NEOSYS User Support Wiki - User contributions [en]

Configuring Document Footers

2025-07-03T05:54:19Z

Joel: /* Booking Orders */

==Configuring Document Footers==

=== List of macro variables available ===

The following codes are available:

*%USERNAME% - of the user who created the document
*%EMAIL% - of the user
*%SIGNATURE% - shows the image file uploaded for the users signature if any
*%USERCODE% - of the user who created the document
*%AGENCY% - the "client mark" usually an abbreviated version of the NEOSYS licenced company name. Not client configurable. Refer [[Setting up and Configuring NEOSYS Generally#Configuring Client Security mark|Configuring Client Security mark]]. The client security mark shouldn't be used as company name as %AGENCY% may be present in many other configurations.
*%COMPANY% - company name taken from the Company File. While configuring footer for invoices of a company, use %COMPANY% instead of %AGENCY%, since %AGENCY% is the client security mark which is common to all or most companies in an installation.
*%COMPANYCODE% - from the Company File. Useful for configuring logo per company/division (e.g. src=%COMPANYCODE%logo.jpg)

*%DATE% - normally the date the document was actually created (user's local date)
*%TIME% - similar to date
*%STATION% - usually IP number.

The following obsolete codes are also supported for backward compatibility but should be replaced by the newer forms above where-ever possible.

*%USER
*%USERNAME
*%AGENCY

Below screenshots show an example of how the available macros can be used in the invoice footer in System Configuration File and how they appear on the invoice output.

[[File:footer1.jpg]]

[[File:footer2.jpg]]

=== Configuring Document Footers with a Company Stamp/Signature (JPEG image) ===

==== Location of JPEG Images for Company Stamp/Signature ====

Make sure the JPEG image is located in the neosys/data/xxx folder (where "xxx" is the database code)

==== Single Company Installation ====

===== Invoice footer =====

In the Media / Job Configuration File, Scroll down to the Invoice Footer field under the Invoicing section and add the script
<img src = imagename.jpg></img>
where "imagename.jpg" is the name of the JPEG image.

'''Note:''' While reprinting invoices, footers remain as they were when the invoice was created.

===== Booking Orders =====

In the "Media Types File", add a new line in the "Order Footer" and add the script
<img src = imagename.jpg></img>
where "imagename.jpg" is the name of the JPEG image.

==== Multiple Company Installation ====

===== Invoice footer =====

In the Media / Job Configuration File, Scroll down to the Invoice Footer field under the Invoicing section and add the script
<img src = imagename%COMPANYCODE%.jpg></img>
and "imagename%COMPANYCODE%" will be converted to "imagenameXYZ" where "XYZ" stands for the company code in capitals.

===== Booking Orders =====

In the "Media Types File", add a new line in the "Order Footer" and add the script
<img src = imagename%COMPANYCODE%.jpg></img>
and "imagename%COMPANYCODE%" will be converted to "imagenameXYZ" where "XYZ" stands for the company code in capitals.

=== Configuring Personal Signatures (JPEG image) to appear on Document Footers ===
Users can configure their personal signatures on the USER FILE by uploading a JPEG image of their signature.

Such signatures will be inserted below any "%USERNAME%" or "%USER" code configured in document footings unless %SIGNATURE%, %NOSIGNATURE% or another image is configured in the footing. This feature can be suppressed and controlled in the System Configuration File.

See [[System_Configuration_File#Style Signature setting in System Configuration File]]

[[File:user1.jpg]]

#Browse for the required file and click on upload: [[File:user2.jpg]] 
#Once the desired file is uploaded successfully, a file upload summary would be displayed as follows : [[File:user3.jpg]] 
#Once you close the file upload summary, you would see a preview of the uploaded JPEG image. [[File:user4.jpg]] 
#If you would like to delete the uploaded image, click the "Delete" button to do so.
#To replace the uploaded image with a new one, you may simply click "Upload" and upload a new image which would overwrite the previous one.

==== General Guidelines for uploading Signature Image Files ====
To ensure that the signature appears correctly on NEOSYS documents, the following guidelines must be followed:
#Signature image files should be scanned at 96 dpi for proper alignment on documents
#Avoid margins / white spaces around the image i.e. the free blank space around the signature should be cropped out using MS Paint or similar software
#Signatures do not have to be top quality like logos so if you can get an acceptable quality by any means then you could go ahead. e.g if the Client sends it as a pdf file, take its screenshot and save as JPEG file making sure it does not hamper the quality of the image.

==== Procedure for cropping signature image files in Microsoft Paint ====
#Open the Signature image file in Paint. ( ''Right click on the image file'' -> ''Open with'' -> ''Paint'' ) [[image:mspaint-1.jpg]] 
#Click on the Select Button and select the "Rectangular Selection" option [[image:mspaint-2.jpg]] 
#Using the mouse pointer, select only the signature part of the image avoiding unnecessary white spaces and click on CROP [[image:mspaint-3.jpg]] 
#Now, click on Resize -> Pixels and enter the appropriate dimensions and click on OK [[image:mspaint-3b.jpg]] 
#Save the image (Control + S)
#Exit Paint application
#Open/View the image. It should be cropped now : [[image:mspaint-final.jpg|frame|left|Cropped Signature Image File]]

Configuring Document Footers

2025-07-03T05:53:34Z

Joel: /* Booking Orders */

==Configuring Document Footers==

=== List of macro variables available ===

The following codes are available:

*%USERNAME% - of the user who created the document
*%EMAIL% - of the user
*%SIGNATURE% - shows the image file uploaded for the users signature if any
*%USERCODE% - of the user who created the document
*%AGENCY% - the "client mark" usually an abbreviated version of the NEOSYS licenced company name. Not client configurable. Refer [[Setting up and Configuring NEOSYS Generally#Configuring Client Security mark|Configuring Client Security mark]]. The client security mark shouldn't be used as company name as %AGENCY% may be present in many other configurations.
*%COMPANY% - company name taken from the Company File. While configuring footer for invoices of a company, use %COMPANY% instead of %AGENCY%, since %AGENCY% is the client security mark which is common to all or most companies in an installation.
*%COMPANYCODE% - from the Company File. Useful for configuring logo per company/division (e.g. src=%COMPANYCODE%logo.jpg)

*%DATE% - normally the date the document was actually created (user's local date)
*%TIME% - similar to date
*%STATION% - usually IP number.

