General FAQ: Difference between revisions

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==What is the NEOSYS backup procedure?==
==What is the NEOSYS backup procedure?==


Every night at a scheduled time as specified in the System Configuration File, the NEOSYS program backs-up all data and stores it onto a USB drive as a BACKUP.ZIP file, under a folder which represents the day of the week. If the folder/file already exists then it is deleted/overwritten.
Every morning at a scheduled time, NEOSYS backs up all data and stores it onto a USB drive (if NEOSYS is hosted on client's server), under folders that represent each day of the week. If the folder already exists then it is overwritten.


The USB drive has 7 folders, each one representing a day of the week. The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store another 7 days of backup. There should be 3 USB's used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.
The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store the next 7 days of backup. There should be 3 USBs used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.


At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (upto 21 days).
At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (up to 21 days).


The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS maintenance mode on the server. Usually this would be done by a NEOSYS Support technician.
The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS by support team.


==How can I verify that the backup has been successful?==
==How can I verify that the backup has been successful?==
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# The USB has not been replaced at the end of 7 days
# The USB has not been replaced at the end of 7 days


==How to do a manual backup?==
==How do I migrate data from my old system to NEOSYS==
 
Manual backups can be done by users if they are authorised to perform this task.
 
Go to Menu > Support > Backup and click on Start Backup. Once the backup has been completed a confirmation mail is sent out to the usual list as configured in the system.
 
==How to I migrate data from my old system to NEOSYS==


If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh.  This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.  
If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh.  This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.  
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However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.  
However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.  


For Finance see [[Migrate data from OLD system to NEOSYS|Migrate Finance data from OLD system to NEOSYS ]]
For Finance see [[Migrate_data_from_OLD_system_to_NEOSYS| Migrate Finance data from OLD system to NEOSYS ]]


For Media and/or Jobs see [http://userwiki.neosys.com/index.php/Agency_FAQ#Migrate_data_from_OLD_system_to_NEOSYS_-_Migration_of_Media_and.2For_Jobs Migrate Media and/or Jobs data from OLD system to NEOSYS]
For Media and/or Jobs see [[Agency_FAQ#Can_I_migrate_Media_and.2For_Jobs_data_from_OLD_system_to_NEOSYS.3F| Migrate Media and/or Jobs data from OLD system to NEOSYS]]


==What type of database does NEOSYS use?==
==What type of database does NEOSYS use?==
Line 48: Line 42:


==How to reset the password?==
==How to reset the password?==
To reset the password:
See [[How to reset the password?]]
#Close all open windows (Internet explorer) and open a new one.
 
#Go to the NEOSYS login page
== How to handle printing continuation pages of NEOSYS generated documents? ==
#Enter the username, select the database and click on reset <BR>[[File:reset1.jpg]]<BR>
 
#You will now be asked to enter your registered email id. Enter the email address assigned to you by your administrator.<BR>[[File:reset2.jpg]]<BR>'''Note:''' Ensure that you request the password ONLY once and wait until it arrives in your mailbox and login into NEOSYS only after this (sometimes might take up to 10 minutes depending on your mail server)
While taking printouts of certain NEOSYS documents like invoice or estimate or schedule printout etc, the content might continue to the next page.
#Once this is done, click OK. A message will pop up to confirm that the password reset has taken place and the new password will be sent to you via email.<BR>[[File:reset3.jpg]]<BR>
 
#Check your inbox for an email with the subject “NEOSYS PASSWORD RESET”.
To handle the printing of continuation pages, adjust the scale.
 
Print Preview > Scale. Also refer [[General_FAQ#Avoiding_bad_page_breaks| here]] on how to avoid bad page breaks.
 
The continuation pages always start with the column headings.
 
Example in Firefox:
 
[[File:Ff_pagescale.jpg|700px]]


=== Avoiding bad page breaks ===


'''NOTE:'''
Fine tuning the scaling is is particularly useful when only a few lines of the footing go over onto another page.


