Mobile PDA - TOPS Software
Contents
1. To Assign a Service Request to a Location 1 Select a property record and a service request record Or create one 2 If the location information is different from the attached property info enter the appropriate location information 3 If the location information is the same as the attached property click the property button At the top i e 100 Easy Street This will automatically complete the location fields with the appropriate info 4 Once the location fields are satisfactorily filled in click Close To Convert a Service Request to a Work Order NOTE We recommend performing this action in TOPS 2000 or TOPS On Site rather than your PDA as no link will be established between the service request and the work order if the conversion is performed on the PDA 1 Select a property record and a Service Request record 2 Click the Make Work Order button 3 The service request is closed inactive and a new temporary work order is created To Update a Record to TOPS 1 Check the Update TOPS Record checkbox To Close a Service Request 1 Select a property record and a Service Request record 2 Uncheck the Active button SOT Tops MOBILE PDA ONLINE USER MANUAL CC amp R Violations Many communities cite owners when the covenants conditions and restrictions have been violated The CC amp R module of TOPS 2000 or TOPS On Site allows you to assign and track these violations as well as architectu2. option To Update a Record to TOPS 1 Check the Update TOPS Record checkbox SAJ ae Tops MOBILE PDA ONLINE USER MANUAL Work Orders Designed to track work orders assigned to vendors or staff the Work Order module of TOPS 2000 or TOPS On Site allows you to create and track these records You can view or change work orders on the PDA or add new ones Work orders can be for common area jobs or jobs done for specific homes Work Order To Select a Property Record 1 From the main menu click the Community field to view a pull down menu listing all of the communities currently stored in the PDA 2 Select the community in which the property is located 3 Click Work Orders 4 Click the clear button to clear the property field 5 Enter the first 3 or 4 letters or numbers of the street address You may enter the street name such as easy or you may enter the address such as 100 6 Click the l search button to view a list of properties matching the characters you entered in 7 Locate the property you wish to open and click on it to select it 8 The primary owner for this property is displayed To Select a Work Order by Property Address 1 Follow the directions above to select a property record or select Common Property 2 Click the l next to navigate through the W O records Click the x previous to return to a previously viewed record m2 Tops MOBILE PDA ONLINE USER M
3. s like having the office version of your TOPS Software with you wherever and whenever you are New for TOPS Facts What s new here Everything TOPS Facts on the PDA maps to the Community Fact Sheet available from the file menu in TOPS 2000 or TOPS On Site New for the TOPS Mobile PDA General Quick Reference cont 1 All new graphical user interface 1 Double clicking on a property 2 Major improvement in data address goes to the owner access speed record for that home 3 New About menu contains the 2 Quick Reference is updated full name of the community and with new records added to the the last date and time the sync PDA was done Work Order 4 New smart button technology tracks user progress 1 Common Ground has been 5 Advanced search capabilities added as a search option added to all modules 2 The location now defaults to the Owner selected home 3 Numbering system has been 1 Now supports multiple owners improved for each home primary CCR secondary previous renters and developers 1 Notes has been corrected to 2 The owner s current balance has sync back into the system been added 2 Numbering system has been 3 Flex data fields now available improved Quick Reference Pool Pass 1 Has been redone to display the 1 Pool pass is a new module number of items Violations added into TOPS Mobile PDA CCR Work Orders WO Tracks pool passes for members Ser
4. i Boaed Of Directors Done The Hand Held Unit s User Name will display the Windows icon for Pocket PC users or the hot sync icon for Palm users Tops MOBILE PDA ONLINE USER MANUAL Locating your PDA folder Palm Only When you first run the Data Transfer Utility the system may open a browse window that instructs you to select the folder where your PDA was installed Usually this folder is C Palm but you will need to locate your own if it is different L Click the plus sign next to the C drive or the drive letter where you installed your PDA Locate your PDA folder often C Palm Click OK Creating a TOPS Category Palm Only If you wish to store your TOPS icon in a special group on the Palm L 2 3 4 Click the category name in the top right corner of your Palm Select Edit Categories Click New and type TOPS Click OK Click the menu button in the bottom left corner of your Palm text entry area Select Category Scroll down to TOPS 2000 and click the down arrow next to Unfiled Select TOPS and click Done Unauthorized Users Beware If an unauthorized user hot syncs under a valid User ID their PDA will be completely initialized with the valid user s setup Any TOPS data the unau thorized user created in their PDA will be destroyed TOPS Software claims no responsibility for lost data due to misuse of the hot sync Tops MOBILE PDA ONLINE U
5. 3 A E E General CCR Code Default Summar Description LND E Landscaping C User Defined Cite CCA Articles pees can not be with in 10 feet of the street or cover the windows of the house Default CCR Detailed Description Use As Defaults For CCR Records iain can rot be with in 10 feet of the street or cover the windows of the house Action Needed To Resolve Violation Resolve By Use CCR Article as Detailed Description paee Landscaping to comply with CCAR s Action After Admin Notice g D Level Days Em Violation Action Template 1 0 00 0 00 ACC letter 1 DE First ACC Viol 1 0 00 ACC letter 2 jor Second ACC i 30 50 00 Final ACC letter 08 Final ACC Vial ii hl WE oOo o Once these defaults have been set you may selecta CCR Code on your PDA and the Created date Details and Resolve By fields will automati cally fill in according to the defaults that you have set s Tops MOBILE PDA ONLINE USER MANUAL Vendors Vendor Information The Vendor Information section of the PDA interface is intended to allow you to quickly access existing vendor information This can be extremely useful in order to contact community contractors and vendors from the field This interface is READ ONLY You may view vendor information that currently exists in TOPS 2000 or TOPS On Site but you may not add edit or delete vendors from the PDA To Select a Vendor L From the
