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tops professional™ accounts payable manual

1. 32 N Formula Distr Setup Expense Distribution Notice the Expense Distribution section at the bottom of the screen Description octa MA Amount Remaining 0 00 You must completely expense the amount of the Recurring AP transaction before you can exit the screen Amount Remaining This shows the Amount Remaining that must still be expensed As you enter each line of the Expense Distribution the Amount Remaining changes When the Amount Remaining equals zero you have fully expensed the amount of this Recurring AP transaction Enter the GL Account here or use the down browse arrow to open a browse of the Chart of Accounts T SY Browse G L Accounts Account 01010 000 01020 000 01060 000 01070 000 01210 000 01300 000 01310 000 01320 000 01330 000 01340 000 01340 001 01340 002 01350 000 01360 000 01370 000 01380 000 01390 000 01410 000 01420 000 pp Add Hew Description Cash Checking Operating Cash Previous Mgmt Cash Savings Operating Cash Savings Reserves Certificates of Deposit CURRENT ASSETS Assessments Receivable Developer osemts Rece Special 4semts Peceiu Late Fees Recelvable Late Fees Recelvable Gp 001 Late Fees Recelvable Gp O02 Legal Fees Recelvable Misc Owner Recelvablez Owner Coll Costs Recery Owner Admin Fees Rece Ovner Interest Fiecare Special Assessments Rec Recreation Pass Peceiu hal wf DE x
2. 3 on the A P Menu and Posted them Unless the Bills are Posted they are not recognized by the check printing programs Therefore you cannot see them to select them for payment Check types There are many different check formats you may select from which include these checks Lazer without reference Laser with reference Dot mtrs without reference Dot mtrs vith reference Dot mtrs ver 1 0 MICA format MICK with reference GuickBook GuickBook MI R Mo Sign Legal Size MICE MICRA Folder Sealer Letter MICR Folder Sealer Legal Custom Check The Check Format is set in the AP Control File which is part of the Setup menu tab on the AP Menu These checks are available from many sources including Dynamic Systems 6420 Pleasant Street South Park PA 15129 800 782 2946 Fax 412 831 4754 http www dswebtoprint com tops To Print Checks follow these instructions Print Checks Formost Business 7564 Standish Place 115 Rockville MD 20855 2745 301 777 4242 Fax 301 424 7489 http www formostgc com em Click the Checks button on the AP Menu You will see the Print Checks menu Print Checks A Click the Print Checks button to select invoices for payment and print ES computer checks Print Checks When you click the Print Checks button you will see all the Posted Invoices that are available for payment Select Invoices AP Checks 08 Alpine Meadows HOA Seale t
3. 52 Vendor History A report showing the invoices and check history for each Vendor It can be printed for ALL Vendors or selected Vendors A P Distribution to G L A report that shows all entries made to the General Ledger for a range of dates It is a valuable audit trail report to trace the G L activity coming from the A P module Vendor Check Register Shows ALL Checks written to a Vendor for a range of dates It can be printed for ALL Vendors or just selected Vendors Custom Report Some TOPS customers have special custom AP reports If so they can be accessed through this menu choice 53 Year End The only year end requirement for accounts payable is to print 1099 Misc Income forms for unincorporated vendors as required by the IRS This must be done on a calendar year basis regardless of the fiscal year for the community You can do this anytime after the end of the previous calendar year however the IRS does have filing requirements which generally require this to be done by January 31 of the following calendar year In addition to printing 1099 s through the Year End menu you also have the option to purge Vendor History You do NOT need to do this in order to proceed with a new year but if you wish to get rid of old Vendor History you can do so through the Purge Vendor History on the Year End menu ear End Click Year End on the AP Menu You will see the AP Year End menu AP Adjustments Year
4. Adjust Unpaid Invoices existing Entries 0 AJP Trans Ewa Vendor SURE NSURE IT Invoice F1278423 Dat Reference harch Premium ae Original Date 0315412 Amount 350 00 a i Effective Date 0425412 Tranz Type Mark az Paid Description ow i on cancel Y Close Complete the fields on the screen then click Post Jl Reports There are many AP Reports that can be printed Most of the reports are date sensitive meaning they can be printed for any date where data is still on file This is especially handy for reports like the Aged Open Item report where you might want to print it for a period in the past to check for open items as of a certain date Reports Click Reports from the AP Menu You will see the AP Reports menu Check Register Vendor History AvP Dist to GIL ie Wen dar Check Reg ais Custom Report Below is a brief description of each report Aged Open Items This report shows the Open unpaid invoices that have been entered and posted but not yet paid It can be printed for any date in the past as long as the Vendor History exists for that date Check Register A disbursement report that lists all checks issued for a range of dates The report can be printed in full detail shows complete invoice detail or summary format simple check listing It can be printed for any date in the past as long as the Vendor History exists for that date
5. Checking this box means you wish to upload AP Invoices to a community web 20 site so community officers can approve the invoices for payment through the Online AP Approval feature of a TOPS community web site If Online AP Approval is not activated for a community you will not see this checkbox on the AP Bill Entry screen Formula If formula distributions are active in this community AP Setup then the Formula field will be active If not the Formula field will be hidden from view on the screen Formulas are entered at the Community Setup menu Formula Distr Setup Handwritten Check An AP Handwritten Check screen looks like this Handwritten Check EDAP Enter AP XX Sample Condominium Seles Trans Type Bil Handwritten Check Tran Vendor ID AAC endor ABC MAINTENANCE Bank ID 1 1010 000 Cash Checking Operating Invoice E Invoice Date 120240 Reference Check Date 12024 0 Amount Check Amount Remaining 0 00 Description amount 03110 000 Gen Maint amp Repair l Dona Gl tone Sceniatach Dance iF on crese Complete the following fields on this screen Vendor ID Either type in the Vendor ID if known or click the down browse arrow i to open up a browse screen to locate the vendor or add a new vendor if needed The vendor browse looks like this 21 Bank ID Reference F AP Browse Vendors A 1STNAT 157 NATIONAL BANK AAAPE
6. 56 Setup The AP Setup includes the A P Control Info which let s you configure the handling of the Accounts Payable functions For example you can elect to turn off printing Audit Trail reports such as the Bills Posting Registers Further through the A P Control Info you can specify the default Checking Account to be used with Accounts Payable You can select which accounting method Accrual or Cash you wish to use for this Community Depending on which method you select the interface of transactions to the General Ledger from A P is affected Accrual recognizes expenses when due while Cash recognizes expenses only when a check is issued Setup Click Setup on the AP Menu You will see the Setup menu AJP Setup Control Info AP Online Wizard We will only focus on the AP Control Info The AP Control Info looks like this AP Control Info 57 ED AP AIP control information 08 Alpine Meadows HOA AE General Account Number p 3010 000 El Account Description fac ounta Payable Print A P Check On Both b Last Voucher Ew Default Cash fe 01010 000 Cash Checking Operating Check Format Laser With reference Y Accounting Method accrual sri Printing Options W Print community name on AP checks Customize AF reference by Distribution Print community ID on AvP checks Warning for vendor insurance expiration Use distribution formulas Make Invoice Eff
7. tems Selected 4 Total mount 1 451 13 Check Info Check Date Last Check Used 1453 starting Check 1454 Vertical Slignment Default r Print Slignment d i Oeancel Overdraft Protection Notice this screen shows the bank balance as well as the total of the invoices selected If the invoices selected will exceed the bank balance you will see a warning on the screen to help prevent you from overdrawing the cash available Check Info The following information is displayed but can be changed Check Date displays today s date but can be changed Last Check Used based on the last check printed for this community Starting Check can be changed but may cause a number of checks to be voided behind the scenes Vertical Alignment adjust the position where the check prints in small increments of 1 2 5 lines either up or down Print Print a sample check to test the alignment Alignment d ad Click the Print Check button to proceed with the actual check printing Y ou will then see the print reports option so you can direct the check printing to the correct printer Print Checks 45 T SY Print Reports Print AP Checks Print To f Screen pma ah Eraill Settings Portrait ej Print d Fe Click the Print button to start printing the AP checks 2 Can cel i f o Click the Cancel button to exit without printing checks Post Checks After the checks have printed
