Quick Start Guide
Contents
1. 10 Click Print Checks when you are ready to print checks 11 Confirm that your checks have printed correctly then click Post All Checks and click OK This updates Checks Printed 24 le 205 the A P histories and the general ledger r Wok Oy Checks Yod Sdected Checks If the checks printed out of alignment you can void them and start over 24 Quick Start Guide Printing Checks OOPS Janice made a mistake on one of the checks Arlene explains that it is easy to void a check using TOPS 2000 Voiding Checks Instruction Illustration 1 Click the AP button on the main TOPS 2000 D window 3 3 Click Void Checks Woid Checks 4 Click the down arrow to select the Bank ID of the bank upon which the check was written Press lt TAB gt 5 Enter the Check Number to be voided lcheck poos E oo0o03 Press lt TAB gt Bank ID fi mnoo 000 Cash Checking Operating 6 Enter the Date the check was written ponon Cheek Defe Press lt TAB gt ABC ABC pe e A Once this key information has been entered the name of the vendor to whom the check was written will be listed below the check number field 7 Enter the Effective Void Date Press lt TAB gt o tee ate feos Effective Date 03 i gt E i ze 8 Enter the Reason for the void TINE 9 Click OK Continue to enter checks that need to be voided Once all voids have been entered review the entries to ensure that they are correct2. Click Date if you wish to sort the records by date Click age ES Check 1f you wish to sort the records by check number Click All to print the report for all checks or click Range to Pg print the report for a range of dates Start 02019 Range If necessary enter the start and end dates in the range Co meli Check either of the following checkboxes to activate options in the check register report PEE Show Invoice Detail lists the invoices paid by each check lM Show voided checks including the expense distribution to G L account s zeShow Voided Checks includes voided checks on the report 8 Click OK to print the check register report NN Quick Start Guide 39 Bank Reconciliation Janice received a bank statement in the mail Arlene shows her how she can reconcile her bank account with her general ledger cash balances in TOPS 2000 property management system 1 Click the Check Rec button on the main TOPS 2000 window 2 Click Reconcile Bank Account 3 If necessary select the bank account you wish to reconcile Bank iD 1 sacar If only one bank account is set up you will not be able to select an account 4 Click next to the desired option for the reconciliation window Press lt TAB gt Options Uncleared items only i Earliest date z 5Uncleared items only displays entries that have not been marked as Enter start date cleared in TOPS 2000 Recommended opt
3. lt TAB gt Accrual The date that the expense will post to the general Effective Date pem 100 ledger Cash Required but not used to record any general ledger entries 9 Enter the amount of the invoice Press lt TAB gt Amount 549 95 10 Note the amount remaining This is the amount that must be expensed to G L account s before you can Amount Remaining 549 95 exit this screen 22 Quick Start Guide Accounts Payable Click the down arrow to select an account number The first line of distribution is based on the default account you defined when you set up this vendor Double click the account number to which you wish to apply the charges Press lt TAB gt Notice the amount field automatically displays the entire amount due If necessary enter the correct amount you wish to apply to this account number Press lt TAB gt Amount Use the lt DELETE gt or lt BACKSPACE gt keys to remove the existing amount If desired you may enter a percentage of distribution ste B 18510 000 Lard ecsaping Continue to follow steps 11 through 13 to complete the distribution of this bill Click OK to save this entry Follow steps 4 11 to enter additional bills Click Post to post these entries z Bills This option will set up bills as open payables ready to pay by computer check Under accrual 1t will update the general ledger for the expense z Manual Checks This o
4. 10 Click Post to complete all of the voids in this batch Quick Start Guide 25 Late Fee Processing The grace period for timely payments has passed and some owners have not paid their condominium fees Arlene shows Janice how to process late fees for delinquent owners Late Fees 1 Click the AR button on the main TOPS 2000 window 4 Enter the Effective Date of the late fees Arlene makes sure that Janice enters the date the late fees Effective Date 06 0100 should be applied as of not necessarily today s date Double click the charge tables where you wish to incide Code Deseription apply late fees z See os Special 53 pees Janice double clicks Maintenance Fee and descriptions so that the Include field reads Yes Click Accrue Late Fees Click Edit Janice clicks the edit button to view the customers to whom late fees have been applied and edit them if necessary Review the pending late fees Make any corrections that need to be made Janice realizes that she forgot to enter a payment she received this morning Arlene shows her how to remove the fee applied to that owner Double click the owner record for which you wish to edit the late fee Backspace lt 1 gt over the late fee amount Enter another amount 1f desired Click OK to accept the late fee edits 10 When you have completed any necessary edits click Close to complete the editing process 11 Click
5. ID ABAX foo1122313 The ABA American Bankers Association Routing Number Ooo that identifies the bank that is processing the Direct Debit 6 Enter the Master Bank Name Master Bank Name Starry Might Bank This is the name by which TOPS will refer to this bank Enter the Batch Header ABA number Batch Header 464 foci 122313 Typically this number is the same as the ABA number entered above the bank that is processing the file for you Enter the Batch Header Name A description of what the debit is for e g Condo Fees Batch Header Name Gondo Fees Enter the path including file name for the location you wish to store the direct debit file ACH Destination Path C EMAILIDEBIT ACH Janice creates a folder on her computer that she can easily find to store the files she ll need to send to the bank 16 Quick Start Guide Cash Receipts Setting up a Community Bank Community Ganbia 1 Click Setup Community Bank Seip each Communty Backs intennetion Sete Commnundy Gent Direct Desh 2 Double click the community name for which you wish to set up direct debit HK Sample Condominium 3 Click the down arrow Master Bank Car Starry Might Bank 4 Double click to select the master bank EN This field is the Master Bank from those added previously AA It is the bank that will be processing the Direct Debit file AP for you Normally it is the same bank as the Master Bank 5 Enter t
