1.Overview #

The Appraisal Data Import process allows you to place the new year certified values into your system. This step sets up your data so that the new year tax bills can be created.

When to Start

Shared Systems Only: You cannot import data from other Central Appraisal Districts until your home CAD has certified.

All other System Types:  Perform this process as soon as your Central Appraisal District has Certified Values for the new year.

What about my New Year Tax Rates  This process is separate from the Levy Processing.  Since it is separate the current year levy rates do not have to be set in order to start this process.

What about supplemental changes

The Import process can be run as of Supplement 0, which is as of certification,  or as of the last supplement that your CAD has completed.  Then when the Levy process is run the totals will reflect the last values that were placed onto your system. Additional changes/ supplements (new additions, changes, and/or deletions) can be imported and balanced after the certified import is performed, until you are ready to run the levy process.


Note:  Levy roll totals are generated as of the last import for the current year that was placed onto your system.


1.1.Checklist #

Checklist: Certified Appraisal Data Import

Complete all steps in this checklist.

Perform one import at a time, if you have multiple importing CAD’s. Go thru this checklist in it’s entirety for each import.

Task

Procedure

1. Before you begin Certified Appraisal data import, complete the following tasks.
i) Define Your System Type
ii) Automated Import Types
iii) Importing CAD’s and their Vendors
2. Initial set-up for Certified Appraisal Data Imports
i) Verifying User Rights
ii) Confirm Importing CAD Codes Exist
iii)Maintaining Common Configuration
iv) Maintaining Appraisal District Confirmation
3. Review Tax Rate Information for Appraisal Data Import:

i) Reviewing Tax Rate Tables

ii) Rate Tables and Codes

4. Downloading Appraisal Import Files
5. Printing and Balancing Totals Reports from the CAD
6. Updating Newly Certified Year
(For Non-Shared and Standalone System Types)
This step must be completed on the first import placed on your system.
If multiple imports are performed, this step does not need to be repeated.
7. Importing Appraisal Data
8. Balancing the Appraisal Data Import Report
9. Matching Imported Appraisal Data
10. Viewing Match Statistics
11. Matching Unmatched Properties
12. Setting Up Property ID Mappings
13. Undoing Appraisal Data Import (option if needed)
14. Merging Imported Appraisal Data
15. Balancing Totals for the Appraisal Data Import
16. Accepting a Supplement Group
17. Run the monitor for non-imported CAD Properties
18. Balancing Adjusted Certified Totals

1.2.Before You Begin #

All offices that import for a Central Appraisal District need to complete the following checklist before beginning the Certified Appraisal Data Import:

Task

Procedure

i)

Define Your System Type

ii)

Automated Import Types

iii)

Importing Cad’s and their Vendors


Note:  Shared Systems only: You cannot import data from other Central Appraisal District until your home CAD has certified.


The following definitions will help you follow this guide through the Certified Data Import process. Please read the following:

Terms and Definitions

  • Home CAD: the primary CAD where you get values from; the CAD in the same county as your tax office or with whom your office shares a database or server.
    • Who is your Home Central Appraisal District (CAD)? _________________
  • Vendor: the CAD’s software provider
  • System Type: refers to whether or not your office shares a database with the CAD; There are three systems types, Shared, Non-Shared and Non-Shared Standalone. Please see the system type definitions below.

i. Define your System Type

  • Circle the one that describes your system setup.
    • Shared System Pacs Collections uses the same server and same database name as your Central Appraisal District
    • Standalone System – Pacs Appraisal is on one server.  Pacs Collections is run on different server.
    • Non -Shared System Pacs Collections shares the same server as the CAD but their database has a different name.

    Pacs Appraisal uses the database name pacs_oltp.

    PACS Collections uses the same server but their database name is  pacs_oltp_tax

ii. Automated Import Types

Before you determine how to get the new values onto your system the following also needs to be noted:

  • Harris Govern accepts automated certified imports from the following vendors:
    • P&A – Pritchard and Abbott : Automated
    • TSG – The Software Group : Automated
    • P&A – PC – Pritchard and Abbott PC Version : Automated
    • SW – Southwest Data : Automated
    • Capitol ADI – Capitol; Automated (as of 8.1.40 Release – August 2019)
    • All other vendors will require manual data entry.

iii. Importing CADs and their Vendors

The following will assist you in performing this years import into your system.  Please fill in the below “Listing of Imports for Current Year Values”.

  • If multiple imports are performed, work each individual import to it’s completion before starting the next import.
  • Create a Team Support ticket for each import.

* Circle the appropriate Date Entry type.

Home CAD        ___________________Vendor __________________ Data entry: Manual or Automated

Importing CAD ___________________ Vendor __________________ Data entry: Manual or Automated

Importing CAD ___________________ Vendor __________________ Data entry: Manual or Automated

Importing CAD ___________________ Vendor __________________ Data entry: Manual or Automated

Importing CAD ___________________ Vendor __________________ Data entry: Manual or Automated

Importing CAD ___________________ Vendor __________________ Data entry: Manual or Automated

Importing CAD ___________________ Vendor __________________ Data entry: Manual or Automated

1.3.Initial Setup #

Answer the following questions.

If the answer is NO to all 3 of the questions, listed below,  you can skip the sections for “Initial Setup for Certified Appraisal Data Imports”  and proceed to the next step “Review Tax Rate Information for Appraisal Data Imports”.

If the answer is Yes to any of the above questions you must complete the sections for “Initial setup for Certified Appraisal data imports” and all

Questions:

  • Is this the very first import that has ever been performed on your PACS Collections System?
  • Is your office performing an import for a New Appraisal District which it has not imported for in the past?
  • Are you adding a new entity code to be imported in to PACS Collections for the first time?

