NEOSYS User Support Wiki - User contributions [en]

Finance FAQ

2012-11-28T12:32:57Z

Vineet:

[[How do I allocate open item amounts in NEOSYS?]]

[[How do I deallocate already allocated vouchers?]]

[[How do I enter supplier invoices for non media / non job items? ]]

[[How do I enter supplier credit notes for non media / non job items?]]

[[How do I cancel an already issued/posted Payment/Receipt?]]

[[What happens if I post the same supplier invoice twice?]]

[[Allocation to unposted vouchers]]

[[Allocation within batch]]

[[How do I sort the Journal Audit Report according to Invoice Number?]]

[[How do I amend / repost journal entries?]]

[[How do I print all accounts in one trial balance?]]

[[What is the “RV” allocation without an voucher number that shows in the Voucher File?]]

[[Why does voucher allocation shows nothing to allocate when there are debits and credits on the account?]]

Troubleshooting NEOSYS Finance System

2012-11-28T12:32:16Z

Vineet:

[[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]]

[[Resolving ALLOCATION EXCEEDS BASE AMOUNT error]]

Finance FAQ

2012-11-28T12:31:10Z

Vineet:

Media FAQ

2012-10-18T11:29:01Z

Vineet:

[[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 to do free ads for digital media?]]

[[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?]]

[[Can ads be certified automatically?]]

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

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

[[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?]]

[[How to view a weekly summary of scheduled ads for a brand?]]

[[How to display language, frequency and circulation for a vehicle ?]]

[[How to display artwork / creative / misc charges in a schedule to a client?]]

[[Why can I not view the booking order for an ad which is moved to a a different date?]]

[[How to uncertify ads?]]

[[How to stop the Client Name from being displayed on the Booking Orders?]]

[[Why is the Media Diary Report showing unexpected results?]]

[[Why is the invoice showing dates like April 2013 even though but the schedule contains ads only for October 1 and 10?]]

File:Outdoormediaproperinvoice.jpg

2012-10-18T11:16:34Z

Vineet:

File:Outdoormediaproperschedule.jpg

2012-10-18T11:16:25Z

Vineet:

File:Outdoormediainvoice.jpg

2012-10-18T11:16:01Z

Vineet: uploaded a new version of "File:Outdoormediainvoice.jpg"

File:Outdoormediaschedule.jpg

2012-10-18T11:14:03Z

Vineet:

File:Outdoormediainvoice.jpg

2012-10-18T11:13:53Z

Vineet:

Vehicle File

2012-10-16T11:15:15Z

Vineet:

[[image:Vehiclefile.jpg]]

==== Vehicle Code ====
Unique code assigned to the vehicle.

Enter an existing code or Press F7 to search or Enter a new vehicle code to create a new vehicle record.

{{Codes}}

‘.’ (dot) and ‘ ‘(space) characters are no supported in the vehicle code field.

==== Vehicle Name ====
Name of the vehicle as you want it to appear on all reports and documents issued from NEOSYS.

Enter vehicle name.

==== Stopped(Reason) ====
{{Stop(reason)}}

==== Media Type ====
Medium to which the vehicle is to be linked for eg,newspapers,TV etc.

Enter existing Media Type code or Press F7 to search or F6 to create new.

This field is mandatory

==== Supplier Code ====
Supplier to which vehicle is to be linked.

Enter Supplier code or Press F7 to search or F6 to create new supplier.

See [[Supplier File]].

==== Market Code ====
Vehicle's advertising market.

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

When preparing a schedule the system alerts the user if the vehicle market is different from the market selected for the schedule.

==== Booking Currency Code ====
Currency used for booking ads on vehicle.

Enter the currency code or Press F7 to search or F6 to create new currency.

==== Accrued Cost A/c no. ====
A separate account for accrued costs per vehicle which determines the final credit on the accounting journal generated by the invoice creation process.

Enter the accrued cost a/c no.

=== Booking Details ===
==== Booking Contact ====
Vehicle contact representative.

Enter vehicle supplier name to whom booking orders are addressed.

If Booking Contact is left vacant the booking order pulls up the contact details from the supplier record.

==== Booking fax/tel ====
Vehicle representative's contact details.

Enter the contact details of the vehicle representative.

If this field is left vacant the booking order pulls up these details from the supplier record.

==== Notes ====
Notes or reference information regarding the vehicle which can be used by the agency when preparing the media schedule.

Enter notes or reference information regarding the vehicle. When the vehicle is selected in the media schedule the system asks the user whether these notes are to be updated on the schedule in the Notes section.

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

Enter number of days.

==== Material Requirements ====
Specific instructions regarding the materials used for publishing ad.

Enter material requirements.

==== Analyse as Vehicle ====
For a variety of reasons you might have more than one vehicle record in NEOSYS for a single real vehicle but want only one line to appear on management reports like billing analysis.

On this field you can enter the code of the other vehicle record.

Some reasons for having more than one vehicle record could be :
# Users creating new vehicle records despite the vehicle already being in the system.
# To allow rate-cards in different currencies since NEOSYS allows one currency per vehicle.

==== Day of Week ====
Days of the week to advertise for a particular vehicle. Only these selected days of the week can be chosen in the media schedule. This helps in avoiding any mistakes on the schedule regarding date selection.

Enter a single or multiple days.

=== Ratecards ===
Vehicle rate-card which specifies rates for different.

View and modify the vehicle ratecard.

See [[Vehicle Rate Card File]]

Template:Codes

2012-10-16T11:13:22Z

Vineet:

Codes are short abbreviations given to records under various files in the NEOSYS database. Codes are easier to remember and information pertaining to a particular record can be pulled up by entering its code. It cannot be more than 8 alphanumeric characters.

NEOSYS advises users to use the 4 letter coding system in order to ease the complex task of assigning different codes to various records. See [[Codes in NEOSYS]].

Vehicle File

2012-10-16T07:51:22Z

Vineet: /* Vehicle Code */

[[image:Vehiclefile.jpg]]

==== Vehicle Code ====
Unique code assigned to the vehicle.

Enter an existing code or Press F7 to search or Enter a new vehicle code to create a new vehicle record.

{{Codes}}

''Note -'' NEOSYS does not support ‘.’ (dot) and ‘ ‘(space) characters in the vehicle code.

==== Vehicle Name ====
Name of the vehicle as you want it to appear on all reports and documents issued from NEOSYS.

Enter vehicle name.

==== Stopped(Reason) ====
{{Stop(reason)}}

==== Media Type ====
Medium to which the vehicle is to be linked for eg,newspapers,TV etc.

Enter existing Media Type code or Press F7 to search or F6 to create new.

''Note'' - Field is mandatory

==== Supplier Code ====
Supplier to which vehicle is to be linked.

Enter Supplier code or Press F7 to search or F6 to create new supplier.

See [[Supplier File]].

==== Market Code ====
Vehicle's advertising market.

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

''Note-'' When preparing a schedule the system alerts the user if the vehicle market is different from the market selected for the schedule.

==== Booking Currency Code ====
Currency used for booking ads on vehicle.

Enter the currency code or Press F7 to search or F6 to create new currency.

==== Accrued Cost A/c no. ====
A separate account for accrued costs per vehicle which determines the final credit on the accounting journal generated by the invoice creation process.

Enter the accrued cost a/c no.

=== Booking Details ===
==== Booking Contact ====
Vehicle contact representative.

Enter vehicle supplier name to whom booking orders are addressed.

''NOTE'' - If Booking Contact is left vacant the booking order pulls up the contact details from the supplier record.

==== Booking fax/tel ====
Vehicle representative's contact details.

Enter the contact details of the vehicle representative.

''NOTE'' - If this field is left vacant the booking order pulls up these details from the supplier record.

==== Notes ====
Notes or reference information regarding the vehicle which can be used by the agency when preparing the media schedule.

Enter notes or reference information regarding the vehicle. When the vehicle is selected in the media schedule the system asks the user whether these notes are to be updated on the schedule in the Notes section.

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

Enter number of days.