6. fee Janice clicks edit to alter his record Click Search Arlene shows Janice how she can use the scroll bar to see all of the owners or click the search button to locate an owner Select a search field then enter a search value kai i Click OK C Addres C SGcrcourtx W UnimotX Janice clicks Owner Name and types Spade in the field Quick Start Guide 7 Owner Charges Double click the correct home from the returned value in the search window Click after the amount you wish to edit and backspace to delete the old amount Enter the corrected amount and click OK Continue to make edits as necessary and then click Close to exit the Edit Recurring Charges window Click Post to update the owner payment histories for the pending charges The G L is updated for the charges too accrual only Check the amounts listed to ensure the posting is correct Click OK to proceed Select your report preferences and click OK Janice wants to see the report before she prints it to make sure everything was done correctly so she selects the screen option Preview your report then click Exit de Preview to close the preview 3 Janice is concerned about exiting since she still wants to print the report Arlene explains that the system will prompt her to print the report when it exits Click Yes if you wish to print the report Click Yes to apply any prepayments Ar
7. Mailing Address 1 Owner Mailing Address 2 and Owner Mailing City State Zip code fields viral Fes Data Field Ho Type the letter as displayed on page 27 inserting Date Ful appropriate merge codes The completed letter Despite our repeated atternpts to contact you we have not recened should appear similar to the following example payment for the A1 Balance Cue owed to us Wve have contacted aLr laser John os of the law fern Doe amp Cough et al Dear Cueners Marne E We ask That ari funher corn ES pondence be directed to that agency af Bg 455 4485 Sincere Sommunity Marne 28 Quick Start Guide Using Form Letter Janice is pleased with her form letter but she wants to make it look better Arlene shows her how to add formatting to a form letter They will begin by adding the community logo to the top of the letter Formatting a Form Letter 1 Click at the very top of the form letter page You T should see a blinking line appear to the left of the ahi Aiea Ti Community Address Une 2 Community Name field Press lt ENTER gt Community Address Line 2 2 Press the up arrow on the keyboard to move to the ee HoR new line you have just created Click Insert ee 3 Click Image Click Create from File 5 Navigate to the graphic you wish to insert into your document Double click the bitmap graphic file you wish to add 6 If desired check link to link this image to the original If the o
8. Post This updates the owner histories with the late fees They will now show on the Owners accounts 26 Quick Start Guide Using Form Letter W Janice is now ready to begin processing the collection actions for delinquent P L f owners Before she can do this Arlene explains that she will need to create A form letters to send to delinquent owners Oakland Dale Community 1 20010 Disnond Drive 2 Fockwille MP 40888 1212 3 4 5 Ray and Nancy Simon 6 7 12100 Tat Street 8 Rockville Wib 20555 6759 9 August 1 2000 Dear Ray and Nancy Simon 10 Despite our repeated attempts to contact you we have not received payment for the 11 300 00 owed to us We have contacted our lawyer John Doe of the law tim Doe amp Cough et al We ask that any further correspondence be directed to that agency at 2591 556 5465 Sincerely Oakland Dale Community 12 Sample Attorney Form Letter Fields Used in Sample Attorney Form Letter 1 Community Info Community Name 2 Community Info Community Address Line 1 3 Community Info Community Address Line 2 this does not display as there was no information entered for this field in TOPS 2000 Form Letter automatically removes the extra hard return 4 Community Info Community Address Line 3 5 Owner Info Owner s Name 6 Owner Info Mailing Address Line 1 7 Owner Info Mailing Address Line 2 this does not display as there was no information entered for this
9. Table of Contents TABLE OF CONTENTS cccsccscescecceccecesceccsccecsccsccscescscescescscescscesescscssessescesessescesceces 1 TOPS 2000 QUICK START GUIDE ccccccesesssccececssssscccccessssnscceccessssteceeceesssnseeeeeeens 3 About this Guide cccccccsececcccecsccsccncsceccececsccecsecsccccscecsecetsececsscececseces 3 Conventions iaa aeconeeeaaomines 3 TOPS 2000 THE STORY ccccccccccccccsssseesccccccccuasseeeccccccessuasseeeccccsessuaaseesceceseesaaaeeees 4 Meet Janice A ee ieee el o eos 4 THE ACCOUNTING E YC us ii dai 5 A Typical ACCOumtUng Cy Cle ais 5 DAA NL A O aC eR A 6 Panino VOICE ade 6 Rectrimo arre las od oie 7 BALANCE TIN OUR es Soccer o opc a Deed 9 Checkine Owner Balances nai iii de 9 CAST RECEIPT Si A A A ge Td 10 Manual Cash Recetas 10 Bank LOCK DOK Process si a 12 Scanning Checks using a MICR Check Scanner ooooooooccccnnncconononincnnnnnnnnnos 14 DIE COD EDI temes oia ion eee eta nac MIND rer te at at to Serre eee 15 ACCOUNTS LAVA E io eee tench hala 19 PAINS a Vendor A O vane aaean yeah canes 19 Encalada ie 2 PRUNING EE e E 24 Prnting on Pre Printed Checks ui 24 Vordino ENS iii 25 LATE PEE PROCESSING nahin a lalo 26 EA a RE i Oey EO ROR ES re aE 26 USING TOR iD Te saa eee Sate red na eschew inde oes accosted ee eee 27 Creatine o Form Llera ice ane ieee 28 Formatines a Form Loera lr 29 Quick Start Guide Table of Contents PROCESSING COLLECTION ACTIONS S sais a E peneeeceeeaie
