NEOSYS User Support Wiki - User contributions [en]

Media FAQ

2011-08-15T14:06:14Z

Sunny:

[[How do I get subtotals on a Media Diary?]]

[[What is a despatch status?]]

[[Where can I view the despatch status of the booking orders?]]

[[How can I enter or update the despatch status of existing booking orders?]]

[[Where can I view the despatch date of existing invoices?]]

[[How can I enter or update the despatch date of existing invoices?]]

[[How do I save an invoice proforma in NEOSYS?]]

[[Where can I view saved invoice proformas?]]

[[How do I suppress free ads on the booking order?]]

[[How do I cancel a booking order?]]

[[How do I cancel an invoice?]]

[[What is a version?]]

[[How can I view historical changes made to a database record?]]

[[How do I get subtotals on a schedule/plan printout?]]

[[How do I insert new rows in the schedule?]]

[[How do I issue one booking order for a vehicle from different schedules with multiple periods?]]

[[How do I issue separate booking orders for each vehicle in a schedule?]]

[[How do I issue one consolidated booking order for multiple vehicles?]]

[[How to modify / add terms to Media Booking order?]]

[[How do I create an Airing Certificate?]]

[[How do I stop a specific brand within client and Brand file?]]

[[How do I handle "Allow Over Plan" error?]]

[[How do I estimate/bill the client for artwork or agency commission separate from the vehicle line?]]

[[How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?]]

[[How to setup and operate the List of Materials Pending Delivery reports]]

[[How to change the currency on the cost line if wrongly entered?]]

Troubleshooting NEOSYS Finance System

2011-08-15T12:58:14Z

Sunny:

[[Locating and correcting Exchange Gain/Loss A/c errors]]

[[Cross Check Balance errors]]

[[Resolving opening balances in P&L accounts where you fail to put a closing account on them]]

[[Correcting mistakes in postings]]

[[Posting 0 Currency Amounts to Open Item Accounts]]

[[Solving Error - Index overflow - run Finance, Maintenance, "Clear Open Items"]]

[[Converting Balance Forward Accounts to Open Item]]

[[Resolving the "NONE supplier does not exist" message on invoice postings]]

[[Problem: Batches “missing” from selected periods ]]

[[Problem: Account number does not exist]]

Media FAQ

2011-08-15T12:45:14Z

Sunny:

How to reset the password?

2011-08-10T09:07:40Z

Sunny:

To reset the password go to the NEOSYS login page, enter your username and click on the RESET button as shown below:

[[File:reset1.jpg]]

You will now be asked to enter your registered email id. Enter the email address assigned to you by your administrator.

[[File:reset2.jpg]]

Once this is done, click OK. A message will pop up to confirm that the password reset has taken place and the new password will be sent to you via email.

[[File:reset3.jpg]]

Check your inbox for an email with the subject “NEOSYS PASSWORD RESET”.

'''NOTE:'''

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

1) Password reminder - if the user has a registered and accessible email account, or

2) By an administrator using the Authorisation File.

System administrators may reset passwords at any time in the Authorisation File. They can also configure the passwords to auto-expire after a preset number of days from the time it was last changed.

Users with email accounts registered in NEOSYS and other authorized domains can reset their passwords from the login screen even after expiry, however, users without access to email accounts must change their password prior to the expiry date.

All users are reminded to change their password on login if the same is expiring within a week.

If the users email address is not active or not assigned by the administrator then the administrator's (concerned person's) email address should be put instead, so that the administrator receives the user's initial password via email and forwards the same to the user. This procedure is mandatory and must be followed by all NEOSYS support staff. NEOSYS support staff are not allowed to generate manual passwords without getting an approval from their manager.

General FAQ

2011-08-01T08:21:11Z

Sunny:

[[How to do a manual backup?]]

[[How to I migrate data from my old system to NEOSYS]]

[[What type of database does NEOSYS use?]]

[[How to reset the password?]]

[[How to configuring headers and footers on NEOSYS documents if it displays Title and other customized details on each documents?]]

Setting up and Configuring NEOSYS Generally

2011-05-11T12:22:17Z

Sunny: /* Testemail */

== Configuring letterhead ==
[[Configuring Letterhead]]

== Configuring Client Security mark ==
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark can only be changed by NEOSYS technical support staff.

== Configuring fonts and colors for all users ==

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details 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!

Than 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, than 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.

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

The following tasks are required at a minimum. 

COMPANY ACCESS or COMPANY ACCESS "X" 

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

MEDIA COST ACCESS - Not required 

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

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

== 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 ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

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.

== 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.

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 individual module documentation.

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

==Alert emails to some executives are being received by their managers==

You can put whatever you like in the executive name but NEOSYS must be able to find their email somehow.

For example if the executive is entered as “Steve Bush” and there is no user called Steve Bush in the Authorisation File.

1. Does the executive name contains an “@” character? then it is the email address
2. Is there a user in Authorisation matching either the executive name (Steve Bush) … or the first word of the executive name (Steve)?
3. If none of the above then the email of the user running (usually a manager) the process is used

To solve this problem create users matching the executive names.

Note that creating users with email addresses enables them to login to NEOSYS by requesting password reminders to their email address so like all users you must ensure that their authorisation level is appropriately limited.