#If you enter your password wrong 3 times in a row, your account will be locked and you need to follow the above procedure to request a new password. 
In this case you can either slightly reduce the scaling so those lines fit on the previous page or even to slightly INCREASE the scaling so the whole of the footing appears on the last page.
#System administrators can configure the passwords to auto-expire after a preset number of days from the time it was last changed.
#Users with email accounts registered in NEOSYS and other authorized domains can reset their passwords from the login screen even after expiry, however, users without access to email accounts must change their password prior to the expiry date.
#All users are reminded to change their password on login if the same is expiring within a week.
#If the users email address is not active or not assigned by the administrator then the administrator's (concerned person's) email address should be put instead, so that the administrator receives the user's initial password via email and forwards the same to the user. This procedure is mandatory and must be followed by all NEOSYS support staff. NEOSYS support staff are not allowed to generate manual passwords without getting an approval from their manager.


== How to cut and paste from browsers to Thunderbird ==


==How to Add/Remove Print Headers and Footers on NEOSYS generated documents?==
This is about cutting and pasting textually not graphically. Cutting and pasting textually has the advantage that the result will reformat to fit the screen in email apps and the data can be cut and paste into other programs, however the copy is rarely exact and usually loses some formatting. It can copy whole documents not just what is on the screen.


This can be taken care of by modifying the printer page setup options in IE by clicking on <b>FILE > Page Setup </b>
Cutting and pasting graphically provides exact and selective screenshots showing all formatting exactly, however any data cannot be extracted or reformatted. It can only copy what is on the screen, not multi-page reports.


You may choose to "Empty" the respective fields <b>OR</b> select the desired headers / footers from the drop down menus available on the Page Setup window.
Step 1 - Copy from browser


For IE6 & IE7 Header and Footer fields may be left empty (as shown below) if you would like to remove the print header/footers :
Firefox and Chrome full copy


[[image:PagesetupIE6&IE7.jpg]]
# View Source (Ctrl+U)
# Select All (Ctrl+A)
# Copy All (Ctrl+C)


Firefox partial copy


For IE8 & IE9 the drop down options could be set to “Empty” (as shown below) if you would like to remove the print header/footers :
#Select part of the report or document
#Right click
#Select View Selection Source
#Ctrl+C to copy all (source HTML)


[[Image:pagesetupIE8.jpg]]
[[File:cutpaste1.png]]


==How to delete NEOSYS documents (Booking Orders, Invoices etc)?==


Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled.
Step 2 - Paste into Thunderbird


This is done to maintain traceability in the system.
#Position the cursor where you want to paste
#Open the Insert Menu
#Select the option "HTML..."
#Paste into the box provided then click Insert


It is quite possible that a booking order / invoice may be sent out immediately after generation. In such scenarios deletion of documents in the system, after the document they are sent out, can lead to errors in accounting.
[[File:cutpaste2.png]]


For example, let us see how to cancel a job in NEOSYS.
== Is it okay to resize images for use in letterhead for NEOSYS documents? ==


Steps to Cancel a Job:
=== Why cant you resize a nice large graphic of text down to the size required? ===
#Login to NEOSYS
All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Some corporate logo files suffer less from the problem if they have a simple design, but very few are immune to the problem.
#Go to Menu -> Jobs -> Jobs -> Job File <br>[[image:jobfilemenu.jpg]]<br>
#Enter the job number of the job you wish to cancel
#Open each purchase order of the Job <br>[[image:canpo.jpg]]<br>
#Mark it as 'Cancelled' <br>[[image:canpoclose.jpg]]<br>
#Open each estimate of the Job <br>[[image:canest.jpg]]<br>
#Mark it as 'Cancelled' <br>[[image:cancelledestimate.jpg]]<br>
#Go back to the Job and mark it as 'Closed' <br>[[image:closedjob.jpg]]<br>
#Save the job


==Why is NEOSYS taking a long time to generate a report?==
Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or another image designer file.
 
There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.
 
Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.
 
=== Why bother with getting the best quality? ===
NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.
 
NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.
 
Images that appear to be low but acceptable quality on-screen may be much less acceptable quality when printed therefore before accepting poor quality images, make sure you check actually printouts on paper.
 