10. ccording to what you will need to do Text will be BOLD if you should click 7 e Click Start Text will be in ITALICS if it is an important note about the subject i e TOPS 2000 is copyright 2000 Property Management Systems Inc Text will be BOLD and UNDERLINED if it is something you should type i e Type d install Text will be lt CAPITALIZED and IN BRACKETS if it is a key you should press on your keyboard i e Press lt ENTER gt Quick Start Guide 3 TOPS 2000 The Story Throughout the quick start guide look for the story symbol left to follow along with the story listed here Meet Janice Smith Janice Smith is anew employee of Green Management She has some experience in property management but has never used a computer system to manage a community One of the new accounts that Green Management has acquired is the Oakland Dale Community Janice s job will be to manage this community Green Management uses TOPS 2000 to manage their communities so Janice will need to learn how to use TOPS 2000 to be able to manage Oakland Dale On Janice s first day of work Arlene Gardner who has worked for Green Management for the past two years greets her Arlene explains that she will be training Janice in the use of TOPS 2000 property management software TOPS 2000 Setup Arlene tells Janice that another employee of Green Management has already used the Community Setup Wizard to create the Oa
11. ck has to be written or sent to pay monthly fees Arlene shows Janice how to set up a direct debit account Direct Debit Defining Direct Debit for an Owner Mustration 1 Click the Owner button on the main TOPS 2000 E window 3 Use the arrows to navigate to the owner who has requested direct debit Arlene tells Janice that she must have the customer s bank ABA number and their account number A voided check is the best way to gather all of the necessary information Click Flags e Oo e gt E ri cy Click the checkbox next to Direct Debit to activate A gt E Bit Sholanents automatic payment from the owner s bank account iria In the Bank ID field enter the ABA number of the owner s bank or 2345678 Press lt TAB gt Enter the account number of the owner s bank account eres 000011301234 Press lt TAB gt 8 Select the owner s bank account type Account Type Checking Savings 9 Click OK Click OK again Quick Start Guide 15 Cash Receipts Once Janice has entered the owners direct debit settings Arlene shows her how to define direct debit settings for the Oakland Dale community EA Setting up a Master Bank 1 Click the Global button on the main TOPS 2000 window aster Dankie 3 Click Setup Master Bank Seupthe Waster Bork ion This is the bark that the fle i sentio 4 Click Add New 5 Enter the Master Bank ID Master Bank
12. es payments and adjustments for all homes in the community based on a range of dates 1 Click the AR button on the main TOPS 2000 window ES 3 Click Owner A R Activity CF Owmer ai Activity 4 Click next to the order you wish to sort the records on the Sort Order report Street Address z sstreet Address sort homes by street address f Account Number z sAccount Number sort homes by account number f Lot Unit Number z Lot Unit Number sort homes by lot or unit number C Alphabetic z 5Alphabetic sort homes in alphabetic order by owner 5 Section Building if this sorting option has been turned on and the homes have this info entered sort the report grouping Section Building Order homes together by Section or Building 6 Enter the Start Date for the report Start Date foo 99 7 Enter the End Date for the report All activity within this range ee pares PE of dates will be included on the report 8 Click Print to print the report 38 Quick Start Guide Printing Financials A P Check Register Report Lists all checks issued for a range of dates or range of check numbers with the option to show the expense distribution 1 Click the AR button on the main TOPS 2000 window Click Check Register f Check Register Click the down arrow to select the desired bank account for E the report or leave the field blank if you wish to print a check a n register for all bank accounts
13. es 31 Setting up the Collection Table ooooocccccnnccnnonnnocncnnnnnnonononinonncnnnnnnos 31 Processing Coleccionista io a ds 33 PRINTING INN o pescado pd 34 Common Fimancial Reporta alii 34 Balance Sheet REPO 34 Income statement Repair 36 A R Aged Delinquency Status Report cccccccooooooocncncnnnononononanonocnnnnnnnnnnnos 37 Owner Activities Reprocesirani i 38 A P Check Re oter REPON ii 39 BANK RECONCILIATION in oidos 40 2 Quick Start Guide TOPS 2000 Quick Start Guide This guide will give you a brief overview of typical processing functions using TOPS 2000 It is more of a How to guide than a complete description of every menu choice and option throughout the program On line help is available to answer specific questions About this Guide This guide is intended to guide you through the most common set of functions that you will be encountering in your daily work with TOPS 2000 As such you will find a slightly different layout then you have encountered in previous documentation Instead of a breakdown of information based on location in the software or a particular module we will explore a standard billing cycle and other common property management functions through a story following a fictional account of a common employee who has just begun to work with TOPS 2000 Conventions Several conventions are used in this guide When you need to perform a task the text will be formatted a
14. field in TOPS 2000 Form Letter automatically removes the extra hard return 8 Owner Info Mailing City State Zip code 9 Misc Fields Date Full 10 Owner Info Owner s Name 11 Charge Tables Al Balance Due 12 Community Info Community Name Quick Start Guide 27 Using Form Letter Creating a Form Letter Mlustration 1 Click the Owner menu button on the TOPS 2000 a 1 window 3 Click the first blank row in the form list eal 2 Ltr Head Example Type the name of your new form letter 2 Lata Matios Spo 5 Click Merge Codes to view a list of available codes 6 Click the down arrow to select a category of merge codes Select the Community Info category Janice is creating a generic attorney letter which she will then use for this and any future communities she manages Double click Community Name to add that merge code to the form letter Press lt ENTER gt Dcormuniy aasrece Line 2 eco Line 3 Canmi Phoe Hunte Click Merge Codes Double click Community name ame Address Line 1 Press lt ENTER gt Community Address ave 1 E OFF unity Address Line 2 Community Address ee Follow step 8 to add Community Address Lines 2 and 3 Press lt ENTER gt twice Click Merge Codes Click the right arrow to switch to the next category of merge fend Geers Heme diri Hoang Ases Lira codes Owner Info Owe Wading Address Lire 2 Deane Haling Cip Steleciocods Follow step 8 to add the Owner s Name Owner