The following obsolete codes are also supported for backward compatibility but should be replaced by the newer forms above where-ever possible.

*%USER
*%USERNAME
*%AGENCY

Below screenshots show an example of how the available macros can be used in the invoice footer in System Configuration File and how they appear on the invoice output.

[[File:footer1.jpg]]

[[File:footer2.jpg]]

=== Configuring Document Footers with a Company Stamp/Signature (JPEG image) ===

==== Location of JPEG Images for Company Stamp/Signature ====

Make sure the JPEG image is located in the neosys/data/xxx folder (where "xxx" is the database code)

==== Single Company Installation ====

===== Invoice footer =====

In the Media / Job Configuration File, Scroll down to the Invoice Footer field under the Invoicing section and add the script
<img src = imagename.jpg></img>
where "imagename.jpg" is the name of the JPEG image.

'''Note:''' While reprinting invoices, footers remain as they were when the invoice was created.

===== Booking Orders =====

In the "Media Types File", add a new line in the "Order Footer" and add the script
MEDIAWIKI TEST, WILL BE DELETED
<img src = imagename.jpg></img>
where "imagename.jpg" is the name of the JPEG image.

==== Multiple Company Installation ====

===== Invoice footer =====

In the Media / Job Configuration File, Scroll down to the Invoice Footer field under the Invoicing section and add the script
<img src = imagename%COMPANYCODE%.jpg></img>
and "imagename%COMPANYCODE%" will be converted to "imagenameXYZ" where "XYZ" stands for the company code in capitals.

===== Booking Orders =====

In the "Media Types File", add a new line in the "Order Footer" and add the script
<img src = imagename%COMPANYCODE%.jpg></img>
and "imagename%COMPANYCODE%" will be converted to "imagenameXYZ" where "XYZ" stands for the company code in capitals.

=== Configuring Personal Signatures (JPEG image) to appear on Document Footers ===
Users can configure their personal signatures on the USER FILE by uploading a JPEG image of their signature.

Such signatures will be inserted below any "%USERNAME%" or "%USER" code configured in document footings unless %SIGNATURE%, %NOSIGNATURE% or another image is configured in the footing. This feature can be suppressed and controlled in the System Configuration File.

See [[System_Configuration_File#Style Signature setting in System Configuration File]]

[[File:user1.jpg]]

#Browse for the required file and click on upload: [[File:user2.jpg]] 
#Once the desired file is uploaded successfully, a file upload summary would be displayed as follows : [[File:user3.jpg]] 
#Once you close the file upload summary, you would see a preview of the uploaded JPEG image. [[File:user4.jpg]] 
#If you would like to delete the uploaded image, click the "Delete" button to do so.
#To replace the uploaded image with a new one, you may simply click "Upload" and upload a new image which would overwrite the previous one.

==== General Guidelines for uploading Signature Image Files ====
To ensure that the signature appears correctly on NEOSYS documents, the following guidelines must be followed:
#Signature image files should be scanned at 96 dpi for proper alignment on documents
#Avoid margins / white spaces around the image i.e. the free blank space around the signature should be cropped out using MS Paint or similar software
#Signatures do not have to be top quality like logos so if you can get an acceptable quality by any means then you could go ahead. e.g if the Client sends it as a pdf file, take its screenshot and save as JPEG file making sure it does not hamper the quality of the image.

==== Procedure for cropping signature image files in Microsoft Paint ====
#Open the Signature image file in Paint. ( ''Right click on the image file'' -> ''Open with'' -> ''Paint'' ) [[image:mspaint-1.jpg]] 
#Click on the Select Button and select the "Rectangular Selection" option [[image:mspaint-2.jpg]] 
#Using the mouse pointer, select only the signature part of the image avoiding unnecessary white spaces and click on CROP [[image:mspaint-3.jpg]] 
#Now, click on Resize -> Pixels and enter the appropriate dimensions and click on OK [[image:mspaint-3b.jpg]] 
#Save the image (Control + S)
#Exit Paint application
#Open/View the image. It should be cropped now : [[image:mspaint-final.jpg|frame|left|Cropped Signature Image File]]

Main Page

2025-07-03T05:52:14Z

Joel:

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

==FAQ==
[[General FAQ]]

[[Agency FAQ]]

[[Media FAQ]]

[[Job FAQ]]

[[Finance FAQ]]

[[Timesheet FAQ]]

[[Sales FAQ ]]

==Using NEOSYS==

[[Using NEOSYS Generally]]

[[Using NEOSYS Agency System]]

[[Using NEOSYS Media System]]

[[Using NEOSYS Job System]]

[[Using NEOSYS Finance System]]

[[Using NEOSYS Timesheets System]]

==Configuring NEOSYS==

[[Setting up and Configuring NEOSYS Generally]]

[[Setting up and Configuring NEOSYS Agency System]]

[[Setting up and Configuring NEOSYS Media System]]

[[Setting up and Configuring NEOSYS Job System]]

[[Setting up and Configuring NEOSYS Finance System]]

[[Setting up and Configuring NEOSYS Timesheets System]]

==Troubleshooting NEOSYS==

[[Troubleshooting NEOSYS Generally]]

[[Troubleshooting NEOSYS Agency System]]

[[Troubleshooting NEOSYS Media System]]

[[Troubleshooting NEOSYS Job System]]

[[Troubleshooting NEOSYS Finance System]]

[[Troubleshooting NEOSYS Timesheets system]]

==Reference==

This section is not complete.

[[The Media Menu]]

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

[[The Job Menu]]

Job is used for BTL advertising, a job file consists detailed information about the job. Information such as the client, brand, market, bill and cost, etc. is mentioned in the job file.