8. 01420 000 Recreation Pass Rece If needed click Add New to add a new GL account to the Chart of Accounts The description of the GL Account from the Chart of Accounts The amount of the Bill or Manual Check to be expensed to this GL Account Distr If using Formulas this column shows the of the Expense Distribution for each line in the Formula The Amount of the Bill or Manual Check will automatically be distributed according to the s in the Formula An example showing Expense Distributions looks like this Acct kd Description gt Distr 1741 0 000 Gen Maint amp Repair E 07010 000 Management Fees 07020 000 Accounting Fees E A completed Bill transaction looks like this ED AP Enter AP XX Sample Condominium AE Trans Type fe Bill Tran In lame Vendor ABC MAINTENANCE E 01010 000 Cash Checking Operating Invoice om2 o Invoice Date MALA Reference Repair Fence at Entrance Effective Date METE Amount 125 00 C Handwritten Check endor ID Bank ID Amount Remaining 0 00 Amount Description 109410 000 Gen Maint amp Repair D var poes ScantAttiach 24 The following explains the button functions Screen Controls majo Click the OK button to save the AP Entry transaction as displayed a Click the Cancel button to erase any entries made to this AP Entry i OM 3 Delete Hotes Click the Close button to exit from the AP Entry screen Using
9. Checks 08 Alpine Meadows HOA Unpaid Invoices Items Selected 0 Amt to Pay Vendor Vendor Mame Bank ID Thane Invoice Date Amount Partial Ame EXTRAS El TRASH amp REFUSE 022812 DAON Z IMMED IMMEDIATE MANAGEMENT SERVICE 030112 030152 INSURE INSURE IT F1278423 031542 SAMPLE SAMPLE ELECTRIC UTILITY 4214565325 0305 2 Es Press the Space Bar to select E E Print Cl or unselect Invoices 2 tal d Pr Y Close CEN Click the Select All button to select all listed invoices for payment When you click the Select All button you will notice that the Select column will change from No to Yes for all the listed invoices Select Invoices 43 AP Checks OB Alpine Meadows HOA MSR Unpaid Invoices Items Selected JEZTRAS EZ TRASH amp REFUSE 1 022512 02 2652 225 00 IMME IMMEDIATE MANAGEMENT SERVICE 030112 030112 INSURE INSUREIT 218423 0304512 SAMPLE SAMPLE ELECTRIC UTILITY 4214565323 050512 1 451 13 Invoice Ve m d or N a me vendor Amount Partial Amrit Select E Print Press the Space Bar to select i 4 Frew or unselect Invoices A sean Y cran 2H Prim W Close Notice that it also shows the total Amount to Pay at the top right of the screen This is the total of the invoices selected for payment Y cra The Clear All button clears all the invoices selected for payment so you can start over de Print The Print Preview button prints a preview report showing the i
10. ED SY Print Reports x Process recurring bills payable Print To Portrait Landscape Print click to generate the report according to your Print To options Cancel click to exit without printing A o Click the OK button to select the highlighted Recurring AP Bill transaction so you can view the transaction details itself and make changed if needed 3 Click the Close button to exit from the Recurring AP Recurring AP Bill transactions must be posted before they affect vendor account balances or your General Ledger You cannot print a computer check to pay a Recurring AP Bill until it is Posted You will have a chance to select which Recurring Bills to Post after you click the Select amp Post button Select amp post i Click the Select amp Post button to proceed This does not Post the transactions it gives you the opportunity to select which Recurring AP Bills you wish to Post Select Recurring Bills to Post ED Ap Recurring A P Post Post Date 03 12 12 tems Selected o Selected Vendor Day Invoice A ast post Frequency Amount ABC 15 111 021012 Monthly 100 00 ABC MAINTENANCE Ret PICKUP COMMON AREA TRAS PREC 10 D2341 021202 Monthly 350 00 PRECISION CUT LAWNS Ret MONTHLY LAAN CONTRACT INSURE 10 49123 57 0241212 Monthly 275 00 INSURE IT Ret MONTHLY INSURANCE PREM IED 0i 01 0240142 Monthly 750 00 IMMEDIATE MANAGEMENT SERV Ret MANAGEMENT FEES b PS Use the Enter key to select 3 7 Post Cl
11. Scan Attach button you will see the following screen 25 PD Invoice Attachments XX Sample Condominium Voucher 106 Vendor ABC Invoice D1010 Reference Fix Pothole in Parking Lo E Scan Image Add File h ai No Attachments exist for this voucher Choose Scan Image or Add File to Create an Attachment There are only two buttons active Scan Image Use this button if you have a scanner attached to your computer and are ready to scan an image of the AP invoice or any related documents Add File Use this button if you have a file or image already on your computer and wish to attach that file or image to this AP Transaction in TOPS It opens a standard Windows browser where you can select the file s to attach Once an image or file is attached to the AP Transaction in TOPS the screen will look as follows D Invoice Attachments XX Sample Condominium Voucher 106 Vendor ABC f Invoice D1010 Reference Fix Pothole in Parking Lo pe n Image n Add File Le Remove File Save amp Exit Attachments Details MX 3500N_20120327_154539 pdf Adobe Acrobat Document i File Created 3 27 2012 at 4 37 PM Last Modified 3 27 2012 at 4 39 PM File Size 16 86 KB File count 1 Now the other two buttons are active Remove File This deletes the file from the AP Transaction Save amp Exit This saves the file as an attachment to the AP Transaction You can double click
12. a a A cra or Unselect each Recurring Bill 8 ai R Close Notice the Post Date at the top of the screen If you are using the Accrual Accounting method for this community this is the date you will see the expense for the invoices you select hit the General Ledger as of If you are using the Cash Accounting method the Post Date will have no effect Select Unselect 38 All the Pending Invoices are Unselected for payment to start to prevent accidental selection Notice these buttons at the bottom of the screen Double click on individual invoices to select them for Posting The No will change to a Yes to indicate that this invoice has been selected for Posting Buttons DP sa o Click the Select All button to select all the Pending Invoices to Post cial x Click the Clear All button to Unselect all Pending Invoices so you can start selecting again 2 post Once you have selected the Recurring AP Transactions you wish to Post click the Post button You will see this screen Post Options ED AP Posting Recurrin Sel Post Option C Post by tem Day ia ok Dean e Post by Date Entered the Date Entered means the Post Date shown at the top of the invoice selection screen as shown below T AP Recurring AJP Post EJ fx Amount asi poz 024104012 Monthly 100 00 al ABC MAINTENANCE Ret PICKUP COMMON AREA TRAE oo Pa d a a L MM Post by Item Day when you enter each Recurring AP Transa
13. 300 555 1114 E Mail Maintain wiew Send General Insurance iw 1099 1099 ID 52 14123417 Insurance Type Liability TypeDesc Handyman Insurance Co Any State Insurance Default Expire date 122108 Policy 1276304124 Bank ID Expense Acct 09110 000 Print 1 check per invoice Motes Ho da Add LA OK canos T Delete ML Close From here you can add change or delete vendors as well as view the invoice and payment Address 3 history or print a list of vendors for this community You can also enter notes about this vendor We ll cover each of the vendor screen elements in detail d Click on the browse arrows to move backwards and forwards through the 4 Click the down browse arrow to open up a browse of the Vendors to select the vendor you wish Vendor ID TOPS keeps track of each community s vendors by a user enter 5 digit alphanumeric ID We recommend the ID be an easy to remember abbreviation of the vendor s name but you can use any system you wish for the Vendor ID You can type in the Vendor ID if you know it or use the down browse arrow El to open a browse list to select the vendor The name of this vendor as you would want to see it on checks and reports M Global Vendor Checkmark the Global Vendor box to make the vendor global meaning the vendor will be active in every community in TOPS Changes made to a global vendor in any community such as a change in m
14. Bills To Post Once you click the OK button after entering a Recurring AP Bill you will see all the Recurring AP Bill transactions listed Existing Recurring AP Bills 36 ED AP Select Recurring Bills Recurring Bills General invoice Attached Desc Fiptian Amount w Monthly PREC MONTHLY LAAM CONTRACT 350 0002 242 Monthly INSURE MONTHLY INSURANCE PREMIUM 2ra 0002A 242 2 Monthly IEC MANAGEMENT FEES 50 0002 01 411 2 sl d a Add Do dl Print PF on se It lists all the Recurring AP Bills that are available to Post then pay The columns are the screen are Trans The system assigned transaction used by TOPS to keep track of each AP transaction The sign indicates there is an attachment to this Recurring AP Transaction Frequency One of these Frequencies e Monthly e Weekly e B Weekly Quarterly Semi Annually Annually Vendor ID The Vendor ID selected when the transaction was entered Description The Reference entered for each Recurring AP Bill transaction Amount The total amount for each Recurring AP Bill transaction Last Posted Shows the date the Recurring AP Bill was last Posted This is updated automatically when you Select amp Post the Recurring AP Bills to be paid Screen Controls dh add Click the Add button to enter a new Recurring AP Bill transaction de rin Click the Print button to print a report showing and Recurring AP Transactions in detail pg 37
15. Enter AP Transaction screen Trans Type Make the selection of either of these transaction types 18 e Bill this is where you would enter an invoice to be paid to a vendor or a credit memo to be deducted from a future payment e Handwritten Check make this selection if you have written a manual check to a vendor and you want to record it in the AP module A Bill is an invoice from a Vendor that you need to pay Normally it would be paid by a computer check but you can enter a Bill then mark it as manually paid through AP Adjustments An AP Bill Entry Screen looks like this AP Bill Entry AP Enter AP TS TOPS Software Sele Trans Type Bil C Handwritten Check Tran Vendor ID sj Vendor Bank ID Invoice AA Invoice Date Reference paa Ettective Date Amount ae Amount Remaining 0 00 Description Amount Y vaa O noes ScaniAttach canal Yi OK crese Complete the following fields on this screen Vendor ID Either type in the Vendor ID if known or click the down browse arrow 3 to open up a browse screen to locate the vendor or add a new vendor if needed The vendor browse looks like this O AP Browse Vendors 1ST NATIONAL BANK 444 PEST CONTROL ABC MAINTENANCE ADT AT HOME NET BARCLAY AND SEYMORE PC BENEFITS DESIGN GROUP BIZPEN COMMUNITY ASSN PUBLISHING COMPUTER RENTALS CORP PERFORMANCE INSTITUTE EWBANK TELECOM EZ TRASH amp REFUSE HOSPICE IM
