TOPS Mailroom - Order Coupons
Great! You've already verified your scanline information with your bank, and the TOPS [ONE] team has given the green light to order coupons! This feature assists in ordering and shipping coupon books straight to the homeowners. This feature will give an estimate of the prices before placing the order. Before using Mailroom, your organization and communities will both need to be registered.
This guide will give you step by step instructions on how to order coupon books using TOPS Mailroom.
For instructions on how to export coupon files for a 3rd party vendor, click the article below.
Step By Step
1. Click Portfolio then Communities. Select the community you want to work on.
2. Click Accounts Receivable then Invoices & Statements.
3. Click Actions then Export Coupons
3. Select the Coupon Parameters
Partners Select TOPS Mailroom
Coupon Book Type
Coupon Books with Labels
Coupon Books with Envelopes
Date payments will be due
Number of Payments Number of Payments to be Made. (Number of months to print coupons for)
4. Select the Fiscal Year & Codes to include in this batch
5. Select the Owners to Include in this batch.
Click the icon to filter owners by name, lot, or account number
Change the Sort Order by clicking the drop down menu and selecting a different option
Select or deselect all owners, by clicking one of these options
The Total Estimate for this job will appear on the right and update as the parameters are edited.
6. Verify the owners, then click Send to Mailroom
7. Verify the order.
Once on the following screen, the order will be placed and sent.
This is where the Order ID will be found.
8. Verify the order information and the Order Preview
9. When complete, click Submit Order
If successful, you will see the following message at the bottom of the screen
You will also see the Order Processed Date on the transaction
Viewing Order Status
After an order is placed, a transaction will be found on the Community, Property & Owner page included in the batch.
Drilling into the transaction will give a summary of the transaction, including the order status.
|Status||Description||Ability to Cancel Order?|
|Preparing Order||Building Order Schematics||-|
|Pre-Processing||Preparing Order Files||-|
|Processing||Processing Data / Generating Printer Files||-|
|Generating Proof||Generating Proofs – for internal use||Y|
|Approved||Quality Control Approval||-|
|In Production||The order is being produced||-|
|Shipped||All Items have Mailed or Shipped||-|
|Order Error||The Order Received an Error||-|