NEOSYS User Support Wiki - User contributions [en]

Cheque Design and Printing

2017-10-19T11:59:18Z

Priyanka: /* Cheque Design */

[[File:Cheque_design.jpg|1200px]]

=== Cheque Design ===

To open this page: In Payment Journal page click on Print Cheques -> Click on Design -> Cheque design page opens up.

==== Account Number ====
The bank account for which the cheque design is being configured

==== Is Default ====
Tick to set this design as the default one for all bank accounts that do not have a cheque design format for themselves.

==== Left Margin/ Top Margin ====
Specify where the Left/Top Margin starts from.

==== Units ====
Select the unit for measuring the alignment

==== Preview Cheque Layout ====
Used for checking whether any of the fields are overlapping with each other or exceed the page limit

==== Field Name ====
The Field Names depend on the level selected. [[Cheque_Design_and_Printing#List_of_Field_Names | Refer here for the list of field names.]]

==== Level ====
Used for defining the scope of the Field Name.

==== Top/Left ====
Enter how many units from the top/left the field must begin

==== Width/Height ====
Enter the width and height of the field

==== Alignment ====
Select the alignment (left/right/centre) for the text within the field

==== Repeats ====
[[Cheque_Design_and_Printing#Avoiding_continuation_pages_on_remittance_advices.2Fcheque_printouts|Refer here]]

==== Exclude ====
Tick this to omit the corresponding line from showing in the Printout

===List of Field Names===
 

==== ALL_INVOICE_NOS_OR DETAILS ====

==== ACCOUNT_NO ====
Supplier account number

==== ALL_DETAILS ====
Displays details of every line in the voucher, one below the other, in a single page.

==== AMOUNT_PAID ====

==== BANK_ACCOUNT_NAME ====
Name of the bank account for which the cheque is printed

==== BANK_ACCOUNT_NO ====
The account no. of the bank for which the cheque is printed

==== CHEQUE_AMOUNT ====
The Total Amount entered in the journal entry

==== CHEQUE_CURRENCY ====
The currency entered in the journal entry

==== CHEQUE_DATE ====
Date mentioned in the journal entry

==== CHEQUE_NO ====
The value entered in the cheque advice/remittance advice. Will have brackets around it, if the voucher is unposted.

==== CHEQUE_PAYEE ====
Details of the 1st line in the voucher file

==== CHEQUE_WORDING ====
The cheque amount in words

==== DETAILS ====
Details of the 2nd line in the voucher file, minus details from the first line. If left blank, it picks up the name of the second account in the voucher file.

==== INVOICE_DATE ====
The date mentioned in the allocation voucher file

==== INVOICE_NOS_OR_DETAILS ====
If allocated, then the text from the allocation voucher's reference field appears here. If unallocated, then the details of the contra-line appears here

==== INVOICE_NO ====
Picks up the supplier invoice number from the Reference field of the allocated voucher

==== INVOICE_NOS ====
Picks up the supplier invoice number from the Reference field of the allocated voucher, example INV#123. If {INVOICE_NO} is also one of the fields used in cheque design, then {INVOICE_NOS} gives the journal type of the allocation voucher, the text from the reference field of the allocation voucher, and the date menioned in the allocation voucher file. Eg. PUR INV#123 30/6/2014

==== INVOICE_ORIGINAL_AMOUNT ====
Picks up the allocated amount from the allocation voucher file

==== INVOICE_OUTSTANDING_AMOUNT ====
The outstanding amount for each of the invoices being paid.

==== INVOICE_PAID ====
The allocated voucher number appears here

==== INVOICE_TYPE ====
Gives the type of the allocated voucher. Eg. PUR, MPU etc.

==== NO_OF_PAGES ====

==== PAGE_NO ====

==== PAGE_X_OF_X ====

==== PAYEE_ADDRESS ====

==== VOUCHER_NO ====
The voucher for which the cheque is printed

=== Printing Cheques ===

This assumes that the cheque layout has already been performed using Cheque Design.

These instructions mainly help you to configure the printer suitably for printing cheques from NEOSYS.

#In NEOSYS Finance, Journals, Journal Entry, select Journal Type “Payments” and click the open button to get an existing posted or unposted journal on screen.
#Click the “Print Cheques” button
#Click “Test”
#When the cheque layout appears onscreen – click File, Print Preview. Note that the “Test” option also shows boxes around the printable fields. The boxes are there to help in checking the alignment and do not appear in the final cheque printing.
#In Print Preview, click Printer Setup/Configure. If you don’t want to change your default printer configuration, then “add new printer” in Windows and use that for all cheque printing. NB This step is critical for success. - Remove all heading and footing text. - Reduce all the margins to zero - or as close to zero as your printer will allow. - Ensure that print scaling is set to 100% - Ensure any “Fit to Page” or similar option is switched off.
#Print onto a blank sheet of paper. Note: The paper type and size on which you run the tests is largely irrelevant. As long as it is at least as wide and deep at the final target paper size, you can do the test formatting on any paper. All you have to do is get everything the right distance from the top and the right distance from the left for every item. ie the same position from the top-left hand corner as the cheque.
#Compare the printout to a page of your real cheques by lining them up on the top and left edges. Hold them up to a bright light to see if the text will print ok on the cheque.
#If all the fields need to be moved up, you can move the print up by entering a negative top margin in the Cheque Design screen. Or, if all the fields need to be moved down then enter a positive number. Use a similar strategy to move all the fields to the left (negative) or right (positive). The margin you enter you should be in the units of measurement specified in the Cheque Design screen heading. Do not change the unit of measurement unless you are prepared to re-enter all of the cheque design layout positions.
#If all is ok, close the test layout and, back on the Print Cheques screen, click the Print button instead of the Test button.
#Ensure that the configuration is done as per step 5 above and do a test print on real cheques.

=== Avoiding continuation pages on remittance advices/cheque printouts ===

If you are regularly paying a large number of invoices with a single payment and wish to avoid getting multiple pages for remittance advices/cheque printouts, if you do not need to see the

full allocated invoice details then you can use the following strategy to print just the invoice numbers in one flowing text column. This usually avoids the need for continuation pages

unless the number of invoices being paid is very great.

A suitable strategy caters for payments that have more than one “line” in the journal - to allow discounts etc. Therefore we use 3 “repeats”.

Set the “Repeats” to 3 and set the “Height” to one third of the total vertical space available for the allocation table. The more height assigned, then the more invoice numbers can be

fitted in

[[File:Chequeprintout.jpg]]

=== How to copy cheque layouts ===

Cheque layouts are designed in NEOSYS per bank account.

There is no way in the normal user interface to copy layouts from one account to another but it can be done in maintenance mode.

=== Designating one bank account as the default layout for all other accounts ===

Check the "Use as default" checkbox in the cheque design screen of the bank that you want to be the default.

Any bank accounts that do not have specific cheque layout designs will then use the designated default account.

If no bank account is designated as the default then, if it exists, the cheque design of account XXX999 will be used as the default.

=== To copy a cheque design from bank account XXXX to YYYY ===

In maintenance mode:

COPY DEFINITIONS CHEQUEDESIGN*XXXX (O) TO: CHEQUEDESIGN*YYYY

=== Copying cheque layouts between databases on the same NEOSYS installation ===

To copy a cheque design from bank account XXXX in database A to YYYY in database B.

Step 1. In maintenance mode of database A:

COPY DEFINITIONS CHEQUEDESIGN*XXXX (O) TO: (DOS DESIGN1.CQD)

Step 2. In maintenance mode of database B:

COPY DOS DESIGN1.CQD (O) TO: (DEFINITIONS CHEQUEDESIGN*XXXX)

Notes:

#(O) is optional and is required only if you are overwriting the target
#DESIGN1.CQD can vary to allow copying multiple formats at the same time but "DESIGN1" must be no more than 8 alphanumeric characters and ".CQD" must be exactly ".CQD" otherwise there is risk of damaging the NEOSYS installation files.

=== Copying cheque layouts between NEOSYS installations ===

Use the instructions as for [http://userwiki.neosys.com/index.php/Cheque_Design_and_Printing#Copying_cheque_layouts_between_databases_on_the_same_NEOSYS_installation Copying cheque layouts between databases on the same NEOSYS installation] but add the following step between the two steps.

Use operating system facilities copy the DESIGN1.CQD file(s) from the x:\neosys\neosys folder on the source installation to the same folder on the target installation.

Media Types File

2017-10-11T12:30:52Z

Priyanka: /* Certification */

[[image:Mediatypesfile.jpg]]

'''The Media types file allows you to make changes to a type of media. These changes are applicable to all the vehicles under the media type record.'''

=== Type code ===
Unique code assigned to the media type.

Open an existing record by entering the media type code or create a media type record by entering a new media type code.

{{Codes}}

=== Type name ===
Media type name as it is to appear on all documents issued by NEOSYS.

Enter the name of the media type.

=== Group code ===
Media group to which media type may be linked to.

Enter group code or Press F7 to search or F6 to create new group.

=== Sequence ===
Override the default alphabetic sequence of management reports. For example to place important items first regardless of alphabetic rank.

=== Company code ===
{{Codes}}

=== Bill A/c No ===
Records the income and cost of the media type in the finance module.

Enter the income and cost account number as in the P/L (profit & loss) chart.

=== Tax A/c No ===
Record all tax related transactions in the finance module.

Enter the income and cost account number of the media type in the P/L (profit &loss)chart.

=== Alias Codes ===

See [http://userwiki.neosys.com/index.php/Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F What are alias codes]

=== Deadline(days) ===
The number of days, before the appearance of the ad, by which the artwork has to be sent to the vehicle supplier

Enter number of days.

=== Coincidence Checking (mins) ===
NEOSYS warns you if there are broadcast ads in the same market within a particular number of minutes away from another ad.

Enter the number of minutes within which NEOSYS should give you the conflict warning. To suppress this feature for increase in speed use "-1". To implement check per day use "0".

''Note''- This feature is functional only if the time of the ads is being entered in the schedule.

=== Order footer ===
Instructions or notes to the supplier that is to appear on each booking order.

Enter booking text.

You have the option of choosing multiple lines and each line that is to appear on the booking order can be entered on separate lines.

The standard footer text for booking orders can be setup per group of media types. This makes configuration and maintenance quicker and more reliable. Any footer text setup for specific media types is used in preference to the footer text of the group.

This booking text appears on the booking order for all vehicles under the media type.

===Certification===

Configuration of valid codes and required/optional additional description information is done per media type in the Media Types File. If the information is required/mandatory enter the description head in all caps, if the information is optional enter the description head in small caps e.g.: Aired/TIME/comment , Aired and comment is optional where as TIME is required/mandatory.

If no configuration is present then data entry remains free format as before.

A pop-up appears on Certificate File to assist and restrict data entry of certification/voucher copy/tear sheet information.

Media Configuration File

2017-10-01T10:34:11Z

Priyanka: /* Default media accruals A/c no */

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
It is the mark in red which appears on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====

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

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

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

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.
#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.
====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats 1st, 2nd, 3rd or 1,2,3. By default dates are shown as 1st, 2nd 3rd.
====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

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

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere.

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

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

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

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

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

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

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere.
====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column
====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====
Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPMR (CPR on Gross)
====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

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

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

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

==Media Booking==
[[File:Mcf5.jpg]]
==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's account name and address information which appears in the Media Invoice. If Yes is chosen then the Client account and Address printed is picked up from client account name from Chart of Accounts and client address information from the Address File, which is accessible from Chart of Accounts; else if No is selected the account name and address information of the client is picked up from the Client name and Address details defined in the Client and Brand file.

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

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

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

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

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

{{Default media accruals A/c no}}

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

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

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

==Invoicing==
[[File:Mcf10.jpg]]
====Stationery====
Choose default stationery option for invoices
====Sundry A/c Nos.====
This feature is used for Sundry Clients who are basically not a real Client but a generic bunch of few or many clients. In the client and brand file these clients are entered as brand names under one Client Name.

Sundry A/c Nos. in the media configuration file are entered so that whenever we want to bill one particular client out of that bunch, the brand name will appear as client name on invoices. This happens for all the Clients whose account Nos are listed in this field.

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

====Default Payment Instruction====

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

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

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

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

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

Media Configuration File

2017-10-01T10:31:58Z

Priyanka: /* Default media accruals A/c no */

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
It is the mark in red which appears on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====

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

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

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

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.
#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.
====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats 1st, 2nd, 3rd or 1,2,3. By default dates are shown as 1st, 2nd 3rd.
====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

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

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere.

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

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

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

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

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

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

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere.
====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column
====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====
Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPMR (CPR on Gross)
====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

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

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

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

==Media Booking==
[[File:Mcf5.jpg]]
==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's account name and address information which appears in the Media Invoice. If Yes is chosen then the Client account and Address printed is picked up from client account name from Chart of Accounts and client address information from the Address File, which is accessible from Chart of Accounts; else if No is selected the account name and address information of the client is picked up from the Client name and Address details defined in the Client and Brand file.

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

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

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

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

{{Default media accruals A/c no}}

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

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

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

==Invoicing==
[[File:Mcf10.jpg]]
====Stationery====
Choose default stationery option for invoices
====Sundry A/c Nos.====
This feature is used for Sundry Clients who are basically not a real Client but a generic bunch of few or many clients. In the client and brand file these clients are entered as brand names under one Client Name.

Sundry A/c Nos. in the media configuration file are entered so that whenever we want to bill one particular client out of that bunch, the brand name will appear as client name on invoices. This happens for all the Clients whose account Nos are listed in this field.

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

====Default Payment Instruction====

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

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

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

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

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

Setting up and Configuring NEOSYS Media System

2017-10-01T10:26:41Z

Priyanka: /* Configuring the media accruals from the schedules */

== Importing Suppliers and Vehicles ==

=== Preparing a file of vehicles to import ===

Get an excel sheet containing the following columns.

Ensure that the columns are titled exactly as below and that there are no blank rows. Columns with any other title will be ignored.

*Vehicle Name (Media Name)
*Supplier Name (should be blank if the vehicle is its own supplier)
*Market Code (geographic or analytical)
*Media Type Code(Magazine, TV etc)
*Currency code (of bookings)

and strongly advisable columns ...

*Vehicle Contact Name
*Vehicle Contact Address (email/fax/tel etc)

(was CONTACT NAME, CONTACT ADDRESS prior to Oct 2011)

If bookings for all or most vehicles go via the supplier then put the contact details in the following columns instead.

*Supplier Contact Name
*Supplier Contact Numbers
*Supplier Contact Email

and optional columns ...

*Notes (long text field covering anything of interest)
*Deadline Days (number of days before ad appearance that booking is required)
*Material Requirements (short text field to remind of materials required)
*Day of Weeks (List of digits 1-7 where 1=Monday)

and optional links to other systems ...

*VEHICLE ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*VEHICLE ALIAS CODE (the id, number or code of the vehicle for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a vehicle is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*VEHICLE ALIAS SYSTEM 1: SAP
*VEHICLE ALIAS CODE 1: 1235123
*VEHICLE ALIAS SYSTEM 2: OLD
*VEHICLE ALIAS CODE 2: DE767676

...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

=== Adding "code" columns ===

NEOSYS needs to know the "code" for all the "name" columns in the file. Once you have the above Sheet add "code" columns as follows. You can insert them just before their respective "name" columns.

*Vehicle Code
*Supplier Code

Then use the following procedure to invent and fill in vehicle and supplier codes

Assuming that there are at least some vehicles with separate suppliers (ie the name in the supplier column is not blank)

#Sort by Supplier Name (Vehicles without separate suppliers will come last since their supplier column will be blank)
#Invent and fill in UNIQUE Supplier Codes for those vehicle that have Suppliers (based on the Supplier Name of course)
#Invent and fill in UNIQUE Supplier Codes for those vehicle that DO NOT have Suppliers (based on the Vehicle Name of course). *** NB As you are entering the first few letters of these codes, Excel will suggest existing codes from the previously entered Supplier codes. You MUST use the standard anti-duplication coding rules to invent non-duplicate codes.
#Copy the supplier codes OF THE VEHICLES WITHOUT SUPPLIERS to the vehicle code column

then

#Sort the whole sheet by vehicle name. This will aid the invention of vehicle codes in the next step.
#Invent and fill in UNIQUE vehicle codes FOR THE VEHICLES WITH SUPPLIERS (based on the vehicle name of course). *** NB As you are entering the first few letters of these codes, Excel will suggest existing codes from the previously entered (actually copies) vehicle codes. You MUST use the standard anti-duplication coding rules to invent non-duplicate codes.
#Sort by Vehicle Code and ensure that you have not accidentally created duplicate vehicle codes

then some more mandatory code columns

*Market Code
*Media Type Code
*Currency Code

Sort by Market Name then fill in VALID market codes that preexist in NEOSYS.

Sort by Media Type Name then fill in VALID media type codes that preexist in NEOSYS.

Sort by Currency Name then fill in VALID currency codes that preexist in NEOSYS.

Save the file as C:\VEHICLE.TXT in tab delimited text format

=== Preparing a file of suppliers to import ===

Cut and paste the Supplier columns from the vehicle sheet into a new sheet.

Remove duplicate suppliers (in Excel 2007 use Data, Remove Duplicates)

Go back to the vehicle sheet and cut the vehicle codes and names (that DONT have suppliers - sort by supplier name to make this easy)

Paste those vehicle codes and names into the new supplier code/name sheet at the END of the other suppliers. This makes vehicles into suppliers when they are their own supplier.

Sort by Supplier code and ensure that there are no duplicate codes. If there are then start from the beginning again.

Add a column called MEDIA NONMEDIA and fill all the rows with M (Media). Alternative are P for Non media (NB not "N"). This column is mandatory.

Other columns that will be loaded if present in the file are:

*SUPPLIER CONTACT NAME
*SUPPLIER CONTACT NUMBERS (eg "Tel 777777/Fax 8888899/Mobile 999999")
*SUPPLIER CONTACT EMAIL

(was CONTACT NAME, CONTACT NUMBERS, CONTACT EMAIL prior to Oct 2011)

Save the supplier sheet as C:\SUPPLIER.TXT in tab delimited text format

=== Importing the suppliers file ===

Import the suppliers before importing the vehicles. Do the actual import into a test database until you verify that all is ok.

In NEOSYS Maintenance mode press F5 to get a command box

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate supplier codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\SUPPLIER.TXT SUPPLIERS

Check that there are no errors and resolve any errors before continuing to do the actual import.

IMPORTX C:\SUPPLIER.TXT SUPPLIERS (C)

Get a List of Suppliers in the standard user interface to check that all have been loaded ok.

=== Importing the vehicles file ===

Import the suppliers before importing the vehicles. Do the actual import into a test database until you verify that all is ok.

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate vehicle codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\VEHICLE.TXT VEHICLES

Check that there are no errors and resolve any errors before continuing to do the actual import.

IMPORTX \VEHICLE.TXT VEHICLES (C)

Get a List of Vehicles in the standard user interface to check that all have been loaded ok.

== Importing Schedules ==

We need a file with the first row containing the following column headings, case insensitive. Any other column headings will be ignored. Some columns are optional.

*SCHEDULE NO

*PERIOD

*START DATE

*STOP DATE

*BRAND CODE

*COMPANY CODE

*MARKET CODE

*BILL CURRENCY CODE

*PROPOSAL DATE

*EXECUTIVE CODE

*TAX CODE

*VEHICLE CODE

*GROSS UNIT BILL

*DISCOUNT PERC BILL

*NET UNIT BILL

*GROSS UNIT COST

*DISCOUNT PERC COST

*NET UNIT COST

*NUMBER OF ADS

Manual edits may be performed/required eg to convert market names to codes, currency codes to NEOSYS currency codes etc

1. Save the file like comma separated value file (CSV) but with TABs instead of commas Text fields should be quoted as usual in CSV files

2. Copy/Move the file into NEOSYS/NEOSYS folder where NEOSYS is installed on the server. Cut and paste from GEDIT to NOTEPAD works well in Remmina. The filename should be 8.3 format eg ML1704.CSV

3. In maintenance mode in TEST DATABASE, validate the file
IMPORTSCH ML1704.CSV

4. If no errors then do the actual import.
IMPORTSCH ML1704.CSV (U)

5. If any errors then get a new file or perhaps edit it to fix problems, then repeat from step 1.

6. If no errors then repeat from validation step in LIVE DATABASE

== Configuring booking revision orders to be numbered like 999A, 999B, 999C etc. ==

By default any revision to previously booked schedules in NEOSYS media system currently issues a booking order with a new number. To avoid new numbers, any revisions can have a suffix of A, B, C etc. with the original booking order number.

Note: In versions of NEOSYS dated 18/7/2007 and onwards use the Configuration File instead of the following.

F5

ED DEFINITIONS AGENCY.PARAMS

and set 80th line to 2 (or 3 to get booking order like scheduleno+revisionletter

== Switching to have separate columns for discounts/charges ==

F5

ED DEFINITIONS AGENCY.PARAMS

and change 5th line from 0 to 2

== Removing the Client Name from Booking Orders ==

To generally not show the client name on booking orders do this. This setting is only for clients which are not specifically marked as Agency or Direct.

F5

ED DEFINITIONS AGENCY.PARAMS

and change 44th line to Y

Y is equivalent to client type Agency. Anything else is equivalent to client type "Direct"

Somewhat bizarrely client names always show on booking orders to vehicles with the word "OKAZ" in their name. The software really ought to have an option on the vehicle file to allow proper control by the users. This "show client name" option on the vehicle should probably take precedence over the client file and system parameters.

== Configuring Standard Notes and Signatory for Media Booking Orders ==

=== Per Media Type ===

Files > Media Types File > Select Newspaper, Magazine or any other media.

Various macros can be used to show who, when and where the order was created. However these may not be desired on the booking orders which are sent to suppliers. If they are not configured, then they are always available for inspection on the List of Booking Orders for verification.

NB. Date and time is that of creation, which might not be the same as the order date if the user is authorised to override the order date.

See [[Configuring_Document_Footers#List_of_macro_variables_available|List of macro variables available]]

=== for all media types with no specific booking text ===

Generally as for "per media type" instructions above but

F5

ED DEFINITIONS AGENCY.PARAMS

line 59

Press Ctrl+E to edit multiple lines and press F9 Esc esc to get out of editing multiple lines. Be careful that what you write is applicable to ANY media type.

== Configuring the media accruals from the schedules ==

NEOSYS creates the following automatic entries the moment a client is invoiced in the media system:

Client A/c Dr
Income A/c Cr

Cost A/c Dr
Accrual A/c Cr

In the above set of entries, the Accrual A/c is credited with the amount of the cost and later when the supplier invoice is received, this amount is set off against it (i.e. the Accrual A/c is Debited and the Supplier A/c is credited). The Accrual A/c is created automatically by NEOSYS when the schedule is approved and is usually SCHXXXX (where XXXX is the schedule number - incase the schedule numbers are configured to start with an alphabet i.e. A1234 then the Accrual A/c will only be AXXX). Hence you would have several Accrual accounts in the system and would go in thousands depending on how many schedules are created.

