Create a New CCR Code

TOPS [ONE] Version: 4.2.4.1

  

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CCR Overview

 

Description

The CC&R (Covenants, Conditions, and Restrictions) module enables a property manager to track CCR rules, violations, dates the events took place. It also makes the following tasks easy: 

Define actions for each violation based on your community's documents and pre-fill resolution and article information.

Automatically tie letters to each corresponding action and access the Owner Activity Feed for a full history of actions taken on this account.

All letters generated in PDF and attached via email if the owner has opted in.

Create your form letter templates in MS Word for the ultimate flexibility in letter design

 

Before you start entering codes, we recommend that you first:


Review your governing documents and identify those items that are violations.

Layout the violation process steps, including the steps that would incur fines
applied to a homeowner.

Define the different letters that you will use for each step

 

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, click the 3 dots and drag the row to the correct position.

 

9. Click 

 

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