[[The Analysis Menu]]

View, edit and run Media and Billing Analysis reports

[[The Finance Menu]]

[[Support Menu]]

[[Help Menu]]

[[NEOSYS General User Interface]]

==Others==

[[Remote assistance using Teamviewer]]

File:Obsolete2.jpg

2025-05-26T13:43:27Z

Joel: Joel uploaded a new version of File:Obsolete2.jpg

File:Obsolete2.jpg

2025-05-26T13:41:11Z

Joel: Joel uploaded a new version of File:Obsolete2.jpg

2021-07-27T12:03:30Z

Joel: Joel uploaded a new version of File:Ledger Account - jtypes.jpg

File:Finance settings.jpg

2021-07-27T11:22:35Z

Joel: Joel uploaded a new version of File:Finance settings.jpg

Sales FAQ

2021-05-27T06:46:20Z

Joel: /* Will NEOSYS Support staff have access to the server? */

=== Can we have a trial version of NEOSYS? ===

Unfortunately, we don’t have a provision for free trial & the reasons are:
#It will take as much time & effort to configure & train a full trial system as establishing a live system
#The system is too complex and requires explanation from us
#Our system is tried and tested over many years
#We don’t ask for a huge upfront fee, the 6 months fee is very reasonable for a system with such features, so I suggest we can set it up and we can add a few new features that you would like to add.
#We are happy to spend more time demonstrating the system to gain users acceptance

NEOSYS doesn’t have a demonstration version of the software nor a self-implementation manual sufficient to provide a satisfactory evaluation of the software. For most agencies the implementation process is sufficiently involved that it requires specific detailed knowledge to implement the system effectively. Therefore the general practice is for NEOSYS to take full responsibility for the implementation. This achieves optimal results in a reasonably cost effective manner.

Stage 1 - Demo

NEOSYS normal practice is to provide a series of demonstrations, typically online, until the client is sufficiently confident to commence full implementation. NEOSYS is prepared to spend as much time on this as the client is.

Stage 2 - Full Evaluation

To perform a full evaluation of the system NEOSYS can provide its normal implementation and training service but for a limited number of users. Full training and implementation is as important for a proper evaluation of NEOSYS as for full operation of the system and NEOSYS does not want evaluation to fail due to insufficient attention.

The six months initial fee remains to cover NEOSYS cost of doing the full normal implementation and training, even if it is for a limited number of users. Since the number of users is low for the evaluation period then the total cost is low compared to the full cost with all the users. Given that NEOSYS has no initial purchase price, the total cost is reasonable for the work involved.

===Why is collection of Company Information important?===

Sales team must collect Company Information to understand the exact requirements of the client and to be a consultant to them on how NEOSYS will help them work efficiently.

Sales team MUST obtain complete company information before sending proposals or doing demos or sending invoices. Although rarely a problem this is to avoid industrial espionage, pointless requests, scammers getting bank details etc.

=== Updating Company Information ===

We cannot always get all company info immediately during initial contact but we MUST use and build up the company info over the initial series of contacts.

In particular the company info must be used and developed during significant sales meeting and a new email sent to sales. The old company info email can be deleted.

===What is NEOSYS software payment and delivery terms===

NEOSYS payment is required in advance.

New clients must make an initial 6 month commitment by paying the licensing fee for the first 6 months. Asking for payment in advance motivates clients and NEOSYS to work on the project and do not allow the project to fail as it will be a waste of effort and time for both NEOSYS and clients. Our collection of money is actually aimed at ensuring the success of the project not simply to avoid risk to NEOSYS.

Further payments can be made on a quarterly basis. The software will be delivered within 2 working days after receipt of payment. Our fee is inclusive of all implementation, training, support and maintenance done remotely. For clients outside Dubai, there will be additional charges if they require onsite implementation and training.

Adding modules to existing clients will be billed pro-rata from installation date and added to their next bill.

Note to Sales Team: From 15/4/2015, we have stopped the practice of granting 3 months initial payment to startup companies because the client is not so committed to NEOSYS since in the first three months lots of problems occur. The client MUST be committed to a reasonable period to get things going fine, otherwise we do all the work and then the client discontinues NEOSYS putting all of NEOSYS effort to waste. Now even startup companies MUST pay six months in advance because if the client is committed to getting NEOSYS going then initial difficulties will be overcome whereas if they are not committed then the reverse is true.

=== What is considered as the installation and billing period/date? ===

Installation is done within 2 working days after receipt of the first payment(for 6 months) is confirmed.

Billing cycle starts from the date we start work which is installation date.

If there is any dead period due to lack of client staff availability or other reasons for one month or more meaning absolutely NO activity either by client or NEOSYS after installation and before going live then the start date of the period of the first renewal of software licence and support fee may be delayed by the duration of the dead period.

===When can NEOSYS support staff start installation of NEOSYS===

Below procedure applies to all prospect clients, both new clients as well as existing clients implementing a new NEOSYS module.

If the client is in a hurry to get going and you have a good indication that the transfer has been done , if it is not received yet, you SHOULD proceed to installation immediately - and confirm date of delivery to the client ASAP. Prospects who make transfer MUST be rewarded by fast high priority responses from NEOSYS sales team regarding deliver dates so our support team looks GOOD FROM THE START.

If you do not have a good indication that the transfer has been made then you SHOULD NOT proceed to installation and MUST NOT inform the client of a delivery date.

It is unlikely that prospects would literally fake documents but if you have not gained a good solid feeling about the client during the proposal phase then you SHOULD delay installation until payment is actually received.

