2. Schedule has to have any tax code entered, even OZ (0%).

3. Company file main market agrees with the vehicle file market code.

4. Supplier market code is either blank or agrees with the vehicle market code.

If the market code is "UAE" or "KSA" then system will add 5% to COST TAX. HARDCODED currently.

Will be configured per period in the Company File soon and not hard coded since rates and countries may/will change in the future.

===Finance Entries===

====Entries when client is invoice for 120 with cost 100 and 5% VAT====

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

====Entries on received a supplier invoice that media has accepted====
When entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vat4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vat5.jpg]]

==How to record VAT for FOC (free of cost) ads==

Currently in NEOSYS, it is not possible to charge ads free of cost and only charge the VAT amount. Although this can be achieved easily using the Finance module, the below solution is for users who require an invoice for the same purpose.

Use Tax code 'OF' in this situation. Tax description: Reversal of Net amount for FOC ads, Tax amount: 0%.

In Estimate file, enter the FOC amount with the usual 5% tax (OS) in the first line. In the second line, enter the negative of the same FOC amount, this time with 0% tax (tax code OF). The net effect is that the total payable amount will be only the VAT amount recorded in the first line.

Example:

1st line of Estimate:

Amount: 100.00 (FOC amount)

VAT Code: OS (5%)

VAT Amount: 5.00

2nd line of Estimate:

Amount -100.00 (Reversal of FOC amount)

VAT Code: OF (0%)

VAT Amount: 0.00

TOTAL:

Total amount billable before VAT 0.00

Total VAT billable 5.00

Total amount payable after VAT 5.00

==How to handle production costs on media rate cards==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

==Specifying Gross Unit Bill Amount to Client in Ratecards==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

==Specifying Gross Unit Cost to Agency in Ratecards==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

==Restricting Access to Selected Ratecard columns==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

==How to Use and Manage Materials==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

==Using Media Material File==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

==[[Exporting to other finance systems]]==
==Exporting Invoices in Excel Format==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes (only shows first system alias code entry).

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:

#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:

#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

==Getting media executive sales commission statements==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

==Selling TV spots==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

===Setting up the master files===

====Create a vehicle====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

====Create a rate card with standard price brackets====

[[image:tvspots7.jpg]]

====Specify the station programs and break times/durations for every date (there is a way to import as well)====

[[image:tvspots8.jpg]]

===Entering orders from clients===

====Enter ads roughly into programs (not into breaks yet)====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

===Positioning ads in breaks===

====Closer to the actual date position all the ads precisely into breaks====

[[image:tvspots2.jpg]]

====Lets have a look at all ads on July 5th====

[[image:tvspots3.jpg]]

====Select an un-positioned ad====

[[image:tvspots4.jpg]]

====Finally select where in the break this ad should appear compared to other ads.====

There is only one break in this program.

[[image:tvspots5.jpg]]

===Issuing orders to the stations===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

==Understanding the Terminology of words like Invoice/Costs in the Media System==

In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

==Understanding how ads appear in different colors in the schedule==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Orange - Supplier invoice entered
#Black - Invoiced
#Gray - Full Credit Note

e.g. when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/certify wrong or invoice ads etc.

[[image: adcolor1.png]]

[[image: adcolor2.png]]

==Automatic CPM calculation in Schedule File==

If the letters "CPM" are present anywhere in the Specification field in the schedule file, then Gross Unit Cost is converted into Net Unit Cost using a factor of 0.001.

So you can put something like "IMPRESSION CPM*" in the Vehicle Ratecard for automated calculation of cost for digital ads (as shown in screenshot below).

[[image:UsingRatecardCPM1.jpg]] 

Once the above is entered in the ratecard file, then follow the below steps to use the ratecard entry in a schedule file:

#In Schedule file select ratecard. [[image:UsingRatecardCPM2.jpg]] 
#Then select the option required from that ratecard entry. [[image:UsingRatecardCPM3.jpg]] 
#Enter number of impressions in the popup (this popup appears only if "*" is entered in the ratecard file [[image:UsingRatecardCPM4.jpg]] 
#Then the net unit amount gets calculated as shown below. [[image:UsingRatecardCPM5.jpg]] 

==Income Sharing==

This NEOSYS feature provides a method to share any % of income from a particular client between companies.

E.g Company A and B are handling two different Newspaper campaigns for ClientX, a % of the fee amount can then be given to company Z.

Prerequisites:

*In the Client & Brand File, the two fields, "Company" and "%Share of Fee" are used to dictated what percentage of bill fee to share and with which company. See [[Client_%26_Brand_File#Income_Sharing | Client & Brand File Income Sharing]]
*In the Media Configuration file, under section Media Accounting, enter the Media Income Share account code. See [[Media_Configuration_File#Income_Share_A.2Fc_No | Media Config Income Share]]
*In the company file of the company sharing the income, there must be an inter-company account between that company and the company to share income with. See [[Company_File#Other_Companies | Setup intercompany account]]
*A % or amount must be entered into the Fee column on the schedule.

Automatically generated inter-company entries will only be generated if the schedule's bill has a fee amount or % entered.

The amount to be shared is a % of the fee entered in the schedule.

Screenshot below:

#Media Configuration file: Define which media type income account you want the companies to share.
#Client & Brand file: Define which company should receive shared income from other companies and what % of the bill fee should be shared.
#Schedule file: Make sure that an amount or % is entered in the Fee column. Otherwise no income is shared.

[[image:ExampleofSharedIncome.jpg]]

Using NEOSYS Media System

2021-05-16T09:42:56Z

Gregory: /* Understanding where ad status information is stored */

==Multi-brand plans and schedules==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

==How to create a media schedule in NEOSYS?==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Copying Plans in NEOSYS==

Note that on pasting into Excel etc it splits each line into multiple lines ONE PER DATE in the grid, but on pasting back into NEOSYS, it combines such lines back up into one schedule line where possible, i.e. the lines that are identical except for the date.

===Copying plans created in Excel to NEOSYS===

#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

===Copying plans created in NEOSYS to Excel===

#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Copy the details from the vehicle lines that you require, as shown below. Crudely select the rows you want to copy or press Ctrl+A to select the whole document, then press Ctrl+C to copy [[File:Schcopy1.png|1500px]] 
#Open Excel and paste (Ctrl+V). [[File:excelop1.png|1500px]] 

===Copying vehicle lines in NEOSYS===

#In the schedule file, copy the vehicle line that you require. (Highlight the details and then press Ctrl+C or press Ctrl+A followed by Ctrl+C for copying all) [[File:Schcopy2.png|1500px]] 
#Go to the Media Vehicle field in the schedule file where you wish to copy the details and paste (Ctrl+V). [[File:Schcopy3.png|1500px]] 

==Choosing a plan or schedule numbering method==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

===Automatic numbering===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

===Manual numbering===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

==Concepts and Calculation under Discounts and other charges==
===What is net amount?===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
| align="center" | g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
| align="center" |xx%g
|-
| align="center" | G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
| align="center" |xx%G
|-
| align="center" | n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
| align="center" |xx%n
|-
| align="center" | N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
| align="center" |xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.6
| align="center" |86.24
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 112
| align="center" |86.24
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |86.24
| align="center" |86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5
| align="center" |85.64
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100
| align="center" |85.64
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.64
| align="center" |85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.04
| align="center" |85.68
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100.8
| align="center" |85.68
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.68
| align="center" |85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +4.03
| align="center" |84.67
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 80.64
| align="center" |84.67
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |84.67
| align="center" |84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

==Booking without showing all discounts and charges from the supplier==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

==Handling Cost to Agency/Cost to Client in online media==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

==Setting up a date range for the appearance of Ads under any media type==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,28 days
Outdoor hoarding site near Airport,1 month
Outdoor hoarding site near Airport,3 months
Outdoor hoarding site near Airport,1 year

*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:

*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen

To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

==How to check an Ad status==

Beside running a Media Diary to check the status of ads of a schedule, there are two other quick ways. (In normal circumstances there is no difference between the three methods)

#Hanging cursor over an ad date in a vehicle line on a schedule. (See [[Using_NEOSYS_Media_System#Understanding_how_ads_appear_in_different_colors_in_the_schedule | Ad status colour coding]]) [[image:adstatus3.png|400px]] 
#Updating (Changing/Removing) Ad date/material in Dates popup grid will open a different popup that shows ad status per ad on each line. [[image:adstatus.png|900px]]

You can see the status information stored in the Schedule File on the Dates popup as follows:

#NEOSYS will open a popup after you change/remove ads Change/remove ads that has been e.g booked and invoiced. [[image:Adstaus.png|400px]]
#Then a popup will list the ads on that date and all the status information available in the schedule.

The ad status information in the schedule is used when NEOSYS support team uses the CREATEADS procedure to recreate the media diary files and reports.