==== Material Requirements ====
Specific instructions regarding the materials used for publishing ad.

Enter material requirements.

==== Analyse as Vehicle ====
For a variety of reasons you might have more than one vehicle record in NEOSYS for a single real vehicle but want only one line to appear on management reports like billing analysis.

On this field you can enter the code of the other vehicle record.

Some reasons for having more than one vehicle record could be :
# Users creating new vehicle records despite the vehicle already being in the system.
# To allow rate-cards in different currencies since NEOSYS allows one currency per vehicle.

==== Day of Week ====
Days of the week to advertise for a particular vehicle. Only these selected days of the week can be chosen in the media schedule. This helps in avoiding any mistakes on the schedule regarding date selection.

Enter a single or multiple days.

=== Ratecards ===
Vehicle rate-card which specifies rates for different.

View and modify the vehicle ratecard.

See [[Vehicle Rate Card File]]

Agency FAQ

2012-10-11T07:09:41Z

Vineet:

[[Can I customise the format of NEOSYS documents?]]

[[Can I resize images to use in letterhead for NEOSYS documents?]]

[[How do I get a break down of the WIP/ACCRUAL?]]

File:Agedbalrpt.jpg

2012-10-11T07:08:38Z

Vineet:

Using NEOSYS Media System

2012-09-26T07:17:29Z

Vineet:

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

== 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 *when you intend it to be reissued*, NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule. If you want to cancel the ads *permanently* after issuing the invoice then you simply remove the ads from the schedule and request another invoice and this time a credit note will be created to reflect the lost ads.

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

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

== Principles of Structuring Document Numbers in NEOSYS ==
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must to be separated with / from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year

For example, if we have company codes like A, B, C, year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases.

Good Format Examples:
*X/12/1000 - ok
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

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

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

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

Two ways to get automatic numbers:

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

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

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

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

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

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

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

BBBYYMM (recommended - year first, month second)

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

BBBMMYY (not recommended - month first, year second)

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

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

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

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

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

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

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

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

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

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

== 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]] ==

== [[Exporting to other finance systems]] ==

== Exporting Invoices in Excel Format ==

Using NEOSYS Invoices menu, Audit Invoices/List

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

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

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

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

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

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

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

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

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

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

== Copying Plans created in Excel to NEOSYS ==

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

Using NEOSYS Media System

2012-09-26T07:12:21Z

Vineet:

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

== 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 *when you intend it to be reissued*, NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule. If you want to cancel the ads *permanently* after issuing the invoice then you simply remove the ads from the schedule and request another invoice and this time a credit note will be created to reflect the lost ads.

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

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

== Principles of Structuring Document Numbers in NEOSYS ==
Structuring invoice and document numbers is good practice since the documents order correctly when sorted in NEOSYS and even when exported to other systems like Excel – and even when entered into third party systems at suppliers and clients where NEOSYS has no control.

There are a few principles which can help while deciding on the structure:
#Enter things that change least frequently (or not at all) more to the left of the structure.
#Items like sequential numbers must to be separated with / from other parts of the structure (because sequential numbers in NEOSYS generally do not have leading zeros and therefore can have a variable number of digits.
#To make easier to read and type, consider omitting the / character between parts of the structure that have constant number of characters like company code and two digit year

For example, if we have company codes like A, B, C, year 2012, number 1000 then a good numbering system will sort correctly in all cases while a poor format will not sort correctly in some cases.

Good Format Examples:
*X/12/1000 - ok
*X12/1000 – also ok, X and 12 are both fixed number of characters so don’t need / to separate

Poor Format Examples:
*X/121000 – sequential number should be separated from year by /
*X121000 – sequential number should be separated from year by /
*12/X/1000 – year changes more frequently than company code X so it should be X/12
*X/1000/12 – 12 changes less frequently than 1000 so it should be 12/1000
*1000/12/X – X changes least so it should be on the left. 1000 changes most so it should be on the right
*12/1000/X – X changes least so it should be on the left

''Notes -''
#Company prefix can be assigned to NEOSYS companies in the Company File. This is particularly useful if the company codes are digits and can be confused with the sequential numbers.
#Using letters for company codes or company prefix is better for sorting because one can omit the / separator character.
#Sequential numbers in NEOSYS generally have a variable number of digits and do not use leading zeros.
#In some places in NEOSYS when asked to enter document numbers, omit the company code and year and enter only the sequential number, NEOSYS will find the document based on the current company and year or search for the first existing document across all companies. The same applies with entering ranges of numbers. NEOSYS will attempt to add the missing company code and year.

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

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

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

Two ways to get automatic numbers:

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

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

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

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

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

For example, a COKE campaign in December 2010.

COKE1012

Single digit months should be entered like 08 for consistency.

COKE1008

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

BBBYYMM (recommended - year first, month second)

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

BBBMMYY (not recommended - month first, year second)

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

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

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

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

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

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

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

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

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

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

== 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]] ==

== [[Exporting to other finance systems]] ==

== Exporting Invoices in Excel Format ==

Using NEOSYS Invoices menu, Audit Invoices/List

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

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

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

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

[[image:Exporting_Invoices_in_Excel_Format.jpg]]

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

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

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

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

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

== Copying Plans created in Excel to NEOSYS ==

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

File:Scheduleheader.jpg

2012-09-26T06:58:18Z

Vineet: uploaded a new version of "File:Scheduleheader.jpg"

File:Scheduleheader.jpg

2012-09-26T06:57:26Z

Vineet: uploaded a new version of "File:Scheduleheader.jpg"

File:Schedulecontent.jpg

2012-09-26T06:52:05Z

Vineet: uploaded a new version of "File:Schedulecontent.jpg"

File:Scheduleheader.jpg

2012-09-26T06:51:45Z

Vineet: uploaded a new version of "File:Scheduleheader.jpg"

File:Schedulecontent.jpg

2012-09-26T06:49:26Z

Vineet:

File:Scheduleheader.jpg

2012-09-26T06:49:12Z

Vineet:

File:Planimport.jpg

2012-09-26T06:48:58Z

Vineet:

Internet Explorer 6

2012-09-19T12:33:11Z

Vineet:

===Clearing the Cache ===
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools > Internet Options ====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE6_Tools Internet Options.JPG]] 
==== Click on General and then click on Delete Files in the Temporary Internet Files section ====
 [[IMAGE:IE6_Click on General Delete Files.JPG]] 
==== Select the "Delete all Offline Content" option and Click on OK ====
 [[IMAGE:IE6_Delete All Offline Content.JPG]] 
==== Restart Internet Explorer ====

'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

=== Clearing cache only for a particular web page ===
Press Control + F5 key combination on your keyboard while accessing that webpage in the browser

=== Reset Browser to Factory Settings ===
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools > Internet Options ====
 [[IMAGE:IE6_Tools Internet Options.JPG]] 
==== Click on Programs Tab ====
==== Click on Reset IE settings ====
==== Deselect reset home page and click on YES ====
 [[IMAGE:IE6_Reset Web Settings.JPG]] 
==== Click on OK ====
==== Restart Internet Explorer ====
==== Reconfigure Internet Explorer ====
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 8

2012-09-19T12:30:51Z

Vineet:

=== Clear Cache ===
==== Method 1 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE8_Click on Tools.JPG]] 
===== Click on Internet options =====
 [[IMAGE:IE8_Click on Internet Options.JPG]] 
===== Click the General tab, and then, under Browsing history, click Delete =====
 [[IMAGE:IE8_Click on Delete.JPG]] 
===== In the Delete Browsing History dialogue box do the following: =====
#Select Temporary Internet files, cookies, history, form data, passwords and InPrivate Filtering Data
#Click Delete
 [[IMAGE:IE8_Check Temp Int File Option.JPG]] 

===== Restart Internet Explorer =====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

=== Clearing cache only for a particular web page ===
Press Control + F5 key combination on your keyboard while accessing that webpage in the browser

