https://userwiki.neosys.com/api.php?action=feedcontributions&user=Nikhil&feedformat=atomNEOSYS User Support Wiki - User contributions [en]2024-03-29T08:04:52ZUser contributionsMediaWiki 1.39.4https://userwiki.neosys.com/index.php?title=Troubleshooting_NEOSYS_Generally&diff=5241Troubleshooting NEOSYS Generally2014-12-15T08:53:06Z<p>Nikhil: /* Adding NEOSYS URL to Trusted Sites */</p>
<hr />
<div>== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==<br />
<br />
=== Within a local area network (LAN) ===<br />
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:<br />
<br />
# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.<br />
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:<br />
<br />
* Is the user connected to a network? - verify this by opening up a website (www.google.com)<br />
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.<br />
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.<br />
<br />
=== From the internet ===<br />
<br />
The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:<br />
<br />
# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430<br />
# Corporate firewall is blocking access to the NEOSYS server<br />
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office<br />
# The server is off: consult with the IT person at the host office<br />
<br />
Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff<br />
<br />
== Resolving the network/server failure/.send/no lock period error messages ==<br />
<br />
=== Error Message ===<br />
<br />
The following error messages may appear:<br />
==== Cannot Find Specified Resource====<br />
[[image:errorspecifiedresource.jpg]]<br />
ERROR: -2146697211 The system cannot locate the resource specified.<br />
in .Send<br />
<br />
==== Download of Specified Resource Failed ====<br />
[[image:insend.jpg]]<br />
ERROR: -2146697208 The download of the specified resource has failed.<br />
in .Send<br />
<br />
==== Cannot Release Document ====<br />
[[image:NWCONERROR1.jpg]]<br />
Cannot release document. Try again ? <br />
Error: Network or Server Failure. (No response)<br />
Please try again later<br />
and/or get technical assistance<br />
-2146697211 System error: -2146697211.<br />
in .Send<br />
<br />
==== Error in .Send ====<br />
[[image:internetconnectivyissue.jpg]]<br />
ERROR: -2146697205 System Error: 2146697205<br />
in .Send<br />
<br />
==== Cannot Save Document: NO LOCK RECORD ====<br />
[[image:nolockrecord.jpg]]<br />
<br />
Cannot save "DOCUMENT NAME" because:<br />
Somebody has updated this record.<br />
Your update cannot be applied.<br />
This session id does not agree "NO LOCK RECORD"<br />
<br />
=== Possible Causes ===<br />
The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.<br />
<br />
Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.<br />
<br />
This could also happen within an office, when NEOSYS is accessed over the LAN, if there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling. <br />
<br />
The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.<br />
<br />
Sometimes the error, especially "no lock period" could occur due to third party tool bars installed which install additional DNS addresses or mess around with the browser settings.<br />
<br />
=== Solution ===<br />
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS. <br />
*In case NEOSYS is being accessed using LAN, the link would look something like:<br />
<pre><br />
http://127.0.0.1/neosys/ <br />
or<br />
http://192.168.0.55/neosys/<br />
</pre><br />
*In case NEOSYS is being accessed over the Internet, the link would look something like:<br />
<nowiki>https://hostname.neosys.com:4430/neosys</nowiki><br />
<br />
There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.<br />
<br />
Try to do a reset factory settings first, although it could be a faulty network connection.<br />
<br />
Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.<br />
<br />
Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.<br />
<br />
In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.<br />
<br />
In the case of "no lock period" it would be advisable to do a browser reset in addition to the solutions listed above.<br />
<br />
== Fixing "" does not exist in the clients file Error Message ==<br />
<br />
=== Problem explained ===<br />
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.<br />
<br />
[[image:branderrorsch.jpg]]<br />
<br />
Error Message: "" does not exist in the clients file.<br />
<br />
=== Solution ===<br />
All processes stopped<br />
<br />
F5<br />
REINDEXCLIENTS<br />
REINDEXBRANDS<br />
<br />
== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==<br />
<br />
Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted<br />
<br />
=== Symptoms ===<br />
<br />
#Internet Explorer Windows "disappears" while working on a document.<br />
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"<br />
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process<br />
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.<br />
<br />
=== Cause ===<br />
<br />
Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.<br />
<br />
=== Work around ===<br />
<br />
Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.<br />
<br />
=== Permanent Solution ===<br />
<br />
#Remove Internet Explorer Add-ons<br />
#Reinstall Internet Explorer<br />
#Reinstall Windows<br />
<br />
== Troubleshooting the "Database not available" error message == <br />
<br />
=== Problem explained ===<br />
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.<br />
<br />
[[image:database_unavailable.jpg]]<br />
<br />
Error message : <br />
<br />
Cannot login because : <br />
Error : The (database code) database is not available right now.<br />
<br />
=== Solution explained ===<br />
<br />
This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.<br />
<br />
If the processes are running but you are still unable to login, please refer Techwiki.<br />
<br />
== Troubleshooting login failure (invalid username and/or password) == <br />
<br />
Entering an incorrect password on the NEOSYS login page would lead to the following error :<br />
<br />
[[File:login.jpg]]<br />
<br />
Error Message: <br />
Cannot login because:<br />
Error: Invalid username and/or password<br />
<br />
Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :<br />
<br />
1) Password reminder - if the user has a registered and accessible email account [[General_FAQ#How_to_reset_the_password.3F| Reset Password]], <br />
<br />
or<br />
<br />
2) By an administrator using the Authorisation File. <br />
<br />
<br />
If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :<br />
<br />
F5<br />
LIST USERS WITH EXPIRY_DATE<br />
<br />
This will indicate if the user has an expiry date set on it. There are instances where in you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists. <br />
<br />
If you notice a user with showing which matches the user that has the problem with the password, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. You need to verify it has indeed cleared it by running the command in maintenance again.<br />
<br />
== Troubleshooting B10 & B12 Errors ==<br />
=== Error Message ===<br />
<pre><br />
NEOSYS<br />
An internal error has occurred. Please press<br />
Shift+PrintScreen to copy this screen then<br />
paste it into an email to support@neosys.com<br />
<br />
ERROR NO: B10 IN DAYBOOK.SUBSX AT 135<br />
Variable has not been assigned a value. Zero used.<br />
</pre><br />
=== Solution ===<br />
These are software errors and should be immediately escalated to the programmer. <br />
<br />
== Troubleshooting Web Browsers ==<br />
=== Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===<br />
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.<br />
<br />
*A variety of undocumented error messages<br />
*"Error on Page" in the bottom left corner in the browser status bar<br />
*Screens don't appear correctly<br />
*Older versions of the program still appear<br />
*NEOSYS repeatedly asks for login<br />
<br />
==== Solution ====<br />
Click on [[Clear Browser Cache]] to see instructions.<br />
<br />
=== Resetting Browser to Factory Settings ===<br />
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:<br />
*A variety of undocumented error messages<br />
*Older versions of the program still appear<br />
*Tool-bars are installed<br />
<br />
==== Solution ====<br />
Click on [[Reset Browser]] to see instructions.<br />
<br />
=== Adding NEOSYS URL to Trusted Sites===<br />
Adding NEOSYS to trusted sites is required in IE11 to fix: <br />
*Extra buttons that appear at the top/bottom of certain screens<br />
[[File:Extrabuttons.jpg]] <br />
*Prompt to enter terms of payment in New Invoice creation page<br />
*Prompt to enter financial period in Ledger printout even though checkbox to "select period from Financial Settings" is checked <br />
*Other undocumented errors in functioning of the system<br />
<br />
====Solution====<br />
See [[Setting up and Configuring NEOSYS Generally#Adding NEOSYS to Trusted Sites|Adding NEOSYS to Trusted Sites]] for instructions<br />
<br />
=== Uninstalling Windows Update KB3008923 ===<br />
Uinstalling this problematic update fixes:<br />
*Missing list of items when searching in filters like brand, period, vehicle, executive etc. in the Schedule<br />
*Empty pop-ups <br />
<br />
====Solution====<br />
<br />
See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Uninstalling_Windows_Update_KB3008923 Uninstalling Windows Update KB3008923]<br />
<br />
=== Proxy Settings ===<br />
Sometimes, client workstations connected directly to the Internet have the Etisalat proxy server settings in Internet Explorer. Recently due to a problem with Etisalat, it became necessary to have the Etisalat proxy server in Internet Explorer. This created issues with using Neosys, which is in the office LAN. Hence we need to exclude the Neosys server IP address from the proxy.<br />
<br />
This is also common to companies that have an in house Proxy server and it is necessary here to exclude the Neosys server IP address.<br />
<br />
==== Solutions ====<br />
Go to Tools > Internet Options > Connections > LAN Settings > Advanced > and in the Exceptions list you would give the IP address of the Neosys server (eg. 10.2.5.2 or 192.168.0.2)<br />
<br />
== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==<br />
=== Problem explained ===<br />
This is a rare general problem in NEOSYS not related to this particular report (shown below)<br />
<br />
[[image:RTP20error1.jpg]]<br />
<br />
It is caused due to a process memory corruption when processing large datasets.<br />
<br />
Error message : <br />
<br />
Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0<br />
<br />
=== Solution explained ===<br />
<br />
Restart all the processes for the dataset in question. This will solve the problem. <br />
<br />
Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]<br />
<br />
In the latest version of NEOSYS, the current NEOSYS server process closes itself.<br />
<br />
== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==<br />
<br />
===Problem Explained===<br />
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.<br />
<br />
=== Cause ===<br />
<br />
Earlier versions of NEOSYS used MENU CODE concept instead of the current task authorisations concept(lock-key concept). If no menu is locked in the Authorisation File then menu access is not determined by task authorisations. Instead it is determined by what MENU CODE they were given in the Authorisation File before the current tasks with lock-key concept replaced MENU CODE concept in later versions of NEOSYS.<br />
<br />
=== Solution === <br />
<br />
Implement “authorisation per menu” by adding appropriate locks to ALL menus. However, remember that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.<br />
<br />
== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==<br />
<br />
There are 2 scenarios :<br />
<br />
# The html file is sent by email by using the <b>File > Send > Page by email…</b> option on IE <br />
# The html file is saved on the user’s desktop using the <b>File > Save as > html … </b> option on IE and then sent as an attachment via email.<br />
<br />
Scenario 1:<br />
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.<br />
<br />
Scenario2:<br />
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.<br />
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear. <br />
<br />
Many clients prefer that these documents be sent in <b>“pdf”</b> format as <b>“html”</b> files often end up in their spam msgs. <br />
<br />
If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like <b>“CutePDF Writer”</b> that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : <b>File > Print > CutePDF Writer … </b> following which the "pdf" document could be saved to the desired destination.<br />
<br />
== Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==<br />
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:<br />
#'''In the converter Menu, Click on Down Arrow > Preferences.'''<br><br>[[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]]<br><br><br />
#'''Under General Tab, Select HTML in the conversion settings and click on OK.'''<br><br>[[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]]<br><br />
<br />
The PDF converted files should now be created without headers or footers.<br />
<br />
<br />
== Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message ==<br />
[[image:NWCONNERROR2.jpg]]<br />
Cannot save "2 PUR 5648 U" because:<br />
somebody else updated this record.<br />
Your update cannot be applied.<br />
The time stamp does not agree.<br />
<br />
===== Possible Causes =====<br />
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost. <br />
<br />
===== Solution =====<br />
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.<br />
<br />
== Solving error message about "Error while writing data .... read-only file." ==<br />
<br />
Error while writing data.<br />
You have attempted to write to a read-only file.<br />
- or -<br />
access to the file has been denied by the operating system.<br />
(operating system file name: "XXXXXXXX")<br />
<br />
==== Solution ====<br />
<br />
Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.<br />
<br />
==== Cause ====<br />
<br />
Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.<br />
<br />
Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.<br />
<br />
==== Recovery ====<br />
<br />
NEOSYS technical support MUST run a check for damaged files.<br />
<br />
===== If there is damage =====<br />
<br />
Follow standard NEOSYS technical procedure to resolve any damage.<br />
<br />
===== If there is no damage and user was running a report or document reprint =====<br />
<br />
Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.<br />
<br />
===== If there is no damage and user was saving a transaction and files were being updated =====<br />
<br />
Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.<br />
<br />
==== Permanent Solution ====<br />
<br />
Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.<br />
<br />
==Resolving the Find Button not working Issue == <br />
<br />
[[image:findbuttonerror.jpg]]<br />
<br />
====Problem Explained====<br />
No action when you click on the find button while trying to search.<br />
<br />
====Solution====<br />
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.<br />
<br />
Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].<br />
<br />
== Resolving The following Characters are not allowed here error ==<br />
<br />
[[image:charnotallowed.jpg]]<br />
<br />
====Problem Explained====<br />
While trying to save a document we get the above error message in NEOSYS.<br />
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:<br />
<br />
[[image:charnotallowed-example.jpg]]<br />
<br />
====Solution====<br />
<br />
The solution is to remove these characters and save the document.</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Troubleshooting_NEOSYS_Generally&diff=5240Troubleshooting NEOSYS Generally2014-12-15T08:52:52Z<p>Nikhil: /* Resetting Browser to Factory Settings */</p>
<hr />
<div>== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==<br />
<br />
=== Within a local area network (LAN) ===<br />
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:<br />
<br />
# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.<br />
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:<br />
<br />
* Is the user connected to a network? - verify this by opening up a website (www.google.com)<br />
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.<br />
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.<br />
<br />
=== From the internet ===<br />
<br />
The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:<br />
<br />
# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430<br />
# Corporate firewall is blocking access to the NEOSYS server<br />
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office<br />
# The server is off: consult with the IT person at the host office<br />
<br />
Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff<br />
<br />
== Resolving the network/server failure/.send/no lock period error messages ==<br />
<br />
=== Error Message ===<br />
<br />
The following error messages may appear:<br />
==== Cannot Find Specified Resource====<br />
[[image:errorspecifiedresource.jpg]]<br />
ERROR: -2146697211 The system cannot locate the resource specified.<br />
in .Send<br />
<br />
==== Download of Specified Resource Failed ====<br />
[[image:insend.jpg]]<br />
ERROR: -2146697208 The download of the specified resource has failed.<br />
in .Send<br />
<br />
==== Cannot Release Document ====<br />
[[image:NWCONERROR1.jpg]]<br />
Cannot release document. Try again ? <br />
Error: Network or Server Failure. (No response)<br />
Please try again later<br />
and/or get technical assistance<br />
-2146697211 System error: -2146697211.<br />
in .Send<br />
<br />
==== Error in .Send ====<br />
[[image:internetconnectivyissue.jpg]]<br />
ERROR: -2146697205 System Error: 2146697205<br />
in .Send<br />
<br />
==== Cannot Save Document: NO LOCK RECORD ====<br />
[[image:nolockrecord.jpg]]<br />
<br />
Cannot save "DOCUMENT NAME" because:<br />
Somebody has updated this record.<br />
Your update cannot be applied.<br />
This session id does not agree "NO LOCK RECORD"<br />
<br />
=== Possible Causes ===<br />
The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.<br />
<br />
Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.<br />
<br />
This could also happen within an office, when NEOSYS is accessed over the LAN, if there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling. <br />
<br />
The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.<br />
<br />
Sometimes the error, especially "no lock period" could occur due to third party tool bars installed which install additional DNS addresses or mess around with the browser settings.<br />
<br />
=== Solution ===<br />
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS. <br />
*In case NEOSYS is being accessed using LAN, the link would look something like:<br />
<pre><br />
http://127.0.0.1/neosys/ <br />
or<br />
http://192.168.0.55/neosys/<br />
</pre><br />
*In case NEOSYS is being accessed over the Internet, the link would look something like:<br />
<nowiki>https://hostname.neosys.com:4430/neosys</nowiki><br />
<br />
There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.<br />
<br />
Try to do a reset factory settings first, although it could be a faulty network connection.<br />
<br />
Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.<br />
<br />
Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.<br />
<br />
In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.<br />
<br />
In the case of "no lock period" it would be advisable to do a browser reset in addition to the solutions listed above.<br />
<br />
== Fixing "" does not exist in the clients file Error Message ==<br />
<br />
=== Problem explained ===<br />
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.<br />
<br />
[[image:branderrorsch.jpg]]<br />
<br />
Error Message: "" does not exist in the clients file.<br />
<br />
=== Solution ===<br />
All processes stopped<br />
<br />
F5<br />
REINDEXCLIENTS<br />
REINDEXBRANDS<br />
<br />
== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==<br />
<br />
Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted<br />
<br />
=== Symptoms ===<br />
<br />
#Internet Explorer Windows "disappears" while working on a document.<br />
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"<br />
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process<br />
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.<br />
<br />
=== Cause ===<br />
<br />
Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.<br />
<br />
=== Work around ===<br />
<br />
Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.<br />
<br />
=== Permanent Solution ===<br />
<br />
#Remove Internet Explorer Add-ons<br />
#Reinstall Internet Explorer<br />
#Reinstall Windows<br />
<br />
== Troubleshooting the "Database not available" error message == <br />
<br />
=== Problem explained ===<br />
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.<br />
<br />
[[image:database_unavailable.jpg]]<br />
<br />
Error message : <br />
<br />
Cannot login because : <br />
Error : The (database code) database is not available right now.<br />
<br />
=== Solution explained ===<br />
<br />
This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.<br />
<br />
If the processes are running but you are still unable to login, please refer Techwiki.<br />
<br />
== Troubleshooting login failure (invalid username and/or password) == <br />
<br />
Entering an incorrect password on the NEOSYS login page would lead to the following error :<br />
<br />
[[File:login.jpg]]<br />
<br />
Error Message: <br />
Cannot login because:<br />
Error: Invalid username and/or password<br />
<br />
Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :<br />
<br />
1) Password reminder - if the user has a registered and accessible email account [[General_FAQ#How_to_reset_the_password.3F| Reset Password]], <br />
<br />
or<br />
<br />
2) By an administrator using the Authorisation File. <br />
<br />
<br />
If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :<br />
<br />
F5<br />
LIST USERS WITH EXPIRY_DATE<br />
<br />
This will indicate if the user has an expiry date set on it. There are instances where in you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists. <br />
<br />
If you notice a user with showing which matches the user that has the problem with the password, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. You need to verify it has indeed cleared it by running the command in maintenance again.<br />
<br />
== Troubleshooting B10 & B12 Errors ==<br />
=== Error Message ===<br />
<pre><br />
NEOSYS<br />
An internal error has occurred. Please press<br />
Shift+PrintScreen to copy this screen then<br />
paste it into an email to support@neosys.com<br />
<br />
ERROR NO: B10 IN DAYBOOK.SUBSX AT 135<br />
Variable has not been assigned a value. Zero used.<br />
</pre><br />
=== Solution ===<br />
These are software errors and should be immediately escalated to the programmer. <br />
<br />
== Troubleshooting Web Browsers ==<br />
=== Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===<br />
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.<br />
<br />
*A variety of undocumented error messages<br />
*"Error on Page" in the bottom left corner in the browser status bar<br />
*Screens don't appear correctly<br />
*Older versions of the program still appear<br />
*NEOSYS repeatedly asks for login<br />
<br />
==== Solution ====<br />
Click on [[Clear Browser Cache]] to see instructions.<br />
<br />
=== Resetting Browser to Factory Settings ===<br />
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to fix:<br />
*A variety of undocumented error messages<br />
*Older versions of the program still appear<br />
*Tool-bars are installed<br />
<br />
==== Solution ====<br />
Click on [[Reset Browser]] to see instructions.<br />
<br />
=== Adding NEOSYS URL to Trusted Sites===<br />
Adding NEOSYS to trusted sites is required in IE11 to resolve: <br />
*Extra buttons that appear at the top/bottom of certain screens<br />
[[File:Extrabuttons.jpg]] <br />
*Prompt to enter terms of payment in New Invoice creation page<br />
*Prompt to enter financial period in Ledger printout even though checkbox to "select period from Financial Settings" is checked <br />
*Other undocumented errors in functioning of the system<br />
<br />
====Solution====<br />
See [[Setting up and Configuring NEOSYS Generally#Adding NEOSYS to Trusted Sites|Adding NEOSYS to Trusted Sites]] for instructions<br />
<br />
=== Uninstalling Windows Update KB3008923 ===<br />
Uinstalling this problematic update fixes:<br />
*Missing list of items when searching in filters like brand, period, vehicle, executive etc. in the Schedule<br />
*Empty pop-ups <br />
<br />
====Solution====<br />
<br />
See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Uninstalling_Windows_Update_KB3008923 Uninstalling Windows Update KB3008923]<br />
<br />
=== Proxy Settings ===<br />
Sometimes, client workstations connected directly to the Internet have the Etisalat proxy server settings in Internet Explorer. Recently due to a problem with Etisalat, it became necessary to have the Etisalat proxy server in Internet Explorer. This created issues with using Neosys, which is in the office LAN. Hence we need to exclude the Neosys server IP address from the proxy.<br />
<br />
This is also common to companies that have an in house Proxy server and it is necessary here to exclude the Neosys server IP address.<br />
<br />
==== Solutions ====<br />
Go to Tools > Internet Options > Connections > LAN Settings > Advanced > and in the Exceptions list you would give the IP address of the Neosys server (eg. 10.2.5.2 or 192.168.0.2)<br />
<br />
== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==<br />
=== Problem explained ===<br />
This is a rare general problem in NEOSYS not related to this particular report (shown below)<br />
<br />
[[image:RTP20error1.jpg]]<br />
<br />
It is caused due to a process memory corruption when processing large datasets.<br />
<br />
Error message : <br />
<br />
Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0<br />
<br />
=== Solution explained ===<br />
<br />
Restart all the processes for the dataset in question. This will solve the problem. <br />
<br />
Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]<br />
<br />
In the latest version of NEOSYS, the current NEOSYS server process closes itself.<br />
<br />
== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==<br />
<br />
===Problem Explained===<br />
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.<br />
<br />
=== Cause ===<br />
<br />
Earlier versions of NEOSYS used MENU CODE concept instead of the current task authorisations concept(lock-key concept). If no menu is locked in the Authorisation File then menu access is not determined by task authorisations. Instead it is determined by what MENU CODE they were given in the Authorisation File before the current tasks with lock-key concept replaced MENU CODE concept in later versions of NEOSYS.<br />
<br />
=== Solution === <br />
<br />
Implement “authorisation per menu” by adding appropriate locks to ALL menus. However, remember that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.<br />
<br />
== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==<br />
<br />
There are 2 scenarios :<br />
<br />
# The html file is sent by email by using the <b>File > Send > Page by email…</b> option on IE <br />
# The html file is saved on the user’s desktop using the <b>File > Save as > html … </b> option on IE and then sent as an attachment via email.<br />
<br />
Scenario 1:<br />
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.<br />
<br />
Scenario2:<br />
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.<br />
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear. <br />
<br />
Many clients prefer that these documents be sent in <b>“pdf”</b> format as <b>“html”</b> files often end up in their spam msgs. <br />
<br />
If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like <b>“CutePDF Writer”</b> that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : <b>File > Print > CutePDF Writer … </b> following which the "pdf" document could be saved to the desired destination.<br />
<br />
== Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==<br />
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:<br />
#'''In the converter Menu, Click on Down Arrow > Preferences.'''<br><br>[[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]]<br><br><br />
#'''Under General Tab, Select HTML in the conversion settings and click on OK.'''<br><br>[[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]]<br><br />
<br />
The PDF converted files should now be created without headers or footers.<br />
<br />
<br />
== Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message ==<br />
[[image:NWCONNERROR2.jpg]]<br />
Cannot save "2 PUR 5648 U" because:<br />
somebody else updated this record.<br />
Your update cannot be applied.<br />
The time stamp does not agree.<br />
<br />
===== Possible Causes =====<br />
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost. <br />
<br />
===== Solution =====<br />
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.<br />
<br />
== Solving error message about "Error while writing data .... read-only file." ==<br />
<br />
Error while writing data.<br />
You have attempted to write to a read-only file.<br />
- or -<br />
access to the file has been denied by the operating system.<br />
(operating system file name: "XXXXXXXX")<br />
<br />
==== Solution ====<br />
<br />
Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.<br />
<br />
==== Cause ====<br />
<br />
Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.<br />
<br />
Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.<br />
<br />
==== Recovery ====<br />
<br />
NEOSYS technical support MUST run a check for damaged files.<br />
<br />
===== If there is damage =====<br />
<br />
Follow standard NEOSYS technical procedure to resolve any damage.<br />
<br />
===== If there is no damage and user was running a report or document reprint =====<br />
<br />
Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.<br />
<br />
===== If there is no damage and user was saving a transaction and files were being updated =====<br />
<br />
Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.<br />
<br />
==== Permanent Solution ====<br />
<br />
Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.<br />
<br />
==Resolving the Find Button not working Issue == <br />
<br />
[[image:findbuttonerror.jpg]]<br />
<br />
====Problem Explained====<br />
No action when you click on the find button while trying to search.<br />
<br />
====Solution====<br />
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.<br />
<br />
Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].<br />
<br />
== Resolving The following Characters are not allowed here error ==<br />
<br />
[[image:charnotallowed.jpg]]<br />
<br />
====Problem Explained====<br />
While trying to save a document we get the above error message in NEOSYS.<br />
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:<br />
<br />
[[image:charnotallowed-example.jpg]]<br />
<br />
====Solution====<br />
<br />
The solution is to remove these characters and save the document.</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Troubleshooting_NEOSYS_Generally&diff=5237Troubleshooting NEOSYS Generally2014-12-15T07:37:35Z<p>Nikhil: /* Adding NEOSYS URL to Trusted Sites */</p>
<hr />
<div>== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==<br />
<br />
=== Within a local area network (LAN) ===<br />
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:<br />
<br />
# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.<br />
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:<br />
<br />
* Is the user connected to a network? - verify this by opening up a website (www.google.com)<br />
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.<br />
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.<br />
<br />
=== From the internet ===<br />
<br />
The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:<br />
<br />
# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430<br />
# Corporate firewall is blocking access to the NEOSYS server<br />
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office<br />
# The server is off: consult with the IT person at the host office<br />
<br />
Regardless of what the problem is, if other users can access the NEOSYS server from the internet then the problem can only be solved by client IT staff<br />
<br />
== Resolving the network/server failure/.send/no lock period error messages ==<br />
<br />
=== Error Message ===<br />
<br />
The following error messages may appear:<br />
==== Cannot Find Specified Resource====<br />
[[image:errorspecifiedresource.jpg]]<br />
ERROR: -2146697211 The system cannot locate the resource specified.<br />
in .Send<br />
<br />
==== Download of Specified Resource Failed ====<br />
[[image:insend.jpg]]<br />
ERROR: -2146697208 The download of the specified resource has failed.<br />
in .Send<br />
<br />
==== Cannot Release Document ====<br />
[[image:NWCONERROR1.jpg]]<br />
Cannot release document. Try again ? <br />
Error: Network or Server Failure. (No response)<br />
Please try again later<br />
and/or get technical assistance<br />
-2146697211 System error: -2146697211.<br />
in .Send<br />
<br />
==== Error in .Send ====<br />
[[image:internetconnectivyissue.jpg]]<br />
ERROR: -2146697205 System Error: 2146697205<br />
in .Send<br />
<br />
==== Cannot Save Document: NO LOCK RECORD ====<br />
[[image:nolockrecord.jpg]]<br />
<br />
Cannot save "DOCUMENT NAME" because:<br />
Somebody has updated this record.<br />
Your update cannot be applied.<br />
This session id does not agree "NO LOCK RECORD"<br />
<br />
=== Possible Causes ===<br />
The above error messages pop up when network failures occur, especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.<br />
<br />
Sometimes IE configurations in tools e.g.:- toolbar might be messing up the connectivity.<br />
<br />
This could also happen within an office, when NEOSYS is accessed over the LAN, if there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling. <br />
<br />
The error occurs more frequently in cases where NEOSYS is accessed over the internet as compared to when NEOSYS is accessed using office LAN.<br />
<br />
Sometimes the error, especially "no lock period" could occur due to third party tool bars installed which install additional DNS addresses or mess around with the browser settings.<br />
<br />
=== Solution ===<br />
Identify if NEOSYS is being accessed over LAN or using the Internet. You can do so by checking the link being used to access NEOSYS. <br />
*In case NEOSYS is being accessed using LAN, the link would look something like:<br />
<pre><br />
http://127.0.0.1/neosys/ <br />
or<br />
http://192.168.0.55/neosys/<br />
</pre><br />
*In case NEOSYS is being accessed over the Internet, the link would look something like:<br />
<nowiki>https://hostname.neosys.com:4430/neosys</nowiki><br />
<br />
There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.<br />
<br />
Try to do a reset factory settings first, although it could be a faulty network connection.<br />
<br />
Mostly the problem is due to a temporary loss of connection to the server and there is no alternative but to abandon the data you are entering, logout from NEOSYS and try again.<br />
<br />
Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.<br />
<br />
In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.<br />
<br />
In the case of "no lock period" it would be advisable to do a browser reset in addition to the solutions listed above.<br />
<br />
== Fixing "" does not exist in the clients file Error Message ==<br />
<br />
=== Problem explained ===<br />
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.<br />
<br />
[[image:branderrorsch.jpg]]<br />
<br />
Error Message: "" does not exist in the clients file.<br />
<br />
=== Solution ===<br />
All processes stopped<br />
<br />
F5<br />
REINDEXCLIENTS<br />
REINDEXBRANDS<br />
<br />
== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==<br />
<br />
Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted<br />
<br />
=== Symptoms ===<br />
<br />
#Internet Explorer Windows "disappears" while working on a document.<br />
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"<br />
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process<br />
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.<br />
<br />
=== Cause ===<br />
<br />
Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.<br />
<br />
=== Work around ===<br />
<br />
Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.<br />
<br />
=== Permanent Solution ===<br />
<br />
#Remove Internet Explorer Add-ons<br />
#Reinstall Internet Explorer<br />
#Reinstall Windows<br />
<br />
== Troubleshooting the "Database not available" error message == <br />
<br />
=== Problem explained ===<br />
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.<br />
<br />
[[image:database_unavailable.jpg]]<br />
<br />
Error message : <br />
<br />
Cannot login because : <br />
Error : The (database code) database is not available right now.<br />
<br />
=== Solution explained ===<br />
<br />
This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.<br />
<br />
If the processes are running but you are still unable to login, please refer Techwiki.<br />
<br />
== Troubleshooting login failure (invalid username and/or password) == <br />
<br />
Entering an incorrect password on the NEOSYS login page would lead to the following error :<br />
<br />
[[File:login.jpg]]<br />
<br />
Error Message: <br />
Cannot login because:<br />
Error: Invalid username and/or password<br />
<br />
Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :<br />
<br />
1) Password reminder - if the user has a registered and accessible email account [[General_FAQ#How_to_reset_the_password.3F| Reset Password]], <br />
<br />
or<br />
<br />
2) By an administrator using the Authorisation File. <br />
<br />
<br />
If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :<br />
<br />
F5<br />
LIST USERS WITH EXPIRY_DATE<br />
<br />
This will indicate if the user has an expiry date set on it. There are instances where in you cannot see an expiry date in the authorisation file, but in the back-end the expiry date exists. <br />
<br />
If you notice a user with showing which matches the user that has the problem with the password, set an expiry date for this user in the authorisation file, save the file, reopen and remove the expiry date and save it again. This should clear any expiry date in the back-end. You need to verify it has indeed cleared it by running the command in maintenance again.<br />
<br />
== Troubleshooting B10 & B12 Errors ==<br />
=== Error Message ===<br />
<pre><br />
NEOSYS<br />
An internal error has occurred. Please press<br />
Shift+PrintScreen to copy this screen then<br />
paste it into an email to support@neosys.com<br />
<br />
ERROR NO: B10 IN DAYBOOK.SUBSX AT 135<br />
Variable has not been assigned a value. Zero used.<br />
</pre><br />
=== Solution ===<br />
These are software errors and should be immediately escalated to the programmer. <br />
<br />
== Troubleshooting Web Browsers ==<br />
=== Clearing Internet Cache (Deleting Contents of Temporary Internet Files Folder)===<br />
Failures in browser caching can cause a variety of somewhat unpredictable errors after NEOSYS software is upgraded.<br />
<br />
*A variety of undocumented error messages<br />
*"Error on Page" in the bottom left corner in the browser status bar<br />
*Screens don't appear correctly<br />
*Older versions of the program still appear<br />
*NEOSYS repeatedly asks for login<br />
<br />
==== Solution ====<br />
Click on [[Clear Browser Cache]] to see instructions.<br />
<br />
=== Resetting Browser to Factory Settings ===<br />
Resetting Internet Explore to factory settings is required if clearing temporary internet files has not worked to resolve:<br />
*A variety of undocumented error messages<br />
*Older versions of the program still appear<br />
*Tool-bars are installed<br />
<br />
==== Solution ====<br />
Click on [[Reset Browser]] to see instructions.<br />
<br />
=== Adding NEOSYS URL to Trusted Sites===<br />
Adding NEOSYS to trusted sites is required in IE11 to resolve: <br />
*Extra buttons that appear at the top/bottom of certain screens<br />
[[File:Extrabuttons.jpg]] <br />
*Prompt to enter terms of payment in New Invoice creation page<br />
*Prompt to enter financial period in Ledger printout even though checkbox to "select period from Financial Settings" is checked <br />
*Other undocumented errors in functioning of the system<br />
<br />
====Solution====<br />
See [[Setting up and Configuring NEOSYS Generally#Adding NEOSYS to Trusted Sites|Adding NEOSYS to Trusted Sites]] for instructions<br />
<br />
=== Uninstalling Windows Update KB3008923 ===<br />
Uinstalling this problematic update fixes:<br />
*Missing list of items when searching in filters like brand, period, vehicle, executive etc. in the Schedule<br />
*Empty pop-ups <br />
<br />
====Solution====<br />
<br />
See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Generally#Uninstalling_Windows_Update_KB3008923 Uninstalling Windows Update KB3008923]<br />
<br />
=== Proxy Settings ===<br />
Sometimes, client workstations connected directly to the Internet have the Etisalat proxy server settings in Internet Explorer. Recently due to a problem with Etisalat, it became necessary to have the Etisalat proxy server in Internet Explorer. This created issues with using Neosys, which is in the office LAN. Hence we need to exclude the Neosys server IP address from the proxy.<br />
<br />
This is also common to companies that have an in house Proxy server and it is necessary here to exclude the Neosys server IP address.<br />
<br />
==== Solutions ====<br />
Go to Tools > Internet Options > Connections > LAN Settings > Advanced > and in the Exceptions list you would give the IP address of the Neosys server (eg. 10.2.5.2 or 192.168.0.2)<br />
<br />
== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==<br />
=== Problem explained ===<br />
This is a rare general problem in NEOSYS not related to this particular report (shown below)<br />
<br />
[[image:RTP20error1.jpg]]<br />
<br />
It is caused due to a process memory corruption when processing large datasets.<br />
<br />
Error message : <br />
<br />
Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0<br />
<br />
=== Solution explained ===<br />
<br />
Restart all the processes for the dataset in question. This will solve the problem. <br />
<br />
Please see [http://techwiki.neosys.com/index.php/Closing_NEOSYS_services#RESTARTING_NEOSYS_SERVICES| Restarting NEOSYS Processes]<br />
<br />
In the latest version of NEOSYS, the current NEOSYS server process closes itself.<br />
<br />
== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==<br />
<br />
===Problem Explained===<br />
This situation is especially encountered while moving a user from one group/department to another in the Authorisation File. The menu is visible to the rest of the users in the new group but not visible to the new User. It appears as if the new User is not picking up the authorisation access of the new group.<br />
<br />
=== Cause ===<br />
<br />
Earlier versions of NEOSYS used MENU CODE concept instead of the current task authorisations concept(lock-key concept). If no menu is locked in the Authorisation File then menu access is not determined by task authorisations. Instead it is determined by what MENU CODE they were given in the Authorisation File before the current tasks with lock-key concept replaced MENU CODE concept in later versions of NEOSYS.<br />
