NEOSYS User Support Wiki - User contributions [en]

Using NEOSYS Generally

2021-06-28T12:54:46Z

Steve: /* NEOSYS links in different browsers */

Using NEOSYS Generally

2021-06-28T12:54:09Z

Steve: /* How to automatically open all your favourite NEOSYS screens in one step */

Using NEOSYS Generally

2021-06-28T12:53:31Z

Steve: /* Opening new windows in new tabs in Internet Explorer 7 */

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

== Using the NEOSYS testing and training database ==

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

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

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

[[File:Logintest.jpg]]

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

[[File:Docredwiki.jpg]]

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

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

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

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

COMPANY ACCESS “XYZ”

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

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

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

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

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

F5
CREATEBRANDS
Yes

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

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

COMPANY ACCESS “XYZ”

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

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

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

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

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

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

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

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

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

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

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

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

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

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

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

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

Potential disadvantages of enforcing periodic password renewal:

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

== Giving access to users using Authorisation file ==

Only NEOSYS Support are authorised to make changes to the Authorisation File.

A designated person within the client company must approve of requests to make changes.

Find more information: [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Splitting single NEOSYS report columns like 1000.00USD into two columns in Excel ==

Many NEOSYS reports put currency amounts in a single column like 1000.00USD, ie as a single number followed by a currency code. It does this to keep reports compact and to provide multi-currency totals in a single column.

In order to support pivot table or export into other systems it is sometimes necessary in spreadsheets like Excel to split the number and currency code into separate columns.

In Excel, strangely there is no built-in way to split numbers from letters but the following steps will achieve the same or better.

#Select the column that you want to split, and duplicate it to get two identical columns by inserting a column and copying the original column into it.
#Remove the currency codes from the first column by selecting it and doing Edit, Find and Replace (Ctrl+H), select "Regular expressions" under "Other options". Search For [A-Z] and Replace With nothing.
#Do the same on the 2nd column and Search for \d and Replace With nothing.

=== Using Macros ===

These steps can trivially be recorded as a macro, maybe called Split Currency Amount, and re-performed on request on any future sheets. This makes splitting even easier than any built-in function.

In order to record the macro, select the column then perform the steps, then stop recording and save the macro maybe as "Split Amounts". Assign a hot key like Ctrl+Shift+S to be able to repeat it easily in future.

In order to redo the work on another column, select the column then replay the macro, or if you assigned a hot key, press that combination.

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

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

Solution:

#Create NEOSYS user to represent the “issuing” users. Email address: support@neosys.com. (Do not give password to client)
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

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

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

Setting up

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

Using

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

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

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

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

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

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

Search like this:

neosys wiki "exchange rate"

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

== NEOSYS links in different browsers ==

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

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

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

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

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

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

Using NEOSYS Generally

2021-06-28T12:52:53Z

Steve: /* Using Macros in Excel to edit NEOSYS reports */

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

== Using the NEOSYS testing and training database ==

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

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

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

[[File:Logintest.jpg]]

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

[[File:Docredwiki.jpg]]

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

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

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

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

COMPANY ACCESS “XYZ”

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

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

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

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

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

F5
CREATEBRANDS
Yes

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

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

COMPANY ACCESS “XYZ”

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

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

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

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

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

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

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

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

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

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

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

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

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

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

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

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

Potential disadvantages of enforcing periodic password renewal:

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

== Giving access to users using Authorisation file ==

Only NEOSYS Support are authorised to make changes to the Authorisation File.

A designated person within the client company must approve of requests to make changes.

Find more information: [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

== Splitting single NEOSYS report columns like 1000.00USD into two columns in Excel ==

Many NEOSYS reports put currency amounts in a single column like 1000.00USD, ie as a single number followed by a currency code. It does this to keep reports compact and to provide multi-currency totals in a single column.

In order to support pivot table or export into other systems it is sometimes necessary in spreadsheets like Excel to split the number and currency code into separate columns.

In Excel, strangely there is no built-in way to split numbers from letters but the following steps will achieve the same or better.

#Select the column that you want to split, and duplicate it to get two identical columns by inserting a column and copying the original column into it.
#Remove the currency codes from the first column by selecting it and doing Edit, Find and Replace (Ctrl+H), select "Regular expressions" under "Other options". Search For [A-Z] and Replace With nothing.
#Do the same on the 2nd column and Search for \d and Replace With nothing.

=== Using Macros ===

These steps can trivially be recorded as a macro, maybe called Split Currency Amount, and re-performed on request on any future sheets. This makes splitting even easier than any built-in function.

In order to record the macro, select the column then perform the steps, then stop recording and save the macro maybe as "Split Amounts". Assign a hot key like Ctrl+Shift+S to be able to repeat it easily in future.

In order to redo the work on another column, select the column then replay the macro, or if you assigned a hot key, press that combination.

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

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

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

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

[[image:Openingnewtabs.jpg]]

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

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

Solution:

#Create NEOSYS user to represent the “issuing” users. Email address: support@neosys.com. (Do not give password to client)
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

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

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

Setting up

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

Using

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

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

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

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

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

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

Search like this:

neosys wiki "exchange rate"

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

== NEOSYS links in different browsers ==

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

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

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

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

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

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

Using NEOSYS Generally

2021-06-28T12:52:39Z

Steve: /* Opening NEOSYS documents in Excel, Word etc */

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

== Using the NEOSYS testing and training database ==

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

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

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

[[File:Logintest.jpg]]

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

[[File:Docredwiki.jpg]]

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

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

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

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

COMPANY ACCESS “XYZ”

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

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

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

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

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

F5
CREATEBRANDS
Yes

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

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

COMPANY ACCESS “XYZ”

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

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

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

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

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

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

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

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

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

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

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

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

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

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

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

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

Potential disadvantages of enforcing periodic password renewal:

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

== Giving access to users using Authorisation file ==

Only NEOSYS Support are authorised to make changes to the Authorisation File.

A designated person within the client company must approve of requests to make changes.

Find more information: [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

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

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

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

== Splitting single NEOSYS report columns like 1000.00USD into two columns in Excel ==

Many NEOSYS reports put currency amounts in a single column like 1000.00USD, ie as a single number followed by a currency code. It does this to keep reports compact and to provide multi-currency totals in a single column.

In order to support pivot table or export into other systems it is sometimes necessary in spreadsheets like Excel to split the number and currency code into separate columns.

In Excel, strangely there is no built-in way to split numbers from letters but the following steps will achieve the same or better.

#Select the column that you want to split, and duplicate it to get two identical columns by inserting a column and copying the original column into it.
#Remove the currency codes from the first column by selecting it and doing Edit, Find and Replace (Ctrl+H), select "Regular expressions" under "Other options". Search For [A-Z] and Replace With nothing.
#Do the same on the 2nd column and Search for \d and Replace With nothing.

=== Using Macros ===

These steps can trivially be recorded as a macro, maybe called Split Currency Amount, and re-performed on request on any future sheets. This makes splitting even easier than any built-in function.

In order to record the macro, select the column then perform the steps, then stop recording and save the macro maybe as "Split Amounts". Assign a hot key like Ctrl+Shift+S to be able to repeat it easily in future.

In order to redo the work on another column, select the column then replay the macro, or if you assigned a hot key, press that combination.

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

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

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

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

[[image:Openingnewtabs.jpg]]

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

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

Solution:

#Create NEOSYS user to represent the “issuing” users. Email address: support@neosys.com. (Do not give password to client)
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

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

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

Setting up

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

Using

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

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

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

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

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

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

Search like this:

neosys wiki "exchange rate"

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

== NEOSYS links in different browsers ==

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

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

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

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

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

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

Using NEOSYS Generally

2021-06-28T12:52:23Z

Steve: /* Using NEOSYS online */

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

== Using the NEOSYS testing and training database ==

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

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

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

[[File:Logintest.jpg]]

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

[[File:Docredwiki.jpg]]

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

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

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

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

COMPANY ACCESS “XYZ”

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

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

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

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

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

F5
CREATEBRANDS
Yes

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

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

COMPANY ACCESS “XYZ”

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

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

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

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

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

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

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

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

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

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

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

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

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

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

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

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

Potential disadvantages of enforcing periodic password renewal:

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

== Giving access to users using Authorisation file ==

Only NEOSYS Support are authorised to make changes to the Authorisation File.

A designated person within the client company must approve of requests to make changes.

Find more information: [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

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

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

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

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

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

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

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

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

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

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

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

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

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

== Splitting single NEOSYS report columns like 1000.00USD into two columns in Excel ==

Many NEOSYS reports put currency amounts in a single column like 1000.00USD, ie as a single number followed by a currency code. It does this to keep reports compact and to provide multi-currency totals in a single column.

In order to support pivot table or export into other systems it is sometimes necessary in spreadsheets like Excel to split the number and currency code into separate columns.

In Excel, strangely there is no built-in way to split numbers from letters but the following steps will achieve the same or better.

#Select the column that you want to split, and duplicate it to get two identical columns by inserting a column and copying the original column into it.
#Remove the currency codes from the first column by selecting it and doing Edit, Find and Replace (Ctrl+H), select "Regular expressions" under "Other options". Search For [A-Z] and Replace With nothing.
#Do the same on the 2nd column and Search for \d and Replace With nothing.

=== Using Macros ===

These steps can trivially be recorded as a macro, maybe called Split Currency Amount, and re-performed on request on any future sheets. This makes splitting even easier than any built-in function.

In order to record the macro, select the column then perform the steps, then stop recording and save the macro maybe as "Split Amounts". Assign a hot key like Ctrl+Shift+S to be able to repeat it easily in future.

In order to redo the work on another column, select the column then replay the macro, or if you assigned a hot key, press that combination.

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

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

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

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

[[image:Openingnewtabs.jpg]]

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

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

Solution:

#Create NEOSYS user to represent the “issuing” users. Email address: support@neosys.com. (Do not give password to client)
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

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

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

Setting up

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

Using

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

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

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

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

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

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

Search like this:

neosys wiki "exchange rate"

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

== NEOSYS links in different browsers ==

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

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

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

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

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

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

Using NEOSYS Generally

2021-06-28T12:51:33Z

Steve: /* Emailing documents in PDF format */

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

== Using the NEOSYS testing and training database ==

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

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

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

[[File:Logintest.jpg]]

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

[[File:Docredwiki.jpg]]

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

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

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

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

COMPANY ACCESS “XYZ”

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

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

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

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

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

F5
CREATEBRANDS
Yes

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

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

COMPANY ACCESS “XYZ”

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

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

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

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

== Using NEOSYS online ==

=== Slow speed initially ===

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

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

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

=== Tips for demo ===

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

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

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

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

=== Common error and solution ===

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

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

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

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

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== What is NEOSYS password policy? ==

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

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

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

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

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

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

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

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

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

Potential disadvantages of enforcing periodic password renewal:

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

== Giving access to users using Authorisation file ==

Only NEOSYS Support are authorised to make changes to the Authorisation File.

A designated person within the client company must approve of requests to make changes.

Find more information: [http://userwiki.neosys.com/index.php/Authorisation_File Authorisation File]

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

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

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

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

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

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

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

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

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

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

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

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

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

== Splitting single NEOSYS report columns like 1000.00USD into two columns in Excel ==

Many NEOSYS reports put currency amounts in a single column like 1000.00USD, ie as a single number followed by a currency code. It does this to keep reports compact and to provide multi-currency totals in a single column.

In order to support pivot table or export into other systems it is sometimes necessary in spreadsheets like Excel to split the number and currency code into separate columns.

In Excel, strangely there is no built-in way to split numbers from letters but the following steps will achieve the same or better.

#Select the column that you want to split, and duplicate it to get two identical columns by inserting a column and copying the original column into it.
#Remove the currency codes from the first column by selecting it and doing Edit, Find and Replace (Ctrl+H), select "Regular expressions" under "Other options". Search For [A-Z] and Replace With nothing.
#Do the same on the 2nd column and Search for \d and Replace With nothing.

=== Using Macros ===

These steps can trivially be recorded as a macro, maybe called Split Currency Amount, and re-performed on request on any future sheets. This makes splitting even easier than any built-in function.

In order to record the macro, select the column then perform the steps, then stop recording and save the macro maybe as "Split Amounts". Assign a hot key like Ctrl+Shift+S to be able to repeat it easily in future.

In order to redo the work on another column, select the column then replay the macro, or if you assigned a hot key, press that combination.

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

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

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

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

[[image:Openingnewtabs.jpg]]

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

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

Solution:

#Create NEOSYS user to represent the “issuing” users. Email address: support@neosys.com. (Do not give password to client)
#Upload signatures onto the User File for the issuing users. To update users other than yourself, you need to be authorised to do “USER UPDATE”
#When creating documents on behalf of issuing users, enter the user code of the issuing user as the Executive. The default executive/issuing user can be setup per client and/or brand in the Client/Brand File if desired.

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

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

Setting up

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

Using

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

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

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

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

Screenshots of how to set it up in Internet Explorer:

[[File:IEfav.jpg]]

== Using Google to search NEOSYS wikis ==

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

Search like this:

neosys wiki "exchange rate"

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

== NEOSYS links in different browsers ==

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

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

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

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

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

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

Using NEOSYS Agency System

2018-04-02T18:10:05Z

Steve:

This covers tasks common to both the NEOSYS Media System and the NEOSYS Job System.

== Using full text search ==

This is a quick and easy way to find your documents. Just type in one or more words, or the start of any word, directly into the document no field, to get a list of documents that refer to all your given words.

Currently this applies to Media Plans, Media Schedules, Jobs, Purchase Orders and Estimates.

For example, to search for all jobs with Attention: Steve, and Campaign: Some Festival - type "STEV FEST" into the Job No. field and press the Enter or Tab key.

All punctuation is treated as spaces and what remains are "words" which includes normal words, numbers and codes. Unfortunately, this means that searching for "3/2018" is the same as searching for 3 and 2018 which is probably not what you expect. To search by period, enter something like "FESTIVAL 1801" where the period is in the format YYMM.

What is searched? Generally all text, numbers and codes in the document header and footer are searched. The body or lines of the document are *not* searched. To see the exact fields searched, search for something that does not exist and the error message will list all the fields that have beem searched.

Remember that is it not necessary to type the whole word. Save yourself some time by only typing the first few letters of the word, enough to make it unique.

== 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 the 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 doesn't 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 canceled 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 don't 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 a problem.

Refer link [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Changing_Document_Numbering_Pattern Changing Document numbering pattern]

=== 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 a 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 using 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 designed.

== 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 doesn't 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.

== Why is NEOSYS billing analysis based by default on POSTED invoices and not ISSUED invoices ==

As a principle, billing analysis should agree with finance P&L continuously. If the one disagrees with the other at any point, then we can say that either one or the one is not a true statement of the facts, or that one of them is out of date. Neither option seems appealing.

However there is a far greater advantage to keeping the billing analysis in agreement with the P&L. If the operational departments can make the billing analysis say a different thing from the finance, then each department can do their own thing and this is uncontrolled behaviour. NEOSYS binds two departments loosely together and forces BOTH to become better organised and more up to date. This in an subtle and powerful advantage of using NEOSYS.

Operational departments and finance departments are often used to working independently but this is generally considered a bad idea in an integrated online world. They often expect and want to use NEOSYS to replicate what they were doing before using NEOSYS. However, NEOSYS is by default setup to encourage interdependence between operational departments and the finance team. This fosters good practices and mitigates old disjointed, uncontrolled, independent and duplicated work.

While departmental chief sometimes are not quite aware of the advantages of close cooperation, the overall managers and owners of many businesses typically value NEOSYS for acting as the glue and oil between the various departments of their company. Therefore when dealing with departmental heads, NEOSYS support staff should bear in mind NEOSYS' good working practices and discourage or at least not encourage the customisation and deformation of NEOSYS to handle old style procedures - despite the fact that NEOSYS is designed to be highly customisable and capable of doing so.

Note that in case NEOSYS finance module is not installed, all default billing analysis reports can be configured to work on issued invoices using a single configuration option. This is not recommended where NEOSYS finance module is operational, for the above reasons.

Note also that NEOSYS billing analysis of ISSUED INVOICES may be based on the operational dates rather than the invoice dates. Such a report is only useful for operational purposes, and little use for finance management or control.

Using NEOSYS Media System

2018-04-02T18:04:58Z

Steve: /* Using full text search on Media Schedules and Plans */

== Multi-brand plans and schedules ==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

== How to create a media schedule in NEOSYS? ==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Copying Plans created in Excel to NEOSYS ==

Steps to copy plans created in Excel to NEOSYS :
#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

== Choosing a plan or schedule numbering method ==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

=== Automatic numbering ===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

=== Manual numbering ===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

== Concepts and Calculation under Discounts and other charges==
=== What is net amount? ===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
|align="center"| g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
|align="center"| xx%g
|-
|align="center"| G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
|align="center"| xx%G
|-
|align="center"| n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
|align="center"| xx%n
|-
|align="center"| N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
|align="center"|xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5.6
|align="center"|86.24
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 112
|align="center"|86.24
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|86.24
|align="center"|86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5
|align="center"|85.64
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 100
|align="center"|85.64
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|85.64
|align="center"|85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5.04
|align="center"|85.68
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 100.8
|align="center"|85.68
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|85.68
|align="center"|85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+4.03
|align="center"|84.67
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 80.64
|align="center"|84.67
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|84.67
|align="center"|84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

== Booking without showing all discounts and charges from the supplier ==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

== Handling Cost to Agency/Cost to Client in online media ==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

== Setting up a date range for the appearance of Ads under any media type ==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:
Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,28 days
Outdoor hoarding site near Airport,1 month
Outdoor hoarding site near Airport,3 months
Outdoor hoarding site near Airport,1 year

*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:
*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen
To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

== Handling booking of additional dates on already booked lines ==
=== Situation explained ===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

=== Solution explained ===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

== How to book a schedule with one vehicle in different lines with different currencies ==
=== Situation explained ===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
=== Solution explained ===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

== How to book specific lines in a schedule with multiple lines of that vehicle ==

===Situation explained ===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

== Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients ==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

== Processing List of Wrong Ads ==
Agencies have to cope with the fact that ads places in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

# In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
# Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can followup on such ads.

== Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.
*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

== Invoicing “Certified Ads Only” after invoicing “All Ads” ==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

# “issue invoice for any uninvoiced ads that are certified”
# “issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

=== How to cancel and/or reissue an invoice using a credit note ===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

== Credit Notes ==
=== Credit Notes for reduction in billable cost ===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

==== What if none of the discount and charge columns are vacant? ====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

=== Debit Notes for increase in billable amount ===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

=== Credit Note for reissuing "amended" invoices ===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

Do it in the TESTING AND TRAINING DATABASE first time or use PROFORMA option to ensure what you get is correct BEFORE actually issuing actual credit notes and invoices.

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesnt matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesnt matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

=== Issuing separate invoices or credit notes for selected discounts and charges ===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

=== How do I issue a credit note for part of a schedule? ===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

== Removing unnecessary items from List of Schedules Pending Invoices ==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

== Processing of Incoming Media Supplier Invoices ==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The most common practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

=== Why should Media Accrual Accounts be Open Item and not Balance Forward? ===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

=== WIP ===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

=== Accrued Costs ===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

=== Process if a supplier invoice is acceptable ===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

=== If the supplier invoice amount is correct - but doesn't match the booking order cost ===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

=== If the supplier invoice is acceptable for posting ===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

=== Locating long overdue Supplier Invoices/Credit Notes ===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

=== Writing-off long overdue Supplier Invoices/Credit Notes ===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

=== Posting media supplier invoices before issuing schedules to the client ===
Assuming that you are accruing media costs by schedule and not by vehicle or supplier then the contra account of the supplier invoice posting will be the schedule code or, if the schedules codes are pure numbers then SCH9999 where 9999 is the number of the schedule.

Supplier invoices posted before issuing invoices to client are work in progress (assets) but, in NEOSYS common practice, we still post them into the Media Accruals Ledger which could more properly be called Media Accruals/WIP Ledger.

The accrual account for the schedule is created as soon as the schedule is approved and not only when the invoice is issued to the client. Schedule approval happens in practice automatically at the time of the first booking. Therefore unless you book a schedule (or specifically enter the approval date on the schedule file, there will be no accrual account created for you to post the supplier invoice into. This is logical since if you haven't booked or specifically approved a schedule then you should arguably not be able to post supplier invoices for that schedule.

=== Processing wrong Incoming Media Supplier Invoices ===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

# In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
# Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

== Accounting entries created by the Media System ==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

=== Entries when client is invoice for 120 with cost 100 ===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

=== Entries on received a supplier invoice that media has accepted ===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

==== Allocating amounts in the accruals a/c against the supplier invoice ====
===== At the same time of receiving/posting the supplier invoice =====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

===== After receiving/posting the supplier invoice =====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

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

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

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

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

The default Tax Code can be entered here as well.

[[image:vat1.jpg]]

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

If a standard VAT/Sales Tax% is not defined in the media Configuration File then you must manually add the tax code or tax percentage at the bottom of every schedule that should have tax.

[[image:vat2.jpg]]

=== Create the invoice ===

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

[[image:vat3.jpg]]

=== Report on Cost VAT Tax ===

To get a report on the media cost tax make sure that schedule follows these requirements and then create Media Diary report.

All these points MUST be met, otherwise cost tax will not appear in Media Diary report:

1. "Z" flag should not be used on the schedule line.

2. Schedule has to have any tax code entered, even OZ (0%).

3. Company file main market agrees with the vehicle file market code.

4. Supplier market code is either blank or agrees with the vehicle market code.

If the market code is "UAE" or "KSA" then system will add 5% to COST TAX. HARDCODED currently.

Will be configured per period in the Company File soon and not hard coded since rates and countries may/will change in the future.

=== Finance Entries ===

==== Entries when client is invoice for 120 with cost 100 and 5% VAT====

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

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

==== Entries on received a supplier invoice that media has accepted ====
When entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

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

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

[[image:vat4.jpg]]

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

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

[[image:vat5.jpg]]

== How to handle production costs on media rate cards ==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

== Specifying Gross Unit Bill Amount to Client in Ratecards ==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

== Specifying Gross Unit Cost to Agency in Ratecards ==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

== Restricting Access to Selected Ratecard columns ==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

== How to Use and Manage Materials ==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

== Using Media Material File ==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

== [[Exporting to other finance systems]] ==
== Exporting Invoices in Excel Format ==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes.

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:
#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:
#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

== Getting media executive sales commission statements ==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

== Selling TV spots ==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

=== Setting up the master files ===

==== Create a vehicle ====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

==== Create a rate card with standard price brackets ====

[[image:tvspots7.jpg]]

==== Specify the station programs and break times/durations for every date (there is a way to import as well) ====

[[image:tvspots8.jpg]]

=== Entering orders from clients ===

==== Enter ads roughly into programs (not into breaks yet) ====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

=== Positioning ads in breaks ===

==== Closer to the actual date position all the ads precisely into breaks ====

[[image:tvspots2.jpg]]

==== Lets have a look at all ads on July 5th ====

[[image:tvspots3.jpg]]

==== Select an un-positioned ad ====

[[image:tvspots4.jpg]]

==== Finally select where in the break this ad should appear compared to other ads. ====

There is only one break in this program.

[[image:tvspots5.jpg]]

=== Issuing orders to the stations ===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

== Understanding the Terminology of words like Invoice/Costs in the Media System ==
the meaning of
In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

== Understanding how ads appear in different colors in the schedule ==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Orange - Supplier invoice entered
#Black - Invoiced
#Gray - Full Credit Note

e.g when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/wrongly certify or invoice ads etc.

[[image: adcolor1.png]]

[[image: adcolor2.png]]

Using NEOSYS Media System

2018-03-21T21:16:18Z

Steve: /* Using full text search on Media Schedules and Plans */

== Multi-brand plans and schedules ==
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

== How to create a media schedule in NEOSYS? ==
You can view a short video tutorial which explains how to create a media schedule in NEOSYS by clicking on http://youtu.be/iNm4TrUNl8M or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using full text search on Media Schedules and Plans ==

This is a quick and easy way to find your schedules or plans. Just type in one or more words, or the start of any word, directly into the schedule or plan no field, to get a list of documents that refer to all your given words.

For example, to search for all schedules with Attention: Steve, and Campaign: Some Festival - type "STEV FEST" and press Enter.

All punctuation is treated as spaces and what remains are "words" which includes normal words, numbers and codes. Unfortunately, this means that searching for "3/2018" is the same as searching for 3 and 2018 which is probably not what you expect. To search by period, enter something like "FESTIVAL MAR 2018".

You can EXCLUDE documents by prefixing your search words with dash (-). For example, searching for "STEV -FEST" will find all schedules that refer to STEV, STEVE, STEVEN etc. but it will *exclude* those documents that refer to FEST, FESTIVE, FESTIVAL etc.

What is searched? Generally all text, numbers and codes in the document header and footer are searched. The body or lines of the document is *not* searched except the vehicle codes, which are searched for.

Remember that is it not necessary to type the whole word. Save yourself some time by only typing the first few letters of the word, enough to make it unique.

<pre>
Brand code
Brand name
Brand group name

Client name
Client group name
Client group2 name

Campaign

Executive name
Attention

Client order no

Market code
Market name

Month eg 1 or Jan
Year eg 2018

NOTAPPROVED - search for NOTA to get schedules or plans pending approval
NOTBOOKED - or just NOTB - pending booking
NOTINVOICED - or just NOTI - pending invoicing

Notes
Private Comments
Invoice Notes

Material Codes
Material Description/Instructions

Vehicle codes (but not vehicle names)
</pre>

== Copying Plans created in Excel to NEOSYS ==

Steps to copy plans created in Excel to NEOSYS :
#Create an Excel sheet as shown below
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file
#*To save time you only need to put one of two words of the column title eg media or vehicle will have the same effect as Media Vehicle )
#Copy ALL the cells from the excel file including the header row [[image: planimport.jpg]] 
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File
#Enter the schedule details such as schedule no., campaign, company etc [[image: scheduleheader.jpg]] 
#Click on the media vehicle field and paste the copied cells
#*The cells will now be pasted to its respective fields [[image: schedulecontent.jpg]] 

== Choosing a plan or schedule numbering method ==
Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

=== Automatic numbering ===
If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

*Click the New button
*Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

=== Manual numbering ===
If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH.

(Brand code ideally remains constant, year and month will change as per period. The month is subject to change more frequently and hence placed towards the tail end of the schedule/plan number)

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

== Concepts and Calculation under Discounts and other charges==
=== What is net amount? ===

Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.

===Calculation in discount/charges columns===

{| class="wikitable" border="1"
|-
!Code
!Explanation
!Format
|-
|align="center"| g
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column
|align="center"| xx%g
|-
|align="center"| G
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount
|align="center"| xx%G
|-
|align="center"| n
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column
|align="center"| xx%n
|-
|align="center"| N
|It means "on net". If "N" is appended it means the value is xx% of the net amount
|align="center"|xx%N
|}

Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.

The codes listed above can be used in any column under discounts and charges to override the default calculation.

Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.

====Significance of “g”====

In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.

Below is the screenshot of the example.

[[File:g.jpg]]

Calculation of Bill with the use of “g” is as follows:

{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5.6
|align="center"|86.24
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 112
|align="center"|86.24
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|86.24
|align="center"|86.24
|}

====Significance of “G”====

In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.
Below is the screenshot of an example.

[[File:g1.jpg]]

Calculation of Bill with the use of “G” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5
|align="center"|85.64
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 100
|align="center"|85.64
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|85.64
|align="center"|85.64
|}

====Significance of “n”====

In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net".

By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.

Below is the screenshot of the example.

[[File:n.jpg]]

Calculation of Bill with the use of “n” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+5.04
|align="center"|85.68
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 100.8
|align="center"|85.68
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|85.68
|align="center"|85.68
|}

====Significance of “N”====

We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.

[[File:n1.jpg]]

Calculation of Bill with the use of “N” is as follows:
{| class="wikitable" border="1" width="65%"
|-
!rowspan="4" |Bill
!
!Gross
!Loading
!Discount
!Commission
!Fee
!Total
|-
|align="center"|Value (AED)
|align="center"|100
|align="center"|+12
|align="center"|-11.2
|align="center"|-20.16
|align="center" style="background-color:#00FF00"|+4.03
|align="center"|84.67
|-
|align="center"|Explanation
|align="center"|
|align="center"|+12% of 100
|align="center"|-10% of 112
|align="center"|-20% of 100.8
|align="center" style="background-color:#00FF00"|+5% of 80.64
|align="center"|84.67
|-
|align="center"|Cumulative
|align="center"|100
|align="center"|112
|align="center"|100.8
|align="center"|80.64
|align="center"|84.67
|align="center"|84.67
|}

===Commission based costing===
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below

[[File:CBC.jpg]]

In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.

===Fee based costing===
It’s the situation when commission is returned to client and a fee is charged. An example is shown below

[[File:FBC1.jpg]]

In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.

== Booking without showing all discounts and charges from the supplier ==
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

== Handling Cost to Agency/Cost to Client in online media ==

In online/digital media if the user is entering the impressions as a package on the rate card i.e. 1 rate for 500,000 impressions, then when handling free to agency / free to client there seems to be a problem and I have outlined an example:

Agency cost: 500,000 impressions paid and 500,000 impressions free 
Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package can't be made of 500,000 each as then it shows the same for the client.

'''Solution'''

This is a costing issue so it should show in the existing costing columns as follows:

[[Image:onlinemedia.jpg]]

== Setting up a date range for the appearance of Ads under any media type ==

Clients may want to set a date range for appearance of their Ads. The can be many reasons for it, some of which are stated below:

*Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers: In case you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows, then follow instructions for entering material code given in the end:
Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,28 days
Outdoor hoarding site near Airport,1 month
Outdoor hoarding site near Airport,3 months
Outdoor hoarding site near Airport,1 year

*TV Ad having no fixed date of appearance: Creating Ads when the day of their appearance is not fixed. This mainly happens when Client wants to give an option to the channel to air the ad on any day of the week. In Television media sometimes there is no guarantee that the channel will place the ads especially when the dates are pin picked by clients. So giving the channel option to air any day of the week increases the chances of the Ads getting aired.e.g if you have an ad which you want to appear any day between 6th - 10th June, enter the date range in specification as follows and follow the instructions given in the end:

TV commercial about nutrition,5 days

Once you have entered the specification, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.
This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

'''Example''' Below screenshots show how the entered date range is reflected in the booking orders

[[image:Tvad.jpg]]
[[image:Tvbooking.jpg]]

====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====

This issue is noticed in a schedule printout when the following settings are used:
*A numeral is used in the date grid to select the start date
*List option is chosen under Date Format in the Media Schedule Printout screen
To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.

== Handling booking of additional dates on already booked lines ==
=== Situation explained ===
In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

=== Solution explained ===

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

== How to book a schedule with one vehicle in different lines with different currencies ==
=== Situation explained ===
Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.
=== Solution explained ===
Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

[[image:vehiclelineselection.jpg]]

== How to book specific lines in a schedule with multiple lines of that vehicle ==

===Situation explained ===
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.

===Solution explained===
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.

To book a single line 

[[image:book1line.jpg]]

To book a combination of lines

[[image:bookmultiline.jpg]]

== Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients ==
On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

== Processing List of Wrong Ads ==
Agencies have to cope with the fact that ads places in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

# In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
# Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can followup on such ads.

== Automatic certification by importing Ad monitoring data==

Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.

The columns of the import file are matched with scheduled ads and is based on the following criteria:

#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.

In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.

In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.

It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.
*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS.
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.

== Invoicing “Certified Ads Only” after invoicing “All Ads” ==
The following issue only occurs in old versions of NEOSYS. In newer versions of NEOSYS, invoiced ads which have not been certified will not be credited when requesting an invoice on "certified ads only" basis.

In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:

# “issue invoice for any uninvoiced ads that are certified”
# “issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]

=== How to cancel and/or reissue an invoice using a credit note ===

====To cancel an invoice permanently====

#From the Schedule File, remove the ads that need to be cancelled
#Click on the "Invoice" button to get the New Invoice screen
#Click the "Create Proforma" button
#Check that the credit note looks okay
#If the credit note looks okay, click on Invoice and the credit note will be created to reflect the cancelled ads

====To cancel an invoice when you intend it to be reissued====
NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
#Enter the Credit Note date in the Invoice date field
#In the Invoice type option select “Credit Note”
#Click the “Create Proforma” button
#Check that the credit note looks okay.
#If the credit note looks okay, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

== Credit Notes ==
=== Credit Notes for reduction in billable cost ===
A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

*Ads not appearing properly
*Accidental overbilling
*Discounting
*Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

#Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
#Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

==== What if none of the discount and charge columns are vacant? ====
You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

=== Debit Notes for increase in billable amount ===
Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

=== Credit Note for reissuing "amended" invoices ===
Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

Do it in the TESTING AND TRAINING DATABASE first time or use PROFORMA option to ensure what you get is correct BEFORE actually issuing actual credit notes and invoices.

#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
#Amend the schedule to what you want it to be
#Get a new invoice

Note: It doesnt matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesnt matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

=== Issuing separate invoices or credit notes for selected discounts and charges ===
NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

=== How do I issue a credit note for part of a schedule? ===

There are instances where a schedule can have single or multiple invoices and you would like to cancel the amount invoiced for only specific ads or part of a schedule in these invoices.

To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads.

The way to get a credit note for part of a schedule with the intention of re-invoicing them again later is to delete them, get the credit note and then add them back.

#Copy the ads to be credited into a new temporary schedule
#Remove the ads from the schedule
#Ask for an invoice (you will get a credit note)
#Add the ads back into the schedule by copying from the temporary schedule
#Delete the temporary schedule.

This is not ideal but is only rarely required. If it becomes a frequent requirement then NEOSYS software may be developed to handle it more automatically.

If there are only a few ads, you can skip the use of the temporary schedule and do it all manually.

The recreated ads will unfortunately be missing booking order information but the original booking orders are still stored in the schedule for inspection and if you must have a booking order number for the ads on the media diary then you can rebook them and put a note on the new order referring back to the original order. If you really want everything documented correctly you can issue a booking order cancellation at the same time as the credit note. These booking orders would not be sent to the media supplier of course.

Likewise any certification information will be lost when the ads are deleted. This will have to be re-entered after the ads are added back into the schedule.

The following way does not work in NEOSYS at the moment

#Decertify some invoiced ads
#Ask for an invoice for "certified ads only" hoping to get a credit note for the ads that are no longer certified.

