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In Perspective

Budget Entry Tool and Global AP make management easier

In November 2007, we released a new budget entry tool component for the General Ledger module. In the past, I used Excel for my budget creation and updates which resulted in having to take items from one area to the next meaning double work with the resulting probability of errors. The new budget entry tool takes on a more “spreadsheet” like design, which allows users to enter budgets more efficiently. Easily enter, update and print yearly budgets. Use the note section for comments or figure justification such as increases in contracts and utilities. There are new budget detail, summary and comparison reports with the option to include the budget notes on the reports. This enhancement is directly due to suggestions from user groups and a very valued TOPS client in CA!

In December 2007 we released an enhanced version of the Global AP Module. This enhanced version has a new design, which allows for easier navigation within the module, along with a great deal of information “on demand” and ”at a glance”. Depending on what the AP process is for your association and/or management company, you now have one screen from which you can see all entities where payables are posted. You can expand or collapse the view as this is designed in a tree like format.

One of the main changes is the bank account selection for the payables. In the past, you had to select the bank when doing the check run. In the new version you select either the bank and/or specific bank account (operating vs. reserves) upon initial input of payable item. Now, when it's time to print checks, just put in the blank check stock and away you go! This greatly reduces the amount of check runs to one instead of doing a run specific for each bank or account. (This feature requires the MICR Check Printing Add-On module.)

Add the Digital Signature module with either one or two digital signatures on said checks and the accounts payable process just became faster and more efficient from input to check generation to checks going to vendors. In February, TOPS Software will be announcing the release of its CIDCash component which will allow clients to go paperless or “green” as this is an electronic version of a physical check – no paper, no trees lost!

By: Bruce R. Gran, CMCA, AMS, PCAM

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