Using NEOSYS Media System

Cancelling or Amending Incorrect Client Invoices

Using_NEOSYS_Agency_System#Cancelling_or_Amending_Incorrect_Client_Invoices

How to cancel and/or reissue an invoice using a credit note

How to cancel and/or reissue an invoice using a credit note

To cancel an invoice when you intend it to be reissued, NEOSYS has a special option to enable you to create a credit note without removing the ads from a schedule.

1. In the Schedule File, click on the “Invoice” button to get the New Invoice screen.
2. Enter the Credit Note date in the Invoice date field
3. In the Invoice type option select “Credit note”
4. Click the “Create Proforma” button
5. Check that the credit note looks ok.
6. If the credit note looks OK, click on Invoice and the credit note will be created.

To reissue an invoice, cancel the original invoice as above then amend the schedule (or the other way around – it doesn’t matter) and issue another invoice using the usual steps.

Choosing a plan or schedule numbering method

Before creating a plan or schedule you need to decide whether to number it sequentially or code it manually. You don't have to stick to one method or the other every time and can use a combination of both methods depending on the situation.

The following principles apply to both schedules and plans, however plans are nearly always best suited to the manual coding method. Note that if you are using schedules like plans then they are also best suited to the manual coding method.

Automatic numbering

If you use NEOSYS to process a random stream of orders from clients, for example a lot of newspaper or classified ads, you are forced to use the NEOSYS automatic numbering system. However this means that will later on you will always have to be given the schedule number in order to access it, or you will have to search for it within NEOSYS.

Two ways to get automatic numbers:

• Click the New button
• Enter a single letter in the schedule number field (e.g. "X") and press Enter. You will get a schedule number like X9999 i.e. the next sequence number in the series of whatever letter you chose.

Manual numbering

If you are using NEOSYS for monthly or yearly scheduling for major clients, there is a great way to avoid the bother of always searching for schedule numbers. Just manually create your own schedule numbers according to some consistent logic just as you would when inventing a standard for naming spreadsheet or word processing files.

It is well worth learning this method and not just using the automatic schedule numbering system for everything.

In all cases the schedule number should start with a basic structure BRANDCODE+YEAR+MONTH.

For example, a COKE campaign in December 2010.

COKE1012

Note that a single digit months should be entered like 08 for consistency.

COKE1008

To help you get started with this method remember the pattern like this: (BBB represents the brand code, YY represents the year and MM represents the month)

BBBYYMM (recommended - year first, month second)

Some people prefer to reverse the year and the month as follows. However this can get very confusing if everybody in your company does it their own way is not consistent (does "1110" Nov 2010 or Oct 2011?) so we recommend that you all stick to the "year first" "month second" concept since it allows correct alphabetic sorting if the need arises within or outside NEOSYS.

BBBMMYY (not recommended - month first, year second)

Not infrequently you may have more than one schedule for a particular brand on one month. In this case simply extend the basic schedule number according to some consistent logic. Here are some examples.

COKE1012B
COKE1012C
COKE1012TV
COKE1012RADIO
COKE1012ETC

Once you decide on your schedule number, just type it in the schedule number field and hit the enter key and select the option to create a new schedule (you may also copy an existing one).

Importing Suppliers and Vehicles

Preparing a file of vehicles to import

Get an excel sheet containing the following columns.

Ensure that the columns are titled exactly as below and that there are no blank rows. Columns with any other title will be ignored.

• Vehicle Name (Media Name)
• Supplier Name (should be blank if the vehicle is its own supplier)
• Market (geographic or analytical)
• Media Type (Magazine, TV etc)
• Currency code (of bookings)

and strongly advisable columns ...

• Contact Name
• Contact Address (email/fax/tel etc)

and optional columns ...

• Notes (long text field covering anything of interest)
• Deadline Days (number of days before ad appearance that booking is required)
• Material Requirements (short text field to remind of materials required)
• Day of Weeks (List of digits 1-7 where 1=Monday)

Adding "code" columns

NEOSYS needs to know the "code" for all the "name" columns in the file. Once you have the above Sheet add "code" columns as follows. You can insert them just before their respective "name" columns.

