40 Support

Changing Assessment Amounts for 2007 Coupons

Ok, so, 2007 is on its way and you have new 2007 amounts to charge for your assessments. How do you get your 2007 coupons to show the "SHINEY, NEW, & IMPROVED" 2007 assessment charge amounts on your coupons???

Coupon. Hmmm... Qooooh-Ponnnnn. What a fun word to say huh??? YAY!!!

*Shuffle, Grumble, Cough* "Back to the business at hand you!!!"

Like I was saying, you HAVE 2006 assessment amounts showing up when you try to print coupons, but you NEED to 2007 amounts to show even though it's not yet 2007. Well, the first question you have to ask yourself is which version of TOPS you are running, because that will decide which way you can do this. If you have TOPS v3.2.1™, you get to do it the easy way. YAY!!! See, version 3.2.1 has a handy-dandy tool that helps you change the assessment amounts early, and you can even save them and implement them later! If you are using TOPS 2000™ version 3.20 or 3.10, it's not as fun, but still pretty easy.

TOPS v3.2.1™

Ready? OK, switch to the community you need to make coupons for, and click on AR, BILLS & COUPONS and then click PRINT COUPONS (if you want to print your coupons in-house) or CREATE COUPON FOLDER (if you want to send the coupons out to be printed) Now, set up all the stuff you want to appear on your coupon, and when you are happy with your choices, go to the next screen. Down the left-hand column you will see a listing of each charge table, and across the top you will see the numbers 1-12, which stand for each of the 12 months in the year. Check the boxes for all of the months if you want to print a full year's worth of coupons. Click OK, and HERE WE ARE!!

Now DOUBLE CLICK on the first table you want to change the charges for, and click in the NEXT ASSMT AMOUNT column. Change the amounts to whatever you want them to be, and click OK. Now, lather, rinse, repeat, for every charge table that has new assessments for 2007. (Insurance adjustments, anyone?)

When you are done, you should see the word "NO" in the USE CURRENT CHARGES column for each table whose amounts have changed. Now click on the Next button at the bottom. You will get a BIG RED STOP SIGN warning you that you made changes to the charge tables. Make sure you click OK. If you click cancel, all of the changes you just made will be lost and you will have to do them all over again. Finally, choose where you want to print the coupons (Printer, screen. or file) and click OK. TADA!!! Your coupons, with fresh shiny 2007 assessment amounts!!!

But that's not all! When 2007 rolls over on the calendar, you will need to activate these new amounts on your charge tables. Well that part is very easy:: In the community you need to make coupons for, click on AR, then click on APPLY CHARGES just below that, and click on CHARGE TABLES at the bottom of the pop up menu on the left. Using the BIG BLACK ARROWS at the top of the AR Maintain charge tables screen  click the third arrow (the one pointed like this : " > " JUST ONCE, and you will see your A1 table pop up. If this is the table you need to change for your 2007 coupons, STOP, if not, keep clicking till you find the table you need such as C1 or C6. Next, look on the toolbar at the top of the screen, and click on the UTILITIES button. In the new popup window that comes up, click on MOVE NEXT YEARS CHARGE AMOUNTS TO CURRENT and then click OK. And THAT"S IT!

*Warm Fuzzy Feeling*

TOPS 2000™ v3.10 or 3.20

Now, the first thing you need to do is make sure EVERYONE in your computer network is OUT of the specific community you need to make coupons or a coupon file for EXCEPT YOU. This means even people with the TOPS Software community sitting open on their computer unused AND all those "just looking for a second." NO PEEKING FOR THEM TILL YOU'RE DONE!!!

Ok. Ready?

Now, in the community you need to make coupons for, click on AR, then click on APPLY CHARGES just below that, and click on CHARGE TABLES at the bottom of the pop up menu on the left. Using the BIG BLACK ARROWS at the top of the AR Maintain charge tables screen  click the third arrow (the one pointed like this : " > " JUST ONCE, and you will see your A1 table pop up. If this is the table you need to change for your 2007 coupons, STOP, if not, keep clicking till you find the table you need such as C1 or C6. YAY!!! Now you have the charge table you need to make 2007 coupons for staring you in the face. If this is not so, go back and try again.

Looking at your AR Maintain charge tables screen, you will notice the dollar amount towards the bottom under the AMOUNT column in the screen. Simply click your mouse cursor on the dollar amount you wish to change. The area will highlight blue and you will get a blinky curser enabling you to change the dollar amount. Make your 2007 amount changes and then click the OK button at the bottom of the AR Maintain charge tables screen. Then click CLOSE at the bottom right. The AR Maintain charge tables screen will disappear... magic.

IMPORTANT!!! DO NOT CHARGE ANYONE ANY AMOUNT!!! YOU DO NOT WANT TO DO THIS!!! YOU CAN MAKE COUPONS WITHOUT CHARGING ASSESMENTS!!! I pinky swear.

Go DIRECTLY and make your coupons and they will show the 2007 assessment amounts that you just entered. Do not pass go, but if you do this right then your boss may just give you a $200.00 bonus... but I can't promise anything. Crosses fingers.

Now, assuming your coupons did in fact turn out correctly... (*if they didn't, TOPS Software Tech Support operators are standing by at 800-899-5689...) But if all is well, the next thing you want to do is go back into your AR Maintain charge tables screen as instructed above and CHANGE EVERYTHING BACK TO THE 2006 AMOUNTS!!! Tee hee. Yep, it all has to go back until 2006 is over. Then, On Jan 1, 2007 you can finally change your AR Maintain charge tables screen to the 2007 assessment amounts and leave them alone for nearly a whole year again.

by Eve DuBose, TOPS Support Technician

Our Support Technicians are always happy to help you with all your support needs. You can contact TOPS Support Department at (800) 899-5689, or e-mail to support@topssoft.com.

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