Setting up and Configuring NEOSYS Generally

2011-05-10T07:46:24Z

Sunny: /* Configuring Payment Terms */

== Configuring letterhead ==
[[Configuring Letterhead]]

== Configuring Client Security mark ==
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark can only be changed by NEOSYS technical support staff.

== Configuring fonts and colors for all users ==

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details 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!

Than 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, than 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.

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

The following tasks are required at a minimum. 

COMPANY ACCESS or COMPANY ACCESS "X" 

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

MEDIA COST ACCESS - Not required 

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

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

== 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 ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

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.

== 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.

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 individual module documentation.

===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.

===Testemail===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

==Alert emails to some executives are being received by their managers==

You can put whatever you like in the executive name but NEOSYS must be able to find their email somehow.

For example if the executive is entered as “Steve Bush” and there is no user called Steve Bush in the Authorisation File.

1. Does the executive name contains an “@” character? then it is the email address
2. Is there a user in Authorisation matching either the executive name (Steve Bush) … or the first word of the executive name (Steve)?
3. If none of the above then the email of the user running (usually a manager) the process is used

To solve this problem create users matching the executive names.

Note that creating users with email addresses enables them to login to NEOSYS by requesting password reminders to their email address so like all users you must ensure that their authorisation level is appropriately limited.

Setting up and Configuring NEOSYS Generally

2011-05-05T16:04:53Z

Sunny: /* Configuring payment instruction text */

== Configuring letterhead ==
[[Configuring Letterhead]]

== Configuring Client Security mark ==
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark can only be changed by NEOSYS technical support staff.

== Configuring fonts and colors for all users ==

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details 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!

Than 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, than 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.

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

The following tasks are required at a minimum. 

COMPANY ACCESS or COMPANY ACCESS "X" 

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

MEDIA COST ACCESS - Not required 

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

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

== 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 Terms ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== 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.

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 individual module documentation.

===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.

===Testemail===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

==Alert emails to some executives are being received by their managers==

You can put whatever you like in the executive name but NEOSYS must be able to find their email somehow.

For example if the executive is entered as “Steve Bush” and there is no user called Steve Bush in the Authorisation File.

1. Does the executive name contains an “@” character? then it is the email address
2. Is there a user in Authorisation matching either the executive name (Steve Bush) … or the first word of the executive name (Steve)?
3. If none of the above then the email of the user running (usually a manager) the process is used

To solve this problem create users matching the executive names.

Note that creating users with email addresses enables them to login to NEOSYS by requesting password reminders to their email address so like all users you must ensure that their authorisation level is appropriately limited.

File:Password1.jpg

2011-04-28T13:33:07Z

Sunny: uploaded a new version of "File:Password1.jpg"

How to reset the password?

2011-04-28T13:32:54Z

Sunny:

To reset the password go to the NEOSYS login page and enter your username and click on the REMINDER button as shown below:

[[image:password1.jpg]]

You will now be asked to enter your email id, enter the email assigned to you by your administrator.

Once this is done, click OK. A message will pop up to confirm that the password reset has taken place and the new password will be sent to you via email.

Check your inbox for an email with the subject “NEOSYS PASSWORD RESET”.

'''NOTE:'''

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

1) Password reminder - if the user has a registered and accessible email account, or

2) By an administrator using the Authorisation File.

System administrators may reset passwords at any time in the Authorisation File. They can also configure the passwords to auto-expire after a preset number of days from the time it was last changed.

Users with email accounts registered in NEOSYS and other authorized domains can reset their passwords from the login screen even after expiry, however, users without access to email accounts must change their password prior to the expiry date.

All users are reminded to change their password on login if the same is expiring within a week.

File:Password1.jpg

2011-04-28T13:29:26Z

Sunny: uploaded a new version of "File:Password1.jpg"

How to reset the password?

2011-04-28T13:28:26Z

Sunny:

To reset the password go to the NEOSYS login page and click on the REMINDER button as shown below:

[[image:password1.jpg]]

You will now be asked to enter your email id, enter the email assigned to you by your administrator.

Once this is done, click OK. A message will pop up to confirm that the password reset has taken place and the new password will be sent to you via email.

Check your inbox for an email with the subject “NEOSYS PASSWORD RESET”.

'''NOTE:'''

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

1) Password reminder - if the user has a registered and accessible email account, or

2) By an administrator using the Authorisation File.

System administrators may reset passwords at any time in the Authorisation File. They can also configure the passwords to auto-expire after a preset number of days from the time it was last changed.

Users with email accounts registered in NEOSYS and other authorized domains can reset their passwords from the login screen even after expiry, however, users without access to email accounts must change their password prior to the expiry date.

All users are reminded to change their password on login if the same is expiring within a week.

How to reset the password?

2011-04-28T13:15:31Z

Sunny:

To reset the password go to the NEOSYS login page and click on the REMINDER button as shown below:

[[image:password1.jpg]]

You will now be asked to enter your email id, enter the email assigned to you by your administrator.

For example: For User name "Sunny" email id is sunny@neosys.com as shown below:

[[image:password2.jpg]]

Once this is done, click OK. A message (as shown below) will pop up to confirm that the password reset has taken place and the new password will be sent to you via email.

[[image:password3.jpg]]

Check your inbox for an email with the subject “NEOSYS PASSWORD RESET”.

'''NOTE:'''

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

1) Password reminder - if the user has a registered and accessible email account, or

2) By an administrator using the Authorisation File.

