Sales FAQ

Can we have a trial version of NEOSYS?

Unfortunately we don’t have a provision for free trial & the reasons are:

1. It will take as much time & effort to configure & train a full trial system as establishing a live system
2. Our system is tried and tested over many years
3. 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.
4. We are happy to spend more time demonstrating the system to gain users acceptance
5. There is a demo system online for you to experiment

See NEOSYS Demo and Evaluation periods

Why is collection of Company Information important?

Sales team must collect Company Information to understand the exact requirements of the client and to be a consultant to them on how NEOSYS will help them work efficiently.

Sales team MUST obtain complete company information before sending proposals or doing demos or sending invoices. Although rarely a problem this is to avoid industrial espionage, pointless requests, scammers getting bank details etc.

Updating Company Information

We cannot always get all company info immediately during initial contact but we MUST use and build up the company info over the initial series of contacts.

In particular the company info must be used and developed during significant sales meeting and a new email sent to sales. The old company info email can be deleted.

What is NEOSYS software payment and delivery terms

NEOSYS payment is required in advance.

Clients must make an initial 6 month commitment by paying the licensing fee for the first 6 months. Further payments can be made on a quarterly basis. The software will be delivered within 2 working days after receipt of payment. Our fee is inclusive of all implementation, training, support and maintenance done remotely. There will be additional charges if you require onsite implementation and training for clients outside UAE.

Asking for payment in advance motivates clients and NEOSYS to work on the project and do not allow the project to fail as it will be a waste of effort and time for both NEOSYS and clients. Our collection of money is actually aimed at ensuring the success of the project not simply to avoid risk to NEOSYS.

Note to Sales Team: From 15/4/2015, we have stopped the practice of granting 3 months initial payment to startup companies because the client is not so committed to NEOSYS since in the first three months lots of problems occur. The client MUST be committed to a reasonable period to get things going fine, otherwise we do all the work and then the client discontinues NEOSYS putting all of NEOSYS effort to waste. Now even startup companies MUST pay six months in advance because if the client is committed to getting NEOSYS going then initial difficulties will be overcome whereas if they are not committed then the reverse is true.

What is considered as the installation and billing period/date?

Installation is done within 2 working days after receipt of the first payment(for 6 months) is confirmed.

Billing cycle starts from the date we start work which is installation date.

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.

When can NEOSYS support staff start installation of NEOSYS

If the client is in a hurry to get going and you have a good indication that the transfer has been done , if it is not received yet, you SHOULD proceed to installation immediately - and confirm date of delivery to the client ASAP. Prospects who make transfer MUST be rewarded by fast high priority responses from NEOSYS sales team regarding deliver dates so our support team looks GOOD FROM THE START.

If you do not have a good indication that the transfer has been made then you SHOULD NOT proceed to installation and MUST NOT inform the client of a delivery date.

It is unlikely that prospects would literally fake documents but if you have not gained a good solid feeling about the client during the proposal phase then you SHOULD delay installation until payment is actually received.

A good indication of transfer is:

• A clear confirmation from their bank that payment
• A copy of their own instruction TO the bank is acceptable if it has clearly been stamped by a good payment agent

Carefully check all the details are correct as per the proforma invoice

• bank account number
• amount
• currency
• date
• all other details

A good payment agent is:

• well known widely multi-national bank

A poor transfer agent is:

• a money transfer service
• a minor bank that it not widely multi-national

Is NEOSYS compatible with Mac/Android?

Yes. See NEOSYS Software Browser and OS requirements

What is the minimum period for subscription?

Minimum period for subscription is 3 months after the initial period of 6 months.

What is the notice period for termination of NEOSYS services?

There is no notice period.

Will NEOSYS refund the advance payment in case of termination of services?

No. There are no refunds for initial or quarterly fees paid in advance.

What happens after contract with NEOSYS is terminated?

1. NEOSYS locks data entry for future periods.
2. If installed on your own server NEOSYS allows accessing old data and to edit this data for 1 year. Any support required in this time will be billable.
3. If installed on NEOSYS servers you will not have any access to your old data and NEOSYS may delete it and all backups after 30 days unless you choose to take a single user contract with NEOSYS.

How will the data be handed over to the client after the end of contract?

Client users are responsible for taking soft copy of the data from NEOSYS.

See How to export data from NEOSYS

Where is NEOSYS hosted?

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.

What will be the cost if we maintain the data in our server instead of hosting on NEOSYS servers?

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

Who will administrate the system?

NEOSYS Support staff will administrate the system.

Will NEOSYS Support staff have access to the server?

Yes. NEOSYS support agreement is conditional on being able to access your server at all times. See Agreement with Client IT to provide remote support

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.

Is it OK for NEOSYS to have access to data?

1. 24x7 access to client systems is a common practice in the computer industry for complex systems where urgent support may be required
2. Data theft is present not just with 24x7 access, but it could be at any time. NEOSYS has various security measures to mitigate the risk
3. It is virtually impossible to create a system that one can guarantee that nobody except the users have access to the data
4. If a situation arises where integration is required then programmers will require access to data to understand user requirements
5. NEOSYS Support staff sign Non-Disclosure agreements assuring that client data always remains confidential
6. We expect you to trust our professionalism like our all our clients

What about NEOSYS and Security?

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

Key points about NEOSYS security:

1. 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.
2. 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.
3. HTTPS: NEOSYS Users use HTTPS to access the system, which is more secure compared to HTTP
4. 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.
5. 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
6. 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
7. Encryption: The raw data is encrypted and can only be accessed by NEOSYS software
8. Access is audited: User info with IP information is logged whenever a user logs in and uses NEOSYS

What are the benefits of using NEOSYS Finance module?

1. Many accounting systems cannot tell you what items WERE outstanding at some point in the past and can only tell you what items ARE outstanding now, whereas NEOSYS allows you to get outstanding items "as at" some point in the past. Since auditors need to know what items were outstanding at the end of the year, the usual situation for non-NEOSYS finance departments is to be totally in the dark finance system-wise for part or most of January because this issue effectively forces them to not open the new year until almost everything in the old year has been posted whereas in NEOSYS you can start posting on day 1 of the new year without closing the old year.