==Handling booking of additional dates on already booked lines==
===Situation explained===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

===Solution explained===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

==How to book a schedule with one vehicle in different lines with different currencies==
===Situation explained===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
===Solution explained===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

==How to book specific lines in a schedule with multiple lines of that vehicle==

===Situation explained===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

==Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

==Processing List of Wrong Ads==
Agencies have to cope with the fact that ads placed in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

#In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can follow-up on such ads.

[[image:Pend-ads.png]]

==Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.

*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

==Invoicing “Certified Ads Only” after invoicing “All Ads”==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

#“issue invoice for any uninvoiced ads that are certified”
#“issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

===How to cancel and/or reissue an invoice using a credit note===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

==Credit Notes==
===Credit Notes for reduction in billable cost===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

====What if none of the discount and charge columns are vacant?====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

===Debit Notes for increase in billable amount===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

===Credit Note for reissuing "amended" invoices===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliberate confusion.

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

Do it in the TESTING AND TRAINING DATABASE first time or use PROFORMA option to ensure what you get is correct BEFORE actually issuing actual credit notes and invoices.

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesn't matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesn't matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

===Issuing separate invoices or credit notes for selected discounts and charges===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

===How do I issue a credit note for part of a schedule?===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

==Removing unnecessary items from List of Schedules Pending Invoices==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

==Processing of Incoming Media Supplier Invoices==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The most common practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

===Why should Media Accrual Accounts be Open Item and not Balance Forward?===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

===WIP===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

===Accrued Costs===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

===Process if a supplier invoice is acceptable===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

===If the supplier invoice amount is correct - but doesn't match the booking order cost===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

===If the supplier invoice is acceptable for posting===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

===Locating long overdue Supplier Invoices/Credit Notes===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

===Writing-off long overdue Supplier Invoices/Credit Notes===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

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

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

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

===Processing wrong Incoming Media Supplier Invoices===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

#In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

==Accounting entries created by the Media System==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

===Entries when client is invoice for 120 with cost 100===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

===Entries on received a supplier invoice that media has accepted===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

====Allocating amounts in the accruals a/c against the supplier invoice====
=====At the same time of receiving/posting the supplier invoice=====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

=====After receiving/posting the supplier invoice=====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

==Using NEOSYS VAT/Sales Tax Accounting for Media==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

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

Enter the default VAT/Sales Tax code to be used in the Schedule File.

[[image:MediaconfigFileInvVAT.jpg]]

===Create a schedule with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Media Configuration File then you must manually add the tax code at the bottom of every schedule that should have tax.

The same tax code will apply to all ads in the schedule

[[image:scheduleFileVATCode.jpg]]

===Create the invoice===

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

[[image:vat3.jpg]]

===Report on Cost VAT Tax===

To get a report on the media cost tax make sure that schedule follows these requirements and then create Media Diary report.

All these points MUST be met, otherwise cost tax will not appear in Media Diary report:

1. "Z" flag should not be used on the schedule line.

2. Schedule has to have any tax code entered, even OZ (0%).

3. Company file main market agrees with the vehicle file market code.

4. Supplier market code is either blank or agrees with the vehicle market code.

If the market code is "UAE" or "KSA" then system will add 5% to COST TAX. HARDCODED currently.

Will be configured per period in the Company File soon and not hard coded since rates and countries may/will change in the future.

===Finance Entries===

====Entries when client is invoice for 120 with cost 100 and 5% VAT====

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

====Entries on received a supplier invoice that media has accepted====
When entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vat4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vat5.jpg]]

==How to record VAT for FOC (free of cost) ads==

Currently in NEOSYS, it is not possible to charge ads free of cost and only charge the VAT amount. Although this can be achieved easily using the Finance module, the below solution is for users who require an invoice for the same purpose.

Use Tax code 'OF' in this situation. Tax description: Reversal of Net amount for FOC ads, Tax amount: 0%.

In Estimate file, enter the FOC amount with the usual 5% tax (OS) in the first line. In the second line, enter the negative of the same FOC amount, this time with 0% tax (tax code OF). The net effect is that the total payable amount will be only the VAT amount recorded in the first line.

Example:

1st line of Estimate:

Amount: 100.00 (FOC amount)

VAT Code: OS (5%)

VAT Amount: 5.00

2nd line of Estimate:

Amount -100.00 (Reversal of FOC amount)

VAT Code: OF (0%)

VAT Amount: 0.00

TOTAL:

Total amount billable before VAT 0.00

Total VAT billable 5.00

Total amount payable after VAT 5.00

==How to handle production costs on media rate cards==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

==Specifying Gross Unit Bill Amount to Client in Ratecards==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

==Specifying Gross Unit Cost to Agency in Ratecards==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

==Restricting Access to Selected Ratecard columns==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

==How to Use and Manage Materials==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

==Using Media Material File==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

==[[Exporting to other finance systems]]==
==Exporting Invoices in Excel Format==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes (only shows first system alias code entry).

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:

#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:

#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

==Getting media executive sales commission statements==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

==Selling TV spots==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

===Setting up the master files===

====Create a vehicle====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

====Create a rate card with standard price brackets====

[[image:tvspots7.jpg]]

====Specify the station programs and break times/durations for every date (there is a way to import as well)====

[[image:tvspots8.jpg]]

===Entering orders from clients===

====Enter ads roughly into programs (not into breaks yet)====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

===Positioning ads in breaks===

====Closer to the actual date position all the ads precisely into breaks====

[[image:tvspots2.jpg]]

====Lets have a look at all ads on July 5th====

[[image:tvspots3.jpg]]

====Select an un-positioned ad====

[[image:tvspots4.jpg]]

====Finally select where in the break this ad should appear compared to other ads.====

There is only one break in this program.

[[image:tvspots5.jpg]]

===Issuing orders to the stations===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

==Understanding the Terminology of words like Invoice/Costs in the Media System==

In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

==Understanding how ads appear in different colors in the schedule==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Orange - Supplier invoice entered
#Black - Invoiced
#Gray - Full Credit Note

e.g. when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/certify wrong or invoice ads etc.

[[image: adcolor1.png]]

[[image: adcolor2.png]]

==Automatic CPM calculation in Schedule File==

If the letters "CPM" are present anywhere in the Specification field in the schedule file, then Gross Unit Cost is converted into Net Unit Cost using a factor of 0.001.

So you can put something like "IMPRESSION CPM*" in the Vehicle Ratecard for automated calculation of cost for digital ads (as shown in screenshot below).

[[image:UsingRatecardCPM1.jpg]] 

Once the above is entered in the ratecard file, then follow the below steps to use the ratecard entry in a schedule file:

#In Schedule file select ratecard. [[image:UsingRatecardCPM2.jpg]] 
#Then select the option required from that ratecard entry. [[image:UsingRatecardCPM3.jpg]] 
#Enter number of impressions in the popup (this popup appears only if "*" is entered in the ratecard file [[image:UsingRatecardCPM4.jpg]] 
#Then the net unit amount gets calculated as shown below. [[image:UsingRatecardCPM5.jpg]] 

==Income Sharing==

This NEOSYS feature provides a method to share any % of income from a particular client between companies.

E.g Company A and B are handling two different Newspaper campaigns for ClientX, a % of the fee amount can then be given to company Z.

Prerequisites:

*In the Client & Brand File, the two fields, "Company" and "%Share of Fee" are used to dictated what percentage of bill fee to share and with which company. See [[Client_%26_Brand_File#Income_Sharing | Client & Brand File Income Sharing]]
*In the Media Configuration file, under section Media Accounting, enter the Media Income Share account code. See [[Media_Configuration_File#Income_Share_A.2Fc_No | Media Config Income Share]]
*In the company file of the company sharing the income, there must be an inter-company account between that company and the company to share income with. See [[Company_File#Other_Companies | Setup intercompany account]]
*A % or amount must be entered into the Fee column on the schedule.

Automatically generated inter-company entries will only be generated if the schedule's bill has a fee amount or % entered.

The amount to be shared is a % of the fee entered in the schedule.

Screenshot below:

#Media Configuration file: Define which media type income account you want the companies to share.
#Client & Brand file: Define which company should receive shared income from other companies and what % of the bill fee should be shared.
#Schedule file: Make sure that an amount or % is entered in the Fee column. Otherwise no income is shared.

[[image:ExampleofSharedIncome.jpg]]

File:Adstaus.png

2021-05-16T08:50:31Z

Gregory:

File:Adstatus3.png

2021-05-16T08:18:55Z

Gregory: Ad Status from hanging cursor on ad date in vehicle lines.

== Summary ==
Ad Status from hanging cursor on ad date in vehicle lines.

Using NEOSYS Media System

2021-05-16T07:52:30Z

Gregory: /* Understanding where ad status information is stored */

==Multi-brand plans and schedules==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

==How to create a media schedule in NEOSYS?==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Copying Plans in NEOSYS==

Note that on pasting into Excel etc it splits each line into multiple lines ONE PER DATE in the grid, but on pasting back into NEOSYS, it combines such lines back up into one schedule line where possible, i.e. the lines that are identical except for the date.

