FL Activities Menu

The Administration menu allows the user to administer five processes:

• Certification
  • Preliminary Certification Process
  • Final Certification
  • Create New Year Layer

Note: For more information about the Certification processes, review the Preliminary Roll Certification User Guide, Certification Procedures User Guide, and New Year Layer User Guide.

• Lock System – this allows a user to lock the system for ALL or SELECTED users. This means that user may VIEW properties, but are unable to make changes to them.
• Future Year Layer – The future year layer allows user to create a new year layer before they current year is certified.

Note: For more information, please reference the Future Year Layer User Guide.

Annexations occur when territory is detached from one school district or tax are and annexed to a bordering one. The annexation maintenance menu option allows the user to maintain the annexations in their system.

Note: For more information on Annexations, please reference the Annexation User Guide.

What are Appraisal Cards in PACS?

This menu option allows user to print appraisal cards.

Appraisal Card for Building—A card used by an assessor or appraiser on which is carried a sketch or photograph of a building, a description of its location, a list of the principal factors affecting its reproduction cost and depreciation, and the calculations by which such cost and depreciation are estimated.

Note: The building appraisal card is frequently combined with the land appraisal card into a single document. In such event, the combination card may be used for a composite appraisal as well as for a summation appraisal. Also called a property record card.

Appraisal Card for Land—A card used by an assessor or appraiser on which is carried a sketch or an adequate description of a parcel of land, a description of its location, a list of the principal factors affecting its market value, and the calculations by which the market value is estimated.

Property Record Card (Form)—An assessment document with blanks for the insertion of data for property identification and description, for value estimation, and for property owner satisfaction. The basic objectives of property record forms are, first, to serve as a repository of most of the information deemed necessary for identifying and describing a property, valuing a property, and assuring property owners that the assessor is conversant with their properties, and, second, to document property appraisals. Use of properly designed property record forms permits an organized and uniform approach to amassing a property inventory.

In the PACS System, Appraisal Cards are not differentiated by Building or Land; all Appraisal Cards are the same. However, in the PACS System, Appraisal Cards can be printed by using various criteria and options.

Note: For more information, please see the Appraisal Card User Guide.

The Appeal menu option allows the user to complete the following tasks:

• Activities>Appeal>Appeal Quick Image – this renders a Quick Image Dialog box and allows a user to upload images or documents to a specific property, case, or geo id quickly.

• User will enter data in ‘Add by’ field
• Choose Image type, record type, and sub type (these fields must be uploaded identified in Code Maintenance)
• Enter Image Date and Effective year.
• User will Scan or Browse image or document.
• Click Submit to process

NOTE: For more information regarding Images, please see the Image and Document Management User Guide

• Activities>Appeal>Individual Letter – this allows the user to print individual Appeal Letters in Mass

NOTE: Letter templates must be set up in Letter Processing Maintenance and Appeal Maintenance>System Settings

• Activities>Appeal>Inquiry – this allows user to create Inquiry Records in mass.

NOTE: For more information regarding Appeals, please see Appeals Management User Guide.

Comparables in PACS allows user to create a comp grid by property or group of properties for comparative review. The Comparables selection will allow user to create comparable grids or search for comparable properties.

There are several comparable grids to choose from in PACS including:

• Commercial Comparable – allows user to search comparables for Commercial Property
• Land Comparable – allows user to search comparables for Land Property
• Market Approach Grid Maintenance – this allows user to mass create Market Approach Grids
• NAICS Comparative Analysis – allows user to search comparables for Personal Property
• Residential Comparable – allows user to search comparables for Residential Property

Note: For more information regarding Comparables, please see Comparable Maintenance in PACS

The Exemptions selection allows user to adjust exemptions to mass properties. There are two activities under the Exemptions selection:

• Remove Property Exemptions in Mass
• Assign 25k TPP Exemptions in Mass

Remove Property Exemptions in Mass

• Browse to PACS Application Button>Activities>Exemptions>Remove Property Exemptions in Mass

• Click Green Plus to add a run

• User selects Year, Run Date, chooses Exemption(s) from dropdown list, click OK
• User receives Warning that indicates “All selected exemptions will be removed where the Owner’s Qualify Year is not Equal to [year]. Are you sure you want to continue?”. Click Yes to proceed.
• User receives confirmation that “Exemption Removal Process is Complete”

Assign 25k TPP Exemption in Mass

• Browse to PACS Application button>Activities>Exemption>Assign 25k TPP Exemption in Mass

• User enters ‘Last Filing Date’ from drop down calendar
• User receives notification ‘Mass TPP exemption process completed’

Purpose:

• Add multiple scans to property or groups of owner accounts.

