The purpose of rendition penalty processing is to create the rendition penalty bills for those properties the CAD has declared should receive a rendition penalty due to late or non-filing of business personal property renditions.
The tasks involved in Collections Rendition Processing are shown below. If you are viewing this file electronically, click the links below to go directly to the relevant section.
Importing Data for Rendition Processing
Setting the CAD Fee Percentage
Mapping Imported Entities to BPP Entities
Undoing the Creation of Bills
2.Before You Begin
Before you begin carrying out activities for collections rendition penalty processing, verify that the following user rights have been set up for your ID:
- Create Personal Property Rendition Penalty
- Import Personal Property Rendition Penalties
3.Step 1 - Importing Data
If you share a database with a CAD, this procedure is required; use it to import the CAD’s rendition data.
If you do not share a database with a CAD, you can skip the import step and proceed to the next step of Setting the CAD Fee Percentage.
Note: There are two ways to import rendition penalty information before creating rendition penalty bills: (1) Tax offices who share databases with the CAD can import the rendition penalty information from the CAD by going through the process in Task 1 and/or (2) Tax offices can import rendition penalty information from external CADs through the appraisal data import process. If the external CADs set the penalties in their system prior to exporting the files to the tax office, the penalty information would then transfer through the Appraisal Data Import process.
Currently, only CADs using True Automation software are sending rendition penalty information. You must manually create rendition penalty bills for other external CADs who do not use True Automation software.
Collections offices perform Rendition Processing once a year during levy procedures. Before you begin, verify that the following have occurred:
- For shared sites, the most current year is certified and the CAD has set the rendition penalties
- You have received all appraisal data imports from external CADs for the most current certified/levy year
- You have balanced all appraisal data imports
- You have updated the correct tax rates for the new levy year, and created the regular entity bills for levy
To perform this activity, you need the following user rights:
- Create Personal Property Rendition Penalty Bills
- Import Personal Property Rendition Penalty Data
For information about setting up user rights, see the User Rights User Guide.
Note: For Shared Systems Types only. If you are not a shared system type continue to Step 2.
- Choose Activities > Assessment > Levy Functions > Rendition Processing > Import Data.
The Import Rendition Penalty dialog box is displayed.
- Select the year associated with the rendition penalty and the CAD you share databases with.
You will receive one of the following messages. Based on the message you receive perform the steps listed below.
a) If you receive the following message that importing is not necessary,
select OK, even though this message is displayed this step was still necessary in order to update internal information. You can now continue to Step 2 – Setting CAD Fee Percentages..
b) If you receive the following message that an export path must be specified,
select OK you will be taken back to the Import Rendition Penalty Box
Select Cancel. This will close out the Import Rendition Penalty Box.
b2) In order for you to complete this step you will need to create a text file as described in the steps below
On the desktop of your computer open Notepad
A page will open with a heading of Untitled – Notepad
Do not type anything in the blank notepad area and do not return.
Select File/Save As
Under “Filename” key in the name of Test. Once you have typed in the name then click on the Save tab.
You will then be returned back to the blank note pad text page. Close the page by selecting the ‘X’ in the top right hand corner of the document.
b3) Choose Activities>Assessment>Levy Functions>Rendition Process> Import Data. The Import Rendition Penalty Box is displayed.
ii. Select the Year associated with the rendition penalty and the Cad you share database with
iii. On the import path browse out to the location where you created the blank text file .
Note: The system will not accept a file path beginning with a drive letter (for example, C: or D:)
iv. Select Import. After the import is complete the following message will display.
4.Step 2 - Setting the CAD Fee Percentage
Use this procedure to set the percentage of the fee for the rendition penalty for all CADs that send you rendition penalty information. While the law allows a CAD to collect an amount up to 5%, the percentage lowered with this procedure. The Rendition Penalty – CAD Percentage dialog box used in this procedure is the only location in which the percentage is set. This percentage applies to all CADs.
For example, a tax office could use this activity if it does not want to collect the fee for the CAD, or wants to collect a different amount.
- Choose Activities > Assessment > Levy Functions > Rendition Processing > Set CAD Fee Percentage.
The Rendition Penalty – CAD Percentage dialog box is displayed. If you have performed the rendition process in the past the penalty amount will already be set. Confirm the amount that is listed.
- Enter the percentage of the fee for the rendition penalty, or if the amount that is listed is accurate. Click OK.
5.Step 3 - Mapping Imported Entities to BPP Entities
Use this activity to map new or imported entities to the BPP entities in PACS Collections. The BPP entities separate the penalty collections from the regular tax collections.
If you have created entities through File > New > Entity, you must select the Rendition Penalty Collection Entity option in the New Entity dialog box to make the entity eligible for mapping.
If you have performed this step in the past the entities will not need to be mapped, however you will need to confirm that the mappings are accurate.
- Choose Activities > Assessment > Levy Functions > Rendition Processing > Map Entities.
The Map Imported Entities dialog box is displayed.
The Import Entity is the Non BPP Entity Code.
The Rendition Penalty Collection Entity is the BP entity code that matches the Imported Entity. There should only be one Rendition Penalty Collection Entity linked to an imported entity.
The CAD Fee Entity is to be entered if you collection the CAD’s portion of the BP Penalty. If you do not collection the CADS BPP Penalty portion then a CAD Fee Entity Code should not be listed. If you DO collect the CADS’ BPP Penalty portion then the CAD should be displayed here.