• Vehicle Code
• Supplier Code

Then use the following procedure to invent and fill in vehicle and supplier codes

Assuming that there are at least some vehicles with separate suppliers (ie the name in the supplier column is not blank)

1. Sort by Supplier Name (Vehicles without separate suppliers will come last since their supplier column will be blank)
2. Invent and fill in UNIQUE Supplier Codes for those vehicle that have Suppliers (based on the Supplier Name of course)
3. Invent and fill in UNIQUE Supplier Codes for those vehicle that DO NOT have Suppliers (based on the Vehicle Name of course). *** NB As you are entering the first few letters of these codes, Excel will suggest existing codes from the previously entered Supplier codes. You MUST use the standard anti-duplication coding rules to invent non-duplicate codes.
4. Copy the supplier codes OF THE VEHICLES WITHOUT SUPPLIERS to the vehicle code column

then

1. Sort the whole sheet by vehicle name. This will aid the invention of vehicle codes in the next step.
2. Invent and fill in UNIQUE vehicle codes FOR THE VEHICLES WITH SUPPLIERS (based on the vehicle name of course). *** NB As you are entering the first few letters of these codes, Excel will suggest existing codes from the previously entered (actually copies) vehicle codes. You MUST use the standard anti-duplication coding rules to invent non-duplicate codes.
3. Sort by Vehicle Code and ensure that you have not accidentally created duplicate vehicle codes

then some more mandatory code columns

• Market Code
• Media Type Code
• Currency Code

Sort by Market Name then fill in VALID market codes that preexist in NEOSYS.

Sort by Media Type Name then fill in VALID media type codes that preexist in NEOSYS.

Sort by Currency Name then fill in VALID currency codes that preexist in NEOSYS.

Save the file as C:\VEHICLE.TXT in tab delimited text format

Preparing a file of suppliers to import

Cut and paste the Supplier Code and Supplier Name columns from the vehicle sheet into a new sheet.

Remove duplicate suppliers (in Excel 2007 use Data, Remove Duplicates)

Go back to the vehicle sheet and cut the vehicle codes and names (that DONT have suppliers - sort by supplier name to make this easy)

Paste those vehicle codes and names into the new supplier code/name sheet at the END of the other suppliers. This makes vehicles into suppliers when they are their own supplier.

Sort by Supplier code and ensure that there are no duplicate codes. If there are then start from the beginning again.

Add a column called MEDIA NONMEDIA and fill all the rows with M (Media). Alternative are P for Non media (NB not "N"). This column is mandatory.

Other columns that will be loaded if present in the file are:

• CONTACT NAME
• CONTACT NUMBERS (eg "Tel 777777/Fax 8888899/Mobile 999999")
• CONTACT EMAIL

Save the supplier sheet as C:\SUPPLIER.TXT in tab delimited text format

Importing the suppliers file

Import the suppliers before importing the vehicles. Do the actual import into a test database until you verify that all is ok.

In NEOSYS Maintenance mode press F5 to get a command box

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate supplier codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\SUPPLIER.TXT SUPPLIERS

Check that there are no errors and resolve any errors before continuing to do the actual import.

IMPORTX C:\SUPPLIER.TXT SUPPLIERS (C)

Get a List of Suppliers in the standard user interface to check that all have been loaded ok.

Importing the vehicles file

Import the suppliers before importing the vehicles. Do the actual import into a test database until you verify that all is ok.

First do a trial import which doesn't actually import as follows. The only error that this does not catch is if you have duplicate vehicle codes in the file to be imported so check against that carefully BEFORE importing.

IMPORTX C:\VEHICLE.TXT VEHICLES

Check that there are no errors and resolve any errors before continuing to do the actual import.

IMPORTX \VEHICLE.TXT VEHICLES (C)

Get a List of Vehicles in the standard user interface to check that all have been loaded ok.