Task

Procedure

i)

Verifying User Rights

ii)

Confirm Importing CAD Codes Exist

iii)

Maintaining Common Configuration

iv)

Maintaining Appraisal District Configuration

1.3.1.i) Verifying User Rights #

Procedure

  1. Verify that the following user rights are assigned to the user who will perform the Appraisal Data Import Process:
    • Appraisal Data Import
    • Edit All Property Shared Property
    • Edit Real Property Shared Property
    • Edit Personal Property Shared Property
    • Edit Mineral Property Shared Property
    • Edit Mobile Home Property Shared Property
    • View Import Menu

1.3.2.ii) Confirming CAD Codes Exist #

This step confirms that the importing CAD codes exist on the system and are set up accurately within the entity code files. The CAD Codes must exist on the system in order for the import process to be performed.

  1. Select File > Open > Entity to review the entity codes listed. There should be a Central Appraisal District code listed for each CAD that you will be importing for.

If the Code Does Not Exist

If you need to create a new entity code for each CAD you will be importing, select File > New > Entity. On the code field, enter a code for the CAD. For Home CADs, the entity code of CAD is used. For all other CAD’s, we recommend adding the acronym CAD to the end of the code, such as HCAD or KCAD.


  1. In the Description field, enter the CAD name, such as Hunt CAD.
  2. In the Entity Type field, enter in CAD for the Appraisal District.
  3. The Street and City/St/Zip can then be entered. Click Apply.
  4. Click on the Tax Rates/Exemption/PI Schedule tab and select New.
  5. Enter in the Tax year as the current year.
  6. Set the Collection Option to None-Appraisal Entity.

    ADI-6

  7. Set all rates to .000000

  8. Click on the P&I Schedule tab.
  9. Set the Statement date as 10/1/current year and click OK.
  10. Repeat these steps to set up a CAD code for each CAD that you will receive an import file from.

1.3.3.iii) Maintaining Common Configuration #

Purpose

Use this procedure to specify the default settings for the appraisal district that imports into your system, the appraisal district’s vendor, and the default run type for your imports.


Important  Do not make changes to this configuration if you have been successfully performing imports in the past.  Changes are only required if :  a) You have never performed an import before.  b) You are performing an import for a NEW CAD you have not imported for in the past.  c) You added a new entity code to be imported in to PACS Collections.   Once this configuration is initially set up, PACS Collections stores the entries and it is not necessary for you to re-enter the data.  Re-entry of the information could cause errors in importing of values, for already established users.


Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data. The Appraisal Import List is displayed.
  2. Right-click anywhere on the screen and choose Common Configuration. The Appraisal Import Common Configuration dialog box is displayed.
  3. Complete the following fields for each CAD that you will be importing:
    • Default CAD – Sets the default appraisal district. Unless this is changed, PACS uses the appraisal district for the most recent import run.
    • Default Software Vendor – The vendor that the importing CAD uses on their system.
    • Default Run Type – We recommend selecting Supplemental Imports as the default run type.
  4. Click OK.

    Note:  Repeat this procedure for each CAD that imports data into your system. If you have questions or need assistance please contact Technical Support.


1.3.4.iv) Maintaining Appraisal District Configuration #

Purpose

Use this procedure to specify the minimum import year and the import field mappings for an appraisal district. You need to carry out this procedure for each county appraisal district (CAD) from which you import data.


Important   Do not make changes to this configuration if you have been successfully performing imports in the past.  Changes are only required if:  a) You have never performed an import before.  b) You are performing an import for a NEW CAD you have not imported for in the past.  c) You added a new entity code to be imported in to PACS Collections.   Once this configuration is initially set up, PACS Collections stores the entries and it is not necessary for you to re-enter the data.  Re-entry of the information could cause errors in importing of values, for already established users.


Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data.

    The Appraisal Import List is displayed.

  2. Right-click and choose CAD Configuration.

    The Appraisal Import Configuration Selection dialog box is displayed.

    appraisal data config

  3. Specify the CAD and their software vendor. Click OK.

    The Appraisal Import CAD Configuration dialog box is displayed.

    appraisal data cad config

  4. In the Minimum Import Year for CAD field, use one of the following options to set the default year when importing data:
    • Home CADs – Either select None or select the earliest year available in the drop-down list so that prior years can be imported for supplemental changes.
    • ALL other CADs – Select the first year that imports were performed on your system for the CAD.

      Note:  For most offices, the first year to import from external CADs originated with the advent of HB1010 in 2008.


  5. The Configuration Match Mapping section displays the fields that match between the importing CAD and your office. The imported records match your offices’ records using data stored in this field. Select either Geo ID or Property ID from the following drop-down lists:
    • Import Field
    • PACS Field

      Tip 

      If you import for multiple CAD’s who are not your home CAD, then we recommend matching using Geo IDs. Using Property IDs in this case may result in mismatches.

      If you import for only one CAD, you can match by Property ID as the default. However, you may run the import again using Geo ID to correct mismatches.

      If this is your first time importing and you are unsure of the mapping to use, please contact TA Support.


  6. Entity Mapping: This section maps the entity codes from the importing CAD to the entity codes that your office uses. Below is information and steps on this process.

Important   Except for the BPP entities and CAD entities, entities that are mapped here are entities that you would like to add to properties. (BPP entities are not mapped here because they are managed separately within levy processing. CAD entities are not mapped because they are assigned based on the external CAD selected when importing appraisal data.)


The following two options are available for mapping entities:

– Map only to entities that your office collects for. This is the most common option.

– Map to entities in addition to the ones you collect for.