=== Reset Browser to Factory Settings ===
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 [[IMAGE:IE8_Click on Tools.JPG]] 
===== Click on Internet Options =====
 [[IMAGE:IE8_Click on Internet Options.JPG]] 
===== Click on Advanced Tab and Click on Reset =====
 [[IMAGE:IE8_Click on Advanced Tab Reset.JPG]] 
===== Select Delete Personal Settings Option and Click on Reset =====
 [[IMAGE:IE8_Click on Reset.JPG]] 
===== Restart Internet Explorer =====
===== Reconfigure Internet Explorer =====
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 7

2012-09-19T12:30:46Z

Vineet:

== Clearing the Cache ==
=== Method 1 ===
==== Save all your work and close ALL open IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE7_Click on Tools.JPG]] 
==== Click the General tab, and then, under Browsing history, click Delete. ====
 [[IMAGE:IE7_Click on Delete.JPG]] 
==== Click Delete All ====
 [[IMAGE:IE7_Delete All.JPG]] 
==== Click Yes to confirm that you want to delete this information, and then click OK. ====
 [[IMAGE:IE7_Click on Yes.JPG]] 
==== Restart Internet Explorer ====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

== Clearing cache only for a particular web page ==
Press Control + F5 key combination on your keyboard while accessing that webpage in the browser

== Reset Browser to Factory Settings ==
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
=== Save all your work and close ALL your IE windows ===
=== Open up a new IE window ===
=== Click on Tools ===
 [[IMAGE:IE8_Click on Tools.JPG]] 
=== Click on Internet Options ===
 [[IMAGE:IE8_Click on Internet Options.JPG]] 
=== Click on Advanced Tab and Click on Reset ===
 [[IMAGE:IE8_Click on Advanced Tab Reset.JPG]] 
=== Select Delete Personal Settings Option and Click on Reset ===
 [[IMAGE:IE8_Click on Reset.JPG]] 
=== Restart Internet Explorer ===
=== Reconfigure Internet Explorer ===
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 9

2012-09-19T12:29:25Z

Vineet:

===Clearing the Cache ===
==== Method 1 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
===== Click on Internet options [[IMAGE:IE9_Click on Internet Options.JPG]] =====
 
===== Click the General tab, and then, under Browsing history, click Delete =====
 [[IMAGE:IE9_Click on Delete.JPG]] 
===== In the Delete Browsing History dialogue box, select ALL options and click Delete =====
 [[IMAGE:IE9_Click on Delete_2.JPG]] 
===== Restart Internet Explorer =====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

==== Method 2 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Go to the NEOSYS login page =====
[[image:neosys-loginpage.jpg]]
===== Press F12 =====
The developer tools should appear at the bottom of Internet Explorer 9 window as follows:

[[image:ie9-developertools.jpg]]

===== Click on Cache =====
#Click on "Clear browser cache for this domain" [[image:ie9-developertools-clearbrowser.jpg]] 
#Click on Yes [[image:ie9-developertools-clearbrowser-sure.jpg]] 
#Click on "Clear cookies for domain" [[image:ie9-developertools-clearcookies.jpg]] 
#Click on Yes [[image:ie9-developertools-clearcookies-sure.jpg]] 
===== Restart Internet Explorer =====

=== Clearing cache only for a particular web page ===
Press Control + F5 key combination on your keyboard while accessing that webpage in the browser

=== Reset Browser to Factory Settings ===
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet Options ====
 [[IMAGE:IE9_Click on Internet Options.JPG]] 
==== Click on Advanced Tab and Click on Reset ====
 [[IMAGE:IE9_Click on Advanced Tab_Reset.JPG]] 
==== Select Delete Personal Settings Option and Click on Reset ====
 [[IMAGE:IE9_Click on Reset.JPG]] 
==== Restart Internet Explorer ====
==== Reconfigure Internet Explorer ====
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 7

2012-09-19T12:15:45Z

Vineet:

== Clearing the Cache ==
=== Method 1 - Clear cache for only a particular page ===
==== Press Control + F5 key combination on your keyboard while on that page in the browser ====

=== Method 2 ===
==== Save all your work and close ALL open IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE7_Click on Tools.JPG]] 
==== Click the General tab, and then, under Browsing history, click Delete. ====
 [[IMAGE:IE7_Click on Delete.JPG]] 
==== Click Delete All ====
 [[IMAGE:IE7_Delete All.JPG]] 
==== Click Yes to confirm that you want to delete this information, and then click OK. ====
 [[IMAGE:IE7_Click on Yes.JPG]] 
==== Restart Internet Explorer ====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

== Reset Browser to Factory Settings ==
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
=== Save all your work and close ALL your IE windows ===
=== Open up a new IE window ===
=== Click on Tools ===
 [[IMAGE:IE8_Click on Tools.JPG]] 
=== Click on Internet Options ===
 [[IMAGE:IE8_Click on Internet Options.JPG]] 
=== Click on Advanced Tab and Click on Reset ===
 [[IMAGE:IE8_Click on Advanced Tab Reset.JPG]] 
=== Select Delete Personal Settings Option and Click on Reset ===
 [[IMAGE:IE8_Click on Reset.JPG]] 
=== Restart Internet Explorer ===
=== Reconfigure Internet Explorer ===
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 8

2012-09-19T12:14:24Z

Vineet:

=== Clear Cache ===
==== Method 1 - Clear cache for only a particular page ====
===== Press Control + F5 key combination on your keyboard while on that page in the browser =====

==== Method 2 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE8_Click on Tools.JPG]] 
===== Click on Internet options =====
 [[IMAGE:IE8_Click on Internet Options.JPG]] 
===== Click the General tab, and then, under Browsing history, click Delete =====
 [[IMAGE:IE8_Click on Delete.JPG]] 
===== In the Delete Browsing History dialogue box do the following: =====
#Select Temporary Internet files, cookies, history, form data, passwords and InPrivate Filtering Data
#Click Delete
 [[IMAGE:IE8_Check Temp Int File Option.JPG]] 

===== Restart Internet Explorer =====

'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

=== Reset Browser to Factory Settings ===
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 [[IMAGE:IE8_Click on Tools.JPG]] 
===== Click on Internet Options =====
 [[IMAGE:IE8_Click on Internet Options.JPG]] 
===== Click on Advanced Tab and Click on Reset =====
 [[IMAGE:IE8_Click on Advanced Tab Reset.JPG]] 
===== Select Delete Personal Settings Option and Click on Reset =====
 [[IMAGE:IE8_Click on Reset.JPG]] 
===== Restart Internet Explorer =====
===== Reconfigure Internet Explorer =====
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 9

2012-09-19T12:13:59Z

Vineet: /* Clearing the Cache */

===Clearing the Cache ===
==== Method 1 - Clear cache for only a particular page ====
===== Press Control + F5 key combination on your keyboard while on that page in the browser =====

==== Method 2 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
===== Click on Internet options [[IMAGE:IE9_Click on Internet Options.JPG]] =====
 
===== Click the General tab, and then, under Browsing history, click Delete =====
 [[IMAGE:IE9_Click on Delete.JPG]] 
===== In the Delete Browsing History dialogue box, select ALL options and click Delete =====
 [[IMAGE:IE9_Click on Delete_2.JPG]] 
===== Restart Internet Explorer =====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

==== Method 3 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Go to the NEOSYS login page =====
[[image:neosys-loginpage.jpg]]
===== Press F12 =====
The developer tools should appear at the bottom of Internet Explorer 9 window as follows:

[[image:ie9-developertools.jpg]]

===== Click on Cache =====
#Click on "Clear browser cache for this domain" [[image:ie9-developertools-clearbrowser.jpg]] 
#Click on Yes [[image:ie9-developertools-clearbrowser-sure.jpg]] 
#Click on "Clear cookies for domain" [[image:ie9-developertools-clearcookies.jpg]] 
#Click on Yes [[image:ie9-developertools-clearcookies-sure.jpg]] 
===== Restart Internet Explorer =====