===Copying plans created in Excel to NEOSYS===

#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

===Copying plans created in NEOSYS to Excel===

#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Copy the details from the vehicle lines that you require, as shown below. Crudely select the rows you want to copy or press Ctrl+A to select the whole document, then press Ctrl+C to copy [[File:Schcopy1.png|1500px]] 
#Open Excel and paste (Ctrl+V). [[File:excelop1.png|1500px]] 

===Copying vehicle lines in NEOSYS===

#In the schedule file, copy the vehicle line that you require. (Highlight the details and then press Ctrl+C or press Ctrl+A followed by Ctrl+C for copying all) [[File:Schcopy2.png|1500px]] 
#Go to the Media Vehicle field in the schedule file where you wish to copy the details and paste (Ctrl+V). [[File:Schcopy3.png|1500px]] 

==Choosing a plan or schedule numbering method==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

===Automatic numbering===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

===Manual numbering===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

==Concepts and Calculation under Discounts and other charges==
===What is net amount?===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
| align="center" | g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
| align="center" |xx%g
|-
| align="center" | G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
| align="center" |xx%G
|-
| align="center" | n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
| align="center" |xx%n
|-
| align="center" | N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
| align="center" |xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.6
| align="center" |86.24
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 112
| align="center" |86.24
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |86.24
| align="center" |86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5
| align="center" |85.64
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100
| align="center" |85.64
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.64
| align="center" |85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.04
| align="center" |85.68
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100.8
| align="center" |85.68
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.68
| align="center" |85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +4.03
| align="center" |84.67
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 80.64
| align="center" |84.67
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |84.67
| align="center" |84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

==Booking without showing all discounts and charges from the supplier==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

==Handling Cost to Agency/Cost to Client in online media==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

==Setting up a date range for the appearance of Ads under any media type==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,28 days
Outdoor hoarding site near Airport,1 month
Outdoor hoarding site near Airport,3 months
Outdoor hoarding site near Airport,1 year

*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:

*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen

To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

==Understanding where ad status information is stored==

Normally one can see ad status like booked, certified, invoiced etc per ad in the media diary but another copy of the same information is also stored internally in the schedule record.

In normal circumstances, the media diary and the internal information in the schedule should always be identical.

The ad status information in the schedule is used when NEOSYS support team uses the CREATEADS procedure to recreate the media diary files and reports.

You can see the status information stored in the Schedule File on the Dates popup as follows:

#Change/delete the ads on any date that has been booked. [[image:adstatus.png|250px]]
#Then a popup will list the ads on that date and all the status information available in the schedule. [[image: adstatus2.png|1400px]]

==Handling booking of additional dates on already booked lines==
===Situation explained===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

===Solution explained===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

==How to book a schedule with one vehicle in different lines with different currencies==
===Situation explained===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
===Solution explained===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

==How to book specific lines in a schedule with multiple lines of that vehicle==

===Situation explained===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

==Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

==Processing List of Wrong Ads==
Agencies have to cope with the fact that ads placed in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

#In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can follow-up on such ads.

[[image:Pend-ads.png]]

==Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.

*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

==Invoicing “Certified Ads Only” after invoicing “All Ads”==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

#“issue invoice for any uninvoiced ads that are certified”
#“issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

===How to cancel and/or reissue an invoice using a credit note===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

==Credit Notes==
===Credit Notes for reduction in billable cost===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

====What if none of the discount and charge columns are vacant?====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

===Debit Notes for increase in billable amount===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

===Credit Note for reissuing "amended" invoices===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliberate confusion.

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

Do it in the TESTING AND TRAINING DATABASE first time or use PROFORMA option to ensure what you get is correct BEFORE actually issuing actual credit notes and invoices.

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesn't matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesn't matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

===Issuing separate invoices or credit notes for selected discounts and charges===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

===How do I issue a credit note for part of a schedule?===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

==Removing unnecessary items from List of Schedules Pending Invoices==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

==Processing of Incoming Media Supplier Invoices==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The most common practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

===Why should Media Accrual Accounts be Open Item and not Balance Forward?===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

===WIP===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

===Accrued Costs===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

===Process if a supplier invoice is acceptable===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

===If the supplier invoice amount is correct - but doesn't match the booking order cost===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

===If the supplier invoice is acceptable for posting===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

===Locating long overdue Supplier Invoices/Credit Notes===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

===Writing-off long overdue Supplier Invoices/Credit Notes===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

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

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

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

===Processing wrong Incoming Media Supplier Invoices===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

#In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

==Accounting entries created by the Media System==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

===Entries when client is invoice for 120 with cost 100===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

===Entries on received a supplier invoice that media has accepted===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

====Allocating amounts in the accruals a/c against the supplier invoice====
=====At the same time of receiving/posting the supplier invoice=====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

=====After receiving/posting the supplier invoice=====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

==Using NEOSYS VAT/Sales Tax Accounting for Media==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

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

Enter the default VAT/Sales Tax code to be used in the Schedule File.

[[image:MediaconfigFileInvVAT.jpg]]

===Create a schedule with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Media Configuration File then you must manually add the tax code at the bottom of every schedule that should have tax.

The same tax code will apply to all ads in the schedule

[[image:scheduleFileVATCode.jpg]]

===Create the invoice===

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

[[image:vat3.jpg]]

===Report on Cost VAT Tax===

To get a report on the media cost tax make sure that schedule follows these requirements and then create Media Diary report.

All these points MUST be met, otherwise cost tax will not appear in Media Diary report:

1. "Z" flag should not be used on the schedule line.

2. Schedule has to have any tax code entered, even OZ (0%).

3. Company file main market agrees with the vehicle file market code.

4. Supplier market code is either blank or agrees with the vehicle market code.

If the market code is "UAE" or "KSA" then system will add 5% to COST TAX. HARDCODED currently.

Will be configured per period in the Company File soon and not hard coded since rates and countries may/will change in the future.

===Finance Entries===

====Entries when client is invoice for 120 with cost 100 and 5% VAT====

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

====Entries on received a supplier invoice that media has accepted====
When entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vat4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vat5.jpg]]

==How to record VAT for FOC (free of cost) ads==

Currently in NEOSYS, it is not possible to charge ads free of cost and only charge the VAT amount. Although this can be achieved easily using the Finance module, the below solution is for users who require an invoice for the same purpose.

Use Tax code 'OF' in this situation. Tax description: Reversal of Net amount for FOC ads, Tax amount: 0%.

In Estimate file, enter the FOC amount with the usual 5% tax (OS) in the first line. In the second line, enter the negative of the same FOC amount, this time with 0% tax (tax code OF). The net effect is that the total payable amount will be only the VAT amount recorded in the first line.

Example:

1st line of Estimate:

Amount: 100.00 (FOC amount)

VAT Code: OS (5%)

VAT Amount: 5.00

2nd line of Estimate:

Amount -100.00 (Reversal of FOC amount)

VAT Code: OF (0%)

VAT Amount: 0.00

TOTAL:

Total amount billable before VAT 0.00

Total VAT billable 5.00

Total amount payable after VAT 5.00

==How to handle production costs on media rate cards==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

==Specifying Gross Unit Bill Amount to Client in Ratecards==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

==Specifying Gross Unit Cost to Agency in Ratecards==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

==Restricting Access to Selected Ratecard columns==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

==How to Use and Manage Materials==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

==Using Media Material File==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

==[[Exporting to other finance systems]]==
==Exporting Invoices in Excel Format==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes (only shows first system alias code entry).

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:

#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:

#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

==Getting media executive sales commission statements==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

==Selling TV spots==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

===Setting up the master files===

====Create a vehicle====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

====Create a rate card with standard price brackets====

[[image:tvspots7.jpg]]

====Specify the station programs and break times/durations for every date (there is a way to import as well)====

[[image:tvspots8.jpg]]

===Entering orders from clients===

====Enter ads roughly into programs (not into breaks yet)====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

===Positioning ads in breaks===

====Closer to the actual date position all the ads precisely into breaks====

[[image:tvspots2.jpg]]

====Lets have a look at all ads on July 5th====

[[image:tvspots3.jpg]]

====Select an un-positioned ad====

[[image:tvspots4.jpg]]

====Finally select where in the break this ad should appear compared to other ads.====

There is only one break in this program.

[[image:tvspots5.jpg]]

===Issuing orders to the stations===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

==Understanding the Terminology of words like Invoice/Costs in the Media System==

In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

==Understanding how ads appear in different colors in the schedule==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Orange - Supplier invoice entered
#Black - Invoiced
#Gray - Full Credit Note

e.g. when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/certify wrong or invoice ads etc.

[[image: adcolor1.png]]

[[image: adcolor2.png]]

==Automatic CPM calculation in Schedule File==

If the letters "CPM" are present anywhere in the Specification field in the schedule file, then Gross Unit Cost is converted into Net Unit Cost using a factor of 0.001.

So you can put something like "IMPRESSION CPM*" in the Vehicle Ratecard for automated calculation of cost for digital ads (as shown in screenshot below).