Procedure:

• Browse to PACS Application button, choose Activities > Forms Processing >Quick Image Scan Owner

• Quick Add/Standard Search – if user knows the owner_id, enter the prop_id and hit enter. User may continue to add owner_id’s until finished. Owner list will be held in the Reference Property section. If user does not know the owner_id, click Search to render a standard search dialog
• Reference Property – This section holds the list of the owners added.
• Image Details – Select Image Type, Record Type, Sub Type, Image Date, Effective Year, Scan Date as referenced in Attaching Images to a Master Record.
• Options
  • Add Account Group Code – User may Account Group Code to associated property. These are set up in Code Maintenance.
• Images – user may scan or add images in this section
  • Scan – this will render scan dialog box
  • Browse – User may browse on their PC or network for an image
  • Preview – User may preview image that was scanned
  • Remove All – Remove all images.
• Click OK to process

Purpose:

• Add multiple scans to property or groups of properties.

Procedure:

• Browse to PACS Application button, choose Activities > Forms Processing >Quick Image Scan

• Quick Add/Standard Search – if user knows the prop_id, enter the prop_id and hit enter. User may continue to add prop_id’s until finished. Property list will be held in the Reference Property section. If user does not know the prop_id, click Search to render a standard search dialog
• Reference Property – This section holds the list of the properties added. If user wants image held to a specific improvement for the property listed, highlight the property, click Select Improv, and choose improvement.
• Image Details – Select Image Type, Record Type, Sub Type, Image Date, Effective Year, Scan Date as referenced in Attaching Images to a Master Record.
• Property Options
  • Notify linked properties when present – if property linked to another property, then PACS will notify the user
  • Add Property Group Code – User may add Property Group Code to associated property.
  • Add Filing Status Code – User may choose status code. Status Code are set up in Code Maintenance
• Images – user may scan or add images in this section
  • Scan – this will render scan dialog box
  • Browse – User may browse on their PC or network for an image
  • Preview – User may preview image that was scanned
  • Remove All – Remove all images.
• Click OK to process

The GIS Selection opens the Arc ESRI GIS Tool located in PACS. This allows customers to search for properties using the map, make mass changes using the map, and much more.

There is set up involved with the GIS Tool.

Note: For detailed instructions of the GIS Tool, please see the GIS User Guide.

Purpose: Generate letter for a mass selection of properties.

Prerequisite: In order to perform this procedure, the user must have the ‘Letter Processing’ user right assigned.

Procedure:

• Browse to PACS Application Button>Activities>Letter Processing

• User may choose to print the following Letters. The most used letter is the Property Letter. This is where this guide will focus. The Print Letter function is similar in all dialogs.

• The following dialog box will appear

• Select Letter or Template radial button
  • Letter – select individual letter
  • Template – select Letter Template. See Create Letter Template in PACS

• Print Methods
  • Group Code – select group code. Group code must exist in Code Maintenance and exist on property.
    • Remove Group Code – when letter is generated, the group code will be removed if this checkbox is selected
  • Event Code – select event code. Event code must exist in Code Maintenance and exist on the property.
    • Start Date and End Date – choose date range
  • Query – select or write query
    • Select Query – choose existing query
    • Open Text – User may write query
  • Property ID’s – user may list property id that are separated by a carriage return

• Letter Options
  • Sort Order – user may sort letter by zip, name, etc
  • Primary Owners – if more than one owner, PACS will use primary owner
    • Non Primary Owners – if more than one owner, PACS will use non primary owner
    • Include deleted properties for group and event code method – PACS will print for deleted properties if user chooses event code/group code method.
    • Print to linked owners accounts – PACS will print to linked owner accounts.

• Flex Fields – if flex fields exist for the letter, user may enter data that is associated in the Flex Field Value field.

• Choose Print, Preview or Cancel

Mass Maintenance in PACS allows user the option to update several properties within a batch.  Mass Maintenance options include:

• Mass Options in Roll Correction
• Mass Update Properties in Current Year
• Tax Area and Special Assessment Mass Options

For more information, please refer to the Mass Maintenance User Guide.

Purpose

This menu item is associated with HEX online.  This is a tool that allows taxpayers to file homestead exemptions online.

Procedure:

• Pending Online Applications – this will launch a dialog that allows user to see and assign pending online applications that are entered from the portal
• Push Property Data to the Portal – this will start a process where property data is updated on the HEX online portal.

