onTOPS

Welcome to onTOPS, an e-zine produced by TOPS Software to keep you informed about our products and services.

May was a busy month for us while we worked on polishing up version 3.2 to get it ready for release, and putting the finishing touches on our new Utility Billing Module, both of which will be released in the next two months. We'll tell you more about them next month, but in the meantime, check out the articles we have for you this month!

Nicole brings us a special combination deal on our MICR Check Printing with Digital Signatures in onSpecial. Susan shares some of the great advantages of TOPS Community Web Sites with Online Dues Payments in onSoftware. Jeff Hardy has an important announcement about support fees in onSupport, and we have a great article from Dave Black on setting up the CC&R module in onTheSpot. Finally, GW & Associates from Lawrenceville, Georgia shares their reasons for choosing TOPS Community Web Sites in onLine.

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

This Month on Special

MICR Check Printing with Digital Signatures for Only $800

TOPS Software recently rolled out its newest time saving add-on, Digital Signature for MICR Check Printing. Digital Signature for MICR Check Printing is an add-on to be used in conjunction with TOPS MICR Check Printing for A/P Checks. In addition to printing the MICR line at the bottom of your checks, you can also print the digitally scanned authorized signature. Digital Signatures are encrypted and password protected, to insure that no unauthorized person could print a fraudulent check.

If you don't already have MICR Check Printing, and want to be able to use the Digital Signature function, you can now purchase both together for $800. That's a saving of almost $300 on the combined retail pricing of MICR Check Printing and Digital Signature for MICR Check Printing. If you already have MICR Check Printing, take advantage of the introductory price of $495 on Digital Signature for MICR Check Printing now! This offer expires on July 31, 2004.

Nicole Sezov 

onSoftware

Web Sites With Online Dues Payments

If you haven't taken the leap into association web sites yet, here's the best reason ever to get on board! TOPS Software's web site service now offers an Online Payment link that allows residents to pay association dues and fees online at their convenience!

TOPS Makes it Complete!

Tops has every feature you can imagine for your management company and community web sites including the ability for residents to view their individual account balance, 12-month payment history, work order status and more, all in a private password protected area of the web site. Now, add the online payment link and homeowners can pay their dues anytime, from anywhere, all with the click of a button. This is a complete service that truly can't be beat! Owner's simply click "Pay Dues" to login to the online payment service and setup a secure profile that is password protected. Then, they can choose to make a one-time payment, or even schedule a reoccurring automatic payment of association dues from their checking account or credit card. It's that easy!

Tops makes it Flexible!

If your associations don't have their own sites yet, the online payment link can be offered on your management company site as well. The payment information for each community is available to you for download similar to lockbox format. You can even choose how you want to receive notification of online payments - an email every time a payment is received, or a batch report emailed to you at the end of the day. You can also run date specific reports to view payment information. Your link can even be used to collect payments from vendors or homeowners for any service you provide!

TOPS makes it Free!

Trouble with late payers? There is no easier, faster way to collect dues and it's absolutely free to your management company. The online payment link has no setup fee, no monthly fee and never any minimum required for the account. The resident pays a per-transaction fee of $2 for a checking account debit, or $2 plus 3% for a credit card payment.

TOPS gives You the Advantage!

Why wait any minute longer to offer this service to your communities - your competitors are doing it right now! Go online to www.topshome.com for complete information on getting your web site service with Online Payment started today!

Susan Sanders 

onTheUpdater

TOPS 2000™ Updates

Please be advised that the Internet Updater is restricted to customers on a current maintenance support agreement. If you are interested in our support plans, please go to http://www.topssoft.com/Support/MSA_plans.htm.

The following updates were added to the TOPS 2000™ Internet Updater in May:

General

• Changed default lockbox file name for online payments to MMDDYY[ID].LBX.
• Made adjustments to lockbox processing for online payments.
• Customers beta testing TOPS 2000™ version 3.2 can now use the Internet Updater to update files without replacing important 3.2 files.

TOPS Mobile PDA

• Added Unit/Apartment Number field to search screen and property identifier sections.
• Added Account Number field to owner screen.
• Resolved syncing issues so Work order and CCR will no longer reject new records for any reason. This will prevent lost data.

