1.Creating a Daily Batch
Purpose
Use this procedure to create a batch or change the details of a batch.
Prerequisites
- In order to perform this procedure, the following user rights are required:
- Daily Batch > Daily Batch Assign
- Daily Batch > Daily Batch Delete
- Daily Batch > Daily Batch Admin
Procedure
- In PACS, choose Activities > Mass Maintenance (Property) > Daily Batch.
- To add a new batch, complete the following steps:
- Click Add
to add new batch.
- To assign a batch to a user, click Assign. If required, click Unassign to remove a user’s assignment to a batch.To assign a batch to a user, click Assign. If required, click Unassign to remove a user’s assignment to a batch.
- In the Daily Batch Details dialog box, complete the Description and Comment fields, and select the Assign check box if required.
- Click Ok
- Click Add
- To edit the details of an existing batch, complete the following steps:
- Highlight the batch and click Details.
- Edit the Description and Comment fields, and select the Assign to this batch now check box if required.
Note A user will only be able to do mass updates if a daily batch has first been assigned to that user.
- Click OK.
- Highlight the batch and click Details.
- To delete a batch, highlight the batch and click Delete
.
Note A batch cannot be removed if any kind of mass maintenance has been done in that batch.
2.Activating Preliminary Properties
Purpose
Use this procedure to activate multiple preliminary properties.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Mass Maintenance > Mass Maintenance Activate Preliminary Property
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Activate Preliminary Properties.
- In the Activate Preliminary Properties Wizard window, in the Assessment Year drop-down list, choose the year within which you want to activate the preliminary properties.
- Do one of the following in the Selection section:
- To specify the abstract/subdivision codes that the preliminary codes to be activated are associated with, do the following:
- Select Abstract/Subdivision.
- Click
. In the Abstract Subdivision Codes dialog box, use the arrows to move items from the List of available codes column to the List of selected codes column and click OK.
- To manually enter the property IDs of the preliminary properties within the assessment year being activated, select Property ID’s and enter the property IDs.
- To write a SQL query that that will return the property IDs of the preliminary properties within the assessment year being activated, select SQL Query and enter a SQL query.
- To specify the abstract/subdivision codes that the preliminary codes to be activated are associated with, do the following:
- Select none, one, or more of the following in the Property Adjustments section:
- Delete parent property & add parent property to Abs/Sub Worksheet
- Add Land New Value
- Ignore Abs/SubActivation Date Validation
- Click Next.
- If there are properties within the list that do not include any land detail and you would like to view the No Land Detail window, do the following:
- When prompted whether you would like to view the No Land Detail window, click Yes.
- If you would like to see a property in the Property view, select the property in the No Land Detail window, and click Details.
- Click Next.
- In the Confirmation window, review the information:
- Assessment Year
- Property Adjustments
- Selected Properties
- To view more detailed information about the properties selected and verify that the list of properties to be activated is correct, click Report.
- Click Finish to activate the properties.
3.Adding Assessment Fees or Attributes/Special Assessment Quick Entry
Purpose
Use this procedure to add special assessment fees or special assessment attributes to properties.
Prerequisites
- In order to perform this procedure, the following user rights are required:
- Mass Maintenance > Mass Maintenance Special Assessment Quick Entry
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Special Assessment Quick Entry.
- In the General section of the Special Assessment Quick Entry window, select a Tax Year and choose one of the following options:
- Set Special Assessments
- Update Special Assessment Attributes on Property
- In the Assessment Data grid, click Add and do the following:
- If you chose Set Special Assessments, enter the property ID and the amount. Repeat as required for additional properties.
- If you chose Update Special Assessment Attributes on Property, do the following:
- Click the column headings labeled
<blank>
to enable the drop-down lists and select the attributes to specify for the property. - Enter the property ID.
- Repeat a and b as required for additional properties.
- To review a report that lists the properties, fields, and current and previous values, click Print.
- Click Update to apply your entries to the properties specified.
4.Adding Under $500 Exemptions to Multiple Properties
Purpose
This process determines which properties are eligible for the under $500 exemption and then applies the exemption to the properties. The process removes all under $500 exemptions on the properties, and then adds the exemption to the qualifying properties.
Information about qualifying properties and the PACS selection process is provided below.
