Create a New CCR Code

TOPS [ONE] Version: 4.2.4.1

  

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CCR Overview

 

Description 

CC&R Codes are how you can set up the different types of violation. Each code has its own violation action process, income account, and general description.

For example, Trashcan violations, and tall grass violations. 

This guide will go over how to create a new code and different violation action processes.

 

Step By Step

 

1. Click Portfolio then Communities 

2. Select the Community  

3. Scroll down to the bottom and look for Codes on the bottom right 

4. Click Action then Add Code

5. Code Type Select CCR From the drop-down menu

6. Fill in the information under Code Alias and Name

Code (Alias) - Abbreviation for the code, this can be up to 10 alphanumeric characters. 

Code Name – The full name of the code.

The reason that the rest are not required fields is that the details and/or resolution can vary between records of the same type.

For example, a violation for lawn maintenance could be about mowing the grass, trimming hedges or removing lawn ornaments. The Detail Descriptions and Actions to Resolve would be different for each. This information can be entered when creating the record.

Detail Description - Brief description of the violation.

Action Needed to Resolve - What the owners will do to resolve this action. 

CCR Article - A reference to, or excerpt from, a community document that defines the violation.

Linked Accounts- You can click the folder icon for a list of all the accounts you have, you can click the account from there

Income Account 

Receivable Account 

 If you do not know which accounts to pick, reach out to your CPA. 

 

7. Fill out the information needed in Violation Action Process  

Action Level - Name of the action level.

Days From – The Due Date of the Action Level. These are the number of days from the creation date of the record. These must be in ascending order and there should not be multiple action levels with the same number of Days From.

Admin Fee – The Fee to be charged when the action level is completed

Notice - Click the drop-down menu and select a CCR letter from your template library. If a new letter template needs to be added please view this article Upload a New Template

8. Once all the information for the Action Level has been entered click

 

Most CCR Codes will require multiple Action Levels to be entered, continue adding action levels until the code is complete. If an action level was added out of sequence the arrows can be used to move the action to the correct position.

 

9. Click 

 

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