The Opera 3 Modules
Since the first release of Opera 3, we’ve added many more exciting new features to provide you with software that works hardest for your business through business improvement features. When using Pegasus Business Software you’ll also benefit from all these:
New report engine
In Opera 3 (O3) you can run multiple reports at the same time and reports can remain open whilst you navigate to other screens. The new search facility creates a list of bookmarks that link to the relevant results of your search so you can find what you’re looking for quickly and easily.
Document Management Desktop
Pegasus Document Management Desktop brings the benefits of Document Management directly to the desktop of everyone in the office, independent of O3. It allows instant retrieval and utilisation of documents stored within the Document Management database, and enables electronic capture of documents. Document Management Desktop users do not affect the O3 user count and the application is available at a fraction of the price. PCI Monpellier also provide Pegasus Document Management Support.
Improved user assistance
Opera 3 Help has been restructured and significantly improved, and now includes a What’s New section and a How To section.
Enhanced user interface
You’ll find navigating around Opera 3 easy, with the improved user interface delivering a fresh, modern look and feel, and a ribbon bar with meaningful icons to help make navigation easier.
Service & Helpdesk Management enhancements
Batch Generate Preventative Maintenance Calls
Preventative Maintenance calls due for items in the Equipment Register can be created in bulk, saving valuable time. Choose how they operate, whether to use contracts which include preventative maintenance visits, or whether to simply maintain and service equipment items.
The Summary Scheduler in Helpdesk Management provides the perfect solution for scheduling, rescheduling and viewing calls in bulk, rather than from the individual calls. A summary view of all resources can be displayed for the chosen month. Flexible filtering allows for more accurate planning such as Installation Calls Only, for engineers that work out of hours, or calls that are allocated to a specific department.
Other features added to O3 to enhance your experience include:
- New chart controls.
- Modeless reporting.
- Improved form functions through enhanced graphical representation.
- Mouse wheel navigation and double click processing.
- Password expiry.
Flexible, mobile and cost-effective
Pegasus Business Cloud (BC) is a flexible, secure and reliable alternative to implementing Opera 3 (O3) on your premises.
O3 is a complete business solution ideal for any small to mid-size business, and purchasing it to own outright is the right decision for many companies. For others, low cost of ownership and the agility offered by mobile computing are just as important. This is why Pegasus now offers you the choice of deploying O3 in the cloud.
Pegasus BC combines the rich functionality of O3 with the flexibility of mobile computing so that users have access to systems, information and processes no matter where they are or which device they have handy. Whether in the office or on the go, on a laptop or on a tablet, they’ll have fast, portable and instant access to O3, allowing them to monitor suppliers, customers, accounts and all the processes that O3 provides...all for a single monthly cost.
When you sign up for O3 in the cloud, a hosted virtual server is available for your use. This server includes Windows Server/SQL Server and 65GB of space, which leaves about 20GB of free space. You also get 5GB RAM. Onto this server is installed an image that contains the operating system, the Opera 3 system and a pre-licensed copy of Microsoft Office. All you need to do to access Pegasus Business Cloud is to download the Citrix Receiver client to the device being used.
Once installation and activations are complete, users log into the Pegasus BC service and use O3 as if it were installed on your premises. This means that it can be accessed from any location that has internet access. Opera 3 on Pegasus Business Cloud works well on desktop and laptop computers and tablets. Because of the screen size on smartphones, these devices are not ideal.
If you decide that O3 in the cloud is the best way forward for your needs, the things to consider when making your decision are the number of Opera 3 users and applications, the number of MS Office users, the internet speed you have available and how much additional disk space or RAM you may require.
Pegasus Business Cloud benefits:
• 24/7 remote access.
• No upfront software licencing costs.
• No recurring annual maintenance costs.
• No investment in hardware infrastructure.
• No requirement for dedicated IT staff.
• Server backup and security are taken care of by the hosting provider.
• Improved cash flow because there’s no up-front capital expenditure, just a monthly operational payment.
• Anti-virus and spam filters are always up-to-date.
File your VAT return online from Opera 3
HMRC has phased out paper VAT returns. Most companies have to submit their VAT returns online and pay any VAT due electronically.
Opera 3 works with the Online Filing Manager so that you can file your return online using the GovernmentGateway, the internet portal where businesses can access the online services provided by a range of Government departments. Opera 3 and the Online Filing Manager comply with HMRC requirements for filing online.
Transaction values linked to VAT codes that are marked to be included on the VAT100 return are also included on the VAT Online form, which is accessed from the VAT Processing form in the System Manager. The form displays the values for each box on the VAT100 return, calculated by Opera 3 from the sales and supply transactions posted in the application.