However there are some clients that do not wait for the supplier invoice to be received and directly offset the cost to the supplier a/c. In this case, the Vehicle File should have the Supplier a/c code (from the finance system) set in the Accrued Cost A/c No field. Once this is done, the entry would be as follows:

Client A/c Dr
Income A/c Cr

Cost A/c Dr
Supplier A/c Cr

In the other scenario, some clients might not want several Accrual accounts and neither want the cost to go directly to the supplier a/c. Hence you can configure the system to post the accruals into a single accrual account which can be either be a single vehicle accrual account or a single supplier accrual account. For eg. ACCXXXX (where XXXX can be the vehicle or the supplier code).

This can be configured in the media configuration file from Media > Files > Configuration File:

[[Image:accrual.jpg]]

{{Default media accruals A/c no}}

== Configuring and Using Material Order Footings ==

=== Configuring ===

In the Media Configuration File, Material Order Footing enter some standard footing text.

Optionally include macros like %1% %2% etc. as in the following example.

[[image:materialorder1.jpg]]

=== Entering Footing Notes ===

In the Material Order screen, Footing Notes, enter one or more boxes of text as follows:

[[image:materialorder2.jpg]]

==== Examples of Output ====

The first box of Footing Notes entered will be put in place of %1% in the configuration
The second box of Footing Notes entered will be put in place of %2% in the configuration
Etc.

Any boxes of Footing Notes entered that do not have corresponding %1%, %2% macro in the footing configuration will be placed in a table ABOVE the configured footing.

In the simplest case where there is no material order footing configured (or there are no %1%, %2% etc. macros in the configuration) then all the Footing Notes entered will simply appear at the bottom of the material order.

[[image:materialorder3.jpg]]

== Configuring Media Module Email Alerts ==

In the following examples, "Manager STEVE" is just a user who has the necessary privileges to run the required reports and is probably a media supervisor.

Options in all examples are (ROS) which ensure that alerts are created and or overwritten regardless of if the alert is already present or not.

See [[Configuring_NEOSYS_Generally#Creating_Email_Alerts_in_NEOSYS|Creating Email Alerts in NEOSYS]]

=== Alerttypes ===

There is a fixed list of alert types which control what email is actually sent out.

Alerttypes have optional following parameters which are position dependent. For example to email all unapproved magazines and newspapers ad to executives the alerttype+parameters would be:

UNAPPROVED:M,N:TOEXEC

but to do all media types put:

UNAPPROVED::TOEXEC

=== Pending Approvals ===

Alerttype: "UNAPPROVED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC

Example: Email alert of unapproved magazine and newspaper ads to manager STEVE at 9am and 4pm.

CREATEALERT UNAPP01 MEDIA UNAPPROVED:M,N 9,16 STEVE (ROS)

Example: Ditto emailed to executives, run as manager STEVE

CREATEALERT UNAPP02 MEDIA UNAPPROVED:M,N:TOEXEC 9,16 STEVE (ROS)

=== Pending Bookings ===

Alerttype: "UNBOOKED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC

Example: Email alert of unbooked magazine and newspaper ads to manager STEVE at 9am and 4pm.

CREATEALERT UNBOOK01 MEDIA UNBOOKED:M,N 9,16 STEVE (ROS)

Example: Ditto emailed to executives for their unbooked ads, run as manager STEVE

CREATEALERT UNBOOK02 MEDIA UNBOOKED:M,N:TOEXEC 9,16 STEVE (ROS)

=== Pending Materials ===

Alerttype: "PENDINGMATERIAL:nn:yyy" where nn is the number of days prior warning to deadline and yyy may be TOEXEC (emailed to EXECS) or BYEXEC (merely sorted by executive).

Example: Email alert to execs (TOEXEC) of all their materials with material deadline within the next seven days - run as manager STEVE at 8am 12noon 5pm.

CREATEALERT MATPEN01 MEDIA PENDINGMATERIAL:7:TOEXEC 8,12,17 STEVE (ROS)

Example: Email alert to manager STEVE of all materials with material deadline today (or overdue) at 8am 12noon 5pm

CREATEALERT MATPEN02 MEDIA PENDINGMATERIAL:0 8,12,17 STEVE (ROS)

Example: Testing. Manager STEVE to see what the executives are getting. (BYEXEC)

CREATEALERT MATPEN03 MEDIA PENDINGMATERIAL:7:BYEXEC 8,12,17 STEVE (ROS)

=== Pending Certifications ===

Alerttype: "UNCERTIFIED:xxx:yyy" where xxx is an optional list of media types and yyy may be TOEXEC

Example: Email alert to both users JIM and JOAN of all uncertified magazine and newspaper ads. Run as manager STEVE at 4 pm.

CREATEALERT UNCERT MEDIA UNCERTIFIED:M,N 16 STEVE JIM,JOAN (ROS)

=== Pending Invoicing ===

Alerttype: "UNINVOICED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC

Example: Email alert to both users JIM and JOAN of all uninvoiced magazine and newspaper ads. Run as manager STEVE at 9am and 4pm.

CREATEALERT UNINV MEDIA UNINVOICED:M,N 16 STEVE JIM,JOAN (ROS)

Email alert to both users STEVE and JOAN by executive STEVE:

CREATEALERT MEDIA UNINVOICED::BYEXEC 8 STEVE STEVE,JOAN,NEOSYS (ROS)

=== Stop All Inactive Vehicles ===
This is added automatically once for all new clients but then can be overridden (manually) or deleted at will using a similar CREATEALERT command

Example: To stop all inactive vehicles (those with no ads appearing in the last 365 days), at 7am on the 14th of each month (i.e. regularly but not everyday)

CREATEALERT INACTVEH MEDIA INACTIVEVEHICLES:365:S 7:14 NEOSYS (ROS)

For Inactive Vehicles

*S - Stop Inactive Vehicles (used at least once, but not recently)
*U - Stop Unused Vehicles (never used vehicles)
*SU - Both

== Configuring exchange rates to show on media documents ==

Show exchange rates field in Client and Brand file allows users to select whether they want the exchange rates to show on plan printout, schedule printout and client invoice when multiple currencies are involved. By default the exchange rate will not show.

== Giving Production Executives (or other Groups) Access to Media Invoices ==

In the Authorisation File:

# In the Tasks section, sort the tasks alphabetically by the lock column (click on the column heading) and check that the code "AMI" is not used already for any lock code. We suggest the code AMI to remind us that this lock represents "access media invoices" - rather like AM is commonly used to represent "access media". If you choose any other code instead of AMI then substitute the code you decide on for AMI in the following instructions.
# In the Tasks section, change the lock next to the MEDIA INVOICE ACCESS task to be AMI.
# Add the key AMI to the list of keys for each of the user groups (not each of the users) that previously had access to media invoices (eg finance, media etc) and also include it in the list of keys for the user group for Production Executive (or other groups) that you wish to enable.
# In the Users section, next to '''every''' user who is to have access to media invoices, use the popup to change the menu to be "Production Media" if they had "Production" before or to "Production Media Management" if they had "Production Management" before. Management gives them access to the billing analysis reports subject to further authorisations.

== Enabling Minimal Access to Certificate File for Monitoring Department Staff ==

The following tasks are required at a minimum. 

COMPANY ACCESS or COMPANY ACCESS "X" 

CERTIFICATE ACCESS - AMCF 
CERTIFICATE CREATE – UMCF or CMCF 
CERTIFICATE UPDATE – UMCF 
MENU MENU – AM0 
SCHEDULE ACCESS OTHERS – AM0 

MEDIA COST ACCESS - Not required 

Suggested locks 
AMCF – Access Media Certificate File 
UMCF – Update Media Certificate File (required to change or remove certification data) 
CMCF – Create Media Certificate File (required to enter new certification data) 
AM0 – Access Media Level 0 – given to all media staff including Monitoring Staff 

All other tasks should not be authorised to monitoring, especially the common keys AM AMC etc. should not be given unless specifically required.

== Setting up authorisation when there is no difference between bill and cost==

In case NEOSYS is being using internally by clients and not by intermediaries like agencies then NEOSYS may not need to issue invoices or if invoices are issued to sister companies at cost, there may be no need to have any distinction between bill amount and cost amount.

To do this you should generally remove authorisation from the task "MEDIA COST ACCESS" and generally enable authorisation to "MEDIA INVOICE ACCESS"

In this case the "cost" side of all screens and reports will be hidden from the users and NEOSYS will appear simpler and present only billing info on all screens and reports. Since Bill=Cost then there is no problem with this.

== Setting up authorisation to restrict users from seeing media billing information ==

It is possible to have staff who are authorised to see media costs but not media billing information. This could be the case if you have staff who are "Media Bookers" who operate on schedules entered by "Media Planners"

To do this you should remove authorisation to do "MEDIA INVOICE ACCESS" so the billing side of all NEOSYS screens and reports will be hidden from the users who are not authorised.

In case the staff who are not authorised to see billing figures are authorised to create schedules even though they cannot see the client billing information, as they do the data entry, NEOSYS will fill in the billing information with the standard fees and charges if present on file, or simply copy and use the media costs as the cost to client. Probably other staff, who are responsible for media billing will check and ensure that the billing figures are correct or will uplift and/or add fees etc. before the client is billed.

== Setting up authorisations for a client with separate planning, booking and invoicing teams who bill at cost ==

The client has an in-house team for planning the ads (Planning team). Booking is done through an intermediary agency (Booking Team) and the Invoicing Team of this intermediary agency issues the invoice to the client. In this scenario, these are the different objectives for each department:

#Planning Team must be able to create schedules and enter planned ads. But they must not be able to issue booking orders.
#Booking Team must be able to only update the schedule with actual ad dates and issue booking orders. They must not be able to issue invoices or make any changes made by the planning team.
#Invoicing Team must be able to issue invoices and access booking orders.

Below are the methods to achieve these objectives:
#Put a lock for the task BOOKING ORDER CREATE. This authorisation should be given only to the Booking Team.
#Put a lock for the task SCHEDULE CREATE and SCHEDULE UPDATE PLAN. This authorisation should be given only to the Planning Team
#The authorisation for BOOKING ORDER ACCESS can be given to all the 3 teams.
#Put a lock for the task MEDIA INVOICE CREATE. This authorisation should be given only to the Invoicing Team.
#Also see [[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost]]

Media Configuration File

2017-10-01T10:26:26Z

Priyanka: /* Credit note voucher code if different */

==Agency==
[[File:Mcf1.jpg]]
====System Mark====
It is the mark in red which appears on all documents produced by NEOSYS; usually an abbreviated version of the NEOSYS licensed company name. This field can be edited only by NEOSYS programmers.

====Default Market Code====
Users need not select market code every time instead the system will automatically pick up the market code defined in this field.

====Show client name on orders====

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

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

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

====Version in Title====
3 options to edit the version in the title of Media Schedule printout.
#Choosing No means the title will not show the version or revision no.
#Selecting the Version no. radio button shows the version number in the title of Media Schedule printout.
#Selecting the Revision no. radio button shows the revision number in the title of Media Schedule.
====Ratecards may have Loading====
Loading can be defined in Ratecards. This field enables/disables loading option on ratecards.
====Dates show 1st,2nd,3rd,4th====
Dates can be represented in two formats 1st, 2nd, 3rd or 1,2,3. By default dates are shown as 1st, 2nd 3rd.
====Default Extras Columns====
By default when entering a new Media schedule, the extras columns are all hidden and will appear only if the "More" button is clicked. By marking different checkboxes under this option, you choose certain columns to be visible by default.
====Show Disc/Charges As====
You can chose to show discounts and charges as entered by user (percentage) or as amount calculated using the percentage entered. If amount is entered in discounts and charges, then it will appear as amounts only.
====Show Total Gross Amount====
This option shows the Total Gross amount in Media Schedule and Invoice printout by default. Choose No to not show the Total Gross Amount.

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

====Plan number pattern====
Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere.

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

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

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

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

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

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

====Schedule number pattern====
The numbering pattern for plans is set here. Users can choose a combination of NUMBER, COMPANY code and 2 types of year formats i.e. <YEAR> (yyyy pattern) and <YEAR2> (yy pattern). Number must be present in the pattern somewhere.
====Separate vehicle column====
Clients who require separate Media Vehicle column in media schedule printout can chose the option Yes. Choosing No combines Media Vehicle and
Specification into one column
====Coincidence Checking====
The system checks for similar Ads that appear on the same day for the option selected. A warning prompt appear with the list of ads that are booking for the same day. This prompt does not restrict users to book coinciding ads.
====Default Net/Gross====
Set the default settings to be chosen in Media Schedule Printout page.

====Convert Unit Price to Billing Currency====
Choosing Yes for this option converts the Unit Price to Billing Currency (specified on the schedule) in Media Schedule printout, Media Proforma Invoice and Media Invoice. Choosing No shows the Unit price in Booking currency specified in the Vehicle file.
====Default CPM====
Choose the default CPM as CPM (Cost Per Thousand), CPR (Cost Per Rating point), CPMG (CPM on Gross) or CPMR (CPR on Gross)
====Show amount in words====
Show or hide the total amount shown in words on a Media Schedule and Media Invoices. If Yes is selected, a line "Total amount due is XXXX" is shown in the printout.

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

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

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

==Media Booking==
[[File:Mcf5.jpg]]
==Material Order==
[[File:Mcf6.jpg]]
==Media Invoicing==
[[File:Mcf7.jpg]]
====Invoice Number====
Option to configure Numbering pattern for Invoice
====Adjustment Number====
Option for Cost Adjustments to use different numbering pattern
====Credit Note Number====
Option for Media Credit notes to use different numbering pattern
====Invoice uses account name and address instead of client file details====
This configuration allows user to define the source of Client's account name and address information which appears in the Media Invoice. If Yes is chosen then the Client account and Address printed is picked up from client account name from Chart of Accounts and client address information from the Address File, which is accessible from Chart of Accounts; else if No is selected the account name and address information of the client is picked up from the Client name and Address details defined in the Client and Brand file.

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

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

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

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

{{Default media accruals A/c no}}

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

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

==Invoicing==
[[File:Mcf10.jpg]]
====Stationery====
Choose default stationery option for invoices
====Sundry A/c Nos.====
This feature is used for Sundry Clients who are basically not a real Client but a generic bunch of few or many clients. In the client and brand file these clients are entered as brand names under one Client Name.

Sundry A/c Nos. in the media configuration file are entered so that whenever we want to bill one particular client out of that bunch, the brand name will appear as client name on invoices. This happens for all the Clients whose account Nos are listed in this field.

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

====Default Payment Instruction====

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

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

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

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

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

Template:Default media accruals A/c no

2017-10-01T10:26:17Z

Priyanka: Created page with "If you need the Accrual account to be ACCXXXX (where XXXX is the vehicle code), then you need to assign %VEHICLE% in this file and if you need it to be ACCXXXX (where XXXX is..."

If you need the Accrual account to be ACCXXXX (where XXXX is the vehicle code), then you need to assign %VEHICLE% in this file and if you need it to be ACCXXXX (where XXXX is the supplier code), you need to assign %SUPPLIER% in this file.

Troubleshooting NEOSYS Generally

2017-09-26T08:42:48Z

Priyanka: /* Solution */

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

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

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

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

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (i.e. https://clientname.hosts.neosys.com:4430). Users may not be able to access this link and it may give the "Page cannot be displayed" error message. If only one user faces this problem, and other users can access the NEOSYS server from the internet, then the problem can only be solved by client IT staff.
This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430 (or whichever port is being used for HTTPS): in this case client IT must fix the internet connection and open up the outgoing port for HTTPS
# Corporate firewall is blocking access to the NEOSYS server
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office
# NEOSYS firewall is blocking the IP address of the user (probably due to unusual activity from the IP address): This is a very rare situation that happens with clients hosted by NEOSYS. First, confirm that the user's internet connection is working fine. Then to check whether their IP is blocked, ask the user to access www.neosys.com or http://userwiki.neosys.com/index.php/Main_Page .
#* If they can access these websites, the firewall is NOT blocking them.
#* If they cannot access these websites, ask the user to provide their public IP address by accessing www.whatismyip.com and then [http://itwiki.neosys.com/index.php/Unblocking_ips_on_NEOSYS_Intrusion_Detection_System_(IDS)#Removing_IP_Numbers_from_Block_List_Using_Nagios check whether their public IP is being blocked by NEOSYS firewall].
# The client's ISP is not able to resolve the domain name in the URL to the IP number. If this is the case you should be able to access NEOSYS by replacing the domain name with the IP number in the URL.
If the above steps do not fix/identify the issue, refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Cannot_Connect Troubleshooting Cannot Connect] for more information on fixing the "Cannot display the webpage" error.

Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff

=== [http://techwiki.neosys.com/index.php/Configuring_IIS#Solving_error_during_file_upload:_.22Page_cannot_be_displayed.22_HTTP_Error_405_in_windows_2003 Solving error during file upload: "Page cannot be displayed" HTTP Error 405] ===

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

=== Error Message ===

The following error messages may appear:
==== Cannot Find Specified Resource====
[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

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

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

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

==== Cannot Save Document: NO LOCK RECORD ====
[[image:nolockrecord.jpg]]

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

==== Client disconnected after xxx seconds ====

[[image:clientdisc.jpg]]

Client disconnected after xx seconds in NEOSYS xhttp.asp D:\NEOSYS\DATA\xxxx

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

Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.

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

The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.

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

=== Solution ===
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS.
*In case NEOSYS is being accessed using LAN, the link would look something like:
<pre>
http://127.0.0.1/neosys/
or
http://192.168.0.55/neosys/
</pre>
*In case NEOSYS is being accessed over the Internet, the link would look something like:
<nowiki>https://hostname.neosys.com:4430/neosys</nowiki>

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

Try to do a reset factory settings first, although it could be a faulty network connection.

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

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

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

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

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

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

[[image:branderrorsch.jpg]]

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

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

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

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

=== Symptoms ===

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

=== Cause ===

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

=== Work around ===

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

=== Permanent Solution ===

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

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

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

[[image:database_unavailable.jpg]]

Error message :

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

=== Solution explained ===

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

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

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

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

[[File:login.jpg]]

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

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

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

or

2) By an administrator using the Authorisation File.

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

F5
LIST USERS WITH EXPIRY_DATE

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

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

== Troubleshooting B10 & B12 Errors ==
=== Error Message ===
<pre>
NEOSYS
An internal error has occurred. Please press
Shift+PrintScreen to copy this screen then
paste it into an email to support@neosys.com

ERROR NO: B10 IN DAYBOOK.SUBSX AT 135
Variable has not been assigned a value. Zero used.
</pre>
=== Solution ===
These are software errors and should be immediately escalated to the programmer.

Also Refer to : [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Finance_System#B10_.26_B12_Errors| Finance B10 & B12 errors]

== Troubleshooting the "System failure. Do you want to retry?" error message ==
[[image:System failure.jpg]]

For troubleshooting this error, refer to [[Troubleshooting_NEOSYS_Generally#Troubleshooting_Web_Browsers|Troubleshooting Web Browsers]]

For more information on this, refer to [http://techwiki.neosys.com/index.php/Procedures#Addressing_Browser_related_issues Addressing Browser Related Issues]

== Troubleshooting Web Browsers ==
=== Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.

*A variety of undocumented error messages
*"Error on Page" in the bottom left corner in the browser status bar
*Screens don't appear correctly
*Older versions of the program still appear
*NEOSYS repeatedly asks for login

==== Solution ====
Click on [[Clear Browser Cache]] to see instructions.

=== Resetting Browser to Factory Settings ===
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:
*A variety of undocumented error messages
*Older versions of the program still appear
*Tool-bars are installed

==== Solution ====
Click on [[Reset Browser]] to see instructions.

=== Disabling Popup Blocker ===
Refer to [[Disabling_Popup_Blocker | Disabling Popup Blocker]]

=== Adding NEOSYS URL to Trusted Sites===
Adding NEOSYS to trusted sites is required in IE11 to fix:
*Extra buttons that appear at the top/bottom of certain screens
[[File:Extrabuttons.jpg]]
*Prompt to enter terms of payment in New Invoice creation page
*Prompt to enter financial period in Ledger printout even though checkbox to "select period from Financial Settings" is checked
*File size 0 while uploading materials or images
*Other undocumented errors in functioning of the system

====Solution====
See [[Setting up and Configuring NEOSYS Generally#Adding NEOSYS to Trusted Sites|Adding NEOSYS to Trusted Sites]] for instructions

=== Uninstalling Windows Update KB3008923 ===
Uinstalling this problematic update fixes:
*Missing list of items when searching in filters like brand, period, vehicle, executive etc. in the Schedule
*Empty pop-ups

====Solution====

See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Fixing_issues_in_IE_caused_by_Windows_Update_KB3008923 Uninstalling Windows Update KB3008923]

=== Proxy Settings ===
Sometimes, client workstations connected directly to the Internet have the Etisalat proxy server settings in Internet Explorer. Recently due to a problem with Etisalat, it became necessary to have the Etisalat proxy server in Internet Explorer. This created issues with using Neosys, which is in the office LAN. Hence we need to exclude the Neosys server IP address from the proxy.

This is also common to companies that have an in house Proxy server and it is necessary here to exclude the Neosys server IP address.

==== Solutions ====
Go to Tools > Internet Options > Connections > LAN Settings > Advanced > and in the Exceptions list you would give the IP address of the Neosys server (eg. 10.2.5.2 or 192.168.0.2)

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==
=== Problem explained ===
This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

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

Error message :

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

=== Solution explained ===

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

Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]

In the latest version of NEOSYS, the current NEOSYS server process closes itself.

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

===Problem Explained===
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.

=== Cause and Solution ===
See [[Authorisation_File#Menu_Locks|Menu Locks.]]

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

There are 2 scenarios :

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

Scenario 1:
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.

Scenario2:
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

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

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

== Strange Characters appear after saving an HTML document as pdf file using Adobe Acrobat PDF converter ==

Strange Characters may appear after saving an html document because you might be restricting the PDF converter to use System fonts only.

[[image:Adobepdf.jpg]]

Follow instructions below to prevent strange characters from appearing after converting any NEOSYS html document to pdf.
#Go to Print option in the File menu of your browser
#Select AdobePDF and Click "Preferences"
#Uncheck the "Rely on System fonts only" option and click ok

[[image:Pdf1.jpg]]
[[image:Pdf2.jpg]]

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

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

== Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message ==
[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

===== Possible Causes =====
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost.

===== Solution =====
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.

==Troubleshooting the " Cannot release document- try again" ==

[[image:timestamp.jpeg]]

Cannot release document - try again
ERROR: ALREADY REQUESTING
WRITE
USERS

Possible cause and solution same as [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Cannot_Save_Document_Because_Time_Stamp_Does_Not_Agree.22_error_message Time Stamp error]

== Solving error message about "Error while writing data .... read-only file." ==

Error while writing data.
You have attempted to write to a read-only file.
- or -
access to the file has been denied by the operating system.
(operating system file name: "XXXXXXXX")

==== Solution ====

Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.

==== Cause ====

Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.

Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.