A good indication of transfer is:
*A clear confirmation from their bank that payment has been made
*A copy of their own instruction TO the bank is acceptable if it has clearly been stamped by a good payment agent
*A cheque deposit copy

Carefully check all the details are correct as per the proforma invoice
*bank account number
*amount
*currency
*date
*all other details

A good payment agent is:
*well known widely multi-national bank

A poor transfer agent is:
*a money transfer service
*a minor bank that it not widely multi-national

===Is NEOSYS compatible with Mac/Android?===
Yes. See [http://techwiki.neosys.com/index.php/Technical_/_Hardware_requirements#NEOSYS_Software_Browser_and_OS_Requirements NEOSYS Software Browser and OS requirements]

===What is the minimum period for subscription?===

Minimum period for subscription is 3 months after the initial period of 6 months.
=== What is the notice period for termination of NEOSYS services?===

There is no notice period.
=== Will NEOSYS refund the advance payment in case of termination of services?===

No. There are no refunds for initial or quarterly fees paid in advance.
===Why does NEOSYS not have a Service-Level Agreement?===

NEOSYS does not have an SLA for the following reasons:

# We are not clear what the terms of such an agreement could be and such agreement is likely not suitable for our type of service when the facts are examined.
# SLA is appropriate to protect the client in case they are making a major long term commitment which is not the case with NEOSYS.
# NEOSYS has not previously been asked for one beyond what it includes in the existing agreement
# A strict SLA with formal response times and penalties would be costly to operate and this would show in increased cost to use NEOSYS

In case the client wonders then how NEOSYS works without such an agreement, then consider the following:

# NEOSYS contract is short term and client is easily able to exit in case of poor service.
# NEOSYS is naturally MOTIVATED to provide good service due to ease with which the client can exit.
# NEOSYS does not charge up front for training and implementation and therefore is highly committed to a successful implementation.
# NEOSYS servers have had almost no down time in the last 10 years. References can be provided to back this up.

In case the client still wishes an SLA agreement to be signed then they should provide a draft of what terms they are looking for.
===What happens after contract with NEOSYS is terminated?===

#NEOSYS locks data entry for future periods.
#If installed on your own server NEOSYS allows accessing old data and to edit this data for 1 year. Any support required in this time will be billable.
#If installed on NEOSYS servers you will not have any access to your old data and NEOSYS may delete it and all backups after 30 days unless you choose to take a single user contract with NEOSYS.
=== How will the data be handed over to the client after the end of contract? ===

Client users are responsible for taking soft copy of the data from NEOSYS.

See [http://userwiki.neosys.com/index.php/General_FAQ#How_can_we_export_data_from_NEOSYS.3F How to export data from NEOSYS]
=== Where is NEOSYS hosted? ===

NEOSYS can be hosted on NEOSYS servers or on a dedicated server at the client's premises. We highly recommend hosting on NEOSYS initially as it is a great way to start immediately, without wasting time on acquiring a server. Starting on NEOSYS servers is instant and switching to your server, if and when you acquire one, is simple and free too. Also hosting on NEOSYS in-house server is cheaper in terms of cost.

=== What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? ===

If NEOSYS is installed and hosted on NEOSYS servers, we provide a discount. If NEOSYS is installed on the client's server then the discount does not apply

===What will be the cost for setting up a historical NEOSYS database?===

The client is given read only access to the historical database. This is to ensure that users do not create or update documents even by mistake.

There will be no additional cost for setting up the historical database if NEOSYS is installed on client's server.

If NEOSYS is installed and hosted on NEOSYS server, then there is a cost of USD 50 per month to maintain the historical database. Running an extra database for the historical purpose will require NEOSYS to run extra processes on the server and also do a backup of the database.

=== Who will administrate the system? ===

NEOSYS Support staff will administrate the system.

=== Will NEOSYS Support staff have access to the server? ===

Yes. NEOSYS support agreement is conditional on being able to access your server at all times. See [http://techwiki.neosys.com/index.php/Letter_to_obtain_agreement_of_client_IT_staff_to_provide_remote_support Agreement with Client IT to provide remote support]

We will sign a Confidentiality Agreement with you to assure you that your data is safe and will not be shared with anyone under any circumstance.

Is it really OK for NEOSYS to have access to data?

#24x7 access to client systems is a common practice in the computer industry for complex systems where urgent support may be required
#Data theft is present not just with 24x7 access, but it could be at any time. NEOSYS has various security measures to mitigate the risk
#It is virtually impossible to create a system that one can guarantee that nobody except the users have access to the data
#If a situation arises where integration is required then programmers will require access to data to understand user requirements
#NEOSYS Support staff sign Non-Disclosure agreements assuring that client data always remains confidential
#We expect you to trust our professionalism like all our clients

=== What about NEOSYS and Security?===
Most of our clients have NEOSYS installed inside their office only our smaller clients have it installed on NEOSYS servers. Our clients are extremely security conscious and we know all about how to ensure security

Key points about NEOSYS security:
#Dedicated server: Ensures that it won’t be shared with other applications that might require several access to the server. This will help NEOSYS to provide the needed services without need of any other IT person to access the server.
#Confidentiality Agreement: NEOSYS will sign a confidentiality agreement between with the client to assure them that their data is safe with us, and will never be shared with anyone under any circumstance.
#HTTPS: NEOSYS Users use HTTPS to access the system, which is more secure compared to HTTP
#Multi-level permissions: Configure and manipulate access for different users based on permissions given to them e.g. User A has read only access whereas User B has read and write access, User A has access to Media only, but User B has access to Media and Finance etc.
#Warnings and email notifications with IP information are sent to management and NEOSYS support in case of password reset attempts. This will help identify malicious attempts to access NEOSYS
#Access Restriction by IP number: If client wishes to allow access to NEOSYS from outside the office then we can restrict from exactly where this is allowed
#Encryption: The raw data is encrypted and can only be accessed by NEOSYS software
#Access is audited: User info with IP information is logged whenever a user logs in and uses NEOSYS

===What are the benefits of using NEOSYS Finance module?===
#Many accounting systems cannot tell you what items WERE outstanding at some point in the past and can only tell you what items ARE outstanding now, whereas NEOSYS allows you to get outstanding items "as at" some point in the past. Since auditors need to know what items were outstanding at the end of the year, the usual situation for non-NEOSYS finance departments is to be totally in the dark finance system-wise for part or most of January because this issue effectively forces them to not open the new year until almost everything in the old year has been posted whereas in NEOSYS you can start posting on day 1 of the new year without closing the old year.