The ownership transfer function in activities allows a user to:

• Transfer ownership of multiple properties to the same user
• Be used as a tool to process several deeds if working a deed batch without having to go to the individual property

Procedure

• Browse to Activities>Ownership Transfer

• Quick Add/ Standard search – Search for property by either keying in prop_id or geo_id and click enter to populate property list below or click Search for a standard Property Search dialog and select property(s)
  • Property List and Deed History of Selected Property will populate
• Click Next

• Grantor(s)
  • This section will populate from the selection entered on the prior screen.
  • User may alter Initial Percent, Percent Sold, Final Percent by clicking in field an entering new percentage amount
  • If Net Owner, click Net owner checkbox
  • If user wishes to include in Sales Letter, click Include in Letter
• Click Next

• Grantees
  • Click Search to render a taxpayer search dialog. This allows user to search current database for user. If none exist, click New Taxpayer to create a Taxpayer in the system.
  • User may populate Prop Percent Sold, Initial Percent, Percent Acquired, Final percent by clicking in field and altering percentage
  • Net Owner is automatically selected
  • If user wishes to have Grantee to receive sales letter, click ‘Include in Letter’ checkbox
• Click Next

• Net Owner
  • User may review the Properties & Net Owner for Selected Property information in this screen for correctness
• Click Next

• Deed – User populates the following fields as applicable
  • Deed Type
  • Deed Date
  • Recorded Date
  • Status
  • Assigned to
  • Book/Page
  • Instrument Number
  • Seller Ownership Type
  • Net Ownership Type

Note: Deed Type, Status, Assigned to, Seller Ownership Type, Net Ownership Type are maintained in Code Maintenance

• Comment – this is an open text that user may populate with comments regarding deed transfer
• Please check any of the following that will apply to the new owner(s)
  • Generate Letter To – if user wishes to generate letter after the transfer is complete, click Generate letter to. Then click Buyer and/or Seller; populate drop down boxes associated to each.
  • Expire Images – this allows user to expire images that exist on the property
  • Add Image – this allows user to add image to the property
• Click Next

• Details
  • Documentary Stamp Tax – enter dollar amount of Tax Stamp. Note: The Tax Stamp rate is configured in Tools>System Settings
  • Sales Price – Sales price of property is calculated by the Documentary Tax Stamp amount. If user wishes to override, click checkbox and manually enter amount
  • Sale Date – Sale date of property
  • Vacant Sale – if vacant sale, click checkbox
  • DOR Qualify Code – select code from dropdown list.
  • DOR Ratio Type – type is populated based on DOR Qualify Code selected
  • Change Code – select code from dropdown list
  • Change Reason – open text box that user may populate
• Sale Adjustment
  • If user wishes to adjust sale, click Green Plus. This will add line item in box below. User may populated fields: Adj Code, Adj Type, Percent, Amount, Reason
  • The following fields will auto populate based on data entered:
    • Total Adjustment
    • Adjusted Sale Price
    • Ratio
    • Total Property Market Value
    • Price per SF
• Click Next

• Property Information
  • Reset Caps – this allows user choose how to set caps for the property
    • Do not reset caps
    • 100% Reset – this is the default selection
    • Partial Reset
    • Reset Year
    • Retain Mortgage Information – If the property has Mortgage information associated and user wishes to retain on current ownership, click checkbox
• Assessment Reductions – this section is view only
• Exemptions – this section allows user to view exemptions on property. If they wish to reset or remove, click associated links
• Property Group Codes – this section allows user to view, modify or add property group codes
• Agent – this section allows user to view existing agent. If they wish to Inactivate Agent, click associated checkbox
• Contacts – this section allows user to view or modify contacts.
• Effective Acres Group – if this property is associated to an Effective Acres Group, use may click checkbox to remove out of group. Click Details to review Effective Acres Group.
• Click Next. Note: If transferring multiple properties, the above screen will render for the next property.

• Summary Page – this allows user to review changes selected.
• Click Finish to complete the Ownership Transfer

• A message appears asking user “Do you want to do another transfer?”
• If user clicks Yes, a new ownership transfer wizard is rendered; if user clicks No, the process terminates.

PACS profiling features enable you to:

• Review statistics and sales for a region, neighborhood, subdivision, or abstract
• Review appraisal demands before the valuation cycle and determine whether reappraisals are necessary
• Determine where reappraisals might be needed
• Review the results of reappraisal and determine how successful they were
• Defend values
• Test adjustments to neighborhood values before applying them to PACS

A profile is set of user-defined data that is stored and made available for future use.  For more information, please refer to the Profiling User Guide.

