Knowledge Base

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

 On the right, select New.

Type in Manager into the Search field to find the Manager Flash report.

Select the Manager Flash Audit report and change the File Format to XML then OK.

 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, I would update this to 1/17/2020. Click OK.

Change the time to a time when you know that audit will always be ran by, like 4:00 or 5:00. Night Audit must be ran by this time, or the files will be incorrect. 

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. 

Now that the Manager Flash Report is setup correctly, we can move on to the Trial Balance report. In the Report Scheduler, search for Trial Balance.

 Update the File Format to XML then select OK.

In the Start section:

In the Date field, update this to the Next Day’s Date. For example, if today is January 16th, I would update this to 1/17/2020. Click OK.

Change the time to a time when you know that audit will always be ran by, like 4:00 or 5:00. Night Audit must be ran by this time, or the files will be incorrect.

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. 

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 correct report, update the File Format to XML then select OK.

Select tomorrow’s date change the time to either 4:00 or 5:00, whichever the Manager Flash was set to.

Set the Repeat to Days.

Ensure that Repeat Until is set to 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. 

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.
   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. 

In the Distribution List, select New on the right.

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.
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.

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.

Be sure to follow the above steps (setting the email distribution and the parameters for ALL reports). 

The FINAL step is that Inn-Flow needs to verify that all three reports are being received, and in the correct format. Please contact Support to have them check if the files are received.

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.