=== Reset Browser to Factory Settings ===
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet Options ====
 [[IMAGE:IE9_Click on Internet Options.JPG]] 
==== Click on Advanced Tab and Click on Reset ====
 [[IMAGE:IE9_Click on Advanced Tab_Reset.JPG]] 
==== Select Delete Personal Settings Option and Click on Reset ====
 [[IMAGE:IE9_Click on Reset.JPG]] 
==== Restart Internet Explorer ====
==== Reconfigure Internet Explorer ====
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 8

2012-09-19T12:11:53Z

Vineet:

=== Clear Cache ===

==== Method 1 ====
===== Press Control + F5 key combination on your keyboard =====

==== Method 2 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE8_Click on Tools.JPG]] 
===== Click on Internet options =====
 [[IMAGE:IE8_Click on Internet Options.JPG]] 
===== Click the General tab, and then, under Browsing history, click Delete =====
 [[IMAGE:IE8_Click on Delete.JPG]] 
===== In the Delete Browsing History dialogue box do the following: =====
#Select Temporary Internet files, cookies, history, form data, passwords and InPrivate Filtering Data
#Click Delete
 [[IMAGE:IE8_Check Temp Int File Option.JPG]] 

===== Restart Internet Explorer =====

'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

=== Reset Browser to Factory Settings ===
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 [[IMAGE:IE8_Click on Tools.JPG]] 
===== Click on Internet Options =====
 [[IMAGE:IE8_Click on Internet Options.JPG]] 
===== Click on Advanced Tab and Click on Reset =====
 [[IMAGE:IE8_Click on Advanced Tab Reset.JPG]] 
===== Select Delete Personal Settings Option and Click on Reset =====
 [[IMAGE:IE8_Click on Reset.JPG]] 
===== Restart Internet Explorer =====
===== Reconfigure Internet Explorer =====
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Internet Explorer 9

2012-09-19T12:07:49Z

Vineet:

===Clearing the Cache ===
==== Method 1 ====
===== Press Control + F5 key combination on your keyboard =====

==== Method 2 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Click on Tools =====
 '''Note:''' If you cannot view the TOOLS option then you can click on the '''ALT''' key while in Internet Explorer to display it
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
===== Click on Internet options [[IMAGE:IE9_Click on Internet Options.JPG]] =====
 
===== Click the General tab, and then, under Browsing history, click Delete =====
 [[IMAGE:IE9_Click on Delete.JPG]] 
===== In the Delete Browsing History dialogue box, select ALL options and click Delete =====
 [[IMAGE:IE9_Click on Delete_2.JPG]] 
===== Restart Internet Explorer =====
'''If the problem with the browser still persists, follow the below instructions to reset your browser to factory settings:'''

==== Method 3 ====
===== Save all your work and close ALL your IE windows =====
===== Open up a new IE window =====
===== Go to the NEOSYS login page =====
[[image:neosys-loginpage.jpg]]
===== Press F12 =====
The developer tools should appear at the bottom of Internet Explorer 9 window as follows:

[[image:ie9-developertools.jpg]]

===== Click on Cache =====
#Click on "Clear browser cache for this domain" [[image:ie9-developertools-clearbrowser.jpg]] 
#Click on Yes [[image:ie9-developertools-clearbrowser-sure.jpg]] 
#Click on "Clear cookies for domain" [[image:ie9-developertools-clearcookies.jpg]] 
#Click on Yes [[image:ie9-developertools-clearcookies-sure.jpg]] 
===== Restart Internet Explorer =====

=== Reset Browser to Factory Settings ===
'''''CAUTION: Resetting the browser to factory settings would require you to re-configure your Internet Explorer from scratch to use NEOSYS.'''''
'''''Hence you should only do a browser reset if the problem with the browser still persists or if advised by NEOSYS support staff. '''''
==== Save all your work and close ALL your IE windows ====
==== Open up a new IE window ====
==== Click on Tools ====
 [[IMAGE:IE9_Click on Tools.JPG]] 
 '''OR Alternatively''' 
 [[IMAGE:IE9_Click on Tools-2.JPG]] 
==== Click on Internet Options ====
 [[IMAGE:IE9_Click on Internet Options.JPG]] 
==== Click on Advanced Tab and Click on Reset ====
 [[IMAGE:IE9_Click on Advanced Tab_Reset.JPG]] 
==== Select Delete Personal Settings Option and Click on Reset ====
 [[IMAGE:IE9_Click on Reset.JPG]] 
==== Restart Internet Explorer ====
==== Reconfigure Internet Explorer ====
Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Internet_Explorer|Configuring Internet Explorer]] to learn how to configure Internet Explorer before using NEOSYS.

Codes in NEOSYS

2012-09-18T12:06:10Z

Vineet:

== Codes in NEOSYS ==
=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

1. If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO

2. Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc

3. If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.

4. If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.

5. If you know in advance that there are several similar accounts with almost the same name then first use the three rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

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

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

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

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

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

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

GUOIJE - Gulf Oil Jeddah (Rule 5:)

Codes in NEOSYS

2012-09-18T11:17:22Z

Vineet:

Troubleshooting NEOSYS Media System

2012-09-18T06:13:50Z

Vineet: /* Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" */

=== Correcting order of ads in media diary ===
After changing any reference files like clients, suppliers and media vehicles the order of ads may be incorrect.

For example changing the supplier of a vehicle may result in a media diary ordered by vehicle to incorrectly show ads from one vehicle in two separate places in the report instead of together.

The solution is to run the CREATEADS program in maintenance mode.

F5
CREATEADS

=== Details missing in Media Diary or Changes in Files does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier/cost etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier, cost etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

Note: This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down. When you run CREATEADS, it asks you to confirm a period from when to run this task. You need to be aware that any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

Please see [[Why is the Media Diary Report showing unexpected results?| Unexpected Media Diary Report]] for further information.

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ===

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Please see [[Why is the Media Diary Report showing unexpected results?| Unexpected Media Diary Report]] for further information.

Cause: System error - possible an unresolved NEOSYS software error

'''Recovery method 1:'''

This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down.

F5
CREATEADS

'''Recovery Method 2:'''

To run CREATEADS while users are online, you can follow the procedure mentioned below:

SELECT SCHEDULES
CREATEADS

'''Recovery method 3:'''

Re-save the schedule(s) that show the problem. This is identical to CREATEADS but is much quicker and doesnt require all users to logoff. Of course if there are many errors then this isnt a practical solution.

'''Recovery Method 4:'''

The following method can be used for selected schedules instead of re-saving them:

SELECT SCHEDULES “XYZ1201R” “XYZ1201T”
CREATEADS

[[Fixing wrong exchange rates in invoices]]

=== 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 (in the invoice options page - select Certified-All Ads). 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.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

=== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ===
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

=== Hitting F9 is not giving the excel media diary but clicking "List" is ===

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

=== Error: Document too large to save ===

NEOSYS media schedules have a technical restriction to be within 60000 bytes. TV Campaigns which generally are large in size (many spots, across many days etc) and hence could well go over 60000 bytes after a series of rebookings or changes. It is best that TV schedules are done PER MONTH to avoid this error, however this can't guarantee that the size couldn't go way over the limit. At the moment there is no visual indicator on the schedule to see the current size and if the size hits the ceiling, the schedule can no longer be saved.

[[image:Documenttoolarge.jpg]]

Error Message:
Cannot Save "***********" because:
Error: Document too large to save (73712 bytes/max 60000)
Edit some characters from the document and try again

If the user encounters this error, the very next step is to abandon using the schedule for any future dates and clear the schedule of the same to free up space. An example of how to reduce the size is explained below:

# Copy the schedule to a new one first to utilise the future dates (you may remove the past dates from the new schedule thereafter)
# Go to each vehicle line which has future ads and clear these lines by clicking on the date grid box and removing the dates manually
# Remember not to rebook the cancellation for the removed ads as this will inflate the size of the schedule again
# If the vehicle line has only future dates, it is best to remove all further details in the line which are Position/Program, Bill & Cost values etc
# Look for any vehicles lines which have been cancelled in the past and remove all the details in those lines
# Save the schedule after you edit every line to ensure the size of the schedule is indeed dropping
# The key to reduce the size of the file is by NOT REBOOKING any edits you do

=== Why doesn’t the Total Amount column equal to Number of Ads x Unit Price ? ===
==== Case 1 ====
After invoicing, if you change the number of ads AND also change the unit cost then the net change to be debited or credited is an average unit price.

