1.General Overview of PACS Collections
This document is an overview of the general capabilities and operation of PACS Collections, a Windows-based, database-driven application that manages collections tasks common to Texas collections offices, including:
- Property record management
- Database interface
- Data Imports and Exports
- Data verification and reporting
- State submissions
- Billing, Levy, and Tax Statement Generation
- Payment Processing
3.Searching for Records
For help locating a particular record in your PACS database, you may search for records using any number of criteria. Sometimes, the search criteria may find only one record matching it. In those cases, the system immediately displays the maintenance window for that record. For example, Property ID is a unique, system-generated identifier associated with each owner in PACS. If you search for an owner and enter the Property ID as the selection criterion, the system immediately displays the taxpayer record if that Property ID was valid in your database.
Other searches may result in multiple matches. In those searches, the system displays a window listing all matches with summary information. You may then scroll through the list of matches to select the record you need. Highlight the appropriate record then click your left mouse button twice in rapid succession to view the maintenance window for that record.
There may be times when you attempt a search with multiple criteria that result in no matches. The system displays an empty window with the message that no matches were found. You may want to try the search again, specifying fewer selection criteria in the search window.
5.Code File Maintenance
Code files are used to describe and track various records or aspects of records. For example, some codes may classify a groups of properties and be used in a property group code report, or identify a type of fee and be used in a fee statement report.
To maintain code files, select Tools > Code File Maintenance. PACS Collections features the following categories of code files:
- Credit Card
5.1.Maintaining Account Type Codes
Account codes may be maintained in either PACS Appraisal or PACS Collections. The accounts code file maintenance menu features five code files:
- Address Type – PACS allows multiple addresses for a property; this code labels various address types (mailing, physical, billing).
- Country – This code defines the country code for the address being entered on a property record.
- Mail Type – This code defines types of mail that may be sent to a property owner, agent or attorney, such as sales letters, appraisal notices, tax statements, etc. This code is used by the events tracking module to record various types of correspondence sent in reference to a property.
- Mail Return Type – This code defines reasons mail was returned, such as forwarding order expired, bad address, etc. This code is used for the undeliverable mail tracking module.
- Phone Type – PACS allows multiple phone numbers for a property. This code defines the various types of phone numbers (home, business, cellular, or pager).
- Account Group Codes – Accounts can be grouped into the following types
- Mortgage Company
- Tax Server
Note: You can create multiple account groups of the same type.
5.2.Maintaining Credit Card Type Codes
Credit card type codes are used in PACS Collections when processing payments. Maintain and use the following two codes related credit cards:
- Credit Card Type – Types often name credit providing companies such as Mastercard, Visa, or Discover.
- Credit Card Charge – Credit card charge (or fee) codes are associated with a credit card type. Then a maximum fee or percentage of the total charge can be specified on the code.
5.3.Maintaining General Collections Codes
The following codes are included under the Tools > Code Files > General menu option:
- Ag Rollback Status Codes – These codes may comment on the status of a rollback, whether it is estimated, initiated, or completed.
- Bill Adjustment Codes – Bills may be adjusted for many reasons. Often, Bill Adjustment Codes identify these reasons. For example: Judgment, Partial Dismissal, or Supplemental Changes. For more information, see Setting Up Bill Adjustment Codes.
- Building Permit Codes – These codes may identify the status of a permit, or describe the work being done. These code files are associated with property type.
- Change Reason Codes – Change Reason Codes are often used to indicate the reason an address has changed, such as Name Correction or CASS Certification.
- Event Type Codes – These codes are associated with an account type and can be used to mark specific events or changes that affect an accounts status. These codes may describe such activities as when a letter has been sent, a lien released, or an application received.
- Fee Types – When a fee is assessed, you must select a Fee Type Code that identifies the fee reason. Fees can be tracked in reports, as well. For more information, see Setting Up Fee Type Codes.
- Neighborhood Codes – Neighborhood Codes may include more data than many of the other fees used in PACS Collections, including the year the code applies, reappraisal and life cycle status, and comments on adjustment factors used in valuing the neighborhood.
- Property Group Codes – Properties can be grouped by similarities using property group codes. These codes are very flexible, and may be used to track properties that, for example, are included in a survey, are being subjected to exemption status reviews, or have undeliverable addresses.
