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Adding your Community from TOPS PRO/IQ

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Setting up a new community in TOPS [ONE]

 

Description 

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. 

Adding Your Community Data to a .CSV file for Import.

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

 

To keep the original formatting for your files, do not open until after you have finished importing your files.

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Step By Step

Starting from the main menu:

1. Click Portfolio and select Communities.

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2. Click Actions then Add Community

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3. Enter the Community Information 

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

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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) 

 

Accounting

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Accounting Details

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 (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. 

 

Account Ranges 

4. Import your Account Ranges by clicking Select Files 

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

 

 

Best Practice: Check your notification bell and look for a notice that says the import is complete. 

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5. Review Ranges then click Next 

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Accounts & Beginning Balances

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To prevent errors when uploading your Accounts and Balances, verify that the 3rd column balances out. 

The best way to find if your column balances, is to use the Excel feature, AutoSum, to get the total of the column.  Which should be zero (0).

Use AutoSum to sum numbers

If your column does not equal zero, the balances will not upload. Verify the balances in the Excel Sheet. 

 

1. Click Import

2. Change the Post Date if necessary. Do this before uploading your GL accounts. 

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

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

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4. Click Select Files. Upload the Accounts and Balances file  

 

Best Practice: Check the notification bell and look for the confirmation that your file has been uploaded. 

 

Required Accounts 

1. Select the Required Accounts

Retained Earnings

Accounts Payable 

Default Cash

Year End Suspense 

 

Bank Account Details 

1. Choose your Bank

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

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If you don't see your bank listed, click the 2018-08-23_23_37_02-TOPS__ONE_.jpg

1a. Fill in the information below

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2a. Click 2018-08-23_23_38_19-TOPS__ONE_.jpg if finished

3a. To add another bank, click 2018-08-23_23_38_48-TOPS__ONE_.jpg

4a. Click Done 

 

2. Fill in the Bank Account Details 

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3. Click Add this account 

4. Click Next 

 

Codes

1. Click Import Codes

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2. Click Select Files and upload Codes

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3. Click Close 

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

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

 

Code Categories

1. Click Import Categories 

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2. Click Select Files then select Charge Code Categories 

4.  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 

3. Click Next 

 

Import Balance & History

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

1. Click Import Balance to import your Owner Balance. 

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

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3. Click Select Files then select Owner Balances

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4. Click Import History

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5. Click Link To 

6. Click Select Files and upload your Owner History .csv file 

 

7. Click Next 

 

Once you have finished setting up your accounting information, you will be taken to the Community Accounting Setup- Review page. 

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If the accounting setup was done first, you will see the option to do your Property/Owner Setup. 

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Import Properties

1. To import your properties, click Import 

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2. Click Select Files, then select your Properties file. 

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3. Click Close 

Best Practice: Check the notification bell and look for the confirmation that your file has been uploaded. 

4. Verify the number of owners and properties 

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5. Click Next 

6. Verify the information on the Properties and Owners- Review Page. 

7. Click Print to print this page. 

This is the only time this page is available. 

9. Click Complete Setup 

 

 

If there is a part of the setup that has not been completed, you will have the option to finish the setup for that section. 

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