Task Types and Options

System Manager tasks

Chain

None

If you need more than one task to be processed in sequence you can link them together using a Chain task. You do not need to schedule each task in the chain. The first task is scheduled to run at the required time and the next tasks will follow automatically.

A chain can be set up to stop further processing if errors or warnings are encountered or to continue to the next task even if errors or warnings are found.

System Manager tasks

Update Data Structures (UDS)

The structure of your company data files must be updated whenever a new version of the application is installed. If you have more than one company you must update the data structures on each company.

Copy Statutory Rates

Select this option to update the Income Tax, National Insurance and Statutory Payments rates in the selected companies. The rates are those published by HMRC.

This applies only if you use the Payroll application.

Update Transaction PDF Refs.

Select this option to correct paths to invoice and credit note PDF images in the stock transactions table (?_CTRAN) using the equivalent paths in the sales transactions table (?_STRAN). This may be necessary if an image does exist but you see the message 'No PDF image exists for this transaction' in Stock Control when you try to view a PDF.

This option is relevant for editions of Opera using the Stock Control application and Visual Foxpro as its data store. If you do not use Stock Control or use SQL Server for your Opera data store the option is hidden.

Force Rebuild Tables and Indexes

This controls whether the selected company/s database and their indexes are rebuilt. This may be necessary if you are experiencing database errors or performance issues when you use Opera.

This option is relevant for editions of Opera using Visual Foxpro as its data store.

Backup Databases

PDM files

The Pegasus Document Management database retains PDM system-wide data like users and user roles. The DM_? database (where ? is the company's code) retains PDM company-specific data like document information types and the information library that links to the document image. The actual document images are stored beneath the '?_DOCUMENTS' subfolder of the application's Data folder (where ? is the company's code). The images are held in an encrypted format in files suffixed with 'WEI'.

If you tick this box, the contents of the '?_DOCUMENTS' folder as well as backing up the SQL Server databases are included in the backup.

PDF files

Portable Document Format files are saved in the '?_PDF' subfolder (where ? is the company's code) of the application's dynamic data folder (the location of the dynamic read-write data on the server used for multi-user installations, or stand-alone computer for single-user installations). If you tick this box, PDF files are included in the backup.

Spool files

Spool files are saved in the '?_SPOOL' subfolder of the application's dynamic data folder (where ? is the company's code). If you tick this box, spool files are included in the backup.

Email files

Emails are saved in the '?_MAIL' subfolder of the application's dynamic data folder (where ? is the company's code). If you tick this box, emails are included in the backup.

SPM files

The Sales Pipeline Management module works with margin-top: 0pt; >Microsoft Excel spreadsheets, Microsoft Word documents and Microsoft Outlook emails. The files are saved in the '?_SPREADSHEET', '?_MAILMERGE', and '?_LETTERTEMPLATE' folders (where ? is the company's code). If you tick this box, these additional files are included in the backup.

Export

When selected, all files that are in the Export folder are included in the data backup. This folder is the default folder for storing reports saved as Microsoft Excel files in Opera 3. It is also the default folder for reports saved in the Nominal Ledger - Matrix Reports command.

Tidy System

Tidy System files

If you tick this box, any report layouts, company and user profile records marked for deletion are removed from the disk. When a company profile record is removed, the company is also removed from Allow Access to Company Codes list box on the User Profiles form. You can choose whether you want to remove data files associated with the company profile.

Tidy Spool files

If you tick this box, any print spool files marked for deletion on the Spooler Control form in the System module are removed from the disk.

Clear Temp files

If you tick this box, any temporary data files are removed from the disk. Temporary files, created during certain processes, are stored in the application's Temp folder. Temporary files are normally deleted automatically when the processes that use them are completed successfully. System faults, such as power failures, may result in unused temporary files remaining in error.

Clear Event Log

If the User Event and User Logs options are used, the application automatically maintains a log file that records when users log on and off the system. Each entry in the log includes the date and time of logging on or off, the terminal name and user ID. You can view the contents of this log file using the View Event Log command. Depending on the amount of activity associated with the application, this log can become quite large and may require clearing periodically.

If you tick this box, you must also enter a date up to which the files will be tidied. This is an inclusive date so all events up to and including that date are cleared.

Tidy VAT Files

If you tick this box, any VAT rate code records marked for deletion are removed from the disk. VAT code records are maintained using the VAT Processing form in the System module. If you tick this box, you must also enter a date up to which the files will be tidied.