Accounting entries created by the Production system

2021-03-29T07:59:29Z

Joel: /* PO is converted to a PI when there is no estimate */

==What are the different journal entries created by the NEOSYS job system==

Listed below are scenarios where journal entries are made by the Production system in NEOSYS finance. Each scenario also specifies which Journal Type to check, to find the respective journal entries. All actions cause generation of journal entries, besides the following cases:

#Creating an estimate on a job - raises no journal entries. (regardless of whether the job has a PO, a PO has been converted to a PI or if there is no PO or PI at all)
#Creating a PO on a job which has no estimate or has an estimate but is not invoiced.

All income and cost accounts affected in the journal entries are determined by the job type/s per line of the estimate and PO or on the job file. If there are no job types set per line on the estimate and PO, then the system picks up the main job type on the job file – however if there is no job type set on the job file then the system will not allow you to save the estimate and PO without setting job types on the lines. You have an option to set different job types per line of the document which thereby indicates that a particular line would affect a particular income or cost A/c (which are configured in the job types file).

NEOSYS does not book purchase orders into finance unless and until the invoice is raised to the client. Purchase orders by themselves have NO effect in finance. Only once an invoice is raised to the client on a job, then its purchase orders (if any PO remain outstanding i.e. without supplier invoices) are registered into finance. Not to do so would mean that the profit and loss statement will unreasonably show only income.

The rule of modern cost accounting is "You shall not post income without simultaneously posting actual OR *best estimate of* cost.
To post income at the time of raising invoices to client, and cost at the time of receiving the supplier invoice is an old fashioned procedure.

PO (Purchase Order) to PI (Purchase Invoice) conversion merely means entering the supplier invoice details on the PO (i.e. change the status of the PO to Invoice and enter the supplier invoice number and date in the relevant fields).

In all scenarios we talk about an estimate and PO on the same job even thought it might not be stated everywhere.

===What are the journal entries created upon invoicing an estimate?===

Look in Journal type: Job Invoices/Credit Notes (INP) {the journal name might be different at some client installations}

Invoicing an estimate could basically involve the following scenarios:
====Estimate is invoiced, but there is no PO on the job====

In this scenario as there is no estimated cost, the system goes ahead and invoices the client with the corresponding entry affecting the respective income A/c

Client A/c DR (amount taken from the estimate)
Income A/c CR (amount taken from the estimate)

====Estimate is invoiced and there is a PO on the job or the PO has already been converted to a PI====

This is one of the most common scenarios and is highly recommended as a practise. It is recommended that even though you might not have the exact cost, an approximate cost must be put on the PO for the purpose of invoicing.

Client A/c DR (amount taken from the estimate)
Income A/c CR (amount taken from the estimate)

Cost A/c DR (amount taken from the PO)
WIP A/c CR (amount taken from the PO)

====Estimate is invoiced as a credit note (i.e. negative amount estimate)====

As NEOSYS does not allow you to modify an invoiced estimate; you will need to create a estimate with a negative amount to account for a reversal of the invoice (full credit note) or prepare a partial credit note. Creating a negative estimate / credit note to the client DOES NOT reverse the PO provision and you will have to go to the PO and mark it as cancelled for the reversal to be created

Income A/c DR (amount taken from the estimate)
Client A/c CR (amount taken from the estimate)

===What are the journal entries created when issuing a PO, cancelling a PO and converting PO to PI?===

Look in Journal type: Job Purchase Invoices/Credit Notes (PUR) {the journal name might be different at some client installations}

Even though the PO to PI conversion does not involve a change in the amount, NEOSYS still does a reversal of the earlier amount from the WIP and the Cost A/c and again re-enters the same amount in the Cost A/c – this is to keep an audit trial of estimated cost v/s actual cost received and auditors really love this feature.

====PO is issued after the estimate is invoiced====

The following entries are generated when a PO is issued after the estimate has been invoiced.

WIP A/c CR (amount taken from the PO)
Cost A/c DR (amount taken from the PO)

====PO is converted to a PI after the estimate is invoiced====

This is the most common scenario where you receive the supplier invoice after invoicing the client (in this case we assume that the PO already existed when you invoiced the client and the provision for the cost was made at that time – refer to estimate invoicing scenario (b). This case could involve either the PI being of the same amount as the PO or a different one.

WIP A/c DR (initial provision cost reversed)
Cost A/c CR (initial provision cost reversed)

Cost A/c DR (with the new/actual cost)
Supplier A/c CR (with the new/actual cost)

====PO is converted to a PI before the estimate is invoiced====

As mentioned in estimate invoicing scenario (b), there could be a case where you have to convert the PO to a PI before you invoice an estimate. The following entry would be created in this case.

WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

====PO is converted to a PI when there is no estimate====

It may happen that at the time of recording the supplier invoice there is no estimate on the job which could be due to many reasons – most common of them is that the client has given a verbal go ahead or the job is an FOC one or the job is an internal one and isn’t to be billed to anyone. Below entries are no different from entering a PI in the same circumstance

*** MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM WIP A/C TO COST A/C.
WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

Refer to [[Accounting_entries_created_by_the_Production_system#Handling_manual_entries_Jobs_with_internal_cost_and_supplier_invoice_but_no_client_invoice | Handling manual entries for jobs with internal cost and supplier invoice but no client invoice]]

====PO is modified after the estimate is invoiced====

As already stated in the introduction, creating PO’s or modifying them before you invoice an estimate causes no journal entry. However as soon as an estimate is invoiced, any modifications you do to the PO (even text modifications) causes a journal entry which reverses the earlier created provision (when you invoiced the client) and puts back the new/provision cost back.

WIP A/c DR (initial provision cost reversed)
Cost A/c CR (initial provision cost reversed)

Cost A/c DR (with the new provision cost)
WIP A/c CR (with the new provision cost)

====PO is cancelled after the estimate is invoiced====

Similar to the above point a PO can be cancelled after you invoice an estimate and the system will create a reversal entry to cancel the provision which was made at the time of invoicing the estimate.

