Configuring NEOSYS Generally

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1 System Configuration File

See System Configuration File

2 Clearing files in database

This is to be done if you want to clean an old database or clean a training database so that a client can enter fresh data.

These commands DO NOT reset the data to "factory settings" so for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

  • Clear transactions F5 - CLEAROP (only clears transactions not reference files)
  • Clear all F5 - CLEARALL (rather nasty command because it clears all reference files as well)
  • Clear finance transactions F5 - CLEARACC

REINDEXALL SHOULD be done after CLEAROP or CLEARACC in order to reduce the size of the index files to reflect the reduction in size of data, by rebuilding them from scratch, since index files don't reduce in size automatically when the data is cleared or reduced.

3 Clearing selected files in database

This can be done if you want to reimport selected files.

WARNING This procedure must not be used if there are any transaction in the system that might use the files being cleared.

WARNING Clearing individual files is error prone because other files might refer to the records you are clearing (referential integrity is not applied so dangling references may be created). For example, clearing suppliers without clearing vehicles in advance results in vehicles which have supplier codes that do not exist. Even if you reimport the suppliers, some supplier codes in the vehicles file may not be reimported leaving vehicles with problems.

WARNING The opportunity to create problems that have no solution and that may only surface when the system is in operation is endless unless you think through the implications very very very carefully.

  • Flush Index F5 FLUSH.INDEX (this command MUST be performed immediately after any data clearing, because CLEARFILE does not clear the related indexes immediately and it will be done later on access, causing random stopping later on)
  • Clear suppliers F5 CLEARFILE SUPPLIERS
  • Clear vehicles F5 CLEARFILE VEHICLES

If a particular field needs to be cleared from a file then get the exact field name defined in the file.

To list the various fields in a file F5 LD CLIENTS (for Client and Brand file)

  • Clear Payment Instruction from Client and Brand file F5 CLEARFIELD CLIENTS PAYMENT_INSTRUCTIONS (only clears the payment instruction defined in all the Client & Brand file)
  • Clear Agency fee % from Client & Brand file F5 CLEARFIELD CLIENTS FEE (only clears the agency fee defined for all Client & Brand flies)

4 Mass updating database without data entry

Warning: It is advisable that you take the approval of NEOSYS DBA or programmers before doing any of the following procedures. There is no protection whatsoever from damaging the database if you do not appreciate all the implications of any particular update. Common sense and caution must be used. If you damage a database then it may be, or with operation become, irretrievably damaged and require reconstruction from a backup causing possibly extreme finance damages to the owner of the data and consequences for yourself. You have been warned.

There are many commands in maintenance mode that allow you to amend the database directly and without any record and without any ability to reverse changes.

Normally, no record of the changes is made. All changes will appear to have been done by the last user at the time and date of the last normal user interface amendments.

4.1 Available fields to clear or set

  1. Client & Brand File: CLIENTS MARKET_CODE
  2. Client & Brand File: BRANDS MARKET_CODE

4.2 How to clear a database field

Assuming that a particular database field may be blank (i.e. not required for data entry) then you may clear a field as follows.

Warning: There is nothing to stop you clearing a field that is mandatory and doing this may cause irrecoverable damage to the database.

In the following example we wish to change all clients with market code “UAE to have market code blank.

First, if you don’t want to clear all records, “select” the required records.


After a period of time, depending on the number of records in the file, it should briefly state the number of records selected and then return to the command prompt.

WARNING: If no records have been selected then ALL records will be updated by the following command!


4.3 How to set a database field

In the following example we change all the clients where the market code is blank (has not been entered) to become “UAE”.

Warning: You can set the market code to a market code that does not exist. This will cause various problems in the operation of the system but is probably not irrecoverable.

First, if you don’t want to set all records, “select” the required records.


After a period of time, depending on the number of records in the file, it should briefly state the number of records selected and then return to the command prompt.

WARNING: If no records have been selected then ALL records will be updated by the following command!


5 Backup to other media (i.e. not to USB)

Backup to other media

6 Reordering databases in maintenance mode

  1. Open NEOSYS in maintenance mode
  2. General > Backup & data management > Reorder databases
  3. Press the Enter key to select/deselect the databases in the required order.
  4. Press F9 once and confirm that the databases are in the required order, if not go back to Step 3.
  5. Press F9 again and select Yes to save the reordered list.

7 Copying a single record from one database to another

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:


On the target computer:


The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

8 Allowing users temporary login as NEOSYS in maintenance mode

  1. Get them to login with any name even NEOSYS
  2. Get them to enter "?" for the pass without the quotes
  3. NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
  4. Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name

(to allow access EXCEPT access to authorisation screen use a special number (not documented here) as the last number of the initial command)

  1. Give them the key and get them to enter and proceed

9 Configuring upload of photoshop "cs2" jpg files

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

  1. Computer Management, Internet Information Server, Properties
  2. Click MIME Types
  3. Click New
  4. Extension: psjpg
  5. MIME Type: application/photoshop
  6. Click OK,OK,OK
  7. Restart IIS (Right click, All Tasks, Restart)

10 Configuring next Media Booking Order No.

It is not possible to edit the next booking order number, as done with other document sequences, within the Invoice Number screen.

The CURRENT booking order number is defined in the below definitions record.

EXO_DATA=<dbcode> edir definitions BOOKING_ORDERS.SK