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Adding Your Community Data to a .CSV file for Import.

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DESCRIPTION 

This guide will go over how to add your community data into our sample .csv file to easily upload your community using the wizard application. 

The file that will need to be imported is a CSV (comma-separated values) file. It is recommended to create the file in Excel using the appropriate column formatting and save the file as CSV. Any CSV file opened with Excel will lose any formatting (leading zeros).

To enable the leading zeros, change the cell format to Text

Microsoft Office Link- Format Number as Text

 

Each section contains the exact name of the column. Any deviation from the name will cause an error or the column not being uploaded.

DO NOT MAKE ANY EDITS TO THE HEADERS IN THE FIRST ROW

Please delete the sample information before adding your own data. 

The screenshots are meant for example purposes only. 

 

The sections below are available for import: 

Account Ranges

Accounts and Balances

Codes

Code Categories 

Properties/Owners

 

You can either download the files from this article, or download the samples from the community set up wizard. 

 

 

 

 

AVAILABLE FOR IMPORT 

 

Account Ranges

 

What info am I filling out?

Ranges are groups of account number's for organizing your Chart
of Accounts.


You will use this file to add your Asset, Liabilities, members Equity, Reserves, Income, and Expenses account ranges.
 

Assets: Asset accounts appear on Balance Sheet, normally a Debit balance. Example include Cash in Bank Accounts, Petty Cash, CDs, Accounts Receivable, Prepaid Insurance, and Land.
 
Liabilities: Liability accounts appear on the Balance Sheet, normally a Credit balance. Examples include Accounts Payable (bills), Unearned Income, and Loans (payables).
 
Equity: (Aka Owners Equity) Net Worth (amounts left over after assuming all liabilities) - normally a credit balance. A debit balance would indicate a Loss. Equity accounts appear on the Balance Sheet (Retained Earnings).
 
Funding Reserves: Reserve accounts are also Equity accounts. They are broken out for the purpose of generating a Statement of Reserves, which shows the allocation and disbursement of reserve funds.
 
Income: Income accounts appear on the Income Statement, normally a credit balance. Examples include Maintenance Fees/Dues, Special Assessments, Laundry Income, Interest Income, Rental Income, Work Order Income, and Fines.
 
Expenses: Expense accounts appear on the Income Statement, normally a Debit balance. Examples include Utilities, Monthly Landscaping Fees, Pool Maintenance, Office Supplies, Salaries, and Bank Charges

What does the .CSV file look like?

 

How do I add the information?

The first row will have the account type and either Start/End Range

The second row will be populated with a sample ranges. 

 

When entering the ranges, you will need to make sure that the numbers DO NOT OVERLAP AND THAT THERE ARE NO GAPS. 

YES:

Asset Start Range- 1000

Asset End Range- 2999

Liabilities Start Range- 3000

Liabilities- 3500

 

NO: This example import will not work because the liabilities account range is overlapping with the Asset Range 

Asset Start Range- 1000

Asset End Range- 2999

Liabilities Start Range- 2500 

Liabilities End Range- 3500 

 

Accounts and Balance 

 

What info am I filling out?

 Once you've entered your account ranges, you will be able to add the individual accounts in those ranges. 

You will enter the GL Account Number, Account Description, and (If applicable) the Balance for that account. Balances can also be imported at a later time after the setup is complete. 

 

What does the .CSV file look like?

 

 How do I add the information?

The first column is for the GL account number. You can only add the account number once. 

Enter the Account Description in the second column. 

The third column is for the optional current balance for that account. You can enter a negative number by entering a - in front of the number. 

 

 

Codes 

Required Codes

Assessment

Late Fee

Collection Admin Fee

Pre-Paid Code 

Interest Fee

NSF Fee

 

What info am I filling out?

 Here, you will need to enter the codes, and the information related to those codes needed for your community. 

The Frequency, Calculation Method, and Late Fee Method on the A1 and C1 codes do not import. TOPS [ONE] uses a default of Monthly, Flat Dollar Amount, Flat Dollar Amount. That information will need to be updated on the code within TOPS [ONE] after the community import has been completed if it is different from the default.

 

 

What does the .CSV file look like?

 

 

Note: Example above is for the accrual accounting.  

 

 How do I add the information?

 

Charge Description - Name of the Code
Charge code (or alias)- Alias, or unique identifier for the code. At least two characters
Code Type -
AR- Assessments, Violation Fines, Late Fees, Collection Fees, Misc Charges.  Anything that might apply to a homeowner
WO- Work Orders 
CCR - CCR Codes 
GL Debit Account 
GL Credit Account
CCR article(Not required) - CCR 
Code Description (Not required) - Description of the code 
Detail Description(Not required)- Detailed Description of the violation code 
Action Needed(Not required, and only for CCR Codes)- How the owner would resolve the issue 
Special Instruction(Not Required)- Special Instruction to resolve
 
 
Code Categories 

 

 

What info am I filling out?