6. PDA ONLINE USER MANUAL How to Sync Community Fact Sheet Data The Community Fact Sheet keeps all of the important data you need to access about the communities you manage Since this data rarely changes once it has been entered into TOPS it is not necessary to sync it with your PDA as often as you will need to sync your owner and property data As such this export is kept separate from the properties and owners export How To Synchronize Community Fact Sheet Data Open TOPS 2000 or TOPS On Site Click Utilities Handheld Organizer Utility Click the User ID of the PDA the data will be stored in Click the Community Fact Sheet tab under the user name os oe te Click the community ies for which you wish to store fact sheet info a Place your PDA is in its hot sync cradle 7 Click Export Data to PDA Pocket PC Users stop here 8 A message will appear that states Export Complete Hot Sync Now 9 Click the Hot Sync button on your PDA s cradle Wait for the Hot Sync to complete 10 Click OK Click Done You may now remove your PDA from it s cradle and use the TOPS FACTS SER Hand Held Data Transfer Utility Pie ard ricki utities aty Reports Hand Held Unit s User Name fa Joe Smithi Palri 218 Export Data to Hand Held Community e ee AHI ii ibe ha Tmi You must choose which data you want to upload Property and Owner info or Community Fact Sheet info You may upload both but you mus
7. POPS Software TOPS Mobile PDA D Palm OS Install HF Pocket PC Install W view Documentation Visit Us Online Exit Back To Windows Please select the PALM user to install Wayne Drennen IW 47 TOPS Mobile PDA Install Pocket D cradle before you install the files Tops MOBILE PDA ONLINE USER MANUAL Key Installation 1 Remove the floppy disk labeled TOPS Mobile PDA from the package in which you received your TOPS Mobile PDA software Insert the disk into the diskette drive 3 Floppy A Click Start Run At the run line type A KeyInstall a 2 Verify you have enough keys to install a user The top of the window should say Allowed Users Where the indicates the number of keys you purchased 6 The left side of the window displays a list of all of the users installed on this machine The right side of the window displays users who are authorized to use the TOPS 2000 PDA Interface Assign keys to users in steps 7 10 to authorize users 7 Click a User ID on the right side The Add Selected button will become active 8 To install a key and the necessary files for the current user click the Add Selected button To install a key and the necessary files for all valid users click the Add All button 9 The chosen user or users will be moved to the Installed Users list The number of allowed users will be reduced by the number of installed users The installed users will be incremented by the numbe
8. a property Click the CCR WO or SR button to view the appropriate section Use Quick Reference to Quick Ret XX quickly locate a home and instantly see the number of records associated with it CRW SR TOO Bose Street CRP SRo 200 Easy Stree COR FeO SR 300 Easy Streat CORI YEO SEO 400 Easy Street CORIO FRO SRD S00 Eazy Streat CORO iO SRU 600 Cory Street CORO PHO SRU 700 Bary Streat COR VD SR 300 Bary Street CORO FiO SRU 19 Tops MOBILE PDA ONLINE USER MANUAL Gate Security The Vehicle Information section of the PDA interface is designed to be used by guards in conjunction with the Guard Gate Security optional module in TOPS 2000 and TOPS On Site Guards can use their PDA while patrolling parking lots to confirm authorized or unauthorized cars This interface may also be useful at a guard gate to allow guards to confirm or deny authorized vehicles without the necessity of a computer and network line in the gatehouse To Select a Vehicle 1 From the main menu click the Community field to view a pull down menu listing all of the communities currently stored in the PDA 2 Select the community in which the property is located 3 Click Vehicle Information 4 Click the clear button to clear the Tag field 5 Enter the first 2 or 3 letters or numbers on the license plate You may enter any combination of letters number as they appear on the license plate i e if the license plate is HOT D
9. out of TOPS 2000tm please hotsyne your hand held device to update settings on the unit 42 Tops MOBILE PDA ONLINE USER MANUAL To Remove an Authorized User Key from a Pocket PC Powered PDA k Connect your Pocket PC powered to your computer It MUST be connected for uninstallation to work correctly Insert the install disk from the back of this manual into the floppy disk drive Click Start run Type A keyinstall exe Click Pocket PC user on the right side The Remove Selected button will become active To remove a key for the selected user click the Remove Selected button To remove keys for all valid users click Remove All Click the Apply button If the uninstall is successful you will see the success screen To Remove The Program from a Pocket PC Powered PDA ou Os Aa ae ek es On the Pocket PC Unit click Start Settings Click on the System Tab Click the Remove Programs icon Click TOPS Software TOPS PDA and then click Remove Click CASLsoft CASLppc Runtime and then click Remove Click OK in the top right corner Click the X in the upper right corner to close the settings window 43 Tops MOBILE PDA ONLINE USER MANUAL Appendix Support Contact TOPS Software for support on this and other TOPS products at 1 800 899 5689 or support topssoft com between the hours of 9 00 am and 5 30 pm Monday through Friday Check our support web site for a support knowledge base and more
10. paperclip _4 Tops MOBILE PDA ONLINE USER MANUAL Uninstallation Two steps must be performed to complete the uninstall process First The authorized user must be removed from TOPS to allow additional users to use the key Second the program must be removed from the PDA Following are instructions for each step To Remove an Authorized User Key from a Palm Powered PDA 1 Insert the install disk from the back of this manual into the floppy disk drive 2 Click Start run Type A keyinstall exe 3 Click a User ID on the right side The Remove Selected button will become active 4 To remove a key for the selected user click the Remove Selected button To remove keys for all valid users click Remove All 5 Click the Apply button 6 If the uninstall is successful you will see the success screen To Remove The Program from a Palm Powered PDA Activate your Palm PDA Click the Menu button Under the App menu click Delete Locate and click on TOPS 2000 Click the Delete button Click Yes Click Done Ye oe ee Ae E 4 TOPS 2000 Palm Install oued Weare a PEE re XI Use the Install screen to remove author ized users from the TOPS 2000 HHO ee nee oi ee Interface Add Selected lt Remove Selected lt Remove all x Setup s x j xl When the removal is successful the New settings applied successfully SUCCESS MESSAXE will be dis playe d Before you export data
