A Beginners’ Guide to Pegasus Opera 3 · Pegasus Opera 3 is the latest accounting software...

A Beginners’ Guide to Pegasus Opera 3

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Introduction

A Beginners’ Guide to Pegasus Opera 3Whether you’ve been using Pegasus products for years or are a complete newbie our Guide to Opera 3 will take you step by step through the key areas of the software and help make your day-to-day working life that little bit easier.

This guide is perfect for new starters to your business who need to quickly get up to speed with Opera 3 or for anyone needing a walk-through on a routine that isn’t carried out on a regular basis. We hope you find this guide useful and hope that by using it you’ll be able to get your work done even quicker than you do already!

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 How To Use This Guide

IntroductionWhat is Pegasus Opera 3?Pegasus Opera 3 is the latest accounting software solution from Pegasus designed for small and medium sized enterprises, offering a completely flexible modular business solution that empowers users to manage finances, payroll, customer relationship management, supply chains and customer service.

Why does my business use Pegasus Opera 3?To ensure that all data necessary for the vital operation of the business is accessibly stored in a fully integrated system, creating a single view of business activities that can be shared between departments whether the user is in or out of the office.

How do I use this guide?Whether you are an experienced or new user of Pegasus products, start at the beginning of this useful guide to understand how to get started with Pegasus Opera 3. When you feel prepared and ready, progress to core section of the guide expressive details on the core financial processes within Opera 3. Then optimise your knowledge with some top tips for best practices towards the end of the guide. Additional information is also available at the end of this guide outlining resources and support available from the HBP Group.

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Contents

Contents1 Getting Your Machine Ready ......................................................5

1.1 Installing Pegasus Opera 3 On Your Local Machine 5

1.2 Logging In 6

2 Navigating The System ..................................................................72.1 General Navigation 7

2.2 Module Navigation 8

2.2.1 Module Analysis 9

2.2.2 Processing Screen Specific Navigation 9

2.3 Searching 11

3 Reporting ..........................................................................................123.1 Standard Reporting Methods 12

3.1.1 Main Standard Module Reports 12

3.1.2 Report Views 14

4 System & User Setup .....................................................................154.1 The Administration / System Module 15

4.1.1 Creating a New User in Pegasus Opera 3 15

4.1.2 Setting User Preferences 16

5 Financial Module .............................................................................175.1 Sales Processing 17

5.1.1 How to create a new Customer Account 17

5.1.2 How to post a Sales Invoice. 19

5.1.3 How to post a Sales Receipt. 20

5.1.4 How to Allocate Transactions 21

5.1.5 Reports 22

5.1.6 Sales Ledger Period End 22

5.2 Purchase Processing 24

5.2.1 How to create a new Supplier Account 24

5.2.2 Purchase BACS Routine 25

5.2.3 Amending Supplier Accounts 26

5.2.4 BACS Routine Procedures 27

5.2.5 PIR - Purchase Invoice Register 28

5.2.6 Matching Invoices to Purchase Orders 29

5.2.7 Purchase Ledger Period End 30

5.2.8 Sales and Purchase Allocation Correction 31

5.3 Nominal Ledger 33

5.3.1 How to Create Nominal Account 34

5.3.2 To Set Up Open Period Accounting 35

5.3.3 How to Create a nominal Journal 36

5.3.4 To Create A Nominal Journal 36

5.3.5 To Post / Amend A Nominal Journal 37

5.3.6 To post recurring journals 38

5.3.7 How to change the status of a financial period in Open Period Accounting 39

5.3.8 How to Rectify a Journal? 40

5.3.9 Nominal Reports 42

5.3.10 Nominal Period End 42

5.3.11 Nominal Year End 44

6 Cashbook ............................................................................................466.1 Cashbook Processing 47

6.1.1 To Create a Cashbook Account 47

6.1.2 Posting Transactions 49

6.1.3 Posting Bank Transfers 51

6.1.4 Creating A Batched Transaction 52

6.1.5 Recurring Transactions 54

7 Fixed Assets ........................................................................................567.1 Setting up and Importing assets 57

7.1.1 Setting Up 57

7.1.2 How to create a new asset manually 58

7.1.3 Running the Depreciation Calculation 59

7.2 How to Transfer, Disposal & Renumber Fixed Assets 60

7.2.1 To Transfer an Asset 60

7.2.2 To Renumber an Asset 60

7.2.3 To Dispose an Asset 61

7.3 Nominal Analysis 62

7.3.1 To Run the Nominal Analysis 62

7.3.2 To run a Period End 63

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Getting Your Machine Ready

5

The initial step in using Pegasus Opera 3 is to make sure that you have the Pegasus Opera 3 client installed on your local machine.

1.1 Installing Pegasus Opera 3 On Your Local Machine

Pegasus Opera 3 is server based program, which allows for centralised resources and data synchronisation, however each device connecting to the server program requires a client to be installed. The client is merely the program that you use on your personal computer to interact with data stored in Pegasus Opera 3.

In Windows, from your desktop:

1. Browse to the server where your Pegasus Opera 3 Client Installation files are located and inside the “EXE” folder, select “setup.exe” to launch the installation wizard.

1 Getting Your Machine Ready

If installing the Pegasus Opera 3 Client seems like a daunting task, speak to your Pegasus administrator or give your support company a call. ?

Tech Tip

Client Installation Paths:

The user will require full permissions to the following folders:

In Windows XP: C:\Documents And Settings\All Users\Application Data\Pegasus\

C:\Program Files\Pegasus\

In Windows 7: C:\Program Data\Pegasus\ C:\Program Files (x86)\Pegasus\

//

Start > Run: \\server\Apps\Opera3\Client_Setup\Exe\Setup.exe>>

Hint:

Remember this location for future as it will come in handy for the next step.

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Getting Your Machine Ready

6

2. From the wizard, click next until the “Finish” button is presented.

3. Clicking “Finish” will add a “Pegasus Opera 3” folder to your desktop, where within you will find a new Pegasus Opera 3 launcher icon.

1.2 Logging In

As Pegasus Opera 3 deals with company sensitive and financial data, the system requires users to be logged in and each set of credentials maintains a hierarchy of access to specific features and content.

From your desktop:

1. Double click the Pegasus Opera 3 Icon and you will be prompted with the following login screen:

2. From here you will be required to enter your username and password for the Opera system which your internal manager should have provided. The username and password is not case sensitive and will be a maximum of 8 characters each. Once you select logon, the system will take you to the Main screen as per section 2.

Hint:

Copy the Opera 3 icon from the folder on to your desktop for easier access, or create a short-cut.

Tech Tip

Default User Profiles:

Pegasus Opera 3 has two separate default user profiles:

Manager: This profile has the highest privileges throughout the system. By default there is no password for this profile

User: This profile has the standard user level of privileges. By default there is no password for this profile

// We advise changing these profiles and adding passwords to maintain security.

//

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Navigating The System

7

Navigation is the key when it comes to using Pegasus Opera 3 and once you have the basics, getting to grips with processing and regular tasks becomes much easier.

2.1 General Navigation

Once you’ve loaded and logged into Pegasus Opera 3, you will be presented with the home screen (you may be familiar with the look of the software as it’s been designed to resemble Microsoft Office from 2007 & 2010 where the Ribbon Bar was introduced).

There are 8 sections in total, divided across the Ribbon Bar and depending on what your company has activated within the software, you should see some of the below:

Inside Pegasus Opera 3:

Tech Tip

System Wide Navigation:

When in a processing screen, the standard navigation is as follows and applies specifically to the current processing screen:

Create New

Delete

Save

Undo / Revert

Next / Previous

Refresh

Help Guide

Search

Print

Date & Company

View Note

//

2 Navigating The System

Problems logging in? Refer to “1.2 Logging In” on page 6 or contact your Pegasus Support Team for more help.?

hbpgroup

from the HBP Group


8

2.2 Module Navigation

Across the Ribbon Bar at the top, there are tabs representing each of the processing modules within Pegasus Opera 3. Depending on what your company has been activated for, the following modules will be available with the following option groups:

Financials

Sales

Purchase

Nominals

Cashbook

Fixed Assets

Costing

Payroll & HR

Payroll

Personnel

Supply Chain Management

Sales Order Processing

Purchase Order Processing

Stock

Bill Of Materials

Reporting

Dashboard Manager

Reporter

EC Vat

CRM

Supply Chain Management

Service Management

Helpdesk Management

Administration

System

Import

Upgrade

Document Manager

Document Manager

Favourites

User Defined

Hint:

Start to make a mental note of the areas that you will use more often as we can add them to your favourites later.

hbpgroup

from the HBP Group


9

2.2.1 Module Analysis

Each module is broken up into four key sections, within the first divider on the Ribbon Bar. For example, here’s the Financials first divider box:

Financials Functionality Overview:

2.2.2 Processing Screen Specific Navigation

Each processing screen will have a generic bottom toolbar, and additional tools specific to the type of processing that you’re currently doing.

Bottom Toolbar:

The bottom toolbar deals with general processing options that have been shown earlier in this section.

Each module in Pegasus Opera 3 is typically laid out as the above. This helps you to find what you require more quickly. For the full map of the Pegasus Opera 3 Interface & Functionality, refer to “2.1 General Navigation” on page 7 or contact your Pegasus Support Team for information.