Invoicing “Certified Ads Only” after invoicing “All Ads”

In NEOSYS currently, invoicing with the “certified ads only” options means both of the following:

1. “issue invoice for any uninvoiced ads that are certified”
2. “issue credit note for any invoiced ads that aren’t certified” … this may be unexpected behaviour by the user

In other words, if you invoice “certified ads only” then any ads already invoiced which do not have a certificate (either you already invoiced “All Ads” without certifying, or you removed the certificate number after invoicing “Certified Ads Only”) - will have a credit note issued for them.

This behaviour allows issuing credit notes for specific ads by removing the certificate number without removing the ad from the schedule.

Like issuing normal credit notes this also means that, even if schedules are fully invoiced and do not appear on the List of Schedules Pending Invoicing or List of Ads Pending Invoicing reports, you can get credit notes.

Users need to learn that invoicing “Certified Ads only” after invoicing “All Ads” should be avoided.

This behaviour might be changed, or a warning message issued, in a future version of NEOSYS because it is an easy trap to fall into since “Certified Ads Only” is the default option.

Credit Notes

Credit Notes for reduction in billable cost

A credit note is a document which indicates a reduction of the amount that a client has to pay versus invoices issued to date. It can be thought of an arithmetical negative.

There are many varied reasons why this could be required.

• Ads not appearing properly
• Accidental overbilling
• Discounting
• Renegotiation/Disputes

To get a credit note for the required amount follow this procedure:

1. Amend the schedule to show the final net position and billing amount to the client. This could involve removing ads or giving additional discounts etc.
2. Use NEOSYS New Invoices and request a new "invoice". You will actually get a credit note representing the changes that you have made in step 1.

NB. Do NOT select Invoice Type: "Credit Note" since this is for totally reversing the total invoiced to date.

What if none of the discount and charge columns are vacant?

You can place multiple discounts in one column using / to separate the discounts eg "-5%/-1% discount". An optional additional word/comment must be preceded by a space.

Debit Notes for increase in billable amount

Note that you can also get debit notes (supplementary invoices) in a similar manner to the above if you add ads or increase costs on the schedule.

If you both add and subtract ads and costs then the additional "invoice" issued is either a debit note or credit note depending if the net effect increases or decreases the amount payable by the client.

Credit Note for reissuing "amended" invoices

Sometimes you wish to completely reissue an invoice which has been incorrectly raised. This can happen both when the erroneous invoice has been sent to the client and beforehand.

Good accounting procedure requires that once an invoice has been issued then it cannot simple be "cancelled" and forgotten as if it never existed. It must first be reversed by issuance of a "credit note" which is a kind of invoice with a negative amount. The logic is that there should not be two slightly documents floating around with the SAME INVOICE NUMBER as this can lead to accidental or deliverate confusion.

So, if an invoice has been issued wrongly and you wish to provide a corrected version then follow this procedure:

1. Reversal the original invoice using NEOSYS "New Invoices" with Invoice Type option "Credit Note".
2. Amend the schedule to what you want it to be
3. Get a new invoice

Note: It doesnt matter what order steps 1. and 2. are done. Even after you modify a schedule, NEOSYS remembers exactly what was invoiced and reverse what was invoiced, not what is on the schedule at the time of requesting the credit note.

It doesnt matter how you amend a schedule, NEOSYS always keeps an internal copy of the schedule "as it was invoiced".

Issuing separate invoices or credit notes for selected discounts and charges

NEOSYS can optionally provide clients with a supplementary invoices/credit notes for certain discounts and charges. Without this option, all discounts and charges would have to show on a single invoice.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the initial invoice and should appear on a separate invoice/credit note.

For example, enter a discount as -5%X if it is to be shown on a separate credit note.

When creating invoices to clients, an option is provided on the invoice creation form to allow raising of either a) the initial invoice only, or b) the final invoice/credit note only or c) both at the same time.

You cannot raise the final invoice/credit note unless the initial invoice is actually raised. Note that this means that you cannot get proforma invoices for the "Both" option.

Booking without showing all discounts and charges from the supplier

NEOSYS can optionally issue media booking orders with certain discounts and charges omitted.