Keep in mind that any entities mapped here are added to your database and could result in an increase in the number of properties. Consider the following examples:

Example 1: If you are a city and only collect city bills, adding the county entity could create numerous properties that are not associated with the city entity.

Example 2: If you are the Tax Assessor Collector for the County and you collect special inventory for all entities, but normally do not collect ‘all‘ taxes for all entities, we highly suggest you import ‘all‘ entities to see all changes. This will also insure the accuracy of the UPTVF factor assigned to these properties as a multiplier for the sales inventory tax calculation. Special inventory entities can be marked to ‘collect special inventory only‘ so bills on these entities do not create on any other properties except for special inventory properties.

Example 3: You choose to map to entities in addition to the ones you collect for because you want to include properties associated with those entities in order to share this information with taxpayers.

To add a new entity:

  1. Click New. The Entity Map dialog box is displayed.
  2. Enter the first entity code from the importing CAD in the Imported Entity Code field.

    Note:  The importing CADS’ entity code can be found on the Certified Totals report received from the CAD. The importing CAD may have a different coding system set up.


  3. Then, in the PACS Entities section, under the Available Entities, the system lists all entity codes available on your database. Select the one entity code that is used on your system that stands for the same entity code that your importing CAD uses. Click Select.

    Import Appraisal Data Import Map


    Note:  The entity you select should have a code matching the code displayed in the Imported Entity Code field. Only one entity code should appear in the selected Entities box.


  4. Click OK.

    Repeat steps 1-4 to add each entity.

To delete an entity code mapping:

  1. Select the mapping and click Delete.
  2. Click OK.

1.4.Step 3- Review Tax Rate Information #

This Step is NOT optional every system type must perform this step.

For Office that will only perform one import:  Review all of your entities on this step.   All entities must be included, even BP and VIT and only entities that you collect taxes for.

For Offices that will perform multiple imports   When you perform your first import review all of your entities on this step.  All entities must be included, even BP and VIT and only entities that you collect taxes.  By reviewing all your entities at this time, when you start your next import you can Skip 3. Tax Rate Information.

After this checklist has been completed, proceed to the Main Certified Appraisal Data Import checklist.

Task

Procedure

i)

Reviewing Tax Rate Tables

ii)

Reviewing Entity Rate Tables and Codes

1.4.1.i) Review Tax Rate Tables #

Prerequisites

Review the Entity Tax Rates Report in PACS Collections by choosing Reports > Entity > Entity tax Rate Report.

To print/preview the report for all entities do not check the box or select any entities.  Run the report as it appears when you first enter into the menu selections.  This will allow you to print/preview the report for all entities.

Then click Preview. Confirm that the current certified year is listed on the report for all entities you collected for, this includes BP and VIT Entities.  In the below example if we are working for the 2019 certified year the 2019 certified year would need to display as shown below.

Note:  At this time, it does not matter if the rate listed is incorrect.

If the rates exist, for the current certified year for all entities you can then proceed to Step ii. Reviewing Entity Tax Rates and Codes

If the rate does not exist copy the rates as the instructions provide below.


Note:  If a line for entities, you do not collect for renders on the report, that is ok. This is for informational purposes.

Because rates have not yet been set, at this time you will use last year’s rates. Your current year rates will be updated later during the Levy Process. The rates must exist so the import process will work properly.


Steps on Copying Tax Rate Tables: If needed, as defined above under Prerequisites

Procedure

  1. In PACS Collections, choose File > Open > Entity.
  2. Select the first entity listed, right-click and choose Copy Tax Rates.
  3. Select the All Entities option.

    Certified Appraisal Import, Copy Tax Rates, 002

  4. In the From Year field, enter the prior year. In the To Year field, enter the current certified year.
  5. Click Copy.
  6. You will receive a prompt stating “This will delete any existing tax rates for the copy to entity and year. Do you wish to continue?” Click Yes.
  7. Return to the Entity List, right-click and choose Copy Exemptions.
  8. Select All Entities.
  9. In the From Year field, enter the prior year. In the To Year field, enter the current certified year.
  10. Click Copy. The screen will then return to the entity listing dialog. Continue to review Entity Tax Rates and Codes.
  11. If you receive an error message or are unable to copy your rates, please enter a Support Ticket so that rates can be copied for you.  After rates are copied continue to the next step in this checklist.

1.4.2.ii) Reviewing Entity Rate Tables & Codes #

Purpose

Use this procedure to review all rate information, exemptions, or attorney fees. Pay particular attention to the exemptions and confirm that all exemption information is accurate as defined in step 6 below. Make sure to review all your entities, even BP and VIT only entities that you collect taxes for on this step.

For Office that will only perform one import:  Review all of your entities.

For Offices that will perform multiple imports   When you perform your first import go through the below checklist and review all of your entities.  By reviewing all your entities at this time, when you start your next import you can Skip 3. Tax Rate Information.


Important   This procedure is NOT optional. Even though you possibly do not have the current year rates, this step must be performed. Information must be confirmed and verified, as outlined in the steps to follow. You must confirm that the new year rates and exemptions copied properly. If rates and exemptions do not exist for all of your entities, contact Harris Govern Support.


Procedure

    1. In PACS Collections, click the Entity button. entity_button
    2. From the Entity List window, open the entity or entities you are working with by double clicking on the code, then click the Tax Rates/Exemptions/PI Schedule tab.
    3. Select the current certified year and click Details.

      The Entity <number>: <name> dialog box is displayed.

    4. Collection Option
      • Review the collection option for all of your entities. A box should be checked based on the information below:
        • None – Appraisal Entity – An entity that the CAD appraises for but that the tax office does not collect for.
        • Collect All Taxes – An entity for which you normally collect taxes..