[[image:UsingRatecardCPM1.jpg]] 

Once the above is entered in the ratecard file, then follow the below steps to use the ratecard entry in a schedule file:

#In Schedule file select ratecard. [[image:UsingRatecardCPM2.jpg]] 
#Then select the option required from that ratecard entry. [[image:UsingRatecardCPM3.jpg]] 
#Enter number of impressions in the popup (this popup appears only if "*" is entered in the ratecard file [[image:UsingRatecardCPM4.jpg]] 
#Then the net unit amount gets calculated as shown below. [[image:UsingRatecardCPM5.jpg]] 

==Income Sharing==

This NEOSYS feature provides a method to share any % of income from a particular client between companies.

E.g Company A and B are handling two different Newspaper campaigns for ClientX, a % of the fee amount can then be given to company Z.

Prerequisites:

*In the Client & Brand File, the two fields, "Company" and "%Share of Fee" are used to dictated what percentage of bill fee to share and with which company. See [[Client_%26_Brand_File#Income_Sharing | Client & Brand File Income Sharing]]
*In the Media Configuration file, under section Media Accounting, enter the Media Income Share account code. See [[Media_Configuration_File#Income_Share_A.2Fc_No | Media Config Income Share]]
*In the company file of the company sharing the income, there must be an inter-company account between that company and the company to share income with. See [[Company_File#Other_Companies | Setup intercompany account]]
*A % or amount must be entered into the Fee column on the schedule.

Automatically generated inter-company entries will only be generated if the schedule's bill has a fee amount or % entered.

The amount to be shared is a % of the fee entered in the schedule.

Screenshot below:

#Media Configuration file: Define which media type income account you want the companies to share.
#Client & Brand file: Define which company should receive shared income from other companies and what % of the bill fee should be shared.
#Schedule file: Make sure that an amount or % is entered in the Fee column. Otherwise no income is shared.

[[image:ExampleofSharedIncome.jpg]]

Using NEOSYS Media System

2021-05-16T07:43:35Z

Gregory: /* Understanding where ad status information is stored */

==Multi-brand plans and schedules==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

==How to create a media schedule in NEOSYS?==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

==Copying Plans in NEOSYS==

Note that on pasting into Excel etc it splits each line into multiple lines ONE PER DATE in the grid, but on pasting back into NEOSYS, it combines such lines back up into one schedule line where possible, i.e. the lines that are identical except for the date.

===Copying plans created in Excel to NEOSYS===

#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

===Copying plans created in NEOSYS to Excel===

#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Copy the details from the vehicle lines that you require, as shown below. Crudely select the rows you want to copy or press Ctrl+A to select the whole document, then press Ctrl+C to copy [[File:Schcopy1.png|1500px]] 
#Open Excel and paste (Ctrl+V). [[File:excelop1.png|1500px]] 

===Copying vehicle lines in NEOSYS===

#In the schedule file, copy the vehicle line that you require. (Highlight the details and then press Ctrl+C or press Ctrl+A followed by Ctrl+C for copying all) [[File:Schcopy2.png|1500px]] 
#Go to the Media Vehicle field in the schedule file where you wish to copy the details and paste (Ctrl+V). [[File:Schcopy3.png|1500px]] 

==Choosing a plan or schedule numbering method==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

===Automatic numbering===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

===Manual numbering===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

==Concepts and Calculation under Discounts and other charges==
===What is net amount?===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
| align="center" | g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
| align="center" |xx%g
|-
| align="center" | G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
| align="center" |xx%G
|-
| align="center" | n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
| align="center" |xx%n
|-
| align="center" | N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
| align="center" |xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.6
| align="center" |86.24
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 112
| align="center" |86.24
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |86.24
| align="center" |86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5
| align="center" |85.64
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100
| align="center" |85.64
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.64
| align="center" |85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +5.04
| align="center" |85.68
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 100.8
| align="center" |85.68
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |85.68
| align="center" |85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" width="65%" border="1"
|-
! rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
| align="center" |Value (AED)
| align="center" |100
| align="center" | +12
| align="center" | -11.2
| align="center" | -20.16
| style="background-color:#00FF00" align="center" | +4.03
| align="center" |84.67
|-
| align="center" |Explanation
| align="center" |
| align="center" | +12% of 100
| align="center" | -10% of 112
| align="center" | -20% of 100.8
| style="background-color:#00FF00" align="center" | +5% of 80.64
| align="center" |84.67
|-
| align="center" |Cumulative
| align="center" |100
| align="center" |112
| align="center" |100.8
| align="center" |80.64
| align="center" |84.67
| align="center" |84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

==Booking without showing all discounts and charges from the supplier==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

==Handling Cost to Agency/Cost to Client in online media==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

==Setting up a date range for the appearance of Ads under any media type==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,28 days
Outdoor hoarding site near Airport,1 month
Outdoor hoarding site near Airport,3 months
Outdoor hoarding site near Airport,1 year

*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:

*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen

To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

==Understanding where ad status information is stored==

Normally one can see ad status like booked, certified, invoiced etc per ad in the media diary but another copy of the same information is also stored internally in the schedule record.

In normal circumstances, the media diary and the internal information in the schedule should always be identical.

The ad status information in the schedule is used when NEOSYS support team uses the CREATEADS procedure to recreate the media diary files and reports.

You can see the status information stored in the Schedule File on the Dates popup as follows:

#Change/delete the ads on any date that has been booked.
#*[[image:adstatus.png|250px]]
#Then a popup will list the ads on that date and all the status information available in the schedule.
#*[[image: adstatus2.png|250px]]

==Handling booking of additional dates on already booked lines==
===Situation explained===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

===Solution explained===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

==How to book a schedule with one vehicle in different lines with different currencies==
===Situation explained===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
===Solution explained===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

==How to book specific lines in a schedule with multiple lines of that vehicle==

===Situation explained===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

==Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

==Processing List of Wrong Ads==
Agencies have to cope with the fact that ads placed in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

#In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can follow-up on such ads.

[[image:Pend-ads.png]]

==Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.

*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

==Invoicing “Certified Ads Only” after invoicing “All Ads”==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

#“issue invoice for any uninvoiced ads that are certified”
#“issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

==Cancelling or Amending Incorrect Client Invoices==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

===How to cancel and/or reissue an invoice using a credit note===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

==Credit Notes==
===Credit Notes for reduction in billable cost===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

====What if none of the discount and charge columns are vacant?====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

===Debit Notes for increase in billable amount===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

===Credit Note for reissuing "amended" invoices===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliberate confusion.

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

Do it in the TESTING AND TRAINING DATABASE first time or use PROFORMA option to ensure what you get is correct BEFORE actually issuing actual credit notes and invoices.

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesn't matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesn't matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

===Issuing separate invoices or credit notes for selected discounts and charges===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

===How do I issue a credit note for part of a schedule?===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

==Removing unnecessary items from List of Schedules Pending Invoices==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

==Processing of Incoming Media Supplier Invoices==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The most common practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

===Why should Media Accrual Accounts be Open Item and not Balance Forward?===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

===WIP===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

===Accrued Costs===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

===Process if a supplier invoice is acceptable===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

===If the supplier invoice amount is correct - but doesn't match the booking order cost===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

===If the supplier invoice is acceptable for posting===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

===Locating long overdue Supplier Invoices/Credit Notes===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

===Writing-off long overdue Supplier Invoices/Credit Notes===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

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

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

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

===Processing wrong Incoming Media Supplier Invoices===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

#In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
#Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

==Accounting entries created by the Media System==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

===Entries when client is invoice for 120 with cost 100===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

===Entries on received a supplier invoice that media has accepted===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

====Allocating amounts in the accruals a/c against the supplier invoice====
=====At the same time of receiving/posting the supplier invoice=====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

=====After receiving/posting the supplier invoice=====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

==Using NEOSYS VAT/Sales Tax Accounting for Media==

===[[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]]===

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

Enter the default VAT/Sales Tax code to be used in the Schedule File.

[[image:MediaconfigFileInvVAT.jpg]]

===Create a schedule with VAT/Tax%===

If a standard VAT/Sales Tax% is not defined in the Media Configuration File then you must manually add the tax code at the bottom of every schedule that should have tax.

The same tax code will apply to all ads in the schedule

[[image:scheduleFileVATCode.jpg]]

===Create the invoice===

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

[[image:vat3.jpg]]

===Report on Cost VAT Tax===

To get a report on the media cost tax make sure that schedule follows these requirements and then create Media Diary report.

All these points MUST be met, otherwise cost tax will not appear in Media Diary report:

1. "Z" flag should not be used on the schedule line.

2. Schedule has to have any tax code entered, even OZ (0%).

3. Company file main market agrees with the vehicle file market code.

4. Supplier market code is either blank or agrees with the vehicle market code.

If the market code is "UAE" or "KSA" then system will add 5% to COST TAX. HARDCODED currently.

Will be configured per period in the Company File soon and not hard coded since rates and countries may/will change in the future.

