Configuring NEOSYS Generally: Difference between revisions

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=== Configuring letterhead ===
==System Configuration File==
[[Configuring Letterhead]]


=== Changing the Signatory ===
See [http://userwiki.neosys.com/index.php/System_Configuration_File System Configuration File]


In Maintenance mode, press F5 and the following command:
==Clearing files in database==


ED DEFINITIONS AGENCY.PARAMS
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.


<i>Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!</i>
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.


Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:
*Clear transactions F5 - CLEAROP (only clears transactions not reference files)


&lt;br&gt;&lt;br&gt;&lt;br&gt;Name of General Manager&lt;br&gt;General  Manager&lt;br&gt;
*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.


=== Clearing files in database (done when you want to clean an old database) ===
==Clearing selected files in database==


Clear data F5 CLEAROP (only clears transactions not reference files)
This can be done if you want to reimport selected files.


Clear suppliers F5 CLEARFILE SUPPLIERS
WARNING This procedure must not be used if there are any transaction in the system that might use the files being cleared.


Clear Vehicles F5 CLEARFILE VEHICLES
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.


Flush Index F5 FLUSH.INDEX
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.


Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)
*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)


=== Configuring email backup alerts ===
*Clear suppliers F5 CLEARFILE SUPPLIERS


F5
*Clear vehicles F5 CLEARFILE VEHICLES


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


You can change the email addresses and the Drive to backup.
To list the various fields in a file  F5 LD CLIENTS  (for Client and Brand file)


=== Configuring automated emails in NEOSYS ===
*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)


Login to NEOSYS Maintenance
*Clear Agency fee % from Client & Brand file F5 CLEARFIELD CLIENTS FEE (only clears the agency fee defined for all Client & Brand flies)


Press F5
==Mass updating database without data entry==


ED DOS SMTP.CFG
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.


and press enter (F9/Esc to save and exit)
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.


Lines are fixed (only first two lines are required)
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.


#sender email (must be acceptable to the smtp host name following)
===Available fields to clear or set===
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type ()
#smtp user
#smtp pass


#Client & Brand File: CLIENTS MARKET_CODE
#Client & Brand File: BRANDS MARKET_CODE


=== Configuring payment instruction text ===
===How to clear a database field===
The ideal way of configuring the payment instructions would be to do it in the Company file (under Finance). However the payment instructions can also be configured in the Client File or in the AGENCY.PARAMS file. Whenever you are changing payment instructions, you need to check where the old instructions are, because the way the payment instructions work is that Neosys first checks the Client File, than the Company File and than the AGENCY.PARAMS file and picks up the first available payment instruction, irrespective of those in the later files.


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


=== Changing invoice number pattern ===
Warning: There is nothing to stop you clearing a field that is mandatory and doing this may cause irrecoverable damage to the database.
 
This can only be configured for the whole system so that it can only be done only once all of the old invoices for previous years are done. You can also do it in the middle of the year if you are happy for the rest of the invoices for the current year to be in the new format and probably using a different invoice number sequence.
In the following example we wish to change all clients with market code “UAE to have market code blank.
   
 
When you are ready for the next invoice (regardless of year!) to come out in the new format you can do the following:
First, if you don’t want to clear all records, “select” the required records.
   
 
ED AGENCY.PARAMS
  SELECT CLIENTS WITH MARKET_CODE “UAE”
 
line 49 for media invoice pattern
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.
line 50 for production invoice pattern
 
WARNING: If no records have been selected then ALL records will be updated by the following command!
Examples:
 
  CLEARFIELD CLIENTS MARKET_CODE
<COMPANY><YEAR>/<NUMBER>          would give invoices something like XX2006/1
 
===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.


<NUMBER>/<YEAR2>          would give invoices starting like 1/06
First, if you don’t want to set all records, “select” the required records.


<NUMBER>                    this is the default and provides continuous invoice numbers even across years
  SELECT CLIENTS WITH MARKET_CODE “”
   
Possible codes are:


<NUMBER>    provides the usual sequence number
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.


<COMPANY> provides the company code or company prefix from the company file
WARNING: If no records have been selected then ALL records will be updated by the following command!
CLEARFIELD CLIENTS MARKET_CODE/UAE


<YEAR>        provides the year in four digit form e.g. 2006
==Backup to other media (i.e. not to USB)==


<YEAR2>    provides the year in two digit form e.g. 06
[[Backup and Restore#Backup to other media (i.e. not to USB)|Backup to other media]]


'''IMPORTANT NOTES''': (1) DOING THIS WOULD RE-CREATE THE INVOICE NUMBERS TO START FROM 1
==Reordering databases in maintenance mode==
(2) THE <YEAR>/<YEAR2> WOULD CHANGE TO THE NEXT YEAR ONLY WHEN YOU HAVE THE NEW INVOICES IN THE
NEW YEAR DATE AND THE NUMBER WOULD RESET ITSELF TO START FROM 1


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


=== Copying a single record from one database to another ===
==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.
You need to know the file name and record key of the record to be copied.
Line 104: Line 108:
You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example
You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example
   
   
==== On the source computer ====
On the source computer:
   
   
  F5
  F5
  COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)
  COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)
 
==== On the target computer ====
On the target computer:
   
   
  F5
  F5
  COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)
  COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)
 
The (O) option is required to force overwrite of the existing  
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.
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.


== NEOSYS Authorisation File ==
==Allowing users temporary login as NEOSYS in maintenance mode==
#Get them to login with any name even NEOSYS
#Get them to enter "?" for the pass without the quotes
#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
#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)
 
#Give them the key and get them to enter and proceed
 
==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)


=== Assigning passwords ===
#Computer Management, Internet Information Server, Properties
#Click MIME Types
The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.
#Click New
#Extension: psjpg
People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.
#MIME Type: application/photoshop
#Click OK,OK,OK
NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.
#Restart IIS (Right click, All Tasks, Restart)
   
 
Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.
==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

Latest revision as of 08:20, 20 May 2022

System Configuration File

See System Configuration File

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.

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)

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.

Available fields to clear or set

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

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. 

SELECT CLIENTS WITH MARKET_CODE “UAE”

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! 

CLEARFIELD CLIENTS MARKET_CODE

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. 

SELECT CLIENTS WITH MARKET_CODE “”

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! 

CLEARFIELD CLIENTS MARKET_CODE/UAE

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

Backup to other media

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.

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: 

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer: 

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

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.

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

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)

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
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