15. fteen characters into this field Phone 22 You may enter up to twelve characters into this field E Mail John etreemagic com You may enter up to thirty characters into this field Quick Start Guide Accounts Payable 16 Click the down arrow and select an insurance type for this vendor This is optional if you wish to track this information Insurance Type Liability Press lt TAB gt Choose from Liability or Workman s This field is used with the insurance expiration warning Compensation You can fill in the information even if you are not using the warning system Enter the name of the vendor s insurance company Insurance Eo Chubly Hublay Insurance Group Press lt TAB gt Enter the insurance expiration date Press lt TAB gt i fos 203 This field is required for the insurance expiration warning Expire date Note You must checkmark the Warning option in the A P Control File to make this safeguard active Enter the policy number of this vendor s insurance o TEA policy Press lt TAB gt Oc Check the checkbox to print one check per invoice for this vendor Press lt TAB gt This can be a handy feature if you want a separate check for each invoice entered for this vendor Utility bills are sometimes best handled in this manner so payments are not applied to the wrong customer account number by the vendor s staff Click notes on the toolbar to add notes for
16. g Collection Actions Janice is now ready to begin processing collection actions for the community First she must define which form letter applies to which action in the collection table Setting up the Collection Table 1 Click the AR button from the main TOPS 2000 menu Ea 3 Click Collection Table Cr Collection Table A Click Add Lime to add a collection action 5 Enter the desired action level number or accept the default level 01 entered by the system Delinquency 6 Enter a descriptive name for your delinquency action ction Late Motice Enter the minimum number of days the owner should be delinquent before this collection action is activated Enter the minimum amount of monies overdue for this action Hn to be applied As an alternative to the amount in 8 above enter the percentage of the charge for this action to be taken This is especially handy where different units pay different amounts based on size Ex 100 I increment of the charge table amount 10 Enter any admin fee that should be applied to owners whenever this action is taken It will automatically level this fee against the owner when you finalize the Actions This is a great way to handle certified letter charges if any Leave blank for an action level if not needed 11 Click next to the letter number of the first collection action where you wish to send a delinquency letter You should see a blinking cursor bar appear next to the nu
17. he community s Federal Tax ID Community Fed TaxiD f43 200 66 Fed Tax ID 43 299 58 299 56 8 Enter a brief description of the direct debit cono Fees 9 Click the down arrow to select the default calculation method Debit Calculation Method Current Charges gt zesCurrent Charges this option debits only the Current Charges Balance Due recurring charges stored in the charge tables z Balance Due this option debits any amount due whether from recurring charges legal fees fines or miscellaneous charges Check the box if your bank requires you to create a credit back record Review changes and click OK to complete setup for this community Follow steps 2 11 if you wish to set up another community or click Close to complete the community bank setup Quick Start Guide 17 Cash Receipts Janice is now ready to do the monthly direct debit processing Arlene shows her how to accrue the pending debits edit the batch and finally post the debits which updates the owner histories and GL for these cash receipts 1 Enter the processing date of the debits Usually this is a set day of the month agreed upon in contract with the owners Select Charge Frequency 2 Select the charge frequencies Include Worst charges incide Bl Miorih Change a If you have communities that pay with different frequencies this gives you a chance to select which charge frequencies to include in the Direct Debit fi
18. ile to the company for that day s lockbox cash receipts Arlene shows Janice how to process the bank lockbox file Bank Lockbox Processing Click the Global button on the main TOPS 2000 window It does not matter what community is currently selected lockbox processing can be done for ALL communities or for selected communities from the global functions menu it is all under your control 2 Click Lockbox Lockbox 3 Click the down arrow to browse for the lockbox file Lockbox File Name C TOPS2000 LBX txt that was sent by your bank Lockbox file names are normally Arlene explains that lockbox files are typically received by assigned by the bank modem and stored on the computer They must be received prior to being processed by TOPS 2000M 4 Click Process File This will bring m all lockbox cash receipt transactions in the file for ALL communities A processing report will be printed The report should be reviewed for obvious errors Arlene explains that sometimes mistakes are made when the bank scans in payments It is always a good idea to check payment info before posting it 5 Correcting Errors double click the community name where an error exists 6 Double click any records that appear to be incorrect A 200 Janriter Lance 1734567690 200 Jer Stevens 1210557090 400 Jerry Crai 1230557890 is 60 not 9 999 99 Now she will correct the record 500 Don a angaa Han 1239887830 Cia Ja
19. ion 2earliest date displays all transactions in check reconciliation 2 Enter start date displays all transactions from a specific date Current Statement 5 Enter the date of the current statement E Oo 6 Enter the balance listed on the statement owo 7 Click the OK button to display the reconciliation window Ok 8 Enter the clear dates for deposits and checks that have been cleared in the bank statement rn oa ol e When you are done there should be no difference showing If there is a amero nonce difference then use Adjustments to enter missing bank transactions pride like bank service charges that have not already been entered into vest pere TOPS Use Money Transfers to record transfers not previously entered into TOPS 9 Click Close to complete the reconciliation for this account once the Difference is zero Print a Reconciliation Report as a record of the completed reconciliation Ma Quick Start Guide