?

Hint:

Forgetting what each button does?

Hover over each button in turn to get advice on what the button does.

Processing

The core transactional processing and data records. This also extends to View, analysis and History which report on the transactional information where the user can set the parameters of the report to build the own report based on the options available.

Maintenance

Where the modules options and choices are configures. I.E. profiles, regions, territories, types all associated with the processing data and options.

Utilities

The administration of the specific modules are carried out i.e. period end / set options.

Reports

Holds all default reports for the individual module.

hbpgroup

from the HBP Group


10

Tab Specific Navigation: Financials > Sales Processing

Here’s a typical example of a processing screen layout, this one’s for Sales Processing in the Financials Module:

.

Tech Tip

Move Through Customer Records:

You can use your mouse wheel to scroll through customer records much quicker than cycling through with the prev/next buttons.

//

Hint:

Double-Click on any of the small icons to open the relevant screen.

Account Code

Displays the current Unique Account Identifier.

Action Menu

Holds all the settings for this specific record.

Help

On-demand help for the current module / process.

Toolbar

Showing associated functions with the current processing screen i.e. the notes and scanner icon for document manager.

Current Balance

The Current Balance on this account

hbpgroup

from the HBP Group


11

2.3 Searching

There are a number of ways to look for records in Pegasus Opera 3 which are dependent on user preference. The following is a list of different ways to find records once on the relevant processing screen: All records are stored in alphabetical order based on the code. Use the toggle arrows to skip between the records.

1. Use the Mouse scroll to scroll through the records.

2. Go to the List Tab on the processing screen and browse down the records.

3. Use the Search icon or ‘CTRL+F’ to then key in the search criteria. The search also has an advanced section so you can define the search criteria further per below :

Hint:

Quick Searching.

Wherever you see the icon, press “F4” to show a full list of searching options or begin typing the entry and press “TAB” to show all matching results.

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Reporting

12

Reporting is fundamental to any business using any accounting / finance software and Pegasus Opera 3 has many ways of running reports and displaying the resultant data.

3.1 Standard Reporting Methods

Depending on which module or processing screen you’re currently viewing, Pegasus Opera 3 has a number of standard reporting methods which allows for confirmation and comparisons of company figures. The report types are namely:

1. Main Standard Module

2. Reporting Views

3. Hidden Reports

In this section, we’ll give an overview of each type of reporting.

3.1.1 Main Standard Module Reports

Each module throughout Pegasus Opera 3 has a reports section which will hold a number of standard reports which are available for users to output as necessary. These reports will have different filters available so that they can be set per day / selection / period etc.

3 Reporting

The standard reports are designed to give the standard level of reporting that most businesses need, however reports can be customised for your needs.?

To run a report: Simply click on the reporting folder in the module that you’re currently viewing and click the appropriate report to start.>>

hbpgroup

from the HBP Group


13

Example Report: Financials > Purchase > Reports > Invoice & Credit Notes

1. Select A Report To Run In the Financials Module under purchase, one of the standard reports is “Invoice & Credit Notes”. Clicking this report brings up the Report Criteria Screen.

2. Input Report Criteria This screen is used to define the scope of the report:

• Sequence Description

• Today’s Transaction Description

• This Period Description

• Selected Range Description

• NL Posting Period Description

• Advanced Transaction Only Description

3. Publish The Report From the report publisher screen you can select the layout of the report and also the output media from:

• Screen Description

• Printer Description

• File Description

• Email Description

Hint:

You may find in some cases that the ‘Screen’ option is not available. This is because the system sees the document as an important document which needs to be physically published.

Tech Tip

Export Reports To Excel:

On the report publishing screen, you can select “Excel Report” from the Report Layout dropdown:

// Not all reports have this functionality by default, however it can be added. Contact your Opera 3 support company for more information.

//

hbpgroup

from the HBP Group


14

3.1.2 Report Views

Report Views are really useful as it gives you a 6 tier reporting tool on the following modules throughout the system and are accessible through the “Maintenance” tab:

1. Sales

2. Purchase

3. Nominal

4. Costing

5. Stock

6. Payroll

Typical Report View: Financials > Sales > Maintenance

Selecting the ‘Views’ option will then open the view screen where the user is able to set up a number of different view options which will be available to all users who have access to this section.

To create a new View:

1. Select create new record icon. This will clear all the fields

2. Enter a 1-3 digit/character view code which must be unique.

3. Enter a description for the report.

4. Tab out of the description filed which should then populate the first view level and from here in turn you can add an option to each level. Not all levels need to be completed. The options available in every level in the sales ledger are as follows:

• Account

• Delivery Account

• Analysis Code

• Region

• Territory

• Customer Type

• Customer Analysis

• Product Code

• Month

• Year

These will be different for each module and choosing which option goes in which level is what defines the way the report works. Once you are happy with the options, select the ‘Save’ icon.

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 System & User Setup

15

As Pegasus Opera 3 is a financial data processing tool, and some of the data is legally binding and subject to potential investigation, user privileges and controls are very important.

4.1 The Administration / System Module

In this module, the first area that a new user requires is the ‘User Profiles’. Each user requires a separate and specific user profile which should be different to the credentials used to gain access to your computer for an extra level of security.

4.1.1 Creating a New User in Pegasus Opera 3

1. From here you will need to create a new record using the ‘Create new Record’ icon on the toolbar or select CTRL+N. This will then clear the above screen ready for the new user entry.

4 System & User Setup

Tech Tip

New User Profiles:

User profiles can only be created by administrators or managers with the necessary privileges to do so.

//

You know that you have the necessary access rights of your current user profile if you are able to access the “User Profiles” menu. If you do not have access, contact your manager or your Pegasus Support Team for help.

?

Hint:

Don’t’ forget about your toolbar icons when creating and saving data.

Navigate To: Administration > System > Maintenance > User Profiles.>>

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 System & User Setup

16

2. The User ID, Description, SOP doc default, SPM Access rights are all mandatory entries as well as the allow access to companies and User group area which all need at least one entry.

3. Save the record once details have been completed using the save Icon.

4. If you have more than one user who requires the same settings, the user profile can be copied into a new user. This is done using the copy icon on the top tool bar when in the relevant user you wish to copy.

Once selected, this will then create a new user screen showing the copied settings but allowing you to enter the new user id, description and password. Any of the settings copied can also be changed at this point. Again once done, please save the changes.

4.1.2 Setting User Preferences

Individual user preferences are used to get the most out of Pegasus Opera 3 by facilitating how you personally prefer to work.

From Administration / System > Preferences:

Hint:

Once you’ve setup a new user profile, you should continue to set individual user preferences depending on the job of the new user.

Tech Tip

Accepting User Preferences:

Clicking “OK” to accept your user preferences will prompt you to logout and re-login to accept changes.

//

Hint:

Use the “Logon” option in Administration/System to log back in as the current user without the need to close and re-open Pegasus Opera 3.

Shows shortcut keys for current processing

Will prompt to confirm actions in the system

Grids view screens for easier viewing

Always give the extended search options

Default option when searching

This is for support only

If changing grid sizes, to remember them or not

Change your own password

Have the website background in Pegasus Opera

Defines how the data is cleared when input

Toolbar icon size

Change as personally required for menus

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Financial Module

17

The financials section consists of Sales, Purchase, Nominal, Cashbook, Fixed Assets and Costings. Each module is different in the information it holds but the physical processing of the data is relatively the same, once you get to grips with one module the rest will follow on. This section will go through some of the general processes throughout each module.

5.1 Sales Processing

5.1.1 How to create a new Customer Account

5 Financial Module

Hint:

If you choose the option to create a Model account, you will not be able to use this for any processing. A new account would need to be created with a unique account code

hbpgroup

from the HBP Group


18

1. Financials tab and then click Sales - Processing on the Ribbon Bar.

2. Select the Create new icon from the Toolbar to create a new record.

3. In Account Code on the New Customer form, type a unique code to identify the customer record.

4. In the Options list, click to select whether you want to create an account with or without a model or create a model account. If you choose to create an account using a model, click to select the model account in the Model Account list.

5. In the Customer Profile and Terms Profile lists, click to select the profile records you want for the account, or leave blank to maintain custom profile settings for the account.

6. Click OK. In the boxes provided, enter the customer details.

7. On the Record menu, click Save.

8. Any further screen which needs to be completed will then appear including the Analysis screen, Delivery and Vat.

Hint:

If Custom Profile is used, please be aware of the ‘Open Item’ option in that when you select a custom profile, this open item tick is removed, this will need to be re selected unless you wish the transaction values to be summarised into one value each period. Click the Memo tab to maintain a notepad of information associated with the Customer.

When you have created a customer account, you may want to immediately create a new invoice. Invoices posted through the Sales/Purchase module are direct invoices into the Nominal ledger. These would be used for such things as paying for utilities or direct sales etc.

?

hbpgroup

from the HBP Group


19

5.1.2 How to post a Sales Invoice.

Use the Invoice command on the Action menu associated with the Customer form to enter ‘direct’ invoices for the currently selected customer. Direct invoices are invoices for goods and/or services sold to the customer which do not involve SOP, Invoicing or Stock modules, and for which the original invoice document has been created outside the system. If you have the Costing module, you can analyse invoices to jobs, phases and revenue type cost codes to update transactions in the Costing module.