It is better to show the total number of ads changed and the total change in the net unit price because clients understand this better despite the apparent lack of numerical accuracy.

NEOSYS warns you during data entry not to change the unit price on lines with any invoiced ads. However, some users may be authorised to ignore the warning. The message advises that instead of changing the unit price, you should cancel all the ads at the old rate and insert a new line at the new rate. If you follow this suggestion then the issue does not arise.

If you do not want to cancel the old line/rate and re-enter a new line/rate but still require that the columns agree arithmetically, you can to do the changes in stages as follows:
#Change the unit price
#Generate credit note for the change in unit price 
#Change the number of ads
#Generate credit note for the change in number of ads

'''(or vice versa)'''

NEOSYS could in theory do this automatically by presenting a double change as TWO lines on the credit note (one line crediting all the invoicing to date and one line debiting as per schedule currently) but it hasn’t got this facility at the moment and the current practice has been broadly accepted by clients for many years.

==== Case 2 ====
[[image:mediaconfigbooktobillcurr.jpg]]

When using the media configuration file options to conceal booking currency from clients by converting it to billing currency, it is possible to have rounding errors as follows:

NEOSYS converts the following columns from Media Booking Currency to Client/Bill Currency:
*Gross Unit Amount
*Net Unit Amount

Rounding errors in the Net Unit Amount: NEOSYS does not recalculate the Net Unit Amount from the new Gross Unit Amount based on the discounts and charges therefore there can be rounding errors if you manually check the calculation of the Net Unit Amount from the previous columns.

Rounding errors in the final Net Amount column: NEOSYS does not recalculate the final Net Amount column as the new Net Unit Amount (Billing Currency) x Number of Ads therefore there can be rounding errors if you manual check the calculation of the final column from the previous columns.

This is due to the complexity of changing all the billing calculations in the software.

=== Why is my schedule printout showing Net column as Gross ? ===

[[image:schedule_net_shows_gross.jpg]]

This only happens when you have entered values at the bottom of the schedule for either Agency Discount (%), Fee (%) or Tax Code/Tax (%); as logically the Net amount can only be derived after you add/subtract the amounts from below the schedule.

[[image:schedule_net_bottom.jpg]]

=== Error: Free is not supported for Mass Advertising ===
While trying to mark Internet Ads as '''Free''' in NEOSYS, you come across the error message, ''' Free is not supported for Mass Advertising ''', as follows:

[[image:Error_In_Free_Ads_Digital_Media.jpg]]

Error Message:
Free is not supported for mass advertising
(Vehicle "FACEA" certification mode is "summary")

The above error appears because Online media vehicle types are tagged as "Summary", they are recorded as a single ad to save space and speed up processing and hence cannot be used for the Free option. This is done because online ads are just impressions and not actual ads which are required to be tracked individually.

Click on [[How_to_do_FREE_ADS_for_Digital_Media%3F|Free Internet Ads]] to learn how to do Free Ads for Digital Media.

== Error: No output file in MEDIAPROXY SCHEDULEPRINT ==

This error occurs while creating media invoices with Paging: By Line.

The solution is to enter some vehicles and not leave it the option blank.

Select the vehicle or vehicles that you want to invoice, or all vehicles if you want to invoice everything, but don’t leave vehicles blank.

Media FAQ

2012-09-18T06:13:46Z

Vineet:

Troubleshooting NEOSYS Media System

2012-09-18T06:12:45Z

Vineet: /* Details missing in Media Diary or Changes in Files does not reflect in Media Diary */

=== Correcting order of ads in media diary ===
After changing any reference files like clients, suppliers and media vehicles the order of ads may be incorrect.

For example changing the supplier of a vehicle may result in a media diary ordered by vehicle to incorrectly show ads from one vehicle in two separate places in the report instead of together.

The solution is to run the CREATEADS program in maintenance mode.

F5
CREATEADS

=== Details missing in Media Diary or Changes in Files does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier/cost etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier, cost etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

Note: This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down. When you run CREATEADS, it asks you to confirm a period from when to run this task. You need to be aware that any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

Please see [[Why is the Media Diary Report showing unexpected results?| Unexpected Media Diary Report]] for further information.

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ===

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Please see [[Why_is_the_Media_Diary_Report_inaccurate%3F| Inaccurate Media Diary Report]] for further information.

Cause: System error - possible an unresolved NEOSYS software error

'''Recovery method 1:'''

This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down.

F5
CREATEADS

'''Recovery Method 2:'''

To run CREATEADS while users are online, you can follow the procedure mentioned below:

SELECT SCHEDULES
CREATEADS

'''Recovery method 3:'''

Re-save the schedule(s) that show the problem. This is identical to CREATEADS but is much quicker and doesnt require all users to logoff. Of course if there are many errors then this isnt a practical solution.

'''Recovery Method 4:'''

The following method can be used for selected schedules instead of re-saving them:

SELECT SCHEDULES “XYZ1201R” “XYZ1201T”
CREATEADS

[[Fixing wrong exchange rates in invoices]]

=== 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 (in the invoice options page - select Certified-All Ads). 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.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

=== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ===
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

=== Hitting F9 is not giving the excel media diary but clicking "List" is ===

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

=== Error: Document too large to save ===

NEOSYS media schedules have a technical restriction to be within 60000 bytes. TV Campaigns which generally are large in size (many spots, across many days etc) and hence could well go over 60000 bytes after a series of rebookings or changes. It is best that TV schedules are done PER MONTH to avoid this error, however this can't guarantee that the size couldn't go way over the limit. At the moment there is no visual indicator on the schedule to see the current size and if the size hits the ceiling, the schedule can no longer be saved.

[[image:Documenttoolarge.jpg]]

Error Message:
Cannot Save "***********" because:
Error: Document too large to save (73712 bytes/max 60000)
Edit some characters from the document and try again

If the user encounters this error, the very next step is to abandon using the schedule for any future dates and clear the schedule of the same to free up space. An example of how to reduce the size is explained below:

# Copy the schedule to a new one first to utilise the future dates (you may remove the past dates from the new schedule thereafter)
# Go to each vehicle line which has future ads and clear these lines by clicking on the date grid box and removing the dates manually
# Remember not to rebook the cancellation for the removed ads as this will inflate the size of the schedule again
# If the vehicle line has only future dates, it is best to remove all further details in the line which are Position/Program, Bill & Cost values etc
# Look for any vehicles lines which have been cancelled in the past and remove all the details in those lines
# Save the schedule after you edit every line to ensure the size of the schedule is indeed dropping
# The key to reduce the size of the file is by NOT REBOOKING any edits you do

=== Why doesn’t the Total Amount column equal to Number of Ads x Unit Price ? ===
==== Case 1 ====
After invoicing, if you change the number of ads AND also change the unit cost then the net change to be debited or credited is an average unit price.

It is better to show the total number of ads changed and the total change in the net unit price because clients understand this better despite the apparent lack of numerical accuracy.

NEOSYS warns you during data entry not to change the unit price on lines with any invoiced ads. However, some users may be authorised to ignore the warning. The message advises that instead of changing the unit price, you should cancel all the ads at the old rate and insert a new line at the new rate. If you follow this suggestion then the issue does not arise.

If you do not want to cancel the old line/rate and re-enter a new line/rate but still require that the columns agree arithmetically, you can to do the changes in stages as follows:
#Change the unit price
#Generate credit note for the change in unit price 
#Change the number of ads
#Generate credit note for the change in number of ads

'''(or vice versa)'''

NEOSYS could in theory do this automatically by presenting a double change as TWO lines on the credit note (one line crediting all the invoicing to date and one line debiting as per schedule currently) but it hasn’t got this facility at the moment and the current practice has been broadly accepted by clients for many years.

