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TOPS MaintCo for Maintenance Companies

TOPS MaintCo is a new feature coming soon from Property Management Systems, Inc. The purpose of the program is to manage a maintenance and repair business. The program is being designed to work in conjunction with TOPS 2000™ or stand alone. TOPS MaintCo is broken into four major functions:

1. Customers
2. Calls
3. Work Orders
4. Billing Receivables

Customers

The Customers section of TOPS MaintCo provides a general customer database. This database can be populated with the current homeowners in the TOPS 2000™ system. The Customer database is also designed to have the individual community associations set up as a customer.

A third type of customer that can be entered into the database is a non-homeowner, non-association customer. This type of customer can be anyone that needs service or repair work regardless of where they live. This versatility allows work orders to be charged to associations’ members, the community association itself, and individuals not in a managed community.

Calls

The Calls section of the program allows for the tracking of all incoming calls. The calls can then be assigned to managers and employees for review. Once the call has been reviewed by a manager, he or she can then decide to turn the call into a Work Order. A call does not always have to generate a work order.

The call section can be also used to track incoming calls from homeowners for various reasons. This section also has reporting capabilities to track the number of calls received, and the time spent handling calls from each community.

Work Orders

Once a call has been turned into a Work Order it then enters the Work Order section of the program. The Work Order section allows the user to select the location of the job site, add a description of the work, and classify the work for reporting. The work order allows for proposals to be generated and sent to customers prior to the start of the job. You may assign work to internal employees or outside vendors.

The work order section also has a full set of scheduling tools. This allows multiple employees to be assigned to one job and to schedule their time over multiple days. It is also in the work order section that costs may be added to the job to be billed.

Billing Receivables

The Billing and Receivable section handles the actual billing of a customer’s account. Work can be billed to an individual customer or to a managed association’s account. Invoices can be generated and sent to the customer or community in detail and summary formats.

The Billing and Receivable section also handles the entry of cash for payment of the work performed. A full accounts receivable reports menu provides needed information for collections. This section also handles adjustment to the customer’s accounts along with the reversal of NSF checks.
The billing and receivable section can also be integrated with the TOPS 2000™ general ledger system to provide the Maintenance Company with financial reporting.

A Full Service Solution

TOPS MaintCo is designed to provide for all of the needs of a service division. Whether work is being performed on the associations level, homeowner level, general customer level, or all three, TOPS MaintCo can handle it.

TOPS MaintCo provides tracking of jobs cost and scheduling tools to manage your employees' time, produces invoices, and tracks billing and receivables. If you manage a maintenance facility TOPS MaintCo can help you manage it.

For more information, please contact our sales department at 1-800-760-9966 or via email at sales@topssoft.com.

Ryan Allen is the Vice President of Technical Services for TOPS Software

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