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onTOPS Issue 31 |
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February 2005Welcome to onTOPS, an email magazine produced by TOPS Software to keep you informed about TOPS products and services.
Enjoy your reading, and we will see you next month! Feedback: ezines@topssoft.com TOPS MaintCo Special If your organization runs a maintenance division, TOPS has the perfect solution for you — TOPS MaintCo. TOPS MaintCo is a new, stand-alone module for running a maintenance department. It can be used with our without TOPS 2000™. If used with TOPS 2000™, it automatically imports managed communities as “customers” for the maintenance division. Additionally, if work is done for homeowners, it can import homes too. Outside customers can also be added. The customer file keeps track of every customer where work is done with a complete history of the jobs. When a work order is created, the manager views the workload of each employee to assign the new job where it can best be handled. At any time, the manager can see the status of open jobs with tools to manage the workload. When jobs are completed, time, material and other costs can be captured, marked up and billed to the customer. And all new accounts receivable module geared towards tracking unpaid jobs with a simple cash receipt posting routine is included. Print reports showing which customers owe balances at any time. TOPS MaintCo is offered at the special, introductory price of $2,995.
With the specialized functions and efficiencies it offers, it will
more than pay for itself within a short period of time. This special
price is for a limited time only, as more and more functions are
added to MaintCo in the future, the price will be increased. So
take advantage of this savings opportunity and buy TOPS MaintCo
now, then get all the upgrades in the future at n/c (if on a paid
support plan).
Online AP Approval This month, TOPS Software released our newest feature, Online AP Approval! This program adds even greater functionality to your TOPS Community Web Site(s) by allowing Board members to go to their community web site to approve outstanding invoices for payment. You may have noticed the new link in the 'Board Only' section of your community web site(s) called 'A/P Invoices'. Approving invoices couldn’t be easier for your board members! TOPS Online A/P Approval is at their disposal 24 hours a day, seven days a week from anywhere they have access to your Community Web Site via the Internet. Online AP Approval is available completely free of charge to every TOPS Community Web Site customer. All you have to do is update your TOPS 2000™ files, and run a setup wizard in TOPS 2000™ to activate this exciting new feature. The setup wizard provides a number of setup combinations in an effort to cover many different community scenarios. For example, you may set a minimum number of signatures (up to 3), and/or designate that a second and/or third signature is only required for invoices over a certain dollar ammount. You may even designate a minimum ammount that invoices should upload for approval if your management company has de facto approval on any invoice under a certain amount. Once you activate the feature, you will have the option to enter invoices from TOPS 2000™ and/or from the Community Web Site. Invoices entered in TOPS 2000™ will be marked by default to upload to the Community Web Site for approval. Invoices may not be posted to be paid until approval has been received. You may choose to change an invoice to an 'offline' invoice when you enter it in TOPS if you have already received approval, or need to process it quickly in preparation for a board meeting or an emergency. Online A/P approval is the third in a suite of programs specifically designed to streamline the Accounts Payable process. While Online A/P Approval can be a major time saver in and of itself, when combined with MICR Check Printing and Digital Signatures, you can significantly improve the flow of your Accounts Payable processing, and reduce the time you and your staff are currently spending on Accounts Payables for the communities you manage. Contact sales at 800-899-5689 or sales@topssoft.com if you are interested MICR Check Printing with Digital Signatures. Because it is unique to each community, Online AP Approval can only be used with TOPS Community Web Sites, and not on your management company web site, unless you are using TOPS to track your internal Accounts Payables as well. We have provided a page on our website that explains some more
about Online AP Approval at TOPS Comes to You! 03/04/05 - CAI Suncoast, Trade Show: Clearwater, FL Automate Your AP Procedures For years, TOPS Software has worked at improving the Accounts Receivable aspect of property management through such features as Lockbox processing, Direct Debit, MICR Check Scanning, and Online Payments. These features have done a lot to save you time and money in processing Accounts Receivables. About a year ago, we decided to turn our resources to improving the Accounts Payable module in the same manner. The addition of Online AP Approval completes the first stage of the cycle of automation for TOPS Accounts Payable procedures. In combination with MICR Check Printing and Digital Signatures, managers can perform the entire AP life cycle without ever having to chase down a board member and ask for authorizations or signatures. This significantly reduces the time it takes to complete the A/P Processing Cycle, giving you more time to work on other things. Online AP Approval is available at no charge to any association with a TOPS Community Web Site. However, it works best when combined with MICR Check Printing with Digital Signatures. Digital signatures are used with the TOPS MICR Check Printing system so the check is produced complete with the authorized signature printed on them, eliminating the need to walk printed checks around to get them signed. It can even handle printing two signatures, where required, or a combination of a digital signature and an actual signature. Checks are printed ready to send to the vendors with the appropriate signatures no matter whether the authorized signer(s) are in the office or not. 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 $990. That’s a savings of $100 on the combined retail pricing of MICR Check Printing and Digital Signature for MICR Check Printing. If you already have MICR Check Printing, you can purchase Digital Signature for MICR Check Printing for $550, a $45 savings off the regular price. 2 New Themes for TOPS 2000™ We have added two new themes to our Theme Manager, Take a Hike and Luck O' The Irish. To download them, click View, Theme Manager to access the program. When the Theme Manager appears, click the Download button next to the themes you wish to install. If you wish to uninstall a theme, click the remove button. Once you have finished installing themes, click the Done button to close the Theme Manager. To Switch Themes, click View, Themes, and select the theme you wish to apply. For our customers using TOPS 2000™ in a central networked environment, you may have had some difficulty switching themes once they have been downloaded. This is because the theme data should be stored on the server, not your local machine. You can provide themes to your entire office by downloading all themes to one machine, and copying the C:\TOPS2000\THEMES folder from that machine to your data server. Once the themes have been copied over, your users can switch themes by clicking View, Themes. New Updates For TOPS 2000™
Disappearing Buttons? We have had a number of clients who have called thinking something was wrong with their TOPS 2000™ security key because some of the buttons that were previously greyed out have now disappeared from the main menu. Rest assured, this is not a mistake. A couple of months ago, our programmers added several new buttons to the main menu, most notably for Plug-Ins and Community Fact Sheet. The addition of these buttons expanded the number of buttons in the TOPS 2000™ desktop to more than could be visible at an 800x600 monitor resolution. As a result, TOPS will now remove any buttons from the menu that are disabled, either because of Users and Passwords settings, or because that module has not been purchased. For new users, demo versions of each module will still be made available for 30 days, but after this time the buttons will be removed from the menu. Contact Us Here is a list of some of the most common contact data for TOPS Software:
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