20. ish to print Press lt TAB gt Plumber of Copies h Cost Centers active Click the down arrow to select the cost center for which you wish to view a balance sheet or click All Cost Centers to print the report on all cost centers Cost Center If the Cost Center option has not been turned on you will not see this option B40 Quick Start Guide Printing Financials 8 Check any of the following checkboxes to activate options in the balance sheet report 2g Consolidate Cost Centers only where Cost Centers are E ee used You can get a report the combines all Cost Fund Balance Format Centers together into just the main G L account total M Show Account Yund Balance Format a variation of the report format with columns for Operating Reserves and Other zeShow Account Display account numbers for each line item on the report 9 Click Print to print the balance sheet report Quick Start Guide 35 Printing Financials Income Statement Report Shows income and expenses normally compared to budget for the current period and year to date 23 10 Click Print to print the balance sheet report 36 1 Click the GL button on the main TOPS 2000 window I h 1 m Click Income Statement neorme Statement Enter the start date for the income statement report T panes mag Press lt TAB gt Enter the end date for this report End zz 08 99 Press lt TAB gt En
21. kland Dale community in TOPS 2000 As such all of the accounting settings chart of accounts community information and owner data have been entered into the system If you want to understand more about setting up a new community go to the Community Setup tab in this manual BO Quick Start Guide The Accounting Cycle Arlene shows Janice the regular monthly accounting cycle of Green Management Janice will learn how to follow this cycle in TOPS 2000 as she works with the Oakland Dale Community A Typical Accounting Cycle Owner Charges Includes printing invoices automated billing and balance inquiries Cash Receipts Covers up to four methods of processing owner payments Accounts Payable Covers adding vendors entering A P bills and manual checks Print Checks Includes printing on pre printed checks and magnetic ink MICR checks Late Fee Processing How to process late fees for delinquent owners Collection Actions Print form letters to owners for a number of predefined actions Print Financials Print financial reports for the board of directors eS A A A Ye Bank Reconciliation Reconcile bank account statements with actuals Quick Start Guide Owner Charges The first of each month Janice will need to send out owner billings Arlene shows Janice how to send invoices to owners and apply recurring charges Please Note You do not need to print Invoices to apply recurring charges
22. le you are creating Indui Geely herpes rede Sentra de Charges cude Anua Terg 4 Double click or check the checkbox next to the communities you wish to include for direct debit processing 5 Click Process ACH This will create a work file with the pending debits 6 Click OK to proceed AEE EA Humbe od Commi 1 Humbe F Horas 3 Tala Amount 14000 A work file has now been created which you can edit m preview and post to the G L pos 7 Click Post and Deposit and enter the path for creating the ACH file 1f necessary i o 3 This will update the owners histories for the direct debit beaet payments create the cash receipt in the G L and create the ACH file itself 18 Quick Start Guide Accounts Payable Over the past few days Janice has received a number of bills from various vendors for services rendered for the community One of the vendors Tree Magic is new to the community Arlene shows Janice how to add a new vendor and pay bills Adding a Vendor 1 Click the AP button on the main TOPS 2000 window 2 Click 2 Click Vendors ee Vendors 3 Click po New to add a new vendor 4 Type a vendor ID up to 6 characters Press lt TAB gt Vendor ID TRE This is a unique code used by the system to store the information for this vendor This field value must be unique After six characters the cursor will to identify each vendor You may enter either an actual automatically ad
23. lene tells Janice that some owners pay in advance This finds all owners with credit balances and applies the credit against the new charges Applying prepayments now makes sure owners don t end up with both credits and balances due at the same time Dimer HENE Unit e 40015 Special A25e25 Contin Fe Post Diada the charges wil be giad Post Date 0 00 rua Poe Ei parmi ieres C eee H a Soles EE THE ok Ee APT PCI Jp Fl TEE UET I E PARTY pi m TH ao SY TOPS MESSAGE E Prepapments should be spphed sate ale eses omens a po Do Tou Weh to Appi Prensemert How T Quick Start Guide Balance Inquiries balance 1 Click the AR button on the main TOPS 2000 window 2 Click Owner Balances 3 Use the search interface to locate the correct owner Arlene explains that searching is based on what you know about an owner For example if you know the owner s name click Name Search If you know the lot unit on a particular street click Street Address and then click the down arrow to search the Lot Unit numbers on the street 4 Type the value you know for the search and click search Double click the correct owner to select their record 5 Note the balance due on the right of the window Janice asks how she can print a statement for this owner to quickly fax it to the owner Note you do not have to print an Invoice the history can be printed if you just want a report showing all charge
24. lick OK Cone Type the unit number and press lt TAB gt or use the search fields to search for the owner If necessary change the date this owner s payment was received Press lt TAB gt Enter Payment Date Received psm Mo Enter the amount of the payment Press lt TAB gt el 24000 Enter the owner s check number Check 192 Click OK Continue to enter owner receipts by repeating steps 6 and 7 Click Close to view a summary list of all payments entered into this batch 10 Quick Start Guide Cash Receipts Mhtrfion 9 Click Post to post the payments you have entered a real Beil ZEN 10 Click Yes or No to print a posting batch report This shows the same information as the Deposit Report printed in step 12 below so you may not need this printed report 11 Click OK to complete posting of the owner receipt batch This updates the owner s payment history for these payments R mii las You must Prepare Bank Deposits for your Cash Recepis Baichas or the ash Receta 12 Click OK You will get a Deposit Report showing the wii not be postedta the Cash Receita Journal or bathe General Ledger amount paid by each owner This posts the Cash Receipt totals to the general ledger Quick Start Guide 11 Cash Receipts Some communities under Green Management have owner payments sent directly to a Post Office box where the bank collects and processes the receipts then sends a f