To Post An Invoice:

1. Click the Financials tab and then click Sales - Processing on the Ribbon Bar.

2. Retrieve the customer record for which you want to post transaction details, click Action and then click Invoice. The Post Customer Invoice form appears.

3. On the Cash Tab, if ‘Allow cash on invoice’ is switched on, use this tab to enter details of

4. On the General tab, enter the transaction header details.

5. On the Analysis tab, select the analysis codes for the transaction as required.

6. Cash Payments to be allocated to the Invoice.

7. Click OK. The Analyse Customer Invoice form appears.

8. In the boxes provided, enter the breakdown of the invoice detail. As you complete each line, it is added to the list in the bottom half of the form. If the Sales Ledger is linked to the Costing or EC VAT modules, you can update the modules when the invoice is posted.

• If you use the Costing module, you can tick the Costing Analysis box to enter details of a job and cost code you want to update.

• If you use the EC VAT module and you choose an appropriate VAT code, you can enter details for the SD report on the EC VAT SD Details form.

9. When the To Analyse box is zero, press ESC and then click Post.

• If the Allow Advanced Postings option is selected on the Sales Options form, select the Advance option on the General tab to post the transaction to the next accounting period.

Tech Tip

Nominal Codes:

The nominal codes are linked via the sales codes which are also referred to as ‘Analysis codes’ throughout the system.

//

Tech Tip

Account Specific Searching:

Use the CTRL+F to bring up the search box or use the binocular icon to search for the customer account

//

Hint:

You can display the EC VAT details associated with the current item line using the EC VAT command on the Action menu associated with the Analyse Customer Invoice form. This only applies if you have the EC VAT module installed and activated and have selected the EC Despatches SD option on the Options tab of the

Company Profiles form in the System module.Once the invoice has been posted, you would hope a receipt won’t be far behind. Go to the next page to see how to post a receipt.?

hbpgroup

from the HBP Group


20

5.1.3 How to post a Sales Receipt.

Use the Receipt command on the Action menu of the Customer form to record details of payments received from customers. You can also allocate the receipt against outstanding transactions for the customer, and mark transactions as being disputed. If you do not want to allocate a receipt at the time of posting, select the On Account option. You can allocate it later using the Allocate command.

To Post A Sales Receipt:

1. Click the Financials tab and then click Sales - Processing on the Ribbon Bar.

2. Retrieve the customer record for which you want to post transaction details, click Action and then click Receipt. The Post Customer Receipt form appears

3. In the boxes provided, enter the receipt details.

4. Select the On Account option is you want to post the receipt on account rather than allocating straight away.

5. Click OK.

6. If On Account was not selected, the allocation screen will appear for the receipt to be allocated. Use the Action menu to allocate transactions either fully or Part. When the “to allocate” is 0 select OK.

Hint:

If you do not want to allocate the whole amount, part can be allocated and by selecting OK the rest of the outstanding amount will be posted On Account.See the ‘Action Button’

Hint:

Posting refunds and adjustments is done in the same manor using the action buttons on the customer account and entering the details on the screens.

hbpgroup

from the HBP Group


21

5.1.4 How to Allocate Transactions

1. Select the Financials tab and then click Sales - Processing on the Ribbon Bar.

2. Retrieve the customer record for which you want to make allocations, click Action and then click Allocate. The Allocations form appears.

3. Click the transaction you want to allocate.

4. Click Action and select the action you want to take i.e. Pay Full / Pay Part / Dispute / Release.

5. Click OK.

If you have only posted the Receipt / adjustment to account or need to allocate a Credit and invoice together, you will then need to use the Manual allocation command. ?

Hint:

If you do not want to allocate the whole amount, part can be allocated and by selecting OK the rest of the outstanding amount will be posted On Account.See the ‘Action Button’

Tech Tip

Troubleshooting:

The ‘To Allocate’ value must be 0.00 for the system to allow you to select ‘OK’ and continue.

//

hbpgroup

from the HBP Group


22

5.1.5 Reports

There are a number of reports that can be printed as standard from the system for each module. The Sales ledger report are found in Sales / reports. Each of these can be printed to multiple outputs as well as Excel. To export to Excel, the ‘Standard report’ option on the Published screen which is generated need to be changed to say Excel Report. This will then export the data out in the relevant format to Excel.

Not all reports can be output to Excel so not all will have this option however this can easily be seen. This is on the Publisher screen and the drop down option under ‘Report Layout’ as shown below.

A number of different reports can be published to screen at the same time so that you can compare them without the need to print.

5.1.6 Sales Ledger Period End

At the end of each accounting period, you must use the End of Period command to perform the following actions:

• Remove records from the files that are marked for deletion, including accounts, profiles, regions, territories and so on.

• Remove customer records with zero account balances provided the Remove Zero Balance A/C’s option is selected on the Sales Options form.

• Zero the balance in the Turnover box on the each customer’s record on the Processing form, if you wish.

• Move advanced posted transactions into the current period and clear the Allow Advance Postings option in the Sales - Utilities - Set Options command.

• Clear the period to-date totals used by some reports.

• Update the aged debtor and turnover analysis information for the Sales Ledger.

Hint:

For accounts with the open item box ticked, transaction details will be shown and only items older than the ‘keep transactions’ in set option will be removed. For accounts where the open item option is unticked, all details will be removed and a value posted for the amount outstanding and the Current balance will be cleared.

hbpgroup

from the HBP Group


23

To Run A Sales Period End:

1. Open the Sales folder and then click Utilities - End of Period or click the Financials tab and then click Sales - Utilities - End of Period on the Ribbon Bar.

2. The default period end date is shown in the Period End Date box. The default is based on the processing date. Click the calendar button alongside if you want to set a different date. The date is used to calculate the current and other period fields on history records created for each account. For monthly accounts, this should be the last day of the month.

3. In No. of Days this Period, you can specify the number of days that determine the accounting period. The default is based on the difference between the previous period end (as stored in the database) and the date in the Period End Date box

4. If you want to clear the balance in the Turnover box on the Customer form for all customer account records, select the Zeroise Turnover ? option.

5. Tick the Block Sales Postings to N/L Period x box to set the status for the current period in the Nominal Ledger to ‘Blocked’ for Sales Ledger, SOP and Invoicing postings.

6. Click OK.

We recommend you produce any period reports you want before you use the End of Period command. You should also take a backup of your data files. ?

hbpgroup

from the HBP Group


24

5.2 Purchase Processing

5.2.1 How to create a new Supplier Account

1. Click the Financials tab and then click Purchase - Processing on the Ribbon Bar.

2. To create a new record, click the ‘create new’ icon on the toolbar or press CTRL+N.

3. The Add New Supplier form is displayed.

4. In Account Code, type a unique code to identify the supplier record. Account numbers must be unique.

5. In the Options list, click to select whether you want to create an account with or without a model or create a model account. If you choose to create an account using a model, click to select the model account in the Model Account list. (A model account is used if the Supplier Accounts are relatively the same, an account can be created as a base for the new accounts to use).

6. In the Supplier Profile and Terms Profile lists, click to select the profile records you want for the account, or leave blank to maintain custom profile settings for the account.

7. Click OK. In the boxes provided, enter the supplier details.

8. To save the record, click the Save icon on the toolbar or press CTRL+S.

Hint:

All screens are nearly identical to the Previous Sales processing section

Tech Tip

Useful Functionality:

Click Action to complete details on the Options, Terms, Analysis, Orders and EC VAT forms, where applicable.

Click the Memo tab to maintain a notepad of information associated with the supplier.

//

Tech Tip

Custom Profiles:

If Custom Profile is used, please be aware of the ‘Open Item’ option in that when you select a custom profile, this open item tick is removed, this will need to be re selected unless you wish the transaction values to be summarised into one value each period.

//

For the next set of processes, these follow the exact same trend and screen as the Same Ledger options.

Payments, Refunds, Adjustments, Allocations & Credits are all run from the Action menu of the processing screen.

A number of standard report are then available in Purchase / reports which as per the Sales / reports topics, can be exported to excel.

?

hbpgroup

from the HBP Group


25

A further part to the Purchase processing module is the Payments section. This allows the user to automate creating BACS payments to your suppliers based on the date due. This routine will then create a BACS file which can be uploaded through your banking software.

5.2.2 Purchase BACS Routine

Setup the Payment Process:

In Pegasus Opera 3, Navigate to: Purchase > Utilities > Set Options>>

BACS Payment Software List

• None (if no BACS software is in use)

• AIB • BBMII/Lite • BOS • Bank Ireland • BankWare • Bank Line

• Bankline ad-hoc • Clydesdale • Co-op • HSBC • Lloyds TSB • NW Autopay • NW Payaway

• NW Payment Manager • Royline • Royline Win (Royline for

Windows) • STDBACS • Santander • Yorkshire

hbpgroup

from the HBP Group


26

5.2.3 Amending Supplier Accounts

You then need to specify which supplier accounts are to be paid by BACS. Go into Purchase / Processing – Find an account and go to Action / Terms. You need to set Pay By: to be BACS and then in the Banking section below you MUST enter the bank name, account number and sort-code. If this is to be paid into a Building Society account then the additional fields will require completion.

hbpgroup

from the HBP Group


27

5.2.4 BACS Routine Procedures

Suggested Payments This is a report which will list out all outstanding invoices the system believes are due for payment, you can use this as a tool to decide which invoices you are paying.

