Collections - Processing Collections

TOPS [ONE] Version, Last Updated 09/26/2018



Processing collections just got a whole lot easier with TOPS [ONE]. Users can view, edit and process all from one screen and quickly move past due accounts through the collection process.

This guide will lead you a step by step on how to process, edit, and print letters in the collection module.


Step By Step 


1. Go to the community you want to process collections

2. Select Accounts Receivable then click AR Collections


3. To start a new collection batch, Click  Actions then select Collections


4. Enter the effective date.

The effective date is the date the owner is considered delinquent based on the setup of the collection table.

This is also the date used to post the collections. The effective date would be the charge day plus the grace period. For example, charge date is 09/01/2018 and the grace period before collections is 10 days, the effective date should be the 11th.


Select Codes for this Batch

Now you need to determine the charge codes to be included and the delinquency date when categorizing past due amounts. By default, all assessment charge codes are selected. 

5. To edit, click Select Codes 


6. To select the code for this collection batch, enable the toggle next to the code. 


7. (optional) Set Delinquent Date baed on Assessment Codes if eligible.  

When you toggle on the Delinquency Date Based on Assessment Codes, the delinquency date will be set by Assessment/Special Assessment dates. Otherwise, any code you have enabled will determine the delinquency date. If your community excludes sending collection notices for fines and/or fees, ensure these are not toggled to green so any past due amounts for this charge code are not considered for collection action.

Note: In layman's terms, the system will go back only on assessment codes to calculate the days delinquent instead of calculating days from a late fee code or attorney fee code.


Select Collections Actions to Process

7. Enable the toggle next to the Action in Collection Actions/Hold Categories to include in this batch. 

Example: if your community bills annually and you need to issue late letters but want to wait on processing accounts in attorney stage, you can simply select the late notice option)


Hold Categories: You can also assign accounts to the Hold categories. so no actions are taken and no fees are applied.–This is helpful to avoid processing accounts that are on payment plans, in bankruptcy or a resale disclosure is pending. You can designate the hold accounts that are pertinent to your community policy in the Collection Code setup. When assigning an account to a hold category, it will not get categorized into any current or future collection actions until the hold is removed. Tip: You can view the collection status of all of your accounts


Accrue/Review Transaction

8. Click Accrue (this will take you to the screen to edit accounts before posting)

9. Next, you can see the number of properties that were categorized, the date that will be used for posting and a summary of administrative fees that will be charged if applicable. 

10. In the accrued screen, you can review

1. Number of days delinquent

2. Amount due

3. Last collection action taken

4. Proposed action to take

5. The applicable administrative fee that will be posted to the account

6. Shows if a Homeowner has the Hold Delinquency Notice enabled. If an owner has a checkmark, they will not receive any collections template. 

11. Now you can make changes to the accrued collection actions or delete action for individual accounts prior to posting by clicking the pencil  icon next to the account you want to edit.  You can change the proposed action by selecting from the actions in the dropdown. To turn on or off Hold for an account, use the toggle. Once you make changes, click the Check Mark icon to save or the X icon to exit edit mode. To completely delete the account from the collection batch, click the.


12. To search for a specific account, click the search image014.jpgicon and type the name, address or account #.


Post Transaction

13. After making all of your edits, click Post

Clicking Post will email 


14. Confirm Post  and Mailing Options:

Yes: generates a letter for all property addresses listed for that owner.

No: generates one letter for the primary mailing address on that property.


If the collection letters & owners delivery preferences are set to email, the letters will be sent once Yes is selected. 

15. After posting, you will find your letters are grouped by each action level in the transaction summary.



16. If an owner's delivery preference is set to email, the owner will receive the collection via email. To print the letters for the remaining owners, click Actions then Print Letters. 


The letters in the PDF will only be for the owners who's delivery preference is Print, not Email. 


17. Once you have processed your collections, you will see new and updated collection statuses on the owner's account screen.

The next time you process collections, the status will go away or be updated if they’ve made a payment or this owner moves onto the next step through the collection process.

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