System administrators may reset passwords at any time in the Authorisation File. They can also configure the passwords to auto-expire after a preset number of days from the time it was last changed.

Users with email accounts registered in NEOSYS and other authorized domains can reset their passwords from the login screen even after expiry, however, users without access to email accounts must change their password prior to the expiry date.

All users are reminded to change their password on login if the same is expiring within a week.

File:Password3.jpg

2011-04-28T12:53:13Z

Sunny: uploaded a new version of "File:Password3.jpg"

File:Password2.jpg

2011-04-28T12:52:38Z

Sunny: uploaded a new version of "File:Password2.jpg"

File:Password1.jpg

2011-04-28T12:51:54Z

Sunny: uploaded a new version of "File:Password1.jpg"

File:Password1.jpg

2011-04-28T12:50:09Z

Sunny: uploaded a new version of "File:Password1.jpg"

Media FAQ

2011-04-13T14:07:20Z

Sunny:

Printing PDC cheque

2011-04-13T14:05:22Z

Sunny: Created page with ''''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 scr…'

'''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.

Using NEOSYS Finance System

2011-04-13T14:04:14Z

Sunny:

[[Importing Accounts and Addresses]]

[[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]]

[[Chart of Accounts]]

[[Specifying when Financial Year starts]]

[[How to "Open New Year"]]

[[Entering Opening Balances & Items]]

[[Working of Inter Currency Conversion]]

[[Recording PDC payments 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]]

[[Printing Cheques]]

[[Setting up multi company installations / Setting up a new company]]

[[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]]

----
[[Notes]]

Designing a multi-financial year P&L Financial Statement

2011-02-22T11:40:08Z

Sunny:

'''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]]

Designing a multi-financial year P&L Financial Statement

2011-02-22T08:34:52Z

Sunny: Created page with ''''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 …'

'''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]]

File:Multi-financial year P&L design.jpg

2011-02-22T08:33:25Z

Sunny:

Using NEOSYS Finance System

2011-02-22T08:26:00Z

Sunny:

Timesheet FAQ

2011-02-16T12:58:46Z

Sunny:

==Who approves the timesheets entered by an Approver?==

All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT.

Troubleshooting NEOSYS Timesheets system

2011-02-16T12:55:02Z

Sunny:

=== Trouble shooting why a user isn’t getting timesheets reminder emails ===

* No email address.
* Defective email address? Check the email address actually works by sending a normal email. Use timesheet configuration file to define the user to be emailed a summary list of emails sent during each reminder/approval run. In those summary emails sometimes you will get responses saying why emails cannot be sent. Other times the emails appear to be sent but server is then unable to deliver it for a 1001 reasons. If the server is unable to deliver an email the only way it can inform you is if there is a valid email address in the System Configuration File. Typically the email address is a valid email address since it will be something like clientname@neosys.com which usually not a valid email for neosys.com. Note that, in the usual case, the NEOSYS installation is configured to send emails via the NEOSYS smtp server at mailout.neosys.com:2500 which will only allow sender emails ending with @neosys.com.
* Check the user has logged in at least once in the last 31 days otherwise no emails are sent.
* Timesheets are not sent when the user is not expected to be in the office. In the User Details, check the user’s personal holidays, working weeks, employment start date and termination date. Check which “market” the user is in and check the public holidays and working week for that market in the Market File.
* Timesheets are not sent if User is authorised to do “TIMESHEET AVOID REMINDERS”
* User is not authorised to do "TIMESHEET ACCESS”
* User is the bottom user of a group. Create a “departmental” user below them.
* Timesheet is before the start date specified in the Timesheet Configuration File
* User is a timesheet administrator

=== Trouble shooting a user getting timesheets reminder emails for others ===

'''Cause:'''
If the users doent have an email address and same time they have timesheets entered for them of past 31 days, reminders are sent to the person’s timesheet approver/head or the first person in the department.

'''Solution'''
Assign the email address to the person or if the user is not an active user expire the user and move it at the bottom of the authorization file.

Timesheet FAQ

2011-02-15T13:47:42Z

Sunny:

[[Who approves the timesheets entered by an Approver?]]

[[Who should receive reminder email for the users entering timesheets if the email address is not entered for them?]]

Timesheet FAQ

2011-02-15T13:42:41Z

Sunny:

[[Who approves the timesheets entered by an Approver?]]

[[Who receive reminder email for the users entering timesheets if the email address is not entered for them?]]

Timesheet FAQ

2011-02-15T13:36:08Z

Sunny: Created page with 'Who approves the timesheets entered by an Approver?'

[[Who approves the timesheets entered by an Approver?]]

Main Page

2011-02-15T13:35:20Z

Sunny:

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

==FAQ==
[[Media FAQ]]

[[Job FAQ]]

[[Finance FAQ]]

[[General FAQ]]

[[Timesheet FAQ]]

==Using NEOSYS==

[[Using NEOSYS Generally]]

[[Using NEOSYS Agency System]]

[[Using NEOSYS Media System]]

[[Using NEOSYS Job System]]

[[Using NEOSYS Finance System]]

[[Using NEOSYS Timesheets System]]

==Configuring NEOSYS==

[[Configuring NEOSYS Generally]]

[[Configuring NEOSYS Agency System]]

[[Configuring NEOSYS Media System]]

[[Configuring NEOSYS Job System]]

[[Configuring NEOSYS Timesheets System]]

[[Configuring NEOSYS Finance System]]

==Troubleshooting NEOSYS==

[[Troubleshooting NEOSYS Finance System]]

[[Troubleshooting NEOSYS Media System]]

[[Troubleshooting NEOSYS Job System]]

[[Troubleshooting NEOSYS Agency System]] Common to Media and Jobs

[[Troubleshooting NEOSYS Timesheets system]]

[[Troubleshooting NEOSYS Generally]]

==Reference==

This section is not complete.

