TOPS 2000™ New Features and Updates
This page includes all updates and fixes made in our
update, TOPS 2000™ version 3.1. We have broken the list into
groups by module:
Overall Changes
- New: A G/L Closed Period protection system may
be activated for each community to prevent backdating of transactions
in all accounting modules to closed or future periods.
An administrative password can be setup to allow authorized staff
members to override this protection system.
- New: Added Current Accounting Period to main TOPS
window.
- New: Community Fact Sheet added to provide key
information about the community, its major contractors, insurance
coverage and emergency contact info. The Fact Sheet can be displayed
or printed.
- New: Option added to Show Background Graphic under
Setup - provides the ability to hide the background graphic for
faster remote access.
- Improved: Chart of Accounts browser for selecting
accounts now offers "drill down" technology to speed selection.
Also, switch to search based on G/L Account Name. The new browser
is active in all accounting modules and elsewhere.
- Improved: Vendor browser for selecting a vendor
now offers "drill down" technology to speed selection. Also, switch
to search based on Vendor Name. The new browser is active in all
accounting modules and elsewhere.
- Improved: Upgraded database drivers for better
data reliability.
- Improved: For network workstations, the browse
to reset the server path now more reliably finds the server without
displaying an invalid path error.
- Improved: Owner searches by name in all modules
now accommodate for apostrophe (') character.
- Removed option to select community by starting to type the community
name. This was not working reliably.
- Removed "Initializing completed..." message box when
creating a new community.
Owner
- New: An e mail button has been added to owner
maintain screen. Automatically calls the workstation's default
e mail program with the owner's e mail address already filled
in.
- New: Resale Report of new owners can be printed
based on resale dates.
- New: Renters can now be coded for Recurring Charges
just like Owners.
- New: Rental reports are now available for Lease
Expiration Dates, Vacancy Reporting and Security Deposit Balances.
- New: A Print button has been added to the owner
screen so you can print the info for the owner currently being
displayed.
- Improved: The select button option for multiple
owners of a home now displays the owners names
- Correct date is now added to the Direct Debit Tested Flag field
when ACH test is run.
A/R
- New: G/L Closed Period protection system works
everywhere throughout the A/R module, if activated.
- New: Rental Management capabilities have been
added. Rents can be applied as Recurring Charge Table amounts
to Renters.
- New: A new Security Deposits charge code has been
added. Security Deposits can be entered through the normal cash
receipts screen for tracking purposes without affecting the balance
due.
- New: Option added to E-mail owner payment history
directly to the owner's e mail address.
- New: E mail address book to store addresses for
settlement or collection attorneys and others who might need a
copy of an owners payment history record and current balance.
- New: A Deposit Ticket can be printed as part
of making an Owner bank deposit.
- New: A "Batch Adjustment" function has
been added to allow for either one-time or recurring misc. charges
to owners. Utility options to quickly add an adjustment to groups
of owners.
- Improved: Display of owner payment history now
jumps to the most recent transaction and the current balance due.
Scroll backwards to view older transactions and balances.
- Improved: Cash receipts now allows for distributing
payments to clear credit balances as well as the normal balances
due.
- Improved: Owner Add/Waive adjustment screen has
been simplified so that columns that cannot have data entered
show as shaded.
- Improved: The total of all charges accrued on
the Post Charges and Charge Totals screen is now displayed.
- Improved: Added the option to save notes that
are entered to the Invoices and Statements screen.
- Improved: For printed Owner Statements, added
a running total balance of each transaction to the "Balance"
column on the statement. This makes the statements easier to read
and comprehend.
- Improved: Changed "previous balance"
to "balance from previous page" on pages 2 and higher
for Owner Statements spanning multiple pages.
- Improved: For owners paying by direct debit, a
message has been added to the printed statement advising owners
that the printed Statement is for information purposes only, no
payment should be sent.
- Improved: "Select All" button added
to the screen where Collection Actions to categorize are selected.
- Improved: Cost center posting has been improved
to allow for two and three digit cost centers.
- Improved: Expanded the number of Misc. Charge
Codes for tracking owner balances from 20 to 30 Charge Codes to
allow for more owner charges.
- Letter selection now selects all letter numbers.
- The payment history notes now appear correctly on the history
screen.
- When posting cash receipts, 'not in current period' message
no longer keeps you from posting.
G/L
- New: G/L Close Year now retains all the
G/L activity for the closed year. A new option to "Reclose
Year" has been added to handle entries made (ex. Audit adjustments)
to the closed year.
- New: A Close Month function has been added. Simply
click a button to close the current accounting period and move
to the next period. Financial Statements can be printed from the
new Close Month screen.
- New: The G/L Closed Period protection system may
be activated for each community to prevent backdating of transactions
to closed or future periods. An administrative password can be
setup to allow authorized staff members to override this protection
system.
- New: A Print button has been added to the View
G/L Accounts screen so you can print the activity being displayed.
- Improved: View G/L Accounts now allows selection
of an account with no activity or balance.
- Improved: View G/L Accounts has Next, Previous,
First, and Last buttons added to easily navigate between accounts
to view the G/L transaction activity for the date range selected.
- Improved: Simplified selection of financial statements
layouts when changes are needed. An "Add New" button
allows for the easy setup of new layouts.
- Improved: On layout maintenance screen, the field
description indents have all been left justified making it easier
to read the layout on the screen.
- Improved: On the layout maintenance screen, the
line item edit now opens directly into the existing maintain screen
for that function type making it much easier to change the layouts.