<br />
=== Solution === <br />
<br />
Implement “authorisation per menu” by adding appropriate locks to ALL menus. However, remember that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.<br />
<br />
== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==<br />
<br />
There are 2 scenarios :<br />
<br />
# The html file is sent by email by using the <b>File > Send > Page by email…</b> option on IE <br />
# The html file is saved on the user’s desktop using the <b>File > Save as > html … </b> option on IE and then sent as an attachment via email.<br />
<br />
Scenario 1:<br />
In this case, the "logo" does not appear if the server certificate has not been installed correctly in the browser. To resolve this issue, ensure that the certificate is correctly installed and that the URL used for accessing NEOSYS contains the same domain name as mentioned in the certificate.<br />
<br />
Scenario2:<br />
The “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.<br />
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear. <br />
<br />
Many clients prefer that these documents be sent in <b>“pdf”</b> format as <b>“html”</b> files often end up in their spam msgs. <br />
<br />
If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like <b>“CutePDF Writer”</b> that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : <b>File > Print > CutePDF Writer … </b> following which the "pdf" document could be saved to the desired destination.<br />
<br />
== Headers and Footers appearing in PDF conversion while using Adobe Acrobat PDF converter==<br />
Follow the instructions given below to remove header and footer from the pdf version of a NEOSYS report while using Adobe Acrobat Converter:<br />
#'''In the converter Menu, Click on Down Arrow > Preferences.'''<br><br>[[image:PDFCONVERSIONHEADERFOOTERISSUE1.jpg]]<br><br><br />
#'''Under General Tab, Select HTML in the conversion settings and click on OK.'''<br><br>[[image:PDFCONVERSIONHEADERFOOTERISSUE2.jpg]]<br><br />
<br />
The PDF converted files should now be created without headers or footers.<br />
<br />
<br />
== Troubleshooting the "Cannot Save Document Because Time Stamp Does Not Agree" error message ==<br />
[[image:NWCONNERROR2.jpg]]<br />
Cannot save "2 PUR 5648 U" because:<br />
somebody else updated this record.<br />
Your update cannot be applied.<br />
The time stamp does not agree.<br />
<br />
===== Possible Causes =====<br />
The time stamp error message indicates that the user is trying to save the document for a second time after there was some other error during the initial attempt to save. Fortunately, it indicates that the first save was in fact successful and that no data has been lost. <br />
<br />
===== Solution =====<br />
The only course of action is to close the current on-screen document (discarding changes) and to reopen the document to confirm that it was in fact saved. The initial primary error can be anything (IT equipment or software) but, if the connection involves internet or wireless, then it is most likely to be a failure of the network connection.<br />
<br />
== Solving error message about "Error while writing data .... read-only file." ==<br />
<br />
Error while writing data.<br />
You have attempted to write to a read-only file.<br />
- or -<br />
access to the file has been denied by the operating system.<br />
(operating system file name: "XXXXXXXX")<br />
<br />
==== Solution ====<br />
<br />
Stop whatever it is that you are doing, inform NEOSYS support about the issue with screenshots and necessary information and do not proceed until informed that it is safe to do so.<br />
<br />
==== Cause ====<br />
<br />
Some external application was accessing the NEOSYS database files and this prevented NEOSYS from accessing them.<br />
<br />
Copying live data to test data can cause this since the copy program is an external application. Technical staff MUST avoid copying live to test database while live database is operational, especially at large or active installations.<br />
<br />
==== Recovery ====<br />
<br />
NEOSYS technical support MUST run a check for damaged files.<br />
<br />
===== If there is damage =====<br />
<br />
Follow standard NEOSYS technical procedure to resolve any damage.<br />
<br />
===== If there is no damage and user was running a report or document reprint =====<br />
<br />
Despite the body of the message saying "attempted to write" the message can come even when only reading NEOSYS database files for a report or printing a document. In this case there are no consequences and the user can repeat their attempt as long as the permanent solution below is performed.<br />
<br />
===== If there is no damage and user was saving a transaction and files were being updated =====<br />
<br />
Some files may have been updated and others not. This means the database is inaccurate and the issue may only be discovered much later even days, weeks or months later. Therefore NEOSYS programmers must assess the damage.<br />
<br />
==== Permanent Solution ====<br />
<br />
Locate the external application using intelligent sleuthing and prevent it from accessing the NEOSYS database files again while NEOSYS processes are operational.<br />
<br />
==Resolving the Find Button not working Issue == <br />
<br />
[[image:findbuttonerror.jpg]]<br />
<br />
====Problem Explained====<br />
No action when you click on the find button while trying to search.<br />
<br />
====Solution====<br />
The solution is to add NEOSYS to the trusted sites in IE settings. This solution is applicable to all instances where the 'Find' button is not working in NEOSYS.<br />
<br />
Please see [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Adding NEOSYS to Trusted Sites]].<br />
<br />
== Resolving The following Characters are not allowed here error ==<br />
<br />
[[image:charnotallowed.jpg]]<br />
<br />
====Problem Explained====<br />
While trying to save a document we get the above error message in NEOSYS.<br />
The most common reason for this error is that there are some symbols present in a field in the current document, as follows:<br />
<br />
[[image:charnotallowed-example.jpg]]<br />
<br />
====Solution====<br />
<br />
The solution is to remove these characters and save the document.</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Setting_up_and_Configuring_NEOSYS_Generally&diff=5236Setting up and Configuring NEOSYS Generally2014-12-15T07:26:31Z<p>Nikhil: /* Configuring Internet Explorer */</p>
<hr />
<div>== Configuring letterhead ==<br />
[[Configuring Letterhead]]<br />
<br />
== Configuring Document Footers ==<br />
[[Configuring Document Footers]]<br />
<br />
== Configuring Client Security mark ==<br />
A "client security mark" which represents the client's general public identity or trading name is printed on all documents generated out of NEOSYS. This client mark is a mandatory contractual feature and cannot be removed.<br />
<br />
[[Image:clientsecuritymark.jpg]]<br />
<br />
The client security mark can only be set or changed by NEOSYS technical support staff during implementation and in case the client's public identity changes at a later date.<br />
<br />
The objective of the client mark is that anyone can easily identify the general source of a document or report out of NEOSYS. It therefore MUST clearly indicate the public identity of client and CANNOT be brief or anonymous.<br />
<br />
'''The client mark must be something simple like a brand word or phrase that is common to all companies in a client installation. It should NOT be the precise legal name of the company because that is not required to achieve the objective and requires more maintenance'''<br />
<br />
Any new companies added later on will use the same mark SO KEEP IT SIMPLE.<br />
<br />
The corporate group name and possibly geographical location is a good concept to follow for example:<br />
<br />
Adline Kuwait<br />
<br />
In addition to the above initial general default client mark per database, in case certain companies within the same NEOSYS database cannot use the same mark at all, for example due to different branding, additional client security marks can be assigned to specific companies. This will not be allowed where a simpler client mark could cater for all companies.<br />
<br />
== Configuring fonts and colors for all users ==<br />
<br />
Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.<br />
<br />
The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.<br />
<br />
ED DEFINITIONS SYSTEM<br />
<br />
line 46 then press Ctrl+E to edit multivalues (sublines)<br />
<br />
mv 1: color for table column heading rows<br />
<br />
mv 2: color for table body rows<br />
<br />
mv 3: font<br />
<br />
Press F9 to save, then Esc to get out of editing multivalues<br />
<br />
Users can override the above the colors and fonts in their user details after login.<br />
<br />
== Changing the signatory ==<br />
<br />
In Maintenance mode, press F5 and the following command:<br />
<br />
ED DEFINITIONS AGENCY.PARAMS<br />
<br />
<i>Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!</i><br />
<br />
Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:<br />
<br />
&lt;br&gt;&lt;br&gt;&lt;br&gt;Name of General Manager&lt;br&gt;General Manager&lt;br&gt;<br />
<br />
== Configuring backup procedures ==<br />
<br />
See the System Configuration File on the NEOSYS Support Menu.<br />
<br />
Note that this configuration file is missing the option to email a NEOSYS backup.zip file daily after the backup has been completed. To configure this go to the Maintenance mode and hit the F5 key and type:<br />
<br />
ED DOS BACKUP.CFG<br />
<br />
In line number 10, set the email address of the recipient/s who should receive a backup.zip file. This method is extremely useful as an offsite backup procedure in case of any server or USB failures.<br />
<br />
== Configuring automated emails in NEOSYS ==<br />
<br />
See the System Configuration File on the NEOSYS Support Menu.<br />
<br />
The default configuration will send email via mailout.neosys.com on port 2500.<br />
<br />
Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com<br />
<br />
== Authorising Users ==<br />
<br />
=== Preventing users from assigning their own passwords ===<br />
<br />
The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.<br />
<br />
People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.<br />
<br />
NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.<br />
<br />
Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.<br />
<br />
=== Authorising access from outside the LAN ===<br />
<br />
From 15/2/2008 access to NEOSYS is by default restricted to users from the standard local area network ip numbers starting 192.168, 10 and 127 so you might get clients complaining that they cannot login.<br />
<br />
In order to allow access from outside you will have to update the Authorisation File and put a list of valid ip numbers that they are authorised to login from.<br />
<br />
You dont have to put ip numbers on every single user. If the user ip numbers are blank for a user then the system will look for and use the nearest ip numbers on the following users below within the same department. Therefore you only have to put the ip numbers on the bottom "department user".<br />
<br />
==== Examples ====<br />
<br />
To allow someone to login from a) anywhere in the office and b) from another office with a static ip number of say 80.11.22.33 put something like 192.168.*,10.*,127.*,80.11.22.33<br />
<br />
To allow someone to login from anywhere put * This is not recommended but necessary if someone absolutely has to login from anywhere in the world.<br />
<br />
=== Authorising users to access from dynamic IP when previously only authorized to access from known static IP ===<br />
<br />
<br />
In situations when users who are authorised to access from known static IP till date but now have access to dynamic IPs only , Support must get permission from management before configuring NEOSYS to allow them access from any IP and informing them the risks of allowing users access from any IP.<br />
<br />
Support must not agree to do serial work of adding the IP to list of allowed IPs in NEOSYS each time the client gets an IP from the ISP.<br />
<br />
<b>Sample Email:</b><br />
<pre><br />
Dear XXX,<br />
<br />
We need your agreement to allow XXXX users to access NEOSYS from any location/IP address. Until now XXXX users were<br />
restricted to office/authorised location only but your IT team is no longer able to provide a static IP. <br />
<br />
Users will get frustrated when they are unable to log in and will lose valuable time because NEOSYS cannot grant<br />
users permission to access from arbitrary dynamic IPs given by the ISP each time.<br />
<br />
Your IT person should provide us with the fixed static address urgently as it is not recommended to enable access<br />
from any IP due to risks like access of data by unauthorised persons , malicious hacking attempts etc.<br />
<br />
Please confirm that you understand the risks and permit authorization of access from any IP temporarily and agree<br />
to provide our Support Team with a static IP urgently.<br />
</pre><br />
<br />
=== Enabling Minimal Access to Certificate File for Monitoring Department Staff ===<br />
<br />
The following tasks are required at a minimum.<br><br />
<br />
COMPANY ACCESS or COMPANY ACCESS "X"<br><br />
<br />
CERTIFICATE ACCESS - AMCF<br><br />
CERTIFICATE CREATE – UMCF or CMCF<br><br />
CERTIFICATE UPDATE – UMCF<br><br />
MENU MENU – AM0<br><br />
SCHEDULE ACCESS OTHERS – AM0<br><br><br />
<br />
MEDIA COST ACCESS - Not required<br><br />
<br />
<b>Suggested locks</b><br><br />
AMCF – Access Media Certificate File<br><br />
UMCF – Update Media Certificate File (required to change or remove certification data)<br><br />
CMCF – Create Media Certificate File (required to enter new certification data)<br><br />
AM0 – Access Media Level 0 – given to all media staff including Monitoring Staff<br><br><br />
<br />
All other tasks should not be authorised to monitoring, especially the common keys AM AMC etc. should not be given unless specifically required.<br />
<br />
== Giving users access to the Support Menu ==<br />
<br />
The Support Menu in NEOSYS enables users to access the following:<br />
<br />
# List of Database processes<br />
# List of Documents in use<br />
# Stop/Restart NEOSYS service<br />
# Backup<br />
# Log<br />
# Authorisation file<br />
<br />
This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.<br />
<br />
== Configuring Payment instructions ==<br />
<br />
Support should strictly economise on number of lines used for payment instruction to avoid more lines taking up more space on the printout. This is because sometimes more lines could cause the printout to creep into two pages instead of one.<br />
<br />
NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.<br />
<br />
#Client file<br />
#Company file with currency code<br />
#Currency file<br />
#Company file with currency code left blank<br />
#Configuration File<br />
<br />
Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.<br />
<br />
Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each currency.<br />
<br />
There is a manually edited flag in the company file on one NEOSYS client which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File user interface as "For all currencies"<br />
<br />
The usual way of configuring payment instructions is to put it in the Company file under Finance. This configuration allows different payment instructions per currency. If you put the payment instructions in the currency file, then these instructions apply to all companies, unless the manual flag in the company record is manually edited in the maintenance mode by NEOSYS programmers to say that the company file instructions take precedence.<br />
<br />
Tip: Since the rules of getting payment instruction are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.<br />
<br />
== Creating Email Alerts in NEOSYS ==<br />
<br />
Currently this is a manual process done in maintenance mode using F5. It will be replaced by a web interface. <br />
<br />
See [[Setting up and Configuring NEOSYS Media System#Configuring Media Module Email Alerts|Configuring Media Module Email Alerts]]<br />
<br />
To find existing alerts<br />
<br />
SORT DOCUMENTS ALERTS<br />
<br />
===Syntax===<br />
<br />
CREATEALERT alertid module alerttype runhours,... runasusercode {targetusercode,...} testemail} (options)<br />
<br />
The command must be followed by five parameters in a fixed order and separated by spaces. Two additional parameters and options in "()" may follow in a fixed order. To replace an existing alert use the overwrite option.<br />
<br />
===Alertid===<br />
<br />
Required. Invent some short identifying alphanumeric code for your alert e.g. XYZ001. It will show in the email subject and is required if you want to change or remove the alert.<br />
<br />
===Module===<br />
<br />
Required. One of the following.<br />
<br />
*GENERAL<br />
*FINANCE<br />
*AGENCY<br />
*MEDIA<br />
*JOB<br />
<br />
===Alerttype===<br />
<br />
Required. Various alert types are available depending on the module. <br />
<br />
See [[Setting up and Configuring NEOSYS Media System#Alerttypes|Alert Types]]<br />
<br />
===Runhours===<br />
<br />
Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.<br />
<br />
===Runasuser===<br />
<br />
Required. Determines the authorisation level during processing<br />
<br />
===Targetuser(s)===<br />
<br />
Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.<br />
<br />
===Test email===<br />
<br />
Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.<br />
<br />
===Options===<br />
<br />
Optional. One or more of the following letters must be in "()"<br />
<br />
*R=Remove - remove an existing alert (only the alertid parameter is required)<br />
*O=Overwrite - required to overwrite an existing document.<br />
*S=Silent<br />
*ROS=forget last run time<br />
<br />
==Alert emails to some executives are being received by their managers==<br />
<br />
You can put whatever you like in the executive name but NEOSYS must be able to find their email somehow.<br />
<br />
For example if the executive is entered as “Steve Bush” and there is no user called Steve Bush in the Authorisation File.<br />
<br />
1. Does the executive name contains an “@” character? then it is the email address<br />
2. Is there a user in Authorisation matching either the executive name (Steve Bush) … or the first word of the executive name (Steve)?<br />
3. If none of the above then the email of the user running (usually a manager) the process is used<br />
<br />
To solve this problem create users matching the executive names.<br />
<br />
Note that creating users with email addresses enables them to login to NEOSYS by requesting password reminders to their email address so like all users you must ensure that their authorisation level is appropriately limited.<br />
<br />
== Configuring Internet Explorer ==<br />
<br />
=== Disabling the pop-up blocker ===<br />
#Open Internet Explorer <br />
#Click the Tools menu<br />
#Click Pop-up Blocker<br />
#Click Turn off Pop-up Blocker<br />
#Confirm by clicking the Yes button.<br />
<br />
[[image:ie-popupblocker.jpg]]<br />
<br />
Note:If already off, it will show an option to Turn on Pop-up Blocker<br />
<br />
==== IE 9 Alternative ====<br />
#Open up Internet Explorer<br />
#Open the NEOSYS login page<br />
#Enter your username, password & click on login<br />
#*You should see a yellow bar appear at the bottom of Internet Explorer window<br />
#Click on Options for this Site and then click on Always Allow (See image below)<br>[[image:ie9-popupblocker.jpg]]<br><br />
<br />
=== Resolving HTTPS certificate error when logging in from an external link using IE8, IE9 and IE10 ===<br />
NEOSYS provides an external link to login to the program to function when staff are outside the office. This address is different from an internal address (eg. an internal address when accessing NEOSYS from within the office may be http://192.168.1.100/neosys, however an external link from which you access NEOSYS from outside the office maybe https://clientname.redirectme.net:4430/neosys). As this is a secure 128 bit encrypted method to protect your data from prying eyes on the internet, this method involves the creation of self signed certificates.<br />
<br />
The error message would be something like this on IE8 and IE9 browsers:<br />
[[image:https1.jpg]]<br />
<br />
As the message states, Internet Explorer does not recognise the issuing authority which is NEOSYS SOFTWARE and hence warns the user. The solution to remove this message is documented at the link below:<br />
[[Certificate_Error_-_Internet_Explorer_8_%26_Above|Installing NEOSYS certificate]]<br />
<br />
=== Adding NEOSYS to Trusted Sites ===<br />
#Go to Tools menu (press Alt+T)-> Internet Options <br>[[image:tools-ieoptions.jpg]]<br><br />
#Click on Security <br>[[image:tools-iesecurity.jpg]]<br><br />
#Click on Trusted Sites and Sites<br>[[image:tools-ie-trustedsites.jpg]]<br><br />
#Click on Add<br>[[image:tools-ie-addtotrustedsites.jpg]]<br><br />
#Click on Close<br>[[image:tools-ie-clickonclose.jpg]]<br><br />
#Done<br />
<br />
=== Enabling Menu Bar ===<br />
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:<br />
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option <br>[[image:rightclickmenubar.jpg]]<br><br />
#The Menu Bar will now be displayed at all times <br>[[image:menubardisp.jpg]]<br><br />
<br />
=== Enabling Status Bar ===<br />
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.<br />
<br />
Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:<br />
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it)<br>[[image:statusbarenable.jpg]]<br><br />
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])<br />
#The status bar will be displayed at the bottom.<br />
<br />
=== Enabling Command Bar ===<br />
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it)<br>[[image:commandbarenable.jpg]]<br><br />
#The command bar will be displayed at all times now <br>[[image:combardisp.jpg]]<br />
<br />
=== Enabling the Edit button in Internet Explorer ===<br />
To enable the Edit button in the Command Bar, do the following:<br />
#Open '''Internet Explorer'''<br />
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''.<br>''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it<BR><BR>[[image:AddorRemoveCommands.jpg]]<BR><BR><br />
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close'''<BR><BR>[[image:ClickonEditnAdd.jpg]]<BR><BR> '''The EDIT Button shows up in your Command Bar.'''<br />
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. <BR><BR>[[image:EditwithExcel.jpg]]<BR><BR><br />
<br />
===Resolving ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===<br />
<br />
Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.<br />
<br />
Steps to reproduce the issue:<br />
<br />
# so right click and on the IE9 icon, and click Run as Administrator as shown above<br />
#Open any web page, for example: http://www.msn.com<br />
#Right click into the page and choose "Export to Microsoft Excel"<br />
#Excel will open and a window "new web query"<br />
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned. <br />
The error displayed is:<br />
<br />
[[File:Cannotdisplaywebpage.jpg]]<br />
<br />
<b>Solution</b><br />
<br />
Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.<br />
<br />
If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:<br />
<br />
'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.<br />
#Start > Open > Regedit and run as administrator<br />
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt<br />
#Right click on MenuExt > New > Key: Export to Microsoft Excel<br />
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000<br />
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.<br />
<br />
=== Enabling compatibility view in IE8, IE9 and IE10 ===<br />
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.<br />
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:<br />
<br />
[[image:ie8com.jpg]]<br />
<br />
The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:<br />
<br />
[[image:ie8compatibility.jpg]]<br />
<br />
Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:<br />
<br />
[[image:ie8compatibility1.jpg]]<br />
<br />
=== Enabling Compatibility view in IE11 ===<br />
<br />
Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.<br />
Click on Add to add neosys.com to list of websites added to compatibility view.<br />
<br />
[[File:CompatibilityIE11.jpg]]<br />
<br />
[[File:CompatibilityIE11-2.jpg]]<br />
<br />
=== Uninstalling Windows Update KB3008923 ===<br />
<br />
Installing KB3008923 causes errors in IE11 and only fix is to uninstall this update as shown below.<br />
<br />
View installed Updates under Control Panel> Programs > Programs and Features<br />
<br />
[[File:View installed updates.jpg]]<br />
<br />
Uninstall KB3008923<br />
<br />
[[File:UninstallKB3008923.jpg]]<br />
<br />
== Configuring Safari for MAC OS ==<br />
=== Resolving HTTPS certificate error when logging in using an external link using MAC Operating System ===<br />
When you try accessing NEOSYS using a MAC OS based computer, you may face a similar certificate issue as mentioned above.<br />
<br />
You can proceed as follows:<br />
#Click on "Show Certificate" <br>[[image:certificate_mac.jpg]]<br><br><br />
#Check the "Always Trust" Option, Ensure that you select the 'Always Trust' option for all 3 boxes under 'Trust' and Click on continue<br>[[image:certificate_mac_2.jpg]]<br></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:UninstallKB3008923.jpg&diff=5235File:UninstallKB3008923.jpg2014-12-15T07:23:05Z<p>Nikhil: </p>
<hr />
<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:View_installed_updates.jpg&diff=5234File:View installed updates.jpg2014-12-15T07:22:39Z<p>Nikhil: </p>
<hr />
<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=Media_FAQ&diff=5232Media FAQ2014-12-14T12:45:28Z<p>Nikhil: Undo revision 5220 by Nikhil (talk)</p>
<hr />
<div>==How do I get subtotals on a Media Diary?==<br />
In order to get subtotals at least one or more options in the Order field has to be selected. <br />
<br />
[[image:Mediadiaryfaq.jpg]]<br />
<br />
==What is a despatch status?==<br />
Despatch status can be the fax number, address, e-mail, date,representative name,etc or any other information regarding the despatch of a booking order or invoice generated from NEOSYS.<br />
<br />
===Where can I view the despatch status of the booking orders?===<br />
The despatch status can be viewed in the ‘despatch record’ column when generating a list of the booking orders.<br />
<br />
[[image:Viewingdespatchstatus.jpg]]<br />
<br />
===How can I enter or update the despatch status of existing booking orders?===<br />
You can enter the order despatch status in the New Despatch Status field when reprinting the old order from Media > Booking Orders > Old Orders<br />
<br />
[[image:Updatedespatchorder.jpg]]<br />
<br />
===Where can I view the despatch date of existing invoices?===<br />
The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.<br />
<br />
[[image:Despatchdatestatement.jpg]]<br />
<br />
===How can I enter or update the despatch date of existing invoices?===<br />
<br />
You can enter/update the order despatch status in the New Despatch Status field when reprinting the old Media Invoices<br />
<br />
[[File:Old med inv.jpg]]<br />
<br />
==How do I save an invoice proforma in NEOSYS?==<br />
When generating an invoice, select Save Proforma on the invoice formatting page.<br />
<br />
[[image:Mediainvoiceproforma.jpg]]<br />
<br />
==Where can I view saved invoice proformas?==<br />
To view saved invoice proformas go to Media > Invoices > Old Invoices/ Proformas and enter the proformas invoice number in the Invoice No. field.<br />
<br />
[[image:Invoiceproformas.jpg]]<br />
<br />
==How do I suppress free ads on the booking order?==<br />
On the New booking order page you can select the Suppress Free Ads option in order to not show the free ads on the booking order.<br />
<br />
[[image:Suppressfreeads.jpg]]<br />
<br />
It may be possible that for some reason the number of ads that you have charged the client for are more than the number of ads you actually booked with the vehicle supplier. NEOSYS allows you to enter this information in the system.<br />
<br />
For eg, you bill the client for 500 radio spots and place an order for only 400 actually. Now the agency can enter the number of ads as 500 in the schedule, 100 of which can be selected as 'free to agency' ads. If you do not want these 'free to agency' ads to show in the booking order you can select Suppress free ads when generating the order to prevent them from showing.<br />
<br />
==How to do free ads for digital media?==<br />
To enter Free Ads, we can put the Ads on a separate line and type a word like "FREE" in the discount column so that the net unit price of that line is zero, as follows:<br />
<br />
<br />
[[image:Free_Ads_Digital_Media.jpg]]<br />
<br />
==How do I cancel a booking order?==<br />
To cancel an issued booking order you can remove the appearance dates from the Dates calendar in the media schedule and click on Book to generate a media booking cancellation for the ads that have been removed from the Dates calendar. <br />
<br />
[[image:Bookingordercancel.jpg]]<br />
<br />
==How do I cancel an invoice?==<br />
To cancel an Invoice in media you need to:<br />
#Remove the dates from the date box<br />
#Click the INVOICE button at the top of the dates column (you will be asked to update the version number (say no) and save the schedule (say yes)<br />
#In the invoice creation screen don’t chose any options (except maybe enter the invoice date) and click "Proforma"<br />
#Check the Proforma is all OK then click Invoice<br />
#Don’t forget to post the invoice journals created<br />
<br />
==How do I issue a credit note for specific ads?==<br />
There are instances where a schedule can have multiple invoices and you would like to cancel the amount invoiced for only specific ads in these invoices. <br />
<br />
You can cancel invoices by issuing a Credit Note. To issue a Credit note, go to the New Media Invoices/Proformas page and select the "Credit Note" option under Invoice Type.<br />
<br />
To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads. <br />
<br />
Certification has no effect on the ads chosen in a Credit note and hence cannot be used as a filter to chose specific ads.<br />
<br />
==[[Schedule_file#Version_section|What is a version?]]==<br />
<br />
==How can I view historical changes made to a database record?==<br />
Each time a database record in NEOSYS is updated or modified; the system creates a new version of it and saves the record creating a trail of all previously edited versions linked to the most updated one. Whenever a database record is opened for viewing, the user will get a complete list of history of edits done on the record along with a link to each version. This will help the user to pull out historic edits on any single record.<br />
<br />
==How to save a schedule without doing any changes?==<br />
Follow the below steps to save a schedule without doing any changes or amending it:<br />
<br />
# Go to schedule and click on '''REFRESH''' in the "Exchange Rate Column".<br />
# Now hit F9 or click on save and neosys will allow you to save the schedule again without doing any changes/amendment.<br />
<br />
==How do I get subtotals on a schedule/plan printout?==<br />
In order for the subtotals to appear on the printout the schedule/plan lines have to be separated by a blank line.<br />
<br />
[[image:Subtotalsprintout.jpg]]<br />
<br />
The schedule printout will appear as:<br />
<br />
[[image:Subtotalsprintout2.jpg]]<br />
<br />
<br />
The invoice printout will appear as:<br />
<br />
[[image:Subtotalsprintout3.jpg]]<br />
<br />
==How do I insert new rows in the schedule?==<br />
Schedule lines can be added or removed conveniently by clicking on the '+' and '-' icons respectively. You can also do so by clicking on the Vehicle code field and press 'ctrl+n' (to add a line above the selected field) or the 'down arrow' key (to add a line below the selected field). When inserting a schedule row NEOSYS gives us various options.<br />
<br />
[[image:Mediascheduleinsertline.jpg]]<br />
<br />
==How do I issue one booking order for a vehicle from different schedules with multiple periods?==<br />
Once the multiple period schedule numbers are entered in the Schedule Code/No field by inserting extra lines select the vehicle you wish to book (will show automatically if only one vehicle in the schedule) and select the One combined order option. This would generate one single order for all the schedules even if they belong to separate periods.<br />
<br />
[[image:Multiperiodbooking.jpg]]<br />
<br />
==How do I issue separate booking orders for each vehicle in a schedule?==<br />
As the schedule number appears on the Schedule Code/No field the system will ask you which vehicles you wish to book considering the schedule has multiple vehicles. The system would generate an independent booking order for each of the vehicle.<br />
<br />
NOTE - even if one or more vehicles have the same supplier there will be a separate booking order for each vehicle.<br />
<br />
[[image:Massbooking.jpg]]<br />
<br />
==How do I issue one consolidated booking order for multiple vehicles?==<br />
You may need to send out one consolidated booking order comprising multiple schedules, vehicle and suppliers to an associate agency. Once you have entered the multiple schedule numbers and selected the required vehicle/vehicles select the One combined order option, this option would issue one consolidated booking order for all the vehicles.<br />
<br />
[[image:Consolidateorder.jpg]]<br />
<br />
==How to modify / add terms to Media Booking order?==<br />
To amend or to add the standard notes/terms at the bottom of booking orders, go to Media --> Files --> Media Type File<br />
<br />
The booking order notes are different for each media type - Magazines, Radio etc. so you must select the type of media that you want to change and do them all one by one.<br />
<br />
Click Open and select a media type.<br />
<br />
Enter the desire booking notes. There may be separate sections for English and other languages so you should consider changing the language in all sections. Each language sections starts something like %SPANISH% etc.<br />
<br />
Click Save<br />
<br />
[[image:Media type file.jpg]]<br />
<br />
==How do I create an airing certificate?==<br />
There are two ways.<br />
<br />
# If you want you want to certify all ads on one schedule (perhaps selected per supplier or vehicle), you can print any schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]<br />
# If you want to certify ads in a one line per ad format, you can title any NEOSYS media diary report however you like eg “Airing Certificate”. NEOSYS media diary allows you to filter ads in many ways.<br>[[File:mediadiaryprint.jpg]]<br />
<br />
==How are ads certified automatically?==<br />
<br />
See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data Automatic certification by importing Ad monitoring data]<br />
<br />
==How do I enter multilevel brands in the Client and Brand File?==<br />
<br />
Multilevel brands are represented by indenting the brand names. The number of spaces in indenting signifies the level of a particular brand. Enter the brands in the Client and Brand File as shown in the example below.<br />
<br />
In this example Level 1 brands are Mondelez International and Nestle. Notice the red highlight which indicates that Level 2 brand names Kraft, Cadbury, Wonka and L'oreal are indented by 1 space and the Level 3 brands like Capri Sun, Twirl, Nerds etc. are indented by 2 spaces. <br />
<br />
[[File:Sub-brands.jpg]]<br />
<br />
While searching for brands under the client, the list will show multilevel brands as shown below:<br />
<br />
[[File:Brandsselect.jpg]]<br />
<br />
==How do I enter multilevel clients in the Client and Brand File?==<br />
<br />
Multilevel clients can be entered in NEOSYS using the Client Group 1 and Group 2 fields in the Client and Brand File. <br />
<br />
'''Example:''' RAAD is a branch of TBWA and TBWA is a subsidiary of Omnicom Group.<br />
<br />
[[File:Client tree.jpg]]<br />
<br />
Screenshots below show how this multilevel client is setup in NEOSYS<br />
<br />
Client RAAD is linked to TBWA using the Client Group 2 field<br />
<br />
[[File:ML client 1.jpg]]<br />
<br />
Client and Brand File of TBWA lists RAAD and other similar group 2 members. TBWA is linked to OMGR by the Group 1 field<br />
<br />
[[File:ML client 5.jpg]]<br />
<br />
Client and Brand File of OMGR shows TBWA and similar subsidiaries.<br />
<br />
[[File:ML client 3.jpg]]<br />
<br />
==How do I stop a specific brand within Client and Brand file?==<br />
You can stop usage of brands on documents by putting the tag <STOP> in the brand name under the client and brand file:<br />
<br />
[[Image:Brands.jpg]]<br />
<br />
After doing so,user will get the following message if he selects this brand:<br />
<br />
[[Image:Stop error.jpg]]<br />
<br />
==How do I handle "Allow Over Plan" error?==<br />
'''Error:'''<br />
“Cannot save “REF###” because:<br />
YTD Planned Amount Exceeded (XXX)”<br />
If authorized, you may check the “Allow Over Plan” checkbox in the schedule heading”<br />
<br />
'''Explanation:'''<br />
<br />
This happens when the planned amount (in the media plan) for the brand and client is more less then the scheduled ie the schedule is in excess of the plan for that period.<br />
<br />
'''Solution:'''<br />
<br />
This is just a warning and you can avoid this message by clicking on allow over budget next to the company code section above.<br />
<br />
==How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?==<br />
After invoicing a schedule, if you change any cost information (leaving the bill information intact) and issue a cost invoice (to create the relevant journal entries), the system will also issue a 0 (zero) invoice to the client.<br />
<br />
These zero invoices cannot be avoided and help to track any audit trail information. Either way the zero items do not appear on the outstanding statement so it shouldn't be a problem at all.<br />
<br />
(SB to please add more)<br />
<br />
==How to setup and operate the List of Materials Pending Delivery reports==<br />
To set up the List of materials pending see [[Configuring NEOSYS Media System]]<br />
<br />
There are two possible ways to get off from the list of pending list<br />
===From the Materials file===<br />
#Go to Menu > Media > Material > Materials File. To get the Material details on the screen enter the material code on the material number field. <br />
#Material code can be seen on the List of material pending delivery on the Original Schedule Column.<br />
#To get the material off from the pending list, enter the material code or enter anything in the material code field to indicate the delivery and save the file.<br />
<br />
===From the Schedule===<br />
#The material code can also be entered in the materials section on the bottom of the schedule file without going to the Material File.<br />
<br />
<br />
'''NOTE:''' When Materials from one schedule are reused on other schedules, then, to avoid duplicate materials records being generated in the material file by the secondary schedule, the original schedule no and material letter should be entered in the secondary schedule's material section.<br />
<br />
==How to change the currency on the cost line if wrongly entered?==<br />
All the currency on the cost line is taken from the vehicle file.<br />
<br />
Following are the steps to change the currency on the cost line if wrongly entered<br />
<br />
Go to the vehicle file and change the currency you want to show on the cost line in the schedule and save the file.<br />
<br />
Now go to the schedule and re-type the details in a new line and delete wrongly entered line.<br />
<br />
==How to view a weekly summary of scheduled ads for a brand?==<br />
<br />
Media schedules can consolidated and printed in the format of media plans by printing an empty dummy media plan (one with no lines). After creating such a empty dummy plan, printing it results in the plan printout being dynamically "reverse engineered" on the fly from whatever approved media schedules are currently in the system for the same brand and period as the empty plan. <br />
<br />
The plan printout currency is always base currency currently regardless of whatever currency you put on the dummy plan.<br />
<br />
<br />
'''Steps:'''<br />
#Create an EMPTY plan for the desired period and brand that you want.<br>(''Note'' - You only need do this once)<br>[[file:createemtpyplan.jpg|center|frame|How to create empty plan]]<br><br />
#Go to Menu > Media > Plans > Plan Printout<br>[[file:menumediaplanplanprintout.jpg|center|frame|How to generate detailed summary report]]<br><br />
#Select Type: Weekly (Select time and details columns if you want them)<br>[[file:createdetailedsummaryrpt.jpg|center|frame|How to generate detailed summary report]]<br><br />
#Click Print/Send<br />
<br />
==How to display language, frequency and circulation for a vehicle ?==<br />
Currently there are two ways for displaying this information – <br />
#Using vehicle notes <br />
#*Adding the information into the VEHICLE FILE NOTES field which it great if you use the same vehicle on many schedule lines. Notes at the bottom of the schedule work best in this scenario.<br>Eg: A schedule with 20 lines but only 5 vehicles .. the information is best places as three lines of notes in the footing.<br>Alternatively you can add the information at the vehicle name in abbreviated fashion. <br>[[image:vehiclenotes.jpg]]<br><br />
#Using vehicle names<br />
#*Adding the information to the name means that the information shows wherever the name shows which ends up pretty good eg on billing analysis report too. It allows any type of information to be shown without adding lots of custom columns which vary tremendously per media type, client and market. <br>[[image:vehiclename.jpg]]<br><br />
<br />
==How to display artwork / creative / misc charges in a schedule to a client?==<br />
Full service agencies generally tend to provide clients with a single media schedule outlining the media vehicles proposed along with artwork, creative, misc charges related to this specific campaign. Some NEOSYS clients would create a media schedule separately and issue a job estimate for the artwork charges. This article will explain how to incorporate the media vehicles and artwork/other charges in a single schedule printout for client approval.<br />
<br />
=== Method 1 ===<br />
This method is suitable if we want to enter additional charges on a per ad basis.<br />
<br />
Such charges can be entered in the "Other" charges column on the media schedule data entry screen. If there are multiple charges, these could be entered separated with a forward slash. You can also enter text to indicate the type of charge.<br />
<br />
[[image:artworkusual.jpg|left|frame]]<br />
<br />
=== Method 2 ===<br />
This method is applicable if we have multiple ads/vehicles and want to show additional charges as a single amount.<br />
<br />
We use the following method:<br />
#Create a dummy vehicle called ARTWORK with an internal (dummy) supplier<br />
#Create a new line in the schedule using dummy artwork vehicle<br />
#Select any date and assign 1 ad to it so that the number of ads is 1 for this vehicle<br>[[image:artworkanydate.jpg]]<br><br />
#Enter gross unit cost in the bill column.<br />