==== Case 2 ====
[[image:mediaconfigbooktobillcurr.jpg]]

When using the media configuration file options to conceal booking currency from clients by converting it to billing currency, it is possible to have rounding errors as follows:

NEOSYS converts the following columns from Media Booking Currency to Client/Bill Currency:
*Gross Unit Amount
*Net Unit Amount

Rounding errors in the Net Unit Amount: NEOSYS does not recalculate the Net Unit Amount from the new Gross Unit Amount based on the discounts and charges therefore there can be rounding errors if you manually check the calculation of the Net Unit Amount from the previous columns.

Rounding errors in the final Net Amount column: NEOSYS does not recalculate the final Net Amount column as the new Net Unit Amount (Billing Currency) x Number of Ads therefore there can be rounding errors if you manual check the calculation of the final column from the previous columns.

This is due to the complexity of changing all the billing calculations in the software.

=== Why is my schedule printout showing Net column as Gross ? ===

[[image:schedule_net_shows_gross.jpg]]

This only happens when you have entered values at the bottom of the schedule for either Agency Discount (%), Fee (%) or Tax Code/Tax (%); as logically the Net amount can only be derived after you add/subtract the amounts from below the schedule.

[[image:schedule_net_bottom.jpg]]

=== Error: Free is not supported for Mass Advertising ===
While trying to mark Internet Ads as '''Free''' in NEOSYS, you come across the error message, ''' Free is not supported for Mass Advertising ''', as follows:

[[image:Error_In_Free_Ads_Digital_Media.jpg]]

Error Message:
Free is not supported for mass advertising
(Vehicle "FACEA" certification mode is "summary")

The above error appears because Online media vehicle types are tagged as "Summary", they are recorded as a single ad to save space and speed up processing and hence cannot be used for the Free option. This is done because online ads are just impressions and not actual ads which are required to be tracked individually.

Click on [[How_to_do_FREE_ADS_for_Digital_Media%3F|Free Internet Ads]] to learn how to do Free Ads for Digital Media.

== Error: No output file in MEDIAPROXY SCHEDULEPRINT ==

This error occurs while creating media invoices with Paging: By Line.

The solution is to enter some vehicles and not leave it the option blank.

Select the vehicle or vehicles that you want to invoice, or all vehicles if you want to invoice everything, but don’t leave vehicles blank.

Using NEOSYS Generally

2012-07-31T10:51:51Z

Vineet: /* OPTION 2 : Using "CutePDF" */

== Getting started with NEOSYS ==
#Reset your browser to factory settings by following instructions at [[Reset_Browser]]
#Ensure that the pop-up blocker is disabled. See [[Setting_up_and_Configuring_NEOSYS_Generally#Disabling_the_pop-up_blocker|Disabling Popup Blocker]] for instructions.
#Open up the browser
#Open up the NEOSYS login page
#If you get a certificate warning when you access the URL, follow instructions at [[Setting_up_and_Configuring_NEOSYS_Generally#Resolving_HTTPS_certificate_error_when_logging_in_from_an_external_link_using_IE8_and_IE9|Resolving IE https Certificate Issue]]
#Next, Enable the Internet Explorer Compatibility View. See [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_compatibility_view_in_IE8_and_above|Compatibility Mode]] for instructions.
#You should now see the Login page. Add this URL to your favourites.
#If you are a new user or have forgotten your password click on [[How_to_reset_the_password%3F|Request Password]] for instructions on how to get your password
#Enter your Username, Password, select the database and click on login. See http://youtu.be/dS62_eSCm-A to learn how to login to NEOSYS.
#You should now see the user details page.

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

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

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

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

COMPANY ACCESS “XYZ”

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

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

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

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

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

F5
CREATEBRANDS
Yes

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

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

COMPANY ACCESS “XYZ”

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

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

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

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

== Using NEOSYS online ==

=== Slow speed initially ===

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

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

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

=== Tips for demo ===

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

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

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

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

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

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

== Emailing documents in PDF format ==

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

==== Features ====

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

==== Installation ====

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

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

http://www.primopdf.com/

You probably also want a pdf viewer installed

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

==== Setting up ====

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

==== Using ====

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

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

[[File:primo2.jpg]] 

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

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

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

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

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

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

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

==== Installation ====

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

==== Using CutePDF ====

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

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

== Codes in NEOSYS ==

=== Inventing codes ===

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

There are three strategies to invent codes:

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

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

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

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

=== Using Four letter coding system ===

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

Follow these steps rigorously:

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

=== Examples of four letter coding ===

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

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

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

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

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

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

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

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

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

=== Tasks and Locks ===

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

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

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

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

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

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

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

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

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

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

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

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

Each lock can have levels (eg. AM0, AM, AM2) to differentiate the tasks at each user level. AM0 is given to lower level users like Junior level and AM2 can be assigned to General Management who may have more detailed Access rights than other users. No lock should be assigned the level 1 (eg. AM1) because a lock without a number indicates level 1 itself.

Ideally a lock code should be informative of its purpose.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

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

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

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

=== Access restriction by IP No. ===
1. Access to NEOSYS is by default restricted to users from the standard Local Area Network IP numbers i.e. 192.168.*, 10.* and 127.*.

2. Users may also be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* in the System Configuration File would restrict users to logging in only from the local area network.
 '''We can do that as follows:'''
 '''a) Navigate to the System Configuration File:'''
 '''Menu >> Support >> System Configuration File'''
 [[IMAGE:System Configuration File.JPG]]
 '''b) Enter the IP Address ranges in the restrictions field''' 
[[IMAGE:IPADDRESSRANGES.JPG]]
 
 
3. If a user is permitted to access NEOSYS from an external IP address, we need to assign that external IP address along with the IP address of the Local Area Network to the level of the user in the Authorisation Table.
 
'''We can do that as follows:'''
 
'''a) Navigate to the Authorisation File:'''
 '''Menu >> Support >> Authorisation File''' 
[[IMAGE:AuthorizationTable.JPG]]
 
 
'''b) Enter the IP Address in the Allowed IP Numbers field''' 
[[IMAGE:AuthorizationTableEntryFile.JPG]]
 

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

=== How the Authorisation Table works ===

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

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

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

=== Customising the Authorisation Table ===

#The various levels in Authorisation File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
#Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
#Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
#Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

'''Key Points to Remember:'''
#Do not enter USERNAMEs for group “user” lines i.e. Departments Department names/levels need not have any USERNAME specified as these are not real users. Also you should not specify an email address on the same, as these department names/levels are only to identify the user groups. You may login using these for testing purposes.
#Do not assign keys to individual users. Assign them to a group “user” i.e. Department instead If you feel the need to assign keys to a user, feel free to insert a new group user under them and assign the keys to that group user. This will enable us to manage the authorisation table i.e. add / delete users based on what Department they belong to, so that they get all required authorisations.

=== “Per User” Authorisations ===

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

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

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

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

=== Expired Users ===

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

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

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

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

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

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

[[image:expire.jpg]]

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

=== Option 2 - Importing Data into Excel directly ===
#If you have not already done so, right click on the Internet Explorer tool bar and choose the following options [[image:Internetexplorer1.JPG]] 
#Click Edit, Add, Close [[image:Internetexplorer2.JPG]] 
#The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word [[image:Internetexplorer3.JPG]] 
#Click on the "right arrow" at the top left corner (it will turn into a checkmark) and click on Options on the top right of your screen [[file:check.jpg|frame|right|Check Mark]] [[image:EDITinEXCELMENU.jpg]] 
#Select the "None" option and click on Ok [[image:Options.jpg]] 
#Select the location to paste data and click on OK [[image:CICKONOK.jpg]] 
#The NEOSYS Report will now be pasted in excel in a text format.

