Finance FAQ
How do I allocate open item amounts in NEOSYS?
While entering a journal
While entering a journal entry in the ALLOC VCHS Column hit F7 Key and it will pop-up list of allocatable items. Allocate the amount with the correct voucher no. and amount and click on OK.
By Vouchers Allocation file
Once the journal is posted without allocation you can only allocate from the Voucher Screen. Go to Menu > Finance > Vouchers > Vouchers Allocation. Now type in the account number or hit the F7 key on the Selected Account(s) field and select the relevant account from the particular subsidiary chart. Thereafter hit the OK button and the system will popup the Voucher Allocation page. Now if the account selected is a DEBITS outstanding type account (i.e. Trade Debtors), then all the allocable/unallocated CREDIT items (i.e. Receipts, Credit Notes etc) will show up. Click on any item you wish to allocate Debit items again. After you click you will get a list of all DEBIT allocable/unallocated items which you can now select to be allocated against the CREDIT item you earlier selected.
Incase you have a selected a CREDITS outstanding type account (i.e. Trade Creditors), then the opposite happens i.e. DEBIT items show first (Payments, Debit Notes etc) and if you click on any of these items you can allocate them against CREDIT outstanding items.
For accounts that have neither CREDIT or DEBIT type selected, the CREDIT items show first.
How do I deallocate already allocated vouchers?
Go to Menu > Finance > Vouchers > Vouchers file/Deallocation. Now select the Journal type and enter the voucher number. As you enter the voucher number system will show the all the vouchers allocated on the bottom right to that voucher. Now click on the Deallocation button and system will pop up “Which allocation(s)do you want to de-allocate?". Select the Vouchers you want to deallocate and click OK. As you click OK system will reconfirm your move by giving a pop up "Ok to deallocate now?" click on OK and you will see an another pop up "Deallocation Completed"
How do I enter supplier invoices for non media / non job items?
In due course of business you might need to purchase items which are not media nor job related. The only way to enter this is to go to Menu > Finance > Journals > Journal Entry / Query - select JOURNALS (JOU) type and enter the relevant purchase entry here.
How do I enter supplier credit notes for non media / non job items?
The only way to enter this is to go to Menu > Finance > Journals > Journal Entry / Query - select JOURNALS (JOU) type and enter the reversal / credit note entry (exact reversal of the supplier invoice you entered initially with the particular amount).
How do I cancel an already issued/posted Payment/Receipt?
To maintain record for auditors there is no way to delete any journal in NEOSYS, especially the Payment Voucher in particular here. If you need to cancel an already posted Payment/Receipt voucher then first deallocate any items which you allocated at the time of entering the voucher - this frees up the Payment/Receipt voucher to be allocated against a reversal entry and also frees up the allocated item (Supplier/Client Invoice) to be allocated against another voucher. After this do a reversal entry of exactly the same Payment/Receipt voucher and allocated the same to the actual entry. Thereafter you can enter the new Payment/Receipt.
Allocation to unposted vouchers
NEOSYS allows allocation to UNPOSTED vouchers (e.g. receipts to unposted invoices) but you can only save the batch (or receipts) as unposted until the unposted vouchers (invoices) have actually been posted. While you are allocating you can see which vouchers are unposted because there is a * in the reference number. There is no way to avoid showing unposted vouchers at the moment.
Allocation within batch
There is a problem that you can appear to cross-allocate say an invoice to a credit note in the SAME batch but the system will not allow you post such a batch. “Within-batch” allocation may be allowed in NEOSYS in a later version.