Tidy Notes

If you tick this box,any note records marked for deletion are removed from the disk. These records are maintained using the Notes command on the toolbar for those records provided with the facility.

Clear Inactive/Expired Messages

If you tick this box, inactive or expired messages and shutdown records that were created from the System – Scheduling menu in Opera 3 are removed. Messaging and Shutdown are new features of Opera 3.

Nominal Ledger tasks

Period End

Compress Brought Forward Transactions

For balance forward accounts, each transaction in the period is consolidated into a brought-forward balance transaction if this box is ticked.

Block postings from ...

If you use the Open Period Accounting feature, you can block the period you are closing to prevent any further transactions being posted to the period. You can decide to block any of these modules on an individual basis:

• Nominal Ledger

• Sales Ledger

• Purchase Ledger

• Fixed Assets

• Payroll

• Stock Control.

The following happens in the new period after the Period End is run:

• The period status on the Financial Calendar form for the Nominal Ledger, Sales Ledger, Purchase Ledger, Fixed Assets, Stock Control and Payroll modules is set to 'Open'. You can change the status to 'Blocked' in Opera 3 for any module other than the Nominal Ledger after the Period End process is completed.

• The Year To Date and Period To Date balances are updated for every Nominal Ledger account that had transactions posted in advance to the new period because they become current transactions.  For example, if in period 1 a posting was made to period 3, when the Period End is run at the end of Period 2, the transaction becomes current, and the balances are updated.

Continue With Untransferred Transactions

Untransferred transactions from other modules are posted into the next Nominal period if the transaction date falls either before the current nominal period or in the new period. If you do not want these transactions to be posted into the new period, you must run the respective Transfer command on the Nominal Utilities menu to transfer them into the current period before running the Period End.

Rebuild Periods

If you tick this box, the Nominal Ledger account balances are recalculated for each period in the current financial year, and future financial years if the Open Period Accounting feature is used. Previous year balances are not changed by this process.

Rebuild History

Whenever transactions are stored in the Nominal module, corresponding entries are made in a history data file. Once the history file is created, it should be maintained automatically and only require rebuilding in the event of any database corruption, for example due to a computer or power failure.

If you tick this box, the history files associated with the Nominal Ledger are rebuilt.

Sales Ledger task

Period End

Zeroise Turnover

If you tick this box, the Turnover box on the each customer's record on the Processing form will be zeroised.

Block postings to Nominal

If you use the Open Period Accounting feature, you can set the status for the current period in the Nominal Ledger to 'Blocked' for Sales Ledger, SOP and Invoicing postings. This prevents any further postings from these modules to the period in the Nominal Ledger.

Purchase Ledger task

Period End

Zeroise Turnover

If you tick this box, the Turnover box on the each supplier's record on the Processing form will be zeroised.

Block postings to Nominal

If you use the Open Period Accounting feature, you can set the status for the current period in the Nominal Ledger to 'Blocked' for Purchase Ledger, Purchase Invoice Register and POP postings. This prevents any further postings from these modules to the period in the Nominal Ledger.

Sales Order Processing & Invoicing task

Repeat Invoices

If invoice posting fails

If an invoice cannot be posted, you can select how the problem is dealt with. Invoice postings can fail for a number of reasons, for example, if an account is over its credit limit or is on stop, or for technical reasons like the data could not be found. You can set it to either: continue to the next invoice to attempt to post it (continue processing) or stop any further invoices from being posted (stop processing).

Pegasus Web Xchange task

Using browser based technology, Pegasus WebXchange provides a set of services that are used to securely access and view Opera 3 data via a web browser. Users can log in using a range of devices using web browsers such as Internet Explorer, Google Chrome, Mozilla Firefox and Safari.

Web Xchange - Reorganise Files

Override days to retain

This task removes Pegasus Web Xchange audit records from the Opera 3 database. Tick the Override days to retain option to override the default period to retain the audit records (taken from the System Manager - PWX Centre - Set Options form in Opera 3).

When data is imported into Opera 3 from the Pegasus Web Xchange website audit records are saved in various company audit tables. These records provide you with proof of changes made on the website. The number of audit records that are kept can build up over time so you may need to delete older records periodically.

The audit tables include information about what was changed on the website and who made the changes. Audit records are also saved if changes are rejected by the Opera 3 administrator. The audit files are kept in the same location as the other company data tables.

For example, if you want to keep audit records for about six months of changes on the website, enter '180' days.

This task only affects audit records; the actual changes on the website and in Opera 3 are not affected.