Setting up and Configuring NEOSYS Generally - Revision history

Arvind: /* Specifying Payment Terms on Invoices */

2026-10-30T08:26:28Z

Specifying Payment Terms on Invoices

← Older revision		Revision as of 08:26, 30 October 2026
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	Suppress terms from less preference locations by entering the word NONE or a full stop ("."). (On the New Invoices screen, select the 'NONE' option)		Suppress terms from less preference locations by entering the word NONE or a full stop ("."). (On the New Invoices screen, select the 'NONE' option)

	For ~~example, if for~~ a client X the invoices must not show the default terms found in Company file or Media/Job Config file, ~~then~~ enter "NONE" in the Payment Terms in client file "X".		Example use case: For a client X, the invoices must not show the default terms found in Company file or Media/Job Config file, i.e. must not show any terms. Then enter "NONE" or "." in the Payment Terms in client file "X".

	If no instructions are found, or the Payment Terms are "NONE" or a full stop ("."), nothing is printed.		If no instructions are found, or the Payment Terms are "NONE" or a full stop ("."), nothing is printed.

Arvind at 11:28, 29 October 2026

2026-10-29T11:28:29Z

← Older revision		Revision as of 11:28, 29 October 2026
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	On UAE E-Invoicing enabled systems, this configuration is enforced.		On UAE E-Invoicing enabled systems, this configuration is enforced.

	[[File:~~Payment terms with ndays field~~.png~~\|left\|thumb\|1108x1108px~~]]		[[File:Payment_terms_with_ndays_field.png]]

	==Creating Email Alerts in NEOSYS==		==Creating Email Alerts in NEOSYS==

Arvind: /* Specifying Payment Terms on Invoices */

2026-10-29T11:25:43Z

Specifying Payment Terms on Invoices

← Older revision		Revision as of 11:25, 29 October 2026
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	# New Invoices screen - per Invoice		# New Invoices screen - per Invoice
	# Chart of Accounts - per Client A/c		# Chart of Accounts File - per Client A/c
	# Client~~/Brands~~ File - per Client		# Client & Brand File - per Client
	# Company File - per Company		# Company File - per Company
	# Configuration File - per Database		# Media/Job Configuration File - per Database

	=== Changing order of preference ===		=== Changing order of preference ===
	Suppress 'Chart of Accounts' by selecting '<nowiki/>''No''<nowiki/>' option for setting '<nowiki/>''Show Account Terms on Invoice if specified''' in the Media/Job Configuration file.		Suppress 'Chart of Accounts' by selecting '<nowiki/>''No''<nowiki/>' option for setting '<nowiki/>''Show Account Terms on Invoice if specified''' in the Media/Job Configuration file.

	Suppress terms from less preference locations ~~enter~~ the word NONE or a full stop (.). (On the New Invoices screen, select the 'NONE' option)		Suppress terms from less preference locations by entering the word NONE or a full stop ("."). (On the New Invoices screen, select the 'NONE' option)

	~~Useful when~~ invoices ~~to Client X (which you don't want to show any terms) to~~ not show the ~~Terms~~ found in ~~the~~ Company or ~~Configuration~~ file.		For example, if for a client X the invoices must not show the default terms found in Company file or Media/Job Config file, then enter "NONE" in the Payment Terms in client file "X".

	If no instructions are found, or the Payment ~~Instructions~~ are "NONE" or a ~~single~~ full stop ".", nothing is printed.		If no instructions are found, or the Payment Terms are "NONE" or a full stop ("."), nothing is printed.

	Also refer to: [[Agency FAQ#What is the difference between terms of payment and payment instructions.3F\|Difference between terms of payment and payment instructions]]		Also refer to: [[Agency FAQ#What is the difference between terms of payment and payment instructions.3F\|Difference between terms of payment and payment instructions]]

	=== ~~Ensuring Due~~ date and ~~Finance Module Reports match~~ ===		=== Ensure invoice due date matches between invoice and financial reports ===
	~~Typically users enter payment terms like "Due in 21 days.~~ If ~~no written objection~~ is ~~received with~~ in ~~10 days~~, ~~this~~ invoice ~~will be considered accepted unconditionally for payment~~."		If Finance module is in use, you MUST configure the terms as shown in below screenshot, to ensure that the due date on the invoice is the same as that on financial reports.

	~~However if you are a Finance module enable systems~~, then ~~you must configure~~ the terms ~~slightly differently as show in below screenshot~~.		If not, then financial reports get the terms from the chart of accounts or default to 30 days, which may differ from the terms used on the invoice.

	In the screenshot example, the %NDAYS% macro is replaced with the value in the 'No. of days until due' i.e 21 ~~at the time of invoicing~~.		In the screenshot example, the %NDAYS% macro is replaced with the value in the 'No. of days until due' i.e. 21 days from invoice date.