This allows the final net cost of media to be recorded in NEOSYS while not forcing the final net cost to be shown on booking orders.

On media plans and schedules append the letter "X" (or "x") to the discount or charge(s) that are not to show on the booking order.

For example, enter a discount as -5%X if it is not to be shown on the booking order.

Posting media supplier invoices before issuing schedules to the client

Assuming that you are accruing media costs by schedule and not by vehicle or supplier then the contra account of the supplier invoice posting will be the schedule code or, if the schedules codes are pure numbers then SCH9999 where 9999 is the number of the schedule.

Supplier invoices posted before issuing invoices to client are work in progress (assets) but, in NEOSYS common practice, we still post them into the Media Accruals Ledger which could more properly be called Media Accruals/WIP Ledger.

The accrual account for the schedule is created as soon as the schedule is approved and not only when the invoice is issued to the client. Schedule approval happens in practice automatically at the time of the first booking. Therefore unless you book a schedule (or specifically enter the approval date on the schedule file, there will be no accrual account created for you to post the supplier invoice into. This is logical since if you haven't booked or specifically approved a schedule then you should arguably not be able to post supplier invoices for that schedule.

Removing unnecessary items from List of Schedules Pending Invoices

Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

1. Invoice the schedule. NEOSYS removes it from the pending invoicing list.
2. Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
3. Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule. This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

Handling online media

Situation explained

Online Media usually deal in hundred thousand impressions. Eg. 500,000 impressions or 1,000,000 impressions – and the best way to deal with this in NEOSYS is to enter them as a package on the rate card – i.e. 1 rate for 500,000 impressions.

However when handling free to agency / free to client there seems to be a problem and I have outlined an example: Agency cost: 500,000 impressions paid and 500,000 impressions free Client bill: 750,000 impressions paid and 250,000 impressions free

In this case a package cant be made of 500,000 each as then it show show the same for the client.

Solution

This is a costing issue so it should show in the existing costing columns as follows:

Handling long term bookings in Outdoor or continuous daily bookings in Newspapers

Incase you need to do bookings for a series of days i.e. 10 days or 4 weeks, especially with Outdoor, NEOSYS allows you to enter the same in the specification as follows:

Outdoor hoarding site near Airport,4 weeks
Outdoor hoarding site near Airport,10 days
Outdoor hoarding site near Airport,1 month

Once you do this, enter the starting date of the campaign in the date grid box.

This feature doesn't have an effect on the amounts, but instead NEOSYS calculates the start and stop date based on the date you select in the Date grid.

Processing List of Wrong Ads

Agencies have to cope with the fact that ads places in publications can go wrong and hence NEOSYS has come up with the following feature to followup/generate a report of such wrong ads which need action:

1. In the Certification File, generate the required list of ads pending certification, and in the space to enter the Certificate/Voucher/Page number, put the same wrapped in round brackets eg. (XXXX).
2. Later on you can take the ordinary List of Ads Pending Certification report and it will include all those with the Certificate/Voucher/Page numbers in brackets just as if there was no number at all and thereafter you can followup on such ads.

Processing wrong Incoming Media Supplier Invoices

If you find that the invoice amount is not correct or any discrepancy, NEOSYS has created a special function to distinguish/followup on such invoices for reporting purposes. To enable this feature follow the procedure below:

1. In the Supplier Invoice File, generate the required list of ads pending supplier invoices, and in the space to enter the supplier invoice number, put the same wrapped in round brackets eg. (XXXX).
2. Later on you can take the ordinary List of Ads Pending Supplier Invoice report and it will include all those with supplier invoice numbers in brackets just as if there was no supplier invoice number at all.

For more information on handling Incoming Media Supplier Invoices, go to Processing of Incoming Media Supplier Invoices

Handling booking of additional dates on already booked lines

Situation explained

In a schedule which has a line which is already booked (eg. booking order no 10001) and later on you add another date to that line and book the same (eg. booking order no 10002) and thereafter you cancel or amend the 1st ad, the cancellation or amendment order mentions the booking order reference number of the 2nd booked ad (i.e. 10002).