== Removing unnecessary items from List of Schedules Pending Invoices ==
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]

== Processing of Incoming Media Supplier Invoices ==

Verifying incoming supplier invoices is a major agency task - possibly greater in effort than the issuing of the original bookings.

The general strategy in NEOSYS for checking is to have a kind of holding account (called a WIP/accrued costs account) which shows at all times the exact difference between the costs as-booked-and-invoiced-to-clients, and the actual cost of supplier invoices received and posted to date.

The most common practice is for NEOSYS to automatically open a single WIP/accrual account for each schedule. This allows pending costs to be fully managed and controlled within the system and with a full breakdown.

The WIP/accrual accounts are typically configured as open-item accounts to allow even greater control by seeing exactly which media costs are pending within a particular schedule. In a large schedule with many media this is important. Standard "allocation" of debits to credits within the schedule a/c closes off items one by one leaving pending items clearly visible. It may be easy to visually match debits and credits in any particular schedule WIP/accrual account and not bother with allocation.

Note: No manual correction journals should be posted directly into the income and costs account under any circumstances. All corrections must be made in the original Schedule File and corresponding financial correction journals will be generated automatically.

=== Why should Media Accrual Accounts be Open Item and not Balance Forward? ===

Accrual Accounts are best thought of as identical to Supplier A/cs but for supplier invoices that expect to receive but have not received yet. If the accrual accounts are kept as a Balance Forward, then it is impossible to get a breakdown of the balance in accrual account especially in large schedules with many media. Without getting a breakdown of the balance in accrual account, it becomes very difficult to understand what all costs the supplier invoice has been received and what exactly are the pending costs.

=== WIP ===

If supplier invoices are received and posted BEFORE the clients are invoiced then the WIP/accrued cost account will represent WIP, other words it will be a debit balance representing the total value of supplier invoices received and posted but which have yet to be billed to the client.

=== Accrued Costs ===
If the supplier invoices are received and posted only after the clients are invoiced then the WIP/accrued cost account will represent accrued costs, in order words it will be a credit balance representing the value of costs as-booked-and-invoiced-to-client for which supplier invoices have not been received and posted.

=== Process if a supplier invoice is acceptable ===

#In the Media Supplier Invoice File locate the ads related to the incoming supplier invoice and enter the supplier invoice number against each one.
#In the space for the supplier invoice numbers you can also put any additional information into the same field. E.g. For a magazine, you could put both the supplier invoice number and the page number where the ad actually appeared. While you are entering the supplier invoice numbers on the ads, check that the cost to the agency on screen - which corresponds to the bookings made - agrees with the supplier invoice that you are checking.
#If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature for the concerned invoice, enter the supplier invoice number wrapped in round brackets eg. (XXXX). Later on, you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

=== If the supplier invoice amount is correct - but doesn't match the booking order cost ===

#Amend the cost-to-agency columns on the schedule file.
#Request an invoice for the schedule.

Requesting for an invoice generates the appropriate accounting entries for cost adjustments to the cost account and the cost accrual accounts in Finance module.

The invoice will generate a zero invoice "to the client" and a "cost invoice" for the difference between the original cost and the new cost.

Scenario 1 - What are the entries created when the media purchase invoice is slightly more than the booking cost (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 5500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR 500
WIP A/c CR 500

Scenario 2 - What are the entries created when the media purchase invoice is slightly less than the purchase order (after invoicing the client)?

Eg. Booking order cost was 5000 AED, but the Media Purchase invoice was received for 4500 AED:

Client A/c DR 0
Income A/C CR 0
Cost A/c DR -500
WIP A/c CR -500

=== If the supplier invoice is acceptable for posting ===

Enter the supplier invoices directly into the Finance Purchase Journal.

Supplier A/c Credit 100
Schedule/Accrual A/c Debit 100

=== Locating long overdue Supplier Invoices/Credit Notes ===

- If you have one accrual a/c per schedule automatically created by NEOSYS

Print the Trial Balance of the Media WIP/Accrual Ledger and investigate the older accounts at the top of the report using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

- If you have one accrual a/c per supplier

Print the Detailed Ledger A/c (Outstanding Items Only) of the Media WIP/Accrual Ledger and investigate the older items using the Supplier Invoice File or List of Ads Pending Supplier Invoices report.

=== Writing-off long overdue Supplier Invoices/Credit Notes ===
Follow exactly the same steps as in the above section "If the supplier invoice amount is correct - but doesn't match the booking order cost".

''Note-'' NEOSYS will generate cost adjustment in the usual media cost accounts but you may like to amend the journal before posting to go to some other a/c such as “other income – supplier invoices not received”.

=== Posting media supplier invoices before issuing schedules to the client ===
Assuming that you are accruing media costs by schedule and not by vehicle or supplier then the contra account of the supplier invoice posting will be the schedule code or, if the schedules codes are pure numbers then SCH9999 where 9999 is the number of the schedule.

Supplier invoices posted before issuing invoices to client are work in progress (assets) but, in NEOSYS common practice, we still post them into the Media Accruals Ledger which could more properly be called Media Accruals/WIP Ledger.

The accrual account for the schedule is created as soon as the schedule is approved and not only when the invoice is issued to the client. Schedule approval happens in practice automatically at the time of the first booking. Therefore unless you book a schedule (or specifically enter the approval date on the schedule file, there will be no accrual account created for you to post the supplier invoice into. This is logical since if you haven't booked or specifically approved a schedule then you should arguably not be able to post supplier invoices for that schedule.

=== Processing wrong Incoming Media Supplier Invoices ===
If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

# In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
# Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

== Accounting entries created by the Media System ==
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

'''Note:''' These entries are generated automatically by NEOSYS

=== Entries when client is invoice for 120 with cost 100 ===
Client A/C Dr. + 120
Income A/c Cr. - 120

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

=== Entries on received a supplier invoice that media has accepted ===
'''Note:'''But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
Supplier A/c Cr. - 100

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

==== Allocating amounts in the accruals a/c against the supplier invoice ====
===== At the same time of receiving/posting the supplier invoice =====
To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

===== After receiving/posting the supplier invoice =====
Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.

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

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

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

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

The default Tax Code can be entered here as well.

[[image:vat1.jpg]]

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

If a standard VAT/Sales Tax% is not defined in the media Configuration File then you must manually add the tax code or tax percentage at the bottom of every schedule that should have tax.

[[image:vat2.jpg]]

=== Create the invoice ===

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

[[image:vat3.jpg]]

=== Finance Entries ===

==== Entries when client is invoice for 120 with cost 100 and 5% VAT====

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

Cost A/C Dr. + 100
Media Accrual A/C Cr. - 100 (Schedule a/c)

'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.

==== Entries on received a supplier invoice that media has accepted ====
When entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c Dr. + 100 (Schedule a/c)
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Using_NEOSYS_Media_System#Processing_of_Incoming_Media_Supplier_Invoices | Processing of Incoming Media Supplier Invoices]]

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

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

[[image:vat4.jpg]]

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

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

[[image:vat5.jpg]]

== How to handle production costs on media rate cards ==
Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

[[image:ratecardproduction.jpg]]

== Specifying Gross Unit Bill Amount to Client in Ratecards ==
Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

#You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
#If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

== Specifying Gross Unit Cost to Agency in Ratecards ==
Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
#Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
#The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
#You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

== Restricting Access to Selected Ratecard columns ==
In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

== How to Use and Manage Materials ==

In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:

[[File:Material_calender.jpg| 1200x450px]]

When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.

Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.

NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]

== Using Media Material File ==

[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.

If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.

If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].

== [[Exporting to other finance systems]] ==
== Exporting Invoices in Excel Format ==

Using NEOSYS Invoices menu, Audit Invoices/List

To “export” we run the normal audit procedure but with output format=xls.

You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes.

Classic concepts from financial audit are used to ensure a complete and unduplicated stream import files and invoices. NEOSYS uses system controlled sequential audit numbering so that you can ensure that you have all the invoices up to a certain point and be confident that there are no duplications. The system still works when invoice numbering is discontinuous for any reason.

Steps:
#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.
#*Any new invoices generated afterwards will be appended to the old batch.
#EXPORT AND CLOSE
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used
#Import the exported file/audit batch into your other system.
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step
#Repeat from 1.

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

Notes:
To find the current audit number, run the audit report in html format WITHOUT closing.

All invoices are appended to current latest audit batch no. Audit batch no starts from “1” per company if invoices are numbered by company, or per database if not.

If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.

If you export and don’t close then you should *not* import that batch into your other system (except perhaps on a trial basis) because the next export will contain the same invoices PLUS any new ones. If you do try to import both the old and new version of the same audit batch number then before you import the new version of it, you must edit out the invoices that you have already imported. If you attempt to import both the old and the new extended version of the same audit batch number without doing any editing then your import will:
#Fail if it is capable of recognizing duplicate voucher numbers, or
#Import duplicates transactions if it cannot.

Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.

== Getting media executive sales commission statements ==
NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

[[image:Commission.JPG]]

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

[[image:Media Diary01.jpg]]

This will give you a report something like the following which shows the total commission due and pending per executive

[[image:Media Diary02.jpg]]

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

[[image:Media Diary03.jpg]]

== Selling TV spots ==

This procedure is only for when you want full control over positioning of ads in programs and breaks. It is not required for simple TV ad sales.

=== Setting up the master files ===

==== Create a vehicle ====

[[image:tvspots6.jpg]]

[[Media_FAQ#How_do_I_handle_media_vehicle_with_multiple_suppliers.3F|Click here for how to handle media vehicle with multiple suppliers]]

==== Create a rate card with standard price brackets ====

[[image:tvspots7.jpg]]

==== Specify the station programs and break times/durations for every date (there is a way to import as well) ====

[[image:tvspots8.jpg]]

=== Entering orders from clients ===

==== Enter ads roughly into programs (not into breaks yet) ====

You must follow the 3 step process below. Specification comes automatically.

[[image: tvspots1.jpg]]

=== Positioning ads in breaks ===

==== Closer to the actual date position all the ads precisely into breaks ====

[[image:tvspots2.jpg]]

==== Lets have a look at all ads on July 5th ====

[[image:tvspots3.jpg]]

==== Select an un-positioned ad ====

[[image:tvspots4.jpg]]

==== Finally select where in the break this ad should appear compared to other ads. ====

There is only one break in this program.

[[image:tvspots5.jpg]]

=== Issuing orders to the stations ===

Close to the day of execution issue an order to the station

[[image:tvspots9.jpg]]

[[image:tvspots10.jpg]]

== Understanding the Terminology of words like Invoice/Costs in the Media System ==
the meaning of
In NEOSYS practice if you say "invoices" without any further clarification this means and only means SALES invoices. If you said MEDIA invoices (intending to mean media module invoices and to clarify from job module invoices) then there is confusion because the advertising industry standard terminology for NEOSYS media suppliers AND NEOSYS media vehicles is "media" so "media invoices" sounds much like "invoices from the media" which are of course Purchase Invoices. Therefore we MUST call invoices issued out of the NEOSYS media module "Invoices", "Media Sales Invoices" or "Media Module Invoices" but not "Media Invoices".

When mentioning Cost in NEOSYS, Cost alone means always and only Cost to Agency but you can say Cost to Client/Cost to Agency if you want to spell it out.

== Understanding how ads appear in different colors in the schedule ==

Color shows by preference in the following order:

#Brown - Scheduled only
#Green - Booked
#Blue - Certified
#Black - Invoiced
#Gray - Full Credit Note
#Orange - Supplier invoice entered

e.g when you create a new ad in a schedule it will appear as Red. If an ad has been invoiced, it will show as black regardless of if the ad has been certified or not or it has been booked or not.

A box around the ad means certified wrong or problem on supplier invoice (they are entered without round brackets to indicate that there is some problem)

Below screenshot displays how these different type of Ads appear in the schedule. Wiki explains how to schedule/book/certify/wrongly certify or invoice ads etc.

[[image: Adcolour.jpg]]

[[image: alladscreditnote.png]]

Configuring Letterhead

2018-03-15T19:02:47Z

Steve: /* Using substitution macros in letterhead text */

=== Older method using HEAD.HTM ===

Letterhead using Maintenance mode, F5, DEFINITIONS [[Special:PermanentLink/6482]]

=== Primary Letterhead Requirements ===

While setting up the letterhead for any company, NEOSYS requires the following:
#Exact company name to appear on invoices etc
#Company logo
#Address for letterhead

Image Format{{Letterhead Logo Format}} 

=== General principles to get excellent letterheads ===

Set the letterhead aesthetically pleasing by following the below points:

*DONT just cut and paste whatever you have been given with no care and attention to it looking nice.
*DO balance up the lines in some clever way and avoid stretching across the whole page as far as possible
*DO JOIN multiple lines onto one line or SPLIT lines to make full use of the vertical space that the logo height reserves in the letterhead
*DO something nice even if you see other cases and examples done badly
*DONT copy existing letterheads if they dont follow the above principles (unless it is known that the client specifically wants it like that)

=== Dynamic letterhead ===

NEOSYS letterhead is not designed for a specific page size or layout. It has to be highly adaptable to work on many different device types and dimensions, for example browser screen, email screen, printer landscape, printer portrait.

NEOSYS media invoices use the "date list" mode by default (instead of "date grid" mode as for schedule printouts) and therefore can fit in portrait mode but, since media schedules and plans usually must be printed in landscape mode, it is common to print media invoices in landscape mode too.

=== Using Preprinted Letterhead ===

NEOSYS output documents have an option to OMIT letterhead in order to be suitable for printing on paper that has pre-printed letterhead on it.

Usually the user will have to configure a large printer top margin in such a case to ensure that NEOSYS will not start overprinting the pre-printed letterhead. This is because there is currently no option in NEOSYS to configure the printer top margin.

=== Setting up letterhead in Company File ===

Basic concepts:

*A letterhead consists of 1, 2, 3 or more "cells" of equal width, spread from left to right.

*Each cell may contain an image, text, or both.

*The alignment left, center or right, and font-size of each cell can be configured.

*Images, e.g. logos, can be uploaded. Text, e.g. addresses, can be entered.
*Text may contain HTML tags to allow for customisation eg bold or anything else that you can imagine.

Uses DRY principle - DONT REPEAT YOURSELF - to keep configuration clear, ease maintenance and reduce errors. Any future changes to logos and addresses will be automatically replicated everywhere necessary.

*Logos and addresses can be shared between companies.
*Text may contain various substitution codes like %COMPANY_NAME%, %TAX_REG_NO% etc.

=== Using substitution macros in letterhead text ===

To avoid having to make separate letterhead per company in multi-company databases, various "macros" can be inserted into letterhead text.

The macros are replaced with the corresponding values from the Company File at the time of document or report creation.

NEOSYS Support team MUST always put Tax Reg No/Company Name/Company Reg No in the Company file and NOT directly into HEAD.HTM, as it is unnecessary repetitive work and prone to errors if and when changes are required to be made.

*%COMPANY_NAME% from the Company File
*%COMPANY_REG_NO% from the Company File
*%TAX_REG_NO% from the Company File
*%URL% from System Configuration File
*%DATAURL% from System Configuration File. Where NEOSYS documents and reports are created.
*%DATABASECODE% Up to eight characters. Same as login screen.

*more options can be added on request

==== Example 1: Logo on left, address on right ====

[[file:lettereg1.png]]

==== Example 2: Using the same image and text as another company ====

[[file:letterheadeg2.png]]

==== Example 3 - Full Manual letterhead ====

Completely manual design of letterhead can be done in a single row/cell by placing the HTML code as Text.

[[file:letterheadold.png]]

==== Example 4 up a "banner-style" letterhead ====

Use a three cell html table to store left, center and right images.

Make normally sized separate images for the left and right sides.

Make a single color image that can be resized on the fly by html to fill in the gap.

<pre>
<table width=100% cellspacing=0 cellpadding=0 >
<tr>

<td align=left width=1%>
<img src=EXAMPL.PNG />
</td>

<td>
<img src=EXAMPC.PNG style="width:100%;height:100px" />
</td>

<td align=right width=1%>
<img src=EXAMPR.PNG />
</td>

</tr>
</table>
</pre>

=== Converting Old style letterhead ===

Old style letterhead will automatically appear like full manual letterhead.

It can very easily be converted manually to the new format, as and when convenient, by extracting the company name, address, font size etc from the html tags and placing them in new style letterhead configuration.

Existing letterhead logos should be downloaded and re-uploaded in the new configuration style.

Where-ever possible, old hard-coded letterhead text like company name, and company and tax registration numbers MUST be replaced with %% macros to ease future maintenance.

Where-ever possible, for companies that share address blocks, the address MUST NOT be entered multiple times. Address blocks MUST only be entered on one main company to ease future maintenance.

Where-ever possible, logos that are shared between companies MUST NOT be uploaded more than once. Logos MUST only be uploaded on one main company to ease future maintenance.

Conversion of multi-company databases requires conversion of each company individually. Converting one company, does not automatically convert them all. Any unconverted companies will remain as they were.

=== Location and URL of uploaded letterhead images ===

The uploaded images are placed in NEOSYS web server /images/ folder with names like logo_XXX_9.jpg where XXX is the company code, and 9 is the letterhead column number.

