Opera - How to setup import via email

To set up the auto emailed reports from Opera, there are three reports that will need to be programmed to automatically email from Opera to Inn-Flow after Night Audit occurs. Please follow the steps below to complete this set up:

REPORT CODE                           REPORT NAME                                    

• trial_balance                       Trial Balance 
• stat_dmy_seg                     Market Code Statistics (Group by: Market Group)
• manager_report                  Manager – Flash (Month To Date)

To Setup the reports to be automatically ran:

Within the Opera header, click on Miscellaneous at the top right.

Then click on Report Scheduler on the left-hand navigation bar.

 Within the Reports Scheduler screen, on the right, select New.

Type in Manager into the Search field to locate the Manager - Flash report.

Select the Manager - Flash report and change the File Format to XML in the drop-down menu, then click OK.

The schedule box will open. Update the fields accordingly:

In the Start section:

• In the Date field, update this to the Next Day’s Date. For example, if today is January 16th, you would update this to 01-17-2020. Click OK.
  
• Change the time to a time when you know that audit will always be ran by, like 04:00 or 05:00. Night Audit must be ran by this time, or the files will be incorrect and the import will fail. 

In the Repeat section:

• Select Days and make sure it says Every 1 on the left.

Leave it to Repeat Until Indefinite.

Select OK.

In the next pop-up, select File in order to save your report.

Follow the exact same steps, but the File Format should be in PDF. The PDF copies will be used for reference.

Next, the Trial Balance report will need to be set up. In the Report Scheduler, search for Trial Balance.

Select the Trial Balance report and change the File Format to XML in the drop-down menu, then click OK.

The schedule box will open. Update the fields accordingly:

In the Start section:

• In the Date field, update this to the Next Day’s Date. For example, if today is January 16th, you would update this to 01-17-2020. Click OK.
  
• Change the time to a time when you know that audit will always be ran by, like 04:00 or 05:00. Night Audit must be ran by this time, or the files will be incorrect and the import will fail. 

In the Repeat section:

• Select Days and make sure it says Every 1 on the left.

Leave it to Repeat Until Indefinite.

Select OK.

Select File to save this report.

Follow the exact same steps, but the File Format should be in PDF. The PDF copies will be used for reference.

Now that the Manager Flash Report & Trial Balance are setup correctly, we can move on to the last report – Market Code Statistics Report. In the Report Scheduler, search for Market. 

This Report name can different depending on the Opera Type. The REP Name will be the same: stat_dmy_seg. If this doesn't appear for Market, try searching "Day."

Select the Market Code Statistics report and change the File Format to XML in the drop-down menu, then click OK.

The schedule box will open. Update the fields accordingly:

In the Start section:

• In the Date field, update this to the Next Day’s Date. For example, if today is January 16th, you would update this to 01-17-2020. Click OK.
  
• Change the time to a time when you know that audit will always be ran by, like 04:00 or 05:00. Night Audit must be ran by this time, or the files will be incorrect and the import will fail. 

In the Repeat section:

• Select Days and make sure it says Every 1 on the left.

Leave it to Repeat Until Indefinite.

Select OK.

In the next pop-up, make sure the Date is set to the Previous Day’s date, and the below settings are selected:

• Previous Day’s Date
• Do NOT include Unused, Day Use or No Shows.
  
• Group by Market Group
  
• Subgroup by Market Code
• Select File

Follow the exact same steps, but the File Format should be in PDF. The PDF copies will be used for reference. 

Select Close to close the Report Setup page. 

It will take you back to the original Report Scheduler page. 

Now we need to add the report settings in order to:

1. Add the email address the files should be sent to
2. Setup the reports to be sent with the previous day’s data

To add the email address, in the Distribution List option, we now have to add the email address you wish to send the report to. On the right, select the second New so that we can add an email address.

1. In the pop-up, select Email
   1. Type in the email address provided (nnnnn_OPERA-PMS@inn-flow.net) Your hotel's email address can be found within the Administration / Entities / Import Email Address tab. Where do I find my hotel's Import Email Addresses?
   2. Enter the Enterprise and Hotel ID into the Subject line 
   3. Select OK
   4. Feel free to add additional email addresses (for the PDF & XML files) to ensure that the files are processing nightly.

The screen should appear per below.

Next, in Parameters, select Set Date.

In the pop-up, select the +/- button then 1. This will make sure that when sent, it will pull the Report Date minus 1 date, which is the previous day.

Select OK.

The screen should appear as below in the Parameters section.

Now follow these same steps for all the reports, adding the email addresses in the Distribution List and updating the Parameters to send the report for the following day. 

The FINAL step is that Inn-Flow needs to verify that all three reports are being received, and in the correct format. If the import is not successful the following day, reach out to Support@Inn-Flow.com to ask which report(s) failed. 

You can select the Run Now option on the right side to send the files for the previous night to see if these populate in Daily Activity. Allow 15-30 minutes for these to appear in Daily Activity.