NEOSYS User Support Wiki - User contributions [en]

Media FAQ

2016-08-10T12:51:37Z

Ruku: /* Why can't I download a NEOSYS generated report from the link given in email? */

==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 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?==
Amend all vehicle lines of all schedules which are a part of the consolidated/combined booking order. For schedules that do not require any change, a dot should be entered and removed on the vehicle line (which is a part of the combined booking order), then resave the schedule. A message to rebook this line will appear, to which you should 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. Preview draft before Booking.

==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

==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.

Authorisation File

2016-06-30T10:39:35Z

Ruku: /* How authorisation works for a specific file type */

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

===Password auto-expiry days===

The number of days from the last password reset after which the user password will expire automatically is set here. By default this field is empty. The user passwords will not expire automatically unless this field is filled.

If the number of days left to password auto-expiry is less than 7, then the user details page displays a message "Password expires in n days." in red color, next to the change password button.

For example, if password auto-expiry days is entered as "30", any user's password will expire automatically once 30 days have completed since their password was last reset. After this the user MUST reset password and login with a new password to access NEOSYS again.

[[image:AutoExpiry.jpg]]

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

The lock code "NEOSYS" locks all users out of a task without exception, the key "NEOSYS" should not be given to any user.

Ideally a lock code should be informative of its purpose.

Below is a list of all locks in the initial dataset and brief description. Detailed descriptions about these lock continue in the sections below.

{| {{table}}
| align="center" style="background:#f0f0f0;"|'''Lock'''
| align="center" style="background:#f0f0f0;"|'''Description'''
| align="center" style="background:#f0f0f0;"|'''Module'''
| align="center" style="background:#f0f0f0;"|'''Files'''
|-
| ||||||
|-
| UCF||Update Client File||Agency||Clients
|-
| USF||Update Supplier File ||Agency||Suppliers
|-
| UF||Update Files||Agency||Vehicles, Ratecards, Vehicle Costs, Market, Product Categories
|-
| ||||||
|-
| AA0||Access Accounts Level 0||Finance||Limited Access
|-
| AA ||Access Accounts ||Finance||Finance Team only
|-
| AA2||Access Accounts Level 2||Finance||Trial Balances, Fin Reports, Aged Balances, Fin Statements
|-
| CA||Control Accounts||Finance||Setup Charts, Companies, Currencies
|-
| UA||Update Accounts||Finance||Post Journals, Create Accounts, Update Exchange Rates
|-
| UA2||Update Accounts Level 2||Finance||Currency, Post into Revenue accounts, Post into Rebate accounts
|-
| ||||||
|-
| GS||Group Support||IT||Update Authorisation for higher groups and lower groups
|-
| LS||Local Support||IT||Create new users
|-
| ||||||
|-
| AP0||Access Production Level 0||Jobs||Limited Access
|-
| AP||Access Production||Jobs||Job/Production Team only
|-
| AP2||Access Production Level 2||Jobs||Billing Analysis reports
|-
| API||Access Production Invoices||Jobs||See Invoices
|-
| UP||Update Production||Jobs||Create Jobs
|-
| UP2||Update Production Level 2||Jobs||Create Purchase Orders after Job is closed, Create Tasks
|-
| UPC||Update Production Cost||Jobs||Create Purchase Request/Order
|-
| UPI||Update Production Invoices||Jobs||Create Estimates
|-
| ||||||
|-
| AM0 ||Access Media||Media||Limited Access
|-
| AM ||Access Media||Media||Media Team only
|-
| AM2||Access Media Level 2||Media||Billing Analysis reports
|-
| AMC ||Access Media Cost||Media||See Cost to Agency from Suppliers
|-
| AMI ||Access Media Invoice||Media||See any information related to Billing to clients
|-
| CM||Control Media||Media||Setup Media Types
|-
| UM||Update Media||Media||Create Plans, Schedules, Booking Orders, Materials, Certificates
|-
| UM2||Update Media Level 2||Media||Updating Schedules after booking/invoicing
|-
| UMI||Update Media Invoices||Media||Create Invoices
|-
| ||||||
|-
| MA||Menu Analysis||Menu||
|-
| MF||Menu Finance||Menu||
|-
| MJ||Menu Jobs||Menu||
|-
| MM||Menu Media||Menu||
|-
| MT||Menu Timesheets||Menu||
|-
| ||||||
|-
| TA||Timesheet Administration||Timesheets||Access Reports, Monitoring, Editing old Timesheets
|-
|
|}

==== Access/Update Locks ====

Two of the basic functionalities of locks used in the NEOSYS AUTHORIZATION TABLE are:
*Access
*Update

Depending on the system being used, the lock can be:
*Access Media / Update Media for Media System (AM & UM)
*Access Job / Update Job for Job System (AP & UP)
*Access Accounts / Update Accounts for Finance System (AA & UA)

Every organization has some sort of hierarchy and hence the permissions to be given to the various users depends on the level that they belong to.

The Access Media permission is given to users who may want (and are authorized) to keep tabs on what the media personnel are working on. Typically, this includes Higher Management or people in supervisory roles. People with Access Media Rights can view the various schedules/plans but cannot make any changes to them.
Media Personnel who have Update Media rights should also be given Access Media rights since, in NEOSYS, these two permissions have been kept separate deliberately.

Similarly, General Management may have Access Accounts (AA) but only the Finance Team would have Update Accounts (UA) permission since they are responsible for accounting in the organization.

Each lock can have levels (eg. AM0, AM, AM2) to differentiate the tasks at each user level:

XX = normal authorisation level
XX0 = below normal authorisation level
XX2 = above normal authorisation level
XX3 = even higher authorisation level

XX0 is given to lower level users that can be thought of as "below" usual level of authorisation or "very limited" level of authorisation and XX2 can be assigned to General Management who may have more detailed Access rights than other users. No lock should be assigned the level 1 (eg. AM1) because a lock without a number indicates level 1 itself. For example, UA0 could be put on JOURNAL UPDATE for data entry staff who are not allowed JOURNAL POST as this is locked with key UA and given to all finance people EXCEPT pure data entry finance people ... who might not even be in finance department

==== Menu Locks ====

This enables giving/removing entire Menus for users. However, restricting access by menu MUST NOT be considered a real restriction in NEOSYS since it is easy to work around by knowing and typing the right URL. Actually this is by design, in order to be able to give people special rights in some rare cases without giving them full access to a menu. Therefore we have a general lock/key like Access Media (AM) or Access Production (AP) which is applied to most files within a module. You must restrict people from accessing files that they should not see using locks on the FILES and not the MENUS.

Versions of NEOSYS before 4/6/2010 used MENU CODE concept instead of the current LOCK/KEY concept. If no menu is locked in the Authorisation File then menu access is not determined by task authorisations. Instead it is determined by what MENU CODE they were given in the Authorisation File before the current tasks with lock-key concept replaced MENU CODE concept in later versions of NEOSYS. Wherever support staff sees this, they must implement “authorisation per menu” by adding appropriate locks to ALL menus otherwise it can cause unexpected errors especially when moving users from one group/department to the other. However, remember that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

=== Users and Keys ===

The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
*Add/Delete users 
*Disable existing users by entering an "Expiry" date 
*Generate a password for a user or a level 
*Set the number of days for the password to auto-expire 
*Enter/change the user domain 
*Monitor the users last login date, time and IP 
*Add/Remove/Edit tasks for a user / level 
*Specify allowed IP Numbers 

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group. The various groups in Authorisation File like Admin, Management, Media, Finance, Production, Client Services, etc. are present in the STARTUP dataset and is configured further as per the clients requirement.

User groups are given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Possession of a particular key authorises the user to perform all the tasks that have the same lock code that matches the key code.

Users inherit all the keys of group users placed below and not vice versa.

Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels.

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective KEYS to the users in the "USERS" section against their name/level.

Before giving a user a "key", consider sorting/filtering tasks to see what access the key grants to the user. Do not grant keys without fully appreciating what they lock.

==== Subgroups ====
Subgroups can be created to further define access by hierarchy.

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user".

*JOE
*JOHN
*SENIOR ACCOUNTANTS
*JOAN
*JOSEPH
*ACCOUNTS
*blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Rules for Customising the Authorisation Table ===

#Get approval from higher authority when customising Authorisation file or granting authorisation to all "ACCESS" tasks. Refer link [http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Handling Requests that require Approval from Higher Authority]
#When creating a new department, use only standard department names already in use in NEOSYS like MEDIA/MEDIA2/MEDIA3 or CLIENT SERVICE1/CLIENT SERVICE2 etc. Refer to initial dataset for standard department names. You must NOT use non-standard group names like "MEDIA A" or "MEDIA COMPANY A" or "LINE HEADS" etc as this will create problems especially for Timesheet users (For more information, see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Timesheets_System#Activities_already_setup_in_NEOSYS_for_Timesheets Setting up Activities for Timesheets]).
#If separate departments are present for each company in the dataset, the company name of the department should be entered as the User Name of the Department id. This is done so that it is easy to identify which company the department belong to, at one quick glance. (See [http://userwiki.neosys.com/index.php/Authorisation_File#How_to_set_up_user_groups_in_Authorisation_File_for_multiple_companies_in_same_dataset below section for more information on this])
#Other than the above case, department names/levels need not have any username specified as these are not real users. Also you should not specify an email address on the same, as these department names/levels are only to identify the user groups. You may login using these for testing purposes.
#Do not assign keys to individual users. Assign them to a group “user” i.e. Department instead If you feel the need to assign keys to a user, feel free to insert a new group user under them and assign the keys to that group user. This will enable us to manage the authorisation table i.e. add / delete users based on what Department they belong to, so that they get all required authorisations.
#If one or more members of a group or subgroup need an authorisation that other users in the same group MUST not have then you can split the group into two sub groups where one subgroup is "senior" to the other. eg MANAGEMENT could become SENIOR MANAGEMENT and MANAGEMENT subgroup by inserting a "group user" in the middle of the group and moving the users up and down until they are in the right new subgroup.
#Do not create user IDs like AUDITOR or MANAGMENT and grant special access to such users like read only access this breaks all security rules . Only create accounts with names and email addresses WITH NO EXCEPTIONS unless agreed by NEOSYS management.

====How to set up departments or user groups in Authorisation File for multiple companies in same dataset====

(Note: This section only talks about how to set up USER GROUPS. For setting up TASKS/LOCKS, see [http://userwiki.neosys.com/index.php/Authorisation_File#Tasks_and_Locks Tasks and Locks])

Let's say there are two companies: company A (Art Company) and company B (Bat Company).

Both these companies are in the same dataset with separate operations teams. You want to set up user groups in the authorisation file such that users of company A should not have access to company B and vice-versa.

Set the department USERID as a standard department name and set its USERNAME as company name. Refer to the rules [http://userwiki.neosys.com/index.php/Authorisation_File#Rules_for_Customising_the_Authorisation_Table from above section] : Rule 2 (about using standard department names) and Rule 3 (about entering company name as User Name of department "user" id)

In the below example:-

Setting userid as MEDIA and MEDIA3 adheres to rule 2.

Setting username as Art Company and Bat company adheres to rule 3.

[[File:Usergroups.png|1000px]]

=== Access restriction by IP No. ===

*Access to NEOSYS for users is by default restricted from the standard Local Area Network IP numbers i.e. 192.168.*, 10.* and 127.*.

*[http://techwiki.neosys.com/index.php/Procedures#Handling_User_Requests_to_add_an_IP_or_range_of_IPs_to_access_NEOSYS Top Management approval required for HTTPS access from any IP or range of IPs]

*From versions starting 4 Feb 2016, the Internet IP Numbers from which a user is authorised to login from are now the first found in one of the following locations
# the ipnos given for the user
# the ipnos given for the user's department,
# the ipnos in the System Configuration File - which can be per database/installation or server
# Standard LAN ipnos 192.168.* 172.16.* 10.* 127.*
It is no longer the case that users with no ip nos specified in 1. can login from the ipnos of any user below them in the hierarchy. This allows individual users to be limited to particular ipnos without having any effect on other users. This is particularly useful when temporarily granting wide access to individual users for some reason. This facility should not be abused and become the main way of authorising access to users and which would therefore require changes to all users when some minor change in network becomes necessary. For ease of long term support and maintenance, the order of preference for configuration is 3, 2, 1.

However if IP numbers are specified in 3 or 2 or 1 , then lan ip nos will not be given automatically to everybody or department or user respectively since it may not be that simple for future clients who might have segmented lans ie media on 192.168.1.0 and finance on 192.168.2.0. So if ip numbers are specified anywhere, then lan ip no.s (if required) also must be specified. NEOSYS mentality at the moment is that if you are going to specify ipnos then you have to specify all .. including LAN ipnos.

The below example shows show to restrict access of CLIENT SERVICING department to a specific IP number/range:

[[IMAGE:AuthorizationTableEntryFile.JPG]]

==== Access restriction for user: NEOSYS ====
* The user NEOSYS has been restricted to login only from Private LAN, NEOSYS Office/VPN IP addresses and configured static IP addresses. Ordinary users may or may not be authorised to login from dynamic IP addresses outside the office, but the user NEOSYS cannot.
* To prevent NEOSYS access from WAN (public internet) via a NAT router with a private LAN IP, we list the full IP of the NAT Router in the System Configuration File.

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently it is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

=== Expired Users ===

Users who no longer use NEOSYS should be entered as expired. It is probably best to put the current date as the expiry date so that you have a record of when the expiry was entered into the system. You could also backdate the expiry date if you find that more informative.

[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get management approval to expire users]

If you put an expiry date in the future then the user can continue using the system up to, but not including, that date. This is useful if staff are working out a notice period for example.

An expiry will have immediate effect and prevent the user from further access to NEOSYS even if they are currently logged in and working. Following general security principles, expired users are not informed of any reason why they cannot login.

Do not remove/delete the users from the Authorisation Table. An expiry date is sufficient to prevent them accessing NEOSYS or receiving email notifications from NEOSYS.

The expired users can be moved to the bottom of the same authorisation group but should not be either deleted or moved to another location or section in the Authorisation Table otherwise it becomes virtually impossible to answer historical questions about expired users activity or expiration. An option to hide/show expired users isn't available but might be later on.

Expired users will not be removed from Timesheet Summary as their usage details are recorded in it.

[[image:expire.jpg]]

=== Giving Senior Finance/Media groups access to Support Menu ===

By default Support keys are given to the IT group but it is a fact that NEOSYS is mostly used by the Finance and Media Managers. These users are the first and the most important point of contact in case of any issues and new requests. The IT group on the other hand rarely logs in to NEOSYS, which means the top people in Media/Finance have better understanding of how to use NEOSYS. So it is advisable to give the Support keys to them, this will help them to:
*Make "new Users/authorizations" requests as they will now see and understand per group authorizations hence easily answer questions by Support to mention other users who have same access for new user account requests.
*See backup logs in case of backup related issues.

For giving access to Support Menu, we have to provide keys for the respective tasks. The first one is the 'MS' key for the 'Menu Support' task to see the Support menu and access the sub menu options e.g System Configuration File/List of Database processes etc. Then LS and GS keys for the tasks Local and General Support respectively are given to access the authorization file. The GS key allows to view the whole authorization file whereas with the LS key user can view only the group to which they belong.

For other Support related tasks e.g looking at the Backup logs the key 'AF2' for the 'Log Access' task should be given. There are some tasks like "Dataset Backup" or "Dataset Copy" for which key MUST be given to NEOSYS Support only. This is because Clients are not the best decision makers when it comes to handling DATA Backups because only NEOSYS Support knows when to do Backups and the proper procedures to be followed. This is necessary for protecting their DATA from getting lost or over written by the dummy Test DATA.

== Configuring Access to Financial Reports==

See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_Reports_Access Configuring Access to Financial Reports]

== How access to a file in general works in combination with access to specific records ==

When tasks for a file in general and it's specific record are locked, then users having the key for the specific record can access it without having a key for the file in general. e.g "media types file" and record for "newspaper" in the media types file.

Lets discuss the NEOSYS ledger to see how the authorisations work. See examples below that state all the possible combinations of a user with/without a set of locks.

Example 1: If there is a task "ledger access" with lock=AA and there is one more task for a specific ledger "X" (lock=AAX), then:
#User with "AA" will be able to access all the ledgers except for "X".
#User with both "AA" and "AAX" will be able to access all ledgers including "X".
#User with only "AAX" will be able to access only ledger "X" and no other ledger
#User with none of the two keys will not be able to see any ledger

Example 2: If "ledger access" task is open to all and there is a lock only for ledger "X", then
#User with "AAX" can access all ledgers including "X"
#User with no "AAX" can access all ledgers except "X"

Authorisation File

2016-06-30T08:22:51Z

Ruku: /* Configuring Access to Financial Reports */

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

===Password auto-expiry days===

The number of days from the last password reset after which the user password will expire automatically is set here. By default this field is empty. The user passwords will not expire automatically unless this field is filled.

If the number of days left to password auto-expiry is less than 7, then the user details page displays a message "Password expires in n days." in red color, next to the change password button.

For example, if password auto-expiry days is entered as "30", any user's password will expire automatically once 30 days have completed since their password was last reset. After this the user MUST reset password and login with a new password to access NEOSYS again.

[[image:AutoExpiry.jpg]]

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

The lock code "NEOSYS" locks all users out of a task without exception, the key "NEOSYS" should not be given to any user.

Ideally a lock code should be informative of its purpose.

Below is a list of all locks in the initial dataset and brief description. Detailed descriptions about these lock continue in the sections below.

{| {{table}}
| align="center" style="background:#f0f0f0;"|'''Lock'''
| align="center" style="background:#f0f0f0;"|'''Description'''
| align="center" style="background:#f0f0f0;"|'''Module'''
| align="center" style="background:#f0f0f0;"|'''Files'''
|-
| ||||||
|-
| UCF||Update Client File||Agency||Clients
|-
| USF||Update Supplier File ||Agency||Suppliers
|-
| UF||Update Files||Agency||Vehicles, Ratecards, Vehicle Costs, Market, Product Categories
|-
| ||||||
|-
| AA0||Access Accounts Level 0||Finance||Limited Access
|-
| AA ||Access Accounts ||Finance||Finance Team only
|-
| AA2||Access Accounts Level 2||Finance||Trial Balances, Fin Reports, Aged Balances, Fin Statements
|-
| CA||Control Accounts||Finance||Setup Charts, Companies, Currencies
|-
| UA||Update Accounts||Finance||Post Journals, Create Accounts, Update Exchange Rates
|-
| UA2||Update Accounts Level 2||Finance||Currency, Post into Revenue accounts, Post into Rebate accounts
|-
| ||||||
|-
| GS||Group Support||IT||Update Authorisation for higher groups and lower groups
|-
| LS||Local Support||IT||Create new users
|-
| ||||||
|-
| AP0||Access Production Level 0||Jobs||Limited Access
|-
| AP||Access Production||Jobs||Job/Production Team only
|-
| AP2||Access Production Level 2||Jobs||Billing Analysis reports
|-
| API||Access Production Invoices||Jobs||See Invoices
|-
| UP||Update Production||Jobs||Create Jobs
|-
| UP2||Update Production Level 2||Jobs||Create Purchase Orders after Job is closed, Create Tasks
|-
| UPC||Update Production Cost||Jobs||Create Purchase Request/Order
|-
| UPI||Update Production Invoices||Jobs||Create Estimates
|-
| ||||||
|-
| AM0 ||Access Media||Media||Limited Access
|-
| AM ||Access Media||Media||Media Team only
|-
| AM2||Access Media Level 2||Media||Billing Analysis reports
|-
| AMC ||Access Media Cost||Media||See Cost to Agency from Suppliers
|-
| AMI ||Access Media Invoice||Media||See any information related to Billing to clients
|-
| CM||Control Media||Media||Setup Media Types
|-
| UM||Update Media||Media||Create Plans, Schedules, Booking Orders, Materials, Certificates
|-
| UM2||Update Media Level 2||Media||Updating Schedules after booking/invoicing
|-
| UMI||Update Media Invoices||Media||Create Invoices
|-
| ||||||
|-
| MA||Menu Analysis||Menu||
|-
| MF||Menu Finance||Menu||
|-
| MJ||Menu Jobs||Menu||
|-
| MM||Menu Media||Menu||
|-
| MT||Menu Timesheets||Menu||
|-
| ||||||
|-
| TA||Timesheet Administration||Timesheets||Access Reports, Monitoring, Editing old Timesheets
|-
|
|}

==== Access/Update Locks ====

Two of the basic functionalities of locks used in the NEOSYS AUTHORIZATION TABLE are:
*Access
*Update

Depending on the system being used, the lock can be:
*Access Media / Update Media for Media System (AM & UM)
*Access Job / Update Job for Job System (AP & UP)
*Access Accounts / Update Accounts for Finance System (AA & UA)

Every organization has some sort of hierarchy and hence the permissions to be given to the various users depends on the level that they belong to.

The Access Media permission is given to users who may want (and are authorized) to keep tabs on what the media personnel are working on. Typically, this includes Higher Management or people in supervisory roles. People with Access Media Rights can view the various schedules/plans but cannot make any changes to them.
Media Personnel who have Update Media rights should also be given Access Media rights since, in NEOSYS, these two permissions have been kept separate deliberately.

