onTOPS

Welcome to onTOPS, an e-zine produced by TOPS to keep you informed about our products and services. Once again, we have packed this issue with a number of useful and timely articles. Be sure to check onSoftware for a run down of some new product updates, and check out this month's special on TOPS On-Site™ and the new TOPS Mobile PDA. This special is almost over, so take advantage of this opportunity now and save $200! Our special guest writer for this issue is Dave Black of DAB Enterprises. Dave generously offers some tips on selecting a professional who gives good customer service. Be sure to read it!

Perhaps the biggest news we have for you this month is the release of our new Internet Updater, which will allow you to update your TOPS 2000™ system files more easily and efficiently, and eliminate the need for those pesky update CDs. Read the onSupport section for more on the new program, or check out the onHelp section for a Flash walkthrough of the new updater. This product is available to all customers who have a maintenance support agreement.

We look forward to hearing your feedback about the e-zine. Please let us know what things you liked, what you would like to see, and any suggested articles by e-mailing us at Ezines@212software.com. As always, enjoy your reading, and we will see you next month!

by Andrea Drennen 

onSpecial

TOPS On-Site and Mobile PDA

Purchase one or more TOPS On-Site™ Modules, receive the TOPS Mobile PDA for Half Price - over $200 in savings!

TOPS is proud to announce the release of two incredible software products, and a great bundle package for you! Our two newest releases, TOPS On-Site™ version 2.0, and TOPS Mobile PDA for Palm OS 5.0 and Pocket PC are currently being offered in a bundled package to make administering your association easier than ever before!

About TOPS On-Site v 3.01

TOPS On-Site™ version 3.01 was officially released in September 2003, and includes a number of updates and new technologies that make community administration simple and straightforward. If your community is self managed, or if you outsource accounting functions, TOPS On-Site™ is FOR YOU! Here is a short list of the new features:

• Email owners from TOPS On-Site™ using Outlook or Outlook Express.
• Community Fact Sheet allows you to integrate all the association's data, such as such as access information, legal information, emergency contacts, approved contractors, and insurance information, into one area that may be uploaded to your hand held organizer.
• TOPS On-Site™ data may be uploaded to your TOPS Community Web Site. This includes architectural requests, violations, service requests, work orders, guard gate passes, and pool passes.

About TOPS Mobile PDA

The TOPS Mobile PDA is an upgrade to our previous Hand Held Organizer Interface. Like its new name, the TOPS Mobile PDA is sleeker, faster, and easier than ever before. In addition to all of the new features, the new version works in two new operating systems: Palm OS 5, and Pocket PC. Here is a short list of the new features:

• All new graphical user interface, and a number of overall interface improvements such as significantly increased data access speed, 'smart button' technology, and advanced search capabilities added.
• Added new module: TOPS FACTS, a direct port of the Community Fact Sheet information you entered into TOPS On-Site™ or TOPS 2000™.
• Added Pool Pass module: Track community pool members and pool pass holders with the Pool Pass module, then provide your lifeguard with a PDA for easy pass verification.

Please visit our web site, www.212software.com/Products, for more information, or contact us immediately to take advantage of this limited time offer! Send your email to sales@212software.com or call (800) 760-9966, and ask for Nicole or Bruce.

Andrea Drennen 

onSoftware

New Software News

TOPS has a number of new products and services that have been released recently or are about to be released for sale. These include:

• TOPS Mobile PDA: A much expanded version of our popular Hand Held Interface is now available for the Palm 3.1 through Palm 5 O/S. It features a revamped design, faster speed and more information at your fingertips--like renters in addition to homeowners. It also now includes the Community Fact Sheet which makes this a "MUST HAVE" product for the on-call manager who handles after hours emergencies. A Pocket PC version is scheduled to be released by the end of November 2003.
  
• Improved Internet Backup Service: Better scheduling tools with more options on making new backups or overwriting existing ones are now available to save you time and storage space. Think of the consequences of a hard disk crash or other catastrophe that might cause you to lose your key accounting data. Are you properly backed up at all times? You would be if you used the TOPS Internet Backup Service (IBS). We even include a redundant backup of your data on a second server in another location for maximum protection.
  
  Visit our special web site at WWW.TOPSBACKUP.COM to get a better understanding of this important service. While there, run the new Backup Estimator utility which will tell you the amount of storage space you will need to backup your data so you know what your costs would be for this essential service. Don't run the risk of losing your data because of catastrophe, human error or faulty equipment, sign up for our IBS and have peace of mind knowing your TOPS data is safely stored in an offsite backup system ready to be restored whenever you need it.
  