===Finance Entries===

====Entries when client is invoice for 120 with cost 100 and 5% VAT====

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

====Entries on received a supplier invoice that media has accepted====
When entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

===Post the Sales Invoice Journal created===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vat4.jpg]]

===Check that the Sale Tax A/c is correct===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vat5.jpg]]

==How to record VAT for FOC (free of cost) ads==

Currently in NEOSYS, it is not possible to charge ads free of cost and only charge the VAT amount. Although this can be achieved easily using the Finance module, the below solution is for users who require an invoice for the same purpose.

Use Tax code 'OF' in this situation. Tax description: Reversal of Net amount for FOC ads, Tax amount: 0%.

In Estimate file, enter the FOC amount with the usual 5% tax (OS) in the first line. In the second line, enter the negative of the same FOC amount, this time with 0% tax (tax code OF). The net effect is that the total payable amount will be only the VAT amount recorded in the first line.

Example:

1st line of Estimate:

Amount: 100.00 (FOC amount)

VAT Code: OS (5%)

VAT Amount: 5.00

2nd line of Estimate:

Amount -100.00 (Reversal of FOC amount)

VAT Code: OF (0%)

VAT Amount: 0.00

TOTAL:

Total amount billable before VAT 0.00

Total VAT billable 5.00

Total amount payable after VAT 5.00

==How to handle production costs on media rate cards==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

==Specifying Gross Unit Bill Amount to Client in Ratecards==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

==Specifying Gross Unit Cost to Agency in Ratecards==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

==Restricting Access to Selected Ratecard columns==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

==How to Use and Manage Materials==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

==Using Media Material File==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

==[[Exporting to other finance systems]]==
==Exporting Invoices in Excel Format==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes (only shows first system alias code entry).

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:

#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:

#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

==Getting media executive sales commission statements==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

==Selling TV spots==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

===Setting up the master files===

====Create a vehicle====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

====Create a rate card with standard price brackets====

[[image:tvspots7.jpg]]

====Specify the station programs and break times/durations for every date (there is a way to import as well)====

[[image:tvspots8.jpg]]

===Entering orders from clients===

====Enter ads roughly into programs (not into breaks yet)====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

===Positioning ads in breaks===

====Closer to the actual date position all the ads precisely into breaks====

[[image:tvspots2.jpg]]

====Lets have a look at all ads on July 5th====

[[image:tvspots3.jpg]]

====Select an un-positioned ad====

[[image:tvspots4.jpg]]

====Finally select where in the break this ad should appear compared to other ads.====

There is only one break in this program.

[[image:tvspots5.jpg]]

===Issuing orders to the stations===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

==Understanding the Terminology of words like Invoice/Costs in the Media System==

In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

==Understanding how ads appear in different colors in the schedule==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Orange - Supplier invoice entered
#Black - Invoiced
#Gray - Full Credit Note

e.g. when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/certify wrong or invoice ads etc.

[[image: adcolor1.png]]

[[image: adcolor2.png]]

==Automatic CPM calculation in Schedule File==

If the letters "CPM" are present anywhere in the Specification field in the schedule file, then Gross Unit Cost is converted into Net Unit Cost using a factor of 0.001.

So you can put something like "IMPRESSION CPM*" in the Vehicle Ratecard for automated calculation of cost for digital ads (as shown in screenshot below).

[[image:UsingRatecardCPM1.jpg]] 

Once the above is entered in the ratecard file, then follow the below steps to use the ratecard entry in a schedule file:

#In Schedule file select ratecard. [[image:UsingRatecardCPM2.jpg]] 
#Then select the option required from that ratecard entry. [[image:UsingRatecardCPM3.jpg]] 
#Enter number of impressions in the popup (this popup appears only if "*" is entered in the ratecard file [[image:UsingRatecardCPM4.jpg]] 
#Then the net unit amount gets calculated as shown below. [[image:UsingRatecardCPM5.jpg]] 

==Income Sharing==

This NEOSYS feature provides a method to share any % of income from a particular client between companies.

E.g Company A and B are handling two different Newspaper campaigns for ClientX, a % of the fee amount can then be given to company Z.

Prerequisites:

*In the Client & Brand File, the two fields, "Company" and "%Share of Fee" are used to dictated what percentage of bill fee to share and with which company. See [[Client_%26_Brand_File#Income_Sharing | Client & Brand File Income Sharing]]
*In the Media Configuration file, under section Media Accounting, enter the Media Income Share account code. See [[Media_Configuration_File#Income_Share_A.2Fc_No | Media Config Income Share]]
*In the company file of the company sharing the income, there must be an inter-company account between that company and the company to share income with. See [[Company_File#Other_Companies | Setup intercompany account]]
*A % or amount must be entered into the Fee column on the schedule.

Automatically generated inter-company entries will only be generated if the schedule's bill has a fee amount or % entered.

The amount to be shared is a % of the fee entered in the schedule.

Screenshot below:

#Media Configuration file: Define which media type income account you want the companies to share.
#Client & Brand file: Define which company should receive shared income from other companies and what % of the bill fee should be shared.
#Schedule file: Make sure that an amount or % is entered in the Fee column. Otherwise no income is shared.

[[image:ExampleofSharedIncome.jpg]]

File:Adstatus2.png

2021-05-16T07:42:56Z

Gregory: Gregory uploaded a new version of File:Adstatus2.png

File:Testuploaddeleteme.jpg

2021-05-16T07:36:02Z

Gregory:

Media Configuration File

2021-05-09T11:13:47Z

Gregory: /* Sundry A/c Nos. */ - removed slash from A/cs - screws with link

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
Also known as Security mark, it is used to identify the source of the document. It will appear in red on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time they create a Schedule, Plan, Client & Brand, Supplier, Vehicle file and instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====
Self explanatory.

====Budget name====

By default, there are a maximum of twelve budgets NEOSYS handles. Here you can change the default names e.g "budget1" "budget2" that appear on media/billing analysis reports which corresponded to the monthly budgets defined in the Budget File. This is purely a cosmetic change. To create a budget refer to: [[The_Analysis_Menu#Budget_File| Budget File]]

Use the green (+) sign to change up to 12 budget names, all others are ignored.

====Forecast name====
The default title in headers which involves forecast is F/cast. User defined name will replace the title F/cast in reports. User can add titles for all the forecasts using the plus sign icon and remove titles using the minus sign icon.

==Media==
[[File:Mcf2.jpg]]
====Require campaign description====
Users can enter the campaign description on a schedule although by default campaign description is not mandatory for a schedule. Choosing Yes for this option makes it mandatory to enter campaign description
====Show executive====
By Default Executive is set to not appear on docs. This option enables executive to show on all documents generated by NEOSYS.

Executive is available as a filter option while generating reports e.g. Media Calendar, List of Booking Orders etc.

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.
#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.
====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats 1st, 2nd, 3rd or 1,2,3. By default dates are shown as 1st, 2nd 3rd.
====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

==Media Plans==
[[File:Mcf3.jpg]]
====Default plan title====
Users can set Media Plan title which appears in the Media Plan printout or use the default title called Media Plan.

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Check Actual vs. Plan====
This feature is used to check the planned amount set for a Brand and Vehicle in the plan file with the actual amount in the schedule file.

You link a plan to a schedule when you create a schedule and copy from the plan. The plan code will be automatically appear in the top right section, above "Allow over budget" option

On selecting "Per Month": NEOSYS will check the total bill/cost in the schedule file with total bill/cost in the plan file.

On selecting "YTD": NEOSYS will check the total bill/cost in the schedule file with monthly bill/cost in the plan file.

In any of above cases if the actual amount exceeds the planned amount, NEOSYS will give a warning and not allow the user to save the schedule. To avoid the message and save the schedule see [http://userwiki.neosys.com/index.php/Media_FAQ#How_do_I_handle_.22Allow_Over_Plan.22_error.3F How to handle over plan warning].

====Plan months start====
====Plan footer====
Text to be printed in the Plan printout footer is configured here
====Plan font size%====
Font size percentage of the Plan printout is configured here. Default is 80%. Enter only numerals in the field.

==Media Schedules==
[[File:Mcf4.png]]
====Default schedule title====
Users can set Media Schedule title which appears in the Media Schedule printout or use the default title called Media Schedule.

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column
====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====

Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPRG (CPR on Gross)

CPR and CPM use Net amounts. To calculate using Gross amounts, choose CPRG or CPMG.

These are simply methods used by marketers to determine the cost effectiveness of a vehicle in comparison with other vehicles.

CPR = Cost of an advertisement / Number of times the adv. was viewed.

CPM = CPR * 1000

Example: Vehicle X offers 1,000,000 impressions for $5000, whereas Vehicle Y offers 500,000 impressions for $2600, which is more cost effective? (given both vehicles will reach the same target audience)

For vehicle X, ($5000 / 1,000,000) = $0.005 CPR = $5 CPM.

For vehicle Y, ($2600 / 500,000) x1000 = $5.2 CPM.

