onTOPS

Welcome back to onTOPS, an e-zine produced by TOPS Software to keep you informed about our products and services. We're back from our Summer hiatus, and we are all refreshed and ready to bring you all of the helpful news and information on TOPS Software that you have come to expect from us!

This month we have officially released the newest addition to out software family - Utility Billing! This module allows you to bill homeowners for individual utility usage - perfect for condo associations! We just know you're going to love this module for its ease of use and interaction with TOPS 2000™, so get it while it's hot! See Nicole's onSpecial article for more information.

Thankfully, we all made it through Hurricanes Charley, Frances, and Ivan unscathed. Bruce Gran shares that story and also tells us about a new training initiative, and a trade show report in onSales. Ryan Allen has an important notice about recent changes to our database structure. If you use TOPS 2000™ on more than one computer this affects you so be sure to read the onSupport article!

Online Payments is the latest service on everyone's lips. Susan Sanders offers some insight into the subject in onSoftware, and Andrea Drennen shares some answers to commonly asked questions on the subject in onLine.

Finally, we have the latest updates to your TOPS Software products, and more fun than you can shake a stick at! Enjoy your reading!

We look forward to 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

Utility Billing - Special Introductory Price!

The New Utility Billing Module for TOPS 2000™ is now available at the introductory price of $595! The Utility Billing Module has been field-tested and is now available for purchase by all TOPS customers.

The TOPS 2000™ Utility Billing Module allows you to track and bill for utilities from meter readings, and even allows for billing with tiered charges. The module is fully integrated with the unit owner's account and the general ledger, and will allow you to track and calculate charges for water, electricity, gas and more. With the TOPS 2000™ Utility Billing Module you can enter meter readings manually or import a meter reading file, apply sales tax and other service fees, and print invoices for utility usage.

The TOPS 2000T Utility Billing Module is a great time saver for all associations who need to bill back unit owners for utility usage. Take advantage of the introductory price of $595 on Utility Billing now!

This offer expires on September 30, 2004.

Nicole Beal 

onSoftware

Guidance from the Frontline!

In talking with Management Company personnel, we find that the receptionist is usually the first to know when a Management Company needs to offer a new service in order to stay ahead of their competition! After all, she (or he) is the one who talks with just about every person that visits and calls the firm. Your receptionist knows what they're calling about and who to direct them to within your company. We encourage you to ask her how many people on a weekly basis ask if they can pay for something with a credit card! We were surprised and we think you will be too! It is the reason that we went out and found a payment processor that understands the needs of the community association industry and chose to work with us to offer such a terrific service!

The online payment feature is specifically geared to this industry. There are no set up fees, no monthly fees and no monthly transaction fees. Due to the fiduciary nature of a non profit community association such as your clients, all fees must instead be added to the principal amount of the transaction and are charged to the resident using the service. The online payments flow right into TOPS 2000™ through a special “lockbox” interface we constructed so any online payments will automatically update the owners payment history—no manual entry of cash receipts needed. So everyone wins with online payments, the homeowners who have the convenience of paying by credit card or debit and the management company who gets the efficiency and time savings of automatic updates to TOPS 2000™.

There is no cost, there is no obligation. Just the amazing upside potential of making more of your residents excited about the management company services you offer! Call us to today at 1-800-556-7852 or email websales@topssoft.com for additional information.

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 recently:

• Payroll distributing wages corrected only picking up last distribution
• Corrected the before tax deductions so it now calculates the employer and employee SS and Med correctly
• Corrected the yearly spread sheet projected income/expense. Budget cut off is now correct.
• Corrected the Work orders to include the work address.

Web updates

• Updated pool pass to improve web site compatibility.
• Changed file name format for online payment uploads.
• Corrected network permissions error in online payment scheduled uploads.

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 

onSales

Hello From Hurricane Central!

It is hard to believe we are almost to the holiday season! We hope everyone had a nice summer season and vacations were taken to exotic locales - one can only hope. Our thoughts and prayers go out to those affected by the recent Hurricanes! Since most of TOPS Software employees live in Florida, we all went through preparations thinking we were going to be in the paths, thank God we were not affected too severely, but many people lost their homes and livelihoods, and many animals were also affected - all can use your help! Next time it could be us, so whatever help you can give to those that need it would be greatly appreciated.

The sales department is developing monthly Internet training sessions that will be offered once or twice per month based on demand. Up to 4 companies or separate individuals may participate at a time. All that is needed will be high-speed Internet access and a phone. A schedule will be posted to our web site for each month's session usually selecting a topic or module to go over in detail. Please stay tuned for details!

This is trade show season! I was fortunate to exhibit at the CAI - Dallas CA Day, August 10, 2004. William F. Hession, CMCA®, AMS™, PCAM® was one of the event organizers who spearheaded a great trade show! Since this is the 1st Annual show, we are looking for many more to come in the future. Many local and national vendors were present to show their community industry products and services. Several educational sessions were presented by national experts, I am sure anyone who attended came away with new information and ways to manage their properties more effectively and efficiently!