11. the top right corner to navigate to the previous screen similar to the back button on an Internet browser Main Menu Use this button in the top right hand corner to jump to the main menu from anywhere in the program Next and Previous Use these arrow buttons to navigate to the next or previous record or property Clear Button Use this button to clear the currently selected record property or owner Search Button Ss Use this button to display a list of available records in this module and select a property of an owner from that list List Button Use this button to display a pull down list of available options and select an option from the list sl s Tops MOBILE PDA ONLINE USER MANUAL Flex Button Use this button to jump to flex data fields for the selected property This button appears in the Owner Information and the Quick Reference Screens CCR Button Use this button to jump to CC amp R Violation records for the selected property This button appears in the Owner Information and the Quick Reference Screens WO Button Use this button to jump to Work Order records for the selected property This button appears in the Owner Information and the Quick Reference Screens SR Button Use this button to jump to Service Request records for the selected property This button appears in the Owner Information and the Quick Reference Screens Update TOPS M Update TOPS Record Recor
12. www topssoft com support System Requirements 1 TOPS 2000 or TOPS On Site must be installed and fully compliant with system requirements see www topssoft com TOPS_2000 t2000sysreg htm 2 CD Containing Mobile PDA Installation software 3 A floppy diskette containing the registered security keys for the TOPS Mobile PDA 4 Atleast one PDA must be either Palm OS or Pocket PC OS At least 8 MB of RAM in a Pocket PC powered PDA at least 2 MB of RAM in a Palm powered PDA Resources e www topssoft com e www palm com _ 44
13. ANUAL To Select a Work Order by Work Order Number 1 Follow steps 1 3 above to select a community and open the Work Orders screen 2 Click the W O button 3 Select the work order number you wish to work with To Add Special Instructions or a Note to a Work Order 1 Select a Work Order as described previously 2 Click the Note button 3 Click the first line under Special Instructions or Note 4 Using the PDA keyboard or graffiti script enter the text of your instructions note To Create a New Work Order 1 Select a property record or choose Common Property 2 Click the New WO button TOPS automatically assigns a temporary Work Order number to the record The temporary number will be transmogrified into a permanent number when the PDA is synced with TOPS 2000 or TOPS On Site 3 Click the Type field to display the WO type menu and select a Work Order type 4 Click on the first summary line and enter a summary description of the work order This field is required in order to sync new work orders from the PDA to TOPS 2000 or TOPS On Site 5 Click on the Job field line and enter a description for this job 6 If necessary change the creation date of the work order 7 Click the Vendor button and select the Vendor ID or Employee ID of the work order assignee 8 Click the Auth Code button and select the authorization code of the individual who approved the work order a
14. New CC amp R Violation 1 Select a property record 2 Click the New CCR button TOPS automatically assigns a temporary CCR number to the record The temporary number will be transmogrified into a permanent number when the PDA is synced with TOPS 2000 or TOPS On Site 3 Click the Code button to assign a CCR Code to the record If PDA Defaults have been setup in TOPS 2000 or TOPS On Site the Summary Created date Details and Resolve By fields will automatically fill in according to the defaults that you have set 4 Click the Status button and select Violation 5 Click on the Summary line and enter a summary of the violation This field is required in order to sync new CC amp R violations from the PDA to TOPS 2000 or TOPS On Site 6 If necessary change the creation date of the violation record 7 Click on the Details line and enter a detailed description of the violation 8 Click on the Resolve By line and enter instructions for the owner to resolve this violation i e Mow Lawn by 7 3 These instructions print on pre designed violation form letters CC amp R Ride List Tip Instead of printing ride lists from TOPS 2000 or TOPS On Site use your PDA to quickly view open CC amp R Records Use the gt next and lt previous arrow buttons on the Property field line to go back and for the to other addresses quickly 29 Tops MOBILE PDA ONLINE USER MANUAL To Change the Status of a R
15. OG you may search for HOT or DOG 6 Click the i search button to view a list of tags matching the characters you entered in 7 Locate the tag you wish to open and click on it to select it 8 The vehicle information for this tag is displayed Assign a PDA to each w ehicle infot xXx guard house and guards can use the palm to verify Tag S123 ASD a gt vehicle plates and note Sticker 123 ASD which vehicles are author Parkin g Space 122 24 ized to be parked in your community uner Roy amp Maney Sinan Property 100 Easy Street Whodel CELIMALE Color Block Kelotion E Permitted On Property J Update TOPS Records Mew 20 Tops MOBILE PDA ONLINE USER MANUAL To Add a New Vehicle 1 Follow steps 1 3 above to select a community and open the vehicle information screen 2 Click the New Vehicle button 3 Select the property associated with the vehicle 4 Enter the Tag Number in the Tag field This field is required in order to sync new work orders from the PDA to TOPS 2000 or TOPS On Site Enter the sticker number for the vehicle if any Enter the Parking Space number for the vehicle if any Enter the Year Make Model and Color of the vehicle a a ON A Click the relation button to select the relationship of this vehicle s owner to the associated property owner To Deny a Vehicle Entry 1 Select the Tag Number of the vehicle 2 Uncheck the Permitted on Property
16. SER MANUAL How to Sync Owner and Properties Data You may export as many communities as you wish regardless of community size Your only limitation is the available memory in your PDA How To Synchronize Data from TOPS 2000 or TOPS On Site 1 Open TOPS 2000 or TOPS On Site 2 Click Utilities Handheld Organizer Utility 3 A list of existing communities appears in the left column A list of authorized users appears in the right column 4 Click the User ID of the PDA the data will be stored in Pocket PCs will always be called Pocket PC User 5 Click the name s of the community ies you wish to store in the PDA Clicking once on a community name will activate it for syncing Clicking again on a selected community will deactivate it 6 Check the boxes at the bottom to include the desired data from TOPS 2000 or TOPS On Site 7 Place your PDA is in its hot sync cradle 8 Click Export Data to PDA Pocket PC Users stop here 9 An estimate of the amount of memory these files will require will display in the lower right hand corner A message will appear that states Export Complete Hot Sync Now 10 Click the Hot Sync button on your PDA s cradle Wait for the Hot Sync to complete If you have a problem syncing please refer to the manual that came with your PDA device 11 Click OK Click Done You may now remove your PDA from it s cradle and use the TOPS Mobile PDA 10 Tops MOBILE