• Job Streaming: Global AP Processing, a super efficient new capability about to be added to Job Streaming. Enter bills to be paid, add or select recurring bills to be paid and print checks GLOBALLY across all communities managed from one place without having to change communities. You have full visibility and control over what gets paid and overdraft protection to make sure you don't write checks in a community that would overdraw the cash balance. Available in November 2003.
  
• Maintenance Company Module: A brand new module for companies who run a maintenance company division will be available at the end of November 2003. It transforms the Work Order module so you have the ability to add work orders, assign jobs to staff using scheduling tools which shows the job load already assigned to staff, and administrative tools for the maintenance manager to better run this division.
  
  A customer database for the maintenance company is created which pulls in communities managed and individual homeowners where work is being done at a charge. A newly created A/R module utilizing "Item Accounting" is part of this module. Track charges for each customer, enter payments to clear the charges, apply late charges where needed and print statements and bills to follow up on past due amounts.
  
• Promaster® to TOPS 2000 Upgrade: Now Promaster customers who have been patiently waiting for the new, improved data conversion utilities along with the early release version of Yearly Accounting (a key feature in Promaster Software) can now upgrade to TOPS 2000™ keeping ALL their accounting history intact.
  
  The new Yearly Accounting option in TOPS 2000™ will keep track of owner balances broken out by charge code AND year. Yearly Accounting will be included in the next version of TOPS 2000™, version 3.2, scheduled for release Spring 2004. The preliminary release is available to Promaster customers who choose to upgrade now.

If any of these new products pique your interest, give sales a call at 800-760-9966 and we'll be glad to fill you in and discuss how they might benefit you.

Jeff Hardy 

onSales

TOPS Sales not just About selling

You may think that the TOPS Sales Department is only interested in making that one time sale of TOPS, but that is really not the case. We see our role as being more like an advisor to help you find the best solution to your software needs. Because technology is changing so rapidly, this is an ongoing effort as we release new products and services to the market. So really, one of the main goals of the sales department is to maintain customer satisfaction and to educate customers about new products and services offered by TOPS that can help you work smarter and better.

If you want to know how to get the maximum benefits from your TOPS purchase, just call the Sales Dept. at 800-760-9966 and ask us. We'll gladly review your situation and help you find the best, most efficient, combination of products and services to streamline your operations.

2003 Trade Show Schedule

If you have the opportunity to attend any of the following trade shows, be sure to come by our booth to say Hi. The CAI Fall National conference will be particularly special for TOPS, as Bruce Gran, Director of Sales, will be recieving his PCAM at this event. Be sure to offer him your congratulations!

• Oct 31-Nov 1: CAI Nat'l Fall Conference; Washington, DC
• Nov 8: CAI - New England Chapter; Dedham, MA

Jeff Hardy 

onSupport

New Internet Updater

Every day, TOPS programming staff is working hard to upgrade your software. They are developing new features and utilities, fixing problems, adjusting program settings, and so much more. But distributing those program changes to our customers can be a big headache. But no longer! TOPS has now officially released the TOPS Internet Updater, a new program that allows us to distribute changes to our customers quickly and efficiently, over the Internet.

Advantages

The updater has a number of advantages to both you and us:

1. Timely Updates: No more waiting for a CD to be mailed to you, or waiting for enough new features to be complete for TOPS to justify the expense of a new CD. We can now distribute new changes as soon as testing is complete so you can take advantage of them immediately.
2. Version Control: Tired of having three versions of the same file and not sure which is the correct one? So are we! The new updater will allow us to distribute one version of a file - the correct one. If that file gets changed by the programmers, we simply test it and then replace the one online with the new version.
3. Change Tracking: Want to know what's new? The new updater lists all of the files that have been changed since your last update, and a list of what's changed about them.
4. Controlled Updates: The new updater doesn't just update all of your program files at random, it contains a series of categories, including critical updates, updates for particular modules, and TOPS web site user updates. This way, you can control exactly what you want to update. Only want to get critical updates? Simply run that category. Recently upgraded from Promaster? There is a category for you too.
5. Repair and Replace Files: If any files are accidentally deleted, the updater will notice that there are missing files, and flag them to be updated. Let's say something went wrong and you cannot open TOPS 2000™. Since you can run the updater either from within TOPS or from our web site, you have a way to instantly repair that file.
6. Locate Virus Infected TOPS Programs: The updater even has an option to compare file sizes. This feature is designed to locate files that may have a more recent file date than the one on our server - meaning that they were possibly infected by a virus or worm. Viruses often append their code to the end of an existing program in your computer, causing the viral code to run every time you execute that program. The updater will replace the mismatched programs with a clean version of the program. This is NOT a replacement for a virus scanner, and should only be used if you feel your system has been compromised.