====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

====Schedule footer====
Configure a common footer for schedule printouts. This may include details like Approved by and Date of Approval

====Schedule font size%====
Configure font size percentage of the Schedule printout. Default is 80%. Only numerals are accepted in this field.

====Request Recreate Ads====
Ads can be scheduled to recreate overnight in media configurations file. For more info see [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Recovery_method_1:_Media_configuration_file CREATEADS]]

==Media Booking==

No need for explanation, options are self-evident.

[[File:Mcf5.jpg]]

==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's name and address information which appears in the Media Invoice.

Refer to [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F| How is Client Address on invoices obtained]]

====Require Supplier Invoice====
This checkbox makes it mandatory that Supplier Invoice No. and Date are entered in the New Media Invoices page before creating a new Invoice.

====Show schedule notes on media invoice====
Select Yes to display Notes entered in Media schedule, in the Media Invoice below Payment instructions; else select No to suppress it. This is unlike "Invoice notes" on the Media Schedule, which cannot be suppressed.

==Media Accounting==
[[File:Mcf8.jpg]]
==== Adjustment voucher type code if different ====
Option for free ad invoices and cost adjustments to use different journal type
==== Credit note voucher code if different ====
Option for media credit notes to use a different journal type

==== Default media accruals A/c no ====

Option to define media accruals accounts as ACCXXXX where XXXX is either supplier code or vehicle code.

{{Default media accruals A/c no}}

Also refer to [[Setting_up_and_Configuring_NEOSYS_Media_System#Configuring_the_media_accruals_from_the_schedules| Configuring media accruals A/c no]]

=== Income Share A/c No ===

Enter an income sharing account.

Then see [[Using_NEOSYS_Media_System#Income_Sharing | Using Media: Income Sharing]] to find out how to share media income from one company to another.

E.g Schedule X billed by Company A, shares a portion of its income to company B.

==Executive Commissions==
[[File:Mcf9.jpg]]

For more info see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Getting_media_executive_sales_commission_statements Media Executive Sales commissions]

==Invoicing==
[[File:Mcf111.png]]
===Stationery===
Choose default stationery option for invoices
===Sundry Ac Nos.===

Users can mark a Client & Brands file as a [[Client_&_Brand_File#Sundry_Clients | Sundry Client]], which means all brands are treated as clients.
Since these brands are treated as Clients, the brand name is displayed as the client name in documents, such as invoices and orders.

On the other hand, users may only want some of the brands to be treated as Sundry Clients and not all.

To achieve flagging only certain brands as Sundry Clients, the brands need a Account Code in a Chart of Accounts and the 'Invoice uses account name instead of client name' option, in the Config File, must be set to No.

===Show Account Terms on Invoice if specified===
Option to show or suppress any terms of payment specified by finance per account, in Chart of Accounts file from showing in invoice footing

===Default Payment Instruction===

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions|Configuring Payment Instruction]]

===Invoice Footer===
Configure what should be printed in the footer like Prepared by, Received by, For %Agency% etc.

==Billing Analysis==
[[File:Mcf11.jpg]]

Billing Analysis reports are based on posted journals FROM the period configured here. Otherwise billing analysis is based on invoices before the configured period.

For clients who use only the NEOSYS billing modules, this period can be set to a year far in the future since they only generate invoices.

Media Configuration File

2021-05-09T11:04:56Z

Gregory: /* Sundry A/c Nos. */ - Minor clarification

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
Also known as Security mark, it is used to identify the source of the document. It will appear in red on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time they create a Schedule, Plan, Client & Brand, Supplier, Vehicle file and instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====
Self explanatory.

====Budget name====

By default, there are a maximum of twelve budgets NEOSYS handles. Here you can change the default names e.g "budget1" "budget2" that appear on media/billing analysis reports which corresponded to the monthly budgets defined in the Budget File. This is purely a cosmetic change. To create a budget refer to: [[The_Analysis_Menu#Budget_File| Budget File]]

Use the green (+) sign to change up to 12 budget names, all others are ignored.

====Forecast name====
The default title in headers which involves forecast is F/cast. User defined name will replace the title F/cast in reports. User can add titles for all the forecasts using the plus sign icon and remove titles using the minus sign icon.

==Media==
[[File:Mcf2.jpg]]
====Require campaign description====
Users can enter the campaign description on a schedule although by default campaign description is not mandatory for a schedule. Choosing Yes for this option makes it mandatory to enter campaign description
====Show executive====
By Default Executive is set to not appear on docs. This option enables executive to show on all documents generated by NEOSYS.

Executive is available as a filter option while generating reports e.g. Media Calendar, List of Booking Orders etc.

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.
#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.
====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats 1st, 2nd, 3rd or 1,2,3. By default dates are shown as 1st, 2nd 3rd.
====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

==Media Plans==
[[File:Mcf3.jpg]]
====Default plan title====
Users can set Media Plan title which appears in the Media Plan printout or use the default title called Media Plan.

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Check Actual vs. Plan====
This feature is used to check the planned amount set for a Brand and Vehicle in the plan file with the actual amount in the schedule file.

You link a plan to a schedule when you create a schedule and copy from the plan. The plan code will be automatically appear in the top right section, above "Allow over budget" option

On selecting "Per Month": NEOSYS will check the total bill/cost in the schedule file with total bill/cost in the plan file.

On selecting "YTD": NEOSYS will check the total bill/cost in the schedule file with monthly bill/cost in the plan file.

In any of above cases if the actual amount exceeds the planned amount, NEOSYS will give a warning and not allow the user to save the schedule. To avoid the message and save the schedule see [http://userwiki.neosys.com/index.php/Media_FAQ#How_do_I_handle_.22Allow_Over_Plan.22_error.3F How to handle over plan warning].

====Plan months start====
====Plan footer====
Text to be printed in the Plan printout footer is configured here
====Plan font size%====
Font size percentage of the Plan printout is configured here. Default is 80%. Enter only numerals in the field.

==Media Schedules==
[[File:Mcf4.png]]
====Default schedule title====
Users can set Media Schedule title which appears in the Media Schedule printout or use the default title called Media Schedule.

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column
====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====

Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPRG (CPR on Gross)

CPR and CPM use Net amounts. To calculate using Gross amounts, choose CPRG or CPMG.

These are simply methods used by marketers to determine the cost effectiveness of a vehicle in comparison with other vehicles.

CPR = Cost of an advertisement / Number of times the adv. was viewed.

CPM = CPR * 1000

Example: Vehicle X offers 1,000,000 impressions for $5000, whereas Vehicle Y offers 500,000 impressions for $2600, which is more cost effective? (given both vehicles will reach the same target audience)

For vehicle X, ($5000 / 1,000,000) = $0.005 CPR = $5 CPM.

For vehicle Y, ($2600 / 500,000) x1000 = $5.2 CPM.

====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

====Schedule footer====
Configure a common footer for schedule printouts. This may include details like Approved by and Date of Approval

====Schedule font size%====
Configure font size percentage of the Schedule printout. Default is 80%. Only numerals are accepted in this field.

====Request Recreate Ads====
Ads can be scheduled to recreate overnight in media configurations file. For more info see [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Recovery_method_1:_Media_configuration_file CREATEADS]]

==Media Booking==

No need for explanation, options are self-evident.

[[File:Mcf5.jpg]]

==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's name and address information which appears in the Media Invoice.

Refer to [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F| How is Client Address on invoices obtained]]

====Require Supplier Invoice====
This checkbox makes it mandatory that Supplier Invoice No. and Date are entered in the New Media Invoices page before creating a new Invoice.

====Show schedule notes on media invoice====
Select Yes to display Notes entered in Media schedule, in the Media Invoice below Payment instructions; else select No to suppress it. This is unlike "Invoice notes" on the Media Schedule, which cannot be suppressed.

==Media Accounting==
[[File:Mcf8.jpg]]
==== Adjustment voucher type code if different ====
Option for free ad invoices and cost adjustments to use different journal type
==== Credit note voucher code if different ====
Option for media credit notes to use a different journal type

==== Default media accruals A/c no ====

Option to define media accruals accounts as ACCXXXX where XXXX is either supplier code or vehicle code.

{{Default media accruals A/c no}}

Also refer to [[Setting_up_and_Configuring_NEOSYS_Media_System#Configuring_the_media_accruals_from_the_schedules| Configuring media accruals A/c no]]

=== Income Share A/c No ===

Enter an income sharing account.

Then see [[Using_NEOSYS_Media_System#Income_Sharing | Using Media: Income Sharing]] to find out how to share media income from one company to another.

E.g Schedule X billed by Company A, shares a portion of its income to company B.

==Executive Commissions==
[[File:Mcf9.jpg]]

For more info see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Getting_media_executive_sales_commission_statements Media Executive Sales commissions]

==Invoicing==
[[File:Mcf111.png]]
===Stationery===
Choose default stationery option for invoices
===Sundry A/c Nos.===

Users can mark a Client & Brands file as a [[Client_&_Brand_File#Sundry_Clients | Sundry Client]], which means all brands are treated as clients.
Since these brands are treated as Clients, the brand name is displayed as the client name in documents, such as invoices and orders.