Similarly, General Management may have Access Accounts (AA) but only the Finance Team would have Update Accounts (UA) permission since they are responsible for accounting in the organization.

Each lock can have levels (eg. AM0, AM, AM2) to differentiate the tasks at each user level:

XX = normal authorisation level
XX0 = below normal authorisation level
XX2 = above normal authorisation level
XX3 = even higher authorisation level

XX0 is given to lower level users that can be thought of as "below" usual level of authorisation or "very limited" level of authorisation and XX2 can be assigned to General Management who may have more detailed Access rights than other users. No lock should be assigned the level 1 (eg. AM1) because a lock without a number indicates level 1 itself. For example, UA0 could be put on JOURNAL UPDATE for data entry staff who are not allowed JOURNAL POST as this is locked with key UA and given to all finance people EXCEPT pure data entry finance people ... who might not even be in finance department

==== Menu Locks ====

This enables giving/removing entire Menus for users. However, restricting access by menu MUST NOT be considered a real restriction in NEOSYS since it is easy to work around by knowing and typing the right URL. Actually this is by design, in order to be able to give people special rights in some rare cases without giving them full access to a menu. Therefore we have a general lock/key like Access Media (AM) or Access Production (AP) which is applied to most files within a module. You must restrict people from accessing files that they should not see using locks on the FILES and not the MENUS.

Versions of NEOSYS before 4/6/2010 used MENU CODE concept instead of the current LOCK/KEY concept. If no menu is locked in the Authorisation File then menu access is not determined by task authorisations. Instead it is determined by what MENU CODE they were given in the Authorisation File before the current tasks with lock-key concept replaced MENU CODE concept in later versions of NEOSYS. Wherever support staff sees this, they must implement “authorisation per menu” by adding appropriate locks to ALL menus otherwise it can cause unexpected errors especially when moving users from one group/department to the other. However, remember that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

=== Users and Keys ===

The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
*Add/Delete users 
*Disable existing users by entering an "Expiry" date 
*Generate a password for a user or a level 
*Set the number of days for the password to auto-expire 
*Enter/change the user domain 
*Monitor the users last login date, time and IP 
*Add/Remove/Edit tasks for a user / level 
*Specify allowed IP Numbers 

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group. The various groups in Authorisation File like Admin, Management, Media, Finance, Production, Client Services, etc. are present in the STARTUP dataset and is configured further as per the clients requirement.

User groups are given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Possession of a particular key authorises the user to perform all the tasks that have the same lock code that matches the key code.

Users inherit all the keys of group users placed below and not vice versa.

Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels.

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective KEYS to the users in the "USERS" section against their name/level.

Before giving a user a "key", consider sorting/filtering tasks to see what access the key grants to the user. Do not grant keys without fully appreciating what they lock.

==== Subgroups ====
Subgroups can be created to further define access by hierarchy.

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user".

*JOE
*JOHN
*SENIOR ACCOUNTANTS
*JOAN
*JOSEPH
*ACCOUNTS
*blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Rules for Customising the Authorisation Table ===

#Get approval from higher authority when customising Authorisation file or granting authorisation to all "ACCESS" tasks. Refer link [http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Handling Requests that require Approval from Higher Authority]
#When creating a new department, use only standard department names already in use in NEOSYS like MEDIA/MEDIA2/MEDIA3 or CLIENT SERVICE1/CLIENT SERVICE2 etc. Refer to initial dataset for standard department names. You must NOT use non-standard group names like "MEDIA A" or "MEDIA COMPANY A" or "LINE HEADS" etc as this will create problems especially for Timesheet users (For more information, see [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Timesheets_System#Activities_already_setup_in_NEOSYS_for_Timesheets Setting up Activities for Timesheets]).
#If separate departments are present for each company in the dataset, the company name of the department should be entered as the User Name of the Department id. This is done so that it is easy to identify which company the department belong to, at one quick glance. (See [http://userwiki.neosys.com/index.php/Authorisation_File#How_to_set_up_user_groups_in_Authorisation_File_for_multiple_companies_in_same_dataset below section for more information on this])
#Other than the above case, department names/levels need not have any username specified as these are not real users. Also you should not specify an email address on the same, as these department names/levels are only to identify the user groups. You may login using these for testing purposes.
#Do not assign keys to individual users. Assign them to a group “user” i.e. Department instead If you feel the need to assign keys to a user, feel free to insert a new group user under them and assign the keys to that group user. This will enable us to manage the authorisation table i.e. add / delete users based on what Department they belong to, so that they get all required authorisations.
#If one or more members of a group or subgroup need an authorisation that other users in the same group MUST not have then you can split the group into two sub groups where one subgroup is "senior" to the other. eg MANAGEMENT could become SENIOR MANAGEMENT and MANAGEMENT subgroup by inserting a "group user" in the middle of the group and moving the users up and down until they are in the right new subgroup.
#Do not create user IDs like AUDITOR or MANAGMENT and grant special access to such users like read only access this breaks all security rules . Only create accounts with names and email addresses WITH NO EXCEPTIONS unless agreed by NEOSYS management.

====How to set up departments or user groups in Authorisation File for multiple companies in same dataset====

(Note: This section only talks about how to set up USER GROUPS. For setting up TASKS/LOCKS, see [http://userwiki.neosys.com/index.php/Authorisation_File#Tasks_and_Locks Tasks and Locks])

Let's say there are two companies: company A (Art Company) and company B (Bat Company).

Both these companies are in the same dataset with separate operations teams. You want to set up user groups in the authorisation file such that users of company A should not have access to company B and vice-versa.

Set the department USERID as a standard department name and set its USERNAME as company name. Refer to the rules [http://userwiki.neosys.com/index.php/Authorisation_File#Rules_for_Customising_the_Authorisation_Table from above section] : Rule 2 (about using standard department names) and Rule 3 (about entering company name as User Name of department "user" id)

In the below example:-

Setting userid as MEDIA and MEDIA3 adheres to rule 2.

Setting username as Art Company and Bat company adheres to rule 3.

[[File:Usergroups.png|1000px]]

=== Access restriction by IP No. ===

*Access to NEOSYS for users is by default restricted from the standard Local Area Network IP numbers i.e. 192.168.*, 10.* and 127.*.

*[http://techwiki.neosys.com/index.php/Procedures#Handling_User_Requests_to_add_an_IP_or_range_of_IPs_to_access_NEOSYS Top Management approval required for HTTPS access from any IP or range of IPs]

*From versions starting 4 Feb 2016, the Internet IP Numbers from which a user is authorised to login from are now the first found in one of the following locations
# the ipnos given for the user
# the ipnos given for the user's department,
# the ipnos in the System Configuration File - which can be per database/installation or server
# Standard LAN ipnos 192.168.* 172.16.* 10.* 127.*
It is no longer the case that users with no ip nos specified in 1. can login from the ipnos of any user below them in the hierarchy. This allows individual users to be limited to particular ipnos without having any effect on other users. This is particularly useful when temporarily granting wide access to individual users for some reason. This facility should not be abused and become the main way of authorising access to users and which would therefore require changes to all users when some minor change in network becomes necessary. For ease of long term support and maintenance, the order of preference for configuration is 3, 2, 1.

However if IP numbers are specified in 3 or 2 or 1 , then lan ip nos will not be given automatically to everybody or department or user respectively since it may not be that simple for future clients who might have segmented lans ie media on 192.168.1.0 and finance on 192.168.2.0. So if ip numbers are specified anywhere, then lan ip no.s (if required) also must be specified. NEOSYS mentality at the moment is that if you are going to specify ipnos then you have to specify all .. including LAN ipnos.

The below example shows show to restrict access of CLIENT SERVICING department to a specific IP number/range:

[[IMAGE:AuthorizationTableEntryFile.JPG]]

==== Access restriction for user: NEOSYS ====
* The user NEOSYS has been restricted to login only from Private LAN, NEOSYS Office/VPN IP addresses and configured static IP addresses. Ordinary users may or may not be authorised to login from dynamic IP addresses outside the office, but the user NEOSYS cannot.
* To prevent NEOSYS access from WAN (public internet) via a NAT router with a private LAN IP, we list the full IP of the NAT Router in the System Configuration File.

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently it is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

=== Expired Users ===

Users who no longer use NEOSYS should be entered as expired. It is probably best to put the current date as the expiry date so that you have a record of when the expiry was entered into the system. You could also backdate the expiry date if you find that more informative.

[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get management approval to expire users]

If you put an expiry date in the future then the user can continue using the system up to, but not including, that date. This is useful if staff are working out a notice period for example.

An expiry will have immediate effect and prevent the user from further access to NEOSYS even if they are currently logged in and working. Following general security principles, expired users are not informed of any reason why they cannot login.

Do not remove/delete the users from the Authorisation Table. An expiry date is sufficient to prevent them accessing NEOSYS or receiving email notifications from NEOSYS.

The expired users can be moved to the bottom of the same authorisation group but should not be either deleted or moved to another location or section in the Authorisation Table otherwise it becomes virtually impossible to answer historical questions about expired users activity or expiration. An option to hide/show expired users isn't available but might be later on.

Expired users will not be removed from Timesheet Summary as their usage details are recorded in it.

[[image:expire.jpg]]

=== Giving Senior Finance/Media groups access to Support Menu ===

By default Support keys are given to the IT group but it is a fact that NEOSYS is mostly used by the Finance and Media Managers. These users are the first and the most important point of contact in case of any issues and new requests. The IT group on the other hand rarely logs in to NEOSYS, which means the top people in Media/Finance have better understanding of how to use NEOSYS. So it is advisable to give the Support keys to them, this will help them to:
*Make "new Users/authorizations" requests as they will now see and understand per group authorizations hence easily answer questions by Support to mention other users who have same access for new user account requests.
*See backup logs in case of backup related issues.

For giving access to Support Menu, we have to provide keys for the respective tasks. The first one is the 'MS' key for the 'Menu Support' task to see the Support menu and access the sub menu options e.g System Configuration File/List of Database processes etc. Then LS and GS keys for the tasks Local and General Support respectively are given to access the authorization file. The GS key allows to view the whole authorization file whereas with the LS key user can view only the group to which they belong.

For other Support related tasks e.g looking at the Backup logs the key 'AF2' for the 'Log Access' task should be given. There are some tasks like "Dataset Backup" or "Dataset Copy" for which key MUST be given to NEOSYS Support only. This is because Clients are not the best decision makers when it comes to handling DATA Backups because only NEOSYS Support knows when to do Backups and the proper procedures to be followed. This is necessary for protecting their DATA from getting lost or over written by the dummy Test DATA.

== Configuring Access to Financial Reports==

See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_Reports_Access Configuring Access to Financial Reports]

== How authorisation works for a specific file type ==

When tasks for a file in general e.g "media types file" and a specific media type file e.g "media type file for newspapers" are locked, then users with the key for a specific file type can access it without the need of having a key for the file in general.

Lets take the NEOSYS ledger authorisations for example to explain the above fact. See examples below that state all the possible combinations of a user with/without a set of locks.

Example 1: If there is a task "ledger access" with lock=AA and there is one more task for a specific ledger "X" (lock=AAX), then:
#User with "AA" will be able to access all the ledgers except for "X".
#User with both "AA" and "AAX" will be able to access all ledgers including "X".
#User with only "AAX" will be able to access only ledger "X" and no other ledger
#User with none of the two keys will not be able to see any ledger

Example 2: If "ledger access" task is open to all and there is a lock only for ledger "X", then
#User with "AAX" can access all ledgers including "X"
#User with no "AAX" can access all ledgers except "X"

Support Menu

2016-06-29T06:28:16Z

Ruku:

==[[Authorisation File]]==

==[[System Configuration File]]==

==RequestLog==

"Requestlog" is a NEOSYS-support-only option on the Support Menu that allows you to browse all users requests (interactions with the server) to audit or troubleshoot either user or technical issues. The log only shows summary information about the request made, the response given (usually just "OK") and the processing/response time. It does *not* show the actual data passed to and from the user. That is only available in internal server logs which are not available to users through the normal interface.

Media FAQ

2016-05-17T12:20:48Z

Ruku: /* How to access the value of free ads? */

==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 to access 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 access 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 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 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. Email attach is more reliable as email programs are not designed to show large reports in HTML format whereas Internet Explorer is designed to view large reports as attached HTML files.

[[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

==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]]

==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]] ==

Media FAQ

2016-05-08T10:42:07Z

Ruku: /* How to do free ads for digital media? */

==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 to access the value of free ads?==
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 will appear as blank in the gross bill/cost columns. So it becomes difficult to access the value of free ads as gross is blank and net is zero.

To evaluate free ads, use the "Summary of Paid and Free Ads" report where the gross bill appears 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 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 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. Email attach is more reliable as email programs are not designed to show large reports in HTML format whereas Internet Explorer is designed to view large reports as attached HTML files.

[[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

==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]]

==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]] ==

Unposted Journals

2016-04-21T11:23:16Z

Ruku: /* xls (no header) */

[[File:Unposted Journals.jpg|frame|center]]
===Action===
====List====
This option gives a list of the batches that are unposted along with details like Journal type, unposted batch no. Period, user who saved the batch, date and time of saving the batch, number of vouchers in the batch, number of lines in the batch and voucher numbers in each of the batches listed.
====Print====
This option prints the entire list of unposted batches selected according to the filter. The format of the printout is similar to a journal entry printout.
====Validate====
This option validates each journal entry selected according to the filter. It checks why a particular batch is unposted and provides validation messages e.g. amounts don’t balance, doesn’t have an intercompany account, OK to post etc.
====Post====
This option checks if the unposted journals are OK to post and posts them (Action of posting is irreversible and can only by reversed with a reversing journal) if found OK to post. It lists the batches that were posted or not posted along with validation messages e.g. Batch number A-PUR-13 has been posted ok (no errors found), Batch number A-PUR-4-U cannot be posted because of the following errors etc.
====Export xls====
This option exports the unposted voucher data into an Excel spreadsheet (xls file) with the headers of each column.
====xls (no header)====
This option gives a similar report as the Export xls option except that column headers are not present in the spreadsheet.

===Company===
Company in Finance>Settings is chosen automatically. Enter the company code manually or use the search icon to choose from list of existing companies to filter unposted batches by a single company. Only one company can be selected at a time.

===Journal Type===
Choice to view unposted journals of a particular journal type e.g. Media Invoices, Purchase Invoices etc. or All journal types

===Period===
Two fields to enter the starting period and stopping period to filter the results. Same period entered in both fields filters unposted batches for that single period. Leaving this filter blank checks for all available periods.

===OR Batch Numbers===
Use a starting batch number and a stopping batch number to filter the results. Either this OR the period filter will be used depending on if the fields are empty or not. If batch no. filter is entered then it takes preference over period filter entered.

===Export Voucher Lines===
Same function as the [[Journal_Audit/Printout#Export_Voucher_Lines|"Export Voucher Lines"]] option in the Journal Audit/Printout screen.

Journal Audit/Export

2016-04-21T05:45:45Z

Ruku: /* Export Voucher Lines */

[[file:journalaudit.jpg|center|frame|Journal Audit]]

===Action===
====List====
This option gives a list of posted journals along with details like Journal type, posted batch no. Period, user who saved the batch, date and time of saving the batch, number of vouchers in the batch, number of lines in the batch and voucher numbers in each of the batches listed.
====Print====
This option prints the entire list of posted batches that was selected according to the filters. The format of the printout is similar to a journal entry printout.
====Export xls====
This option exports the posted voucher data into an Excel spreadsheet (xls file) with the headers of each column. The spreadsheet contains list of vouchers with all details related to vouchers like voucher type, batch no, period, date, control account, account name, Client code, Brand code, Media type etc.
====xls (no header)====
This option gives a similar report as the Export xls option except that in this spreadsheet, the headers will be missing.
===Company===
Company in Finance>Settings is chosen automatically. Manually enter the company code or use the search icon to choose from list of existing companies to filter unposted batches by a single company. Only one company can be selected at a time.
===Journal Type===
Choose to view posted journals of a particular journal type e.g. Media Invoices, Purchase Invoices etc. or choose "All" to view posted journals of all journal types
===Period===
Two fields to enter the starting period and stopping period to filter the results. Same period entered in both fields filters unposted batches for that single period. Leaving this filter blank checks for all available periods.
===OR Batch No.===
Use a starting batch number and a stopping batch number to filter the results. Either this OR the period filter will be used depending on if the fields are empty or not. If batch no. filter is entered then it takes preference over period filter entered.
===VAT/Tax items only===
===Breaks(for print)===
This filter applies to the Print option. The vouchers will be separated by journal type if the Journal Type selected is "All".

*'''Per batch''': Vouchers selected as per the filters will be printed as per their batch.
*'''Continuous''': Vouchers selected as per the filters will be printed continuously.
===Export Voucher Lines===
This filter applies to the "Export xls" and "xls (no header)" options.

*'''All''': Exports all lines of the vouchers selected as per the above filters.
*'''First line only''': Exports only the first line of each voucher selected as per the above filters. This is useful when you want to export invoices for example and do not want to show all the debits and credits to other accounts.

Media FAQ

2016-04-19T05:04:12Z

Ruku: /* How do I add or amend client order number when reprinting invoices? */

==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 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 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 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 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. Email attach is more reliable as email programs are not designed to show large reports in HTML format whereas Internet Explorer is designed to view large reports as attached HTML files.

[[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

==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]]

==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]] ==

Media FAQ

2016-04-18T11:39:44Z

Ruku: /* How do I add or amend client order number when reprinting invoices? */

==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 also gets 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 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 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 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 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. Email attach is more reliable as email programs are not designed to show large reports in HTML format whereas Internet Explorer is designed to view large reports as attached HTML files.

[[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

==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]]

==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]] ==

Handling Rebates in NEOSYS

2016-04-06T07:20:34Z

Ruku:

Follow the steps below for posting rebate received/paid in NEOSYS:
#Create AVR accounts and AVR Provision accounts for media/job types in the P&L Ledger. The rebate account codes should be identical to the existing income and cost accounts with "AVR" prefixed or postfixed with "P" at the end for provision accounts.
#Link the AVR accounts to their respective media/job types file.
#Once the media/job invoices are generated, create entries in JOU journals for the AVR account. You MUST enter the analysis code otherwise NEOSYS will not allow you to save the batch. Save and Post the batch.

Billing analysis reports will give you the rebate paid/received. On running the billing analysis report, you will see the discounts getting reflected.

Below are sample screen shots for each of the above steps:

[[image:rebate.png]]

[[image:rebate1.png]]

The manual entries to be made in JOU journal are:
Dr AVR income discount
Cr AVR income discount provision
Cr AVR cost discount
Dr AVR cost discount provision

[[image:rebate2.png]]

Job FAQ

2016-04-04T12:05:54Z

Ruku: /* Why does invoicing an estimate by default close the job? */

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

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

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

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

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

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

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

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

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

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

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

''Note -''

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

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

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

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

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

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

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

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

==How to Close a Job?==

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

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

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

[[image:estimate printout screen.jpg]]

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

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

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

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

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

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

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

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

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

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

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

[[image:listofjobinvoices-costadjustment.jpg]]

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

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

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

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

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

Job FAQ

2016-04-04T11:02:30Z

Ruku: /* Why does a Job close by default on invoicing an estimate */

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

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

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

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

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

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

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

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

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

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

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

''Note -''

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

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

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

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

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

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

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

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

==How to Close a Job?==

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

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

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

[[image:estimate printout screen.jpg]]

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

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

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

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

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

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

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

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

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

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

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

[[image:listofjobinvoices-costadjustment.jpg]]

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

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

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

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

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

Job FAQ

2016-03-31T07:20:20Z

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

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

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

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

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

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

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

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

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

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

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

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

''Note -''

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

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

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

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

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

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

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

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

==How to Close a Job?==

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

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

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

[[image:estimate printout screen.jpg]]

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

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

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

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

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

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

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

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

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

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

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

[[image:listofjobinvoices-costadjustment.jpg]]

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

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

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

NEOSYS by default closes jobs while invoicing the estimate. The reason is so that we do not end up having huge number of jobs left open in the database which is very much possible when you keep on invoicing and move on to the next job. Also the majority of jobs have only one invoice and estimate and it is safer to close jobs on invoicing to stop any further work on them therefore it is better that invoicing by default closes jobs.

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

Setting up and Configuring NEOSYS Timesheets System

2016-02-28T07:39:12Z

Ruku: /* Importing Activities */

=== Creating Activities for Timesheets ===
#Go to Menu > Timesheets > Files > Activity File ( Keyboard Shortcut - '''Alt+M, T, F, C''') [[image:menu-activity.jpg]] 
#You will see the activity file. Enter the details as follows:
#*Type Code - Reference code for the activity.
#*Type Name - The Activity Name
#*Department name - Department to which Activity is tagged [[image:activity.jpg]] 
#Click on Save

==== Activities already setup in NEOSYS for Timesheets ====

NEOSYS has a list of activities setup in the standard database for groups in the authorisation file. e.g Creative group has activities like Artwork, Copy writing, layout etc all relevant to the job type of users in the group.

You can use the pre setup activities for a new group also. First you will have to figure out if the job type of the new group is similar to any existing group. Then rename or add a group heading to the new group with a name similar to the existing group whose activities you want it to inherit.

e.g a group called Digital which does not have any activities setup. You figure out that the work done by the users in this group is similar to Creative group and there is already a creative group present with its own set of users. So for Digital to have Creative group's activities, add a line "Creative2" below Digital.