Solution explained

NEOSYS is designed to only show the last booking order as it doesn't support handling of multiple dates with multiple orders as ad dates are not linked to the booking order number. In such a situation above, any new dates have to added on to new lines in the same schedule. Incase you do need to add the date to the same line, then it is recommended that you cancel the first ad and rebook both the ads again.

Handling booking a schedule with one vehicle in different lines with different currencies

Situation explained

Vehicle ABC with currency USD was selected on line 1 of a schedule and thereafter you enter a couple of other lines for other vehicles. Later on you change the currency on the Vehicle File of vehicle ABC to be AED and enter another line in the schedule - i.e. line 4 for vehicle ABC with currency AED. Now, when you go to book this vehicle and click on the book button on the New Booking Order Page, the booking order will show only the 1st line of that vehicle as NEOSYS cannot send a consolidated booking order for the same vehicle with different currencies.

Solution explained

Hence you need to send separate booking orders for the same vehicle as they are in different currencies. So, either you can book vehicle ABC from line 1 first and click on the book button again to book the next one, or if you want to book vehicle ABC from line 4, just put in the line number of the schedule in the option below and click on book.

How to handle production costs on media rate cards

Some media like out of home often has production costs which vary in parallel with the base cost.

One solution in NEOSYS is to place two columns on the rate card. Then on the schedule select the first column while mentally remembering the second amount, then simply type the second amount into the “Loading” or “Other” column. This is likely to be automated in the next version NEOSYS.

If there are any discounts and charges and they apply only to the base cost then placing the production charges in the “Other” column makes it clear to everybody that they do not take part in the discounting.

Getting media executive sales commission statements

NEOSYS can calculate both due and pending commissions as a percentage of the net cost to the client for each ad. The percentage can be determined by the number of days between the invoice and the receipt. Client receipts must be entered into the NEOSYS finance module and allocated against the invoices

The commission structure must be setup beforehand in the Media Configuration File as follows:

Once the commission structure is setup, use the Media Diary to get commission statements. Make sure that you select one or both of the options “paid” or “unpaid” otherwise you will not get any receipt or commission columns

This will give you a report something like the following which shows the total commission due and pending per executive

You can click on the summary total lines to see the details including the commission % and amount per ad as follows.

Specifying Gross Unit Bill Amount to Client in Ratecards

Normally the Gross Unit Bill Amount (in other words, the gross unit cost to the client) is taken from whichever column the user selected from the ratecard when creating media plans or schedules.

1. You may specify, in the ratecard's Client Rates section, which is the default ratecard column to be used per client and/or per brand but this can be overridden during selection.
2. If there is a column titled BILL or CLIENT in the ratecard, and there is no default Ratecard Column specified for the client and/or brand, then that column will be used for the client.

Specifying Gross Unit Cost to Agency in Ratecards

Normally the Gross Unit Cost Amount (in other words, the gross unit cost to the agency) is taken as a copy of the Gross Unit Bill Amount to the Client, however NEOSYS can get a different rate in a number of ways.

1. Agency Ratecard Column can be specified per client and/or per brand in the Client Rates section of the ratecard
2. Otherwise, if there is a column titled COST or X in one of the columns after (to the right) of the column selected for the client.
3. The ratecard used to decide the agency costs may be different from the ratecard for the client. Use the Vehicle Cost File to specify the date of the rate card that the agency uses.
4. You can specify a "column offset" in the Vehicle Cost File. For example a cost offset of 10 would mean that if the first ten columns are rates for the client then the second 10 columns would the costs to the agency in parallel. ie if the client rate is taken from column 3 then the agency rate will be taken from column 13.

Restricting Access to Selected Ratecard columns

In the Authorisation File put a task called RATECARD ACCESS “XYZ” where XYZ is the title of the ratecard column eg “COST”. The quotes are required.

Add an appropriate lock to the task and give the key to the authorised users only in the usual way.

Alternatively you can restrict access to the first 10 columns with a task RATECARD ACCESS A (with no quotes). The second 10 columns can be restricted with RATECARD ACCESS B .. and so on up to the current maximum of 40 columns.

