1.Checklist #

The tasks involved in mortgage payment processing are shown below. If you are viewing this document online, click the links below to go directly to the relevant section.

Task

Title

1

Importing Property Mortgage Associations

 

2

Exporting the Mortgage Bills

 

3

Importing the Mortgage Payment File

 

2.Overview #

Use mortgage payment processing procedures to:

  • Import property record data from mortgage companies.
  • Export tax due information to mortgage companies.
  • Import tax payments from mortgage companies.

3.Importing Property Mortgage Associations #

Purpose

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.

Prerequisites

Each mortgage company record must contain the relevant lender number on the Comments/Codes tab. The lender number, however, does not need to match the mortgage company number.

Procedure

  1. In either PACS Appraisal or PACS Collections, choose File > Import > Property Mortgage Associations.

    The Process Property Mortgage Associations dialog box is displayed.

    MortgagePayment_ImportAssn

  2. Review the file format and then click Next.

    Another Process Property Mortgage Associations dialog box is displayed.

  3. Select the file to be imported and confirm the layout of the data with the following steps:
    1. Click Open File to select the file to be imported.
    2. Verify that the data is parsed correctly.

      Caution   If data rolls over incorrectly to the next heading, stop. Do not proceed with the import because you will not receive results. Contact Harris Govern Client Services for assistance.


    3. In preparation for the Step 4, note whether the data is displayed in the Prop ID column or the Geo ID column. Then click Next.

      Another Process Property Mortgage Associations dialog box is displayed.

  4. Complete the following options as required and then click Next.
    1. Please specify the mapping key section

      Note:  If in Step 3 data was displayed in the Prop ID column but not the Geo ID column, select Property ID. If data was displayed in the Geo ID column but not the Prop ID column, select Geo ID.


    2. Please specify the execution mode section
      • Test – Select Test to carry out a test execution before carrying out a production execution.

      Another Process Property Mortgage Associations dialog box is displayed.

  5. To begin the test import of the property mortgage associations, click Start. After the test import, click Next to see the results.

    Another Process Property Mortgage Associations dialog box is displayed.

  6. View the reports with the following options as required:
    • 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.
  7. Click Finish. Then repeat Steps 1 to 3.
  8. 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.

    MortPmnt_Production

    The Process Property Mortgage Associations dialog box with the Start button is displayed.


    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 re-submit all of the properties.


  9. When you are ready to proceed, click Start. After the import, click Next.
  10. Review the summary and details reports.

    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.)


  11. When you are ready to insert the mortgage companies included on the file, click Update. Then click Finish.

Result

Mortgage company information is added to each property record under the Mtg-Permits tab.

It is now possible to send tax bills to the mortgage company in addition to or in place of the taxpayer.

Troubleshooting

To code properties manually that were not matched, do the following:

  1. Open the property and click the Mtg-Permits tab.
  2. In the Mortgage section, click New.

    The Mortgage Account dialog box is displayed.

  3. Select the lender from the drop-down list, and if available, enter the account number. Then click OK.

Next Steps

After your office has finished the levy process, complete the Exporting the Mortgage Bills procedure.

4.Exporting the Mortgage Bills #

Purpose

Use this procedure to export data specifying the taxes due for the properties that the mortgage company is responsible for.

Prerequisites

The levy process has been completed.

Procedure

  1. In PACS Collections, choose File > Export > Mortgage Billing.

    The Export Mortgage Billing Information dialog box is displayed.

    MortPmt_04Export

  2. Complete activities 1-3 described on the dialog box. For activity 1, review the following options:
    • Mortgage Company – This option selects only properties that are coded with the specified mortgage company.
    • Mortgage Tax Server – This option selects only properties that are associated with the selected tax server.
    • All Property with bills – This option selects all properties with tax bills for the year selected. (This is typically what mortgage companies look for after levy.)

    Note:  In activity 3, click the […] button to specify a file path and name for the export file.


  3. Click Export Info.

    When the export is complete, the PACS Export dialog box is displayed.

    MortPmnt_ExportComplete

  4. Click OK.
  5. In the Export Mortgage Billing Information section, text is displayed indicating that the mortgage billing information has been exported and generated.

    MortPmnt_ExportComplete

Result

The system creates two separate files: the summary file (which you can view by clicking View Summary) and the file that you named and saved in the Select a filename for the Mortgage Billing Export output section.

The file that you named and saved in the Select a filename for the Mortgage Billing Export output section is what you need to send to the mortgage company. You can send the file to all companies that request this information.


Note:  If you selected All Property with bills, PACS automatically names the file property_2018.


 

5.Importing the Mortgage Payment File #

Purpose

Use this procedure to:

  • Import data from the mortgage company specifying the lenders who have paid their taxes and the amount paid.
  • Post the payment provided by the mortgage company.

Prerequisites

The levy process has been completed.

Procedure

  1. In PACS Collections, choose File > Import > Mortgage Payment File.

    The Import Mortgage Payment Information dialog box is displayed.

    MortPmnt_07Import

  2. Select the file and the mapping key. Then click Import Info.
  3. Click View Imports.

    The Mortgage Payment Run List is displayed with a property count of zero.

  4. Close the Import Mortgage Payment Information dialog box.
  5. On the Mortgage Payment Run List, right-click on the new run and select Prepare Mortgage Run to update the property counts and populate the amount to be paid.
  6. You are prompted to acknowledge that this process will find the actual amount due for each property the mortgage company wants to pay. Click OK.
  7. You are prompted to acknowledge that the mortgage payment run information has been updated. Click OK.
  8. Right-click the run again and select Pay Mortgage Run.
  9. Right-click the run and choose Pay Mortgage Run.

    The Mortgage Payment dialog box is displayed.

    MortPmnt_08Post

  10. Click Post to post the accepted properties.

    The Post Mortgage Run Payment dialog box is displayed.

    MortPmnt_08PostMortRun

  11. We recommend creating a new batch with the following steps:
    1. Click Change Batch.

      The Select Batch dialog box is displayed.

    2. Click New to display the Batch dialog box and enter details for the new batch.
  12. Click Change Paid By to specify the mortgage company that is making the payment.
  13. In the Check Amount field, enter the amount of the payment to be posted.
  14. Click Post.
  15. To review reports, right-click the run and choose Print. Then choose either Mortgage Company Accepted Report or Mortgage Company Rejected Report to review the reports as required.

    Note:  It is common to have items on the Rejected report because of adjustments. The Rejected report lists taxpayers for which the exact amount due has not been paid.


Result

All properties on the Mortgage Company Accepted Report are posted. All properties on the Mortgage Company Rejected Report need to be posted by hand.

Next Steps

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.

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