===What is the problem technically? ===
The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.
 
==== Example of Graphic correctly GENERATED to the desired size ====
 
This image is too rather too big for our letter head because it is 200 pixels high. So we need to resize it? Well no, we need to REGENERATE it from the master logo design file. See next image below.
 
[[image:logoresize-1.jpg]]
 
Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.
 
[[image:logoresize-2.jpg]]
 
==== Example of Graphic crudely RESIZED to the desired size ====
 
LET'S LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED
 
Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop.
 
It looks kind of okay to the untrained eye at 100%, but not if you had a decent quality image to compare it with, and when printed on paper, the low quality becomes much more apparent.
 
[[image:logoresize-3.jpg]]
 
Take a closer look -150% - not very smooth is it?


The amount of time required by NEOSYS to generate a report depends on:
[[image:logoresize-4.jpg]]
#Options selected while generating the report.
#Total number of records selected to be displayed on the report.


Once you have selected the desired options, click on LIST and wait until the report is generated.
At 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.


=== Server is not responding. Recover webpage? ===
[[image:logoresize-5.jpg]]
   
   
If you click anywhere on the page while the report is being generated you will see a message from browser, "neosys server is not responding. Recover webpage ?"
Let's go even closer(400%). Here we can see all kinds of grey mess even between the letters.
 
[[image:logoresize-6.jpg]]
 
==== Closer look at the correct GENERATED image ====
 
Now let's look at the graphic that has been properly generated to the exact size desired from the original master design in Photoshop.
 
It has a crisp and clean look about it.
 
[[image:logoresize-7.jpg]]
 
Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.
 
[[image:logoresize-8.jpg]]
 
[[image:logoresize-9.jpg]]
 
At 400%, the nature of shading to create illusion of smoothness is clear. It also becomes clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.
 
[[image:logoresize-10.jpg]]
 
[[image:logoresize-11.jpg]]
 
==== Another example of a CORRECTLY GENERATED logo/image file ====
 
This SMALL image file (only 72 pixels high) has been created properly by a programmer from the master design file (eg photoshop) designed by a professional graphic artist.


In this case it is a jpg file but png would be the same. You can see this file at http://vm1.neosys.com/images/neosys.jpg


[[image:recoverwebpage.jpg]]
Despite only 72 pixels vertically this file doesn't look pixelated either on screen or when printed.


[[image:neosyslogo1.jpg]]


Please do NOT click on recover webpage button.
Zoom in so you can look at the quality more closely.


Please wait until the report shows up on screen
[[image:neosyslogo2.jpg]]
 
Even at this magnification, there is still little or no pixelation visible. This is because the dots are clever dithered to give the IMPRESSION of smoothness.
 
Moral of the story is that properly created image files do not appear pixelated whereas crudely resized images lose the clever dithering and show as pixelated.
 
==How to delete files or documents in NEOSYS? ==
 
NEOSYS allows users to delete some files such as Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. by clicking the Delete button on the top of the page. Schedule files cannot be deleted once they are either booked, certified or invoiced.
 
Job files cannot be deleted in NEOSYS, but can be cancelled. Refer: [[Using NEOSYS Job System#Cancelling a Job|Cancelling a Job]].
 
Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled. For example: [[Media_FAQ#How_do_I_cancel_a_booking_order.3F|Cancelling a booking order]].
 
Invoices once generated cannot be cancelled or deleted. To know why, see [[Using_NEOSYS_Agency_System#Why_doesn.27t_NEOSYS_allow_cancelling_or_amendment_of_Invoices_after_issue.3F|cancellation or amendment of Invoices after issue]]
 
Files that are in use on other documents must never be deleted (e.g. currency files). We do not fully know the implications of doing so but it can cause problems in future.


OR
==How to restore deleted files in NEOSYS? ==


Until you get an error message saying "No response in 600 seconds from the database server at ....."
You can restore deleted files like Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. in NEOSYS by entering the deleted file's code or number and then saving it.


