1.Importing Affidavits and Creating REET Applications #

 

Purpose

Use this procedure to import REET affidavits from a text file and create REET applications in PACS from the information imported.

Tip After the import, you can search for REET records (Search > REET) with an Imported status (which you can specify in the REET Status field of the REET Search window).

Prerequisites

  • In order to perform this procedure, the following user rights are required:
    • REET > View REET View Affidavit Data Panel
    • Import > REET Import

Procedure

  1. In PACS 9.0, choose Import > Import REET Recorded Information.
  2. In the Browse Import Folders dialog box, select the Path and File name to import and click OK.

    The affidavit is imported and a REET record is created in the system. The REET record is identified as imported.

  3. Open the REET record. Then open the Affidavit Data panel.

    Caution  If you select Manually Entered REET Data in the next step, the record will be marked permanently as manually edited.

  4. If you need to change or update the data, in the REET Data section, select Manually Entered REET Data. Then choose the following options as required:

    Affidavit Data Panel

    • Partial Sale Indicator

      Indicates that a partial sale is associated with the REET record. This should be marked as indicated on the REET affidavit, and will be contained in the file exported to the Department of Revenue.

    • Continuance Indicator

      Indicates that classification or designation use of the land will be continued on the properties associated with the REET record. This should be marked as indicated on the REET affidavit, and will be contained in the file exported to the Department of Revenue.

    • Historic Indicator

      Indicates that the properties associated with the REET record qualify for and have the historical exemption. (This particular exemption is not added through the exemption wizard, but is tracked as an improvement adjustment.) This should be marked as indicated on the REET affidavit, and will be contained in the file exported to the Department of Revenue.

    • Forestland Indicator

      Indicates that the properties associated with the REET record include forest land. This should be marked as indicated on the REET affidavit, and will be contained in the file exported to the Department of Revenue.

    • Open Space Indicator

      Indicates that the properties associated with the REET record have open space identified. This should be marked as indicated on the REET affidavit, and will be contained in the file exported to the Department of Revenue.

    • Current Use Indicator

      Indicates that current use has been identified on the properties associated with the REET record. This should be marked as indicated on the REET affidavit, and will be contained in the file exported to the Department of Revenue.

    • Agency ID/Code

      The unique identifier from the import.

    • City
  5. To enter property data, in the Property Data section, click Add.

    Note Ensure that you choose the correct year when searching for properties, and that you choose properties in the same tax are and urban growth area (UGA).

  6. To enter buyer or seller information, in the corresponding section, click Add.

    Note The buyer data that you enter does not create a new taxpayer record.

Last updated on June 10, 2021

2.Importing Building Permits #

Purpose

Use this procedure to update existing and import new building permits into PACS.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Import > Import Building Permits

Procedure

  1. In PACS, choose Import > Building Permits.
  2. In the Import Building Permits window, click Add.
  3. Complete the following options as required:

    Import Building Permit Dialog Box

    • Import Type

      The Tidemark Full Permit Import type creates permits on the property records.

      The Tidemark Inspection Update Import type modifies the percentage completions on the worksheet.

    • Worksheet Type

      If Tidemark Inspection Update is selected as the import type, you need to select a worksheet type to import the data into.

    • Import File Path

      The location of the file to be imported.

  4. Click Import.

Next Steps

Use the Building Permit Import Error Report to identify any errors on the import file.

Last updated on June 10, 2021

3.Importing FMS AP #

Purpose

Use this procedure either to import both general and refund disbursements from a financial management system (FMS), or to view details of an existing import.

Procedure

  1. In PACS 9.0, choose Activities > Accounting > AP Import.
  2. In the Imports dialog box, click Add.
  3. The Add AP Import dialog box lists any accounting transactions available for import. Review the following fields in the Disbursement Details grid:
    • Type

      The type of disbursement detail record; D for general disbursements or R for refund disbursements.

    • To

      Who the check was written to.

