onTOPS

Welcome to onTOPS, an e-zine produced by TOPS Software to keep you informed about our products and services. Once again we have been hard at work to put together the biggest and best source of tips, tricks, and helpful information on TOPS Software's growing family of products and services!

November's issue is all about being proactive by preparing yourself for year end. We have provided a wealth of information, links, and tips to help you get ready for year end. So let's get to it!

We look forward to hearing your feedback about the e-zine. Please let us know what things you liked, what you would like to see, and any suggested articles by e-mailing us at Ezines@TOPSSoft.com. As always, enjoy your reading, and we will see you next month!

by Andrea Drennen 

onSpecial

No Setup Fees and 50MB free on
TOPS Internet Backup Service ($115 value)

A popular Macintosh backup program, Retrospect, once published an ad that said: "There are two types of people. Those who have lost data and those who will."

I want you to take the next thirty seconds to think about how much money it would cost your company if you lost all of the data you currently maintain for the communities you manage.

Staggering isn't it.

The reality is that not only would it cost your company probably thousands of dollars to re-create lost data but you more than likely would lose some information that could not be replaced. You could possibly even lose communities as a result.

Year end is one of the most critical times for the property management industry. In addition to trying to get budgets in order, ordering new coupons, and so many more frenzied activities, you need to get ready to close the books on 2003. A dependable backup system is crucial at this time. Even if you have an existing backup system, your data may not be entirely safe. Security experts agree that in addition to on-site backups, redundant off-site backups MUST be maintained to insure the availability of backed up data.

The TOPS Internet Backup Service provides a redundant, off site location where your data will be protected. This data is available (with the proper passwords and ID codes) from any computer that has a connection to the Internet. This means that not only can you backup and restore community files from within your primary office, you can even restore community files to a remote office!

The TOPS Internet Backup Service is the answer to your data security needs. We are so certain of this fact, we are willing to put our money where our mouth is. We want you to try out the service for one month. We will waive all of the setup fees, and give you the first 50MB of data storage for free. Take us for a spin and see how easy and secure the TOPS Internet Backup Service really is!

To sign up for your complementary trial of the TOPS Internet Backup Service, go to www.topsbackup.com/promo/113E.htm today.

Andrea Drennen 

onSoftware

TOPS Mobile PDA Now Available for Palm and Pocket PC

TOPS Mobile PDA is here! That's right! TOPS Mobile PDA for Palm and Pocket PC Operating Systems is now available! With TOPS Mobile PDA on your hand held device, it's almost like having your entire management system in the palm of your hand!

TOPS Mobile PDA is an interface, which allows your hand held device (Palm Pilot, Pocket PC, etc.) to synchronize with your TOPS Software. This means you will now have the freedom to upload the Owner Database, view multiple owners in a single property including renters and previous owners, view the owner's current balance, and view flex fields for additional information to your hand held device.
With the TOPS Mobile PDA you'll also have the benefit of the Quick Reference area. The Quick Reference area displays the number of items (Violations, Work Orders, Service Requests) linked to each property within your community, giving you the ability to easily jump from home to home.

If you purchased some of the add-on modules that are available with your TOPS Software, you can also upload CCR/ACC Enforcement Information, Work Orders and Vendor Information, for assigning Work Orders, Service Requests, Vehicle Information, and Pool Pass Information. Now, using your PDA, you are free to roam your community without the need for bulky clipboards and printed reports. Once you've completed a property inspection, just synchronize your PDA with TOPS 2000™ or TOPS On-Site™ at your office and you're ready to print out violation letters, new work orders or service requests, or parking infractions. There's no need for additional data entry!

TOPS Mobile PDA includes TOPS Facts. TOPS Facts contains critical information about each community. This information corresponds to the Community Fact Sheet in TOPS 2000™ or TOPS On-Site™. With TOPS Facts you can upload contact information for key people and common area responsibility. You will be able to produce information on percentages needed for quorum, meetings, and amendments, policies for late fees, orientations, ARC approvals, leasing, and violations. Maintain a list of amenities for each community with plenty of room for notes. Look up preferred contractors and their contact information, and all insurance policy coverage information and contact information for agents. Location and directions to the property, including information for any special gate or access information will be rean Ddily available to you. A list of the Board of Directors and all committee members, with contact information will be right there, uploaded directly from the BOD tab in the TOPS 2000™ Owner Module. TOPS Facts is perfect for the "on-call" manager with after-hours emergencies for multiple communities. With TOPS Mobile PDA for Palm and Pocket PC Operating Systems it's that simple.