Note: If you do not see entities in the Imported Entity column or if an entity is missing, contact TA support.
The Imported Entity list is CAD-specific. Selecting different CAD’s from the CAD drop-down list displays the entities applicable to that CAD.
To Map New Entities for the first time or if you find that you need to map an entity that was not listed in previous years perform steps 2 – 5 that are listed below.
If all entities are already mapped and are accurate you can skip to Step 3 for Calculating Penalties.
- To map new entities from the Imported Entity column, select the imported entity that you want to map a BPP entity to, and then click Details.
The Entity Mapping for Imported Entity dialog box is displayed.
- To map an imported entity to an existing BPP entity:
- From the Map to selected Rendition Penalty Collection Entity drop-down list, select an existing BPP entity.
- Verify that the entity displayed in the CAD Fee Entity field is the CAD that you are mapping the rendition penalties for and click OK.
- To create a new BPP entity and map an imported entity to it:
- Click New Entity and enter data for the new entity record as required. Click OK.
After you finish creating the entity, the Entity Mapping for Imported Entity dialog box is displayed with the newly-created entity displayed in the Map to selected Rendition Penalty Collection Entity field.
Important If you do not create the rendition penalty entity through this menu option and instead choose to create it through File > New > Entity, you must select the Rendition Penalty Collection Entity option in the New Entity dialog box to make the entity eligible for mapping.
- Click New Entity and enter data for the new entity record as required. Click OK.
For each CAD that you import rendition penalty information from, there is a mapping between the imported entity and the BPP entity you selected or created.
6.Step 4 - Calculating Penalties
Use this activity to calculate personal property rendition penalties for all properties in a particular year.
- Levy bills have been created.
- Rendition penalties have been imported.
- The CAD fee percentage has been set.
- Choose Activities > Assessment > Levy Functions > Rendition Processing > Calculation Penalties.
The Calculate Rendition Penalties dialog box is displayed.
- Enter the year and the CAD you wish to calculate the rendition penalties for.
Note: You can calculate the penalties for (1) each CAD you import appraisal data information from that uses Harris Govern software and (2) any CAD you share a database with, if applicable.
If rendition penalty tax bills have already been created for a particular year, that year will not be available in the Year drop-down list.
- Click Calculate.
A message is displayed indicating that the system is calculating the penalties.
Another message is displayed indicating that the calculation for the specified year is complete.
7.Step 5 - Creating Bills
Use this activity to create rendition penalty bills for the BPP entities mapped to the import entities. This activity allows you to:
- Report BPP Penalty collections on separate pages of the Collections Activity Reports.
- Itemize the BPP penalty separately from the regular taxes on tax statements, letters, and delinquent notices.
- Regular levy entity bills have been created.
- All regular entities have been mapped to rendition penalty entities.
- All rendition penalties have been imported and calculated.
- edit/run monitor
- Choose Activities > Assessment > Levy Functions > Rendition Processing > Create Bills.
The Create Rendition Penalty Bills dialog box is displayed.
- Select the year to create bills for.
Tip If a CAD is missing from the CAD drop-down list, you have not imported, mapped or calculated rendition penalties for that CAD yet. See the Checklist for a list of steps.
Note: The years available to select from are limited to the years that have had the penalty calculated but have not had BPP bills created.
- Click Create Bills.
A message is displayed indicating that the system is creating rendition penalty bills.
Another message is displayed indicating that the rendition penalty bills have been created for the year you selected.
- Confirm what bills have been created for the BPP Entities. Run the monitor named BPP Rendition Bills Created For Levy. You will need to change the year within the monitor to the current year (right click>edit query>change year). Once this monitor is displayed it will show the number of bills that were created for each rendition entity. If you find that not all entities had bills created contact TA Support for further assistance.
Note: The system creates bills in a very short period time; usually the process takes only a few minutes.
- Bills have now been created within the system. To verify that the new bills have the correct owner association, choose File > Open > Monitors and run the BPP Multi Owner Bill by Yr monitor. If the monitor returns results, contact TA Support for help. If the monitor returns no results, and you are performing levy, proceed to Setting Up Levy Entity Groups for tax statement creation.
If you missed a step in the Collections Rendition Penalty Processing guide, and need to uncreate the rendition penalty bills for any reason, run the
Rendition Penalty Multi Owner Bill by Year monitor after the rendition penalty bills are created and prior to creating the tax statements for that year.
If you realize that a mistake was made during the creation of bills (for example, if an entity was mapped incorrectly), you can choose to undo the creation of the bills. For information about undoing the creation of bills, Undoing the Creation of Bills.
8.Step 6 - Undoing the Creation of Bills
Use this activity if a mistake was made during the creation of bills (for example, if an entity was mapped incorrectly).
- Choose Activities > Assessment > Levy Functions > Rendition Processing > Undo Create Bills.
The Undo Create Rendition Penalty Bills dialog box is displayed.
Note: Only CAD’s for whom you have created bills are available in the CAD drop-down list.
- Choose the year from the Year drop-down list
- In the CAD drop-down list, choose the CAD you are undoing bill creation for.
- Click Undo Create Bills.
A message is displayed indicating that the tax bills are being deleted.
- Click OK to respond to the prompt that the bills have been deleted.
The system has been cleared of the bills created incorrectly.
You can now correct the issue that caused bills to be incorrect, and recreate BPP bills.