WIP A/c DR (initial provisioned cost reversed)
Cost A/c CR (initial provisioned cost reversed)

===After invoicing the client, what are the different entries when the purchase invoice is different from the purchase order===

====Scenario 1 - What are the entries created when the purchase invoice is slightly more than the purchase order (after invoicing the client)?====
Eg. Purchase order was for 5000 AED, but the Purchase invoice was received for 5500 AED:

[[File:job_entries.png]]

====Scenario 2 - What are the entries created when the purchase invoice is slightly less than the purchase order (after invoicing the client)?====
Eg. Purchase order was for 5000 AED, but the Purchase invoice was received for 4500 AED:

[[File:job_entries2.png]]

===Handling manual entries Jobs with internal cost and supplier invoice but no client invoice===

For scenarios where a job is completed and closed with internal cost(PO->PI) only and no client invoice is raised, manual entry MUST be done in journal type: Job Purchase Invoices/Credit Notes (PUR) to transfer the amount from Wip A/c to Cost A/C. If not the balance of WIP will continue to reflect as WIP in Balance Sheet but in reality it is cost incurred for the company.

WIP A/c CR (amount taken from the PO/PI)
Cost A/c DR (amount taken from the PO/PI)

===After invoicing a client, how does updating a PO or converting a PO to a PI, affect which period entries are automatically generated in?===

Updating PO:

There are two pairs of entries that are generated when updating a PO, entries that reverse the previous entries and the new (actual) entries.

The reversing entries are generated in the same period as the entries they are reversing. Whereas the new actual entries are generated in the period, defined by the date the order is reissued. (Can be past, present or future) See below example, where an estimate has already been invoiced, a PO already issued in Period 1/2018 and is being update in the period 2/2018.

<pre>
Estimate invoice, PO issued in Period 1/2018:
Cost A/c DR +500
WIP A/c CR -500

Updating the PO in Period 2/2018 or when order reissued date:
Cost A/c CR -500 - (Reversing entry in Period 1/2018)
WIP A/c DR +500 - (Reversing entry in Period 1/2018)

Cost A/c DR +400 - (New actual entry in Period 2/2018)
WIP A/c CR -400 - (New actual entry in Period 2/2018)
</pre>

Converting PO to PI:

On the other hand, when converting a PO to PI, the reversing entries and the new (actual) entries are generated in the same period, defined by the date the supplier invoice was received. See below example, where estimate has already been invoice, a PO issued in 1/2018 and is being converted to a PI in the period 2/2018.

<pre>
Estimate invoice, PO issued in Period 1/2018:
Cost A/c DR +500
WIP A/c CR -500

PO converted to PI, in period 2/2018 or when supplier invoice received:
Cost A/c CR - 500 - (Reversing entry in Period 2/2018)
WIP A/c DR + 500 - (Reversing entry in Period 2/2018)
Supplier A/c CR - 400 - (New actual in Period 2/2018)
Cost A/c DR + 400 - (New actual in Period 2/2018)
</pre>
Things to remember:

*When an estimate is invoiced, the period in which the automatic Production Invoice journal entries appear will depend on the date you enter in the New Invoice screen, not the existing date/period in the estimate file.
*Similarly, when converting a PO to PI, the period in which the automatic Purchase Invoice journal entries appear will depend on the supplier invoice date you input, not the order date.

Finance FAQ

2020-12-28T07:22:37Z

Joel:

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

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

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

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

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

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

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

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

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

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

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

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

The only way to enter this is:

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

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

The only way to enter this is:

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

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

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

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

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

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

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

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

[[image:duplicatepostingwarning.jpg]]

==Can I allocate to unposted vouchers?==

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

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

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

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

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

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

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

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

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

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

If a simple list of invoices is required then please use the list of invoices from the media or job invoice menus. (See [[List of Invoices]])

==How do I amend / repost journal entries?==

Posted entries cannot be modified except by NEOSYS under certain circumstances.

NEOSYS has a policy not to do corrections to postings except in special circumstances.

#Corrections to opening balances and opening items since those are a once off issue.
#Amendments requested by top management for exceptional adjustment of accounts that cannot be handled in any other way
#Vouchers are missing from posted batches. See [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#Voucher_number_missing_from_posted_batches Missing vouchers in posted batches]

General errors in postings such as the financial period, account number and amounts must be corrected by reversal and correct journals.

The repercussions of granting permission to edit/repost journals would be as follows:

#NEOSYS Financial Module can no longer be trusted if postings are subject to modification
#It is not common practice to do such manipulations
#It can lead to possible errors in numbers
#Staff can become complacent and careless while posting entries and frequently ask for this permission

So, restricting users from editing/reposting journal entries promotes a more healthy and vigilant working environment where users verify each journal entry before posting it which effectively leads to good accounting practices.

The NEOSYS software for reposting journals appears to but does NOT work for posting which have already been allocated. It creates cross check balance errors in the open item accounts. To avoid this, any allocations can be de-allocated ESPECIALLY when the account number is being changed or the amount is being reduced or the currency changed.

The following information can be changed by authorised users even after posting. In the Voucher File and therefore on the detail ledger
account/statement: Date, Due Date, Despatch Date, Reference, Details, Analysis Code and allocation. See [[Finance_FAQ#What_can_I_change_on_the_finance_vouchers_even_after_posting.3F|What can I change in the finance voucher after posting?]]. Unfortunately the journal printout is unchanged by any amendments and remains as it was entered.

==How do I print all accounts in one trial balance?==

To print all accounts in a single trial balance you must print the General Ledger (GL) and select SHOW ALL SUBLEDGERS option. You can also make use of the SHORT VERSION option.

[[image:gl-printout.jpg]]

==How do I issue Debit/Credit Note in Finance?==

In Journal Setup, enter Voucher Description as "Debit/Credit Note" and select voucher style from the drop-down menu as "Debit/Credit Note". The "/" entered in the Voucher Description is used to give two alternate names for the same heading depending on whether the main account is debited or credited.

[[File:Journal setup.jpg|1000px]]

For example, for a voucher entered for this journal type, when the main account is DEBITED, when you click on the Print/Send button, the document generated will say "DEBIT NOTE".

[[File:Debit note.jpg|1000px]]

Similarly, when the main account is CREDITED, when you click on the Print/Send button, the document generated will say "CREDIT NOTE".