 
If you've entered multiple codes with the same code alias, you will need to fill out the Code Categories file. If you don't, this file is optional. 
 
Codes Categories Example: 

 

What does the .CSV file look like?

 

 

 How do I add the information?

 

Assessment Codes 

Code Alias- Code Alias for the main code (imported in the Codes step).

Category Name -ID for the Code Categories 

Category Description - Short description of the category 

Sequence-  Order of code category

Amount - Charge Code Category Amount 

Late Fee-  FLAT dollar amount. If you want to change it to a percentage, you will need to change it after the community is set up. 

Minimum Liability- The dollar amount you enter in this column is the trigger point for the Late Fee. 

 CCR Codes 

Code Alias- Code Alias for the main code (imported in the Codes step).

Category Name -  Enter the Action Level 

Sequence Order of action steps 

Amount - Enter the CCR Admin Fee 

Days- Enter Days from CCR violation creation day (example: 0,30, 60, 90)

 
 
 
 
Properties/Owners 

 

What info am I filling out?

 This file is the one of the more important, and easiest files to get errors on. 
Please read the header for the column you're on, and fill out exactly what it is asking for. 
 
Example: 
Zip Code 
Yes: 33605
No: Fl, 33606
Owner Last Name
Yes: Smith
No: John Smith
 

If there are multiple individuals associated with one home, then those owners should be listed in separate rows (one for each contact). The Account Number, Lot Number, and Property Address information should be the same for all contacts associated with one home. The phone numbers and email addresses would be the ones associated with that particular contact. The Owner ID differentiates who the contacts are as they relate to the home.

 

 Owner1 Last Name – Last name of the Contact (Smith). 

Owner1 Full Name – Full name of the Contact (Joe Smith). 

Street Name – The name of the street where the property is located within the community. 

Street Number – The numerical portion of the address for this property within the community. 

Apt Number – The associated unit or apartment number for this property within the community.

City – The City in which the property within the community is located. 

State – The State in which the property within the community is located. 

Zip – The Zip Code in which the property within the community is located. 

Alt Address 1 – Mailing address if it is different from the property address.

Alt City – Mailing address City. Only needed if there is an address entered in the Alt Address 1 field.

Alt State – Mailing address State. Only needed if there is an address entered in the Alt Address 1 field.

Alt Zip – Mailing address Zip Code. Only needed if there is an address entered in the Alt Address 1 field.

Alternate Address Flag – True or False. True if the Alternate address is the current mailing address. False if the Property Address is the current mailing address.

Home – Home phone number for this contact.

Work – Work phone number for this contact.

Alternate – Alternate phone number for this contact.

Owner ID – See Owner ID information at the Bottom of this document. 

Account Number – The account number associated with this property within the community. 

LotUnit Number – The lot or unit number associated with this property within the community.

Assessed Value – The current assessed value of the property within this community (may be used to calculate recurring fees).

Sq Footage – The square footage of the property within this community (may be used to calculate recurring fees).

Owner Ratio – The owner ration or percentage of ownership associated with the property within the community. Should be a fractional amount formatted as 0.0012345, up to 7 decimal places. (may be used to calculate recurring fees).

Hold Delinquency Notice – True or False. This will prevent the owner from receiving collection letters through the collections process.

Hold Payment – True or False. This will prevent the processing of cash receipts for this property. Typically used when the owner is with the attorney for collection.

Rental – True or False. Is this property rented out?

Email – Email address of this contact.

A1 Category – The category on the Code Categories table to associate with this property. Indicates their recurring charge amount.

 

What does the .CSV file look like?

 

 

 

 

 

Creating Owner ID's

 

The Owner ID is the key TOPS uses to match properties and owners (total character limit is 20). The owner ID can be broken into 3 sections (example of an owner ID: 000001H001). The 3 sections are the characters in front of the letter, the letter and the numbers after the letter.

 

  • The characters in front of the letter are unique to each property and can be up to 16 characters.
  • The letter used will be H (homeowner), R (renter/tenant), P (previous owner).
  • The numbers after the letter are ALWAYS 3 digits.

 

If Tom Jones is the owner of a property at 12 Easy Street. He might have an Owner ID of 12ESH001. If his wife Mary Jones was also on the property and you wanted to have her listed as an owner, her Owner ID would be 12ESH002. Notice she has the classification as 002 or second owner on the property.

You could also combine them together as Tom & Mary Jones with an ID of 12ESH001.

Let's say you wanted to record a previous owner on the same property. This previous owner would have an Owner ID of 12ESP001. If you wanted to record more than one previous owner on the same property, the last 3 digits would be 002, 003, etc.

I gave an example of using the street number and abbreviation of street name as the characters in front of the letter, but anything can be used, if they are unique to each property.

 

 

 

 

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    Brian Schoolcraft

    On the property list, what do you input for the last name if all you have is a business name??