In the HTML document the images are referred to by the FULL URL to the NEOSYS web server

The URL is obtained from the first NEOSYS login URL found in the Configuration File

<img src="https://test.hosts.neosys.com:4430/images/DEVDTEST/UPLOAD/COMPANIES/logo_X_1.jpg" />

FULL URL is used because, for NEOSYS documents to be converted with their images into other formats like OFFICE/PDF etc, the program doing the conversion must be able to retrieve the image using the URL contained in the HTML.

=== Not seeing images if using alternative NEOSYS login URLs ===

Anybody using secondary NEOSYS login URLs will NOT be able to see uploaded letterhead logos in their documents.

=== Using other images ===

Since any img tag can be placed in the text of letterhead, any image can be included in letterhead configuration.

Such images could be placed on a public web site and the FULL url (omitting http: and https:) placed in the letterhead.

Note: Do NOT start the src with http: or https: to avoid browser questions when accessing neosys using https/http

=== Checking what file names are actually used for logos ===
#Get the document on screen
#Right click the image you want to check
#Choose Properties
#Look at “Address (URL)”. The last bit is the file name.

=== Location of NEOSYS HTML files ===

All html documents output by NEOSYS are put in the data\xxxxxxxx folder where xxxxxxxx is the database code

They are deleted automatically after about one hour

=== Customising the letterhead for transmission certificates ===

“Transmission certificate” is an option on the Schedule Printout that formats the schedule printout slightly differently so that it can be used as a transmission certificate i.e. a formal document suitable for certifying that advertising has appeared correctly.

See [http://userwiki.neosys.com/index.php/Schedule_Printout#Certificate Certificate option in Schedule printout]

The letterhead of a transmission certificate can customised per media vehicle so that the agency can issue them on behalf of the media.

Media vehicle logo per vehicle can be uploaded on the Vehicle file.

=== Positioning address at bottom of page ===

This unfortunately cannot be done in NEOSYS due to lack of facility in HTML web pages or at least lack of knowledge of how to do it at the moment.

Some NEOSYS clients print their invoices on pre-printed letterhead stationary in order to get precise branding and the formality of real letterhead.

Setting up and Configuring NEOSYS Generally

2018-03-05T09:46:12Z

Steve: /* Configuring Payment Instructions */

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

{{:Configuring Document Footers}}

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

[[Image:clientsecuritymark.jpg]]

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

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

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

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

Adline Kuwait

=== Default ===

For all companies that dont have a specific mark

SETMARK * "xxxxxxxxxxxxxxxx"

=== Per company ===

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

SETMARK companycode "xxxxxxxxxxxxxxxxxxx"

To remove the system mark, type:

SETMARK companycode

== Configuring fonts and colors for all users ==

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

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

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

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

== Giving users access to the Support Menu ==

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

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

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

== Configuring Payment Instructions ==

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

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

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

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

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

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

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

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

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

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

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

== Configure Currency File ==

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

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

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

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

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

Invoices amounts can be displayed in two ways:

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

OR

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

== Specifying Payment Terms on Invoices ==

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

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

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

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

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

== Creating Email Alerts in NEOSYS ==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

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

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

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

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

To solve this problem create users matching the executive names.

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

== Automatically Running and Emailing Saved Documents ==

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

ED DOCUMENTS <document no.>

Line 12 should be 1 to mean run automatically.

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

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

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

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

For more information about the DOCUMENTS file format, do

LD DOCUMENTS

== Configuring Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

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

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

NEOSYS Timesheets

2018-02-28T15:16:20Z

Steve: Created page with "=NEOSYS Timesheets FAQ= {{:Timesheet FAQ}} =Using NEOSYS Timesheets= {{:Using NEOSYS Timesheets System}} =Setting up and Configuring NEOSYS Timesheets= {{:Setting up and Confi..."

=NEOSYS Timesheets FAQ=
{{:Timesheet FAQ}}
=Using NEOSYS Timesheets=
{{:Using NEOSYS Timesheets System}}
=Setting up and Configuring NEOSYS Timesheets=
{{:Setting up and Configuring NEOSYS Timesheets System}}
=Troubleshooting NEOSYS Timesheets=
{{:Troubleshooting NEOSYS Timesheets system}}

NEOSYS Finance

2018-02-28T15:14:34Z

Steve: Created page with "=NEOSYS Finance System FAQ= {{:Finance FAQ}} =Using NEOSYS Finance System= {{:Using NEOSYS Finance System}} =Setting up and Configuring NEOSYS Finance System= {{:Setting up an..."

=NEOSYS Finance System FAQ=
{{:Finance FAQ}}
=Using NEOSYS Finance System=
{{:Using NEOSYS Finance System}}
=Setting up and Configuring NEOSYS Finance System=
{{:Setting up and Configuring NEOSYS Finance System}}
=Troubleshooting NEOSYS Finance System=
{{:Troubleshooting NEOSYS Finance System}}

NEOSYS Jobs

2018-02-28T15:12:40Z

Steve: Created page with "=NEOSYS Job System FAQ= {{:Job FAQ}} =Using NEOSYS Job System= {{:Using NEOSYS Job System}} =Setting up and Configuring NEOSYS Job System= {{:Setting up and Configuring NEOSYS..."

=NEOSYS Job System FAQ=
{{:Job FAQ}}
=Using NEOSYS Job System=
{{:Using NEOSYS Job System}}
=Setting up and Configuring NEOSYS Job System=
{{:Setting up and Configuring NEOSYS Job System}}
=Troubleshooting NEOSYS Job System=
{{:Troubleshooting NEOSYS Job System}}

NEOSYS Agency

2018-02-28T15:10:41Z

Steve:

=Agency FAQ=
{{:Agency FAQ}}
=Using NEOSYS Agency System=
{{:Using NEOSYS Agency System}}
=Setting up and Configuring NEOSYS Agency System=
{{:Setting up and Configuring NEOSYS Agency System}}
=Troubleshooting NEOSYS Agency System=
{{:Troubleshooting NEOSYS Agency System}}

NEOSYS Media

2018-02-28T15:09:18Z

Steve: Created page with "=Media FAQ= {{:Media FAQ}} =Using NEOSYS Media System= {{:Using NEOSYS Media System}} =Setting up and Configuring NEOSYS Media System= {{:Setting up and Configuring NEOSYS Med..."

=Media FAQ=
{{:Media FAQ}}
=Using NEOSYS Media System=
{{:Using NEOSYS Media System}}
=Setting up and Configuring NEOSYS Media System=
{{:Setting up and Configuring NEOSYS Media System}}
=Troubleshooting NEOSYS Media System=
{{:Troubleshooting NEOSYS Media System}}

NEOSYS Agency

2018-02-28T15:07:06Z

Steve: Created page with "{{:Agency FAQ}} {{:Using NEOSYS Agency System}} {{:Setting up and Configuring NEOSYS Agency System}} {{:Troubleshooting NEOSYS Agency System}}"

{{:Agency FAQ}}
{{:Using NEOSYS Agency System}}
{{:Setting up and Configuring NEOSYS Agency System}}
{{:Troubleshooting NEOSYS Agency System}}

NEOSYS General

2018-02-28T15:06:06Z

Steve: Created page with "=General FAQ= {{:General FAQ}} =Using NEOSYS Generally= {{:Using NEOSYS Generally}} =Setting up and Configuring NEOSYS Generally= {{:Setting up and Configuring NEOSYS Generall..."

=General FAQ=
{{:General FAQ}}
=Using NEOSYS Generally=
{{:Using NEOSYS Generally}}
=Setting up and Configuring NEOSYS Generally=
{{:Setting up and Configuring NEOSYS Generally}}
=Troubleshooting NEOSYS Generally=
{{:Troubleshooting NEOSYS Generally}}

Setting up and Configuring NEOSYS Agency System

2018-02-26T06:23:25Z

Steve: /* Importing Clients */

== Importing Clients ==

WARNING: You MUST trial out importing in test database first, otherwise you risk messing up your live database clients.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

In the NEOSYS system, clients are separate from accounts receivable because a client record may be created for preparing a quotation before accounts receivable account is opened for the client. Also, it is possible for more than one client to feed into a single account receivable. In other words "clients" are not necessarily one to one with accounts receivable in NEOSYS - although in most cases they are.

You can either prepare separate files for clients and accounts/addresses or a single file that contains all columns for both in one file.

The import file must be in tab-delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

Import must currently be done on the server in NEOSYS maintenance mode and F5.

=== CLIENT columns ===

*CLIENT CODE - required
*CLIENT NAME or ACCOUNT NAME - required
*CLIENT ADDRESS - optional, one line "quick contact 'address'" to show on top of quotes, may not contain the full address and possibly is just a contact name and/or tel/email numbers instead of actual address.
*CLIENT EMAIL - optional
*MARKET CODE - required, must exist in Markets File
*ACCOUNT NO - optional, must exist in a chart of accounts
*EXECUTIVE - optional
*CURRENCY CODE - optional, usual currency of billings
*AGENCY FEE - optional, usual fee percent eg 12.5 or 12.5%
*CLIENT TERMS - optional, free format text to be put at the bottom of invoices, override computer generated terms text from account terms.
*CLIENT GROUP1 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.
*CLIENT GROUP2 CODE - optional, client code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

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

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

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

Up to 9 aliases may be imported in this way.

=== Importing ===

In the following example, it is assumed that you have prepared a file called CLIENTS.TXT.

If you are going to link the clients to the accounts receivable (by filling in the account number on every client), you must first import the accounts. This simplest way to do this is to add accounts columns to the CLIENTS.TXT file as per instructions in the accounts module for importing accounts and import the CLIENTS.TXT file into the accounts module. See [[Importing Accounts and Addresses]]

First, verify that the clients can be imported and correct any errors before proceeding

IMPORTX D:\CLIENTS.TXT CLIENTS

Actually import the clients with the C option (Create)

IMPORTX D:\CLIENTS.TXT CLIENTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Get a List of Clients to verify that the clients have been correctly imported.

== Importing Suppliers ==

WARNING: You should trial out importing on the test database first.

Please follow the notes on importing clients except for the columns in the file.

If you are importing media suppliers then there is an alternative special procedure for importing suppliers and media vehicles that may be more helpful in that case. See [[Setting_up_and_Configuring_NEOSYS_Media_System#Importing_Suppliers_and_Vehicles|Importing Suppliers and Vehicles]]

=== SUPPLIER COLUMNS ===

*SUPPLIER CODE - required
*SUPPLIER NAME - required
*SUPPLIER ADDRESS - optional, one line short address for orders
*MEDIA NONMEDIA - required, "M" for Media Supplier, "P" for Non-media Supplier, "MP" for suppliers that need to work in both the media and jobs module of NEOSYS.
*CONTACT NAME - optional, used for orders
*CONTACT NUMBERS - optional, used for orders
*CONTACT EMAIL - optional, used for orders
*ACCOUNT NO - optional, used for accrued costs if the system is configured to accrue by the supplier.
*SUPPLIER GROUP CODE - optional, supplier code must exist prior to importing. Could be manually entered or imported in a separate file if too many.

and optional links to other systems ...

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

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

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

Up to 9 aliases may be imported in this way.

== Converting database to "invoice numbering per company" ==

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the database. In other words, it has to be pre-decided.

However, you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1 (To confirm you are on field 48 press CTRL+E)

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

=== Allowing separate job/order/estimate number sequences ===

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

#Verify you have Invoice Numbering by Company enabled
#Ensure that company code is part of the job/order/estimate number format

== Converting database to "one invoice number sequence across all companies" ==

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the database. In other words, it has to be pre-decided.

However, you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

== Changing Document Numbering Pattern ==
=== Principles of Document Numbering in NEOSYS ===
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Best practice is to only have sequential numbering
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must be separated with/from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year
#Omit prefixes like SCH, JOB, EST, PO, INV etc while numbering documents as it is inconvenient having to enter those letters over and over again every time you want to access a document

For example, if we have company codes like A, B, C, the year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases. Refer link [http://userwiki.neosys.com/index.php/Using_NEOSYS_Agency_System#Putting_Year_in_Document_Numbers Putting year in Document Numbers]

Good Format Examples:
*1000 - Best practice
*X1000 - use when multi-company setup is used
*12/1000 - use when year is required in document numbering
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate X and 12

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left
*EST1000 - Omit prefixes as it has to be entered every time while trying to access a document

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

=== How to Configure ===
This can only be configured for the whole system so that it can only be done only once all of the old invoices for previous years are done. You can also do it in the middle of the year if you are happy for the rest of the invoices for the current year to be in the new format and probably using a different invoice number sequence.

Examples:

<NUMBER> would give numbers like 1000

<COMPANY><NUMBER> would give numbers like X1000

<COMPANY><YEAR2>/<NUMBER> would give numbers like X12/1000

where,

<NUMBER> provides the usual sequence number ( NUMBER is set in [[Invoice_Numbering| Invoice Numbering file]] ) <COMPANY> provides the company code or company prefix from the company file <YEAR> provides the year in 4 digit form e.g. 2012

'''IMPORTANT NOTES''':
(1) DOING THIS WOULD RE-CREATE THE INVOICE NUMBERS TO START FROM 1
(2) THE <YEAR>/<YEAR2> WOULD CHANGE TO THE NEXT YEAR ONLY WHEN YOU HAVE THE NEW INVOICES IN THE
NEW YEAR DATE AND THE NUMBER WOULD RESET ITSELF TO START FROM 1

New option in the Configuration File, a Format called <YEARWISE> which allows you to specify a different starting number for each year. An invoice number format of <NUMBER><YEARWISE> means that while the year does not form part of the invoice number (as would be the case if the invoice number format was say <NUMBER>/<YEAR2>) you can use different ranges of invoice numbers for each year. This prevents the mixing up of invoice numbers between years.

== [[Invoice_Numbering | Configuring Starting Numbers of Documents]] ==

== How are wip/accrual ledgers structured ? ==

WIP/accrual accounts are usually automatically created per schedule or job although they can be configured to be per supplier or media vehicle.

The exact ledger code can be configured in Media Configuration File or Jobs Configuration File.

If there are many schedules or jobs then new WIP/accrual ledgers are automatically created when the current one gets too large (too many accounts).

Eg: For 2011 the ledger codes might be:
<pre>
ACC11, ACC112, ACC113

Or

WIP11, WIP112, WIP113
</pre>

NEOSYS also opens up new year charts based on the old year charts ie same control a/c etc.
Eg:
<pre>
ACC12 from ACC11

or

WIP12 from WIP11
</pre>

Configuring Document Footers

2018-02-26T06:22:03Z

Steve: /* Configuring Personal Signatures (JPEG image) to appear on Document Footers */

==Configuring Document Footers==

=== List of macro variables available ===

The following codes are available:

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

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

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

*%USER
*%USERNAME
*%AGENCY

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

[[File:footer1.jpg]]

[[File:footer2.jpg]]

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

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

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

==== Single Company Installation ====

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

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

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

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

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

==== Multiple Company Installation ====

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

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

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

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

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

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

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

[[File:user1.jpg]]

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

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

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

Configuring Document Footers

2018-02-26T06:20:02Z

Steve:

==Configuring Document Footers==

=== List of macro variables available ===

The following codes are available:

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

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

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

*%USER
*%USERNAME
*%AGENCY

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

[[File:footer1.jpg]]

[[File:footer2.jpg]]

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

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

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

==== Single Company Installation ====

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

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

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

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

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

==== Multiple Company Installation ====

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

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

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

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

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

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

See [http://userwiki.neosys.com/index.php/System_Configuration_File#Style Signature setting in System Configuration File]

[[File:user1.jpg]]

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

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

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

Configuring Document Footers

2018-02-26T06:14:53Z

Steve: Reverted edits by Steve (talk) to last revision by Arvind

== List of macro variables available ==

The following codes are available:

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

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

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

*%USER
*%USERNAME
*%AGENCY

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

[[File:footer1.jpg]]

[[File:footer2.jpg]]

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

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

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

=== Single Company Installation ===

==== Invoice footer ====

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

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

==== Booking Orders ====

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

=== Multiple Company Installation ===

==== Invoice footer ====

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

==== Booking Orders ====

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

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

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

See [http://userwiki.neosys.com/index.php/System_Configuration_File#Style Signature setting in System Configuration File]

[[File:user1.jpg]]

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

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

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

Configuring Document Footers

2018-02-26T06:11:55Z

Steve: /* List of macro variables available */

==Configuring Document Footers==

=== List of macro variables available ===

The following codes are available:

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

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

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

*%USER
*%USERNAME
*%AGENCY

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

[[File:footer1.jpg]]

[[File:footer2.jpg]]

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

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

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

=== Single Company Installation ===

==== Invoice footer ====

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

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

==== Booking Orders ====

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

=== Multiple Company Installation ===

==== Invoice footer ====

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

==== Booking Orders ====

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

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

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

See [http://userwiki.neosys.com/index.php/System_Configuration_File#Style Signature setting in System Configuration File]

[[File:user1.jpg]]

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

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

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

Setting up and Configuring NEOSYS Generally

2018-02-26T06:10:54Z

Steve: /* Configuring Document Footers */

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

{{:Configuring Document Footers}}

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

[[Image:clientsecuritymark.jpg]]

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

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

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

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

Adline Kuwait

=== Default ===

For all companies that dont have a specific mark

SETMARK * "xxxxxxxxxxxxxxxx"

=== Per company ===

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

SETMARK companycode "xxxxxxxxxxxxxxxxxxx"

To remove the system mark, type:

SETMARK companycode

== Configuring fonts and colors for all users ==

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

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

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

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

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

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

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

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

ED DOS BACKUP.CFG

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

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

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

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

== Authorising Users ==

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

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

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

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

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

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

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

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

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

==== Examples ====

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

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

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

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

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

Sample Email:
<pre>
Dear XXX,

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

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

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

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

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

== Giving users access to the Support Menu ==

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

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

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

== Configuring Payment Instructions ==

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

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

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

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

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

Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.

Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each currency.

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

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

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

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

== Configure Currency File ==

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

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

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

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

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

Invoices amounts can be displayed in two ways:

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

OR

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

== Specifying Payment Terms on Invoices ==

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

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

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

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

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

== Creating Email Alerts in NEOSYS ==

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

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

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

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

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

===Alertid===

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

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

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

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

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

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

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

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

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

To solve this problem create users matching the executive names.

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

== Automatically Running and Emailing Saved Documents ==

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

ED DOCUMENTS <document no.>

Line 12 should be 1 to mean run automatically.

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

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

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

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

For more information about the DOCUMENTS file format, do

LD DOCUMENTS

== Configuring Internet Explorer ==

=== Disabling the pop-up blocker ===
#Open Internet Explorer
#Click the Tools menu
#Click Pop-up Blocker
#Click Turn off Pop-up Blocker (If already off, it will show an option to Turn on Pop-up Blocker)
#Confirm by clicking the Yes button.

[[image:ie-popupblocker.jpg]]

==== IE 9 Alternative ====
#Open up Internet Explorer
#Open the NEOSYS login page
#Enter your username, password & click on login
#*You should see a yellow bar appear at the bottom of Internet Explorer window
#Click on Options for this Site and then click on Always Allow (See image below) [[image:ie9-popupblocker.jpg]] 

=== Adding NEOSYS to Trusted Sites ===
#Go to Tools menu (press Alt+T)-> Internet Options [[image:tools-ieoptions.jpg]] 
#Click on Security [[image:tools-iesecurity.jpg]] 
#Click on Trusted Sites and Sites [[image:tools-ie-trustedsites.jpg]] 
#Click on Add [[image:tools-ie-addtotrustedsites.jpg]] 
#Click on Close [[image:tools-ie-clickonclose.jpg]] 
#Done

=== Enabling Menu Bar ===
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option [[image:rightclickmenubar.jpg]] 
#The Menu Bar will now be displayed at all times [[image:menubardisp.jpg]] 

=== Enabling Status Bar ===
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.

Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:statusbarenable.jpg]] 
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])
#The status bar will be displayed at the bottom.

=== Enabling Command Bar ===
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it) [[image:commandbarenable.jpg]] 
#The command bar will be displayed at all times now [[image:combardisp.jpg]]

=== Enabling the Edit button in Internet Explorer ===
To enable the Edit button in the Command Bar, do the following:
#Open '''Internet Explorer'''
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''. ''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it [[image:AddorRemoveCommands.jpg]] 
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close''' [[image:ClickonEditnAdd.jpg]] '''The EDIT Button shows up in your Command Bar.'''
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. [[image:EditwithExcel.jpg]] 

===Fixing ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===

Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.

Steps to reproduce the issue:

# so right click and on the IE9 icon, and click Run as Administrator as shown above
#Open any web page, for example: http://www.msn.com
#Right click into the page and choose "Export to Microsoft Excel"
#Excel will open and a window "new web query"
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned.
The error displayed is:

[[File:Cannotdisplaywebpage.jpg]]

Solution

Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.

If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:

'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.
#Start > Open > Regedit and run as administrator
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt
#Right click on MenuExt > New > Key: Export to Microsoft Excel
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.

=== Enabling compatibility view in IE8, IE9 and IE10 ===
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:

[[image:ie8compatibility.jpg]]

Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:

[[image:ie8compatibility1.jpg]]

=== Enabling Compatibility view in IE11 ===

Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.
Click on Add to add neosys.com to list of websites added to compatibility view.

[[File:CompatibilityIE11.jpg]]

[[File:CompatibilityIE11-2.jpg]]

=== Fixing issues in IE caused by Windows Update KB3008923 ===

KB3008923 is a problematic update from Microsoft Windows for Internet Explorer which causes issues in NEOSYS. Microsoft has released a fix for it. Please follow the instructions below to install the fix.

Check for Updates under Control Panel> All Control Panel Items > Windows Update

[[File:IEerror1.jpg]]

Install KB3025390

[[File:IEerror.jpg]]

[http://userwiki.neosys.com/index.php/Reset_Browser Restore IE browser settings] before working on NEOSYS

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

== [[Configuring Chrome]] ==

== [[Configuring Firefox]] ==

Using NEOSYS Job System

2018-02-26T06:07:16Z

Steve: /* Recording Supplier Credit Notes */

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

[[Image:New_Invoice_Proforma.jpg]]

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

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

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

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

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

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

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

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

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

How do I issue a credit note in production?

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

{{:Accounting_entries_created_by_the_Production_system}}

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

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

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

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

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

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

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

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

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

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

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

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

=== Finance Entries ===

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

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

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

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

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

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

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

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

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

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

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

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

[[image:vatj4.jpg]]

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

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

[[image:vatj5.jpg]]

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Instructions for NEOSYS Support follow:

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

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

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

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

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

===== Estimates =====

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

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

===== Jobs =====

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Initial Phase

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

Design Phase

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

Work Phase

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

Final Phase

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

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

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

Main Job No: 1000

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

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

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

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

Using NEOSYS Job System

2018-02-26T06:07:01Z

Steve: /* Issuing Credit Notes */

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

[[Image:New_Invoice_Proforma.jpg]]

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

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

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

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

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

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

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

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

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

How do I issue a credit note in production?

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

{{:Accounting_entries_created_by_the_Production_system}}

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

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

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

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

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

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

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

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

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

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

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

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

=== Finance Entries ===

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

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

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

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

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

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

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

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

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

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

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

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

[[image:vatj4.jpg]]

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

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

[[image:vatj5.jpg]]

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Instructions for NEOSYS Support follow:

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

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

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

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

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

===== Estimates =====

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

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

===== Jobs =====

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

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

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

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

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

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

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Accounting entries created by the Production system

2018-02-26T06:05:54Z

Steve: /* Estimate is invoiced as a credit note (i.e. minus estimate) */

== What are the different journal entries created by the NEOSYS job system ==

Listed below are scenarios where journal entries are made by the Production system in NEOSYS finance. Each scenario also specifies which Journal Type to check, to find the respective journal entries. 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:
==== Estimate is invoiced, but there is no PO on the job ====

In this scenario as there is no estimated cost, the system goes ahead and invoices the client with the corresponding entry affecting the respective income A/c

Client A/c DR (amount taken from the estimate)
Income A/c CR (amount taken from the estimate)

==== Estimate is invoiced and there is a PO on the job or the PO has already been converted to a PI ====

This is one of the most common scenarios and is highly recommended as a practise. It is recommended that even though you might not have the exact cost, an approximate cost must be put on the PO for the purpose of invoicing.

Client A/c DR (amount taken from the estimate)
Income A/c CR (amount taken from the estimate)

Cost A/c DR (amount taken from the PO)
WIP A/c CR (amount taken from the PO)

==== Estimate is invoiced as a credit note (i.e. negative amount estimate) ====

As NEOSYS does not allow you to modify an invoiced estimate; you will need to create a estimate with a negative amount to account for a reversal of the invoice (full credit note) or prepare a partial credit note. Creating a negative estimate / credit note to the client DOES NOT reverse the PO provision and you will have to go to the PO and mark it as cancelled for the reversal to be created

Income A/c DR (amount taken from the estimate)
Client A/c CR (amount taken from the estimate)

=== What are the journal entries created 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.

==== PO is converted to a PI after the estimate is invoiced ====

This is the most common scenario where you receive the supplier invoice after invoicing the client (in this case we assume that the PO already existed when you invoiced the client and the provision for the cost was made at that time – refer to estimate invoicing scenario (b). This case could involve either the PI being of the same amount as the PO or a different one.

WIP A/c DR (initial provision cost reversed)
Cost A/c CR (initial provision cost reversed)

Cost A/c DR (with the new/actual cost)
Supplier A/c CR (with the new/actual cost)

==== PO is converted to a PI before the estimate is invoiced ====

As mentioned in estimate invoicing scenario (b), there could be a case where you have to convert the PO to a PI before you invoice an estimate. The following entry would be created in this case.

WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

==== PO is converted to a PI when there is no estimate ====

It may happen that at the time of recording the supplier invoice there is no estimate on the job which could be due to many reasons – most common of them is that the client has given a verbal go ahead or the job is an FOC one or the job is an internal one and isn’t to be billed to anyone. Below entries are no different from entering a PI in the same circumstance

*** MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM WIP A/C TO COST A/C.
WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

Refer to [[Accounting_entries_created_by_the_Production_system#Handling_manual_entries_Jobs_with_internal_cost_and_supplier_invoice_but_no_client_invoice | Handling manual entires for jobs with internal cost and supplier invoice but no client invoice]]

==== PO is modified after the estimate is invoiced ====

As already stated in the introduction, creating PO’s or modifying them before you invoice an estimate causes no journal entry. However as soon as an estimate is invoiced, any modifications you do to the PO (even text modifications) causes a journal entry which reverses the earlier created provision (when you invoiced the client) and puts back the new/provision cost back.

WIP A/c DR (initial provision cost reversed)
Cost A/c CR (initial provision cost reversed)

Cost A/c DR (with the new provision cost)
WIP A/c CR (with the new provision cost)

==== PO is cancelled after the estimate is invoiced ====

Similar to the above point a PO can be cancelled after you invoice an estimate and the system will create a reversal entry to cancel the provision which was made at the time of invoicing the estimate.

WIP A/c DR (initial provisioned cost reversed)
Cost A/c CR (initial provisioned cost reversed)

===Handling manual entries Jobs with internal cost and supplier invoice but no client invoice===

For scenarios where a job is completed and closed with internal cost(PO->PI) only and no client invoice is raised, manual entry MUST be done in journal type: Job Purchase Invoices/Credit Notes (PUR) to transfer the amount from Wip A/c to Cost A/C. If not the balance of WIP will continue to reflect as WIP in Balance Sheet but in reality it is cost incurred for the company.

WIP A/c CR (amount taken from the PO/PI)
Cost A/c DR (amount taken from the PO/PI)

=== 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.

Accounting entries created by the Production system

2018-02-26T06:04:42Z

Steve: /* What are the journal entries created upon invoicing an estimate? */

== What are the different journal entries created by the NEOSYS job system ==

Listed below are scenarios where journal entries are made by the Production system in NEOSYS finance. Each scenario also specifies which Journal Type to check, to find the respective journal entries. 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:
==== Estimate is invoiced, but there is no PO on the job ====

In this scenario as there is no estimated cost, the system goes ahead and invoices the client with the corresponding entry affecting the respective income A/c

Client A/c DR (amount taken from the estimate)
Income A/c CR (amount taken from the estimate)

==== Estimate is invoiced and there is a PO on the job or the PO has already been converted to a PI ====

This is one of the most common scenarios and is highly recommended as a practise. It is recommended that even though you might not have the exact cost, an approximate cost must be put on the PO for the purpose of invoicing.

Client A/c DR (amount taken from the estimate)
Income A/c CR (amount taken from the estimate)

Cost A/c DR (amount taken from the PO)
WIP A/c CR (amount taken from the PO)

==== Estimate is invoiced as a credit note (i.e. minus estimate) ====

As NEOSYS does not allow you to modify an invoiced estimate; you will need to create a estimate with a negative amount to account for a reversal of the invoice (full credit note) or prepare a partial credit note. Creating a negative estimate / credit note to the client DOES NOT reverse the PO provision and you will have to go to the PO and mark it as cancelled for the reversal to be created

Income A/c DR (amount taken from the estimate)
Client A/c CR (amount taken from the estimate)

=== What are the journal entries created 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.

==== PO is converted to a PI after the estimate is invoiced ====

This is the most common scenario where you receive the supplier invoice after invoicing the client (in this case we assume that the PO already existed when you invoiced the client and the provision for the cost was made at that time – refer to estimate invoicing scenario (b). This case could involve either the PI being of the same amount as the PO or a different one.

WIP A/c DR (initial provision cost reversed)
Cost A/c CR (initial provision cost reversed)

Cost A/c DR (with the new/actual cost)
Supplier A/c CR (with the new/actual cost)

==== PO is converted to a PI before the estimate is invoiced ====

As mentioned in estimate invoicing scenario (b), there could be a case where you have to convert the PO to a PI before you invoice an estimate. The following entry would be created in this case.

WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

==== PO is converted to a PI when there is no estimate ====

It may happen that at the time of recording the supplier invoice there is no estimate on the job which could be due to many reasons – most common of them is that the client has given a verbal go ahead or the job is an FOC one or the job is an internal one and isn’t to be billed to anyone. Below entries are no different from entering a PI in the same circumstance

*** MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM WIP A/C TO COST A/C.
WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

Refer to [[Accounting_entries_created_by_the_Production_system#Handling_manual_entries_Jobs_with_internal_cost_and_supplier_invoice_but_no_client_invoice | Handling manual entires for jobs with internal cost and supplier invoice but no client invoice]]

==== PO is modified after the estimate is invoiced ====

As already stated in the introduction, creating PO’s or modifying them before you invoice an estimate causes no journal entry. However as soon as an estimate is invoiced, any modifications you do to the PO (even text modifications) causes a journal entry which reverses the earlier created provision (when you invoiced the client) and puts back the new/provision cost back.

WIP A/c DR (initial provision cost reversed)
Cost A/c CR (initial provision cost reversed)

Cost A/c DR (with the new provision cost)
WIP A/c CR (with the new provision cost)

==== PO is cancelled after the estimate is invoiced ====

Similar to the above point a PO can be cancelled after you invoice an estimate and the system will create a reversal entry to cancel the provision which was made at the time of invoicing the estimate.

WIP A/c DR (initial provisioned cost reversed)
Cost A/c CR (initial provisioned cost reversed)

===Handling manual entries Jobs with internal cost and supplier invoice but no client invoice===

For scenarios where a job is completed and closed with internal cost(PO->PI) only and no client invoice is raised, manual entry MUST be done in journal type: Job Purchase Invoices/Credit Notes (PUR) to transfer the amount from Wip A/c to Cost A/C. If not the balance of WIP will continue to reflect as WIP in Balance Sheet but in reality it is cost incurred for the company.

WIP A/c CR (amount taken from the PO/PI)
Cost A/c DR (amount taken from the PO/PI)

=== 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.

Accounting entries created by the Production system

2018-02-26T06:02:28Z

Steve: /* 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 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.

==== PO is converted to a PI after the estimate is invoiced ====

This is the most common scenario where you receive the supplier invoice after invoicing the client (in this case we assume that the PO already existed when you invoiced the client and the provision for the cost was made at that time – refer to estimate invoicing scenario (b). This case could involve either the PI being of the same amount as the PO or a different one.

WIP A/c DR (initial provision cost reversed)
Cost A/c CR (initial provision cost reversed)

Cost A/c DR (with the new/actual cost)
Supplier A/c CR (with the new/actual cost)

==== PO is converted to a PI before the estimate is invoiced ====

As mentioned in estimate invoicing scenario (b), there could be a case where you have to convert the PO to a PI before you invoice an estimate. The following entry would be created in this case.

WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

==== PO is converted to a PI when there is no estimate ====

It may happen that at the time of recording the supplier invoice there is no estimate on the job which could be due to many reasons – most common of them is that the client has given a verbal go ahead or the job is an FOC one or the job is an internal one and isn’t to be billed to anyone. Below entries are no different from entering a PI in the same circumstance

*** MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM WIP A/C TO COST A/C.
WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

Refer to [[Accounting_entries_created_by_the_Production_system#Handling_manual_entries_Jobs_with_internal_cost_and_supplier_invoice_but_no_client_invoice | Handling manual entires for jobs with internal cost and supplier invoice but no client invoice]]

==== PO is modified after the estimate is invoiced ====

As already stated in the introduction, creating PO’s or modifying them before you invoice an estimate causes no journal entry. However as soon as an estimate is invoiced, any modifications you do to the PO (even text modifications) causes a journal entry which reverses the earlier created provision (when you invoiced the client) and puts back the new/provision cost back.

WIP A/c DR (initial provision cost reversed)
Cost A/c CR (initial provision cost reversed)

Cost A/c DR (with the new provision cost)
WIP A/c CR (with the new provision cost)

==== PO is cancelled after the estimate is invoiced ====

Similar to the above point a PO can be cancelled after you invoice an estimate and the system will create a reversal entry to cancel the provision which was made at the time of invoicing the estimate.

WIP A/c DR (initial provisioned cost reversed)
Cost A/c CR (initial provisioned cost reversed)

===Handling manual entries Jobs with internal cost and supplier invoice but no client invoice===

For scenarios where a job is completed and closed with internal cost(PO->PI) only and no client invoice is raised, manual entry MUST be done in journal type: Job Purchase Invoices/Credit Notes (PUR) to transfer the amount from Wip A/c to Cost A/C. If not the balance of WIP will continue to reflect as WIP in Balance Sheet but in reality it is cost incurred for the company.

