Chapter 2
SETTING UP TOPS 2000™ DATA UPLOAD
TOPS Software’s web support team will send an e-mail informing you that your application(s) has been approved and you may begin setting up the Online Payments feature for your homeowners.
An application must be completed for each individual association in addition to your management company application.
Before you begin the initial community data uploads from TOPS 2000™, make sure that your TOPS 2000 program files are up to date. To do so, run Check for Updates Online using the following instructions.
U
PDATE
P
ROGRAM
F
ILES
To update all of your TOPS program files, from the TOPS 2000™ Main menu:
1. Click Internet.
2. Select the Check for Updates Online menu option.
Figure 2-1 Internet Menu options
TOPS Online Payments
4. Select Community Web Sites from the Module to Check drop down menu list.
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Figure 2-2 TOPS WEB Updater window
5. Click the File Details tab to review a list of files the system has identified for updates.
Figure 2-3 TOPS WEB Updater window
6. Click the Begin Updates button to initiate the file updates. successfully.
S
ETUP AND
R
UN
C
OMMUNITIES
U
PLOAD
Next setup is to upload communities that are contracted to use Online Payments.
6 TOPS Online Payments
From the TOPS 2000™ Main menu:
1. Click Internet.
2. Select the Online Payments menu option.
Figure 2-4 Online Payments sub-menu options
3. Select the Community Management sub-menu option.
Figure 2-5 TOPS Online Payments Maintain window
5. The default is set so all communities are checked.
6. Click the checkbox (De-select) for those communities that are NOT contracted for
Online Payments.
7. Click Done when finished.
TOPS Online Payments 7
Next, run the initial communities upload.
From the TOPS 2000™ Main menu:
1.
Click Internet
2. Select the Online Payments menu option.
3. Select the Upload Now sub-menu option.
Figure 2-6 Online Payments sub-menu options
uploaded successfully.
When adding new communities to Online Payments in the future, they must also be setup in Community Management. Repeat the steps outlined in this section for each new community you add.
8 TOPS Online Payments
S
ETUP
S
CHEDULED
O
WNER
D
ATA
U
PLOADS
It is important that the Online Payments service is uploaded with owner information and account balances from TOPS 2000™ on a scheduled basis. This ensures that homeowners pay the correct amount when making online payments.
You will want to setup the TOPS Scheduler utility to upload this data regularly. Notice - this is NOT the same as a Community Web Site data upload. This data uploads to a different server using secure FTP.
To setup Scheduler, from the TOPS 2000™ Main menu:
1. Click Internet
2. Select the Scheduler option from the drop down menu.
3. Select the Schedule Task option from the sub-menu.
Figure 2-7 Internet/ Scheduler sub-menu options
TOPS Online Payments 9
Figure 2-8 TOPS Scheduler window
Note the Scheduler icon on the taskbar and on the right system tray.
If Scheduler is already running, Double-Click the icon in the system tray to open (the lower right of your screen next to the clock).
5. Click Add to add a new task.
7. Enter a Task Description, typically a name that identifies the task.
8. Click Online Payments button (the gray house icon.).
9. Click Next.
Figure 2-9 TOPS Scheduler: New Job window Step 1
10 TOPS Online Payments
Figure 2-10 TOPS Scheduler: New Job window Step 2
11. Click the checkbox(s) to set the scheduled time and days uploads will be done.
12. Click Finish.
13. The task will now appear in the TOPS Scheduler window.
Figure 2-11 TOPS Scheduler window
14. You may minimize the window or Click Done to close Scheduler window and sent it to the system tray.
TOPS Online Payments 11
H
OW TO
S
ET
R
UN
S
CHEDULER ON
S
TARTUP
To ensure Scheduler is part of your system Startup routine, or if your system goes down
Scheduler will resume when your system reboots, you must set Run Scheduler on
Startup.
From the TOPS 2000™ Main menu:
1. Click Internet.
2. Select the Scheduler option from the drop down menu.
However, if it is NOT checked, Click Run Schedule on Startup to activate.
Figure 2-12 Scheduler sub-menu options
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The Scheduler program is added to your systems Startup folder, it will run anytime the system restarts or a new user logs in.
To verify: Click Start Menu\ All Programs\ Startup
TOPS Online Payments
W
EB
S
ITE
- O
NLINE
P
AYMENTS
L
INK
P
LACEMENT
Please e-mail TOPS Software at [email protected] to let us know when you have completed your first data upload. When you e-mail TOPS web support, also let us know where on your web site's left-menu frame you want the link to the Online
Payments feature to appear. By default, we place it near the top right underneath the
Home link and we name the link Pay Dues. If you would like it called something else or placed somewhere else on the menu, please let us know in your e-mail.
TOPS Online Payments 13