==== Recovery ====

NEOSYS technical support MUST run a check for damaged files.

===== If there is damage =====

Follow standard NEOSYS technical procedure to resolve any damage.

===== If there is no damage and user was running a report or document reprint =====

Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.

===== If there is no damage and user was saving a transaction and files were being updated =====

Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.

==== Permanent Solution ====

Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.

==Fixing the Find Button not working Issue ==

[[image:findbuttonerror.jpg]]

====Problem Explained====
No action when you click on the find button while trying to search.

====Solution====
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.

Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].

== Fixing error "The following Characters are not allowed here" while creating a new Document==

[[image:charnotallowed.jpg]]

====Problem Explained====
While trying to save a document we get the above error message in NEOSYS.
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:

[[image:charnotallowed-example.jpg]]

====Solution====

The solution is to remove these characters and save the document.

== Fixing error "Unacceptable characters in data" while saving a document ==

[[image:Unacceptable.jpg]]

====Problem Explained====

This problem is usually caused by unusual characters present in some data cut and pasted into the data entry screen.

====Solution====

Look for unusual (foreign) characters especially in text areas and where cut and paste is likely to have been done and remove these characters.

NEOSYS currently allows only one non-Latin character set to be operational in a server at one time. If any of the characters entered by the user are not in the currently configured server character set, the user will get the "Unacceptable characters" error message. Refer to this link for more details about [http://techwiki.neosys.com/index.php/Configuring_NEOSYS_for_various_language_character_sets Configuring NEOSYS for various language character sets].

== Handling Error "Following Characters are not Allowed here" while opening a document in NEOSYS ==
While trying to open a document in NEOSYS e.g. a Schedule file, user may get an error as below:

[[image:Schedule strange.jpg]]

===Reason===

This error comes up because some strange character is present in the field (See schedule No. above). Some characters are not always what they appear to be e.g character " á " which is a non-breaking space appears as an ordinary space on the screen. Good thing is that every character no matter how similar it is to other characters is identified by an ASCII code in all systems.

Let us take a scenario where a user while creating a schedule, unknowingly copied a schedule No. containing a strange character " á " (which appears exactly as a space) from another system into NEOSYS. He saved it and then while trying to open the same schedule he puts a space in the schedule no. not knowing that in the saved schedule " á " is present in place of what he thinks is a space. The system will give the above error message because Neosys does not allow spaces in document numbers.

===Solution===

*Check NEOSYS Logs and find the text entered in the field of the document.
*Copy the text and get its ASCII code.
( For above example ASCII code for " á " = 160 )
*The ASCII code has a corresponding HTML Code, type in the HTML Code in any HTML Text editor, preview Text and copy paste it in a Text editor e.g. MS Excel. Finally copy it in NEOSYS where that Document needs to be accessed.
( For above example HTML code for " á " = "&NBSP;" with all letters in lowercase )
*NEOSYS will now open the document.
*Since it is always best not to use any strange characters, remove the strange character and rename the document. You must Inform the users about this change.
*The document can also be opened in Maintenance Window in NEOSYS by directly typing the ASCII code.
( For above example type "alt+160" to enter " á " in the document number )

==Fixing Firefox popup " Prevent this page from creating additional dialogs" ==

To suppress this message follow the instructions as given below in Firefox :-

#web address: about:config
#right click on list
#new
#integer
#dom.successive_dialog_time_limit
#0

[[image:ffpp.jpg]]

==Fixing error "token is DATABASENAME*ABC but should be DATABASENAME*XYZ"==

System failure. Do you want to retry?
token is DATABASENAME*ABC but should be DATABASENAME*XYZ

===Cause===
This happens when you login to Internet Explorer through one username, get timed out and then try to login again to the same Internet Explorer using a different username.

===Solution===
You must close all tabs of the Internet Explorer, [[Clear Browser Cache]] and login again.

==Archiving Historical Data==

Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS primarily to make it easier to manage but also in some cases slightly faster to operate.

To do this one can take PERMANENT backups (more than one) of the current live system and then remove or archive data from the current database. The PERMANENT backups must be held in safe storage by the owner of the data which is the NEOSYS client. NEOSYS standard terms does not provide for storage of PERMANENT backups. Permanent backups are physical copies of BACKUP.ZIP files from NEOSYS backup process that will never be overwritten or destroyed. They should exist in multiple copies ensuring that further copies are made within the lifespan of the media on which they are kept to avoid the effects of media aging which may include total loss of data.

Client must confirm they can open the BACKUP.ZIP file and see the file names but they will not be able to open the files because they are encrypted and being binary database files cannot be used without the NEOSYS program.

Note that any data which is removed from the current database and cannot be recreated by some process like CREATEADS will only exist in the permanent backups held by the client because the historical database kept online for reference in the NEOSYS installation will NOT BE BACKED UP BY THE NEOSYS EVER.

This process does not backup the historical database therefore prior to creation of the historical database and deletion of historical data from the live database a physical copy of the backup of the live database must be delivered to the client with a warning that this is the only copy of their data and THEY MUST AGREE TO DUPLICATE AND KEEP IT SAFE BECAUSE NEOSYS DOES NOT KEEP ANY BACKUP COPY OF THEIR HISTORICAL DATA. Acknowledgement of receipt and the terms must be obtain in writing (or email) from the client.

WARNING: ANY DATA WHICH IS REMOVED FROM THE CURRENT DATABASE AND THAT CANNOT BE RECREATED BY INTERNAL PROCESSES MAY BE LOST AND ONLY OBTAINABLE WITH CERTAINTY FROM THE PERMANENT BACKUPS HELD BY THE CLIENT BECAUSE THE HISTORICAL DATABASE HELD ONLINE BY NEOSYS IS *NOT* BACKED UP

Procedure:

#Email client proposing archiving and removal of historical data and containing a draft acknowledgement of receipt of and acceptance of terms of data destruction online.
#Wait for client's agreement in principle and instructions to proceed.
#Deliver two copies of BACKUP.ZIP electronically to the client
#Obtain full and proper acknowledgement of receipt and acceptance of terms from client
#Restore the live database to a XXXXTEST database with name something like ARCHIVE 2099 where 2099 is the last year that will be deleted
#Delete the data from the live database

Sample email to the Client proposing archiving and removal of historical data:
<pre>Dear XXXX,

NEOSYS Support recently reviewed the server to examine its performance. During the investigation we found that the current Database has lot of old DATA.
Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS to make it easier to manage and slightly faster to operate.

We will follow a tested and verified method to reduce the Database size by removing the old DATA from the current Data set and copy it to a separate newly created Data set inside the existing database.

We will pick a year from past, the DATA up to which is considered to be old then copy the DATA of all the years up to and including the picked year to the newly created data set.
This DATA is removed from the current Data set and will be present as a separate data set online in your NEOSYS installation for reference.

In your case we have picked the year "YYYY" and we will create a new data set "XYYYY" which shall contain all the DATA up to and including year YYYY.

This Dataset "XYYYY" will will not be backed up by NEOSYS ever like the other live dataset which is backed up every day according to the nightly USB Backup procedure .

We need your approval to remove the DATA up to the above mentioned year to a separate Dataset.
After getting your approval we will send you two copies of the latest Backup.zip which containing all the historical Data. Then we will request for confirmation from your side that you have received the backup copies.
The removed DATA cannot be recreated again, it will only exist in the permanent backups held by you and for online reference as mentioned above.
</pre>

After sending the backup.zip Support will send below email to get the confirmation from client for receiving backup copies and accept the terms of data destruction online:
<pre>

Dear XXXX,

I am sending you a SAMPLE EMAIL to confirm that you have received the backup folders. Kindly send us a conformation email in the following format saying that you have received the backups.
Only after getting the confirmation from you we will go ahead with removing and copying the historical DATA to the new data set "XYYYY" (database code - to be mentioned by Support)

SAMPLE EMAIL:-

Dear NEOSYS Team,

We confirm that we have received the Backup.zip copies of DatabaseName (DatabaseCode) (date of backup - to be mentioned by support). We also accept the following terms:

1. NEOSYS has no responsibility for the historical data containing data upto and including year YYYY.
2. As this is the only copy of our DATA so we AGREE TO DUPLICATE AND KEEP IT SAFE because NEOSYS will NOT keep any backup copy of this historical data.
</pre>

Also refer to: [[Sales_FAQ#What_will_be_the_cost_for_setting_up_a_historical_NEOSYS_database.3F| Cost for setting up a historical NEOSYS database]]

File:Vatj5.jpg

2017-09-11T07:01:59Z

Priyanka:

File:Vatj4.jpg

2017-09-11T06:56:44Z

Priyanka:

File:Vatj2p.jpg

2017-09-05T11:58:46Z

Priyanka: Priyanka uploaded a new version of File:Vatj2p.jpg

File:Vatj2.jpg

2017-09-05T11:58:25Z

Priyanka: Priyanka uploaded a new version of File:Vatj2.jpg

Using NEOSYS Job System

2017-09-05T10:23:33Z

Priyanka: /* Create a Job with VAT/Tax% */

== How to create a job in NEOSYS? ==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create an estimate in NEOSYS? ==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create a purchase order in NEOSYS? ==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using templates to standardise work ==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

=== Creating Templates ===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

=== Finding and Searching Templates ===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

=== Using Templates ===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

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

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

== Issuing Partial Invoices ==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

=== Method 1 – Partial Invoicing using “Proformas” ===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:
#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:
#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

=== Method 2 – Partial Invoicing by Splitting the Estimate ===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.
#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

==== Splitting the costs ====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

== Issuing Credit Notes ==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

==[[Accounting entries created by the Production system]]==
== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==
#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

== Using NEOSYS VAT/Sales Tax Accounting for Jobs ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

=== Create an Estimate or Purchase order with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

=== Create the Invoice/Purchase Invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

=== Finance Entries ===

==== Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals ====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

== Correct Incorrect Purchase Invoices ==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

=== Recording Supplier Credit Notes ===
If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:
#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job ==
Steps to Cancel a Job:
#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

=== Cancelling all old jobs and estimates ===

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

===== Estimates =====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

===== Jobs =====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

== Tracking job progress using My Jobs ==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

File:Vatj3.jpg

2017-09-05T07:52:33Z

Priyanka: Priyanka uploaded a new version of File:Vatj3.jpg

File:Vatj3.jpg

2017-09-05T07:51:46Z

Priyanka:

File:Vatj3p.jpg

2017-09-05T07:49:22Z

Priyanka:

Using NEOSYS Job System

2017-09-05T07:48:59Z

Priyanka: /* Create the Invoice/Purchase Invoice */

== How to create a job in NEOSYS? ==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create an estimate in NEOSYS? ==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create a purchase order in NEOSYS? ==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using templates to standardise work ==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

=== Creating Templates ===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

=== Finding and Searching Templates ===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

=== Using Templates ===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

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

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

== Issuing Partial Invoices ==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

=== Method 1 – Partial Invoicing using “Proformas” ===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:
#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:
#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

=== Method 2 – Partial Invoicing by Splitting the Estimate ===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.
#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

==== Splitting the costs ====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

== Issuing Credit Notes ==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

==[[Accounting entries created by the Production system]]==
== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==
#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

== Using NEOSYS VAT/Sales Tax Accounting for Jobs ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

=== Create a Job with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

[[image:vatj2.jpg]]

=== Create the Invoice/Purchase Invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

=== Finance Entries ===

==== Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals ====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

== Correct Incorrect Purchase Invoices ==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

=== Recording Supplier Credit Notes ===
If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:
#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job ==
Steps to Cancel a Job:
#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

=== Cancelling all old jobs and estimates ===

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

===== Estimates =====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

===== Jobs =====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

== Tracking job progress using My Jobs ==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Using NEOSYS Job System

2017-09-05T07:46:43Z

Priyanka: /* Create the invoice */

== How to create a job in NEOSYS? ==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create an estimate in NEOSYS? ==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create a purchase order in NEOSYS? ==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using templates to standardise work ==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

=== Creating Templates ===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

=== Finding and Searching Templates ===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

=== Using Templates ===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

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

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

== Issuing Partial Invoices ==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

=== Method 1 – Partial Invoicing using “Proformas” ===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:
#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:
#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

=== Method 2 – Partial Invoicing by Splitting the Estimate ===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.
#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

==== Splitting the costs ====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

== Issuing Credit Notes ==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

==[[Accounting entries created by the Production system]]==
== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==
#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

== Using NEOSYS VAT/Sales Tax Accounting for Jobs ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

=== Create a Job with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

[[image:vatj2.jpg]]

=== Create the Invoice/Purchase Invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3a.jpg]]

=== Finance Entries ===

==== Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals ====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

== Correct Incorrect Purchase Invoices ==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

=== Recording Supplier Credit Notes ===
If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:
#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job ==
Steps to Cancel a Job:
#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

=== Cancelling all old jobs and estimates ===

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

===== Estimates =====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

===== Jobs =====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

== Tracking job progress using My Jobs ==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Using NEOSYS Job System

2017-09-05T07:42:31Z

Priyanka: /* Finance Entries */

== How to create a job in NEOSYS? ==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create an estimate in NEOSYS? ==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create a purchase order in NEOSYS? ==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using templates to standardise work ==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

=== Creating Templates ===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

=== Finding and Searching Templates ===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

=== Using Templates ===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

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

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

== Issuing Partial Invoices ==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

=== Method 1 – Partial Invoicing using “Proformas” ===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:
#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:
#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

=== Method 2 – Partial Invoicing by Splitting the Estimate ===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.
#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

==== Splitting the costs ====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

== Issuing Credit Notes ==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

==[[Accounting entries created by the Production system]]==
== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==
#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

== Using NEOSYS VAT/Sales Tax Accounting for Jobs ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

=== Create a Job with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

[[image:vatj2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vatj3.jpg]]

=== Finance Entries ===

==== Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals ====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

== Correct Incorrect Purchase Invoices ==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

=== Recording Supplier Credit Notes ===
If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:
#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job ==
Steps to Cancel a Job:
#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

=== Cancelling all old jobs and estimates ===

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

===== Estimates =====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

===== Jobs =====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

== Tracking job progress using My Jobs ==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

File:Vatj2p.jpg

2017-09-04T06:13:40Z

Priyanka:

File:Vatj2.jpg

2017-09-04T06:13:28Z

Priyanka: Priyanka uploaded a new version of File:Vatj2.jpg

File:Vatj2.jpg

2017-09-04T05:53:49Z

Priyanka:

File:Vatj1.jpg

2017-09-04T05:49:03Z

Priyanka:

Using NEOSYS Job System

2017-08-24T08:16:46Z

Priyanka: /* Finance Entries */

== How to create a job in NEOSYS? ==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create an estimate in NEOSYS? ==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create a purchase order in NEOSYS? ==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using templates to standardise work ==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

=== Creating Templates ===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

=== Finding and Searching Templates ===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

=== Using Templates ===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

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

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

== Issuing Partial Invoices ==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

=== Method 1 – Partial Invoicing using “Proformas” ===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:
#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:
#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

=== Method 2 – Partial Invoicing by Splitting the Estimate ===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.
#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

==== Splitting the costs ====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

== Issuing Credit Notes ==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

==[[Accounting entries created by the Production system]]==
== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==
#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

== Using NEOSYS VAT/Sales Tax Accounting for Jobs ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vatj1.jpg]]

=== Create a Job with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of every Job that should have tax.

[[image:vatj2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vatj3.jpg]]

=== Finance Entries ===

==== Entries when client is invoice for 120 with Production cost 100 and 5% VAT====

These are Automatic entries created in Invoice Journals

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

==== Entries on received a supplier invoice for the Production order ====

These are Automatic entries created in Purchase Invoice Journals

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

== Correct Incorrect Purchase Invoices ==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

=== Recording Supplier Credit Notes ===
If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:
#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job ==
Steps to Cancel a Job:
#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

=== Cancelling all old jobs and estimates ===

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

===== Estimates =====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

===== Jobs =====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

== Tracking job progress using My Jobs ==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Using NEOSYS Media System

2017-08-24T08:16:04Z

Priyanka: /* Finance Entries */

== Multi-brand plans and schedules ==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

== How to create a media schedule in NEOSYS? ==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Copying Plans created in Excel to NEOSYS ==

Steps to copy plans created in Excel to NEOSYS :
#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

== Choosing a plan or schedule numbering method ==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

=== Automatic numbering ===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

=== Manual numbering ===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

== Concepts and Calculation under Discounts and other charges==
=== What is net amount? ===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
|align="center"| g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
|align="center"| xx%g
|-
|align="center"| G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
|align="center"| xx%G
|-
|align="center"| n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
|align="center"| xx%n
|-
|align="center"| N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
|align="center"|xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5.6
|align="center"|86.24
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 112
|align="center"|86.24
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|86.24
|align="center"|86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5
|align="center"|85.64
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 100
|align="center"|85.64
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|85.64
|align="center"|85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5.04
|align="center"|85.68
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 100.8
|align="center"|85.68
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|85.68
|align="center"|85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+4.03
|align="center"|84.67
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 80.64
|align="center"|84.67
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|84.67
|align="center"|84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

== Booking without showing all discounts and charges from the supplier ==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

== Handling Cost to Agency/Cost to Client in online media ==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

== Setting up a date range for the appearance of Ads under any media type ==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:
Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,10 days
Outdoor hoarding site near Airport,1 month
*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:
*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen
To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

== Handling booking of additional dates on already booked lines ==
=== Situation explained ===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

=== Solution explained ===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

== How to book a schedule with one vehicle in different lines with different currencies ==
=== Situation explained ===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
=== Solution explained ===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

== How to book specific lines in a schedule with multiple lines of that vehicle ==

===Situation explained ===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

== Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients ==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

== Processing List of Wrong Ads ==
Agencies have to cope with the fact that ads places in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

# In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
# Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can followup on such ads.

== Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.
*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

== Invoicing “Certified Ads Only” after invoicing “All Ads” ==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

# “issue invoice for any uninvoiced ads that are certified”
# “issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

=== How to cancel and/or reissue an invoice using a credit note ===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

== Credit Notes ==
=== Credit Notes for reduction in billable cost ===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

==== What if none of the discount and charge columns are vacant? ====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

=== Debit Notes for increase in billable amount ===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

=== Credit Note for reissuing "amended" invoices ===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesnt matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesnt matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

=== Issuing separate invoices or credit notes for selected discounts and charges ===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

=== How do I issue a credit note for part of a schedule? ===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

== Removing unnecessary items from List of Schedules Pending Invoices ==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

== Processing of Incoming Media Supplier Invoices ==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The commonest practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

=== Why should Media Accrual Accounts be Open Item and not Balance Forward? ===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

=== WIP ===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

=== Accrued Costs ===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

=== Process if a supplier invoice is acceptable ===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

=== If the supplier invoice amount is correct - but doesn't match the booking order cost ===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

=== If the supplier invoice is acceptable for posting ===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

=== Locating long overdue Supplier Invoices/Credit Notes ===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

=== Writing-off long overdue Supplier Invoices/Credit Notes ===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

=== Posting media supplier invoices before issuing schedules to the client ===
Assuming that you are accruing media costs by schedule and not by vehicle or supplier then the contra account of the supplier invoice posting will be the schedule code or, if the schedules codes are pure numbers then SCH9999 where 9999 is the number of the schedule.

Supplier invoices posted before issuing invoices to client are work in progress (assets) but, in NEOSYS common practice, we still post them into the Media Accruals Ledger which could more properly be called Media Accruals/WIP Ledger.

The accrual account for the schedule is created as soon as the schedule is approved and not only when the invoice is issued to the client. Schedule approval happens in practice automatically at the time of the first booking. Therefore unless you book a schedule (or specifically enter the approval date on the schedule file, there will be no accrual account created for you to post the supplier invoice into. This is logical since if you haven't booked or specifically approved a schedule then you should arguably not be able to post supplier invoices for that schedule.

=== Processing wrong Incoming Media Supplier Invoices ===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

# In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
# Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

== Accounting entries created by the Media System ==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

=== Entries when client is invoice for 120 with cost 100 ===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

=== Entries on received a supplier invoice that media has accepted ===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

==== Allocating amounts in the accruals a/c against the supplier invoice ====
===== At the same time of receiving/posting the supplier invoice =====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

===== After receiving/posting the supplier invoice =====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

== Using NEOSYS VAT/Sales Tax Accounting for Media ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all schedules should have the same VAT/Sales Tax% then specify it in the media Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vat1.jpg]]

=== Create a schedule with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the media Configuration File then you must manually add the tax percentage at the bottom of every schedule that should have tax.

[[image:vat2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vat3.jpg]]

=== Finance Entries ===

==== Entries when client is invoice for 120 with cost 100 and 5% VAT====

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

==== Entries on received a supplier invoice that media has accepted ====
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. +5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vat4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vat5.jpg]]

== How to handle production costs on media rate cards ==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

== Specifying Gross Unit Bill Amount to Client in Ratecards ==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

== Specifying Gross Unit Cost to Agency in Ratecards ==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

== Restricting Access to Selected Ratecard columns ==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

== How to Use and Manage Materials ==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

== Using Media Material File ==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

== [[Exporting to other finance systems]] ==
== Exporting Invoices in Excel Format ==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes.

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:
#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:
#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

== Getting media executive sales commission statements ==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

== Selling TV spots ==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

=== Setting up the master files ===

==== Create a vehicle ====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

==== Create a rate card with standard price brackets ====

[[image:tvspots7.jpg]]

==== Specify the station programs and break times/durations for every date (there is a way to import as well) ====

[[image:tvspots8.jpg]]

=== Entering orders from clients ===

==== Enter ads roughly into programs (not into breaks yet) ====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

=== Positioning ads in breaks ===

==== Closer to the actual date position all the ads precisely into breaks ====

[[image:tvspots2.jpg]]

==== Lets have a look at all ads on July 5th ====

[[image:tvspots3.jpg]]

==== Select an un-positioned ad ====

[[image:tvspots4.jpg]]

==== Finally select where in the break this ad should appear compared to other ads. ====

There is only one break in this program.

[[image:tvspots5.jpg]]

=== Issuing orders to the stations ===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

== Understanding the Terminology of words like Invoice/Costs in the Media System ==
the meaning of
In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

== Understanding how ads appear in different colors in the schedule ==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Black - Invoiced
#Orange - Supplier invoice entered

e.g when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/wrongly certify or invoice ads etc.

[[image: Adcolour.jpg]]

Using NEOSYS Job System

2017-08-24T08:15:19Z

Priyanka: /* Finance Entries */

== How to create a job in NEOSYS? ==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create an estimate in NEOSYS? ==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create a purchase order in NEOSYS? ==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using templates to standardise work ==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

=== Creating Templates ===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

=== Finding and Searching Templates ===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

=== Using Templates ===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

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

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

== Issuing Partial Invoices ==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

=== Method 1 – Partial Invoicing using “Proformas” ===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:
#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:
#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

=== Method 2 – Partial Invoicing by Splitting the Estimate ===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.
#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

==== Splitting the costs ====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

== Issuing Credit Notes ==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

==[[Accounting entries created by the Production system]]==
== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==
#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

== Using NEOSYS VAT/Sales Tax Accounting for Jobs ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vatj1.jpg]]

=== Create a Job with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of every Job that should have tax.