Internet Backup Service

• Internet Backup Service will now allow accounts larger than 6GB.

How to Update Your Files

1. Make sure you are logged into the computer that will be performing the update. (If you are updating in a networked environment, update the server first, as a workstation, and then run the update on each workstation.)
2. If it is open, close TOPS on your computer.
3. Connect to the Internet and navigate to www.topssoft.com/Downloads.
4. Under "Program Updates" click the GO button.
5. Click Open, to run the update from the current location.
6. When the TOPS Web Updater appears, click the down arrow next to 'Select Module to Check' and Choose TOPS 2000.
7. On the bottom right, ensure that the "Workstation Only" option is selected.
8. Click the "Begin Update" button. (The system may prompt you for a User ID. If so, enter in your TOPS Customer ID)
9. Once the update is complete, you can close this window and re-open TOPS 2000T.

TOPS Programming Department 

onSupport

Support Charges Increasing

For the first time since October 2000, TOPS Software will be increasing the cost for technical support. For the past 3¾ years, the support fees have remained unchanged even though the costs for providing technical support have increased. We have increased the number of support representatives in the Tech Support Department to provide a better response to your problems and questions. Also, we have expanded support hours from 9 AM - 8 PM ET Monday - Thursday and 9 AM - 5:30 PM ET Friday to be more available to help you when you need it.

This summer, we will be launching two new forms of online support, a "chat" format where you can send correspond instantly and directly with our support staff to get quick answers, and an online inquiry system so you can review your call history, check the status of open calls, and even send a message directly to the support tech assigned to your tickets. Our goal is to provide you with the best support service possible. But good service carries a higher cost, and we must pass the increased costs on in the form of increased prices for technical support.

Effective July 1, 2004, the support plans will increase as follows:

• Single Community
  Was $59.95      New Price $64.95
  Up to 30 minutes per month. $2.99 p/minute for support overages. Updates included. $5.00 p/month per workstation if networked up to maximum of 5 workstations. Major updates will be sent in CD format. Access to TOPS Internet Updater for minor updates.
• Multiple Communities
  Was $79.95      New Price $99.95
  Up to 60 minutes per month. $2.99 p/minute for support overages. Updates included. $3.00 p/month per workstation if networked: up to maximum of 10 workstations. Major updates will be sent in CD format. Access to TOPS Internet Updater for minor updates.
• Premium Support
  No Change! Best Deal!
  $169.95 p/month for unlimited time. Updates included. Unlimited workstations. Priority 45 min. response time between 10AM - 4PM Monday through Friday (ET) except during year-end December 1st to February 28th when call volumes reach peak levels. Major updates will be sent in CD format. Access to TOPS Internet Updater for minor updates.

Even with this support increase, the support fees charged by TOPS are still one of the lowest in the industry and very low by comparison with other specialty software packages. We understand the budget constraints under which everyone in this industry operates, but we feel we have kept the support costs at an affordable level for each organization that uses TOPS Software.

New support agreements with the new pricing will be mailed to each customer over the next month. Please sign and return these to us promptly. If we do not have a signed support agreement, then you will not have a support plan in effect after July 1, 2004.

If we do not have a signed support agreement by July 1, 2004, then we have to assume you have elected the "No Support" option. Remember, the costs for "No Support" are a minimum of $59.85 per call for up to the first 15 minutes, then $3.99 p/min after that. A major credit card must be provided at the time of service. No program updates are provided under "No Support" they must be purchased individually. It's like driving a car with no insurance, you will have an accident eventually, then regret not having the insurance plan in force.

Protect your investment in TOPS, sign the support agreement and return it to us today so we may continue to provide you with uninterrupted support.

Jeffrey S Hardy 
President 

onTheSpot

Processes, Understanding and Setup of the CC&R Module

Over the years, I have watched companies implement new software products believing that it will make everyone more productive immediately, only to find out they are not receiving the expected benefit. After reviewing the situation, most often we find that the processes currently in place were not reviewed and / or modified to take advantage of the new software. Several factors can cause this situation. However the primary causes are not understanding the software features and not taking the time to perform the proper setup of the software. In this article, I will focus on processes and effectively setting up the CC&R module to work to your advantage.