16. Liability Insurance Renew Bill Totals TOTAL 3 1 224 15 E ton d r n Y oa dh nae oon Y close Notice it lists all the Pending unposted AP Entry transactions The columns on the Pending AP Transactions are Voucher The system assigned transaction used by TOPS to keep track of each AP transaction One of two types B Bill will be paid by computer or handwritten check M Manual Check Screen Controls de add Click the Add button to enter a new AP transaction gt m z o i A ox Click the OK button to open the highlighted AP Entry so you can review change or delete it HK close Click the Close button to exit from the Pending AP Entry screen Using the Close button all transactions entered are automatically saved ready to be Posted when you are ready Post AP Transactions AP Transactions must be posted before they affect vendor account balances or your General Ledger You cannot print a computer check to pay a Bill until it is Posted Post El Click the Post button to post all Pending AP Transactions As a safeguard to protect against accidental posting you will see this question 28 SY TOPS MESSAGE 2 Are payable transactions OK Eo post Mo Yes will proceed with Posting all Pending AP Transactions No will exit you back to the Pending AP Transaction screen If you answer Yes the Pending AP Transaction will be Posted
17. When complete you will see this confirming message SY TOPS MESSAGE X 2 Posting complete ma For Manual Checks they are now recorded No further action is needed For Bills you are now ready to select Bills to be paid and print computer checks if you wish Click the Print button to print a report showing and Pending AP Transactions in detail ED SY Print Reports Process bills payable Print To Print Portrait Landscape 2 Can el Print click to generate the report according to your Print To options Cancel click to exit without printing Click on a pending AP Transaction then click the Delete button to erase the Bill or Manual Check transaction highlighted on the screen Note You cannot delete a Posted AP transaction For a Posted Bill you must enter an AP Adjustment to cancel it For a Posted Manual Check you must enter another Manual Check with the same information but for a minus amount This completes the manual section on Enter AP Bills and Manual Checks 29 Recurring AP INTRODUCTION Use this function to enter or select for payment repetitive A P Bills and contract payments where you need to pay the same vendor each period Just like regular A P Bills Recurring AP Bills are not recorded as transactions until you Post them A Trans a Voucher is automatically assigned to each transaction as you Add it This gives the program a uniform way to
18. if you wish following the instructions below You can have an unlimited number of attachments to an invoice _ The attachment symbol without the green checkmark means there is no attachment to an invoice You can click on this symbol to add an attachment if you wish No Attachments Ready To Add P Invoice Attachments 08 Alpine Meadows HOA Voucher 5 Vendor EZTRAS Invoice 022812 Reference February Trash i 3 Scan Image Add File oF ib e endor history No Attachments exist for this voucher Choose Scan Image or Add File to Create an Attachment y Scan I Click Scan Image to add an Invoice Image or any other scanned image as an attachment to this invoice Add Fil Je pe Click Add File to add an existing file stored somewhere on your computer or network as an attachment to this invoice It will then open a standard Windows browse for you to locate the file to attach Other Functions There are several things you can do on the Vendor History screen without having to return to the main Vendor screen 14 ABC se Be e Select another Vendor using the selector at the top left of the screen Search Hist E a ai Search Hstory gt el Search across all Vendors in this community for an Invoice Voucher Check When you click to search you will see this pop up screen to enter what you want to search for To search simply begin typing Your search will analyze Invoice Number amp
19. on the attachment to open a view of the attachment There 26 can be more than one attachment to an AP Transaction When you open an attachment it will look as follows z MX 3500N_20120327_ 154539 pdf Adobe Reader 4 File Edit View Document Tools Window Help x a lp 900 fE E The Green Masters Lawn amp Landscaping Inc 1945 SUNSET POINT DR Sulte C Clearwator FL 33766 1106 account Date 727 443 6624 aL TOPS SOFTWARE 2495 Enterprise Rd Suite 201 Clearwater FL 333763 Amount Enclosed REMIT TO THE GREEN MASTERS LAWN amp LANDSCAPING INC Lata Fee Services Ranmierad At Topa Software 75 00 moath 2496 Enterprise Rd Sule 201 added to overdue accounts Clearwater FL 33769 Pago 1 Previous Balance 0 00 DESCRIPTION sd Landscape Clean Up 1 125 00 M EEN ARN a E SI 1125 00 wow 5000 1 125 00 PLEASE REMEMBER TO WRITE YOUR ACCT ON YOUR CHECKS AVOID LATE FEES BY MAILING YOUR PAYMENT BY DUE DATE THANK YOU FOR YOUR BUSINESS Click the X in the upper right to close the attachment Be sure to click the Save amp Exit button to save the attachment to the AP Transaction Once you click the Close button after entering AP Bills or Manual Checks you will see AP transactions listed Pending AP Transactions 27 T AP Enter AP XX Sample Condominium Sele 7 oucher Typ el vendor Reference E ABC Repair Fence at Entrance A SAMPLE Parking Lot Lights BA INSURE
20. recorded as transactions until you Post them A Voucher ie transaction is automatically assigned to each transaction as you Add it This gives TOPS a uniform way to store this transaction You may call the Invoice Credit or Manual Check back up on the screen by the Voucher and make changes until the time it is Posted Once Posted it cannot be changed You can enter a credit voucher to offset a Posted voucher or use the Adjustments on the A P Menu to cancel a Posted voucher You MUST enter each Bill Invoice to be paid here so that you can print a check for it If you do not enter it here then Post it a check cannot be printed Void Manual Checks Use this function to void Manual Checks already entered into the A P system Simply create a Manual Check transaction for a minus amount using the same date and check as the original manual check you wish to void Use the regular Void Checks on the Print Checks menu for computer printed checks Click the Enter AP button on the AP Menu You will see the Bill and Manual Check entry screen Enter AP Transaction AP Enter AP TS TOPS Software AE Trans Type Bil C Handwritten Check Tran Vendor ID aa 4 vendar II I JIII NN Bank ID Invoice a Invoice Date A Reference A Effective Date Sa Amount Amount Remaining 0 00 Description El Joa O noes scani ttach cancel Ti OK LES We ll cover each option and each field on the
21. store this transaction You may call the Recurring AP Bill back up on the screen by the Trans to maintain the stored information A Posted Recurring AP Bill transaction cannot be changed You can enter a credit voucher through the regular Enter AP on the A P Menu to offset a Posted transaction or use the Adjustments on the A P Menu to cancel a Posted transaction as long as it has not been paid Unlike regular A P Bills the Recurring Bill transactions are retained after Posting so they can be selected and Posted again the next period They are not deleted automatically unless done so by the user That means that if you no longer wish to pay a Recurring Bill you must manually delete it Recurring AP Click the Recurring AP button on the AP Menu Enter Recurring AP Bills You will see the Recurring AP Bills selection screen Existing Recurring AP Bills a AP Select Recurring Bills SAR Recurring Bills Description Amount Monthly PREC MONTHLY LAWN CONTRACT S50 00024242 Monthly INSURE MONTHLY INSURANCE PREMIUM 278 0002424 2 2 dh aaa pica d mn BA on crese If there are existing Recurring AP transactions on file in this community you will see them listed on this screen You can then select them either to make changes delete transactions or Post You must Post the Recurring AP Bill transactions each period before they can be paid by a computer check If there are no existing Recurring AP
22. the Close button all transactions entered are automatically saved ready to be Posted Click the Delete button to erase the Bill or Manual Check transaction displayed on the screen Note You cannot delete a Posted AP transaction For a Posted Bill you must enter an AP Adjustment to cancel it For a Posted Manual Check you must enter another Manual Check with the same information but for a minus amount Click the Notes button to enter a note about this Bill The Notes are only intended to be read by Community Officers if you have a TOPS Community Web Site and use the Online AP Approval function The Notes entry screen looks like this ED AP Explanation The fence was vandalized and had ta be repaired You can enter line of up to 50 characters to explain the reason for this Bill was incurred by the community OK Click to save a Note Cancel Click to cancel a Note being entered Scan Attach Scan Attach Through this button you can scan AP invoices through use of a scanner attached to your computer or attach files already on your computer When you attach a copy of an AP invoice or contract to the AP Transaction in TOPS it eliminates the filing of the paper copy It also makes the retrieval of the invoice or related documents much quicker and easier since it is conveniently stored in the Vendor History file Click the Scan Attach button and follow these instructions When you click the