#*Do not enter anything in the cost column<br>[[image:artworkvehicle.jpg|left|frame]]<br><br />
<br />
A printout of the above schedule will look like as follows:<br>[[image:artworkvehicleschdprint.jpg|left|frame]]<br><br />
<br />
=== Suppressing day and date of vehicle program from appearing on schedule printout and invoice ===<br />
If you do not wish to display the day and date on this schedule or on the invoice you can refer to the following procedure:<br />
#In Schedule File<br />
#*Leave the dates blank <br />
#*Enter the Number of Ads directly <br>[[image:leavedatesblankschedule.jpg]]<br><br><br />
#While printing the schedule<br />
#*Select List option under Date Format <br />
#*Deselect “Check Numbers” option <br />
#*Click on Print/Send <br>[[image:deselectcheckno.jpg]]<br><br><br />
#While printing the invoice<br />
#*Select All Ads under Certified/All <br />
#*Select List option under Date Format <br />
#*Deselect “Check Numbers” option <br />
#*Click on Create Invoice <br>[[image:invoicechecknumber.jpg]]<br><br><br />
<br />
==Why can I not view the booking order for an ad which is moved to a different date?==<br />
While moving an ad to a different date, we first remove the existing ad from the date on which is scheduled. <br />
<br />
In this process, all information related to the ad is lost i.e. booking order no. /certificates / supplier invoice no. / invoice no. etc<br />
<br />
This happens irrespective of whether the schedule is saved or not.<br />
<br />
In a specific example below, we can notice this happening when we try to enter the supplier invoice number for an ad which has been moved.<br />
<br />
=== Example ===<br />
#We schedule an ad for the 25th of a May & Book it <br>[[image:supp-1.jpg]]<br><br><br />
#We move the ad to 30th of May <br>[[image:supp-2.jpg]]<br><br><br />
#We move it back to the 25th of May <br>[[image:supp-3.jpg]]<br><br><br />
#While trying to enter the supplier invoice number for that ad, we now notice that although the Schedule file shows a booking order no. the Supplier invoice file does not reflect the same. <br>[[image:supp-4.jpg]]<br><br />
<br />
==How to certify ads?==<br />
<br />
In NEOSYS when an ad is certified it means the ad has appeared. It is just a way to differentiate between the ads that have appeared from the ones that have not yet appeared. When we click on ‘certify’ the number of ads with details would appear and we can use a number or a letter (eg X,12) below the Certificate/ Voucher no. to signify that the ad is certified.<br />
<br />
'''''NOTE ''''' - in case of magazines and newspapers most agencies use the page number on which the ad has appeared.<br />
<br />
[[image:certify.jpg]]<br />
<br />
As we can see above in the image the letter 'x' is used as the certificate number. Certification can be done per ad and we also have the option of issuing the invoice directly after certifying the ad.<br />
<br />
==How to uncertify ads?==<br />
To uncertify ads you need to select the certificate file:<br />
<br />
#Goto Menu -> Media -> Certificates -> Certificate / Voucher File <br> [[image:uncertify-1.jpg]] <br> <br><br />
#Enter the schedule number<br />
#*Select Yes for certified<br />
#*Select search all <br> [[image:uncertify-2.jpg]] <br> <br><br />
#A list with all the certified ads on that schedule is displayed. <br />
#*You can remove the details entered in field. <br />
#*Select certify, this will uncertify the ad on the schedule.<br> [[image:uncertify-3.jpg]] <br> <br><br />
<br />
==Why are Certified Ads displayed as Uncertified in Media Progress Summary?==<br />
====Causes====<br />
* When an Ad is certified as Wrong Ad. For further information see [[Using NEOSYS Media System#Processing List of Wrong Ads | Processing List of Wrong Ads]]. <br />
* Numbers like '000000' or '0' are entered as Certificate/Voucher No.<br />
In both the above cases the Ads are certified as Wrong and hence don't appear in the Media Progress Summary. This issue comes up only in media progress summary. In all other Media Diary Reports the Wrong Ads do not show up as uncertified Ads.<br><br> [[image:Adwrong.jpg]] <br> <br> <br> [[image:MPSum.jpg]] <br> <br> [[image:MediaDiary1.jpg]] <br><br><br />
<br />
==How to stop the Client Name from being displayed on the Booking Orders?==<br />
NEOSYS can be configured, to NOT show the client name on the booking orders, as follows:<br />
<br />
#The option to show Client Name on Orders should be set to "NO" in the Media Configuration File <br> [[image:bo-client-no.jpg]]<br> <br><br />
#The option to show Client Name on Orders should be set to "NO" in the supplier file <br> [[image:bo-supp.jpg]] <br> <br><br />
#The client should be marked as AGENCY in stead of direct in the Client & Brand File. <br> [[image:bo-direct.jpg]] <br> <br><br />
<br />
==Why is the Media Diary Report showing unexpected results?==<br />
=== Problem ===<br />
The Media Diary report is unreliable if it is generated while users are updating the system.<br />
<br />
For example, <br />
#Media diary gives wrong details for schedules that were not updated during the time the report was requested for.<br />
#Media diary gives 3 different reports for the same options entered in a time frame of 30 to 60 minutes without running the command [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| CREATEADS].<br />
<br />
=== Possible Cause ===<br />
This issue occurs because there were interrelated files that were being updated during the time the report was requested for.<br />
<br />
While generating the media diary, NEOSYS searches for various combinations like:<br />
*Vehicle & Date<br />
*Brand & Date etc<br />
<br />
When a user updates the system, various inter-related files are frozen and the data related to those files will not appear in the report.<br />
<br />
=== Solution ===<br />
While we are working on a fix for this issue in NEOSYS.<br />
<br />
A workaround to get reliable and accurate reports is to generate a report from the test dataset.<br />
The test dataset is a copy of the live date from the previous day.<br />
This report will not have real time data but will be more reliable as the chances of users updating the test dataset are very low.<br />
<br />
If users insist that they want reports in real time then they should accept that the reports will be unreliable as NEOSYS cannot freeze many user windows for some users to take real time reports.<br />
<br />
When more data is updated into the system then the old report needs to be discarded and new report needs to be generated.<br />
<br />
Thus NEOSYS recommends that media diary reports should be generated when users are not updating the system.<br />
<br />
==Why is the invoice/ booking order showing dates like April 2013 even though the schedule contains ads only for October 1 and 10?==<br />
[[image:outdoormediainvoice.jpg|1200x450px]]<br />
<br />
=== Problem Explained ===<br />
The reason why the booking order / invoice is showing dates like April 2013 even though the schedule only contains ads for Oct 1, 2012 and Oct 10, 2012 is because NEOSYS is showing dates FROM – UPTO (see the dash?) as is a common requirement for Outdoor Media. This is caused because of entering data like “xxxxxx,999 xxxx” in the specification field for media type Outdoor.<br />
<br />
[[image:outdoormediaschedule.jpg|1200x450px]]<br />
<br />
<br />
=== Solution ===<br />
Don’t put anything like “xxxxxx,999 xxxx” in the specification for media type “outdoor/out of home” unless you want to indicate a NUMBER OF DAYS OR NUMBER OF WEEKS, NUMBER OF MONTHS ETC<br />
<br />
For example, use a dash instead of a comma … “xxxxxx - 999 xxxx”<br />
<br />
[[image:outdoormediaproperschedule.jpg|1200x450px]]<br />
<br />
[[image:outdoormediaproperinvoice.jpg|1200x450px]]<br />
<br />
==Why is the total number of ads shown in schedule not matching with the ads with dates in schedule?==<br />
<br />
[[image:noa_dates.jpg|1200x450px]]<br />
<br />
<br />
This happens only when the user manually changes the No of Ads in the schedule. In such situations, while trying to save the schedule, the system prompts the user with the following warning message. The schedule can be saved only if the user saves the schedule despite the warning.<br />
<br />
<br />
[[image:noa_save.jpg|1200x450px]]<br />
<br />
<br />
Also while trying to invoice such a schedule, the system again prompts the user to correct the schedule date or skip checking numbers. Only if the user manually changes the option to Check Numbers:No, the invoice can be generated.<br />
<br />
<br />
[[image:noa_invoicing.jpg|1200x450px]]<br />
<br />
<br />
In the media diary of such schedules, every row represents one of the ads that have a date. However the total of Paid Ads Bill shows the total number of ads that have been paid for (this includes the ads without dates). Similarly, the total of Bill Amount shows the total bill paid by the client for ALL the ads in the schedule.<br />
<br />
<br />
[[image:noa_mediadiary.jpg|1200x450px]]<br />
<br />
==How do I get payment status details on media diary reports?==<br />
The payment details columns are suppressed from the media diary reports by default but will show if you select one or more payment status filter options. If you select "All" then you get all ads (which is the same as if don’t make any selection), but you will get the payment details columns.<br />
<br />
[[File:Mediadiarypaymentoption.jpg]]<br />
<br />
==What can go on a consolidated booking order?==<br />
NEOSYS allows you put place many periods and many media (vehicles) on a single schedule. It does not however allow multiple brands on one schedule. Despite this, in order to facilitate monthly invoicing, it is common to enter a media schedule (plan) for a single brand for a single month for one or more media vehicles.<br />
<br />
Therefore in some cases you might wish to combine more than one schedule into a single booking order.<br />
<br />
=== Common examples ===<br />
<br />
You could book many brands on one booking order. If a client has many brands then you might wish to book all at the same time.<br />
<br />
You could book many media on one booking order. If a supplier has many media then you might wish to book all at the same time.<br />
<br />
You could book many periods on one booking order.<br />
<br />
Any combination of the above.<br />
<br />
=== Rare examples ===<br />
<br />
You could book many clients on one booking order. If the media is special or you have a group of clients that are associated and should be booked as a group.<br />
<br />
You could book many suppliers on one booking order. It is hard to imagine where this would be useful.<br />
<br />
You may also refer<br />
<br />
[[Media_FAQ#How_do_I_issue_one_booking_order_for_a_vehicle_from_different_schedules_with_multiple_periods.3F|How do I issue one booking order for a vehicle from different schedules with multiple periods]]<br />
<br />
[[Media_FAQ#How_do_I_issue_one_consolidated_booking_order_for_multiple_vehicles.3F|How do I issue one consolidated booking order for multiple vehicles?]]<br />
<br />
==How do I upload a scanned copy of an ad that appeared to the Certificate File? ==<br />
While certifying each ad users can upload the scanned copy of the appeared ad using material option. These images can be later viewed in their respective schedules by selecting the image button.<br />
<br />
(1) Click on the materials icon<br />
<br />
(2) Browser for the scanned image<br />
<br />
(3) Upload the image<br />
<br />
[[image:cert1.jpg]]<br />
<br />
== How to get Broadcast Orders/Play Lists ==<br />
<br />
See Broadcast Order on the Schedules menu. This will come better once the proper tv bookings per break data entry is done.<br />
<br />
==How do I enter Loading such that a portion of it is not shown to the client?==<br />
<br />
"|" can be used as a separator for Loading details that need not be shown to the client. <br />
<br />
In Media Schedules, when a Loading is entered containing "|", only the portion BEFORE the "|" is reflected in Schedule Printouts and Invoices.<br />
<br />
However, the ENTIRE Loading details (BOTH before and after the "|") is reflected in Booking Orders. <br />
<br />
Similarly, in Plans, Media Plans show only the portion BEFORE the "|". But Cost Plans will show ONLY the portion after the "|" (not BOTH).<br />
<br />
<br />
[[File:Loading.jpg|1000px]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Agency_FAQ&diff=5231Agency FAQ2014-12-14T12:45:25Z<p>Nikhil: Undo revision 5221 by Nikhil (talk)</p>
<hr />
<div>== Can I migrate Media and/or Jobs data from OLD system to NEOSYS? ==<br />
<br />
As you already might have a management system in place for Media and/or Jobs or are doing the same word in Excel or Word, we are not going to look into migrating this information to NEOSYS as this information is outdated and will not make sense putting into a new specialized system like NEOSYS. We will allow this type of information to be stored separately in their existing structure for future reference and put all new information into NEOSYS (eg new media plans, schedules, jobs, estimates etc). i.e. if you decide to start off with NEOSYS on 1st of May, 2009; then you will do no more work in your old way and enter all new information into NEOSYS.<br />
<br />
==What are alias codes in NEOSYS?==<br />
<br />
Client and Brand, Supplier, Market, Currency, Media/Job Type and Vehicle Files have a field to enter "alias" codes which can be used to cross reference the same records in other systems external to NEOSYS.<br />
<br />
==Can I customise the format of NEOSYS documents?==<br />
<br />
NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders. You can do either or all of these:<br />
<br />
#Use any font name and/or size that appeals to you or your corporate image<br />
#Use a background colour that reflects your corporate image<br />
#Use a masthead or logo as the header along with address text<br />
#Customise your own set of terms and conditions for the footers<br />
#Customise the signatories name and designations which should appear<br />
<br />
The table of information/content (between the header and footer) in each of the document is generally set to a standard format which is widely used in the industry for many years. As NEOSYS is a ready-to-use solution, this table cannot be easily changed and helps maintain standardisation of NEOSYS across clients to provide for better customer service from the NEOSYS support team. However NEOSYS does try to accommodate any complex customisation requests on a one-to-one basis and this could involve an additional cost implication.<br />
<br />
== Can I resize images to use in letterhead for NEOSYS documents? ==<br />
<br />
=== Why cant you resize a nice large graphic of text down to the size required? ===<br />
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Many corporate logo files suffer less from the problem as long as they are simple in design, but very few are immune.<br />
<br />
Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or other image designer file.<br />
<br />
There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.<br />
<br />
Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.<br />
<br />
=== Why bother with getting the best quality? ===<br />
NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.<br />
<br />
NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.<br />
<br />
===What is the problem technically? ===<br />
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.<br />
<br />
''' Example of Graphic correctly GENERATED to the desired size<br />
<br />
[[image:logoresize-1.jpg]]<br />
<br />
Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.<br />
<br />
[[image:logoresize-2.jpg]]<br />
<br />
''' Example of Graphic crudely RESIZED to the desired size<br />
<br />
LETS LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED<br />
<br />
Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop. It looks kind of ok to the untrained eye at 100% ... but not if you had a decent quality image to compare it with. <br />
<br />
[[image:logoresize-3.jpg]]<br />
<br />
Take a closer look -150% - not very smooth is it?<br />
<br />
[[image:logoresize-4.jpg]]<br />
<br />
at 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.<br />
<br />
[[image:logoresize-5.jpg]]<br />
<br />
lets go even closer 400% ... here we can see all kinds of grey mess even between the letters.<br />
<br />
[[image:logoresize-6.jpg]]<br />
<br />
''' Closer look at the correct GENERATED image<br />
<br />
Now lets look at the graphic that has been properly generated to the exact size desired ... from the original master design in Photoshop.<br />
<br />
It has a crisp and clean look about it.<br />
<br />
[[image:logoresize-7.jpg]]<br />
<br />
Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.<br />
<br />
[[image:logoresize-8.jpg]]<br />
<br />
[[image:logoresize-9.jpg]]<br />
<br />
at 400% the nature of shading to create illusion of smoothness is clear. It also become clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.<br />
<br />
[[image:logoresize-10.jpg]]<br />
<br />
[[image:logoresize-11.jpg]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Sales_FAQ&diff=5226Sales FAQ2014-12-08T05:25:38Z<p>Nikhil: /* What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? */</p>
<hr />
<div>=== Can we have a trial version of NEOSYS? ===<br />
<br />
Unfortunately we don’t have a provision for free trial & the reasons are:<br />
#It will take as much time & effort to configure & train a full trial system as establishing a live system<br />
#Our system is tried and tested over many years<br />
#We don’t ask for a huge upfront fees, the 6 months fee is very reasonable for a system with such features, so I suggest we can set it up and we can add on a few new features that you would like to add.<br />
#We are happy to spend more time demonstrating the system to gain users acceptance<br />
#There is a demo system online for you to experiment<br />
<br />
See [http://userwiki.neosys.com/index.php/Demonstration_versions_of_NEOSYS_and_evaluation_periods NEOSYS Demo and Evaluation periods]<br />
<br />
=== What is considered as the installation and billing period/date? ===<br />
<br />
Installation is done within 2 working days after receipt of the first payment(for 6 months) is confirmed.<br />
<br />
Billing cycle starts from the date we start work which is installation date.<br />
<br />
If there is any dead period due to lack of client staff availability or other reasons for one month or more meaning absolutely NO activity either by client or NEOSYS after installation and before going live then the start date of the period of the first renewal of software licence and support fee may be delayed by the duration of the dead period.<br />
<br />
===Is NEOSYS compatible with Mac?===<br />
The Job and Timesheets module are fully compatible with Mac; users of both Media and Finance are usually PC users.<br />
See [http://techwiki.neosys.com/index.php/Technical_/_Hardware_requirements#NEOSYS_Software_Browser_and_OS_Requirements NEOSYS Software Browser and OS requirements]<br />
<br />
===What is the minimum period for subscription?===<br />
<br />
Minimum period for subscription is 3 months after the initial period of 6 months.<br />
=== What is the notice period for termination of NEOSYS services?===<br />
<br />
There is no notice period.<br />
=== Will NEOSYS refund the advance payment in case of termination of services?===<br />
<br />
No. There are no refunds for initial or quarterly fees paid in advance.<br />
===What happens after contract with NEOSYS is terminated?===<br />
<br />
#NEOSYS locks data entry for future periods.<br />
#NEOSYS allows accessing old data & to edit this data for 1 year.<br />
#Any support required in this time will be charged extra<br />
<br />
=== How will the data be handed over to the client after the end of contract? ===<br />
<br />
Client users are responsible for taking soft copy of the data from NEOSYS.<br />
<br />
See [http://userwiki.neosys.com/index.php/General_FAQ#How_can_we_export_data_from_NEOSYS.3F How to export data from NEOSYS]<br />
=== Where is NEOSYS hosted? ===<br />
<br />
NEOSYS can be hosted on NEOSYS servers or on a dedicated server at the client's premises. We highly recommend hosting on NEOSYS initially as it is a great way to start immediately, without wasting time on acquiring a server. Starting on NEOSYS servers is instant and switching to your server, if and when you acquire one, is simple and free too. Also hosting on NEOSYS in-house server is cheaper in terms of cost.<br />
<br />
=== What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers? ===<br />
<br />
If NEOSYS is installed and hosted on NEOSYS servers, we provide a discount. If NEOSYS is installed on the client's server then the discount does not apply<br />
<br />
=== Who will administrate the system? ===<br />
<br />
NEOSYS Support staff will administrate the system.<br />
<br />
=== Will NEOSYS Support staff have access to the server? ===<br />
<br />
Yes. NEOSYS support agreement is conditional on being able to access your server at all times. See [http://techwiki.neosys.com/index.php/Letter_to_obtain_agreement_of_client_IT_staff_to_provide_remote_support Agreement with Client IT to provide remote support]<br />
<br />
We will sign a Confidentiality Agreement with you to assure you that your data is safe and will not be shared with anyone under any circumstance. <br />
<br />
==== Is it OK for NEOSYS to have access to data? ====<br />
<br />
#Access at all times to client data is becoming a standard practice in the modern computer industry. <br />
#Data theft is present not just with 24x7 access, but it could be at any time from anyone and we have various security measures to tackle this risk.<br />
#It is almost impossible to create a product to the extent where one can guarantee that NOBODY except the users have access to the data.<br />
#If a situation arises where integration is required then programmers will require access to data to understand user requirements<br />
#NEOSYS Support staff sign Non-Disclosure agreements assuring that client data always remains confidential. <br />
#We expect you to trust our professionalism like our all our clients because objection to access at all times is a misguided reaction<br />
<br />
=== What about NEOSYS and Security?===<br />
Most of our clients have NEOSYS installed inside their office only our smaller clients have it installed on NEOSYS servers. Our clients are extremely security conscious and we know all about how to ensure security<br />
Key points about NEOSYS security:<br />
#Dedicated server: Ensures that it won’t be shared with other applications that might require several access to the server. This will help NEOSYS to provide the needed services without need of any other IT person to access the server.<br />
#Confidentiality Agreement: NEOSYS will sign a confidentiality agreement between with the client to assure them that we are their data is safe with us, and will never be shared with anyone under any circumstance.<br />
#HTTPS: NEOSYS Users use HTTPS to access the system, which is more secure compared to HTTP<br />
#Multi-level permissions: Configure and manipulate access for different users based on permissions given to them e.g. User A has read only access whereas User B has read and write access, User A has access to Media only, but User B has access to Media and Finance etc.<br />
#Warnings and email notifications with IP information are sent to management and NEOSYS support in case of password reset attempts. This will help identify malicious attempts to access NEOSYS<br />
#Access Restriction by IP number: If client wishes to allow access to NEOSYS from outside the office then we can restrict from exactly where this is allowed<br />
#Encryption: The raw data is encrypted and can only be accessed by NEOSYS software<br />
#Access is audited: User info with IP information is logged whenever a user logs in and uses NEOSYS</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Setting_up_and_Configuring_NEOSYS_Job_System&diff=5223Setting up and Configuring NEOSYS Job System2014-12-07T12:03:44Z<p>Nikhil: </p>
<hr />
<div>== Forcing company name on various documents ==<br />
<br />
In case you need to configure the Estimates, Purchase Orders and Invoices to print a particular company name (For XYZ), irrespective of the company selected, then you need to configure the same in Maintenance mode:<br />
<br />
Note: This cannot be configured from the Job Configuration File and hence we need to do this from the maintenance mode.<br />
<br />
F5<br />
ed definitions agency.params or agp<br />
Go to Line 33 - and type it in here<br />
F9 to save<br />
<br />
== Configuring Authorisation for My Jobs ==<br />
<br />
The following configuration is designed for the scenario.<br />
<br />
Client Service Users can request tasks from heads of other departments ... CREATIVE1 CREATIVE2 STUDIO.<br />
<br />
Head of the creative and studio departments can request tasks from staff in their own department<br />
<br />
Tasks and Locks<br />
<br />
<pre><br />
TASK ACCESS = WA "work access"<br />
TASK ACCESS ALL = WAA "work access all"<br />
TASK ACCESS TEAM = WAT "work access team"<br />
TASK CREATE = WC "work create"<br />
TASK CREATE ALL = WCA "work create all"<br />
TASK CREATE CROSSDEPT = WCC "work create crossdept"<br />
TASK UPDATE = WU "work update"<br />
MENU JOBS = AP0 "access production level 0"<br />
JOB ACCESS = AP0<br />
JOB ACCESS OTHERS = APOT "access production others"<br />
JOB LIST = AP0<br />
</pre><br />
<br />
Departments and Locks<br />
<br />
<pre><br />
FINANCE + WA WAA AP0 APOT<br />
<br />
PRODUCTION? + WA WAA AP0 APOT<br />
<br />
CLIENT SERVICE + WU WA WC WCC AP0 (and possibly APOT)<br />
<br />
CREATIVEHEAD = WC WAT<br />
CREATIVE = WA WU AP0 APOT<br />
<br />
STUDIOHEAD = WC WAT WU<br />
STUDIO = WA AP0 APOT<br />
</pre><br />
<br />
== Customising Footers for various documents ==<br />
<br />
The standard footer text for purchase orders/requisitions can be setup per job type. If no footer is defined for a particular type then the group type footer is used. If there is no group type footer then the standard footer in the Jobs Configuration file is used. To suppress footings for a particular type or group of types, put something short e.g. just a dot.<br />
<br />
It is highly recommended that you customise the footers from the Job Configuration File and avoid the below method which remains here for reference purpose.<br />
<br />
=== Customising Footer for Purchase Orders ===<br />
<br />
In order to customise a footer (i.e. Terms & Conditions) for the Purchase Orders issued from the Neosys job system:<br />
<br />
F5<br />
ed definitions agency.params<br />
Go to line 82 - and type it in here<br />
Ctrl+E to enter multiple lines<br />
<br />
<br />
=== Customising Footer for Estimates ===<br />
<br />
In order to customise a footer (i.e. Terms & Conditions) for the Estimates issued from the Neosys job system:<br />
<br />
F5<br />
ed definitions agency.params<br />
Go to line 83 - and type it in here<br />
Ctrl+E to enter multiple lines<br />
<br />
==Creating Email Alerts for Jobs in NEOSYS==<br />
<br />
For info on email alerts, see [http://userwiki.neosys.com/index.php/Configuring_NEOSYS_Generally#Creating_Email_Alerts_in_NEOSYS Creating Email alerts in NEOSYS]<br />
<br />
=== Close All Inactive Jobs ===<br />
This is also added automatically once for all new clients but then can be overridden (manually) or deleted at will using a similar CREATEALERT command.<br />
<br />
Example: To close all inactive jobs, at 7am on the 10th of each month.<br />
<br />
CREATEALERT INACTJOB JOB INACTIVEJOBS:365:C 7:10 NEOSYS(ROS) <br />
<br />
For Inactive Jobs<br />
<br />
C - Close or blank to List</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Setting_up_and_Configuring_NEOSYS_Media_System&diff=5222Setting up and Configuring NEOSYS Media System2014-12-07T12:03:12Z<p>Nikhil: /* Close All Inactive Jobs */</p>
<hr />
<div>== Importing Suppliers and Vehicles ==<br />
<br />
=== Preparing a file of vehicles to import ===<br />
<br />
Get an excel sheet containing the following columns.<br />
<br />
Ensure that the columns are titled exactly as below and that there are no blank rows. Columns with any other title will be ignored.<br />
<br />
*Vehicle Name (Media Name)<br />
*Supplier Name (should be blank if the vehicle is its own supplier)<br />
*Market Code (geographic or analytical)<br />
*Media Type Code(Magazine, TV etc)<br />
*Currency code (of bookings)<br />
<br />
and strongly advisable columns ...<br />
<br />
*Vehicle Contact Name<br />
*Vehicle Contact Address (email/fax/tel etc)<br />
<br />
(was CONTACT NAME, CONTACT ADDRESS prior to Oct 2011)<br />
<br />
If bookings for all or most vehicles go via the supplier then put the contact details in the following columns instead.<br />
<br />
*Supplier Contact Name<br />
*Supplier Contact Numbers<br />
*Supplier Contact Email<br />
<br />
and optional columns ...<br />
<br />
*Notes (long text field covering anything of interest)<br />
*Deadline Days (number of days before ad appearance that booking is required)<br />
*Material Requirements (short text field to remind of materials required)<br />
*Day of Weeks (List of digits 1-7 where 1=Monday)<br />
<br />
and optional links to other systems ...<br />
<br />
*VEHICLE ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)<br />
*VEHICLE ALIAS CODE (the id, number or code of the vehicle for interfacing to other systems)<br />
<br />
Multiple other systems can be represented as follows. For example if a vehicle is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.<br />
<br />
*VEHICLE ALIAS SYSTEM 1: SAP<br />
*VEHICLE ALIAS CODE 1: 1235123<br />
*VEHICLE ALIAS SYSTEM 2: OLD<br />
*VEHICLE ALIAS CODE 2: DE767676<br />
<br />
...<br />
<br />
*SUPPLIER ALIAS SYSTEM (a codeword to identify the other system eg SAP, ORACLE, OLD etc.)<br />
*SUPPLIER ALIAS CODE (the id, number or code of the supplier for interfacing to other systems)<br />
<br />
Multiple other systems can be represented as follows. For example if a supplier is represented in a system called SAP by the code 1235123 and also in the old system by the code DE767676 then you would put the following information in the import file columns. The space before the 1,2 etc is mandatory but the colon must be omitted. The column name is not case sensitive.<br />
<br />
*SUPPLIER ALIAS SYSTEM 1: SAP<br />
*SUPPLIER ALIAS CODE 1: 1235123<br />
*SUPPLIER ALIAS SYSTEM 2: OLD<br />
*SUPPLIER ALIAS CODE 2: DE767676<br />
<br />
=== Adding "code" columns ===<br />
<br />
NEOSYS needs to know the "code" for all the "name" columns in the file. Once you have the above Sheet add "code" columns as follows. You can insert them just before their respective "name" columns.<br />
<br />
*Vehicle Code<br />
*Supplier Code<br />
<br />
Then use the following procedure to invent and fill in vehicle and supplier codes<br />
<br />
Assuming that there are at least some vehicles with separate suppliers (ie the name in the supplier column is not blank)<br />
<br />
#Sort by Supplier Name (Vehicles without separate suppliers will come last since their supplier column will be blank)<br />
#Invent and fill in UNIQUE Supplier Codes for those vehicle that have Suppliers (based on the Supplier Name of course)<br />
#Invent and fill in UNIQUE Supplier Codes for those vehicle that DO NOT have Suppliers (based on the Vehicle Name of course). *** NB As you are entering the first few letters of these codes, Excel will suggest existing codes from the previously entered Supplier codes. You MUST use the standard anti-duplication coding rules to invent non-duplicate codes.<br />
#Copy the supplier codes OF THE VEHICLES WITHOUT SUPPLIERS to the vehicle code column<br />
<br />
then<br />
<br />
#Sort the whole sheet by vehicle name. This will aid the invention of vehicle codes in the next step.<br />
#Invent and fill in UNIQUE vehicle codes FOR THE VEHICLES WITH SUPPLIERS (based on the vehicle name of course). *** NB As you are entering the first few letters of these codes, Excel will suggest existing codes from the previously entered (actually copies) vehicle codes. You MUST use the standard anti-duplication coding rules to invent non-duplicate codes.<br />
#Sort by Vehicle Code and ensure that you have not accidentally created duplicate vehicle codes<br />
<br />
then some more mandatory code columns<br />
<br />
*Market Code<br />
*Media Type Code<br />
*Currency Code<br />
<br />
Sort by Market Name then fill in VALID market codes that preexist in NEOSYS.<br />
<br />
Sort by Media Type Name then fill in VALID media type codes that preexist in NEOSYS.<br />
<br />
Sort by Currency Name then fill in VALID currency codes that preexist in NEOSYS.<br />
<br />
Save the file as C:\VEHICLE.TXT in tab delimited text format<br />
<br />
=== Preparing a file of suppliers to import ===<br />
<br />
Cut and paste the Supplier columns from the vehicle sheet into a new sheet.<br />
<br />
Remove duplicate suppliers (in Excel 2007 use Data, Remove Duplicates)<br />
<br />
Go back to the vehicle sheet and cut the vehicle codes and names (that DONT have suppliers - sort by supplier name to make this easy)<br />
<br />
Paste those vehicle codes and names into the new supplier code/name sheet at the END of the other suppliers. This makes vehicles into suppliers when they are their own supplier.<br />
<br />
Sort by Supplier code and ensure that there are no duplicate codes. If there are then start from the beginning again.<br />
<br />
Add a column called MEDIA NONMEDIA and fill all the rows with M (Media). Alternative are P for Non media (NB not "N"). This column is mandatory.<br />
<br />
Other columns that will be loaded if present in the file are:<br />
<br />
*SUPPLIER CONTACT NAME<br />
*SUPPLIER CONTACT NUMBERS (eg "Tel 777777/Fax 8888899/Mobile 999999")<br />
*SUPPLIER CONTACT EMAIL<br />
<br />
(was CONTACT NAME, CONTACT NUMBERS, CONTACT EMAIL prior to Oct 2011)<br />
<br />
Save the supplier sheet as C:\SUPPLIER.TXT in tab delimited text format<br />
<br />
=== Importing the suppliers file ===<br />
<br />
Import the suppliers before importing the vehicles. Do the actual import into a test database until you verify that all is ok.<br />
<br />
In NEOSYS Maintenance mode press F5 to get a command box<br />
<br />
First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate supplier codes in the file to be imported so check against that carefully BEFORE importing.<br />
<br />
IMPORTX C:\SUPPLIER.TXT SUPPLIERS<br />
<br />
Check that there are no errors and resolve any errors before continuing to do the actual import.<br />
<br />
IMPORTX C:\SUPPLIER.TXT SUPPLIERS (C)<br />
<br />
Get a List of Suppliers in the standard user interface to check that all have been loaded ok.<br />
<br />
=== Importing the vehicles file ===<br />
<br />
Import the suppliers before importing the vehicles. Do the actual import into a test database until you verify that all is ok.<br />
<br />
First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate vehicle codes in the file to be imported so check against that carefully BEFORE importing.<br />
<br />
IMPORTX C:\VEHICLE.TXT VEHICLES<br />
<br />
Check that there are no errors and resolve any errors before continuing to do the actual import.<br />
<br />
IMPORTX \VEHICLE.TXT VEHICLES (C)<br />
<br />
Get a List of Vehicles in the standard user interface to check that all have been loaded ok.<br />
<br />
== Configuring booking revision orders to be numbered like 999A, 999B, 999C etc. ==<br />
<br />
By default any revision to previously booked schedules in NEOSYS media system currently issues a booking order with a new number. To avoid new numbers, any revisions can have a suffix of A, B, C etc. with the original booking order number.<br />
<br />
Note: In versions of NEOSYS dated 18/7/2007 and onwards use the Configuration File instead of the following.<br />
<br />
F5<br />
<br />
ED DEFINITIONS AGENCY.PARAMS<br />
<br />
and set 80th line to 2 (or 3 to get booking order like scheduleno+revisionletter<br />
<br />
== Switching to have separate columns for discounts/charges ==<br />
<br />
F5<br />
<br />
ED DEFINITIONS AGENCY.PARAMS<br />
<br />
and change 5th line from 0 to 2<br />
<br />
== Removing the Client Name from Booking Orders ==<br />
<br />
To generally not show the client name on booking orders do this. This setting is only for clients which are not specifically marked as Agency or Direct.<br />
<br />
F5<br />
<br />
ED DEFINITIONS AGENCY.PARAMS<br />
<br />
and change 44th line to Y<br />
<br />
Y is equivalent to client type Agency. Anything else is equivalent to client type "Direct"<br />
<br />
Somewhat bizarrely client names always show on booking orders to vehicles with the word "OKAZ" in their name. The software really ought to have an option on the vehicle file to allow proper control by the users. This "show client name" option on the vehicle should probably take precedence over the client file and system parameters.<br />
<br />
== Configuring Standard Notes and Signatory for Media Booking Orders ==<br />
<br />
=== Per Media Type ===<br />
<br />
Files > Media Types File > Select Newspaper, Magazine or any other media.<br />
<br />
Various macros can be used to show who, when and where the order was created. However these may not be desired on the booking orders which are sent to suppliers. If they are not configured, then they are always available for inspection on the List of Booking Orders for verification.<br />
<br />
NB. Date and time is that of creation, which might not be the same as the order date if the user is authorised to override the order date.<br />
<br />
See [[Configuring_Document_Footers#List_of_macro_variables_available|List of macro variables available]]<br />
<br />
=== for all media types with no specific booking text ===<br />
<br />
Generally as for "per media type" instructions above but<br />
<br />
F5<br />
<br />
ED DEFINITIONS AGENCY.PARAMS<br />
<br />
line 59<br />
<br />
Press Ctrl+E to edit multiple lines and press F9 Esc esc to get out of editing multiple lines. Be careful that what you write is applicable to ANY media type.<br />
<br />
== Configuring the media accruals from the schedules ==<br />
<br />
NEOSYS creates the following automatic entries the moment a client is invoiced in the media system:<br />
<br />
Client A/c Dr <br />
Income A/c Cr <br />
<br />
Cost A/c Dr <br />
Accrual A/c Cr <br />
<br />
In the above set of entries, the Accrual A/c is credited with the amount of the cost and later when the supplier invoice is received, this amount is set off against it (i.e. the Accrual A/c is Debited and the Supplier A/c is credited). The Accrual A/c is created automatically by NEOSYS when the schedule is approved and is usually SCHXXXX (where XXXX is the schedule number - incase the schedule numbers are configured to start with an alphabet i.e. A1234 then the Accrual A/c will only be AXXX). Hence you would have several Accrual accounts in the system and would go in thousands depending on how many schedules are created.<br />
<br />
However there are some clients that do not wait for the supplier invoice to be received and directly offset the cost to the supplier a/c. In this case, the Vehicle File should have the Supplier a/c code (from the finance system) set in the Accrued Cost A/c No field. Once this is done, the entry would be as follows:<br />
<br />
Client A/c Dr <br />
Income A/c Cr <br />
<br />
Cost A/c Dr <br />
Supplier A/c Cr <br />
<br />
In the other scenario, some clients might not want several Accrual accounts and neither want the cost to go directly to the supplier a/c. Hence you can configure the system to post the accruals into a single accrual account which can be either be a single vehicle accrual account or a single supplier accrual account. For eg. ACCXXXX (where XXXX can be the vehicle or the supplier code).<br />
<br />
This can be configured in the media configuration file from Media > Files > Configuration File:<br />
<br />
[[Image:accrual.jpg]]<br />
<br />
If you need the Accrual account to be ACCXXXX (where XXXX is the vehicle code), then you need to assign %VEHICLE% in this file and if you need it to be ACCXXXX (where XXXX is the supplier code), you need to assign %SUPPLIER% in this file.<br />
<br />
== Configuring and Using Material Order Footings ==<br />
<br />
=== Configuring ===<br />
<br />
In the Media Configuration File, Material Order Footing enter some standard footing text.<br />
<br />
Optionally include macros like %1% %2% etc. as in the following example.<br />
<br />
[[image:materialorder1.jpg]]<br />
<br />
=== Entering Footing Notes ===<br />
<br />
In the Material Order screen, Footing Notes, enter one or more boxes of text as follows:<br />
<br />
[[image:materialorder2.jpg]] <br />
<br />
==== Examples of Output ====<br />
<br />
The first box of Footing Notes entered will be put in place of %1% in the configuration<br />
The second box of Footing Notes entered will be put in place of %2% in the configuration<br />
Etc.<br />
<br />
Any boxes of Footing Notes entered that do not have corresponding %1%, %2% macro in the footing configuration will be placed in a table ABOVE the configured footing.<br />
<br />
In the simplest case where there is no material order footing configured (or there are no %1%, %2% etc. macros in the configuration) then all the Footing Notes entered will simply appear at the bottom of the material order.<br />
<br />
[[image:materialorder3.jpg]]<br />
<br />
== Configuring Media Module Email Alerts ==<br />
<br />
In the following examples, "Manager STEVE" is just a user who has the necessary privileges to run the required reports and is probably a media supervisor.<br />
<br />
Options in all examples are (ROS) which ensure that alerts are created and or overwritten regardless of if the alert is already present or not.<br />
<br />
See [[Configuring_NEOSYS_Generally#Creating_Email_Alerts_in_NEOSYS|Creating Email Alerts in NEOSYS]]<br />
<br />
=== Alerttypes ===<br />
<br />
There is a fixed list of alert types which control what email is actually sent out.<br />
<br />
Alerttypes have optional following parameters which are position dependent. For example to email all unapproved magazines and newspapers ad to executives the alerttype+parameters would be:<br />
<br />
UNAPPROVED:M,N:TOEXEC<br />
<br />
but to do all media types put:<br />
<br />
UNAPPROVED::TOEXEC<br />
<br />
=== Pending Approvals ===<br />
<br />
Alerttype: "UNAPPROVED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC<br />
<br />
Example: Email alert of unapproved magazine and newspaper ads to manager STEVE at 9am and 4pm.<br />
<br />
CREATEALERT UNAPP01 MEDIA UNAPPROVED:M,N 9,16 STEVE (ROS)<br />
<br />
Example: Ditto emailed to executives, run as manager STEVE<br />
<br />
CREATEALERT UNAPP02 MEDIA UNAPPROVED:M,N:TOEXEC 9,16 STEVE (ROS)<br />
<br />
=== Pending Bookings ===<br />
<br />
Alerttype: "UNBOOKED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC<br />
<br />
Example: Email alert of unbooked magazine and newspaper ads to manager STEVE at 9am and 4pm.<br />
<br />
CREATEALERT UNBOOK01 MEDIA UNBOOKED:M,N 9,16 STEVE (ROS)<br />
<br />
Example: Ditto emailed to executives for their unbooked ads, run as manager STEVE<br />
<br />
CREATEALERT UNBOOK02 MEDIA UNBOOKED:M,N:TOEXEC 9,16 STEVE (ROS)<br />
<br />
=== Pending Materials ===<br />
<br />
Alerttype: "PENDINGMATERIAL:nn:yyy" where nn is the number of days prior warning to deadline and yyy may be TOEXEC (emailed to EXECS) or BYEXEC (merely sorted by executive).<br />
<br />
Example: Email alert to execs (TOEXEC) of all their materials with material deadline within the next seven days - run as manager STEVE at 8am 12noon 5pm.<br />
<br />
CREATEALERT MATPEN01 MEDIA PENDINGMATERIAL:7:TOEXEC 8,12,17 STEVE (ROS)<br />
<br />