Note If you need to add an under $500 exemption to an individual property record, see Adding Total or Under $500 Exemptions in the Exemptions user guide.
Qualifying Properties
- Properties that receive the under $500 exemption may not have other exemptions applied, except the personal property farm exemption. That is, the under $500 exemption may not be applied to properties with the following exemptions or use:
- Personal properties that have a Head of Family (HOF) exemption
- Real properties that have a multi-family exemption
- Real properties that have an historic exemption
- Real properties assessed under the current use assessment program
- Real properties that have an exemption for senior citizen and disabled persons
PACS Selection Process
- The following properties are selected in the U500 process:
- Real properties with no exemptions. The market value is used for selection on any properties with current use.
- Partially exempt real properties, or personal property Special Farm exemption properties, linked to a property where:
- The total combined market value for the linked properties is under $500.
- The property has the U500 check box selected for its Property Link Sub Type in PACS.ADMIN (Tools > Code File Maintenance > Property).
- Personal property with either no exemptions or with only the special farm exemption.
- All other properties with an individual market value less than $500.
The selection process does not involve prior year processing. (If a user needs to change a certified account, the user must supplement the account and manually add or remove the exemption.)
Prerequisites
- In order to perform this procedure, the following user right is required:
- Activities > Run U500 Process
Procedure
- In PACS 9.0, choose Activities > U500 Process.
A confirmation message is displayed.
- Click Yes to start the U500 process.
Result
The exemptions of the properties will equal the properties’ total assessed value, resulting in the properties processed by the U500 process having a taxable value of zero to be reflected on the assessment roll. No change is made to the market value of the properties.
5.Mass Supplements of Properties
5.1.Supplementing Multiple Properties
Purpose
Use this procedure to supplement multiple properties at the same time for a certified year.
Prerequisites
- In order to perform this procedure, the following user rights are required:
- Mass Maintenance > Mass Maintenance Admin
- Mass Maintenance > Mass Maintenance Mass Update
- Assign a daily batch (see Creating a Daily Batch).
- The Mass Update Reason Code you will use for the supplement has been set up in PACS.ADMIN under Tools > Code File Maintenance > General.
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Supplement.
- In the Mass Supplement Maintenance dialog box, click Add.
- In the Mass Supplement Details dialog box, in the Update Information section, complete the following options as required:
- Batch
- Year
- Reason Code
- Description
- Include Deleted Properties
- Type
- Complete the following in the Selection Criteria section, based on your selection in the Type field:
- If you selected
Standard
:
- In the Property Level section, in each field, click
and use the arrows to move items from the left column to the right column to select the codes to use as search criteria when searching for properties.
- In the Land/Improvement/Detail Level section, complete the following options as required:
- Improvement Class
- Improv. Sub Class
- Land Type
- Miscellaneous Code
- GLA
- Acreage
- Effective Age
- Actual Age
- In the table, complete the following options as required:
- Feature Type
- Feature Value
- If you selected
Property ID's
:- In the Property ID(s) section, enter property IDs separated by comma or carriage return.
Note When entering multiple items, separate the items with commas.
- In the Property ID(s) section, enter property IDs separated by comma or carriage return.
- If you selected
SQL Query
:- In the SQL Query section, enter a SQL query to return property ID’s or click Get Query to select a query.
- If you selected
- Click Count to review the value in the # of Supplemented Properties section, which indicates how many properties will be supplement based on the criteria you entered. For example:
- Click Update.
- In the Mass Update Supplement Property dialog box, select one of the following Supplement Types:
- Available
- New
- Pending
- Create New Supplement Group
- Specify the date of the supplement.
- Specify whether to generate a Change of Value form and send it to the taxpayer by using the Do Not Send Change of Value Form check box.
Note When the check box is selected, the Change of Value Form will not be printed when printing is carried out en masse. You can still print the form directly from a property record regardless of whether the check box is selected.
- Specify the supplement code indicating the type of supplement.
Note The system administrator for your assessor’s office may create unique codes as required (such as a code for processing supplement notices).
- In the Supplement Reason box, enter a reason for the supplement as a reference for the future.
- In the Comment field, type comments if required.
- Click OK to put the selected properties in supplement mode.