Nicole Beal 

onSales

Notes from the Fall Conference

For those who were not able to attend CAI's 30th Anniversary National Conference and Exhibition, you missed the best conference in many years. For the first time I can remember, I came back more invigorated with enthusiasm and energy to tackle the many issues confronting the community association industry. What I witnessed, and I hope many others in attendance had the same experience, is the emergence of our industry as a serious player both in commerce and society. What was once looked upon as the poor relative of the real estate industry, is now an industry in it's own right. The fact that upwards of ninety percent of all residential housing nationally is being built in a common interest development (CID), is testimony to the rising stature of the community association industry. The fact that CAI is in the process of making widespread changes to the way it does business and the new focus of it's energy is to bring in as many members of the community association industry, breathes new life into me and I hope many others!

There were approximately 600 attendees this conference; an increase of almost 250 from the previous conference. Interestingly, 20% or 120 people were 1st timers; welcome! There were about 60 exhibitors, almost 20 more than previous conference; about 10 were exhibiting for the first time; welcome! I wasn't sure if the hall was small but the exhibition area was busy the whole time with not much time to spend with each person; many new relationships were formed! The next conference will be held in San Diego, May 20 - 22, 2004. We hope to see everyone there for what I think will be an even better conference than Washington D.C.

I was fortunate to receive the PCAM® designation at the opening ceremonies, and even more fortunate not to fall on the way up the stairs! Later in the evening, a PCAM® reception was held to honor the new designees; the actual certificates were handed out by Paul Grucza, CMCA®, AMS™, PCAM® and President-elect of the Institute. I was honored and grateful for this to happen! We wish Paul all the best in the upcoming year and hope his presidency will be rewarding to him; of course his many labors will benefit the Institute to the fullest extent! Let's all help Paul and the Board of Trustees make CAI, the voice of the industry in the coming year!

William Hession, CMCA®, AMS™, PCAM®, Dallas Chapter President, CAI Board of Trustee and Business Development Officer for Community Association Banc gave a great educational session Saturday morning, the topic, "Smart and Savvy Technology", featured the latest in gadgets that are shaping the way associations, managers and management companies do business. The "mobile office" and the miniaturization of personal computing was the emphasis of William's session that ran an hour over his scheduled time, he could have spoken longer and we would have listened; it was so interesting!

TOPS Software unveiled our TOPS Mobile PDA at the conference that coincidentally complimented the session above. With expanded capabilities and many new functions operating in all the Palm OS (operating systems), CE, and the cross platform configurations (cell/PDA/digital camera), this will be the tool of the future for the "mobile manager". Please contact sales for more information, sales@topssoft.com or 800.760.9966; Nicole or myself will be happy to demonstrate this for you or your organization.

Unfortunately, we were unable to demonstrate our latest addition to the TOPS robust product line, the Global Maintenance Module, due to increased exhibition hall attendance. This module allows management companies to more effectively track maintenance issues from the first phone call to completion when payment for the services is logged, and is also downloadable to the TOPS Mobile PDA. This module will later be enhanced with added management company or portfolio management capabilities, your input is requested! TOPS Software has many new products that will be brought to market in the next few months that will help solidify us as the leading provider of software to the community association industry.

Bruce R. Gran, CMCA®, AMS™, PCAM®

onSupport

Printing Coupons

The end of the year is fast approaching and there are many items to address. Printing coupon books is one of them. TOPS 2000™ gives several options when generating coupons. TOPS 2000™ can generate a file to be sent to a printer or print coupons on special perforated paper. TOPS Software even offers custom coupon options that work with certain banks.