    • Check #

      The check number returned from the external accounts payable system.

    • Reference

      A user-specified reference, or, for the AP import, the reference from the external accounts payable system.

    • Amount

      The amount of the transaction,or, for the AP import, the amount of the invoice.

    • Previous Status

      The previous status of the disbursement detail record. The previous status is combined with the external system’s status code to determine what action to take as part of this import.

    • FMS Status

      The status from the external system.

    • FMS Date

      The date on which the external system set the current status.

  4. Configure the following options as required:
    • Show all Unimported Disbursement Details
    • Change Batch

      Click to specify a batch other than the default batch.

    • Disbursement Amnt

      The total amount of the disbursements in the import.

    • Refund Amnt

      The amount of the refund or the amount of the refund disbursements.

  5. Click Import.
Last updated on January 5, 2019

4.Importing FMS Vendors #

Purpose

Use this procedure to import all of the vendors and their vendor sites from a financial management system (FMS).

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Accounting Functions > Import Vendors

Procedure

  1. In PACS 9.0 choose Activities > Accounting > Import Vendors.
  2. In the Import Vendors dialog box, in the Enter FMS Mapping Information section, complete the following options as required:

    acc_importVendors_genera

    • View

      The Oracle view to use in loading.

    • Load View

      Click this button to load the view specified in the view field.

    • Vendor ID Field

      The column from the Oracle view to populate the vendor ID field.

    • Vendor Name Field

      The column from the Oracle view to populate the vendor name field.

    • Vendor Number Field

      The column from the Oracle view to populate the vendor number field.

    • Vendor Create Date Field

      The column from the Oracle view to populate the vendor create date field.

    • Vendor Last Update Date Field

      The column from the Oracle view to populate the vendor last update date field.

    • Vendor Site ID Field

      The column from the Oracle view to populate the vendor site ID field.

    • Vendor Site Code Field

      The column from the Oracle view to populate the vendor site code field.

    • Load Vendors

      Click this button to map information to load both the Import Vendors and Deactivate Vendors tables.

  3. In the Vendors section, review the vendors that will be imported into PACS as well as those that will be deactivated as part of the import. Imported vendors are those that do not currently exist in PACS and will therefore be imported. Deactivated vendors are those that exist in PACS but do not exist in your external accounting system and will therefore be deactivated.
  4. Click OK.
Last updated on June 10, 2021

5.Importing and Posting Payments Collected by Third Parties #

Purpose

Use this procedure to import electronic payment records collected by external sources such as a mortgage companies, a Web payment processor, or a remittance center, and post these payments in the system.

Caution  Do not modify bills or run the supplement Create Bills process while mortgage company payments and mailed-in payments are being processed in large quantities, or while running the Payment Import Prepare Run process. If you do so, your bill amounts will not match the incoming payment amounts.

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your user ID:
    • Import > Payment Import

Procedure

  1. In PACS 9.0, choose Import > Import Payment Run.
  2. 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.

    Payment Import, 002

  3. If the import type is Mortgage-type import, choose either the One Payment per Statement option or Single Payment option.

    Note

    For Mortgage-type imports, Single Payment is the traditional method allowing one or more properties’ taxes to be paid from a mortgage company’s credit.

    For all payment run types other than Mortgage payment runs, amounts due are calculated using the payment’s settlement date. When the settlement date is NULL, the run update date is used; mortgage payment runs, however, always use the run update date to calculate amounts due.

  4. Click the ellipsis to select the payment file and import the payment information.
  5. Click Import Info to begin processing the import.
  6. Click Close to complete the import.
Last updated on June 10, 2021

6.Importing Property Mortgage Associations #

Purpose

Use this procedure to import property mortgage associations for which a mortgage company is responsible. Your office will then use the imported data to request tax payments from the mortgage company for the properties.

