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.

Export Coupon File 


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) 

Grace Period 


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. 



Order Status 

Status Description Ability to Cancel Order?
Setup Starting status Y
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 -
Billed Invoice Generated -
Order Error The Order Received an Error -


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