3.03 Changes

TOPS 2000™ New Features and Updates

This page includes all updates and fixes made in our update, TOPS 2000™ version 3.03. We have broken the list into groups by module:

General Fixes and Setup

1. All new icons have been added to the TOPS 2000™ main menu. 
2. System diagnostics added to help menu. Administrators may use this feature to determine install path, server path, system info, IP addresses, and much more! 
3. Create a Report File rather than printing reports in all accounting modules. 
4. New shortcut: F7 key opens the Print Filed Reports window. 
5. All 80-column reports now use a larger font. 
6. Date input fields now have cut/edit/paste capability. 
7. Many date input fields now have larger fonts for easier editing of dates. 
8. "Read Only" user access now active in all modules. 
9. Check 'Print Preview Collection Actions' under View menu to preview collection and violation letters in Form Letter. 
10. Security keys have been changed to allow for a single workstation, as opposed to a single user. 
11. A/R Setup now opens all charge tables. 
12. Letter 100 is no longer associated with action 50 in the XX sample community. 
13. All screens may now be minimized to allow for easier multi-tasking. 
14. Copy from community in express setup now displays the full ID of the originating community. 
15. Owner selector will now sort correctly in alpha for Acct #, Lot/Unit #, and Street Address. 
16. In User/Passwords, changing user login within the program now correctly recognizes the new users rights.

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Owner Database

1. Option to print owner notes has been added to the following reports: Standard Owners Report, Single Spaced Owner Report, Owner Summary Report, and Owner Profile Report. 
2. Name search now displays owner status (current, previous, renter, developer). 
3. Owner resales now retains all recurring charge categories from previous owner. 
4. Carrier routes now print at the top of labels per USPS standards. 
5. File export option for Owner Telephone Directory report to export to other applications. 
6. Annual Meeting Report w/ Signature now contains option to start each letter on a new page. 
7. Print by section in alpha order report now prints all addresses correctly. 
8. Name search works in printing labels by range of homes in alpha order. 
9. Owner summary report now displays spaces in account number if they were entered that way. 
10. Owner summary report now leaves the Lot/Unit # field blank if no data has been entered in property. 
11. State field of a group owner will now save after editing. 
12. Extra characters no longer print on the owner line of a mailing label with the owner key option on. 
13. Added '* for delinquent owners' and removed '* for no owner' in annual report footers. 
14. Mailing labels for Avery 4145 and 15/16 dot matrix type no longer prints blank labels. 
15. Telephone directory no longer skips lines when printing in street address order. 
16. Owners and renters may now be deleted via the owner selector. 
17. Globally changing zip codes will now change zip codes across all databases, including work order. 
18. All mailing label sort orders print correctly. 
19. Envelope printing routine improved to work with all computers/printers.

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Accounts Receivable

1. An Itemized owner statement has been added to the Bill/Coupons menu. 
2. A Southdata pansy statement file has been added to the Bill/Coupons menu. 
3. Two new buttons added: Custom Bills and Custom Coupons to the Bill/Coupons menu for the convenience of those customers with special custom programs. 
4. Owner balance summary display now shows AC Accelerated balance for an owner, if any. 
5. Default deposit date is now same as receipt date in owner cash receipts. 
6. The safeguard preventing the use of prepaid and accelerated G/L account numbers for other charge codes has been removed. 
7. When switching from accrual to cash accounting, all charge tables now convert from receivable account to the income account number automatically. 
8. File export option added to Aged Delinquency and Delinquency Status reports to export to other applications. 
9. 'Owner coupons with stub layout' has been changed to fit #10 envelope window. 
10. Notes field on 8.5 by 11 statement has been increased to 50 printed characters. 
11. Pressing the enter key within the Charge Table amounts column moves vertically down the amount fields for easy editing of the amounts. 
12. Building/section sorted by last name, no longer repeats address in bills and coupons. 
13. Payment history notes are no longer broken up in to three fields when printing A/R Statements. 
14. Apply prepaids no longer makes a GL out of balance on a zero balance entry. 
15. Charges with negative amounts no longer display as payments in the action report. 
16. The owner account field and the lot/unit # field are now case sensitive in cash receipts. 
17. Aged Delinquency Detail report with payment history notes and print alt address no longer prints the headings for page 2 on the bottom of page 1. 
18. Browse charge codes screen has been increased from 30 to 40 lines to show all active charge codes. 
19. Re-Print Expense Adjustment Summary page now picks up cost centers correctly. 
20. Payment History report: cutoff date no longer covers notes. 
21. Effective Date field now has focus upon opening Apply Charges.

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General Ledger

1. Income/Expense Projection report added to G/L Reports. 
2. File export available for Balance Sheet, Income/Expense, Reserve Fund Statement, 12 Month Spreadsheet and General Ledger reports to export to other applications. 
3. "Overflow Occurred" error message corrected. 
4. Prior actuals now correctly calculate in income/expense statements. 
5. Print now works correctly for recurring journal entries. 
6. If only one layout exists for Income/Expense Statement, system now auto selects that layout. 
7. Additional lines on income/expense statement have been centered. 
8. Table size has been increased in View G/L Account Activity. 
9. Form Feed code in financial statement layouts now feeds only to beginning of next page.