6.Mass Updates of Properties
6.1.Copying Multiple Sale, Land and Improvement Records
Prerequisites
- In order to perform this procedure, the following user rights are required:
- Mass Maintenance > Mass Maintenance Mass Copy of Sale Land & Improvement
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Copy of Sale Land Maintenance.
- In the Selection Criteria section, to determine the type of criteria to search sales for, select one of the following in the Type field:
Sale ID
,Property ID
,SQL Query
. - Complete the following, based on your selection in the type field:
- If you selected
Sale ID
, in the Sale ID(s) section, enter sale IDs separated by commas or carriage returns. - If you selected
Property ID
, in the Property ID(s) section, enter property IDs separated by commas or carriage returns. - If you selected
SQL Query
, in the SQL Query section, enter a SQL query or click Get Query to select a query.
- If you selected
- In the Options section, select one of the following:
- Use Captured Data
- Use Current Data
- The number of records that will be updated is displayed in the Update Value section. To update this field, click Count.
- To print the Mass Copy of Sale Land & Improvement report, which includes all properties on the sales involved in the mass copy of sale, land and improvements process, click Print Report .
- Click Update to update the land and improvement information.
6.2.Updating Land Miscellaneous Codes
Purpose
Use this procedure to apply codes to multiple properties that adjust the total land value after other calculations have been performed.
(If you need to apply a land miscellaneous code to a single property, you can do so from Land panel of the property record with the Property > Edit Property > Land Details > Edit Property Land Miscellaneous Codes user right.)
Prerequisites
- In order to perform this procedure, one or more of the following user rights is required:
- Mass Maintenance > Mass Maintenance Admin
- Mass Maintenance > Mass Maintenance Mass Update Land Miscellaneous Codes
- Mass Maintenance > Mass Maintenance Undo
- Assign a daily batch (see Creating a Daily Batch).
- The Mass Update Reason Code that you will use has been set up in PACS.ADMIN under Tools > Code File Maintenance > General.
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Update Land Miscellaneous Codes.
- In the Mass Update Land Miscellaneous Codes Maintenance dialog box, click Add.
- In the Update Information section, complete the following options as required:
- Batch
- Year
- Reason Code
- Include Deleted Properties
- Type
- Update properties that exist in the Future Year (XXXX-XXXX)
- Complete the following in the Selection Criteria section, based on your selection in the type field:
- If you selected Standard:
- In the Property Level section, in each field, click
and use the arrows to move items from the left column to the right column to select the codes to use as search criteria when searching for properties.
Note When entering multiple items, separate the items with commas.
- In the Land Improvement/Detail Level section, complete the following options as required:
- Improvement Class
- Improv. Sub Class
- Land Type
- Miscellaneous Code
- GLA
- Acreage
- Effective Age
- Actual Age
In the table, complete the following options as required:
- Feature Type
- Feature Value
- If you selected Property ID’s:
- In the Property ID(s) section, enter property ID’s separated by comma or carriage return.
- If you selected SQL Query:
- In the SQL Query section, enter a SQL query to return property ID’s or click Get Query to select a query.
- In the Update Values section, use the following options as required:
- To add a new row to the table, click Add.
- To remove a row from the table, select the row and click Remove.
- Complete the following for each row:
- Action
- Old Value
- New Value
- # of Items
- Click Update.
6.3.Updating Multiple Properties
Purpose
Use this procedure to update multiple properties at once.
Prerequisites
- Assign a daily batch (see Creating a Daily Batch).
- The Mass Update Reason Code that you will use has been set up in PACS.ADMIN under Tools > Code File Maintenance > General.
- In order to perform this procedure, either the Mass Maintenance > Mass Maintenance Admin user right or the Mass Maintenance > Mass Maintenance Mass Update user right is required. If you need to undo a mass update, the Mass Maintenance Undo user right is required.
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Update.
- In the Mass Update Maintenance dialog box, click Add.
- Batch
- Year
- Reason Code
- Description
- Include Deleted Properties
- Type
- Update properties that exist in the Future Year (XXXX-XXXX)
- Complete the following in the Selection Criteria section, based on your selection in the Type field:
- If you selected
Standard
:
- In the Property Level section, in each field, click
and use the arrows to move items from the left column to the right column to select the codes to use as search criteria when searching for properties.