23. the vendor The following explains the 3 button functions for emailing vendor Vendor Communications E Mail Maintain When you click the Maintain button you will see the email addresses on file for this vendor Vendor Email Addresses T XX Sample Condominium Maintain Emails ABC MAINTENANCE endor Full Opt In Full Opt Out KI KI O O Primary Email Email Address Active bill abemaint corn Primary Email The main email address for this person There can only be 1 Primary email Active This iz an Active Email Address for this Vendor and will be used Email Addresses 1 If you issue Work Orders to vendors you have the option to email them rather than print and send by regular mail But you must have the email address on file before you can email a Work order Primary Email checkmark this for you main contact email at this vendor When you email a vendor from the Maintain Vendor screen or email a Work Order it uses this email address as the default Click the Add New button to add an email address to a vendor Click Delete to delete a vendor email address Click Done to return to the Maintain Vendor screen 14 KI P DI Use the arrow keys to browse to the First Previous Next or Last vendor records staying on the email address screen This can be handy if you wish to mass enter email addresses for vendors ae If you use TOPS iMail to send vendor emails then you wil
24. up a number using today s date like 11302010 A free from description of this invoice up to 25 characters This Reference is printed on the Disbursements Report to explain what was paid Invoice Description Example Monthly Lawn Contract Bank ID The default bank account from the AP Setup will automatically be inserted as the default here The default bank account should be the main checking account for the community This option lets you control which bank account is used to pay this vendor s bill a handy feature if paying for a reserve expense or special assessment expense out of a different bank account If the default bank account is not correct for this bill you can use the down browse arrow to select a different bank account to pay this bill from if you wish Whichever bank account is selected here that will be the bank account that will be credited when the check is actually printed to pay this Recurring Bill Amount Enter the Amount to be paid each time even if you wish to expense it to more than one GL Account Last Posted Shows the date the Recurring AP Bill was last Posted This is updated automatically when you Select amp Post the Recurring AP Bills to be paid Formula If formula distributions are active in this community AP Setup then the Formula field will be active If not the Formula field will be hidden from view on the screen Formulas are entered at the Community Setup menu
25. you will see the Post Checks screen Post Checks f Reprint Checks f Moid Checks LP ok You have 3 options here e Post All Checks clears open invoices updates the Vendor History for the payments made and records entries in the General Ledger for the checks just printed This completes all the accounting functions for the checks Reprint Checks if there was a problem with the checks for example the printer jammed use this option to reprint the checks Void Checks use this option to void all the check s just printed and leave all the invoices selected for payment still open waiting for checks to be printed Print Check The AP Check Register will list ALL the Checks just printed When you Register select to Post All Checks you then see this screen 46 AP Checks DEAR Print Check Register After printing checks you MUST print a Check Register Report to complete posting of the checks You will need plain paper for the report or send it to another printer Press Finish to proceed ai Finish Click the Finish button to proceed with printing the Check Register report Select Print Option ED SY Print Reports Print AP checks Print To Screen File Settings 3 Print Portrait C Landscape 2 Can cel ep Print Fe Click the Print button to start printing the AP Check Register Can cel When the AP Check Register is done printing you will see this
26. 15 Other History Views There are two other tabs that give you other views ED Vendor History for XX Sample Condominium E search Hstory gt ____ 4 Reports Gp settings flt Ext ABC ABC MAINTENANCE 100 Main Street Gaithersburg MD 20879 lt No Contact 2 gt All History Invoices E N Has 1099 ID 909903417 Bill Jones Phone 1 301 555 1212 Invoice View ien invoice D0400077 Inv DO400077 Voucher 65 Reference Repair slit rail fenc Trans Date 04 29 2010 Payables Total Disbursed Cancelled Current Balance Amount 50 00 Inv Date 04 29 2010 Paid in Full 09 25 2007 Related Items _ aerate 01 05 2010 01 12 2010 02 02 2010 02 22 2010 03 11 2010 04 05 2010 04 15 2010 04 29 2010 04 25 2010 05 02 2010 05 15 2010 010510 D10020 D200001 D200066 111 Invoice Invoice Invoice Invoice Invoice Invoice 3E45456 DO400077 Invoice Invoice Invoice Inv Chk Reference D040000 Type Reference Date Check 1243 Amount 1 200 00 75 00 57 00 64 00 100 00 83 00 200 00 Outstanging JAN REPAIRS a Fix Broken Street Sign Pothole Repair parking Check Computer 9 25 2010 50 00 Replace swing chain Patch bare spot seed Replace steet light b Replace fence post Repair slit rail Fence Check Computer Bulb Replacement 2 Bulb Replacemnts 50 00 10 00 20 00 Distribution GL Acct Reference Amount Paid
27. 214 Check Computer 1 20 2010 75 00 1 20 2010 1214 Check Computer 75 00 2 2 2010 Invoice D200001 Pothole Repair 57 00 2 5 2010 Check 1218 Check Computer 57 00 4 5 2010 Invoice DO40000056 Replace steet li 83 00 4 5 2010 Check 1233 Check Computer 83 00 4 09 2010 Invoice D0400077 Repair slit rail fe 50 00 4 09 2010 Check 1243 Check Computer 50 00 oan Distribution 4 15 2010 Invoice 3E45456 Bulb Replacement 10 00 d GL Acct Reference Amount Paid Cancel 4 25 2010 Invoice 433 2 Bulb Replacemerr 20 00 E 0 Ca Ca i Ca E T Li Ci 75 00 0 00 C Date Range 4 29f2002 Ts 1 24 2012 v Applying Filters will invalidate the runyfng Balance 5 E i v wa 6 Q G EH Anytime AnyTi YA 2 Outlook Expr Mr xx Led 2 Microsoft Offi y AP Button Menu right Invoice Attachments The green checkmark symbol in the top right part of the Invoice detail window shows there is an attachment to this invoice Click on this symbol to view the attachment Attachment 13 Invoice Attachments 08 Alpine Meadows HOA TBR Voucher 6 Vendor ABC Invoice 032612 Reference Reseed Bare Spot ia Scan Image n Add File Le Remove File 77 Save amp Exit Attachments Details Pi S CD e view Mode zoom ABC_6_1 JPG are Image may be modified using toolbar above LA File count 1 TL Original size 927 x 1200 You can add other attachments to this invoice
28. Cancel If needed click Add New to add a new GL account to the Chart of Accounts The description of the GL Account from the Chart of Accounts The amount of the Recurring AP Bill to be expensed to this GL Account If using Formulas this column shows the of the Expense Distribution for each line in the Formula The Amount of the Recurring AP Bill will automatically be distributed according to the s in the Formula An example showing Expense Distributions looks like this Des c ription y act RA 1741 0 000 Gen Maint amp Repair 07010 000 Management Fees 07020 000 Accounting Fees Distr 25 000 a Amount 33 A completed Recurring AP Bill transaction looks like this T AP Recurring A P XX Sample Condominium Tranz 3 vendor INSURE INSURE IT Frequency Monthly Day of the Month Invoice 49123 57 Description MONTHLY INSURANCE PREMIUM Bank ID 1 O1010 000 Cash Checking Operating Amount 278 00 LastPosted 02212 Formla t Amt Remaining o0 Description Amount 36 Distr 07280 000 Insurance Scani ttach Y tata LF on Bancel The following explains the button functions Screen Controls on Click the OK button to save changes to the Recurring AP Bill transaction as displayed Aycan cel Click the Cancel button to erase any changes made to this Recurring AP Bill Click the Delete button to permanently erase the Recurring AP Bill dis
29. Cancel 9110 000 Gen Repairs amp 50 00 50 00 C Date Range la lt Invoice Type gt w LL Outstanding E Check E Check Manual 1 Inv Recurring ie Check Adjustment Es Check Void 2 Iny Manual This view lists all invoices for this vendor If an invoice has been paid or partially paid click the plus sign next to it to display the check info that paid this invoice The window to the right of the selected invoice shows more of the invoice and check details The lower window shows the expense distribution for this invoice ED Vendor History for XX Sample Condominium ABC y lt SearchHistory gt ABC ABC MAINTENANCE 100 Main Street Gaithersburg MD 20879 lt No Contac Has 1099 ID 0000043417 Bill Jones Phone 1 301 555 1212 Check View Sele Reports 42 Settings flt Exit Check 1233 Check 1233 GL Acct 01010 000 Reference Check Computer Check Date 04 05 2010 Amount 83 00 Void Date Payables Total Disbursed Cancelled Current Balance Related Items Invoices as Y Attach Trxn Date 0120 2010 02 05 2010 02 29 2010 04 05 2010 04 05 2010 09 25 2010 09 25 2010 09 25 2010 Invoice Check Check dE Check D040000056 1251 1247 1243 Type Reference Date Invoice Reference Check Computer Check Computer Check Computer Check Computer Amount Replace steet light bulbs 4 5 2010 Replace steet lig
30. End 1033 Pont 1099 Reports 1099 9 Print 1009s Purge vend Hist Here you can complete your Year End processing requirements 54 Bank Accounts You can setup up to 99 Banks Accounts for each Community These are accounts where you intend to write A P or P R checks By defining them here the A R A P P R and Check Rec modules know the Bank Accounts exist The Last Check for A P is tracked in the Bank Accounts file MICR Check Info If you use the TOPS MICR Check Printing System you setup the Bank MICR Info through the Bank Accounts Bank Accts Click Bank Accounts on the AP Menu Clicking the Bank Accounts button you will see any existing Bank Accounts Bank Accounts ED SY Bank accounts 08 Alpine Meadows HOA Maintain Bank Accounts Sori MANE Gi Acct Balance 02 Suntrust El E ok cose Here you can add new Bank Accounts or select and existing Bank Account to change info on file The information stored in the Bank Accounts file looks like this 55 SY Bank accounts 08 Alpine Mea SE Bank Info Banik ID po Bank Mame First NationalBank Bank Address 1 f Executive Boulevard Rank Address 2 Rockville Mo 20654 i Bank Address 3 I j Bank Account h 2 3456 05 Bank ABA APLastCheck 5 Gi Account 1010 000 Cash Checking Operating W Use Global Scan Payment Store ID h 4181 Allfields in red are required Y vas Setup Micr i om Dance
