Setting up a new community in TOPS [ONE]
This guide will give you step by step instructions on how to set up a new community in TOPS [ONE].
Step By Step
Starting from the main menu:
1. Click Portfolio and select Communities.
2. Click Actions then Add Community
3. Enter the Community Information
Community ID's cannot be used more than once, even if you delete the community.
Designate your Manager and Accountant for your community.
Once they have been assigned, you can easily enter their information on form letters using our Merge Code Manager.
4. Click Actions
5. Make a selection
Save Will save your community information. You can add your property and accounting information at a later time.
Properties & Owners Add Property and Owner Information
Choose this option if you're not ready to enter your communities financial information
Choosing this option first will skip the accounting set up.
Accounting Edit your communities financial information.
(Accounting Method, Required Accounts, GL Account, etc.)
If you decide to only do part of the set up:
-Your community page will have a banner across the screen advising to finish the Community Setup. It will also show which step hasn't been completed.
(This example shows what it would show if you picked to do the Accounting setup first.
If you started with Properties & Owners, it would give you the option to start at the Accounting section)
-Certain parts of TOPS [ONE] will not be accessible if the Community Set up isn't completed
Example: If you start with the Properties & Owners setup, and skip the Accounting setup, you will not be able to access parts of the website.
You will get the same Community Setup banner that appears on your community
(The example above shows what you would see if you only completed the Properties & Owners setup, and what the AR > Charges screen would look like if the setup hasn't been completed)
Properties & Owners
Add Properties and Owners
1. To manually add a property & Owner click
Fill in the required fields
Hold Payment- Will give you an error message if a payment is entered for this homeowner
Hold Delinquency Notice
Is Direct Debit
When Finished, click or to add another property
To Import your own properties, click and select your file
2. When Finished, click
3. Once all the properties and owners have been added, click Next
4. Verify the information on the Properties and Owners- Review Page.
5. Click Print to print this page.
This is the only time this page is available.
6. To continue setting up the community, click Accounting Setup
1. Enter the Fiscal Start Date
2. Select the Accounting Period Frequency - A designated time range for a set of accounting functions to be performed.
Monthly- Each month will be its own period.
Quarterly - The accounting period will be set to a 3 month period (example: March through May)
3. 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.
4. Click Create Ranges
You can either choose to Create Ranges or Import a .csv file
5. Set your ranges and click Save
6. Select if you want to add Cost Centers
This can be edited at a later date.
When the chart of accounts is imported, the cost centers are recognized and available for the required accounts section
7. Review, then click Next
Accounts & Balances
8. Accounts & Beginning Balances
Enter your GL accounts and balances(if applicable)
Use Default Values The system will use the default ranges. This can be edited afterward.
Or Import your .csv If you only want to import the GL accounts and not the beginning balances, slide this toggle to the left.
Beginning Balance Journal Entry - If you want to upload the balances at a later time, disable the toggle.
Best Practice: The Post Date should be the last day of the previous month you want to use TOPS
9. If you used the default Values, the Required Accounts will auto-populate.
These can be changed after setup.
10. Click Next
11. 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
Click if finished
To add another bank, click
12. Fill in the Bank Account Details
13. Click Add this account
14. Click Next
15. Add your Charge Codes
This will automatically add all the required charge codes.
Or Import your own codes
16. Import Charge Code Categories (If applicable)
17. Required Codes
This section will show any required codes that haven't been created.
If there are any missing required codes, you will be able to manually add the code by adding the required account(s) then clicking the sign.
18. Import Charge Code Category Linkage (optional)
(Requires prior upload of the Properties, Code Categories)
Code Category Linkage connects an owner to their associated charge amount on an Assessment or Special Assessment code.
Easily add your category linkage by clicking and downloading the sample codecategorylinkage.csv file
Balance & History
Disclaimer: If properties were manually added, you will not be able to upload beginning balances and histories.
Review your community setup
Click when you're ready to go!