In case you get the "No Response from the database server in 600 seconds" error message then you should follow the steps as mentioned in the section below.
The deleted file's record will remain in the version log of the file, in case it needs to be viewed later.


=== No Response from the database server in 600 seconds ===
[[File:DEL_VER.PNG]]


If NEOSYS cannot generate the report within 10 minutes (600 seconds) then you will get an error message saying "No response in 600 seconds from the database server at ....."
==Why is NEOSYS taking a long time to generate a report?==


Reports that take more than 10 minutes can be sent to the user in the email body or as an email attachment. To receive reports in this way, chose Email Body or Email Attach under Report Delivery options. Email attach is more reliable as email programs are not designed to show large reports in HTML format whereas Internet Explorer is designed to view large reports as attached HTML files.
The amount of time required by NEOSYS to generate a report depends on:
#Options selected while generating the report.
#Total number of records selected to be displayed on the report.
 
Once you have selected the desired options, click on LIST and wait until the report is generated.


[[image:noresponse.jpg]]
Please wait until the report shows up on screen
 
OR
 
Until you get an error message saying "No response in 600 seconds from database server at ....."
 
In case you get the "No response in 600 seconds from database server at ....." error message then follow the steps mentioned in [[Media_FAQ#How_to_handle_"No_Response_from_the_database_server_in_600_seconds"?| Media FAQ]]


== What customisation can be done on the format of NEOSYS documents?==
== What customisation can be done on the format of NEOSYS documents?==
NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders. You can do either or all of these:
 
NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders, financial reports. You can do either or all of these:


#Use any font name and/or size that appeals to you or your corporate image
#Use any font name and/or size that appeals to you or your corporate image
Line 145: Line 234:
#Customise the signatories name and designations which should appear
#Customise the signatories name and designations which should appear


The table of information/content (between the header and footer) in each of the document is generally set to a standard format which is widely used in the industry for many years. As NEOSYS is a ready-to-use solution, this table cannot be easily changed and helps maintain standardisation of NEOSYS across clients to provide for better customer service from the NEOSYS support team. However NEOSYS does try to accommodate any complex customisation requests on a one-to-one basis and this could involve an additional cost implication.
The core information/content (between the header and footer) of each document is generally set to a standard format which has been widely accepted in the advertising industry over many years. NEOSYS has many options when requesting documents to cater for a wide variety of output styles but, apart from these options, the essential format cannot be completely revised from scratch. This is because NEOSYS is a ready-to-use package software solution used by many companies. Maintaining some standardisation of NEOSYS across many clients facilitates better and more efficient customer service by the NEOSYS support team. It also allows ease of upgrading over time. NEOSYS generally will develop the software free of charge but not perform any major one-off customisation, and has rarely been asked to do so.


==How can we export data from NEOSYS?==
==How can we export data from NEOSYS?==
All NEOSYS output is in the form of html which can be cut and pasted into Excel which should be acceptable by auditors or other software. NEOSYS can do specific formats if required.
All NEOSYS output is in the form of HTML which can be conveniently and directly saved.
 
The reports can also be copy pasted into excel or other documents that are acceptable by auditors or other software.
 
To export Invoices in Excel format, see [[Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format| Export Invoices]]
 
For more information on Exporting to other Finance systems See [[Exporting_to_other_finance_systems| Export to other finance systems]]


To open NEOSYS documents in Excel, Word etc. in Internet Explorer see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Opening_NEOSYS_documents_in_Excel.2C_Word_etc._in_Internet_Explorer Open in Excel]
== Does NEOSYS have any kind of documentation to learn and understand the software ==


To export Invoices in Excel format, see [http://userwiki.neosys.com/index.php/Using_NEOSYS_Media_System#Exporting_Invoices_in_Excel_Format Export Invoices]
NEOSYS wiki is available to users online. Users can go through the same to understand how to use, setup and troubleshoot NEOSYS.