This month we are exhibiting at several other trade shows. CAI Gold Coast CA Day was postponed due to hurricane season, we should have a new date for you next month. In addition to exhibiting, I will be part of a panel discussion along with Bill Hession, PCAM® (Community Association Banc) and Cyndi Sanders (AtHomeNet), the topic, "Emerging Technology for Managers and Board of Directors" - How to Work more Efficiently and Effectively". September 18, 2004 is the CAI - NJ EXPO, in my next e-zine article I will describe the festivities. Please review the following schedule for the remainder of the year.

2004 Trade Show Schedule

• Oct ? (rain date): CAI Gold Coast CA Day
• Oct 2: CAI Nevada CA Day; Las Vegas, NV
• Oct 15: CAI Houston CA Day; Houston, TX
• Oct 28-30: CAI National Leadership Conference; New Orleans, LA
• Nov 12: CAI West Florida Chapter; Sarasota, FL

Bruce R Gran, CMCA®, AMS™, PCAM® 

onSupport

Updating TOPS 2000™

In a recent update in TOPS 2000™ there was a change made to increase the accuracy of updating owners' information. This change was made to ensure that owners' information in the subsidiary MS Access database updated in accordance with the data in the propriety database. The subsidiary MS Access database is used in the management modules CC&R, Work Order, and Gate Security.

Because of this change it is very important that when you update TOPS 2000™ you make sure that all of the computers with TOPS 2000™ loaded are updated at the same time. If one computer is updated and others are not, there is a strong probability that the subsidiary access database will become corrupt. The corruption occurs because the TOPS2000.exe is sending a different format of data to the subsidiary database. This corruption can be corrected easily by running the utility "Rebuild Access Data".

If all the computers on the network are updated and you continue to see corruption in the subsidiary database it is important that you check the short-cut that is used to run TOPS 2000™. Often this short-cut is linked to an old version of TOPS2000.exe. To correct this simply change the path of the short-cut to point to the updated TOPS2000.exe.

See the onTheUpdater section of this E-Zine for instructions on how to update TOPS 2000™ on your computers.

Ryan Allen

onTheSpot

Should I Upgrade to Windows XP SP 2?

As you may already know, last month Microsoft released it's latest security patch to Windows XP - Service Pack 2. At first glance, this may not seem like very big news considering that Microsoft has been releasing updates almost once per week over the past year. However, a deeper look into this new update shows something more. The Windows XP SP2 is probably the single most important and certainly the largest free update that has ever come out of Redmund, WA.

If you haven't been privy to all of the tech talk in the news and on the web about Service Pack 2, let me sum it up for you: The new service pack includes a wide range of security geared updates to make your computer less vulnerable to attack, including every update that has ever been released for Windows XP. In addition, several new features have been added, including an improved Windows Firewall, a pop-up blocker built-in to Internet Explorer, and the new Windows Security Center. All of these security updates, combined with improved wireless support, better implementation of Bluetooth technologies, and a DirectX update make Service Pack 2 a worthwhile upgrade.

However, there are down sides. (Aren't there always?) Due to the number of security lock downs, some third party software packages have experienced problems with the service patch. You can find a full list of these packages and the problems that may occur at
http://support.microsoft.com/default.aspx?kbid=884130&product=windowsxpsp2. Many of these companies have already released updates that solve the problems that occur with SP2, but it will take some time to do, so make sure you check the list before you install the update.

Now for the good news. TOPS Software has extensively tested our products in the SP2 environment, and we have not encountered any problems with the update on our Windows products. However, for any customers still using DOS versions of TOPS, we recommend against upgrading to SP2, as it has been known to have unpredictable results. Unfortunately this cannot be avoided since XP SP2 changes the DOS environment. Additionally, we have heard of some companies having trouble with incoming connections to the Windows firewall when their data server is an XP machine. This would only apply to those customers running TOPS 2000(tm) or TOPS On-Site(tm) who are using a peer to peer network where one of the workstations (running Windows XP) is defined as the server. In this scenario, you can easily get around the problem by checking the "Allow Network Users to change my Files" option in the sharing tab.

You may want to consider a third-party firewall anyway, since the Windows Firewall only protects against incoming connections, not outbound threats, such as trojans that report your passwords and credit card info to others. Also, the lack of outbound protection means your infected PC could still participate in distributed denial-of-service attacks. Obviously, a good anti virus program can find and squash these viruses before they get this far, but it is always better to be safe than sorry. If you do choose to install a third-party firewall, make sure that you disable the Windows Firewall, as it will be activated automatically when you perform the upgrade.