[[File:Credit note.jpg|1000px]]

The same trick is used for "Invoice/Credit Note", ie, simply enter Voucher Description as "Invoice/Credit Note" and select voucher style from the drop-down menu as "Debit/Credit Note". Depending on whether the main account is debited or credited, the Journal Print document will show either "Invoice" or "Credit Note" as the heading.

== How is revaluation handled in NEOSYS? ==
When a voucher is allocated, NEOSYS automatically checks if there is a difference in base amounts and records the exchange difference by either creating/posting a revaluation voucher or amending one of the vouchers to record the exchange gain/loss.

=== When does NEOSYS automatically create and post a revaluation voucher? ===
A Revaluation voucher is created when a user allocates two posted vouchers using the 'Voucher Allocation' feature.

=== When does NEOSYS amend the latest voucher to record the exchange gain/loss? ===
Vouchers are amended when a user allocates one or many posted vouchers to a unposted journal within the 'Journals' screen.

=== Which period will the revaluation voucher be posted into? ===
The RV voucher is posted into the same period as the allocation period. There are three options in Voucher Allocation page to set the allocation period.

* 'Current period' - The allocation and RV voucher will use the current calendar period.
* 'Use Settings from above' - The allocation and RV voucher will use the latest period from the range of periods set in the Settings. For example, if range is 1/2020 - 12/2020, the RV voucher and allocation will use 12/2020.
* 'Backdated as far as possible' - The latest voucher period out of the two vouchers will be used by the RV voucher. However, if that period is closed, then use next open period. For example, if a JOU batch is posted in 1/2020 and the corresponding REC in 2/2020, then the allocation period used will be 2/2020. If the periods have been closed till 3/2020 in Finance, then the RV voucher would be posted into the next open period, 4/2020.

==What is the “RV” allocation without a voucher number that shows in the Voucher File?==

An allocation stating RV without any voucher number is caused by a revaluation process on open item accounts.

Revaluation of open item accounts is performed by calculating the base adjustment on each outstanding foreign currency item and posting ONE RV voucher PER ACCOUNT for the total. The RV voucher is allocated to the individual vouchers but unusually the voucher number does not show. The system was initially designed this way in order to avoid a potentially very long list of allocations on RV vouchers.

The lack of voucher number makes it hard to verify the allocation is correct, however you can trust that it is correct if the usual chain of checks and balances provided by the principle of the double entry proves the whole system is ok.

It is planned to change NEOSYS to show RV voucher numbers in all cases.

==Why does voucher allocation shows nothing to allocate when there are debits and credits on the account?==

In some abnormal circumstances there may be items outstanding on an account which have base amount outstanding but no currency amount outstanding. NEOSYS allocation procedure works only on outstanding currency amounts so these items cannot be allocated.

Solution: Run the revaluation program. Its job is to amend the outstanding base amount to agree with the outstanding currency amount at the prevailing exchange rate. Since the outstanding currency amount is zero, it will amend the outstanding base amount to be zero also.

==Why is a revaluation journal posted in the prior year when I allocated some vouchers in the prior year?==

It doesn't matter what time and date is on the clock when the allocation is done since you could be be working on 2017 accounts in 2018 and this is normal practice of course.

It matters what SETTINGS and options you choose when doing the allocation.

The allocation is done in a certain period, and any revaluation journal required and generated due to that allocation, is generated in the same period.

Note that the allocation/revaluation period cannot be up to the closed period in the Company File, so allocated vouchers in a closed year will be allocated/revalued in the first open period - or the open period that you select.

==Which accounts can be revalued?==

Revaluation is only performed on foreign currency tangible assets and liabilities accounts, which are subject to changing exchange rates and have a value and therefore can be revalued.

Tangible assets and liability accounts represent real value such as debtors, creditors and bank accounts.

Whereas P&L accounts are merely totals of historical movements, they do not represent any asset or liability that has a value and therefore cannot be revalued.

==Why is closing account missing for some Profit & Loss accounts?==

Retained Earnings account is the "closing account" of all the P&L accounts. This is a real account in the master chart of accounts.

If the closing A/C code is mentioned in the closing A/C field then all accounts under that ledger will automatically take the closing A/C detail even if the closing A/C code is not explicitly mentioned in each account.

[[Image:PLclosingaccount.jpg]]

==What can I change on the finance vouchers even after posting?==

Finance users can amend various fields in Voucher File after the entry is posted. On saving the changes Amended will appear on the voucher file.

Following fields can be amended: - Reference, Date, Due Date, Despatch Date, Details, Deallocate and Analysis Code.

[[File:amend.jpg]]

==How do I stop users from posting journal entries to an Account in Finance?==

Adding "(Stop)" on an account line in Chart of Accounts stops users from posting journal entries to the stopped account. If users wish to post journal entries to a stopped account remove "(Stop)" from the account line in Chart of Accounts.
Users can take ledger printout for stopped accounts.

[[File:StopCofA.jpg]]

==How does NEOSYS handle base and real currency balances?==

The easiest way to understand NEOSYS is to imagine that it keeps completely separate double entry accounting systems for each currency and consolidates them on the fly to produce reports and ledgers for all currencies consolidated. It is easy to use NEOSYS menu settings to print reports and ledgers for individual currencies - ignoring all other currencies, or for all currencies consolidated - which is the default.

Every NEOSYS journal line has a currency code and amount. Each journal line also has (in parallel to the currency code and amount) the base currency equivalent amount of the currency amount. The base currency equivalent amount can be considered to be our best "valuation" of the currency amount when expressed in terms of the currency of our base currency.

In most cases the operator only has to enter the currency code and amount and the NEOSYS system uses its internal semi-static exchange rate files to determine the base currency equivalent amount or "value". In some cases however, for example, if there is no standard semi-static internal exchange rate for a currency, the operator is required to enter the base currency equivalent amount/value.

NEOSYS keep the base currency balance separate per currency and consolidates them on the fly to produce consolidated reports for "all currencies converted to base currency".