[[The Media Menu]]

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

[[The Job Menu]]

Job is used for BTL advertising, a job file consists detailed information about the job. Information such as the client, brand, market, bill and cost, etc. is mentioned in the job file. So we shall go ahead and look at the steps involved in creating a job

[[NEOSYS General User Interface]]

==Others==

[[Remote assistance using NEOSYS Remote Support Utility (SC)]]

[[Remote assistance using Teamviewer]]

[[Unresolved issues]]

Using NEOSYS Timesheets System

2011-02-15T13:31:21Z

Sunny:

=== Open Jobs carried forward to the next days ===
# NEOSYS only goes back 31 days to look for the users last timesheet to get his current jobs
# When jobs are closed (typically when billed) they are also not carried forward to the current timesheet

to be worked upon

Using NEOSYS Timesheets System

2011-02-15T13:30:07Z

Sunny:

=== Avoid reminder for

=== Open Jobs carried forward to the next days ===
# NEOSYS only goes back 31 days to look for the users last timesheet to get his current jobs
# When jobs are closed (typically when billed) they are also not carried forward to the current timesheet

to be worked upon

File:Timesheet auth4.jpg

2011-02-15T13:21:24Z

Sunny: uploaded a new version of "File:Timesheet auth4.jpg"

File:Timesheet auth3.jpg

2011-02-15T13:16:30Z

Sunny: uploaded a new version of "File:Timesheet auth3.jpg"

Setting up and Configuring NEOSYS Timesheets System

2011-02-15T13:13:02Z

Sunny: /* Configuring a user to receive approval emails in more than one department */

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

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

[[image:timesheet_userfile.jpg]]

==== Specifying holidays for all users to avoid reminders / approval emails ====

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

[[image:timesheet_marketfile.jpg]]

=== Avoiding reminders for dates prior to the joining date of users ===

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

=== Configuring users to receive approval emails ===

Users who are specified in the TAP level of a group will receive daily emails about their groups users activities (which is called Approval Emails). Any user who is specified above a TAP key (which could be a department or user) will receive the approval emails.

Examples of configurations:

[[image:timesheet_auth.jpg]]

[[image:timesheet_auth2.jpg]]

==== Configuring a user to receive approval emails in more than one department ====

It maybe possible that a TAP (Timesheet Approver) may be the same in more than one department (eg Sarah maybe approving timesheets for both Creative as well as Studio users - however they are separate departments in the NEOSYS authorisation file). In such a case, you enter the email id of the approver/s in the level/department i.e in user Manager for below example. This will help approver/s to receive approval emails

Example:

If Sarah is in the creative department:

[[image:timesheet_auth3.jpg]]

You will re-create her user with a suffix in the studio department:

[[image:timesheet_auth4.jpg]]

File:Timesheet auth4.jpg

2011-02-15T13:12:03Z

Sunny: uploaded a new version of "File:Timesheet auth4.jpg"

File:Timesheet auth4.jpg

2011-02-15T13:11:00Z

Sunny: uploaded a new version of "File:Timesheet auth4.jpg"

File:Timesheet auth4.jpg

2011-02-15T13:10:55Z

Sunny: uploaded a new version of "File:Timesheet auth4.jpg"

File:Timesheet auth3.jpg

2011-02-15T13:10:40Z

Sunny: uploaded a new version of "File:Timesheet auth3.jpg"

File:Timesheet auth3.jpg

2011-02-15T13:10:33Z

Sunny: uploaded a new version of "File:Timesheet auth3.jpg"

Using NEOSYS Timesheets System

2011-02-15T12:27:25Z

Sunny:

=== Use of timesheet reminder and approval in NEOSYS ===

'''Reminders:'''

NEOSYS allow certain authorized department to enter their timesheets and have a track of hours spend on the Job and other activities.

At the same time when the users skip to enter the timesheet for some days, neosys remind them about to fill in their skipped days timesheets.

'''Approval:'''

The timesheet entered by an executive are been approved by their manager. An email is sent to an all approves to reminder them about approving the timesheets entered by the users.

=== Open Jobs carried forward to the next days ===
# NEOSYS only goes back 31 days to look for the users last timesheet to get his current jobs
# When jobs are closed (typically when billed) they are also not carried forward to the current timesheet

to be worked upon

Media FAQ

2011-02-06T14:00:43Z

Sunny:

[[How do I get subtotals on a Media Diary?]]

[[What is a despatch status?]]

[[Where can I view the despatch status of the booking orders?]]

[[How can I enter or update the despatch status of existing booking orders?]]

[[Where can I view the despatch date of existing invoices?]]

[[How can I enter or update the despatch date of existing invoices?]]

[[How do I save an invoice proforma in NEOSYS?]]

[[Where can I view saved invoice proformas?]]

[[How do I suppress free ads on the booking order?]]