Authorise BACS This option will display a screen of all invoices due for payment, you can then tick the transactions you wish to pay using F5. You can pay all the transactions listed using F8. You can choose to part pay an invoice using F6. The total payment to be made is displayed at the bottom, once you are happy with this you can click OK. You will be asked Post BACS Payment? Click POST.

Create BACS File This option will now create the file in the correct format for the bank as selected in Set Options. You will be asked to enter a Value Date, these needs to be 3 working days from the date you are creating the file. Click OK to display a list of supplier totals to be paid, which can be amended, and then click OK again to create the file.

Transmit BACS If you have configured the BACS.INF file then you can select this option which will open up your Banking Software and automatically import the BACS file ready to process. (If you have chosen not to create the BACS.INF file then you will need to open your banking software manually and import the file ?_PLBACS.OUT (where ? denotes your Opera II company identifying letter)

Each of these routines can be found under Purchase / Payments and are listed together with the Cheque routine in order of how to process.

Hint:

BACS transmissions within Opera relies upon a ‘BACS.INF’ file which is called each time the transmit BACS function is run, and this file needs to include the ‘.EXE’ path to the BACS software that you are using.

Once created this file should be copied into the Opera II root directory on the server. Local clients that are running the BACS transmission will also need to copy the BACS.INF file into their Opera program files directory. For example; C:\Program Files \ Pegasus \ Opera.Example: - C:\Barclays\BACS\BACS.EXE

hbpgroup

from the HBP Group


28

5.2.5 PIR - Purchase Invoice Register

Use the commands on the PIR Processing menu to enter purchase invoices and credit notes and subsequently control their authorisation. This only applies if you have the PIR feature activated. (Purchase / utilities / set options). By entering invoices and credit notes through the PIR, you can hold them for authorisation. Once authorised you can finally post the invoices and/or credit notes to the Purchase Ledger to update the accounts.

To Enter an Invoice or Credit Note on the Register

1. Retrieve the supplier record for which you want to post transaction details, click Action and then click Invoice or Credit.

2. On the Action menu, click New.

3. On the General tab, enter the transaction header details.

4. Use the Discount and Analysis commands on the Action menu to amend default settlement discount and analysis information if required.

5. Click OK. If you have the Purchase Orders module integrated, you can choose whether to create invoice details from a purchase order or a delivery note.

6. In the boxes provided, enter the breakdown of the invoice or credit note details. As you complete each line, it is added to the list. These will have been populated if you have chosen to create from order or delivery.

7. Click Post to post the transaction. If the PIR must use authorisation option is ticked on the Set Options form in the Purchase Ledger and you use the Open Period Accounting feature, you are prompted to enter a date to determine the period in the Nominal Ledger that the transaction is posted to.

Open the Purchase folder and then click PIR Processing Purchase > PIR Processing>>

Tech Tip

Integrated Purchase Orders:

If you have the Purchase Orders module integrated, you can choose whether to create the invoice details from a purchase order or a delivery note. All uninvoiced lines from the selected document(s) are retrieved. You can then select individual lines or include all the lines from the documents. A selection form is displayed that allows you to select a range of documents.

//

hbpgroup

from the HBP Group


29

5.2.6 Matching Invoices to Purchase Orders

Use the Match command on the Action menu associated with the PIR Processing form to match un-posted invoices with purchase orders. The application presents a list of transaction lines for un-posted invoices which you can then match against a list of purchase orders. You can also view all deliveries for a selected stock item.

To Match Transactions in the Register

1. Open the Purchase folder and then click PIR Processing

2. Retrieve the supplier record for which you want to post transaction details, click Action and then click Match. The Matching Criteria form appears.

3. In the boxes provided, define the sequence and specify the ranges for suppliers, PIR references and transaction dates. You can process only today’s transactions by selecting Today’s Only option. Logical selections can be made on the transaction value, so you can choose only those transactions for values greater than, less than, greater than and equal to or less than and equal to the amount to specify.

4. Click OK. The application displays a list of PIR invoice transactions that match your criteria.

5. Use the commands on the Action menu to process the transaction as detailed in the notes below.

Hint:

This would only need to be done if you use the Purchase Order module and the invoice related to orders. If not, the invoice can be posted straight to the Purchase ledger without this step.

Once this process has been completed, the invoice will be posted to the ledger and the Orders progressed to Invoice. There are then a number of report which can be run for the PIR module in Purchase / PIR reports. These consist of a list of invoices and credit created as per criteria set. Summary report, transactions list and PIR quantities. These can be run at any time.

?

hbpgroup

from the HBP Group


30

5.2.7 Purchase Ledger Period End

At the end of each accounting period, you must use the End of Period command to perform the following actions:

• Remove records from the files that are marked for deletion, including accounts, profiles, regions, territories and so on.

• Remove customer records with zero account balances provided the Remove Zero Balance A/C’s option is selected on the Sales Options form.

• Zero the balance in the Turnover box on the each customer’s record on the Processing form, if you wish.

• Move advanced posted transactions into the current period and clear the Allow Advance Postings option in the Sales - Utilities - Set Options command.

• Clear the period to-date totals used by some reports.

• Update the aged debtor and turnover analysis information for the Sales Ledger.

To Run the Period End in Purchase

We recommend you produce any period reports you want before you use the End of Period command. We also recommend you take a backup of your data files.

• Open the Purchase folder and then click Utilities - End of Period or click the Financials tab and then click Purchase - Utilities - End of Period on the Ribbon Bar.

• The default period end date is shown in the Period End Date box. The default is based on the processing date. Click the calendar button alongside if you want to set a different date. The date is used to calculate the current and other period fields on history records created for each account. For monthly accounts, this should be the last day of the month.

• In No. of Days this Period, you can specify the number of days that determine the accounting period. The default is based on the difference between the previous period end (as stored in the database) and the date in the Period End Date box above.

• If you want to clear the balance in the Turnover box on the Supplier form for all supplier account records, select the Zeroise Turnover ? option.

• Tick the Block Purchase Postings to N/L Period x box to set the status for the current period in the Nominal Ledger to ‘Blocked’ for Purchase Ledger, Purchase Invoice Register and POP postings.

• Click OK.

Tech Tip

Open Item Accounts:

For accounts with the open item box ticked, transaction details will be shown and only items older than the ‘keep transactions’ in set option will be removed. For accounts where the open item option is unticked, all details will be removed and a value posted for the amount outstanding and the current balance will be cleared.

//

hbpgroup

from the HBP Group


31

5.2.8 Sales and Purchase Allocation Correction

Allocation correction has been added to the Opera3 software to allow users to correct mistakes made when allocating in both the Sales and Purchase Ledgers. That is to correct an allocation that was posted in error. You can also remove any associated transactions such as receipts, refunds, discounts or exchange rate discrepancies. An audit trail is displayed. If the associated transaction is not removed you are also asked if you want to reallocate the transaction.

How to Rectify an Allocation.

Open the Sales or Purchase processing form and select the customer you wish to rectify transactions for.

When on the customer screen Open the ‘Action’ button and select ‘Rectify allocation’. The following for will be displayed.

Set the relevant Criteria for dates and advanced transactions and then select ‘Next’.

The next screen will display a list of all allocated transactions; you can only select one at a time. Double click on the allocation you which to correct and this will tick all allocated transactions associated.

If you wish to remove the Payment / Refund / discount or exchange rate, please tick the ‘Remove allocated Transactions’. This will not remove the Invoice / Credits.

Once all options have been selected, select next.

Hint:

If cashbook is enabled, when an allocation is removed, the cashbook will post the opposite entry to cancel the receipt rather than remove for Audit Purposes.

hbpgroup

from the HBP Group


32

If you have selected to remove the allocation, you will be presented with a date screen for when the rectified transactions will be posted to in the Nominal.

Once the date has been confirmed, the following screen will appear, this shows the transactions to be corrected and Removed, it will allow comments which will show on the Audit Trails. A comment must be entered to continue. Select Start.

If you are not removing the allocation transactions, the following screen will appear first without prompting for a date. You will be required to enter a comment and then select Start.

You will then be prompted to confirm the correction and the audit trail will then be print. If you have not removed the transactions, you will then be asked if you wish to re allocate the transactions. This will then open the standard Allocation screen where you can re allocate any transactions which are currently sat on the customer ledger.

hbpgroup

from the HBP Group


33

5.3 Nominal Ledger

The Nominal ledger in most accounts systems is the heart of the whole process. All modules post into the Nominal ledger to provide the years accounts. Each module will link to the Nominal ledger in a number of ways and should always match the Nominal records / balances.The Nominal is completely Date driven where a transaction can not be posted to a period without being the correct date. For purposes of Open Period Accounting, all transactions have the potential to post to a prior period in the current year, current period or a period within the next three future financial years (if created). Only the Nominal ledger journals have the option to post to a prior year. For systems without OPA, a transactions can only be post to the current period as defined in set options. Any dates outside of the current period will not post until the Nominal reaches that relevant date range / period after a period end.