      • Caution   Do not select this option if you collect only VIT escrow for an entity.


      • Generate Statements Only – An entity for which you print tax statements but do not collect taxes.
      • Collect Special Inventory Only – An entity for which you collect only special inventory (VIT) escrow.
    5. Tax Rates
      • The prior year rates or a 0.00 rate will be displayed in the M&O, I&S, Protected I&S, and Sales Tax Rate.
      • If the new rates are available, you can enter them in at this time. If you do not have them, leave the prior year rates in the boxes. At the time you perform the levy option, you will then have a step to update these rates at that time.
      • For BP or SIT Collections only entities  the rates should be 0.
    6. Enable Calculation of Freeze Ceiling
      • If the entity you have open allows freezes, select the Enable Calculation of Freeze Ceiling check box for the new tax year so that the system calculates freeze ceilings during the freeze/refreeze process.
    7. Exemptions 
      • Review the exemptions and the Freeze TransferState AmtLocal Amt, and Local Pct listed in the Exemptions window and confirm they are accurate.  If you are unsure you can review your last year rates or consult with your importing CAD.

  1. P&I Schedule tab,
    • Review any discount or penalty information as required.
    • Attorney Fee Review the attorney fee rate
    • and date indicating when attorney fees begin to apply. Pay particular attention to the year on the attorney fee date to confirm it is accurate.
  2. Statement Date
    • Set this date to 10/01.  This date can be changed later during the Levy Roll and Tax Statements checklist.

Tips 

  • Enter the Attorney Fee Rate as a whole number. For example, to enter a rate of 20%, enter 20 rather than .20.
  • Enter the Attorney Fee Date. From this date, the attorney fees will accrue for the current year bills. An inaccurate date may cause an incorrect fee amount.
  • If you do not assess attorney fees in April for mobile home and Personal properties, then do NOT select Apply Attorney Fees in the Personal Property/Mobile Home Attorney Fees section. When you do not select this option, the attorney fee is calculated using the attorney fee rate and date listed in the Attorney Fees section above.

Step 3a: Opening a TeamSupport Ticket

Use this activity to inform Harris Govern Client Services that you have started the Certified Appraisal Data Import Process.  To avoid confusion and better document your office’s specific process, we recommend making one ticket per CAD being imported.

1.5.Step 4- Downloading Appraisal Import Files #

Prerequisites

If the files and totals mentioned within this step have not been sent to your office, then the certified import process cannot be performed. If any of the files are not received, you will need to contact the CAD in order to have them export the Certified Data and send the printouts to your office.

Purpose

Use this procedure to collect and save the files you will be importing to your database.

Procedure

  1. Download exported appraisal information from the CAD and save it to the pacs_oltp import folder on your server. The exported files are provided through one of the following options:
    • Email
    • Harris Govern’s FTP site (For more information, see Loading Appraisal Data Import Files to an FTP Site)
    • CD

    Important   To complete the import, you must have:

    • Appraisal Transfer Tape Totals for the current year and entity being exported
    • Certified Totals for the current year and each entity being exported, along with the following text files to be imported:
  2. For Harris Govern Exports the files that you should received will be:
    • appraisal_entity_info.txt
    • appraisal_header_.txt
    • appraisal_info.txt
    • appraisal_agent.txt
    • appraisal_mobile_home_info
    • Note the folder name and location on your server where the files are saved.
  3. For all other importing vendors  *note that these will vary based on the different vendors layouts.
    1. Totals files/Recaps
    2. Importing files

1.6.Step 5- Printing & Balancing Totals from the CAD #

Purpose

Use this procedure to print totals reports provided by the CAD. You will use these reports to balance the import.

Procedure

  1. After you have downloaded the files onto your computer, open the folder containing the files.
  2. Print all the PDF files or Crystal reports sent from the CAD. To determine the total number of pages to be printed, open the file to display the total number of pages. For example:

    app data totals, 002


    Note:  After the certified total reports are printed, we recommend placing a note on the reports indicating they originated from the appraisal district.


  3. Compare the imported CAD’s Transfer Tape Totals to its official Certified Totals.

    For CADs whose software vendor is Harris Govern

    • If the report displays an As of Certification note in the header when the data was exported as of certification, note the heading is located at the top right-hand corner of the report.
    • If the report displays an As of Supplement Number XXXX in the header, then the data was exported as of a supplement number. This means that the data being imported includes all changes up through that supplement number.
    • *** Example totals have the 2009 year listed.  Your totals should display the current certified year you are importing in.

      Import_Appraisal_Certified_Totals_Report-marked

      The Appraisal Transfer totals are generated from the importing CAD when the export file is created. The appraisal transfer totals should balance to the property count, assessed value and taxable value when compared to the certified totals.

      Transfer Tape Totals Marked

      If these two totals do not balance, contact the CAD to ensure that the certified totals were generated for the correct time frame. If these two totals do balance, then continue with the Certified Appraisal Data Import.


      Note:  Levy will be generated using the values from the latest imported totals. We recommend that you keep these totals to balance back to the Levy roll totals when the levy process is performed.


    For CADs having a software vendor other than Harris Govern

    • Compare the CAD’s Transfer Totals to the official Certified Totals. These totals should balance. If they do not, contact the CAD to inquire whether these totals were generated after a supplement was accepted after certification.
    • Note that levy will be generated using values from the latest imported totals. We recommend that you keep these totals to balance to the Levy Roll Totals when the levy process is performed.

1.7.Step 6 - Updating the Newly Certified Year #

Standalone or Non-Shared System type this step must be completed.