Table below showing the set of activities setup in the standard database.
{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
! scope="col" | AV
! scope="col" | BTL
! scope="col" | CREATIVE
! scope="col" | CLIENT SERVICE
! scope="col" | PR
! scope="col" | MEDIA
! scope="col" | FINANCE
|-
| Attend briefing session by Account Service || Administration || Administration || Administration || Administration || Administration || Administration
|-
| Do airing copies || Archiving/ backup || Archiving/ Backup || Audio Recording || Analysis || Brief with Client Service || Business Chatting
|-
| Arrange for PPM || Briefing || Artwork Supervision || Brand development || Business travel || Business travel || Business Travel
|-
| Attend radio sessions || Business travel || Business travel || Business travel || Creative brief || Media buying || Internal Meeting
|-
| Brief in animation work || Concept development || Concept development || Budget / Forecast || Client Meetings || Client's meeting || Monthly Reports
|-
| Brief in TV edits to radio || Client meeting || Creative Execution || Creative brief || Co-ordination of network offices || Coordination with other offices / Media || Personal Leave
|-
| Brief production H || Contract || Client presentations || Client meeting || Contact Report || Competitive monitoring || Sick Leave
|-
| Brief in radio || Correspondence || Correspondence || Contract || Correspondence || Other meetings with Client Service || Supplier Meeting
|-
| Brief to bid suppliers || Copywriting || Copy writing || Contact report || Contact || Follow up on issues ||
|-
| Business travel || Final Artwork || Final Artwork || Correspondence || Event Management and Logistic Planning || Follow up on material & campaigns ||
|-
| Follow up on client service quote approval || Finance || Idle Time || Creative review || Financial || Idle Time ||
|-
| Invoices suppliers || Idle Time || Internal Meeting || Estimates || Job brief || Invoicing clients ||
|-
| Negotiate quote || Illustration || Internal reviews + presentations || Follow Up Media || Media monitoring || Media Research ||
|-
| Negotiate & renegotiate quote || Internal meeting || Image Search || Account financials || Personal || Media monitoring ||
|-
| Produce animatics || Layout || Layout || Follow-up Production || Press Release development || Media negotiation ||
|-
| Write production brief || Personal || Print production briefing || Follow Up Supplier || Personal travel || Other Research/ Web browsing ||
|-
| Personal || Photography || Personal || Idle Time || Research || Proposals / Creative buys ||
|-
| Post production || Proof reading || Proof reading / color seps. || Internal Meeting || Reports || Media planning ||
|-
| PPM || Print supervision || Photography supervision || Media brief || Strategy development || Media presentation ||
|-
| Present quotes to client || Personal travel || Personal travel || Media review || Sick Leave || Media recommendations ||
|-
| Produce radio spots || Photo retouching || Photo retouching || New business || TV Production || Media scheduling ||
|-
| Phone calls to suppliers || Storyboard || Radio/ Audio production supervision || Production brief || || Sending material ||
|-
| Personal travel || Sick Leave || Recording Session || Project List || || Sick Leave ||
|-
| Quotes to Account Service || Search Web / Image/ premium || TVC Storyboard development || Production review || || Supplier's meeting ||
|-
| Search for directors || Traffic || Sickness || PR Review || || Strategic planning ||
|-
| Shoots || Training/ Seminar || Traffic || PR Brief || || Media scene updates ||
|-
| Sick Leave || TV Production || TV production briefing || Research || || Internal training ||
|-
| TV Production || || Training || Photo Shoot || || ||
|-
| Write creation details to suppliers || || "TV production, shoot supervisions" || Sick Leave || || ||
|-
| || || TV Production || Supplier's Meeting || || ||
|-
| || || Viewing show reels || T.V. Production || || ||
|-
| || || || Web Mastering || || ||
|}

=== Setting Hourly Rates for Users ===
#Go to Menu > TimeSheets > Files > Hourly Rates File (Keyboard Shortcut - '''Alt+M, T, F, H''') [[image:timesheet_hourlyratemenu.jpg]] 
#Enter the Hourly Rate against the user-name of the employees. [[image:timesheet_hourlyratefile.jpg]] 
#Click on Save

=== Timesheets Configuration File ===
#Go to Menu > TimeSheets > Files > Configuration File (Keyboard Shortcut - '''Alt+M, T, F, F''') [[image:timesheet_configmenu.jpg]] 
#You will see the timesheet configuration file. Enter the details as required: [[image:timesheet_configfile.jpg]] 

====Maximum Working Days Delay====
This field controls the number of working days before the current date, for which the users can enter timesheet data.

e.g. in the above screenshot Maximum Working Days Delay is set to 7. This means that if a date is more than 7 working days old, then the user will be blocked from entering timesheet for that date.

Public holidays entered in the [http://userwiki.neosys.com/index.php/Market_File#Public_Holidays Market File] and Away/Holiday dates entered in the User Details page are not counted in the Maximum Working Days Delay.

=== Setting up Approval Monitors ===
The users listed under Monitors are the ones who receive the Reminder/Approval emails. The first monitor on the list MUST have TIMESHEET ADMINISTRATION authorisation otherwise he will not be able to access the Timesheet Reminder/Summary documents and get an error message "You are not authorized to do Timesheet Administration".

=== Avoiding timesheet reminders / approval emails ===
NEOSYS, by default, does not send reminders to people who have not entered any timesheets in the last 31 days.

==== Specifying user specific holiday to avoid reminders / approval emails ====
You can specify user specific holidays or annual leave or any other off days for a particular user. This can be done by a Timesheet Administrator and you have to go to the neosys2 URL using only Internet Explorer and follow the steps below:

# Select the user from the drop down
# Specify the leave dates (do not delete old ones, but instead just add new lines for new dates)

[[image:timesheet_userfile.jpg]]

==== Specifying holidays for all users to avoid reminders / approval emails ====
NEOSYS Timesheets does not remind users to fill in previous days empty/incomplete timesheets if the market file (default market code specified in either Media or Job Configuration File) has either weekends or specific holidays mentioned in it.

[[image:timesheet_marketfile.jpg]]

=== Avoiding reminders for dates prior to the joining date of users ===
Once the timesheet system is configured and running you are aware we have a start date in the Timesheet Configuration File. As such if ANY user does not fill in timesheet from this date onwards, the system will keep sending reminders. For example, this could be annoying if the user has joined 2 months after the start date and is reminded to fill in timesheets for these 2 months. In such a case you will configure the period of the use absence in the user details file as a workaround to avoid the reminders. This can only be done by a Timesheet Administrator.

=== Configuring users to receive approval emails ===
Users belonging to the group which is granted a TAP key will receive the approval emails. These users have to be placed on top of the group, they will receive the approval emails daily for all the users in his group. There can be multiple group approvers at the head of the group and they all get a copy of the approval emails daily. [[image:Tsapp.jpg]] [[image:Tap.jpg]] 

==== Setting up weekly approval emails ====
To setup weekly approval emails for multiple timesheet approvers belonging to different groups, give TA (timesheet administrator key) in addition to TAP to the the timesheet administrator. The timesheet administrator will now receive approval emails for all the timesheet approvers under him till the next timesheet administrator in the file.
 
[[image:Tsapprover.jpg]]

==== Configuring a user to receive approval emails in more than one department ====
It maybe possible that a Timesheet Approver may be the same in more than one department. In such a case, you enter the email id of the approver/s in the level/department i.e in user Ashwin for below example. This will help approver/s to receive approval emails for both user groups.

'''Example:'''

[[image:timesheet_auth_approval.jpg]]

=== Simplifying access for mobile timesheet users ===

Timesheet users outside the office can be given a streamlined interface to enter their timesheets.

*web address is easier to remember
*web address is easier to type on mobile devices
*no need to use menu
*goes directly to Timesheet data entry

For example:

https://batestime.neosys.com

redirects into the Timesheet File for data entry

https://batestime.neosys.com/neosys/jobs/timesheets.htm

To do this, replace or create the index.htm page in the root directory of the web server

notepad c:\Inetpub\wwwroot\index.htm

''Note -'' YOU MUST change the https url in the below example to point to your own server.

<pre>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<html>
<head>
<title>Redirecting</title>
<meta http-equiv="REFRESH" content="0;url=https://batestime.neosys.com/neosys/jobs/timesheets.htm></HEAD>
<BODY>
https://batestime.neosys.com/neosys/jobs/timesheets.htm
</BODY>
</HTML>
</pre>

[[image:streamline-ts.jpg]]

=== Disabling Timesheets for a Client ===

#In the authorisation file remove the Timesheet menu access from all the users.
#In the timesheet configuration file remove the start date and the set approval/reminder hours and monitors.
#Do not remove the other timesheet authorisations in the authorisation file because if in future the client wants to reactivate timesheets it will be easier for support to set it up again at that time.

=== Importing Activities ===

'''Preparing a file of activities to import'''

Valid columns for activity file are below:

*ACTIVITY CODE - required, unique, three letter code advisable. It is recommended that first letter is same as that of department code
*ACTIVITY NAME - required, lower case allowed.
*DEPARTMENT - required, uppercase forced. It must be in the authorisation File.

Get an excel sheet containing the columns above and save the file as activity.txt in tab delimited text format.

'''Importing the activities file'''

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 activity codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\ACTIVITY.TXT ACTIVITIES

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

IMPORTX C:\ACTIVITY.TXT ACTIVITIES (C)

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

Setting up and Configuring NEOSYS Timesheets System

2016-02-21T09:03:15Z

Ruku: /* Disabling Timesheets for a Client */

=== Creating Activities for Timesheets ===
#Go to Menu > Timesheets > Files > Activity File ( Keyboard Shortcut - '''Alt+M, T, F, C''') [[image:menu-activity.jpg]] 
#You will see the activity file. Enter the details as follows:
#*Type Code - Reference code for the activity.
#*Type Name - The Activity Name
#*Department name - Department to which Activity is tagged [[image:activity.jpg]] 
#Click on Save

==== Activities already setup in NEOSYS for Timesheets ====

NEOSYS has a list of activities setup in the standard database for groups in the authorisation file. e.g Creative group has activities like Artwork, Copy writing, layout etc all relevant to the job type of users in the group.

You can use the pre setup activities for a new group also. First you will have to figure out if the job type of the new group is similar to any existing group. Then rename or add a group heading to the new group with a name similar to the existing group whose activities you want it to inherit.

e.g a group called Digital which does not have any activities setup. You figure out that the work done by the users in this group is similar to Creative group and there is already a creative group present with its own set of users. So for Digital to have Creative group's activities, add a line "Creative2" below Digital.

Table below showing the set of activities setup in the standard database.
{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
! scope="col" | AV
! scope="col" | BTL
! scope="col" | CREATIVE
! scope="col" | CLIENT SERVICE
! scope="col" | PR
! scope="col" | MEDIA
! scope="col" | FINANCE
|-
| Attend briefing session by Account Service || Administration || Administration || Administration || Administration || Administration || Administration
|-
| Do airing copies || Archiving/ backup || Archiving/ Backup || Audio Recording || Analysis || Brief with Client Service || Business Chatting
|-
| Arrange for PPM || Briefing || Artwork Supervision || Brand development || Business travel || Business travel || Business Travel
|-
| Attend radio sessions || Business travel || Business travel || Business travel || Creative brief || Media buying || Internal Meeting
|-
| Brief in animation work || Concept development || Concept development || Budget / Forecast || Client Meetings || Client's meeting || Monthly Reports
|-
| Brief in TV edits to radio || Client meeting || Creative Execution || Creative brief || Co-ordination of network offices || Coordination with other offices / Media || Personal Leave
|-
| Brief production H || Contract || Client presentations || Client meeting || Contact Report || Competitive monitoring || Sick Leave
|-
| Brief in radio || Correspondence || Correspondence || Contract || Correspondence || Other meetings with Client Service || Supplier Meeting
|-
| Brief to bid suppliers || Copywriting || Copy writing || Contact report || Contact || Follow up on issues ||
|-
| Business travel || Final Artwork || Final Artwork || Correspondence || Event Management and Logistic Planning || Follow up on material & campaigns ||
|-
| Follow up on client service quote approval || Finance || Idle Time || Creative review || Financial || Idle Time ||
|-
| Invoices suppliers || Idle Time || Internal Meeting || Estimates || Job brief || Invoicing clients ||
|-
| Negotiate quote || Illustration || Internal reviews + presentations || Follow Up Media || Media monitoring || Media Research ||
|-
| Negotiate & renegotiate quote || Internal meeting || Image Search || Account financials || Personal || Media monitoring ||
|-
| Produce animatics || Layout || Layout || Follow-up Production || Press Release development || Media negotiation ||
|-
| Write production brief || Personal || Print production briefing || Follow Up Supplier || Personal travel || Other Research/ Web browsing ||
|-
| Personal || Photography || Personal || Idle Time || Research || Proposals / Creative buys ||
|-
| Post production || Proof reading || Proof reading / color seps. || Internal Meeting || Reports || Media planning ||
|-
| PPM || Print supervision || Photography supervision || Media brief || Strategy development || Media presentation ||
|-
| Present quotes to client || Personal travel || Personal travel || Media review || Sick Leave || Media recommendations ||
|-
| Produce radio spots || Photo retouching || Photo retouching || New business || TV Production || Media scheduling ||
|-
| Phone calls to suppliers || Storyboard || Radio/ Audio production supervision || Production brief || || Sending material ||
|-
| Personal travel || Sick Leave || Recording Session || Project List || || Sick Leave ||
|-
| Quotes to Account Service || Search Web / Image/ premium || TVC Storyboard development || Production review || || Supplier's meeting ||
|-
| Search for directors || Traffic || Sickness || PR Review || || Strategic planning ||
|-
| Shoots || Training/ Seminar || Traffic || PR Brief || || Media scene updates ||
|-
| Sick Leave || TV Production || TV production briefing || Research || || Internal training ||
|-
| TV Production || || Training || Photo Shoot || || ||
|-
| Write creation details to suppliers || || "TV production, shoot supervisions" || Sick Leave || || ||
|-
| || || TV Production || Supplier's Meeting || || ||
|-
| || || Viewing show reels || T.V. Production || || ||
|-
| || || || Web Mastering || || ||
|}

=== Setting Hourly Rates for Users ===
#Go to Menu > TimeSheets > Files > Hourly Rates File (Keyboard Shortcut - '''Alt+M, T, F, H''') [[image:timesheet_hourlyratemenu.jpg]] 
#Enter the Hourly Rate against the user-name of the employees. [[image:timesheet_hourlyratefile.jpg]] 
#Click on Save

=== Timesheets Configuration File ===
#Go to Menu > TimeSheets > Files > Configuration File (Keyboard Shortcut - '''Alt+M, T, F, F''') [[image:timesheet_configmenu.jpg]] 
#You will see the timesheet configuration file. Enter the details as required: [[image:timesheet_configfile.jpg]] 

====Maximum Working Days Delay====
This field controls the number of working days before the current date, for which the users can enter timesheet data.

e.g. in the above screenshot Maximum Working Days Delay is set to 7. This means that if a date is more than 7 working days old, then the user will be blocked from entering timesheet for that date.

Public holidays entered in the [http://userwiki.neosys.com/index.php/Market_File#Public_Holidays Market File] and Away/Holiday dates entered in the User Details page are not counted in the Maximum Working Days Delay.

=== Setting up Approval Monitors ===
The users listed under Monitors are the ones who receive the Reminder/Approval emails. The first monitor on the list MUST have TIMESHEET ADMINISTRATION authorisation otherwise he will not be able to access the Timesheet Reminder/Summary documents and get an error message "You are not authorized to do Timesheet Administration".

=== Avoiding timesheet reminders / approval emails ===
NEOSYS, by default, does not send reminders to people who have not entered any timesheets in the last 31 days.

==== Specifying user specific holiday to avoid reminders / approval emails ====
You can specify user specific holidays or annual leave or any other off days for a particular user. This can be done by a Timesheet Administrator and you have to go to the neosys2 URL using only Internet Explorer and follow the steps below:

# Select the user from the drop down
# Specify the leave dates (do not delete old ones, but instead just add new lines for new dates)

[[image:timesheet_userfile.jpg]]

==== Specifying holidays for all users to avoid reminders / approval emails ====
NEOSYS Timesheets does not remind users to fill in previous days empty/incomplete timesheets if the market file (default market code specified in either Media or Job Configuration File) has either weekends or specific holidays mentioned in it.

[[image:timesheet_marketfile.jpg]]

=== Avoiding reminders for dates prior to the joining date of users ===
Once the timesheet system is configured and running you are aware we have a start date in the Timesheet Configuration File. As such if ANY user does not fill in timesheet from this date onwards, the system will keep sending reminders. For example, this could be annoying if the user has joined 2 months after the start date and is reminded to fill in timesheets for these 2 months. In such a case you will configure the period of the use absence in the user details file as a workaround to avoid the reminders. This can only be done by a Timesheet Administrator.

=== Configuring users to receive approval emails ===
#A group which is granted the TAC key, users under it will receive daily emails about their groups users activities (which is called Approval Emails). [[image:timesheet_auth.jpg]] 
#Users belonging to the group which is granted a TAP key will receive the approval emails. These users have to be placed on top of the group, they will receive the approval emails daily for all the users in his group. There can be multiple group approvers at the head of the group and they all get a copy of the approval emails daily. To setup weekly approval emails for multiple timesheet approvers belonging to different groups, give TA (timesheet administrator key) in addition to TAP to the the timesheet administrator. The timesheet administrator will now receive approval emails for all the timesheet approvers under him till the next timesheet administrator in the file. [[image:Tsapp.jpg]] [[image:Tap.jpg]] Example for setting up weekly approval emails for multiple timesheet approvers: 
[[image:Tsapprover.jpg]]

==== Configuring a user to receive approval emails in more than one department ====
It maybe possible that a Timesheet Approver may be the same in more than one department. In such a case, you enter the email id of the approver/s in the level/department i.e in user Ashwin for below example. This will help approver/s to receive approval emails for both user groups.

'''Example:'''

[[image:timesheet_auth_approval.jpg]]

=== Simplifying access for mobile timesheet users ===

Timesheet users outside the office can be given a streamlined interface to enter their timesheets.

*web address is easier to remember
*web address is easier to type on mobile devices
*no need to use menu
*goes directly to Timesheet data entry

For example:

https://batestime.neosys.com

redirects into the Timesheet File for data entry

https://batestime.neosys.com/neosys/jobs/timesheets.htm

To do this, replace or create the index.htm page in the root directory of the web server

notepad c:\Inetpub\wwwroot\index.htm

''Note -'' YOU MUST change the https url in the below example to point to your own server.

<pre>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<html>
<head>
<title>Redirecting</title>
<meta http-equiv="REFRESH" content="0;url=https://batestime.neosys.com/neosys/jobs/timesheets.htm></HEAD>
<BODY>
https://batestime.neosys.com/neosys/jobs/timesheets.htm
</BODY>
</HTML>
</pre>

[[image:streamline-ts.jpg]]

=== Disabling Timesheets for a Client ===

#In the authorisation file remove the Timesheet menu access from all the users.
#In the timesheet configuration file remove the start date and the set approval/reminder hours and monitors.
#Do not remove the other timesheet authorisations in the authorisation file because if in future the client wants to reactivate timesheets it will be easier for support to set it up again at that time.

=== Importing Activities ===

'''Preparing a file of activities to import'''

Valid columns for activity file are below:

*ACTIVITY CODE - required, unique, three letter code advisable. It is recommended that first letter is same as that of department code
*ACTIVITY NAME - required, lower case allowed.
*DEPARTMENT - required, uppercase forced. It must be in the authorisation File.

Get an excel sheet containing the columns above and save the file as activity.txt in tab delimited text format.

'''Importing the activities file'''

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 activity codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\ACTIVITY.TXT ACTIVITY

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

IMPORTX C:\ACTIVITY.TXT ACTIVITY (C)

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

Using NEOSYS Generally

2016-02-15T12:39:02Z

Ruku: /* NEOSYS links in different browsers */

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites.
#You should now see the Login page. If you are a new user or have forgotten your password click on [[General_FAQ#How_to_reset_the_password.3F|Request Password]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

== Restricting user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from Win3 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email and click on File -> Print (Control + P) [[image:cutepdf-1.jpg]] 
# Select "CutePDF Writer" from the list of printers and Click on Print [[image:cutepdf-2.jpg]] 
# After sending it to print, a box pops up:
#*Specify the desired directory/path where you would like to save the PDF document
#*Specify the Name of the report
#*Select PDF from the file types
#*Click on Save [[image:cutepdf-3.jpg]] 
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KYLA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

See [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Opening NEOSYS documents in Excel, Word etc.==

=== Option 1: Copy Paste Method (All Browsers) ===
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Click on the Home Tab and then Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

===Option 2: Importing Data into Excel (All Browsers) ===

#Copy Link from the URL [[image:copyurl.jpg]]
#Open Excel -> Data -> From Web [[image:excelweb.jpg]]
#Copy the URL in the address field -> Go -> Import [[image:excelimport.jpg]]
#Select the existing worksheet option -> OK [[image:excelworksheet.jpg]]
#The NEOSYS Report will now be pasted in excel in a text format

=== Option 3: Exporting Data into Excel directly (only IE) ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] In case you are using Internet explorer 11, follow the screenshot below for this step: [[image:IEsolution.jpg]]
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

====Issues in Exporting to Excel====

To troubleshoot Export to Excel, see [[Setting_up_and_Configuring_NEOSYS_Generally#Fixing_.E2.80.98Export_to_Microsoft_Excel.E2.80.99_from_IE9_not_showing_URL_in_Excel_web_query_dialogue| Resolving ‘Export to Microsoft Excel’ in IE9, Excel 2009]]

=== Removing blank lines from Excel ===
In the Home menu > Find & Select > Go to Special > Blank Cells. This will select all the blank cells.