[[image:vatj2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vatj3.jpg]]

=== Finance Entries ===

==== Entries when client is invoice for 120 with Production cost 100 and 5% VAT====

These are Automatic entries created in Invoice Journals

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

==== Entries on received a supplier invoice for the Production order ====

These are Automatic entries created in Purchase Invoice Journals

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

== Correct Incorrect Purchase Invoices ==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

=== Recording Supplier Credit Notes ===
If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:
#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job ==
Steps to Cancel a Job:
#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

=== Cancelling all old jobs and estimates ===

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

===== Estimates =====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

===== Jobs =====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

== Tracking job progress using My Jobs ==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Understanding VAT/Sales Tax in the NEOSYS finance module

2017-08-24T08:14:56Z

Priyanka: /* Purchase Invoice/Media Purchase Invoice Journal */

== Understanding VAT/Sales Tax in NEOSYS Finance Module ==

VAT and/or Sales tax is handed in NEOSYS Finance Module by an additional pair of columns on any of the Journals. These two columns are "Tax Code" and "Tax Amount".

On sales journals and cash receipt journals these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals these columns represent VAT tax paid on purchases which is recoverable from tax authorities.

The amounts in these additional columns are posted as additional separate line on the vouchers and into a fixed VAT/Tax Control A/c which is defined in the Company File.

NEOSYS billing systems automatically create journals with the correct tax codes and amounts in these additional columns.

NEOSYS has a special VAT/Tax report which shows the total amount of tax per journal and per tax code per period. This report provides a breakdown analysis of the VAT/Tax A/c movements and also can be checked versus the VAT/Tax summary which is printed at the bottom of all the journal audit reports. There is therefore a three level verifiable control over the tax transactions and reports which cannot be broken by operator error.

== Configuring NEOSYS to handle VAT/Sales Tax ==

=== Creating "Sales Tax Control" and "Sales Tax Paid" A/cs ===

These should be somewhere in the Current Liabilities section of the chart of accounts.

You must create TWO a/cs, one for the Sales Tax Control A/c which will represent the tax invoiced YTD, and one for the Sales Tax Payments made to the authorities YTD.

NEOSYS billing systems will automatically post all tax into the Sales Tax Control A/c. Manual journals will not be allowed so that the Sales Journal Tax column can be verified against the Sales Tax Control A/c.

All payments to the Tax authorities should be debited to the Sales Tax Payments A/c. Therefore the net of the two a/cs is the current tax liability.

Make sure that the "Closing A/c Code" of the Sales Tax Payments A/c (the last column) is the Sales Tax Control A/c. (here VATC). Therefore, every year, the opening balance for the Sales Tax Payable A/c will be zero and the Sales Tax Control A/c will be the net tax payable from the prior year.

[[image:vatfinance1.jpg]]

=== Defining the Sales Tax A/c ===

This is to be done in Finance > Files > Tax Rate File and is applicable to all companies:

[[image:vatfinance2.jpg]]

===[[Finance_FAQ#Why_is_VAT_column_not_appearing_in_journal_entry_page_though_it_has_been_set_up_in_Journal_Setup.3F|Set VAT/Tax registration number in Company file]] ===

===[[Configuring_Letterhead#Using_substitution_macros_in_HEAD.HTM| Set VAT/Tax registration number on letter head]]===

=== Making tax columns appear on the Journals ===

In Journal Setup make sure the tax columns are suitably titled for the relevant journals.

NOTE: On sales journals and cash receipt journals, these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals, these columns represent VAT tax paid on purchases which are recoverable from tax authorities.

[[image:vatfinance3.jpg]]

Check the columns now exist on the relevant journal(s).

[[image:vatfinance4.jpg]]

==Accounting entries ==

===Invoice/Credit notes Journal ===

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Accrual A/C Cr. - 100 (Schedule/Job A/C)

===Purchase Invoice/Media Purchase Invoice Journal ===

Cost A/C Cr. - 100
Accrual A/C Dr. + 100 (Schedule/Job A/C)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

=== Receipt Journal ===

Bank A/C Dr. + 126
Client A/C Cr. - 126

=== Payment Journal===

Bank A/C Cr. - 105
Supplier A/c Dr. + 105

===Payment Journal===

VAT Payable A/c Dr. + 1
Bank A/c Cr. - 1

Understanding VAT/Sales Tax in the NEOSYS finance module

2017-08-24T08:14:36Z

Priyanka: /* Invoice/Credit notes Journal */

== Understanding VAT/Sales Tax in NEOSYS Finance Module ==

VAT and/or Sales tax is handed in NEOSYS Finance Module by an additional pair of columns on any of the Journals. These two columns are "Tax Code" and "Tax Amount".

On sales journals and cash receipt journals these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals these columns represent VAT tax paid on purchases which is recoverable from tax authorities.

The amounts in these additional columns are posted as additional separate line on the vouchers and into a fixed VAT/Tax Control A/c which is defined in the Company File.

NEOSYS billing systems automatically create journals with the correct tax codes and amounts in these additional columns.

NEOSYS has a special VAT/Tax report which shows the total amount of tax per journal and per tax code per period. This report provides a breakdown analysis of the VAT/Tax A/c movements and also can be checked versus the VAT/Tax summary which is printed at the bottom of all the journal audit reports. There is therefore a three level verifiable control over the tax transactions and reports which cannot be broken by operator error.

== Configuring NEOSYS to handle VAT/Sales Tax ==

=== Creating "Sales Tax Control" and "Sales Tax Paid" A/cs ===

These should be somewhere in the Current Liabilities section of the chart of accounts.

You must create TWO a/cs, one for the Sales Tax Control A/c which will represent the tax invoiced YTD, and one for the Sales Tax Payments made to the authorities YTD.

NEOSYS billing systems will automatically post all tax into the Sales Tax Control A/c. Manual journals will not be allowed so that the Sales Journal Tax column can be verified against the Sales Tax Control A/c.

All payments to the Tax authorities should be debited to the Sales Tax Payments A/c. Therefore the net of the two a/cs is the current tax liability.

Make sure that the "Closing A/c Code" of the Sales Tax Payments A/c (the last column) is the Sales Tax Control A/c. (here VATC). Therefore, every year, the opening balance for the Sales Tax Payable A/c will be zero and the Sales Tax Control A/c will be the net tax payable from the prior year.

[[image:vatfinance1.jpg]]

=== Defining the Sales Tax A/c ===

This is to be done in Finance > Files > Tax Rate File and is applicable to all companies:

[[image:vatfinance2.jpg]]

===[[Finance_FAQ#Why_is_VAT_column_not_appearing_in_journal_entry_page_though_it_has_been_set_up_in_Journal_Setup.3F|Set VAT/Tax registration number in Company file]] ===

===[[Configuring_Letterhead#Using_substitution_macros_in_HEAD.HTM| Set VAT/Tax registration number on letter head]]===

=== Making tax columns appear on the Journals ===

In Journal Setup make sure the tax columns are suitably titled for the relevant journals.

NOTE: On sales journals and cash receipt journals, these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals, these columns represent VAT tax paid on purchases which are recoverable from tax authorities.

[[image:vatfinance3.jpg]]

Check the columns now exist on the relevant journal(s).

[[image:vatfinance4.jpg]]

==Accounting entries ==

===Invoice/Credit notes Journal ===

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Accrual A/C Cr. - 100 (Schedule/Job A/C)

===Purchase Invoice/Media Purchase Invoice Journal ===

Cost A/C Cr. - 100
Accrual A/C Dr. + 100 (Schedule/Job A/C)

Cost A/C Dr. + 100
VAT Dr. + 5
Supplier A/c Cr. - 105

=== Receipt Journal ===

Bank A/C Dr. + 126
Client A/C Cr. - 126

=== Payment Journal===

Bank A/C Cr. - 105
Supplier A/c Dr. + 105

===Payment Journal===

VAT Payable A/c Dr. + 1
Bank A/c Cr. - 1

Understanding VAT/Sales Tax in the NEOSYS finance module

2017-08-24T08:14:06Z

Priyanka: /* Payment Journal */

== Understanding VAT/Sales Tax in NEOSYS Finance Module ==

VAT and/or Sales tax is handed in NEOSYS Finance Module by an additional pair of columns on any of the Journals. These two columns are "Tax Code" and "Tax Amount".

On sales journals and cash receipt journals these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals these columns represent VAT tax paid on purchases which is recoverable from tax authorities.

The amounts in these additional columns are posted as additional separate line on the vouchers and into a fixed VAT/Tax Control A/c which is defined in the Company File.

NEOSYS billing systems automatically create journals with the correct tax codes and amounts in these additional columns.

NEOSYS has a special VAT/Tax report which shows the total amount of tax per journal and per tax code per period. This report provides a breakdown analysis of the VAT/Tax A/c movements and also can be checked versus the VAT/Tax summary which is printed at the bottom of all the journal audit reports. There is therefore a three level verifiable control over the tax transactions and reports which cannot be broken by operator error.

== Configuring NEOSYS to handle VAT/Sales Tax ==

=== Creating "Sales Tax Control" and "Sales Tax Paid" A/cs ===

These should be somewhere in the Current Liabilities section of the chart of accounts.

You must create TWO a/cs, one for the Sales Tax Control A/c which will represent the tax invoiced YTD, and one for the Sales Tax Payments made to the authorities YTD.

NEOSYS billing systems will automatically post all tax into the Sales Tax Control A/c. Manual journals will not be allowed so that the Sales Journal Tax column can be verified against the Sales Tax Control A/c.

All payments to the Tax authorities should be debited to the Sales Tax Payments A/c. Therefore the net of the two a/cs is the current tax liability.

Make sure that the "Closing A/c Code" of the Sales Tax Payments A/c (the last column) is the Sales Tax Control A/c. (here VATC). Therefore, every year, the opening balance for the Sales Tax Payable A/c will be zero and the Sales Tax Control A/c will be the net tax payable from the prior year.

[[image:vatfinance1.jpg]]

=== Defining the Sales Tax A/c ===

This is to be done in Finance > Files > Tax Rate File and is applicable to all companies:

[[image:vatfinance2.jpg]]

===[[Finance_FAQ#Why_is_VAT_column_not_appearing_in_journal_entry_page_though_it_has_been_set_up_in_Journal_Setup.3F|Set VAT/Tax registration number in Company file]] ===

===[[Configuring_Letterhead#Using_substitution_macros_in_HEAD.HTM| Set VAT/Tax registration number on letter head]]===

=== Making tax columns appear on the Journals ===

In Journal Setup make sure the tax columns are suitably titled for the relevant journals.

NOTE: On sales journals and cash receipt journals, these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals, these columns represent VAT tax paid on purchases which are recoverable from tax authorities.

[[image:vatfinance3.jpg]]

Check the columns now exist on the relevant journal(s).

[[image:vatfinance4.jpg]]

==Accounting entries ==

===Invoice/Credit notes Journal ===

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Cr. - 6

Cost A/C Dr. + 100
Accrual A/C Cr. - 100 (Schedule/Job A/C)

===Purchase Invoice/Media Purchase Invoice Journal ===

Cost A/C Cr. - 100
Accrual A/C Dr. + 100 (Schedule/Job A/C)

Cost A/C Dr. + 100
VAT Dr. + 5
Supplier A/c Cr. - 105

=== Receipt Journal ===

Bank A/C Dr. + 126
Client A/C Cr. - 126

=== Payment Journal===

Bank A/C Cr. - 105
Supplier A/c Dr. + 105

===Payment Journal===

VAT Payable A/c Dr. + 1
Bank A/c Cr. - 1

Understanding VAT/Sales Tax in the NEOSYS finance module

2017-08-24T08:13:18Z

Priyanka:

== Understanding VAT/Sales Tax in NEOSYS Finance Module ==

VAT and/or Sales tax is handed in NEOSYS Finance Module by an additional pair of columns on any of the Journals. These two columns are "Tax Code" and "Tax Amount".

On sales journals and cash receipt journals these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals these columns represent VAT tax paid on purchases which is recoverable from tax authorities.

The amounts in these additional columns are posted as additional separate line on the vouchers and into a fixed VAT/Tax Control A/c which is defined in the Company File.

NEOSYS billing systems automatically create journals with the correct tax codes and amounts in these additional columns.

NEOSYS has a special VAT/Tax report which shows the total amount of tax per journal and per tax code per period. This report provides a breakdown analysis of the VAT/Tax A/c movements and also can be checked versus the VAT/Tax summary which is printed at the bottom of all the journal audit reports. There is therefore a three level verifiable control over the tax transactions and reports which cannot be broken by operator error.

== Configuring NEOSYS to handle VAT/Sales Tax ==

=== Creating "Sales Tax Control" and "Sales Tax Paid" A/cs ===

These should be somewhere in the Current Liabilities section of the chart of accounts.

You must create TWO a/cs, one for the Sales Tax Control A/c which will represent the tax invoiced YTD, and one for the Sales Tax Payments made to the authorities YTD.

NEOSYS billing systems will automatically post all tax into the Sales Tax Control A/c. Manual journals will not be allowed so that the Sales Journal Tax column can be verified against the Sales Tax Control A/c.

All payments to the Tax authorities should be debited to the Sales Tax Payments A/c. Therefore the net of the two a/cs is the current tax liability.

Make sure that the "Closing A/c Code" of the Sales Tax Payments A/c (the last column) is the Sales Tax Control A/c. (here VATC). Therefore, every year, the opening balance for the Sales Tax Payable A/c will be zero and the Sales Tax Control A/c will be the net tax payable from the prior year.

[[image:vatfinance1.jpg]]

=== Defining the Sales Tax A/c ===

This is to be done in Finance > Files > Tax Rate File and is applicable to all companies:

[[image:vatfinance2.jpg]]

===[[Finance_FAQ#Why_is_VAT_column_not_appearing_in_journal_entry_page_though_it_has_been_set_up_in_Journal_Setup.3F|Set VAT/Tax registration number in Company file]] ===

===[[Configuring_Letterhead#Using_substitution_macros_in_HEAD.HTM| Set VAT/Tax registration number on letter head]]===

=== Making tax columns appear on the Journals ===

In Journal Setup make sure the tax columns are suitably titled for the relevant journals.

NOTE: On sales journals and cash receipt journals, these columns represent Sales or VAT collected and payable to tax authorities. On purchase or journals or cash payment journals, these columns represent VAT tax paid on purchases which are recoverable from tax authorities.

[[image:vatfinance3.jpg]]

Check the columns now exist on the relevant journal(s).

[[image:vatfinance4.jpg]]

==Accounting entries ==

===Invoice/Credit notes Journal ===

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Cr. - 6

Cost A/C Dr. + 100
Accrual A/C Cr. - 100 (Schedule/Job A/C)

===Purchase Invoice/Media Purchase Invoice Journal ===

Cost A/C Cr. - 100
Accrual A/C Dr. + 100 (Schedule/Job A/C)

Cost A/C Dr. + 100
VAT Dr. + 5
Supplier A/c Cr. - 105

=== Receipt Journal ===

Bank A/C Dr. + 126
Client A/C Cr. - 126

=== Payment Journal===

Bank A/C Cr. - 105
Supplier A/c Dr. + 105

==Payment Journal==

VAT Payable A/c Dr. + 1
Bank A/c Cr. - 1

Using NEOSYS Job System

2017-08-24T07:24:48Z

Priyanka: /* Raising purchase orders/invoices to/from SUNDRY SUPPLIERS */

== How to create a job in NEOSYS? ==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create an estimate in NEOSYS? ==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create a purchase order in NEOSYS? ==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using templates to standardise work ==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

=== Creating Templates ===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

=== Finding and Searching Templates ===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

=== Using Templates ===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

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

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

== Issuing Partial Invoices ==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

=== Method 1 – Partial Invoicing using “Proformas” ===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:
#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:
#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

=== Method 2 – Partial Invoicing by Splitting the Estimate ===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.
#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

==== Splitting the costs ====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

== Issuing Credit Notes ==
What is a credit note?

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

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

==[[Accounting entries created by the Production system]]==
== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==
#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

== Using NEOSYS VAT/Sales Tax Accounting for Jobs ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vatj1.jpg]]

=== Create a Job with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of every Job that should have tax.

[[image:vatj2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vatj3.jpg]]

=== Finance Entries ===

==== Entries when client is invoice for 120 with Production cost 100 and 5% VAT====

These are Automatic entries created in Invoice Journals

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

==== Entries on received a supplier invoice for the Production order ====

These are Automatic entries created in Purchase Invoice Journals

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Dr. +5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

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

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

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

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

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

== Correct Incorrect Purchase Invoices ==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

=== Recording Supplier Credit Notes ===
If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:
#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job ==
Steps to Cancel a Job:
#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

=== Cancelling all old jobs and estimates ===

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

===== Estimates =====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

===== Jobs =====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

== Tracking job progress using My Jobs ==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Using NEOSYS Media System

2017-08-24T07:04:29Z

Priyanka: /* Using NEOSYS VAT/Sales Tax Accounting for Media */

== Multi-brand plans and schedules ==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

== How to create a media schedule in NEOSYS? ==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Copying Plans created in Excel to NEOSYS ==

Steps to copy plans created in Excel to NEOSYS :
#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

== Choosing a plan or schedule numbering method ==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

=== Automatic numbering ===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

=== Manual numbering ===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

== Concepts and Calculation under Discounts and other charges==
=== What is net amount? ===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
|align="center"| g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
|align="center"| xx%g
|-
|align="center"| G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
|align="center"| xx%G
|-
|align="center"| n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
|align="center"| xx%n
|-
|align="center"| N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
|align="center"|xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5.6
|align="center"|86.24
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 112
|align="center"|86.24
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|86.24
|align="center"|86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5
|align="center"|85.64
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 100
|align="center"|85.64
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|85.64
|align="center"|85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5.04
|align="center"|85.68
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 100.8
|align="center"|85.68
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|85.68
|align="center"|85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+4.03
|align="center"|84.67
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 80.64
|align="center"|84.67
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|84.67
|align="center"|84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

== Booking without showing all discounts and charges from the supplier ==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

== Handling Cost to Agency/Cost to Client in online media ==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

== Setting up a date range for the appearance of Ads under any media type ==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:
Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,10 days
Outdoor hoarding site near Airport,1 month
*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:
*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen
To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

== Handling booking of additional dates on already booked lines ==
=== Situation explained ===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

=== Solution explained ===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

== How to book a schedule with one vehicle in different lines with different currencies ==
=== Situation explained ===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
=== Solution explained ===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

== How to book specific lines in a schedule with multiple lines of that vehicle ==

===Situation explained ===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

== Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients ==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

== Processing List of Wrong Ads ==
Agencies have to cope with the fact that ads places in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

# In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
# Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can followup on such ads.

== Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.
*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

== Invoicing “Certified Ads Only” after invoicing “All Ads” ==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

# “issue invoice for any uninvoiced ads that are certified”
# “issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

=== How to cancel and/or reissue an invoice using a credit note ===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

== Credit Notes ==
=== Credit Notes for reduction in billable cost ===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

==== What if none of the discount and charge columns are vacant? ====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

=== Debit Notes for increase in billable amount ===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

=== Credit Note for reissuing "amended" invoices ===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesnt matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesnt matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

=== Issuing separate invoices or credit notes for selected discounts and charges ===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

=== How do I issue a credit note for part of a schedule? ===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

== Removing unnecessary items from List of Schedules Pending Invoices ==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

== Processing of Incoming Media Supplier Invoices ==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The commonest practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

=== Why should Media Accrual Accounts be Open Item and not Balance Forward? ===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

=== WIP ===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

=== Accrued Costs ===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

=== Process if a supplier invoice is acceptable ===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

=== If the supplier invoice amount is correct - but doesn't match the booking order cost ===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

=== If the supplier invoice is acceptable for posting ===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

=== Locating long overdue Supplier Invoices/Credit Notes ===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

=== Writing-off long overdue Supplier Invoices/Credit Notes ===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

=== Posting media supplier invoices before issuing schedules to the client ===
Assuming that you are accruing media costs by schedule and not by vehicle or supplier then the contra account of the supplier invoice posting will be the schedule code or, if the schedules codes are pure numbers then SCH9999 where 9999 is the number of the schedule.

Supplier invoices posted before issuing invoices to client are work in progress (assets) but, in NEOSYS common practice, we still post them into the Media Accruals Ledger which could more properly be called Media Accruals/WIP Ledger.

The accrual account for the schedule is created as soon as the schedule is approved and not only when the invoice is issued to the client. Schedule approval happens in practice automatically at the time of the first booking. Therefore unless you book a schedule (or specifically enter the approval date on the schedule file, there will be no accrual account created for you to post the supplier invoice into. This is logical since if you haven't booked or specifically approved a schedule then you should arguably not be able to post supplier invoices for that schedule.

=== Processing wrong Incoming Media Supplier Invoices ===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

# In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
# Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

== Accounting entries created by the Media System ==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

=== Entries when client is invoice for 120 with cost 100 ===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

=== Entries on received a supplier invoice that media has accepted ===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

==== Allocating amounts in the accruals a/c against the supplier invoice ====
===== At the same time of receiving/posting the supplier invoice =====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

===== After receiving/posting the supplier invoice =====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

== Using NEOSYS VAT/Sales Tax Accounting for Media ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all schedules should have the same VAT/Sales Tax% then specify it in the media Configuration File.

The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.

[[image:vat1.jpg]]

=== Create a schedule with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the media Configuration File then you must manually add the tax percentage at the bottom of every schedule that should have tax.

[[image:vat2.jpg]]

=== Create the invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

[[image:vat3.jpg]]

=== Finance Entries ===

==== Entries when client is invoice for 120 with cost 100 and 5% VAT====

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Cr. - 6

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

==== Entries on received a supplier invoice that media has accepted ====
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Dr. +5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vat4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vat5.jpg]]

== How to handle production costs on media rate cards ==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

== Specifying Gross Unit Bill Amount to Client in Ratecards ==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

== Specifying Gross Unit Cost to Agency in Ratecards ==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

== Restricting Access to Selected Ratecard columns ==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

== How to Use and Manage Materials ==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

== Using Media Material File ==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

== [[Exporting to other finance systems]] ==
== Exporting Invoices in Excel Format ==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes.

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:
#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:
#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

== Getting media executive sales commission statements ==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

== Selling TV spots ==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

=== Setting up the master files ===

==== Create a vehicle ====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

==== Create a rate card with standard price brackets ====

[[image:tvspots7.jpg]]

==== Specify the station programs and break times/durations for every date (there is a way to import as well) ====

[[image:tvspots8.jpg]]

=== Entering orders from clients ===

==== Enter ads roughly into programs (not into breaks yet) ====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

=== Positioning ads in breaks ===

==== Closer to the actual date position all the ads precisely into breaks ====

[[image:tvspots2.jpg]]

==== Lets have a look at all ads on July 5th ====

[[image:tvspots3.jpg]]

==== Select an un-positioned ad ====

[[image:tvspots4.jpg]]

==== Finally select where in the break this ad should appear compared to other ads. ====

There is only one break in this program.