The certification date must be updated before continuing with the import.  In order to do this.   Update the Certified Appraisal Data Import Support ticket and request that the certification date be update as listed in Step 6 of the Appraisal Data Import Checklist.

If you perform multiple imports this step will only need to be updated once.  Then for all imports performed after, the first one, Step 6 of the Appraisal Data Import Checklist can be skipped.

Shared System Types do not need to perform  Step 6 of the Appraisal Data Import Checklist. You may proceed to the next step in the checklist.

1.8.Step 7 - Importing Certified Appraisal Data #

 

Purpose

Use this procedure to import the current year certified values from the importing county appraisal district(s) (CAD).

Prerequisites

The CAD has provided:

  • Text (.txt) files to be imported.
  • Transfer Tape Totals generated by appraisal data export procedures.
  • Certified Totals for the current year.

Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data.

    The Appraisal Import List is displayed.

  2. Right-click anywhere on the screen and choose New Appraisal Import.

    The Appraisal Import dialog box is displayed.

  3. Complete the following fields:
    • CAD – The importing appraisal district. Select the CAD you are importing for.
    • Software Vendor – The appraisal district’s software vendor.

      Note:  The Software Vendor field is automatically populated according to configuration settings.


    • Run Type
      • Certified Import – Use this option now to import appraisal data for a single, certified year. The imported data becomes the new year data.

        IMPORTANT 

        Standalone/Non-shared system types: For each importing CAD, select Certified Import when importing a CAD’s data for the first time. For all subsequent imports from that CAD, select Supplemental Import run type unless correcting the CAD’s first certified import. The Certified Import option overrides all data from previous certified-type imports.

        Shared system types: Do not load certified import run types until after your home CAD completes certification. After certification is complete on your system, select Certified Import run type for the first import from each external CAD. For all subsequent imports from external CAD’s, select Supplemental Import run type unless correcting a CAD’s first certified import. The Certified Import option overrides all data from previous certified-type imports.


    • Year – The current certified year for which values are being imported. The default year is set in the configuration.  *** Note the below screenshots use the 2015 year.  Your screen should display the current year that was certified.
    • Minimum Import Year for CAD – The default year is set in the configuration. This should not be changed.
  4. In the Import Files window, select the first file type listed by single clicking on it.

    certadinew1

    Then click on Browse.

    Browse out to the location where the files were placed on you server. Find the name of the text file that matches the file you select and double click on it. This will attach the file so it can be used by the import process. Each file type listed in the Import Files type box will need to have a file attached that has the same name, as shown below.

    certadinew2certadi3

  5. Once all files are mapped select Import.
  6. For Pacs Online Clients the path location will be \\vmpodb12\oltp

1.9.Step 8 - Balancing the Appraisal Data Import Report #

Purpose

Use the Appraisal Data Import Report to compare the values imported into PACS against values listed on the PDF or hard copy of the appraisal district’s totals report. The hard copy totals are the ones that were printed on the step.

Procedure

  1. To print the report, in the Appraisal Import List, select the import run ID that the system just created for your new import, right-click on the run ID and choose Import Report.
  2. Select Totals Only.
  3. Use the Select and Unselect options to select entities as required.
  4. Click Print. This will print the Appraisal Data Import Report.

Next Steps

  • Balance the following reports to the Appraisal Data Import Report:
    • CAD Current Year Certified Totals (received from the CAD). The Assessed Value and the Taxable Value should be equal.
    • CAD Transfer Tape Totals (received from the CAD). The Assessed Value and the Taxable Value should be equal.

      Appraisal Import By Entity report, header

      Import, Appraisal, Cert, CADAppraisalTransferTapeTotals

      The following example shows Certified Totals generated from a CAD that uses Harris Govern software. Totals reports can look different based on the importing CAD’s software vendor.

      Import, Appraisal (Cert), CertifiedTotalsReport 2009


      Important   If these totals do not balance, contact Harris Govern Support and do not continue with the process.


  • If these totals balance, then proceed to Matching Imported Appraisal Data.

1.10.Step 9 - Matching Imported Appraisal Data #

Purpose

Use this procedure to match data imported from the CAD to data in your office’s Collections database, and to prepare unmatched data for manual matching (if required). Properties that are not matched are assigned unique property IDs.

If you are a new Harris Govern client and this is your first import on the system, please contact Support so that we can verify what the most accurate mapping will be for you.

Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data.

    The Appraisal Import List is displayed.

  2. Right-click the run ID and choose Match Imported Data.

    The Appraisal Import Match dialog box is displayed with the appraisal district’s entity codes that were imported.

  3. In the Configuration Match Mapping section, review the mappings which default from the Appraisal District Configuration.

    app data import, cad config match, full


    Note:  For “home” CADs (the primary CAD where you get values from; the CAD in the same county as your tax office or with whom your office shares a database or server), the mapping should always be set as Property ID to Property ID. For all other CADs, the mapping should be set to Geo_id to Geo_id.


  4. In the Entity Mapping section, review the mappings, which default from the Appraisal District Configuration. This should have been set up previously and no changes should need to be made at this time. Review the mapping as outlined below.

    Caution   If you need to change your import configuration for any reason after the import has been performed, you must undo that import and then perform the import again for your configuration changes to take effect.


    An appraisal import can be undone only if the Merging Imported Appraisal Data procedure has not yet been completed.


    Note:  When you select Match in the next step, the system automatically matches the imported property, entity, owner, and agent data to data in your office’s database.


  5. Click Match.

    Note:  If there are imported entity codes that have not been mapped to your office’s codes, a warning is displayed.


    The Appraisal Import Match Statistics dialog box is displayed.