Then right-click on any of the selected cells, select Delete and select Entire Row. This delete all rows that contains blank cells.

[[Using_NEOSYS_Generally#Using_Macros_in_Excel_to_edit_NEOSYS_reports|These steps can be saved as a macro]], so that it can be done easily in one step in the future.

==Using Macros in Excel to edit NEOSYS reports==
Generally when copying reports from [[Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc.| NEOSYS to Excel]], users might want to edit it further, e.g. clearing empty or unwanted columns and this task can be repetitive and time consuming to do it each time a report is copied to excel. Define macros in Excel to handle such tasks quickly. Below is an example showing how to create and reuse a macro to delete empty columns.

====Steps to create a macro (one time procedure)====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Make the Developer tab visible as shown below '''For Excel 2007 [[File:Excel2007.jpg]] For Excel 2010/2013''' a) Under Excel Options click on Customise Ribbon [[File:Excel2010-1.jpg]] b) Tick the checkbox which says Developer Tools [[File:Excel2010-2.jpg]] 
#Under the Developer Tab in Excel click Record Macro. Name the macro appropriately for easy reference. In this example the macro is to delete empty columns. Ensure "Personal Macro Workbook" is selected from the drop-down menu [[File:Record macro.jpg]] 
#Record your action which you want to be repeated later. The macro records all actions like scrolling, selecting cells, editing etc. For this example select entire columns in the spreadsheet that you intend to delete. Right click on any one of the columns and click on Delete to remove the unwanted columns
#Click on Stop Recording under Developer Tab [[File:Stop recording.jpg]] 
#Save changes to Personal Macro Workbook when prompted. This is to reuse the macro on other worksheets
[[File:Save changes to personal workbook.jpg]]

====Steps to reuse macro====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Under the developer Tab click on Macros, select the macro and click Run to execute the tasks recorded earlier. You can also use the shortcut key you defined in the macro. You can also edit Macro definition by clicking Edit.
[[File:Rerun macro.jpg]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS users in the usual way to represent the “issuing” users except that they must not have an email address and therefore will not be able to get passwords or login.
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== How to automatically open all your favourite NEOSYS screens in one step ==

In most browsers, you can save and reopen a set of tabs on demand. The exact steps to follow depend on the browser you are using.

Setting up

#Open many tabs as you would like them to be reopened in future
#Right click any tab and choose "Save all tabs" - exact method varies per browser.

Using

#Open a new browser window (not tab) and login to NEOSYS
#Right click the favourites folder you saved above and choose "Open all in tabs"

Here is an example set of tabs for NEOSYS finance module.

*Change the "http://127.0.0.1/neosys2/" in the examples to your own browser address for NEOSYS
*You can modify the ending of the examples to open the specific documents in your own database

http://127.0.0.1/neosys2/finance/journals.htm?key=1*INV*214
http://127.0.0.1/neosys2/finance/journalaudit.htm
http://127.0.0.1/neosys2/finance/recurringjournals.htm
http://127.0.0.1/neosys2/finance/revaluationjournals.htm
http://127.0.0.1/neosys2/finance/reversingjournals.htm
http://127.0.0.1/neosys2/finance/journaltypes.htm
http://127.0.0.1/neosys2/finance/vouchers.htm?key=REC*88*1
http://127.0.0.1/neosys2/finance/voucherlist.htm?WORDS_TO_SEARCH_FOR=HELP
http://127.0.0.1/neosys2/finance/ledgerprint.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/accountreconciliation.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/listunalloc.htm
http://127.0.0.1/neosys2/finance/charts.htm?key=GL
http://127.0.0.1/neosys2/finance/chartlist.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/charts.htm?MODE=REPORTDESIGN&CHART_CODE=PL
http://127.0.0.1/neosys2/finance/trialbalance.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/general/reports.htm?module=finance&mode=financialstatements
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=AGED&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=FORECAST&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/accountanalysis.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/taxreport.htm
http://127.0.0.1/neosys2/finance/budgets.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/clearallocated.htm
http://127.0.0.1/neosys2/finance/opennewyear.htm
http://127.0.0.1/neosys2/finance/taxes.htm

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

To make Google search only NEOSYS sites (or sites that refer to NEOSYS.COM) prefix the search with the following:

site: .neosys.com

for example

site: .neosys.com "Exchange Rate"

Note the leading .

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

== NEOSYS links in different browsers ==

The NEOSYS access urls automatically redirect to different versions of NEOSYS depending on the browser you are using as each version is compatible to a particular browser. You only have to enter "url" in your browser and it will get redirected to the appropriate version depending on your browser.

It gets redirected to url/2 or url/3 when accessed via Internet Explorer or Google Chrome/ Firefox respectively where url is the access url as shown in the examples below. url/1 is for the old version to which no new developments are done. The option to access it will go away in the future.

e.g when we enter "https://test.hosts.neosys.com:4453" in Chrome or Firefox, the url gets redirected to:

 https://test.hosts.neosys.com:4453/3 

Similarly when we enter "https://test.hosts.neosys.com:4453" in Internet Explorer, the url gets redirected to:

 https://test.hosts.neosys.com:4453/2

Using NEOSYS Generally

2016-02-10T13:06:14Z

Ruku: /* NEOSYS links in different browsers */

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites.
#You should now see the Login page. If you are a new user or have forgotten your password click on [[General_FAQ#How_to_reset_the_password.3F|Request Password]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

== Restricting user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from Win3 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email and click on File -> Print (Control + P) [[image:cutepdf-1.jpg]] 
# Select "CutePDF Writer" from the list of printers and Click on Print [[image:cutepdf-2.jpg]] 
# After sending it to print, a box pops up:
#*Specify the desired directory/path where you would like to save the PDF document
#*Specify the Name of the report
#*Select PDF from the file types
#*Click on Save [[image:cutepdf-3.jpg]] 
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KYLA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

See [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Opening NEOSYS documents in Excel, Word etc.==

=== Option 1: Copy Paste Method (All Browsers) ===
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Click on the Home Tab and then Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

===Option 2: Importing Data into Excel (All Browsers) ===

#Copy Link from the URL [[image:copyurl.jpg]]
#Open Excel -> Data -> From Web [[image:excelweb.jpg]]
#Copy the URL in the address field -> Go -> Import [[image:excelimport.jpg]]
#Select the existing worksheet option -> OK [[image:excelworksheet.jpg]]
#The NEOSYS Report will now be pasted in excel in a text format

=== Option 3: Exporting Data into Excel directly (only IE) ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] In case you are using Internet explorer 11, follow the screenshot below for this step: [[image:IEsolution.jpg]]
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

====Issues in Exporting to Excel====

To troubleshoot Export to Excel, see [[Setting_up_and_Configuring_NEOSYS_Generally#Fixing_.E2.80.98Export_to_Microsoft_Excel.E2.80.99_from_IE9_not_showing_URL_in_Excel_web_query_dialogue| Resolving ‘Export to Microsoft Excel’ in IE9, Excel 2009]]

=== Removing blank lines from Excel ===
In the Home menu > Find & Select > Go to Special > Blank Cells. This will select all the blank cells.

Then right-click on any of the selected cells, select Delete and select Entire Row. This delete all rows that contains blank cells.

[[Using_NEOSYS_Generally#Using_Macros_in_Excel_to_edit_NEOSYS_reports|These steps can be saved as a macro]], so that it can be done easily in one step in the future.

==Using Macros in Excel to edit NEOSYS reports==
Generally when copying reports from [[Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc.| NEOSYS to Excel]], users might want to edit it further, e.g. clearing empty or unwanted columns and this task can be repetitive and time consuming to do it each time a report is copied to excel. Define macros in Excel to handle such tasks quickly. Below is an example showing how to create and reuse a macro to delete empty columns.

====Steps to create a macro (one time procedure)====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Make the Developer tab visible as shown below '''For Excel 2007 [[File:Excel2007.jpg]] For Excel 2010/2013''' a) Under Excel Options click on Customise Ribbon [[File:Excel2010-1.jpg]] b) Tick the checkbox which says Developer Tools [[File:Excel2010-2.jpg]] 
#Under the Developer Tab in Excel click Record Macro. Name the macro appropriately for easy reference. In this example the macro is to delete empty columns. Ensure "Personal Macro Workbook" is selected from the drop-down menu [[File:Record macro.jpg]] 
#Record your action which you want to be repeated later. The macro records all actions like scrolling, selecting cells, editing etc. For this example select entire columns in the spreadsheet that you intend to delete. Right click on any one of the columns and click on Delete to remove the unwanted columns
#Click on Stop Recording under Developer Tab [[File:Stop recording.jpg]] 
#Save changes to Personal Macro Workbook when prompted. This is to reuse the macro on other worksheets
[[File:Save changes to personal workbook.jpg]]

====Steps to reuse macro====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Under the developer Tab click on Macros, select the macro and click Run to execute the tasks recorded earlier. You can also use the shortcut key you defined in the macro. You can also edit Macro definition by clicking Edit.
[[File:Rerun macro.jpg]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS users in the usual way to represent the “issuing” users except that they must not have an email address and therefore will not be able to get passwords or login.
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== How to automatically open all your favourite NEOSYS screens in one step ==

In most browsers, you can save and reopen a set of tabs on demand. The exact steps to follow depend on the browser you are using.

Setting up

#Open many tabs as you would like them to be reopened in future
#Right click any tab and choose "Save all tabs" - exact method varies per browser.

Using

#Open a new browser window (not tab) and login to NEOSYS
#Right click the favourites folder you saved above and choose "Open all in tabs"

Here is an example set of tabs for NEOSYS finance module.

*Change the "http://127.0.0.1/neosys2/" in the examples to your own browser address for NEOSYS
*You can modify the ending of the examples to open the specific documents in your own database

http://127.0.0.1/neosys2/finance/journals.htm?key=1*INV*214
http://127.0.0.1/neosys2/finance/journalaudit.htm
http://127.0.0.1/neosys2/finance/recurringjournals.htm
http://127.0.0.1/neosys2/finance/revaluationjournals.htm
http://127.0.0.1/neosys2/finance/reversingjournals.htm
http://127.0.0.1/neosys2/finance/journaltypes.htm
http://127.0.0.1/neosys2/finance/vouchers.htm?key=REC*88*1
http://127.0.0.1/neosys2/finance/voucherlist.htm?WORDS_TO_SEARCH_FOR=HELP
http://127.0.0.1/neosys2/finance/ledgerprint.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/accountreconciliation.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/listunalloc.htm
http://127.0.0.1/neosys2/finance/charts.htm?key=GL
http://127.0.0.1/neosys2/finance/chartlist.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/charts.htm?MODE=REPORTDESIGN&CHART_CODE=PL
http://127.0.0.1/neosys2/finance/trialbalance.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/general/reports.htm?module=finance&mode=financialstatements
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=AGED&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=FORECAST&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/accountanalysis.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/taxreport.htm
http://127.0.0.1/neosys2/finance/budgets.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/clearallocated.htm
http://127.0.0.1/neosys2/finance/opennewyear.htm
http://127.0.0.1/neosys2/finance/taxes.htm

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

To make Google search only NEOSYS sites (or sites that refer to NEOSYS.COM) prefix the search with the following:

site: .neosys.com

for example

site: .neosys.com "Exchange Rate"

Note the leading .

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

== NEOSYS links in different browsers ==

The NEOSYS access urls automatically redirect to different versions of NEOSYS depending on the browser you are using as each version is compatible to a particular browser. You only have to enter "url" in your browser and it will get redirected to the appropriate version depending on your browser.

e.g the link below is an access url:
 https://test.hosts.neosys.com:4453 

It gets redirected to url/1 or url/2 or url/3 where:

url/1 is the old version to which no new developments are done. The option to access this old version will go away in the future.

url/2 which is the new version that is accessible from Internet Explorer and Firefox.

url/3 the new version that is accessible from Firefox and Google Chrome.

e.g url given below is followed by /3 showing that the link has been copied from Firefox or Chrome.

https://test.hosts.neosys.com:4453/3

Using NEOSYS Generally

2016-02-10T06:42:20Z

Ruku: /* NEOSYS links in different browsers */

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites.
#You should now see the Login page. If you are a new user or have forgotten your password click on [[General_FAQ#How_to_reset_the_password.3F|Request Password]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

== Restricting user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from Win3 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email and click on File -> Print (Control + P) [[image:cutepdf-1.jpg]] 
# Select "CutePDF Writer" from the list of printers and Click on Print [[image:cutepdf-2.jpg]] 
# After sending it to print, a box pops up:
#*Specify the desired directory/path where you would like to save the PDF document
#*Specify the Name of the report
#*Select PDF from the file types
#*Click on Save [[image:cutepdf-3.jpg]] 
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KYLA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

See [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Opening NEOSYS documents in Excel, Word etc.==

=== Option 1: Copy Paste Method (All Browsers) ===
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Click on the Home Tab and then Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

===Option 2: Importing Data into Excel (All Browsers) ===

#Copy Link from the URL [[image:copyurl.jpg]]
#Open Excel -> Data -> From Web [[image:excelweb.jpg]]
#Copy the URL in the address field -> Go -> Import [[image:excelimport.jpg]]
#Select the existing worksheet option -> OK [[image:excelworksheet.jpg]]
#The NEOSYS Report will now be pasted in excel in a text format

=== Option 3: Exporting Data into Excel directly (only IE) ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] In case you are using Internet explorer 11, follow the screenshot below for this step: [[image:IEsolution.jpg]]
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

====Issues in Exporting to Excel====

To troubleshoot Export to Excel, see [[Setting_up_and_Configuring_NEOSYS_Generally#Fixing_.E2.80.98Export_to_Microsoft_Excel.E2.80.99_from_IE9_not_showing_URL_in_Excel_web_query_dialogue| Resolving ‘Export to Microsoft Excel’ in IE9, Excel 2009]]

=== Removing blank lines from Excel ===
In the Home menu > Find & Select > Go to Special > Blank Cells. This will select all the blank cells.

Then right-click on any of the selected cells, select Delete and select Entire Row. This delete all rows that contains blank cells.

[[Using_NEOSYS_Generally#Using_Macros_in_Excel_to_edit_NEOSYS_reports|These steps can be saved as a macro]], so that it can be done easily in one step in the future.

==Using Macros in Excel to edit NEOSYS reports==
Generally when copying reports from [[Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc.| NEOSYS to Excel]], users might want to edit it further, e.g. clearing empty or unwanted columns and this task can be repetitive and time consuming to do it each time a report is copied to excel. Define macros in Excel to handle such tasks quickly. Below is an example showing how to create and reuse a macro to delete empty columns.

====Steps to create a macro (one time procedure)====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Make the Developer tab visible as shown below '''For Excel 2007 [[File:Excel2007.jpg]] For Excel 2010/2013''' a) Under Excel Options click on Customise Ribbon [[File:Excel2010-1.jpg]] b) Tick the checkbox which says Developer Tools [[File:Excel2010-2.jpg]] 
#Under the Developer Tab in Excel click Record Macro. Name the macro appropriately for easy reference. In this example the macro is to delete empty columns. Ensure "Personal Macro Workbook" is selected from the drop-down menu [[File:Record macro.jpg]] 
#Record your action which you want to be repeated later. The macro records all actions like scrolling, selecting cells, editing etc. For this example select entire columns in the spreadsheet that you intend to delete. Right click on any one of the columns and click on Delete to remove the unwanted columns
#Click on Stop Recording under Developer Tab [[File:Stop recording.jpg]] 
#Save changes to Personal Macro Workbook when prompted. This is to reuse the macro on other worksheets
[[File:Save changes to personal workbook.jpg]]

====Steps to reuse macro====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Under the developer Tab click on Macros, select the macro and click Run to execute the tasks recorded earlier. You can also use the shortcut key you defined in the macro. You can also edit Macro definition by clicking Edit.
[[File:Rerun macro.jpg]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS users in the usual way to represent the “issuing” users except that they must not have an email address and therefore will not be able to get passwords or login.
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== How to automatically open all your favourite NEOSYS screens in one step ==

In most browsers, you can save and reopen a set of tabs on demand. The exact steps to follow depend on the browser you are using.

Setting up

#Open many tabs as you would like them to be reopened in future
#Right click any tab and choose "Save all tabs" - exact method varies per browser.

Using

#Open a new browser window (not tab) and login to NEOSYS
#Right click the favourites folder you saved above and choose "Open all in tabs"

Here is an example set of tabs for NEOSYS finance module.

*Change the "http://127.0.0.1/neosys2/" in the examples to your own browser address for NEOSYS
*You can modify the ending of the examples to open the specific documents in your own database

http://127.0.0.1/neosys2/finance/journals.htm?key=1*INV*214
http://127.0.0.1/neosys2/finance/journalaudit.htm
http://127.0.0.1/neosys2/finance/recurringjournals.htm
http://127.0.0.1/neosys2/finance/revaluationjournals.htm
http://127.0.0.1/neosys2/finance/reversingjournals.htm
http://127.0.0.1/neosys2/finance/journaltypes.htm
http://127.0.0.1/neosys2/finance/vouchers.htm?key=REC*88*1
http://127.0.0.1/neosys2/finance/voucherlist.htm?WORDS_TO_SEARCH_FOR=HELP
http://127.0.0.1/neosys2/finance/ledgerprint.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/accountreconciliation.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/listunalloc.htm
http://127.0.0.1/neosys2/finance/charts.htm?key=GL
http://127.0.0.1/neosys2/finance/chartlist.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/charts.htm?MODE=REPORTDESIGN&CHART_CODE=PL
http://127.0.0.1/neosys2/finance/trialbalance.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/general/reports.htm?module=finance&mode=financialstatements
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=AGED&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=FORECAST&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/accountanalysis.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/taxreport.htm
http://127.0.0.1/neosys2/finance/budgets.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/clearallocated.htm
http://127.0.0.1/neosys2/finance/opennewyear.htm
http://127.0.0.1/neosys2/finance/taxes.htm

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

To make Google search only NEOSYS sites (or sites that refer to NEOSYS.COM) prefix the search with the following:

site: .neosys.com

for example

site: .neosys.com "Exchange Rate"

Note the leading .

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

== NEOSYS links in different browsers ==

The NEOSYS access urls automatically redirect to different versions of NEOSYS depending on the browser you are using as each version is compatible to a particular browser. You only have to enter "url" in your browser and it will get redirected to the appropriate version depending on your browser.

url/1 is the old version to which no new developments are done. The option to access this old version will go away in the future.

url/2 is the new version that is accessible from Internet Explorer and Firefox.

url/3 is the new version that is accessible from Firefox and Google Chrome.

url given below is followed by /3 showing that the link has been copied from Firefox or Chrome.

https://test.hosts.neosys.com:4453/3/

Another example of a link below displays a user details page copied form Internet Explorer or Firefox where the access url is followed by "/2" which is then followed by the path to the user details html file.

So, basically /1, /2, /3 contain different versions of NEOSYS which get redirected to depending on your browser.

https://test.hosts.neosys.com:4453/2/neosys/users.htm

Using NEOSYS Generally

2016-02-10T06:41:55Z

Ruku: /* NEOSYS links in different browsers */

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites.
#You should now see the Login page. If you are a new user or have forgotten your password click on [[General_FAQ#How_to_reset_the_password.3F|Request Password]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

== Restricting user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from Win3 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email and click on File -> Print (Control + P) [[image:cutepdf-1.jpg]] 
# Select "CutePDF Writer" from the list of printers and Click on Print [[image:cutepdf-2.jpg]] 
# After sending it to print, a box pops up:
#*Specify the desired directory/path where you would like to save the PDF document
#*Specify the Name of the report
#*Select PDF from the file types
#*Click on Save [[image:cutepdf-3.jpg]] 
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KYLA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

See [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Opening NEOSYS documents in Excel, Word etc.==

=== Option 1: Copy Paste Method (All Browsers) ===
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Click on the Home Tab and then Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

===Option 2: Importing Data into Excel (All Browsers) ===

#Copy Link from the URL [[image:copyurl.jpg]]
#Open Excel -> Data -> From Web [[image:excelweb.jpg]]
#Copy the URL in the address field -> Go -> Import [[image:excelimport.jpg]]
#Select the existing worksheet option -> OK [[image:excelworksheet.jpg]]
#The NEOSYS Report will now be pasted in excel in a text format

=== Option 3: Exporting Data into Excel directly (only IE) ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] In case you are using Internet explorer 11, follow the screenshot below for this step: [[image:IEsolution.jpg]]
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

====Issues in Exporting to Excel====

To troubleshoot Export to Excel, see [[Setting_up_and_Configuring_NEOSYS_Generally#Fixing_.E2.80.98Export_to_Microsoft_Excel.E2.80.99_from_IE9_not_showing_URL_in_Excel_web_query_dialogue| Resolving ‘Export to Microsoft Excel’ in IE9, Excel 2009]]

=== Removing blank lines from Excel ===
In the Home menu > Find & Select > Go to Special > Blank Cells. This will select all the blank cells.