17. Tops MOBILE PDA ONLINE USER MANUAL Table of Contents A letter from the Presidente centan a 2 What s New in TOPS Mobile PDA ccecce 3 Setting up Your Palm OS PDA eeeessssssssseerssssssssseeres 4 Setting up Your Pocket PC OS PDA ceceeeeees 5 Keala Oies caer uasaeda ub einieaneeeets 6 Key InstallatiGitsasccvatertacncativateoceiaiide Gr denaiicuaeediaes 7 The Handheld Organizer Utility i eeeeeeeeeeeeeeeees 8 Howto Synce trom TOPS cnencsrioniemorassenra na 10 How to Sync from your PDA sseeeessssssesserssssssssseeressss 12 Usine YoUr PD Anecie a alienation 13 General Instructions soc E NTN 14 The Man Merasi 16 Owner IN ormat Olesna 18 Oulck Refere easan a E Gadsaniece nae 19 E E a A E A A T 20 WOK Ode ueni E A 22 SEVICE IRCGQUCSUS e a N A 25 COR VOUS ee a aR 28 Vendor Information eeeeeseesescesesressscessrresserresrerssresesrreses 32 Pool PaSa 33 TOPS FAC oiaren a auneasends adioaainseeaneouad 34 TrOUDleSNOOUNS sroine E a aatedaniaiiy siete 4 WS PAL AUON Ss sechecadeceiaetiewescatcdenedavsrsheusdouaunieweesibeiadsas 42 PSPC IN os elected ue E 44 Tops MOBILE PDA ONLINE USER MANUAL A Letter from the President Dear Customer Congratulations on your purchase of the TOPS Mobile PDA Software Now using your Palm OS or Pocket PC OS Personal Data Assistant you and members of your management company can feel free to roam your community without the need for bulky clipboards and printed reports Owner d
18. Tops MOBILE PDA ONLINE USER MANUAL To Assign a Work Order to a Location 1 Select a property record or choose common property 2 Select a work order record Or create one 3 If the location information is different from the attached property info enter the appropriate location information 4 If the location information is the same as the attached property click the property button At the top i e 100 Easy Street This will automatically complete the location fields with the appropriate info 5 Once the location fields are satisfactorily filled in click Close To Update a Record to TOPS 1 Check the Update TOPS Record checkbox To Close a Work Order 1 Select a Work Order record as described previously 2 Uncheck the Active button Work O Orders XX9 ag In the Work Order screen you can T i lassign a work order to common Property kA 100 Easy Street gt property or a specific property Gumer Ray amp Nancy Sinon noe Bt yee Summary Roof needs repair from Job Roof wos domaged in the Created O71 fe003 Vendor Y Auth Code O Update TOPS Record Active Cine tseton rer 24 Tops MOBILE PDA ONLINE USER MANUAL Service Req Service Requests Service Requests are intended to be the middleman between a request for service by an owner and an authorized work order They track requests by homeowners that may or may not become Work Orders You may create and edit service req
19. actors emergency contact info and insurance coverage You may select a community and then make a program se lection from the main menu TOPS 2000 Main klenu Verors Pool Pass TOPS Facts oe Tops MOBILE PDA ONLINE USER MANUAL Owner Information The Owner Information Screen allows you to select a property from the Owner Module and view information about the owners of that property This interface also allows you to quickly access CC amp R Work Order or Service Request records Owner for this property To Select a Property Record 1 From the main menu click the Community field to view a menu listing all of the communities currently stored in the PDA 2 Select the community in which the property is located 3 Click Owner Information 4 Click the clear button to clear the property field 5 Enter the first 3 or 4 letters or numbers of the street address You may enter the street name such as Easy or you may enter the address such as 100 6 Click the l search button to view a list of properties matching the characters you entered in 7 Locate the property you wish to open and click to select it 8 The owner information for this property is displayed To view Flex Data CC amp R Work Order or Service Requests 1 Follow the directions above to select a property 2 Click the Flex CCR WO or SR button to view the appropriate section Owner Info c
20. ata can instantly be accessed and property files are directly linked to open Service Requests Work Orders and CC amp R records Vendor information is available to allow you to call a vendor from your cell phone or an owner s home Think of the possibilities Instead of printing dozens of reports writing notes and spending costly hours entering new data into TOPS you can enter that data directly into the PDA while you are on site Then simply sync the data from the PDA to TOPS Software and viola It s all there No more extra work Prepare yourself for the freedom of ultimate mobility You can create service requests work orders CC amp R violations and more on the fly at any time from anywhere The TOPS Mobile PDA can also save you money in equipment and networking costs Imagine giving guards at guard gates PDAs instead of having to install costly computer systems in these sensitive areas Visit our website at www topssoft com for more information on this and other products offered by TOPS Software At TOPS Software our goal is to create products that make the management of communities easier The TOPS Mobile PDA is just one more step toward that goal Best Wishes We Jeff Hardy President Tops MOBILE PDA ONLINE USER MANUAL What s New In TOPS Mobile PDA The new name TOPS Mobile PDA says it all Take all the important information you need with you to the field or home to handle problems after hours It
21. ca e The Owner Info Screen provides standard contact information on owners in the selected Property R100 Easy Street SE community Gyner Roy amp Nanc owl E l Clicking the flex button will reveal the flex Lot Unit 100 data on record for that owner Address 100 Easy Street O o Rod Rockville MD 20888 Phone 301 555 1212 Work 202 222 3522 Alternate 501 8s1 1212 Current Balance 0 00 fae Emerg Contact Yerin won CPEB Ce Parking Space 104 _18 Tops MOBILE PDA ONLINE USER MANUAL Quick Ret Quick Reference The Quick Reference Screen displays a list of all of the properties on a particular street in a selected community This list allows you to quickly view the number of CC amp R Work Order and Service Request records currently stored in that property record To Display a Property Listing 1 From the main menu click the Community field to view a menu listing all of the communities currently stored in the PDA 2 Select the community in which the property is located 3 Click Quick Reference 4 Click the list button to view a street listing 5 Click the street name in which you wish to view properties 6 All of the properties on the selected street are displayed 7 Locate the property you wish to view and click on it to select it To view CC amp R Work Order or Service Requests for the selected property L 2 Follow the directions above to select