Note that the only items you need to be concerned with are the unmatched properties. All other items are not relevant to this import process at this time.

certadi4

Select the item for which to generate a statistics report.

Optional-You can select Print or Preview to review the statistics report.

1.11.Step 10 - Viewing Match Statistics for the Appraisal Import (optional) #

Purpose

Use this procedure to review imported data that was matched as well as imported data that was not matched.

Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data.

    The Appraisal Import List window is displayed.

  2. Right-click the run and choose Match Statistics.

    The Appraisal Import Match Statistics dialog box is displayed.

  3. Select the item for which to generate a statistics report. You can select either matched or unmatched properties, owners, agents, or entities.
  4. Optional- You can select Print or Preview.

Note that the only items you need to be concerned with are the unmatched properties. All other items are not relevant to this import process at this time.

certadi4

1.12.Step 11 - Matching Unmatched Properties #

Purpose

Use this procedure to match properties that were not matched to existing property records during the import, and to ensure that the unmatched properties do not exist on your database.


Caution   It is important to review all properties that are listed, and match as many properties as possible prior to continuing with the import. This step will ensure that duplicate properties are not created for the current year.


Note:  Duplicates could result in erroneous tax certificates being issued or delinquent taxes not being paid if a second account exists for prior years.


Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data.

    The Appraisal Import List is displayed.

  2. Select the import run, right-click and choose Match Unmatched Properties.

    The Appraisal Import Match Unmatched Properties window is displayed. This window displays all properties that could not be matched to properties in your PACS Collections database.

    Supp Appraisal Data Import, Matching Unmatched Props, 8109x

  3. Review the list and match any unmatched property using the following steps:
    1. Highlight a property and click Match.

      The Select Property Wizard window is displayed.

    2. Click Search.

      The Find Property dialog box is displayed.

    3. Enter criteria to locate existing properties on your system, such as owner name, legal, or even geo id. Then click Search.

      Note:  When matching by Geo ID, if a property being imported from the CAD has a Geo ID that exists on more than one tax office property, PACS does not automatically match to one or the other property. The eligible matches display in the list of unmatched properties and you must manually match it.


      The Select Property Wizard window is displayed with properties that match the search criteria.

    4. If any of the displayed properties match, highlight the line that features the matching Property ID. Then click Finish.The status of the previously unmatched property is displayed as Matched in the Status column.

      If a property is not found or the properties on the screen do not match, then select “Cancel” and the system will not match this property. When the Merge steps are completed a new property will be created on your system. This property should have the same prop_id as the one assigned to the Central Appraisal District. Once either of the above options are completed the Supplemental Import screen will display.

    Repeat steps a through d above as required for each unmatched property. Multiple searches may be necessary to match some properties.

  4. If you need to remove a match, select a line with the status Matched. Then click the Unmatch button.

    Note:  When you select a line for a property that has already been matched, the text on the button changes from Match to Unmatch.


Next Steps

You can repeat this procedure multiple times until the number of properties matched is satisfactory.

We recommend matching as many properties as possible to keep each property’s taxes consolidated under one account.

Troubleshooting

If the PACS property you select has already been matched to another imported property, a message is displayed indicating that a different PACS property must be selected in order to view the property being mapped to. You can exit the export menu and open the property record. Then, select the Data Imports tab and review the mapping.

An alternative message may display, indicating that the property is not a Collectionsonly property. This means the property that you are attempting to map the imported property to is not a Collectionsonly property, but one entered by your home CAD. This instance is addressed in the next section.

1.13.Step 12 - Setting Up Property ID Mappings #

Purpose

Use this procedure to set up a property ID mapping from an existing property record in your system to a property ID used by an appraisal district.

You can use this procedure, for example, if you notice that a correction is required when you are matching unmatched properties, or if you receive information from the CAD indicating that a mapping should be set up for a property.

You can map to only one CAD from the property record, but you can set up multiple mappings for the CAD for different software vendors if required (for example, if an appraisal district changes vendors). If a CAD changes its vendor, then your office should leave the old mapping as is, and create a new mapping for the CAD and its new vendor.

Procedure

  1. In PACS Collections, open a property record.
  2. Click the Data Imports tab. Then either click New to set up a new mapping, or select an existing mapping and click Details to change an existing mapping.

    The Appraisal Data Import Map dialog box is displayed.

    Certified Appraisal Data Import, Setting Up Prop, Import Map Dialog, 001

  3. Complete the following fields:
    • CAD – The appraisal district to which the property ID of the property record will be mapped.
    • Software Vendor – The software vendor for which the mapping is applicable.
    • Import ID – The appraisal district’s property ID to which the property record ID in your system will be mapped.
  4. Click OK.

1.14.Step 13 - Undoing the Appraisal Data Import #

Purpose


Important   This procedure is optional, and should be run only if an import needs to be re-imported due to data errors.


Use this procedure if you need to delete imported data. After an import has been merged, data cannot be deleted with this feature.

Prerequisites

The Merge Imported Data process has NOT been completed.

Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data.

    The Appraisal Import List window is displayed.

  2. Right click the run and choose Undo Import.
  3. You are prompted to confirm that you want to undo the import. Click OK.
  4. You are prompted to acknowledge that the import run has been undone. Click OK.

1.15.Step 14 - Merging Imported Appraisal Data #

Purpose

Use this procedure to merge imported appraisal data into the database.

The merge process does the following:

  • Backs up the affected tables.
  • Updates data for existing properties, owners, and agents.
  • If necessary, creates new property, owner, and agent records.
  • Inserts CAD mortgage company information on properties if box is checked to include this information.