Then right-click on any of the selected cells, select Delete and select Entire Row. This delete all rows that contains blank cells.

[[Using_NEOSYS_Generally#Using_Macros_in_Excel_to_edit_NEOSYS_reports|These steps can be saved as a macro]], so that it can be done easily in one step in the future.

==Using Macros in Excel to edit NEOSYS reports==
Generally when copying reports from [[Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc.| NEOSYS to Excel]], users might want to edit it further, e.g. clearing empty or unwanted columns and this task can be repetitive and time consuming to do it each time a report is copied to excel. Define macros in Excel to handle such tasks quickly. Below is an example showing how to create and reuse a macro to delete empty columns.

====Steps to create a macro (one time procedure)====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Make the Developer tab visible as shown below '''For Excel 2007 [[File:Excel2007.jpg]] For Excel 2010/2013''' a) Under Excel Options click on Customise Ribbon [[File:Excel2010-1.jpg]] b) Tick the checkbox which says Developer Tools [[File:Excel2010-2.jpg]] 
#Under the Developer Tab in Excel click Record Macro. Name the macro appropriately for easy reference. In this example the macro is to delete empty columns. Ensure "Personal Macro Workbook" is selected from the drop-down menu [[File:Record macro.jpg]] 
#Record your action which you want to be repeated later. The macro records all actions like scrolling, selecting cells, editing etc. For this example select entire columns in the spreadsheet that you intend to delete. Right click on any one of the columns and click on Delete to remove the unwanted columns
#Click on Stop Recording under Developer Tab [[File:Stop recording.jpg]] 
#Save changes to Personal Macro Workbook when prompted. This is to reuse the macro on other worksheets
[[File:Save changes to personal workbook.jpg]]

====Steps to reuse macro====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Under the developer Tab click on Macros, select the macro and click Run to execute the tasks recorded earlier. You can also use the shortcut key you defined in the macro. You can also edit Macro definition by clicking Edit.
[[File:Rerun macro.jpg]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS users in the usual way to represent the “issuing” users except that they must not have an email address and therefore will not be able to get passwords or login.
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== How to automatically open all your favourite NEOSYS screens in one step ==

In most browsers, you can save and reopen a set of tabs on demand. The exact steps to follow depend on the browser you are using.

Setting up

#Open many tabs as you would like them to be reopened in future
#Right click any tab and choose "Save all tabs" - exact method varies per browser.

Using

#Open a new browser window (not tab) and login to NEOSYS
#Right click the favourites folder you saved above and choose "Open all in tabs"

Here is an example set of tabs for NEOSYS finance module.

*Change the "http://127.0.0.1/neosys2/" in the examples to your own browser address for NEOSYS
*You can modify the ending of the examples to open the specific documents in your own database

http://127.0.0.1/neosys2/finance/journals.htm?key=1*INV*214
http://127.0.0.1/neosys2/finance/journalaudit.htm
http://127.0.0.1/neosys2/finance/recurringjournals.htm
http://127.0.0.1/neosys2/finance/revaluationjournals.htm
http://127.0.0.1/neosys2/finance/reversingjournals.htm
http://127.0.0.1/neosys2/finance/journaltypes.htm
http://127.0.0.1/neosys2/finance/vouchers.htm?key=REC*88*1
http://127.0.0.1/neosys2/finance/voucherlist.htm?WORDS_TO_SEARCH_FOR=HELP
http://127.0.0.1/neosys2/finance/ledgerprint.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/accountreconciliation.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/listunalloc.htm
http://127.0.0.1/neosys2/finance/charts.htm?key=GL
http://127.0.0.1/neosys2/finance/chartlist.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/charts.htm?MODE=REPORTDESIGN&CHART_CODE=PL
http://127.0.0.1/neosys2/finance/trialbalance.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/general/reports.htm?module=finance&mode=financialstatements
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=AGED&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=FORECAST&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/accountanalysis.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/taxreport.htm
http://127.0.0.1/neosys2/finance/budgets.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/clearallocated.htm
http://127.0.0.1/neosys2/finance/opennewyear.htm
http://127.0.0.1/neosys2/finance/taxes.htm

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

To make Google search only NEOSYS sites (or sites that refer to NEOSYS.COM) prefix the search with the following:

site: .neosys.com

for example

site: .neosys.com "Exchange Rate"

Note the leading .

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

== NEOSYS links in different browsers ==

The NEOSYS access urls automatically redirect to different versions of NEOSYS depending on the browser you are using as each version is compatible to a particular browser. You only have to enter "url" in your browser and it will get redirected to the appropriate version depending on your browser.

url/1 is the old version to which no new developments are done. The option to access this old version will go away in the future.

url/2 is the new version that is accessible from Internet Explorer and Firefox.

url/3 is the new version that is accessible from Firefox and Google Chrome.

url given below is followed by /3 showing that the link has been copied from Firefox or Chrome.

https://test.hosts.neosys.com:4453/3/

Another example of a link below displays a user details page copied form Internet Explorer or Chrome where the access url is followed by "/2" which is then followed by the path to the user details html file.

So, basically /1, /2, /3 contain different versions of NEOSYS which get redirected to depending on your browser.

https://test.hosts.neosys.com:4453/2/neosys/users.htm

Using NEOSYS Generally

2016-02-09T12:11:25Z

Ruku: /* NEOSYS links for different browsers */

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites.
#You should now see the Login page. If you are a new user or have forgotten your password click on [[General_FAQ#How_to_reset_the_password.3F|Request Password]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

== Restricting user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from Win3 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email and click on File -> Print (Control + P) [[image:cutepdf-1.jpg]] 
# Select "CutePDF Writer" from the list of printers and Click on Print [[image:cutepdf-2.jpg]] 
# After sending it to print, a box pops up:
#*Specify the desired directory/path where you would like to save the PDF document
#*Specify the Name of the report
#*Select PDF from the file types
#*Click on Save [[image:cutepdf-3.jpg]] 
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KYLA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

See [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Opening NEOSYS documents in Excel, Word etc.==

=== Option 1: Copy Paste Method (All Browsers) ===
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Click on the Home Tab and then Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

===Option 2: Importing Data into Excel (All Browsers) ===

#Copy Link from the URL [[image:copyurl.jpg]]
#Open Excel -> Data -> From Web [[image:excelweb.jpg]]
#Copy the URL in the address field -> Go -> Import [[image:excelimport.jpg]]
#Select the existing worksheet option -> OK [[image:excelworksheet.jpg]]
#The NEOSYS Report will now be pasted in excel in a text format

=== Option 3: Exporting Data into Excel directly (only IE) ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] In case you are using Internet explorer 11, follow the screenshot below for this step: [[image:IEsolution.jpg]]
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

====Issues in Exporting to Excel====

To troubleshoot Export to Excel, see [[Setting_up_and_Configuring_NEOSYS_Generally#Fixing_.E2.80.98Export_to_Microsoft_Excel.E2.80.99_from_IE9_not_showing_URL_in_Excel_web_query_dialogue| Resolving ‘Export to Microsoft Excel’ in IE9, Excel 2009]]

=== Removing blank lines from Excel ===
In the Home menu > Find & Select > Go to Special > Blank Cells. This will select all the blank cells.

Then right-click on any of the selected cells, select Delete and select Entire Row. This delete all rows that contains blank cells.

[[Using_NEOSYS_Generally#Using_Macros_in_Excel_to_edit_NEOSYS_reports|These steps can be saved as a macro]], so that it can be done easily in one step in the future.

==Using Macros in Excel to edit NEOSYS reports==
Generally when copying reports from [[Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc.| NEOSYS to Excel]], users might want to edit it further, e.g. clearing empty or unwanted columns and this task can be repetitive and time consuming to do it each time a report is copied to excel. Define macros in Excel to handle such tasks quickly. Below is an example showing how to create and reuse a macro to delete empty columns.

====Steps to create a macro (one time procedure)====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Make the Developer tab visible as shown below '''For Excel 2007 [[File:Excel2007.jpg]] For Excel 2010/2013''' a) Under Excel Options click on Customise Ribbon [[File:Excel2010-1.jpg]] b) Tick the checkbox which says Developer Tools [[File:Excel2010-2.jpg]] 
#Under the Developer Tab in Excel click Record Macro. Name the macro appropriately for easy reference. In this example the macro is to delete empty columns. Ensure "Personal Macro Workbook" is selected from the drop-down menu [[File:Record macro.jpg]] 
#Record your action which you want to be repeated later. The macro records all actions like scrolling, selecting cells, editing etc. For this example select entire columns in the spreadsheet that you intend to delete. Right click on any one of the columns and click on Delete to remove the unwanted columns
#Click on Stop Recording under Developer Tab [[File:Stop recording.jpg]] 
#Save changes to Personal Macro Workbook when prompted. This is to reuse the macro on other worksheets
[[File:Save changes to personal workbook.jpg]]

====Steps to reuse macro====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Under the developer Tab click on Macros, select the macro and click Run to execute the tasks recorded earlier. You can also use the shortcut key you defined in the macro. You can also edit Macro definition by clicking Edit.
[[File:Rerun macro.jpg]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS users in the usual way to represent the “issuing” users except that they must not have an email address and therefore will not be able to get passwords or login.
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== How to automatically open all your favourite NEOSYS screens in one step ==

In most browsers, you can save and reopen a set of tabs on demand. The exact steps to follow depend on the browser you are using.

Setting up

#Open many tabs as you would like them to be reopened in future
#Right click any tab and choose "Save all tabs" - exact method varies per browser.

Using

#Open a new browser window (not tab) and login to NEOSYS
#Right click the favourites folder you saved above and choose "Open all in tabs"

Here is an example set of tabs for NEOSYS finance module.

*Change the "http://127.0.0.1/neosys2/" in the examples to your own browser address for NEOSYS
*You can modify the ending of the examples to open the specific documents in your own database

http://127.0.0.1/neosys2/finance/journals.htm?key=1*INV*214
http://127.0.0.1/neosys2/finance/journalaudit.htm
http://127.0.0.1/neosys2/finance/recurringjournals.htm
http://127.0.0.1/neosys2/finance/revaluationjournals.htm
http://127.0.0.1/neosys2/finance/reversingjournals.htm
http://127.0.0.1/neosys2/finance/journaltypes.htm
http://127.0.0.1/neosys2/finance/vouchers.htm?key=REC*88*1
http://127.0.0.1/neosys2/finance/voucherlist.htm?WORDS_TO_SEARCH_FOR=HELP
http://127.0.0.1/neosys2/finance/ledgerprint.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/accountreconciliation.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/listunalloc.htm
http://127.0.0.1/neosys2/finance/charts.htm?key=GL
http://127.0.0.1/neosys2/finance/chartlist.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/charts.htm?MODE=REPORTDESIGN&CHART_CODE=PL
http://127.0.0.1/neosys2/finance/trialbalance.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/general/reports.htm?module=finance&mode=financialstatements
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=AGED&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=FORECAST&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/accountanalysis.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/taxreport.htm
http://127.0.0.1/neosys2/finance/budgets.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/clearallocated.htm
http://127.0.0.1/neosys2/finance/opennewyear.htm
http://127.0.0.1/neosys2/finance/taxes.htm

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

To make Google search only NEOSYS sites (or sites that refer to NEOSYS.COM) prefix the search with the following:

site: .neosys.com

for example

site: .neosys.com "Exchange Rate"

Note the leading .

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

== NEOSYS links in different browsers ==

The NEOSYS access urls automatically redirect to different versions of NEOSYS depending on the browser you are using as each version is compatible to a particular browser. You only have to enter "url" in your browser and it will get redirected to the appropriate version depending on your browser.

url/1 is the old version to which no new developments are done. The option to access this old version will go away in the future.

url/2 is the new version that is accessible from Internet Explorer and Firefox.

url/3 is the new version that is accessible from Firefox and Google Chrome.

Using NEOSYS Generally

2016-02-09T12:10:48Z

Ruku: /* Using Google to search NEOSYS wikis */

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites.
#You should now see the Login page. If you are a new user or have forgotten your password click on [[General_FAQ#How_to_reset_the_password.3F|Request Password]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

== Restricting user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from Win3 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email and click on File -> Print (Control + P) [[image:cutepdf-1.jpg]] 
# Select "CutePDF Writer" from the list of printers and Click on Print [[image:cutepdf-2.jpg]] 
# After sending it to print, a box pops up:
#*Specify the desired directory/path where you would like to save the PDF document
#*Specify the Name of the report
#*Select PDF from the file types
#*Click on Save [[image:cutepdf-3.jpg]] 
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KYLA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

See [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Opening NEOSYS documents in Excel, Word etc.==

=== Option 1: Copy Paste Method (All Browsers) ===
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Click on the Home Tab and then Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

===Option 2: Importing Data into Excel (All Browsers) ===

#Copy Link from the URL [[image:copyurl.jpg]]
#Open Excel -> Data -> From Web [[image:excelweb.jpg]]
#Copy the URL in the address field -> Go -> Import [[image:excelimport.jpg]]
#Select the existing worksheet option -> OK [[image:excelworksheet.jpg]]
#The NEOSYS Report will now be pasted in excel in a text format

=== Option 3: Exporting Data into Excel directly (only IE) ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] In case you are using Internet explorer 11, follow the screenshot below for this step: [[image:IEsolution.jpg]]
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

====Issues in Exporting to Excel====

To troubleshoot Export to Excel, see [[Setting_up_and_Configuring_NEOSYS_Generally#Fixing_.E2.80.98Export_to_Microsoft_Excel.E2.80.99_from_IE9_not_showing_URL_in_Excel_web_query_dialogue| Resolving ‘Export to Microsoft Excel’ in IE9, Excel 2009]]

=== Removing blank lines from Excel ===
In the Home menu > Find & Select > Go to Special > Blank Cells. This will select all the blank cells.

Then right-click on any of the selected cells, select Delete and select Entire Row. This delete all rows that contains blank cells.

[[Using_NEOSYS_Generally#Using_Macros_in_Excel_to_edit_NEOSYS_reports|These steps can be saved as a macro]], so that it can be done easily in one step in the future.

==Using Macros in Excel to edit NEOSYS reports==
Generally when copying reports from [[Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc.| NEOSYS to Excel]], users might want to edit it further, e.g. clearing empty or unwanted columns and this task can be repetitive and time consuming to do it each time a report is copied to excel. Define macros in Excel to handle such tasks quickly. Below is an example showing how to create and reuse a macro to delete empty columns.

====Steps to create a macro (one time procedure)====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Make the Developer tab visible as shown below '''For Excel 2007 [[File:Excel2007.jpg]] For Excel 2010/2013''' a) Under Excel Options click on Customise Ribbon [[File:Excel2010-1.jpg]] b) Tick the checkbox which says Developer Tools [[File:Excel2010-2.jpg]] 
#Under the Developer Tab in Excel click Record Macro. Name the macro appropriately for easy reference. In this example the macro is to delete empty columns. Ensure "Personal Macro Workbook" is selected from the drop-down menu [[File:Record macro.jpg]] 
#Record your action which you want to be repeated later. The macro records all actions like scrolling, selecting cells, editing etc. For this example select entire columns in the spreadsheet that you intend to delete. Right click on any one of the columns and click on Delete to remove the unwanted columns
#Click on Stop Recording under Developer Tab [[File:Stop recording.jpg]] 
#Save changes to Personal Macro Workbook when prompted. This is to reuse the macro on other worksheets
[[File:Save changes to personal workbook.jpg]]

====Steps to reuse macro====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Under the developer Tab click on Macros, select the macro and click Run to execute the tasks recorded earlier. You can also use the shortcut key you defined in the macro. You can also edit Macro definition by clicking Edit.
[[File:Rerun macro.jpg]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS users in the usual way to represent the “issuing” users except that they must not have an email address and therefore will not be able to get passwords or login.
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== How to automatically open all your favourite NEOSYS screens in one step ==

In most browsers, you can save and reopen a set of tabs on demand. The exact steps to follow depend on the browser you are using.

Setting up

#Open many tabs as you would like them to be reopened in future
#Right click any tab and choose "Save all tabs" - exact method varies per browser.

Using

#Open a new browser window (not tab) and login to NEOSYS
#Right click the favourites folder you saved above and choose "Open all in tabs"

Here is an example set of tabs for NEOSYS finance module.

*Change the "http://127.0.0.1/neosys2/" in the examples to your own browser address for NEOSYS
*You can modify the ending of the examples to open the specific documents in your own database

http://127.0.0.1/neosys2/finance/journals.htm?key=1*INV*214
http://127.0.0.1/neosys2/finance/journalaudit.htm
http://127.0.0.1/neosys2/finance/recurringjournals.htm
http://127.0.0.1/neosys2/finance/revaluationjournals.htm
http://127.0.0.1/neosys2/finance/reversingjournals.htm
http://127.0.0.1/neosys2/finance/journaltypes.htm
http://127.0.0.1/neosys2/finance/vouchers.htm?key=REC*88*1
http://127.0.0.1/neosys2/finance/voucherlist.htm?WORDS_TO_SEARCH_FOR=HELP
http://127.0.0.1/neosys2/finance/ledgerprint.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/accountreconciliation.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/listunalloc.htm
http://127.0.0.1/neosys2/finance/charts.htm?key=GL
http://127.0.0.1/neosys2/finance/chartlist.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/charts.htm?MODE=REPORTDESIGN&CHART_CODE=PL
http://127.0.0.1/neosys2/finance/trialbalance.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/general/reports.htm?module=finance&mode=financialstatements
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=AGED&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=FORECAST&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/accountanalysis.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/taxreport.htm
http://127.0.0.1/neosys2/finance/budgets.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/clearallocated.htm
http://127.0.0.1/neosys2/finance/opennewyear.htm
http://127.0.0.1/neosys2/finance/taxes.htm

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

To make Google search only NEOSYS sites (or sites that refer to NEOSYS.COM) prefix the search with the following:

site: .neosys.com

for example

site: .neosys.com "Exchange Rate"

Note the leading .

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

== NEOSYS links for different browsers ==

The NEOSYS access urls automatically redirect to different versions of NEOSYS depending on the browser you are using as each version is compatible to a particular browser. You only have to enter "url" in your browser and it will get redirected to the appropriate version depending on your browser.

url/1 is the old version to which no new developments are done. The option to access this old version will go away in the future.

url/2 is the new version that is accessible from Internet Explorer and Firefox.

url/3 is the new version that is accessible from Firefox and Google Chrome.

Using NEOSYS Generally

2016-01-19T07:26:28Z

Ruku: /* Getting started with NEOSYS */

== Getting started with NEOSYS ==
#Reset your browser to factory settings to ensure all 3rd party toolbars/pop-up blockers are removed and browser cache is cleared. See [[Reset Browser]] for instructions.
#Reopen the browser ensure that the pop-up blocker is disabled. See [[Disabling Popup Blocker]] for instructions.
#Enter the NEOSYS URL.
#Add this URL to your favourites and to Trusted Sites (only for Internet Explorer) as shown in the link [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites| Add URL to Trusted Sites]]
#You should now see the Login page. If you are a new user or have forgotten your password click on [[General_FAQ#How_to_reset_the_password.3F|Request Password]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

== Using the NEOSYS testing and training database ==

Standard NEOSYS practice is to setup a "testing and training" database for each operationally live database. This testing and training database is very useful to try out procedures in NEOSYS without having any real live or permanent effect. The testing and training database is virtually a copy of the live data because every night the live database is cloned over (copied) to the test database. This database is generally available to everybody who has access to the live database unless specifically restricted.

*To access the test database, first log out of the live database if you are logged in, then chose the test database from the dropdown on the login screen before logging in.
*Since the test database is a copy of the live database as at last night (around 1am) it contains up to date info for you to play with any time you like.
*Any work you do in the test database has no effect whatever in your live database.
*There is no way to copy any work done in the test database to the live database
*Since any testing work done in the test database will be OVERWRITTEN during the night, if you wish to perform extended testing which extends overnight, you can ask NEOSYS support to suspend the nightly copy.
*Passwords in the test database are a COPY of whatever was in the live database at the time it was copied (usually last night). Resetting the password in LIVE or TEST does not affect the other database.
*Documents and reports generated from the test database have a mark (in red) in the heading to indicate that they did not come from the live system. This helps to reduce confusion in case people lose track of which system they are working in.

 '''Screen logging in to test database:'''

[[File:Logintest.jpg]]

 '''Document showing red warning in heading:'''

[[File:Docredwiki.jpg]]

== Restricting user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from Win3 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe ([[changes]])

http://www.neosys.com/software/primopdf4.0.1.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email and click on File -> Print (Control + P) [[image:cutepdf-1.jpg]] 
# Select "CutePDF Writer" from the list of printers and Click on Print [[image:cutepdf-2.jpg]] 
# After sending it to print, a box pops up:
#*Specify the desired directory/path where you would like to save the PDF document
#*Specify the Name of the report
#*Select PDF from the file types
#*Click on Save [[image:cutepdf-3.jpg]] 
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

NEOSYS automatically generates short, memorable passwords for users and sends them to their registered corporate email address. Users can request their initial password, or a new password, at any time as long as their account is valid.