The CC&R module is designed to provide the property manager with enormous amounts of information, process standardization and efficiencies. Let's start at the beginning and look at the Control Info screen. We must ask ourselves how we are going to manage the community with the software. The key here is to allow the software to do as much of the work as possible.

Pending Requests

Pending Requests (which are typically Architectural Change Requests) must follow the community policy for letting the homeowner know if their request has been approved or not. If the policy is thirty days then this is what we would enter in the system. The next item determines 1) if you want to see pending requests on the reminder screen and 2) if you do, how many days before the respond by date do you want to start being reminded of the pending action. The reminder screen pops up upon entering the CC&R module.

The Inspection Process

Defining the inspection process should follow a similar thought process. First, you need to determine if you are going to have the Next Inspect Date be the same as the Next Action Date. This is generally the best choice. The Next Inspect Date is when a property manager would typically need to re-inspect a violation. The Next Action Date is when the next action step defined on a particular CC&R code should take place. This process is usually identified in the governing documents for a community. The next item determines 1) if you want to see violations on the reminder screen and 2) if you do, how many days before the next inspection date do you want to start being reminded of the pending inspection.

A property management company with multiple communities should look at this process and determine how they can standardize their processes across all communities to realize a gain in productivity and efficiency.

In summary, it is important to be flexible with your processes, understand the software, and perform the software setup before attempting to use the software.

Next time, we will dive into setting up the CC&R codes with action steps and letters. This will provide a better understanding of the process, software and efficiencies.

DAB Enterprises LLC provides sales and training for TOPS Software. In addition they offer many other services. Find out more at www.dabenterprisesllc.com

Dave Black
DAB Enterprises LLC 

onLine

GW & Associates, Inc., Lawrenceville, Georgia

GW & Associates, Inc. is a full service property management operation with administrative offices located in Lawrenceville, Georgia. The office is central to the geographic area within which the majority of client properties are located. The company started business in 1984 and has seen a steady growth by referral of satisfied clients. We are known for our professionalism, integrity and ability to provide timely honest service to our clients.

Being an early adopter of Internet technologies, GW & Associates, Inc. was the first management company in Atlanta to have a web site. Initially we used it just for marketing purposes. In the last two years though we have used our ability to offer association web sites as a value added service to attract additional associations to our service. Each month we bring additional communities online and the residents just love it!

We promote the web sites as a communication tool for all our communities while we receive the benefits in our back-office. The integration between the TOPS modules and the association web sites is truly revolutionary. Residents can see the status of their own account when it is convenient for them, submit online work orders and even participate in neighborhood surveys. By providing this Internet based communication tool, our office is available to residents 24 hours a day, seven days a week. Customer Service at its finest - all due to the association web site service!

Offering the TOPS Web Site Service to our associations was definitely the right move for our company. You should consider it for yours.

Gary Griffin, Owner
Troy Head, Technology Manager
GW & Associates, Inc

offTopic

Taken from Actual Product Warning Labels: 

• On a lawnmower: WHEN MOTOR IS RUNNING- THE BLADE IS TURNING!
• On the bottom of a grocery store pizza, along with cooking instructions: DO NOT TURN UPSIDE DOWN.
• On a bottle of spray paint: Do not spray in face.
• On a bottle of bathtub cleaner: For best results, start with clean bathtub before use.
• On a container of lighter fluid: WARNING Contents flammable!
• On a box of household nails: CAUTION! - Do NOT swallow nails! May cause irritation!
• On a Band-Aid box: For serious injuries, seek medical attention.
• On a can of powdered infant formula: Mix with water before serving.
• On a can of Woolite carpet cleaner: Safe for carpets, too!
• An ad for a contest on a candy bar wrapper: No purchase necessary - Details Inside.
• On the label of Sterno: Do not use near fire or flame.
• On a container of salt: Warning: High in sodium.
• On a water hose nozzle: Do not spray into electrical outlet.
• On a stroller: Remove child before folding.

www.goodforalaugh.net 

onCall

Here is a list of some of the most common contact data for TOPS Software:

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