22. copy and move information between my device and this computer add and remove programs or restore a backup image on a device whose memory hat been reset do not want to synchronize data Cancel Help We recommend you select Standard partnership for your primary computer and a Guest partnership for any computers you will be using only rarely Compatibility Notice To maintain a standard for purposes of this manual the process of com munication between TOPS 2000 and the Pocket PC will be referred to as hot synching or pressing the hot sync button This can be achieved on the Pocket PC by simply placing the Pocket PC in its cradle or plug ging the Pocket PC into the communication port ToPs MOBILE PDA ONLINE USER MANUAL Installation 1 Insert the TOPS Mobile PDA installation disk into your computer s CD ROM drive 2 Wait for the Autorun to appear or if it does not appear navigate to the CD ROM drive and double click Autorun EXE 3 Insert your PDA into it s hotsyne cradle or plug it into the connector cable 4 Click the appropriate button on the installation screen based on the type of PDA Pocket PC powered or Palm powered you intend to use 5 Palm OS Select the user name under which you wish to install the software on the PDA And click Install Files 6 Pocket PC OS Make sure your pocket PC is correctly connected to the PC and click Install Files
23. ct a Service Request by Service Request Number 1 Follow steps 1 3 above to select a community and open the Service Requests screen 2 Click the S R button 3 Select the service request number you wish to work with To Add an Action to be Taken or a Note to a Service Request 1 Select a property record and a Service Request record 2 Click the Note button 3 Click the first line under Action To Be Taken by the vendor employee or Note 4 Using the PDA keyboard or graffiti script enter the text of your instructions note To Create a New Service Request 1 Select a property record 2 Click the New SR button TOPS automatically assigns a temporary Service Request number to the record The temporary number will be transmogrified into a permanent number when the PDA is synced with TOPS 2000 or TOPS On Site 3 Click the Type field to display the SR type menu and select a Service Request type 4 Click on the first summary line and enter a summary description of the service request This field is required in order to sync new work orders from the PDA to TOPS 2000 or TOPS On Site 5 Click on the Request field line and enter a Description of the request by the owner 6 If necessary change the creation date of the service request 7 Click the Auth Code button and select the authorization code of the individual who approved the work order _ 26 Tops MOBILE PDA ONLINE USER MANUAL
24. ds created in TOPS Mobile PDA are NOT automatically updated to your TOPS 2000 or TOPS On Site computer when you synchronize This avoids accidentally overwriting changes that have been made in the record in the TOPS main system If you DO wish the changes you have made in a record on your PDA to update TOPS 2000 or TOPS On Site simply check this option Be sure to check it if you want new records to be synchronized with TOPS 15 Tops MOBILE PDA ONLINE USER MANUAL The Main Menu The hand held organizer main menu contains 9 menu items to allow you to quickly access each of the sections available in the TOPS Mobile PDA Following are descriptions of each of the sections and what they are Community Selector Click this button to access a pull down menu of all of the communities stored in your PDA Click the community code for the community you wish to open Owner Information Use to select a specific owner from the community listing You are provided with several methods to select an owner in this window Quick Reference View a quick list of all of the homes on a street and view the number of CC amp R violations Work Orders and Service Requests Quickly select a home and view CC amp R violations Work Orders and Service Requests Quick Ret Gate Security Ideal for use by guards in a gated community Guards can walk through a parking lot and check license plates with their PDA Work Orders View or c
25. ecord For ACC Requests 1 Select a violation record Or make a new one 2 Click the status button 3 Click on Approved Disapproved or Pending To Update a Record to TOPS 2000 or TOPS On Site 1 Check the Update TOPS Record checkbox To Close a Violation 1 Select a property record and a CC amp R violation record 2 Uncheck the Active button CCR Violotions XX In the CC amp R Violation screen ou can create anew violation Property x OO Easy Street gt record with only 3 taps of your Owner Roy amp Nancy Simon Stotys Summary Part color Creoted 8 15 2005 Details All external paint must Resolve By Need to repaint the M Updote TOPS Record Ef Active 30 Tops MOBILE PDA ONLINE USER MANUAL To Define PDA Defaults in TOPS 2000 or TOPS On Site 1 In TOPS 2000 or TOPS On Site click the CC amp R Button 2 Click the CCR Codes tab 3 Click the down arrow and select the CCR Code for the definition to which you wish to define defaults 4 Check to use as defaults for the Hand Held Organizer 5 Enter a Detailed Description of the CC amp R Code Or click Use CCR Article as Detailed Description Press lt TAB gt 6 Enter the process the violation may be Resolved By Press lt TAB gt 7 Click Exit or navigate to a new code to repeat the process f CCR Codes for XX Sample Condominium Shes g dd Hem Save Copy Codes Update Records Delete E wit KI P Record 3 of
26. important reference tool to provide information about the communities you manage The interface is READ ONLY You must enter any pertinent information into the TOPS Community Fact Sheet in TOPS 2000 or TOPS On Site You may view association information in the PDA but you may not edit it The TOPS Facts menu consists of 9 sections Each section corresponds with a matching tab in the Community Fact Sheet in TOPS 2000 or TOPS On Site with the exception of the Board of Directors section which corresponds with the Board of Directors feature in the Owner module in TOPS 2000 or TOPS On Site To Access Community Facts 1 From the main menu click the community selector to view a pull down menu listing of all the communities currently stored in the PDA 2 Select the community in which the information is located 3 Click a button to view the desired community information 4 At any time you may return to the TOPS Mobile PDA main menu by clicking the TOPS PDA button in the bottom right corner You may select a community RWS ae A NOM and then make a program selection from the main menu AE B InsuUralid e io Tops MOBILE PDA ONLINE USER MANUAL General Facts Use the General area to access a listing of general community information about the association and important contacts in the association Access a read only listing of general community information about the association turnover informatio