Prerequisites

  • You have matched and reviewed all properties as required.
  • For shared sites: In PACS Appraisal a supplement group will need to be opened by the CAD.  The CAD can do this by coding a property for supplement and then removing it. This creates a supplement group to be used in the import process. This sup group should be empty and ready to receive the imported property information.

Note:  Any properties that have not been matched to existing property records will be created as new property records.


Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data.

    The Appraisal Import List window is displayed.

  2. Right click on the run and then choose Merge Imported Data.

    Another Appraisal Import List window is displayed stating that the Data will be Merged. Select Next.

  3. To overwrite your system’s mortgage data with mortgage data from the appraisal district, select Include Mortgage.

    certadi5


    Important 

    Before using this option, confirm that the importing CAD maintains up-to-date mortgage data.

    This option adds mortgage codes to properties as coded by the CAD. However, it can also remove existing codes from the collections database if the CAD does not maintain mortgage coding for properties. In addition, mortgage companies coded by the importing CAD are added to the list of mortgage companies in the collections database.


    Click Next.

    The merge summary screen is displayed.


    Note:  Shared system types only: If your home CAD has certified their values, the merge process will prompt for a supplement group.

    If you share your database with your home CAD, the following screens will display. If you do not share a database, continue to step 6 below.


    certadi6

    • Supplement Group – Use one of the options NewPending, or Available to select the supplement group.

    Note:  Use New when merging the import for the first time. Use Available only if re-importing a supplement group.


    • Supplement Code – Select the code identifying the reason for the supplement. The code is assigned to all properties in the supplement group.
    • Supplement Reason – Enter text describing the reason for the supplement.

      Note:  In the Supplement Reason field we recommend entering the Run ID, name of the importing CAD, Certified Year, and CAD name.


    1. Click Next.

    The merge summary screen is displayed.

  4. View the summary information. Then click Finish.

Result

The appraisal district’s data is merged into the database.

1.16.Step 15- Balancing Totals #

Purpose

Use this procedure to balance totals after merging appraisal data.


Important   To successfully complete this procedure, make sure that all values balance as required. If you encounter issues in balancing the values, contact Harris Govern Client Services.


Procedure

  1. Choose File > Import > Appraisal Data.

    The Appraisal Import List is displayed.

  2. Select the run ID, right-click and select Print Totals.
  3. In the Print Adjusted Certified Totals dialog box, the Print by Query box will be checked.
  4. Confirm the entities that are in the Selected Entities box.
  5. Under Print options, select Print Grand Totals.

    NOTE:  For Standalone Systems, on the query listed, add the following line to the end of the query: and prop_val_yr = XXXX. The XXXX should be the current tax year.


  6. Click Verify Query to check the syntax of the query.

    The # of Properties box is populated.

  7. Print the totals. If you are unable to see the Print tab, press the Tab key three times to print the totals. Press it twice to preview the totals.

    Note:  We recommend that you manually note at the top of the totals that they were printed at the tax office.


  8. Verify that after the merge the totals balance. If you have imported form a TA CAD, balance these totals to the Transfer Tape Totals from the CAD and the Import Report. If your CAD has a different vendor other than the TA, you will balance those totals to the total they sent you.
  9. If the totals do not balance, contact Harris Govern Client Services.

    Import_Appraisal_cert-Certified ImportTotals_hand-note2

    The Totals report shown below is an example from a CAD whose software vendor is Harris Govern. The appearance of Certified Totals may vary depending on the Importing CAD’s software.

    Import, Appraisal, Cert. Certified ImportTotals, hand-note, cad

1.17.Step 16 - Accepting a Supplement Group #

Purpose

Shared System Types  The import process required you to use a supplement group on the Step Merging Imported Appraisal data.  Before Shared Systems are able to continue the following procedures must be performed.

All Other System Types The import process did not required you to use a supplement group on the Step Merging Imported Appraisal data.  Due to this you do not have to perform the steps listed below.  Continue to Step 15 Balancing Totals.

Procedure

  1. In PACS Collections, choose Activities > Assessment > Supplement Functions > Supplement Group Maintenance.
  2. In the Supplement Group List, highlight the supplement group, right-click and choose Details.
  3. In the Supplement Group List dialog box, change Status from Coding to Locked.

    Certified Appraisal Import, Accept Supp, Group Status, 001

  4. Click OK to close the dialog box.
  5. Next, in the Supplement Group List, highlight the supplement group, right-click and choose Accept Supplement Group.

    The Supplement Group Accept Wizard is displayed.

  6. Select the supplement group to accept.

    Note:  If the Accepted Status option is not available, check if any of the prior supplement groups do not have a status of Accepted. All prior supplement groups must have been accepted; otherwise, you will not be able to choose Accepted.


  7. Then, click Finish.

    A message indicating freeze ceiling processing is displayed.

  8. You are prompted to acknowledge that the system has accepted the supplement group. Click OK.

1.18.Step 17 - Run Monitor for Non-Imported CAD Properties #

Purpose

Run the following monitor to see if any properties need to be removed within PACS Collections for the current tax year. This checks for properties that were deleted and should not appear on the current year roll.

Procedure

  1. Select the monitors Icon.
  2. Right click on the monitor named Non-Imported CAD Props to DELETE by Year by Run_id
  3. Select the Option to “Edit Query Details”  this will open the Edit Monitor box.
  4. The first line will read {call MonitorNonInportedCADPropsToDelete (2018)}.  Change the year to the current tax year you are working on. by typing over the year.   Be sure to only change the year and not other information.
  5. Select Verify Query. A message should return that states Syntax Check Successful. Select Ok, then select Ok a second time.  This will take you back out to the PACS Monitors Listing.     (If that message Syntax Check Successful does not appear, then the first line will need to be reviewed to see if any other changes other than the year were made).
  6. To Run the monitor by double clicking on the name “Non-Imported CAD Props to DELETE by Year by Run_id”
  7. A box will display.   If any properties are listed on the monitor screen, update your Team Support ticket so the properties can be set as deleted properties.   If no properties are displayed, you can continue.
  8. This step needs to be repeated for each import that is performed on your system.