A NEOSYS automatically generated password is a four letter "word" in the pattern "CVCV" - consonant, vowel, consonant, vowel. These are short and memorable like "KYLA". This reduces the occurrence of users noting down their passwords in insecure locations and therefore tends to increase overall security. Also, since users cannot pick their own passwords, weak passwords are avoided thereby tending to increase overall security.

Three failures to login, for whatever reason, causes a user account to become locked until a new password is requested. Automatic lockout makes password guessing attacks infeasible despite the shortness of the NEOSYS password. Users can unlock their own account by simply requesting a new password.

When a login is refused, no specific reason is given, only a message that lists all the possible reasons for login failures. Either the username or password is incorrect or the account has been locked and a password reset should be done. Not being told the specific reason for failure to login is rather unhelpful for legitimate users but it is considered to be a standard security practice to avoid providing any information that might facilitate unauthorised access attempts.

Users can update their own email address, but only after logging in successfully, and only to the companies corporate email servers. The email address part after the @ sign is restricted. This prevents password resets being sent to third party email systems which are outside the control of the company (like gmail.com etc.) unless specifically allowed.

=== Forcing users to change password regularly ===

Enforcing periodic change of user passwords is an optional policy set per database in NEOSYS. The maximum number of days between password changes can be set and applies to all users. If a user does not change their password within the maximum period then their account is locked and they cannot login until they request a new password in the usual way from the login screen.

Enforcing periodic change of user password is often considered an essential component (but only a component) of overall computer security. The concept is that people who improperly gain, or retain, access to the system, but do not have access to corporate email and therefore are unable to avoid password expiry, will not have access permanently.

For example: Someone leaves the company and a) has been been granted partial or unrestricted access to NEOSYS from outside the office and therefore continues to have physical access to NEOSYS despite having left the company and b) has not been removed or expired from the NEOSYS authorisation table due to administrative oversight. In this case, the person will *not* have permanent access to the system because they will not be able to renew their NEOSYS password because, having left the company, they no longer have access to their corporate email account. Note however that THEY WILL HAVE ACCESS although for a limited period of time. In the worst case, if they renew their password just before leaving, either by accident or design, they could have unauthorised access after leaving the company for a maximum period of the number of days specified for password renewal.

Potential disadvantages of enforcing periodic password renewal:

*May DECREASE security if it results in people writing down their password in insecure locations even though the passwords are memorable four letter word
*Inconvenient for infrequent users like management - although management level access should really have greater security not less
*Unpopular with users

== Giving access to users using Authorisation file ==

See [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Opening NEOSYS documents in Excel, Word etc.==

=== Option 1: Copy Paste Method (All Browsers) ===
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Click on the Home Tab and then Click on Clear -> Clear Formats [[image:clearformat.jpg]] 
#The NEOSYS Report will now appear in excel in a text format.

===Option 2: Importing Data into Excel (All Browsers) ===

#Copy Link from the URL [[image:copyurl.jpg]]
#Open Excel -> Data -> From Web [[image:excelweb.jpg]]
#Copy the URL in the address field -> Go -> Import [[image:excelimport.jpg]]
#Select the existing worksheet option -> OK [[image:excelworksheet.jpg]]
#The NEOSYS Report will now be pasted in excel in a text format

=== Option 3: Exporting Data into Excel directly (only IE) ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] In case you are using Internet explorer 11, follow the screenshot below for this step: [[image:IEsolution.jpg]]
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

====Issues in Exporting to Excel====

To troubleshoot Export to Excel, see [[Setting_up_and_Configuring_NEOSYS_Generally#Fixing_.E2.80.98Export_to_Microsoft_Excel.E2.80.99_from_IE9_not_showing_URL_in_Excel_web_query_dialogue| Resolving ‘Export to Microsoft Excel’ in IE9, Excel 2009]]

=== Removing blank lines from Excel ===
In the Home menu > Find & Select > Go to Special > Blank Cells. This will select all the blank cells.

Then right-click on any of the selected cells, select Delete and select Entire Row. This delete all rows that contains blank cells.

[[Using_NEOSYS_Generally#Using_Macros_in_Excel_to_edit_NEOSYS_reports|These steps can be saved as a macro]], so that it can be done easily in one step in the future.

==Using Macros in Excel to edit NEOSYS reports==
Generally when copying reports from [[Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc.| NEOSYS to Excel]], users might want to edit it further, e.g. clearing empty or unwanted columns and this task can be repetitive and time consuming to do it each time a report is copied to excel. Define macros in Excel to handle such tasks quickly. Below is an example showing how to create and reuse a macro to delete empty columns.

====Steps to create a macro (one time procedure)====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Make the Developer tab visible as shown below '''For Excel 2007 [[File:Excel2007.jpg]] For Excel 2010/2013''' a) Under Excel Options click on Customise Ribbon [[File:Excel2010-1.jpg]] b) Tick the checkbox which says Developer Tools [[File:Excel2010-2.jpg]] 
#Under the Developer Tab in Excel click Record Macro. Name the macro appropriately for easy reference. In this example the macro is to delete empty columns. Ensure "Personal Macro Workbook" is selected from the drop-down menu [[File:Record macro.jpg]] 
#Record your action which you want to be repeated later. The macro records all actions like scrolling, selecting cells, editing etc. For this example select entire columns in the spreadsheet that you intend to delete. Right click on any one of the columns and click on Delete to remove the unwanted columns
#Click on Stop Recording under Developer Tab [[File:Stop recording.jpg]] 
#Save changes to Personal Macro Workbook when prompted. This is to reuse the macro on other worksheets
[[File:Save changes to personal workbook.jpg]]

====Steps to reuse macro====
#Copy the report and paste it in an excel sheet. (Click on [[Copy-Paste Excel Example|How to Copy a NEOSYS report in MS-Excel]] to see how to do this.)
#Under the developer Tab click on Macros, select the macro and click Run to execute the tasks recorded earlier. You can also use the shortcut key you defined in the macro. You can also edit Macro definition by clicking Edit.
[[File:Rerun macro.jpg]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

== Showing signatures for people who are not users of NEOSYS ==

You can issue documents on behalf of anybody by typing in their name as the executive when creating the document, however this does provide a signature.

Solution:

#Create NEOSYS users in the usual way to represent the “issuing” users except that they must not have an email address and therefore will not be able to get passwords or login.
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

== How to automatically open all your favourite NEOSYS screens in one step ==

In most browsers, you can save and reopen a set of tabs on demand. The exact steps to follow depend on the browser you are using.

Setting up

#Open many tabs as you would like them to be reopened in future
#Right click any tab and choose "Save all tabs" - exact method varies per browser.

Using

#Open a new browser window (not tab) and login to NEOSYS
#Right click the favourites folder you saved above and choose "Open all in tabs"

Here is an example set of tabs for NEOSYS finance module.

*Change the "http://127.0.0.1/neosys2/" in the examples to your own browser address for NEOSYS
*You can modify the ending of the examples to open the specific documents in your own database

http://127.0.0.1/neosys2/finance/journals.htm?key=1*INV*214
http://127.0.0.1/neosys2/finance/journalaudit.htm
http://127.0.0.1/neosys2/finance/recurringjournals.htm
http://127.0.0.1/neosys2/finance/revaluationjournals.htm
http://127.0.0.1/neosys2/finance/reversingjournals.htm
http://127.0.0.1/neosys2/finance/journaltypes.htm
http://127.0.0.1/neosys2/finance/vouchers.htm?key=REC*88*1
http://127.0.0.1/neosys2/finance/voucherlist.htm?WORDS_TO_SEARCH_FOR=HELP
http://127.0.0.1/neosys2/finance/ledgerprint.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/accountreconciliation.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/listunalloc.htm
http://127.0.0.1/neosys2/finance/charts.htm?key=GL
http://127.0.0.1/neosys2/finance/chartlist.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/charts.htm?MODE=REPORTDESIGN&CHART_CODE=PL
http://127.0.0.1/neosys2/finance/trialbalance.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/general/reports.htm?module=finance&mode=financialstatements
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=AGED&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/ledgerprint.htm?MODE=FORECAST&LEDGER_CODE=SDM1
http://127.0.0.1/neosys2/finance/accountanalysis.htm?LEDGER_ACCOUNT_NO=BAMU
http://127.0.0.1/neosys2/finance/taxreport.htm
http://127.0.0.1/neosys2/finance/budgets.htm?LEDGER_CODE=PL
http://127.0.0.1/neosys2/finance/clearallocated.htm
http://127.0.0.1/neosys2/finance/opennewyear.htm
http://127.0.0.1/neosys2/finance/taxes.htm

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

Mediawiki's built in search is nowhere near as smart as Google's but Googles search often lists non-NEOSYS pages.

To make Google search only NEOSYS sites (or sites that refer to NEOSYS.COM) prefix the search with the following:

site: .neosys.com

for example

site: .neosys.com "Exchange Rate"

Note the leading .

Putting Exchange Rate in "" quotes searches for the exact phrase instead anywhere either word appears

Configuring Firefox

2016-01-19T07:21:50Z

Ruku: /* Adding NEOSYS to Trusted Sites */

= Configuring Firefox =

== Resetting browser to Factory settings ==

Users must ensure that [[Configuring_Firefox#Clearing_Cache | Clear Cache]] is done and [[ Configuring_Firefox#Disabling_Popup_Blocker |Popup Blocker]] is disabled once the browser is Reset to factory settings. After every Reset users must restart their browser for changes to take effect.

=== For older versions of Firefox ===
#Go into your Home folder
#Go into the Library folder
#Go into the Application Support folder
#Go into the Firefox folder
#Go into the Profiles folder
#Copy contents of the profile folder to the desktop
#Delete contents of profile folder
#Run Firefox and it will be defaulted back to the original settings.

===For Firefox 13.0+===

Go to Help> Troubleshooting

[[image:rbf1.jpg]]

[[image:rbf2.jpg]]

== Clearing Cache ==

Follow the screenshots below to do a Clear Cache in Firefox browser

[[image:ccf1.jpg]]

[[image:ccf2.jpg]]

== Disabling Popup Blocker ==

Follow the screenshots below to Disable the Popup Blocker in Firefox. This is important to allow Neosys popups in the browser.

[[image:pbf1.jpg]]

[[image:pbf2.jpg]]

Configuring Firefox

2016-01-19T07:19:45Z

Ruku: /* Installing Certificate and Adding NEOSYS to Trusted Sites */

Configuring Chrome

2016-01-19T07:18:51Z

Ruku: /* Fixing HTTPS certificate error when logging in using an external link using Chrome */

= Configuring Chrome =

== Resetting browser to Factory settings ==

Users must ensure that [[ Configuring_Chrome#Clearing_Cache |Clear Cache]] is done and [[ Configuring_Chrome#Disabling_Popup_Blocker |Popup Blocker]] is disabled once the browser is Reset to factory settings. After every Reset users must restart their browser for changes to take effect.

[[image:RB1.jpg]]

[[image:RB2.jpg]]

[[image:RB3.jpg]]

== Clearing Cache ==

Follow the screenshots below to do a Clear Cache in Chrome browser

[[image:cc1.jpg]]

[[image:Cc2.jpg]]

== Disabling Popup Blocker ==

Follow the screenshots below to Disable the Popup Blocker in Chrome. This is important to allow Neosys popups in the browser.

[[image:ppb1.jpg]]

[[image:RB2.jpg]]

[[image:ppb3.jpg]]

[[image:ppb4.jpg]]

Configuring Safari for MAC OS

2016-01-19T07:18:05Z

Ruku: /* Fixing HTTPS certificate error when logging in using an external link using MAC Operating System */

= Configuring Safari =

== Resetting Safari ==

'''Go to Safari Menu and Click on Reset Safari.''' After every Reset users must restart their browser for changes to take effect.

[[image:resetsafari.jpg]]

== Clearing Cache on Safari ==

'''Go to Safari Menu and Click on Clear Cache'''

[[image:clearcachemac.jpg]]

== Disabling Popup Blocker ==

[[image:pbs1.jpg]]

[[image:pbs2.jpg]]

Setting up and Configuring NEOSYS Generally

2016-01-19T06:59:20Z

Ruku: /* Configuring Internet Explorer */

== 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 client security mark can only be set or changed by NEOSYS technical support staff during implementation and in case the client's public identity changes at a later date.

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 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 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.

== 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>

===[http://userwiki.neosys.com/index.php/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 Bush” and there is no user called Steve Bush 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 Bush) … 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.

== 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]] ==

File:Bo-client-no.jpg

2016-01-18T10:43:57Z

Ruku: Ruku uploaded a new version of File:Bo-client-no.jpg

File:Bo-direct.jpg

2016-01-18T10:41:01Z

Ruku: Ruku uploaded a new version of File:Bo-direct.jpg

File:Bo-supp.jpg

2016-01-18T10:35:29Z

Ruku: Ruku uploaded a new version of File:Bo-supp.jpg

File:Bo-client-no.jpg

2016-01-18T07:32:33Z

Ruku: Ruku uploaded a new version of File:Bo-client-no.jpg

File:Bo-direct.jpg

2016-01-18T07:30:12Z

Ruku: Ruku uploaded a new version of File:Bo-direct.jpg

File:Bo-supp.jpg

2016-01-18T07:22:47Z

Ruku: Ruku uploaded a new version of File:Bo-supp.jpg

File:Bo-supp.jpg

2016-01-18T07:19:31Z

Ruku: Ruku uploaded a new version of File:Bo-supp.jpg

Setting up and Configuring NEOSYS Timesheets System

2015-12-14T06:01:49Z

Ruku: /* Activities already setup in NEOSYS for Timesheets */

=== Creating Activities for Timesheets ===
#Go to Menu > Timesheets > Files > Activity File ( Keyboard Shortcut - '''Alt+M, T, F, C''') [[image:menu-activity.jpg]] 
#You will see the activity file. Enter the details as follows:
#*Type Code - Reference code for the activity.
#*Type Name - The Activity Name
#*Department name - Department to which Activity is tagged [[image:activity.jpg]] 
#Click on Save

==== Activities already setup in NEOSYS for Timesheets ====

NEOSYS has a list of activities setup in the standard database for groups in the authorisation file. e.g Creative group has activities like Artwork, Copy writing, layout etc all relevant to the job type of users in the group.

You can use the pre setup activities for a new group also. First you will have to figure out if the job type of the new group is similar to any existing group. Then rename or add a group heading to the new group with a name similar to the existing group whose activities you want it to inherit.

e.g a group called Digital which does not have any activities setup. You figure out that the work done by the users in this group is similar to Creative group and there is already a creative group present with its own set of users. So for Digital to have Creative group's activities, add a line "Creative2" below Digital.

Table below showing the set of activities setup in the standard database.
{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
! scope="col" | AV
! scope="col" | BTL
! scope="col" | CREATIVE
! scope="col" | CLIENT SERVICE
! scope="col" | PR
! scope="col" | MEDIA
! scope="col" | FINANCE
|-
| Attend briefing session by Account Service || Administration || Administration || Administration || Administration || Administration || Administration
|-
| Do airing copies || Archiving/ backup || Archiving/ Backup || Audio Recording || Analysis || Brief with Client Service || Business Chatting
|-
| Arrange for PPM || Briefing || Artwork Supervision || Brand development || Business travel || Business travel || Business Travel
|-
| Attend radio sessions || Business travel || Business travel || Business travel || Creative brief || Media buying || Internal Meeting
|-
| Brief in animation work || Concept development || Concept development || Budget / Forecast || Client Meetings || Client's meeting || Monthly Reports
|-
| Brief in TV edits to radio || Client meeting || Creative Execution || Creative brief || Co-ordination of network offices || Coordination with other offices / Media || Personal Leave
|-
| Brief production H || Contract || Client presentations || Client meeting || Contact Report || Competitive monitoring || Sick Leave
|-
| Brief in radio || Correspondence || Correspondence || Contract || Correspondence || Other meetings with Client Service || Supplier Meeting
|-
| Brief to bid suppliers || Copywriting || Copy writing || Contact report || Contact || Follow up on issues ||
|-
| Business travel || Final Artwork || Final Artwork || Correspondence || Event Management and Logistic Planning || Follow up on material & campaigns ||
|-
| Follow up on client service quote approval || Finance || Idle Time || Creative review || Financial || Idle Time ||
|-
| Invoices suppliers || Idle Time || Internal Meeting || Estimates || Job brief || Invoicing clients ||
|-
| Negotiate quote || Illustration || Internal reviews + presentations || Follow Up Media || Media monitoring || Media Research ||
|-
| Negotiate & renegotiate quote || Internal meeting || Image Search || Account financials || Personal || Media monitoring ||
|-
| Produce animatics || Layout || Layout || Follow-up Production || Press Release development || Media negotiation ||
|-
| Write production brief || Personal || Print production briefing || Follow Up Supplier || Personal travel || Other Research/ Web browsing ||
|-
| Personal || Photography || Personal || Idle Time || Research || Proposals / Creative buys ||
|-
| Post production || Proof reading || Proof reading / color seps. || Internal Meeting || Reports || Media planning ||
|-
| PPM || Print supervision || Photography supervision || Media brief || Strategy development || Media presentation ||
|-
| Present quotes to client || Personal travel || Personal travel || Media review || Sick Leave || Media recommendations ||
|-
| Produce radio spots || Photo retouching || Photo retouching || New business || TV Production || Media scheduling ||
|-
| Phone calls to suppliers || Storyboard || Radio/ Audio production supervision || Production brief || || Sending material ||
|-
| Personal travel || Sick Leave || Recording Session || Project List || || Sick Leave ||
|-
| Quotes to Account Service || Search Web / Image/ premium || TVC Storyboard development || Production review || || Supplier's meeting ||
|-
| Search for directors || Traffic || Sickness || PR Review || || Strategic planning ||
|-
| Shoots || Training/ Seminar || Traffic || PR Brief || || Media scene updates ||
|-
| Sick Leave || TV Production || TV production briefing || Research || || Internal training ||
|-
| TV Production || || Training || Photo Shoot || || ||
|-
| Write creation details to suppliers || || "TV production, shoot supervisions" || Sick Leave || || ||
|-
| || || TV Production || Supplier's Meeting || || ||
|-
| || || Viewing show reels || T.V. Production || || ||
|-
| || || || Web Mastering || || ||
|}

=== Setting Hourly Rates for Users ===
#Go to Menu > TimeSheets > Files > Hourly Rates File (Keyboard Shortcut - '''Alt+M, T, F, H''') [[image:timesheet_hourlyratemenu.jpg]] 
#Enter the Hourly Rate against the user-name of the employees. [[image:timesheet_hourlyratefile.jpg]] 
#Click on Save

=== Timesheets Configuration File ===
#Go to Menu > TimeSheets > Files > Configuration File (Keyboard Shortcut - '''Alt+M, T, F, F''') [[image:timesheet_configmenu.jpg]] 
#You will see the timesheet configuration file. Enter the details as required: [[image:timesheet_configfile.jpg]] 

=== Setting up Approval Monitors ===
The users listed under Monitors are the ones who receive the Reminder/Approval emails. The first monitor on the list MUST have TIMESHEET ADMINISTRATION authorisation otherwise he will not be able to access the Timesheet Reminder/Summary documents and get an error message "You are not authorized to do Timesheet Administration".

=== Avoiding timesheet reminders / approval emails ===
NEOSYS, by default, does not send reminders to people who have not entered any timesheets in the last 31 days.

==== Specifying user specific holiday to avoid reminders / approval emails ====
You can specify user specific holidays or annual leave or any other off days for a particular user. This can be done by a Timesheet Administrator and you have to go to the neosys2 URL using only Internet Explorer and follow the steps below:

# Select the user from the drop down
# Specify the leave dates (do not delete old ones, but instead just add new lines for new dates)

[[image:timesheet_userfile.jpg]]

==== Specifying holidays for all users to avoid reminders / approval emails ====
NEOSYS Timesheets does not remind users to fill in previous days empty/incomplete timesheets if the market file (default market code specified in either Media or Job Configuration File) has either weekends or specific holidays mentioned in it.

[[image:timesheet_marketfile.jpg]]

=== Avoiding reminders for dates prior to the joining date of users ===
Once the timesheet system is configured and running you are aware we have a start date in the Timesheet Configuration File. As such if ANY user does not fill in timesheet from this date onwards, the system will keep sending reminders. For example, this could be annoying if the user has joined 2 months after the start date and is reminded to fill in timesheets for these 2 months. In such a case you will configure the period of the use absence in the user details file as a workaround to avoid the reminders. This can only be done by a Timesheet Administrator.