Speaking of anti virus protection, one of the three main foci of the new Security Center is an anti virus protection program. Microsoft does not provide one for you, but it will monitor the program you have installed and let you know if it needs to be updated. If you do not already have an anti virus program, Microsoft has provided links to over twenty popular third-party anti virus programs, many of which include free trials to new customers. Several of these services include a firewall, so you could easily kill two birds with one stone.

One caution that Microsoft recommends, and we second, is that you back up all of your critical data prior to performing the update. This way, if anything does go wrong, you won't have lost anything. We recommend the TOPS Internet Backup Service for your TOPS data. For a free thirty day trial of this service, go to www.topsbackup.com and enter promotion code 094E in the sign up form.

The upgrade is quite large - over 80 MB, more if you have not installed previous updates. I recommend that you start the download and let it run overnight. If you have a slow or intermittent Internet connection, Microsoft provides a form that you can use to request a CD be mailed to you. The upgrade itself takes approximately 45 minutes to an hour, again, more if you have not installed previous updates. There are several steps, so you will need to babysit the actual upgrade, and you will also have to spend some time getting everything set up to your satisfaction once you have installed the update, so allow at least one and a half hours for the process.

For more information on Service Pack 2 for Windows XP, or to begin the upgrade, go to http://www.microsoft.com/windowsxp/sp2/default.mspx.

Andrea Drennen 

onLine

Your Questions Answered: The FAQs about Online Payments

If you are considering offering an online payment solution to the owners in the communities you manage, there is no time like the present! TOPS Software is working in conjunction with eRentPayer, an online payment portal specifically designed for this industry, to provide our customers with a simple and secure solution for online payments. Here are some of the more commonly asked questions regarding this valuable new service:

What does it cost my Management Company/Association?
This new online payment service has no set-up fees, no monthly fees and no minimum amounts that have to flow through your community's bank account. Transaction fees are charged directly to the payer, so there is no obligation whatsoever on the part of the association or management company.

What guarantees/Monthly minimums are required to use the service?
There are no personal guarantees, minimum number of transactions, or minimum monthly dollar amount required for this service.

Do I have to have a TOPS web site to use the service?
TOPS Software requires a minimum of a TOPS Management Company Web Site for hosting data. We have a special limited functionality plan for those companies that already have an existing web site, but wish to use this service.

Do we have to switch banks to use this service?
Absolutely not! The applications that are filled out are simply to set up a merchant account for each of your associations. All monies are deposited into the association's existing bank account.

What payment options can I offer to owners through this service?
Currently, eRentPayer can process e-checks (ACH), Visa, MasterCard, American Express and Discover.

What security measures are in place to protect online payment transactions?
All financial information is stored on a secured server with Secured Socket Layer (SSL) protection. Additionally, transactions are encrypted with a 128bit level encryption. Furthermore, owner accounts are protected by a unique user name and password that they define when they first connect to the service.

How does the service integrate with my TOPS Software?
TOPS 2000™ integrates with eRentPayer in two ways. First, you will initiate a regularly scheduled upload of owner information, including current balances, to eRentPayer's secure site. This ensures that owners pay the correct amount owed when paying their dues online. Secondly, TOPS 2000™ receives transactions that have cleared the bank account in the form of a modified lockbox file. Each day when your administrator receives notification that transactions have cleared, her or she can download a lockbox file, save it to a designated location, and import the data into TOPS 2000™. Since the Lockbox feature is included in the TOPS 2000™ basic system, there is no additional charge or fee for this functionality.

How much will the payers be charged?
    > ACH / Direct Debit (echeck) - $2.00
    > Visa/MasterCard/Discover - $2.00 plus 3% processing fee
    > American Express - $2.00 plus 3.5% processing fee

How do I sign up to use the service?
An application must be completed to set up a merchant account for each community, which does include a credit check. A copy of the application may be downloaded from our web site: www.topshome.com/topshome/Administrators/downloads.htm. An application must be completed for each individual association in addition to your management company application. Applications take approximately two weeks to process and approve.

What do I do once I have been approved?
You will receive an email from TOPS Software's web support department informing you that your application has been approved. Included in the email are detailed instructions to help you perform your initial data upload, and define a schedule for regular data uploads. We will then define a "Pay Dues" link on your web site to allow owners to pay online immediately.

More FAQs available at http://www.topshome.com.

Please contact web sales at 1-800-556-7852 or onlinepayments@topssoft.com for further information on this incredible service.

Andrea J Master-Drennen

offTopic

Modern Day Beverly Hillbillies

What if you lived in a deed-restricted community that was plagued by a redneck neighbor? Read one man's story, complete with funny-if-it-weren't-so-awful pictures here: http://www.joespc.com/carlos/redneck.htm

onCall

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

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To manage the emails that you receive from TOPS Software, please visit
http://www.topssoft.com/eforms/manage_subscriptions.htm.

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