WA Mass Creation of Properties

Purpose

Use this procedure to create multiple properties and specify data to be applied during the creation of the properties. You could use this procedure, for example, to create property records for a new subdivision. Multiple properties can be created in multiple years–both certified and uncertified years simultaneously, if need be.

You can also create the properties as preliminary properties.

Preliminary Properties

A preliminary property is a property that is assigned an account number and is displayed in searches if selected, but is not included in totals or reports as active properties are. Preliminary properties are stored in PACS 9.0 within a subdivision that may or may not be approved by authorized agencies, and they can be rolled over to a new year layer in preliminary status.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Activities > Mass Create Property
  • Mass Maintenance > Mass Maintenance Create Preliminary Property (if required)

Procedure

1. In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Create.
2. In the General section, complete the following options as required:

   

   • Assessment Year

     The most recent assessment year in which the newly created properties exist

   • Number of Previous Years Years

     Years in which the property existed prior to the selected assessment year

     Note The year(s) you select may affect which menu options are available in some of the remaining fields in this procedure because some options are year-specific. Selected years must be consecutive. Note that the year(s) which are selected by the user may affect which menu options are available in other fields in the rest of the procedure (i.e., Township) because some options are year-specific. Furthermore, after an initial Assessment Year is selected, the availability of previous years for property creation depends on whether values exist in those years for the following fields: Abstract / Subdivision, Township, State Code, and Land Type code. For example, if the user chooses Assessment Year 2012 – 2013, and one Abstract / Subdivision code exists for the previous 5 years, one Township code exists for the previous 4 years, and one State code and one Land Type code exist for the previous 3 years, then the Number of previous Years available is 3, 2, or 1.

   • Property Count

     The number of lots to be created in the series.

   • Create as Preliminary Properties

     Select this check box to indicate that the properties should be created as preliminary properties when a new subdivision has been proposed.

3. In the Legal Information section, complete the following options as required:
   • Abstract/Subdivision

     The subdivision to which preliminary properties will be assigned.

   • Block

     The block within the subdivision. If applicable, the block may contain preliminary properties.

   • Starting Lot

     The number of the first lot to be created in the series.

   • Reverse Order

     Check to display the listing of lots from highest lot number to lowest lot number on the final screen of the wizard.

   • Additional Legal

     Tags additional comments at the end of the auto-built legal description. (For example: R.O.W., Greenbelt, Common Area)

   • Book/Page

     An alphanumeric field that captures information from REET; part of the legal description. The book/page data may be received through an import, or entered manually.

   • Primary Use

     The primary use of the property or properties.

     This field links your local primary use code to a DOR use codes based on mapping set up in PACS.ADMIN (Tools > Code File Maintenance > Property > Primary Use Code). The mapping is then used for generating data for DOR reports.

   • Secondary Use

     Either a classification of the property in addition to Primary Use, or the functionality of an improvement.

     In an improvement, this code defaults from the Secondary Use Code on the Property Codes panel in the property. To override the default code, select the check box to the right of the field and select another option from the drop-down list.

   • Property Sub -Type

     Select the attribute for which the property should be compared. These codes are created and maintained by True Automation to identify processes and compare properties during processing.

4. Complete the following in the Geo and Ref ID section:
   • GEO Id

     The geo ID number that most closely corresponds to the properties you are creating.

     Note If you are using auto build geo, you do not need to enter a geo ID number.

   • Ref Id 1

     The property ID number for the first property to be created in the mass creation.

     Note This is usually the property ID number from the old system. To continue maintaining this number in PACS, type the REF1 number to be added in the mass creation. All accounts created will have the same number. You will also need to change the number to reflect an individual number in the wizard property breakdown dialog box.

   • Ref Id 2

     This field is usually blank and can be used as an extra field.

   • GEO Format

     Select an available GEO format.

   • Auto Fill GEO Id

     Click to automatically sequence the geo ID based on the geo number entered.

   • Auto Sequence GEO Id

     Automatically sequenced geo ID based on the geo number entered.

   • Auto Build GEO Id

     Click to create the GEO ID automatically.

5. Enter the prefix, street, suffix, city, state and zip values in the Situs section.

   Note If zip codes are available in your PACS system, zip code options are available in the pull down menu after the street is selected. If zip codes are not available in your PACS system, type the zip code of the situs here.

6. Complete the acres/SqFt, land size, land type and state code values in the Land Information section.
7. To create split history on the new properties, enter the property ID of the parent account in the Parent Account section.
8. Click Next.
9. If you are not creating properties in a certified year, then proceed to the next step. If you are creating properties in a certified year, enter the supplement information by doing the following:
   1. In the Supplement section of the Mass Create New Properties Wizard, select one of the following supplement options:

      

      • Available

        Moves the property record to an open supplement. You can use the drop-down list to select from available supplements.

      • New

        Moves the property record to a new supplement group.

      • Pending

        Places the property record in the system-defined Pending supplement group

        .

      • Create New Supplement Group

        Places the property record in a new supplement group.

   2. Select or enter the following:
      • Supplement Date
      • Do not send Change of Value form
      • Supplement Code
      • Supplement Reason

      

   3. Enter a Comment as needed.
   4. Click Next.
10. In the Mass Create Properties – Property Identification window, associate the properties you are creating with the correct neighborhood, region and subset by using the drop-down lists. Enter the map ID and Mapsco value in the General section.
11. In the Owner Information section, review the information that corresponds to the property ID entered in the first dialog of the wizard. To add or change the information, click Search/New.
12. To indicate that any linked owner accounts available from the parent property must be copied to each newly created property, select Include Owner Linked Accounts.
13. In the Property Information section, enter the zoning values or other property characteristics.
14. In the Tax Area section, the Tax Area field is populated with the tax area to be associated with the properties created in mass. Click the drop-down list to change the tax area.
15. To log information in the Events panel that describes a system or user activity which affects the property records click Add Event in the Add Event section.
16. Click Next.
17. In the Mass Create Properties – Property Breakdown window, review the legal description. Edit the fields if necessary.
18. If you are reasonably sure that the properties will be activated and the parent property will be inactive, select Delete Parent Property and Add Parent Property Information to Abs/Sub Worksheet.
19. Click Finish.

Result

In a few moments, the properties are created. Then you are presented with the option to generate list of the newly created properties.

Purpose

Use this procedure to generate a report detailing properties created during a specified time frame.

Procedure

1. Choose Reports > Property > Created Property.
2. In the Created Property Report Dialog box, choose the year in which the properties were created. Use the Begin Date and End Date drop-down calenders to identify properties created during a specific date ranger.
3. In the Output Settings section, do the following:
   • In the Format drop-down list, select the report output format.
   • In the Filename field, enter the report file name.
   • In the Description field, enter a report description.

Click Preview to preview the report. Click Post to generate the report and create a PACS inbox item from which you can view the report.