=== Configuring users to receive approval emails ===
#A group which is granted the TAC key, users under it will receive daily emails about their groups users activities (which is called Approval Emails). [[image:timesheet_auth.jpg]] 
#Users belonging to the group which is granted a TAP key will receive the approval emails. These users have to be placed on top of the group, they will receive the approval emails daily for all the users in his group. There can be multiple group approvers at the head of the group and they all get a copy of the approval emails daily. To setup weekly approval emails for multiple timesheet approvers belonging to different groups, give TA (timesheet administrator key) in addition to TAP to the the timesheet administrator. The timesheet administrator will now receive approval emails for all the timesheet approvers under him till the next timesheet administrator in the file. [[image:Tsapp.jpg]] [[image:Tap.jpg]] Example for setting up weekly approval emails for multiple timesheet approvers: 
[[image:Tsapprover.jpg]]

==== Configuring a user to receive approval emails in more than one department ====
It maybe possible that a Timesheet Approver may be the same in more than one department. In such a case, you enter the email id of the approver/s in the level/department i.e in user Ashwin for below example. This will help approver/s to receive approval emails for both user groups.

'''Example:'''

[[image:timesheet_auth_approval.jpg]]

=== Simplifying access for mobile timesheet users ===

Timesheet users outside the office can be given a streamlined interface to enter their timesheets.

*web address is easier to remember
*web address is easier to type on mobile devices
*no need to use menu
*goes directly to Timesheet data entry

For example:

https://batestime.neosys.com

redirects into the Timesheet File for data entry

https://batestime.neosys.com/neosys/jobs/timesheets.htm

To do this, replace or create the index.htm page in the root directory of the web server

notepad c:\Inetpub\wwwroot\index.htm

''Note -'' YOU MUST change the https url in the below example to point to your own server.

<pre>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<html>
<head>
<title>Redirecting</title>
<meta http-equiv="REFRESH" content="0;url=https://batestime.neosys.com/neosys/jobs/timesheets.htm></HEAD>
<BODY>
https://batestime.neosys.com/neosys/jobs/timesheets.htm
</BODY>
</HTML>
</pre>

[[image:streamline-ts.jpg]]

=== Disabling Timesheets for a Client ===

#In the authorisation file remove the Timesheet menu access from all the users.
#In the timesheet configuration file remove the start date and the set approval/reminder hours and monitors.
#Do not remove the other timesheet authorisations in the authorisation file because if in future the client wants to reactivate timesheets it will be easier for support to set it up again at that time.

Setting up and Configuring NEOSYS Timesheets System

2015-12-13T12:54:56Z

Ruku: /* Creating Activities for Timesheets */

=== Creating Activities for Timesheets ===
#Go to Menu > Timesheets > Files > Activity File ( Keyboard Shortcut - '''Alt+M, T, F, C''') [[image:menu-activity.jpg]] 
#You will see the activity file. Enter the details as follows:
#*Type Code - Reference code for the activity.
#*Type Name - The Activity Name
#*Department name - Department to which Activity is tagged [[image:activity.jpg]] 
#Click on Save

==== Activities already setup in NEOSYS for Timesheets ====

NEOSYS has a list of activities setup in the standard database for groups in the authorisation file. e.g Creative group has activities like Artwork, Copy writing, layout etc all relevant to the job type of users in the group.

You can use the pre setup activities for a new group also. First you will have to figure out if the job type of the new group is similar to any existing group. Then rename or add a group heading to the new group with a name similar to the existing group whose activities you want it to inherit.

e.g a group called Digital which does not have any activities setup. You figure out that the work done by the users in this group is similar to Creative group and there is already a creative group present with its own set of users. So for Digital to have Creative group's activities, add a line "Creative2" below Digital.

Table below showing the set of activities setup in the standard database.
{| style="width: 60%; height: 100px; text-align: center; margin: 1em auto 1em auto;" border="1"
! scope="col" | AV
! scope="col" | BTL
! scope="col" | CREATIVE
! scope="col" | CLIENT SERVICE
! scope="col" | PR
! scope="col" | MEDIA
! scope="col" | FINANCE
|-
| Do airing copies || Archiving/ backup || Archiving/ Backup || Audio Recording || Administration || Administration || Business Chatting
|-
| Arrange for PPM || Briefing || Artwork Supervision || Brand development || Analysis || Brief with Client Service || Business Travel
|-
| Attend radio sessions || Business travel || Business travel || Business travel || Business travel || Business travel || Internal Meeting
|-
| Brief in animation work || Concept development || Concept development || Budget / Forecast || Creative brief || Media buying || Monthly Reports
|-
| Brief in TV edits to radio || Client meeting || Creative Execution || Creative brief || Client Meetings || Client's meeting || Personal Leave
|-
| Brief production H || Contract || Client presentations || Client meeting || Co-ordination of network offices || Coordination with other offices / Media || Sick Leave
|-
| Brief in radio || Correspondence || Correspondence || Contract || Contact Report || Competitive monitoring || Supplier Meeting
|-
| Brief to bid suppliers || Copywriting || Copy writing || Contact report || Correspondence || Other meetings with Client Service ||
|-
| Business travel || Final Artwork || Final Artwork || Correspondence || Contact || Follow up on issues ||
|-
| Follow up on client service quote approval || Finance || Idle Time || Creative review || Event Management and Logistic Planning || Follow up on material & campaigns ||
|-
| Invoices suppliers || Idle Time || Internal Meeting || Estimates || Financial || Idle Time ||
|-
| Negotiate quote || Illustration || Internal reviews + presentations || Follow Up Media || Job brief || Invoicing clients ||
|-
| Negotiate & renegotiate quote || Internal meeting || Image Search || Account financials || Media monitoring || Media Research ||
|-
| Produce animatics || Layout || Layout || Follow-up Production || Personal || Media monitoring ||
|-
| Write production brief || Personal || Print production briefing || Follow Up Supplier || Press Release development || Media negotiation ||
|-
| Personal || Photography || Personal || Idle Time || Personal travel || Other Research/ Web browsing ||
|-
| Post production || Proof reading || Proof reading / color seps. || Internal Meeting || Research || Proposals / Creative buys ||
|-
| PPM || Print supervision || Photography supervision || Media brief || Reports || Media planning ||
|-
| Present quotes to client || Personal travel || Personal travel || Media review || Strategy development || Media presentation ||
|-
| Produce radio spots || Photo retouching || Photo retouching || New business || Sick Leave || Media recommendations ||
|-
| Phone calls to suppliers || Storyboard || Radio/ Audio production supervision || Production brief || TV Production || Media scheduling ||
|-
| Personal travel || Sick Leave || Recording Session || Project List || || Sending material ||
|-
| Quotes to Account Service || Search Web / Image/ premium || TVC Storyboard development || Production review || || Sick Leave ||
|-
| Search for directors || Traffic || Sickness || PR Review || || Supplier's meeting ||
|-
| Shoots || Training/ Seminar || Traffic || PR Brief || || Strategic planning ||
|-
| Sick Leave || TV Production || TV production briefing || Research || || Media scene updates ||
|-
| TV Production || || Training || Photo Shoot || || Internal training ||
|-
| Write creation details to suppliers || || "TV production, shoot supervisions" || Sick Leave || || ||
|-
| || || TV Production || Supplier's Meeting || || ||
|-
| || || Viewing show reels || T.V. Production || || ||
|-
| || || Creativity || Web Mastering || || ||
|}

=== Setting Hourly Rates for Users ===
#Go to Menu > TimeSheets > Files > Hourly Rates File (Keyboard Shortcut - '''Alt+M, T, F, H''') [[image:timesheet_hourlyratemenu.jpg]] 
#Enter the Hourly Rate against the user-name of the employees. [[image:timesheet_hourlyratefile.jpg]] 
#Click on Save

=== Timesheets Configuration File ===
#Go to Menu > TimeSheets > Files > Configuration File (Keyboard Shortcut - '''Alt+M, T, F, F''') [[image:timesheet_configmenu.jpg]] 
#You will see the timesheet configuration file. Enter the details as required: [[image:timesheet_configfile.jpg]] 

=== Setting up Approval Monitors ===
The users listed under Monitors are the ones who receive the Reminder/Approval emails. The first monitor on the list MUST have TIMESHEET ADMINISTRATION authorisation otherwise he will not be able to access the Timesheet Reminder/Summary documents and get an error message "You are not authorized to do Timesheet Administration".

=== Avoiding timesheet reminders / approval emails ===
NEOSYS, by default, does not send reminders to people who have not entered any timesheets in the last 31 days.

==== Specifying user specific holiday to avoid reminders / approval emails ====
You can specify user specific holidays or annual leave or any other off days for a particular user. This can be done by a Timesheet Administrator and you have to go to the neosys2 URL using only Internet Explorer and follow the steps below:

# Select the user from the drop down
# Specify the leave dates (do not delete old ones, but instead just add new lines for new dates)

[[image:timesheet_userfile.jpg]]

==== Specifying holidays for all users to avoid reminders / approval emails ====
NEOSYS Timesheets does not remind users to fill in previous days empty/incomplete timesheets if the market file (default market code specified in either Media or Job Configuration File) has either weekends or specific holidays mentioned in it.

[[image:timesheet_marketfile.jpg]]

=== Avoiding reminders for dates prior to the joining date of users ===
Once the timesheet system is configured and running you are aware we have a start date in the Timesheet Configuration File. As such if ANY user does not fill in timesheet from this date onwards, the system will keep sending reminders. For example, this could be annoying if the user has joined 2 months after the start date and is reminded to fill in timesheets for these 2 months. In such a case you will configure the period of the use absence in the user details file as a workaround to avoid the reminders. This can only be done by a Timesheet Administrator.

=== Configuring users to receive approval emails ===
#A group which is granted the TAC key, users under it will receive daily emails about their groups users activities (which is called Approval Emails). [[image:timesheet_auth.jpg]] 
#Users belonging to the group which is granted a TAP key will receive the approval emails. These users have to be placed on top of the group, they will receive the approval emails daily for all the users in his group. There can be multiple group approvers at the head of the group and they all get a copy of the approval emails daily. To setup weekly approval emails for multiple timesheet approvers belonging to different groups, give TA (timesheet administrator key) in addition to TAP to the the timesheet administrator. The timesheet administrator will now receive approval emails for all the timesheet approvers under him till the next timesheet administrator in the file. [[image:Tsapp.jpg]] [[image:Tap.jpg]] Example for setting up weekly approval emails for multiple timesheet approvers: 
[[image:Tsapprover.jpg]]

==== Configuring a user to receive approval emails in more than one department ====
It maybe possible that a Timesheet Approver may be the same in more than one department. In such a case, you enter the email id of the approver/s in the level/department i.e in user Ashwin for below example. This will help approver/s to receive approval emails for both user groups.

'''Example:'''

[[image:timesheet_auth_approval.jpg]]

=== Simplifying access for mobile timesheet users ===

Timesheet users outside the office can be given a streamlined interface to enter their timesheets.

*web address is easier to remember
*web address is easier to type on mobile devices
*no need to use menu
*goes directly to Timesheet data entry

For example:

https://batestime.neosys.com

redirects into the Timesheet File for data entry

https://batestime.neosys.com/neosys/jobs/timesheets.htm

To do this, replace or create the index.htm page in the root directory of the web server

notepad c:\Inetpub\wwwroot\index.htm

''Note -'' YOU MUST change the https url in the below example to point to your own server.

<pre>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<html>
<head>
<title>Redirecting</title>
<meta http-equiv="REFRESH" content="0;url=https://batestime.neosys.com/neosys/jobs/timesheets.htm></HEAD>
<BODY>
https://batestime.neosys.com/neosys/jobs/timesheets.htm
</BODY>
</HTML>
</pre>

[[image:streamline-ts.jpg]]

=== Disabling Timesheets for a Client ===

#In the authorisation file remove the Timesheet menu access from all the users.
#In the timesheet configuration file remove the start date and the set approval/reminder hours and monitors.
#Do not remove the other timesheet authorisations in the authorisation file because if in future the client wants to reactivate timesheets it will be easier for support to set it up again at that time.

Using NEOSYS Job System

2015-12-08T12:28:14Z

Ruku: /* Requesting other people to do work */

== 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 an estimate 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]] 

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

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

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

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

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

== 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 “requester” 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 “requester”.

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

2015-12-08T12:27:11Z

Ruku: /* Changing task status */

== 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 an estimate 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]] 

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

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

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

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

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

== 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 “requester” 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 authorized 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 “requester”.

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 authorized to do "TASK CREATE".

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

If you are authorized 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 authorized 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 authorizations.

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.

Setting up and Configuring NEOSYS Timesheets System

2015-12-08T12:25:19Z

Ruku: /* Setting up Approval Monitors */

Setting up and Configuring NEOSYS Timesheets System

2015-12-08T12:24:59Z

Ruku: /* Disabling Timesheets for a Client */

Using NEOSYS Job System

2015-11-25T12:17:43Z

Ruku: /* Requesting other people to do work */

== 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 an estimate 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]] 

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

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

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

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

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

== 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 authorized 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 authorized to do "TASK UPDATE".

The “requester” 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 authorized 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 “requester”.

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 authorized to do "TASK CREATE".

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

If you are authorized 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 authorized 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 authorizations.

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

2015-11-25T12:16:48Z

Ruku: /* Changing task status */

== 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 an estimate 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]] 

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

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

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

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

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

== 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 authorized 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 authorized to do "TASK UPDATE".

The “requester” 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 authorized 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 “requester”.

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 authorized to do "TASK CREATE".

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

If you are authorized 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 authorized 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 authorizations.

=== 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

2015-11-25T11:36:22Z

Ruku: /* Requesting other people to do work */

== 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 an estimate 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]] 

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

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

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

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

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

== 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.

=== Requesting other people to do work ===
If you are authorized 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 “requester”.

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 authorized to do "TASK CREATE".

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

If you are authorized 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 authorized 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 authorizations.

=== 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.

Accounting entries created by the Production system

2015-11-24T12:18:09Z

Ruku: /* What are the journal entries created by a PO to PI conversion? */

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

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

#Creating an estimate on a job regardless of whether it has no PO or has a PO but has not been converted to a PI or has a PO which is converted to a PI. In all cases creating an estimate raises no journal entries.
#Creating a PO on a job which has no estimate or has an estimate but is not invoiced

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

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

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

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

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

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

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

Invoicing an estimate could basically involve the following scenarios:

(a) Estimate is invoiced, but there is no PO on the job: In this scenario as there is no estimated cost, the system goes ahead and invoices the client with the corresponding entry affecting the the respective income A/c

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

(b) Estimate is invoiced and there is a PO on the job or the PO has already been converted to a PI: This is one of the most common scenarios and is highly recommended as a practise. It is recommended that even though you might not have the exact cost, an approximate cost must be put on the PO for the purpose of invoicing.

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

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

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

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

=== What are the journal entries created by a PO to PI conversion?===

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

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

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

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

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

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

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

(c) PO is converted to a PI when there is no estimate: It may happen that at the time of recording the supplier invoice there is no estimate on the job which could be due to many reasons – most common of them is that the client has given a verbal go ahead or the job is an FOC one or the job is an internal one and isn’t to be billed to anyone.

*** THIS DOES NOT WORK ANYMORE AND COST IS REPLACED BY WIP A/C - MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM
WIP A/C TO COST A/C. THIS WILL BE PENDING UNTIL REVIEW FROM SB
Cost A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

In the above scenario Cost A/C is replaced by WIP A/C because NEOSYS generates automatic entries involving Cost A/C and WIP A/C whenever an estimate is invoiced, which will reverse the WIP A/C. The manual entry stated above should be done when the Job is closed and you are sure that no estimate will be raised for that Job in future.

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

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

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

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

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

= Handling receipt of purchase invoice (against purchase order) after invoicing the client =

Given below are scenarios which show how to handle receipt of purchase invoice against purchase orders after invoicing the client with reference to date of receipt.

== Scenario 1 - What are the entries created when the purchase invoice is to be recorded after the invoice month? ==
Eg. Purchase invoice is recorded on 05/11/2008 and the client was invoiced on 05/10/2008:

[[Image:pi1.jpg]]

== Scenario 2 - What are the entries created when the purchase invoice is to be recorded before the invoice month? ==
Eg. Purchase invoice is recorded on 05/09/2008 and the client was invoiced on 05/10/2008:

[[Image:pi2.jpg]]

== Scenario 3 - What are the entries created when the purchase invoice is slightly more than the purchase order (after invoicing the client)? ==
Eg. Purchase order was for 5000 AED, but the Purchase invoice was received for 5500 AED:

== Scenario 4 - What are the entries created when the purchase invoice is slightly less than the purchase order (after invoicing the client)? ==
Eg. Purchase order was for 5000 AED, but the Purchase invoice was received for 4500 AED:

= Understanding how a date change on a PO or conversion from PO to PI after invoicing the client affect the period of automatic journal =

Scenario:
Job created in 2/2009
Estimate raised on 4/2/2009 for 1000 AED
PO raised on 4/2/2009 for 900 AED
Invoice issued on 4/2/2009

Journal entry created upon client invoicing:

Period: 2/2009 Date: 4/2/2009
Client A/c Dr
Income A/c Cr
Cost A/c Dr
WIP A/c Cr

NOTE: The period/date of the journal which is automatically created incase of client invoicing will depend on the date you input on the New Invoice selection screen – the estimate in this case will not overrule the invoice date you put on the invoice screen.

== Journal entry created upon updating the PO with order date 4/2/2009 (current date) – in Purchase Invoice Journal ==

Period: 2/2009 Date: 4/2/2009
WIP A/c Dr - reversal entry
Cost A/c Cr
Cost A/c Dr - actual entry
WIP A/c Cr

== Journal entry created upon updating the PO with order date 4/3/2009 (future date) – in Purchase Invoice Journal ==

Period: 2/2009 Date: 4/2/2009 - reversal entry
WIP A/c Dr
Cost A/c Cr

Period 3/2009 Date: 4/3/2009 - actual entry
Cost A/c Dr
WIP A/c Cr

== Journal entry created upon updating the PO with order date 4/1/2009 (past date) – in Purchase Invoice Journal ==

Period: 2/2009 Date: 4/2/2009 - reversal entry
WIP A/c Dr
Cost A/c Cr

Period 1/2009 Date: 4/1/2009 - actual entry
Cost A/c Dr
WIP A/c Cr

== Journal entry created upon converting the PO to a PI with order date 4/2/2009 and PI date 4/2/2009 (current date) – in Purchase Invoice Journal ==

Period: 2/2009 Date: 4/2/2009
WIP A/c Dr - reversal entry
Cost A/c Cr
Cost A/c Dr - actual entry
Supplier A/c Cr

== Journal entry created upon converting the PO to a PI with order date 4/2/2009 (current) and PI date 4/1/2009 (past date) – in Purchase Invoice Journal ==

Period: 1/2009 Date: 4/1/2009
WIP A/c Dr - reversal entry
Cost A/c Cr
Cost A/c Dr - actual entry
Supplier A/c Cr

== Journal entry created upon converting the PO to a PI with order date 4/3/2009 (future) and PI date 4/3/2009 (future date) – in Purchase Invoice Journal ==

Period: 3/2009 Date: 4/3/2009
WIP A/c Dr - reversal entry
Cost A/c Cr
Cost A/c Dr - actual entry
Supplier A/c Cr

NOTE: The period/date of the journal which is automatically created incase of conversion from PO to PI always will depend on the supplier invoice date you input – the PO date has no effect in this case and can be anything.

Using NEOSYS Agency System

2015-10-27T11:53:20Z

Ruku: /* How does billing analysis code work? */

This covers tasks common to both the NEOSYS Media System and the NEOSYS Job System.

== Cancelling or Amending Incorrect Client Invoices ==

If you want to cancel an invoice in NEOSYS you must issue a credit note. If you want to amend an invoice in NEOSYS you must issue a credit note to cancel the original invoice and issue a new invoice with a new invoice number.

You cannot simply cancel an invoice once it is issued by NEOSYS.

You cannot modify and reissue an invoice with the same number in NEOSYS.

This might seem inconvenient and is not according to manual practice. However manual practice is uncontrolled and relies on the skill of the operator to avoid potentially creating a confusing mess of contradictory invoices. The NEOSYS system should provide a better guarantee of control over records and this is what it does.

NEOSYS makes it easy to cancel invoices or amend invoices so this is not really an issue, and, in the end, it is better to have a complete record of all cancellation or amendments in NEOSYS.

==== Why doesnt NEOSYS allow canceling or amendment of Invoices after issue? ====

This is done to maintain traceability in the system. It is quite possible that a booking order / invoice may be sent out immediately after generation. In such scenarios deletion of documents in the system, after the document are sent out, can lead to errors in accounting.

Once an invoice has been issued then it has an existence outside of the NEOSYS system in the form of files, printouts and emails etc.

There is no way to be sure that someone has not sent (and will not send) the cancelled invoice to the client.

Similarly, if you amend an invoice then there would be two or more possibly completely different invoices in existence with exactly the same number.

==== In the Finance Module ====

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

== How to despatch an invoice? ==

Despatching an invoice is accomplished by:
*Entering a despatch date while creating invoices
*Entering a despatch date on the Old Invoices screen
*Preparing an Invoice Delivery Note

Any pre-existing invoice despatch and approval dates are not overwritten when setting them using a range of invoice numbers e.g. "1000-2000".

Also See [http://userwiki.neosys.com/index.php/Media_FAQ#What_is_a_despatch_status.3F Despatch status in Media]

== Putting Year in Document Numbers ==

The Configuration File allows you to define the format of document numbers instead of pure sequential numbers however this should be avoided.

The idea of having the year in the document number is usually based on prior manual numbering practices without consideration of automated procedures and is to be avoided for a number of practical and theoretical reasons.

