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Adding your Community from TOPS PRO/IQ



Setting up a new community in TOPS [ONE]



This guide will give you step by step instructions on how to add your exported TOPS PRO/IQ communities into TOPS [ONE] 

You will need to have the exported community files from TOPS PRO/IQ prior to following these steps. 


Your community files will be located in your designated TOPS folder in the CSVExport folder 



Starting from the main menu:

1. Click Portfolio and select Communities.

2. Click Actions then Add Community


3. Enter the Community Information 

Only one community can have the same community ID(alias) at the same time. 


4. At the top of the screen, click Save:


Account Ranges 


5. Enter the Fiscal Start Date 

6. Select the Accounting Period Frequency - A designated time range for a set of accounting functions to be performed. 

Monthly- Each month will be it's own period. 

Quarterly - The accounting period will be set to a 3 month period (March through May) 


7. Pick an Accounting Method 

Cash- Income is counted when cash (or a check) is actually received, and expenses are counted when actually paid 

Accrual- Transactions are counted when they happen, regardless of when the money is actually received or paid 

Modified Accrual- If an AP bill has not been received for an expense incurred during an accounting period, the expense is not recorded(accrued) until the bill is actually received. 

GL Account Ranges 

8. Import your Account Ranges 

The files will be in your designated TOPS folder in the CSVExport folder


9. Review Ranges then click Next 


Accounts & Balances 

10. Import your Beginning Balances

11. If you only want to import the GL accounts and not the beginning balances, slide this toggle to the left. 


12. Change the Post Date if necessary 

Best Practice: The Post Date should be last day of the previous month you want to use TOPS 


13. Upload the Accounts and Balances file 


11. Select the Required Accounts

Retained Earnings

Accounts Payable 

Default Cash

Year End Suspense 


Bank Information 

12. Choose your Bank

If you have other communities set up, those banks will appear in the drop down menu, Select the bank

If you don't see your bank listed, click the 

Fill in the information below


5. Click  if finished

6. To add another bank, click 

7. Click Done 


13. Fill in the Bank Account Details 

14. Click Add this account 

15. Click Next 



16. Import your Charge codes



You should get a message saying All of Your Required Codes Have Been Set Up 

If you still see codes at the bottom of the page, that means you're missing those required codes. 

17. Import your Charge Code Categories 

18. Click Next 


Add Properties 

19. To Import your own properties, click  and select your file 


20. When Finished, click Next



Import Balance & History

This section is not required at the moment, can be uploaded at a later time. 

22. Click Import Balance to import your Owner Balance. 

23.  The TOPS Export Utility exports data for the date previously selected, so your beginning balance date should match that export date:


24. Click  to import your Owner History. 

25. Click Link To 

26. Select Select Files and upload your Owner History .csv file 



 Click  when finished 


25. Review your community setup

26. Click  when you're ready to go! 



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