You can amend the calculated values if required. After a successful submission has been made to the Government Gateway, the boxes are disabled so you won’t be able to change the values. If a submission is failed by the Government Gateway, you can amend the boxes before submitting the VAT return again.
A note is displayed in the Government Gateway Response box which confirms whether the submission was successful or not.
There are lots of benefits to submitting your VAT Return online:
- Speed: going through the online registration and enrolment process takes just a few minutes.
- Security: all transmissions are secure because they are encrypted to the highest commercial standards and you have a unique User ID and password.
- Convenience: the service is available all the time.
- Accuracy: there are checks to help reduce errors so there is less chance of having your return sent back to you for correction or clarification.
- Reliability: you get an acknowledgment from HMRC including a unique submission receipt reference number.
Keeping accurate stock levels
Stocktake improves accountability and stock management, helping you maintain accurate stock levels.
By identifying any stock movements not accounted for by normal processing, Stocktake helps to pinpoint rates of loss and cost implications.
With Stocktake, product information can be extracted from Opera 3 Stock Control, divided and allocated to worksheets so that the relevant personnel can perform manual counts.
On completion, management can run a cross-check, make corrections and post adjustments back into Opera 3 to automatically update stock levels.
Stocktake Profiles allow you to define how stock items are processed when using Stocktake. You can specify how often a stocktake should be performed on certain items and how many times stock items are counted. You can also specify
tolerance percentages, which are used when the actual quantities found during a stocktake are different to the quantities on the system; stock counts outside the acceptable limit are then flagged up for attention and cannot be posted until the issue is resolved.
A default Stocktake Profile is automatically allocated to all current Stock Profiles when Update Data Structures is performed. You can either utilise this or delete it and add one or more new profiles. If you create more than one Stocktake Profile, you need to link them to your Stock Profiles or to your warehouses for each item as necessary.
Moving stock that is currently in a stocktake
A stock item can be issued to customers or receipted into stock whilst being counted via Stocktake. This means that other areas of the business can continue to use the Stock Control application and the count currently in progress is not affected. Stocktake users are given the 'Adjusted' value, which is calculated automatically by the system, and have the flexibility to choose which quantity should be posted back into Opera 3.
Selecting items for a stocktake
You can select the items to include in a stocktake based on the warehouse and bin number they are located in, by stock category, or from a range of stock references. You also have the option to include only items that are due to be counted (ie items that are supposed to be counted at regular intervals) or items that are overdue for a count.
Filtering items by bin location
If you are using bin locations, you can split up and plan your stocktakes based on bin locations, allowing for logical counts to be undertaken more effectively.
Controlling adjustment costs
This gives you the flexibility to choose between Last Cost price, Standard or Average Cost to calculate adjustment costs from Stocktake to Opera 3. Being able to choose the items Last Cost price enables more accurate reporting and analysis.
"The new functionality means that we can perform our month-end much faster, and because stock management is integrated with our accounting processes, we have 100% visibility of inventory, production and delivery schedules."
Paul Birnie, Financial Director, Wensleydale Dairies
Landed Costs Report (LC)
This report displays the LC recorded when stock receipts were posted. You can sequence the report in different ways including by LC Type and LC Group. This report can be used to help with the reconciliation of expected LC with actual LC charged. After establishing the variances between expected and actual costs, you can work out any loss or gain and post a journal to the Nominal Ledger as necessary. You can also use this report to monitor the recorded LC values or percentages on the LC Types you have set up and make amendments if necessary.
Landed Costs Settings Report
The LC Settings report displays information about stock items with LC Types assigned to them. It displays the LC Types for each stock item, their default value, calculation method and whether it is included in the aggregated cost calculation. The LC Types are grouped by LC Group if they are used.
Stock Valuation and Historical Stock Valuation Reports
These reports can include both the landed costs and purchase price in the cost price figures. They also display the sale price and the calculated profit margin. Since the cost price can include LC, this report gives a much more accurate calculation of your potential profit margins if the goods were sold at their specified sale price. These reports can also be run excluding LC if required.
The Issues report can include both the landed costs and purchase price in the cost price figure. It also displays the actual sale price, actual profit value and profit margin on the sale, reflecting your profit more accurately. This report can also be run excluding LC if required.
Record Sheets and GRN Reports
These include both the LC and purchase price, helping you identify stock items that are subject to LC. The GRN Report also includes the Shipping Reference entered when the goods were received.
The LC value for a stock item (either standard or average, based on the stock profile in use) and the last receipt cost are displayed on the Stock Processing form. They are also displayed on the Warehouse form if warehouse prices are in use. This allows you to immediately see the expected LC and the LC price from the last receipt into stock.