31. MEDIATE MANAGEMENT SERVICE INSURE IT IQ SYSTEMS LANDSHAPES POWER STAR PRINTING Click the Add New button to add a new vendor on the fly The Vendor Name displays here once a Vendor ID is entered But the Vendor 19 Bank ID Invoice Date Reference Effective Date Amount Name field can also be used to select the vendor rather than by Vendor ID To select a vendor by the Vendor Name rather than Vendor ID simply click into this field or use the TAB key to skip the Vendor ID so the cursor 1s active in the Vendor Name field then start typing the name You do not have to complete the name you can press the ENTER key to see matching vendors Select the vendor you wish Note A vendor MUST be selected before you can proceed with any other information on the Enter AP screen The default bank account from the AP Setup will automatically be inserted as the default here The default bank account should be the main checking account for the community This option lets you control which bank account is used to pay this vendor s bill a handy feature if paying for a reserve expense or special assessment expense out of a different bank account If the default bank account is not correct for this bill you can use the down browse arrow to select a different bank account to pay this bill from if you wish Whichever bank account is selected here that will be the bank account that will be credited when the check is actually printed to pa
32. Name displays here once a Vendor ID is entered But the Vendor Name field can also be used to select the vendor rather than by Vendor ID To select a vendor by the Vendor Name rather than Vendor ID simply click into this field or use the TAB key to skip the Vendor ID so the cursor is active in the Vendor Name field then start typing the name You do not have to complete the name you can press the TAB or ENTER key to see matching vendors Select 31 the vendor you wish Note A vendor MUST be selected before you can proceed with any other information on the Recurring AP screen Frequency Select how often this Recurring AP Bill should be paid The choices are e Monthly e Weekly e B Weekly e Quarterly Semi Annually e Annually The default is Monthly You MUST select a Frequency to continue Day of the Month Enter the day from 1 30 that you wish to pay this Recurring AP Bill each period TOPS does not automatically select this for payment when this day is reached it is for display purposes to help you when selecting which Recurring AP Bills to Post then pay Invoice Enter the Invoice into this field If there is no Invoice then use today s date as an alternative This is a required field because TOPS wants to check to make sure this is not a duplicate invoice for this vendor If it finds the same Invoice already for this vendor it will give you a warning Note You MUST enter an Invoice even if you have to make
33. Reference Check Number amp Reference Search results will be displayed in the All History tab As you type in the search field the matching results will be displayed As you continue typing the matches will be narrowed to help you find your search results _ Reports Click on Reports to get a report based on the tab view selected either All History Invoices view or Checks view settings Click on Settings to change the way the Vendor History is displayed You will see the Settings screen Settings Display Settings a E Highlight Settings Enable Alternating Rows Style All History Settings Highlight Credit Items Highlight Debit Items Highlight Cancelled Items Invoices amp Checks Settings Highlight non zero Balance Items 100 00 i 100 Highlight Settings will not fully take effect until a new vendor is selected or the current vendor is re selected Layouk Settings Show Item Legend Show Item Preview Save Cancel Turn settings on off by checking or unchecking them Date Range sE Display the Vendor History by a date range This 1s handy 1f you have several years worth of history for a Vendor Checkmark the Date Range box then enter a beginning and ending date range The Vendor History will be redisplayed for only this range of dates In addition to the All History view there are two other Vendor History views to help you find the Invoices and Checks you wish to locate
34. S AAA PEST CONTROL ABC MAINTENANCE D AT HOME NET BARCLAY AND SEYMORE PC BENEFITS DESIGN GROUP BIZPEN COMMUNITY ASSN PUBLISHING COMPUTER RENTALS CORP PERFORMANCE INSTITUTE EWBANK TELECOM EZ TRASH amp REFUSE PICE IMMEDIATE MANAGEMENT SERVICE INSURE IT IQ SYSTEMS LANDSHAPES POWER STAR PRINTING v Click the Add New button to add a new vendor on the fly The Vendor Name displays here once a Vendor ID is entered But the Vendor Name field can also be used to select the vendor rather than by Vendor ID To select a vendor by the Vendor Name rather than Vendor ID simply click into this field or use the TAB key to skip the Vendor ID so the cursor is active in the Vendor Name field then start typing the name You do not have to complete the name you can press the ENTER key to see matching vendors Select the vendor you wish Note A vendor MUST be selected before you can proceed with any other information on the Handwritten Check screen The default bank account from the AP Setup will automatically be inserted as the default here The default bank account should be the main checking account for the community This option lets you control which bank account was used to pay this expense a handy feature 1f this was a check for a reserve expense or special assessment expense paid out of a different bank account If the default bank account is not correct for this Handwritten Check you can use the down browse arrow to
35. TOPS PROFESSIONAL ACCOUNTS PAYABLE MANUAL By TOPS Software LLC Clearwater FL Version 10 2011 TOPS AP 10 10 11 Professional Version 4 Trademark The names of actual companies and products mentioned herein may be the trademarks of their respective owners Copyright Without limiting the rights under copyright no part of this document may be reproduced translated to another language stored in or introduced into a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise for any purpose without the express written permission of TOPS Software LLC Unless otherwise noted the example companies organizations products domain names e mail addresses logos people places and events depicted herein are fictitious and no association with any real company organization product domain name e mail address logos person place and event is intended or should be inferred Copyright 2011 TOPS Software LLC Printed in the United States of America Disclaimer This guide is provided by TOPS Software LLC as a reference and help tool for using the TOPS Professional Accounts Payable Module Illustrations used in this guide may display windows with modules features and or functions that may not be part of the TOPS Professional version you are currently running or available as add ons or as plug ins to an interface to third party products Additionally
36. ailing address will be reflected for that vendor in every community Inactive vendor Checkmark the Inactive Vendor box to make the vendor inactive meaning no further transactions like invoices to be paid can be entered for this vendor A checkmark in this box means you no longer wish to do business with this vendor Mail To Enter the mailing address where checks should be sent for this vendor There are 3 lines available for entering the vendor s mailing address W 1099 If this vendor is an individual sole proprietorship or unincorporated you must give generate a 1099 if the amount paid exceeds the IRS limit currently 600 p year If you checkmark the 1099 box then you will see this field to enter the tax ID or Social Security for this vendor 1038 ID 524123417 You are not required to enter the 1099 tax ID or Social Security but you cannot print a correct 1099 at the end of the year unless this information is completed for this vendor Type Description A place to record what this vendor does for the community An example might be Electrician Plumber Handyman Lawn Contractor Bank ID For each vendor you can specify which community bank account is the default one to use when paying invoices This can be handy when you have a contractor like a roofer that you wish to pay out of a reserve checking account rather than the normal operating bank account For each invoice entered for payment you can always overr
37. confirming message Click the Cancel button to exit without printing SY TOPS MESSAGE E 2 Posting complete zmei This 1s just confirming that the AP checks just printed have been posted and the AP system and General Ledger updated for these transactions Printing the AP Check Register ts the final step in printing AP Checks 47 Void Checks SS To Void an AP Check already printed from the AP Checks menu click the La Void Checks button Voiding a check means you wish to cancel the check AI and make the invoice paid on the check an open unpaid item again When you click the Void Checks button you will see the Void Checks screen Void Checks AP Void Checks 08 Alpin B id apoi aja Post Print Existing Entries 0 Woid Check Info Bank ID 4 Check Date Check A Effective Date Reason Joa A o Deane M Close This is where you can select the AP Check you wish to void To void an AP Check complete the Void Checks screen as follows Bank ID First you must select the bank account where the AP Check as issues against Use the down browse arrow El to select the bank account by Bank ID Check Enter the Check here Check Date Enter the Check Date here Effective The Effective Date will be the date used for recording the Void Check in Date the AP system and General Ledger Enter the Effective Date for this Void Check transaction If the AP Check was issu
