TOPS [ONE] Update

Posted on Dec 8, 2016 1:09:26 PM

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TOPS_ONE_Update.pngThe 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] 12/9/2016. 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:


  • Year End Setup -
    >> Get the User Guide Here

    We have implemented the first phase of the year end process. With the new wizard, you will be able to setup the coming accounting year (Periods, Budgets, Charge codes, etc.):



  • Properties - Removed 'link to existing' option when editing owners. Feature no longer applicable based on its original implementation, and was causing data issues when used
  • Owners - Check numbers now show in the activity field details for owner deposits

Accounts Receivable

  • Statements – Users will now have the option to select from multiple statement templates. There are no new templates being added at this time, but via the Merge Code Manager, new templates can be created (or modified from existing ones) and uploaded to [ONE]:
    • Additionally, future charges can now be set on statements as well2-3-5-x_AR_FutureCharges.png

  • Adjustments - Added expected functionality to the Cancel button when performing AR adjustments

  • Coupons & Statements - Unit numbers will not appear in coupon files and validation files

  • Clicking 'Select All' on the charge linkage page will now select all and not just all properties visible on the page

Accounts Payable

  • AP Activity – The 'Bills' and 'Payments' screens have been combined into one, and will show all Accounts Payable activity for a community. Additionally, there is now an 'All' community selector for this and other AP related screens:

  • The 'Pending' KPI has been removed (pending was no longer an applicable status). The 'Payables' KPI will list open bills and when clicked, will now lead to the new 'Make Payments' process:
  • Enter Bills – Clicking Enter Bills will now lead straight to the 'Add New Bill' screen. The process from there has not changed.

  • Make Payments –
    >> Get the User Guide Here
    The print checks process has been refactored. Look forward to the following:

    • View bills and payments in the index card style found throughout TOPS [ONE]
    • Batch processing of payments
    • Batch processing of voids
    • Multiple bills on one check
    • A single PDF for checks processed in the same batch
  • Adjustments - Void and AP adjustments will now save the set post date (instead of defaulting to today's date)

General Ledger

  • Cost Centers - Cost centers will now display when using the GL account selector.

Work Order & Service Requests

  • No changes this patch.


  • No changes this patch.

Merge Code Manager (Form Letter)

  • Template Library - The template library has a new home. Instead of navigating to a community and scrolling down to related links, the link is now located on the Admin page (accessed via the main menu):
  • Default Templates - Added a 'Default Template' option for existing templates as well as when uploading new ones. When applicable, the selected template will be the default for the process it's associated with. Note that these defaults are currently global/system wide and not community specific defaults:
  • Template Types - Introduced new template types to the template library – Check, Owner Access Registration, Statement, and Vendor. Vendor letters will receive more support in future updates:

    Any template marked as 'email' will successfully send an email of the document to the associated owner (e.g. AR Statements) as long as their preferences are marked to receive email and have a valid email address on file.

  • Send Letter - Several improvements and fixes have been applied to the Send Letter screen:
    • Added paging to the Send Letter screen
    • Fixed searching in the Send Letter screen
    • Owners are now sorted alphabetically by last name on the Send Letter screen
  • Emails - Emailing templates and custom emails will now function as expected


  • Cash Receipt Report - Cash receipt batch detail can now be printed after posting:

  • Budget Report - The budget report will now export to the selected file format (Excel, PDF, Word)


  • Search - Global search has been improved and gives appropriate priority to transactions vs agents (owners, properties, etc.) based on the search terms used.

  • Sorting - Resolved an issue where sorting index lists (properties, communities, etc.) would only sort based on currently visible items



Topics: Program Updates, TOPS [ONE]



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