[[image:tvspots5.jpg]]

=== Issuing orders to the stations ===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

== Understanding the Terminology of words like Invoice/Costs in the Media System ==
the meaning of
In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

== Understanding how ads appear in different colors in the schedule ==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Black - Invoiced
#Orange - Supplier invoice entered

e.g when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/wrongly certify or invoice ads etc.

[[image: Adcolour.jpg]]

Media FAQ

2017-08-07T08:57:28Z

Priyanka: /* How to save a schedule without doing any changes? */

==How do I get subtotals on a Media Diary?==
In order to get subtotals at least one or more options in the Order field has to be selected.

[[image:Mediadiaryfaq.jpg]]

==What is a despatch status?==
Despatch status can be the fax number, address, e-mail, date,representative name,etc or any other information regarding the despatch of a booking order or invoice generated from NEOSYS.

===Where can I view the despatch status of the booking orders?===
The despatch status can be viewed in the ‘despatch record’ column when generating a list of the booking orders.

[[image:Viewingdespatchstatus.jpg]]

===How can I enter or update the despatch status of existing booking orders?===
You can enter the order despatch status in the New Despatch Status field when reprinting the old order from Media > Booking Orders > Old Orders

[[image:Updatedespatchorder.jpg]]

===Where can I view the despatch date of existing invoices?===
The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.

[[image:Despatchdatestatement.jpg]]

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

You can enter/update the order despatch status in the New Despatch Status field when reprinting the old Media Invoices

[[File:Old med inv.jpg]]

==How do I save an invoice proforma in NEOSYS?==
When generating an invoice, select Save Proforma on the invoice formatting page.

[[image:Mediainvoiceproforma.jpg]]

==Where can I view saved invoice proformas?==
To view saved invoice proformas go to Media > Invoices > Old Invoices/ Proformas and enter the proformas invoice number in the Invoice No. field.

[[image:Invoiceproformas.jpg]]

==How do I add or amend client order number when reprinting invoices?==
To do this, go to Media > Invoices > Old Invoices/ Proformas to view the Old Media Invoices page as shown in [[Media_FAQ#Where_can_I_view_saved_invoice_proformas.3F|"Where can I view saved invoice proformas"]]. Enter the invoice number in the Invoice No. field and the new client order number in the Client Order No. field, then click Reprint.

This can be useful when the order number is not known at the time of invoicing e.g when invoicing early or when the client changes their mind. It saves having to manually amend the invoice text before submission to the client.

The client order number on the schedule is also updated, but only if it is both present and matches the order number being amended on the invoice. This is to avoid confusion in the rare case when issuing multiple invoices with different client order numbers from the same schedule.

==How do I suppress free ads on the booking order?==
On the New booking order page you can select the Suppress Free Ads option in order to not show the free ads on the booking order.

[[image:Suppressfreeads.jpg]]

It may be possible that for some reason the number of ads that you have charged the client for are more than the number of ads you actually booked with the vehicle supplier. NEOSYS allows you to enter this information in the system.

For eg, you bill the client for 500 radio spots and place an order for only 400 actually. Now the agency can enter the number of ads as 500 in the schedule, 100 of which can be selected as 'free to agency' ads. If you do not want these 'free to agency' ads to show in the booking order you can select Suppress free ads when generating the order to prevent them from showing.

==How to do free ads for digital media?==
To enter Free Ads, we can put the Ads on a separate line and type a word like "FREE" in the discount column so that the net unit price of that line is zero, as follows:

[[image:Free_Ads_Digital_Media.jpg]]

==How do I assess the value of free ads?==
The Net amount for free ads is zero and same appears in all media diary reports. The gross amount also appears as blank because the gross columns in the media diary report are for paid ads where gross price is the unit price multiplied by the total number of ads. The ads with net unit price zero are considered free ads and not paid, so gross price for them appears as blank in the gross bill/cost columns. Hence it becomes difficult to assess the value of free ads, as gross is blank and net value is zero.

Use the following reports to evaluate free ads:

*In Media Diary reports, look for Gross cost/bill in the Net Free cost/bill columns.
*"Summary of Paid and Free Ads" report shows the gross bill for the free ads in schedules.

==How do I cancel a booking order?==
To cancel an issued booking order you can remove the appearance dates from the Dates calendar in the media schedule and click on Book to generate a media booking cancellation for the ads that have been removed from the Dates calendar.

[[image:Bookingordercancel.jpg]]

==How do I cancel an invoice?==
To cancel an Invoice in media you need to:
#Remove the dates from the date box
#Click the INVOICE button at the top of the dates column (you will be asked to update the version number (say no) and save the schedule (say yes)
#In the invoice creation screen don’t chose any options (except maybe enter the invoice date) and click "Proforma"
#Check the Proforma is all OK then click Invoice
#Don’t forget to post the invoice journals created

== [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#How_do_I_issue_a_credit_note_for_part_of_a_schedule.3F How do I issue a credit note for specific ads?]==

==[[Schedule_file#Version_section|What is a version?]]==

==How can I view historical changes made to a database record?==
Each time a database record in NEOSYS is updated or modified; the system creates a new version of it and saves the record creating a trail of all previously edited versions linked to the most updated one. Whenever a database record is opened for viewing, the user will get a complete list of history of edits done on the record along with a link to each version. This will help the user to pull out historic edits on any single record.

==How to save a schedule without doing any changes?==
Follow the below steps to save a schedule without doing any changes or amending it:

# Go to schedule and click on '''REFRESH''' in the "Exchange Rate Column".
# Now hit F9 or click on save and neosys will allow you to save the schedule again without doing any changes/amendment.

== How to split large schedules?==

There could be scenarios where the schedule created is too large to save or to big to be handled by NEOSYS. This could be because there are too many spots across too many dates or the vehicle used does not support bulk ads. To address such issues schedules can be split to smaller schedules. To do so

#Copy the schedule in question to a new schedule.
#In the new schedule, remove the past ads that are already booked and invoiced in the older schedule. Only retain ads for future dates and save the schedule.
#In the old schedule, remove future ads that are now present in the newly copied schedule and save the schedule.

==How do I get subtotals on a schedule/plan printout?==
In order for the subtotals to appear on the printout the schedule/plan lines have to be separated by a blank line.

[[image:Subtotalsprintout.jpg]]

The schedule printout will appear as:

[[image:Subtotalsprintout2.jpg]]

The invoice printout will appear as:

[[image:Subtotalsprintout3.jpg]]

==How do I insert new rows in the schedule?==
Schedule lines can be added or removed conveniently by clicking on the '+' and '-' icons respectively. You can also do so by clicking on the Vehicle code field and press 'ctrl+n' (to add a line above the selected field) or the 'down arrow' key (to add a line below the selected field). When inserting a schedule row NEOSYS gives us various options.

[[image:Mediascheduleinsertline.jpg]]

==How do I issue one booking order for a vehicle from different schedules with multiple periods?==
Once the multiple period schedule numbers are entered in the Schedule Code/No field by inserting extra lines select the vehicle you wish to book (will show automatically if only one vehicle in the schedule) and select the One combined order option. This would generate one single order for all the schedules even if they belong to separate periods.

[[image:Multiperiodbooking.jpg]]

==How do I issue separate booking orders for each vehicle in a schedule?==
As the schedule number appears on the Schedule Code/No field the system will ask you which vehicles you wish to book considering the schedule has multiple vehicles. The system would generate an independent booking order for each of the vehicle.

NOTE - even if one or more vehicles have the same supplier there will be a separate booking order for each vehicle.

[[image:Massbooking.jpg]]

==How do I issue one consolidated booking order for multiple vehicles?==
You may need to send out one consolidated booking order comprising multiple schedules, vehicle and suppliers to an associate agency. Once you have entered the multiple schedule numbers and selected the required vehicle/vehicles select the One combined order option, this option would issue one consolidated booking order for all the vehicles.

[[image:Consolidateorder.jpg]]

==How do I issue Amendment Booking order for a consolidated/combined booking order with multiple vehicles?==
For issuing amendment booking order for a consolidated/combined booking order, all vehicle lines of all schedules which are a part of the consolidated/combined booking order need to be amended. Follow the steps below:
#For schedules that do not require any change, enter a dot on the vehicle line (which appeared in the combined booking order), eg. in the "Loading" field and save the schedule. Then remove the dot and resave the schedule. A message to rebook this line will appear, to which you MUST select Yes.
#For the schedule's vehicle line where an actual change is required, make the amendment and then select the "Book" button.
#Add all the schedules and the vehicle code in new booking page, select the "One combined order" option and select any Amendment Order Style as per requirement.
#Ensure that you check the Preview/Draft before clicking Book.

==How to modify / add terms to Media Booking order?==
To amend or to add the standard notes/terms at the bottom of booking orders, go to Media --> Files --> Media Type File

The booking order notes are different for each media type - Magazines, Radio etc. so you must select the type of media that you want to change and do them all one by one.

Click Open and select a media type.

Enter the desire booking notes. There may be separate sections for English and other languages so you should consider changing the language in all sections. Each language sections starts something like %SPANISH% etc.

Click Save

[[image:Media type file.jpg]]

==How do I create an airing certificate?==
There are two ways.

# If you want you want to certify all ads on one schedule (perhaps selected per supplier or vehicle), you can print any schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]
# If you want to certify ads in a one line per ad format, you can title any NEOSYS media diary report however you like eg “Airing Certificate”. NEOSYS media diary allows you to filter ads in many ways. [[File:mediadiaryprint.jpg]]

==How are ads certified automatically?==

See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data Automatic certification by importing Ad monitoring data]

==How do I enter multilevel brands in the Client and Brand File?==

Multilevel brands are represented by indenting the brand names. The number of spaces in indenting signifies the level of a particular brand. Enter the brands in the Client and Brand File as shown in the example below.

In this example Level 1 brands are Mondelez International and Nestle. Notice the red highlight which indicates that Level 2 brand names Kraft, Cadbury, Wonka and L'oreal are indented by 1 space and the Level 3 brands like Capri Sun, Twirl, Nerds etc. are indented by 2 spaces.

[[File:Sub-brands.jpg]]

While searching for brands under the client, the list will show multilevel brands as shown below:

[[File:Brandsselect.jpg]]

==How do I stop a specific brand within Client and Brand file?==
You can stop usage of brands on documents by putting the tag <STOP> in the brand name under the client and brand file:

[[Image:Brands.jpg]]

After doing so,user will get the following message if he selects this brand:

[[Image:Stop error.jpg]]

==How do I use different client names for media and for billing purposes?==

A standard issue faced by all agencies is that sometimes they have to act as a third-party between another agency (A) and that agency's client (C), i.e. they receive instructions from and have to bill A for ads that belong to C. Here the booking order will show client name C and invoice will be issued to Agency A.

To do this, in the Client and Brand file for agency "A", put "C" at the beginning of the brand name with a colon between "C" and the brand name. So name of the brand will be "C:brandname". Then the booking order will display client name as "C" and the invoice will be issued to "A".

In the example shown below, the agency acts as a third-party agency by billing "XYZ Agency" for ads that belong to the final client "KIA". To do this, in the "XYZ Agency" Client and Brand file, brand "CERA" is created with name "KIA:Cerato", where KIA is the client that owns the brand "Cerato". So when brand "CERA" is used in a schedule, when issuing a Booking Order it shows the final client "KIA" instead of "XYZ Agency". But when issuing an invoice, it will be issued to the agency "XYZ Agency" as shown below.

[[Image:CandB File.jpg]]

[[Image:Booking Order.jpg]]

[[Image:Invoice.jpg]]

== What is the numeric value that is accepted in week plan ? ==
Please enter number of ads by week separated by slashes (e.g. "1/2//4" mean 1 ad in the 1st week, 2 in the 2nd and 4 in the th week. For weeks that cross two months, put something like "2+3" to indicate ads per month)

[[Image:weekplan1.jpg]]
[[Image:weekplan.jpg]]
==How do I handle "Allow Over Plan" error?==
'''Error:'''
“Cannot save “REF###” because:
YTD Planned Amount Exceeded (XXX)”
If authorized, you may check the “Allow Over Plan” checkbox in the schedule heading”

'''Explanation:'''

This happens when the planned amount (in the media plan) for the brand and client is more less then the scheduled ie the schedule is in excess of the plan for that period.

'''Solution:'''

This is just a warning and you can avoid this message by clicking on allow over budget next to the company code section above.

==How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?==
After invoicing a schedule, if you change any cost information (leaving the bill information intact) and issue a cost invoice (to create the relevant journal entries), the system will also issue a 0 (zero) invoice to the client.

These zero invoices cannot be avoided and help to track any audit trail information. Either way the zero items do not appear on the outstanding statement so it shouldn't be a problem at all.

(SB to please add more)

==How to setup and operate the List of Materials Pending Delivery reports==
[[Configuring_NEOSYS_Media_System#Pending_Materials|Refer here to set up the List of materials pending]]

There are two possible ways to get off from the list of pending list
===From the Materials file===
#Go to Menu > Media > Material > Materials File. To get the Material details on the screen enter the material code on the material number field.
#Material code can be seen on the List of material pending delivery on the Original Schedule Column.
#To get the material off from the pending list, enter the material code or enter anything in the material code field to indicate the delivery and save the file.

===From the Schedule===
#The material code can also be entered in the materials section on the bottom of the schedule file without going to the Material File.

'''NOTE:''' When Materials from one schedule are reused on other schedules, then, to avoid duplicate materials records being generated in the material file by the secondary schedule, the original schedule no and material letter should be entered in the secondary schedule's material section.

==How to change the currency on the cost line if wrongly entered?==
All the currency on the cost line is taken from the vehicle file.

Following are the steps to change the currency on the cost line if wrongly entered

Go to the vehicle file and change the currency you want to show on the cost line in the schedule and save the file.

Now go to the schedule and re-type the details in a new line and delete wrongly entered line.

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

Media schedules can consolidated and printed in the format of media plans by printing an empty dummy media plan (one with no lines). After creating such a empty dummy plan, printing it results in the plan printout being dynamically "reverse engineered" on the fly from whatever approved media schedules are currently in the system for the same brand and period as the empty plan.

The plan printout currency is always base currency currently regardless of whatever currency you put on the dummy plan.

'''Steps:'''
#Create an EMPTY plan for the desired period and brand that you want. (''Note'' - You only need do this once) [[file:createemtpyplan.jpg|center|frame|How to create empty plan]] 
#Go to Menu > Media > Plans > Plan Printout [[file:menumediaplanplanprintout.jpg|center|frame|How to generate detailed summary report]] 
#Select Type: Weekly (Select time and details columns if you want them) [[file:createdetailedsummaryrpt.jpg|center|frame|How to generate detailed summary report]] 
#Click Print/Send

==How to display language, frequency and circulation for a vehicle ?==
Currently there are two ways for displaying this information –
#Using vehicle notes
#*Adding the information into the VEHICLE FILE NOTES field which it great if you use the same vehicle on many schedule lines. Notes at the bottom of the schedule work best in this scenario. Eg: A schedule with 20 lines but only 5 vehicles .. the information is best places as three lines of notes in the footing. Alternatively you can add the information at the vehicle name in abbreviated fashion. [[image:vehiclenotes.jpg]] 
#Using vehicle names
#*Adding the information to the name means that the information shows wherever the name shows which ends up pretty good eg on billing analysis report too. It allows any type of information to be shown without adding lots of custom columns which vary tremendously per media type, client and market. [[image:vehiclename.jpg]] 

==How to display artwork / creative / misc charges in a schedule to a client?==
Full service agencies generally tend to provide clients with a single media schedule outlining the media vehicles proposed along with artwork, creative, misc charges related to this specific campaign. Some NEOSYS clients would create a media schedule separately and issue a job estimate for the artwork charges. This article will explain how to incorporate the media vehicles and artwork/other charges in a single schedule printout for client approval.

=== Method 1 ===
This method is suitable if we want to enter additional charges on a per ad basis.

Such charges can be entered in the "Other" charges column on the media schedule data entry screen. If there are multiple charges, these could be entered separated with a forward slash. You can also enter text to indicate the type of charge.

[[image:artworkusual.jpg|left|frame]]

=== Method 2 ===
This method is applicable if we have multiple ads/vehicles and want to show additional charges as a single amount.

We use the following method:
#Create a dummy vehicle called ARTWORK with an internal (dummy) supplier
#Create a new line in the schedule using dummy artwork vehicle
#Select any date and assign 1 ad to it so that the number of ads is 1 for this vehicle [[image:artworkanydate.jpg]] 
#Enter gross unit cost in the bill column.
#*Do not enter anything in the cost column [[image:artworkvehicle.jpg|left|frame]] 

A printout of the above schedule will look like as follows: [[image:artworkvehicleschdprint.jpg|left|frame]] 

=== Suppressing day and date of vehicle program from appearing on schedule printout and invoice ===
If you do not wish to display the day and date on this schedule or on the invoice you can refer to the following procedure:
#In Schedule File
#*Leave the dates blank
#*Enter the Number of Ads directly [[image:leavedatesblankschedule.jpg]] 
#While printing the schedule
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Print/Send [[image:deselectcheckno.jpg]] 
#While printing the invoice
#*Select All Ads under Certified/All
#*Select List option under Date Format
#*Deselect “Check Numbers” option
#*Click on Create Invoice [[image:invoicechecknumber.jpg]] 

==Why can I not view the booking order for an ad which is moved to a different date?==
While moving an ad to a different date, we first remove the existing ad from the date on which is scheduled.

In this process, all information related to the ad is lost i.e. booking order no. /certificates / supplier invoice no. / invoice no. etc

This happens irrespective of whether the schedule is saved or not.

In a specific example below, we can notice this happening when we try to enter the supplier invoice number for an ad which has been moved.

=== Example ===
#We schedule an ad for the 25th of a May & Book it [[image:supp-1.jpg]] 
#We move the ad to 30th of May [[image:supp-2.jpg]] 
#We move it back to the 25th of May [[image:supp-3.jpg]] 
#While trying to enter the supplier invoice number for that ad, we now notice that although the Schedule file shows a booking order no. the Supplier invoice file does not reflect the same. [[image:supp-4.jpg]] 

==How to certify ads?==

In NEOSYS when an ad is certified it means the ad has appeared. It is just a way to differentiate between the ads that have appeared from the ones that have not yet appeared. When we click on ‘certify’ the number of ads with details would appear and we can use a number or a letter (eg X,12) below the Certificate/ Voucher no. to signify that the ad is certified.

'''''NOTE ''''' - in case of magazines and newspapers most agencies use the page number on which the ad has appeared.

[[image:certify.jpg]]

As we can see above in the image the letter 'x' is used as the certificate number. Certification can be done per ad and we also have the option of issuing the invoice directly after certifying the ad.

== How to mark/flag special ads in NEOSYS? ==

Flags can be used for a variety of purposes, for example to indicate which ads are subject to special deals with the client or supplier and get related reports. Such reports could aid in the calculation of volume rebates for example.

Available flags are currently SINGLE letters from A-Z without any specific meaning so as to provide maximum flexibility. You could standardise on using the flag "S" to indicate ads that form part of sponsorship deals for example.

Multiple flags can be entered per plan or schedule line and apply to all ads on that line. For example flags Q, B and C can be entered in any order as QBC or CBQ.

In future, financial journals may be generated depending on flags entered, for example invoices for ads subject to volume rebates could post a percentage to Provision for Rebate A/cs.

==How to uncertify ads?==
To uncertify ads you need to select the certificate file:

#Goto Menu -> Media -> Certificates -> Certificate / Voucher File [[image:uncertify-1.jpg]] 
#Enter the schedule number
#*Select Yes for certified
#*Select search all [[image:uncertify-2.jpg]] 
#A list with all the certified ads on that schedule is displayed.
#*You can remove the details entered in field.
#*Select certify, this will uncertify the ad on the schedule. [[image:uncertify-3.jpg]] 

==Why are Certified Ads displayed as Uncertified in Media Progress Summary?==
====Causes====
* When an Ad is certified as Wrong Ad. For further information see [[Using NEOSYS Media System#Processing List of Wrong Ads | Processing List of Wrong Ads]].
* Numbers like '000000' or '0' are entered as Certificate/Voucher No.
In both the above cases the Ads are certified as Wrong and hence don't appear in the Media Progress Summary. This issue comes up only in media progress summary. In all other Media Diary Reports the Wrong Ads do not show up as uncertified Ads. [[image:Adwrong.jpg]] [[image:MPSum.jpg]] [[image:MediaDiary1.jpg]] 

==How to stop the Client Name from being displayed on the Booking Orders?==
NEOSYS can be configured, to NOT show the client name on the booking orders, as follows:

If the supplier is marked with "Show Client on Orders: YES" in the Supplier File then the client name will always be shown on the order.

Otherwise the client will be HIDDEN from orders if in the Client File for the client in question, any of the following is true. If none of the following is true, then the client name will show on the order.

*HIDDEN: if the client is marked as Sundry Client (ie one-off bookings where the actual one-off client name is entered in the Brand Name)
*HIDDEN: if the client is marked as "AGENCY"
*HIDDEN: if the client type is not marked "DIRECT" AND the main Media Configuration File says "Show Client Name on Orders: NO"

#The option to show Client Name on Orders should be set to "NO" in the Media Configuration File [[image:bo-client-no.jpg]] 
#The option to show Client Name on Orders should be set to "NO" in the supplier file [[image:bo-supp.jpg]] 
#The client should be marked as AGENCY in stead of direct in the Client & Brand File. [[image:bo-direct.jpg]] 

== How to handle "No Response from the database server in 600 seconds" ==

[[image:nr.jpg]]

If NEOSYS cannot generate the report within 10 minutes (600 seconds) then you will get an error message saying "No response in 600 seconds from the database server at ....."

In Media module, Media Diary reports that take more than 10 minutes can be sent to the user in the email body or as an email attachment. To receive reports in this way, choose Email Body or Email Attach under Report Delivery options.

At times, the report might be too huge that even if you select Email Attachment option, the user with get an email saying "Error in sendmail.js" instead of getting the report.
In this case, it is better to use the option Email Body because if report is too large, then user will get an email with a link that they can click on to get the report. Also see [http://techwiki.neosys.com/index.php/Troubleshooting_email_not_received#Check_the_size_of_the_mail_being_sent_to_client.27s_email_account this article for other reasons why email is not received]

[[image:eb.jpg]]

Refer to [http://userwiki.neosys.com/index.php/General_FAQ#Why_is_NEOSYS_taking_a_long_time_to_generate_a_report.3F Why is NEOSYS taking a long time to generate a report]

==Why is the Media Diary Report showing unexpected results?==
=== Problem ===
The Media Diary report is unreliable if it is generated while users are updating the system.

For example,
#Media diary gives wrong details for schedules that were not updated during the time the report was requested for.
#Media diary gives 3 different reports for the same options entered in a time frame of 30 to 60 minutes without running the command [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| CREATEADS].

=== Possible Cause ===
This issue occurs because there were interrelated files that were being updated during the time the report was requested for.