[[How do I cancel a booking order?]]

[[How do I cancel an invoice?]]

[[What is a version?]]

[[How can I view historical changes made to a database record?]]

[[How do I get subtotals on a schedule/plan printout?]]

[[How do I insert new rows in the schedule?]]

[[How do I issue one booking order for a vehicle from different schedules with multiple periods?]]

[[How do I issue separate booking orders for each vehicle in a schedule?]]

[[How do I issue one consolidated booking order for multiple vehicles?]]

[[How to modify / add terms to Media Booking order?]]

[[How do I stop a specific brand within client and Brand file?]]

[[How do I handle "Allow Over Plan" error?]]

[[How do I estimate/bill the client for artwork or agency commission separate from the vehicle line?]]

[[How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?]]

[[How to setup and operate the List of Materials Pending Delivery reports]]

File:Chequeprintout.jpg

2011-01-16T12:49:08Z

Sunny:

Main Page

2010-12-16T13:22:03Z

Sunny:

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

==FAQ==
[[Media FAQ]]

[[Job FAQ]]

[[Finance FAQ]]

[[General FAQ]]

==Using NEOSYS==

[[Using NEOSYS Generally]]

[[Using NEOSYS Agency System]]

[[Using NEOSYS Media System]]

[[Using NEOSYS Job System]]

[[Using NEOSYS Finance System]]

[[Using NEOSYS Timesheets System]]

==Configuring NEOSYS==

[[Configuring NEOSYS Generally]]

[[Configuring NEOSYS Agency System]]

[[Configuring NEOSYS Media System]]

[[Configuring NEOSYS Job System]]

[[Configuring NEOSYS Timesheets System]]

[[Configuring NEOSYS Finance System]]

==Troubleshooting NEOSYS==

[[Troubleshooting NEOSYS Finance System]]

[[Troubleshooting NEOSYS Media System]]

[[Troubleshooting NEOSYS Job System]]

[[Troubleshooting NEOSYS Agency System]] Common to Media and Jobs

[[Troubleshooting NEOSYS Timesheets system]]

[[Troubleshooting NEOSYS Generally]]

==Reference==

This section is not complete.

[[The Media Menu]]

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

[[The Job Menu]]

Job is used for BTL advertising, a job file consists detailed information about the job. Information such as the client, brand, market, bill and cost, etc. is mentioned in the job file. So we shall go ahead and look at the steps involved in creating a job

[[NEOSYS General User Interface]]

==Others==

[[Remote assistance using NEOSYS Remote Support Utility (SC)]]

[[Remote assistance using Teamviewer]]

[[Unresolved issues]]

Using NEOSYS Media System

2010-10-28T12:24:31Z

Sunny: /* How to cancel and/or reissue an invoice using a credit note */

== Cancelling or Amending Incorrect Client Invoices ==

[[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 in neosys you need to create a credit note for the same.

To issue a credit note in media, simply go to schedule and click on the invoice field and enter the date on which you want to issue credit note and on the Invoice type option select the option as '''Credit note'''

AS this is done, click on the Create proforma and preview the credit note(recommended). If the preview of the credit note is fine, click on Invoice and credit note will be created for the same.

To reissue an invoice go in the schedule and do the necessary changes (i.e. amend the bill amount or change the date or change in Loading, discount, fees,tax) and follow the same steps while issuing an Invoice.

== 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 BRANDCODE+YEAR+MONTH.

For example, a COKE campaign in December 2010.

COKE1012

Note that a 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).

== Importing Suppliers and Vehicles ==

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

Get an excel sheet containing the following columns.

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

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

and strongly advisable columns ...

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

and optional columns ...

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

=== Adding "code" columns ===

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

*Vehicle Code
*Supplier Code

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

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

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

then

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

then some more mandatory code columns

*Market Code
*Media Type Code
*Currency Code

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

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

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

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

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

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

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

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

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

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

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

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

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

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

=== Importing the suppliers file ===

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

In NEOSYS Maintenance mode press F5 to get a command box

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

IMPORTX C:\SUPPLIER.TXT SUPPLIERS

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

IMPORTX C:\SUPPLIER.TXT SUPPLIERS (C)

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

=== Importing the vehicles file ===

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

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

IMPORTX C:\VEHICLE.TXT VEHICLES

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

IMPORTX \VEHICLE.TXT VEHICLES (C)

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

== Invoicing “Certified Ads Only” after invoicing “All Ads” ==

In NEOSYS currently, 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.

This behaviour might be changed, or a warning message issued, in a future version of NEOSYS because it is an easy trap to fall into since “Certified Ads Only” is the default option.

== Credit Notes ==

=== Credit Notes for reduction in billable cost ===

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

There are many varied reasons why this could be required.

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

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

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

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

==== What if none of the discount and charge columns are vacant? ====

You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

=== Debit Notes for increase in billable amount ===

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

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

=== Credit Note for reissuing "amended" invoices ===

Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

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

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

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

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

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

=== Issuing separate invoices or credit notes for selected discounts and charges ===

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

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

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

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

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

== 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.

== 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.

== Removing unnecessary items from List of Schedules Pending Invoices ==

Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule. This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

== Handling online media ==

=== Situation explained ===

Online Media usually deal in hundred thousand impressions. Eg. 500,000 impressions or 1,000,000 impressions – and the best way to deal with this in NEOSYS is to enter them as a package on the rate card – i.e. 1 rate for 500,000 impressions.