The easiest way to handle the printing of coupons is to have a printer professionally do them. Companies such as South Data, Bank-A-Count, and American Coupon Company can provide these services. To generate the file needed to send to a coupon printer first make sure that the Bank Lockbox ID is defined in the Accounting Control file. This can be found under Setup, Owner data & AR setup. The Bank Lockbox ID is a field that identifies the community in the lockbox file. This field will be different from community to community. Some coupon printing companies and banks need to have a specific number or characters in the Bank Lockbox ID field. Check with your coupon provider or bank to see if this is needed.

After the correct Bank Lockbox ID is defined you can generate the coupon file. This is found in the AR module under the Bills & Coupons, Create coupon file. First select the file format, then define the Year, beginning month, due date number of payments and the grace period. After those options are define click proceed. This will create a report then copy the file to either a floppy disk or the coupon directory on the server.

After the file is generated it then can be emailed to the coupon printer. Many of the coupon printers can mail the coupons out directly to the homeowners. This saves time and can also save money by using bulk mailing rates.

If you decide to print the coupons in-house, TOPS 2000™ has options for that as well. The coupon printing options are found in the AR module under Bills & Coupons and Print Coupons. This option will generate 3 per page coupons with a stub on the right or left. Coupons can be printed for all homeowners or a range of homeowners.

Ryan Allen 

onHelp

Preparing for Year End

For most, year end close is around the corner if your fiscal year is on a calendar year. Here are a few pointers from our TOPS Knowledge Base that may make a few of your year-end functions run smoother.

COUPONS

Coupon ordering, especially for management companies, can be quite time consuming and you may need a refresher course because normally you are only using this feature once a year. Also, you may have a new employee who is not familiar with this procedure. Under TOPS' Knowledge Base, type in search keyword COUPON. This will bring up step-by-step instructions on creating in-house coupons and creating a coupon file for an outside vendor.

BUDGETS

Another feature in TOPS 2000™ that can be done ahead and save you time when the year-end crunch arrives, is the capability of entering next year's budgets. Under TOPS' Knowledge Base, type in search keyword BUDGET. This will give you step-by-step instructions on creating a budget and explain the button options at the bottom of the budget screen to make the budget entry much easier. Make sure you enter your 2004 budgets into Next Year's Budget fields (Do not overwrite the current year budgets). Once you perform the closing of the year, you will be given the option to move next years budgets to the current year. Another important reminder is that all budget figures for income must have a negative sign in front of budget amount.

A new button option this year under Maintain Budgets is Utilities. This feature gives the option to copy budgets from year to year or to clear a budget for only a certain year. It also has the capability to change the yearly budget description headings. After activating this feature, it will give you the option, when printing the Income & Expense Statement (show budget/prior actuals), to choose the description heading.

BACK UPS

Always remember, not only are back-ups an important part of your every day routine, they are also very necessary at year-end to back-up the entire year's activity. You will want to save this backup permanently, and it should be kept off-site. TOPS Software's Internet Backup Service is a great way to ensure that this important information is always available to you.

The the next issue of onTOPS, we will focus on making your year-end closings run a little smoother.

Cande Estrella 

onTheSpot

TOPS Is A Time Saver

As an independent accountant for property management associations, I have used TOPS Software for the past 15 years with good reason. I love the fact that all entries are recorded in real time and can not be altered or deleted as with some of those over-the-counter software packages sold in office supply stores.

For example when recording an invoice from a vendor it is directly entered in all journals from the accounts payable ledger to the vendor ledger and the general ledger. When the check is cut it is posted directly to the bank reconciliation program, providing a complete record and audit trail. With that other "canned" software, a bank statement could be reconciled and then transactions could later be altered or deleted if someone wanted to change records for their benefit.

But what I find most exciting about TOPS 2000™ is the time saving features built into the system. I recently set up an association of 1400 homes in New Jersey. When we finished our training sessions and they were up and running the accounting supervisor said to me, "What are we going to do with all of our time? TOPS cut our processing time in half. Now we can get into some other areas we have let go in the past."

I have compiled a few of my favorite time saving tips and two bonus tips from some other TOPS customers below:

Jo Ann's Timesaving Tips

1. Recurring Journal Entries

Each month I prepare financial reports for over 40-condominium associations by using recurring journal entries to record transactions such as bank interest and charges, debits for Internet fees, reserve funding, and inter-fund transfers. With over 200 entries to record each month, I can expedite this monthly task and feel confident that these transactions will be recorded in a timely and accurate form.

