Setting up and Configuring NEOSYS Finance System

Financial Reports Access

Configuring access based on Charts

Inorder to block access of other users in a group to not to able to do Financial Reports on certain ledgers, we can configure the Authorisation File for the same:

Menu > Support > Authorisation File

Add task id - FINANCIAL REPORT ACCESS "GL" (where GL is the chart code you want to lock)
Give suitable Lock
Add this lock as a key to the persons who are authorised to access Financial Reports for GL

Financial year

Configuring Financial year for new clients

For configuring the start of a new financial year for new client setups, we need to go to: Menu > Finance > Companies and enter the relevant number in the field - Financial Year.

The Financial year can be either

1 - starts January to December

or

4 - starts April to March

This has to be done initially before posting any transactions into the system.

Posting transactions

While posting transactions, there is a field 'Period' which actually means Financial Period.

There is nothing to worry about this while posting transactions for January to December.

But when you are posting transactions under April to March, you need to take special care here. The period should be 1/2007 for the 1st month of the financial period i.e. April, 2007 or 2/2007 for May 2007 and so on.

Likewise 12/2007 would be March, 2008 and respectively for every consecutive year.

Configuring NEOSYS to convert Foreign Currency to Base Currency

By default, the NEOSYS installation allows only a single currency to operate from the Finance System. Incase you do enter any foreign currency and expect the system to auto-calculate the amount to a base currency, you need to configure the Exchange & Coversion A/c details.

Error while using foreign currency in the finance system

Before configuring the Exchange & Coversion A/c details, you will get a message saying: "COMPANY NAME is setup for AED currency only" (wherein AED would mean any base currency used in the system.

Configuring the use of foreign currency in the finance system

To enable the system to accept foreign currencies and to auto-calculate the amounts to the base currencies, you need to configure the Company File with the Exchange A/c No. and the Conversion A/c No. which is usually 982 and 982B in the chart of accounts:

Deleting unwanted historical unposted batches prior to commencing finance module

This is irreversible so take a backup in case of errors. The process only deletes unposted records.

This leaves some NEOSYS generated journals in the current period which have to deleted one by one manually from the Journal Data Entry screen.

Change 2008.12 and 0812 to what you want

F5
SELECT BATCHES WITH YEAR_PERIOD LT "2008.12" AND WITH UNPOSTED
DELETE BATCHES
SELECT VOUCHERS WITH YEAR_PERIOD LT "0812" AND WITH LASTACTION "D"
DELETE VOUCHERS
UTIL - this prepares maintenance to run the next command
CHK.INDEX               ("0" for all periods and delete all missing voucher entries and clear all empty index records)

Note: The instructions say LT 2008.12 or LT 0812 - LT means LESS THAN ie NOT including the period mentioned