Prerequisites

  • In order to perform this procedure, the following user rights are required:
    • Import > Property Mortgage Associations

Procedure

  1. In PACS 9.0, choose Import > Property Mortgage Association.
  2. Review the file format and then click Next.
  3. In the Property Mortgage Associations dialog box, click Browse to select the file to be imported.
  4. Select a value from the Assign Taxserver drop-down list. This taxserver will be assigned to all accounts in the import file. This field can be null and will default to None. If left blank, you will receive a warning indicating that the current taxserver for the accounts will be reset.
  5. Review the grid to confirm that the data is parsed correctly. If data rolls over incorrectly to the next heading, stop and contact True Automation Client Services for assistance.
  6. Click Next.
  7. Complete the following options as required and then click Next.
    1. Specify a mapping key.
    2. Specify what you are going to match on.
      • Property ID

        The property identification number (ID) for the property.

      • Geo ID

        The geographical ID of the property.

    3. Specify one of the following execution modes:
      • Test – Select to carry out a test execution before carrying out a production execution.
      • Production – Select to import the actual data on the accounts.
    4. Specify one of the following update types:
      • Complete – All records for the mortgage company will be processed.
      • Partial – Only the records in the file will be processed.
  8. Click Next.
  9. To begin the import of the property mortgage associations, click Start. Click Next to see the results.
  10. 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.
  11. Click Finish to complete the import.

    Note If you imported in test mode, then you will need to rerun steps 1 to 7 in production mode.

Last updated on January 5, 2019

7.Importing NCOA Files #

Purpose

Use this procedure to import National Change of Address (NCOA) files provided by your vendor. These files document owner address changes that, once imported, can be recorded in PACS.

Prerequisites

  • To execute the initial import, the Import > Import NCOA user right is assigned to your ID.
  • To finalize address changes in the database, the Import > Import NCOA > Update NCOA user right is assigned to your ID.

Procedure

  1. In PACS 9.0, choose Imports > NCOA,.
  2. In the NCOA Import Listwindow, choose from the following options as needed.

    NCOA_Import_9034x_01

    • To begin processing a new import run, click Add and do the following:
    1. In the NCOA Mailing Address File dialog box, click Browse to locate and select the import file.
    2. Select the name of vendor who provided the import file from the Vendor drop-down list.
    3. Click Process.
    • To set all the address changes to Pending status, highlight the subject import ans click Process as Pending,

      Note Clicking Process as Pending allows address changes in the highlighted import run to display in the corresponding Taxpayer record General panel Address grid with a status of Pending. From there, pending address changes can be removed from processing.

    • To process and finalize address changes, thereby removing them from Pending status, highlight the subject import and click Update.
    • To generate a list of owners and addresses included in an import run, highlight the run and click List Properties.
    • To remove an import run with the Imported status, highlight the run and click Remove.
  3. When you are finished working with NCOA imports, click Close.
Last updated on June 10, 2021

8.Importing BPP Renditions #

Purpose:

Allow use to create and process new BPP Rendition Import Runs.  This will allow property owners to provide the counties with a file containing the rendition information. The file would then be imported into PACS, creating the rendition record for the current year.

 

Prerequisites:

  • System Configuration setting called Import BPP File Location has been created. This is where you will pull the import files from. You can find this configuration in PACS.ADMIN > Tools > System Configuration > Imports/Exports.
  • A new User Right called Import BPP Renditions has been created which will allow you to import the BPP Renditions into PACS.

Procedure:

  •  Browse to PACS Application button>Import>BPP Rendition
  •  In the Rendition Import List , click Green Plus
  •  User will choose:
    • Import Type:
      • Rendition – this selection will import the rendition
      • Account Update – this import selection is optional.  An account update for an owner is only updated if an owner record for the property exist
      • Situs Update – this import slection is optional.  A situs update will occur if the property record exist sin the file

 

 

 