WIP A/c CR (amount taken from the PO/PI)
Cost A/c DR (amount taken from the PO/PI)

=== 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 Job System

2018-02-26T05:59:32Z

Steve: /* Accounting entries created by the Production system */

== How to create a job in NEOSYS? ==
You can view a short video tutorial which explains how to create a job in NEOSYS by clicking on http://youtu.be/FNHhQNDp8bw or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create an estimate in NEOSYS? ==
You can view a short video tutorial which explains how to create an estimate in NEOSYS by clicking on http://youtu.be/GrNplNQ1-P4 or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== How to create a purchase order in NEOSYS? ==
You can view a short video tutorial which explains how to create a purchase order in NEOSYS by clicking on http://youtu.be/3NvyZWuTMYg or visit the neosys youtube channel at http://www.youtube.com/user/neosysdubai/videos for all available tutorial videos.

== Using templates to standardise work ==
This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

=== Creating Templates ===
Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

=== Finding and Searching Templates ===
It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

=== Using Templates ===
Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

== Issuing Invoices ==
On the estimate/invoice file we can click on ‘Invoice’ tab and view the proforma invoice and subsequently invoice the client.

NOTE – for the changes made in the cost or billing section please click on ‘reopen’ for the changes to reflect.

== Issuing Partial Invoices ==
There are two main ways to accomplish partial invoicing of estimates in NEOSYS.

=== Method 1 – Partial Invoicing using “Proformas” ===
Partial Invoicing can be done by issuing a proforma invoice for a percentage of the estimate.

The option to create partial proforma invoices is on the invoice creation screen.

[[Image:New_Invoice_Proforma.jpg]]

There are potential problems with this approach:
#Some clients are not prepared to make a payment versus a proforma invoice.
#No invoice appears on the client’s account and any payment will show as an unallocated payment until the final full invoice is issued.

There are also an advantage in some cases:
#Unlike real invoicing, you can issue multiple proforma invoices on an estimate without restriction. If the client doesn’t accept the proforma and wants changes, it is very easy to issue revisions.

(Note that all proformas issued are stored and can be reprinted at any time)

=== Method 2 – Partial Invoicing by Splitting the Estimate ===
Partial Invoicing can be done by copying or splitting the original estimate into two (or more) estimates.
#Copy the original estimate to a new estimate
#Reduce the amount on the copy estimate (“pre-billing estimate”) to the amount that you wish to pre-bill.
#Reduce the amount on the original estimate (“final installment estimate”) by the amount that you are pre-billing.

(Note that “reducing” an estimate can be done either by simply deleting the parts of the estimate that should not be billed (e.g. when the estimate contains stages), or by appending a deduction line (percent or amount) on the bottom of the estimate)

==== Splitting the costs ====
If the costs can be split into stages as well then amend the purchase orders that are not related to the pre-billing and tie them to the original estimate. Remember that any purchase orders which are not specifically tied to any estimates will be accounted as costs on the first estimate to be invoiced. This can result in apparently non-profitable accounting entries per invoice if you are not careful - even though the profitability of the overall job is not affected.

If the costs cannot be split then you need to decide if they should be tied to the first or second invoice.

== Issuing Credit Notes ==
What is a credit note?

A credit note is the opposite of invoice. It is issued by a seller to a purchaser to record the reduction of bill possibly due to a discount, return or cancellation.

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

{{:Accounting_entries_created_by_the_Production_system}}

== Raising purchase orders/invoices to/from SUNDRY SUPPLIERS ==
#PO/PI with a normal supplier [[Image:Purchase_Order_1.jpg]] 
#PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something. To do this you need to first create a supplier with name something like "Sundry Suppliers". [[Image:Purchase_Order_2.jpg]] 

== Using NEOSYS VAT/Sales Tax Accounting for Jobs ==

=== [[Understanding_VAT/Sales_Tax_in_the_NEOSYS_finance_module#Configuring_NEOSYS_to_handle_VAT.2FSales_Tax| Configuring VAT/Sales Tax in Finance module]] ===

=== Setting up standard Sales Tax Percentage ===

If all Jobs should have the same VAT/Sales Tax% then specify it in the Job Configuration File.

The default Tax Code can be entered here as well.

[[image:vatj1.jpg]]

=== Create an Estimate or Purchase order with VAT/Tax% ===

If a standard VAT/Sales Tax% is not defined in the Job Configuration File then you must manually add the tax percentage at the bottom of the Estimates and the Purchase Orders for every Job that should have tax.

Estimate:

[[image:vatj2.jpg]]

Purchase Order:

[[image:vatj2p.jpg]]

=== Create the Invoice/Purchase Invoice ===

Before you do this, Issue a proforma invoice first to check that the tax appears correctly.

Invoice:

[[image:vatj3.jpg]]

Purchase Invoice:

[[image:vatj3p.jpg]]

=== Finance Entries ===

==== Automatic entries created in Invoice Journals====

These are Automatic entries created in Invoice Journals when client is invoiced for 120, Production cost is 100 and VAT is 5 %.

Client A/C Dr. + 126
Income A/c Cr. - 120
VAT Control A/C Cr. - 6

Cost A/C Dr. + 100
Work in Progress A/C Cr. - 100 (Job a/c)

'''Note:''' Work in Progress is a provision done as you haven’t received supplier invoice.

====Automatic entries created in Purchase Invoice Journals ====

These are Automatic entries created in Purchase Invoice Journals when Supplier Invoice is recorded in Purchase order i.e. PO to PI conversion.

Cost A/C Cr. - 100
Work in Progress A/C Dr. + 100 (Job a/c)

Cost A/C Dr. + 100
VAT Control A/C Dr. + 5
Supplier A/c Cr. - 105

For a more detailed note on this topic, refer to [[Accounting_entries_created_by_the_Production_system | Accounting entries created by the Production system]]

=== Post the Sales Invoice Journal created ===

In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.

[[image:vatj4.jpg]]

=== Check that the Sale Tax A/c is correct ===

It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.

[[image:vatj5.jpg]]

== Switching from manual costing to automatic NEOSYS Job Costing ==
Assuming that jobs are numbered sequentially just start from any particular job number and ensure that all costs that relate to that job number ("new jobs") and beyond are handled through the new automated NEOSYS practice and not through the old manual procedures.

All cost entries that relate to jobs prior to that number ("old jobs") must be continue to be handled in the old way and if any entries are generated by NEOSYS for these old jobs then those entries must be deleted and not posted.

NEOSYS will automatically create job account in a chart with code "WIPxx" where xx is the current year like "WIP08".

You must create the initial chart (e.g. with code "WIP08") yourself and then NEOSYS will create all future year charts for you. When creating the initial chart make it an open item type chart and you will have to put a control A/c. The control A/c for a WIP ledger is normally in the current assets section of the General Ledger. If you do not have a WIP control A/c (or you have a WIP account but it is not a control account and has any journals passed against it) then you will have to create a new account in the GL called something like WIP Control A/c.

If there are too many jobs in one chart then NEOSYS will create "WIP082", "WIP083" etc.

== Correct Incorrect Purchase Invoices ==
Once you convert a Purchase Order to a Purchase Invoice, you may encounter a situation where you have recorded the supplier invoice wrongly. In such a case if you are authorised to make changes a PI, you need to go back to the PO/PI, amend the amount and save it again. This will create a reversal entry, reversing the earlier created journal and puts back the corrected amount.

This procedure could be used for recording credit notes too. However if you are not authorised to amend a PI, then follow the procedure below.

'''Note:''' Once a Purchase Order is invoiced NEOSYS does not allow to delete the Order. If you wish to cancel the Purchase order then the Version/Status can be changed to Cancelled.

=== Recording Supplier Credit Notes ===
If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

== Cancelling or Amending Incorrect Client Invoices ==
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices|Cancelling or Amending Incorrect Client Invoices]] for NEOSYS procedure for cancelling and amending Client invoices.

Steps to cancel an incorrect invoice:
#Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
#Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
#"Invoice" this new estimate in the usual way and you will get a credit note.
#Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

==Cancelling a Job ==
Steps to Cancel a Job:
#Login to NEOSYS
#Go to Menu -> Jobs -> Jobs -> Job File [[image:jobfilemenu.jpg]] 
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job [[image:canpo.jpg]] 
#Mark it as 'Cancelled' [[image:canpoclose.jpg]] 
#Open each estimate of the Job [[image:canest.jpg]] 
#Mark it as 'Cancelled' [[image:cancelledestimate.jpg]] 
#Go back to the Job and mark it as 'Closed' [[image:closedjob.jpg]] 
#Save the job

=== Cancelling all old jobs and estimates ===

In case staff have routinely not been cancelling stale estimates or closing stale jobs, and you want the various NEOSYS "Pending" reports to show only truly pending estimates and jobs, and in order to save cancelling/closing them one by one, you can ask NEOSYS support staff to cancel/close all estimates and jobs up to a certain date. This is done in NEOSYS maintenance mode on the server.

Individual estimates and jobs may be reopened one by one in the normal manner.

Instructions for NEOSYS Support follow:

NEOSYS SUPPORT STAFF MUST GET WRITTEN/EMAIL CONFIRMATION FROM THE CLIENT OF EXACTLY WHAT IS TO BE CLEARED AND UP TO WHAT DATE AND ACCEPTANCE THAT THIS IS IRREVERSIBLE.

The command first selects records for clearing and the 2nd command actually does the job. Do NOT perform the 2nd command except immediately after the 1st command and DO NOT perform the 2nd command unless the 1st command selects 1 or more records.

Make sure you enter the date in the correct format for the database concerned.

WARNING1! This is irreversible so do this in test database first if not familiar with the process and DONT make any typing or other errors!

WARNING2! YOU WILL CANCEL/CLOSE ***ALL*** ESTIMATES/JOBS IF YOU DO NOT GET SOME RECORDS SELECTED BY THE FIRST COMMAND *OR* IF YOU DO ANY OTHER COMMANDS BETWEEN THE FIRST COMMAND AND 2ND COMMAND. DO NOT PROCEED TO THE 2ND COMMAND UNLESS YOU GET SOME RECORDS SELECTED IN THE FIRST COMMAND!

===== Estimates =====

SELECT PRODUCTION.INVOICES WITH STATUS 'DRAFT' 'ISSUED' 'APPROVED' AND WITH DATE LE '31/12/2013'
CLEARFIELD PRODUCTION.INVOICES STATUS/CANCELLED

Estimates with status DELIVERED are NOT cancelled in this procedure because they may need attention and not simple cancellation. They are likely to be few and can be manually cancelled or processed as required.

===== Jobs =====

SELECT JOBS WITH CLOSED NE 'Y' AND WITH DATE_CREATED LE '31/12/2013'
CLEARFIELD JOBS CLOSED/Y

== Tracking job progress using My Jobs ==
On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

=== What shows in My Jobs ===
You will see:
*All tasks that you are responsible to either do or manage 
*All tasks that you have requested other people to do 

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

=== Changing task status ===
If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

When a job is “Completed” or “Cancelled” by a user, the task entry for that user is removed from the My Jobs page.

=== Requesting other people to do work ===
If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

User can make a request for those tasks only which are allocated to him or where he is the person requested to do the task. If neither is true then user will not be able to make any requests even if he has the authorisations.

Every time a user makes a request, a new entry is created in My Jobs and can be seen when you click on "Show All". The Job executive remains the same but the "Person" field is updated with the user who has been requested to take up the job.

=== Using the My Jobs screen ===
You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

=== Example Scenario ===
#Client Service Users can request tasks from heads of other departments - Creative1, Creative2 and Studio
#Head of the creative and studio departments can request tasks from staff in their own department

To setup NEOSYS Authorisation File for this scenario, see "Setting up NEOSYS Job System".

Initial Phase

#Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

#CS requests in NEOSYS a creative head (CRH) to do some design (NEOSYS emails CRH a notification)
#CRH requests in NEOSYS one or more of their staff (CRS) to do some work. (NEOSYS emails CRS a notification)
#CRS indicate in NEOSYS that the task is complete. (NEOSYS emails CRH a notification)
#CRH, when all CRS have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

#CS gains clients approval for the design.
#CS requests in NEOSYS a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
#SH schedules in NEOSYS studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
#SH indicates in NEOSYS that the request is complete. (NEOSYS emails CS a notification)

Final Phase

#CS indicates in NEOSYS that their task is complete. (NEOSYS emails FINANCE a notification)

== Using Sub Jobs when there are Multiple Estimates for a single Job ==
If you find that you are regularly creating many estimates and invoices for one job then you are probably not working in the best way. Although you CAN put multiple estimates and invoices in one NEOSYS job, generally you should not think of a NEOSYS job as a “holding pen” for many sub-jobs. The system allows much better control if you create a "sub-job" for each phase of the job, in other words for each estimate or invoice to the client.

In the mind of client service staff one “job” can be an ongoing thing with many phases. However what is really needed is that each “phase” of the job is treated as one job in NEOSYS to allow better control. To retain the appearance of continuity while actually treating things separately, you can create sub-jobs in NEOSYS as follows:

Main Job No: 1000

Sub-Job Nos: 1000-2, 1000-3, 1000-4 etc

As long as the main job number exists then anyone who can create jobs can create sub-jobs.

Timesheets can be entered either on the main job number or any of the sub-jobs as long as they remain open. This allows finer control over time recording.

To force client service staff to follow the “one job/sub-job per estimate” concept, there is an authorisation code in NEOSYS that can prevent them from creating multiple estimates in one job. Finance staff usually remain unrestricted so that they can create credit notes since they are handled as additional estimates in NEOSYS.

Accounting entries created by the Production system

2018-02-26T05:58:29Z

Steve:

== 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 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. Below entries are no different from entering a PI in the same circumstance

*** MANUAL ENTRY NEEDS TO BE DONE TO TRANSFER THE AMT FROM WIP A/C TO COST A/C.
WIP A/c DR (amount taken from the PO/PI)
Supplier A/c CR (amount taken from the PO/PI)

Refer to [[Accounting_entries_created_by_the_Production_system#Handling_manual_entries_Jobs_with_internal_cost_and_supplier_invoice_but_no_client_invoice | Handling manual entires for jobs with internal cost and supplier invoice but no client invoice]]

(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 manual entries Jobs with internal cost and supplier invoice but no client invoice===

For scenarios where a job is completed and closed with internal cost(PO->PI) only and no client invoice is raised, manual entry MUST be done in journal type: Job Purchase Invoices/Credit Notes (PUR) to transfer the amount from Wip A/c to Cost A/C. If not the balance of WIP will continue to reflect as WIP in Balance Sheet but in reality it is cost incurred for the company.

WIP A/c CR (amount taken from the PO/PI)
Cost A/c DR (amount taken from the PO/PI)

=== 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.

Notes

2018-02-25T18:02:10Z

Steve:

== Notes ==
Chart - list of a/c names. it is not a collection of accounts.
Ledger - a ledger is a collection of accounts for a particular chart
Account - is a list of transactions with a balance

top level chart - GL
all rest are subsidiary charts - must mention the a/c name in the master chart (GL).

example:
chart - GL, any subsidiary ledger
Ledger -

PL is separate and the closing a/c is mentioned in the top of the chart
if the PL is not separate and is in the GL, then we need to put the closing a/c code against each a/c

If the PL is in the GL, and you forget to put the closing a/c code, then at the start of the new year, you need to pass an OPENING BALANCE journal to pass it to the GL - and this does not show in the concerned PL account.

OPENING BALANCE journal breaks the principle of audidability as it creates no transactions, but the auditors are fine with this as they can easily trace any fraud comparing the opening balance ot last years balance.