Example: Email alert to manager STEVE of all materials with material deadline today (or overdue) at 8am 12noon 5pm<br />
<br />
CREATEALERT MATPEN02 MEDIA PENDINGMATERIAL:0 8,12,17 STEVE (ROS)<br />
<br />
Example: Testing. Manager STEVE to see what the executives are getting. (BYEXEC)<br />
<br />
CREATEALERT MATPEN03 MEDIA PENDINGMATERIAL:7:BYEXEC 8,12,17 STEVE (ROS)<br />
<br />
=== Pending Certifications ===<br />
<br />
Alerttype: "UNCERTIFIED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC<br />
<br />
Example: Email alert to both users JIM and JOAN of all uncertified magazine and newspaper ads. Run as manager STEVE at 9am and 4pm.<br />
<br />
CREATEALERT UNCERT MEDIA UNCERTIFIED:M,N 16 STEVE JIM,JOAN (ROS)<br />
<br />
=== Pending Invoicing ===<br />
<br />
Alerttype: "UNINVOICED:xxx:yyy" where xxx is a optional list of media types and yyy may be TOEXEC<br />
<br />
Example: Email alert to both users JIM and JOAN of all uninvoiced magazine and newspaper ads. Run as manager STEVE at 9am and 4pm.<br />
<br />
CREATEALERT UNINV MEDIA UNINVOICED:M,N 16 STEVE JIM,JOAN (ROS)<br />
<br />
Email alert to both users STEVE and JOAN by executive STEVE:<br />
<br />
CREATEALERT MEDIA UNINVOICED::BYEXEC 8 STEVE STEVE,JOAN,NEOSYS (ROS)<br />
<br />
=== Stop All Inactive Vehicles ===<br />
This is added automatically once for all new clients but then can be overridden (manually) or deleted at will using a similar CREATEALERT command<br />
<br />
Example: To stop all inactive vehicles (those with no ads appearing in the last 365 days), at 7am on the 14th of each month (i.e. regularly but not everyday)<br />
<br />
CREATEALERT INACTVEH MEDIA INACTIVEVEHICLES:365:S 7:14 NEOSYS (ROS)<br />
<br />
For Inactive Vehicles<br />
<br />
*S - Stop Inactive Vehicles (used at least once, but not recently)<br />
*U - Stop Unused Vehicles (never used vehicles)<br />
*SU - Both<br />
<br />
== Configuring exchange rates to show on media documents ==<br />
<br />
Show exchange rates field in Client and Brand file allows users to select whether they want the exchange rates to show on plan printout, schedule printout and client invoice when multiple currencies are involved. By default the exchange rate will not show.<br />
<br />
== Giving Production Executives (or other Groups) Access to Media Invoices ==<br />
<br />
In the Authorisation File:<br />
<br />
# In the Tasks section, sort the tasks alphabetically by the lock column (click on the column heading) and check that the code "AMI" is not used already for any lock code. We suggest the code AMI to remind us that this lock represents "access media invoices" - rather like AM is commonly used to represent "access media". If you choose any other code instead of AMI then substitute the code you decide on for AMI in the following instructions.<br />
# In the Tasks section, change the lock next to the MEDIA INVOICE ACCESS task to be AMI.<br />
# Add the key AMI to the list of keys for each of the user groups (not each of the users) that previously had access to media invoices (eg finance, media etc) and also include it in the list of keys for the user group for Production Executive (or other groups) that you wish to enable.<br />
# In the Users section, next to '''every''' user who is to have access to media invoices, use the popup to change the menu to be "Production Media" if they had "Production" before or to "Production Media Management" if they had "Production Management" before. Management gives them access to the billing analysis reports subject to further authorisations.</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Agency_FAQ&diff=5221Agency FAQ2014-12-07T11:47:55Z<p>Nikhil: /* Can I customise the format of NEOSYS documents? */</p>
<hr />
<div>== Can I migrate Media and/or Jobs data from OLD system to NEOSYS? ==<br />
<br />
As you already might have a management system in place for Media and/or Jobs or are doing the same word in Excel or Word, we are not going to look into migrating this information to NEOSYS as this information is outdated and will not make sense putting into a new specialized system like NEOSYS. We will allow this type of information to be stored separately in their existing structure for future reference and put all new information into NEOSYS (eg new media plans, schedules, jobs, estimates etc). i.e. if you decide to start off with NEOSYS on 1st of May, 2009; then you will do no more work in your old way and enter all new information into NEOSYS.<br />
<br />
==What are alias codes in NEOSYS?==<br />
<br />
Client and Brand, Supplier, Market, Currency, Media/Job Type and Vehicle Files have a field to enter "alias" codes which can be used to cross reference the same records in other systems external to NEOSYS.<br />
<br />
==Can I customise the format of NEOSYS documents?==<br />
<br />
NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders. You can do either or all of these:<br />
<br />
#Use any font name and/or size that appeals to you or your corporate image<br />
#Use a background colour that reflects your corporate image<br />
#Use a masthead or logo as the header along with address text<br />
#Customise your own set of terms and conditions for the footers<br />
#Customise the signatories name and designations which should appear<br />
<br />
The table of information/content (between the header and footer) in each of the document is generally set to a standard format which is widely used in the industry for many years. As NEOSYS is a ready-to-use solution, this table cannot be easily changed and helps maintain standardisation of NEOSYS across clients to provide for better customer service from the NEOSYS support team. However NEOSYS does try to accommodate any complex customisation requests on a one-to-one basis and this could involve an additional cost implication.<br />
<br />
==How to display artwork / creative / misc charges in a schedule to a client?==<br />
Full service agencies generally tend to provide clients with a single media schedule outlining the media vehicles proposed along with artwork, creative, misc charges related to this specific campaign. Some NEOSYS clients would create a media schedule separately and issue a job estimate for the artwork charges. This article will explain how to incorporate the media vehicles and artwork/other charges in a single schedule printout for client approval.<br />
<br />
=== Method 1 ===<br />
This method is suitable if we want to enter additional charges on a per ad basis.<br />
<br />
Such charges can be entered in the "Other" charges column on the media schedule data entry screen. If there are multiple charges, these could be entered separated with a forward slash. You can also enter text to indicate the type of charge.<br />
<br />
[[image:artworkusual.jpg|left|frame]]<br />
<br />
=== Method 2 ===<br />
This method is applicable if we have multiple ads/vehicles and want to show additional charges as a single amount.<br />
<br />
We use the following method:<br />
#Create a dummy vehicle called ARTWORK with an internal (dummy) supplier<br />
#Create a new line in the schedule using dummy artwork vehicle<br />
#Select any date and assign 1 ad to it so that the number of ads is 1 for this vehicle<br>[[image:artworkanydate.jpg]]<br><br />
#Enter gross unit cost in the bill column.<br />
#*Do not enter anything in the cost column<br>[[image:artworkvehicle.jpg|left|frame]]<br><br />
<br />
A printout of the above schedule will look like as follows:<br>[[image:artworkvehicleschdprint.jpg|left|frame]]<br><br />
<br />
== Can I resize images to use in letterhead for NEOSYS documents? ==<br />
<br />
=== Why cant you resize a nice large graphic of text down to the size required? ===<br />
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Many corporate logo files suffer less from the problem as long as they are simple in design, but very few are immune.<br />
<br />
Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or other image designer file.<br />
<br />
There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.<br />
<br />
Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.<br />
<br />
=== Why bother with getting the best quality? ===<br />
NEOSYS clients are in the advertising business so generally then need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.<br />
<br />
NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.<br />
<br />
===What is the problem technically? ===<br />
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.<br />
<br />
''' Example of Graphic correctly GENERATED to the desired size<br />
<br />
[[image:logoresize-1.jpg]]<br />
<br />
Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.<br />
<br />
[[image:logoresize-2.jpg]]<br />
<br />
''' Example of Graphic crudely RESIZED to the desired size<br />
<br />
LETS LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED<br />
<br />
Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop. It looks kind of ok to the untrained eye at 100% ... but not if you had a decent quality image to compare it with. <br />
<br />
[[image:logoresize-3.jpg]]<br />
<br />
Take a closer look -150% - not very smooth is it?<br />
<br />
[[image:logoresize-4.jpg]]<br />
<br />
at 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.<br />
<br />
[[image:logoresize-5.jpg]]<br />
<br />
lets go even closer 400% ... here we can see all kinds of grey mess even between the letters.<br />
<br />
[[image:logoresize-6.jpg]]<br />
<br />
''' Closer look at the correct GENERATED image<br />
<br />
Now lets look at the graphic that has been properly generated to the exact size desired ... from the original master design in Photoshop.<br />
<br />
It has a crisp and clean look about it.<br />
<br />
[[image:logoresize-7.jpg]]<br />
<br />
Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.<br />
<br />
[[image:logoresize-8.jpg]]<br />
<br />
[[image:logoresize-9.jpg]]<br />
<br />
at 400% the nature of shading to create illusion of smoothness is clear. It also become clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.<br />
<br />
[[image:logoresize-10.jpg]]<br />
<br />
[[image:logoresize-11.jpg]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Media_FAQ&diff=5220Media FAQ2014-12-07T11:47:41Z<p>Nikhil: /* How to display artwork / creative / misc charges in a schedule to a client? */</p>
<hr />
<div>==How do I get subtotals on a Media Diary?==<br />
In order to get subtotals at least one or more options in the Order field has to be selected. <br />
<br />
[[image:Mediadiaryfaq.jpg]]<br />
<br />
==What is a despatch status?==<br />
Despatch status can be the fax number, address, e-mail, date,representative name,etc or any other information regarding the despatch of a booking order or invoice generated from NEOSYS.<br />
<br />
===Where can I view the despatch status of the booking orders?===<br />
The despatch status can be viewed in the ‘despatch record’ column when generating a list of the booking orders.<br />
<br />
[[image:Viewingdespatchstatus.jpg]]<br />
<br />
===How can I enter or update the despatch status of existing booking orders?===<br />
You can enter the order despatch status in the New Despatch Status field when reprinting the old order from Media > Booking Orders > Old Orders<br />
<br />
[[image:Updatedespatchorder.jpg]]<br />
<br />
===Where can I view the despatch date of existing invoices?===<br />
The despatch date shows on the clients statement of account in the finance module. Before generating the client account statement select Despatch date in Options on the Statement of account page, this adds a Date Sent column in the client account statement which shows the despatch date.<br />
<br />
[[image:Despatchdatestatement.jpg]]<br />
<br />
===How can I enter or update the despatch date of existing invoices?===<br />
<br />
You can enter/update the order despatch status in the New Despatch Status field when reprinting the old Media Invoices<br />
<br />
[[File:Old med inv.jpg]]<br />
<br />
==How do I save an invoice proforma in NEOSYS?==<br />
When generating an invoice, select Save Proforma on the invoice formatting page.<br />
<br />
[[image:Mediainvoiceproforma.jpg]]<br />
<br />
==Where can I view saved invoice proformas?==<br />
To view saved invoice proformas go to Media > Invoices > Old Invoices/ Proformas and enter the proformas invoice number in the Invoice No. field.<br />
<br />
[[image:Invoiceproformas.jpg]]<br />
<br />
==How do I suppress free ads on the booking order?==<br />
On the New booking order page you can select the Suppress Free Ads option in order to not show the free ads on the booking order.<br />
<br />
[[image:Suppressfreeads.jpg]]<br />
<br />
It may be possible that for some reason the number of ads that you have charged the client for are more than the number of ads you actually booked with the vehicle supplier. NEOSYS allows you to enter this information in the system.<br />
<br />
For eg, you bill the client for 500 radio spots and place an order for only 400 actually. Now the agency can enter the number of ads as 500 in the schedule, 100 of which can be selected as 'free to agency' ads. If you do not want these 'free to agency' ads to show in the booking order you can select Suppress free ads when generating the order to prevent them from showing.<br />
<br />
==How to do free ads for digital media?==<br />
To enter Free Ads, we can put the Ads on a separate line and type a word like "FREE" in the discount column so that the net unit price of that line is zero, as follows:<br />
<br />
<br />
[[image:Free_Ads_Digital_Media.jpg]]<br />
<br />
==How do I cancel a booking order?==<br />
To cancel an issued booking order you can remove the appearance dates from the Dates calendar in the media schedule and click on Book to generate a media booking cancellation for the ads that have been removed from the Dates calendar. <br />
<br />
[[image:Bookingordercancel.jpg]]<br />
<br />
==How do I cancel an invoice?==<br />
To cancel an Invoice in media you need to:<br />
#Remove the dates from the date box<br />
#Click the INVOICE button at the top of the dates column (you will be asked to update the version number (say no) and save the schedule (say yes)<br />
#In the invoice creation screen don’t chose any options (except maybe enter the invoice date) and click "Proforma"<br />
#Check the Proforma is all OK then click Invoice<br />
#Don’t forget to post the invoice journals created<br />
<br />
==How do I issue a credit note for specific ads?==<br />
There are instances where a schedule can have multiple invoices and you would like to cancel the amount invoiced for only specific ads in these invoices. <br />
<br />
You can cancel invoices by issuing a Credit Note. To issue a Credit note, go to the New Media Invoices/Proformas page and select the "Credit Note" option under Invoice Type.<br />
<br />
To select specific ads in a schedule, you can use the Supplier and Vehicle filter on the New Media Invoices/Proformas page. This technique will help narrow down the selection to specific ads. <br />
<br />
Certification has no effect on the ads chosen in a Credit note and hence cannot be used as a filter to chose specific ads.<br />
<br />
==[[Schedule_file#Version_section|What is a version?]]==<br />
<br />
==How can I view historical changes made to a database record?==<br />
Each time a database record in NEOSYS is updated or modified; the system creates a new version of it and saves the record creating a trail of all previously edited versions linked to the most updated one. Whenever a database record is opened for viewing, the user will get a complete list of history of edits done on the record along with a link to each version. This will help the user to pull out historic edits on any single record.<br />
<br />
==How to save a schedule without doing any changes?==<br />
Follow the below steps to save a schedule without doing any changes or amending it:<br />
<br />
# Go to schedule and click on '''REFRESH''' in the "Exchange Rate Column".<br />
# Now hit F9 or click on save and neosys will allow you to save the schedule again without doing any changes/amendment.<br />
<br />
==How do I get subtotals on a schedule/plan printout?==<br />
In order for the subtotals to appear on the printout the schedule/plan lines have to be separated by a blank line.<br />
<br />
[[image:Subtotalsprintout.jpg]]<br />
<br />
The schedule printout will appear as:<br />
<br />
[[image:Subtotalsprintout2.jpg]]<br />
<br />
<br />
The invoice printout will appear as:<br />
<br />
[[image:Subtotalsprintout3.jpg]]<br />
<br />
==How do I insert new rows in the schedule?==<br />
Schedule lines can be added or removed conveniently by clicking on the '+' and '-' icons respectively. You can also do so by clicking on the Vehicle code field and press 'ctrl+n' (to add a line above the selected field) or the 'down arrow' key (to add a line below the selected field). When inserting a schedule row NEOSYS gives us various options.<br />
<br />
[[image:Mediascheduleinsertline.jpg]]<br />
<br />
==How do I issue one booking order for a vehicle from different schedules with multiple periods?==<br />
Once the multiple period schedule numbers are entered in the Schedule Code/No field by inserting extra lines select the vehicle you wish to book (will show automatically if only one vehicle in the schedule) and select the One combined order option. This would generate one single order for all the schedules even if they belong to separate periods.<br />
<br />
[[image:Multiperiodbooking.jpg]]<br />
<br />
==How do I issue separate booking orders for each vehicle in a schedule?==<br />
As the schedule number appears on the Schedule Code/No field the system will ask you which vehicles you wish to book considering the schedule has multiple vehicles. The system would generate an independent booking order for each of the vehicle.<br />
<br />
NOTE - even if one or more vehicles have the same supplier there will be a separate booking order for each vehicle.<br />
<br />
[[image:Massbooking.jpg]]<br />
<br />
==How do I issue one consolidated booking order for multiple vehicles?==<br />
You may need to send out one consolidated booking order comprising multiple schedules, vehicle and suppliers to an associate agency. Once you have entered the multiple schedule numbers and selected the required vehicle/vehicles select the One combined order option, this option would issue one consolidated booking order for all the vehicles.<br />
<br />
[[image:Consolidateorder.jpg]]<br />
<br />
==How to modify / add terms to Media Booking order?==<br />
To amend or to add the standard notes/terms at the bottom of booking orders, go to Media --> Files --> Media Type File<br />
<br />
The booking order notes are different for each media type - Magazines, Radio etc. so you must select the type of media that you want to change and do them all one by one.<br />
<br />
Click Open and select a media type.<br />
<br />
Enter the desire booking notes. There may be separate sections for English and other languages so you should consider changing the language in all sections. Each language sections starts something like %SPANISH% etc.<br />
<br />
Click Save<br />
<br />
[[image:Media type file.jpg]]<br />
<br />
==How do I create an airing certificate?==<br />
There are two ways.<br />
<br />
# If you want you want to certify all ads on one schedule (perhaps selected per supplier or vehicle), you can print any schedule in the style of a “Certificate” [[File:mediascheduleprint.jpg]]<br />
# If you want to certify ads in a one line per ad format, you can title any NEOSYS media diary report however you like eg “Airing Certificate”. NEOSYS media diary allows you to filter ads in many ways.<br>[[File:mediadiaryprint.jpg]]<br />
<br />
==How are ads certified automatically?==<br />
<br />
See [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Automatic_certification_by_importing_Ad_monitoring_data Automatic certification by importing Ad monitoring data]<br />
<br />
==How do I enter multilevel brands in the Client and Brand File?==<br />
<br />
Multilevel brands are represented by indenting the brand names. The number of spaces in indenting signifies the level of a particular brand. Enter the brands in the Client and Brand File as shown in the example below.<br />
<br />
In this example Level 1 brands are Mondelez International and Nestle. Notice the red highlight which indicates that Level 2 brand names Kraft, Cadbury, Wonka and L'oreal are indented by 1 space and the Level 3 brands like Capri Sun, Twirl, Nerds etc. are indented by 2 spaces. <br />
<br />
[[File:Sub-brands.jpg]]<br />
<br />
While searching for brands under the client, the list will show multilevel brands as shown below:<br />
<br />
[[File:Brandsselect.jpg]]<br />
<br />
==How do I enter multilevel clients in the Client and Brand File?==<br />
<br />
Multilevel clients can be entered in NEOSYS using the Client Group 1 and Group 2 fields in the Client and Brand File. <br />
<br />
'''Example:''' RAAD is a branch of TBWA and TBWA is a subsidiary of Omnicom Group.<br />
<br />
[[File:Client tree.jpg]]<br />
<br />
Screenshots below show how this multilevel client is setup in NEOSYS<br />
<br />
Client RAAD is linked to TBWA using the Client Group 2 field<br />
<br />
[[File:ML client 1.jpg]]<br />
<br />
Client and Brand File of TBWA lists RAAD and other similar group 2 members. TBWA is linked to OMGR by the Group 1 field<br />
<br />
[[File:ML client 5.jpg]]<br />
<br />
Client and Brand File of OMGR shows TBWA and similar subsidiaries.<br />
<br />
[[File:ML client 3.jpg]]<br />
<br />
==How do I stop a specific brand within Client and Brand file?==<br />
You can stop usage of brands on documents by putting the tag <STOP> in the brand name under the client and brand file:<br />
<br />
[[Image:Brands.jpg]]<br />
<br />
After doing so,user will get the following message if he selects this brand:<br />
<br />
[[Image:Stop error.jpg]]<br />
<br />
==How do I handle "Allow Over Plan" error?==<br />
'''Error:'''<br />
“Cannot save “REF###” because:<br />
YTD Planned Amount Exceeded (XXX)”<br />
If authorized, you may check the “Allow Over Plan” checkbox in the schedule heading”<br />
<br />
'''Explanation:'''<br />
<br />
This happens when the planned amount (in the media plan) for the brand and client is more less then the scheduled ie the schedule is in excess of the plan for that period.<br />
<br />
'''Solution:'''<br />
<br />
This is just a warning and you can avoid this message by clicking on allow over budget next to the company code section above.<br />
<br />
==How do I avoid getting 0 (zero) invoices to clients when amending cost to supplier after invoicing the client?==<br />
After invoicing a schedule, if you change any cost information (leaving the bill information intact) and issue a cost invoice (to create the relevant journal entries), the system will also issue a 0 (zero) invoice to the client.<br />
<br />
These zero invoices cannot be avoided and help to track any audit trail information. Either way the zero items do not appear on the outstanding statement so it shouldn't be a problem at all.<br />
<br />
(SB to please add more)<br />
<br />
==How to setup and operate the List of Materials Pending Delivery reports==<br />
To set up the List of materials pending see [[Configuring NEOSYS Media System]]<br />
<br />
There are two possible ways to get off from the list of pending list<br />
===From the Materials file===<br />
#Go to Menu > Media > Material > Materials File. To get the Material details on the screen enter the material code on the material number field. <br />
#Material code can be seen on the List of material pending delivery on the Original Schedule Column.<br />
#To get the material off from the pending list, enter the material code or enter anything in the material code field to indicate the delivery and save the file.<br />
<br />
===From the Schedule===<br />
#The material code can also be entered in the materials section on the bottom of the schedule file without going to the Material File.<br />
<br />
<br />
'''NOTE:''' When Materials from one schedule are reused on other schedules, then, to avoid duplicate materials records being generated in the material file by the secondary schedule, the original schedule no and material letter should be entered in the secondary schedule's material section.<br />
<br />
==How to change the currency on the cost line if wrongly entered?==<br />
All the currency on the cost line is taken from the vehicle file.<br />
<br />
Following are the steps to change the currency on the cost line if wrongly entered<br />
<br />
Go to the vehicle file and change the currency you want to show on the cost line in the schedule and save the file.<br />
<br />
Now go to the schedule and re-type the details in a new line and delete wrongly entered line.<br />
<br />
==How to view a weekly summary of scheduled ads for a brand?==<br />
<br />
Media schedules can consolidated and printed in the format of media plans by printing an empty dummy media plan (one with no lines). After creating such a empty dummy plan, printing it results in the plan printout being dynamically "reverse engineered" on the fly from whatever approved media schedules are currently in the system for the same brand and period as the empty plan. <br />
<br />
The plan printout currency is always base currency currently regardless of whatever currency you put on the dummy plan.<br />
<br />
<br />
'''Steps:'''<br />
#Create an EMPTY plan for the desired period and brand that you want.<br>(''Note'' - You only need do this once)<br>[[file:createemtpyplan.jpg|center|frame|How to create empty plan]]<br><br />
#Go to Menu > Media > Plans > Plan Printout<br>[[file:menumediaplanplanprintout.jpg|center|frame|How to generate detailed summary report]]<br><br />
#Select Type: Weekly (Select time and details columns if you want them)<br>[[file:createdetailedsummaryrpt.jpg|center|frame|How to generate detailed summary report]]<br><br />
#Click Print/Send<br />
<br />
==How to display language, frequency and circulation for a vehicle ?==<br />
Currently there are two ways for displaying this information – <br />
#Using vehicle notes <br />
#*Adding the information into the VEHICLE FILE NOTES field which it great if you use the same vehicle on many schedule lines. Notes at the bottom of the schedule work best in this scenario.<br>Eg: A schedule with 20 lines but only 5 vehicles .. the information is best places as three lines of notes in the footing.<br>Alternatively you can add the information at the vehicle name in abbreviated fashion. <br>[[image:vehiclenotes.jpg]]<br><br />
#Using vehicle names<br />
#*Adding the information to the name means that the information shows wherever the name shows which ends up pretty good eg on billing analysis report too. It allows any type of information to be shown without adding lots of custom columns which vary tremendously per media type, client and market. <br>[[image:vehiclename.jpg]]<br><br />
<br />
== Suppressing day and date of vehicle program from appearing on schedule printout and invoice ==<br />
If you do not wish to display the day and date on this schedule or on the invoice you can refer to the following procedure:<br />
#In Schedule File<br />
#*Leave the dates blank <br />
#*Enter the Number of Ads directly <br>[[image:leavedatesblankschedule.jpg]]<br><br><br />
#While printing the schedule<br />
#*Select List option under Date Format <br />
#*Deselect “Check Numbers” option <br />
#*Click on Print/Send <br>[[image:deselectcheckno.jpg]]<br><br><br />
#While printing the invoice<br />
#*Select All Ads under Certified/All <br />
#*Select List option under Date Format <br />
#*Deselect “Check Numbers” option <br />
#*Click on Create Invoice <br>[[image:invoicechecknumber.jpg]]<br><br><br />
<br />
==Why can I not view the booking order for an ad which is moved to a different date?==<br />
While moving an ad to a different date, we first remove the existing ad from the date on which is scheduled. <br />
<br />
In this process, all information related to the ad is lost i.e. booking order no. /certificates / supplier invoice no. / invoice no. etc<br />
<br />
This happens irrespective of whether the schedule is saved or not.<br />
<br />
In a specific example below, we can notice this happening when we try to enter the supplier invoice number for an ad which has been moved.<br />
<br />
=== Example ===<br />
#We schedule an ad for the 25th of a May & Book it <br>[[image:supp-1.jpg]]<br><br><br />
#We move the ad to 30th of May <br>[[image:supp-2.jpg]]<br><br><br />
#We move it back to the 25th of May <br>[[image:supp-3.jpg]]<br><br><br />
#While trying to enter the supplier invoice number for that ad, we now notice that although the Schedule file shows a booking order no. the Supplier invoice file does not reflect the same. <br>[[image:supp-4.jpg]]<br><br />
<br />
==How to certify ads?==<br />
<br />
In NEOSYS when an ad is certified it means the ad has appeared. It is just a way to differentiate between the ads that have appeared from the ones that have not yet appeared. When we click on ‘certify’ the number of ads with details would appear and we can use a number or a letter (eg X,12) below the Certificate/ Voucher no. to signify that the ad is certified.<br />
<br />
'''''NOTE ''''' - in case of magazines and newspapers most agencies use the page number on which the ad has appeared.<br />
<br />
[[image:certify.jpg]]<br />
<br />
As we can see above in the image the letter 'x' is used as the certificate number. Certification can be done per ad and we also have the option of issuing the invoice directly after certifying the ad.<br />
<br />
==How to uncertify ads?==<br />
To uncertify ads you need to select the certificate file:<br />
<br />
#Goto Menu -> Media -> Certificates -> Certificate / Voucher File <br> [[image:uncertify-1.jpg]] <br> <br><br />
#Enter the schedule number<br />
#*Select Yes for certified<br />
#*Select search all <br> [[image:uncertify-2.jpg]] <br> <br><br />
#A list with all the certified ads on that schedule is displayed. <br />
#*You can remove the details entered in field. <br />
#*Select certify, this will uncertify the ad on the schedule.<br> [[image:uncertify-3.jpg]] <br> <br><br />
<br />
==Why are Certified Ads displayed as Uncertified in Media Progress Summary?==<br />
====Causes====<br />
* When an Ad is certified as Wrong Ad. For further information see [[Using NEOSYS Media System#Processing List of Wrong Ads | Processing List of Wrong Ads]]. <br />
* Numbers like '000000' or '0' are entered as Certificate/Voucher No.<br />
In both the above cases the Ads are certified as Wrong and hence don't appear in the Media Progress Summary. This issue comes up only in media progress summary. In all other Media Diary Reports the Wrong Ads do not show up as uncertified Ads.<br><br> [[image:Adwrong.jpg]] <br> <br> <br> [[image:MPSum.jpg]] <br> <br> [[image:MediaDiary1.jpg]] <br><br><br />
<br />
==How to stop the Client Name from being displayed on the Booking Orders?==<br />
NEOSYS can be configured, to NOT show the client name on the booking orders, as follows:<br />
<br />
#The option to show Client Name on Orders should be set to "NO" in the Media Configuration File <br> [[image:bo-client-no.jpg]]<br> <br><br />
#The option to show Client Name on Orders should be set to "NO" in the supplier file <br> [[image:bo-supp.jpg]] <br> <br><br />
#The client should be marked as AGENCY in stead of direct in the Client & Brand File. <br> [[image:bo-direct.jpg]] <br> <br><br />
<br />
==Why is the Media Diary Report showing unexpected results?==<br />
=== Problem ===<br />
The Media Diary report is unreliable if it is generated while users are updating the system.<br />
<br />
For example, <br />
#Media diary gives wrong details for schedules that were not updated during the time the report was requested for.<br />
#Media diary gives 3 different reports for the same options entered in a time frame of 30 to 60 minutes without running the command [http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Media_System#Run_CREATEADS| CREATEADS].<br />
<br />
=== Possible Cause ===<br />
This issue occurs because there were interrelated files that were being updated during the time the report was requested for.<br />
<br />
While generating the media diary, NEOSYS searches for various combinations like:<br />
*Vehicle & Date<br />
*Brand & Date etc<br />
<br />
When a user updates the system, various inter-related files are frozen and the data related to those files will not appear in the report.<br />
<br />
=== Solution ===<br />
While we are working on a fix for this issue in NEOSYS.<br />
<br />
A workaround to get reliable and accurate reports is to generate a report from the test dataset.<br />
The test dataset is a copy of the live date from the previous day.<br />
This report will not have real time data but will be more reliable as the chances of users updating the test dataset are very low.<br />
<br />
If users insist that they want reports in real time then they should accept that the reports will be unreliable as NEOSYS cannot freeze many user windows for some users to take real time reports.<br />
<br />
When more data is updated into the system then the old report needs to be discarded and new report needs to be generated.<br />
<br />
Thus NEOSYS recommends that media diary reports should be generated when users are not updating the system.<br />
<br />
==Why is the invoice/ booking order showing dates like April 2013 even though the schedule contains ads only for October 1 and 10?==<br />
[[image:outdoormediainvoice.jpg|1200x450px]]<br />
<br />
=== Problem Explained ===<br />
The reason why the booking order / invoice is showing dates like April 2013 even though the schedule only contains ads for Oct 1, 2012 and Oct 10, 2012 is because NEOSYS is showing dates FROM – UPTO (see the dash?) as is a common requirement for Outdoor Media. This is caused because of entering data like “xxxxxx,999 xxxx” in the specification field for media type Outdoor.<br />
<br />
[[image:outdoormediaschedule.jpg|1200x450px]]<br />
<br />
<br />
=== Solution ===<br />
Don’t put anything like “xxxxxx,999 xxxx” in the specification for media type “outdoor/out of home” unless you want to indicate a NUMBER OF DAYS OR NUMBER OF WEEKS, NUMBER OF MONTHS ETC<br />
<br />
For example, use a dash instead of a comma … “xxxxxx - 999 xxxx”<br />
<br />
[[image:outdoormediaproperschedule.jpg|1200x450px]]<br />
<br />
[[image:outdoormediaproperinvoice.jpg|1200x450px]]<br />
<br />
==Why is the total number of ads shown in schedule not matching with the ads with dates in schedule?==<br />
<br />
[[image:noa_dates.jpg|1200x450px]]<br />
<br />
<br />
This happens only when the user manually changes the No of Ads in the schedule. In such situations, while trying to save the schedule, the system prompts the user with the following warning message. The schedule can be saved only if the user saves the schedule despite the warning.<br />
<br />
<br />
[[image:noa_save.jpg|1200x450px]]<br />
<br />
<br />
Also while trying to invoice such a schedule, the system again prompts the user to correct the schedule date or skip checking numbers. Only if the user manually changes the option to Check Numbers:No, the invoice can be generated.<br />
<br />
<br />
[[image:noa_invoicing.jpg|1200x450px]]<br />
<br />
<br />
In the media diary of such schedules, every row represents one of the ads that have a date. However the total of Paid Ads Bill shows the total number of ads that have been paid for (this includes the ads without dates). Similarly, the total of Bill Amount shows the total bill paid by the client for ALL the ads in the schedule.<br />
<br />
<br />
[[image:noa_mediadiary.jpg|1200x450px]]<br />
<br />
==How do I get payment status details on media diary reports?==<br />
The payment details columns are suppressed from the media diary reports by default but will show if you select one or more payment status filter options. If you select "All" then you get all ads (which is the same as if don’t make any selection), but you will get the payment details columns.<br />
<br />
[[File:Mediadiarypaymentoption.jpg]]<br />
<br />
==What can go on a consolidated booking order?==<br />
NEOSYS allows you put place many periods and many media (vehicles) on a single schedule. It does not however allow multiple brands on one schedule. Despite this, in order to facilitate monthly invoicing, it is common to enter a media schedule (plan) for a single brand for a single month for one or more media vehicles.<br />
<br />
Therefore in some cases you might wish to combine more than one schedule into a single booking order.<br />
<br />
=== Common examples ===<br />
<br />
You could book many brands on one booking order. If a client has many brands then you might wish to book all at the same time.<br />
<br />
You could book many media on one booking order. If a supplier has many media then you might wish to book all at the same time.<br />
<br />
You could book many periods on one booking order.<br />
<br />
Any combination of the above.<br />
<br />
=== Rare examples ===<br />
<br />
You could book many clients on one booking order. If the media is special or you have a group of clients that are associated and should be booked as a group.<br />
<br />
You could book many suppliers on one booking order. It is hard to imagine where this would be useful.<br />
<br />
You may also refer<br />
<br />
[[Media_FAQ#How_do_I_issue_one_booking_order_for_a_vehicle_from_different_schedules_with_multiple_periods.3F|How do I issue one booking order for a vehicle from different schedules with multiple periods]]<br />
<br />
[[Media_FAQ#How_do_I_issue_one_consolidated_booking_order_for_multiple_vehicles.3F|How do I issue one consolidated booking order for multiple vehicles?]]<br />
<br />
==How do I upload a scanned copy of an ad that appeared to the Certificate File? ==<br />
While certifying each ad users can upload the scanned copy of the appeared ad using material option. These images can be later viewed in their respective schedules by selecting the image button.<br />
<br />
(1) Click on the materials icon<br />
<br />
(2) Browser for the scanned image<br />
<br />
(3) Upload the image<br />
<br />
[[image:cert1.jpg]]<br />
<br />
== How to get Broadcast Orders/Play Lists ==<br />
<br />
See Broadcast Order on the Schedules menu. This will come better once the proper tv bookings per break data entry is done.<br />
<br />
==How do I enter Loading such that a portion of it is not shown to the client?==<br />
<br />
"|" can be used as a separator for Loading details that need not be shown to the client. <br />
<br />
In Media Schedules, when a Loading is entered containing "|", only the portion BEFORE the "|" is reflected in Schedule Printouts and Invoices.<br />
<br />
However, the ENTIRE Loading details (BOTH before and after the "|") is reflected in Booking Orders. <br />
<br />
Similarly, in Plans, Media Plans show only the portion BEFORE the "|". But Cost Plans will show ONLY the portion after the "|" (not BOTH).<br />
<br />
<br />
[[File:Loading.jpg|1000px]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=System_Configuration_File&diff=5210System Configuration File2014-12-03T06:53:54Z<p>Nikhil: /* Email Domains */</p>
<hr />
<div>[[image:Sysconfigfileimg.jpg]]<br />
==Scope==<br />
'''<br />
• All Installations <br />
<br />
• Current Installation (default) <br />
<br />
• Current Database''' <br />
<br />
You can configure most items at the above “scopes”. Any item configured on higher/broader scope has priority over the same item on a lower/narrower scope. <br />
Assigning higher priority to higher/broader scopes allows us to override any and all individual installations/databases configurations with a particular configuration of our choosing. However it does not allow us to set a default configuration for all installations/databases and then separately configure each one where desired. That would require NEOSYS to assign priority to lower/narrower scopes – which it doesn’t do. <br />
<br />
==General==<br />
===System ID=== <br />
<br />
When upgrading older NEOSYS systems, System ID is automatically obtained from the username part of the smtp email sender.<br />
<br />
For new installations, in NEOSYS Support Menu, enter the System ID in the System Configuration File.<br />
<br />
System ID should be around 5 to 20 lowercase alphanumeric characters (only a-z and 0-9)<br />
<br />
The ID should be sufficient to *very quickly* identify the client from all other NEOSYS clients. Abbreviations should not be invented or used unless INSTANTLY RECOGNISABLE. Understandable partial names may be better - eg promoaction instead of patdadddb. The fact that an accepted abbreviation exists does not count - it is acceptable only if the client is primarily known by the same abbreviation. Remember that the objective is to avoid the difficulty that the support staff face in figuring out what some abbreviations mean.<br />
<br />
For example if the Client is called "TBI - The Big Idea" use the code bigidea and not TBI.<br />
<br />
If this stage is omitted, the server name will be used which is often not ideal being something like neosys, server, neosys-server etc.<br />
<br />
All processes will automatically restart within 10 seconds and then use the new configuration. <br />
<br />
===Notes===<br />
<br />
Any additional notes can be entered.<br />
<br />
===User Time zone=== <br />
<br />
Configure time zone of the the client<br />
<br />
===Email Domains=== <br />
Only the domains configured here are allowed when entering email IDs for new users in the Authorisation File.<br />
This restricts new users created in the Authorisation File, to only those who have an email ID with a domain specified in this field. <br />
<br />
Generally the client company domain is entered here so that list of users can be restricted to only people with company registered emails<br />
<br />
===IP numbers===<br />
<br />
Restrict access to specific IP numbers or IP ranges for ALL users by entering it in this field.<br />
<br />
Enter an asterisk to allow access for ALL users from ANY IP address. This is useful for example when a client is hosted on NEOSYS server and client location has a dynamic IP. It will not be possible to restrict the clients by IP since they have dynamic IP and this applies to all users, hence put an asterisk in the IP numbers field.<br />
<br />
This configuration is overridden if IP restrictions are placed in the Authorisation File by user group. See [http://userwiki.neosys.com/index.php/Authorisation_File#Access_restriction_by_IP_No. Access Restriction by IP in Authorisation File]<br />
<br />
E.g. As shown below, enter the IP detail under Restrictions to restrict access and allow only from the IP range 195.229.241.* for all users<br />
<br />
[[IMAGE:IPADDRESSRANGES.JPG]]<br />
<br />
==System Generated Email==<br />
<br />
===Alert email Addr(s)===<br />
<br />
Enter the email IDs to which backup alert messages are sent.<br />
<br />
===Log Email Addr(s)===<br />
<br />
Enter the email IDs to which the new log records are sent. <br />
<br />
===Sender Email Address===<br />
<br />
Allows you to define what would be the sender’s email ID in automated mails sent from the system configuration file.<br />
<br />
===SMTP Hostname===<br />
<br />
Hostname of the email server e.g. mailout.neosys.com<br />
<br />
===SMTP PORT=== <br />
<br />
Port No. on which the email server listens e.g. 2500<br />
<br />
===Username/Password=== <br />
<br />
Required for mail servers that are not owned by NEOSYS. See [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Solving_NEOSYS_smtp_server_failure Using Client SMTP server]]<br />
<br />
===Web Address and Description===<br />
<br />
Add Web Addresses which are given to users to access NEOSYS via the web. The web URL available in New User Account creation emails is picked up from this configuration.<br />
<br />