1.19.Step 18-Balancing Adjusted Certified Totals #

Purpose

All clients, (All system types) will use this procedure to balance imported appraisal data.  This includes clients that were required to accept a supplement group after the merge and it includes those who did not have to create a supplement group.

This step confirms that the appraisal import imported the value accurate and the values balance.


Important   Be sure that all values have been updated and are currently in balance. If you encounter issues in balancing the values, contact Harris Govern Client Services.


Prerequisites

You must have the user right Supplement Administrator assigned to your user ID.

Procedure

  1. In PACS Collections, choose Activities> Assessment > Supplement Functions > Supplement Group Maintenance. Right-click on any supplement group and choose Details.

    Note:  All prior supplement groups must have been accepted; otherwise, you will not be able to choose Accepted.


    Click Print Totals.

    • Step 18-continued

      The Print Adjusted Certified Totals dialog box is displayed.

  2. Select the required Year from the drop-down list. If the current year does not display in the drop-down list, contact Harris Govern Support to enable the option.
  3. Select the As of Supp # from the drop-down list.
    • If you were required to create/accept a supplement group when importing select the supplement number that was created.
    • If you did not have to create/accept a supplement group run the totals as of supplement number 0
  4. Select Print by Query.
  5. Select the entities.

    Note:  Balance totals for each year, and for each entity that you collect for.  If you import for multiple CAD’s write the CAD name on top of the totals page.  Keep these totals.  They will be used to balance overall to a grand total after all imports are complete.


  6. Select Print Grand Totals.
  7. In the Query field, type the following:

    select prop_id from property_val where cad_id = XXXXX and prop_val_yr = YYYY

    • In your query, let XXXXX = the entity_id for the importing cad, and YYYY = the year displayed in the Year field of the Print Adjusted Certified Totals dialog box. Locate the importing CADs entity code by choosing File > Open > Entities and locating the ID column of the Entity List.
    • Select the Verify Query Tab.  The #properties box should then be populated.
    • Select Print

      Note:  In a few instances, the query may be different than the one displayed above. If Harris Govern provided you with a different query, use it.


Step 18-6. continued

  • A) Generate totals for each importing CAD by using a query: Generate totals for each importing CAD using the steps above and balance their totals to yours. After you have balanced individual totals, generate a final total by summing the totals to each shared entity.
  • B) Generate final totals without using a query: To generate an overall, final total, follow the procedure above. However, instead of choosing Print by Query, select the desired entity by using the arrows to move entity codes from the Available Entities list to the Selected Entities List and do not check the Print by Query box.
    • If you are a shared system-type: This will generate a grand total for the entity which will balance back to each individual total that was generated for each importing CAD plus the totals from the CAD that you share a database with.
    • If you are not a shared system-type, but have performed multiple imports: This will generate a grand total for the entity, which will balance back to each individual total that was generated for each importing CAD.
    • Keep the Certified Totals and Supplemental Totals that balance. These Totals are used during the levy procedures to compare the values to the levy totals.
  • C) If supplements are made at the CAD and sent to your office before tax rates are set, and after the certified import has been completed: you can import them into your system using the supplemental appraisal data import procedures guide. You do not have to wait till after the Levy Roll and Tax Statements Procedure has been completed.

1)The Levy totals will reflect the values on the last adjusted certified totals supplemented into your system.

2) When importing supplements during this time frame, after you accept the supplement group you will still need to perform the create bills step, even though there are not any new year bills on the system. The supplement groups will need to have a status of “Bills Created”

If you are a Standalone or Non-shared system and you are currently in the process of manually entering in the certified values for one of your CAD’s. When you manually enter in values, Harris Govern Support has to change the year that is in your system to the upcoming tax year. You would need to wait until after you have completed manually entering and balancing all values and Harris Govern Customer support has set your year back to the current year before you select the option to create bills for any groups.

1.20.Maintaining an Appraisal Data Import Log #

Purpose

Use this procedure to create a log for tracking imports into PACS Collections, and to record matches between CAD and tax office supplement groups. Both supplemental imports and the certified imports should be recorded on the same log.

Tip 

  • For Certified Imports: This log will allow you to track when the certified data was imported into the system, and whether it was imported as of certified values or if a supplement was included in the import.
  • For Supplemental Imports: This log will prove helpful if, for example, a CAD system uses supplement numbers and supplement group numbers that do not match the numbers in your tax office’s system. When discussing a property with the CAD office, the CAD may have the property in group 26, as displayed in line 1 of the example below, while your tax office system uses group 203. This log allows you to identify the property’s correct supplement group in the CAD system. If you require more information about that property, you can reference the correct supplement group when conferring with the CAD.
    • This log can also help you track what has been imported, and determine what to import next.

Procedure

  • Refer to the example below and create a log that allows you to track imports and supplement groups. The log can be created manually or by using spreadsheet or word processing software on your machine.

    Import Appraisal, Supp Log 2


Note: Supplement groups with multiple years can be listed as shown in Run ID 34 of the example.


  • Add a line item to the supplemental appraisal import log showing the certified import as in the case of Run ID 25, 27 and 28 listed above. For manual imports, record that the certified import was entered manually.

Important  The Certified Appraisal Import is complete after all totals have been balanced.


 

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