    •    Import File Path – user will browse for file.
  • Click Import
  • Once the file is imported, a run will be generated in the Import BPP Rendition grid. The run will contain the following information:
    • Run ID
    • Type will be set according to the following:
      • If the user chose Rendition, the Type will be set to Rendition.
      • If the user chose Account Update, the Type will be set to Account.
      • If the user chose Situs Update, the Type will be set to Situs.
    • Status will be set according to the following:
      • If there were no errors in the Import File, the Status will be set to Imported.
      • If there were errors in the Import File, the Status will be set to Imported with Errors.
      • If the file could not be read, or every line had an error, the Status will be set to Failed.
    • Import Date will be set to the current date and time.
    • Imported By will be set to the PACS user that initiated the Import.
  • The screenshot below shows the context menu on the Import BPP Rendition grid, along with the description and screenshots for each:

  • Error Listing opens the Error Listing dialog. This is only enabled if there are one or more errors generated for the selected run.

  • Rendition Listing opens the Rendition Listing dialog. This is only enabled if the Import Type was Rendition for the selected run.

  • Account Update Listing opens the Account Update dialog. This is only enabled if the Import Type was Account Update for the selected run.

  • Situs Update Listing opens the Situs Update Listing dialog. This is only enabled if the Import Type was Situs Update for the selected run.

  • From the Owner dialog, after expanding the Address field, we have modified the Change Reason field to no longer allow the user to choose Change Reasons that are classified as System Codes, as these are used for specific System processes.

  • For any address change done by the Account Update Import, the Change Reason will be set to REND and the associated Last Changed date will be updated to the current date/time. The new Change Reason REND code will be a System Change Reason code and have a description of Electronic Rendition Import Update.

Note All files must be tab-delimited text files.

Last updated on June 10, 2021

9.Import Auditor Data #

Purpose

Use this procedure to import a file with REET documents and other documents from the auditor’s office.

This feature carries out the import of the documents in a preliminary manner. To permanently apply the data from the import, you must use the Process button in the Auditor Import Run View window. For more information, see Processing Imported Auditor Documents.

Procedure

  1. In PACS 9.0, do one of the following:
    • Choose Import > Auditor Data.
    • Choose Activities > Auditor Import Run List. Then click Add
  2. Click Browse to select the file to be imported.

    auditor documents import

  3. Click Import.

Results

After the PACS inbox notification indicates that the import is complete, the run ID for the file is displayed in the Auditor Import Run View window.

 

2.Processing Imported Auditor Documents #

Purpose

Use this procedure to:

  • Manage properties that were not matched during the auditor document import process
  • Permanently apply data from the import

Procedure

  1. In PACS 9.0, choose Activities > Auditor Import Run List.
  2. In the Auditor Import Run View window, if you would like to view runs that have been deleted in addition to runs that have not been deleted, click Show Deleted.
  3. If the number displayed in the Not Matched column is zero, proceed to the next numbered step. If the number displayed in the Not Matched column is not zero, click Match and do the following in the Auditor Import Matchdialog box:

    auditor document import match

    1. Do one of the following:
      • Either enter a property ID directly in the PACS Property ID cell or a geo ID in the PACS GEO ID cell, or select a row in the grid and click Match to display the property search wizard and search for a match.
      • If a match cannot be found for one record and you would like to change the status to No Match, click No Match.
      • If you would like to change the status to No Match for all of the records, click No Match All.
    2. Click Update complete the process.

      In the Status cell of the Auditor Import Run View window, the status Ready for Process is displayed.

      auditor process

  4. In the Auditor Import Run View window, to permanently apply data from the import, click Process.

    In the Status cell of the Auditor Import Run View window, the status Import Complete is displayed.

  5. To view the REET record and/or image associated with an imported property, do the following:
    1. In the Auditor Import Run View window, select the run and click Details
    2. In the Auditor Import Details dialog box, use the following options as required:
      • To view a REET record for an imported property that has been matched, select the property and click Open REET.
      • To view an image with a valid image URL that is associated with an imported property, select the property and click View Image.
Last updated on June 10, 2021
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