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Accounts Payable

1. Invoice date now prints on check stub for A/P checks. 
2. File export available for Check Register report to export to other applications. 
3. Vendor name field expanded to 30 characters on all reports and check formats. 
4. BlankCheck check format added for AP MICR check printing.
5. Recurring AP entries no longer requires last posted date.
6. Clicking cancel in the vendor check register no longer gives the export file message.
7. Negative amounts now display properly in A/P adjustments select voucher screen. 
8. Quickbooks AP checks now print full vendor name. 
9. Check date now appears on both stubs on Quickbooks AP checks. 
10. AP distribution to GL report now displays AP items under the correct dates. 
11. Selected check format now displays prominently on all screens in A/P Check Printing. 
12. Check Register report now correctly displays headers in all pages. 
13. User can now type in vendor ID field directly, without selecting a vendor from the list. 
14. Enter A/P Bills now sets the default entry type to Bill, and allows instant entry of Vendor ID.

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Bank Reconciliation

1. You may now type offsetting G/L accounts, as opposed to selecting them from the COA. 
2. Check Rec Adjustment and Transfer Buttons now work properly from reconcile bank account. 

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Payroll (Temporary Windows Payroll) 

1. Report File option added to Calculate Payroll report printing. 
2. Calculate payroll printer selector now remembers last printer selected and gives as default. 
3. Social Security now displays when adding an earnings code. 
4. Time entry screen shows correct hour defaults for holiday hours.

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Work Order

1. Copy Work Order Information has been added to Control Info. 
2. Printed Work Order redesigned to make it easier to read with complete Vendor Name and Address which aligns with a standard #10 window envelope. 
3. Work order charges screen has been rearranged to make it more user friendly. 
4. Service request now displays Print Preview status upon activating print function. 
5. Report errors 20534 and 20500 should no longer occur. 
6. Clicking Use Renter's Info will now display renter name in a work order. 
7. Detailed service request description is now the same length on screen and in reports. 
8. Double clicking a work order number in a closed service request will open that work order.
9. Service request can now search and display by last name. 
10. Browse vendor is now permanently available for the 'Issue To' field. 
11. More than one Work Order/Service Request window may now be open at the same time. 
12. Work Order browse routine improved. 
13. Changed Target Date calendar to better match similar features in other modules.

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CC&R: totally redesigned with easier screens and new capabilities!

1. Each CCR record has its own violation action table controlling the enforcement actions to be taken. This puts the control of the violation action in the hands of the users, not the program. Click the View Actions button to see all actions taken for a CCR violation and the proposed dates and future actions to be taken for that violation. Change the dates and actions for each CCR violation as needed or let the default dates and actions from the CCR Codes handle the violation. 
2. You may now define default entries in CCR Codes for Summary Description, Detailed Description, and Action Needed to Resolve. If you activate this feature, when you enter a new CCR record, select the CCR Code and the screen fills itself in with the default descriptions reducing the need to type in descriptions and actions to resolve. Applies to both TOPS CC&R and Palm Interface. 
3. Control Info screen has been added with option to activate automatic reminders. 
4. See Pending Request reminders and Next Inspection reminders when you enter the CCR module. View to the screen or print a report of those homes where follow-up action is needed. Double-clicking a line item from the reminder screen will open that CCR record. 
5. Simple owner selector and better browse homes capabilities. 
6. Revised CCR Records screen with simplified layout. New fields added for "Respond By" date (Pending Requests only), Next Inspect date and Last Inspect date. 
7. Add new CCR Codes "on the fly" within the CCR records screen. 
8. The automatic violation action gives better visibility and control over which violation records are picked up for batch letter printing. 
9. CCR menu changed CCR Maintenance to CC&R Records. 
10. CCR menu changed CCR Definitions to CC&R Codes. 
11. Quick Architectural Changes report and Quick Violations report in summary formats. 
12. Pending Request report and Next Inspect report. 
13. Section/Building names maintenance added to the CCR Reports menu so that Section/Building numbers and names will print on the 'quick' reports. 
14. New reports in CC&R Violation Actions: Candidates Report and No Action Found Report. 
15. Print action history option in CC&R History report. 
16. Letters may now be manually printed and inserted into the action table for an individual CCR. 
17. Reminders may be displayed directly from the Control Info screen. 
18. Report errors 20534 and 20500 should no longer occur. 
19. Detailed description space expanded in CCR History report. 
20. The reports menu now stays on top of the main TOPS tabs. 
21. The detailed description for CC&R Codes has no maximum field length. 
22. CCR toolbar altered to appear more like other programs. 
23. CC&R reports side bar opens one instance in fitted location on the screen. 
24. More than one CC&R window may now be open at the same time.