Before any processing is allowed, the Nominal accounts must first be created. This will then make the Nominal structure of the accounts and as a result, populate the Trial Balance. It should also match the account expected in your Profit & Loss / Balance sheet for your Accountant.

Before creating a new account, the Type and subtype but be created which defines what type of Account you can create. This is found in Nominal / Maintenance/ accounts. These should already be created unless you are setting up a new Opera company.

Tech Tip

Nominal Accounts:

Open item must be ticked so that after each period end, all transactions details are available. If not, the account becomes a brought forward account where only totals for each period are displayed.

Summary Transfer:

Summary Transfer when ticked will summarise transfers into the Nominal ledger rather than showing the Journal details

Private Accounts:

Private account prevents users from seeing this account in the Nominal / other ledgers or reports unless they have been given access in the user profiles.

Forced Comment:

Forced comment forces a comment to be entered when posting to the account via a journal.

//

hbpgroup

from the HBP Group


34

5.3.1 How to Create Nominal Account

1. Click the Financials tab and then click Nominal - Accounts on the Ribbon Bar.

2. To create a new record, click the icon on the toolbar or press CTRL+N.The New Nominal Account dialogue box appears.

3. In Account, type a code to identify the nominal account record. If the Cost Centres in Nominal option is selected on the Options tab of the Company Profiles form in the System module, you can type a cost centre code in the Cost Centre box. If you are not using cost centres, each new nominal account must have a unique account code.

4. Click OK. The Nominal Accounts form appears.

5. In the boxes provided on the General tab, enter the account details.

6. To save the record, click the icon on the toolbar or press CTRL+S.

7. Notes: Click Action to select other commands related to nominal account maintenance including View, Budget, Snapshot and Modify Distribution Account. Click the Memo tab to maintain a notepad of information associated with the account.

8. Click OK. Hint:

If an account has cost centres, you can use the Distribution option to define how the percentage value posted to the distribution account posts to the cost centres.

Once the Nominal account structure has been set, the module calendar and options can then be defined in the set options. This is also dependant on if you have opted to use Open period accounting.

These are found in:

• Nominal > Utilities > Set Options

• Nominal > Utilities > Financial Calendar.

?

hbpgroup

from the HBP Group


35

5.3.2 To Set Up Open Period Accounting

Before setting OPA, the Nominal set options must first be completed. Nominal / utilities / set options

1. Select Administration tab and then click System - Maintenance - Company Profiles on the Ribbon Bar.

2. Make sure that the Nominal Ledger has been updated with all outstanding transactions from the Sales Ledger, Purchase Ledger, Cashbook, Payroll, Stock and Fixed Assets modules. If the Nominal Ledger links to other companies, transfer those details as well.

3. On the Company Profiles form, click the Options tab and tick the Open Period Accounting box. A financial calendar for this year will be created for and you are asked if you want to create a calendar for next year. The box is disabled if Open Period Accounting is not included in your licence.


5. Open the Nominal folder and then click Nominal - Utilities - Financial Calendar

6. Make sure the details in the calendar for the current financial year are correct, including the status of each period for each module. You can also create up to three future financial years and a previous financial year if required.

7. Click OK to close the form.

8. If you want the operators to be warned when a Nominal Ledger posting is made outside of the current period, tick the Warn if Posting Non-Current box on the Set Options form. To load the form:

Once the Periods and options have been defined, the Nominal is then free to use. However if this is a new company, the following areas will also need to be checked before other modules can be defined

1. Nominal / Maintenance / Bank Accounts (unless cashbook is in use) and define a nominal account as a Bank account. Otherwise create a bank account as per instructions further in this guide

2. Sales / utilities / adjustment, receipt, refund names (must be created)

3. Purchase / Utilities / Adjustment, Payment, refund names (must be created)

4. Sales and Purchase set options must have a bank and discount code selected.

Hint:

Module Transfer are found in Nominal / utilities and must be transferred in the current period with a current period date.

hbpgroup

from the HBP Group


36

5.3.3 How to Create a nominal Journal

Each document created is identified by a reference and the next available reference is defined in the Next Journal Ref box on the General tab of the Nominal Ledger - Set Options form. Before you can create a journal record, certain prerequisite records must be created, depending on the type of journal you want to create:

• Each journal must identify at least two nominal accounts (to ensure debits and credits are balanced). Nominal accounts are defined using the Accounts command on the Maintenance menu of the Nominal module.

• If you want to enter journals in a foreign currency, at least one currency code must be created using the System Exchange Rates form in the System module.

If you want to define a VAT journal, at least one VAT code record must be created using the VAT Processing form in the System module.

The total of all debits and credits within a journal must balance before it is posted, However, you can create and store a journal record that does not balance, even though you cannot create postings from it. You can subsequently retrieve the journal for amendments before it is used.

5.3.4 To Create A Nominal Journal

• Select the Financials tab and then click Journals on the Ribbon Bar.

• To create a new record, click the icon on the toolbar or press CTRL+N.

• In the boxes provided, enter the journal header details.

• Click Action and then click Details. The Journal Details form appears.

• In the boxes provided, enter the journal details. To add a new line, click the toolbar button.

• When you have completed the detail lines, press ESC and then click OK.

When you click OK, you are given the opportunity to post the journal provided it balances. If it does not balance, you are prompted to save the journal. You must balance the journal later if you choose to save it, before it can be posted.

This will then post the Journal to the relevant period that the Date entered is. If the Period is blocked or closed, you will be prompted. You will also be warned if this journal has been posted more than once and asked to confirm that you wish to post it again. You must ensure that the current system date is within the date range of the current accounting period, otherwise the posting will not be permitted.

hbpgroup

from the HBP Group


37

5.3.5 To Post / Amend A Nominal Journal

This process posts a journal in the relevant accounting period from the details stored in the journal record. If the system detects that the journal has been posted at least once previously, you will be asked to confirm that you wish to post it again. You must ensure that the current system date is within the date range of the current accounting period or an open accounting period, otherwise the posting will not be permitted.

• Open the Nominal folder and then click Journals or click the Financials tab and then click Journals on the Ribbon Bar.

• Retrieve the journal you want to post.

• Click Action and then do one of the following:

• To post the journal in the current period, click Post Journal. (Opera3 - If Open Period Accounting is used, a form is displayed to enter the posting date).

• To post the journal to a previous accounting period, click Post Prior.

• To post the journal to the last period in the previous accounting year, click Post Prior Year.

• At the prompt, click Yes to post the journal. The Report dialogue box appears.

• Under Output Device, click to select the output device you want to use. On the corresponding tab, complete any settings or options you want to apply to the output device.

• To post the journal and print the journal report, click Report. To abandon, click Cancel.

For journals where you have selected the Recurring option, you must use the Post Recurring command on the Utilities sub-menu in the Nominal module to create the transactions.

Tech Tip

Recurring Entries:

Recurring entries are posted from:

Nominal > Utilities > Post Recurring

And will usually be completed before each Month end.

//

hbpgroup

from the HBP Group


38

5.3.6 To post recurring journals

1. Select the Financials tab and then click Nominal - Utilities - Post Recurring on the Ribbon Bar.

2. The Post Recurring form is displayed. Select the recurring journals you want to post by pressing the space-bar or by selecting (UN) Tick on the Action button. To override the posting date press F5 or select Override Posting Date from the Action button.

3. Click OK.

Once you begin processing, you may find throughout the period / year, you need to make certain periods available to post into. This is easy to do and can be done by anyone who has access to the Financial Calendar.

?

hbpgroup

from the HBP Group


39

5.3.7 How to change the status of a financial period in Open Period Accounting

There are a number of processes as per the above options that will allow you to close or block periods in the nominal ledger. This then means that no transactions can be posted to a ledger if it is blocked for the date the transactions refers to. In these cases you may need to amend the status of a period in order to post correctly. Please always make sure that if you are amending a status to be blocked or closed, that all ledger have been transferred so that there is nothing that is outstanding for the period you wish to block.

To access the Financial calendar:-

1. Open the Nominal folder and then click Nominal - Utilities - Financial Calendar or click the Financials tab and then click Nominal - Utilities - Financial Calendar on the Ribbon Bar.

2. On the Financial Calendar form, select the period you either need to open, block or close.

3. Click the Period Status box for the required module/s and select ‘Open’, ‘Blocked’ or ‘Closed’ as necessary. Select the required status for each period and module in turn.


5. Click OK to close the form.

Tech Tip

Closing Periods:

You cannot close the current period or future periods. To prevent postings to these periods, set the status to ‘Blocked’.

//

Hint:

If the nominal is blocked, it will block all ledgers, however if the nominal is open, the other ledgers can be blocked individually.

What happens if you post a journal into the incorrect period?The system now has a Journal Rectify which can repost to a different period or adjust the accounts it has been posted to. The system will never remove the transactions but will post the correcting journal with the reference ‘Rectified’ and the repost the amendments.

?

hbpgroup

from the HBP Group


40

5.3.8 How to Rectify a Journal?

You may come across occasions where a journal has been posted and its only after that you realise its incorrect. This can be an incorrect date for the whole journal or an incorrect account within the journal details.

When an individual journal line is rectified, two new journal lines are posted using the same date and period as the original journal line. The first new journal line reverses the details on the original journal line using the same account, cost centre, project or department. The second new journal line is posted using the new account, cost centre, project or department. The original journal line is not changed. It remains on file in it’s original state so that a complete audit trail of journal details is retained.