38. ction you can specify the day of the month when it should be paid see below That is the Post Date that will be used if this option is selected ED AP Recurring A P XX Sample Condominium AE Trans 3 insur Frequency Monthly ha Invoice a9123 57 Bank ID ha 4 01010 000 Cash Checking Operating Amount 276 00 LastPosted 02242 Formula 4 Select one of these Post options 39 OK a o Click OK to proceed with Posting the selected Recurring AP Transactions 7 Can cel Click Cancel to exit without Posting If you clicked the OK button the selected AP transactions will be posted When complete you will see this confirming message SY TOPS MESSAGE p Posting complete wed CHTOPS2000 DOTNET SPINS EXE Sime mo gogon E 000000 crea You are now ready to select Recurring Bills to be paid and print computer checks if you wish This completes the manual section on Recurring AP Bills 40 Checks INTRODUCTION Use this function to select Invoices vouchers for payment preview the checks that are going to be printed and print the checks themselves Printing checks clears open A P Bills and creates an entry to the General Ledger for the checks printed disbursements There is an overdraft protection warning system if the total of the invoices selected for payment will exceed the bank balance Before you can print checks you must have previously entered Bills under Enter AP or Recurring A P
39. deeeedscisdesseesnivedve 25 Post AP TT ranSaCuOns iii A Sii 28 RECURRING AP ci iscat ca aura n ti ra n n d ja a tu ba nd ia tb d 30 INTRODUC TION er casca s tiu mda id 30 Enter Recorrmo AP Bl Sici scoaa cesses AOS 30 Expense DistriDUU OD AI ASIAN A 33 DCAM ALAC 1 P TAE E E E E E E EE A 34 Select Recurring Bills To Post ci ET E ata OO taca oc ea id 36 Selec Dos A E E E E TE 38 24 1 lt A nn Di ta a a ja d ua i di bt a iu taiati 41 INTRODUC TION eaer a oda c ta uta E EE ate aa a acela Ge Bat datlad iapa catea iade Saal de adi alai 41 Check CCS aaa ws bis asso sg ARO a ea ca datat LE aut ala D yeaa baie 41 Print O A ia doit dada ta ducat c0g 50 cuiul 203 dt da uduai EEA 41 WOT COCKS A ers weauagursiaisestwasseuseusiaeaneinaiassaens 48 ADJUSTMENTS este eect O Er Cafe cau la able iai 51 REPORTS cdo arcaicos 52 APENAS AAA A A 52 CHECK A OO 52 O O O RR ON RR OT e E RSR OT Re e 53 ASP Distribution TO Glace EE iti aa iau pata udata A udate cada ace d 53 Vendor Check REGSE ore NEAR IRA E odaia AE 53 CUSTOM Repo ado indie 53 YEAR END aca 54 BANK ACCOUNTS soriana 55 De SL cee acia 57 About Accounts Payable The Accounts Payable module keeps track of each community s contractors suppliers and service companies called vendors and the amounts paid to them Bills from the vendors are entered posted selected for payment and checks printed to pay the bills A complete history of all Bills and Checks is maintained for eac
40. ective Date the Current Date E o Can cel Here you enter the controlling info about the AP system for this community such as the check format to use as well as many other things Print audit trail reports Include check date on Stub 58
41. ed in a previous month and the month has been closed you might want to void the AP Check in the current month so you don t affect financial statements that have already been issued Reason A place to record a brief note explaining why you are voiding this AP Check A completed Void Check transaction would look like this AP Void Checks 08 Alpin fx dai ala Existing Entries 0 Woid Check Info Bank ID 1 mo Cash Checking Operating Check 000004 Check Date 04 261 2 INSURE INSURE IT Effective Date 04 2642 Reason Check lost by vendor 3 Delete Can cl A Close Complete the Void Check transactions using the buttons on this screen as described below a E ae Click Delete to erase the Void Check transaction PA o Click OK to save the Void Check transaction just entered Click the Print button to print a preview list of the Void Check transactions that have been entered by not posted Click the Post button to Post Void Check transactions that have been entered Posting actually records the void check transaction in both the AP system and General Ledger It cancels the check issued makes the invoice s paid on that check open unpaid items again and reversed the payment from the General Ledger When you click the Post button you will see this confirming message SY TOPS MESSAGE 2 OK to post void transactions No Click the Yes button to proceed with Voiding the checks Because
42. ems Selected o Amt to Pay Unpaid Invoices Invoice Amount Partial Amnt Vendor Vendor Name EXTRAS Ef TRASH amp REFUSE MMED IMMEDIATE MANAGEMENT SERVICE 050112 030142 INSURE INSURE IT Farga 0390512 SAMPLE SAMPLE ELECTRIC UTILITY 4214565323 05 0542 022812 02082 Press the Space Bar to select or unselect Invoices 2 sta gt ara dls X ee There are two ways to select invoices for payment e Select Individual Invoices e Select All Invoices We ll discuss each method in detail Select Individual Invoices for Payment Double click on an item to select it for payment When you do you will see this pop up Individual Invoice Payment Options 42 ED AP Payment Options Amount to Pay Partial Payment mountto Pay 0 00 Bank ID 01 Fist National Bank EA o Danos Amount to Pay e Full Amount Notice it defaults to paying the Full Amount of the invoice e Partial Payment Click this option if you wish to pay LESS than the full amount of the invoice then enter the Amount to Pay Bank ID The default bank account is the account from the AP Control File but you may use the down browse arrow to select any active bank account to pay this invoice from wot Click the OK button to proceed 2 Can cel Click the Cancel button to exit without proceeding Select All Invoices for Payment Starting from the Select Invoice screen Select Invoices ED AP
43. field will be active If not the Formula field will be hidden from view on the screen Formulas are entered at the Community Setup menu Formula Distr Setup Expense Distribution Bill or Handwritten Check Notice the Expense Distribution section at the bottom of the screen Amount Remaining 0 00 You must completely expense the amount of the AP transaction before you can exit the screen Amount This shows the Amount Remaining that must still be expensed As you enter Remaining each line of the Expense Distribution the Amount Remaining changes When the Amount Remaining equals zero you have fully expensed the amount of this AP transaction Account Enter the GL Account here or use the down browse arrow El to open a browse of the Chart of Accounts 23 E SY Browse GIL Accounts 01010 000 Cash Checking Operating O1020 000 Cash Previous Mgmt 01060 000 Cash Saving Operating 01070 000 Cash Savings Reserves 01210 000 Certificates of Deposit 07300 000 CURRENT ASSETS 01310 000 Assessments Receivable 01320 000 Developer 4ssmts Piece 01 330 000 Special Assmts Rece 01340 000 Late Fees Receivable 01340 001 Late Fees Receivable Gp 001 01340 002 Late Fees Recelvable Gp 002 01350 000 Legal Fees Receivable O7 360 000 Misc Owner Recervablez 01370 000 Owner Coll Costs Rece 01380 000 Owner Admin Fees Recel 01390 000 Owner Interest Receli 01410 000 Special Assessments Rec
44. h community As vendor bills are entered and posted then checks printed the General Ledger is updated in real time meaning as soon as a transaction is posted in a subsidiary module the General Ledger is updated at the same time Because of the real time updating from the Accounts Payable module the General Ledger always has an accurate cash balance for each community bank account The Accounts Payable module like the rest of TOPS Software is totally date sensitive That means you can backdate or forward date transactions to any open accounting period The accounting system understands the dates of transactions and will post them to the correct accounting period There is closed period protection that can be activated to prevent posting transactions to closed periods or closed years so you can t change balances once financial statements are generated But the date sensitivity throughout TOPS means you can print reports like the Aged Open Items for any past accounting period by simply entering the dates you wish The Accounts Payable module is specially designed to work for Condo HOA community management The terminology the capabilities the ease of use and the design of reports all demonstrate that this accounting system was designed for community management For example you can easily view the cash available in a community s checking account before paying bills There is a warning system if the bills selected for pay
45. history of all invoices and checks paid them and print a vendor list or mailing labels Through the vendor info you can control whether a vendor gets a 1099 Further you can store the default G L expense account used to expense the vendor s invoices to make it easy and consistent to charge them to the same GL account each time Of course you can always override the vendor s default expense account and enter different expense accounts whenever you wish Global Vendor Maintenance You can checkmark a vendor to make them global meaning they are a vendor that is active in each community you manage A management company would be a good example of a global vendor Whenever you add or change a global vendor it will automatically update ALL Communities with this change This lets you have the benefits of both global vendor maintenance while being able to also keep track of vendors that are unique to a community without cluttering up all communities with these unique vendors Maintain Vendors Click this button on the AP Menu to maintain Vendors You will see the maintain Vendors screen Maintain Vendors ED AP Vendors XX Sample Condominium 4 lt s gt Print Notes History Vendor ID Be 4 ABC MAITEMAMCE M Global endor Inactive vendor Mail To Contacts Address 1 100 Main Street Contact 1 Bill Jones Contact 2 Phone 1 301 5551212 Phone 2 Address 2 Gaithersburg MD 20879 peat ane 2 Fax