27. m the PDA a log file is created of any transactions data altered Up to five logs are stored in the HHO Utility To access and print a log click Activity Reports Select the log file you wish to view IP Tops MOBILE PDA ONLINE USER MANUAL Using your PDA Inputting Data with the Stylus Click Tap once on the screen with the tip of the stylus Double Click Tap twice quickly on the screen with the tip of the stylus Click and Drag Select Tap at the beginning of the selection area and drag the tip of the stylus along the area until the entire selection is highlighted in yellow Typing with the keyboard Click the keyboard button on the Palm Pilot it appears as an ABC over a dot and press the letters with the tip of the stylus to type Entering text with the Graffiti script Use the area provided on your handheld for writing text Write the shape of the letter as supplied with the PDA documentation see the illustration below Viewing Additional text Palm Click the ABC text button on a field to expand text fields and read the entire contents Pocket PC Use the scroll button on your Pocket PC to scroll up and down within a text field ABICIDIEIF Gh eILIM INIO PIO Space Bs return capshift cap lock RISM HUN x YZI OARECE Heavy dot indicates starting point ali Tops MOBILE PDA ONLINE USER MANUAL General Instructions Useful Buttons Previous Screen lt A Use this button in
28. main menu click the Community field to view a pull down menu listing all of the communities currently stored in the PDA Select the community in which the vendor is located Click Vendors Click the clear button to clear the Vendor field Enter the first 2 or 3 letters or numbers of the Vendor ID Click the l search button to view a list of tags matching the characters you entered in Locate the vendor you wish to open and click on it to select it The vendor information for this vendor is displayed Vendor Info XX lt lt Vendors are set up in TOPS 2000 via the A P module Therefore if vendor ABC PEE EE z ou have written checks to an indi Wane ABC MAINTENANCE vidual that you might not specifi cally consider a vendor they will show up in the vendor list in the Contact Bill Jones TOPS Mobile PDA Fhone ou SSS 1217 Type Hondynnon Address 100 Milai Stree tGaithersburdg MID 20879 Rpply To Currant WO ur Tops MOBILE PDA ONLINE USER MANUAL Fool Pass Pool Pass The pool pass module in the TOPS Mobile PDA allows you to give your lifeguards an up to date program that keeps track of pass holders This is an invaluable resource when dealing with shared facilities particularly if association documents dictate that facility use can be denied for non payment of dues This interface is READ ONLY You may view pool passes that currently exist in TOPS 2000 or TOPS On Site but
29. n meeting dates common area responsibility and important contacts in the association General Data that may be stored in General There are five 5 available screens in the General section Each screen contains basic information on the community and designated contacts Click the appropriate button at the bottom of the screen or click the arrow buttons to access the information General 03 Use the arrow keys or click the appropriate buttons to navigate r r Max Homes ue oi he ie gene a info You can click the Description President Manager or Alt Contact buttons to view contact informa tion for community representatives Assoc Type pr LA Ant t TA M EC AC E P38 12 3333 Peer ee a a ee ees ee 03 8 12 4567 et oo F oo President Manager Alt Contact President Manager General 23 amp Tops MOBILE PDA ONLINE USER MANUAL Legal Facts Use the Legal area to access important community legal information including quorum requirements and legal policies as set down in the association documents There are three 3 available screens in the Legal section Each section contains valuable legal information for the community Click the appropriate button at the bottom of the screen or click the arrow buttons to access the information Data that may be stored in Legal Screen One The first screen contains all quorum percentages required by the association d
30. nstalla tion instruction in this manual to install your TOPS Mobile PDA software Torps MOBILE PDA ONLINE USER MANUAL Setting up your Pocket PC OS PDA mee Unlike the Palm OS portion of TOPS Mobile PDA which uses user feo based security keys security keys for the Pocket PC are stored in ni each individual unit This is a significant difference in that you are not limited to a single computer You may sync your Pocket PC with any number of computers This is an excellent method of quick data transfer between corporate and remote offices If this is the first time you have connected your Pocket PC to your computer you will need to define a partnership between the Pocket PC and the computer You may choose to set up a standard partnership or a guest partnership Because the key is stored on the unit itself TOPS Mobile PDA will work either way New Partnership Set Up a Partnership This wizard helps you establish a partnership between pour mobile device and this computer ou can set up ether a standard partnership to synchronize data between your device and this computer or a quest partnership to simply transfer data between your device and this computer What kind of partnership would you like to establish between hour device and this computer want to synchronize data between my device and this computer keeping data such as e mail and calendar items up to date in both places C Guest partnership want to only
31. ocuments Screen Two The second screen stores community policies for late payments orientation and architectural approval Screen Three The third screen contains leasing and violation policies SORE The Legal Information section can help solve problems with owners and during board meetings by providing quick reference to the rules set down in the associa tion s documents 36 Tops MOBILE PDA ONLINE USER MANUAL Amenity Facts Use the Amenities area to access a listing of facilities maintained by the association The list may contain up to 17 different amenities with space for the facility name quantity Status and notes Amens Clicking a facility will reveal a more info button that will display the full record of the amenity as entered into the Community Fact Sheet in TOPS 2000 or TOPS On Site Data Format in Amenities Column One The name of the facility Column Two The number of facilities of this type Column Three Details or notes on each facility More Info Click a facility to display the More Info button which will provide full details on this facility Amenities XX pau TI E I E ee ee Up to seventeen amenities may be loaded on the PDA from the Co OLOLUTLS m 1 TOPS Community Fact Sheet Fool Table and snack room 237 Tops MOBILE PDA ONLINE USER MANUAL Special Facts The Special section in the TOPS Community Fact Sheet allows TOPS u