While generating the media diary, NEOSYS searches for various combinations like:
*Vehicle & Date
*Brand & Date etc

When a user updates the system, various inter-related files are frozen and the data related to those files will not appear in the report.

=== Solution ===
While we are working on a fix for this issue in NEOSYS.

A workaround to get reliable and accurate reports is to generate a report from the test dataset.
The test dataset is a copy of the live date from the previous day.
This report will not have real time data but will be more reliable as the chances of users updating the test dataset are very low.

If users insist that they want reports in real time then they should accept that the reports will be unreliable as NEOSYS cannot freeze many user windows for some users to take real time reports.

When more data is updated into the system then the old report needs to be discarded and new report needs to be generated.

Thus NEOSYS recommends that media diary reports should be generated when users are not updating the system.

For more information on Troubleshooting Media Diary reports see [[Troubleshooting_NEOSYS_Media_System#Details_missing_in_Media_Diary_or_Changes_in_Files_does_not_reflect_in_Media_Diary| Details Missing in Media Diary]]

== [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Ads_are_missing_from_media_diary_reports_when_filtering_using_schedule_client_or_brand_although_ads_are_actually_present_in_the_schedule Why are Ads missing from media diary reports when filtering using schedule client or brand although ads are actually present in the schedule]==
==Why is the invoice/ booking order showing dates like April 2013 even though the schedule contains ads only for October 1 and 10?==
[[image:outdoormediainvoice.jpg|1200x450px]]

=== Problem Explained ===
The reason why the booking order / invoice is showing dates like April 2013 even though the schedule only contains ads for Oct 1, 2012 and Oct 10, 2012 is because NEOSYS is showing dates FROM – UPTO (see the dash?) as is a common requirement for Outdoor Media. This is caused because of entering data like “xxxxxx,999 xxxx” in the specification field for media type Outdoor.

[[image:outdoormediaschedule.jpg|1200x450px]]

=== Solution ===
Don’t put anything like “xxxxxx,999 xxxx” in the specification for media type “outdoor/out of home” unless you want to indicate a NUMBER OF DAYS OR NUMBER OF WEEKS, NUMBER OF MONTHS ETC

For example, use a dash instead of a comma … “xxxxxx - 999 xxxx”

[[image:outdoormediaproperschedule.jpg|1200x450px]]

[[image:outdoormediaproperinvoice.jpg|1200x450px]]

==Why is the total number of ads shown in schedule not matching with the ads with dates in schedule?==

[[image:noa_dates.jpg|1200x450px]]

This happens only when the user manually changes the No of Ads in the schedule. In such situations, while trying to save the schedule, the system prompts the user with the following warning message. The schedule can be saved only if the user saves the schedule despite the warning.

[[image:noa_save.jpg|1200x450px]]

Also while trying to invoice such a schedule, the system again prompts the user to correct the schedule date or skip checking numbers. Only if the user manually changes the option to Check Numbers:No, the invoice can be generated.

[[image:noa_invoicing.jpg|1200x450px]]

In the media diary of such schedules, every row represents one of the ads that have a date. However the total of Paid Ads Bill shows the total number of ads that have been paid for (this includes the ads without dates). Similarly, the total of Bill Amount shows the total bill paid by the client for ALL the ads in the schedule.

[[image:noa_mediadiary.jpg|1200x450px]]

== Why are there discrepancies between Media Diary report and Billing analysis report? ==
Media Diary is based on the date that the ad appeared whereas Billing Analysis is based on the financial period of the posting which is usually the date of the invoice.

Since invoices are usually raised in a different month from the date of appearance of the ad, Media Diary is rarely, if ever, in agreement with Billing Analysis.

Apart from the above, invoices might be left unposted or even deleted before being posted.

Also additional postings might be made to P&L billing accounts and therefore have analysis codes and appear in billings.

One possible way to reconcile the two might be to filter the media diary on invoice date. But an ad may have multiple invoices if it is credited or adjusted and these adjustments may be in different months.

Final story is that Media Diary gives you an accurate picture of actual advertising by month the ad appeared, whereas Billing analysis gives you an accurate picture of media billing by month of billing

== Why is there a discrepancy between total billing as per Media Diary report and total billings as per list of invoices ==

The total billing as per media diary may differ slightly from the total billing as per the list of invoices. This is due to unavoidable rounding differences because percentages calculated per invoice line logically will not always agree to the cent with percentages calculated per invoice totals.

==How do I get payment status details on media diary reports?==
The payment details columns are suppressed from the media diary reports by default but will show if you select one or more payment status filter options. If you select "All" then you get all ads (which is the same as if don’t make any selection), but you will get the payment details columns.

[[File:Mediadiarypaymentoption.jpg]]

==How to get Margin and Margin(base) in Media Diary export?==
Media Diary export to Excel/CSV includes columns Margin and Margin (Base) subject to authorisation, but only if you choose both Bill and Cost options for exporting. Note that the default option is to only export Bill information.

==What can go on a consolidated booking order?==
NEOSYS allows you put place many periods and many media (vehicles) on a single schedule. It does not however allow multiple brands on one schedule. Despite this, in order to facilitate monthly invoicing, it is common to enter a media schedule (plan) for a single brand for a single month for one or more media vehicles.

Therefore in some cases you might wish to combine more than one schedule into a single booking order.

=== Common examples ===

You could book many brands on one booking order. If a client has many brands then you might wish to book all at the same time.

You could book many media on one booking order. If a supplier has many media then you might wish to book all at the same time.

You could book many periods on one booking order.

Any combination of the above.

=== Rare examples ===

You could book many clients on one booking order. If the media is special or you have a group of clients that are associated and should be booked as a group.

You could book many suppliers on one booking order. It is hard to imagine where this would be useful.

You may also refer

[[Media_FAQ#How_do_I_issue_one_booking_order_for_a_vehicle_from_different_schedules_with_multiple_periods.3F|How do I issue one booking order for a vehicle from different schedules with multiple periods]]

[[Media_FAQ#How_do_I_issue_one_consolidated_booking_order_for_multiple_vehicles.3F|How do I issue one consolidated booking order for multiple vehicles?]]

==How do I upload a scanned copy of an ad that appeared to the Certificate File? ==
While certifying each ad users can upload the scanned copy of the appeared ad using material option. These images can be later viewed in their respective schedules by selecting the image button.

(1) Click on the materials icon

(2) Browser for the scanned image

(3) Upload the image

[[image:cert1.jpg‎]]

== How to get Broadcast Orders/Play Lists ==

See Broadcast Order on the Schedules menu. This will come better once the proper tv bookings per break data entry is done.

==How do I enter Loading such that a portion of it is not shown to the client?==

"|" can be used as a separator for Loading details that need not be shown to the client.

In Media Schedules, when a Loading is entered containing "|", only the portion BEFORE the "|" is reflected in Schedule Printouts and Invoices.

However, the ENTIRE Loading details (BOTH before and after the "|") is reflected in Booking Orders.

Similarly, in Plans, Media Plans show only the portion BEFORE the "|". But Cost Plans will show ONLY the portion after the "|" (not BOTH).

[[File:Loading.jpg|1000px]]

== How do I handle media vehicle with multiple suppliers? ==

Note that many of the booking details may be different for each supplier of the same media vehicle eg booking currency, booking contact, deadline days etc.

Therefore you need to create a separate NEOSYS Vehicle File record for each of its suppliers. And when booking, use the right vehicle code depending on the supplier required at the time.

To get billing analysis both by supplier and in total for the vehicle, ensure that the vehicle name is spelt and punctuated ABSOLUTELY IDENTICAL on all Vehicle File records for the same vehicle on all suppliers. When doing billing analysis, if you order the report simply by vehicle, the reporting program will MERGE the billings into one line where the names are identical. If you want to see the billings of the vehicle per supplier use order 1. by vehicle 2. by supplier. In this way you can get billing analysis both by supplier and in total for all suppliers.

== How to compare budgets per media type in billing analysis reports ==

Budgeting by media type can easily be done by creating a dummy vehicle per media type, entering the budget on that and then taking the billing analysis report by media type.

In the below example, a dummy vehicle called Newspaper Budget was created which is linked to the media type Newspapers. The budget meant for media type Newspapers was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per type shows budget vs actual figures for media type Newspapers.

[[File:Dummy vehicle.jpg |600px]]

[[File:Mt budgetfile.jpg |1200px]]

[[File:Billing analysis mt.jpg |1000px]]

== How to set budgets per client (instead of brand) to compare budgets in billing analysis reports ==

Budgeting by client (instead of brand) can be done by creating a dummy brand per client, entering the budget on that and then taking the billing analysis report by client.

In the below example, a dummy brand called Al Nabooda Budget was created under the client Al Nabooda Automobile. The budget meant for the client Al Nabooda Automobile was entered against this dummy vehicle in the Budget File. The resulting billing analysis report per client shows budget vs actual figures for the client Al Nabooda Automobile.

[[File:Dummy brand.jpg |1000px]]

[[File:Budget file per client.jpg |1200px]]

[[File:Billing analysis per client.jpg |1000px]]

== How to enter general discount for all the clients for a Vehicle ==

A general discount can be set for all the Clients in the Vehicle rate card file under Client specific rates. Keep the client code field blank and enter the discount. This discount rate will automatically appear for all the Clients for this vehicle. In case there is already an entry with a specific client code, then for that client the discount entered against its code will be picked and for every other client discount in the blank line will be picked up.

[[File:Vr file.jpg]]

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_when_there_is_no_difference_between_bill_and_cost| How to handle operations where there is no difference between bill and cost]]==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisation_to_restrict_users_from_seeing_media_billing_information|How to hide media billing information from certain departments]] ==

==[[Setting_up_and_Configuring_NEOSYS_Media_System#Setting_up_authorisations_for_a_client_with_separate_planning.2C_booking_and_invoicing_teams_who_bill_at_cost|How to set up authorisations for a client with separate planning, booking and invoicing teams who bill at cost]] ==

==Accessing large reports via emails in NEOSYS==
When getting reports delivered by email, if the report size is more than 10Mb then, instead of the report being embedded in or attached to the email, the email will contain a web browser link to the file instead of the file itself. This gets around restrictions on email size commonly imposed by email servers. This applies to reports which are either embedded within the email body or attached files. NOTE: The link is only valid for one hour after the email is sent so users must download the report before then.

Invoice Numbering

2017-07-31T12:24:24Z

Priyanka:

[[image:Invoicenumbers.jpg]]

*On this page you can control the numbering of most database files.
*Here you can only specify the start number of a particular type of document with the option of keeping different start numbers for different companies. It is recommended to start all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give a number e.g. Job number:2000, PO:3000, Estimate:4000.
*The starting numbers for invoices are entered per company line (as shown in the screenshot above).
*The starting numbers for invoices on each row MUST be different from the starting number entered in the row "Default/All companies/Proformas". This is because if an invoice is generated with the same number as an existing proforma, then the proforma will be overwritten by that invoice.
*Any changes made would be effective on the documents created thereon.
*In Media, you can modify the numbering for the plans, schedules and invoices.
*In Production, you can modify the numbering for the jobs, purchase orders, estimates and invoices. Also refer to [[Setting_up_and_Configuring_NEOSYS_Agency_System#Allowing_separate_job.2Forder.2Festimate_number_sequences| Allowing separate Job/PO/Estimate number sequences per company]]

Setting up and Configuring NEOSYS Agency System

2017-07-30T11:45:17Z

Priyanka: /* Converting database to "invoice numbering per company" */

== Importing Clients ==

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before accounts receivable account is opened for the client. Also, it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab-delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain the full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*CLIENT ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*CLIENT ALIAS CODE (the id, number or code of the client for interfacing to other systems)

Multiple other systems can be represented as follows. For example, if a client is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*CLIENT ALIAS SYSTEM 1: SAP
*CLIENT ALIAS CODE 1: 1235123
*CLIENT ALIAS SYSTEM 2: OLD
*CLIENT ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example, it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First, verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is an alternative special procedure for importing suppliers and media vehicles that may be more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by the supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example, if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

== Converting database to "invoice numbering per company" ==

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the database. In other words, it has to be pre-decided.

However, you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1 (To confirm you are on field 48 press CTRL+E)

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

== Converting database to "one invoice number sequence across all companies" ==

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the database. In other words, it has to be pre-decided.

However, you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must be separated with/from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, the year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X1000 - use when multi-company setup is used
*12/1000 - use when year is required in document numbering
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate X and 12

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

=== How to Configure ===
This can only be configured for the whole system so that it can only be done only once all of the old invoices for previous years are done. You can also do it in the middle of the year if you are happy for the rest of the invoices for the current year to be in the new format and probably using a different invoice number sequence.

Examples:

<NUMBER> would give numbers like 1000

<COMPANY><NUMBER> would give numbers like X1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

'''IMPORTANT NOTES''':
(1) DOING THIS WOULD RE-CREATE THE INVOICE NUMBERS TO START FROM 1
(2) THE <YEAR>/<YEAR2> WOULD CHANGE TO THE NEXT YEAR ONLY WHEN YOU HAVE THE NEW INVOICES IN THE
NEW YEAR DATE AND THE NUMBER WOULD RESET ITSELF TO START FROM 1

New option in the Configuration File, a Format called <YEARWISE> which allows you to specify a different starting number for each year. An invoice number format of <NUMBER><YEARWISE> means that while the year does not form part of the invoice number (as would be the case if the invoice number format was say <NUMBER>/<YEAR2>) you can use different ranges of invoice numbers for each year. This prevents the mixing up of invoice numbers between years.

== [[Invoice_Numbering | Configuring Starting Numbers of Documents]] ==

== How are wip/accrual ledgers structured ? ==

WIP/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new WIP/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>

Setting up and Configuring NEOSYS Generally

2017-07-19T07:49:07Z

Priyanka: /* Configuring Client Security mark */

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

== Configuring Document Footers ==
[[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. At the moment only the programmer can setup the client security mark.

[[Image:clientsecuritymark.jpg]]

The objective of the client mark is that anyone can easily identify the general source of a document or report out of 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

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.

To set the system mark, in maintenance mode type:
SETMARK companycode "xxxxxxxxxxxxxxxxxxx"
To remove the system mark, type:
SETMARK companycode

== Configuring fonts and colors for all users ==

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

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

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

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

== Giving users access to the Support Menu ==

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

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

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

== Configuring Payment Instructions ==

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

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

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

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

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

Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.

Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each 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 ]]

== Specifying Payment Terms on Invoices ==

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

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

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

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

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

== Creating Email Alerts in NEOSYS ==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

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

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

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

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

To solve this problem create users matching the executive names.

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

== 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 Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

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

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

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

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

Setting up a new company in existing/new database

2017-07-19T07:47:32Z

Priyanka: /* Setting up a new company in a new database */

__FORCETOC__
==Setting up a new company in existing/new database==

'''Draft email requesting info required to add new company to existing/new database

For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.

Dear XXX,

To open the new company can we please have the following info:

1. Letterhead:
-Exact company name to appear on invoices etc
-Address for letterhead
-Logo{{Letterhead Logo Format}}

2. Any new users:
-Full Name
-Email Address (to get passwords)
-User role(s) department/position etc (for authorization level)

3. Existing Users Access Rights:
-Who should have access to the new company?

4. Default Market for the Company

5. Bank Accounts:
-Full payment instructions - if required to appear on invoices

6. First Financial Year

7. General Accounts:
-Client: Shared existing list? OR create new private clients list/chart?
-Suppliers: Share existing list? OR create new private supplier list/chart?

8. Invoice Numbering:
-Prefix for the new company (usually one letter)
-The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used. ( Refer to Principles of Document numbering in NEOSYS:- http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )

Media module
Starting Schedule Number: 1000
Starting Media Invoice Number: 70000
Job module
Starting Job Number: 5000
Starting Purchase Order Number: 15000
Starting Estimate Number: 25000
Starting Job Invoice Number: 90000
9. Timesheet module:
- Timesheet Administrators:
- Timesheet alert email recipients (Users who will receive Timesheet Summary emails):

** In addition to the points above, ask for the following information if setting up a new company in a new database

9. Base Currency of the dataset

10. IP restrictions:
List of IP numbers from which NEOSYS can be accessed

11. Backup email notification recipients:
List of people to receive email reports about the daily backup

12. Allowed domains in email addresses
List of allowed domains for user's email addresses

Best Regards,

=== Setting up a new company in an existing database ===

The following procedure also applies to adding a new company to a multi-company installation in existing database.

#[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get Management approval]
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
#Create a new company in the [[Company_File| Company File]] by specifying the required details.
#*The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results. (Refer to [[Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_year| Setting up and Configuring NEOSYS Finance System]] for instructions on how to set up the start of Financial Year).
#*The company code must be a letter even if previous existing companies use a numeric company code. Specify an alphabetical prefix to the company which is used for invoice numbering (refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company).
#*Enter the exchange gain and exchange loss account numbers.
#*Enter payment instructions specific to this company and it will appear on all invoices for this company. (refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment Instructions]] for instructions on how to set up payment instructions).
#*If you need inter-company entries to be made then follow the instructions in [[How_to_setup_inter_company_accounts_and_do_inter_company_postings| How to setup intercompany accounts]] and do intercompany postings
#In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to [[Invoice_Numbering|Invoice Numbering]]) and numbering pattern under the Media/Job config file.

=== Setting up a new company in a new database ===

In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database

#Configure base currency of the new database in the Company file
#[[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Client_Security_mark| Configure Client Security Mark]]
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]
#Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.

Setting up a new company in existing/new database

2017-07-19T07:47:16Z

Priyanka: /* Setting up a new company in a new database */

__FORCETOC__
==Setting up a new company in existing/new database==

'''Draft email requesting info required to add new company to existing/new database

For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.

Dear XXX,

To open the new company can we please have the following info:

1. Letterhead:
-Exact company name to appear on invoices etc
-Address for letterhead
-Logo{{Letterhead Logo Format}}

2. Any new users:
-Full Name
-Email Address (to get passwords)
-User role(s) department/position etc (for authorization level)

3. Existing Users Access Rights:
-Who should have access to the new company?

4. Default Market for the Company

5. Bank Accounts:
-Full payment instructions - if required to appear on invoices

6. First Financial Year

7. General Accounts:
-Client: Shared existing list? OR create new private clients list/chart?
-Suppliers: Share existing list? OR create new private supplier list/chart?

8. Invoice Numbering:
-Prefix for the new company (usually one letter)
-The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used. ( Refer to Principles of Document numbering in NEOSYS:- http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )

Media module
Starting Schedule Number: 1000
Starting Media Invoice Number: 70000
Job module
Starting Job Number: 5000
Starting Purchase Order Number: 15000
Starting Estimate Number: 25000
Starting Job Invoice Number: 90000
9. Timesheet module:
- Timesheet Administrators:
- Timesheet alert email recipients (Users who will receive Timesheet Summary emails):

** In addition to the points above, ask for the following information if setting up a new company in a new database

9. Base Currency of the dataset

10. IP restrictions:
List of IP numbers from which NEOSYS can be accessed

11. Backup email notification recipients:
List of people to receive email reports about the daily backup

12. Allowed domains in email addresses
List of allowed domains for user's email addresses

Best Regards,

=== Setting up a new company in an existing database ===

The following procedure also applies to adding a new company to a multi-company installation in existing database.

#[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get Management approval]
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
#Create a new company in the [[Company_File| Company File]] by specifying the required details.
#*The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results. (Refer to [[Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_year| Setting up and Configuring NEOSYS Finance System]] for instructions on how to set up the start of Financial Year).
#*The company code must be a letter even if previous existing companies use a numeric company code. Specify an alphabetical prefix to the company which is used for invoice numbering (refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company).
#*Enter the exchange gain and exchange loss account numbers.
#*Enter payment instructions specific to this company and it will appear on all invoices for this company. (refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment Instructions]] for instructions on how to set up payment instructions).
#*If you need inter-company entries to be made then follow the instructions in [[How_to_setup_inter_company_accounts_and_do_inter_company_postings| How to setup intercompany accounts]] and do intercompany postings
#In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to [[Invoice_Numbering|Invoice Numbering]]) and numbering pattern under the Media/Job config file.

=== Setting up a new company in a new database ===

In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database

#Configure base currency of the new database in the Company file
#[[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Client_Security_mark| Configure Client Security Mark]]]
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]
#Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.

Sales FAQ

2017-07-18T07:37:08Z

Priyanka: /* What will be the cost for setting up a historical NEOSYS database? */

=== 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

See [http://userwiki.neosys.com/index.php/Demonstration_versions_of_NEOSYS_and_evaluation_periods NEOSYS Demo and Evaluation periods]

===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 the UAE, 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 is 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 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 our 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 we are 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.

Troubleshooting NEOSYS Generally

2017-07-18T07:36:02Z

Priyanka: /* Archiving Historical Data */

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

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

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

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

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (i.e. https://clientname.hosts.neosys.com:4430). Users may not be able to access this link and it may give the "Page cannot be displayed" error message. If only one user faces this problem, and other users can access the NEOSYS server from the internet, then the problem can only be solved by client IT staff.
This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430 (or whichever port is being used for HTTPS): in this case client IT must fix the internet connection and open up the outgoing port for HTTPS
# Corporate firewall is blocking access to the NEOSYS server
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office
# NEOSYS firewall is blocking the IP address of the user (probably due to unusual activity from the IP address): This is a very rare situation that happens with clients hosted by NEOSYS. First, confirm that the user's internet connection is working fine. Then to check whether their IP is blocked, ask the user to access www.neosys.com or http://userwiki.neosys.com/index.php/Main_Page .
#* If they can access these websites, the firewall is NOT blocking them.
#* If they cannot access these websites, ask the user to provide their public IP address by accessing www.whatismyip.com and then [http://itwiki.neosys.com/index.php/Unblocking_ips_on_NEOSYS_Intrusion_Detection_System_(IDS)#Removing_IP_Numbers_from_Block_List_Using_Nagios check whether their public IP is being blocked by NEOSYS firewall].
# The client's ISP is not able to resolve the domain name in the URL to the IP number. If this is the case you should be able to access NEOSYS by replacing the domain name with the IP number in the URL.
If the above steps do not fix/identify the issue, refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Cannot_Connect Troubleshooting Cannot Connect] for more information on fixing the "Cannot display the webpage" error.

Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff

=== [http://techwiki.neosys.com/index.php/Configuring_IIS#Solving_error_during_file_upload:_.22Page_cannot_be_displayed.22_HTTP_Error_405_in_windows_2003 Solving error during file upload: "Page cannot be displayed" HTTP Error 405] ===

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

=== Error Message ===

The following error messages may appear:
==== Cannot Find Specified Resource====
[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

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

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

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

==== Cannot Save Document: NO LOCK RECORD ====
[[image:nolockrecord.jpg]]

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

==== Client disconnected after xxx seconds ====

[[image:clientdisc.jpg]]

Client disconnected after xx seconds in NEOSYS xhttp.asp D:\NEOSYS\DATA\xxxx

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

Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.

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

The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.