On the other hand, users may only want some of the brands to be treated as Sundry Clients and not all.

To achieve flagging only certain brands as Sundry Clients, the brands need a Account Code in a Chart of Accounts and the 'Invoice uses account name instead of client name' option, in the Config File, must be set to No.

===Show Account Terms on Invoice if specified===
Option to show or suppress any terms of payment specified by finance per account, in Chart of Accounts file from showing in invoice footing

===Default Payment Instruction===

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions|Configuring Payment Instruction]]

===Invoice Footer===
Configure what should be printed in the footer like Prepared by, Received by, For %Agency% etc.

==Billing Analysis==
[[File:Mcf11.jpg]]

Billing Analysis reports are based on posted journals FROM the period configured here. Otherwise billing analysis is based on invoices before the configured period.

For clients who use only the NEOSYS billing modules, this period can be set to a year far in the future since they only generate invoices.

Media Configuration File

2021-05-09T08:02:03Z

Gregory: /* Sundry A/c Nos. */

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
Also known as Security mark, it is used to identify the source of the document. It will appear in red on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time they create a Schedule, Plan, Client & Brand, Supplier, Vehicle file and instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====
Self explanatory.

====Budget name====

By default, there are a maximum of twelve budgets NEOSYS handles. Here you can change the default names e.g "budget1" "budget2" that appear on media/billing analysis reports which corresponded to the monthly budgets defined in the Budget File. This is purely a cosmetic change. To create a budget refer to: [[The_Analysis_Menu#Budget_File| Budget File]]

Use the green (+) sign to change up to 12 budget names, all others are ignored.

====Forecast name====
The default title in headers which involves forecast is F/cast. User defined name will replace the title F/cast in reports. User can add titles for all the forecasts using the plus sign icon and remove titles using the minus sign icon.

==Media==
[[File:Mcf2.jpg]]
====Require campaign description====
Users can enter the campaign description on a schedule although by default campaign description is not mandatory for a schedule. Choosing Yes for this option makes it mandatory to enter campaign description
====Show executive====
By Default Executive is set to not appear on docs. This option enables executive to show on all documents generated by NEOSYS.

Executive is available as a filter option while generating reports e.g. Media Calendar, List of Booking Orders etc.

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.
#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.
====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats 1st, 2nd, 3rd or 1,2,3. By default dates are shown as 1st, 2nd 3rd.
====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

==Media Plans==
[[File:Mcf3.jpg]]
====Default plan title====
Users can set Media Plan title which appears in the Media Plan printout or use the default title called Media Plan.

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Check Actual vs. Plan====
This feature is used to check the planned amount set for a Brand and Vehicle in the plan file with the actual amount in the schedule file.

You link a plan to a schedule when you create a schedule and copy from the plan. The plan code will be automatically appear in the top right section, above "Allow over budget" option

On selecting "Per Month": NEOSYS will check the total bill/cost in the schedule file with total bill/cost in the plan file.

On selecting "YTD": NEOSYS will check the total bill/cost in the schedule file with monthly bill/cost in the plan file.

In any of above cases if the actual amount exceeds the planned amount, NEOSYS will give a warning and not allow the user to save the schedule. To avoid the message and save the schedule see [http://userwiki.neosys.com/index.php/Media_FAQ#How_do_I_handle_.22Allow_Over_Plan.22_error.3F How to handle over plan warning].

====Plan months start====
====Plan footer====
Text to be printed in the Plan printout footer is configured here
====Plan font size%====
Font size percentage of the Plan printout is configured here. Default is 80%. Enter only numerals in the field.

==Media Schedules==
[[File:Mcf4.png]]
====Default schedule title====
Users can set Media Schedule title which appears in the Media Schedule printout or use the default title called Media Schedule.

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column
====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====

Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPRG (CPR on Gross)

CPR and CPM use Net amounts. To calculate using Gross amounts, choose CPRG or CPMG.

These are simply methods used by marketers to determine the cost effectiveness of a vehicle in comparison with other vehicles.

CPR = Cost of an advertisement / Number of times the adv. was viewed.

CPM = CPR * 1000

Example: Vehicle X offers 1,000,000 impressions for $5000, whereas Vehicle Y offers 500,000 impressions for $2600, which is more cost effective? (given both vehicles will reach the same target audience)

For vehicle X, ($5000 / 1,000,000) = $0.005 CPR = $5 CPM.

For vehicle Y, ($2600 / 500,000) x1000 = $5.2 CPM.

====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

====Schedule footer====
Configure a common footer for schedule printouts. This may include details like Approved by and Date of Approval

====Schedule font size%====
Configure font size percentage of the Schedule printout. Default is 80%. Only numerals are accepted in this field.

====Request Recreate Ads====
Ads can be scheduled to recreate overnight in media configurations file. For more info see [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Recovery_method_1:_Media_configuration_file CREATEADS]]

==Media Booking==

No need for explanation, options are self-evident.

[[File:Mcf5.jpg]]

==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's name and address information which appears in the Media Invoice.

Refer to [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F| How is Client Address on invoices obtained]]

====Require Supplier Invoice====
This checkbox makes it mandatory that Supplier Invoice No. and Date are entered in the New Media Invoices page before creating a new Invoice.

====Show schedule notes on media invoice====
Select Yes to display Notes entered in Media schedule, in the Media Invoice below Payment instructions; else select No to suppress it. This is unlike "Invoice notes" on the Media Schedule, which cannot be suppressed.

==Media Accounting==
[[File:Mcf8.jpg]]
==== Adjustment voucher type code if different ====
Option for free ad invoices and cost adjustments to use different journal type
==== Credit note voucher code if different ====
Option for media credit notes to use a different journal type

==== Default media accruals A/c no ====

Option to define media accruals accounts as ACCXXXX where XXXX is either supplier code or vehicle code.

{{Default media accruals A/c no}}

Also refer to [[Setting_up_and_Configuring_NEOSYS_Media_System#Configuring_the_media_accruals_from_the_schedules| Configuring media accruals A/c no]]

=== Income Share A/c No ===

Enter an income sharing account.

Then see [[Using_NEOSYS_Media_System#Income_Sharing | Using Media: Income Sharing]] to find out how to share media income from one company to another.

E.g Schedule X billed by Company A, shares a portion of its income to company B.

==Executive Commissions==
[[File:Mcf9.jpg]]

For more info see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Getting_media_executive_sales_commission_statements Media Executive Sales commissions]

==Invoicing==
[[File:Mcf111.png]]
===Stationery===
Choose default stationery option for invoices
===Sundry A/c Nos.===

In a client file, users can mark the file as a [[Client_&_Brand_File#Sundry_Clients | Sundry Client]], which means all brands are to treated as clients.
Marking a brand as a Sundry Client means the brand name is displayed as the client name in documents, such as invoices and orders.

On the other hand, users may only want some of the brands to be treated as Sundry Clients and not all.

To achieve marking only certain brands as Sundry Clients, the brands need a Account Code in a Chart of Accounts and the 'Invoice uses account name instead of client name' option, in the Config File, must be set to No.

===Show Account Terms on Invoice if specified===
Option to show or suppress any terms of payment specified by finance per account, in Chart of Accounts file from showing in invoice footing

===Default Payment Instruction===

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions|Configuring Payment Instruction]]

===Invoice Footer===
Configure what should be printed in the footer like Prepared by, Received by, For %Agency% etc.

==Billing Analysis==
[[File:Mcf11.jpg]]

Billing Analysis reports are based on posted journals FROM the period configured here. Otherwise billing analysis is based on invoices before the configured period.

For clients who use only the NEOSYS billing modules, this period can be set to a year far in the future since they only generate invoices.

Media Configuration File

2021-05-09T07:44:59Z

Gregory: /* Sundry A/c Nos. */ - Update to be more clear & informative

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
Also known as Security mark, it is used to identify the source of the document. It will appear in red on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time they create a Schedule, Plan, Client & Brand, Supplier, Vehicle file and instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====
Self explanatory.

====Budget name====

By default, there are a maximum of twelve budgets NEOSYS handles. Here you can change the default names e.g "budget1" "budget2" that appear on media/billing analysis reports which corresponded to the monthly budgets defined in the Budget File. This is purely a cosmetic change. To create a budget refer to: [[The_Analysis_Menu#Budget_File| Budget File]]

Use the green (+) sign to change up to 12 budget names, all others are ignored.

====Forecast name====
The default title in headers which involves forecast is F/cast. User defined name will replace the title F/cast in reports. User can add titles for all the forecasts using the plus sign icon and remove titles using the minus sign icon.

==Media==
[[File:Mcf2.jpg]]
====Require campaign description====
Users can enter the campaign description on a schedule although by default campaign description is not mandatory for a schedule. Choosing Yes for this option makes it mandatory to enter campaign description
====Show executive====
By Default Executive is set to not appear on docs. This option enables executive to show on all documents generated by NEOSYS.