When an entire journal is rectified, a new journal is posted to the same period using reversed values. If you choose to post the journal again, the entire journal is posted again to a different period using the original account, cost centre, project, department and values. The original journal is not removed. It remains on file so that a complete audit trail of journals is retained.

To rectify a Journal:

1. Select the Financials tab and then click Nominal - Rectify on the Ribbon Bar.

2. The Nominal Rectify form is displayed.

3. Use the filters on the Criteria tab to filter for the journal you want to rectify. Then click Select to view available the journals on the Journals tab.

4. Select the journal you want to rectify.

5. The next step depends on whether you want to rectify an entire journal or rectify a line on a journal?

Tech Tip

Removing Receipts:

If you remove a receipt it will be removed from the ledger however, the opposite entry will be posted and matched in the Cashbook module for Auditing Purposes.

//

hbpgroup

from the HBP Group


41

To rectify an entire journal, click the Action button and select Rectify Complete Journal. The Rectify Complete Journal form is displayed.

To reverse the journal without posting it again to another period, click OK. You are asked to confirm before the journal is reversed.

To reverse the journal and post it again to a different period, tick the Re-Post to Different Date box and enter the posting date in the NL Posting Date box. Then click OK. You are asked to confirm before the journal is rectified.

To rectify a journal line, click the Details tab on the Nominal Rectify form and select the line you want to rectify. Then click Rectify Current Line. The Rectify Current Line form is displayed.

In the Change To boxes, enter the new account and cost centre, project or department as necessary.

Click OK. You are asked to confirm before the journal is rectified. Once complete, the close button is then available to close the rectify command.

Tech Tip

Rectify References:

In each step, once rectified you will be presented with a line in the Rectify screen which shows the reversing Journal with the reference ‘Rectified’. These will also appear in your nominal reports for Audit Purposes.

//

hbpgroup

from the HBP Group


42

5.3.9 Nominal Reports

The Nominal Reports are available to use when ever needed to report on the data entered. Most of these report can be exported to Excel also.

Use the Nominal reports when necessary.

5.3.10 Nominal Period End

You can only use the Period End command once per financial period to close the period and be ready for the next period. In the final period of the financial year you run the Period End command before the Year End command. At the end of each accounting period, you use the Period End command to perform the following actions:

• For balance forward accounts (those with the Open Item option cleared on the General tab of the Nominal Accounts form) , each transaction in the period is consolidated into a brought-forward balance transaction if the Compress Transactions box is ticked. This box is ticked automatically if this is the final period in the financial year because the transactions have to be consolidated and posted to the new financial year. You cannot un-tick the box in the final period. Remove records from the files that are marked for deletion, including accounts, cost centres, journal documents, matrix reports and so on.

• Remove from the files recurring documents which have been posted in full.

• Remove from the files journals for which the Retained option is cleared on the General tab of the Nominal Journals form, for which at least one posting has been made.

• For reversing journals, create journal entries in the new period which are the reverse of those made in the closing period.

• Update the Current Period box on the Nominal Ledger - Set Options form.

• Unless the Nominal Ledger is in the final period, journals are posted into the next period for transactions from other modules(Sales ledger, Purchase ledger, Cashbook, Stock and Payroll modules) that have not yet been transferred to the Nominal ledger. If untransferred transactions are found that are dated in the current Nominal ledger period, or fall in earlier Nominal periods, the following message is displayed:

Each month, once all the data for that month has been entered and the reports are correct and Balance. A period end will then complete the Month and move onto the next period. Id Open Period accounting is not in use, this will also open the next period for postings and only a prior period Nominal Journal can effect a prior period.

?

Hint:

Untransferred transactions from other modules are posted into the next Nominal period by the Period End 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.

hbpgroup

from the HBP Group


43

To Run a Period End:-

• Take a backup of the company data in Opera.

• Make sure users are out of the company.

• Open Nominal / utilities / period end.

• Select which ledgers are required to be blocked.

• Select OK.

•

hbpgroup

from the HBP Group


44

5.3.11 Nominal Year End

At the end of each financial year, you must use the Year End command from Nominal / utilities / Year End, to perform the following actions:

1. Transfer the period totals, both actual and budget, for the closing financial year as prior year period values for historical reporting purposes.

2. Clear account balances for profit and loss accounts.

3. Transfer or clear account balances for balance sheet accounts depending on your response to a question. If you choose to retain the balances of balance sheet accounts, the application creates an opening balance journal using the next journal number available for the new year.

4. Remove transactions older than the number of years specified in the Keep Transactions box on the Nominal Ledger - Set Options form.

5. Remove journal images older than the number of years specified in the Keep Journal Images box on the Nominal Ledger - Set Options form.

6. Post journals into the new financial year for transactions from other modules(Sales ledger, Purchase Ledger, Cashbook, Stock and Payroll modules) that have not yet been transferred to the Nominal Ledger. If the Year End finds any of these transactions this message is displayed asking you whether you want the transactions posted into the last period of the current year, or the first period of the next financial year.

The system then updates the set options in the following ways:

1. Update the balance of the profit and loss account nominated in the Profit & Loss box.

2. Move on the new financial year in the Current Year box.

3. Set the Current Period to ‘1’.

If you use the Open Period Accounting feature, you can set the status for all periods to ‘Closed’ to prevent any further transactions being posted to the current financial year. Further postings in the current year are blocked for these modules if you tick the Close All Periods for the Year Being Ended box:

• Sales Ledger

• Purchase Ledger

• Fixed Assets

• Stock Control

• Payroll

Hint:

If you use the Advanced Nominal Ledger to include additional dimensions like projects and departments on the transactions that update the Nominal Ledger, these dimensions are not included on opening balance journals. The reason for this is because one journal is posted for each Balance Sheet account for all the transactions posted throughout the year, and these transactions are likely to have had different dimensions analysed to them.

Hint:

If transactions were advanced posted to the first period in the new financial year, each Nominal Ledger account’s Period, Period To Date and Year To Date account balances are updated. If transactions were advanced posted to a later period in the new financial year, each Nominal Ledger account’s Period account balance are updated. The Period To Date and Year To Date account balances are updated when the transaction’s period becomes current by the Nominal Ledger Period End command.

hbpgroup

from the HBP Group


45

The following happens after the Year End is run:

If future financial year’s exist in the Financial Calendar, new calendars are created. For example, if in 2010 there are two future financial calendars (for 2011 and 2012), when the year end is run 2011 becomes the current financial year and a new future year is created for 2013.

On the Financial Calendar form the status for each period in the new financial year is set to ‘Open’. This affects the Nominal Ledger, Sales Ledger, Purchase Ledger, Fixed Assets, Stock Control and Payroll modules. You can change the status to ‘Blocked’ for any module after the Year End process is completed.

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Cashbook

46

The Cashbook is a fully integrated module giving constant, up-to-date information on any number of bank and petty cash accounts that have been created within the Nominal ledger. As well as details information on what has been posted from the Sales and Purchase ledgers, it also gives you the ability to post transactions to Sales / Purchase and Nominal from the Cashbook.

The following Diagram shows what transactions will effect the cashbook:-

Each cashbook account also have the option to be held as a foreign currency account (if the multi currency module is in use). This allows the bank balance to be held and displayed in the currency selected as well as the Home currency.

What happens if you don’t have the cashbook module?If you don’t have the cashbook module, you can still define bank accounts however they will appear as Nominal accounts in the Nominal ledger, there is not the same control and ledger postings that is available in cashbook.

The cashbook also shows a detailed breakdown of the current balance and displays a reconciled / un-reconciled and current balance.

The reconciled value is the total which has been match against the actual bank statements using the ‘Reconcile’ function. The current balance should always be the difference between reconciled and un-reconciled value.

6 Cashbook

Cashbook

Payroll(Employees Pay)

Nominal Ledger(Receipts, Payments &

Refunds)

Purchase Ledger(Payments & Refunds)

Sales Ledger(Receipts & Refunds)

hbpgroup

from the HBP Group


47

6.1 Cashbook Processing

There are a number of processes that can be carried out in the Cashbook module. One which may not be required very often but is a necessity is creating a cashbook account.

6.1.1 To Create a Cashbook Account

1. Open the Cashbook folder or click the Financials tab on the Ribbon Bar and then click Cashbook.

2. Click Processing.

3. To create a new record, click the icon on the toolbar or press CTRL+N.

4. The Add Bank Account form is displayed.

5. In Bank Account, click to select an existing nominal bank account record and then click OK. (The Nominal account Must exist first)

6. In the boxes provided on the General tab, enter the account details.

7. Click Action and then click Controls. The Bank Controls form appears.

8. In the boxes provided, enter the account control details and click OK.

To save the record, click the icon on the toolbar or press CTRL+S.

hbpgroup

from the HBP Group


48

To enter opening balances for a new account:-

1. Financials tab on the Ribbon Bar and then click Cashbook.

2. Click Utilities and then click Opening Balances.

3. At the prompt ‘Do you wish to continue Opening Balances?’, Click OK. The Find Bank Account form is displayed.

4. In the From list, click to select the bank account you want for opening balance entries and then click OK. The Opening Entries form is displayed.