For more information on Exporting to other Finance systems See [http://userwiki.neosys.com/index.php/Exporting_to_other_finance_systems Export to other finance systems]
Users can search for [http://userwiki.neosys.com/index.php/Using_NEOSYS_Generally#Using_Google_to_search_NEOSYS_wikis NEOSYS wiki on Google]

Latest revision as of 05:17, 18 April 2024

Why doesnt NEOSYS support my XYZ browser?

People sometimes expect NEOSYS to be supported transparently on all common browsers like most consumer applications or mass market web based applications - and are disappointed when NEOSYS does not support their favourite browser. Actually many complex and specialised enterprise applications only support a limited range of browsers. This is primarily for cost and efficiency reasons related to the development of user interface software and the long term support of users environment.


What is the NEOSYS backup procedure?

Every morning at a scheduled time, NEOSYS backs up all data and stores it onto a USB drive (if NEOSYS is hosted on client's server), under folders that represent each day of the week. If the folder already exists then it is overwritten.

The USB needs to be interchanged after it completes a cycle of 7 backups with another USB to store the next 7 days of backup. There should be 3 USBs used in rotation. In case the USB is not interchanged on the scheduled day after completion of 7 backups, the next backup on the same USB will be deemed a failure in the backup email alert.

At the end of 3 weeks, typically a client will have backups for the last 21 days which can only be used to restore NEOSYS to any particular point in time in the past (up to 21 days).

The backup files in the USB drive are encrypted and cannot be opened or read by any other program besides NEOSYS. They can only be restored in NEOSYS by support team.

How can I verify that the backup has been successful?

Every night when NEOSYS has been backed-up, an automated email alert is sent to all the designated recipients indicating the success or failure of the backup.

A successful backup indicates that all files required by NEOSYS to restore to an earlier time period have been saved successfully.

The backup process carries on smoothly but it will FAIL if:

  1. There is no USB connected to the server
  2. The USB has not been replaced at the end of 7 days

How do I migrate data from my old system to NEOSYS

If you have a manual system in place wherein all your data is on excel and word then the best way to migrate would be to start off using NEOSYS afresh. This is because information in excel and word cannot be computed into a sensible financial document like a Balance sheet.

However if you are already using another finance package or management software system, then there is a guided process of how to migrate to NEOSYS.

For Finance see Migrate Finance data from OLD system to NEOSYS

For Media and/or Jobs see Migrate Media and/or Jobs data from OLD system to NEOSYS

What type of database does NEOSYS use?

NEOSYS is a custom program with a built in database of its own. NEOSYS consists of a “front end” which is implemented entirely in DHTML/Javascript/AJAX and a “back end” which is sealed and protected to ensure integrity of all data and processes.

Any requests for interfacing another program or online service with NEOSYS needs to be sent to the support staff with specifications of desired inputs and outputs.


How to reset the password?

See How to reset the password?

How to handle printing continuation pages of NEOSYS generated documents?

While taking printouts of certain NEOSYS documents like invoice or estimate or schedule printout etc, the content might continue to the next page.

To handle the printing of continuation pages, adjust the scale.

Print Preview > Scale. Also refer here on how to avoid bad page breaks.

The continuation pages always start with the column headings.

Example in Firefox:

Ff pagescale.jpg

Avoiding bad page breaks

Fine tuning the scaling is is particularly useful when only a few lines of the footing go over onto another page.

In this case you can either slightly reduce the scaling so those lines fit on the previous page or even to slightly INCREASE the scaling so the whole of the footing appears on the last page.

How to cut and paste from browsers to Thunderbird

This is about cutting and pasting textually not graphically. Cutting and pasting textually has the advantage that the result will reformat to fit the screen in email apps and the data can be cut and paste into other programs, however the copy is rarely exact and usually loses some formatting. It can copy whole documents not just what is on the screen.

Cutting and pasting graphically provides exact and selective screenshots showing all formatting exactly, however any data cannot be extracted or reformatted. It can only copy what is on the screen, not multi-page reports.

