1.Importing Property Mortgage Associations
Use this procedure to import a list of property records for which a mortgage company is responsible. Your tax office will then use the imported data to request tax payments from the mortgage company for the properties.
Each mortgage company record must contain the relevant lender number on the Comments/Codes panel. The lender number, however, does not need to match the mortgage company number.
- Choose Import > Property Mortgage Associations.
- In the Process Property Mortgage Association dialog box, review information about the file format and then click Next.
- Select the file to be imported and confirm the layout of the data with the following steps:
- Click Browse to select the file to be imported. Then select the taxserver.
- Verify that the format of the data is correct.
Caution If data rolls over incorrectly to the next heading, stop and click Cancel. Do not proceed with the import because you will not receive results. Contact Harris Govern Client Services for assistance.
- In preparation for the Step 4, note whether IDs are displayed in the Prop ID column or the Geo ID column. Then click Next.
- In the Please specify the mapping key section, do the following:
- If in Step 3 IDs were displayed in the Prop ID column but not the Geo ID column, select Property ID. If IDs were displayed in the Geo ID column but not the Prop ID column, select Geo ID.
- In the Please specify the execution mode section, select Test to carry out a test import. Then specify whether the import is complete or partial.
- To begin the test import of the property mortgage associations, do the following:
- Click Next.
- Click Start. After the test run status descriptions are displayed under the Update Type line (as shown above), click Next to see the results.
- Review the results and use the summary and details reports as required.
- If there were mapping errors, click Errors to review the import error report, which lists properties that do not have a matching mortgage company ID for the lender number.
- Summary – When selected, the Summary of Property Mortgage Associations by Property ID report is displayed, which lists any matching errors and duplicates.
- Details – When selected, the Details or Property Mortgage Associations by Property ID report is displayed.
- Click Next.
- Click Finish to complete the test run. Then repeat Steps 1 to 3 to carry out a live run.
- Repeat Step 4, but this time in the Please specify the execution mode section, select Production as shown below. Then click Next to see the results.
Caution Clicking Start in the next step removes the mortgage company ID from all PACS accounts. If your mortgage company has sent you a corrected tape with only a few accounts, the next step will completely remove all previously coded property.
Therefore, if your office asks a mortgage company to resubmit its data, advise them to resubmit all of the properties.
- When you are ready to proceed, click Start. After the status descriptions are displayed under the Update Type line, click Next to see the results.
- Review the results and use the error, summary, and details reports as required.
Note Any properties that were not matched need to be coded manually. (For more information about coding the properties manually, see the Troubleshooting section below.)
- When you are ready to insert the mortgage companies included on the file, click Update. Then click Finish.
Mortgage company information is added to each property record under the Mortgage & Permits panel.
It is now possible to send tax bills to the mortgage company in addition to or in place of the taxpayer.
To code properties manually that were not matched, do the following:
- Open the property and expand Mortgage & Permits panel.
- In the Mortgage section, click Add.
- Select the lender from the drop-down list, and if available, enter the account number. Then click OK.
After your office has finished the levy process, complete the Exporting the Mortgage Bills procedure.
2.Exporting the Mortgage Bills
Use this procedure to export data specifying the taxes due for the properties that the mortgage company is responsible for.
The levy process has been completed.
- Choose Export > Mortgage Billing.
- In the Export Mortgage Billing Information dialog box, select one of the following options:
- All Property with Bills
Selects all properties with tax bills for the year selected.
- Mortgage Tax Server
Selects only properties that are associated with the selected tax server.
- Mortgage Company
Selects only properties that are coded with the specified mortgage company.
- All Property with Bills
- In the Output Information section, click […] to specify a file path and name for the export file.
- Click Export.
The status of the export and the file are available in your inbox.
3.Importing the Mortgage Payment File
Use this procedure to import property payments through various channels.
The levy process has been completed.
- Choose Import > Import Payment Run.
- In the File field of the Payment Import dialog box, click the ellipsis and navigate to the local or shared location of the import file.
- The type of import run is imported with the file and populates automatically. But this option can be overridden and the type can be selected from the Type drop-down list if required.
- Choose either One Payment per Statement or Single Payment
Mortgage-type to import the mortgage payment file. The Single Payment option is the best option for applying a mortgage company’s overpayment credit to property taxes.
- To view individual payments, click View Imports, which displays a window listing each payment. For example:
- When you are ready to import the payments, click Import Info. Then close the dialog box.
- Choose Activities > Payment Import > Imported Payment Files.
- In the Payment Run List, right-click on the new run and choose Prepare Run to update the property counts and populate the amount to be paid.
The run status is displayed in your inbox, and run processing identifies the actual amount due for each property the mortgage company wants to pay.
After the run is complete, the status Prepared is displayed for the run.
- Right-click the run again and select Pay Run.
The Pay Imported Payment Run dialog box is displayed.
Note A difference is displayed for items that do not match the amount due (as shown below).
- Use the Previous and Next buttons as required to review the amounts.
- Click Post to post the accepted properties.
The Post Import Run Payment dialog box is displayed.
- Create a new batch and select a drawer.
- In the Amount Tendered field, enter the amount of the payment to be posted.
- To post funds received from the mortgage company as an overpayment credit that can be applied as tender for the single payment mortgage payment run, select Apply Credit from Mortgage Company, and click Find Account to use the Account Search Wizard to select an account with an overpayment credit.
- Click Post.
After the posting is complete, the status Posted is displayed for the run.
- To review reports, right-click the run and choose Print > Print Payments Report. Then choose one of the acceptance and/or exception options.
Note It is common to have exceptions because of adjustments. The exception report lists taxpayers for which the exact amount due has not been paid.
Properties listed on the acceptance report are posted.
Properties on the exception report need to be posted by hand.
We recommend that rejected properties be posted in the same batch that is created in this procedure. The batch should then balance to the amount of check in hand.