Multicompany - the GL and the base currency of the new company should be the same

Using NEOSYS Finance System

2018-02-25T11:33:48Z

Steve:

OLD VERSION [[Special:PermanentLink/6014]]

{{:Importing Accounts and Addresses}}

{{:Migrate data from OLD system to NEOSYS}}

{{:Preventing posting in prior years and periods}}

{{:Consolidating reports between databases}}

{{:Performing Essential Maintenance of NEOSYS Finance Module}}

{{:Manual control of payee on payment vouchers}}

{{:Automatic Details on Ledger Account}}

{{:Chart of Accounts}}

{{:Specifying when Financial Year starts}}

{{:How to "Open New Year"}}

{{:Entering Opening Balances & Items}}

{{:Working of Inter Currency Conversion}}

{{:Processing Postdated Cheques in NEOSYS}}

{{:Handling Exchange Losses & Gains in NEOSYS}}

{{:Avoiding Invoice and Credit Note combinations appearing on Client A/c Statements}}

{{:Understanding the difference between Ledger A/c printout and Statement printout}}

{{:Presenting Trial Balances and Financial Statements in a non-base currency}}

{{:Showing subsidiary charts in the main trial balance}}

{{:Understanding VAT/Sales Tax in the NEOSYS finance module}}

{{:Revaluing closing balances}}

{{:Entering Multi-period journal batches}}

{{:Understanding the term ACCOUNT and its various statements}}

{{:Closing an account with multiple currencies}}

{{:Handling receipts in one currency to pay off invoices in another currency}}

{{:Handling supplier invoices which are less then the accrual due to currency gains}}

{{:Handling intercurrency allocation}}

{{:Handling obsolete/unused accounts}}

{{:Moving accounts between ledgers}}

{{:Explaining what the intercurrency conversion account is}}

{{:Cheque_Design_and_Printing|Cheque Design and Printing}}

{{:Setting up a new company in existing/new database}}

{{:Posting receipts and payments to bank accounts in non base currencies}}

{{:Stopping recurring journals before their term is over}}

{{:Designing a multi-financial year P&L Financial Statement}}

{{:Printing PDC cheque}}

{{:What is the difference between Chart of Accounts and Ledger?}}

{{:Handling very detailed Job Types in the Chart of Accounts for P & L}}

{{:Account of PDC with Due Date column}}

{{:Obtaining Cash Flow Forecast for Post Dated Cheques}}

{{:How to revalue open item accounts "as at" periods that have been cleared in Clear Open Items}}

{{:How to setup inter company accounts and do inter company postings}}

{{:Handling Rebates in NEOSYS}}
----
{{:Notes}}

Using NEOSYS Finance System

2018-02-25T11:33:17Z

Steve:

All version - all links [[Special:PermanentLink/6014]]

{{:Importing Accounts and Addresses}}

{{:Migrate data from OLD system to NEOSYS}}

{{:Preventing posting in prior years and periods}}

{{:Consolidating reports between databases}}

{{:Performing Essential Maintenance of NEOSYS Finance Module}}

{{:Manual control of payee on payment vouchers}}

{{:Automatic Details on Ledger Account}}

{{:Chart of Accounts}}

{{:Specifying when Financial Year starts}}

{{:How to "Open New Year"}}

{{:Entering Opening Balances & Items}}

{{:Working of Inter Currency Conversion}}

{{:Processing Postdated Cheques in NEOSYS}}

{{:Handling Exchange Losses & Gains in NEOSYS}}

{{:Avoiding Invoice and Credit Note combinations appearing on Client A/c Statements}}

{{:Understanding the difference between Ledger A/c printout and Statement printout}}

{{:Presenting Trial Balances and Financial Statements in a non-base currency}}

{{:Showing subsidiary charts in the main trial balance}}

{{:Understanding VAT/Sales Tax in the NEOSYS finance module}}

{{:Revaluing closing balances}}

{{:Entering Multi-period journal batches}}

{{:Understanding the term ACCOUNT and its various statements}}

{{:Closing an account with multiple currencies}}

{{:Handling receipts in one currency to pay off invoices in another currency}}

{{:Handling supplier invoices which are less then the accrual due to currency gains}}

{{:Handling intercurrency allocation}}

{{:Handling obsolete/unused accounts}}

{{:Moving accounts between ledgers}}

{{:Explaining what the intercurrency conversion account is}}

{{:Cheque_Design_and_Printing|Cheque Design and Printing}}

{{:Setting up a new company in existing/new database}}

{{:Posting receipts and payments to bank accounts in non base currencies}}

{{:Stopping recurring journals before their term is over}}

{{:Designing a multi-financial year P&L Financial Statement}}

{{:Printing PDC cheque}}

{{:What is the difference between Chart of Accounts and Ledger?}}

{{:Handling very detailed Job Types in the Chart of Accounts for P & L}}

{{:Account of PDC with Due Date column}}

{{:Obtaining Cash Flow Forecast for Post Dated Cheques}}

{{:How to revalue open item accounts "as at" periods that have been cleared in Clear Open Items}}

{{:How to setup inter company accounts and do inter company postings}}

{{:Handling Rebates in NEOSYS}}
----
{{:Notes}}

Handling Rebates in NEOSYS

2018-02-25T11:32:18Z

Steve:

==Handling Rebates in NEOSYS==

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]]

How to setup inter company accounts and do inter company postings

2018-02-25T11:31:46Z

Steve:

==How to setup inter company accounts and do inter company postings==

=== Objective ===

The objective of inter-company accounts in NEOSYS is to allow you to work (post journals) for a pair or group of companies (or divisions) with the same ease as if they were a single company while still keeping fully balancing and separately audit-able accounts per company or division. Once the inter-company accounts are set-up between a pair of companies, NEOSYS allows direct postings from one company into another company subject to authorisation. From one journal data entry session, NEOSYS will create separate balancing vouchers in each company just like one would do manually by entering the same transaction twice, once in each company.

=== Setup ===

Inter company transactions are handled in NEOSYS by first creating inter company accounts in the Inter company ledger and then linking this account in the Company file.

For example a company '''NEOSYS A''' wants to transfer an amount to company '''NEOSYS B'''

1. Create intercompany accounts for '''Company A''' and '''Company B''' in Chart of Accounts>Intercompany Accounts Ledger

[[File:IC1.jpg|800px]]

2. Link the account NB in Company File of '''Company A''' and NA in Company File of '''Company B'''

[[File:IC2a.jpg|700px]]

[[File:IC2b.jpg|700px]]

=== Data Entry ===

3. Use an appropriate Journal Type to show the Transaction

[[File:IC3.jpg|1000px]]

=== Result in company A ===

Note how NEOSYS automatically creates a voucher under each company using the inter company accounts and auto-numbers these vouchers

[[File:IC4a.jpg|900px]]

=== Result in company B ===

[[File:IC4b.jpg|900px]]

How to revalue open item accounts "as at" periods that have been cleared in Clear Open Items

2018-02-25T11:30:56Z

Steve:

== How to revalue open item accounts "as at" periods that have been cleared in Clear Open Items==

===Problem===
Normally, if you attempt the above, you will get a message something like the following:

You cannot revalue as at period mm/yyyy
because open items have already been cleared up to mm/yyyy
and you have not selected
Open Item A/c Revaluation Mode: "Balances"

[[image:revalue.jpg]]
=== Solution ===

The "Revaluation Journals" screen in NEOSYS versions after 23/7/2013 has an option which allows the revaluation of open item accounts even after the maintenance process "Clear Open Items" has been run for the period being revalued.

For example, you can revalue as at 10/2010 even if open items have been cleared up to 12/2010.

This option requires that you are authorised to do "AUTHORISATION MODE: BALANCES" which by default is denied to everybody so it will have to be specifically granted ... presumably to only senior accountants.

[[image:revalue1.jpg]]

=== How does it work ===

Revaluation of open item accounts in MODE: BALANCES when the revaluation period is prior to or equal to the Open Item Cleared Upto Period (see Company File) is performed as if the open item account was a balance forward account.

A "base-currency only" revaluation journal will be posted and it will appear '''as an outstanding item''' on all statements of account in all later periods that show base currency items ''' until such time as it is revalued away'''.

Outstanding "Base-currency only" items always revalue to zero (when revalued item-wise) because if the currency amount outstanding on an item is zero, then so also should the base currency amount outstanding be zero. This is what the revaluation program does when Mode: Balances is not used.

Obtaining Cash Flow Forecast for Post Dated Cheques

2018-02-25T11:29:44Z

Steve:

==Obtaining Cash Flow Forecast for Post Dated Cheques==

A cash flow forecast can be obtained by selecting the post dated cheques ledger or accounts in the NEOSYS, Finance> Reports> Cash Flow Report menu option.

See also [[Cash Flow Report]]

Account of PDC with Due Date column

2018-02-25T11:28:47Z

Steve:

==Account of PDC with Due Date column==

An account of PDC showing a column for the due date can be obtained by selecting Column: Due Date on the Ledger Account screen.

[[File:Ledgeraccwithduedate.jpg]]

What is the difference between Chart of Accounts and Ledger?

2018-02-25T11:27:55Z

Steve:

== What is the difference between Chart of Accounts and Ledger? ==

The short answer is that a ledger always belongs to one and only one company whereas a chart of accounts may be used by more than one company in common.

Think of a ledger as an old fashioned physical book of accounts. Each account starts on a separate page and is a list of transactions. All the accounts in the book (“ledger”) belong to one company. Therefore a ledger is a set of similar accounts for ONE company. The spine of the ledger (book) is labeled “Clients Ledger for 2012 for Company X”

Think of a chart of accounts as a piece of paper with a list of account names and numbers. It is kept separately from the ledgers as a reference document since it applies to more than one year and possibly even to more than one company.

*Account = LIST OF TRANSACTIONS (one or more pages with opening and closing balance)
*Ledger = A BOOK OF ACCOUNTS (can be very large)
*Chart = A LIST OF ACCOUNTS (names and numbers)

Clearly, each account and ledger relate to one specific company whereas a chart of accounts could be applicable for more than one company- if they have common clients, supplier etc.

Using the same chart of accounts for the ledgers of more than one company provides some useful benefits

# Adding new accounts and removing old accounts can be done once and is effective for all companies.
# Consolidated Finance Statements can be obtained. For example “Consolidated Aged Balances Report”
# Tabular Finance Statements can be obtained. For example trial balance of clients and suppliers showing each company in a separate column with grand total and/or arbitrary totals of any desired sub-grouping of companies.

Printing PDC cheque

2018-02-25T11:27:26Z

Steve:

==Printing PDC cheques==

'''Journal setup:'''

To add an additional column to print the post date on the cheque. Enter Chq date against Payment and receipt line in the due date column as shown in the screenshot:

'''Function of Due Date:'''

A new column called “Chq date” is added to the payment and the receipt vouchers.
This column will be used to enter the desire date you want to print on the cheque. (recommended for PDC cheques)

'''Cheque Design:'''

NEOSYS is configured to print cheques using the date mentioned on the Chq Date column IF available, if the Chq date is left blank, cheque would be printed with the date entered in the DATE column.

Designing a multi-financial year P&L Financial Statement

2018-02-25T11:26:50Z

Steve:

==Designing a multi-financial year P&L Financial Statement==
'''Problem:'''

# The NEOSYS financial year start is fixed in the Company File and cannot be changed once posting have been made.
# NEOSYS standard movement report will not work for P&L accounts if you simply select a period from one year to another.

Therefore a simple cross-financial year P&L will not work correctly.

'''Solution:'''

Setup a financial report something like the following

#1st column - prior calendar year – selected fixed financial periods. DEPENDING ON REQUIREMENTS
#2nd column - current calendar – YTD
#Total column

'''Notes:'''
#While running the report make SURE you select only the current year period in settings otherwise the column titles will not come correct. In other words DO NOT select the desired period(S) … select only the LAST period you want.
#This report will not work for selected periods of ONE financial year. It only works when you want part of the old year plus part of the new

[[File:Multi-financial year P&L design.jpg]]

Stopping recurring journals before their term is over

2018-02-25T11:26:19Z

Steve:

==Stopping recurring journals before their term is over==

Recurring journals are created to post at selected intervals the relevant debit and credit instalment amount. These journals need to be manually initiated every month/period to post the past pending period. After initiation, the system automatically creates vouchers debiting and crediting the relevant accounts and instalment amount.

Incase you create a recurring journal for 12 instalments, but mid-way through the year you decide to suspend the recurring journal due to various reasons which may include: termination of lease, sale of assets etc.

To stop the recurring journals, you have two methods from the recurring journal screen:

# Drop down the figure of Total amount column by the amount shown in the Remainder column (i.e.drop the total amount to be posted) and make sure that the Remainder column amount becomes ZERO and add a comment into the description stating the reason for this. This method is the recommend method as it keeps a track of the past recurring journals data entry.
# Not quite a recommended method, you can also delete the recurring journal line. This maybe used in cases where also the recurring journal is over and you do not need a reference in the recurring journal data entry screen as it unnecessarily takes up a lot of lines.

Posting receipts and payments to bank accounts in non base currencies

2018-02-25T11:25:30Z

Steve:

== Posting payments in non base currencies ==

For example, you may make a payment for 1000USD to a supplier, but your bank account is in AED (or any other local currency). In this case you cannot issue a USD cheque and have to make a bank remittance. Hence you will instruct your bank to credit your bank account in the converted base currency you hold the bank account in. As we are talking of AED here, the bank will convert 1000USD into 3675AED (base) and credit your account. In this case you would be tempted in NEOSYS to credit the bank for 1000USD/3675base which is actually wrong:

[[image:postingpay1.jpg]]

The correct method would be to credit the bank account for 3675AED/3675base and debit the supplier for 1000USD/3675base. This is because if you enter a currency amount different from the base amount of the bank account than if you run a revaluation journal in future, NEOSYS will automatic adjust the base currency of the bank account to agree with the foreign currency amount if the exchange rate changes which you do not want happening at all. The correct payment entry will be:

[[image:postingpay2.jpg]]

You will at all times need to debit the supplier with 1000USD/3675base, otherwise you will not be able to allocate the payment to outstanding supplier invoices.

Setting up a new company in existing/new database

2018-02-25T11:25:04Z

Steve:

==Setting up a new company in existing/new database==

'''Draft email requesting info required to add new company to existing/new database

For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.

Dear XXX,

To open the new company can we please have the following info:

1. Letterhead:
-Exact company name to appear on invoices etc
-Tax registration number (If UAE/KSA company)
-Address for letterhead
-Logo{{Letterhead Logo Format}}

2. Any new users:
-Full Name
-Email Address (to get passwords)
-User role(s) department/position etc (for authorization level)

3. Existing Users Access Rights:
-Who should have access to the new company?

4. Default Market for the Company

5. Bank Accounts:
-Full payment instructions - if required to appear on invoices

6. First Financial Year

7. General Accounts:
-Client: Shared existing list? OR create new private clients list/chart?
-Suppliers: Share existing list? OR create new private supplier list/chart?

8. Invoice Numbering:
-Prefix for the new company (usually one letter)
-The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used. ( Refer to Principles of Document numbering in NEOSYS:- http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )

Media module
Starting Schedule Number: 1000
Starting Media Invoice Number: 70000
Job module
Starting Job Number: 5000
Starting Purchase Order Number: 15000
Starting Estimate Number: 25000
Starting Job Invoice Number: 90000
9. Timesheet module:
- Timesheet Administrators:
- Timesheet alert email recipients (Users who will receive Timesheet Summary emails):

** In addition to the points above, ask for the following information if setting up a new company in a new database

9. Base Currency of the dataset

10. IP restrictions:
List of IP numbers from which NEOSYS can be accessed

11. Backup email notification recipients:
List of people to receive email reports about the daily backup

12. Allowed domains in email addresses
List of allowed domains for user's email addresses

Best Regards,

=== Setting up a new company in an existing database ===

The following procedure also applies to adding a new company to a multi-company installation in existing database.

#[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get Management approval]
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
#Create a new company in the [[Company_File| Company File]] by specifying the required details.
#*The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results. (Refer to [[Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_year| Setting up and Configuring NEOSYS Finance System]] for instructions on how to set up the start of Financial Year).
#*The company code must be a letter even if previous existing companies use a numeric company code. Specify an alphabetical prefix to the company which is used for invoice numbering (refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company).
#*Enter the exchange gain, exchange loss and conversion account numbers.
#*Enter payment instructions specific to this company and it will appear on all invoices for this company. (refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment Instructions]] for instructions on how to set up payment instructions).
#*If you need inter-company entries to be made then follow the instructions in [[How_to_setup_inter_company_accounts_and_do_inter_company_postings| How to setup intercompany accounts]] and do intercompany postings
#In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to [[Invoice_Numbering|Invoice Numbering]]) and numbering pattern under the Media/Job config file.
#*The starting number should be consistent with the existing companies' document numbering.
#*If the database is configured to show year in the Invoice number, then the starting number cannot be set as it will start from 1 each year.
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.

=== Setting up a new company in a new database ===

In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database

#Configure base currency of the new database in the Company file
#[[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Client_Security_mark| Configure Client Security Mark]]
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]
#Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.

Cheque Design and Printing

2018-02-25T11:24:20Z

Steve:

== Cheque Design and Printing ==

[[File:Cheque_design.jpg|1200px]]

=== Design ===

To open this page: In Payment Journal page click on Print Cheques -> Click on Design -> Cheque design page opens up.

==== Account Number ====
The bank account for which the cheque design is being configured

==== Is Default ====
Tick to set this design as the default one for all bank accounts that do not have a cheque design format for themselves.

==== Left Margin/ Top Margin ====
Specify where the Left/Top Margin starts from.

==== Units ====
Select the unit for measuring the alignment

==== Preview Cheque Layout ====
Used for checking whether any of the fields are overlapping with each other or exceed the page limit

==== Field Name ====
The Field Names depend on the level selected. [[Cheque_Design_and_Printing#List_of_Field_Names | Refer here for the list of field names.]]

==== Level ====
Used for defining the scope of the Field Name.

==== Top/Left ====
Enter how many units from the top/left the field must begin

==== Width/Height ====
Enter the width and height of the field

==== Alignment ====
Select the alignment (left/right/centre) for the text within the field

==== Repeats ====
[[Cheque_Design_and_Printing#Avoiding_continuation_pages_on_remittance_advices.2Fcheque_printouts|Refer here]]

==== Exclude ====
Tick this to omit the corresponding line from showing in the Printout

===List of Field Names===
 

==== ALL_INVOICE_NOS_OR DETAILS ====

==== ACCOUNT_NO ====
Supplier account number

==== ALL_DETAILS ====
Displays details of every line in the voucher, one below the other, in a single page.

==== AMOUNT_PAID ====

==== BANK_ACCOUNT_NAME ====
Name of the bank account for which the cheque is printed

==== BANK_ACCOUNT_NO ====
The account no. of the bank for which the cheque is printed

==== CHEQUE_AMOUNT ====
The Total Amount entered in the journal entry

==== CHEQUE_CURRENCY ====
The currency entered in the journal entry

==== CHEQUE_DATE ====
Date mentioned in the journal entry

==== CHEQUE_NO ====
The value entered in the cheque advice/remittance advice. Will have brackets around it, if the voucher is unposted.