Step 1 - Copy from browser

Firefox and Chrome full copy

  1. View Source (Ctrl+U)
  2. Select All (Ctrl+A)
  3. Copy All (Ctrl+C)

Firefox partial copy

  1. Select part of the report or document
  2. Right click
  3. Select View Selection Source
  4. Ctrl+C to copy all (source HTML)

Cutpaste1.png


Step 2 - Paste into Thunderbird

  1. Position the cursor where you want to paste
  2. Open the Insert Menu
  3. Select the option "HTML..."
  4. Paste into the box provided then click Insert

Cutpaste2.png

Is it okay to resize images for use in letterhead for NEOSYS documents?

Why cant you resize a nice large graphic of text down to the size required?

All jpg/gif/png files lose quality if you resize them. The problem shows up most clearly in graphics of text because of all the fine lines in the characters. Some corporate logo files suffer less from the problem if they have a simple design, but very few are immune to the problem.

Since it is impossible to simply resize an existing file without losing quality, the only way to get the correctly sized graphic is to have it regenerated from the master image - typically stored in a Photoshop or another image designer file.

There is no escape from this rule. Nobody and no program can simply resize an existing jpg/gif/png file and retain quality. Resizing only slightly is, if anything, even worse than resizing significantly.

Since resizing graphics of text is not a simple matter, generally any text in headings is done in HTML text. Using image files for text is a last resort used only if the required font is unusual as is sometimes the case for non-western scripts.

Why bother with getting the best quality?

NEOSYS clients are in the advertising business so generally they need to show that they can manage their own graphics. The more skilled eyes in the advertising and marketing departments of both NEOSYS clients and their clients will notice poor quality even if the untrained eye does not.

NEOSYS support staff must request properly generated files and refuse to resize larger images down to size or accept poor quality resized files from client staff. The quality of the clients documents reflects on everybody including NEOSYS and client management will expect NEOSYS support to ensure that the best quality work is done and overcome any internal obstacles.

Images that appear to be low but acceptable quality on-screen may be much less acceptable quality when printed therefore before accepting poor quality images, make sure you check actually printouts on paper.

What is the problem technically?

The problem arises because jpg/gif/png graphic files are just a pattern of dots and the original graphic design program has generated some dots with shading to create an illusion of smooth strokes despite the fact that a smooth curves and diagonals cannot be represented exactly on a grid of dots. When you resize the graphic (pattern of dots) the resizing program has no idea of where the strokes of the letters are and it is totally unable to recreate, on a different grid of dots, a new set of half-shaded dots that creates the same illusion of smoothness.

Example of Graphic correctly GENERATED to the desired size

This image is too rather too big for our letter head because it is 200 pixels high. So we need to resize it? Well no, we need to REGENERATE it from the master logo design file. See next image below.

Logoresize-1.jpg

Here is an alternative version of the above text generated to a much smaller size. As long as the graphic is regenerated from the master design and not resized, it is possible to have text quite small in graphics but still to have good quality of appearance.

Logoresize-2.jpg

Example of Graphic crudely RESIZED to the desired size

LET'S LOOK AT A GRAPHIC THAT HAS BEEN CRUDELY RESIZED

Here is an image that has been resized smaller from a large and lovely jpg file originally produced from Photoshop.

It looks kind of okay to the untrained eye at 100%, but not if you had a decent quality image to compare it with, and when printed on paper, the low quality becomes much more apparent.

Logoresize-3.jpg

Take a closer look -150% - not very smooth is it?

Logoresize-4.jpg

At 200% we clearly see that the image could be much better. The letters are lumpy and the bottoms of all the letters are clearly cut off on the 4th line. These problem are typical of what happens when you "resize" a nice large graphic down to the size you want.

Logoresize-5.jpg

Let's go even closer(400%). Here we can see all kinds of grey mess even between the letters.

Logoresize-6.jpg

Closer look at the correct GENERATED image

Now let's look at the graphic that has been properly generated to the exact size desired from the original master design in Photoshop.

It has a crisp and clean look about it.

Logoresize-7.jpg

Zooming in to 200% we see that that the dots are cleverly shaded to create the illusion of smoothness. The image is blurred now that we are viewing it at 200% but that is expected.

