TOPS [ONE] Release Notes (Version

Release Date May 21st, 2018


The TOPS [ONE] development team is adding multiple new additions and updates to the platform today.

The following new releases will be live in TOPS [ONE] today. As a web-based product, there is no action for TOPS [ONE] users to take. Your TOPS [ONE] platform will automatically be updated in the cloud.

Here's what's new:



  • Document Storage - TOPS [ONE] has expanded its document/attachment storage capabilities and integrated them with the Owner Access owner portal companion app. Some features include:


  • Assessment Rounding
    • When selecting a calculation method that is not Flat Dollar Amount, a new option to round all assessment calculations to the nearest dollar will appear. The rounding will occur at the time of the apply charges process:
  • Resolved Issues
    • GL account linkage to charge codes will properly reassign the GL account to the parent account/default cost center depending on whether cost centers are being turned on or off, respectively


  • Resolved Issues
    • Updating a user's email will correctly update their login email as well (will not require a contact to support)
    • Removed the Community Setup Banner from pages it was incorrectly appearing
    • Resolved issue with transaction posting to the next day for certain time zones





  • Resolved Issues
    • Cash Receipt batches will now display on all appropriate activity feeds
    • Community Name character limit raised to 100 characters


  • Resolved Issues
    • When emailing owner activity, multiple emails can now be set
    • Settlement/Move Out dates have been added to all owner types
    • Users can no longer add additional property addresses to an individual property record
    • Email fields will now accept the '.website' top-level domains



  • Accounting Periods
    • All future accounting periods have been set to Open. There is no longer a restriction to only having two periods open at once

Accounts Receivable

  • General
    • Post dates on transactions no longer has to fall within the current period
    • Automated Apply Charges jobs will use correct amount based on the fiscal year of the post date

  • Apply Charges - Apply Charges has received some quality of life updates:
    • Charge codes will automatically select based on the entered Post Date
    • An end date can now be set for Special Assessment codes
    • A preview/posting report can be run on each charge batch
    • Cleaned up the UI for the batch review page
  • Apply Prepaids
    • A new preview/posting report is available on all apply prepaids batches

  • Cash Receipts
    • Individual owner payments can now be removed from a save/accrued cash receipt batch
  • Resolved Issues
    • The fiscal year drop down for Generate Statements will default to the current fiscal year
    • Users can now edit the associated GL accounts for a prepaid adjustment after it has been posted
    • Automated Late Fee jobs will no longer fail when there are no candidates found

Accounts Payable

  • Adjustments
    • Users can now add additional AP Adjustments in succession

  • Enter Bills
    • New Transaction Type: Bill - Separate Check. When a bill is marked for a separate check, it will always receive its own check regardless of additional bills selected
    • Attachments can now be removed from a bill prior to saving/posting

  • Make Payments
    • Precheck Writing Report - When selecting one or more bills for payment, a new option will appear for the Precheck Writing Report in the actions menu. Selecting this will generate a PDF to view the selected bills and their presumed effect on the community's bank balance

  • Resolved Issues
    • Credit memos can no longer be 'Marked as Paid' via an adjustment
    • Editing a bill with multiple distributions in a cash accounting community will no longer encounter errors when saving/posting
    • Voiding handwritten checks with multiple distributions will properly void for the full amount
    • Deleting a distribution from a miscellaneous cash receipt will correctly remove it from the GL
    • Bills with multiple distributions will now round to the second decimal place when paid with a partial payment that does not evenly divide
    • Vendor mailing labels will now export to a single excel file

General Ledger

  • Resolved Journal Entries
    • Reversing a Journal Entry will no longer create negative debit/credit entries
    • Resolved an issue where saving an already selected default cost center was not updating all transactions that did not previously have a cost center


  • Updates
    • All instances of the word 'Violation' has been replaced with 'CCR'
    • Added a Due Date field for CCR records

Work Order

  • Resolved Issues
    • Emailed work orders will use the correct reply to address
    • Users can now search for a property via address and property account number


Reports - Standard

  • New Report - AP Open Items
    • A new AP report that show all unpaid invoices for each Vendor as of a date specified by the user
  • New Report - Owner Listing
    • A new portfolio report that will list all primary owners in a community

  • New Report - Vendor Report
    • A new AP report that will list a range of vendors as well as basic vendor profile information, with an option to include/exclude insurance information

  • General - Net Income By Cost Center
    • There is a new option on relevant reports to display the net income broken out by cost center
  • Balance Sheet
    • There is a new "Out of Balance" message on all balance sheets when the balance sheet is not in balance. The message will state by how much the report is out of balance
  • Cash Receipt Deposit
    • Refactored to organize data by cash receipt batch

  • Check Register
    • There is a new option to include invoice distribution detail
    • Added the bank and bank account name to the header

  • Trial Balance
    • Added additional Reference and Check# information where applicable

  • Vendor History
    • Report can now display multiple vendors
    • Refactored output to show the status of an invoice as well as its status in relation to any relevant checks
  • Work Order
    • The excel export has been reformatted to be more inline with the service request report

  • Resolved Issues
    • Resolved issue where some clients could not delete templates from the library
    • Several refactors to account balance calculations on GL reports for better accuracy
    • Resolved various issues causing failure in reports to export
    • Resolved performance issues preventing reports from loading in the UI
    • CCR Report will no longer error when exporting with Show Comments toggled on
    • Resolved issue where Property Address selection was displaying Primary Mailing Address in custom portfolio reports
    • Security Deposit report will only display owners who have a valid security deposit entry as of the date entered
    • Resolved several alignment issues on report UIs and exports
    • Added check# column to the AP Distribution to GL report
    • Removed duplicate records from owner resale report
    • Resolved issue where detail would not display on Trial Balance if there were only debits or only credits for a given account
    • Resolved rounding discrepancy between UI and export of the Fund Balance Sheet and Yearly Income Statement

Reports - Packages

  • Set Package Date
    • Users can now set the start/end dates (or as of) applied to all reports in a package. These dates will pull from the community's current period by default
  • Resolved Issues
    • Bank Reconciliation will pull the correct community's bank account
    • Updated report default settings to match the defaults in the Standard Reports section


Owner Access

Owner Access Setup

  • Resolved Issues
    • Deleted communities will no longer display

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