Tips & Tricks

Global Tips & Tricks

• New Global Reports Program
• Global Reports Output in a Table Format

New Global Reports Program

The new Global Reports program allows you to compile data globally across all communities, and then run statistical reports on that data. Also included is a Lookup function whereby you can perform global searches for any data, and print or export it. A number of predefined reports are included, such as Bank Account Summary, AR Cash Balance Summary, Vendor Insurance Expirations, and Property resale listings (with counts).

To utilize Global Reports, your community data must first be compiled into a data set. Compiling your data set is done in three easy steps. First you must select the Module Data you wish to include, depending on your needs you may select several different modules or click the All Modules option. Next define the date range from which to compile this data. The third step is to select the communities the data will be compiled for.

Once the data is processed, you can print a report by simply clicking the Reports button and selecting a pre-defined report. Each report has a series of preferences that allows you to customize the report output. You can create your own title and subtitle for the report, and select Header items to be printed on the report such as print date and time, and date ranges.

back to top

Global Reports Output in a Table format

You can click on the Lookup button to view the report data in a table format and search the compiled data for specific information without printing a report. To perform a search, such as locating a check number across multiple communities, click the Search button (binoculars) to activate the search toolbar. This toolbar allows you to filter the records by entering search criteria based on a column header and simple boolean expressions such as 'greater than', 'equal to' or 'starts with'.

Reports can be exported as either .doc or .txt formatted files. Lookup tables may also be exported but only in the .csv file format. Keep in mind that the data compiled is static and only reflects information on record as of the date compiled. So when exporting reports consider incorporating the date into the file name to ensure you are accessing the file you truly want. Also note that the export feature defaults to the root or TOPS folder when saving an exported report; you may save the file to another location.

Once the data has been compiled it is stored in the TOPS_Global.MDB file in TOPS v3.2.1™. Each time you compile data, this file is overwritten with the new compilation of data. To determine the age of your data, click and hold the button with an icon of the lower case letter 'i' located in in the top right of the Global Reports screens.

back to top

Tips and Tricks
Modules:

• Accounts Payable
• Accounts Receivable
• Administration
• Attachments
• Check Rec
• CC&R
• Cmty Fact Sheet
• Form Letters
• Gate Security
• General Ledger
• Global Functions
• Job Streaming
• Owner Database
• Payroll
• Phone Messenger
• Plug-Ins
• Printing & Reports
• Utilities
• Users & Passwords
• Work Order