32. r of new installed users If you install more users than you have keys the allowed users will be negative Please remove the needed number of users to bring allowed users up to zero 0 10 Click the Apply button 11 If the installation is successful you will see the success screen i TOPS 7000 Palm Install Sees Use the Install screen to an authorize users to use the TOPS Mobile PDA Allowed Lsers 1 Installed Users 0 Available Users Active Users Ayan Allen Add All 38 gt Please note Pocket PCs pocket PE User will always be called Pocket PC User in TOPS Add Selected gt Torps MOBILE PDA ONLINE USER MANUAL The Handheld Data Transfer Utility The Handheld Data Transfer Utility is your interface between TOPS 2000 and your PDA Use this interface to synchronze community data to your PDA and back to your computer To Access the Handheld Data Transfer Utility 1 Open TOPS 2000 or TOPS On Site and open any community 2 Click Utilities PDA Utility CR Hand Held Data Transfer Utility Fle Hand Held Utilities Activity Reports Wallaceville CL m Sync Data wih Pocket Morningside PCAW indows CE Autumn Woods bh C3 Erie Lakes Kings Grant Ambassador Cleat Selected Select All Include in Transher Owner Information Required f VendorIniamaton Estimated Memory usage 7 Include Curent Balances i Gate Secuttiy RF Work Ordes FF CCA Violations 0 Bytes W Serice Requests Ww Pool Pass Daa
33. ral change requests made by property owners in the community To Select a Property Record 1 From the main menu click the Community field to view a pull down menu listing all of the communities currently stored in the PDA 2 Select the community in which the property is located 3 Click CCR Violations 4 Click the clear button to clear the property field 5 Enter the first 3 or 4 letters or numbers of the street address You may enter the street name such as easy or you may enter the address such as 100 6 Click the l search button to view a list of properties matching the characters you entered in 7 Locate the property you wish to open and click on it to select it 8 The primary owner for this property is displayed To Select a Violation 1 Follow the directions above to select a property record 2 Click the Wl next to navigate through the CC amp R records Click the I previous to return to a previously viewed record To Select a CC amp R Record by CCR Number 1 Follow steps 1 3 above to select a community and open the CCR Violations screen 2 Click the CCR button 3 Select the CCR Violation number you wish to work with _28 Tops MOBILE PDA ONLINE USER MANUAL To Add a Note to a Violation 1 Select a property record and a CC amp R violation record 2 Click the Note button 3 Using the PDA keyboard or graffiti script enter the text of your note To Create a
34. reate Work Orders for the selected home using this section Work Order fields correspond to TOPS 2000 or TOPS Work Order On Site by tracking Work Order Types Vendor assignations authorization codes Location links and notes Menu Navigation Tip Use the Owner Information or Quick Reference buttons to select a property Once a property has been selected you may click Work Order Service Request or CC amp R to view any records for this property or add new ones _16 Tops MOBILE PDA ONLINE USER MANUAL a r Pi d a fat a a Service Req Vendors Fool Pass Service Requests View or create Service Requests for the selected home using this section Service Request fields correspond to TOPS 2000 or TOPS On Site by tracking Work Order Types Authorization codes Location links and Notes CCR Violations Access any CC amp R violation records for this home or add one CC amp R fields correspond to TOPS by tracking violation codes status notes actions taken and actions to take Vendor Information Quickly access vendor information for a community to make a phone call visit or select a vendor for Work Order assignation Pool Pass Quickly access pool members to check if a pool guest is a member This can be a handy way to screen members when entering the pool Community Fact Sheet Quickly access key information about the community like location contr
35. rrors that you may receive upon installation Both will provide the same error message The Floppy Disk is Write Protected Remove the disk from the diskette drive and look on the back of the disk where the round metal wheel is move the small square in the upper left hand corner down to the unlocked position Place the disk back in the drive and continue No Permission to Write to Hard Drive or Install New Software You may not have permission to save files on your computer Contact your network administrator to request read write install access permission levels Once permission is achieved place the disk back in the drive and continue If there is an error with the installation the There was an error writing to drive A above error message will appear when you Check to make sure the disk is in the drive and not write protected c i c k App ly f The currently selected options will be reset Could Not Create Remote Database Pocket PC You need to close all of the programs that are running on your Pocket PC This can be done by going to Start Settings System Tab Memory Running Programs Tab Stop All CASLcdi2ppc If your Pocket PC displays the error message pictured here close all programs and try A Could not create remote database GlobalData aga in Chunk Overlock Error Palm Reset the Palm If the soft reset button on the screen does not work push in the hard reset button on the back of the Palm with a
36. sers to create custom fields to track any information You cannot edit these fields in the PDA but you can maintain them in TOPS 2000 or TOPS On Site and review them in the TOPS Mobile PDA Special Special info consists of ten fully customizable fields Clicking a record will reveal a more info button that will display the full record of the listing as entered into the Community Fact Sheet in TOPS 2000 or TOPS On Site Special Info XX EE 3 Legal Act There is currenly a suit The roof of the Club is Unlike the vendors listing in the A P module of TOPS 2000 which lists every vendor to whom you have ever written a check the contractors section of the TOPS Community Fact Sheet is reserved for current Contractors who are actually doing work for the community and their contact info Contractors XX Type Contractors 38 Tops MOBILE PDA ONLINE USER MANUAL Insurance Facts Use the Insurance section of TOPS Facts to access information on the insurance policies maintained by and for the association Includes multiple insurance types contact info policy identification expiration and notes Insurance Unlimited insurance companies may be loaded Insurance types may include liability property D amp O fidelity bond etc Insurance XX 1 Ay Exp Date 01 01 05 Notes Accessibility Facts Use the Accessibility section to quickly access a listing of cross s