Multiples URLs can be added in the configuration if required e.g. if the database must be accessed locally and remotely. Use the description field to describe individual links.<br />
<br />
The first web URL in the configuration serves as address for hyperlinks in the Timesheet Approver email.<br />
<br />
==Automated Backup==<br />
===Backup Time:===<br />
Define the time for backup to take place. If left blank, it assumes default backup time (1.00 AM). <br />
<br />
===Backup Drive (eg F: )===<br />
Define the drive to which the NEOSYS backup is done.<br />
<br />
===Uploads===<br />
Define the drive to which the uploaded files should backup. Putting a 0 will disable backup of the uploaded files, else by default the uploaded files will be backed up to the drive mentioned in the backup drive field.<br />
<br />
===Backup on Day:===<br />
Configure scheduled days for backup. If none of the days are checked, backup will be done on all days by default.<br />
<br />
==Style==<br />
===Screens and Reports===<br />
Specifies whether the changes in Font Style apply to the text in screen or to the text in reports.<br />
<br />
===Font name, Font size%, Body color, Heading color===<br />
Allows you to choose a Font type, Font size and colour of the text. <br />
<br />
===Signature===<br />
Specifies where the signature image should be added in document footings.<br />
<br />
==Databases==<br />
===Database code===<br />
Enter the databases code available in the installation to setup number of processes, automatic backup and copy for that particular database code <br />
<br />
===Number of Processes Required===<br />
Configure number of process required to automatically startup<br />
<br />
===Automatic Backup===<br />
Checkox to enable automatic backup which happens at backup time and backup drive specified above in the System Configuration file<br />
<br />
===+Automatic Copy to===<br />
Checkbox to enable copying of live database to test database nightly. Specify the TEST database code to which Live is copied<br />
<br />
===Copy now===<br />
Copy live database to test database on demand</div>Nikhilhttps://userwiki.neosys.com/index.php?title=System_Configuration_File&diff=5206System Configuration File2014-11-30T07:35:20Z<p>Nikhil: /* Web Address and Description */</p>
<hr />
<div>[[image:Sysconfigfileimg.jpg]]<br />
==Scope==<br />
'''<br />
• All Installations <br />
<br />
• Current Installation (default) <br />
<br />
• Current Database''' <br />
<br />
You can configure most items at the above “scopes”. Any item configured on higher/broader scope has priority over the same item on a lower/narrower scope. <br />
Assigning higher priority to higher/broader scopes allows us to override any and all individual installations/databases configurations with a particular configuration of our choosing. However it does not allow us to set a default configuration for all installations/databases and then separately configure each one where desired. That would require NEOSYS to assign priority to lower/narrower scopes – which it doesn’t do. <br />
<br />
==General==<br />
===System ID=== <br />
<br />
When upgrading older NEOSYS systems, System ID is automatically obtained from the username part of the smtp email sender.<br />
<br />
For new installations, in NEOSYS Support Menu, enter the System ID in the System Configuration File.<br />
<br />
System ID should be around 5 to 20 lowercase alphanumeric characters (only a-z and 0-9)<br />
<br />
The ID should be sufficient to *very quickly* identify the client from all other NEOSYS clients. Abbreviations should not be invented or used unless INSTANTLY RECOGNISABLE. Understandable partial names may be better - eg promoaction instead of patdadddb. The fact that an accepted abbreviation exists does not count - it is acceptable only if the client is primarily known by the same abbreviation. Remember that the objective is to avoid the difficulty that the support staff face in figuring out what some abbreviations mean.<br />
<br />
For example if the Client is called "TBI - The Big Idea" use the code bigidea and not TBI.<br />
<br />
If this stage is omitted, the server name will be used which is often not ideal being something like neosys, server, neosys-server etc.<br />
<br />
All processes will automatically restart within 10 seconds and then use the new configuration. <br />
<br />
===Notes===<br />
<br />
Any additional notes can be entered.<br />
<br />
===User Time zone=== <br />
<br />
Configure time zone of the the client<br />
<br />
===Email Domains=== <br />
Enter allowed domains. This restricts new users created in the Authorisation File to only those who use the domains specified in this field. <br />
Generally the client company domain is entered here so that list of users can be restricted to only people with company registered emails<br />
<br />
===IP numbers===<br />
<br />
Restrict access to specific IP numbers or IP ranges for ALL users by entering it in this field.<br />
<br />
Enter an asterisk to allow access for ALL users from ANY IP address. This is useful for example when a client is hosted on NEOSYS server and client location has a dynamic IP. It will not be possible to restrict the clients by IP since they have dynamic IP and this applies to all users, hence put an asterisk in the IP numbers field.<br />
<br />
This configuration is overridden if IP restrictions are placed in the Authorisation File by user group. See [http://userwiki.neosys.com/index.php/Authorisation_File#Access_restriction_by_IP_No. Access Restriction by IP in Authorisation File]<br />
<br />
E.g. As shown below, enter the IP detail under Restrictions to restrict access and allow only from the IP range 195.229.241.* for all users<br />
<br />
[[IMAGE:IPADDRESSRANGES.JPG]]<br />
<br />
==System Generated Email==<br />
<br />
===Alert email Addr(s)===<br />
<br />
Enter the email IDs to which backup alert messages are sent.<br />
<br />
===Log Email Addr(s)===<br />
<br />
Enter the email IDs to which the new log records are sent. <br />
<br />
===Sender Email Address===<br />
<br />
Allows you to define what would be the sender’s email ID in automated mails sent from the system configuration file.<br />
<br />
===SMTP Hostname===<br />
<br />
Hostname of the email server e.g. mailout.neosys.com<br />
<br />
===SMTP PORT=== <br />
<br />
Port No. on which the email server listens e.g. 2500<br />
<br />
===Username/Password=== <br />
<br />
Required for mail servers that are not owned by NEOSYS. See [[http://techwiki.neosys.com/index.php/Troubleshooting_NEOSYS_Generally#Solving_NEOSYS_smtp_server_failure Using Client SMTP server]]<br />
<br />
===Web Address and Description===<br />
<br />
Add Web Addresses which are given to users to access NEOSYS via the web. The web URL available in New User Account creation emails is picked up from this configuration.<br />
<br />
Multiples URLs can be added in the configuration if required e.g. if the database must be accessed locally and remotely. Use the description field to describe individual links.<br />
<br />
The first web URL in the configuration serves as address for hyperlinks in the Timesheet Approver email.<br />
<br />
==Automated Backup==<br />
===Backup Time:===<br />
Define the time for backup to take place. If left blank, it assumes default backup time (1.00 AM). <br />
<br />
===Backup Drive (eg F: )===<br />
Define the drive to which the NEOSYS backup is done.<br />
<br />
===Uploads===<br />
Define the drive to which the uploaded files should backup. Putting a 0 will disable backup of the uploaded files, else by default the uploaded files will be backed up to the drive mentioned in the backup drive field.<br />
<br />
===Backup on Day:===<br />
Configure scheduled days for backup. If none of the days are checked, backup will be done on all days by default.<br />
<br />
==Style==<br />
===Screens and Reports===<br />
Specifies whether the changes in Font Style apply to the text in screen or to the text in reports.<br />
<br />
===Font name, Font size%, Body color, Heading color===<br />
Allows you to choose a Font type, Font size and colour of the text. <br />
<br />
===Signature===<br />
Specifies where the signature image should be added in document footings.<br />
<br />
==Databases==<br />
===Database code===<br />
Enter the databases code available in the installation to setup number of processes, automatic backup and copy for that particular database code <br />
<br />
===Number of Processes Required===<br />
Configure number of process required to automatically startup<br />
<br />
===Automatic Backup===<br />
Checkox to enable automatic backup which happens at backup time and backup drive specified above in the System Configuration file<br />
<br />
===+Automatic Copy to===<br />
Checkbox to enable copying of live database to test database nightly. Specify the TEST database code to which Live is copied<br />
<br />
===Copy now===<br />
Copy live database to test database on demand</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Schedule_file&diff=5205Schedule file2014-11-27T11:55:55Z<p>Nikhil: /* Client */</p>
<hr />
<div>== Quick notes ==<br />
<br />
=== Menu Location ===<br />
<br />
Using the mouse: Menu > Media > Schedules > Schedule File<br />
<br />
Using the keyboard: Alt+M, M, S, S<br />
<br />
=== Easy Reference ===<br />
{{Quick Reference}}<br />
<br />
== How it works ==<br />
=== Section 1 ===<br />
==== Schedule no. ====<br />
<br />
[[File:ScheduleFileSection1.jpg|frame|100px|Section 1]]<br />
<br />
Reference number to access schedule.<br />
<br />
Create new schedule or Open an existing schedule. <br />
<br />
The schedule number can either be generated automatically or manually entered (See [[Using_NEOSYS_Media_System#Schedule_Numbering_methods|Schedule Numbering]])<br />
<br />
The system gives us the option to Create a new schedule or Copy from an existing schedule/plan.<br />
<br />
==== Period ====<br />
Period for which ads are scheduled. Shows the current month and year by default. <br />
<br />
Enter the period for which Schedule is created.<br />
<br />
==== Start date & Stop date ====<br />
The start and end date of the ad campaign. These fields show First and Last day of Month for which schedule is created.<br />
<br />
Select the desired Start and End Dates.<br />
<br />
You can book for a maximum of 365 days at a stretch.<br />
<br />
=== Section 2 ===<br />
[[File:ScheduleFileSection2.jpg|frame|100px|Section 2]]<br />
<br />
==== Brand ====<br />
Shows Product name of Schedule.<br />
<br />
{{Open Search Create|brand}}<br />
<br />
==== Client ====<br />
Client company to which Brand belongs to. <br />
<br />
This info is populated automatically after the brand is selected. Info is obtained from client name field in the Client and Brand file.<br />
<br />
==== Campaign ====<br />
Name of Marketing/Advertising Campaign.<br />
<br />
==== Market ====<br />
Target Market for Campaign. <br />
<br />
{{Open Search Create|market}}<br />
<br />
==== Currency ====<br />
Invoicing Currency.<br />
<br />
This field is updated automatically from client record in the Client and brand file. If no currency is mentioned in the client record it is updated automatically with the base currency.<br />
<br />
=== Section 3 ===<br />
[[File:ScheduleFileSection3.jpg|frame|100px|Section 3]]<br />
<br />
==== Proposed ====<br />
Date at which the ad campaign was proposed.<br />
<br />
Default value is current date.<br />
<br />
==== (Proposal) No. ====<br />
Current Proposal version no.<br />
<br />
Proposals are user controlled versions. You may send revised proposals to the client and NEOSYS allows you to keep track of all the proposals generated by saving them under different proposal numbers. <br />
<br />
The first time a schedule is saved, proposal number is 1. Every time a schedule is saved you have the option of updating the schedule to a new proposal number and hence keep an audit trail of all changes made to the schedule.<br />
<br />
==== Approval date ====<br />
Date at which the campaign is approved. <br />
<br />
A schedule has to be approved for it to be booked. <br />
<br />
If an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically (after prompting the user) with the current date.<br />
<br />
==== Booked & Invoiced ====<br />
Dates at which the schedule is fully booked and invoiced. <br />
<br />
Dates are updated automatically when the schedule is booked and invoiced.<br />
<br />
=== Section 4 ===<br />
[[File:ScheduleFileSection4.jpg|frame|100px|Section 4]]<br />
<br />
==== Client Order No. ====<br />
Shows the client purchase order number, if any. This has to be entered manually and appears on the schedule and invoice printout.<br />
<br />
==== Company Code ====<br />
Company of the schedule creator. <br />
<br />
{{Open Search|company}}<br />
<br />
In case of a single company this is updated automatically and if there are multiple companies it has to be entered manually.<br />
<br />
==== Executive ====<br />
Shows current Schedule Owner's Name. <br />
<br />
Default name that appears is as entered in the Client and Brand file of the selected brand. For more info see [http://userwiki.neosys.com/index.php/Client_%26_Brand_File#Executive Executive in Client and Brand File]<br />
<br />
If no executive name is entered in the client and brand record this is updated with the current user's User code as shown in the User details page in NEOSYS.<br />
<br />
==== Attention ====<br />
Shows Client Representative's Name.<br />
<br />
''Note-'' Field is updated automatically from client record in the Client and brand file.<br />
<br />
==== Job No. ====<br />
Shows job no. of related job.<br />
<br />
{{Open Search Create|job no.}}<br />
<br />
By entering Job No. we can link the schedule to the job. This also helps us to print corresponding job no. on various schedule printouts.<br />
<br />
=== Section 5 ===<br />
[[File:ScheduleFileSection5&6.jpg|1050px|Section 5]]<br />
<br />
==== Media Vehicle ====<br />
Shows media vehicle to be booked. <br />
<br />
{{Open Search Multiple|vehicle}}<br />
<br />
==== Specifications ====<br />
Shows the vehicle specifications booked. <br />
<br />
{{Open Search|specifications}}<br />
<br />
==== Loading ====<br />
Shows the vehicle loading specifications booked. Loading specification is a premium specification being booked.<br />
<br />
Either enter a loading specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down <br />
<br />
The Specification and Loading fields are directly linked to the rate cards. Assuming the rate cards have been entered in NEOSYS, the cost of the ad and the loading charges are automatically calculated by the system based on the size of the ad which is then entered in the bill and cost section.<br />
<br />
"Loading" field is optional and can be configured not to appear in Media Configuration File. See [http://userwiki.neosys.com/index.php/Media_Configuration_File#Ratecards_may_have_Loading Configure Loading in Media Configuration File]<br />
<br />
====Position/program====<br />
==== Dates ====<br />
Shows planned ads on a date grid.<br />
<br />
Clicking on the folder icon opens media diary showing ads for one schedule line only.<br />
<br />
==== Certify Button ====<br />
Certify Planned Ads.<br />
<br />
Click on this button to open list of planned ads which can be certified.<br />
<br />
Refer to [http://userwiki.neosys.com/index.php/Certificates/_Voucher_file Certificate/Voucher File] to learn about certification.<br />
<br />
There is a limit to the No. of Ads selected for certification. Only the first '''300''' ads will be displayed on the certification screen.<br />
<br />
==== Book Button ====<br />
Book Ads and issue booking orders to be sent to supplier. <br />
<br />
Click on this button to open Media booking order where the booking details are entered as required and a preview of the booking order can be viewed before issuing the final order.<br />
<br />
See [[New Booking Orders/Cancellations]]<br />
<br />
==== Diary Button ====<br />
View the schedule information in media diary format.<br />
<br />
Click on this button to view ads from the schedule in Media Diary. <br />
<br />
See [[Media Diary]]<br />
<br />
==== Invoice Button ====<br />
Issue invoices to the client. <br />
<br />
Click on this button to open the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.<br />
<br />
NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.<br />
<br />
See [[New Invoices/ Proformas]]<br />
<br />
==== Time/Material/Days ====<br />
Enter the time of day at which the ad appears in the Time field. This applies in case of TV or Radio spots. Example: 08:00, 15:00 etc. <br />
<br />
This field also allows a time range to be entered. This allows the booking requirements to be more clearly expressed to the media and also enables more accurate reconciliation with monitoring systems. E.g. 8:00-9:00<br />
<br />
Days shows the day of the week at which ads are restricted to appear on. Example: Enter 1 for Saturday, 2 for Sunday and so on. <br />
<br />
The start day of the week can be configured in the Market file. See [http://userwiki.neosys.com/index.php/Market_File Market File]<br />
<br />
Schedule lines can be hidden/filtered by double clicking position/program/times/material/days)<br />
<br />
==== Plan Ads ====<br />
Shows the total number of ads that can be planned per week for a vehicle.<br />
<br />
Enter permitted number of ads per week separated by "/" symbol.<br />
<br />
Example: Entering 10/10/10/10 will restrict no. of ads per week to 10.<br />
<br />
==== Clear Button ====<br />
Selectively clear ads by status. Status Options are:<br />
*Unbooked <br />
*Ads without certificate/voucher copy/tear-sheet/supplier invoice <br />
*Ads with rejection certificate/voucher copy/tear sheet <br />
*Uninvoiced <br />
*All<br />
<br />
==== Material Button ====<br />
Shows reference data regarding the materials sent to the supplier.<br />
<br />
==== Dates Button ====<br />
Select dates to schedule ads. <br />
<br />
Opens a date grid which can be used to enter number of ads on desired days.<br />
<br />
==== Book Button ====<br />
Book only Ads belonging to that row (Media Vehicle).<br />
<br />
Opens a media booking order showing only ads of that row (Media Vehicle) which can be booked.<br />
<br />
If you click "Book" on a line which has never been booked then the system offers to book all lines for the same media vehicle that are have never been booked and are not currently hidden/filtered.<br />
<br />
<br />
==== Free Button ====<br />
Mark Ads as "Free".<br />
<br />
Opens a date grid showing planned ads for that row (Media Vehicle) which can be marked as free. <br />
<br />
Ads can be free to agency or to client or to both, NEOSYS allows you to choose all options and the system automatically makes the changes in the bill and cost section based on the number of free ads to the client or to the agency.<br />
<br />
==== Clear Button ====<br />
Clear Scheduled Ads.<br />
<br />
Click on this button to open a date grid showing planned ads for that row (Media Vehicle) which can be cleared.<br />
<br />
==== Material Button ====<br />
Shows reference data regarding the materials for that row (Media Vehicle) sent to the supplier.<br />
<br />
<br />
==== Order No. ====<br />
Shows order numbers of all the booking orders generated.<br />
<br />
Click on the icon or Press F6 to view booking order.<br />
<br />
==== No. Ads ====<br />
Shows the number of ads planned in the Dates calendar on the schedule line.<br />
<br />
==== Bill and Cost Section ====<br />
Shows details about the cost to the agency and client, discounts received and given, commission, etc. that are entered in the bill and cost section. <br />
<br />
If the vehicle currency is different from the invoice currency, the system calculates the invoice amount based on the exchange rate entered in NEOSYS. <br />
<br />
The system prompts:<br />
*when the cost to the agency is more than the cost to the client the system prompts the user about the same and once that is confirmed a reason for the unprofitability has to be mentioned. <br />
*when the user when the cost to the client is over 50% than the cost to the agency. This feature helps avoid entering of incorrect amounts in the schedule.<br />
<br />
==== Num Free ====<br />
Shows no. of ads that were marked free for that vehicle.<br />
<br />
==== Gross Unit Amt ====<br />
Shows the Gross Unit Rate per Ad.<br />
<br />
Rate is automatically updated from the ratecard but can be changed in the schedule as required.<br />
<br />
==== More Button ====<br />
Shows the Loading/Discount/Commission/Fees fields.<br />
<br />
Enter the appropriate loading, discount, commission or fees charged.<br />
<br />
Loading/Discount/Commission/Fees/Tax/Other amounts can be entered as a percentage of Gross Unit Amount or number.(Example: "10%", "20%" or just "100", "200".)<br />
<br />
==== Net Unit Amount ====<br />
Shows Net Unit Amount after taking the loading/discount/commission/fees.<br />
<br />
==== Amount ====<br />
Shows total amount i.e. Net Unit Amount * number of Ads.<br />
<br />
==== Exchange Rate ====<br />
Shows the Exchange rate for currency of vehicle chosen to invoicing Currency.<br />
<br />
This field is automatically populated using the starting date from the schedule and effective rate for that date onwards, from [[Currency & Exchange Rate File]].<br />
<br />
==== Invoice Amount ====<br />
Shows total amount in chosen invoicing currency.<br />
<br />
==== Vehicle Name ====<br />
Shows name of vehicle chosen for advertising.<br />
<br />
=== Section 6 ===<br />
[[File:ScheduleFileSection7.jpg|frame|center|1000x400px|Section 6]]<br />
<br />
==== Notes ====<br />
Shows any reference information regarding the schedule. If there are notes on the vehicle record of the selected vehicle, you are given the option of adding those notes to this section as you enter the vehicle code. These notes appear only on the schedule printouts.<br />
<br />
==== Invoice Notes ====<br />
Shows notes regarding the invoicing which appears on all invoices issued from the schedule.<br />
<br />
==== Material Details ====<br />
Shows material/artwork details which can be selected to appear on the schedule and invoice printouts. You can also upload images on the schedule with reference to the artwork.<br />
<br />
=== Section 7 ===<br />
<br />
[[File:ScheduleFileSection8.jpg|frame|center|1000x400px|Section 7]]<br />
<br />
==== Material Letter ====<br />
Shows the material letter used in the Dates calendar of the schedule.<br />
<br />
==== Material No. (Prior Schedule)====<br />
For reusing material from a previous schedule, one must enter the prior Schedule No in this field. This will prevent the system from automatically creating new entries in the [[Material_File| Material File]] for the new schedule (as the schedule is actually just reusing the materials of a previous schedule and not using a new material). Effectively, materials are automatically identified from the schedule data entry from the first schedule number on which they are used.<br />
<br />
==== Brand Code ====<br />
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.<br />
<br />
==== Size/Duration ====<br />
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 this field. 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.<br />
<br />
The size entered must consist of two numbers. Eg. 10X5, 10CM5COL, 2 MIN 1 SEC etc. Characters A-Z and space can be used. Numbers may contain a decimal point and must be positive.<br />
<br />
==== Material Code ====<br />
Field indicating if Material is pending delivery. Enter anything to indicate that material is not pending delivery (this will take the material off from the [[Configuring_NEOSYS_Media_System#Pending_Materials| material pending list]]). <br />
<br />
==== View/Upload ====<br />
Uploads files related to materials. Can also be used to view the file if it has already been uploaded. If a * is present near this button, it means that a file has already been uploaded for this material.<br />
<br />
==== Material Description/Special Instructions ====<br />
Allows you to add the material description and special instructions to be followed by the supplier.<br />
<br />
=== Section 8 ===<br />
[[File:ScheduleFileSection9.jpg|frame|100px|Section 8]]<br />
<br />
==== Invoice Section ====<br />
Shows a list of the invoices issued from the schedule with the invoice details.<br />
<br />
==== Invoice date ====<br />
Shows the date the invoice was created.<br />
<br />
==== Invoice No. ====<br />
Shows the invoice number.<br />
<br />
==== Amount ====<br />
Shows the invoice amount. <br />
<br />
Click on the icon or Press F6 to open invoice.<br />
<br />
==== Cost(Base) ====<br />
Shows amount in the base currency regardless of the invoice currency. <br />
<br />
Click on the icon or Press F6 to open invoice.<br />
<br />
==== User Name ====<br />
Shows who created the invoice. <br />
<br />
==== Date/Time ====<br />
Shows when the invoice was created.<br />
<br />
==== Station ====<br />
Shows the IP address of the computer used to create the invoice.<br />
<br />
=== Section 9 ===<br />
[[File:ScheduleFileSection10.jpg|frame|100px|Section 9]]<br />
<br />
==== Version section ====<br />
<b> What is a version? </b><br />
<br />
NEOSYS document versions provide a complete verifiable audit trail of who has done what, where and when in NEOSYS. There is no user interface to amend these records and versions are numbered sequentially to make it harder to tamper with.<br />
<br />
Every time anyone creates or updates a record in NEOSYS, NEOSYS records their username, the time and date, the workstation number. It also keeps a copy of the old record.<br />
<br />
At the bottom of each record on screen, you can see a complete history of creation and all amendments and you can click on any individual amendment to see the prior record.<br />
<br />
If the same user makes more than one change to a particular record in one day then only one historical version will be retained for reference but the date, time and workstation number of all updates is records. This is to save wasting space in the database.<br />
<br />
<b>How do I save a schedule as a different version?</b><br />
<br />
Each time a schedule is saved you are given the option of updating to a proposal number. If you go ahead with updating to a new proposal number automatically a new version number is created.<br />
<br />
==== Version ====<br />
Shows the version number and number of times changes have been made to the document.<br />
<br />
Click on the icon or Press F6 to view older version.<br />
<br />
==== Proposal ====<br />
Shows the number of times the document has been updated to a proposal number.<br />
<br />
==== User name ====<br />
Shows who made the changes to the document. <br />
<br />
==== Date/Time ====<br />
Shows when the changes were made.<br />
<br />
==== Station ====<br />
Shows the IP address of the computer used to make the changes.</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Using_NEOSYS_Media_System&diff=5204Using NEOSYS Media System2014-11-27T11:22:09Z<p>Nikhil: </p>
<hr />
<div>== Multi-brand plans and schedules ==<br />
A plan/schedule is per brand. If you must execute multiple brands on one plan or schedule then you must create a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.<br />
<br />
== How to create a media schedule in NEOSYS? ==<br />
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.<br />
<br />
== Copying Plans created in Excel to NEOSYS ==<br />
<br />
Steps to copy plans created in Excel to NEOSYS :<br />
#Create an Excel sheet as shown below<br />
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file <br />
#*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 )<br />
#Copy ALL the cells from the excel file including the header row <br> <br>[[image: planimport.jpg]]<br><br><br />
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File<br />
#Enter the schedule details such as schedule no., campaign, company etc <br><br>[[image: scheduleheader.jpg]]<br><br><br />
#Click on the media vehicle field and paste the copied cells<br />
#*The cells will now be pasted to its respective fields <br><br>[[image: schedulecontent.jpg]]<br><br />
<br />
<br />
== Choosing a plan or schedule numbering method ==<br />
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.<br />
<br />
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.<br />
<br />
=== Automatic numbering ===<br />
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.<br />
<br />
Two ways to get automatic numbers:<br />
<br />
*Click the New button<br />
*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.<br />
<br />
=== Manual numbering ===<br />
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.<br />
<br />
It is well worth learning this method and not just using the automatic schedule numbering system for everything.<br />
<br />
In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH. <br />
<br />
(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)<br />
<br />
For example, a COKE campaign in December 2010.<br />
<br />
COKE1012<br />
<br />
Single digit months should be entered like 08 for consistency.<br />
<br />
COKE1008<br />
<br />
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)<br />
<br />
BBBYYMM (recommended - year first, month second)<br />
<br />
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.<br />
<br />
BBBMMYY (not recommended - month first, year second)<br />
<br />
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.<br />
<br />
COKE1012B<br />
COKE1012C<br />
COKE1012TV<br />
COKE1012RADIO<br />
COKE1012ETC<br />
<br />
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).<br />
<br />
== Concepts and Calculation under Discounts and other charges==<br />
=== What is net amount? ===<br />
<br />
Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.<br />
<br />
===Calculation in discount/charges columns===<br />
<br />
{| class="wikitable" border="1"<br />
|-<br />
!Code<br />
!Explanation<br />
!Format<br />
|-<br />
|align="center"|<b> g</b><br />
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column<br />
|align="center"| xx%g<br />
|-<br />
|align="center"|<b> G</b><br />
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount<br />
|align="center"| xx%G<br />
|-<br />
|align="center"|<b> n</b><br />
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column<br />
|align="center"| xx%n <br />
|-<br />
|align="center"|<b> N</b><br />
|It means "on net". If "N" is appended it means the value is xx% of the net amount<br />
|align="center"|xx%N <br />
|}<br />
<br />
<br />
Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.<br />
<br />
The codes listed above can be used in any column under discounts and charges to override the default calculation.<br />
<br />
Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.<br />
<br />
====Significance of “g”====<br />
<br />
In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.<br />
<br />
Below is the screenshot of the example.<br />
<br />
[[File:g.jpg]]<br />
<br />
Calculation of Bill with the use of “g” is as follows:<br />
<br />
{| class="wikitable" border="1" width="65%"<br />
|-<br />
!rowspan="4" |Bill<br />
!<br />
!Gross<br />
!Loading<br />
!Discount<br />
!Commission<br />
!Fee<br />
!Total<br />
|-<br />
|align="center"|Value (AED)<br />
|align="center"|100<br />
|align="center"|+12<br />
|align="center"|-11.2<br />
|align="center"|-20.16<br />
|align="center" style="background-color:#00FF00"|+5.6<br />
|align="center"|86.24<br />
|-<br />
|align="center"|Explanation<br />
|align="center"|<br />
|align="center"|+12% of 100<br />
|align="center"|-10% of 112<br />
|align="center"|-20% of 100.8<br />
|align="center" style="background-color:#00FF00"|+5% of 112<br />
|align="center"|86.24<br />
|-<br />
|align="center"|Cumulative<br />
|align="center"|100<br />
|align="center"|112<br />
|align="center"|100.8<br />
|align="center"|80.64<br />
|align="center"|86.24<br />
|align="center"|86.24<br />
|}<br />
<br />
<br />
====Significance of “G”====<br />
<br />
In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.<br />
Below is the screenshot of an example.<br />
<br />
[[File:g1.jpg]]<br />
<br />
Calculation of Bill with the use of “G” is as follows:<br />
{| class="wikitable" border="1" width="65%"<br />
|-<br />
!rowspan="4" |Bill<br />
!<br />
!Gross<br />
!Loading<br />
!Discount<br />
!Commission<br />
!Fee<br />
!Total<br />
|-<br />
|align="center"|Value (AED)<br />
|align="center"|100<br />
|align="center"|+12<br />
|align="center"|-11.2<br />
|align="center"|-20.16<br />
|align="center" style="background-color:#00FF00"|+5<br />
|align="center"|85.64<br />
|-<br />
|align="center"|Explanation<br />
|align="center"|<br />
|align="center"|+12% of 100<br />
|align="center"|-10% of 112<br />
|align="center"|-20% of 100.8<br />
|align="center" style="background-color:#00FF00"|+5% of 100<br />
|align="center"|85.64<br />
|-<br />
|align="center"|Cumulative<br />
|align="center"|100<br />
|align="center"|112<br />
|align="center"|100.8<br />
|align="center"|80.64<br />
|align="center"|85.64<br />
|align="center"|85.64<br />
|}<br />
<br />
====Significance of “n”====<br />
<br />
In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net". <br />
<br />
By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.<br />
<br />
Below is the screenshot of the example. <br />
<br />
[[File:n.jpg]]<br />
<br />
Calculation of Bill with the use of “n” is as follows:<br />
{| class="wikitable" border="1" width="65%"<br />
|-<br />
!rowspan="4" |Bill<br />
!<br />
!Gross<br />
!Loading<br />
!Discount<br />
!Commission<br />
!Fee<br />
!Total<br />
|-<br />
|align="center"|Value (AED)<br />
|align="center"|100<br />
|align="center"|+12<br />
|align="center"|-11.2<br />
|align="center"|-20.16<br />
|align="center" style="background-color:#00FF00"|+5.04<br />
|align="center"|85.68<br />
|-<br />
|align="center"|Explanation<br />
|align="center"|<br />
|align="center"|+12% of 100<br />
|align="center"|-10% of 112<br />
|align="center"|-20% of 100.8<br />
|align="center" style="background-color:#00FF00"|+5% of 100.8<br />
|align="center"|85.68<br />
|-<br />
|align="center"|Cumulative<br />
|align="center"|100<br />
|align="center"|112<br />
|align="center"|100.8<br />
|align="center"|80.64<br />
|align="center"|85.68<br />
|align="center"|85.68<br />
|}<br />
<br />
<br />
====Significance of “N”====<br />
<br />
We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.<br />
<br />
<br />
[[File:n1.jpg]]<br />
<br />
Calculation of Bill with the use of “N” is as follows:<br />
{| class="wikitable" border="1" width="65%"<br />
|-<br />
!rowspan="4" |Bill<br />
!<br />
!Gross<br />
!Loading<br />
!Discount<br />
!Commission<br />
!Fee<br />
!Total<br />
|-<br />
|align="center"|Value (AED)<br />
|align="center"|100<br />
|align="center"|+12<br />
|align="center"|-11.2<br />
|align="center"|-20.16<br />
|align="center" style="background-color:#00FF00"|+4.03<br />
|align="center"|84.67<br />
|-<br />
|align="center"|Explanation<br />
|align="center"|<br />
|align="center"|+12% of 100<br />
|align="center"|-10% of 112<br />
|align="center"|-20% of 100.8<br />
|align="center" style="background-color:#00FF00"|+5% of 80.64<br />
|align="center"|84.67<br />
|-<br />
|align="center"|Cumulative<br />
|align="center"|100<br />
|align="center"|112<br />
|align="center"|100.8<br />
|align="center"|80.64<br />
|align="center"|84.67<br />
|align="center"|84.67<br />
|}<br />
<br />
===Commission based costing===<br />
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below<br />
<br />
[[File:CBC.jpg]]<br />
<br />
In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.<br />
<br />
===Fee based costing===<br />
It’s the situation when commission is returned to client and a fee is charged. An example is shown below<br />
<br />
[[File:FBC1.jpg]]<br />
<br />
In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.<br />
<br />
== Booking without showing all discounts and charges from the supplier ==<br />
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.<br />
<br />
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.<br />
<br />
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.<br />
<br />
For example, enter a discount as -5%X if it is not to be shown on the booking order.<br />
<br />
== Handling online media ==<br />
=== Situation explained ===<br />
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.<br />
<br />
However when handling free to agency / free to client there seems to be a problem and I have outlined an example:<br />
Agency cost: 500,000 impressions paid and 500,000 impressions free<br />
Client bill: 750,000 impressions paid and 250,000 impressions free<br />
<br />
In this case a package can't be made of 500,000 each as then it shows the same for the client.<br />
<br />
=== Solution ===<br />
This is a costing issue so it should show in the existing costing columns as follows:<br />
<br />
[[image:onlinemedia.jpg]]<br />
<br />
== Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers ==<br />
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:<br />
<br />
Outdoor hoarding site near Airport,4 weeks<br />
Outdoor hoarding site near Airport,10 days<br />
Outdoor hoarding site near Airport,1 month<br />
<br />
Once you do this, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.<br />
<br />
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.<br />
<br />
====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====<br />
<br />
This issue is noticed in a schedule printout when the following settings are used:<br />
*A numeral is used in the date grid to select the start date<br />
*<b>List</b> option is chosen under Date Format in the Media Schedule Printout screen<br />
To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.<br />
<br />
== Handling booking of additional dates on already booked lines ==<br />
=== Situation explained ===<br />
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). <br />
<br />
=== Solution explained ===<br />
<br />
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.<br />
<br />
== How to book a schedule with one vehicle in different lines with different currencies ==<br />
=== Situation explained ===<br />
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. <br />
=== Solution explained ===<br />
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.<br />
<br />
[[image:vehiclelineselection.jpg]]<br />
<br />
== How to book specific lines in a schedule with multiple lines of that vehicle ==<br />
<br />
===Situation explained ===<br />
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.<br />
<br />
===Solution explained===<br />
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.<br />
<br />
<b>To book a single line </b> <br />
<br />
<br />
[[image:book1line.jpg]]<br />
<br />
<br />
<b>To book a combination of lines</b><br />
<br />
<br />
[[image:bookmultiline.jpg]]<br />
<br />
== Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients ==<br />
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.<br />
<br />
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”.<br />
<br />
== Processing List of Wrong Ads ==<br />
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:<br />
<br />
# 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). <br />
# 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.<br />
<br />
== Automatic certification by importing Ad monitoring data==<br />
<br />
Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.<br />
<br />
The columns of the import file are matched with scheduled ads and is based on the following criteria:<br />
<br />
#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)<br />
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)<br />
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)<br />
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds<br />
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.<br />
<br />
In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.<br />
<br />
In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.<br />
<br />
It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.<br />
*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS. <br />
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.<br />
<br />
== Invoicing “Certified Ads Only” after invoicing “All Ads” ==<br />
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.<br />
<br />
In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:<br />
<br />
# “issue invoice for any uninvoiced ads that are certified”<br />
# “issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user<br />
<br />
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.<br />
<br />
This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.<br />
<br />
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.<br />
<br />
Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.<br />
<br />
== Cancelling or Amending Incorrect Client Invoices ==<br />
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]<br />
<br />
==== How to cancel and/or reissue an invoice using a credit note ====<br />
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.<br />
<br />
#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.<br />
#Enter the Credit Note date in the Invoice date field<br />
#In the Invoice type option select “Credit note”<br />
#Click the “Create Proforma” button<br />
#Check that the credit note looks ok.<br />
#If the credit note looks OK, click on Invoice and the credit note will be created.<br />
<br />
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.<br />
<br />
== Credit Notes ==<br />
=== Credit Notes for reduction in billable cost ===<br />
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.<br />
<br />
There are many varied reasons why this could be required.<br />
<br />
*Ads not appearing properly<br />
*Accidental overbilling<br />
*Discounting<br />
*Renegotiation/Disputes<br />
<br />
To get a credit note for the required amount follow this procedure:<br />
<br />
#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.<br />
#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.<br />
<br />
NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.<br />
<br />
==== What if none of the discount and charge columns are vacant? ====<br />
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.<br />
<br />
=== Debit Notes for increase in billable amount ===<br />
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.<br />
<br />
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.<br />
<br />
=== Credit Note for reissuing "amended" invoices ===<br />
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.<br />
<br />
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.<br />
<br />
So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:<br />
<br />
#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".<br />
#Amend the schedule to what you want it to be<br />
#Get a new invoice<br />
<br />
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.<br />
<br />
It doesnt matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".<br />
<br />
=== Issuing separate invoices or credit notes for selected discounts and charges ===<br />
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.<br />
<br />
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.<br />
<br />
For example, enter a discount as -5%X if it is to be shown on a separate credit note. <br />
<br />
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.<br />
<br />
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.<br />
<br />
== Posting media supplier invoices before issuing schedules to the client ==<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
== Removing unnecessary items from List of Schedules Pending Invoices ==<br />
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]<br />
<br />
== Processing wrong Incoming Media Supplier Invoices ==<br />
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:<br />
<br />