The unit cost for the stock item is also displayed, giving you all the costing information you need for a stock item. These figures are used in a number of areas such as stock receipts in Stock Control and Purchase Order Processing, and on sales and orders and invoices in SOP/Invoicing. This gives you a more accurate view of costs and margins when using these stock items because it includes both the unit prices and the landed cost prices to give a true total cost.
For an accurate valuation of your stock costs.
Landed Costs (LC) are the additional costs incurred in getting goods you purchase from your suppliers to your premises. Knowing your landed costs helps improve costing and accountability when purchasing stock, particularly from overseas suppliers.
The total cost of a landed shipment includes the purchase price of the goods as well as freight costs, insurance, warehousing and, in some instances, customs duties and other taxes that may be levied on a shipment. These costs can be posted to the Nominal Ledger to ensure more accurate Profit & Loss and Balance Sheet reporting.
LC are also included on the various stock-related processes such as the Stock Valuation Report, to provide a more accurate picture of the value of your stock. Knowing both the purchase price and the landed costs is critical, because the total cost needs to be linked to the sales price so that you know what your profit margin will be.
If you wish to use LC, the option can be activated within Company Profiles in Opera 3. This option is only enabled if you use both the Stock Control and Purchase Order Processing applications.
Landed Cost Types
LC Types are key to the operation of LC; they define the individual LC elements that can be assigned to stock records, which are used to build up the total LC for that item. These codes provide a flexible way of defining the values of your LC. The default value can be left empty, so that the value of the LC can be entered when stock is received, providing even more flexibility in assigning LC values. You can also specify a Nominal Account Code. You only need to do this if the Nominal Account Code on the LC Groups or in the Nominal Ledger Set Options is not correct for this type of LC, providing flexibility in the way these costs are analysed in the Nominal Ledger.
Landed Cost Groups
LC Groups are optional but it does make it easier to operate LC if groups are used. LC Groups allow you to group together different LC Types for data selection and reporting. For example, you might have a number of LC Types for different types of freight, such as road/rail/sea/air. You could link these LC Types into one group called "Freight", so you can report on these LC either individually or under the Freight group. It is also possible to assign a Nominal Account Code to a LC Group. LC Types inherit the Nominal Account from the LC Group. This means that you don’t need to assign this Nominal Account Code individually to each LC Type, so creating these items is faster and you are less likely to make mistakes.
"Opera 3 Business Software has given us the ability to take full control of all aspects of our company, helping us move forward and grow at the same time."
Joey Barfe, Operations Director, Ibonhart
Ease the burden on the payroll team
With Opera and Pegasus Web Xchange, completing and submitting timesheets, whether remotely or in the office, is now at your employees’ fingertips.
Integrating with Opera Payroll & HR, Timesheets via Pegasus Web Xchange allows employees to enter their timesheets from any location that has internet access, using their device of choice. Office-based staff can equally use this simple and highly accessible timesheet recording system to manage their time and activities efficiently.
With a timesheet entry facility that’s integral to Opera, there’s no more need for the payroll team to import numerous timesheets in spreadsheet format every time they perform a payroll run. Consequently, admin time and the possibility of error are significantly reduced.
Employees don’t need to be users of Opera to use Timesheets. They simply log into the Timesheets service, complete their details and submit. The timesheets are then forwarded to their manager, who can approve or reject them. The manager can add notes to rejected timesheets, and these are then returned to the employee for amendment and resubmission.
Once approved, timesheets can be imported to Opera 3 Payroll for inclusion in the next payroll run. If further information is required by the Payroll team, they can drill down to the entries underlying the timesheet.
For added flexibility, any employee can be defined as “No Payroll Update”, which means that they can enter timesheets
but these will not be transferred to Opera 3 Payroll. This is useful if the employee is salaried and does not get paid
based on hours worked, or is a contracted employee.
How it works
With Timesheets, managers set up tasks and employees record their hours worked against any of these tasks. Tasks can be project-related, or non-project related such as holiday or sickness, providing a complete time record for each employee.
Timesheets can also cater for time entry against a shift that might include overtime or unsociable hours payments; these can be reported on and can be posted to Opera 3 Payroll. Employees can partially complete their timesheets and save them for completion later, ideal for recording daily times and submitting them to their manager at the end of the week.
And for workers who have similar work patterns every week, the timesheet can be pre-populated with their usual activities for additional speed and convenience.
Timesheets also offers reporting and analysis functionality.
Time recorded by employees can be analysed by project, task type, date and worker. All this information can also be exported to Excel for further analysis.
- Integration with Opera 3 Payroll.
- Employees have secure access to enter and review timesheets remotely using PCs, laptops, tablets and
- Employees don’t need to be users of Opera 3 to use the Timesheets service.