	Users can also choose to use the %DUEDATE% macro which will be replaced, at the time of invoicing, with the ~~Due Date~~ as per calculation (Invoice date + 'No. of days until due')		Users can also choose to use the %DUEDATE% macro which will be replaced, at the time of invoicing, with the due date as per calculation (Invoice date + 'No. of days until due')

	On UAE E-Invoicing enabled systems, this configuration is enforced.		On UAE E-Invoicing enabled systems, this configuration is enforced.

	~~If this configuration is not done, financial reports will calculate the due date of invoices as per the terms set in the Chart of Accounts.~~
	[[File:Payment terms with ndays field.png\|left\|thumb\|1108x1108px]]		[[File:Payment terms with ndays field.png\|left\|thumb\|1108x1108px]]






	==Creating Email Alerts in NEOSYS==		==Creating Email Alerts in NEOSYS==

Gregory: /* Ensuring Due date and Finance Module Reports match */

2026-10-29T07:14:49Z

Ensuring Due date and Finance Module Reports match

← Older revision		Revision as of 07:14, 29 October 2026
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	If this configuration is not done, financial reports will calculate the due date of invoices as per the terms set in the Chart of Accounts.		If this configuration is not done, financial reports will calculate the due date of invoices as per the terms set in the Chart of Accounts.
	[[File:Payment terms with ndays field.png\|left\|thumb\|1108x1108px]]		[[File:Payment terms with ndays field.png\|left\|thumb\|1108x1108px]]

Gregory: /* Specifying Payment Terms on Invoices */

2026-10-29T07:14:17Z

Specifying Payment Terms on Invoices

← Older revision		Revision as of 07:14, 29 October 2026
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	==Configuring fonts and colors for all users==		==Configuring fonts and colors for all users==

	The default font and color for all users is set up in the [[~~System_Configuration_File~~#~~Screens_and_Reports~~\| System Configuration File]].		The default font and color for all users is set up in the [[System Configuration File#Screens and Reports\| System Configuration File]].

	It can also be set up per department by setting the same on the department user record in the User Details page.		It can also be set up per department by setting the same on the department user record in the User Details page.
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	</pre>		</pre>

	===[[~~Setting_up_and_Configuring_NEOSYS_Media_System~~#~~Enabling_Minimal_Access_to_Certificate_File_for_Monitoring_Department_Staff~~\| Enabling Minimal Access to Certificate File for Monitoring Department Staff]]===		===[[Setting up and Configuring NEOSYS Media System#Enabling Minimal Access to Certificate File for Monitoring Department Staff\| Enabling Minimal Access to Certificate File for Monitoring Department Staff]]===

	==Giving users access to the Support Menu==		==Giving users access to the Support Menu==
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	This avoids having to re-evaluate the full precedence rules.		This avoids having to re-evaluate the full precedence rules.

	See also: [[~~Agency_FAQ~~#~~What_is_the_difference_between_terms_of_payment_and_payment_instructions~~.3F\|Difference between terms of payment and payment instructions]]		See also: [[Agency FAQ#What is the difference between terms of payment and payment instructions.3F\|Difference between terms of payment and payment instructions]]
	===Entering Payment Instructions in NEOSYS===		===Entering Payment Instructions in NEOSYS===

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	==Specifying Payment Terms on Invoices==		==Specifying Payment Terms on Invoices==
			Terms of Payment appear on printed invoices and other documents. NEOSYS selects the first available set of terms from the following location preference order (ignores any later ones):

	~~Different payment terms can be concurrently specified at various levels. Any payment terms specified at a more detailed level take precedence over payment terms specified at a more general level~~		# New Invoices screen - per Invoice
			# Chart of Accounts - per Client A/c
			# Client/Brands File - per Client
			# Company File - per Company
			# Configuration File - per Database

	In order of preference~~, when creating an invoice or estimate~~/~~quotation, payment terms are looked up~~ in the ~~following order. The first payment terms found are used~~.		=== Changing order of preference ===
			Suppress 'Chart of Accounts' by selecting '<nowiki/>''No''<nowiki/>' option for setting '<nowiki/>''Show Account Terms on Invoice if specified''' in the Media/Job Configuration file.

	#New Invoices screen ~~- per invoice~~		Suppress terms from less preference locations enter the word NONE or a full stop (.). (On the New Invoices screen, select the 'NONE' option)
	#~~Chart~~ of ~~Accounts~~ if ~~not suppressed~~ in ~~configuration file~~
	~~#Client File -~~ per ~~client~~		Useful when invoices to Client X (which you don't want to show any terms) to not show the Terms found in the Company or Configuration file.
	~~#Company File~~ - per ~~company~~
	~~#Configuration~~ File ~~- per database~~		If no instructions are found, or the Payment Instructions are "NONE" or a single full stop ".", nothing is printed.