How It Works

The updater works by connecting your computer to TOPS Internet server, and comparing file dates on certain files. Files that are newer on our server will be marked for updating by the TOPS Internet Updater.

Use of the updater is limited to customers who have a valid maintenance support agreement. This check is performed automatically by the program. All you need to do is enter your TOPS Customer ID, found on your license agreement, and any invoice sent by TOPS.

Andrea Drennen 

onHelp

onTheSpot

Tips For Choosing a Professional who will give you the best customer service

For many TOPS customers it may be difficult to choose the right professional to assist them in using TOPS to its fullest potential. I feel that understanding each customer's environment is one essential component in providing the highest level of customer satisfaction. Here are some characteristics to look for when choosing a professional for your organization.

Intent

Intent is an essential component of customer service. You should look for a professional that is intent on solving your problems-not just fixing whatever you say is broken.

Active listening

One of the skills essential in any kind of customer service environment is the ability to actively listen to the customer and comprehend what was discussed. You should look for a professional that truly listens to you, and can confirm what you have told them before work begins. This confirms that they were listening and did understand what was being said. Moreover, it clears up any misinterpretations that might have been made.

Pace / Flexibility

It is important to look for a professional that is flexible and can adapt to your pace. If you're a slow-moving, and methodical customer who makes decisions in a very deliberate way, or a customer that is "go-go-go" and tends to make decisions quickly, your professional will need to adapt accordingly.

Volume and tone

When choosing a professional it is important that they can adapt to your work environment. If you have a quiet office, they should adapt with a low, steady volume. The tone of the professional is equally important. Here are some positive characteristics to look for.

• A warm, helpful tone that reinforces the message that they are there to help.
• An air of confidence that reinforces the message that they comprehend what needs to be done and understand the appropriate path to take.

The characteristics discussed above are just some of the essential ingredients that a professional should possess in order to provide true Customer Satisfaction. As a customer you need to have confidence in your professional and be satisfied with the services, you receive. It is important to look for a professional, who has developed sensitivity to your wants and needs.

David Black, Principle of DAB Enterprises LLC, is a National Dealer, Trainer and conversion specialist for TOPS products. He has a degree in Information Systems with a minor in accounting, and has thirty plus years experience in support of small to large-scale businesses. Please visit his web site at http://www.dabenterprisesllc.com or call him at 480-756-1611 to learn more about the services he provides.

David Black
DAB Enterprises LLC

onLine

Welcome the coming of Fall... and Budget season

Ahh, Fall - every region experiences it differently - leaves change colors, weather gets cooler, snowbirds head South. Yet, many of our clients seem to be dealing with the same issue - BUDGETS! If it's that time of year for you, we'd like to help. One of the best ways for an association to save money is to budget for a web site. Save money with a web site - how can this be? Well, it's pretty easy - because a well promoted web site becomes a key communication tool in your neighborhood: email bulletins allow you to do do fewer mailings; announcements and online newsletters means less money on office supplies and less on postage. The list just goes on and on!

Many of the standard features of the association web site can be used to generate income for the association. So not only do associations budget for an expense related to web sites, they budget for web site income as well! Associations across the nation are using their site to promote local vendors in their area. They're calling the vendors that flyer their neighborhood and are making them a deal. For just a few dollars per month, the flyer - coupon - menu - will be displayed on the association web site. The vendors love it as it gets them the exposure that they're looking for longer than just the one day that the flyer was distributed; residents love it because they have access to the information on their time schedule and Boards love it because no one is calling them to complain about papers flying through the neighborhood on a windy afternoon!

The TOPS Web Site service is reasonably priced so every neighborhood can afford it - in fact, we believe they can't afford not to do it! Please give us a call at 800-556-7852 and we'll be happy to put together the web site pricing for your specific association!

Susan Sanders

onTopic

Halloween Fun: 

Some spooky factoids to get you in the Halloween holiday spirit.

• The average human eats eight spiders in his or her lifetime, generally while asleep.
• Two thousand, five-hundred years ago a Japanese artisan was inspired by the incredible jointed folds of bat wings to create the first folding fans.
• Halloween is second only to Christmas in spending. Consumers will spend over $2.5 Billion during the Halloween season. That's a whole lot of candy, costumes, decorations, and party goods.
• There are no words in the dictionary that rhyme with orange. The same is true for the colors purple and silver, but who cares about those colors?
• Pumpkins have inhabited the planet for several thousand years. They originated in Central America. Over the course of centuries, pumpkins spread their vines across all of North and South America. When Europeans arrived in the New World, they found pumpkins plentiful and used in cooking by Native Americans. They took seeds back to Europe where they quickly became popular.
• And for those of you who want more and are not too squeamish, check out the extreme pumpkin photo gallery at: www.extremepumpkins.com.