Create a New CCR Code

TOPS [ONE] Version 5.0.1.0

  

Description

The CC&R (Covenants, Conditions, and Restrictions) feature enables a property manager to track CCR rules, violations, architectural requests, and dates the events took place. It also makes the following tasks easy: 

Define actions for each CCR based on your community's documents and pre-fill resolution and article information.

Automatically tie letters to each corresponding action and access the Owner Activity Feed for a full history of actions taken on this account.

All letters generated in PDF and attached via email if the owner has opted in.

Create your form letter templates in MS Word for the ultimate flexibility in letter design

 

Before you start entering codes, we recommend that you first:


Review your governing documents and identify those items that are covenants or rules.

Lay out the process steps, including the steps that would incur fines or fees
applied to a homeowner.

Define the different letters that you will use for each step

 

This guide will go over how to create a new code and different action processes.

 

Step By Step

 

1. Click Portfolio then Communities.  Select the Community to work in. 

2. Scroll down to the bottom and look for Codes on the bottom right 

3. Click Action then Add Code

4. Code Type Select CCR From the drop-down menu

5. Fill in the information under Code Alias and Name

Code (Alias) - Abbreviation for the code, this can be up to 10 alphanumeric characters. 

Code Name – The full name of the code.

The reason that the rest are not required fields is that the details and/or resolution can vary between records of the same type.

For example, a violation for lawn maintenance could be about mowing the grass, trimming hedges or removing lawn ornaments. The Detail Descriptions and Actions to Resolve would be different for each. This information can be entered when creating the record.

CCR Article A reference to, or excerpt from, a community document that defines the rule.

Detail Description - Brief description of the violation.

Action Needed to Resolve - What the owners will do to resolve this infraction. 

Date Calculation Method How the system will determine the Next Action Date. Either based on create date or last action date.

Create Date The next action date will be set based on the CCR action process table. Dates will be set, no matter when the last action was taken. 

Original Dates on Action Table

Next Action Dates after unscheduled action is taken 

Next Action Date does not change

Last Action Date The next action date will update when actions are taken on a table. 

Original dates on Action Table 

Next Action Dates after unscheduled action is taken 

 

 

Click Custom to create a new action table for this CCR code. 

 

Linked Accounts- You can click the folder icon for a list of all the accounts you have, you can click the account from there

Income Account 

Receivable Account 

 If you do not know which accounts to pick, reach out to your CPA. 

 

6. If Custom was selected,  fill out the information needed in CCR Custom Action Process  

Action Level - Name of the action level.

Days From – The Due Date of the Action Level. These are the number of days used to calculate scheduled dates for the actions on the CCR Record. These must be in increasing order, although you can have concurrent actions with the same number of Days From.

Admin Fee – The Fee to be charged when the action level is completed.

Notice - Click the drop-down menu and select a CCR letter from your template library. If a new letter template needs to be added please view this article Upload a New Template.

7. Once all the information for the Action Level has been entered click

 

Most CCR Codes will require multiple Action Levels to be entered, continue adding action levels until the code is complete. If an action level was added out of sequence, click the 3 dots and drag the row to the correct position.

 

8. Click save

9. Verify your selection 

 

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