- Create Projects and Tasks against which time can be posted.
- Non-project time, such as holidays, can also be posted.
- Partially complete timesheets can be saved and amended later.
- Time can be posted against overtime and unsociable hours in order for the correct payments to to be calculated.
- Timesheets can be pre-populated with the employee’s usual activities.
- Handles timesheets for subcontractors that are not paid via the payroll.
- Awaiting Approval timesheet list for Managers.
- Timesheet Managers, as well as Payroll Administrators, can approve or reject timesheets.
- Rejected timesheets can be amended by the employee and re-submitted.
- Bulk e-mailing to employees.
Empower employees and reduce HR costs
Payroll Self Service offers improved efficiency throughout the HR department; its noticeable cost and time-saving benefits make it the perfect solution for many organisations.
Printing payslips and P60s and keeping up with employee requests to update personal details, check holiday entitlement or re-issue copies of payslips can add hours to a Payroll Administrator’s workload. With Payroll Self Service, the time spent doing administration every month can be significantly reduced, and you’ll also make substantial savings on the cost of printing and posting payslips and P60s.
Security for peace of mind
Depending on the permissions assigned to them, employees may access information such as their personal details, pension information, photograph, contacts, education records, bank account information, absence details and holiday entitlement. This information can be restricted to Read Only, or Read/Write access can be given so that the employee can update various details and post them back to Opera 3 for authorisation by the manager. Integration with Notification Services in Opera 3 will alert the manager of changes awaiting authorisation, which the manager can then approve or reject.
Employees can view current and previous payslips and P60s online and print as required, eliminating postage and print costs and saving time. Printed payslips and P60s can still be produced for employees that don’t use Payroll Self Service.
Employees who are members of a pension scheme can also instantly access their pension information. They have better visibility of their auto enrolment status, current pension provider and contributions. They can also drill down to a detailed view of their overall pension contributions.
Payroll Self Service highlights
- Employees have secure electronic access to their payslips and P60 certificates at any time.
- Payslips and P60s can be made available online or printed.
- HMRC-approved eP60 report.
- Employees have access to their pension information.
- The Payroll Self Service administrator can create and use e-mail profiles and can send e-mails to individual or multiple users, or schedule e-mails to be sent at a certain date and time.
- Employee permissions can be set to No Access, Read Only or Read/Write.
- Default permissions can be assigned to Roles which in turn can be linked to employees. This allows for global assignment of permissions.
- Subject to permissions, employees can remotely access and amend their personal details, photograph, contacts and education records. They can also access their pension information, bank account information, absence details and holiday entitlement.
- Authorisation routine allows a manager to approve pending updates to employee details.
- Integration with Opera 3 Notification Services alerts a manager to requests awaiting authorisation.
- Batch creation of users for rapid deployment.
- Automatic generation and distribution of user passwords upon initial setup, which can easily be reset.
- Payroll Self Service accounts are linked back to employee records within Opera 3.
- Managers can be assigned the Departments that they are responsible for.
- Full Audit Log of changes requested from Payroll Self Service.
- The look and feel of Pegasus Web Xchange can be customised with your company logo.
- SSL certificates can be used for secure access.
Connect with your Opera Business Software data remotely
Pegasus Web Xchange (WebX) provides a set of services that are used to securely access and view data via a web browser. It’s a secure and easy way to access Opera data on the go – any time, anywhere and on a number of devices.
Users can log in from a range of devices via supported web browsers such as Internet Explorer, Google Chrome, Mozilla Firefox and Safari. With Pegasus Web Xchange you can:
- Access data securely.
- Connect with your data wherever you are: it’s available on devices such as PCs and tablets.
- Save time with 24/7 access.
Pegasus Web Xchange functionality
- The website administrator can send an e-mail to single or multiple recipients, schedule the e-mail to be sent at a given date and time, and resend all or failed e-mails.
- Create e-mail profiles to be used as templates for e-mails.
- Service Status View: a diagnostics portal so that the website administrator can monitor the status of all services between Opera 3 and Web Exchange.
- New Requests History report: a historical audit trail of WebX requests that have been accepted or rejected via the Import Requests function.
- Synchronisation facilities for the current company.
- When creating Pegasus Web Xchange users and selecting the associated employee, the administrator can filter users by reference, surname, company or department.
- When creating WebX users and assigning them a Payroll Self Service department, the Payroll Self Service administrator can filter departments by company or department name.
“Pegasus Web Xchange is the future of how businesses will integrate their accounting and business systems with the web and leverage the benefits of both environments.”
Stuart Anderson, Sales & Marketing Director, Pegasus Software