Logoresize-8.jpg

Logoresize-9.jpg

At 400%, the nature of shading to create illusion of smoothness is clear. It also becomes clearer that the shading has been generated for a specific grid of dots and resizing could not be done without reference to the original knowledge of strokes and letters to generate a new pattern of shading.

Logoresize-10.jpg

Logoresize-11.jpg

Another example of a CORRECTLY GENERATED logo/image file

This SMALL image file (only 72 pixels high) has been created properly by a programmer from the master design file (eg photoshop) designed by a professional graphic artist.

In this case it is a jpg file but png would be the same. You can see this file at http://vm1.neosys.com/images/neosys.jpg

Despite only 72 pixels vertically this file doesn't look pixelated either on screen or when printed.

Neosyslogo1.jpg

Zoom in so you can look at the quality more closely.

Neosyslogo2.jpg

Even at this magnification, there is still little or no pixelation visible. This is because the dots are clever dithered to give the IMPRESSION of smoothness.

Moral of the story is that properly created image files do not appear pixelated whereas crudely resized images lose the clever dithering and show as pixelated.

How to delete files or documents in NEOSYS?

NEOSYS allows users to delete some files such as Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. by clicking the Delete button on the top of the page. Schedule files cannot be deleted once they are either booked, certified or invoiced.

Job files cannot be deleted in NEOSYS, but can be cancelled. Refer: Cancelling a Job.

Any document after creation cannot be deleted in NEOSYS, but you can mark it as cancelled. For example: Cancelling a booking order.

Invoices once generated cannot be cancelled or deleted. To know why, see cancellation or amendment of Invoices after issue

Files that are in use on other documents must never be deleted (e.g. currency files). We do not fully know the implications of doing so but it can cause problems in future.

How to restore deleted files in NEOSYS?

You can restore deleted files like Schedule files, unposted journal batches, Client & Brand files, Vehicle files etc. in NEOSYS by entering the deleted file's code or number and then saving it.

The deleted file's record will remain in the version log of the file, in case it needs to be viewed later.

DEL VER.PNG

Why is NEOSYS taking a long time to generate a report?

The amount of time required by NEOSYS to generate a report depends on:

  1. Options selected while generating the report.
  2. Total number of records selected to be displayed on the report.

Once you have selected the desired options, click on LIST and wait until the report is generated.

Please wait until the report shows up on screen

OR

Until you get an error message saying "No response in 600 seconds from database server at ....."

In case you get the "No response in 600 seconds from database server at ....." error message then follow the steps mentioned in Media FAQ

What customisation can be done on the format of NEOSYS documents?

NEOSYS provides a range of customisation options for all documents generated out of the system i.e. schedule printouts, booking orders, estimates or purchase orders, financial reports. You can do either or all of these:

  1. Use any font name and/or size that appeals to you or your corporate image
  2. Use a background colour that reflects your corporate image
  3. Use a masthead or logo as the header along with address text
  4. Customise your own set of terms and conditions for the footers
  5. Customise the signatories name and designations which should appear

The core information/content (between the header and footer) of each document is generally set to a standard format which has been widely accepted in the advertising industry over many years. NEOSYS has many options when requesting documents to cater for a wide variety of output styles but, apart from these options, the essential format cannot be completely revised from scratch. This is because NEOSYS is a ready-to-use package software solution used by many companies. Maintaining some standardisation of NEOSYS across many clients facilitates better and more efficient customer service by the NEOSYS support team. It also allows ease of upgrading over time. NEOSYS generally will develop the software free of charge but not perform any major one-off customisation, and has rarely been asked to do so.

How can we export data from NEOSYS?

All NEOSYS output is in the form of HTML which can be conveniently and directly saved.

The reports can also be copy pasted into excel or other documents that are acceptable by auditors or other software.

To export Invoices in Excel format, see Export Invoices

For more information on Exporting to other Finance systems See Export to other finance systems

Does NEOSYS have any kind of documentation to learn and understand the software

NEOSYS wiki is available to users online. Users can go through the same to understand how to use, setup and troubleshoot NEOSYS.

Users can search for NEOSYS wiki on Google