5. Complete the details for the Input By and Date boxes. The bank account’s un-reconciled balance is calculated from journals in the Nominal Ledger for the bank account. Then click OK.

6. At the ‘Do you want to update balances automatically?’ prompt:

• Click Yes if you do not want to create entries in the Cashbook to reconcile with the bank statement for the bank account. The un-reconciled balance is then updated on the bank account but no transactions are displayed in the Cashbook.

• Click No to create entries in the Cashbook to reconcile with the bank statement for the bank account. The Opening Balances detail form is displayed. Then create the opening entries by updating the Cashbook types, values, Nominal Ledger accounts and comments. This is a way to record which account to allocate each entry to but the Nominal Ledger is not updated with these details. When you have completed all transactions required, press ESC.

7. To update the bank account with the entries, click OK.

8. At the ‘Print Cashbook’ prompt, click OK to print an audit report of the opening balances made.

Once your bank accounts are created, you can then post transactions for each back account. If a user only deals with the cashbook but needs to make sales and purchase receipts and payments, they need never leave cashbook processing.

?

hbpgroup

from the HBP Group


49

6.1.2 Posting Transactions

There are a number of transactions that can be posted from the cashbook module which can be time saving if a user does not usually process in the financial ledgers or if the bank reconcile is being run a missing payments / receipts are found.

The transactions which can be posted are

• Sales receipts and refunds

• Purchase payments and refunds

• Nominal payments or receipts

• Cashbook bank transfers

• Recurring transactions.

The posting of Ledger transactions is simple and relatively the same for each posting type. The only main difference is when posting Nominal transactions, the header details are entered and then the detail screen is completed to choose the nominal accounts to post to.

Example below:-

1. Open the Financials tab on the Ribbon Bar and select cashbook Processing.

2. Retrieve the bank account record for which you want to post transaction details, click Action and then click S/L Posting. The post to Sales ledger form is displayed. If posting Purchase ledger or Nominal transactions, select the relevant option.

3. In Posting Type, select Receipt or Refund according to the transaction type you want to process.

hbpgroup

from the HBP Group


50

4. In Customer, select the customer account to which the transaction will be posted. You can use the F4 key to show full list of part type the name to open a search.

5. In the boxes provided, enter the transaction header details and then click OK.

6. If posting Nominal transactions, the header screen is slightly different and a detail screen is populated as per below.

hbpgroup

from the HBP Group


51

6.1.3 Posting Bank Transfers

A bank transfer can be created between two bank / petty cash accounts. It can technically be used on standard nominal accounts as well but would not be advised unless specifically suggested by an accountant.

To process a Bank Transfer

1. Open the cashbook processing screen and select the account you wish to transfer from.

2. Select Action / Bank Transfer. Complete all details including comment. The cashbook type will defile Ref2 on the view screen and also dictates if the transactions are batched, cheque or require a paying in slip.

3. Select OK.

4. The detail screen will then appear prompting for the account and other details where applicable. The value on the first screen must match the value on the detail screen to be posted.

5. Once the details are complete and the values balance, please select OK.

6. The line on the back accounts will show as the select type when posting

Hint:

Once the details have been entered, select ‘page down’ or tab through the fields. Once you have completed the lines required, select ‘escape’ to bring you back to the completed processing screen where you can select ‘OK’.

Tech Tip

Cashbook Types:

Cashbook types are create in:

Cashbook > Maintenance > Cashbook Types.

//

hbpgroup

from the HBP Group


52

6.1.4 Creating A Batched Transaction

Transactions are recognised as Batched by the cashbook type which is associated with the transaction. Cashbook types are created in:-

This is then linked via the sales and Purchase ledger / utilities / ‘receipt—Refund—Payment names’ when transactions are posted from the Sales and Purchase Ledgers, the transactions will be automatically batched however, users can create a new batch and post transactions into Sales and Purchase ledger from here.

To create a New Batch

1. Select the Financials tab on the Ribbon Bar and then click Cashbook.

2. Click Batch Processing. The Batch Processing selection criteria form is displayed.

3. In the From list, click to select the cashbook account record you want to use for the new Batch or to complete a batch.

4. If you want completed batches listed so that you can reopen them to make changes, select the Show Completed Batches option.

5. Click OK. The Batch Processing form appears listing existing batches.

What is a Batched Transaction?A Batched transaction is a value which may be made of a number or individual transactions which you only wish to see one value on the bank rather than multiple. An example of this would possibly be a cheque payment. When physically cashing cheques, there may be a number of them to cash in one go. When cashed, these will only show as one value on the bank. To save confusion, you may want the same single value to show on the cashbook so that when reconciled, they are easily identified.

?

Note:

Batches are also completed automatically when you print the Paying In Slip report on the Reports menu.Cashbook > Maintenance > Cashbook Type > Select “Batched”>>

hbpgroup

from the HBP Group


53

The following options are then available

• To create a new record, click the icon on the toolbar or press CTRL+N.

• To mark a batch as complete, click to select the batch in the list and then press the space-bar or F7.

• To view the details of an existing batch, click to select the batch and then click Action. Click View on the Action menu.

• If you have chosen to add a new batch, a form appears for entry of the batch details. This then allows you to create new Sales and Purchase transactions from Batch processing. In the boxes provided, complete the details of the transactions that comprise the batch.

• To store the batch details, click OK.

hbpgroup

from the HBP Group


54

6.1.5 Recurring Transactions

To Set Up Recurring Transactions

1. Select the Financials tab on the Ribbon Bar and then select Cashbook.

2. Click Processing.

3. Retrieve the bank account record for the account you want to enter recurring transactions, click Action and then click Recurring. The Recurring form is displayed.


5. In the Type box, click to select the transaction type you want to set up as a recurring transaction.

6. In the other boxes, enter the recurring entry details and then select Edit Entry from the Action menu or click F6. The Edit Entry form is displayed according to the transaction type selected.

7. In the boxes provided, enter the details of the recurring transaction. Follow the same procedures you would for a non-recurring transaction of the same type.

8. When you have finished entering the details of the recurring transaction, click OK.

To Set Up Recurring Transactions

1. Select the Financials tab on the Ribbon Bar and then click Cashbook.

2. Select Utilities/ Post Recurring. The Outstanding Recurring Entries to Post form appears if there are transactions waiting to be posted.

3. Select the transactions you want to process.

4. Click OK.

Monthly PostingsThere may also be some entries which are posted each month such as Direct debit payments etc. These can be set up using the recurring entry commend in the

cashbook. Such payments could be rent / utilities etc.

?

hbpgroup

from the HBP Group


55

To Do a Bank Reconciliation

1. Select the Financials tab on the Ribbon Bar and then click Cashbook Processing

2. Retrieve the bank account record for the account you want to reconcile, click Action and then click Reconcile. The Reconciliation form is displayed.

3. In the boxes provided, update the Reconciliation Date and Statement Date boxes or accept today’s date. Then update the Statement No and Statement Balance boxes and click OK. The Un-reconciled Entries form is displayed.

4. Use the commands on the Action menu to perform the reconciliation tasks.

5. When you have finished reconciling transactions on the account against your bank statement, click OK. If the statement balances with the cashbook account, the application marks the selected transactions as reconciled and updates the bank account’s reconciled balance, statement and reconciliation numbers.

Bank Statement ComparisonOnce all transactions have been posted, the bank can then be reconciled against a true bank statement compared the to cashbook reconcile utility. This then makes sure that it is a true representation and can easily been seen if transactions are missing from the un-reconciled balance or anything from the bank statement itself.

?

Hint:

If it does not balance, you can save what you have done so far so you can return to complete the process at a later date or clear the reconciliation which enables you to re-enter it from scratch..

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Fixed Assets

56

The Fixed Assets module allows you to keep a complete register of assets, from their initial acquisition through to disposal. There are four depreciation methods that can be calculated by the system. Depreciation is deducted until the asset’s residual value is reached.

7 Fixed Assets

hbpgroup

from the HBP Group


57

7.1 Setting up and Importing assets

There are a number of different categories and the module can be complex in how you wish to operate the system so we have put together just some of the general operations in the system.

7.1.1 Setting Up

1. If Fixed Assets is linked to the Nominal ledger, make sure all the required accounts and cost centres are set up in the Nominal Ledger.

2. Open the Fixed Assets folder and then click Utilities or click the Financials tab on the Ribbon Bar and then click Fixed Assets - Utilities.

3. Click Set Options. Then update the boxes on the form to set the options that affect the operation of Fixed Assets, and choose the Nominal Ledger accounts. Then click OK.

4. Open the Maintenance folder and click Asset Categories. Then add the Asset Categories you need for your assets and close the form.

5. Click Utilities again and click spread sheet Import. Then click the Example XLS button to create an example spread sheet.

6. Remove the example records from the spread sheet and key in the new details you wish to import. Save the file as ?_Spreadsheet where the ? Is the company letter for Opera.

Run the Spread sheet Import command again and click OK. If there are errors in the spread sheet a report will be displayed. If the import is successful, check the imported assets are correct on the Fixed Assets Processing form or by printing the Asset List.

Tech Tip

Import File:

For the spread sheet import file, do not remove the column headings. The ‘?_Spread sheet’ folder is beneath the company’s DATA folder

I.e.\\server\Opera\Data\co_z\z_spreadsheet.