When training clients on the features of TOPS, I make sure to include these tools in all of my sessions. I particularly like the recurring journal entries for those bookkeepers that are unfamiliar with fund accounting and its concepts. Let's face it, it is not a perfect world out there in condo land and not every association has a bookkeeper that is familiar with fund accounting. By setting up these recurring journal entries, I can walk away knowing that entries for reserve fund or deferred maintenance fund transactions will be recorded in a proper fashion.

2. Recurring Accounts Payable

I also like the benefits of using the recurring accounts payable feature. This can be used to save time on those repetitive monthly invoices such as gas and electric bills with large account numbers. By using this feature you merely have to change the amount of the invoice and the posting dates and you can save yourself hours of work.

3. Report Defaults

For a time saving way to prepare all of the reports you need, just use the Reports Defaults function in TOPS. Set up all of those repetitive reports you print at the end of the month and by just entering the dates you want, you can print all of those reports you need for the board. Remember to print a set for your files.

4. Back Up Your Files

Don't forget to do your backups. TOPS is a great program but it is only as good as the files you maintain. Do regular back-ups and remember to check the integrity of your back up devices.

I also asked some of my clients to give me their best timesavers and this is the feedback I received:

• Marge Wilson, CPM, CMCA; President of Atlantic Realty Management in Egg Harbor Twp., New Jersey wrote, "We prefer the TOPS condominium association software accounting package to other packages that we have used because it really is TOPS! TOPS' user-friendly program offers the capabilities that allow us to report to our associations in an understandable easy to read format. The 12 month spreadsheet is especially helpful at budget time".
• June Peeples, Controller of Today Management in Roswell, Georgia said, "We just love it for the time I has saved us. We use the e-mail feature all the time to send out owners' histories".

Jo Ann Bonom, President of Bonom Accounting Service, is a Trainer and Dealer for TOPS Software. She has a Bachelors degree in accounting and operates her accounting firm in Marmora, NJ. She can be reached at (609)390-8711 or at bonomacc@aol.com.

Jo Ann Bonom 

onLine

Reduce Phone Calls With Email Bulletins

Have you checked out all the great features available through the TOPS Interactive Web Site Service recently? There are so many advantages to having TOPS Interactive Web Sites for all your clients, we wanted to take a couple of lines and let you know all the ways that using the eMail Bulletin feature has helped free other community managers from spending countless hours on the phone answering questions or sending out written correspondence; often relaying the same information over and over again.

Alleviate these tedious phone calls to the manager! Once your communities are online with their own interactive association web sites you can use eMail Bulletins to quickly get the word out to the residents and board members of all your associations. When residents realize that a neighbor is being notified of important information electronically, WOW! the resident participation soars!

Popular uses for email bulletins:

• Reminder that the latest account balances, payment history, work order status, etc. are all available online!
• Notification of changes to Garbage Pickup Schedules
• Snow plowing/School closing news
• Pool Opening and Closing Info
• Annual Meeting Reminders
• Reminders of Assessment due dates

The list really can go on and on. Think about the reasons people call their property manager, and what questions they are asking. It is very likely that more than one person has that very question and soon they'll be calling. Take a minute and use your TOPS Interactive Web Site to send out an email bulletin on that topic - your phone really can stop ringing!

For more information on eMail Bulletins, or to experience TOPS Interactive Web Sites for yourself, please call Cyndi or Susan at 1-800-556-7852, or visit our live online demo at www.topshome.com.

Cyndi Sanders

onTopic

• Birthday Fortune Telling: Always wondered how those people on TV know all about someone from just their birth date? Us too. This site doesn't explain it, but it does have a birthday calculator that tells your fortune.
  http://www.paulsadowski.com/birthday.asp
  
• If you're not into fortune telling, how about song writing? The 'Let them sing it for you' site has created a database of words being sung by many famous artists. Type in your own message to hear it put to music (of a sort!) You can then email this composition to a friend.
  http://www.sr.se/cgi-bin/p1/src/sing/default.asp