Year in the number is often a good procedure when done manually but adds additional complexity which is difficult to automate.

Avoid doing it or expect lots of petty annoying problems. There are no perfect solutions to this issue other than avoiding it in the first place by using simple clear permanently incrementing numbers.

These problems do not apply to invoice numbers which can happily have the year in them without problem.

=== Problem controlling the year of a document ===

When you create new documents, NEOSYS will automatically use the CURRENT DATE to generate the year. This is a practical problem that may be overcome at some later date.

=== Problem of what year should be ===

When creating some forward looking documents like media schedules, the year that the schedule was created will be misleading if the schedule is for the following year.

=== Problem with related documents having different years ===

You could have a job numbered 2006/9999 which has a purchase order 2007/99.

If you think that you could number the purchase orders with the year of the original job then you have the alternative problem of a purchase order numbered 2006/9999 which is dated in 2007

There is no escape from this logical issue.

=== Problem having to type a long document number ===

Practically as of now, if you want to access a document in NEOSYS you have to type the full document number including the year. NEOSYS might be changed to assume the current year but accessing prior year or future documents will still require more effort to type in the longer full document number.

=== Confusion about which document is meant ===

People will often refer to documents by the sequential number part only since they judge that the year is obvious. This can result in confusion. For example, does job number 1234 mean job number 1234 of 2006/2006 or job number 2007/1234. The confusion can always be resolved by checking on NEOSYS but takes time.

=== Problem with Ordering of Numbers ===

NEOSYS doesn't right justify numbers with leading zeros (egg 2007/001) so unless NEOSYS is changed to start numbers from say 1000 or 10000 each year you will have the following numbers which may confuse and may not sort correctly in NEOSYS reports or when exported into Excel etc.

<YEAR>/<NUMBER>

2007/1

2007/2

2007/3

etc

2007/10

2007/11

2007/12

== How do I design my own columns for Billing Analysis? ==

Use Billing Analysis Column design to design the columns and then create Billing Analysis Reports which use those column designs.

There are many options available to control what appears in each column of a column design. You can look at and copy the pre-designed NEOSYS column designs to see how the standard NEOSYS billing analysis reports are done.

== Defining Column Titles in Billing Analysis Column Design ==

You can simply type the text of the column heading that you want. For example "Budget".

If you have selected multiple information types or categories to be displayed then you either get automatic titles (see below) or you can indicate the titles for each one separated by ; characters. For example "Actual;Budget".

* HIDDEN

If you leave the title column blank (or select HIDDEN from the popup) then the column will not be shown on the report. Hidden columns are useful when you need to derive a calculated column from other columns that you do not want shown on the report. You might also want to hide a column temporarily on a design and then restore it later without having to retype it from scratch.

* %Category%
* %category%
* %CATEGORY%

* %Infotype%
* %infotype%
* %INFOTYPE%

You can select one item from each of the above groups to automatically generate the column title from the options that you have selected in the Information type and Category columns. This is useful when you choose multiple Information Types and Categories. The various forms of capitalisation allow you to choose the style as initial capitalisation, full capitalisation and all lower case.

== Designing multiperiod billing analysis columns ==

NEOSYS doesnt allow you select a period range but you can use hidden columns to achieve the same result

For example you might well want a quarterly billings analysis which would require 12 hidden columns plus 4 normal columns. This report would not be sensitive to the period selected at runtime since all the columns are fixed periods.

[[image:quarterlybilling.jpg]]

== How does billing analysis code work? ==

A billing analysis code has multiple parts as given below that identify all the possible break-downs of company revenue. Whereas the P&L accounts are typically only broken by type of business.

28/29*1*clientcode*marketcode*suppliercode*media/jobtype

28/29 stands for income/cost account.

Part 2 of the analysis code will always be 1. In future, it might be 1-7 to indicate gross/load/disc/comm/fee/tax/other fractions of income and costs.

If a particular account number in the finance module is mentioned in the job or media types file then that account is considered to be a P&L billing or cost account. The NEOSYS finance module imposes a restriction that all postings to P&L billing and cost accounts must have an analysis code. This restriction applies at a low level and is therefore regardless of the journal type or the source being automatic or manually entered. By comparison, postings to any other account NEOSYS Finance module imposes a restriction that they cannot have an analysis code. The end result is that the billing and cost section of the NEOSYS Profit and Loss report will always agree, to the cent, with the NEOSYS billing analysis reports.

NEOSYS billing analysis reports are, by default, based on actual posted vouchers on income and cost accounts in the finance module. Such postings are usually generated by the various billing modules of NEOSYS but can also be entered manually directly into the finance journals for adjustments and billing or cost matters not handled by NEOSYS billing modules like annual discounts

NEOSYS billing analysis reports can also be customized to show billings at prior stages like budget/forecast/plan/scheduled/invoiced billings etc. However this discussion is related to analysis codes here and that is relevant only to posted vouchers.

Finance entries generated by the NEOSYS billing modules typically appear in the finance module as unposted journals and are only posted by finance staff when they are ready. Generally it is a bad idea for finance to amend the generated journals before posting because this results in discrepancies between financial reports and operational reports.

It is also possible to configure NEOSYS to post all generated finance journals immediately. There may be cases where the posting cannot be done immediately because of finance validation issues and in this case NEOSYS falls back to leave the problematic journals unposted for manual invention prior to posting.

Using NEOSYS Agency System

2015-10-27T07:32:07Z

Ruku: /* How does billing analysis code work? */

This covers tasks common to both the NEOSYS Media System and the NEOSYS Job System.

== Cancelling or Amending Incorrect Client Invoices ==

If you want to cancel an invoice in NEOSYS you must issue a credit note. If you want to amend an invoice in NEOSYS you must issue a credit note to cancel the original invoice and issue a new invoice with a new invoice number.

You cannot simply cancel an invoice once it is issued by NEOSYS.

You cannot modify and reissue an invoice with the same number in NEOSYS.

This might seem inconvenient and is not according to manual practice. However manual practice is uncontrolled and relies on the skill of the operator to avoid potentially creating a confusing mess of contradictory invoices. The NEOSYS system should provide a better guarantee of control over records and this is what it does.

NEOSYS makes it easy to cancel invoices or amend invoices so this is not really an issue, and, in the end, it is better to have a complete record of all cancellation or amendments in NEOSYS.

==== Why doesnt NEOSYS allow canceling or amendment of Invoices after issue? ====

This is done to maintain traceability in the system. It is quite possible that a booking order / invoice may be sent out immediately after generation. In such scenarios deletion of documents in the system, after the document are sent out, can lead to errors in accounting.

Once an invoice has been issued then it has an existence outside of the NEOSYS system in the form of files, printouts and emails etc.

There is no way to be sure that someone has not sent (and will not send) the cancelled invoice to the client.

Similarly, if you amend an invoice then there would be two or more possibly completely different invoices in existence with exactly the same number.

==== In the Finance Module ====

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

== How to despatch an invoice? ==

Despatching an invoice is accomplished by:
*Entering a despatch date while creating invoices
*Entering a despatch date on the Old Invoices screen
*Preparing an Invoice Delivery Note

Any pre-existing invoice despatch and approval dates are not overwritten when setting them using a range of invoice numbers e.g. "1000-2000".

Also See [http://userwiki.neosys.com/index.php/Media_FAQ#What_is_a_despatch_status.3F Despatch status in Media]

== Putting Year in Document Numbers ==

The Configuration File allows you to define the format of document numbers instead of pure sequential numbers however this should be avoided.

The idea of having the year in the document number is usually based on prior manual numbering practices without consideration of automated procedures and is to be avoided for a number of practical and theoretical reasons.

Year in the number is often a good procedure when done manually but adds additional complexity which is difficult to automate.

Avoid doing it or expect lots of petty annoying problems. There are no perfect solutions to this issue other than avoiding it in the first place by using simple clear permanently incrementing numbers.

These problems do not apply to invoice numbers which can happily have the year in them without problem.

=== Problem controlling the year of a document ===

When you create new documents, NEOSYS will automatically use the CURRENT DATE to generate the year. This is a practical problem that may be overcome at some later date.

=== Problem of what year should be ===

When creating some forward looking documents like media schedules, the year that the schedule was created will be misleading if the schedule is for the following year.

=== Problem with related documents having different years ===

You could have a job numbered 2006/9999 which has a purchase order 2007/99.

If you think that you could number the purchase orders with the year of the original job then you have the alternative problem of a purchase order numbered 2006/9999 which is dated in 2007

There is no escape from this logical issue.

=== Problem having to type a long document number ===

Practically as of now, if you want to access a document in NEOSYS you have to type the full document number including the year. NEOSYS might be changed to assume the current year but accessing prior year or future documents will still require more effort to type in the longer full document number.

=== Confusion about which document is meant ===

People will often refer to documents by the sequential number part only since they judge that the year is obvious. This can result in confusion. For example, does job number 1234 mean job number 1234 of 2006/2006 or job number 2007/1234. The confusion can always be resolved by checking on NEOSYS but takes time.

=== Problem with Ordering of Numbers ===

NEOSYS doesn't right justify numbers with leading zeros (egg 2007/001) so unless NEOSYS is changed to start numbers from say 1000 or 10000 each year you will have the following numbers which may confuse and may not sort correctly in NEOSYS reports or when exported into Excel etc.

<YEAR>/<NUMBER>

2007/1

2007/2

2007/3

etc

2007/10

2007/11

2007/12

== How do I design my own columns for Billing Analysis? ==

Use Billing Analysis Column design to design the columns and then create Billing Analysis Reports which use those column designs.

There are many options available to control what appears in each column of a column design. You can look at and copy the pre-designed NEOSYS column designs to see how the standard NEOSYS billing analysis reports are done.

== Defining Column Titles in Billing Analysis Column Design ==

You can simply type the text of the column heading that you want. For example "Budget".

If you have selected multiple information types or categories to be displayed then you either get automatic titles (see below) or you can indicate the titles for each one separated by ; characters. For example "Actual;Budget".

* HIDDEN

If you leave the title column blank (or select HIDDEN from the popup) then the column will not be shown on the report. Hidden columns are useful when you need to derive a calculated column from other columns that you do not want shown on the report. You might also want to hide a column temporarily on a design and then restore it later without having to retype it from scratch.

* %Category%
* %category%
* %CATEGORY%

* %Infotype%
* %infotype%
* %INFOTYPE%

You can select one item from each of the above groups to automatically generate the column title from the options that you have selected in the Information type and Category columns. This is useful when you choose multiple Information Types and Categories. The various forms of capitalisation allow you to choose the style as initial capitalisation, full capitalisation and all lower case.

== Designing multiperiod billing analysis columns ==

NEOSYS doesnt allow you select a period range but you can use hidden columns to achieve the same result

For example you might well want a quarterly billings analysis which would require 12 hidden columns plus 4 normal columns. This report would not be sensitive to the period selected at runtime since all the columns are fixed periods.

[[image:quarterlybilling.jpg]]

== How does billing analysis code work? ==

A billing analysis code has multiple parts that identify all the possible break-downs of company revenue:

28/29*1*clientcode*marketcode*suppliercode*media/jobtype

28/29 stands for income/cost account.

Currently, part 2 of the analysis code will always be 1. In future, it might be 1-7 to indicate gross/load/disc/comm/fee/tax/other fractions of income and costs.

By comparison, the P&L accounts are typically only broken by type of business.

If an particular account number in the finance module is mentioned in the job or media types file then that account is considered to be a P&L billing or cost account. The NEOSYS finance module imposes a restriction that all postings to P&L billing and cost accounts must have an analysis code. This restriction applies at a low level and is therefore regardless of the journal type or the source being automatic or manually entered. By comparison, postings to any other account NEOSYS Finance module imposes a restriction that they cannot have an analysis code. The end result is that the billing and cost section of the NEOSYS Profit and Loss report will always agree, to the cent, with the NEOSYS billing analysis reports.

NEOSYS billing analysis reports are, by default, based on actual posted vouchers on income and cost accounts in the finance module. Such postings are usually generated by the various billing modules of NEOSYS but can also be entered manually directly into the finance journals for adjustments and billing or cost matters not handled by NEOSYS billing modules like annual discounts

NEOSYS billing analysis reports can also be customized to show billings at prior stages like budget/forecast/plan/scheduled/invoiced billings etc. However this discussion is related to analysis codes here and that is relevant only to posted vouchers.

Finance entries generated by the NEOSYS billing modules typically appear in the finance module as unposted journals and are only posted by finance staff when they are ready. Generally it is a bad idea for finance to amend the generated journals before posting because this results in discrepancies between financial reports and operational reports.

It is also possible to configure NEOSYS to post all generated finance journals immediately. There may be cases where the posting cannot be done immediately because of finance validation issues and in this case NEOSYS falls back to leave the problematic journals unposted for manual invention prior to posting.

Using NEOSYS Agency System

2015-10-27T07:31:11Z

Ruku: /* How does billing analysis code work? */

This covers tasks common to both the NEOSYS Media System and the NEOSYS Job System.

== Cancelling or Amending Incorrect Client Invoices ==

If you want to cancel an invoice in NEOSYS you must issue a credit note. If you want to amend an invoice in NEOSYS you must issue a credit note to cancel the original invoice and issue a new invoice with a new invoice number.

You cannot simply cancel an invoice once it is issued by NEOSYS.

You cannot modify and reissue an invoice with the same number in NEOSYS.

This might seem inconvenient and is not according to manual practice. However manual practice is uncontrolled and relies on the skill of the operator to avoid potentially creating a confusing mess of contradictory invoices. The NEOSYS system should provide a better guarantee of control over records and this is what it does.

NEOSYS makes it easy to cancel invoices or amend invoices so this is not really an issue, and, in the end, it is better to have a complete record of all cancellation or amendments in NEOSYS.

==== Why doesnt NEOSYS allow canceling or amendment of Invoices after issue? ====

This is done to maintain traceability in the system. It is quite possible that a booking order / invoice may be sent out immediately after generation. In such scenarios deletion of documents in the system, after the document are sent out, can lead to errors in accounting.

Once an invoice has been issued then it has an existence outside of the NEOSYS system in the form of files, printouts and emails etc.

There is no way to be sure that someone has not sent (and will not send) the cancelled invoice to the client.

Similarly, if you amend an invoice then there would be two or more possibly completely different invoices in existence with exactly the same number.

==== In the Finance Module ====

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

== How to despatch an invoice? ==

Despatching an invoice is accomplished by:
*Entering a despatch date while creating invoices
*Entering a despatch date on the Old Invoices screen
*Preparing an Invoice Delivery Note

Any pre-existing invoice despatch and approval dates are not overwritten when setting them using a range of invoice numbers e.g. "1000-2000".

Also See [http://userwiki.neosys.com/index.php/Media_FAQ#What_is_a_despatch_status.3F Despatch status in Media]

== Putting Year in Document Numbers ==

The Configuration File allows you to define the format of document numbers instead of pure sequential numbers however this should be avoided.

The idea of having the year in the document number is usually based on prior manual numbering practices without consideration of automated procedures and is to be avoided for a number of practical and theoretical reasons.

Year in the number is often a good procedure when done manually but adds additional complexity which is difficult to automate.

Avoid doing it or expect lots of petty annoying problems. There are no perfect solutions to this issue other than avoiding it in the first place by using simple clear permanently incrementing numbers.

These problems do not apply to invoice numbers which can happily have the year in them without problem.

=== Problem controlling the year of a document ===

When you create new documents, NEOSYS will automatically use the CURRENT DATE to generate the year. This is a practical problem that may be overcome at some later date.

=== Problem of what year should be ===

When creating some forward looking documents like media schedules, the year that the schedule was created will be misleading if the schedule is for the following year.

=== Problem with related documents having different years ===

You could have a job numbered 2006/9999 which has a purchase order 2007/99.

If you think that you could number the purchase orders with the year of the original job then you have the alternative problem of a purchase order numbered 2006/9999 which is dated in 2007

There is no escape from this logical issue.

=== Problem having to type a long document number ===

Practically as of now, if you want to access a document in NEOSYS you have to type the full document number including the year. NEOSYS might be changed to assume the current year but accessing prior year or future documents will still require more effort to type in the longer full document number.

=== Confusion about which document is meant ===

People will often refer to documents by the sequential number part only since they judge that the year is obvious. This can result in confusion. For example, does job number 1234 mean job number 1234 of 2006/2006 or job number 2007/1234. The confusion can always be resolved by checking on NEOSYS but takes time.

=== Problem with Ordering of Numbers ===

NEOSYS doesn't right justify numbers with leading zeros (egg 2007/001) so unless NEOSYS is changed to start numbers from say 1000 or 10000 each year you will have the following numbers which may confuse and may not sort correctly in NEOSYS reports or when exported into Excel etc.

<YEAR>/<NUMBER>

2007/1

2007/2

2007/3

etc

2007/10

2007/11

2007/12

== How do I design my own columns for Billing Analysis? ==

Use Billing Analysis Column design to design the columns and then create Billing Analysis Reports which use those column designs.

There are many options available to control what appears in each column of a column design. You can look at and copy the pre-designed NEOSYS column designs to see how the standard NEOSYS billing analysis reports are done.

== Defining Column Titles in Billing Analysis Column Design ==

You can simply type the text of the column heading that you want. For example "Budget".

If you have selected multiple information types or categories to be displayed then you either get automatic titles (see below) or you can indicate the titles for each one separated by ; characters. For example "Actual;Budget".

* HIDDEN

If you leave the title column blank (or select HIDDEN from the popup) then the column will not be shown on the report. Hidden columns are useful when you need to derive a calculated column from other columns that you do not want shown on the report. You might also want to hide a column temporarily on a design and then restore it later without having to retype it from scratch.

* %Category%
* %category%
* %CATEGORY%

* %Infotype%
* %infotype%
* %INFOTYPE%

You can select one item from each of the above groups to automatically generate the column title from the options that you have selected in the Information type and Category columns. This is useful when you choose multiple Information Types and Categories. The various forms of capitalisation allow you to choose the style as initial capitalisation, full capitalisation and all lower case.

== Designing multiperiod billing analysis columns ==

NEOSYS doesnt allow you select a period range but you can use hidden columns to achieve the same result

For example you might well want a quarterly billings analysis which would require 12 hidden columns plus 4 normal columns. This report would not be sensitive to the period selected at runtime since all the columns are fixed periods.

[[image:quarterlybilling.jpg]]

== How does billing analysis code work? ==

A billing analysis code has multiple parts that identify all the possible break-downs of company revenue:

28/29*1*clientcode*marketcode*suppliercode*media/jobtype

28/29 stands for income/cost account.

Part 2 of the analysis code will always be 1. In future, it might be 1-7 to indicate gross/load/disc/comm/fee/tax/other fractions of income and costs.

By comparison, the P&L accounts are typically only broken by type of business.

If an particular account number in the finance module is mentioned in the job or media types file then that account is considered to be a P&L billing or cost account. The NEOSYS finance module imposes a restriction that all postings to P&L billing and cost accounts must have an analysis code. This restriction applies at a low level and is therefore regardless of the journal type or the source being automatic or manually entered. By comparison, postings to any other account NEOSYS Finance module imposes a restriction that they cannot have an analysis code. The end result is that the billing and cost section of the NEOSYS Profit and Loss report will always agree, to the cent, with the NEOSYS billing analysis reports.

NEOSYS billing analysis reports are, by default, based on actual posted vouchers on income and cost accounts in the finance module. Such postings are usually generated by the various billing modules of NEOSYS but can also be entered manually directly into the finance journals for adjustments and billing or cost matters not handled by NEOSYS billing modules like annual discounts

NEOSYS billing analysis reports can also be customized to show billings at prior stages like budget/forecast/plan/scheduled/invoiced billings etc. However this discussion is related to analysis codes here and that is relevant only to posted vouchers.

Finance entries generated by the NEOSYS billing modules typically appear in the finance module as unposted journals and are only posted by finance staff when they are ready. Generally it is a bad idea for finance to amend the generated journals before posting because this results in discrepancies between financial reports and operational reports.

It is also possible to configure NEOSYS to post all generated finance journals immediately. There may be cases where the posting cannot be done immediately because of finance validation issues and in this case NEOSYS falls back to leave the problematic journals unposted for manual invention prior to posting.

Media FAQ

2015-10-18T10:49:11Z

Ruku: /* How to set budgets per client (instead of brand) to compare budgets in billing analysis reports */

==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 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 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 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 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 enter multilevel clients in the Client and Brand File?==

Multilevel clients can be entered in NEOSYS using the Client Group 1 and Group 2 fields in the Client and Brand File.

'''Example:''' RAAD is a branch of TBWA and TBWA is a subsidiary of Omnicom Group.

[[File:Client tree.jpg]]

Screenshots below show how this multilevel client is setup in NEOSYS

Client RAAD is linked to TBWA using the Client Group 2 field

[[File:ML client 1.jpg]]

Client and Brand File of TBWA lists RAAD and other similar group 2 members. TBWA is linked to OMGR by the Group 1 field

[[File:ML client 5.jpg]]

Client and Brand File of OMGR shows TBWA and similar subsidiaries.

[[File:ML client 3.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]]

==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 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:

#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]] 

==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]]

==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]]

==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]] ==

File:Vr file.jpg

2015-10-18T10:47:25Z

Ruku: