TOPS Professional doesn't stop at just the basic management and accounting features. We give you everything you need to manage your business AND the kitchen sink. Here are some of the many general features that included with the basic package:

The Community Fact Sheet allows you to track all of your important information about each community in one easy to find location.

With Report Defaults you can define the reports and settings that are included in your monthly financials to the board of directors, and print them in a package when needed. (The optional Job Streaming module allows you to schedule these packages for automatic printing.)

The Calendar/Scheduler provides tracking of community specific, company wide or private calendar events. Community events such as preventive maintenance may be tracked and even converted to a Work Order for users of that module. 

Phone Messenger allows you to track incoming calls from owners and assign them to the appropriate users. Messages may be converted to service requests if you own the Work Order module.

A user & password security system that allows you to define users, roles, and community assignments, so that users only see the screens and communities that they are assigned to work with.

The Owners module is the core of the TOPS system. This module is tailored specifically for the Community Association Management industry, tracking the information YOU need for owners and homes, not forcing you to stick within a generic customer database format. In Owners you may track an unlimited number of homes, unlimited owners, renters, builders/developers, group owners, officers and more! 

One of the defining features is the Owner Resale function, which allows you to move the current owner to the previous owner complete with charge and payment history, based on a date that you define.

Communications with owners is fully integrated, allowing you to generate custom form letters with your own merge codes, and then either email or print them complete with mailing labels, depending on whether the owner has opted to receive communication via email*. Every communication is kept with the owner in a full communications history.

*Requires a subscription to TOPS iMail. The Standard Plan is available for all customers free of charge.

Unlike 'off the shelf' products, the AR module in TOPS is built from the ground up to work to the community management model. The crux is Balance Forward Accounting, which is the industry standard. Each community can be defined based on the community's individual policies. You track charges based on custom charge tables you define. 

Those with significant accounting knowledge may define the module for accrual accounting. Those with limited bookkeeping experience can set the cash accounting method. The settings for Receivables and Payables are independant, meaning that the industry standard Modified Accrual accounting method (accrual A/R, cash A/P) is fully supported.

According to each community’s policies, Late Fees can be a flat amount or a percentage. Interest charges may be set on delinquent owners independantly from late charges. TOPS supports simple or compound interest calculations.

TOPS features a built-in collection action system, allowing you to automatically find all delinquent owners, print custom collection letters, even refer delinquent owners to your attorney for collections from within the software*.

Bills, statements and coupons may be printed or exported for third party printing. The reports in the AR module are designed to provide your board members with the information they need to stay informed and make the right decisions. All reports are maintained and reprintable for a clear and easily followed audit trail.

TOPS provides integration with over 140 banks to integrate Direct Debit and Lockbox Cash receipts. Additionally TOPS supports check scanning for automated entry, and online payments via TOPS Community Web Sites.

*Automated collections forwarding works with attorneys using the integrated ReadyCollect collections processing program. 

The General Ledger of TOPS Professional features fund balance reporting, in compliance with the AICPA guidelines for community accounting. To prevent fraud, the Backdate Protection system prevents backdating transactions to closed periods.

The Chart of Accounts is fully customizable per your specifications, or you may copy the sample CoA provided by TOPS. Cost Center or Department tracking is fully supported.

A full budget development system is provided, complete with an easy data entry method. Budgeting is incorporated into the advanced reporting structure to allow comparrison reporting to keep your communities on track with their budgets.

Keep your bank accounts reconciled with the check reconciliation module.

TOPS Professional's Accounts Receivable module features a full vendor tracking database. Vendors may be defined for a single community, or globally accross all communities. An insurance expiration warning informs you if the vendor's insurance has expired. A full history of vendor activity is maintained for every vendor.

Up to 99 bank accounts per community may be maintained, with overdrawn warnings and support for cash partial payments. Individual and Recurring invoices may be defined. Invoices are stored in a batch so that payment may be made on the community's schedule. Online payment approval by board members is supported for customers with a TOPS Community Web Site.

Checks may be printed on blank preprinted check stock, or the optional MICR check printing add-on may be used to print on blank check stock. Another add-on allows encrypted storage of authorized check signers' digital signatures. Once signatures have been approved, the checks may be printed, complete with signatures. 

Both accrual and cash accounting methods are available, supporting the industry standard modified accrual method (accrual for receivables and cash for payables).

A full range of payables reports allow you to present boards with clear and easy to understand records.

Global Functions are operations that may be performed across your entire community portfolio. TOPS provides a number of global functions for managing your communities more efficiently.

Global functions include: Global Search (checks, names, phone numbers), Global cash receipts, Lockbox processing, ACH Direct Debit processing, Global AP, Global Form Letter Manager, Global Officer Mailing Labels, and Global Reports.

Track violations and architectural requests through TOPS Professional's unique CC&R (Conditions, Covenants and Restrictions) Enforcement module. Create an unlimited number of codes to track records. Custom action tables allow you to define a series of steps a violation or request must go through, according to each community's enforcement policies. Custom action tables may also be defined by code, or on an individual record basis. Each step of the action table may have a customized form letter and an optional fine/fee associated with that step of the process.

The optional Work Order module allows you to track service requests and work orders for both owner and community properties. Service Requests from owners may also be tracked here, and, once approved, converted to work orders. Vendor assignments and costs tie into the Accounts Payable module.

Track owner parking and vehicles, manage guard gate entry and visitors, print visitor passes and parking permits, maintain visitor logs, search the vehicle and visitor databases, and more with the Gate Security module for TOPS Professional. TOPS even provides a simplified Guard Gate version with an easy numbered menu interface and restricted access to TOPS functions.

Interfacing with the Accounts Receivable and General Ledger modules, the Utility Billing module allows you to pass utility charges on to homeowners. Data entry is quick and easy. Any utility type is supported, such as electric, water, sewage, gas, cable and more. Tiered billing rates may be defined, and a full history of usage and amount billed is tracked.

Taking the next step that Report Defaults begins, Job Streaming allows you to define actions for any number of communities that will be performed automatically on a schedule you define. This can include delinquency processing, or even printing batches of letters such as monthly financials for your entire portfolio.

Track household members by age and assign passes for entry to community amenities. Store pictures of each member for identification on passes. Passes may be printed for an entire community, a range of homes, or a single home. A delinquent balance threshhold may be defined to prevent printing of passes for delinquent owners.

An upgrade to the Work Order module, Maintenance Manager takes managing the maintenance division of your management company to the next level. Each community is automatically set up as a customer. Owners may also be selectively added as customers for in-unit maintenance. Work Orders are issued to staff as job authorizations. Jobs may also be posted to vendors for bids and assigned out as needed. 

We offer so much more! Ask us about MICR Check Scanning, MICR Check Printing, Payroll, Mobile Manager, TOPS iMail, Community Web Sites and the Internet Backup Service