However 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 cant be made of 500,000 each as then it show show 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]]

== Handling long term bookings in Outdoor or continuous daily bookings in Newspapers ==

Incase 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:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,10 days
Outdoor hoarding site near Airport,1 month

Once you do this, enter the starting date of the campaign in the date grid box.

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.

== 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.

== 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.

For more information on handling Incoming Media Supplier Invoices, go to [[Processing of Incoming Media Supplier Invoices]]

== 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.

== Handling booking 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 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]]

== 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]]

== 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.

== 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”.

== Managing Materials ==

On the NEOSYS media, schedules menu the List of Materials report can be used to track materials.

When schedules are created, materials are automatically created in the material file. The material code is scheduleno-plus-material code e.g. XXX9999:A. For example, a schedule with code XXX9999 which has three material letters A, B and C within it automatically creates three new materials in the material file with material codes of XXX9999:A, XXX9999:B and XXX9999:C.

Effectively, materials are automatically identified from the schedule data entry from the first schedule number on which they are used.

When materials are reused from one schedule to another, in order to avoid creating new entries in the material file for a new schedule which is actually just reusing the materials of an previous schedule one must enter the prior schedule code into the table of materials on the bottom of the schedule file data entry for the new schedule.

Although material size can be written per line in the main body of the schedule, if you want size to show in the list of materials, it must be re-entered in the table of materials at the bottom of the schedule data entry. This is because although you can indicate a pattern of materials with different sizes within one line of the schedule (A,B,C etc) but there is only one column to enter the size for all of them. So in this case the size cannot be usefully entered in the lines of the schedule and must be entered below per material.

Likewise the brand code can be indicated per material code. This is useful when there are multiple brands on a media schedule since one cannot otherwise indicate multiple brands on a schedule. If the brand code per material is not specified (i.e. left blank) in the material table then the overall schedule brand code is used instead.

== Multi-brand plans and schedules ==

NEOSYS requires that designate a brand for each plan or schedule. If you must execute multiple brands on one plan or schedule then you have to designate 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.

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

== 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 [[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.

== [[Selling TV spots]] ==

Using NEOSYS Media System

2010-10-28T12:10:18Z

Sunny: /* How to cancel and/or reissue an invoice using a credit note */

== Cancelling or Amending Incorrect Client Invoices ==

[[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 in neosys user need to create a credit note for the same.

To issue a credit note in media, simply go to schedule and click on the invoice field and enter the date on which you want to issue credit note and on the Invoice type option select the option as '''Credit note'''

AS this is done, click on the Create proforma and preview the credit note(recommended). If the preview of the credit note is fine, click on Invoice and credit note will be create for the same.

To reissue an invoice go in the schedule and do the necessary changes (i.e. amend the bill amount or change the date or change in Loading, discount, fees,tax) and follow the same steps while issuing an Invoice.

== 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 BRANDCODE+YEAR+MONTH.

For example, a COKE campaign in December 2010.

COKE1012

Note that a 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).

== Importing Suppliers and Vehicles ==

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

Get an excel sheet containing the following columns.

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

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

and strongly advisable columns ...

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

and optional columns ...

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

=== Adding "code" columns ===

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

*Vehicle Code
*Supplier Code

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

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

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

then

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

then some more mandatory code columns

*Market Code
*Media Type Code
*Currency Code

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

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

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

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

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

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

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

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

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

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

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

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

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

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

=== Importing the suppliers file ===

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

In NEOSYS Maintenance mode press F5 to get a command box

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

IMPORTX C:\SUPPLIER.TXT SUPPLIERS

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

IMPORTX C:\SUPPLIER.TXT SUPPLIERS (C)

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

=== Importing the vehicles file ===

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

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

IMPORTX C:\VEHICLE.TXT VEHICLES

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

IMPORTX \VEHICLE.TXT VEHICLES (C)

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

== Invoicing “Certified Ads Only” after invoicing “All Ads” ==

In NEOSYS currently, 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.

This behaviour might be changed, or a warning message issued, in a future version of NEOSYS because it is an easy trap to fall into since “Certified Ads Only” is the default option.

== Credit Notes ==

=== Credit Notes for reduction in billable cost ===

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

There are many varied reasons why this could be required.

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

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

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

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

==== What if none of the discount and charge columns are vacant? ====

You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

=== Debit Notes for increase in billable amount ===

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

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

=== Credit Note for reissuing "amended" invoices ===

Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

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

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

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

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

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

=== Issuing separate invoices or credit notes for selected discounts and charges ===

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

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

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

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

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

== 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.

== 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.

== Removing unnecessary items from List of Schedules Pending Invoices ==

Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule. This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

== Handling online media ==

=== Situation explained ===

Online Media usually deal in hundred thousand impressions. Eg. 500,000 impressions or 1,000,000 impressions – and the best way to deal with this in NEOSYS is to enter them as a package on the rate card – i.e. 1 rate for 500,000 impressions.

However 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 cant be made of 500,000 each as then it show show 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]]

== Handling long term bookings in Outdoor or continuous daily bookings in Newspapers ==

Incase 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:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,10 days
Outdoor hoarding site near Airport,1 month

Once you do this, enter the starting date of the campaign in the date grid box.

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.

== 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.

== 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.