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

=== Solution ===
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS.
*In case NEOSYS is being accessed using LAN, the link would look something like:
<pre>
http://127.0.0.1/neosys/
or
http://192.168.0.55/neosys/
</pre>
*In case NEOSYS is being accessed over the Internet, the link would look something like:
<nowiki>https://hostname.neosys.com:4430/neosys</nowiki>

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

Try to do a reset factory settings first, although it could be a faulty network connection.

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

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

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

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

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

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

[[image:branderrorsch.jpg]]

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

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

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

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

=== Symptoms ===

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

=== Cause ===

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

=== Work around ===

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

=== Permanent Solution ===

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

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

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

[[image:database_unavailable.jpg]]

Error message :

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

=== Solution explained ===

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

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

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

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

[[File:login.jpg]]

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

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

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

or

2) By an administrator using the Authorisation File.

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

F5
LIST USERS WITH EXPIRY_DATE

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

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

== Troubleshooting B10 & B12 Errors ==
=== Error Message ===
<pre>
NEOSYS
An internal error has occurred. Please press
Shift+PrintScreen to copy this screen then
paste it into an email to support@neosys.com

ERROR NO: B10 IN DAYBOOK.SUBSX AT 135
Variable has not been assigned a value. Zero used.
</pre>
=== Solution ===
These are software errors and should be immediately escalated to the programmer.

== Troubleshooting the "System failure. Do you want to retry?" error message ==
[[image:System failure.jpg]]

For troubleshooting this error, refer to [[Troubleshooting_NEOSYS_Generally#Troubleshooting_Web_Browsers|Troubleshooting Web Browsers]]

For more information on this, refer to [http://techwiki.neosys.com/index.php/Procedures#Addressing_Browser_related_issues Addressing Browser Related Issues]

== Troubleshooting Web Browsers ==
=== Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.

*A variety of undocumented error messages
*"Error on Page" in the bottom left corner in the browser status bar
*Screens don't appear correctly
*Older versions of the program still appear
*NEOSYS repeatedly asks for login

==== Solution ====
Click on [[Clear Browser Cache]] to see instructions.

=== Resetting Browser to Factory Settings ===
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:
*A variety of undocumented error messages
*Older versions of the program still appear
*Tool-bars are installed

==== Solution ====
Click on [[Reset Browser]] to see instructions.

=== Disabling Popup Blocker ===
Refer to [[Disabling_Popup_Blocker | Disabling Popup Blocker]]

=== Adding NEOSYS URL to Trusted Sites===
Adding NEOSYS to trusted sites is required in IE11 to fix:
*Extra buttons that appear at the top/bottom of certain screens
[[File:Extrabuttons.jpg]]
*Prompt to enter terms of payment in New Invoice creation page
*Prompt to enter financial period in Ledger printout even though checkbox to "select period from Financial Settings" is checked
*File size 0 while uploading materials or images
*Other undocumented errors in functioning of the system

====Solution====
See [[Setting up and Configuring NEOSYS Generally#Adding NEOSYS to Trusted Sites|Adding NEOSYS to Trusted Sites]] for instructions

=== Uninstalling Windows Update KB3008923 ===
Uinstalling this problematic update fixes:
*Missing list of items when searching in filters like brand, period, vehicle, executive etc. in the Schedule
*Empty pop-ups

====Solution====

See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Fixing_issues_in_IE_caused_by_Windows_Update_KB3008923 Uninstalling Windows Update KB3008923]

=== Proxy Settings ===
Sometimes, client workstations connected directly to the Internet have the Etisalat proxy server settings in Internet Explorer. Recently due to a problem with Etisalat, it became necessary to have the Etisalat proxy server in Internet Explorer. This created issues with using Neosys, which is in the office LAN. Hence we need to exclude the Neosys server IP address from the proxy.

This is also common to companies that have an in house Proxy server and it is necessary here to exclude the Neosys server IP address.

==== Solutions ====
Go to Tools > Internet Options > Connections > LAN Settings > Advanced > and in the Exceptions list you would give the IP address of the Neosys server (eg. 10.2.5.2 or 192.168.0.2)

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==
=== Problem explained ===
This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

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

Error message :

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

=== Solution explained ===

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

Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]

In the latest version of NEOSYS, the current NEOSYS server process closes itself.

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

===Problem Explained===
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.

=== Cause and Solution ===
See [[Authorisation_File#Menu_Locks|Menu Locks.]]

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

There are 2 scenarios :

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

Scenario 1:
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.

Scenario2:
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

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

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

== Strange Characters appear after saving an HTML document as pdf file using Adobe Acrobat PDF converter ==

Strange Characters may appear after saving an html document because you might be restricting the PDF converter to use System fonts only.

[[image:Adobepdf.jpg]]

Follow instructions below to prevent strange characters from appearing after converting any NEOSYS html document to pdf.
#Go to Print option in the File menu of your browser
#Select AdobePDF and Click "Preferences"
#Uncheck the "Rely on System fonts only" option and click ok

[[image:Pdf1.jpg]]
[[image:Pdf2.jpg]]

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

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

== Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message ==
[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

===== Possible Causes =====
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost.

===== Solution =====
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.

==Troubleshooting the " Cannot release document- try again" ==

[[image:timestamp.jpeg]]

Cannot release document - try again
ERROR: ALREADY REQUESTING
WRITE
USERS

Possible cause and solution same as [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Cannot_Save_Document_Because_Time_Stamp_Does_Not_Agree.22_error_message Time Stamp error]

== Solving error message about "Error while writing data .... read-only file." ==

Error while writing data.
You have attempted to write to a read-only file.
- or -
access to the file has been denied by the operating system.
(operating system file name: "XXXXXXXX")

==== Solution ====

Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.

==== Cause ====

Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.

Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.

==== Recovery ====

NEOSYS technical support MUST run a check for damaged files.

===== If there is damage =====

Follow standard NEOSYS technical procedure to resolve any damage.

===== If there is no damage and user was running a report or document reprint =====

Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.

===== If there is no damage and user was saving a transaction and files were being updated =====

Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.

==== Permanent Solution ====

Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.

==Fixing the Find Button not working Issue ==

[[image:findbuttonerror.jpg]]

====Problem Explained====
No action when you click on the find button while trying to search.

====Solution====
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.

Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].

== Fixing error "The following Characters are not allowed here" while creating a new Document==

[[image:charnotallowed.jpg]]

====Problem Explained====
While trying to save a document we get the above error message in NEOSYS.
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:

[[image:charnotallowed-example.jpg]]

====Solution====

The solution is to remove these characters and save the document.

== Fixing error "Unacceptable characters in data" while saving a document ==

[[image:Unacceptable.jpg]]

====Problem Explained====

This problem is usually caused by unusual characters present in some data cut and pasted into the data entry screen.

====Solution====

Look for unusual (foreign) characters especially in text areas and where cut and paste is likely to have been done and remove these characters.

NEOSYS currently allows only one non-Latin character set to be operational in a server at one time. If any of the characters entered by the user are not in the currently configured server character set, the user will get the "Unacceptable characters" error message. Refer to this link for more details about [http://techwiki.neosys.com/index.php/Configuring_NEOSYS_for_various_language_character_sets Configuring NEOSYS for various language character sets].

== Handling Error "Following Characters are not Allowed here" while opening a document in NEOSYS ==
While trying to open a document in NEOSYS e.g. a Schedule file, user may get an error as below:

[[image:Schedule strange.jpg]]

===Reason===

This error comes up because some strange character is present in the field (See schedule No. above). Some characters are not always what they appear to be e.g character " á " which is a non-breaking space appears as an ordinary space on the screen. Good thing is that every character no matter how similar it is to other characters is identified by an ASCII code in all systems.

Let us take a scenario where a user while creating a schedule, unknowingly copied a schedule No. containing a strange character " á " (which appears exactly as a space) from another system into NEOSYS. He saved it and then while trying to open the same schedule he puts a space in the schedule no. not knowing that in the saved schedule " á " is present in place of what he thinks is a space. The system will give the above error message because Neosys does not allow spaces in document numbers.

===Solution===

*Check NEOSYS Logs and find the text entered in the field of the document.
*Copy the text and get its ASCII code.
( For above example ASCII code for " á " = 160 )
*The ASCII code has a corresponding HTML Code, type in the HTML Code in any HTML Text editor, preview Text and copy paste it in a Text editor e.g. MS Excel. Finally copy it in NEOSYS where that Document needs to be accessed.
( For above example HTML code for " á " = "&NBSP;" with all letters in lowercase )
*NEOSYS will now open the document.
*Since it is always best not to use any strange characters, remove the strange character and rename the document. You must Inform the users about this change.
*The document can also be opened in Maintenance Window in NEOSYS by directly typing the ASCII code.
( For above example type "alt+160" to enter " á " in the document number )

==Fixing Firefox popup " Prevent this page from creating additional dialogs" ==

To suppress this message follow the instructions as given below in Firefox :-

#web address: about:config
#right click on list
#new
#integer
#dom.successive_dialog_time_limit
#0

[[image:ffpp.jpg]]

==Fixing error "token is DATABASENAME*ABC but should be DATABASENAME*XYZ"==

System failure. Do you want to retry?
token is DATABASENAME*ABC but should be DATABASENAME*XYZ

===Cause===
This happens when you login to Internet Explorer through one username, get timed out and then try to login again to the same Internet Explorer using a different username.

===Solution===
You must close all tabs of the Internet Explorer, [[Clear Browser Cache]] and login again.

==Archiving Historical Data==

Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS primarily to make it easier to manage but also in some cases slightly faster to operate.

To do this one can take PERMANENT backups (more than one) of the current live system and then remove or archive data from the current database. The PERMANENT backups must be held in safe storage by the owner of the data which is the NEOSYS client. NEOSYS standard terms does not provide for storage of PERMANENT backups. Permanent backups are physical copies of BACKUP.ZIP files from NEOSYS backup process that will never be overwritten or destroyed. They should exist in multiple copies ensuring that further copies are made within the lifespan of the media on which they are kept to avoid the effects of media aging which may include total loss of data.

Client must confirm they can open the BACKUP.ZIP file and see the file names but they will not be able to open the files because they are encrypted and being binary database files cannot be used without the NEOSYS program.

Note that any data which is removed from the current database and cannot be recreated by some process like CREATEADS will only exist in the permanent backups held by the client because the historical database kept online for reference in the NEOSYS installation will NOT BE BACKED UP BY THE NEOSYS EVER.

This process does not backup the historical database therefore prior to creation of the historical database and deletion of historical data from the live database a physical copy of the backup of the live database must be delivered to the client with a warning that this is the only copy of their data and THEY MUST AGREE TO DUPLICATE AND KEEP IT SAFE BECAUSE NEOSYS DOES NOT KEEP ANY BACKUP COPY OF THEIR HISTORICAL DATA. Acknowledgement of receipt and the terms must be obtain in writing (or email) from the client.

WARNING: ANY DATA WHICH IS REMOVED FROM THE CURRENT DATABASE AND THAT CANNOT BE RECREATED BY INTERNAL PROCESSES MAY BE LOST AND ONLY OBTAINABLE WITH CERTAINTY FROM THE PERMANENT BACKUPS HELD BY THE CLIENT BECAUSE THE HISTORICAL DATABASE HELD ONLINE BY NEOSYS IS *NOT* BACKED UP

Procedure:

#Email client proposing archiving and removal of historical data and containing a draft acknowledgement of receipt of and acceptance of terms of data destruction online.
#Wait for client's agreement in principle and instructions to proceed.
#Deliver two copies of BACKUP.ZIP electronically to the client
#Obtain full and proper acknowledgement of receipt and acceptance of terms from client
#Restore the live database to a XXXXTEST database with name something like ARCHIVE 2099 where 2099 is the last year that will be deleted
#Delete the data from the live database

Sample email to the Client proposing archiving and removal of historical data:
<pre>Dear XXXX,

NEOSYS Support recently reviewed the server to examine its performance. During the investigation we found that the current Database has lot of old DATA.
Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS to make it easier to manage and slightly faster to operate.

We will follow a tested and verified method to reduce the Database size by removing the old DATA from the current Data set and copy it to a separate newly created Data set inside the existing database.

We will pick a year from past, the DATA up to which is considered to be old then copy the DATA of all the years up to and including the picked year to the newly created data set.
This DATA is removed from the current Data set and will be present as a separate data set online in your NEOSYS installation for reference.

In your case we have picked the year "YYYY" and we will create a new data set "XYYYY" which shall contain all the DATA up to and including year YYYY.

This Dataset "XYYYY" will will not be backed up by NEOSYS ever like the other live dataset which is backed up every day according to the nightly USB Backup procedure .

We need your approval to remove the DATA up to the above mentioned year to a separate Dataset.
After getting your approval we will send you two copies of the latest Backup.zip which containing all the historical Data. Then we will request for confirmation from your side that you have received the backup copies.
The removed DATA cannot be recreated again, it will only exist in the permanent backups held by you and for online reference as mentioned above.
</pre>

After sending the backup.zip Support will send below email to get the confirmation from client for receiving backup copies and accept the terms of data destruction online:
<pre>

Dear XXXX,

I am sending you a SAMPLE EMAIL to confirm that you have received the backup folders. Kindly send us a conformation email in the following format saying that you have received the backups.
Only after getting the confirmation from you we will go ahead with removing and copying the historical DATA to the new data set "XYYYY" (database code - to be mentioned by Support)

SAMPLE EMAIL:-

Dear NEOSYS Team,

We confirm that we have received the Backup.zip copies of DatabaseName (DatabaseCode) (date of backup - to be mentioned by support). We also accept the following terms:

1. NEOSYS has no responsibility for the historical data containing data upto and including year YYYY.
2. As this is the only copy of our DATA so we AGREE TO DUPLICATE AND KEEP IT SAFE because NEOSYS will NOT keep any backup copy of this historical data.
</pre>

Also refer to: [[Sales_FAQ#What_will_be_the_cost_for_setting_up_a_historical_NEOSYS_database.3F| Cost for setting up a historical NEOSYS database]]

Finance FAQ

2017-07-18T07:08:18Z

Priyanka:

==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.

==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.

==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 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.

==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.

Troubleshooting NEOSYS Generally

2017-07-18T05:45:33Z

Priyanka: /* Adding NEOSYS URL to Trusted Sites */

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

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

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

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

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (i.e. https://clientname.hosts.neosys.com:4430). Users may not be able to access this link and it may give the "Page cannot be displayed" error message. If only one user faces this problem, and other users can access the NEOSYS server from the internet, then the problem can only be solved by client IT staff.
This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430 (or whichever port is being used for HTTPS): in this case client IT must fix the internet connection and open up the outgoing port for HTTPS
# Corporate firewall is blocking access to the NEOSYS server
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office
# NEOSYS firewall is blocking the IP address of the user (probably due to unusual activity from the IP address): This is a very rare situation that happens with clients hosted by NEOSYS. First, confirm that the user's internet connection is working fine. Then to check whether their IP is blocked, ask the user to access www.neosys.com or http://userwiki.neosys.com/index.php/Main_Page .
#* If they can access these websites, the firewall is NOT blocking them.
#* If they cannot access these websites, ask the user to provide their public IP address by accessing www.whatismyip.com and then [http://itwiki.neosys.com/index.php/Unblocking_ips_on_NEOSYS_Intrusion_Detection_System_(IDS)#Removing_IP_Numbers_from_Block_List_Using_Nagios check whether their public IP is being blocked by NEOSYS firewall].
# The client's ISP is not able to resolve the domain name in the URL to the IP number. If this is the case you should be able to access NEOSYS by replacing the domain name with the IP number in the URL.
If the above steps do not fix/identify the issue, refer to [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Cannot_Connect Troubleshooting Cannot Connect] for more information on fixing the "Cannot display the webpage" error.

Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff

=== [http://techwiki.neosys.com/index.php/Configuring_IIS#Solving_error_during_file_upload:_.22Page_cannot_be_displayed.22_HTTP_Error_405_in_windows_2003 Solving error during file upload: "Page cannot be displayed" HTTP Error 405] ===

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

=== Error Message ===

The following error messages may appear:
==== Cannot Find Specified Resource====
[[image:errorspecifiedresource.jpg]]
ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

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

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

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

==== Cannot Save Document: NO LOCK RECORD ====
[[image:nolockrecord.jpg]]

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

==== Client disconnected after xxx seconds ====

[[image:clientdisc.jpg]]

Client disconnected after xx seconds in NEOSYS xhttp.asp D:\NEOSYS\DATA\xxxx

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

Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.

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

The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.

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

=== Solution ===
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS.
*In case NEOSYS is being accessed using LAN, the link would look something like:
<pre>
http://127.0.0.1/neosys/
or
http://192.168.0.55/neosys/
</pre>
*In case NEOSYS is being accessed over the Internet, the link would look something like:
<nowiki>https://hostname.neosys.com:4430/neosys</nowiki>

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

Try to do a reset factory settings first, although it could be a faulty network connection.

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

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

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

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

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

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

[[image:branderrorsch.jpg]]

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

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

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

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

=== Symptoms ===

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

=== Cause ===

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

=== Work around ===

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

=== Permanent Solution ===

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

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

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

[[image:database_unavailable.jpg]]

Error message :

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

=== Solution explained ===

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

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

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

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

[[File:login.jpg]]

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

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

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

or

2) By an administrator using the Authorisation File.

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

F5
LIST USERS WITH EXPIRY_DATE

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

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

== Troubleshooting B10 & B12 Errors ==
=== Error Message ===
<pre>
NEOSYS
An internal error has occurred. Please press
Shift+PrintScreen to copy this screen then
paste it into an email to support@neosys.com

ERROR NO: B10 IN DAYBOOK.SUBSX AT 135
Variable has not been assigned a value. Zero used.
</pre>
=== Solution ===
These are software errors and should be immediately escalated to the programmer.

== Troubleshooting the "System failure. Do you want to retry?" error message ==
[[image:System failure.jpg]]

For troubleshooting this error, refer to [[Troubleshooting_NEOSYS_Generally#Troubleshooting_Web_Browsers|Troubleshooting Web Browsers]]

For more information on this, refer to [http://techwiki.neosys.com/index.php/Procedures#Addressing_Browser_related_issues Addressing Browser Related Issues]

== Troubleshooting Web Browsers ==
=== Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.

*A variety of undocumented error messages
*"Error on Page" in the bottom left corner in the browser status bar
*Screens don't appear correctly
*Older versions of the program still appear
*NEOSYS repeatedly asks for login

==== Solution ====
Click on [[Clear Browser Cache]] to see instructions.

=== Resetting Browser to Factory Settings ===
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:
*A variety of undocumented error messages
*Older versions of the program still appear
*Tool-bars are installed

==== Solution ====
Click on [[Reset Browser]] to see instructions.

=== Disabling Popup Blocker ===
Refer to [[Disabling_Popup_Blocker | Disabling Popup Blocker]]

=== Adding NEOSYS URL to Trusted Sites===
Adding NEOSYS to trusted sites is required in IE11 to fix:
*Extra buttons that appear at the top/bottom of certain screens
[[File:Extrabuttons.jpg]]
*Prompt to enter terms of payment in New Invoice creation page
*Prompt to enter financial period in Ledger printout even though checkbox to "select period from Financial Settings" is checked
*File size 0 while uploading materials or images
*Other undocumented errors in functioning of the system

====Solution====
See [[Setting up and Configuring NEOSYS Generally#Adding NEOSYS to Trusted Sites|Adding NEOSYS to Trusted Sites]] for instructions

=== Uninstalling Windows Update KB3008923 ===
Uinstalling this problematic update fixes:
*Missing list of items when searching in filters like brand, period, vehicle, executive etc. in the Schedule
*Empty pop-ups

====Solution====

See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Fixing_issues_in_IE_caused_by_Windows_Update_KB3008923 Uninstalling Windows Update KB3008923]

=== Proxy Settings ===
Sometimes, client workstations connected directly to the Internet have the Etisalat proxy server settings in Internet Explorer. Recently due to a problem with Etisalat, it became necessary to have the Etisalat proxy server in Internet Explorer. This created issues with using Neosys, which is in the office LAN. Hence we need to exclude the Neosys server IP address from the proxy.

This is also common to companies that have an in house Proxy server and it is necessary here to exclude the Neosys server IP address.

==== Solutions ====
Go to Tools > Internet Options > Connections > LAN Settings > Advanced > and in the Exceptions list you would give the IP address of the Neosys server (eg. 10.2.5.2 or 192.168.0.2)

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==
=== Problem explained ===
This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

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

Error message :

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

=== Solution explained ===

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

Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]

In the latest version of NEOSYS, the current NEOSYS server process closes itself.

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

===Problem Explained===
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.

=== Cause and Solution ===
See [[Authorisation_File#Menu_Locks|Menu Locks.]]

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

There are 2 scenarios :

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

Scenario 1:
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.

Scenario2:
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

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

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

== Strange Characters appear after saving an HTML document as pdf file using Adobe Acrobat PDF converter ==

Strange Characters may appear after saving an html document because you might be restricting the PDF converter to use System fonts only.

[[image:Adobepdf.jpg]]

Follow instructions below to prevent strange characters from appearing after converting any NEOSYS html document to pdf.
#Go to Print option in the File menu of your browser
#Select AdobePDF and Click "Preferences"
#Uncheck the "Rely on System fonts only" option and click ok

[[image:Pdf1.jpg]]
[[image:Pdf2.jpg]]

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

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

== Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message ==
[[image:NWCONNERROR2.jpg]]
Cannot save "2 PUR 5648 U" because:
somebody else updated this record.
Your update cannot be applied.
The time stamp does not agree.

===== Possible Causes =====
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost.

===== Solution =====
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.

==Troubleshooting the " Cannot release document- try again" ==

[[image:timestamp.jpeg]]

Cannot release document - try again
ERROR: ALREADY REQUESTING
WRITE
USERS

Possible cause and solution same as [http://userwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Troubleshooting_the_.22Cannot_Save_Document_Because_Time_Stamp_Does_Not_Agree.22_error_message Time Stamp error]

== Solving error message about "Error while writing data .... read-only file." ==

Error while writing data.
You have attempted to write to a read-only file.
- or -
access to the file has been denied by the operating system.
(operating system file name: "XXXXXXXX")

==== Solution ====

Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.

==== Cause ====

Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.

Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.

==== Recovery ====

NEOSYS technical support MUST run a check for damaged files.

===== If there is damage =====

Follow standard NEOSYS technical procedure to resolve any damage.

===== If there is no damage and user was running a report or document reprint =====

Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.

===== If there is no damage and user was saving a transaction and files were being updated =====

Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.

==== Permanent Solution ====

Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.

==Fixing the Find Button not working Issue ==

[[image:findbuttonerror.jpg]]

====Problem Explained====
No action when you click on the find button while trying to search.

====Solution====
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.

Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].

== Fixing error "The following Characters are not allowed here" while creating a new Document==

[[image:charnotallowed.jpg]]

====Problem Explained====
While trying to save a document we get the above error message in NEOSYS.
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:

[[image:charnotallowed-example.jpg]]

====Solution====

The solution is to remove these characters and save the document.

== Fixing error "Unacceptable characters in data" while saving a document ==

[[image:Unacceptable.jpg]]

====Problem Explained====

This problem is usually caused by unusual characters present in some data cut and pasted into the data entry screen.

