Using NEOSYS Media System

Credit Notes

A credit note is exactly the opposite of an invoice. It is a document used to modify or correct errors made in the sales invoice which has already been sent to the client. For example if a client has already been invoiced and now we need to provide a credit for that invoice, the reason for which could be anything from the client asking for compensation or being overharged, we will send the client a credit note for the required amount. It can be regarded as a 'negative invoice'.

Issuing Credit Notes in Media

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