46. ht bulbs Check Computer Check Computer Check Computer C DateRange EA Check Manual Inv Recurring fesjzonz y 24 201 iv lt Check Type gt d Ey Check Adjustment Eg Check void 7 Inv Manual This view lists all checks paid to this vendor Click the plus sign next to a check to displa 16 the invoices paid on this check The window to the right will display more of the invoice detail for the invoices paid on the selected check Notice this option at the bottom of the screen Click the down arrow to select to view only certain check types You will then see this list to select which check types you wish to view Check Manual Check Adjustment Check Void Once you select the type of check the Vendor History will be filtered to only show this check type In Summary For all Vendors you have these 3 tab views All History Invoices and Checks available to research questions about what invoices and checks have been paid If there are scanned invoice images or documents attached to an invoice those may also be viewed through the Vendor History Click Exit at the top of the Vendor History screen to return to Maintain Vendor This completes the manual section on Vendors 17 Enter AP INTRODUCTION Use this function to record Bills Invoices to be paid Credit Memos or manual handwritten checks When you enter Bills Credits or Manual Checks they are not
47. ide the Default Bank ID and select a different community bank account to be used for that invoice The Bank Name will be displayed to the right of the Bank ID Expense Account You may enter a default GL Expense Account that you typically wish to use when entering invoices for this vendor It is an optional entry which may be left blank if you wish By entering a default GL Expense Account here it will not only speed the entry of invoices for payment but consistently charge them to the same GL Expense Account where there might be a budget for the expense If a default GL Expense Account is entered you may override the default and expense a particular invoice to any GL Expense Accounts you wish Contact 1 The name of the person who is your main contact for this vendor You may leave this blank if it does not apply Contact 2 An alternate or secondary contact name for this vendor if any You may leave this blank if not needed Phone 1 The main phone number for this vendor or for Contact 1 if any You may leave this blank if not needed Phone 2 An alternate or secondary phone number for this vendor if any You may leave this blank if not needed Enter the Fax here if any Email Here you can change or add new addresses for this vendor Once setup you then have the option to e mail the vendor from within TOPS Work Orders can be emailed to vendors from the Work Order module as long as there is an email address on file for
48. il haintain View Send General E rece 1099 Insurance Type Liability TypeDesc Insurance Co Default Expire date Policy M y Click the Delete button to permanently erase a vendor record A Delete Note You cannot delete a vendor when there is invoice and payment history still on file for the vendor A Close Click the Close button to exit from the vendor screen Using the Close button all changes made to the vendor record will be saved 5 When you click the Print button you will see this menu where you can select what zau kind of printed output you wish ED AP Vendors sita Sele Vendor Repo ts C vendor list by name C Vendor mailing labels C Mendor Email Report Print Insurance Ca Info DA ok Bance e Vendor List by ID prints a vendor report in Vendor ID order e Vendor List by Name prints a vendor report in alphabetic order by Vendor 11 Name Vendor Mailing Labels prints labels for Vendors By default it will print laser labels on Avery 5960 Labels but you can also print single column continuous dot matrix labels or generate a mailing label file Vendor Email Report prints a vendor report showing the email addresses on file for each vendor Print Insurance Co Info Tf this option is checked it will print the insurance policy information on file for each vendor Click the Notes button to enter notes about this vendor The Notes entry scree
49. k register report after checks are printed Adjustments cancel open invoices that you no longer wish to pay Reports print AP reports such as the Aged Open Items Check Register Vendor History and more Year End print year end 1099 forms for qualifying vendors along with the 1096 transmittal Purge vendor histories as of a date in the past although you are free to keep as many years of vendor histories on file for as long as you wish Bank Accounts setup and maintain all community bank accounts here Each community can have as many as 99 bank accounts Be defining a bank account here the Check Rec module automatically knows about each bank account which allows you to use Check Rec to reconcile the bank account at the end of each accounting period Setup There are several choices here Control Info stores settings and options for the Accounts Payable module like the check format and GL Account s to use AP Online Wizard guides you through setting up Online AP Approval on a TOPS community web site Digital Signature stores the signatures that can be digitally printed on checks to eliminate the need to manually sign each check Vendors INTRODUCTION A vendor is someone who you are paying for goods or services using the A P system A vendor must exist in the system before a check can be issued or an A P transaction can be recorded against them Use this function to add change or delete vendors view the
50. l have a complete history of all emails sent to each vendor including emailed Work Orders Click the View button to see the email history Send Click the Send button to open up a new email screen You can send an email directly to this vendor here If you use TOPS 1Mail then the email will be sent through 1Mail and a history of the email will be kept If you do not use TOPS 1Mail M then whatever your default email program is will open with the vendor s email address filled in ready for you to complete the rest of the email Emailed Work Orders are not sent here they are sent from the Work Order module using the Primary Email Address on file for this vendor The Send email will always default to the Primary Email address Screen Controls 10 H Bank ID Expense Acct a Print check per invoice Motes dp sc E o Desc y erate gam Complete the vendor screen using the field descriptions above aa Click the OK button to save any changes made to a vendor record A Cancel Click the Cancel button to erase any changes made to a vendor record dh ace Click the Add button to add a new vendor record You will then see a blank vendor screen Add Vendor AP Vendors XX Sample Condominium 4 4 22 Print Notes History Vendor ID Global Vendor Inactive vendor gt Mail To gt Contacts Address 1 AA Contact 1 Contact 2 Phone 1 Phone 2 Address 2 Fax Address 3 E Ma
51. ment will overdraw the available bank account balance Additionally the Check Register report is designed to show the necessary information in an easy to understand format so that Board Members who may not be familiar with accounting reports can easily understand the report The Accounts Payable module is included when you purchase TOPS as part of the Basic System To access the Accounts Payable module and its features click the Accounts Payable button on the TOPS Software toolbar You will see the Accounts Payable menu Vendors Enter AP Checks Adjustments Reports Year End Bank Accts Setup Use the Accounts Payable module to perform the following e Vendors maintain the Vendors for a community or make a vendor global so it is active for all communities View the Vendor History of all Bills and Checks for a Vendor Insurance information can be entered for each vendor and an alert system set so you are notified when a vendor s insurance has expired 5 Enter AP this is where vendor invoices vouchers are entered so they can be paid This is also where manual handwritten checks as well as credit memos can be entered Recurring AP recurring vendor invoices like monthly management company fees or lawn contract amounts can be setup then posted each accounting period so they can be paid Checks print checks for the community Void checks already printed if necessary Print a chec
52. n looks like this 9 SY Maintain Notes Sel Date 1147414 Time 17 51 Jill only do jobs within 15 miles of their office 4 Sia iai din Use e Notice that each Note is date stamped with the Date and Time it was entered Add Click to add a new vendor Note OK Click to save a Note Cancel Click to cancel a Note being entered Delete Click to permanently erase the Note showing on the screen Close Click to exit the Note screen saving the changes made to the Notes 44 User the arrow keys to move from vendor record to vendor record in this order First Previous Next and Last 12 Vendor History Click the History button to view all the invoices and payments made to a vendor The Vendor History looks like this Vendor History Vendor History for XX Sample Condominium SEE i ABC vw lt Search History gt Reports 42 Settings le Exit ABC ABC MAINTENANCE Payables Invoice D10020 100 Main Street Has 1099 ID 3000003417 Tatal 359 00 Inv D10020 Voucher 37 Gaithersburg MD 20879 Bill Jones Phone 1 301 as 212 Disbursed 359 00 Reference Fix Broken Street Trans Date 01 1010 lt No Contact 2 gt Cancelled 0 00 Amount 75 00 Inv Date O Current Balance 0 00 Paid in Full 01 20 2010 All History 7 Invoices Related tems y l Inv Chk Reference Amount Cancelled Balance Type Reference Amount 1 12 2010 voice D10020 Fix Broken Stre 75 00 75 00 Check 1
53. nvoices that rey have been selected for payment The Close button exits you from the AP Check Printing without proceeding The Print button proceeds with the printing of AP Checks MICR Checks Only If you are printing MICR Checks which means you are printing on blank check stock with TOPS completing all the bank info and the MICR line at the bottom of the check you will see the MICR Fonts selection screen MICR Fonts Selection T AP Select Font Mee you are unsure of your operating system please check Help About TOPS2000 The field for System Will tell your operating system i le LE eee mal ler ror dows PUN EA LA oon Oconee Different versions of Windows require different sized MICR Fonts to meet the Federal Reserve Bank MICR font requirements For more recent versions of Windows the 44 Small MICR Font which is the default should be correct Recommend Accept the Small MICR Font default unless you bank informs you it is having difficulty reading the MICR line on your AP checks All AP Checks Once you click the Print button on the Select Invoices screen you will proceed with the check printing You will see the Print Check Options Print Check Options AP AJP Checks 08 Alpi Ea lx Check Format MICR vw reference Small Font Bank Account Bank ID or First National Bank GIL Account i010 000 Cash Checking Operating Cash Balance 4 500 00 Invoice Totals