# 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). <br />
# 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. <br />
<br />
For more information on handling Incoming Media Supplier Invoices, go to [[Processing of Incoming Media Supplier Invoices]]<br />
<br />
== Accounting entries created by the Media System ==<br />
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).<br />
<br />
'''Note:''' These entries are generated automatically by NEOSYS<br />
<br />
=== Entries when client is invoice for 120 with cost 100 ===<br />
Client A/C Dr. + 120<br />
Income A/c Cr. - 120<br />
<br />
Cost A/C Dr. + 100<br />
Media Accrual A/C Cr. - 100 (Schedule a/c)<br />
<br />
'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.<br />
<br />
=== Entries on received a supplier invoice that media has accepted ===<br />
'''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: <br />
<br />
Media Accrual A/c Dr. + 100 (Schedule a/c)<br />
Supplier A/c Cr. - 100 <br />
<br />
For a more detailed note on this topic, refer to [[Processing of Incoming Media Supplier Invoices]]<br />
<br />
==== Allocating amounts in the accruals a/c against the supplier invoice ====<br />
===== At the same time of receiving/posting the supplier invoice =====<br />
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.<br />
<br />
===== After receiving/posting the supplier invoice =====<br />
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.<br />
<br />
== Using NEOSYS VAT/Sales Tax Accounting for Media ==<br />
<br />
=== Setting up standard Sales Tax Percentage ===<br />
<br />
If all schedules should have the same VAT/Sales Tax% then specific it in the media Configuration File.<br />
<br />
The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.<br />
<br />
[[image:vat1.jpg]]<br />
<br />
=== Create a schedule with VAT/Tax% ===<br />
<br />
If a standard VAT/Sales Tax% is not defined in the media Configuration File then you must `manually add the tax percentage at the bottom of every schedule that should have tax.<br />
<br />
[[image:vat2.jpg]]<br />
<br />
=== Create the invoice ===<br />
<br />
Before you do this, Issue a proforma invoice first to check that the tax appears correctly.<br />
<br />
[[image:vat3.jpg]]<br />
<br />
=== Post the Sales Invoice Journal created ===<br />
<br />
In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.<br />
<br />
[[image:vat4.jpg]]<br />
<br />
=== Check that the Sale Tax A/c is correct ===<br />
<br />
It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.<br />
<br />
[[image:vat5.jpg]]<br />
<br />
== How to handle production costs on media rate cards ==<br />
Some media like out of home often has production costs which vary in parallel with the base cost.<br />
<br />
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.<br />
<br />
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.<br />
<br />
[[image:ratecardproduction.jpg]]<br />
<br />
== Specifying Gross Unit Bill Amount to Client in Ratecards ==<br />
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.<br />
<br />
#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.<br />
#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.<br />
<br />
== Specifying Gross Unit Cost to Agency in Ratecards ==<br />
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.<br />
<br />
#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard<br />
#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.<br />
#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.<br />
#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.<br />
<br />
== Restricting Access to Selected Ratecard columns ==<br />
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.<br />
<br />
Add an appropriate lock to the task and give the key to the authorised users only in the usual way.<br />
<br />
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.<br />
<br />
== How to Use and Manage Materials ==<br />
<br />
In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:<br />
<br />
[[File:Material_calender.jpg| 1200x450px]]<br />
<br />
<br />
When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.<br />
<br />
Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.<br />
<br />
NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]<br />
<br />
== Using Media Material File ==<br />
<br />
[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.<br />
<br />
If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.<br />
<br />
If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].<br />
<br />
== [[Exporting to other finance systems]] ==<br />
== Exporting Invoices in Excel Format ==<br />
<br />
Using NEOSYS Invoices menu, Audit Invoices/List<br />
<br />
To “export” we run the normal audit procedure but with output format=xls.<br />
<br />
You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes.<br />
<br />
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.<br />
<br />
Steps:<br />
#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING<br />
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.<br />
#*Any new invoices generated afterwards will be appended to the old batch.<br />
#EXPORT AND CLOSE<br />
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.<br />
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.<br />
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used<br />
#Import the exported file/audit batch into your other system.<br />
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step<br />
#Repeat from 1.<br />
<br />
[[image:Exporting_Invoices_in_Excel_Format.jpg]]<br />
<br />
Notes:<br />
To find the current audit number, run the audit report in html format WITHOUT closing.<br />
<br />
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.<br />
<br />
If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.<br />
<br />
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:<br />
#Fail if it is capable of recognizing duplicate voucher numbers, or <br />
#Import duplicates transactions if it cannot.<br />
<br />
Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.<br />
<br />
== Getting media executive sales commission statements ==<br />
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<br />
<br />
The commission structure must be setup beforehand in the Media Configuration File as follows:<br />
<br />
[[image:Commission.JPG]]<br />
<br />
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<br />
<br />
[[image:Media Diary01.jpg]]<br />
<br />
This will give you a report something like the following which shows the total commission due and pending per executive<br />
<br />
[[image:Media Diary02.jpg]]<br />
<br />
You can click on the summary total lines to see the details including the commission % and amount per ad as follows.<br />
<br />
[[image:Media Diary03.jpg]]<br />
<br />
== Selling TV spots ==<br />
<br />
=== Setting up the master files ===<br />
<br />
==== Create a vehicle ====<br />
<br />
[[image:tvspots6.jpg]]<br />
<br />
==== Create a rate card with standard price brackets ====<br />
<br />
[[image:tvspots7.jpg]]<br />
<br />
==== Specify the station programs and break times/durations for every date (there is a way to import as well) ====<br />
<br />
[[image:tvspots8.jpg]]<br />
<br />
=== Entering orders from clients ===<br />
<br />
==== Enter ads roughly into programs (not into breaks yet) ====<br />
<br />
You must follow the 3 step process below. Specification comes automatically.<br />
<br />
[[image: tvspots1.jpg]]<br />
<br />
=== Positioning ads in breaks ===<br />
<br />
==== Closer to the actual date position all the ads precisely into breaks ====<br />
<br />
[[image:tvspots2.jpg]]<br />
<br />
==== Lets have a look at all ads on July 5th ====<br />
<br />
[[image:tvspots3.jpg]]<br />
<br />
==== Select an un-positioned ad ====<br />
<br />
[[image:tvspots4.jpg]]<br />
<br />
==== Finally select where in the break this ad should appear compared to other ads. ====<br />
<br />
There is only one break in this program.<br />
<br />
[[image:tvspots5.jpg]]<br />
<br />
=== Issuing orders to the stations ===<br />
<br />
Close to the day of execution issue an order to the station<br />
<br />
[[image:tvspots9.jpg]]<br />
<br />
[[image:tvspots10.jpg]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Using_NEOSYS_Agency_System&diff=5203Using NEOSYS Agency System2014-11-27T10:59:11Z<p>Nikhil: /* Cancelling or Amending Incorrect Client Invoices */</p>
<hr />
<div>This covers tasks common to both the NEOSYS Media System and the NEOSYS Job System.<br />
<br />
== Cancelling or Amending Incorrect Client Invoices ==<br />
<br />
If you want to cancel an invoice in NEOSYS you must issue a credit note. If you want to amend an invoice in NEOSYS you must issue a credit note to cancel the original invoice and issue a new invoice with a new invoice number.<br />
<br />
You cannot simply cancel an invoice once it is issued by NEOSYS. <br />
<br />
You cannot modify and reissue an invoice with the same number in NEOSYS.<br />
<br />
This might seem inconvenient and is not according to manual practice. However manual practice is uncontrolled and relies on the skill of the operator to avoid potentially creating a confusing mess of contradictory invoices. The NEOSYS system should provide a better guarantee of control over records and this is what it does.<br />
<br />
NEOSYS makes it easy to cancel invoices or amend invoices so this is not really an issue, and, in the end, it is better to have a complete record of all cancellation or amendments in NEOSYS.<br />
<br />
==== Why doesnt NEOSYS allow canceling or amendment of Invoices after issue? ====<br />
<br />
This is done to maintain traceability in the system. It is quite possible that a booking order / invoice may be sent out immediately after generation. In such scenarios deletion of documents in the system, after the document are sent out, can lead to errors in accounting. <br />
<br />
Once an invoice has been issued then it has an existence outside of the NEOSYS system in the form of files, printouts and emails etc.<br />
<br />
There is no way to be sure that someone has not sent (and will not send) the cancelled invoice to the client.<br />
<br />
Similarly, if you amend an invoice then there would be two or more possibly completely different invoices in existence with exactly the same number.<br />
<br />
==== In the Finance Module ====<br />
<br />
#All the journals generated including the original wrong invoice and the credit note MUST be posted otherwise auditors will question the missing invoice numbers.<br />
#Allocate the invoice to credit note or vice versa so that they do not show as outstanding on the client's statement of outstanding items.<br />
#If you really dont want the invoice and credit note showing on the movement account of the client then create a suspense a/c in the clients ledger and modify the journals Client A/c column before you post.<br />
<br />
== How to despatch an invoice? ==<br />
<br />
Despatching an invoice is accomplished by:<br />
*Entering a despatch date while creating invoices <br />
*Entering a despatch date on the Old Invoices screen <br />
*Preparing an Invoice Delivery Note<br />
<br />
Any pre-existing invoice despatch and approval dates are not overwritten when setting them using a range of invoice numbers e.g. "1000-2000".<br />
<br />
Also See [http://userwiki.neosys.com/index.php/Media_FAQ#What_is_a_despatch_status.3F Despatch status in Media]<br />
<br />
== Putting Year in Document Numbers ==<br />
<br />
The Configuration File allows you to define the format of document numbers instead of pure sequential numbers however this should be avoided.<br />
<br />
The idea of having the year in the document number is usually based on prior manual numbering practices without consideration of automated procedures and is to be avoided for a number of practical and theoretical reasons.<br />
<br />
Year in the number is often a good procedure when done manually but adds additional complexity which is difficult to automate.<br />
<br />
Avoid doing it or expect lots of petty annoying problems. There are no perfect solutions to this issue other than avoiding it in the first place by using simple clear permanently incrementing numbers.<br />
<br />
These problems do not apply to invoice numbers which can happily have the year in them without problem.<br />
<br />
=== Problem controlling the year of a document ===<br />
<br />
When you create new documents, NEOSYS will automatically use the CURRENT DATE to generate the year. This is a practical problem that may be overcome at some later date.<br />
<br />
=== Problem of what year should be ===<br />
<br />
When creating some forward looking documents like media schedules, the year that the schedule was created will be misleading if the schedule is for the following year.<br />
<br />
=== Problem with related documents having different years ===<br />
<br />
You could have a job numbered 2006/9999 which has a purchase order 2007/99.<br />
<br />
If you think that you could number the purchase orders with the year of the original job then you have the alternative problem of a purchase order numbered 2006/9999 which is dated in 2007<br />
<br />
There is no escape from this logical issue.<br />
<br />
=== Problem having to type a long document number ===<br />
<br />
Practically as of now, if you want to access a document in NEOSYS you have to type the full document number including the year. NEOSYS might be changed to assume the current year but accessing prior year or future documents will still require more effort to type in the longer full document number.<br />
<br />
=== Confusion about which document is meant ===<br />
<br />
People will often refer to documents by the sequential number part only since they judge that the year is obvious. This can result in confusion. For example, does job number 1234 mean job number 1234 of 2006/2006 or job number 2007/1234. The confusion can always be resolved by checking on NEOSYS but takes time.<br />
<br />
=== Problem with Ordering of Numbers ===<br />
<br />
NEOSYS doesn't right justify numbers with leading zeros (egg 2007/001) so unless NEOSYS is changed to start numbers from say 1000 or 10000 each year you will have the following numbers which may confuse and may not sort correctly in NEOSYS reports or when exported into Excel etc.<br />
<br />
<br />
<YEAR>/<NUMBER><br />
<br />
<br />
2007/1<br />
<br />
2007/2<br />
<br />
2007/3<br />
<br />
etc<br />
<br />
2007/10<br />
<br />
2007/11<br />
<br />
2007/12<br />
<br />
== How do I design my own columns for Billing Analysis? ==<br />
<br />
Use Billing Analysis Column design to design the columns and then create Billing Analysis Reports which use those column designs.<br />
<br />
There are many options available to control what appears in each column of a column design. You can look at and copy the pre-designed NEOSYS column designs to see how the standard NEOSYS billing analysis reports are done.<br />
<br />
== Defining Column Titles in Billing Analysis Column Design ==<br />
<br />
You can simply type the text of the column heading that you want. For example "Budget".<br />
<br />
If you have selected multiple information types or categories to be displayed then you either get automatic titles (see below) or you can indicate the titles for each one separated by ; characters. For example "Actual;Budget".<br />
<br />
* HIDDEN <br />
<br />
If you leave the title column blank (or select HIDDEN from the popup) then the column will not be shown on the report. Hidden columns are useful when you need to derive a calculated column from other columns that you do not want shown on the report. You might also want to hide a column temporarily on a design and then restore it later without having to retype it from scratch.<br />
<br />
* %Category%<br />
* %category%<br />
* %CATEGORY%<br />
<br />
* %Infotype%<br />
* %infotype%<br />
* %INFOTYPE%<br />
<br />
You can select one item from each of the above groups to automatically generate the column title from the options that you have selected in the Information type and Category columns. This is useful when you choose multiple Information Types and Categories. The various forms of capitalisation allow you to choose the style as initial capitalisation, full capitalisation and all lower case.<br />
<br />
== Designing multiperiod billing analysis columns ==<br />
<br />
NEOSYS doesnt allow you select a period range but you can use hidden columns to achieve the same result<br />
<br />
For example you might well want a quarterly billings analysis which would require 12 hidden columns plus 4 normal columns. This report would not be sensitive to the period selected at runtime since all the columns are fixed periods.<br />
<br />
[[image:quarterlybilling.jpg]]<br />
<br />
== How does billing analysis code work? ==<br />
<br />
A billing analysis code has multiple parts that identify all the possible break-downs of company revenue. Client & product, supplier & medium, market, type of business etc. By comparison, the P&L accounts are typically only broken by type of business.<br />
<br />
If an particular account number in the finance module is mentioned in the job or media types file then that account is considered to be a P&L billing or cost account. The NEOSYS finance module imposes a restriction that all postings to P&L billing and cost accounts must have an analysis code. This restriction applies at a low level and is therefore regardless of the journal type or the source being automatic or manually entered. By comparison, postings to any other account NEOSYS Finance module imposes a restriction that they cannot have an analysis code. The end result is that the billing and cost section of the NEOSYS Profit and Loss report will always agree, to the cent, with the NEOSYS billing analysis reports.<br />
<br />
NEOSYS billing analysis reports are, by default, based on actual posted vouchers on income and cost accounts in the finance module. Such postings are usually generated by the various billing modules of NEOSYS but can also be entered manually directly into the finance journals for adjustments and billing or cost matters not handled by NEOSYS billing modules like annual discounts<br />
<br />
NEOSYS billing analysis reports can also be customized to show billings at prior stages like budget/forecast/plan/scheduled/invoiced billings etc. However this discussion is related to analysis codes here and that is relevant only to posted vouchers.<br />
<br />
Finance entries generated by the NEOSYS billing modules typically appear in the finance module as unposted journals and are only posted by finance staff when they are ready. Generally it is a bad idea for finance to amend the generated journals before posting because this results in discrepancies between financial reports and operational reports.<br />
<br />
It is also possible to configure NEOSYS to post all generated finance journals immediately. There may be cases where the posting cannot be done immediately because of finance validation issues and in this case NEOSYS falls back to leave the problematic journals unposted for manual invention prior to posting.</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Using_NEOSYS_Media_System&diff=5202Using NEOSYS Media System2014-11-27T10:54:26Z<p>Nikhil: </p>
<hr />
<div>== Multi-brand plans and schedules ==<br />
In NEOSYS, you must 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.<br />
<br />
== How to create a media schedule in NEOSYS? ==<br />
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.<br />
<br />
== Copying Plans created in Excel to NEOSYS ==<br />
<br />
Steps to copy plans created in Excel to NEOSYS :<br />
#Create an Excel sheet as shown below<br />
#Ensure that the title name for each column in the excel sheet is as per the field name in the schedule file <br />
#*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 )<br />
#Copy ALL the cells from the excel file including the header row <br> <br>[[image: planimport.jpg]]<br><br><br />
#In NEOSYS, open the required schedule, go to Menu -> Media -> Schedules -> Schedule File<br />
#Enter the schedule details such as schedule no., campaign, company etc <br><br>[[image: scheduleheader.jpg]]<br><br><br />
#Click on the media vehicle field and paste the copied cells<br />
#*The cells will now be pasted to its respective fields <br><br>[[image: schedulecontent.jpg]]<br><br />
<br />
<br />
== Choosing a plan or schedule numbering method ==<br />
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.<br />
<br />
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.<br />
<br />
=== Automatic numbering ===<br />
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.<br />
<br />
Two ways to get automatic numbers:<br />
<br />
*Click the New button<br />
*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.<br />
<br />
=== Manual numbering ===<br />
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.<br />
<br />
It is well worth learning this method and not just using the automatic schedule numbering system for everything.<br />
<br />
In all cases the schedule number should start with a basic structure like - BRANDCODE+YEAR+MONTH. <br />
<br />
(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)<br />
<br />
For example, a COKE campaign in December 2010.<br />
<br />
COKE1012<br />
<br />
Single digit months should be entered like 08 for consistency.<br />
<br />
COKE1008<br />
<br />
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)<br />
<br />
BBBYYMM (recommended - year first, month second)<br />
<br />
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.<br />
<br />
BBBMMYY (not recommended - month first, year second)<br />
<br />
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.<br />
<br />
COKE1012B<br />
COKE1012C<br />
COKE1012TV<br />
COKE1012RADIO<br />
COKE1012ETC<br />
<br />
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).<br />
<br />
== Concepts and Calculation under Discounts and other charges==<br />
=== What is net amount? ===<br />
<br />
Net Amount in the following discussion refers to the interim resultant amount after all the additions and deductions are made up to the point in question - ignoring any additions and deductions in columns to the right. It is therefore a varying amount (not shown on the screen or printout) and depends on where you are in the steps of progressive calculation towards the final Net Amount which is shown in the Net Unit Amount column on screen and printouts. If we say "10%N" (or just "10%" since N is always implied) then we mean 10% on the Net Amount as defined above. By comparison, "10%n" means 10% calculated on “one before net”, in other words, 10% of the intermediate net amount calculated *before* the last addition/deduction.<br />
<br />
===Calculation in discount/charges columns===<br />
<br />
{| class="wikitable" border="1"<br />
|-<br />
!Code<br />
!Explanation<br />
!Format<br />
|-<br />
|align="center"|<b> g</b><br />
|It means "one after gross". If "g" is appended it means the value is xx% of the value in one column after the gross column<br />
|align="center"| xx%g<br />
|-<br />
|align="center"|<b> G</b><br />
|It means "on gross".If "G" is appended it means the value is xx% on the gross amount<br />
|align="center"| xx%G<br />
|-<br />
|align="center"|<b> n</b><br />
|It means "one before net". If "n" is appended it means the value is xx% of the value in one column before the net column<br />
|align="center"| xx%n <br />
|-<br />
|align="center"|<b> N</b><br />
|It means "on net". If "N" is appended it means the value is xx% of the net amount<br />
|align="center"|xx%N <br />
|}<br />
<br />
<br />
Below are few examples of the usage of these codes. Check the calculations highlighted in green in particular, to understand the difference when using these codes. By default calculations in a column are carried out on the net value available from the previous column to the left. If the immediate previous column is empty, then the net amount from the next column available to the left is considered for calculation.<br />
<br />
The codes listed above can be used in any column under discounts and charges to override the default calculation.<br />
<br />
Note that sometimes different codes effectively mean the same thing. For example N, G, g or n in the first addition/deduction column all mean the same thing since there is nothing to work on but the Gross Unit Amount.<br />
<br />
====Significance of “g”====<br />
<br />
In the example below we use “g” to calculate fee on Gross + "one after gross" which in this case is Loading. If loading were absent, then the value present in the next available column to the right of gross column is used as the "one after gross". By default each column calculation is carried out on the net value. If "g" were absent, then fee would be calculated on the net. In this particular example we append "g" to fee and loading is present, hence fee is calculated on Gross + Loading.<br />
<br />
Below is the screenshot of the example.<br />
<br />
[[File:g.jpg]]<br />
<br />
Calculation of Bill with the use of “g” is as follows:<br />
<br />
{| class="wikitable" border="1" width="65%"<br />
|-<br />
!rowspan="4" |Bill<br />
!<br />
!Gross<br />
!Loading<br />
!Discount<br />
!Commission<br />
!Fee<br />
!Total<br />
|-<br />
|align="center"|Value (AED)<br />
|align="center"|100<br />
|align="center"|+12<br />
|align="center"|-11.2<br />
|align="center"|-20.16<br />
|align="center" style="background-color:#00FF00"|+5.6<br />
|align="center"|86.24<br />
|-<br />
|align="center"|Explanation<br />
|align="center"|<br />
|align="center"|+12% of 100<br />
|align="center"|-10% of 112<br />
|align="center"|-20% of 100.8<br />
|align="center" style="background-color:#00FF00"|+5% of 112<br />
|align="center"|86.24<br />
|-<br />
|align="center"|Cumulative<br />
|align="center"|100<br />
|align="center"|112<br />
|align="center"|100.8<br />
|align="center"|80.64<br />
|align="center"|86.24<br />
|align="center"|86.24<br />
|}<br />
<br />
<br />
====Significance of “G”====<br />
<br />
In this example, we use “G” to calculate fee on gross. By default, fee would be calculated on the net obtained from the first available column to the left which in this case is the commission column. We specify “G” to override this default calculation.<br />
Below is the screenshot of an example.<br />
<br />
[[File:g1.jpg]]<br />
<br />
Calculation of Bill with the use of “G” is as follows:<br />
{| class="wikitable" border="1" width="65%"<br />
|-<br />
!rowspan="4" |Bill<br />
!<br />
!Gross<br />
!Loading<br />
!Discount<br />
!Commission<br />
!Fee<br />
!Total<br />
|-<br />
|align="center"|Value (AED)<br />
|align="center"|100<br />
|align="center"|+12<br />
|align="center"|-11.2<br />
|align="center"|-20.16<br />
|align="center" style="background-color:#00FF00"|+5<br />
|align="center"|85.64<br />
|-<br />
|align="center"|Explanation<br />
|align="center"|<br />
|align="center"|+12% of 100<br />
|align="center"|-10% of 112<br />
|align="center"|-20% of 100.8<br />
|align="center" style="background-color:#00FF00"|+5% of 100<br />
|align="center"|85.64<br />
|-<br />
|align="center"|Cumulative<br />
|align="center"|100<br />
|align="center"|112<br />
|align="center"|100.8<br />
|align="center"|80.64<br />
|align="center"|85.64<br />
|align="center"|85.64<br />
|}<br />
<br />
====Significance of “n”====<br />
<br />
In this example we use “n” to calculate fee on "one before net". In this case Discount is the column which is "one before net" as the net value is obtained from the Commission column. If commission column was empty then Discount would be considered as the "net" column and Loading would be the "one before net". <br />
<br />
By default each column calculation is carried out on the net value. If "n" were absent, then fee would be calculated on the net from the commission column. In this particular instance where we append "n" to fee and commission and discount are present, fee is calculated on net available in the discount column.<br />
<br />
Below is the screenshot of the example. <br />
<br />
[[File:n.jpg]]<br />
<br />
Calculation of Bill with the use of “n” is as follows:<br />
{| class="wikitable" border="1" width="65%"<br />
|-<br />
!rowspan="4" |Bill<br />
!<br />
!Gross<br />
!Loading<br />
!Discount<br />
!Commission<br />
!Fee<br />
!Total<br />
|-<br />
|align="center"|Value (AED)<br />
|align="center"|100<br />
|align="center"|+12<br />
|align="center"|-11.2<br />
|align="center"|-20.16<br />
|align="center" style="background-color:#00FF00"|+5.04<br />
|align="center"|85.68<br />
|-<br />
|align="center"|Explanation<br />
|align="center"|<br />
|align="center"|+12% of 100<br />
|align="center"|-10% of 112<br />
|align="center"|-20% of 100.8<br />
|align="center" style="background-color:#00FF00"|+5% of 100.8<br />
|align="center"|85.68<br />
|-<br />
|align="center"|Cumulative<br />
|align="center"|100<br />
|align="center"|112<br />
|align="center"|100.8<br />
|align="center"|80.64<br />
|align="center"|85.68<br />
|align="center"|85.68<br />
|}<br />
<br />
<br />
====Significance of “N”====<br />
<br />
We use “N” to specify default calculation which is "on net". Hence appending "N" or blank space has the same effect. In this example, fee is calculated on net after commission is subtracted. Below is the screenshot of an example.<br />
<br />
<br />
[[File:n1.jpg]]<br />
<br />
Calculation of Bill with the use of “N” is as follows:<br />
{| class="wikitable" border="1" width="65%"<br />
|-<br />
!rowspan="4" |Bill<br />
!<br />
!Gross<br />
!Loading<br />
!Discount<br />
!Commission<br />
!Fee<br />
!Total<br />
|-<br />
|align="center"|Value (AED)<br />
|align="center"|100<br />
|align="center"|+12<br />
|align="center"|-11.2<br />
|align="center"|-20.16<br />
|align="center" style="background-color:#00FF00"|+4.03<br />
|align="center"|84.67<br />
|-<br />
|align="center"|Explanation<br />
|align="center"|<br />
|align="center"|+12% of 100<br />
|align="center"|-10% of 112<br />
|align="center"|-20% of 100.8<br />
|align="center" style="background-color:#00FF00"|+5% of 80.64<br />
|align="center"|84.67<br />
|-<br />
|align="center"|Cumulative<br />
|align="center"|100<br />
|align="center"|112<br />
|align="center"|100.8<br />
|align="center"|80.64<br />
|align="center"|84.67<br />
|align="center"|84.67<br />
|}<br />
<br />
===Commission based costing===<br />
It’s the situation when the commission is not returned to the client and no fee is charged. An example is shown below<br />
<br />
[[File:CBC.jpg]]<br />
<br />
In this example agency subtracts commission of 5% from the cost and not from the bill as commission is not returned to the client. No fee is charged in this transaction.<br />
<br />
===Fee based costing===<br />
It’s the situation when commission is returned to client and a fee is charged. An example is shown below<br />
<br />
[[File:FBC1.jpg]]<br />
<br />
In the example agency subtracts commission of 5% from the bill and the cost, and charges the client a 15% fee for this transaction.<br />
<br />
== Booking without showing all discounts and charges from the supplier ==<br />
NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.<br />
<br />
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.<br />
<br />
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.<br />
<br />
For example, enter a discount as -5%X if it is not to be shown on the booking order.<br />
<br />
== Handling online media ==<br />
=== Situation explained ===<br />
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.<br />
<br />
However when handling free to agency / free to client there seems to be a problem and I have outlined an example:<br />
Agency cost: 500,000 impressions paid and 500,000 impressions free<br />
Client bill: 750,000 impressions paid and 250,000 impressions free<br />
<br />
In this case a package can't be made of 500,000 each as then it shows the same for the client.<br />
<br />
=== Solution ===<br />
This is a costing issue so it should show in the existing costing columns as follows:<br />
<br />
[[image:onlinemedia.jpg]]<br />
<br />
== Handling long term bookings in Outdoor, Digital or continuous daily bookings in Newspapers ==<br />
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:<br />
<br />
Outdoor hoarding site near Airport,4 weeks<br />
Outdoor hoarding site near Airport,10 days<br />
Outdoor hoarding site near Airport,1 month<br />
<br />
Once you do this, enter a Material code (e.g. X) on the start date of the campaign in the date grid box. You MUST enter a Material code(e.g. X) in the Date grid, for the date range to show in schedule printout.<br />
<br />
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.<br />
<br />
====Why doesn't the date range appear in Schedule printout even after entering booking specifications like shown above?====<br />
<br />
This issue is noticed in a schedule printout when the following settings are used:<br />
*A numeral is used in the date grid to select the start date<br />
*<b>List</b> option is chosen under Date Format in the Media Schedule Printout screen<br />
To avoid this problem ensure that a Material code (e.g. X) is used in the date grid, to select start date of the campaign. This issue occurs only in schedule printout. The date range appears properly in booking orders and invoices even if a numeral is used.<br />
<br />
== Handling booking of additional dates on already booked lines ==<br />
=== Situation explained ===<br />
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). <br />
<br />
=== Solution explained ===<br />
<br />
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.<br />
<br />
== How to book a schedule with one vehicle in different lines with different currencies ==<br />
=== Situation explained ===<br />
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. <br />
=== Solution explained ===<br />
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.<br />
<br />
[[image:vehiclelineselection.jpg]]<br />
<br />
== How to book specific lines in a schedule with multiple lines of that vehicle ==<br />
<br />
===Situation explained ===<br />
Schedule has several lines for the same vehicle. You want to create separate booking orders for each line or a combination of lines.<br />
<br />
===Solution explained===<br />
You need to specify the line number while generating the booking order. In case you want only one line, then specify that line number in the Schedule lines Ids field. If you want a combination of lines then specify those line numbers in the Schedule lines Ids field.<br />
<br />
<b>To book a single line </b> <br />
<br />
<br />
[[image:book1line.jpg]]<br />
<br />
<br />
<b>To book a combination of lines</b><br />
<br />
<br />
[[image:bookmultiline.jpg]]<br />
<br />
== Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients ==<br />
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.<br />
<br />
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”.<br />
<br />
== Processing List of Wrong Ads ==<br />
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:<br />
<br />
# 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). <br />
# 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.<br />
<br />
== Automatic certification by importing Ad monitoring data==<br />
<br />
Automatic certification can be done using data provided by advertising monitoring services. The data must be provided, in or converted, to a special format.<br />
<br />
The columns of the import file are matched with scheduled ads and is based on the following criteria:<br />
<br />
#"date": Must exactly match the scheduled date (if the time is greater than 24:00 then 25:00 on 20/01/2010 does *not* match 01:00 on 21/01/2010, nor does it match 01:00 on 19/01/2010)<br />
#"submedium" : Must be exact Vehicle Name or exact Alias in NEOSYS Vehicle File (case insensitive)<br />
#"brand" : Must be exact Brand Name or exact Alias in NEOSYS Client/Brand File (case Insensitive)<br />
#"duration" : Must match duration on NEOSYS Schedule File from -1 to +3 seconds<br />
#"advertizing time" (*not* "program time") : Must be no more than 30 mins before, or 30 mins after, the scheduled time or time range.<br />
<br />
In case there are multiple matching ads in the schedule file for some ad in the import file then only the first scheduled ad found will be certified. The remainder will remain uncertified unless there are also multiple similar ads in the import file. Only if there are an equal number of matching ads in the import file will all the scheduled ads be certified.<br />
<br />
In case there is more than one similar ad in the import file for an ad that has been scheduled, then the balance of the imported ads will be loaded into the unmatched ads file and are listed for comparison while doing manual certification.<br />
<br />
It is advisable to use a fixed terminology when discussing automatic certification to avoid confusion between unmatched ads and uncertified ads.<br />
*“UNMATCHED ads” refers to monitored ads that NEOSYS has not been able to match up to scheduled ads in NEOSYS. <br />
*“UNCERTIFIED ads” are ads scheduled in NEOSYS which have a) not been matched with monitored ads automatically and b) not certified manually.<br />
<br />
== Invoicing “Certified Ads Only” after invoicing “All Ads” ==<br />
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.<br />
<br />
In old versions of NEOSYS, invoicing with the “certified ads only” options means both of the following:<br />
<br />
# “issue invoice for any uninvoiced ads that are certified”<br />
# “issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user<br />
<br />
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.<br />
<br />
This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.<br />
<br />
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.<br />
<br />
Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.<br />
<br />
== Cancelling or Amending Incorrect Client Invoices ==<br />
See [[Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices]]<br />
<br />
==== How to cancel and/or reissue an invoice using a credit note ====<br />
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.<br />
<br />
#In the Schedule File, click on the “Invoice” button to get the New Invoice screen.<br />
#Enter the Credit Note date in the Invoice date field<br />
#In the Invoice type option select “Credit note”<br />
#Click the “Create Proforma” button<br />
#Check that the credit note looks ok.<br />
#If the credit note looks OK, click on Invoice and the credit note will be created.<br />
<br />
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.<br />
<br />
== Credit Notes ==<br />
=== Credit Notes for reduction in billable cost ===<br />
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.<br />
<br />
There are many varied reasons why this could be required.<br />
<br />
*Ads not appearing properly<br />
*Accidental overbilling<br />
*Discounting<br />
*Renegotiation/Disputes<br />
<br />
To get a credit note for the required amount follow this procedure:<br />
<br />
#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.<br />
#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.<br />
<br />
NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.<br />
<br />
==== What if none of the discount and charge columns are vacant? ====<br />
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.<br />
<br />
=== Debit Notes for increase in billable amount ===<br />
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.<br />
<br />
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.<br />
<br />
=== Credit Note for reissuing "amended" invoices ===<br />
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.<br />
<br />
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.<br />
<br />
So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:<br />
<br />
#Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".<br />
#Amend the schedule to what you want it to be<br />
#Get a new invoice<br />
<br />
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.<br />
<br />
It doesnt matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".<br />
<br />
=== Issuing separate invoices or credit notes for selected discounts and charges ===<br />
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.<br />
<br />
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.<br />
<br />
For example, enter a discount as -5%X if it is to be shown on a separate credit note. <br />
<br />
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.<br />
<br />
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.<br />
<br />
== Posting media supplier invoices before issuing schedules to the client ==<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
== Removing unnecessary items from List of Schedules Pending Invoices ==<br />
[[Troubleshooting NEOSYS Media System#Removing unnecessary items from List of Schedules Pending Invoices|Removing unnecessary items from List of Schedules Pending Invoices]]<br />
<br />
== Processing wrong Incoming Media Supplier Invoices ==<br />
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:<br />
<br />
# 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). <br />
# 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. <br />
<br />
For more information on handling Incoming Media Supplier Invoices, go to [[Processing of Incoming Media Supplier Invoices]]<br />
<br />
== Accounting entries created by the Media System ==<br />
Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).<br />
<br />
'''Note:''' These entries are generated automatically by NEOSYS<br />
<br />
=== Entries when client is invoice for 120 with cost 100 ===<br />
Client A/C Dr. + 120<br />
Income A/c Cr. - 120<br />
<br />
Cost A/C Dr. + 100<br />
Media Accrual A/C Cr. - 100 (Schedule a/c)<br />
<br />
'''Note:''' Media accrual is a provision done as you haven’t received supplier invoice.<br />
<br />
=== Entries on received a supplier invoice that media has accepted ===<br />
'''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: <br />
<br />
Media Accrual A/c Dr. + 100 (Schedule a/c)<br />
Supplier A/c Cr. - 100 <br />
<br />
For a more detailed note on this topic, refer to [[Processing of Incoming Media Supplier Invoices]]<br />
<br />
==== Allocating amounts in the accruals a/c against the supplier invoice ====<br />
===== At the same time of receiving/posting the supplier invoice =====<br />
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.<br />
<br />
===== After receiving/posting the supplier invoice =====<br />
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.<br />
<br />
== Using NEOSYS VAT/Sales Tax Accounting for Media ==<br />
<br />
=== Setting up standard Sales Tax Percentage ===<br />
<br />
If all schedules should have the same VAT/Sales Tax% then specific it in the media Configuration File.<br />
<br />
The VAT/Tax code can be changed here too but is not optional and cannot be overridden per schedule.<br />
<br />
[[image:vat1.jpg]]<br />
<br />
=== Create a schedule with VAT/Tax% ===<br />
<br />
If a standard VAT/Sales Tax% is not defined in the media Configuration File then you must `manually add the tax percentage at the bottom of every schedule that should have tax.<br />
<br />
[[image:vat2.jpg]]<br />
<br />
=== Create the invoice ===<br />
<br />
Before you do this, Issue a proforma invoice first to check that the tax appears correctly.<br />
<br />
[[image:vat3.jpg]]<br />
<br />
=== Post the Sales Invoice Journal created ===<br />
<br />
In Finance Journals, check that the tax columns appear, the tax amount is correct, and then post it.<br />
<br />
[[image:vat4.jpg]]<br />
<br />
=== Check that the Sale Tax A/c is correct ===<br />
<br />
It should show an entry for the tax liability incurred by issuing and posting the above sales invoice.<br />
<br />
[[image:vat5.jpg]]<br />
<br />
== How to handle production costs on media rate cards ==<br />
Some media like out of home often has production costs which vary in parallel with the base cost.<br />
