13 Support Department

Where does the time go?

We hear that question all the time. It can be in relation to the week (usually when things don’t get done) or the weekend when it goes too fast.

Well, in actuality, time is always the same. It is all in how we use it. I know that sounds like a cliché, especially at this time of year. I want to address ways you can automate some of the things you do to gain back a few minutes in your busy schedule.

There are features in TOPS 2000™ that you already have and may not be using that could save you an enormous amount of time. I would like to concentrate on some of those today.

A lot of our time is spent billing owners and then applying their payments to their accounts. What if we automated part of that process? Within the global functions of TOPS 2000™ you have several possibilities that can make your life easier.

Lockbox Processing

Lockbox processing allows the bank to process your owner payments (for a fee) and send you a file on a schedule you define (usually daily). This file may then be imported into TOPS 2000™, which automatically posts the payments to the owners account within minutes. This eliminates the need to enter cash receipts.

MICR Check Scanning

In conjunction with the MICR Check Scanning Interface from TOPS Software, a scanner can help you speed up the posting process significantly. All you need to do is slide a check through the machine and it automatically knows which owner the check belongs to. So, rather than having to hand enter the account, all you do is slide that check in, enter the date and amount, and voila! you are ready to move on to the next check.

MICR Check Scanning does not require any additional fees other than purchasing the machine, which TOPS can provide.

Direct Debit

Direct Debit (ACH) is another feature that allows you to process payments and send a file to your bank. Each month the bank will automatically deduct the money from the accounts of the owners who have signed up for this service.

Owners like this service because it eliminates the need to send checks each month. You will like it because it ensures prompt payment, and drastically reduces processing time. Your bank may charge a fee for its end of the service, but there is nothing to purchase from TOPS Software—Direct Debit functionality is included in the TOPS 2000™ basic system.

These are just a few ways to start you thinking about how to streamline your work and get back some of that time we always seem to lose track of. I wonder where it went?…

Cathy Flynn

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