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

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

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

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

[[image:Openingnewtabs.jpg]]

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

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

Solution:

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

File:Cutepdf-3.jpg

2012-07-31T10:50:48Z

Vineet:

File:Cutepdf-2.jpg

2012-07-31T10:50:39Z

Vineet:

File:Cutepdf-1.jpg

2012-07-31T10:50:21Z

Vineet:

File:Recoverwebpage.jpg

2012-07-24T08:31:04Z

Vineet: uploaded a new version of "File:Recoverwebpage.jpg"

File:Noresponse.jpg

2012-07-24T08:02:39Z

Vineet: uploaded a new version of "File:Noresponse.jpg"

General FAQ

2012-07-24T07:22:25Z

Vineet:

[[What is the NEOSYS backup procedure?]]

[[How can I verify that the backup has been successful?]]

[[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 Add/Remove Print Headers and Footers on NEOSYS generated documents?]]

[[How to delete NEOSYS documents (Booking Orders, Invoices etc)?]]

[[Why is NEOSYS taking a long time to generate a report?]]

File:Noresponse.jpg

2012-07-24T07:18:39Z

Vineet:

File:Recoverwebpage.jpg

2012-07-24T07:18:31Z

Vineet:

Troubleshooting NEOSYS Media System

2012-07-16T07:56:58Z

Vineet: /* Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" */

=== Correcting order of ads in media diary ===
After changing any reference files like clients, suppliers and media vehicles the order of ads may be incorrect.

For example changing the supplier of a vehicle may result in a media diary ordered by vehicle to incorrectly show ads from one vehicle in two separate places in the report instead of together.

The solution is to run the CREATEADS program in maintenance mode.

F5
CREATEADS

=== Details missing in Media Diary or Changes in Files does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier/cost etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier, cost etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

Note: This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down. When you run CREATEADS, it asks you to confirm a period from when to run this task. You need to be aware that any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

Please see [[Why_is_the_Media_Diary_Report_inaccurate%3F| Inaccurate Media Diary Report]] for further information.

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ===

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Please see [[Why_is_the_Media_Diary_Report_inaccurate%3F| Inaccurate Media Diary Report]] for further information.

Cause: System error - possible an unresolved NEOSYS software error

'''Recovery method 1:'''

This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down.

F5
CREATEADS

'''Recovery Method 2:'''

To run CREATEADS while users are online, you can follow the procedure mentioned below:

SELECT SCHEDULES
CREATEADS

'''Recovery method 3:'''

Re-save the schedule(s) that show the problem. This is identical to CREATEADS but is much quicker and doesnt require all users to logoff. Of course if there are many errors then this isnt a practical solution.

'''Recovery Method 4:'''

The following method can be used for selected schedules instead of re-saving them:

SELECT SCHEDULES “XYZ1201R” “XYZ1201T”
CREATEADS

[[Fixing wrong exchange rates in invoices]]

=== 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 (in the invoice options page - select Certified-All Ads). 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.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

=== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ===
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

=== Hitting F9 is not giving the excel media diary but clicking "List" is ===

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

=== Error: Document too large to save ===

NEOSYS media schedules have a technical restriction to be within 60000 bytes. TV Campaigns which generally are large in size (many spots, across many days etc) and hence could well go over 60000 bytes after a series of rebookings or changes. It is best that TV schedules are done PER MONTH to avoid this error, however this can't guarantee that the size couldn't go way over the limit. At the moment there is no visual indicator on the schedule to see the current size and if the size hits the ceiling, the schedule can no longer be saved.

[[image:Documenttoolarge.jpg]]

Error Message:
Cannot Save "***********" because:
Error: Document too large to save (73712 bytes/max 60000)
Edit some characters from the document and try again

If the user encounters this error, the very next step is to abandon using the schedule for any future dates and clear the schedule of the same to free up space. An example of how to reduce the size is explained below:

# Copy the schedule to a new one first to utilise the future dates (you may remove the past dates from the new schedule thereafter)
# Go to each vehicle line which has future ads and clear these lines by clicking on the date grid box and removing the dates manually
# Remember not to rebook the cancellation for the removed ads as this will inflate the size of the schedule again
# If the vehicle line has only future dates, it is best to remove all further details in the line which are Position/Program, Bill & Cost values etc
# Look for any vehicles lines which have been cancelled in the past and remove all the details in those lines
# Save the schedule after you edit every line to ensure the size of the schedule is indeed dropping
# The key to reduce the size of the file is by NOT REBOOKING any edits you do

=== Why doesn’t the Total Amount column equal to Number of Ads x Unit Price ? ===
==== Case 1 ====
After invoicing, if you change the number of ads AND also change the unit cost then the net change to be debited or credited is an average unit price.

It is better to show the total number of ads changed and the total change in the net unit price because clients understand this better despite the apparent lack of numerical accuracy.

NEOSYS warns you during data entry not to change the unit price on lines with any invoiced ads. However, some users may be authorised to ignore the warning. The message advises that instead of changing the unit price, you should cancel all the ads at the old rate and insert a new line at the new rate. If you follow this suggestion then the issue does not arise.

If you do not want to cancel the old line/rate and re-enter a new line/rate but still require that the columns agree arithmetically, you can to do the changes in stages as follows:
#Change the unit price
#Generate credit note for the change in unit price 
#Change the number of ads
#Generate credit note for the change in number of ads

'''(or vice versa)'''

NEOSYS could in theory do this automatically by presenting a double change as TWO lines on the credit note (one line crediting all the invoicing to date and one line debiting as per schedule currently) but it hasn’t got this facility at the moment and the current practice has been broadly accepted by clients for many years.

==== Case 2 ====
[[image:mediaconfigbooktobillcurr.jpg]]

When using the media configuration file options to conceal booking currency from clients by converting it to billing currency, it is possible to have rounding errors as follows:

NEOSYS converts the following columns from Media Booking Currency to Client/Bill Currency:
*Gross Unit Amount
*Net Unit Amount

Rounding errors in the Net Unit Amount: NEOSYS does not recalculate the Net Unit Amount from the new Gross Unit Amount based on the discounts and charges therefore there can be rounding errors if you manually check the calculation of the Net Unit Amount from the previous columns.

Rounding errors in the final Net Amount column: NEOSYS does not recalculate the final Net Amount column as the new Net Unit Amount (Billing Currency) x Number of Ads therefore there can be rounding errors if you manual check the calculation of the final column from the previous columns.

This is due to the complexity of changing all the billing calculations in the software.

=== Why is my schedule printout showing Net column as Gross ? ===

[[image:schedule_net_shows_gross.jpg]]

This only happens when you have entered values at the bottom of the schedule for either Agency Discount (%), Fee (%) or Tax Code/Tax (%); as logically the Net amount can only be derived after you add/subtract the amounts from below the schedule.

[[image:schedule_net_bottom.jpg]]

=== Error: Free is not supported for Mass Advertising ===
While trying to mark Internet Ads as '''Free''' in NEOSYS, you come across the error message, ''' Free is not supported for Mass Advertising ''', as follows:

[[image:Error_In_Free_Ads_Digital_Media.jpg]]

Error Message:
Free is not supported for mass advertising
(Vehicle "FACEA" certification mode is "summary")

The above error appears because Online media vehicle types are tagged as "Summary", they are recorded as a single ad to save space and speed up processing and hence cannot be used for the Free option. This is done because online ads are just impressions and not actual ads which are required to be tracked individually.

Click on [[How_to_do_FREE_ADS_for_Digital_Media%3F|Free Internet Ads]] to learn how to do Free Ads for Digital Media.

== Error: No output file in MEDIAPROXY SCHEDULEPRINT ==

This error occurs while creating media invoices with Paging: By Line.

The solution is to enter some vehicles and not leave it the option blank.

Select the vehicle or vehicles that you want to invoice, or all vehicles if you want to invoice everything, but don’t leave vehicles blank.

Troubleshooting NEOSYS Media System

2012-07-16T07:55:21Z

Vineet: /* Details missing in Media Diary or Changes in Files does not reflect in Media Diary */

=== Correcting order of ads in media diary ===
After changing any reference files like clients, suppliers and media vehicles the order of ads may be incorrect.

For example changing the supplier of a vehicle may result in a media diary ordered by vehicle to incorrectly show ads from one vehicle in two separate places in the report instead of together.

The solution is to run the CREATEADS program in maintenance mode.