<br />
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.<br />
<br />
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.<br />
<br />
[[image:ratecardproduction.jpg]]<br />
<br />
== Specifying Gross Unit Bill Amount to Client in Ratecards ==<br />
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.<br />
<br />
#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.<br />
#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.<br />
<br />
== Specifying Gross Unit Cost to Agency in Ratecards ==<br />
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.<br />
<br />
#Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard<br />
#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.<br />
#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.<br />
#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.<br />
<br />
== Restricting Access to Selected Ratecard columns ==<br />
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.<br />
<br />
Add an appropriate lock to the task and give the key to the authorised users only in the usual way.<br />
<br />
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.<br />
<br />
== How to Use and Manage Materials ==<br />
<br />
In order to assign a material to an ad, simply type a letter to identify that material, into the Dates calender of the schedule as shown below:<br />
<br />
[[File:Material_calender.jpg| 1200x450px]]<br />
<br />
<br />
When the schedule is saved, the material automatically appears in the [[Schedule_file#Section_7| table of materials on the bottom of the schedule file]]. Also, a corresponding [[Material_File| Material File]] is automatically created.<br />
<br />
Materials can be tracked using the [[List_of_Materials| List of Materials]] report in the Media --> Materials menu.<br />
<br />
NEOSYS can also be [[Setting_up_and_Configuring_NEOSYS_Media_System#Pending_Materials| set up to send out an email alert warning about the list of pending material]]<br />
<br />
== Using Media Material File ==<br />
<br />
[[Material_File| Material file]] records are automatically generated from the schedules you enter.The material number is the schedule number (E.g. SCH1001) followed by a fullstop and material letter (e.g. A,B,C) i.e. SCH1001.A . One material is created for each material letter present on the schedule.<br />
<br />
If a schedule reuses material from previous schedules you must enter the previous schedule number in the list of materials at the bottom of the schedule file. This will prevent new material from being created automatically by the new schedule.<br />
<br />
If you mark materials in the [[Material_File| Material file]] (or [[Schedule_file| Schedule File]]) as having been delivered to you then [[Configuring_NEOSYS_Media_System#Pending_Materials| NEOSYS can alert you daily by email about material due for delivery by deadline date]].<br />
<br />
== [[Exporting to other finance systems]] ==<br />
== Exporting Invoices in Excel Format ==<br />
<br />
Using NEOSYS Invoices menu, Audit Invoices/List<br />
<br />
To “export” we run the normal audit procedure but with output format=xls.<br />
<br />
You can also get an html version of the invoices but this currently doesn’t show all the third party system alias codes.<br />
<br />
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.<br />
<br />
Steps:<br />
#''(Optional/Repeatable)'' EXPORT WITHOUT CLOSING<br />
#*Followed by visual inspection and maybe a *trial* (not real!) import into other system.<br />
#*Any new invoices generated afterwards will be appended to the old batch.<br />
#EXPORT AND CLOSE<br />
#*Closing will “finalise” the audit batch ensuring that the same invoices will not be exported again.<br />
#*To “re-export” a prior batch, specify the right audit number – for example the one prior to the current audit no.<br />
#*If re-exporting, then the current latest other-system client/supplier alias codes will be used<br />
#Import the exported file/audit batch into your other system.<br />
#*If any other-system client/supplier alias codes are wrong then fix the codes in NEOSYS and repeat from the previous step<br />
#Repeat from 1.<br />
<br />
[[image:Exporting_Invoices_in_Excel_Format.jpg]]<br />
<br />
Notes:<br />
To find the current audit number, run the audit report in html format WITHOUT closing.<br />
<br />
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.<br />
<br />
If you export and don’t close then any new invoices raise subsequently will be APPENDED to the current latest audit batch no.<br />
<br />
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:<br />
#Fail if it is capable of recognizing duplicate voucher numbers, or <br />
#Import duplicates transactions if it cannot.<br />
<br />
Once you close, then all new invoices will start being appended to a new batch of invoices with a new audit no.<br />
<br />
== Getting media executive sales commission statements ==<br />
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<br />
<br />
The commission structure must be setup beforehand in the Media Configuration File as follows:<br />
<br />
[[image:Commission.JPG]]<br />
<br />
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<br />
<br />
[[image:Media Diary01.jpg]]<br />
<br />
This will give you a report something like the following which shows the total commission due and pending per executive<br />
<br />
[[image:Media Diary02.jpg]]<br />
<br />
You can click on the summary total lines to see the details including the commission % and amount per ad as follows.<br />
<br />
[[image:Media Diary03.jpg]]<br />
<br />
== Selling TV spots ==<br />
<br />
=== Setting up the master files ===<br />
<br />
==== Create a vehicle ====<br />
<br />
[[image:tvspots6.jpg]]<br />
<br />
==== Create a rate card with standard price brackets ====<br />
<br />
[[image:tvspots7.jpg]]<br />
<br />
==== Specify the station programs and break times/durations for every date (there is a way to import as well) ====<br />
<br />
[[image:tvspots8.jpg]]<br />
<br />
=== Entering orders from clients ===<br />
<br />
==== Enter ads roughly into programs (not into breaks yet) ====<br />
<br />
You must follow the 3 step process below. Specification comes automatically.<br />
<br />
[[image: tvspots1.jpg]]<br />
<br />
=== Positioning ads in breaks ===<br />
<br />
==== Closer to the actual date position all the ads precisely into breaks ====<br />
<br />
[[image:tvspots2.jpg]]<br />
<br />
==== Lets have a look at all ads on July 5th ====<br />
<br />
[[image:tvspots3.jpg]]<br />
<br />
==== Select an un-positioned ad ====<br />
<br />
[[image:tvspots4.jpg]]<br />
<br />
==== Finally select where in the break this ad should appear compared to other ads. ====<br />
<br />
There is only one break in this program.<br />
<br />
[[image:tvspots5.jpg]]<br />
<br />
=== Issuing orders to the stations ===<br />
<br />
Close to the day of execution issue an order to the station<br />
<br />
[[image:tvspots9.jpg]]<br />
<br />
[[image:tvspots10.jpg]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Timesheet_FAQ&diff=5197Timesheet FAQ2014-11-17T11:50:57Z<p>Nikhil: /* Who approves the timesheets entered by an Approver? */</p>
<hr />
<div>==Who approves the timesheets entered by an Approver?==<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
== Why does unapproved time appear in Job Printouts?==<br />
<br />
The Timesheet approval system in NEOSYS is to ensure that the Timesheet Approver has seen/verified the timesheet entry.<br />
<br />
All timesheet entries will be visible in the Job Printout regardless of their approval status. This is because<br />
*Job Printout shows the latest total time spent on a job. It is unaffected by delays in timesheet approval<br />
*Usually corrections in timesheets are small and do not affect the accuracy of total time spent on a job very critically<br />
<br />
==How to generate reports using Timesheet Analysis?==<br />
<br />
<b>Generating reports using Timesheet Analysis</b><br />
<br />
Follow the steps listed below to generate the desired reports using Timesheet Analysis :<br />
<br />
# Goto MENU > Timesheets > Timesheets Analysis <br />
# Enter the desired dates in the “From” and “To” fields<br />
# Leave the "Company" field blank to generate a report for all, else enter company code to filter by company <br />
# Leave the “User(s)” field blank to generate a report for all, else enter the names of the desired users<br />
# Click “Analyse” or Hit the F9 key (now wait for a moment as the list is being generated – it may take some time depending on the size of the list)<br />
# A pop-up msg will appear as follows : <br> [[File:TS1.jpg]] <br><br />
# Click “Open” and wait for the data to export to an excel sheet.<br />
# The following msg might appear next :<br> [[File:TS2.jpg]] <br><br />
# Click “Yes”<br />
# You will now see an excel sheet with all the data you are looking for.<br />
# Now simply use the excel data filter function to size down the data to suit your report.<br />
<br />
The Data filter option in MS Excel can be used by clicking on the menu option as shown below :<br />
<br />
[[File:TS3.jpg]]<br />
<br />
Below is an example where the data is being filtered by "Department" <br />
<br />
[[File:TS4.jpg]]<br />
<br />
==How to ensure accurate & timely Timesheet data entry?==<br />
<br />
<b>Strategy for ensuring accurate timely TS data entry</b><br />
<br />
NEOSYS works on a daily TS entry concept to encourage daily data entry of timesheet info.<br />
<br />
=== Problem ===<br />
<br />
People can often remember what jobs they worked on, and roughly for how long, for one day - but not for longer unless they take notes. If TS users are allowed to leave their TS un-entered for more than one day, and especially if they are allowed to leave them un-entered for up to 7 days for example, then, human nature being what it is, many TS users are not going to enter their TS at the time when they can remember what they did. If forced to enter TS data after some time, they will come to dislike the TS system and possibly enter spurious records from memory.<br />
<br />
=== Solution ===<br />
<br />
Timesheet administrators should review and act upon the daily TS Summary Report and daily TS Reminder Email ON A DAILY BASIS. They should urgently request managers to immediately council any TS users who are delaying entering their TS for more than one day.<br />
<br />
If management are unable to generally rectify staff delay on TS data entry then it will be clear to all that the TS data is compromised.<br />
<br />
A future version of NEOSYS might prevent users from using NEOSYS until their TS is entered but this is of limited value if their only use NEOSYS to enter TS.<br />
<br />
==Who should receive reminder email for the users entering timesheets if the email address is not entered for them?==<br />
Users who are not so active and do not have email address entered in their user details but at the same time they have timesheet entered for them in past 31 days. <br />
<br />
For such users an approver will get the timesheet reminder instead.<br />
<br />
This is deliberate to allow operation in clients where the people are not responsible for entering their own timesheets.<br />
<br />
Initially NEOSYS is setup to block timesheet data entry older than 3 days. If users hit this limit then it can be increased (temporarily) for up to 7 days or even more but only after advising timesheet administrators of the problem and solution discussed above. The idea is to verify that timesheet administrators are in fact taking the necessary action and council them if not.<br />
<br />
==Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates?==<br />
<br />
The report generated by the Timesheet Printout takes into account only those dates occurring after the Start Date entered in the Timesheet Configuration File.<br />
<br />
In older versions of NEOSYS, the Timesheet Analysis report and Job Printout will give details of ALL the timesheets that are entered, irrespective of the Start Date configured in Timesheet Configuration File. In the newer version, 23rd Sept. 2014 onwards, timesheets from before the Start date no longer appear on Timesheet Analysis report or Job printouts.<br />
<br />
You can change the Start Date to an earlier date if you want to incorporate these missing dates in the Timesheet Printout. However, moving the Start Date can result in Timesheet reminder emails being sent to all the users who started using Timesheets at a later date. In order to avoid this, follow steps for [[Setting_up_and_Configuring_NEOSYS_Timesheets_System#Avoiding_reminders_for_dates_prior_to_the_joining_date_of_users | preventing the reminder emails being sent prior to joining date of users.]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC4b.jpg&diff=5196File:IC4b.jpg2014-11-12T05:27:31Z<p>Nikhil: Nikhil uploaded a new version of &quot;File:IC4b.jpg&quot;</p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC4a.jpg&diff=5195File:IC4a.jpg2014-11-12T05:27:04Z<p>Nikhil: Nikhil uploaded a new version of &quot;File:IC4a.jpg&quot;</p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC3.jpg&diff=5194File:IC3.jpg2014-11-12T05:26:03Z<p>Nikhil: Nikhil uploaded a new version of &quot;File:IC3.jpg&quot;</p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC2b.jpg&diff=5193File:IC2b.jpg2014-11-12T05:24:06Z<p>Nikhil: Nikhil uploaded a new version of &quot;File:IC2b.jpg&quot;</p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC2a.jpg&diff=5192File:IC2a.jpg2014-11-12T05:23:35Z<p>Nikhil: Nikhil uploaded a new version of &quot;File:IC2a.jpg&quot;</p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=Setting_up_a_new_company_in_existing/new_database&diff=5191Setting up a new company in existing/new database2014-11-11T13:32:41Z<p>Nikhil: /* Setting up a new company in existing/new database */</p>
<hr />
<div>__FORCETOC__<br />
==Setting up a new company in existing/new database==<br />
<br />
'''Draft email requesting info required to add new company to existing/new database<br />
<br />
<br />
Dear XXX,<br />
To open the new company can we please have the following info:<br />
1.Letterhead:<br />
-Exact company name to appear on invoices etc<br />
-Company logo (jpg or gif file about 100 pixels high and proportionally wide)<br />
-Address for letterhead <br />
2.Any new users:<br />
-Full Name<br />
-Email Address (to get passwords)<br />
-User role(s) department/position etc (for authorization level)<br />
3.Existing Users Access Rights:<br />
-Who should have access to the new company?<br />
4. Default Market for the Company<br />
5.Bank Accounts:<br />
-Full Payment instructions<br />
6.First Financial Year<br />
7.General Accounts:<br />
-Client: Shared existing list ? OR create new private clients list/chart? <br />
-Suppliers: Share existing list? OR create new private supplier list/chart?<br />
8.Invoice Numbering:<br />
-Prefix for the new company (usually one letter)<br />
-The numbering system for the following documents ( Refer to Principles of Document numbering in NEOSYS :- http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )<br />
Media module (if installed and not using default numbering scheme)<br />
Starting Schedule Number<br />
Starting Media Invoice Number<br />
Job module (if installed and not using default numbering scheme)<br />
Starting Job Number<br />
Starting Purchase Order Number<br />
Starting Estimate Number<br />
Starting Job Invoice Number<br />
Finance module (if installed and not using default numbering scheme)<br />
What numbering scheme to be used?<br />
<b>** In addition to the points above, request for the following information if setting up a new company in a new database</b><br />
9. Base Currency of the dataset<br />
10. IP restrictions: <br />
List of IP numbers from which NEOSYS can be accessed<br />
11. Backup email notification recipients: <br />
List of people to receive email reports about the daily backup<br />
12. Allowed domains in email addresses <br />
List of allowed domains for user's email addresses<br />
Best Regards,<br />
<br />
<br />
=== Setting up a new company in an existing database ===<br />
<br />
The following procedure also applies to adding a new company to a multi-company installation in existing database.<br />
<br />
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]<br />
#Create a new company in the Company File by specifying the required details like company code, company name, current year, main market code, prefix, financial year. The company code must be a letter even if previous existing companies use a numeric company code. Specify an alphabetical prefix to the company which is used for invoice numbering (refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company). Enter payment instructions specific to this company and it will appear on all invoices for this company. <br>[[Image:multicompany1.jpg]]<br><br />
#If you need inter-company entries to be made then the first step is to setup the existing and new company ledgers accounts under the Inter-company A/cs Ledger. This is required if you have only one bank a/c in the main company and the other companies operate out of the main company's bank a/c and/or need to do inter-company entries or if the other companies are just dummy ones. See [http://userwiki.neosys.com/index.php/How_to_setup_inter_company_accounts_and_do_inter_company_postings Inter Company entries]<br>To enable inter-company entries, in the main company file specify the other company code and its inter-company a/c number under Other Companies. <br>[[Image:multicompany2.jpg]]<br><br />
#In the Chart of Accounts lock the Bank Ledger to the main company and create an additional bank ledger for the new company if there is a need. You can also create additional ledgers for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However mostly these ledgers are shared between companies. In no instance will you unlock the Bank Ledger to be shared between the companies. Since you can have multiple subsidiary ledgers under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same the control a/c to segregate the accounts into common or private charts.<br />
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed<br />
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.<br />
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering and numbering pattern under the Media/Job config file.<br />
=== Setting up a new company in a new database ===<br />
<br />
In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database<br />
<br />
#Configure base currency of the new database in the Company file<br />
#Client Security Mark - ask the programmer to setup the client security mark for the new company.<br />
#IP restrictions: Add list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]<br />
#Backup email notification recipients and allowed domains in email addresses: Configure list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Using_NEOSYS_Finance_System&diff=5190Using NEOSYS Finance System2014-11-11T13:29:23Z<p>Nikhil: </p>
<hr />
<div>[[Importing Accounts and Addresses]]<br />
<br />
[[Migrate data from OLD system to NEOSYS]]<br />
<br />
[[Preventing posting in prior years and periods]]<br />
<br />
[[Consolidating reports between databases]]<br />
<br />
[[Performing Essential Maintenance of NEOSYS Finance Module]]<br />
<br />
[[Manual control of payee on payment vouchers]]<br />
<br />
[[Automatic Details on Ledger Account]]<br />
<br />
[[Chart of Accounts]]<br />
<br />
[[Specifying when Financial Year starts]]<br />
<br />
[[How to "Open New Year"]]<br />
<br />
[[Entering Opening Balances & Items]]<br />
<br />
[[Working of Inter Currency Conversion]]<br />
<br />
[[Processing Postdated Cheques in NEOSYS]]<br />
<br />
[[Handling Exchange Losses & Gains in NEOSYS]]<br />
<br />
[[Avoiding Invoice and Credit Note combinations appearing on Client A/c Statements]]<br />
<br />
[[Understanding the difference between Ledger A/c printout and Statement printout]]<br />
<br />
[[Presenting Trial Balances and Financial Statements in a non-base currency]]<br />
<br />
[[Showing subsidiary charts in the main trial balance]]<br />
<br />
[[Understanding VAT/Sales Tax in the NEOSYS finance module]]<br />
<br />
[[Revaluing closing balances]]<br />
<br />
[[Entering Multi-period journal batches]]<br />
<br />
[[Understanding the term ACCOUNT and its various statements]]<br />
<br />
[[Closing an account with multiple currencies]]<br />
<br />
[[Handling receipts in one currency to pay off invoices in another currency]]<br />
<br />
[[Handling supplier invoices which are less then the accrual due to currency gains]]<br />
<br />
[[Handling intercurrency allocation]]<br />
<br />
[[Handling obsolete/unused accounts]]<br />
<br />
[[Moving accounts between ledgers]]<br />
<br />
[[Explaining what the intercurrency conversion account is]]<br />
<br />
[[Cheque_Design_and_Printing|Cheque Design and Printing]]<br />
<br />
[[Setting up a new company in existing/new database]]<br />
<br />
[[Posting receipts and payments to bank accounts in non base currencies]]<br />
<br />
[[Stopping recurring journals before their term is over]]<br />
<br />
[[Designing a multi-financial year P&L Financial Statement]]<br />
<br />
[[Printing PDC cheque]]<br />
<br />
[[What is the difference between Chart of Accounts and Ledger?]]<br />
<br />
[[Handling very detailed Job Types in the Chart of Accounts for P & L]]<br />
<br />
[[Account of PDC with Due Date column]]<br />
<br />
[[Obtaining Cash Flow Forecast for Post Dated Cheques]] <br />
<br />
[[How to revalue open item accounts "as at" periods that have been cleared in Clear Open Items]]<br />
<br />
[[How to setup inter company accounts and do inter company postings]]<br />
----<br />
[[Notes]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=How_to_setup_inter_company_accounts_and_do_inter_company_postings&diff=5189How to setup inter company accounts and do inter company postings2014-11-11T13:27:57Z<p>Nikhil: Created page with "Inter company transactions are handled in NEOSYS by first creating inter company accounts in the Inter company ledger and then linking this account in the Company file. For e..."</p>
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<div>Inter company transactions are handled in NEOSYS by first creating inter company accounts in the Inter company ledger and then linking this account in the Company file.<br />
<br />
For example a company '''NEOSYS A''' wants to transfer an amount to company '''NEOSYS B'''<br />
<br />
1. Create intercompany accounts for '''Company A''' and '''Company B''' in Chart of Accounts>Intercompany Accounts Ledger<br />
<br />
[[File:IC1.jpg|800px]]<br />
<br />
2. Link the account NB in Company File of '''Company A''' and NA in Company File of '''Company B'''<br />
<br />
[[File:IC2a.jpg|700px]]<br />
<br />
[[File:IC2b.jpg|700px]]<br />
<br />
3. Use an appropriate Journal Type to show the Transaction<br />
<br />
[[File:IC3.jpg|1000px]]<br />
<br />
Note how NEOSYS automatically creates a voucher under each company using the inter company accounts and auto-numbers these vouchers<br />
<br />
[[File:IC4a.jpg|900px]]<br />
<br />
[[File:IC4b.jpg|900px]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC2b.jpg&diff=5188File:IC2b.jpg2014-11-11T13:23:52Z<p>Nikhil: Nikhil uploaded a new version of &quot;File:IC2b.jpg&quot;</p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC4b.jpg&diff=5187File:IC4b.jpg2014-11-11T13:00:05Z<p>Nikhil: </p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC4a.jpg&diff=5186File:IC4a.jpg2014-11-11T12:57:00Z<p>Nikhil: </p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC3.jpg&diff=5185File:IC3.jpg2014-11-11T12:54:58Z<p>Nikhil: </p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC2b.jpg&diff=5184File:IC2b.jpg2014-11-11T12:53:33Z<p>Nikhil: </p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC2a.jpg&diff=5183File:IC2a.jpg2014-11-11T12:52:23Z<p>Nikhil: </p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=File:IC1.jpg&diff=5182File:IC1.jpg2014-11-11T12:51:14Z<p>Nikhil: </p>
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<div></div>Nikhilhttps://userwiki.neosys.com/index.php?title=Timesheet_FAQ&diff=5181Timesheet FAQ2014-11-11T11:25:46Z<p>Nikhil: /* Who approves the timesheets entered by an Approver? */</p>
<hr />
<div>==Who approves the timesheets entered by an Approver?==<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
== Why does unapproved time appear in Job Printouts?==<br />
<br />
The Timesheet approval system in NEOSYS is to ensure that the Timesheet Approver has seen/verified the timesheet entry.<br />
<br />
All timesheet entries will be visible in the Job Printout regardless of their approval status. This is because<br />
*Job Printout shows the latest total time spent on a job. It is unaffected by delays in timesheet approval<br />
*Usually corrections in timesheets are small and do not affect the accuracy of total time spent on a job very critically<br />
<br />
==How to generate reports using Timesheet Analysis?==<br />
<br />
<b>Generating reports using Timesheet Analysis</b><br />
<br />
Follow the steps listed below to generate the desired reports using Timesheet Analysis :<br />
<br />
# Goto MENU > Timesheets > Timesheets Analysis <br />
# Enter the desired dates in the “From” and “To” fields<br />
# Leave the "Company" field blank to generate a report for all, else enter company code to filter by company <br />
# Leave the “User(s)” field blank to generate a report for all, else enter the names of the desired users<br />
# Click “Analyse” or Hit the F9 key (now wait for a moment as the list is being generated – it may take some time depending on the size of the list)<br />
# A pop-up msg will appear as follows : <br> [[File:TS1.jpg]] <br><br />
# Click “Open” and wait for the data to export to an excel sheet.<br />
# The following msg might appear next :<br> [[File:TS2.jpg]] <br><br />
# Click “Yes”<br />
# You will now see an excel sheet with all the data you are looking for.<br />
# Now simply use the excel data filter function to size down the data to suit your report.<br />
<br />
The Data filter option in MS Excel can be used by clicking on the menu option as shown below :<br />
<br />
[[File:TS3.jpg]]<br />
<br />
Below is an example where the data is being filtered by "Department" <br />
<br />
[[File:TS4.jpg]]<br />
<br />
==How to ensure accurate & timely Timesheet data entry?==<br />
<br />
<b>Strategy for ensuring accurate timely TS data entry</b><br />
<br />
NEOSYS works on a daily TS entry concept to encourage daily data entry of timesheet info.<br />
<br />
=== Problem ===<br />
<br />
People can often remember what jobs they worked on, and roughly for how long, for one day - but not for longer unless they take notes. If TS users are allowed to leave their TS un-entered for more than one day, and especially if they are allowed to leave them un-entered for up to 7 days for example, then, human nature being what it is, many TS users are not going to enter their TS at the time when they can remember what they did. If forced to enter TS data after some time, they will come to dislike the TS system and possibly enter spurious records from memory.<br />
<br />
=== Solution ===<br />
<br />
Timesheet administrators should review and act upon the daily TS Summary Report and daily TS Reminder Email ON A DAILY BASIS. They should urgently request managers to immediately council any TS users who are delaying entering their TS for more than one day.<br />
<br />
If management are unable to generally rectify staff delay on TS data entry then it will be clear to all that the TS data is compromised.<br />
<br />
A future version of NEOSYS might prevent users from using NEOSYS until their TS is entered but this is of limited value if their only use NEOSYS to enter TS.<br />
<br />
==Who should receive reminder email for the users entering timesheets if the email address is not entered for them?==<br />
Users who are not so active and do not have email address entered in their user details but at the same time they have timesheet entered for them in past 31 days. <br />
<br />
For such users an approver will get the timesheet reminder instead.<br />
<br />
This is deliberate to allow operation in clients where the people are not responsible for entering their own timesheets.<br />
<br />
Initially NEOSYS is setup to block timesheet data entry older than 3 days. If users hit this limit then it can be increased (temporarily) for up to 7 days or even more but only after advising timesheet administrators of the problem and solution discussed above. The idea is to verify that timesheet administrators are in fact taking the necessary action and council them if not.<br />
<br />
==Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates?==<br />
<br />
The report generated by the Timesheet Printout takes into account only those dates occurring after the Start Date entered in the Timesheet Configuration File.<br />
<br />
In older versions of NEOSYS, the Timesheet Analysis report and Job Printout will give details of ALL the timesheets that are entered, irrespective of the Start Date configured in Timesheet Configuration File. In the newer version, 23rd Sept. 2014 onwards, timesheets from before the Start date no longer appear on Timesheet Analysis report or Job printouts.<br />
<br />
You can change the Start Date to an earlier date if you want to incorporate these missing dates in the Timesheet Printout. However, moving the Start Date can result in Timesheet reminder emails being sent to all the users who started using Timesheets at a later date. In order to avoid this, follow steps for [[Setting_up_and_Configuring_NEOSYS_Timesheets_System#Avoiding_reminders_for_dates_prior_to_the_joining_date_of_users | preventing the reminder emails being sent prior to joining date of users.]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Supplier_File&diff=5180Supplier File2014-11-04T11:04:10Z<p>Nikhil: /* Media/Non-Media */</p>
<hr />
<div>[[image:Supplierfile.jpg]]<br />
<br />
'''The Supplier file contains the details of the media supplier. All media vehicles are linked to a supplier record within the file.'''<br />
<br />
=== Supplier Code ===<br />
Unique code assigned to a supplier.<br />
<br />
{{Open Search Create|supplier}}<br />
<br />
{{Codes}}<br />
<br />
=== Supplier Name ===<br />
Name of the supplier as you want it to appear on all reports and documents issued from NEOSYS.<br />
<br />
Enter supplier name.<br />
<br />
=== Stopped (Reason) ===<br />
{{Stop(reason)}}<br />
<br />
=== Contact ===<br />
Supplier representative name. <br />
<br />
Enter the name of the supplier representative, to whom the booking orders would be addressed.<br />
<br />
This information would show on the booking order only if the Contact information on the vehicle record is not available.<br />
<br />
=== Address ===<br />
Supplier delivery address.<br />
<br />
Enter the supplier address as it should appear on all documents issued to the supplier from NEOSYS.<br />
<br />
=== Fax/Tel ===<br />
Supplier contact details.<br />
<br />
Enter the contact details of the supplier which shows on the booking order accompanying the name of the supplier representative.<br />
<br />
This information would show on the order only if they are not available in the vehicle record.<br />
<br />
=== Email address ===<br />
Supplier email address.<br />
<br />
Enter the supplier e-mail address.<br />
<br />
Email address can be configured from [[Media Types File]] to appear on all documents issued to the supplier from NEOSYS.<br />
<br />
=== Media/Non-Media ===<br />
Supplier for media or production.<br />
<br />
A media supplier is a supplier specific to the Media system whereas a non-media supplier is a supplier specific to the Production system. For suppliers that deal with media as well as production you can select the Media and Non-Media option.<br />
<br />
A non-media supplier cannot be linked with a media vehicle.<br />
<br />
=== Department ===<br />
This field is used to identify if the supplier is an internal department or an external firm. A blank field means an external supplier.<br />
<br />
Purchase orders entered for internal departments are titled as Requisitions. This field allows NEOSYS to differentiate between Purchase Orders and Requisitions and print the title accordingly.<br />
<br />
Costs may be omitted if desired but, if entered, are treated in a very similar way to ordinary costs except that the "supplier" a/c will be some internal expense recovery account instead of a normal account payable.<br />
<br />
=== A/c no. ===<br />
Account No as mentioned in Trade Creditors Chart of Accounts.<br />
<br />
Enter the supplier account code to record financial transactions.<br />
<br />
=== Market Code ===<br />
Supplier's target advertising market.<br />
<br />
Enter the code of the market to which the supplier belongs. <br />
<br />
The linked vehicles could belong to multiple markets.<br />
<br />
=== Supplier Group ===<br />
It could be possible that a single supplier consists of multiple companies, in this scenario these multiple supplier records can be linked to a single record.<br />
<br />
Enter the supplier group to which the supplier belongs. (not compulsory)<br />
<br />
=== Media Vehicles ===<br />
Media vehicles with whom supplier is linked.<br />
<br />
Display list of vehicles linked to the supplier with the option of directly accessing the vehicle records.<br />
<br />
=== Alias Codes ===<br />
<br />
See [http://userwiki.neosys.com/index.php/Agency_FAQ#What_are_alias_codes_in_NEOSYS.3F What are alias codes]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Media_Progress_Summary&diff=5158Media Progress Summary2014-10-22T13:28:05Z<p>Nikhil: </p>
<hr />
<div>[[image:MediaProgressSummary.jpg]]<br />
<br />
Media Progress Summary report shows the total number and value of ads per client, vehicle etc. at various stages of execution like Scheduled, Booking, Certification, Supplier Invoiced, Invoiced and Receipts/Payments<br />
<br />
Most of the fields on this form have been documented at [[Schedule file]]. The fields that are specific to this page are documented here.<br />
<br />
'''Sample Media Progress Summary Report'''<br />
<br />
[[file:mediaprogresssummaryrpt.jpg]]<br />
<br />
== Filter ==<br />
=== Date Range ===<br />
Shows time period for which we want to view Media Progress Summary.<br />
<br />
Select start date and stop date <br />
<br />
=== Time Range ===<br />
Filter for specific time range in case of Television or Radio Ads.<br />
<br />
Enter time range for which you want to view ads.<br />
<br />
=== Schedule Number ===<br />
Shows no. of schedule whose ads we want to track.<br />
<br />
{{Open Search Create|schedule}}<br />
<br />
=== Material is defined===<br />
{{Material is defined}}<br />
<br />
== Filter 2 ==<br />
=== Company ===<br />
Filter for specific company(s).<br />
<br />
{{Open Search Multiple|company}}<br />
<br />
=== Client Group ===<br />
Filter for all clients associated with the client group<br />
<br />
{{Open Search Multiple|client group}}<br />
<br />
=== Client ===<br />
Filter for specific client(s).<br />
<br />
{{Open Search Multiple|client}}<br />
<br />
=== Brand ===<br />
Filter for specific Brand(s).<br />
<br />
{{Open Search Multiple|brand}}<br />
<br />
=== Media Type ===<br />
Filters for specific Media Type(s).<br />
<br />
{{Open Search Multiple|media type}}<br />
<br />
=== Market ===<br />
Filters for specific Market(s).<br />
<br />
{{Open Search Multiple|market}}<br />
<br />
=== Supplier Group ===<br />
Filter for all suppliers associated with the supplier group<br />
<br />
{{Open Search Multiple|supplier group}}<br />
<br />
=== Supplier ===<br />
Filter for specific Supplier(s).<br />
<br />
{{Open Search Multiple|supplier}}<br />
<br />
=== Vehicle ===<br />
Filter for specific vehicles(s).<br />
<br />
{{Open Search Multiple|vehicle}}</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Main_Page&diff=5157Main Page2014-10-22T12:26:51Z<p>Nikhil: /* Reference */</p>
<hr />
<div><big>'''This is the NEOSYS User Support Wiki.'''</big><br />
<br />
==FAQ==<br />
[[General FAQ]]<br />
<br />
[[Agency FAQ]]<br />
<br />
[[Media FAQ]]<br />
<br />
[[Job FAQ]]<br />
<br />
[[Finance FAQ]]<br />
<br />
[[Timesheet FAQ]]<br />
<br />
[[Sales FAQ ]]<br />
<br />
==Using NEOSYS==<br />
<br />
[[Using NEOSYS Generally]]<br />
<br />
[[Using NEOSYS Agency System]]<br />
<br />
[[Using NEOSYS Media System]]<br />
<br />
[[Using NEOSYS Job System]]<br />
<br />
[[Using NEOSYS Finance System]]<br />
<br />
[[Using NEOSYS Timesheets System]]<br />
<br />
==Configuring NEOSYS==<br />
<br />
[[Setting up and Configuring NEOSYS Generally]]<br />
<br />
[[Setting up and Configuring NEOSYS Agency System]]<br />
<br />
[[Setting up and Configuring NEOSYS Media System]]<br />
<br />
[[Setting up and Configuring NEOSYS Job System]]<br />
<br />
[[Setting up and Configuring NEOSYS Finance System]]<br />
<br />
[[Setting up and Configuring NEOSYS Timesheets System]]<br />
<br />
==Troubleshooting NEOSYS==<br />
<br />
[[Troubleshooting NEOSYS Generally]]<br />
<br />
[[Troubleshooting NEOSYS Agency System]]<br />
<br />
[[Troubleshooting NEOSYS Media System]]<br />
<br />
[[Troubleshooting NEOSYS Job System]]<br />
<br />
[[Troubleshooting NEOSYS Finance System]]<br />
<br />
[[Troubleshooting NEOSYS Timesheets system]]<br />
<br />
==Reference==<br />
<br />
This section is not complete.<br />
<br />
[[The Media Menu]]<br />
<br />
The media module in NEOSYS is used for planning, scheduling, booking and invoicing advertisements in broadcast, press, outdoor and interactive media.<br />
<br />
[[The Job Menu]]<br />
<br />
Job is used for BTL advertising, a job file consists detailed information about the job. Information such as the client, brand, market, bill and cost, etc. is mentioned in the job file. <br />
<br />
[[The Analysis Menu]]<br />
<br />
View, edit and run Media and Billing Analysis reports<br />
<br />
[[The Finance Menu]]<br />
<br />
[[Support Menu]]<br />
<br />
[[NEOSYS General User Interface]]<br />
<br />
==Others==<br />
<br />
[[Remote assistance using NEOSYS Remote Support Utility (SC)]]<br />
<br />
[[Remote assistance using Teamviewer]]<br />
<br />
== Evaluating NEOSYS Pre-Sale ==<br />
[[Demonstration versions of NEOSYS and evaluation periods]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Support_Menu&diff=5156Support Menu2014-10-22T12:26:47Z<p>Nikhil: Created page with "Authorisation File System Configuration File"</p>
<hr />
<div>[[Authorisation File]]<br />
<br />
[[System Configuration File]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Authorisation_File&diff=5155Authorisation File2014-10-22T12:02:12Z<p>Nikhil: </p>
<hr />
<div>== The Authorisation Table ==<br />
<br />
The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.<br />
<br />
The Authorisation File is on the Support Menu which is not available to everybody.<br />
<br />
=== Tasks and Locks ===<br />
<br />
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".<br />
<br />
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.<br />
<br />
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".<br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
The lock code "NEOSYS" locks all users out of a task without exception, the key "NEOSYS" should not be given to any user.<br />
<br />
Two of the basic functionalities of locks used in the NEOSYS AUTHORIZATION TABLE are:<br />
*Access<br />
*Update<br />
<br />
Depending on the system being used, the lock can be:<br />
*Access Media / Update Media for Media System (AM & UM)<br />
*Access Job / Update Job for Job System (AP & UP)<br />
*Access Accounts / Update Accounts for Finance System (AA & UA)<br />
<br />
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. <br />
<br />
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.<br />
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. <br />
<br />
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.<br />
<br />
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. <br />
<br />
Ideally a lock code should be informative of its purpose.<br />
<br />
=== Users and Keys ===<br />
<br />
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. <br><br />
This section allows support staff to do the following :<br><br />
*Add/Delete users<br><br />
*Disable existing users by entering an "Expiry" date<br><br />
*Generate a password for a user or a level<br><br />
*Set the number of days for the password to auto-expire<br><br />
*Enter/change the user domain<br><br />
*Monitor the users last login date, time and IP <br><br />
*Add/Remove/Edit tasks for a user / level <br><br />
*Specify allowed IP Numbers<br><br><br />
<br />
Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group. The various groups in Authorisation File like Admin, Management, Media, Finance, Production, Client Services, etc. are present in the STARTUP dataset and is configured further as per the clients requirement.<br />
<br />
User groups are given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Possession of a particular key authorises the user to perform all the tasks that have the same lock code that matches the key code. <br />
<br />
Users inherit all the keys of group users placed below and not vice versa. <br />
<br />
Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. <br />
<br />
The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective KEYS to the users in the "USERS" section against their name/level.<br />
<br />
Before giving a user a "key", consider sorting/filtering tasks to see what access the key grants to the user. Do not grant keys without fully appreciating what they lock.<br />
<br />
==== Subgroups ====<br />
Subgroups can be created to further define access by hierarchy.<br />
<br />
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". <br />
<br />
*JOE<br />
*JOHN<br />
*SENIOR ACCOUNTANTS<br />
*JOAN<br />
*JOSEPH<br />
*ACCOUNTS<br />
*blank line separating the next group<br />
<br />
Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.<br />
<br />
=== Rules for Customising the Authorisation Table ===<br />
<br />
*Do not enter USERNAMEs for group “user” lines i.e. Departments <BR> 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.<br />
*Do not assign keys to individual users. Assign them to a group “user” i.e. Department instead <BR> 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.<br />
<br />
=== Access restriction by IP No. ===<br />
<br />
*Access to NEOSYS for users is by default restricted from the standard Local Area Network IP numbers i.e. 192.168.*, 10.* and 127.*.<br />
<br />
*To restrict ALL users to login only from certain IP numbers or IP ranges, configure these IP numbers/ranges in the '''System Configuration file'''. See [http://userwiki.neosys.com/index.php/System_Configuration_File#IP_numbers IP restriction in System Configuration File] <br />
<br />
*To restrict SPECIFIC users to login only from certain IP numbers or IP ranges, configure these IP numbers/ranges in the '''Authorisation File'''. Avoid per user restrictions. See [http://userwiki.neosys.com/index.php/Authorisation_File#.E2.80.9CPer_User.E2.80.9D_Authorisations Per User Authorisation]<br />
If allowed IP numbers/ranges are configured in the Authorisation File then it takes precedence over the configuration in System Configuration File<br />
<br />
E.g.As shown below, enter the IP numbers/ranges in the Allowed IP Numbers field of Client Servicing User group to restrict access of DEMOUSER and allow access only from the specified IP number/range<br />
<br />
[[IMAGE:AuthorizationTableEntryFile.JPG]]<br />
<br />
==== Access restriction for user: NEOSYS ==== <br />
* The user NEOSYS has been restricted to login only from Private LAN, NEOSYS Office/VPN IP addresses and configured static IP addresses.<BR>Ordinary users may or may not be authorised to login from dynamic IP addresses outside the office, but the user NEOSYS cannot. <br />