- Region Codes – Region Codes can be assigned a percentage and describe wider areas.
- Reports – Reports are contained in a system folder and are mostly maintained by True Automation.
- SIC Codes – These are industry classifications and have been replaced by NAICS. They describe or name an industry.
- State Codes – State codes are applied to properties for various state reporting purposes. The list of codes must be obtained from the state.
- Subdivision Codes – Subdivision Codes are similar to Neighborhood Codes, but must be identified as either an Abstract, Subdivision, Mobile Home, or Condo. Like Neighborhood Codes, Subdivision codes can be assigned Land and Improvement percentages and are associated with a year.
- Supplemental Codes – These codes are most often used to describe the purpose of a supplement group. Supplement groups can be created to fix errors, add exemptions or record ownership changes after the fact, for example.
5.4.Setting Up Litigation Codes
Use this procedure to set up the following litigation codes:
- Bankruptcy Status – Specifies the type of litigation. You can also use this code to indicate that litigation has been initiated (for example
SFfor suit filed). Examples include:
SFfor suit filed
SSfor sheriff sale
- Jury Type – Identifies the type of jury when litigation goes to court. You can also set up a code such as
NJto indicate that there was no jury.
- Litigation Status – Identifies the progress of litigation. Examples include:
AJfor abstract of judgment
BKfor bank closed
INJfor intervention judgment
NTSfor next tax sale
ROJfor release of judgment
SFfor suit filed
SFDfor suit dismissed
TSfor tax sale
- Event Type -Tracks events, such as an owner calling to make an inquiry on a particular date. Other examples of events that can be tracked include:
O– Opening of a record
C– Closing of litigation
D– Discharging litigation
DIS– Dismissing litigation
Note: The codes described above are examples only. You can create your own codes as required.
The user right Lawsuit – Manage Codes is assigned to your user ID.
- In PACS Collections, choose Tools > Code File Maintenance > Litigation. Then select one of the litigation codes described above:
The dialog box for the code is displayed.
- Click New.
The Code Properties dialog box is displayed.
- Enter a code and description. Then click OK.
- If required, use the following options:
- To review an existing code, select the code and click Details.
- To remove an existing code, select the code and click Remove.
- Repeat this procedure as required to set up the various litigation codes.
6.Tax Certificate Processing
Section 31.08. of the Texas Property Tax Code states that “At the request of any person, a collector for a taxing unit shall issue a certificate showing the amount of delinquent taxes, penalties, interest, and any known costs and expenses under Section 33.48 due the unit on a property according to the unit’s current tax records.Use the following procedure to issue tax certificates.”
Use the following procedure to generate a property’s tax certificate.
- In PACS Collections, open the property and click the Fees-Tax Cert tab.
- In the Tax Certificates section, click New.
The Tax Certificate Wizard dialog box is displayed.
- Select the person who is responsible for paying the tax certificate fee using one of the following options:
- Click Quick Search to enter an Account ID.
- Click Search to use the account search dialogs to identify an account.
- Click New to create a new taxpayer, mortgage company, agent, or attorney account.
- Click Next.
- Enter a reference number and comment for your records, if needed. Then select the Effective Date.
Note: The Effective Date is used to calculate the penalty and interest for the tax certificate.
- Click Next.
All entities associated with the property are displayed in the Tax Certificate Wizard.
- The entities listed in the left-hand box are the property’s entities that your office collects. If you do not want any of the listed entities included on the tax certificate, you may highlight them and click Remove. These entities also receive the fee for this tax certificate.
- If any entities are listed in the right-hand box, bills exist for those entities but the entities are not on the property. If those bills are not to be included in the tax certificate, highlight the entities and select Remove.
- If you would like to print more than one copy of the certificate, enter the required number in the Copies field.
- The default fee is displayed. To modify the fee associated with this tax certificate, select the Override option and enter the required value.
- Click Finish to assess the fee and generate the tax certificate.
The Payment Cart displays.
Post payment for the tax certificate fee, remove the fee, or exit the Payment Cart to process the payment later. For more information about post payments for fees, see Processing Fee Payments.