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Setting up a new community in TOPS [ONE]

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Exporting a community from TOPS Pro to TOPS [ONE]

 

DESCRIPTION

This guide will give you step by step instructions on how to setup 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. 

 

4. Select either Properties & Owners or Accounting  

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

You can either choose to manually add a property or import your properties using a .csv file 

 

5. To manually add a property & Owner click 

Fill in the required fields

Property 

Optional

Account Number 

Lot Number 

Square Footage 

Assesed Value

Owner Ratio

Hold Payment- Will give you an error message if a payment is entered for this homeowner 

Hold Delinquency Notice 

Is Direct Debit

Is Rental 

Owner 

Optional

Display Name 

Primary Number 

Email Address 

When Finished, click  or  to add another property 

To Import your own properties, click  and select your file 

6. When Finished, click 

 

Accounting 

 

7. Enter the Fiscal Start Date 

8. 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) 

9. 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. 

10. Add your GL Account Ranges 

You can either choose to Create Ranges or Import a .csv file 

Create Ranges 

Import from a .csv file 

You can download a sample to view the correct format for TOPS [ONE]

11. 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 

12.  Review, then click Next 

 

Accounts & Balances 

 

13. Accounts & Beginning Balances 

Enter your GL accounts and balances(if applicable) 

Use Default Values

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 last day of the previous month you want to use TOPS 

14. Select the Required Accounts

Retained Earnings

Accounts Payable 

Default Cash

Year End Suspense 

 

Bank Information 

15. 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 

 

16. Fill in the Bank Account Details 

17. Click Add this account 

18. Click Next 

 

 

Codes

 

19. Add your Charge Codes 

Default Codes

This will automatically add all required charge codes. 

Or Import your own codes

 

20. Import Charge Code Categories (If applicable) 

 

21. 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. 

 

22. 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 

What info am I filling out?

Owner ID    If you imported your community from TOPS iQ or TOPS Professional, you will be able to find the Owner ID in the Properties.csv file. 

If you add the Owner ID to your import file, you do not need to add an account number 

Account Number    Property Account number 

If you do not have an Owner ID, you must add an account number.

Code Alias     C ode Alias for the main code (Based on the Codes section).

 

Sequence      Code Category Sequence (Based on the Code Categories Import) 

 

Note: 

If an Owner has multiple codes, each code will need to have it's own row.  

Example: 

 

 

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! 

 

 

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