F5
CREATEADS

=== Details missing in Media Diary or Changes in Files does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier/cost etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier, cost etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

Note: This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down. When you run CREATEADS, it asks you to confirm a period from when to run this task. You need to be aware that any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

Please see [[Why_is_the_Media_Diary_Report_inaccurate%3F| Inaccurate Media Diary Report]] for further information.

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ===

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Cause: System error - possible an unresolved NEOSYS software error

'''Recovery method 1:'''

This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down.

F5
CREATEADS
choose "Reindex the Ads File"

'''Recovery Method 2:'''

To run CREATEADS while users are online, you can follow the procedure mentioned below:

SELECT SCHEDULES
CREATEADS

'''Recovery method 3:'''

Re-save the schedule(s) that show the problem. This is identical to CREATEADS but is much quicker and doesnt require all users to logoff. Of course if there are many errors then this isnt a practical solution.

'''Recovery Method 4:'''

The following method can be used for selected schedules instead of re-saving them:

SELECT SCHEDULES “XYZ1201R” “XYZ1201T”
CREATEADS

[[Fixing wrong exchange rates in invoices]]

=== 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 (in the invoice options page - select Certified-All Ads). 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.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

=== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ===
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

=== Hitting F9 is not giving the excel media diary but clicking "List" is ===

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

=== Error: Document too large to save ===

NEOSYS media schedules have a technical restriction to be within 60000 bytes. TV Campaigns which generally are large in size (many spots, across many days etc) and hence could well go over 60000 bytes after a series of rebookings or changes. It is best that TV schedules are done PER MONTH to avoid this error, however this can't guarantee that the size couldn't go way over the limit. At the moment there is no visual indicator on the schedule to see the current size and if the size hits the ceiling, the schedule can no longer be saved.

[[image:Documenttoolarge.jpg]]

Error Message:
Cannot Save "***********" because:
Error: Document too large to save (73712 bytes/max 60000)
Edit some characters from the document and try again

If the user encounters this error, the very next step is to abandon using the schedule for any future dates and clear the schedule of the same to free up space. An example of how to reduce the size is explained below:

# Copy the schedule to a new one first to utilise the future dates (you may remove the past dates from the new schedule thereafter)
# Go to each vehicle line which has future ads and clear these lines by clicking on the date grid box and removing the dates manually
# Remember not to rebook the cancellation for the removed ads as this will inflate the size of the schedule again
# If the vehicle line has only future dates, it is best to remove all further details in the line which are Position/Program, Bill & Cost values etc
# Look for any vehicles lines which have been cancelled in the past and remove all the details in those lines
# Save the schedule after you edit every line to ensure the size of the schedule is indeed dropping
# The key to reduce the size of the file is by NOT REBOOKING any edits you do

=== Why doesn’t the Total Amount column equal to Number of Ads x Unit Price ? ===
==== Case 1 ====
After invoicing, if you change the number of ads AND also change the unit cost then the net change to be debited or credited is an average unit price.

It is better to show the total number of ads changed and the total change in the net unit price because clients understand this better despite the apparent lack of numerical accuracy.

NEOSYS warns you during data entry not to change the unit price on lines with any invoiced ads. However, some users may be authorised to ignore the warning. The message advises that instead of changing the unit price, you should cancel all the ads at the old rate and insert a new line at the new rate. If you follow this suggestion then the issue does not arise.

If you do not want to cancel the old line/rate and re-enter a new line/rate but still require that the columns agree arithmetically, you can to do the changes in stages as follows:
#Change the unit price
#Generate credit note for the change in unit price 
#Change the number of ads
#Generate credit note for the change in number of ads

'''(or vice versa)'''

NEOSYS could in theory do this automatically by presenting a double change as TWO lines on the credit note (one line crediting all the invoicing to date and one line debiting as per schedule currently) but it hasn’t got this facility at the moment and the current practice has been broadly accepted by clients for many years.

==== Case 2 ====
[[image:mediaconfigbooktobillcurr.jpg]]

When using the media configuration file options to conceal booking currency from clients by converting it to billing currency, it is possible to have rounding errors as follows:

NEOSYS converts the following columns from Media Booking Currency to Client/Bill Currency:
*Gross Unit Amount
*Net Unit Amount

Rounding errors in the Net Unit Amount: NEOSYS does not recalculate the Net Unit Amount from the new Gross Unit Amount based on the discounts and charges therefore there can be rounding errors if you manually check the calculation of the Net Unit Amount from the previous columns.

Rounding errors in the final Net Amount column: NEOSYS does not recalculate the final Net Amount column as the new Net Unit Amount (Billing Currency) x Number of Ads therefore there can be rounding errors if you manual check the calculation of the final column from the previous columns.

This is due to the complexity of changing all the billing calculations in the software.

=== Why is my schedule printout showing Net column as Gross ? ===

[[image:schedule_net_shows_gross.jpg]]

This only happens when you have entered values at the bottom of the schedule for either Agency Discount (%), Fee (%) or Tax Code/Tax (%); as logically the Net amount can only be derived after you add/subtract the amounts from below the schedule.

[[image:schedule_net_bottom.jpg]]

=== Error: Free is not supported for Mass Advertising ===
While trying to mark Internet Ads as '''Free''' in NEOSYS, you come across the error message, ''' Free is not supported for Mass Advertising ''', as follows:

[[image:Error_In_Free_Ads_Digital_Media.jpg]]

Error Message:
Free is not supported for mass advertising
(Vehicle "FACEA" certification mode is "summary")

The above error appears because Online media vehicle types are tagged as "Summary", they are recorded as a single ad to save space and speed up processing and hence cannot be used for the Free option. This is done because online ads are just impressions and not actual ads which are required to be tracked individually.

Click on [[How_to_do_FREE_ADS_for_Digital_Media%3F|Free Internet Ads]] to learn how to do Free Ads for Digital Media.

== Error: No output file in MEDIAPROXY SCHEDULEPRINT ==

This error occurs while creating media invoices with Paging: By Line.

The solution is to enter some vehicles and not leave it the option blank.

Select the vehicle or vehicles that you want to invoice, or all vehicles if you want to invoice everything, but don’t leave vehicles blank.

Media FAQ

2012-07-16T07:44:04Z

Vineet:

Performing Essential Maintenance of NEOSYS Finance Module

2012-07-15T13:31:24Z

Vineet:

===Clearing Open Items===
On systems with heavy loads of transactions on open item accounts, it is essential to do the NEOSYS maintenance task of "Clear Open Items" on the Finance, maintenance menu every month, clearing up to three months prior except that you should not clear up to 31/12/XXXX until you have closed XXXX and taken final statements of outstanding items as at 31/12/XXXX. Failure to do this for a long period of time would lead to "Cross Check Balance" errors.
*Although we may NOT clear open items up to date 31/12/XXXX until you have closed the year XXXX, we CAN definitely clear open items until 30/11/XXXX without closing the year XXXX i.e. we clear open items until the penultimate month of the year.

=== Opening a new financial year ===

Before you can enter any financial journals into a new year, either posted or unposted, you have to perform the "Open New Year" process on the NEOSYS Financial Maintenance menu. Opening the new year does not close the old year and you can continue to work in the old year as well as the new year at the same time without any restriction. You can continue to get all financial statements for the old year as if the new year had not been opened.

Contrary to common practice with many financial packages, it is possible and best practice in NEOSYS to open the new year immediately on the 1st January. Therefore you can post into the new year immediately and get up to date accounts without a break and without relying on temporary manual accounting systems for essential accounts like banks.

To restate this, in NEOSYS, opening a new year has nothing to do with closing an old year.

=== Closing a financial year ===

Closing a year in NEOSYS prevents anyone from posting further entries into it regardless of their level of authorisation.

However, authorised staff can reopen closed periods and years temporarily if further postings are required. Closing is therefore a convenient "switch" which can be closed and re-opened at will if a user has sufficient authority.

Closing is done by entering or changing the "Closed Period" on the Company File. Opening the new year does not automatically close the old year.