23 Support

More Power Tips for TOPS 2000™

Set up your TOPS Email!

You can send email from within TOPS 2000™, including filed reports! Here is how to set up your email account in TOPS:

1. Go to Setup, Email Account.
2. Enter in the account name as a reference (i.e. John’s Email) and select an email client.
   • Default Email Client will use your current computer settings, such as Outlook Express, or Netscape Mail. Messages sent from TOPS will appear in your ‘Sent Items’ folder in your email program.
   • Default Email Client/TOPS Interface will send emails from within TOPS 2000™ but will use your current email program as the engine through which to send.
   • TOPS Email Client/TOPS Interface option will set up the email to run exclusively through TOPS.
     
     *None of these options will affect your regular email operations, only email that is sent from TOPS 2000™.
3. Enter in your Email address in the From Email and Return Email fields.
4. If you are using the TOPS Email Interface, enter your Outgoing mail server information into the TOPS Client Information fields.
5. You may also add a default signature that will be added to the bottom of all outgoing email messages from TOPS 2000™.

How to Get Around

Here are some quick shortcuts for navigating in TOPS 2000™:

General Navigation

• Use the Alt key in combination with underscored letters to quickly access menu options. For example, pressing Alt – F – S will open the Switch Communities window.
• Open Help – Press F1.
• Switch Communities – Press F6.
• Print Filed Reports – Press F7. This can only be used after you print reports to File.

Owner/Maintain & AR/Balances

• Browse – press F4
• Switch to Account # - Press F3
• Switch to Lot/Unit # - Press F6
• Search by Street – Press F2
• Search by Name – Press F5

Data Entry

• You can activate or deactivate a check box or radio button by pressing the space bar.
• Press the <ESC> key to quickly exit most windows.

Monthly Financials

1. Report Defaults is a fabulous way to print all of your monthly financials at once.
2. Simply open the community you want to set up, click Report Defaults, and Set Defaults.
3. Check all of the reports you wish to print and define the report settings for each.
4. Click Save Defaults when you are finished.
5. Define the defaults for each community in your portfolio. Once you are done, open Job Streaming, and define a new job to Print Reports for all of the communities in your portfolio.
   
   When you are ready to run your monthly financials, simply load the printer with lots of paper, and run the job. Presto! Monthly financials for all of the communities in your portfolio with just one click!

PS. If you don’t own the Job Streaming module, you can still take advantage of Report Defaults, but only for one community at a time. To print monthly financials, open the community you want, and click on Report Defaults, Print Reports.

Tony Mechas is a Technical Support Representative and Conversions Specialist
Andrea Drennen is the Internet Services Manager for TOPS Software.

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