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Gate Security

1. Users may now search based on secondary and tertiary owners in all records and reports. 
2. Owner selection interface improved to show all visitor info without cutting off any info.
3. Car color now added to search for visitors.
4. Vehicles may be entered whether a visitor is present in the database or not. 
5. Show Preview checkbox now available for 'Print Temporary Pass'. 
6. The reports menu now stays on top of the main TOPS tabs. 
7. Deleting a visitor no longer calls the add new screen. 
8. Visitor information tool tips corrected to reflect button actions. 
9. Searching for a certain make and model will now display all owners with that car. 
10. Search for field has been protected to prevent user write over. 
11. Double clicking in the search function will cause the owner fields to be completed with the selected owner's information.
12. Eliminated error 20533 when attempting to print reports.
13. Title bars now accurately reflect the open window names.
14. Table column header flicker problem corrected in Vehicles.
15. Tab order has been corrected in Maintain Vehicles.
16. Removed 'Community' column from gate control, and enhanced community selection interface. 
17. Password confirmation has been added to gate control, and field security has been implemented.

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Form Letter

1. Print preview feature has been added. 
2. Better formatting for the merge codes has been added. 
3. Check merge code function has been added to fix bad merge codes. 
4. Form Letter automatically checks merge codes of each form letter when loaded. 
5. One merge code is now available for printing a complete itemized owner balance with totals. 
6. One merge code is now available to print both the Owner Name and Mailing Address. 
7. Merge code added for Building/Section/Phase. 
8. Merge code added Legal Line 1 and 2 merge codes. 
9. Font style now applies to currently selected text via the font dialog box. 
10. Cut, copy and paste are now functional on all operating systems.
11. The save function no longer pops up a notification message; instead it displays in the toolbar. 
12. Changed cancel buttons to close buttons on all print screens.
13. Default print status is now selected home, not All Homes.
14. Conversion from DOS corrected so that letters transfer exactly as designed.
15. Windows and DOS code matching has been improved.
16. C2 Charge Table Amount merge code now reports correct amount in merged letters. 

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Pool Pass 

1. Date fields now provide error trapping for mis-entry of dates. 
2. Editing owner records no longer deletes a person from the record. 
3. Pass numbers may now be removed from records. 
4. Tab order has been improved to include all fields.

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Global Functions

1. Street Name Search with drill down to owners now available. 
2. Check # Search across all communities now available. 
3. ACH Direct Debit now allows for configuration of the batch header records when a bank's internal system requires changes to the standard NACHA file format to be compatible. 
4. Edit ACH function has been added. 
5. Owner name search now displays secondary owners as well as primary owners. 
6. Bank Lockbox will no longer give the "Next Batch # Not Available" error when adding the first lockbox file in a new community. 
7. Scan check report no longer reports duplicates of owner checks. 
8. Form Letter Manager now loads significantly faster.

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Utilities 

1. Reorganized the File Utilities by module into a separate menu under Utilities 
2. Handheld Utility has been reorganized to provide more space for the community listing. 
3. Added Palm user information to the handheld organizer utility. 
4. Improved Hotsync reports, displayed after uploading/downloading data. 
5. Added 'Rebuild Access Data' to the utility menu for easy removal /re-creation of database. 
6. Added 'Re-Initialize Records' and 'Re-Do Passwords' to web community utility. 
7. Created routines to better interpret prefixes and surnames in name fields for web uploads. 
8. All rebuild and edit utilities now work under Windows 2000 
9. GL Utility diagnostic messages have been corrected. 
10. A line of tildes (~~~) in the GL file will no longer crash check repair. 
11. The TOPS network and data paths may now be changed without causing problems. 
12. Added Repair Database and Compact Database buttons to Verify Database Utilities. 
13. Group owner file export utility now includes Sort Name, Address 1, and Address 2. 

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Users and Passwords

1. User groups may now be deleted in users and passwords. 
2. Canceling an 'add new' function no longer causes a blank user to be added. 
3. If users file is deleted, the community list will still appear in the handheld utility and in the form letter manager. 
4. Keyboard navigation is now fully functional between users and passwords, and community selector.

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Help

1. User help center has been updated to include new TOPS 2000™ button look. 
2. Hundreds of screen shots have been added and updated to reflect the new version. 
3. TOPS 2000™ Overall category has been added to help center. 
4. Nine categories of the popular How Tos from our website have been added to help. 
5. Help has been updated to include the updated CC&R module. 
6. Updated and added help for Form Letter, Gate Security, Work Order, CC&R, and more!
7. Updated user manuals to reflect new information.

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Program Updates

• Updates Index
• How to Update Your Files

TOPS v3.2.1™

• Recent Program Updates

Other Updates:

• Web Sites
• Internet Backup
• TOPS PDA
• TOPS On-Site
• TOPS MaintCo

Archived Updates:

• Version 3.2.1 2007 Updates
• Version 3.2.1 2006 Updates
• Version 3.2.1 2005 Updates
• New Features in 3.2.1
• Version 3.1
• Version 3.04
• Version 3.03
• Version 3.02c
• Web Sites 2007 Updates
• Web Sites 2006 Updates
• Web Sites 2005 Updates