For more information on handling Incoming Media Supplier Invoices, go to [[Processing of Incoming Media Supplier Invoices]]

== 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.

== Handling booking 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 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]]

== 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]]

== 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.

== 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”.

== Managing Materials ==

On the NEOSYS media, schedules menu the List of Materials report can be used to track materials.

When schedules are created, materials are automatically created in the material file. The material code is scheduleno-plus-material code e.g. XXX9999:A. For example, a schedule with code XXX9999 which has three material letters A, B and C within it automatically creates three new materials in the material file with material codes of XXX9999:A, XXX9999:B and XXX9999:C.

Effectively, materials are automatically identified from the schedule data entry from the first schedule number on which they are used.

When materials are reused from one schedule to another, in order to avoid creating new entries in the material file for a new schedule which is actually just reusing the materials of an previous schedule one must enter the prior schedule code into the table of materials on the bottom of the schedule file data entry for the new schedule.

Although material size can be written per line in the main body of the schedule, if you want size to show in the list of materials, it must be re-entered in the table of materials at the bottom of the schedule data entry. This is because although you can indicate a pattern of materials with different sizes within one line of the schedule (A,B,C etc) but there is only one column to enter the size for all of them. So in this case the size cannot be usefully entered in the lines of the schedule and must be entered below per material.

Likewise the brand code can be indicated per material code. This is useful when there are multiple brands on a media schedule since one cannot otherwise indicate multiple brands on a schedule. If the brand code per material is not specified (i.e. left blank) in the material table then the overall schedule brand code is used instead.

== Multi-brand plans and schedules ==

NEOSYS requires that designate a brand for each plan or schedule. If you must execute multiple brands on one plan or schedule then you have to designate 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.

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

== 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 [[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.

== [[Selling TV spots]] ==

Using NEOSYS Job System

2010-10-26T08:53:12Z

Sunny: /* Issuing Credit Notes in production */

== 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.

== How do I Invoice the client? ==

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 Credit Notes in production ==

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 ==

1. PO/PI with a normal supplier

[[Image:Purchase_Order_1.jpg]]

2. PO/PI with a sundry supplier. An extra box popups up if the supplier name starts with the letters SUNDRY (case insensitive). The operator must type in something.

To do this you need to first create a supplier with name something like "Sundry Suppliers"

[[Image:Purchase_Order_2.jpg]]

== Switching from manual costing to automatic NEOSYS Job Costing ==

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

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

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

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

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

== Correct Incorrect Purchase Invoices ==

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

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

=== 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.

== Correcting Incorrect Client Invoices / Raising Credit Notes to the Client ==

You cannot reverse an invoice once it is issued from NEOSYS. There is no way to be sure that someone has not (or will not) send out the incorrect invoice therefore if the system allow modifications there could be two or more different invoices in existence with exactly the same number. This is not good practice.

Therefore NEOSYS requires you to issue a credit note and another invoice as follows:

=== In the Job Module ===

#If the job is closed and you are not authorised to change closed jobs, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this.
#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 originally wrongly invoiced estimate and modify that and/or invoice it as and when you like.

=== In the Finance Module ===

#All the journals generated including the original wrong invoice and the credit note MUST be posted otherwise auditors will question the missing invoice numbers.
#Allocate the invoice to credit note or vice versa so that they do not show as outstanding on the client's statement of outstanding items.
#If you really dont want the invoice and credit note showing on the movement account of the client then create a suspense a/c in the clients ledger and modify the journals Client A/c column before you post.

Media FAQ

2010-10-26T05:54:20Z

Sunny:

[[How do I get subtotals on a Media Diary?]]

[[What is a despatch status?]]

[[Where can I view the despatch status of the booking orders?]]

[[How can I enter or update the despatch status of existing booking orders?]]

[[Where can I view the despatch date of existing invoices?]]

[[How can I enter or update the despatch date of existing invoices?]]

[[How do I save an invoice proforma in NEOSYS?]]

[[Where can I view saved invoice proformas?]]

[[How do I suppress free ads on the booking order?]]

[[How do I cancel a booking order?]]

[[How do I cancel an invoice?]]

[[What is a version?]]

[[How can I view historical changes made to a database record?]]

[[How do I get subtotals on a schedule/plan printout?]]

[[How do I insert new rows in the schedule?]]

[[How do I issue one booking order for a vehicle from different schedules with multiple periods?]]

[[How do I issue separate booking orders for each vehicle in a schedule?]]

[[How do I issue one consolidated booking order for multiple vehicles?]]

[[How to modify / add terms to Media Booking order?]]

[[How do I stop a specific brand within client and Brand file?]]

[[How do I handle "Allow Over Plan" error?]]

[[How do I estimate/bill the client for artwork or agency commission separate from the vehicle line?]]

Troubleshooting NEOSYS Generally

2010-10-24T11:48:03Z

Sunny: Undo revision 2389 by Sunny (Talk)

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

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

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

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

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office

== Resolving HTTPS certificate error when logging in from an external link ==

NEOSYS provides an external link to login to the program to function when staff are outside the office. This address is different from an internal address (eg. an internal address when accessing NEOSYS from within the office may be http://192.168.1.100/neosys, however an external link from which you access NEOSYS from outside the office maybe https://clientname.redirectme.net:4430/neosys). As this is a secure 128 bit encrypted method to protect your data from prying eyes on the internet, this method involves the creation of self signed certificates.