Showing the Brand/Product Name on Booking Orders for Sundry and Agency clients

On booking orders for clients which are marked as “Sundry” or “Agency” clients, the brand name (from the NEOSYS Client/Brand File) is presented as the client name and the product name is omitted.

If you still want the product name to show on the booking order enter the brand name on the Client/Brand file with a colon in the form “XYZ Corp:ABC”.

Managing Materials

On the NEOSYS media, schedules menu the List of Materials report can be used to track materials.

When schedules are created, materials are automatically created in the material file. The material code is scheduleno-plus-material code e.g. XXX9999:A. For example, a schedule with code XXX9999 which has three material letters A, B and C within it automatically creates three new materials in the material file with material codes of XXX9999:A, XXX9999:B and XXX9999:C.

Effectively, materials are automatically identified from the schedule data entry from the first schedule number on which they are used.

When materials are reused from one schedule to another, in order to avoid creating new entries in the material file for a new schedule which is actually just reusing the materials of an previous schedule one must enter the prior schedule code into the table of materials on the bottom of the schedule file data entry for the new schedule.

Although material size can be written per line in the main body of the schedule, if you want size to show in the list of materials, it must be re-entered in the table of materials at the bottom of the schedule data entry. This is because although you can indicate a pattern of materials with different sizes within one line of the schedule (A,B,C etc) but there is only one column to enter the size for all of them. So in this case the size cannot be usefully entered in the lines of the schedule and must be entered below per material.

Likewise the brand code can be indicated per material code. This is useful when there are multiple brands on a media schedule since one cannot otherwise indicate multiple brands on a schedule. If the brand code per material is not specified (i.e. left blank) in the material table then the overall schedule brand code is used instead.

Multi-brand plans and schedules

NEOSYS requires that designate a brand for each plan or schedule. If you must execute multiple brands on one plan or schedule then you have to designate a master brand, perhaps a “corporate brand”. You can further indicate the exact brands in various places within the body of the plan/schedule but in particular you can indicate the brand code per material, in the material table at the bottom of the plan/schedule data entry screen. This goes part way to supporting multi-brand plans/schedules. For example the media diary shows the brand per material however the billing analysis reports and most other NEOSYS documents are based on the overall brand of the plan/schedule.

Accounting entries created by the Media System

Invoice journal entries are created automatically but are left un-posted under Menu > Finance > Journals > Journal Entries - Media Invoices/Credit Notes (INV).

Note: These entries are generated automatically by NEOSYS

Entries when client is invoice for 120 with cost 100

Client A/C             Dr.  + 120
Income A/c             Cr.  - 120

Cost A/C               Dr.  + 100
Media Accrual A/C      Cr.  - 100 (Schedule a/c)

Note: Media accrual is a provision done as you haven’t received supplier invoice.

Entries on received a supplier invoice that media has accepted

Note:But while entering the Media Purchase Invoice (Supplier Invoice) you need to pass a manual entry under Menu > Finance > Journal > Journal Entry - select Media Purchase Invoice, and enter the journal as follows:

Media Accrual A/c      Dr. + 100 (Schedule a/c)
Supplier A/c           Cr. - 100 

For a more detailed note on this topic, refer to Processing of Incoming Media Supplier Invoices

Allocating amounts in the accruals a/c against the supplier invoice

At the same time of receiving/posting the supplier invoice

To allocate the accruals against an incoming supplier invoice, you may click on the ALLOC VCHS column in the Media Purchase Invoice journal and from the pop-up list of unallocated items, click on Allocate and save the document - these items will not appear as outstanding in the accrual ledger.

After receiving/posting the supplier invoice

Many a times at the time you receive the supplier invoice you are unable to allocate the same against the outstanding items in the accrual account. Hence after posting the same and/or at a date you can go to Menu > Finance > Vouchers > Vouchers Allocation and enter the accrual account number and click on OK - here from the unallocated supplier invoice amounts, select the one you want to allocate by clicking on Allocate button and thereafter it pops up a list of all accruals which are allocatable. From this list select the ones you want to allocate.