			Also refer to: [[Agency FAQ#What is the difference between terms of payment and payment instructions.3F\|Difference between terms of payment and payment instructions]]

			=== Ensuring Due date and Finance Module Reports match ===
			Typically users enter payment terms like "Due in 21 days. If no written objection is received with in 10 days, this invoice will be considered accepted unconditionally for payment."

			However if you are a Finance module enable systems, then you must configure the terms slightly differently as show in below screenshot.

			In the screenshot example, the %NDAYS% macro is replaced with the value in the 'No. of days until due' i.e 21 at the time of invoicing.

			Users can also choose to use the %DUEDATE% macro which will be replaced, at the time of invoicing, with the Due Date as per calculation (Invoice date + 'No. of days until due')

			On UAE E-Invoicing enabled systems, this configuration is enforced.

			If this configuration is not done, financial reports will calculate the due date of invoices as per the terms set in the Chart of Accounts.
			[[File:Payment terms with ndays field.png\|left\|thumb\|1108x1108px]]

	Entering a full stop (.) or the word NONE in Client or Company File payment terms suppresses any terms found in Company or Configuration File allowing you to suppress, per client or company, any default payment terms specified in the Company or Configuration Files.

	~~Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F\|Difference between terms of payment and payment instructions]]~~

	~~===Payment Terms for UAE E-Invoicing===~~

	~~For UAE E-Invoicing the payment terms must contain the due date.~~
	~~Accepted formats are:~~
	* Due Date: <DATE> (E.g. Due Date: 01/01/2026)
	* <Number of Calendar Unit> <Calendar Unit> (E.g "15 days" OR "2 weeks" OR "3 months")

	==Creating Email Alerts in NEOSYS==		==Creating Email Alerts in NEOSYS==

Gregory: /* Configuring Payment Instructions */

2026-10-29T05:59:51Z

Configuring Payment Instructions

← Older revision		Revision as of 05:59, 29 October 2026
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	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.		This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

	==~~Configuring~~ Payment ~~Instructions~~==		== Payment instructions ==

	~~Support MUST strictly economise~~ on ~~number of lines used for payment instruction to avoid more lines taking up more space on the printout~~. ~~This is because sometimes more lines could cause~~ the ~~printout to creep into two pages instead~~ of ~~one.~~		Payment instructions appear on printed invoices and other documents. NEOSYS selects the first available set of instructions from the following locations (in this order) and ignores any later ones:

	~~Support MUST strictly avoid duplication of payment instructions by copying and pasting it into all company files. It is~~ a ~~blunder to copy and paste the same data into all companies when it can instead be entered just once in~~ the Media/Job Configuration File. This is because anyone maintaining this data in future is likely to fail to notice that the data has to be maintained in multiple places, which will in turn lead to data inconsistency. It is also a waste of time to mindlessly do easy cutting and pasting instead of thinking what is correct.		# Client file
			# Company file (with a matching currency code)
			# Currency file
			# Company file (with the currency code left blank)
			# Media/Job Configuration File

	~~Payment~~ instructions ~~must be entered in~~ the ~~company file ONLY if the payment instructions~~ are ~~different per company~~.		If no instructions are found, or the Payment Instructions are "NONE" or a single full stop ".", nothing is printed.

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

	~~#Client file~~		* Enter payment instructions in the Company File (under Finance menu) only when they differ by company.
	#Company ~~file with currency code~~		* Enter instructions in the Currency File only when the same text should apply to every company for that currency.
	#Currency ~~file~~		* Enter instructions in the Client/Brands File only when they are specific to that client.
	~~#Company file with currency code left blank~~		* Enter instructions in the Media/Job Configuration File for a system-wide default that applies when nothing more specific is set.
	#Configuration File

	~~If, following~~ the ~~above rules, no payment instructions can be found, or~~ the ~~payment instructions are "NONE" or~~ a ~~single dot (~~.~~), then no payment instruction are displayed~~.		Tip: Leave the currency code blank in the Company File to set a default that applies to all currencies for that company. This avoids repeating the same text in the Currency file for every currency.

	~~Tip: Leave the currency code field blank~~ in ~~Company file~~ to ~~configure~~ the ~~default payment instructions for all currencies without having~~ to ~~tediously enter them~~ in ~~the Currency file for each and every currency.~~		Payment instructions should not be duplicated across e.g all Client Files because anyone maintaining this data in future is likely to fail to notice that the data has to be maintained in multiple places, which will in turn lead to data inconsistency.