25. mber Quick Start Guide 31 Processing Collection Actions 12 Click the down arrow next to letter number E a 13 Double click the letter description that you wish to apply to this collection action step 14 Continue to follow steps 4 13 until you have added all of the necessary steps to the collection action table Click OK to complete the collection table setup 32 Quick Start Guide Processing Collection Actions Processing Collections 1 Click AR from the main TOPS 2000 menu SS 3 Click Process Collections a Py 4 Enter the effective date of the collection processing Effective Date 0830 00 Dalinquen 5 Check the boxes for the collection actions you wish to include sie in the process at this time 7 po Secondiamina d fing Feerning Ahorre Acton 6 Click Categorize Owners This will find the delinquent owners and put them into the action steps based on days and dollars owed 7 Select a print action to view the owners against whom collection actions will be taken Click OK 8 Click Edit 1f you need to alter any of the pending actions You have complete control over the actions being taken 9 Double click the delinquency action you wish to edit 10 Double click any owner whose delinquency action you wish to edit Mam amp Jana Dowd 11 Make desired edits to the action status admin fee printing of uy the letter or holding the processing until a later date You can se
26. nice calls the bank and confirms that the correct amount 12 Quick Start Guide Cash Receipts 7 Click and drag over the incorrect value and type the GB Edd Lockbox Tremeschiong i TrensacGon dl 5 correct value in the field a Community D u w Click OK ea eE Don Angola Han Janice notes that any field in the lockbox file may be Calo Mecewed proosa altered including the community unit date and amount ant Aecem TREN Dens icce fzasemam Janice continues to follow steps five through seven to make any necessary corrections When she is done she is ready P on Cane to post the owner receipts Select a posting option 2 sUnposted cash batches creates a batch file in manual cash receipts for the selected community s see page Post Options 10 You then need to go to each community to complete C logs cash batches the post and deposit steps 2 Post and Deposit posts the receipts to the owner files and the general ledger to complete the processing for the selected community s No further steps need to be taken 11 If desired check print deposit slip FGR a be Reperi Contr Report ouit Select Printer to get a printed report of the deposits for audit trail purposes Click OK 1 Printer Soren cris f Ported Landscape Click OK to complete the lockbox process Quick Start Guide 13 Cash Receipts Arlene points out a small piece of equipment on the desk She explains to Ja
27. nice that this check scanner will allow her to quickly enter owner checks by scanning the MICR magnetic strip on the bottom of the owners checks Scanning Checks using a MICR Check Scanner 1 Click the Global button on the main TOPS 2000 window It does not matter what community is currently selected Scanning can be done for ALL communities or for specific selected communities 2 Click Scan Payments 3 Carefully place the owner s check in the scanner Make sure the bank identification numbers face the bottom and inward The scanner will automatically read the check and display the scanned information Click the down arrow to select the community of which this owner is a member Double Click the correct community record Click the down arrow to select the owner associated with this check Double click the correct owner Press lt TAB gt Verify the Receipt Date of the check is correct nity P Receipt Date Joss O00 The system will automatically display today s date The Check Number is filled in for you This is automatically entered from the scanner Enter the amount of the owner s check Use one of the default amounts showing if you wish Enter the amounts you wish to distribute the owner s payments Late Fees 14 Quick Start Guide Cash Receipts Janice receives a call from an owner who requests that her monthly condominium fees be debited directly from her bank account so that no che
28. ption will post manual checks to owner A P histories as well as to the general ledger Quick Start Guide 23 Printing Checks The time has come for Janice to pay bills for the community Arlene explains that the type of checks printed is based on the selection made during A P Control Info setup in the community setup wizard Printing on ee Checks 1 Click the AP button on the main TOPS 2000 window A 3 Click Print Checks 4 Double click the bills you wish to pay Alternately you may click the Select All button to automatically activate all due invoices 5 If necessary click the down arrow to change the bank account from which you wish to pay bills Check Formar Lara veh reference Bank dopo Double click to select the correct bank account Bark 1D ED in CAL AiE gio O00 Cash Checking oaral Press lt TAB gt Cash Balanos i 0 00 il a 6 If necessary change the date you wish to appear on Check Info the checks Press lt TAB gt A vat 7 If necessary enter the number of the last check used Last Check Used Lastcheckitlised o Press lt TAB gt 8 If necessary enter the number of this check Starting Check 1 Check Press lt TAB gt 9 Print an alignment check if you wish vertical Alignment betat Change the alignment as needed for differences between printers Up starts the check printing higher down shifts the printing lower Normally the default works fine for most printers
29. riginal file is changed the graphic in the form letter will also change 7 Click OK The image is now added to the form letter in edit mode Click in the white space of the document to deselect the image 8 Click and drag to select from community name to community address line 3 Click the center button to center the selected text Quick Start Guide 29 Using Form Letter 10 Use the format font dialog to format the font as desired Click OK Continue to format the text in the letter by clicking and dragging over the text to select and following steps 9 10 11 Click in front of the letter conclusion and press the lt T AB gt key to indent the line 12 Click File and select Save Form Letter 13 You may choose to preview the form letter using the new print preview feature Click Print Preview to activate the preview window 14 Select the homes you wish to preview you may print these from the preview window Fangs of Hones I SectioBuleing 15 Click Print to open the Print Preview window for the selected homes 16 Use the page navigation buttons to preview various pages 17 Click the Zoom button to select a zoom mode if you wish to increase or decrease the preview page size 18 Click 2 to print the currently viewed page or click to print the entire print job 19 Click File and select Exit or click the X to exit the form letter program nd much more 30 Quick Start Guide Processin
