Using NEOSYS Job System

Using templates to standardise work

This is REALLY powerful concept if you have both a) a real need for it and b) the discipline to implement it.

You can develop “template jobs”, “template orders” and “template estimates” to increase the general quality of users work by prompting for standard information and reducing data entry. Once you have designed some templates, then instead of users creating jobs, estimates and orders from scratch they can use the standard NEOSYS “copy from” option.

Creating Templates

Create templates in the same place as normal Jobs, Estimates and Orders. If you have multiple types of business then you should create multiple templates, one for each type of business.

It is advisable to create the templates with codes (instead of the usual numbers) so that users can learn the common template codes.

For example a very simple template job with a job no. of “GENERAL” could have a brief as follows:

Target Audience:
What does the client want?
What is the client budget?
Size:
Specification:

The templates should all be entered with a special executive name - for example “Templates” or your choice of something suitable. Then users can search for all templates created by executive “Templates”.

Finding and Searching Templates

It is easy for users to search through a library of templates by asking to view all documents belonging to executive “Templates” or whatever you used to create the templates. There are a wide variety of ways in NEOSYS to search and browse existing documents so it is usually easy to find what you want.

Using Templates

Whenever you create a job, estimate or order in NEOSYS select the option “Copy an existing document” .. and enter the code of the template which you want to use. If you are reusing the same templates frequently then you will rapidly get to learn the codes of the main templates or you can search the documents to find them.

How do I Invoice the client?

On the estimate/invoice file we can click on ‘Invoice’ tab and view the proforma invoice and subsequently invoice the client.

NOTE – for the changes made in the cost or billing section please click on ‘reopen’ for the changes to reflect.

Issuing Credit Notes in production

What is a credit note?

A credit note is the opposite of invoice. It is issued by a seller to a purchaser to record the reduction of bill possibly due to a discount, return or cancellation.

How do I issue a credit note in production?

To Issue a credit note in production create an estimate with minus amount and Invoice the estimate.

Raising purchase orders/invoices to/from SUNDRY SUPPLIERS

1. PO/PI with a normal supplier

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

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

Switching from manual costing to automatic NEOSYS Job Costing

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

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

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

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

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

Correct Incorrect Purchase Invoices

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

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

Recording Supplier Credit Notes

If you are not authorised to amend a PI, then you need to create a new PO with a minus amount (to record the credit note the supplier has sent you or the difference for which you mistakenly entered the earlier PI). Once this is done you could either save it or change the status to Invoice, enter the supplier credit note number or reference number and date and save it. Relevant journal entries will be created.

Cancelling or Amending Incorrect Client Invoices

Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices

Cancelling or Amending Incorrect Client Invoices in the Job Module

1. Firstly, if the job is closed, reopen it using Job File. If you are not authorised to reopen jobs, then get an authorised person to do this. Note that, by default, jobs are closed at the time of issuing an invoice.
2. Create another estimate by copying the original wrongly invoiced estimate and change all the amounts to be negative.
3. "Invoice" this new estimate in the usual way and you will get a credit note.
4. Create another estimate by copying the original wrongly invoiced estimate again and modify the copy and/or invoice it as and when you like.

Tracking job progress using My Jobs

On the NEOSYS Jobs Menu, there is a menu item called “My Jobs”. This shows a list of tasks related to jobs and allows the tracking of job progress internally. All new jobs are initially added to the job executive or job creator's task list. The executive or job creator will most probably add further tasks for other people and, once the job is finished, mark the initial task as complete or cancelled. Any additional people tasked to the job can update the status of their tasks to indicate started, completed etc. and, if they are authorised, add further tasks for other people and so on without limit. All people are alerted by email whenever they are allocated a new task or when there is a change of status in a task that they requested be done.

Every task is assigned to a NEOSYS user who is considered responsible to either do the task themselves or create additional tasks for other NEOSYS users.

Every task also has a “requestor” who is a NEOSYS user who will be alerted by email whenever the task’s status or other information is changed by the user - for example, to indicate completion.

When the initial task is created automatically for a new job, if the job executive is a valid NEOSYS user, then the task appears on that executive’s list of tasks (on “My Jobs”), otherwise the task is assigned to the job creator. The “requestor” for all initial tasks is automatically configured in the system and is typically someone in finance department so that finance can act on completed jobs.

The status of tasks can be allocated, started, completed, suspended or cancelled.

What shows in My Jobs

You will see:
a) All tasks that you are responsible to either do or manage
b) All tasks that you have requested other people to do

Jobs that are “Completed” or “Cancelled” do not show.

Depending on your authorisation level, you might also see other team member’s tasks or all tasks regardless of team.

You will not see tasks for jobs that you are not authorised to access due to restrictions on clients, brands or internal divisions/companies.

Changing task status

If you are authorised to change the status of tasks, you will see a “Change” button next to each task status. Click it to change the status of your own items or tasks that you have requested other people to do. To do this you need to be authorised to do "TASK UPDATE".

The “requestor” and/or responsible person will be alerted by email of any changes in status. The person actually doing the change will not receive any alert.

If you change the status of an task to “Completed” or “Cancelled” then you cannot make any further changes to that item - so be careful.

Requesting other people to do work

If you are authorised to request tasks, you will see a “Request” button next to each existing task. Click it to create tasks for other people to do work on that job as well.

Whenever a new task is created, the requested person will get an email to alert them.

Any new task that you request will appear on both the requested person’s My Jobs screen and yours since you are the “requestor”.

Whenever anybody changes the status on tasks that you requested, you will get an email alert so that you can track progress.

To request tasks from other people in your own department, group or team you need to be authorised to do "TASK CREATE".

To request tasks from heads/managers of other departments (i.e. those who are authorised to do TASK CREATE) you need to be authorised to do "TASK CREATE CROSSDEPT"

If you are authorised to do "TASK CREATE ALL" then you can ask anybody to do tasks.

In all cases, only people who have access to "My Jobs" can be requested to do tasks - in other words, only people who are authorised to do "TASK ACCESS".

Using the My Jobs screen

You can click on the link next to a job to open the job to see the brief and other information.

You can sort the list by any column. Click the “arrows” icon in the column heading.

You can filter the list by double clicking any cell in the table. It will show only rows with the value that you double clicked. Click “Show All” to remove the filter.

You can click “Refresh” to get any new work items that have been added since you opened the screen. The list will auto-refresh every 5 minutes.

Example Scenario

Client Service Users can request tasks from heads of other departments ... CREATIVE1 CREATIVE2 STUDIO.

Head of the creative and studio departments can request tasks from staff in their own department

To setup this scenario in NEOSYS see Setting up NEOSYS Job System.

Initial Phase

1. Job created by or for someone in client services (CS). An additional entry appears on CS's "My Jobs". (if CS didnt create the job themselves, NEOSYS emails CS a notification)

Design Phase

1. CS requests a creative head (CH) to do some design (NEOSYS emails CH a notification)
2. CH requests one or more of their staff (CR) to do some work. (NEOSYS emails CR a notification)
3. CR indicate the task is complete. (NEOSYS emails CH a notification)
4. CH, when all CR have completed their tasks, indicates their own task is complete. (NEOSYS emails CS a notification)

Work Phase

1. CS gains clients approval for the design.
2. CS requests a studio head (SH) or other production head to do the work. (NEOSYS emails SH a notification)
3. SH schedules studio staff (SS) to work on the job. The tasks appear on SS daily work schedules.
4. SH indicates that the request is complete. (NEOSYS emails CS a notification)

Final Phase

1. CS indicates that their task is complete. (NEOSYS emails FINANCE a notification)