- Improved: Printer selection window for all special
form printing changed from the special form printer window to
the standard printer window.
- Improved: Recurring Journal Entries are easier
to browse, select, edit and post. Add new entries from the browse
screen or post an existing entry.
- Copying control info from an existing community to a new one
no longer brings over the prior year's account balances from source
community.
- Right side parenthesis now prints for losses in the Budget or
Prior Actual reports.
- Statement Layout changes now save correctly when exiting the
window.
- Report printing "options" are stored as the defaults
for the next time the following reports are printed: Balance sheet,
Income/Expense Statement, Reserve Fund Statement, Yearly Spreadsheet,
and General Ledger. (Dates will continue to default to the current
period.)
- Multiple beginning balance entries backdated in the same batch
now all post to the specified date.
- Recurring Journal Entry batches that contain debits and credits
for more than one bank account now post correctly to all bank
accounts.
- The last decimal now included in report exports to file or web.
- Corrected "Open Window Failed" error in Check/Repair
GL Utility.
A/P
- New: G/L Closed Period protection system works
everywhere throughout the A/P module, if activated.
- New: Enter a description for each line of a invoice's
expense distribution. This description can be printed on the Check
Register report and is recorded in the General Ledger expense
accounts.
- New: A Print button has been added to the View
Vendor history screen so you can print the activity being displayed.
- Improved: View vendor history now automatically
goes to the latest transaction on file. Scroll backwards to view
older transaction history.
- Aged Open Items w/o Detail report now pulls data correctly for
cutoff dates selected.
- View/edit the vendors now correctly displays selected vendor
name, ID, and information.
- Vendor history screen now defaults to the latest history date.
Check Reconciliation
- New: G/L Closed Period protection system works
everywhere throughout the A/P module, if activated.
Work Order
- New: faster database driver makes selecting records
speedier and more reliable.
- New: Ability to search for vendors by name, address,
or vendor ID has been added.
- Improved: Changed the layout of the Maintain S/R
screen to look more like the redesigned W/O
- Improved: Fax # field for Work Orders assigned
to "Other" has been eliminated.
- Improved: From the cost entry screen, the "Close
and Charge" button now correctly charges the owner.
- Improved: Closing a chargeable work order now
uses the closed date rather than today's date as the effective
date of the owner charges.
- Improved: Special Instructions set to maximum
field size of 130. Scroll bar added for multi line descriptions.
- Improved: The Address input text will now allow
50 characters to be entered.
- Improved: "Use Defaults" settings now
copy along with WO Types to a new community.
- Corrected data path error 20533 when printing Work Order reports.
- When work order assigned to "OTHER", the address now
correctly prints when using the special TOPS Work Order Form.
- The search option for the "sort order" now correctly
locates and selects the chosen work order.
- Corrected "For Office Use" printing on special TOPS
Work Order Form when show cost breakdowns selected.
- New: faster database driver makes selecting records
speedier and more reliable.
- Improved: compatibility issues between TOPS 2000
and TOPS On-Site for exchange of CC&R records between packages.
- Improved: Changing a CCR code and updating records
using that code will no longer blank out the action table for
those records. Option added to "Overwrite CCR Actions"
when changing actions for a CCR code.
- Improved: The range option for printing reports
by street address has been enhanced. Option to print with or without
CCR Notes to see more data.
- Improved: "Use Defaults" settings now
copy along with CCR Codes and action tables to a new community.
- Adding a new, blank record, and closing CCR Codes will no longer
delete that record.
- Date entry required for Inspection Report before printing is
allowed.
Gate Security
- New: faster database driver makes selecting records
speedier and more reliable.
- New: Added ability to define unlimited Temporary
Visitor types (Contractor, Guest, Landscaper, Delivery Company,
etc.)
- Improved: Redesigned record opening routines to
increase the speed of loading visitor and vehicle records.
- After owner resale, new owner no longer displays previous owner's
vehicle information.
Global
- New: Direct Debit/ACH: Created a preview report
for Direct Debit that shows the bank account info for each owner
who has authorized direct debit with the option to also show the
charge table amounts to be debited. This report would let the
user preview the amount to be debited for a selected community
or all communities.
- Form Letter Manager: Letter 100 now copies correctly between
communities.
- Form Letter Manager: Corrected problem when copying only one
selected letter.
Form Letter
- New: Added merge code which lists all outstanding
violations for a home.
- New: Added Undo/Redo changes up to 10,000 levels.
- New: Added merge code for # of Days for violation
action.
- New: Added merge codes for the additional Misc.
Owner Charge codes (Codes 21 - 30) so balances can be printed
in letters.
- New: Activated Help option in Form Letter.
- Improved: Toolbar icons now correctly represent
the selected text for bold, underline and italicize.
Utilities
- Improved: Users & Passwords: Graphics have
been updated to match new buttons in TOPS 2000.
- Users & Passwords: Resolved "Read Only" issues
in users and passwords.
- Improved: File Utilities: Enhanced rebuild utility
to better handle network drive mapping.
Internet
- New: Web Setup Wizard now steps you through setting
up a community web site. No need to enter complicated codes or
IP addresses, simply enter your TOPS license #, then let your
computer connect to our computer to finish the setup for you.
That's all there is to it!
- Improved: Internet Control Center - All references
to account number are now displayed as "Client #".
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Program Updates
TOPS v3.2.1™
Other Updates:
Archived Updates:
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