NEOSYS treats journals in the currency of the base currency as just another currency and not as some special currency. For example, if the base currency happens to be USD then NEOSYS can tell you a) the balances of each currency converted to USD separately b) the balance of all currencies converted to USD c) the balance of real USD excluding all other currencies. This is particular useful when the base currency is not the main operational currency of the system.

==Why does NEOSYS Exchange Gains/Loss account not agree exactly with my auditor's parallel system?==

If a client finds that the Exchange Gain/Loss account balances as per another parallel system is not in agreement with NEOSYS then they must sit and reconcile the two and notify NEOSYS support of anything that they discover is wrong in NEOSYS so that can fix it - otherwise we remain confident in NEOSYS without proof to the contrary.

In general:

#Locate the incorrect transactions: Take a ledger account of the Exchange Gain/Loss account in order to locate the incorrect transaction. Open the voucher that made this entry and look at all the base conversions on that voucher. If the exchange rate used was wrong, that could be the reason for the discrepancy.
#Try running the NEOSYS revaluation program on the journals menu. This will ensure that the NOMINAL base currency balance in all accounts is in exact agreement with the REAL currency balance in those accounts
#Rounding rules can be different in different systems so that may account for 1 or 2 cent differences per transaction and this can can add up to greater differences in total.

==What do I do if I am not happy with the balance of an account?==

The balance of any account is, under all circumstances, simply the arithmetic total of the journal lines posted to it, therefore self evidently, if you are not happy with the balance of an account, you must use one of the options on the NEOSYS JOURNAL MENU to post additional journal lines until the total of the journal lines for the desired account gives the balance that you desire for the account. There is no way to amend the balance of an account other than using one of the NEOSYS JOURNAL MENU options to post additional journals.

==Why can I not adjust the balance of one account only?==
In order to understand why this is not allowed you need to know the fundamental and unbreakable rule of double entry accounting

THE ARITHMETIC TOTAL OF THE BALANCES OF ALL ACCOUNTS MUST AT ALL TIMES BE EQUAL TO ZERO

In NEOSYS, the rule of double entry accounting is applied separately per currency. Therefore the total of base currency must equal zero at all times and the total of each individual currency must be zero at all times.

Given the above rule, adjusting the balance of one account alone is not allowed because it would break the rule ... because (obviously) it would result in the arithmetic total of all account balances no longer being zero.

The effect of the rule is that you cannot ever adjust the balance of one account without simultaneously making an equal an opposite adjustment in some other account or accounts.

==What if I cannot determine any account to make an opposite adjustment into?==

The opposite account is often some kind of a "write off" or "exchange gain/loss" account but it could be to any account depending on the case. Think long and hard about it and if you are still not clear then you must consult an accountant to help you determine which account to use.

Note that for NEOSYS revaluation journals the "exchange gain/loss" account, defined in the Company File, is used automatically as the opposite adjustment account.

==How to correct wrong currencies present in NEOSYS reconciliation reports==

NEOSYS reconciliation is strictly per currency amounts posted and does not provide any base currency reporting therefore any false currency balances (eg USD posted into an EUR bank account) must be corrected by journal.

==Why is VAT column not appearing in journal entry page though it has been set up in Journal Setup?==

It is necessary to put Tax Reg. No . on the Company File in order to get the VAT column in the journal entry page.

==Why do VAT amounts stay in originating company accounts?==

The VAT amount, in an intercompany posting, will remain in the originating company account and only the NET amount will be posted to the other company.

This ensures that when you print/export the journals for one company, the total of the VAT column agrees with the VAT report for that company, this helps make auditing easier.

Also if you issue an invoice for company X then even if, for example, you post the income of that invoice to another company, the VAT on the invoice still has to be shown under the company of the invoice.

==How do I get a break down of the WIP/ACCRUAL?==

If you want a break-down of a control account you look in the subsidiary ledger. (This is the whole point of having a subsidiary ledgers in the first place)

If the subsidiary ledger happens to be open item ledger like client/supplier/wip/accrual then you can use the NEOSYS AGED BALANCE REPORT which can show you the breakdown either per account or per open item/translation

[[image:agedbalrpt.jpg]]

==Why am I unable to find/print journal batches created using Recurring Journals?==
Journal batches created using Recurring Journals Table do not have a period in the batch heading because multiple periods may be posted in the same batch. For such batches, only the period of the first voucher in that batch (in the case of recurring journals this is the earliest period in the batch) will be shown in any journal batch lookup.

In order to lookup or print such batches you need to enter the earliest period in that batch in the period filter. This holds true for any kind of batch lookup or printing like Journal Audit/Export, List of Unposted Journals etc.

For example, the heading of Journal Audit/Export print shows batch number and the period as blank (highlighted in the below screenshot) for a journal batch created using Recurring Journals Table.

[[image:recurring.jpg]]

The batch shown above contains an entry for period 2/2016. But if 2/2016 is entered in the period filter in Journal Audit/Export, this will give an error message "No journals found." as shown below. This is because there is currently no Recurring Journal batch whose earliest period is 2/2016. The earliest period of the batch shown above, i.e. 1/2016 must be entered in the period filter.

[[image:recurring2.jpg]]

==How to do depreciation using Recurring Journals==

Recurring Journal entries can be used to post depreciation periodically.

As shown in the example below, Start date can be set as the beginning of a month. Details field will carry the description of the Asset. Frequency and Number of Instalments can be set as per company policy. Depending on the Total amount and Number of Instalments NEOSYS automatically calculates the Instalment and Remainder amounts.

Debit the Depreciation Account (PL ledger) and credit the Accumulated Depreciation Account (Fixed Assets Ledger).

On posting the Recurring journal other field details (Date Last Posted and Amount Posted to Date) appear automatically.

Before Posting

[[image:dep.jpg]]

After Posting

[[image:dep2.jpg]]

==Why is ledger printout truncating account name from voucher details field==

If the account name is mentioned in the details column of the voucher, the system will automatically drop the account name from the details column while taking the account's ledger printout. This is done because there is no need to show the same account name over and over on all rows of the report when the account name is already mentioned in the report heading.