====Solution====

Look for unusual (foreign) characters especially in text areas and where cut and paste is likely to have been done and remove these characters.

NEOSYS currently allows only one non-Latin character set to be operational in a server at one time. If any of the characters entered by the user are not in the currently configured server character set, the user will get the "Unacceptable characters" error message. Refer to this link for more details about [http://techwiki.neosys.com/index.php/Configuring_NEOSYS_for_various_language_character_sets Configuring NEOSYS for various language character sets].

== Handling Error "Following Characters are not Allowed here" while opening a document in NEOSYS ==
While trying to open a document in NEOSYS e.g. a Schedule file, user may get an error as below:

[[image:Schedule strange.jpg]]

===Reason===

This error comes up because some strange character is present in the field (See schedule No. above). Some characters are not always what they appear to be e.g character " á " which is a non-breaking space appears as an ordinary space on the screen. Good thing is that every character no matter how similar it is to other characters is identified by an ASCII code in all systems.

Let us take a scenario where a user while creating a schedule, unknowingly copied a schedule No. containing a strange character " á " (which appears exactly as a space) from another system into NEOSYS. He saved it and then while trying to open the same schedule he puts a space in the schedule no. not knowing that in the saved schedule " á " is present in place of what he thinks is a space. The system will give the above error message because Neosys does not allow spaces in document numbers.

===Solution===

*Check NEOSYS Logs and find the text entered in the field of the document.
*Copy the text and get its ASCII code.
( For above example ASCII code for " á " = 160 )
*The ASCII code has a corresponding HTML Code, type in the HTML Code in any HTML Text editor, preview Text and copy paste it in a Text editor e.g. MS Excel. Finally copy it in NEOSYS where that Document needs to be accessed.
( For above example HTML code for " á " = "&NBSP;" with all letters in lowercase )
*NEOSYS will now open the document.
*Since it is always best not to use any strange characters, remove the strange character and rename the document. You must Inform the users about this change.
*The document can also be opened in Maintenance Window in NEOSYS by directly typing the ASCII code.
( For above example type "alt+160" to enter " á " in the document number )

==Fixing Firefox popup " Prevent this page from creating additional dialogs" ==

To suppress this message follow the instructions as given below in Firefox :-

#web address: about:config
#right click on list
#new
#integer
#dom.successive_dialog_time_limit
#0

[[image:ffpp.jpg]]

==Fixing error "token is DATABASENAME*ABC but should be DATABASENAME*XYZ"==

System failure. Do you want to retry?
token is DATABASENAME*ABC but should be DATABASENAME*XYZ

===Cause===
This happens when you login to Internet Explorer through one username, get timed out and then try to login again to the same Internet Explorer using a different username.

===Solution===
You must close all tabs of the Internet Explorer, [[Clear Browser Cache]] and login again.

==Archiving Historical Data==

Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS primarily to make it easier to manage but also in some cases slightly faster to operate.

To do this one can take PERMANENT backups (more than one) of the current live system and then remove or archive data from the current database. The PERMANENT backups must be held in safe storage by the owner of the data which is the NEOSYS client. NEOSYS standard terms does not provide for storage of PERMANENT backups. Permanent backups are physical copies of BACKUP.ZIP files from NEOSYS backup process that will never be overwritten or destroyed. They should exist in multiple copies ensuring that further copies are made within the lifespan of the media on which they are kept to avoid the effects of media aging which may include total loss of data.

Client must confirm they can open the BACKUP.ZIP file and see the file names but they will not be able to open the files because they are encrypted and being binary database files cannot be used without the NEOSYS program.

Note that any data which is removed from the current database and cannot be recreated by some process like CREATEADS will only exist in the permanent backups held by the client because the historical database kept online for reference in the NEOSYS installation will NOT BE BACKED UP BY THE NEOSYS EVER.

This process does not backup the historical database therefore prior to creation of the historical database and deletion of historical data from the live database a physical copy of the backup of the live database must be delivered to the client with a warning that this is the only copy of their data and THEY MUST AGREE TO DUPLICATE AND KEEP IT SAFE BECAUSE NEOSYS DOES NOT KEEP ANY BACKUP COPY OF THEIR HISTORICAL DATA. Acknowledgement of receipt and the terms must be obtain in writing (or email) from the client.

WARNING: ANY DATA WHICH IS REMOVED FROM THE CURRENT DATABASE AND THAT CANNOT BE RECREATED BY INTERNAL PROCESSES MAY BE LOST AND ONLY OBTAINABLE WITH CERTAINTY FROM THE PERMANENT BACKUPS HELD BY THE CLIENT BECAUSE THE HISTORICAL DATABASE HELD ONLINE BY NEOSYS IS *NOT* BACKED UP

Procedure:

#Email client proposing archiving and removal of historical data and containing a draft acknowledgement of receipt of and acceptance of terms of data destruction online.
#Wait for client's agreement in principle and instructions to proceed.
#Deliver two copies of BACKUP.ZIP electronically to the client
#Obtain full and proper acknowledgement of receipt and acceptance of terms from client
#Restore the live database to a XXXXTEST database with name something like ARCHIVE 2099 where 2099 is the last year that will be deleted
#Delete the data from the live database

Sample email to the Client proposing archiving and removal of historical data:
<pre>Dear XXXX,

NEOSYS Support recently reviewed the server to examine its performance. During the investigation we found that the current Database has lot of old DATA.
Generally NEOSYS keeps decades of data online without any issue however in some cases you might want to reduce the database size of NEOSYS to make it easier to manage and slightly faster to operate.

We will follow a tested and verified method to reduce the Database size by removing the old DATA from the current Data set and copy it to a separate newly created Data set inside the existing database.

We will pick a year from past, the DATA up to which is considered to be old then copy the DATA of all the years up to and including the picked year to the newly created data set.
This DATA is removed from the current Data set and will be present as a separate data set online in your NEOSYS installation for reference.

In your case we have picked the year "YYYY" and we will create a new data set "XYYYY" which shall contain all the DATA up to and including year YYYY.

This Dataset "XYYYY" will will not be backed up by NEOSYS ever like the other live dataset which is backed up every day according to the nightly USB Backup procedure .

We need your approval to remove the DATA up to the above mentioned year to a separate Dataset.
After getting your approval we will send you two copies of the latest Backup.zip which containing all the historical Data. Then we will request for confirmation from your side that you have received the backup copies.
The removed DATA cannot be recreated again, it will only exist in the permanent backups held by you and for online reference as mentioned above.
</pre>

After sending the backup.zip Support will send below email to get the confirmation from client for receiving backup copies and accept the terms of data destruction online:
<pre>

Dear XXXX,

I am sending you a SAMPLE EMAIL to confirm that you have received the backup folders. Kindly send us a conformation email in the following format saying that you have received the backups.
Only after getting the confirmation from you we will go ahead with removing and copying the historical DATA to the new data set "XYYYY" (database code - to be mentioned by Support)

SAMPLE EMAIL:-

Dear NEOSYS Team,

We confirm that we have received the Backup.zip copies of DatabaseName (DatabaseCode) (date of backup - to be mentioned by support). We also accept the following terms:

1. NEOSYS has no responsibility for the historical data containing data upto and including year YYYY.
2. As this is the only copy of our DATA so we AGREE TO DUPLICATE AND KEEP IT SAFE because NEOSYS will NOT keep any backup copy of this historical data.
</pre>

Setting up and Configuring NEOSYS Generally

2017-07-17T13:33:31Z

Priyanka: /* Specifying Payment Terms on Invoices */

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

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

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

[[Image:clientsecuritymark.jpg]]

The objective of the client mark is that anyone can easily identify the general source of a document or report out of 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

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.

To set the system mark, in maintenance mode type:
SETMARK companycode "xxxxxxxxxxxxxxxxxxx"
To remove the system mark, type:
SETMARK companycode

== Configuring fonts and colors for all users ==

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

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

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

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

== Giving users access to the Support Menu ==

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

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

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

== Configuring Payment Instructions ==

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

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

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

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

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

Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.

Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each 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 ]]

== Specifying Payment Terms on Invoices ==

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

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

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

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

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

== Creating Email Alerts in NEOSYS ==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

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

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

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

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

To solve this problem create users matching the executive names.

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

== 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 Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

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

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

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

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

Setting up and Configuring NEOSYS Generally

2017-07-17T13:33:14Z

Priyanka: /* Configuring Payment Instructions */

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

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

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

[[Image:clientsecuritymark.jpg]]

The objective of the client mark is that anyone can easily identify the general source of a document or report out of 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

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.

To set the system mark, in maintenance mode type:
SETMARK companycode "xxxxxxxxxxxxxxxxxxx"
To remove the system mark, type:
SETMARK companycode

== Configuring fonts and colors for all users ==

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

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

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

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

== Giving users access to the Support Menu ==

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

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

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

== Configuring Payment Instructions ==

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

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

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

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

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

Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.

Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each 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 ]]

== 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.

== Creating Email Alerts in NEOSYS ==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

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

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

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

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

To solve this problem create users matching the executive names.

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

== 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 Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

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

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

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

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

Setting up and Configuring NEOSYS Generally

2017-07-17T13:32:11Z

Priyanka: /* What is the difference between terms of payment and payment instructions? */

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

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

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

[[Image:clientsecuritymark.jpg]]

The objective of the client mark is that anyone can easily identify the general source of a document or report out of 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

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.

To set the system mark, in maintenance mode type:
SETMARK companycode "xxxxxxxxxxxxxxxxxxx"
To remove the system mark, type:
SETMARK companycode

== Configuring fonts and colors for all users ==

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

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

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

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

== Giving users access to the Support Menu ==

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

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

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

== Configuring Payment Instructions ==

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

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

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

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

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

Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.

Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each 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.

== 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.

== Creating Email Alerts in NEOSYS ==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

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

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

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

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

To solve this problem create users matching the executive names.

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

== 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 Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

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

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

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

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

Agency FAQ

2017-07-17T13:32:08Z

Priyanka:

== Can I migrate Media and/or Jobs data from OLD system to NEOSYS? ==

As you already might have a management system in place for Media and/or Jobs or are doing the same word in Excel or Word, we are not going to look into migrating this information to NEOSYS as this information is outdated and will not make sense putting into a new specialized system like NEOSYS. We will allow this type of information to be stored separately in their existing structure for future reference and put all new information into NEOSYS (eg new media plans, schedules, jobs, estimates etc). i.e. if you decide to start off with NEOSYS on 1st of May, 2009; then you will do no more work in your old way and enter all new information into NEOSYS.

==What are alias codes in NEOSYS?==

Client and Brand, Supplier, Market, Currency, Media/Job Type and Vehicle Files have a field to enter "alias" codes which can be used to cross reference the same records in other external systems particularly when importing and exporting data.

== How do I remove executives that are no longer present or required in NEOSYS? ==

Inactive executives or duplicate names for an executive can be removed from the list of executives using the Edit button in the Schedule/job file. Add a reason for being stopped and save the executives file. All the executives saved with a reason in Stopped field will not appear in the list of Executives. You can reactivate an executive i.e make it re appear in the list by removing the Stopped reason from the file for that executive as shown in the screenshot below.

[[image:Executive.jpg]]

== Can I resize images to use in letterhead for NEOSYS documents? ==

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

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

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

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

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

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

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

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

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

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

[[image:logoresize-1.jpg]]

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

[[image:logoresize-2.jpg]]

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

LETS LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED

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

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

[[image:logoresize-3.jpg]]

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

[[image:logoresize-4.jpg]]

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

[[image:logoresize-5.jpg]]

lets go even closer 400% ... here we can see all kinds of grey mess even between the letters.

[[image:logoresize-6.jpg]]

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

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

It has a crisp and clean look about it.

[[image:logoresize-7.jpg]]

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

[[image:logoresize-8.jpg]]

[[image:logoresize-9.jpg]]

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

[[image:logoresize-10.jpg]]

[[image:logoresize-11.jpg]]

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

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

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

Despite only 72 pixels vertically this file doesnt look pixelated either on screen or when printed.

[[image:neosyslogo1.jpg]]

Look at it zoomed in so you can look at the quality more closely.

[[image:neosyslogo2.jpg]]

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

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

==How do I classify clients based on industry or parent company?==

Client Group fields present in the Client and Brand file are used to classify clients according to industry, organisation size and/or parent company etc. You can classify clients using Client Group 1 or Client Group 2 or both or neither.

Classifying clients using client groups is not compulsory. However, doing so, allows you to take various reports using industry-wise, or parent company wise filters.

Example:

Toyota is a subsidiary of Al Futtaim that belongs to the Automotive industry. So in the Client and Brand File of Toyota, you can classify it as a member of Al Futtaim using Client Group 1 field and/or classify it as a member of Automotive group using the Client Group 2 field. It does not matter whether you classify Al Futtaim as Client Group 1 or Client Group 2 - same is the case for Automotive.

[[File:toyota.jpg]]

In the Client and Brand File of Al Futtaim, you can see Toyota as a subsidiary.

[[File:alfuttaim.jpg]]

In the "fake" Client and Brand File called Automotive, you can see Toyota as one of the Group 2 members.

[[File:auto.jpg]]

== How to classify suppliers into groups? ==

If you have many suppliers that are part of a single "supplier group", then you can group these suppliers together.
By doing so, you can generate reports for the whole supplier group.

Example:

Pehla and E-vision are both suppliers of a large group call E-Pehla.

In the Supplier file of Pehla, you should enter E-Pehla as the Supplier Group. Same should be done for E-vision.

[[File:Pehla.jpg]]

Pehla and E-vision will show as subsidiaries in the Supplier File of E-Pehla.

[[File:Epehla.jpg]]

When taking reports, if E-Pehla is entered in the Supplier Group filter, information pertaining to ALL the suppliers in E-pehla group will be shown in the report:

[[File:sg_mediadiary.jpg|1500px]]

If E-Pehla is entered in the Supplier filter, informaton pertaining directly to E-Pehla only will be shown:

[[File:s_mediadiary.jpg|1500px]]

== Why are text columns on printouts or pdfs very narrow taking up a lot of vertical space? ==

The problem:

This usually happens on printouts or on conversion to pdf. NEOSYS reports with many columns can appear quite squeezed in portrait mode using the default font and settings.

The cause:

*NEOSYS creates documents and reports in a format that is not biased to any one display or print size since what is suitable for one user is not suitable for another.

*NEOSYS does not attempt to predict the best column widths since the nicest column widths completely depend on the amount of text in any one column entered in practice.

*NEOSYS leaves the selection of column widths to the browser to auto-fit columns as best it can. This produces far better results in the vast majority of cases than could be achieved by choosing fixed column widths, but often could be better.

The solution:

If the browser defaults are not satisfactory, you can fine tune the exact configuration before printing or converting to pdf as follows:

*Choose a smaller font in your browser before printing/converting. This is easily done by doing "Alt+V, Text Size, Smaller/Larger" for Internet Explorer, "Alt+E, Preferences, Content, Fonts and colors" for Firefox, "Alt+E, Settings, Web content, Font size" for Chrome.
*Reduce the left and right margins
*Use landscape format

==What is the difference between terms of payment and payment instructions? ==

The terms on which the supplier and client agree to make the payment for an invoice is mentioned in terms of payment, e.g. 60 days from the date of invoice.

Details entered in payment instruction consist of bank account and other transactional details required for payment transaction e.g. Bank account details, SWIFT code, bank charges etc.

[[Client_%26_Brand_File#Terms_of_Payment|Terms of payment]] and [[Client_%26_Brand_File#Payment_Instructions|payment instruction]] if setup appear in the invoice.

Also refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring payment instructions]] and [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying term of payment on Invoices ]]

Setting up and Configuring NEOSYS Generally

2017-07-17T13:22:37Z

Priyanka: /* Configuring Payment Instructions */

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

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

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

[[Image:clientsecuritymark.jpg]]

The objective of the client mark is that anyone can easily identify the general source of a document or report out of 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

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.

To set the system mark, in maintenance mode type:
SETMARK companycode "xxxxxxxxxxxxxxxxxxx"
To remove the system mark, type:
SETMARK companycode

== Configuring fonts and colors for all users ==

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

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

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

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

== Giving users access to the Support Menu ==

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

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

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

==What is the difference between terms of payment and payment instructions? ==

The terms on which the supplier and client agree to make the payment for an invoice is mentioned in terms of payment, e.g. 60 days from the date of invoice.

Details entered in payment instruction consist of bank account and other transactional details required for payment transaction e.g. Bank account details, SWIFT code etc.

[[Client_%26_Brand_File#Terms_of_Payment|Terms of payment]] and [[Client_%26_Brand_File#Payment_Instructions|payment instruction]] if setup appear in the invoice.

Also refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring payment instructions]] and [[Setting_up_and_Configuring_NEOSYS_Generally#Specifying_Payment_Terms_on_Invoices| Specifying term of payment on Invoices ]]

== 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

Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.

Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each 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.

== 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.

== Creating Email Alerts in NEOSYS ==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

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

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

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

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

To solve this problem create users matching the executive names.

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

== 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 Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

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

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

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

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

Setting up a new company in existing/new database

2017-07-17T12:29:51Z

Priyanka: /* Setting up a new company in existing/new database */

__FORCETOC__
==Setting up a new company in existing/new database==

'''Draft email requesting info required to add new company to existing/new database

For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.

Dear XXX,

To open the new company can we please have the following info:

1. Letterhead:
-Exact company name to appear on invoices etc
-Address for letterhead
-Logo{{Letterhead Logo Format}}

2. Any new users:
-Full Name
-Email Address (to get passwords)
-User role(s) department/position etc (for authorization level)

3. Existing Users Access Rights:
-Who should have access to the new company?

4. Default Market for the Company

5. Bank Accounts:
-Full payment instructions - if required to appear on invoices

6. First Financial Year

7. General Accounts:
-Client: Shared existing list? OR create new private clients list/chart?
-Suppliers: Share existing list? OR create new private supplier list/chart?

8. Invoice Numbering:
-Prefix for the new company (usually one letter)
-The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used. ( Refer to Principles of Document numbering in NEOSYS:- http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )

Media module (if installed and not using default numbering scheme)
Starting Schedule Number: 1000
Starting Media Invoice Number: 70000
Job module (if installed and not using default numbering scheme)
Starting Job Number: 5000
Starting Purchase Order Number: 15000
Starting Estimate Number: 25000
Starting Job Invoice Number: 90000
Finance module (if installed and not using default numbering scheme)
9. Timesheet module:
- Timesheet Administrators:
- Timesheet alert email recipients (Users who will receive Timesheet Summary emails):

** In addition to the points above, ask for the following information if setting up a new company in a new database

9. Base Currency of the dataset

10. IP restrictions:
List of IP numbers from which NEOSYS can be accessed

11. Backup email notification recipients:
List of people to receive email reports about the daily backup

12. Allowed domains in email addresses
List of allowed domains for user's email addresses

Best Regards,

=== Setting up a new company in an existing database ===

The following procedure also applies to adding a new company to a multi-company installation in existing database.

#[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get Management approval]
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
#Create a new company in the [[Company_File| Company File]] by specifying the required details.
#*The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results. (Refer to [[Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_year| Setting up and Configuring NEOSYS Finance System]] for instructions on how to set up the start of Financial Year).
#*The company code must be a letter even if previous existing companies use a numeric company code. Specify an alphabetical prefix to the company which is used for invoice numbering (refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company).
#*Enter the exchange gain and exchange loss account numbers.
#*Enter payment instructions specific to this company and it will appear on all invoices for this company. (refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment Instructions]] for instructions on how to set up payment instructions).
#*If you need inter-company entries to be made then follow the instructions in [[How_to_setup_inter_company_accounts_and_do_inter_company_postings| How to setup intercompany accounts]] and do intercompany postings
#In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to [[Invoice_Numbering|Invoice Numbering]]) and numbering pattern under the Media/Job config file.

=== Setting up a new company in a new database ===

In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database

#Configure base currency of the new database in the Company file
#Client Security Mark - ask the programmer to setup the client security mark for the new company.
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]
#Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.

Sales FAQ

2017-07-17T11:00:37Z

Priyanka: /* What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? */

=== 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

See [http://userwiki.neosys.com/index.php/Demonstration_versions_of_NEOSYS_and_evaluation_periods NEOSYS Demo and Evaluation periods]

===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 the UAE, 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?===

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

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 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 our 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 we are 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.

Setting up and Configuring NEOSYS Agency System

2017-06-22T06:22:41Z

Priyanka: /* Principles of Document Numbering in NEOSYS */

== Importing Clients ==

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before accounts receivable account is opened for the client. Also, it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab-delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain the full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*CLIENT ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*CLIENT ALIAS CODE (the id, number or code of the client for interfacing to other systems)

Multiple other systems can be represented as follows. For example, if a client is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*CLIENT ALIAS SYSTEM 1: SAP
*CLIENT ALIAS CODE 1: 1235123
*CLIENT ALIAS SYSTEM 2: OLD
*CLIENT ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example, it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First, verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is an alternative special procedure for importing suppliers and media vehicles that may be more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by the supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)

Multiple other systems can be represented as follows. For example, if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.

*SUPPLIER ALIAS SYSTEM 1: SAP
*SUPPLIER ALIAS CODE 1: 1235123
*SUPPLIER ALIAS SYSTEM 2: OLD
*SUPPLIER ALIAS CODE 2: DE767676

Up to 9 aliases may be imported in this way.

== Converting database to "invoice numbering per company" ==

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the database. In other words, it has to be pre-decided.

However, you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

== Converting database to "one invoice number sequence across all companies" ==

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the database. In other words, it has to be pre-decided.

However, you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must be separated with/from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, the year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X1000 - use when multi-company setup is used
*12/1000 - use when year is required in document numbering
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate X and 12

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

=== How to Configure ===
This can only be configured for the whole system so that it can only be done only once all of the old invoices for previous years are done. You can also do it in the middle of the year if you are happy for the rest of the invoices for the current year to be in the new format and probably using a different invoice number sequence.

Examples:

<NUMBER> would give numbers like 1000

<COMPANY><NUMBER> would give numbers like X1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

'''IMPORTANT NOTES''':
(1) DOING THIS WOULD RE-CREATE THE INVOICE NUMBERS TO START FROM 1
(2) THE <YEAR>/<YEAR2> WOULD CHANGE TO THE NEXT YEAR ONLY WHEN YOU HAVE THE NEW INVOICES IN THE
NEW YEAR DATE AND THE NUMBER WOULD RESET ITSELF TO START FROM 1

New option in the Configuration File, a Format called <YEARWISE> which allows you to specify a different starting number for each year. An invoice number format of <NUMBER><YEARWISE> means that while the year does not form part of the invoice number (as would be the case if the invoice number format was say <NUMBER>/<YEAR2>) you can use different ranges of invoice numbers for each year. This prevents the mixing up of invoice numbers between years.

== [[Invoice_Numbering | Configuring Starting Numbers of Documents]] ==

== How are wip/accrual ledgers structured ? ==

WIP/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new WIP/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>