NEOSYS User Support Wiki - User contributions [en]

Setting up and Configuring NEOSYS Generally

2026-04-07T08:29:23Z

Lance: /* Specifying Payment Terms on Invoices */

==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]]

===Payment Terms for UAE E-Invoicing===

For UAE E-Invoicing the payment terms must contain the due date.
Accepted formats are:
* Due Date: <DATE> (E.g. Due Date: 01/01/2026)
* <Number of Calendar Unit> <Calendar Unit> (E.g "15 days" OR "2 weeks" OR "3 months")

==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 alerts 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 Generally

2026-04-07T08:27:23Z

Lance: /* Specifying Payment Terms on Invoices */

==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.

===Payment Terms for UAE E-Invoicing===

For UAE E-Invoicing the payment terms must contain the due date.
Accepted formats are:
* "Due Date: <DATE>" E.g. Due Date: 01/01/2026
* "<Number of Calendar Unit> <Calendar Unit>" E.g "15 days" OR "2 weeks" OR "3 months"

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 alerts 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]]==

Accounting entries created by the Production system

2026-03-11T07:10:14Z

Lance: /* After invoicing a client, how does updating a PO or converting a PO to a PI, affect which period the entries are automatically generated in? */

==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 an 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

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

*** MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM WIP A/C TO COST A/C.

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===

''As of 11/3/2026, the automatic entries generated in the below scenarios are not unusual or wiki-worthy. Below screenshots are missing, so we do not know why this section was created.''

====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 the 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 invoiced, 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.

Accounting entries created by the Production system

2026-03-11T06:59:33Z

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

==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 an 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

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

*** MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM WIP A/C TO COST A/C.

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===

''As of 11/3/2026, the automatic entries generated in the below scenarios are not unusual or wiki-worthy. Below screenshots are missing, so we do not know why this section was created.''

====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 the 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.

Accounting entries created by the Production system

2026-03-11T06:49:10Z

Lance: /* After invoicing the client, what are the different entries when the purchase invoice is different from the purchase order */

==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 an 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

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

*** MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM WIP A/C TO COST A/C.

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===

''As of 11/3/2026, the automatic entries generated in the below scenarios are not unusual or wiki-worthy. Below screenshots are missing, so we do not know why this section was created.''

====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.