==== CHEQUE_PAYEE ====
Details of the 1st line in the voucher file

==== CHEQUE_WORDING ====
The cheque amount in words

==== DETAILS ====
Details of the 2nd line in the voucher file, minus details from the first line. If left blank, it picks up the name of the second account in the voucher file.

==== INVOICE_DATE ====
The date mentioned in the allocation voucher file

==== INVOICE_NOS_OR_DETAILS ====
If allocated, then the text from the allocation voucher's reference field appears here. If unallocated, then the details of the contra-line appears here

==== INVOICE_NO ====
Picks up the supplier invoice number from the Reference field of the allocated voucher

==== INVOICE_NOS ====
Picks up the supplier invoice number from the Reference field of the allocated voucher, example INV#123. If {INVOICE_NO} is also one of the fields used in cheque design, then {INVOICE_NOS} gives the journal type of the allocation voucher, the text from the reference field of the allocation voucher, and the date menioned in the allocation voucher file. Eg. PUR INV#123 30/6/2014

==== INVOICE_ORIGINAL_AMOUNT ====
Picks up the allocated amount from the allocation voucher file

==== INVOICE_OUTSTANDING_AMOUNT ====
The outstanding amount for each of the invoices being paid.

==== INVOICE_PAID ====
The allocated voucher number appears here

==== INVOICE_TYPE ====
Gives the type of the allocated voucher. Eg. PUR, MPU etc.

==== NO_OF_PAGES ====

==== PAGE_NO ====

==== PAGE_X_OF_X ====

==== PAYEE_ADDRESS ====

==== VOUCHER_NO ====
The voucher for which the cheque is printed

=== Printing Cheques ===

This assumes that the cheque layout has already been performed using Cheque Design.

These instructions mainly help you to configure the printer suitably for printing cheques from NEOSYS.

#In NEOSYS Finance, Journals, Journal Entry, select Journal Type “Payments” and click the open button to get an existing posted or unposted journal on screen.
#Click the “Print Cheques” button
#Click “Test”
#When the cheque layout appears onscreen – click File, Print Preview. Note that the “Test” option also shows boxes around the printable fields. The boxes are there to help in checking the alignment and do not appear in the final cheque printing.
#In Print Preview, click Printer Setup/Configure. If you don’t want to change your default printer configuration, then “add new printer” in Windows and use that for all cheque printing. NB This step is critical for success. - Remove all heading and footing text. - Reduce all the margins to zero - or as close to zero as your printer will allow. - Ensure that print scaling is set to 100% - Ensure any “Fit to Page” or similar option is switched off.
#Print onto a blank sheet of paper. Note: The paper type and size on which you run the tests is largely irrelevant. As long as it is at least as wide and deep at the final target paper size, you can do the test formatting on any paper. All you have to do is get everything the right distance from the top and the right distance from the left for every item. ie the same position from the top-left hand corner as the cheque.
#Compare the printout to a page of your real cheques by lining them up on the top and left edges. Hold them up to a bright light to see if the text will print ok on the cheque.
#If all the fields need to be moved up, you can move the print up by entering a negative top margin in the Cheque Design screen. Or, if all the fields need to be moved down then enter a positive number. Use a similar strategy to move all the fields to the left (negative) or right (positive). The margin you enter you should be in the units of measurement specified in the Cheque Design screen heading. Do not change the unit of measurement unless you are prepared to re-enter all of the cheque design layout positions.
#If all is ok, close the test layout and, back on the Print Cheques screen, click the Print button instead of the Test button.
#Ensure that the configuration is done as per step 5 above and do a test print on real cheques.

=== Avoiding continuation pages on remittance advices/cheque printouts ===

If you are regularly paying a large number of invoices with a single payment and wish to avoid getting multiple pages for remittance advices/cheque printouts, if you do not need to see the

full allocated invoice details then you can use the following strategy to print just the invoice numbers in one flowing text column. This usually avoids the need for continuation pages

unless the number of invoices being paid is very great.

A suitable strategy caters for payments that have more than one “line” in the journal - to allow discounts etc. Therefore we use 3 “repeats”.

Set the “Repeats” to 3 and set the “Height” to one third of the total vertical space available for the allocation table. The more height assigned, then the more invoice numbers can be

fitted in

[[File:Chequeprintout.jpg]]

=== How to copy cheque layouts ===

Cheque layouts are designed in NEOSYS per bank account.

There is no way in the normal user interface to copy layouts from one account to another but it can be done in maintenance mode.

=== Designating one bank account as the default layout for all other accounts ===

Check the "Use as default" checkbox in the cheque design screen of the bank that you want to be the default.

Any bank accounts that do not have specific cheque layout designs will then use the designated default account.

If no bank account is designated as the default then, if it exists, the cheque design of account XXX999 will be used as the default.

=== To copy a cheque design from bank account XXXX to YYYY ===

In maintenance mode:

COPY DEFINITIONS CHEQUEDESIGN*XXXX (O) TO: CHEQUEDESIGN*YYYY

=== Copying cheque layouts between databases on the same NEOSYS installation ===

To copy a cheque design from bank account XXXX in database A to YYYY in database B.

Step 1. In maintenance mode of database A:

COPY DEFINITIONS CHEQUEDESIGN*XXXX (O) TO: (DOS DESIGN1.CQD)

Step 2. In maintenance mode of database B:

COPY DOS DESIGN1.CQD (O) TO: (DEFINITIONS CHEQUEDESIGN*XXXX)

Notes:

#(O) is optional and is required only if you are overwriting the target
#DESIGN1.CQD can vary to allow copying multiple formats at the same time but "DESIGN1" must be no more than 8 alphanumeric characters and ".CQD" must be exactly ".CQD" otherwise there is risk of damaging the NEOSYS installation files.

=== Copying cheque layouts between NEOSYS installations ===

Use the instructions as for [http://userwiki.neosys.com/index.php/Cheque_Design_and_Printing#Copying_cheque_layouts_between_databases_on_the_same_NEOSYS_installation Copying cheque layouts between databases on the same NEOSYS installation] but add the following step between the two steps.

Use operating system facilities copy the DESIGN1.CQD file(s) from the x:\neosys\neosys folder on the source installation to the same folder on the target installation.

Cheque Design and Printing

2018-02-25T11:23:07Z

Steve:

== Cheque Design and Printing ==

[[File:Cheque_design.jpg|1200px]]

=== Cheque Design ===

To open this page: In Payment Journal page click on Print Cheques -> Click on Design -> Cheque design page opens up.

==== Account Number ====
The bank account for which the cheque design is being configured

==== Is Default ====
Tick to set this design as the default one for all bank accounts that do not have a cheque design format for themselves.

==== Left Margin/ Top Margin ====
Specify where the Left/Top Margin starts from.

==== Units ====
Select the unit for measuring the alignment

==== Preview Cheque Layout ====
Used for checking whether any of the fields are overlapping with each other or exceed the page limit

==== Field Name ====
The Field Names depend on the level selected. [[Cheque_Design_and_Printing#List_of_Field_Names | Refer here for the list of field names.]]

==== Level ====
Used for defining the scope of the Field Name.

==== Top/Left ====
Enter how many units from the top/left the field must begin

==== Width/Height ====
Enter the width and height of the field

==== Alignment ====
Select the alignment (left/right/centre) for the text within the field

==== Repeats ====
[[Cheque_Design_and_Printing#Avoiding_continuation_pages_on_remittance_advices.2Fcheque_printouts|Refer here]]

==== Exclude ====
Tick this to omit the corresponding line from showing in the Printout

===List of Field Names===
 

==== ALL_INVOICE_NOS_OR DETAILS ====

==== ACCOUNT_NO ====
Supplier account number

==== ALL_DETAILS ====
Displays details of every line in the voucher, one below the other, in a single page.

==== AMOUNT_PAID ====

==== BANK_ACCOUNT_NAME ====
Name of the bank account for which the cheque is printed

==== BANK_ACCOUNT_NO ====
The account no. of the bank for which the cheque is printed

==== CHEQUE_AMOUNT ====
The Total Amount entered in the journal entry

==== CHEQUE_CURRENCY ====
The currency entered in the journal entry

==== CHEQUE_DATE ====
Date mentioned in the journal entry

==== CHEQUE_NO ====
The value entered in the cheque advice/remittance advice. Will have brackets around it, if the voucher is unposted.

==== CHEQUE_PAYEE ====
Details of the 1st line in the voucher file

==== CHEQUE_WORDING ====
The cheque amount in words

==== DETAILS ====
Details of the 2nd line in the voucher file, minus details from the first line. If left blank, it picks up the name of the second account in the voucher file.

==== INVOICE_DATE ====
The date mentioned in the allocation voucher file

==== INVOICE_NOS_OR_DETAILS ====
If allocated, then the text from the allocation voucher's reference field appears here. If unallocated, then the details of the contra-line appears here

==== INVOICE_NO ====
Picks up the supplier invoice number from the Reference field of the allocated voucher

==== INVOICE_NOS ====
Picks up the supplier invoice number from the Reference field of the allocated voucher, example INV#123. If {INVOICE_NO} is also one of the fields used in cheque design, then {INVOICE_NOS} gives the journal type of the allocation voucher, the text from the reference field of the allocation voucher, and the date menioned in the allocation voucher file. Eg. PUR INV#123 30/6/2014

==== INVOICE_ORIGINAL_AMOUNT ====
Picks up the allocated amount from the allocation voucher file

==== INVOICE_OUTSTANDING_AMOUNT ====
The outstanding amount for each of the invoices being paid.

==== INVOICE_PAID ====
The allocated voucher number appears here

==== INVOICE_TYPE ====
Gives the type of the allocated voucher. Eg. PUR, MPU etc.

==== NO_OF_PAGES ====

==== PAGE_NO ====

==== PAGE_X_OF_X ====

==== PAYEE_ADDRESS ====

==== VOUCHER_NO ====
The voucher for which the cheque is printed

=== Printing Cheques ===

This assumes that the cheque layout has already been performed using Cheque Design.

These instructions mainly help you to configure the printer suitably for printing cheques from NEOSYS.

#In NEOSYS Finance, Journals, Journal Entry, select Journal Type “Payments” and click the open button to get an existing posted or unposted journal on screen.
#Click the “Print Cheques” button
#Click “Test”
#When the cheque layout appears onscreen – click File, Print Preview. Note that the “Test” option also shows boxes around the printable fields. The boxes are there to help in checking the alignment and do not appear in the final cheque printing.
#In Print Preview, click Printer Setup/Configure. If you don’t want to change your default printer configuration, then “add new printer” in Windows and use that for all cheque printing. NB This step is critical for success. - Remove all heading and footing text. - Reduce all the margins to zero - or as close to zero as your printer will allow. - Ensure that print scaling is set to 100% - Ensure any “Fit to Page” or similar option is switched off.
#Print onto a blank sheet of paper. Note: The paper type and size on which you run the tests is largely irrelevant. As long as it is at least as wide and deep at the final target paper size, you can do the test formatting on any paper. All you have to do is get everything the right distance from the top and the right distance from the left for every item. ie the same position from the top-left hand corner as the cheque.
#Compare the printout to a page of your real cheques by lining them up on the top and left edges. Hold them up to a bright light to see if the text will print ok on the cheque.
#If all the fields need to be moved up, you can move the print up by entering a negative top margin in the Cheque Design screen. Or, if all the fields need to be moved down then enter a positive number. Use a similar strategy to move all the fields to the left (negative) or right (positive). The margin you enter you should be in the units of measurement specified in the Cheque Design screen heading. Do not change the unit of measurement unless you are prepared to re-enter all of the cheque design layout positions.
#If all is ok, close the test layout and, back on the Print Cheques screen, click the Print button instead of the Test button.
#Ensure that the configuration is done as per step 5 above and do a test print on real cheques.

=== Avoiding continuation pages on remittance advices/cheque printouts ===

If you are regularly paying a large number of invoices with a single payment and wish to avoid getting multiple pages for remittance advices/cheque printouts, if you do not need to see the

full allocated invoice details then you can use the following strategy to print just the invoice numbers in one flowing text column. This usually avoids the need for continuation pages

unless the number of invoices being paid is very great.

A suitable strategy caters for payments that have more than one “line” in the journal - to allow discounts etc. Therefore we use 3 “repeats”.

Set the “Repeats” to 3 and set the “Height” to one third of the total vertical space available for the allocation table. The more height assigned, then the more invoice numbers can be

fitted in

[[File:Chequeprintout.jpg]]

=== How to copy cheque layouts ===

Cheque layouts are designed in NEOSYS per bank account.

There is no way in the normal user interface to copy layouts from one account to another but it can be done in maintenance mode.

=== Designating one bank account as the default layout for all other accounts ===

Check the "Use as default" checkbox in the cheque design screen of the bank that you want to be the default.

Any bank accounts that do not have specific cheque layout designs will then use the designated default account.

If no bank account is designated as the default then, if it exists, the cheque design of account XXX999 will be used as the default.

=== To copy a cheque design from bank account XXXX to YYYY ===

In maintenance mode:

COPY DEFINITIONS CHEQUEDESIGN*XXXX (O) TO: CHEQUEDESIGN*YYYY

=== Copying cheque layouts between databases on the same NEOSYS installation ===

To copy a cheque design from bank account XXXX in database A to YYYY in database B.

Step 1. In maintenance mode of database A:

COPY DEFINITIONS CHEQUEDESIGN*XXXX (O) TO: (DOS DESIGN1.CQD)

Step 2. In maintenance mode of database B:

COPY DOS DESIGN1.CQD (O) TO: (DEFINITIONS CHEQUEDESIGN*XXXX)

Notes:

#(O) is optional and is required only if you are overwriting the target
#DESIGN1.CQD can vary to allow copying multiple formats at the same time but "DESIGN1" must be no more than 8 alphanumeric characters and ".CQD" must be exactly ".CQD" otherwise there is risk of damaging the NEOSYS installation files.

=== Copying cheque layouts between NEOSYS installations ===

Use the instructions as for [http://userwiki.neosys.com/index.php/Cheque_Design_and_Printing#Copying_cheque_layouts_between_databases_on_the_same_NEOSYS_installation Copying cheque layouts between databases on the same NEOSYS installation] but add the following step between the two steps.

Use operating system facilities copy the DESIGN1.CQD file(s) from the x:\neosys\neosys folder on the source installation to the same folder on the target installation.

Explaining what the intercurrency conversion account is

2018-02-25T11:22:27Z

Steve:

== What is the intercurrency conversion account for? ==

The intercurrency a/c is an automatic account maintained by NEOSYS that represents internal currency conversion where there are no exchange gains or losses and therefore always balances to zero.

The intercurrency account's balance in base currency should always be zero and therefore never appear in financial statements for all currencies consolidated to base currency.

As long as the intercurrency account base currency balance is zero then all is ok. Having balances in actual currency is normal and to be expected for the following reason.

=== So why is it needed? ===

NEOSYS not only keeps the trial balance in base currency balancing to zero but also the trial balance of each currency balancing to zero.

When you do intercurrency transactions eg paying off invoices in one currency with receipts in another currency AND THERE ARE NO EXCHANGE GAINS AND LOSSES then NEOSYS will put a series of entries in the intercurrency account so that the total posting in any individual currency also balances zero.

=== Example ===

You debit a bank with 100USD and credit a client account with 367AED, perhaps using it to pay off some AED invoices. You base currency is USD and there are no exchange gains/losses on this transaction

#DR Bank 100USD/Base currency 100
#CR Client 367AED/Base currency 100

NEOSYS actually automatically creates the voucher with two additional lines in the intercurrency account

#DR Bank 100USD/Base currency 100
#CR Client 367AED/Base currency 100
#CR Intercurrency A/c 100USD/Base currency 100
#DR Intercurrency A/c 367AED/Base currency 100

The additional two lines merely reverse the first two lines but into the intercurrency conversion a/c. The balance of the intercurrency a/c in base currency is zero.

The net effect is that every currency individually balances to zero so we can get individual trial balances for each currency separately and still balancing to zero.

Moving accounts between ledgers

2018-02-25T11:19:49Z

Steve:

==Moving accounts between ledgers==

=== Restrictions ===
In NEOSYS end users can only move an account between ledgers that have the same control account since NEOSYS is not able to recalculate the control account balances. The company code of the target must also either be blank or match the company code of the source chart.

=== How to move accounts between charts with the same control a/c ===

# Open the target chart of accounts
# Create a new account line where you want the account positioned
# In the account name column of the new line, enter a letter or dot or anything - it really doesnt matter what.
# In the account no. column of the new line, enter the account number of the account that you want moved.
# When asked Do you want to move the account? answer Yes
# Ensure that the source chart of account is not open for editing in another window or by another user
# Save the target chart of accounts

=== How to move accounts between charts with different control a/cs ===

There is no special procedure for users to do this other than creating a new account and transferring the balances.

# Create a new account in the target subledger
# Post a journal to move the balance from the old account to the new account

NEOSYS support staff can move accounts between ledgers with different control accounts but afterwards a process MUST be run in maintenance mode to fix the control account balances otherwise the control account balances will not agree with the total of the balances of the accounts in the subledgers.

CHK.CONTROLS