Setting up and Configuring NEOSYS Agency System

Converting database to "invoice numbering per company"

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the the database. In other words it has to be predecided.

However you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode with no other processes open on the same database

F5
AGP
edit line 48 to be 1

F5
CONVINVBYCOMP (U)

Check the conversion worked

ED INVOICES *

Look to see in the top centre of the screen it should say something like X999999**Z. The ** must be present and the Z will be one of your company codes.

Allowing separate job/order/estimate number sequences

Job, Order and Estimate numbers can only have separate sequential numbers per company if COMPANY is part of the number format in the Job Configuration File and.

1. Verify you have Invoice Numbering by Company enabled
2. Ensure that company code is part of the job/order/estimate number format

Converting database to "one invoice number sequence accross all companies"

On the Media/Jobs Configuration File the field "Invoice number sequence per company" cannot be changed after data has been entered in the the database. In other words it has to be predecided.

However you may be able to change it as follows:

WARNING This program is not frequently used or recently tested and may have defects. The resultant database must be tested thoroughly otherwise severe loss of data may occur.

In maintenance mode

F5
AGP
edit line 48 to be blank or 0

F5
CONVINVBYCOMP UNDO

Changing invoice number pattern

This can only be configured for the whole system so that it can only be done only once all of the old invoices for previous years are done. You can also do it in the middle of the year if you are happy for the rest of the invoices for the current year to be in the new format and probably using a different invoice number sequence.

When you are ready for the next invoice (regardless of year!) to come out in the new format you can do the following:

ED AGENCY.PARAMS

line 49 for media invoice pattern line 50 for production invoice pattern

Examples:

<COMPANY><YEAR>/<NUMBER> would give invoices something like XX2006/1

<NUMBER>/<YEAR2> would give invoices starting like 1/06

<NUMBER> this is the default and provides continuous invoice numbers even across years

Possible codes are:

<NUMBER> provides the usual sequence number

<COMPANY> provides the company code or company prefix from the company file

<YEAR> provides the year in four digit form e.g. 2006

<YEAR2> provides the year in two digit form e.g. 06

IMPORTANT NOTES: (1) DOING THIS WOULD RE-CREATE THE INVOICE NUMBERS TO START FROM 1
(2) THE <YEAR>/<YEAR2> WOULD CHANGE TO THE NEXT YEAR ONLY WHEN YOU HAVE THE NEW INVOICES IN THE
NEW YEAR DATE AND THE NUMBER WOULD RESET ITSELF TO START FROM 1

New option in the Configuration File, Invoice Number Format called <YEARWISE> which allows you to specify a different starting invoice number for each year in the Invoice Menu, Invoice Numbering screen. An invoice number format of <NUMBER><YEARWISE> means that while the year does not form part of the invoice number (as would be the case if the invoice number format was say <NUMBER>/<YEAR2>) you can use different ranges of invoice numbers for each year. This prevents the mixing up of invoice numbers between years.