This function allows user to expire the Property Group Code in mass.

Prerequisite

In order for the Property Group Code Expiration to work properly, the properties must have the Expiration Date and/or Assessment Year field populated.

Procedure

• Browse to PACS Application button> Activities > Property Group Code Expiration Listing

• Expiration Date – this allows user to search through a date range
• Assessment Year – this allows user to search a specific assessment date
• Date Range – user enters start date and end date
• Group Code – user enters Property Group Code from drop down list. NOTE: Property Group Codes are maintained through Code Maintenance

• Click Search. The properties that meet the criteria below will populate in the section below.
• Click OK or Apply. This will remove the Property Group Code from the properties listed.

PACS.Query allows you to carry out the following activities without an in-depth knowledge of SQL or the PACS architecture:

• Retrieval – You can build queries to retrieve different combinations of data.
• Work Lists – Supervisors can build queries and assign them as work lists to team members.
• Data Export – You can export data retrieved by the queries for printing or use in a spreadsheet or other application.

Advanced Users

In addition to these activities, users with a solid understanding of SQL and a strong knowledge of the PACS architecture can create queries manually or design queries using recommendations for advanced users.

Please refer to the PACS.Query User Guide to learn more.

This menu option will allow user to:

• Launch Query Builder – this allows user to build queries
• Query Viewer – this allows users to view existing queries

This function allows the user to search through archived reports. This allows users to review what reports looked like in the past.

Procedure

• Browse to PACS Application button, then Activities>Report Archive Search

• General
  • Category – category selections is General and Property
  • Report Name – select from listed Report Names Available
  • Begin Print Date – print date range
  • End Print Date – print date range
  • Printed By – user may search from the user
  • Description – user may search from description key words
• Click Search – Results populate in Search Results below

• Search Results
  • Change Description – user may highlight report, click Change description and rename
  • Refresh – Refresh search results
  • Details – user may review the report
  • Delete – user may delete the report

Roll Correction functions in PACS Appraisal allow you to change property records in a certified year with the use of supplement groups and supplement numbers.

A unique numbering system for supplement groups and supplements allows you to manage property records changed in supplement mode.

For more information, please refer to the Roll Correction User Guide.

This function was disabled for Florida.

This function will allow user to create:

• New Split/Merge
• Pending Split/Merge
• Split/Merge Review

The user may review the Split/Merge User Guide for Specifics

User will use this function to view list of System Events. User may review details of each system event.

Procedure

• Browse to PACS Application button, then go to Activities > System Events

• User may highlight selection & click Details (magnifying glass) to see details of the system Events

This function will allow user to perform a ‘quick edit’ of an established tax area. User may edit ‘Inactive After Year’

Procedure

• Browse to Activities>Tax Area>Tax Area Quick Edit

• User may update the, Tax Area Number, Description, State Tax Area or Inactive After Year by click field and updating data.
• Click Update to complete

NOTE: User may see details and change additional information in tax area by highlighting the Tax Area and clicking Details.

This section will allow user to prepare and send Tax Returns from PACS.

Please refer to the Tax Return User Guide that will explain this process in detail.

This section allows user to view TIFF Listing in the System. Additionally, it allows user to print DR420-TIF document for the Department of Revenue.

Procedure

To View List

• Browse to Activities>TIFF Zone Listing

To Print DR-420 TIF

• Browse to Activities>TIFF Zone Listing
• Click Print DR-420TIF

What is Notice Processing in PACS?

In Florida, the Annual Truth-in Millage (TRIM) Notices are processed by the Property Appraisers Office. In July/August, the property appraiser sends each property owner a Notice of Proposed Property Taxes, or TRIM Notices. This notice contains the property’s value on January 1, the millage rates proposed by each local government, and an estimate of the amount of property taxes owed based on the proposed millage rates. The date, time, and location of each local government’s budget hearing are also provided on the notice. This provides property owners the opportunity to attend the hearings and comment on the millage rates before approval.

For more information, please refer to the TRIM Notice User Guide.

Purpose

This menu item lanuches the Confirmation of Sales Wizard.   This allows the user to enter a sales confirmatoin received from the public.

Purpose

Alllow user to print blank exemption applications

Procedure

Dialog box will render and allow user to:

• Choose application
• Choose # of copies
• Identify output selections