//

hbpgroup

from the HBP Group


58

7.1.2 How to create a new asset manually

1. Open the Fixed Assets folder and then click Processing or click the Financials tab on the Ribbon Bar and then click Fixed Assets - Processing.


3. Update the boxes provided.

4. If you use cost centres or locations, the Allocate form is displayed for you after you have updated the boxes on the Processing form.


Note:

If Fixed Assets is linked to the Nominal ledger, click Nominal from the Action menu and update the boxes.

To update purchase details for the asset, click Purchase Details from the Action menu or select F6.

To update finance details for assets that are not company owned, click Finance from the Action menu or select F7.

Depreciation CalculationOnce an asset has been created, the next step will be to begin the depreciation based on the start date / method and expected life which is selected when the asset is created. The Depreciation Calculation can then be run for all active assets.

?

hbpgroup

from the HBP Group


59

7.1.3 Running the Depreciation Calculation

1. Select the Financials tab on the Ribbon Bar and then click Fixed Assets - Utilities / Depreciation Calculation.

2. Select a Sequence from the list box either by Asset or Category.

3. Select a Report type:

4. A Full Report shows details of all assets including those that have already had depreciation calculated for this period. The comments section of the depreciation report shows a note if the asset is fully depreciated, if depreciation is backdated and also if there is no depreciation.

5. A Summary Report shows details for the assets processed during that depreciation calculation.

6. Tick the Include Assets Not Depreciated in the Period box to include assets that will be depreciated by a zero amount in the period (for example, manual depreciation with zero for this period). Assets that have not been depreciated in the period (for example, fully depreciated assets) are not included.

7. Click OK.

Note:

You can normally run the depreciation calculation for an asset once in any period. Each asset included in the calculation is marked as having being depreciated. If you need to calculate depreciation on an asset again because details on the asset were wrong, for example the incorrect depreciation method was used, run the Override command for the asset to reverse the depreciation, and then run Depreciation Calculation again

hbpgroup

from the HBP Group


60

7.2 How to Transfer, Disposal & Renumber Fixed Assets

Now that the Assets has been depreciated, there may be times where as a user you will need to renumber / transfer or dispose of an assets for various different reasons.

7.2.1 To Transfer an Asset


2. Find the asset using List tab, the search icon on the toolbar, or by pressing CTRL+F.

3. On the Action menu, click Transfers.

4. Click Transfer on the Action menu again, or press F5.

5. Update the boxes on the form.

6. Click OK.

7.2.2 To Renumber an Asset



3. On the Action menu, click Renumber. You can renumber assets with a status of New, Live or Fully Depreciated if the asset does not have any transactions in the period. Because of this, the best time to renumber an asset is directly after running a period end.

4. Update the boxes provided.

5. Click OK.

hbpgroup

from the HBP Group


61

7.2.3 To Dispose an Asset



3. On the Action menu, click Disposals. If this is the first disposal for the asset for this period, the Disposals Details form is displayed. Update the boxes provided.

4. If other disposals have been posted for the asset in this period, the Disposals grid is displayed. To post another disposal, press F5 or click Dispose on the Action menu. Then update the boxes provided.

5. Click OK. The Select Items to Dispose form is displayed.

6. Press F5 or click Dispose on the Action menu to fully dispose an asset.

7. Press F6 or click Part Dispose on the Action menu to partly dispose an asset. A form is displayed so you can enter the quantity you want to dispose.

8. Click OK when the Quantity To Dispose is zero. After you post a disposal the Disposals grid displays the assets that have disposed in this period. Click OK again to finish the disposal posting.How to Transfer, Disposal & Renumber fixed assets

Now that the Assets has been depreciated, there may be times where as a user you will need to renumber / transfer or dispose of an assets for various different reasons.

Tech Tip

Asset Disposal:

You can only dispose of assets if their status is either:

> Live

> Fully Depreciated

//

Transfer to PeriodNow that the assets have been depreciated / disposed / renumbered etc, each period, the data can then be transferred to the relevant nominal ledgers (if linked) and period ended.

?

hbpgroup

from the HBP Group


62

7.3 Nominal Analysis

The Nominal Analysis is used to prepare the transfer details to the Nominal ledger from Fixed Assets. It collates the details and pushed it into the ‘Fixed Asset transfer’ found in the Nominal ledger. This process MUST only be completed ones per moth after the depreciation calculation and before the period end

7.3.1 To Run the Nominal Analysis

1. Open Fixed Assets / Utilities / Nominal Analysis. The Analysis form will open with the following options:-

2. Click Yes on the ‘Detailed Report’ form to view a report that displays asset-level detail of the period’s depreciation calculations, and disposals and revaluations and a second report that displays rolled-up values for each Nominal ledger account code that will be updated.

3. Click No on the ‘Detailed Report’ form to view a summary report that includes only the rolled-up values for each Nominal Ledger account.

4. You now have a choice of update options:

5. Select the Report Only button to see the postings that would be generated without updating the transfer file. This gives you the chance to review the journals and make amendments before updating the transfer file that updates the Nominal module.

6. Select the Report and Update button to view a report and update the transfer file.

7. Click OK.

8. The report for the update will be shown and then the report for the Nominal Journal.

Tech Tip

No Transfer Details Found:

If the message ‘No Transfer details found’ is displayed, the transfer file already includes the depreciation details for this period. These depreciation details must be transferred to the Nominal ledger by running the Fixed Assets Transfer command in the Nominal ledger.

//

Period EndOnce complete, the Period end can then be run. This should be in line with the Opera nominal calendar if it is linked as the year end will not progress before the Nominal Year end.

?

Note:

If you use another software product’s Nominal Ledger, use the Nominal Journal report to manually update your Nominal ledger.

hbpgroup

from the HBP Group


63

7.3.2 To run a Period End

1. Take a backup of your data using the Backup command in the System module.

2. Print all the necessary reports and audit trails from the Reports folder for the current period.

3. Select the Financials tab on the Ribbon Bar and then click Fixed Assets - Utilities / Period End

4. Click Yes to confirm you have backed up your data and run the necessary reports, then click Yes again to start the Period End. At the year end, a check is made to see if the Statutory Movement Report has been printed. If it has not, you are given the opportunity to print it.

5. Click OK when the Period End is finished.

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Top Tips & Best Practice

Top Tips & Best Practice1. Before any major process, always take a backup

This is a simple process with in Opera II / 3 and means that if you are running important processes (large batch of Transactions, period ends or large Nominal Journals), in the event that something is incorrectly entered or an issue occurs mid-way through the run, your data is safe in the knowledge that you have a back up of all your data just before you began your processing.

2. Set your favourites bar

Like many people, your day to day processing is generally in the same modules and screens. Setting the favourites bar with the areas you use most, can make navigating around the system must easier and save time. You can also add external programs such as Word / Excel to this menu.

3. Using your mouse

Opera screens only require a single click to open the form. Double clicking can open the same screen twice and potentially cause confusion as to what screens you are using. Mouse scroll can also be used in Opera3, and using the mouse scroll when while hovering over the header bar of a processing screen, will move between your records.

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Top Tips & Best Practice

4. Check your history settings

It is always a good idea to make sure the history settings for each module are set correctly, otherwise once a length of time has been exceeded; data will be removed for your system. The areas to check how long transactions are being kept for are the set options screens for each module. These are found in the utilities section for each module.

5. Tidy your data

As you continue to use the system, modules such as Sales order processing and Purchase Order processing will accumulate a vast number of transaction lines that eventually will no longer be required as the completed invoices are posted to the Sales and Purchase Ledgers. We therefore advise for each of these modules that a Reorganise is run which will clear completed transactions for the Order ledgers and can increase speed and searching through the two modules.

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 Resources & Support Information

Resources & Support InformationAs a leading Pegasus partner we are fully accredited to provide support for new and existing users of Pegasus Opera 3, Pegasus Opera II, Pegasus Capital Gold and all supporting modules. Our team of expert support and projects staff manage a wide range of businesses using products and can assist with everything from day-to-day issues, through to training and system upgrades.A support contract with Kamarin Computers includes unlimited telephone and email support as well as free payroll upgrades at year end. We offer a proactive service and on a monthly basis produce Pegasus helpsheets aimed at tackling common and topical issues for end-users.

To see our full range of Pegasus Opera II and Pegasus Opera 3 helpsheets visit www.kamarin.co.uk/helpsheets

hbpgroup

from the HBP Group

A Beginners’ Guide to Pegasus Opera 3 About Kamarin Computers

About Kamarin ComputersSince 1981 Kamarin Computers have been developing intuitive add-ons and enhancements for accounting software to greatly enhance the out-of-the-box functionality available to small and medium sized businesses. Kamarin’s solutions help organisations to tailor their workflow processes and ensure that they get the maximum functionality from their software investment.Today Kamarin Computers have a range of add-ons for Sage 200, Sage 50, Pegasus Opera II, Pegasus Opera 3, Exchequer and Access accounts software which benefit all areas of a business. Supported by a network of partners across the UK these add-ons help thousands of SMEs to save money, save time and focus on what they do best.

Date post:	27-Mar-2020
Category:	Documents
Upload:	others
View:	1 times
Download:	1 times