30. s and payments for this home 6 Click Invoice 7 Select Statement and define the layout of the statement When ready click Print to print the owner s statement Quick Start Guide While Janice and Arlene are working an owner calls and asks for her current balance Arlene shows Janice how to quickly check an owner s acctal aE Lota am E rir Eon Dismord Serie Street dores Mame Search GOD Select Owner Property by Demer Mame Last Hame DONES 7 q ag RT ET PELE r z Baya i aay Caner Stabement 3 per page Statoete Erd Date ehde kiue charger Cash Receipts As time passes payments begin to arrive from owners Arlene explains to Janet that there are four different ways to process cash receipts Manual Lockbox Check Scanning and Direct Debit She agrees to show Janet how to process payments using each of the four methods Manual Cash Receipts 1 Click the AR button on the main TOPS 2000 window 3 Click Owner Cash Receipts 4 Click Add New Click OK Batch gt 4 Bank accourt fi ob mara e 1040 000 Gach Chectna Operating Arlene points out that each batch of cash receipts that are processed has a number for tracking purposes Janet can return to this screen later to edit or add to the batch up until the time the batch is posted Enter the processing date of the owner receipts This becomes the default date for each cash receipt Receipt Dates 0601100 C
31. s Report Shows owners with balances due aged by the number of days past due 1 Click the AR button on the main TOPS 2000 window Select Report 3 Click Aged Delinquency 4 Click next to the order you wish to sort the records on the report Street Address sestreet Address sort homes by street address fe Account Number z sAccount Number sort homes by account number f Lot Unit Number z Lot Unit Number sort homes by lot or unit number C Alphabetic z 5Alphabetic sort homes in alphabetic order by owner Section Building 1f this sorting option has been turned on and the homes have this info entered sort the report grouping _ SectionBuilding Order homes together by Section or Building Click the report options you wish to use for printing the report z Print Detail check to show a breakdown of the balances due by POR Bae UE Charge Code I Print Detail z Print Payment Notes check to print the Payment History Notes for each home if any ze Print Alt Address check to show the mailing address of an Owner if different from the property address s Purge File the option is active for only some reports like the Cash Receipts Journal Check it only if you wish to purge old data from the system 7 Enter the cutoff date for the report 8 Click Print to print the report e Print Payment notes Quick Start Guide 37 Printing Financials Owner Activities Report Shows charg
32. sired Press lt TAB gt This describes what the vendor does up to 25 characters e g Handyman or Lawn Contractor Enter a default expense account for this vendor Press lt TAB gt Enter the default expense account number It is an optional entry If you enter a G L account number here you can automatically expense invoices from this vendor to this account at the time you enter the purchases Enter the primary contact name for this vendor Press lt TAB gt Enter the phone number for this vendor Press lt TAB gt This may be the main vendor phone number or a number for the primary contact Enter the fax number for this vendor Press lt TAB gt Enter the secondary contact name for this vendor Press lt TAB gt This is a 2nd name of a person to contact at the vendor s site Enter the second phone number for this vendor Press lt TAB gt Enter the e mail address for this vendor Press lt TAB gt Instructions Illustrations TypeDesc Handyman i Default Exp Account 06570 000 Landscaping Click the down arrow to browse the chart of accounts Double click on the desired account number to select it Contact 1 John Tree You may enter up to fifteen characters into this field Prone 1 301 123 1234 You may enter up to twelve characters into this field Fax 301 123 1235 You may enter up to twelve characters into this field Contact a You may enter up to fi
33. st terms or community events 12 Review the window for corrections and then click Print to print invoices 6 Quick Start Guide Owner Charges Now Arlene shows Janice how to apply recurring charges to all owners This is normally done the first day of each billing period Recurring Charges 1 Click the AR button on the main TOPS 2000 window 2 Click Apply Charges 3 Click Scheduled Charges Scheduled Charges Enter the effective date of the charges Date The charges will apply as of this date For example if recurring charges are to be applied on the 1 of each month enter the effective date as the 1 of this month charges will appear on the owner s account and the GL as being applied on the first Double Click or press lt ENTER gt to select the recurring charges you wish to apply Description j Last Appl Freq ar Al kararria Fea gri 0 Fa Janice notices that the Include column displays NO in es 100 Eth Actes OTIDO be each category Arlene double clicks the Maintenance Fee and Special Assessments tables to apply those charges now Click Accrue Charges A work file is created with the pending charges Accrue Charges Janice sees a small window that shows the processing of the charges and then it disappears Click Edit if you need to check or alter pending charges for any of the owners Sam Spade should be getting a 20 credit on his maintenance