	~~There is a manually edited flag~~ in ~~the company file on one NEOSYS client which makes the company file payment instructions take precedence over any currency file payment instructions~~. ~~This may be added to the Client File user interface as "For all currencies"~~

	The usual way of configuring payment instructions is to put it in the Company file under Finance. This configuration allows different payment instructions per currency. If you put the payment instructions in the currency file, then these instructions apply to all companies, unless the manual flag in the company record is manually edited in the maintenance mode by NEOSYS programmers to say that the company file instructions take precedence.		=== Line length and print layout ===

	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~~.		Keep payment instructions as concise as possible. Extra lines can push a document onto a second page. Support staff should review the resulting printout and shorten the text if necessary.

	~~Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F\|Difference between terms of payment and payment instructions]]~~		=== Special precedence flag ===

			There is a hidden configuration flag in Company File's that forces Company File instructions to take precedence over any Currency-file instructions.
			By default this flag is not set to true. If required, please contact support. (STANDARD_PAYMENT_INSTRUCTIONS_FOR_ALL_CURRS)

			=== Changing existing instructions ===

			Because the lookup order is hierarchical, the simplest way to change instructions is to locate the existing text (in whichever file currently supplies it) and edit it there.

			This avoids having to re-evaluate the full precedence rules.

			See also: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F\|Difference between terms of payment and payment instructions]]
	===Entering Payment Instructions in NEOSYS===		===Entering Payment Instructions in NEOSYS===

Lance: /* Specifying Payment Terms on Invoices */

2026-04-07T08:29:23Z

Specifying Payment Terms on Invoices

← Older revision		Revision as of 08:29, 7 April 2026
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	Entering a full stop (.) or the word NONE in Client or Company File payment terms suppresses any terms found in Company or Configuration File allowing you to suppress, per client or company, any default payment terms specified in the Company or Configuration Files.		Entering a full stop (.) or the word NONE in Client or Company File payment terms suppresses any terms found in Company or Configuration File allowing you to suppress, per client or company, any default payment terms specified in the Company or Configuration Files.

			Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F\|Difference between terms of payment and payment instructions]]

	===Payment Terms for UAE E-Invoicing===		===Payment Terms for UAE E-Invoicing===
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	For UAE E-Invoicing the payment terms must contain the due date.		For UAE E-Invoicing the payment terms must contain the due date.
	Accepted formats are:		Accepted formats are:
	* "Due Date: <DATE>" E.g. Due Date: 01/01/2026		* Due Date: <DATE> (E.g. Due Date: 01/01/2026)
	* "<Number of Calendar Unit> <Calendar Unit>" E.g "15 days" OR "2 weeks" OR "3 months"		* <Number of Calendar Unit> <Calendar Unit> (E.g "15 days" OR "2 weeks" OR "3 months")

	~~Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F\|Difference between terms of payment and payment instructions]]~~

	==Creating Email Alerts in NEOSYS==		==Creating Email Alerts in NEOSYS==

Lance: /* Specifying Payment Terms on Invoices */

2026-04-07T08:27:23Z

Specifying Payment Terms on Invoices

← Older revision		Revision as of 08:27, 7 April 2026
Line 255:		Line 255:

	Entering a full stop (.) or the word NONE in Client or Company File payment terms suppresses any terms found in Company or Configuration File allowing you to suppress, per client or company, any default payment terms specified in the Company or Configuration Files.		Entering a full stop (.) or the word NONE in Client or Company File payment terms suppresses any terms found in Company or Configuration File allowing you to suppress, per client or company, any default payment terms specified in the Company or Configuration Files.

			===Payment Terms for UAE E-Invoicing===

			For UAE E-Invoicing the payment terms must contain the due date.
			Accepted formats are:
			* "Due Date: <DATE>" E.g. Due Date: 01/01/2026
			* "<Number of Calendar Unit> <Calendar Unit>" E.g "15 days" OR "2 weeks" OR "3 months"

	Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F\|Difference between terms of payment and payment instructions]]		Also refer to: [[Agency_FAQ#What_is_the_difference_between_terms_of_payment_and_payment_instructions.3F\|Difference between terms of payment and payment instructions]]

Saif: /* Targetuser(s) */

2025-11-03T08:00:53Z

Targetuser(s)

← Older revision		Revision as of 08:00, 3 November 2025
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	===Targetuser(s)===		===Targetuser(s)===

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

	===Test email===		===Test email===

Gregory: /* Creating Email Alerts in NEOSYS */ GB - minor update convert from AREV cmd to exodus

2024-08-22T08:23:51Z

Creating Email Alerts in NEOSYS: GB - minor update convert from AREV cmd to exodus

← Older revision		Revision as of 08:23, 22 August 2024
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	To find existing alerts		To find existing alerts

	~~SORT DOCUMENTS ALERTS~~		EXO_DATA=<DBCODE> list documents alerts

	===Syntax===		===Syntax===