The error message would be something like this on IE7/IE8
[[image:https1.jpg]]

As the message states, Internet Explorer does not recognise the issuing authority which is NEOSYS SOFTWARE and hence warns the user. To proceed ahead and access NEOSYS you will have to click on CONTINUE. However it is best to get rid of this message rather than clicking on continue every time.

Once the NEOSYS login page opens up, click on Certificate Error and then click on View certificate: 
[[image:https2.jpg]]

Thereafter click on Install Certificate: 
[[image:https3.jpg]]

Click on Next 
[[image:https4.jpg]]

Click on Next 
[[image:https5.jpg]]

Click on Finish 
[[image:https6.jpg]]

You will now get a message that the import was successful, click on OK and than again on OK below: 
[[image:https7.jpg]]

Restart your browser for the changes to be effected. Once you open up the external link again now, it will not warn you, however the address bar will still show a certificate error, but this avoids clicking on continue every time if you hadn't installed the certificate.

== Using NEOSYS in Internet Explorer 8 and Internet Explorer 9==

Users who upgrade to IE8 (Internet Explorer 8) might complain that they are "unable" to use NEOSYS. When they mean "unable" that means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater". The message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE 8 and IE 9 as follows:

[[image:ie8compatibility.jpg]]

Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:

[[image:ie8compatibility1.jpg]]

What the above does is that IE8/IE9 opens up the page as it would in IE7.

== Resolving the "Network or server failure. (No response) Please try again later and/or get technical assistance" message ==

Appears in versions of NEOSYS dated 8 Feb 2009 onwards and is the same as the following error.

== Understanding the "system cannot locate the resource specified" message ==

=== Problem explained ===
While working on NEOSYS, a user might get the following message as a pop-up:

[[image:errorspecifiedresource.jpg]]

ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

This error message pops up when network failures occur especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

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

=== Solution ===

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

So it would be advisable to just wait and try again.

If within an office, then the IT people have to investigate possible causes as explained above.

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

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

[[image:branderrorsch.jpg]]

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

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

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

=== Symptoms ===

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

=== Cause ===

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

=== Work around ===

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

=== Permanent Solution ===

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

== Troubleshooting Internet Explorer ==
[[Troubleshooting IE]]

Troubleshooting NEOSYS Generally

2010-10-24T10:38:08Z

Sunny:

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

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

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

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

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office

== Resolving HTTPS certificate error when logging in from an external link ==

NEOSYS provides an external link to login to the program to function when staff are outside the office. This address is different from an internal address (eg. an internal address when accessing NEOSYS from within the office may be http://192.168.1.100/neosys, however an external link from which you access NEOSYS from outside the office maybe https://clientname.redirectme.net:4430/neosys). As this is a secure 128 bit encrypted method to protect your data from prying eyes on the internet, this method involves the creation of self signed certificates.

The error message would be something like this on IE7/IE8
[[image:https1.jpg]]

As the message states, Internet Explorer does not recognise the issuing authority which is NEOSYS SOFTWARE and hence warns the user. To proceed ahead and access NEOSYS you will have to click on CONTINUE. However it is best to get rid of this message rather than clicking on continue every time.

Once the NEOSYS login page opens up, click on Certificate Error and then click on View certificate: 
[[image:https2.jpg]]

Thereafter click on Install Certificate: 
[[image:https3.jpg]]

Click on Next 
[[image:https4.jpg]]

Click on Next 
[[image:https5.jpg]]

Click on Finish 
[[image:https6.jpg]]

You will now get a message that the import was successful, click on OK and than again on OK below: 
[[image:https7.jpg]]

Restart your browser for the changes to be effected. Once you open up the external link again now, it will not warn you, however the address bar will still show a certificate error, but this avoids clicking on continue every time if you hadn't installed the certificate.

== Using NEOSYS in Internet Explorer 8 and Internet Explorer 9==

Users who upgrade to IE8 (Internet Explorer 8) might complain that they are "unable" to use NEOSYS. When they mean "unable" that means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater". The message looks like this:
===For Internet Explorer 8===

[[image:ie8com.jpg]]

===For Internet Explorer 9===

[[image:ie9com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE 8 and IE 9 as follows:

===Internet Explorer 8===

[[image:ie8compatibility.jpg]]

===Internet Explorer 9===

[[image:ie9compatibility.jpg]]

Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:

[[image:ie8compatibility1.jpg]]

What the above does is that IE8/IE9 opens up the page as it would in IE7.

== Resolving the "Network or server failure. (No response) Please try again later and/or get technical assistance" message ==

Appears in versions of NEOSYS dated 8 Feb 2009 onwards and is the same as the following error.

== Understanding the "system cannot locate the resource specified" message ==

=== Problem explained ===
While working on NEOSYS, a user might get the following message as a pop-up:

[[image:errorspecifiedresource.jpg]]

ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

This error message pops up when network failures occur especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

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

=== Solution ===

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

So it would be advisable to just wait and try again.

If within an office, then the IT people have to investigate possible causes as explained above.

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

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

[[image:branderrorsch.jpg]]

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

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

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

=== Symptoms ===

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

=== Cause ===

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

=== Work around ===

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

=== Permanent Solution ===

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

== Troubleshooting Internet Explorer ==
[[Troubleshooting IE]]