37. t perform two exports Use the tabs at the top of the HHO Utility to switch between the two upload types Td x Tops MOBILE PDA ONLINE USER MANUAL How to Sync from your PDA After exporting data to your PDA and making changes to the data on the PDA you may wish to pull the new data back into TOPS 2000 Follow the instructions below to sync from your PDA To Synchronize Data from the PDA 1 Open TOPS 2000 or TOPS On Site 2 Click Utilities PDA Utility 3 A list of existing communities appears in the left column A list of authorized users appears in the right column 4 Click the User ID of the PDA the data is stored in 5 Click Update TOPS with Data from the PDA 6 A message will appear that states Ready to import data from hand held files Activate data sync now 7 Place your PDA is in its hot sync cradle or plug it in if your PDA does not use a cradle If you are using a Pocket PC skip to step 10 8 Click the Hot Sync button on your PDA s cradle Wait for the Hot Sync to complete If you have a problem syncing please refer to the manual that came with your PDA device 9 Click OK 10 Ensure that the Hot Sync was completed successfully Click Yes 11 The success window will appear Click OK 12 Click Done You may now remove your PDA from it s cradle and view the new data in TOPS 2000 or TOPS On Site Printable Sync Logs Tip When the update of TOPS data is completed fro
38. treets directions and access info for this community Location Access E Cross Street 39 Tops MOBILE PDA ONLINE USER MANUAL Board of Directors Quickly access information on the Board of Directors for this association The Board of Directors section of the TOPS Mobile PDA corresponds with the Board of Directors feature in the Owner module in TOPS 2000 or TOPS On Site Clicking an owner s record will reveal a full info button that when clicked will display the full record of the board member as entered into the Community Fact Sheet in TOPS 2000 or TOPS On Site Officers XX ee ee ee Nigel Wynoo BOD 301 666 1632 m Manne E Ray Simon l a Tithe President aaaea Home Phone 301 253 0000 a Work Phone 20275557 2 I2 scum Cel Phone JIKER aooaaeoa reinen E falail Term Expires Nowernber 2000 n Click the name of a board member to view a full detail record of their information as entered into TOPS The back button will then return you to Address 100 Easy Street i the main officer listing Rockville MD 20888 3 BOD Officers Tip Note the pull down menu under the tile bar called Board Members If committee names and member information has been entered into TOPS use this pull down to switch from the Board to the various committees 40 Tops MOBILE PDA ONLINE USER MANUAL Troubleshooting Installation Problems There are two potential e
39. uests within the Mobile PDA as well as convert Service Requests to Work Orders To Select a Property Record L From the main menu click the Community field to view a pull down menu listing all of the communities currently stored in the PDA Select the community in which the property is located Click Service Requests Click the clear button to clear the property field Enter the first 3 or 4 letters or numbers of the street address You may enter the street name such as easy or you may enter the address such as 100 or select Common Property Click the i search button to view a list of properties matching the characters you entered in Locate the property you wish to open and click on it to select it The primary owner for this property is displayed l Service Requests XX Keale The Service Request module makes it easy to converta service request to a Property zjoni Bank Street gt work order with the Make Work Order Ouner Dib amp Betty Jones button me QB CAM Summary Leak in kitchen Request Stop water Created 8 28 2003 Auth Code BIB Bill Brady O Update TOPS Record Active 25 Tops MOBILE PDA ONLINE USER MANUAL To Select a Service Request by Property Address 1 Follow the directions above to select a property record 2 Click the Al next to navigate through the S R records Click the l previous to return to a previously viewed record To Sele
40. vice Requests SR linked in the community to each property Tops MOBILE PDA ONLINE USER MANUAL Setting up your Palm OS PDA Before you install TOPS Mobile PDA for use in your Palm OS PDA you must set up the user name for the individual that will be using the TOPS Mobile PDA Follow the directions below to add a user 1 Open your Palm Desktop Software Generally found under Start Programs Palm Desktop Palm Desktop 2 Click Tools Users 3 Click New User 4 Enter the name of the user To change the user name on a Palm OS if a new employee replaces an old one for example you must first remove the key from the old user and then add the key for the new user Avan Allen m Apan Allen Edit Users Select a user Once the TOPS Mobile PDA has been installed you may not rename or delete this user name The Palm OS portion of TOPS Mobile PDA security is based on the user name and therefore your key will cease to work if the user is re named or removed New User Enter a new User name John Doe Delete Rename Syncing with an invalid user name will cause all data in the Palm Pilot to be discarded Profiles Help Palm Installation Tip TOPS Software used a specialized programming language CASL to create the HHO Interface Because of this the program should NOT be installed through the Palm Desktop Instead please follow the i
41. you may not add or delete pool passes from the PDA You may however write notes on pass holders in the PDA However these notes will not sync to TOPS and will be deleted upon the next sync To Select a Pool Pass L From the main menu click the Community field to view a pull down menu listing all of the communities currently stored in the PDA Select the community in which the pool is located Click Pool Pass Click the clear button to clear the name field Enter the first 2 or 3 letters or numbers of the pass holder s name Click the ii search button to view a list of pass holders whose names match the characters you entered in Locate the person whose pass you wish to open and click on it The information for this member is displayed Fonli Pass XX SAI ES The notes field in the Pool Pass module is for temporary notes Nome beremy Simon BB within a single session ONLY Notes Cuer Ray it Hancy Simon do not synch back into TOPS 2000 or TOPS On Site Property 100 kasy Street Pass 100 3 Date of Birth 01 01 1985 Relation Child Hote Must wegr water wing s 3j Tops MOBILE PDA ONLINE USER MANUAL TOPS Facts TOPS Facts is the PDA version of the TOPS Community Fact Sheet contained in TOPS 2000 and TOPS On Site This information can be invaluable to the property manager on the go as well as onsite staff and after hours emergencies TOPS Facts on the PDA is an
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