Executive is available as a filter option while generating reports e.g. Media Calendar, List of Booking Orders etc.

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.
#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.
====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats 1st, 2nd, 3rd or 1,2,3. By default dates are shown as 1st, 2nd 3rd.
====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

==Media Plans==
[[File:Mcf3.jpg]]
====Default plan title====
Users can set Media Plan title which appears in the Media Plan printout or use the default title called Media Plan.

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Check Actual vs. Plan====
This feature is used to check the planned amount set for a Brand and Vehicle in the plan file with the actual amount in the schedule file.

You link a plan to a schedule when you create a schedule and copy from the plan. The plan code will be automatically appear in the top right section, above "Allow over budget" option

On selecting "Per Month": NEOSYS will check the total bill/cost in the schedule file with total bill/cost in the plan file.

On selecting "YTD": NEOSYS will check the total bill/cost in the schedule file with monthly bill/cost in the plan file.

In any of above cases if the actual amount exceeds the planned amount, NEOSYS will give a warning and not allow the user to save the schedule. To avoid the message and save the schedule see [http://userwiki.neosys.com/index.php/Media_FAQ#How_do_I_handle_.22Allow_Over_Plan.22_error.3F How to handle over plan warning].

====Plan months start====
====Plan footer====
Text to be printed in the Plan printout footer is configured here
====Plan font size%====
Font size percentage of the Plan printout is configured here. Default is 80%. Enter only numerals in the field.

==Media Schedules==
[[File:Mcf4.png]]
====Default schedule title====
Users can set Media Schedule title which appears in the Media Schedule printout or use the default title called Media Schedule.

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS | Principles of Document numbering in neosys]]

====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column
====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====

Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPRG (CPR on Gross)

CPR and CPM use Net amounts. To calculate using Gross amounts, choose CPRG or CPMG.

These are simply methods used by marketers to determine the cost effectiveness of a vehicle in comparison with other vehicles.

CPR = Cost of an advertisement / Number of times the adv. was viewed.

CPM = CPR * 1000

Example: Vehicle X offers 1,000,000 impressions for $5000, whereas Vehicle Y offers 500,000 impressions for $2600, which is more cost effective? (given both vehicles will reach the same target audience)

For vehicle X, ($5000 / 1,000,000) = $0.005 CPR = $5 CPM.

For vehicle Y, ($2600 / 500,000) x1000 = $5.2 CPM.

====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

====Schedule footer====
Configure a common footer for schedule printouts. This may include details like Approved by and Date of Approval

====Schedule font size%====
Configure font size percentage of the Schedule printout. Default is 80%. Only numerals are accepted in this field.

====Request Recreate Ads====
Ads can be scheduled to recreate overnight in media configurations file. For more info see [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Recovery_method_1:_Media_configuration_file CREATEADS]]

==Media Booking==

No need for explanation, options are self-evident.

[[File:Mcf5.jpg]]

==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's name and address information which appears in the Media Invoice.

Refer to [[Agency_FAQ#How_is_Client_Address_on_invoices_obtained.3F| How is Client Address on invoices obtained]]

====Require Supplier Invoice====
This checkbox makes it mandatory that Supplier Invoice No. and Date are entered in the New Media Invoices page before creating a new Invoice.

====Show schedule notes on media invoice====
Select Yes to display Notes entered in Media schedule, in the Media Invoice below Payment instructions; else select No to suppress it. This is unlike "Invoice notes" on the Media Schedule, which cannot be suppressed.

==Media Accounting==
[[File:Mcf8.jpg]]
==== Adjustment voucher type code if different ====
Option for free ad invoices and cost adjustments to use different journal type
==== Credit note voucher code if different ====
Option for media credit notes to use a different journal type

==== Default media accruals A/c no ====

Option to define media accruals accounts as ACCXXXX where XXXX is either supplier code or vehicle code.

{{Default media accruals A/c no}}

Also refer to [[Setting_up_and_Configuring_NEOSYS_Media_System#Configuring_the_media_accruals_from_the_schedules| Configuring media accruals A/c no]]

=== Income Share A/c No ===

Enter an income sharing account.

Then see [[Using_NEOSYS_Media_System#Income_Sharing | Using Media: Income Sharing]] to find out how to share media income from one company to another.

E.g Schedule X billed by Company A, shares a portion of its income to company B.

==Executive Commissions==
[[File:Mcf9.jpg]]

For more info see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Getting_media_executive_sales_commission_statements Media Executive Sales commissions]

==Invoicing==
[[File:Mcf111.png]]
===Stationery===
Choose default stationery option for invoices
===Sundry A/c Nos.===

In a client file, users can mark the file as a [[Client_&_Brand_File#Sundry_Clients | Sundry Client]], which means all the brands are to treated as clients. This means the brand name is displayed as the client name documents, such as invoices and orders.

On the other hand, this setting/feature allows users to select individual brands in a clients file, that are to be treated as a Sundry Client.

In order to achieve this requirement, these brands need to have an A/c Code and the 'Invoice uses account name instead of client name' option, in the Config File, must be set to No.

===Show Account Terms on Invoice if specified===
Option to show or suppress any terms of payment specified by finance per account, in Chart of Accounts file from showing in invoice footing

===Default Payment Instruction===

See [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions|Configuring Payment Instruction]]

===Invoice Footer===
Configure what should be printed in the footer like Prepared by, Received by, For %Agency% etc.

==Billing Analysis==
[[File:Mcf11.jpg]]

Billing Analysis reports are based on posted journals FROM the period configured here. Otherwise billing analysis is based on invoices before the configured period.

For clients who use only the NEOSYS billing modules, this period can be set to a year far in the future since they only generate invoices.

Job Configuration File

2021-04-25T13:03:01Z

Gregory: /* Sales Invoice Voucher Type */ heading fix

[[Image:Jobconfigurationfile.jpg]]

==[[Media_Configuration_File#Agency| Agency]]==

== Jobs ==
==== Job number pattern ====
The numbering pattern for job number is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

== Purchase Orders/Requisitions ==
==== Purchase order/Req. number pattern ====
The numbering pattern for purchase order is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Estimates==
==== Job estimate number pattern ====
The numbering pattern for estimate is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Invoicing==
==== Invoice number ====
Option to configure Numbering pattern for Invoice. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Accounting==
====Sales Invoice Voucher Type====
Include Journals that do not have auto-numbering and are of Journal style "Invoice" or "Journal" in Journal Setup screen.

====Purchase Invoice Voucher Type====
Include Journals that have auto-numbering and are of Journal style "Purchase Invoice" or "Journal in Journal Setup screen.

==[[Media_Configuration_File#Invoicing| Invoicing]]==

==[[Media_Configuration_File#Billing_Analysis| Billing Analysis ]] ==

Job Configuration File

2021-04-25T13:02:36Z

Gregory: /* Job Accounting */ Update on which journal codes are listed in dropdown of Purchase Invoice Voucher Type

[[Image:Jobconfigurationfile.jpg]]

==[[Media_Configuration_File#Agency| Agency]]==

== Jobs ==
==== Job number pattern ====
The numbering pattern for job number is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

== Purchase Orders/Requisitions ==
==== Purchase order/Req. number pattern ====
The numbering pattern for purchase order is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Estimates==
==== Job estimate number pattern ====
The numbering pattern for estimate is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Invoicing==
==== Invoice number ====
Option to configure Numbering pattern for Invoice. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Accounting==
====Sales Invoice Voucher Type====
Include Journals that do not have auto-numbering and are of Journal style "Invoice" or "Journal" in Journal Setup screen.

====Purchase Invoice Voucher Type
Include Journals that have auto-numbering and are of Journal style "Purchase Invoice" or "Journal in Journal Setup screen.

==[[Media_Configuration_File#Invoicing| Invoicing]]==

==[[Media_Configuration_File#Billing_Analysis| Billing Analysis ]] ==

Job Configuration File

2021-04-25T10:09:56Z

Gregory: Sales Invoice voucher type - add which journals are included in list depending on two factors determined in the Journal Setup screen.

[[Image:Jobconfigurationfile.jpg]]

==[[Media_Configuration_File#Agency| Agency]]==

== Jobs ==
==== Job number pattern ====
The numbering pattern for job number is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

== Purchase Orders/Requisitions ==
==== Purchase order/Req. number pattern ====
The numbering pattern for purchase order is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Estimates==
==== Job estimate number pattern ====
The numbering pattern for estimate is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Invoicing==
==== Invoice number ====
Option to configure Numbering pattern for Invoice. ( Refer to [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS Document Numbering in NEOSYS])

==Job Accounting==
====Sales Invoice voucher type====
The dropdown options are journals types that don't have auto-numbering and are of Journal style "Invoice" in Journal Setup screen.

==[[Media_Configuration_File#Invoicing| Invoicing]]==

==[[Media_Configuration_File#Billing_Analysis| Billing Analysis ]] ==