* 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.<br />
<br />
=== “Per User” Authorisations ===<br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
=== Expired Users ===<br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
The expired users can be moved to the bottom of the same authorisation group but should not be either deleted or moved to another location or section in the Authorisation Table otherwise it becomes virtually impossible to answer historical questions about expired users activity or expiration. An option to hide/show expired users isn't available but might be later on.<br />
<br />
Expired users will not be removed from Timesheet Summary as their usage details are recorded in it.<br />
<br />
[[image:expire.jpg]]<br />
<br />
== Configuring Access to Financial Reports==<br />
<br />
See [http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_Reports_Access Configuring Access to Financial Reports]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=User_talk:Ruku&diff=5154User talk:Ruku2014-10-22T11:16:38Z<p>Nikhil: Welcome!</p>
<hr />
<div>'''Welcome to ''NEOSYS User Support Wiki''!'''<br />
We hope you will contribute much and well.<br />
You will probably want to read the [https://www.mediawiki.org/wiki/Special:MyLanguage/Help:Contents help pages].<br />
Again, welcome and have fun! [[User:Nikhil|Nikhil]] ([[User talk:Nikhil|talk]]) 15:16, 22 October 2014 (GST)</div>Nikhilhttps://userwiki.neosys.com/index.php?title=User:Ruku&diff=5153User:Ruku2014-10-22T11:16:38Z<p>Nikhil: Creating user page for new user.</p>
<hr />
<div>MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE</div>Nikhilhttps://userwiki.neosys.com/index.php?title=User_talk:Arvind&diff=5152User talk:Arvind2014-10-16T13:12:10Z<p>Nikhil: Welcome!</p>
<hr />
<div>'''Welcome to ''NEOSYS User Support Wiki''!'''<br />
We hope you will contribute much and well.<br />
You will probably want to read the [https://www.mediawiki.org/wiki/Special:MyLanguage/Help:Contents help pages].<br />
Again, welcome and have fun! [[User:Nikhil|Nikhil]] ([[User talk:Nikhil|talk]]) 17:12, 16 October 2014 (GST)</div>Nikhilhttps://userwiki.neosys.com/index.php?title=User:Arvind&diff=5151User:Arvind2014-10-16T13:12:09Z<p>Nikhil: Creating user page for new user.</p>
<hr />
<div>Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive<br />
Arvind Prasad Software Support Executive</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Timesheet_FAQ&diff=5150Timesheet FAQ2014-09-24T07:09:11Z<p>Nikhil: /* Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates? */</p>
<hr />
<div>==Who approves the timesheets entered by an Approver?==<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
==How to generate reports using Timesheet Analysis?==<br />
<br />
<b>Generating reports using Timesheet Analysis</b><br />
<br />
Follow the steps listed below to generate the desired reports using Timesheet Analysis :<br />
<br />
# Goto MENU > Timesheets > Timesheets Analysis <br />
# Enter the desired dates in the “From” and “To” fields<br />
# Leave the "Company" field blank to generate a report for all, else enter company code to filter by company <br />
# Leave the “User(s)” field blank to generate a report for all, else enter the names of the desired users<br />
# Click “Analyse” or Hit the F9 key (now wait for a moment as the list is being generated – it may take some time depending on the size of the list)<br />
# A pop-up msg will appear as follows : <br> [[File:TS1.jpg]] <br><br />
# Click “Open” and wait for the data to export to an excel sheet.<br />
# The following msg might appear next :<br> [[File:TS2.jpg]] <br><br />
# Click “Yes”<br />
# You will now see an excel sheet with all the data you are looking for.<br />
# Now simply use the excel data filter function to size down the data to suit your report.<br />
<br />
The Data filter option in MS Excel can be used by clicking on the menu option as shown below :<br />
<br />
[[File:TS3.jpg]]<br />
<br />
Below is an example where the data is being filtered by "Department" <br />
<br />
[[File:TS4.jpg]]<br />
<br />
==How to ensure accurate & timely Timesheet data entry?==<br />
<br />
<b>Strategy for ensuring accurate timely TS data entry</b><br />
<br />
NEOSYS works on a daily TS entry concept to encourage daily data entry of timesheet info.<br />
<br />
=== Problem ===<br />
<br />
People can often remember what jobs they worked on, and roughly for how long, for one day - but not for longer unless they take notes. If TS users are allowed to leave their TS un-entered for more than one day, and especially if they are allowed to leave them un-entered for up to 7 days for example, then, human nature being what it is, many TS users are not going to enter their TS at the time when they can remember what they did. If forced to enter TS data after some time, they will come to dislike the TS system and possibly enter spurious records from memory.<br />
<br />
=== Solution ===<br />
<br />
Timesheet administrators should review and act upon the daily TS Summary Report and daily TS Reminder Email ON A DAILY BASIS. They should urgently request managers to immediately council any TS users who are delaying entering their TS for more than one day.<br />
<br />
If management are unable to generally rectify staff delay on TS data entry then it will be clear to all that the TS data is compromised.<br />
<br />
A future version of NEOSYS might prevent users from using NEOSYS until their TS is entered but this is of limited value if their only use NEOSYS to enter TS.<br />
<br />
==Who should receive reminder email for the users entering timesheets if the email address is not entered for them?==<br />
Users who are not so active and do not have email address entered in their user details but at the same time they have timesheet entered for them in past 31 days. <br />
<br />
For such users an approver will get the timesheet reminder instead.<br />
<br />
This is deliberate to allow operation in clients where the people are not responsible for entering their own timesheets.<br />
<br />
Initially NEOSYS is setup to block timesheet data entry older than 3 days. If users hit this limit then it can be increased (temporarily) for up to 7 days or even more but only after advising timesheet administrators of the problem and solution discussed above. The idea is to verify that timesheet administrators are in fact taking the necessary action and council them if not.<br />
<br />
==Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates?==<br />
<br />
The report generated by the Timesheet Printout takes into account only those dates occurring after the Start Date entered in the Timesheet Configuration File.<br />
<br />
In older versions of NEOSYS, the Timesheet Analysis report and Job Printout will give details of ALL the timesheets that are entered, irrespective of the Start Date configured in Timesheet Configuration File. In the newer version, 23rd Sept. 2014 onwards, timesheets from before the Start date no longer appear on Timesheet Analysis report or Job printouts.<br />
<br />
You can change the Start Date to an earlier date if you want to incorporate these missing dates in the Timesheet Printout. However, moving the Start Date can result in Timesheet reminder emails being sent to all the users who started using Timesheets at a later date. In order to avoid this, follow steps for [[Setting_up_and_Configuring_NEOSYS_Timesheets_System#Avoiding_reminders_for_dates_prior_to_the_joining_date_of_users | preventing the reminder emails being sent prior to joining date of users.]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Timesheet_FAQ&diff=5149Timesheet FAQ2014-09-24T06:35:57Z<p>Nikhil: /* Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates? */</p>
<hr />
<div>==Who approves the timesheets entered by an Approver?==<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
==How to generate reports using Timesheet Analysis?==<br />
<br />
<b>Generating reports using Timesheet Analysis</b><br />
<br />
Follow the steps listed below to generate the desired reports using Timesheet Analysis :<br />
<br />
# Goto MENU > Timesheets > Timesheets Analysis <br />
# Enter the desired dates in the “From” and “To” fields<br />
# Leave the "Company" field blank to generate a report for all, else enter company code to filter by company <br />
# Leave the “User(s)” field blank to generate a report for all, else enter the names of the desired users<br />
# Click “Analyse” or Hit the F9 key (now wait for a moment as the list is being generated – it may take some time depending on the size of the list)<br />
# A pop-up msg will appear as follows : <br> [[File:TS1.jpg]] <br><br />
# Click “Open” and wait for the data to export to an excel sheet.<br />
# The following msg might appear next :<br> [[File:TS2.jpg]] <br><br />
# Click “Yes”<br />
# You will now see an excel sheet with all the data you are looking for.<br />
# Now simply use the excel data filter function to size down the data to suit your report.<br />
<br />
The Data filter option in MS Excel can be used by clicking on the menu option as shown below :<br />
<br />
[[File:TS3.jpg]]<br />
<br />
Below is an example where the data is being filtered by "Department" <br />
<br />
[[File:TS4.jpg]]<br />
<br />
==How to ensure accurate & timely Timesheet data entry?==<br />
<br />
<b>Strategy for ensuring accurate timely TS data entry</b><br />
<br />
NEOSYS works on a daily TS entry concept to encourage daily data entry of timesheet info.<br />
<br />
=== Problem ===<br />
<br />
People can often remember what jobs they worked on, and roughly for how long, for one day - but not for longer unless they take notes. If TS users are allowed to leave their TS un-entered for more than one day, and especially if they are allowed to leave them un-entered for up to 7 days for example, then, human nature being what it is, many TS users are not going to enter their TS at the time when they can remember what they did. If forced to enter TS data after some time, they will come to dislike the TS system and possibly enter spurious records from memory.<br />
<br />
=== Solution ===<br />
<br />
Timesheet administrators should review and act upon the daily TS Summary Report and daily TS Reminder Email ON A DAILY BASIS. They should urgently request managers to immediately council any TS users who are delaying entering their TS for more than one day.<br />
<br />
If management are unable to generally rectify staff delay on TS data entry then it will be clear to all that the TS data is compromised.<br />
<br />
A future version of NEOSYS might prevent users from using NEOSYS until their TS is entered but this is of limited value if their only use NEOSYS to enter TS.<br />
<br />
==Who should receive reminder email for the users entering timesheets if the email address is not entered for them?==<br />
Users who are not so active and do not have email address entered in their user details but at the same time they have timesheet entered for them in past 31 days. <br />
<br />
For such users an approver will get the timesheet reminder instead.<br />
<br />
This is deliberate to allow operation in clients where the people are not responsible for entering their own timesheets.<br />
<br />
Initially NEOSYS is setup to block timesheet data entry older than 3 days. If users hit this limit then it can be increased (temporarily) for up to 7 days or even more but only after advising timesheet administrators of the problem and solution discussed above. The idea is to verify that timesheet administrators are in fact taking the necessary action and council them if not.<br />
<br />
==Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates?==<br />
<br />
The report generated by the Timesheet Printout takes into account only those dates occurring after the Start Date entered in the Timesheet Configuration File.<br />
<br />
In older versions of NEOSYS, the Timesheet Analysis report and Job Printout will give details of ALL the timesheets that are entered, irrespective of the Start Date configured in Timesheet Configuration File. In the new version, timesheets from before the Start date no longer appear on Timesheet Analysis report or Job printouts.<br />
<br />
You can change the Start Date to an earlier date if you want to incorporate these missing dates in the Timesheet Printout. However, moving the Start Date can result in Timesheet reminder emails being sent to all the users who started using Timesheets at a later date. In order to avoid this, follow steps for [[Setting_up_and_Configuring_NEOSYS_Timesheets_System#Avoiding_reminders_for_dates_prior_to_the_joining_date_of_users | preventing the reminder emails being sent prior to joining date of users.]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Timesheet_FAQ&diff=5148Timesheet FAQ2014-09-24T06:28:32Z<p>Nikhil: Reverted edits by Nikhil (Talk) to last revision by Arya Mohandas</p>
<hr />
<div>==Who approves the timesheets entered by an Approver?==<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
==How to generate reports using Timesheet Analysis?==<br />
<br />
<b>Generating reports using Timesheet Analysis</b><br />
<br />
Follow the steps listed below to generate the desired reports using Timesheet Analysis :<br />
<br />
# Goto MENU > Timesheets > Timesheets Analysis <br />
# Enter the desired dates in the “From” and “To” fields<br />
# Leave the "Company" field blank to generate a report for all, else enter company code to filter by company <br />
# Leave the “User(s)” field blank to generate a report for all, else enter the names of the desired users<br />
# Click “Analyse” or Hit the F9 key (now wait for a moment as the list is being generated – it may take some time depending on the size of the list)<br />
# A pop-up msg will appear as follows : <br> [[File:TS1.jpg]] <br><br />
# Click “Open” and wait for the data to export to an excel sheet.<br />
# The following msg might appear next :<br> [[File:TS2.jpg]] <br><br />
# Click “Yes”<br />
# You will now see an excel sheet with all the data you are looking for.<br />
# Now simply use the excel data filter function to size down the data to suit your report.<br />
<br />
The Data filter option in MS Excel can be used by clicking on the menu option as shown below :<br />
<br />
[[File:TS3.jpg]]<br />
<br />
Below is an example where the data is being filtered by "Department" <br />
<br />
[[File:TS4.jpg]]<br />
<br />
==How to ensure accurate & timely Timesheet data entry?==<br />
<br />
<b>Strategy for ensuring accurate timely TS data entry</b><br />
<br />
NEOSYS works on a daily TS entry concept to encourage daily data entry of timesheet info.<br />
<br />
=== Problem ===<br />
<br />
People can often remember what jobs they worked on, and roughly for how long, for one day - but not for longer unless they take notes. If TS users are allowed to leave their TS un-entered for more than one day, and especially if they are allowed to leave them un-entered for up to 7 days for example, then, human nature being what it is, many TS users are not going to enter their TS at the time when they can remember what they did. If forced to enter TS data after some time, they will come to dislike the TS system and possibly enter spurious records from memory.<br />
<br />
=== Solution ===<br />
<br />
Timesheet administrators should review and act upon the daily TS Summary Report and daily TS Reminder Email ON A DAILY BASIS. They should urgently request managers to immediately council any TS users who are delaying entering their TS for more than one day.<br />
<br />
If management are unable to generally rectify staff delay on TS data entry then it will be clear to all that the TS data is compromised.<br />
<br />
A future version of NEOSYS might prevent users from using NEOSYS until their TS is entered but this is of limited value if their only use NEOSYS to enter TS.<br />
<br />
==Who should receive reminder email for the users entering timesheets if the email address is not entered for them?==<br />
Users who are not so active and do not have email address entered in their user details but at the same time they have timesheet entered for them in past 31 days. <br />
<br />
For such users an approver will get the timesheet reminder instead.<br />
<br />
This is deliberate to allow operation in clients where the people are not responsible for entering their own timesheets.<br />
<br />
Initially NEOSYS is setup to block timesheet data entry older than 3 days. If users hit this limit then it can be increased (temporarily) for up to 7 days or even more but only after advising timesheet administrators of the problem and solution discussed above. The idea is to verify that timesheet administrators are in fact taking the necessary action and council them if not.<br />
<br />
==Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates?==<br />
<br />
The report generated by the Timesheet Printout takes into account only those dates occurring after the Start Date entered in the Timesheet Configuration File.<br />
<br />
However, the Timesheet Analysis report will give details of ALL the timesheets that are entered, irrespective of the Start Date. Also, these timesheets which were entered prior to the Start Date will reflect on the Job Printout.<br />
<br />
You can change the Start Date to an earlier date if you want to incorporate these missing dates in the Timesheet Printout. However, moving the Start Date can result in Timesheet reminder emails being sent to all the users who started using Timesheets at a later date. In order to avoid this, follow steps for [[Setting_up_and_Configuring_NEOSYS_Timesheets_System#Avoiding_reminders_for_dates_prior_to_the_joining_date_of_users | preventing the reminder emails being sent prior to joining date of users.]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Timesheet_FAQ&diff=5147Timesheet FAQ2014-09-23T12:40:00Z<p>Nikhil: /* Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates? */</p>
<hr />
<div>==Who approves the timesheets entered by an Approver?==<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.<br />
<br />
==How to generate reports using Timesheet Analysis?==<br />
<br />
<b>Generating reports using Timesheet Analysis</b><br />
<br />
Follow the steps listed below to generate the desired reports using Timesheet Analysis :<br />
<br />
# Goto MENU > Timesheets > Timesheets Analysis <br />
# Enter the desired dates in the “From” and “To” fields<br />
# Leave the "Company" field blank to generate a report for all, else enter company code to filter by company <br />
# Leave the “User(s)” field blank to generate a report for all, else enter the names of the desired users<br />
# Click “Analyse” or Hit the F9 key (now wait for a moment as the list is being generated – it may take some time depending on the size of the list)<br />
# A pop-up msg will appear as follows : <br> [[File:TS1.jpg]] <br><br />
# Click “Open” and wait for the data to export to an excel sheet.<br />
# The following msg might appear next :<br> [[File:TS2.jpg]] <br><br />
# Click “Yes”<br />
# You will now see an excel sheet with all the data you are looking for.<br />
# Now simply use the excel data filter function to size down the data to suit your report.<br />
<br />
The Data filter option in MS Excel can be used by clicking on the menu option as shown below :<br />
<br />
[[File:TS3.jpg]]<br />
<br />
Below is an example where the data is being filtered by "Department" <br />
<br />
[[File:TS4.jpg]]<br />
<br />
==How to ensure accurate & timely Timesheet data entry?==<br />
<br />
<b>Strategy for ensuring accurate timely TS data entry</b><br />
<br />
NEOSYS works on a daily TS entry concept to encourage daily data entry of timesheet info.<br />
<br />
=== Problem ===<br />
<br />
People can often remember what jobs they worked on, and roughly for how long, for one day - but not for longer unless they take notes. If TS users are allowed to leave their TS un-entered for more than one day, and especially if they are allowed to leave them un-entered for up to 7 days for example, then, human nature being what it is, many TS users are not going to enter their TS at the time when they can remember what they did. If forced to enter TS data after some time, they will come to dislike the TS system and possibly enter spurious records from memory.<br />
<br />
=== Solution ===<br />
<br />
Timesheet administrators should review and act upon the daily TS Summary Report and daily TS Reminder Email ON A DAILY BASIS. They should urgently request managers to immediately council any TS users who are delaying entering their TS for more than one day.<br />
<br />
If management are unable to generally rectify staff delay on TS data entry then it will be clear to all that the TS data is compromised.<br />
<br />
A future version of NEOSYS might prevent users from using NEOSYS until their TS is entered but this is of limited value if their only use NEOSYS to enter TS.<br />
<br />
==Who should receive reminder email for the users entering timesheets if the email address is not entered for them?==<br />
Users who are not so active and do not have email address entered in their user details but at the same time they have timesheet entered for them in past 31 days. <br />
<br />
For such users an approver will get the timesheet reminder instead.<br />
<br />
This is deliberate to allow operation in clients where the people are not responsible for entering their own timesheets.<br />
<br />
Initially NEOSYS is setup to block timesheet data entry older than 3 days. If users hit this limit then it can be increased (temporarily) for up to 7 days or even more but only after advising timesheet administrators of the problem and solution discussed above. The idea is to verify that timesheet administrators are in fact taking the necessary action and council them if not.<br />
<br />
==Why does the Timesheet Printout not show certain dates though users have entered Timesheets for those dates?==<br />
<br />
The report generated by the Timesheet Printout takes into account only those dates occurring after the Start Date entered in the Timesheet Configuration File.<br />
<br />
You can change the Start Date to an earlier date if you want to incorporate these missing dates in the Timesheet Printout. However, moving the Start Date can result in Timesheet reminder emails being sent to all the users who started using Timesheets at a later date. In order to avoid this, follow steps for [[Setting_up_and_Configuring_NEOSYS_Timesheets_System#Avoiding_reminders_for_dates_prior_to_the_joining_date_of_users | preventing the reminder emails being sent prior to joining date of users.]]</div>Nikhilhttps://userwiki.neosys.com/index.php?title=Setting_up_and_Configuring_NEOSYS_Generally&diff=5146Setting up and Configuring NEOSYS Generally2014-09-23T12:34:48Z<p>Nikhil: /* Configuring Payment instructions */</p>
<hr />
<div>== Configuring letterhead ==<br />
[[Configuring Letterhead]]<br />
<br />
== Configuring Document Footers ==<br />
[[Configuring Document Footers]]<br />
<br />
== Configuring Client Security mark ==<br />
A "client security mark" which represents the client's general public identity or trading name is printed on all documents generated out of NEOSYS. This client mark is a mandatory contractual feature and cannot be removed.<br />
<br />
[[Image:clientsecuritymark.jpg]]<br />
<br />
The client security mark can only be set or changed by NEOSYS technical support staff during implementation and in case the client's public identity changes at a later date.<br />
<br />
The objective of the client mark is that anyone can easily identify the general source of a document or report out of NEOSYS. It therefore MUST clearly indicate the public identity of client and CANNOT be brief or anonymous.<br />
<br />
'''The client mark must be something simple like a brand word or phrase that is common to all companies in a client installation. It should NOT be the precise legal name of the company because that is not required to achieve the objective and requires more maintenance'''<br />
<br />
Any new companies added later on will use the same mark SO KEEP IT SIMPLE.<br />
<br />
The corporate group name and possibly geographical location is a good concept to follow for example:<br />
<br />
Adline Kuwait<br />
<br />
In addition to the above initial general default client mark per database, in case certain companies within the same NEOSYS database cannot use the same mark at all, for example due to different branding, additional client security marks can be assigned to specific companies. This will not be allowed where a simpler client mark could cater for all companies.<br />
<br />
== Configuring fonts and colors for all users ==<br />
<br />
Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.<br />
<br />
The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.<br />
<br />
ED DEFINITIONS SYSTEM<br />
<br />
line 46 then press Ctrl+E to edit multivalues (sublines)<br />
<br />
mv 1: color for table column heading rows<br />
<br />
mv 2: color for table body rows<br />
<br />
mv 3: font<br />
<br />
Press F9 to save, then Esc to get out of editing multivalues<br />
<br />
Users can override the above the colors and fonts in their user details after login.<br />
<br />
== Changing the signatory ==<br />
<br />
In Maintenance mode, press F5 and the following command:<br />
<br />
ED DEFINITIONS AGENCY.PARAMS<br />
<br />
<i>Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!</i><br />
<br />
Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:<br />
<br />
&lt;br&gt;&lt;br&gt;&lt;br&gt;Name of General Manager&lt;br&gt;General Manager&lt;br&gt;<br />
<br />
== Configuring backup procedures ==<br />
<br />
See the System Configuration File on the NEOSYS Support Menu.<br />
<br />
Note that this configuration file is missing the option to email a NEOSYS backup.zip file daily after the backup has been completed. To configure this go to the Maintenance mode and hit the F5 key and type:<br />
<br />
ED DOS BACKUP.CFG<br />
<br />
In line number 10, set the email address of the recipient/s who should receive a backup.zip file. This method is extremely useful as an offsite backup procedure in case of any server or USB failures.<br />
<br />
== Configuring automated emails in NEOSYS ==<br />
<br />
See the System Configuration File on the NEOSYS Support Menu.<br />
<br />
The default configuration will send email via mailout.neosys.com on port 2500.<br />
<br />
Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com<br />
<br />
== Authorising Users ==<br />
<br />
=== Preventing users from assigning their own passwords ===<br />
<br />
The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.<br />
<br />
People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.<br />
<br />
NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.<br />
<br />
Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.<br />
<br />
=== Authorising access from outside the LAN ===<br />
<br />
From 15/2/2008 access to NEOSYS is by default restricted to users from the standard local area network ip numbers starting 192.168, 10 and 127 so you might get clients complaining that they cannot login.<br />
<br />
In order to allow access from outside you will have to update the Authorisation File and put a list of valid ip numbers that they are authorised to login from.<br />
<br />
You dont have to put ip numbers on every single user. If the user ip numbers are blank for a user then the system will look for and use the nearest ip numbers on the following users below within the same department. Therefore you only have to put the ip numbers on the bottom "department user".<br />
<br />
==== Examples ====<br />
<br />
To allow someone to login from a) anywhere in the office and b) from another office with a static ip number of say 80.11.22.33 put something like 192.168.*,10.*,127.*,80.11.22.33<br />
<br />
To allow someone to login from anywhere put * This is not recommended but necessary if someone absolutely has to login from anywhere in the world.<br />
<br />
=== Authorising users to access from dynamic IP when previously only authorized to access from known static IP ===<br />
<br />
<br />
In situations when users who are authorised to access from known static IP till date but now have access to dynamic IPs only , Support must get permission from management before configuring NEOSYS to allow them access from any IP and informing them the risks of allowing users access from any IP.<br />
<br />
Support must not agree to do serial work of adding the IP to list of allowed IPs in NEOSYS each time the client gets an IP from the ISP.<br />
<br />
<b>Sample Email:</b><br />
<pre><br />
Dear XXX,<br />
<br />
We need your agreement to allow XXXX users to access NEOSYS from any location/IP address. Until now XXXX users were<br />
restricted to office/authorised location only but your IT team is no longer able to provide a static IP. <br />
<br />
Users will get frustrated when they are unable to log in and will lose valuable time because NEOSYS cannot grant<br />
users permission to access from arbitrary dynamic IPs given by the ISP each time.<br />
<br />
Your IT person should provide us with the fixed static address urgently as it is not recommended to enable access<br />
from any IP due to risks like access of data by unauthorised persons , malicious hacking attempts etc.<br />
<br />
Please confirm that you understand the risks and permit authorization of access from any IP temporarily and agree<br />
to provide our Support Team with a static IP urgently.<br />
</pre><br />
<br />
=== Enabling Minimal Access to Certificate File for Monitoring Department Staff ===<br />
<br />
The following tasks are required at a minimum.<br><br />
<br />
COMPANY ACCESS or COMPANY ACCESS "X"<br><br />
<br />
CERTIFICATE ACCESS - AMCF<br><br />
CERTIFICATE CREATE – UMCF or CMCF<br><br />
CERTIFICATE UPDATE – UMCF<br><br />
MENU MENU – AM0<br><br />
SCHEDULE ACCESS OTHERS – AM0<br><br><br />
<br />
MEDIA COST ACCESS - Not required<br><br />
<br />
<b>Suggested locks</b><br><br />
AMCF – Access Media Certificate File<br><br />
UMCF – Update Media Certificate File (required to change or remove certification data)<br><br />
CMCF – Create Media Certificate File (required to enter new certification data)<br><br />
AM0 – Access Media Level 0 – given to all media staff including Monitoring Staff<br><br><br />
<br />
All other tasks should not be authorised to monitoring, especially the common keys AM AMC etc. should not be given unless specifically required.<br />
<br />
== Giving users access to the Support Menu ==<br />
<br />
The Support Menu in NEOSYS enables users to access the following:<br />
<br />
# List of Database processes<br />
# List of Documents in use<br />
# Stop/Restart NEOSYS service<br />
# Backup<br />
# Log<br />
# Authorisation file<br />
<br />
This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.<br />
<br />
== Configuring Payment instructions ==<br />
<br />
Support should strictly economise on number of lines used for payment instruction to avoid more lines taking up more space on the printout. This is because sometimes more lines could cause the printout to creep into two pages instead of one.<br />
<br />
NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.<br />
<br />
#Client file<br />
#Company file with currency code<br />
#Currency file<br />
#Company file with currency code left blank<br />
#Configuration File<br />
<br />
Following the above rules if payment instructions are absent in all files, then no payment instruction is displayed.<br />
<br />
Leave the currency code field blank in Company file to configure payment instructions for all currencies without having to tediously enter it in the Currency file for each currency.<br />
<br />
There is a manually edited flag in the company file on one NEOSYS client which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File user interface as "For all currencies"<br />
<br />
The usual way of configuring payment instructions is to put it in the Company file under Finance. This configuration allows different payment instructions per currency. If you put the payment instructions in the currency file, then these instructions apply to all companies, unless the manual flag in the company record is manually edited in the maintenance mode by NEOSYS programmers to say that the company file instructions take precedence.<br />
<br />
Tip: Since the rules of getting payment instruction are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.<br />
<br />
== Creating Email Alerts in NEOSYS ==<br />
<br />
Currently this is a manual process done in maintenance mode using F5. It will be replaced by a web interface. <br />
<br />
See [[Setting up and Configuring NEOSYS Media System#Configuring Media Module Email Alerts|Configuring Media Module Email Alerts]]<br />
<br />
To find existing alerts<br />
<br />
SORT DOCUMENTS ALERTS<br />
<br />
===Syntax===<br />
<br />
CREATEALERT alertid module alerttype runhours,... runasusercode {targetusercode,...} testemail} (options)<br />
<br />
The command must be followed by five parameters in a fixed order and separated by spaces. Two additional parameters and options in "()" may follow in a fixed order. To replace an existing alert use the overwrite option.<br />
<br />
===Alertid===<br />
<br />
Required. Invent some short identifying alphanumeric code for your alert e.g. XYZ001. It will show in the email subject and is required if you want to change or remove the alert.<br />
<br />
===Module===<br />
<br />
Required. One of the following.<br />
<br />
*GENERAL<br />
*FINANCE<br />
*AGENCY<br />
*MEDIA<br />
*JOB<br />
<br />
===Alerttype===<br />
<br />
Required. Various alert types are available depending on the module. <br />
<br />
See [[Setting up and Configuring NEOSYS Media System#Alerttypes|Alert Types]]<br />
<br />
===Runhours===<br />
<br />
Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.<br />
<br />
===Runasuser===<br />
<br />
Required. Determines the authorisation level during processing<br />
<br />
===Targetuser(s)===<br />
<br />
Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.<br />
<br />
===Test email===<br />
<br />
Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.<br />
<br />
===Options===<br />
<br />
Optional. One or more of the following letters must be in "()"<br />
<br />
*R=Remove - remove an existing alert (only the alertid parameter is required)<br />
*O=Overwrite - required to overwrite an existing document.<br />
*S=Silent<br />
*ROS=forget last run time<br />
<br />
==Alert emails to some executives are being received by their managers==<br />
<br />
You can put whatever you like in the executive name but NEOSYS must be able to find their email somehow.<br />
<br />
For example if the executive is entered as “Steve Bush” and there is no user called Steve Bush in the Authorisation File.<br />
<br />
1. Does the executive name contains an “@” character? then it is the email address<br />
2. Is there a user in Authorisation matching either the executive name (Steve Bush) … or the first word of the executive name (Steve)?<br />
3. If none of the above then the email of the user running (usually a manager) the process is used<br />
<br />
To solve this problem create users matching the executive names.<br />
<br />
Note that creating users with email addresses enables them to login to NEOSYS by requesting password reminders to their email address so like all users you must ensure that their authorisation level is appropriately limited.<br />
<br />
== Configuring Internet Explorer ==<br />
<br />
=== Disabling the pop-up blocker ===<br />
#Open Internet Explorer <br />
#Click the Tools menu<br />
#Click Pop-up Blocker<br />
#Click Turn off Pop-up Blocker<br />
#Confirm by clicking the Yes button.<br />
<br />
[[image:ie-popupblocker.jpg]]<br />
<br />
Note:If already off, it will show an option to Turn on Pop-up Blocker<br />
<br />
==== IE 9 Alternative ====<br />
#Open up Internet Explorer<br />
#Open the NEOSYS login page<br />
#Enter your username, password & click on login<br />
#*You should see a yellow bar appear at the bottom of Internet Explorer window<br />
#Click on Options for this Site and then click on Always Allow (See image below)<br>[[image:ie9-popupblocker.jpg]]<br><br />
<br />
=== Resolving HTTPS certificate error when logging in from an external link using IE8, IE9 and IE10 ===<br />
NEOSYS provides an external link to login to the program to function when staff are outside the office. This address is different from an internal address (eg. an internal address when accessing NEOSYS from within the office may be http://192.168.1.100/neosys, however an external link from which you access NEOSYS from outside the office maybe https://clientname.redirectme.net:4430/neosys). As this is a secure 128 bit encrypted method to protect your data from prying eyes on the internet, this method involves the creation of self signed certificates.<br />
<br />
The error message would be something like this on IE8 and IE9 browsers:<br />
[[image:https1.jpg]]<br />
<br />
As the message states, Internet Explorer does not recognise the issuing authority which is NEOSYS SOFTWARE and hence warns the user. The solution to remove this message is documented at the link below:<br />
[[Certificate_Error_-_Internet_Explorer_8_%26_Above|Installing NEOSYS certificate]]<br />
<br />
=== Adding NEOSYS to Trusted Sites ===<br />
#Go to Tools menu (press Alt+T)-> Internet Options <br>[[image:tools-ieoptions.jpg]]<br><br />
#Click on Security <br>[[image:tools-iesecurity.jpg]]<br><br />
#Click on Trusted Sites and Sites<br>[[image:tools-ie-trustedsites.jpg]]<br><br />
#Click on Add<br>[[image:tools-ie-addtotrustedsites.jpg]]<br><br />
#Click on Close<br>[[image:tools-ie-clickonclose.jpg]]<br><br />
#Done<br />
<br />
=== Enabling Menu Bar ===<br />
If you cannot see the Menu Bar ( File , Edit, View etc), configure internet explorer as follows:<br />
#Right Click on the Internet Explorer Window and Select the "Menu Bar" option <br>[[image:rightclickmenubar.jpg]]<br><br />
#The Menu Bar will now be displayed at all times <br>[[image:menubardisp.jpg]]<br><br />
<br />
=== Enabling Status Bar ===<br />
NEOSYS uses the Internet Explorer status bar (the bottom line of the Internet Explorer window) to inform you when it is communicating with the server. This is particularly useful when you are working over the internet and/or with large documents since it gives you some feedback of how the system is working.<br />
<br />
Unfortunately, when the NEOSYS server is not on your office LAN, NEOSYS cannot update the status bar unless you configure Internet Explorer as follows:<br />
#Click on View menu, select Toolbars, and tick “Status bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it)<br>[[image:statusbarenable.jpg]]<br><br />
#Add NEOSYS to the trusted sites (See [[Setting_up_and_Configuring_NEOSYS_Generally#Adding_NEOSYS_to_Trusted_Sites|Add NEOSYS To Trusted Sites]])<br />
#The status bar will be displayed at the bottom.<br />
<br />
=== Enabling Command Bar ===<br />
#Click on View menu, select Toolbars, and tick “Command bar” ( In case view menu is not displayed then see procedure mentioned at [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Menu_Bar|Enabling Menu Bar]] to enable it)<br>[[image:commandbarenable.jpg]]<br><br />
#The command bar will be displayed at all times now <br>[[image:combardisp.jpg]]<br />
<br />
=== Enabling the Edit button in Internet Explorer ===<br />
To enable the Edit button in the Command Bar, do the following:<br />
#Open '''Internet Explorer'''<br />
#'''Right Click''' on the '''Command Bar''' and Select '''Customize > Add or Remove Commands'''.<br>''Note -'' If you cannot see the Command Bar then click on [[Setting_up_and_Configuring_NEOSYS_Generally#Enabling_Command_Bar|Enabling Command Bar]] to learn how to view it<BR><BR>[[image:AddorRemoveCommands.jpg]]<BR><BR><br />
#From the '''Available Toolbar Buttons''' on the left hand side Select '''EDIT''', Click on '''Add''' and Click on '''Close'''<BR><BR>[[image:ClickonEditnAdd.jpg]]<BR><BR> '''The EDIT Button shows up in your Command Bar.'''<br />
#You can now open the NEOSYS report in excel by Clicking on the '''Edit''' Button and Select '''Edit with Microsoft Office Excel'''. <BR><BR>[[image:EditwithExcel.jpg]]<BR><BR><br />
<br />
===Resolving ‘Export to Microsoft Excel’ from IE9 not showing URL in Excel web query dialogue===<br />
<br />
Internet Explorer 9 provides additional security that limits the functionality of the ‘Export to Microsoft Excel’ option within an Internet Explorer web page. This was a security design improvement to Internet Explorer 9. This issue is fixed in Excel 2013.<br />
<br />
Steps to reproduce the issue:<br />
<br />
# so right click and on the IE9 icon, and click Run as Administrator as shown above<br />
#Open any web page, for example: http://www.msn.com<br />
#Right click into the page and choose "Export to Microsoft Excel"<br />
#Excel will open and a window "new web query"<br />
#In the address bar you will see "http:///" and the internet site will not be shown and an error is returned. <br />
The error displayed is:<br />
<br />
[[File:Cannotdisplaywebpage.jpg]]<br />
<br />
<b>Solution</b><br />
<br />
Copy and paste the URL from IE9 in to the Excel web query dialog where http:/// is located.<br />
<br />
If option to ‘Export to Microsoft Excel’ is not available upon right clicking then do the following:<br />
<br />
'''CAUTION''': This fix requires administrator rights, so make sure you are logged in as administrator or run regedit as Administrator. This article contains information about how to modify the registry. Make sure that you back up the registry before you modify it. Make sure that you know how to restore the registry if a problem occurs.<br />
#Start > Open > Regedit and run as administrator<br />
#Browse to: HKEY_Current_User\Software\Microsoft\Internet Explorer\MenuExt<br />
#Right click on MenuExt > New > Key: Export to Microsoft Excel<br />
#Right click on the ‘Default’ string value > Modify > Value Data: res://C:\Program Files\Microsoft Office\Office14\EXCEL.EXE/3000<br />
Where drive is the letter of the drive where Excel is installed and where path is the complete path of the Excel.exe file.<br />
<br />
=== Enabling compatibility view in IE8, IE9 and IE10 ===<br />
NEOSYS version 19/11/13 eliminates the need for Compatibility mode.<br />
Users who upgrade to Internet Explorer 8 (IE8), IE9 or IE10 might complain that they do not have access to NEOSYS it mostly means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater" or some other undocumented error. However, the most common message looks like this:<br />
<br />
[[image:ie8com.jpg]]<br />
<br />
The quick fix for this is to click on the Compatibility Mode on IE8 or IE9 or IE10 as follows:<br />
<br />
[[image:ie8compatibility.jpg]]<br />
<br />
Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:<br />
<br />
[[image:ie8compatibility1.jpg]]<br />
<br />
=== Enabling Compatibility view in IE11 ===<br />
<br />
Click the gear shaped icon on the top right corner of the IE11 window and click on compatibility view settings.<br />
Click on Add to add neosys.com to list of websites added to compatibility view.<br />
<br />
[[File:CompatibilityIE11.jpg]]<br />
<br />
[[File:CompatibilityIE11-2.jpg]]<br />
<br />
== Configuring Safari for MAC OS ==<br />
=== Resolving HTTPS certificate error when logging in using an external link using MAC Operating System ===<br />
When you try accessing NEOSYS using a MAC OS based computer, you may face a similar certificate issue as mentioned above.<br />
<br />
You can proceed as follows:<br />
#Click on "Show Certificate" <br>[[image:certificate_mac.jpg]]<br><br><br />
#Check the "Always Trust" Option, Ensure that you select the 'Always Trust' option for all 3 boxes under 'Trust' and Click on continue<br>[[image:certificate_mac_2.jpg]]<br></div>Nikhil