34. ter the number of copies you wish to print Number of Copies h Press lt TAB gt Click the down arrow to show prior actuals or budget numbers in the income statement report Budgets Compare income and expenses to the current budget e ratte Buciets which has already been entered during community setup z Prior Actuals Compare income and expenses to last years actuals for the same accounting period Cost Centers active Click the down arrow to select the cost center you wish to include on the report or click All Cost N Cost Center fact 4 Centers to print the report on all cost centers If Cost Centers have not been activated you will not see this option Check any of the following checkboxes to activate options on the income statement report Center GL Account Description z Center G L Account Description put the G L account names in Consolidate Cost Centers the middle of the report with Current Month to the left and Year _ Export IncomeExpense Statement to Date to the right of the descriptions z sConsolidate Cost Centers only where Cost Centers are used You can get a report the combines all Cost Centers together into just the main G L account total 2 Export Income Expense Statement create a file from the report which can be opened in a spreadsheet or other application to get specialized reports and analysis Quick Start Guide Printing Financials A R Aged Delinquency Statu
35. this vendor if desired Press lt TAB gt oS ARS a Se aE The notes field will display Yes to inform you as of any notes added to this vendor record Met Quick Start Guide 21 Accounts Payable Now that Janice has added the vendor she is ready to enter the bills that have arrived for this community Arlene shows Janice how to process a bill or a manual check Entering a Bill 1 Click the AP button on the main TOPS 2000 window 3 Click the down arrowto make this a bill or a manual check Press lt TAB gt 2zesBill may be paid directly from TOPS 2000 using automated check printing 2 Manual a manual check has already been written and is simply entered here to update the A P Histories record the expense and post to the G L Click the down arrow to select a vendor ID Press lt TAB gt twice vendorID TRE El Double click the correct vendor to select them from the vendor list Enter the invoice number Press lt TAB gt Invoice onom This is required The Vendor History will be checked to make sure this Invoice has not been previously entered Enter the date on the invoice Press lt TAB gt Invoice Date losin fou This is required The date is displayed when selecting invoices for payment to help you decide what to pay If desired enter a reference for the invoice Press da MULCHING lt TAB gt Enter the effective date of the invoice Press
36. to owners You can apply recurring charges by themselves without printing Invoices or sending anything to owners This guide shows you the steps in case you need to print Invoices If your owners have pre printed coupon books that substitute for invoices you should skip to the recurring charge section Printing Invoices 1 Click the AR button on the main TOPS 2000 window 2 Click Bills amp Coupons 3 Click Bills 4 Click Invoice or Statement Arlene explains that a statement allows you to print all charges and payments for date range as well as to print the total balance due with the option to include future charges An invoice differs by printing the current balance due up to the cutoff date and add future recurring charge amounts too 5 Select a printout format FELPE Capt Sian E Fle 7 Enter the date monies are due to the community MC 8 Enter a description for the period if desired ae 9 Click the checkbox labeled Print Payment History Notes if you wish to include notes on the invoice PT Print Payment History Motes 10 If necessary enter the legal name of the organization to which checks should be paid Heke Checks Payable io Sample Cordomnun l 1 y Enter any message you wish to appear on the Join us for the Fourth of July celebration at the park for fireworks face painting barbeque and clowns The picnic starts a 2pm and the fireworks will begin at full invoice pa You might wish to li
37. us Unos Delle Dies 105 even move the owner to another action category 1f you wish SINE Fe bii seas Click OK and then Close Fe Prink baing iether Hod Proceza 12 Click Print Letters to print the collection letters for the delinquent owners 13 Click Post to complete collection action processing This updates the owner histories for these actions including writing a note into the payment history to record the date and action taken Quick Start Guide 33 Printing Financials Once per period Janice needs to present a series of reports to the Board of Directors of the Oakland Dale community Arlene gives Janice a list of common financial reports and shows her how to access them Common Financial Reports General Ledger Balance Sheet General Ledger Income Statement Accounts Receivable Aged Delinquency Status Accounts Receivable Owner Activities Accounts Payable Check Register Balance Sheet Report Shows Assets Liabilities Reserves and Owner Equity in two different formats 1 Click the GL button on the main TOPS 2000 EE window GL 2 Click Reports Reports 3 Click Balance Sheet j Bl Balance Sheet 4 If necessary click the down arrow to select a pre designed report layout A 8 P y 1 4 Balance Sheet Balance Sheet format is the default setting Enter the balance as of date for this report Press lt TAB gt As Of Date for 3100 Enter the number of copies you w
38. vance to the next field number or an alphabetic abbreviation of the Vendor s name 5 Enter the name of the vendor TREE MACs If the vendor name is an individual instead of a business name enter the last name first followed by a comma and a You may enter up to twenty five space then the first name This is so the individual will be characters into this field At least one sorted alphabetically by last name instead of first name so character is required you can locate him easily in your files r Mail To 6 Enter the mailing address of the vendor Address 1 a708 Perry Avenue Press lt TAB gt Address 2 ste 1203 l Address 3 Gaithersbur MD 2 Foe Enter the street address on one or two lines Enter the city a state and zip code on a separate line Ifyou need only two lines use lines 1 and 2 leaving 3 blank You may enter up to twenty five characters into this field 7 Check the 1099 checkbox if this vendor receives a 1099 at the end of the year F 10993 109810 Press lt TAB gt Ifyou check the checkbox you will be Unincorporated companies or individuals who provide prompted to enter a Federal Tax ID labor materials goods or services should get a 1099 for SS number for this vendor any payments from the community Expense reimbursements mileage supplies misc expenses etc need not be reported on a 1099 Quick Start Guide 19 Accounts Payable Enter a vendor type or description 1f de
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