Chapter 3
ONLINE PAYMENTS ADMINISTRATOR SETUP
To process or view payment information on the TOPS Online Payment system you must have an Administrator Login. As the Administrator, you have authorization to retrieve lockbox files, define settings for sending and receiving alerts, receipts, confirmations etc. via e-mail, researching owner and transaction information.
Keep in mind, if your online payments volume will be very high, receiving an alert each time a payment is made may be excessive; you have the option to disable this functionality.
A
DMINISTRATOR
U
SERNAME AND
P
ASSWORD
Once Online Payments Setup is completed and the links have been placed on your web site, TOPS Software will send you an e-mail that will contain an administrative login and password for your overall company as well as individual administrative logins and passwords for each community that will be using Online Payments.
The Overall Company login and password allows the Administrator to view <ALL> owners and transactions for all communities in the entire portfolio. The Community
Administrative logins and passwords limit access to information for a specific community.
How you define your Administrator Username and Password will depend on whether your are a single community using the Online Payment service or you are a Management
Company that has many communities using the Online Payments service.
U
PDATE
T
HE
A
DMINISTRATOR
U
SER
P
ROFILE
When you first login as the Administrator, you will be required to complete the profile information. Once done, updating the Online Payment administrative account's system settings will only be necessary for security purposes, when a new administrator is assigned, or if your e-mail account changes.
From your web site:
1. Click Pay Dues
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Figure 3-1 Online Payments Login window
3. Enter the Administrator Login and Password provided by TOPS support.
4. Click Submit.
Figure 3-2 Online Payments Manage People window
16
6. Click the Manager hyperlink located to the left of the Logout hyperlink.
The Manager hyperlink will include the of Community Management
Company name.
TOPS Online Payments
Figure 3-3 Online Payments My Profile window
The e-mail address listed in the Profile is the default e-mail address for all notifications.
9. Click Submit.
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It is recommended that at this time, for security purposes, you change the Administrator
Login Username and Password from the one TOPS created for you to one that you define.
10. Enter a new Username and Password.
11. Click Submit.
A
DMINISTRATOR
M
ENU
O
PTIONS
There are five main administrator options: Summary, People, Billing, Settings and
Exports. With the exception of Settings and Exports, these options are primarily used to
search for homeowner, transaction, or payment history information.
Settings
Settings allows you to standardize the e-mail addresses that appear in the From field of all e-mails and set preferences for sending and receiving alerts, owners receipts, confirmations, etc.
From your web site:
1. Click Pay Dues.
2. Login with your Online Payments Administrator Username and Password.
4. Click Settings on the toolbar.
Figure 3-4 Online Payments toolbar
18 TOPS Online Payments
Figure 3-5 Online Payments Administrator Account Management window
6. If you want to receive an alert each time a payment is made, Select Yes then enter the e-mail address.
If your online payments volume is very high, receiving an alert each time a payment is made may be excessive; select NO to disable this function.
7. If you want to receive an alert when an Export is ready to download, Select Yes then enter the e-mail address.
8. If you want to receive an email when an application for housing is submitted?
What email address should be used?
9. When a payment is returned (NSF, Invalid Account, etc), enter the email address Online Payments should notify.
10. When emails are sent to residents, enter the email address would you like them to be from.
11. Click Update.
12. You will receive the following message: The preferences were successfully updated.
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Figure 3-6 Online Payments Update Confirmation
Exports
The export of lockbox data is slightly different for communities than management companies. Companies or Exports both allow you to view, export, and download the transactions into a lockbox file.
Companies is the term used for the Export option for the Management Company web sites, it is a hierarchal version of Exports. When exporting lockbox files using Companies you are asked to select a single company to search for exports or search for all companies lockbox files.
Exports is the term used on the community web site, it takes you directly to the exports list.
The Exports option is discussed in detail as part of the download of lockbox files to
TOPS 2000 (see Chapter 4, Lockbox Download to TOPS 2000.)
Using Admin Search Features
Summary, People, and Billing are used to search for and viewing Online Payment information. An example of each search option is provided at the end of this section.
Communities are called Companies on the Management Company web site. The company administrator will often have an additional filter that allows searches by a particular community or by all communities.
20 TOPS Online Payments
The Online Payments system supports Wildcard searches; the recognized wildcard symbol is the (%) percent sign. You are able to search for items that contain a letter or group of letters. See the following TOPS Tips.
TOPS Tip
An example of using the wildcard % search: You remember that the Last Name of the person you are searching for ends with “berg.” You would enter %berg in the Last Name field, then Click Submit (refer to Figure 3-8 for search results.)
Figure 3-7 Person Search window Wildcard Search example
The search results will display a list of all persons containing “berg” in their Last Name.
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Figure 3-8 ildcard Search Results
22 TOPS Online Payments
TOPS Tip
When searching by First or Last Names, you can narrow down the results of your search by typing in more characters of a name before Clicking Submit.
For example: there are 261 Last Names that begin with “A” in this database, but only 9
Last Names that begin with “At”.
Figure 3-9 Person Search example and results
People
People allows you to lookup detailed information on owners and their transaction history.
You may also reset an owners password in the event they forgot what they set up.
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Figure 3-10 Person Information Detail window
Billing
Billing allows you to view detailed information for the transactions that have been made.
Billing searches may be filtered by the following options:
No Filters
All Transfers
Credit Card
Direct Deposit
Electronic Check (e-Check)
ERentPayer™ Credit
ERentPayer™ Fee
Payment (ACH)
Reversal
24 TOPS Online Payments
Figure 3-11 Billing: Search for Transactions window
Summary
Summary displays online statement history. When logged in as the Administrator the
Statement should not list results, because online payments would not be made using the administrator account. This Summary search is not used by the Administrator.
Figure 3-13 is an example of an owner Account Summary window.
Figure 3-12 Account Summary Window: When Logged In As Administrator
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Figure 3-13 Account Summary Window: When Logged In As An Owner
26 TOPS Online Payments