54. played on the screen Deleting 1t will mean 1t will no longer be available to Post then pay Ei Dal ete i i E gt Scan Attach ca Through this button you can scan AP invoices or documents through use of a scanner attached to your computer or attach files already on your computer When you attach a copy of an AP invoice or contract to the Recurring AP Transaction in TOPS it eliminates the filing of the paper copy It also makes the retrieval of the invoice or related documents much quicker and easier since it is conveniently i stored in the Vendor History file Click the Scan Attach button and follow these instructions When you click the Scan Attach button you will see the following screen 34 Invoice Attachments XX Sample Condominium Voucher 106 f Vendor ABC Invoice D1010 Reference 4 Fix Pothole in Parking Lo pon Image A Add File No Attachments exist for this voucher Choose Scan Image or Add File to Create an Attachment There are only two buttons active Scan Image Use this button if you have a scanner attached to your computer and are ready to scan an image of the AP invoice or any related documents Add File Use this button 1f you have a file or image already on your computer and wish to attach that file or image to this Recurring AP Transaction in TOPS It opens a standard Windows browser where you can select the file s to attach Once an image or file is at
55. select a different bank account Whichever bank account is selected here that will be the bank account that will be credited when this transaction is Posted Enter the Invoice into this field If there is no Invoice then use today s date as an alternative This is a required field because TOPS wants to check to make sure this is not a duplicate invoice for this vendor If it finds the same Invoice already for this vendor it will give you a warning Note You MUST enter an Invoice even if you have to make up a number using today s date like 11302010 Enter the Invoice Date into this field It 1s a require field even for a Handwritten Check Note You MUST enter an Invoice Date even if you have to use today s date A free from description of this check up to 25 characters This Reference is printed on the Disbursements Report to explain what was paid 22 Example Repair Street Signs Date The date this check will show in the General Ledger as of Enter the date in the format MMDDYY Amount Enter the total amount of the Handwritten Check regardless of whether you will expense it to more than one GL Account Canceling Handwritten Checks Enter another Handwritten Check transaction with the same dates only enter the Amount as a negative When Posted it should cancel void the original Handwritten Check Formula If formula distributions are active in this community AP Setup then the Formula
56. tached to the AP Transaction in TOPS the screen will look as follows Q Invoice Attachments XX Sample Condominium Recurring Transaction 1 Vendor ABC Invoice 111 Reference cp Image n Add File Mini File m Save amp Exit Attachments Details MX 3500N_20120409_162024 pdf a Adobe Acrobat Document its File Created 4 9 2012 at 5 11 PM Last Modified 4 9 2012 at 5 09 PM File Size 9 18 KB File count 1 Now the other two buttons are active Remove File This deletes the file from the Recurring AP Transaction Save Y Exit This saves the file as an attachment to the Recurring AP Transaction 35 You can double click on the attachment to open a view of the attachment There can be more than one attachment to a Recurring AP Transaction When you open an attachment it will look as follows z MX 3500N_20120409_ 162024 pdf Adobe Reader File Edit Yiew Document Tools Window Help amp El hi EE E Zbigniew Tony Koleczek T za Cleaning Service Op Qofte Commercial Residential ee 2585 Countryside Blvd 4106 Clearwater FL 33761 Cell 813 326 8709 Email kole60 yahoo com MONTHLY BILL A Dram DD Please Pay the Amount of DAI Payment for the period of 72 pe ee Zol2 Thank You Click the X in the upper right to close the attachment Be sure to click the Save amp Exit button to save the attachment to the AP Transaction Select Recurring
57. the Void Checks affects both the AP system and the General Ledger an audit trail report will be generated You will see the Print Option screen 49 E SY Print Reports Void checks Print To f Screen File Settings Portrait C Landscape Select where you wish to send the printed output dey Print mn Click the Print button to start printing the Void Check Register 7 Can cel Click the Cancel button to exit without printing When the Void Check Register is done printing you will see this confirming message SY TOPS MESSAGE E Z Posting complete cm This is just confirming that the Voided Checks have been posted and the AP system and General Ledger updated for these transactions This completes the manual section on Print Checks and Void Checks 50 Adjustments Use Adjustments to clear Open A P Vouchers unpaid invoices The Vouchers you are working with here must have been entered as Bill transactions which means they were originally intended to be paid by computer check You have the choice of two types of Adjustments Cancel Vouchers Mark Vouchers Paid Vouchers must be Posted before you can use the Adjustment function If they are not yet Posted use the Bills Manual Checks to go back and make the correction Adjustments Click Adjustments on the AP Menu You will see the AP Adjustments screen AP Adjustments ED Ap Adjustments 08 Alpine Meado Ea fx
58. the most recent updates may not be reflected in this guide It is neither the intent nor purpose of TOPS Software LLC to provide accounting wage or tax advice For specific information regarding accounting methods procedures tax rates deductions or earnings calculation speak to your company accountant or contact the appropriate Federal or State agency It is also assumed that the user of this guide is familiar with basic windows functionality and navigation tools Refer questions regarding the use of Windows Explorer to your system administrator Table of Contents TES OF CONTENTS iste dica doce a i pa ce areal aril dual d B i alint dane 3 ABOUT ACCOUNTS PAYABLE msi ue c i gali aa iesea aut aaa c utau aie pui aul acad 5 VENDOR scoicile alia aaa aia anal aa lia a a i dala a i ia ia aia 7 INTRODUCTION raaa a ca pa og cutu s dead cdi ce aa d aaa Dadaca at doua naala 7 WEIGAND V CNG ONS ill ce 7 Vendor Communications E Manli za aa atata d ta 33 a 9 Nendor ELI SLOT Y OPA NO ia oii dt Mame na E ata ni a i alu tt 3 ilie ai 13 TEO ICE SLAC MTN S35 28 ces aid a dadea ice alia alea E aali ia ala aerate 13 ENTERA Pess ticas 18 INTRODUCTION alcatel caut ba da astia 18 Void Manual Cheek Ss resina dE sao 18 Dl AA A A 19 Handwritten Check oeisio aeree A dali ias 21 Expense Distribution Bill or Handwritten Check ssccsccccsssssssssccccccccsssscscccccsccsssscsccccsssssssssccooes 23 SCA A A sadevevdsesgunddesausucne
59. transactions you will go directly to the Enter Recurring AP screen as shown below e Click the Add button to enter a new Recurring AP transaction 30 When adding a new Recurring AP transaction a blank screen looks like this Enter Recurring AP Transaction ED AP Recurring AIP XX Sample Condominium Seles Trans Em vendoj ooo Frequency Monthly T Day of the Month Invoice i Description BA Bakio f l Amount 00 LastPosted Formula Amt Remaining a Account hd Description amount Scantattach Y nea A ok Deane We ll cover each option and each field on the Recurring AP Transaction screen Trans A system assigned also called a Voucher so TOPS has a uniform way of keeping track of each transaction Vendor ID Either type in the Vendor ID if known or click the down browse arrow to open up a browse screen to locate the vendor or add a new vendor if needed The vendor browse looks like this 9 AP Browse Vendors Wendortt__ endor Name 3 3 JA 1ST NATIONAL BANK AAA PEST CONTROL ABC MAINTENANCE ADT AT HOME NET BARCLAY AND SEYMORE PC BENEFITS DESIGN GROUP BIZPEN COMMUNITY ASSN PUBLISHING COMPUTER RENTALS CORP PERFORMANCE INSTITUTE EWBANK TELECOM EZ TRASH amp REFUSE HOSPICE IMMEDIATE MANAGEMENT SERVICE INSURE IT IQ SYSTEMS LANDSHAPES POWER STAR PRINTING Jf OK X Cancel Click the Add New button to add a new vendor on the fly Vendor The Vendor
60. y this bill Enter the Invoice into this field If there is no Invoice then use today s date as an alternative This is a required field because TOPS wants to check to make sure this 1s not a duplicate invoice for this vendor If it finds the same Invoice already for this vendor it will give you a warning Note You MUST enter an Invoice even if you have to make up a number using today s date like 11302010 Enter the Invoice Date into this field TOPS can then give you an accurate aging of your open Accounts Payable based on this date Note You MUST enter an Invoice Date even if you have to use today s date A free from description of this invoice up to 25 characters This Reference is printed on the Disbursements Report to explain what was paid Example Repair Street Signs Only used for Accrual Accounting enter the date you wish the invoice to show as an expense in the General Ledger in the format MMDDYY Once an Effective Date 1s entered it becomes the default date for all AP bill entered afterwards until the date it changed Enter the total amount of the invoice regardless of whether you will expense it to more than one GL Account Credit Memos should be entered with a minus amount see below Credit Memos Enter a negative amount only if you are entering a Credit Memo issued by the Vendor If you wish to cancel an Open unpaid A P Invoice already entered see the Adjustments manual section below

tops professional™ accounts payable manual

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tops professional™ accounts payable manual