- In the Land/Improvement/Detail Level section, complete the following options as required:
- Improvement Class
- Improv. Sub Class
- Land Type
- Miscellaneous Code
- GLA
- Acreage
- Effective Age
- Actual Age
- In the table, complete the following options as required:
- Feature Type
- Feature Value
- If you selected
Property ID's
:- In the Property ID(s) section, enter property IDs separated by comma or carriage return.
Note When entering multiple items, separate the items with commas.
- In the Property ID(s) section, enter property IDs separated by comma or carriage return.
- If you selected
SQL Query
:
- If you selected
- In the SQL Query section, enter a SQL query to return property ID’s or click Get Query to select a query.
- In the Update Values section, select or enter the following options as required:
- Table
- Field
- Item
- Old Value
- New Value
- Adj
- Action
- Criteria
Tip A row in the Update Values grid represents an initial query. When adding criteria
, selecting the
AND
clause in the And/Or column joins the condition(s) set in the initial query to the condition set in the criteria. This limits the range of possible results to those records for which conditions of both the initial query and the additional criteria are true.We recommend selecting the
AND
clause in the first line of the criteria. SelectingOR
may cause unexpected results.The Group column functions similarly to parentheses in an algebraic expression–items in the same group are evaluated together first. The values in this column are editable.
- # Items
- To open the GIS Viewer with a view of the selected properties, click GIS at the bottom of the Mass Update Details dialog.
- Click Update.
6.4.Updating Multiple Properties: Quick Entry
Purpose
Use this procedure to update the values within fields for multiple property records, one record after another.
To enter data quickly, you can assign repetitive data entry tasks to function keys, and/or you can use the TAB
key rather than your mouse.
Not all data in the system can be updated with this activity; a select group of fields is available to be updated from the following tables:
- Building Permits
- Improvements
- Improvement Detail
- Land
- Property
When you select the table, the fields that you can choose to update are displayed in the Field column:
Caution There is not a way to automatically undo a quick entry update, other than by doing another quick entry update to change the data.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Mass Maintenance > Mass Maintenance Quick Entry
- Your daily batch is assigned.
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Quick Entry.
- In the Mass Maintenance Quick Entry dialog box, enter the property ID and press
TAB
. to display the property information.Note Use the < and > buttons either to retrieve the previous geo ID or to advance to the next geo ID.
- Click Add to add a row to the grid and complete the following options for data entry:
- Table
- Field
- Item
- Old Value
- New Value
- Adj
- Action
- Criteria
- To create another row, either tab to the Action cell or click the Action cell.
- To save your entries in a row for future use and assign the row to a hot key, do the following:
- Select the row you would like to retrieve in the future and click Add Group.
- In the Quick Entry Add Macro dialog box, enter a description of the row and click OK.
- Click Assign Key.
- In the Quick Entry Assign Key dialog box, do the following:
- On your keyboard, press the function key to which you want to assign the row.
- Verify that the function key you chose is displayed at the end of the Function Key Selected row. For example:
- Enter a button label and click OK.
The button label is displayed next to the hot key code.
- To retrieve a row of entries previously saved and assigned to a hot key, select the hot key.
- Either click Update or press
CTRL + U
to apply the new values to properties.
6.5.Updating Properties with Tax Areas or Special Assessments
Purpose
Use this procedure when you need to do one of the following:
- Change the tax area on properties, for example, when a tax area was assigned incorrectly to properties.
- Add a special assessment agencies to properties to indicate that the properties will be part of an assessment, or that they are within the boundaries of an assessment.
Prerequisites
- In order to perform this procedure, one of the following user rights is required:
- Mass Maintenance > Mass Maintenance Admin
- Mass Maintenance > Mass Maintenance Mass Update
- Assign a daily batch (see Creating a Daily Batch).
- The Mass Update Reason Code that you will use has been set up in PACS.ADMIN under Tools > Code File Maintenance > General.
Procedure
- Choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Update Tax Area/Special Assessment.
- In the Mass Update Tax Areas/Special Assessment Agent History dialog box, click Add.
- In the Update Information section, complete the following options as required:
- Batch
- Description
- Year
- Reason Code
- Include Deleted Properties
- Type
- Update properties that exist in the Future Year (XXXX-XXXX)
- Complete the following in the Selection Criteria section, based on your selection in the type field:
- If you selected
Standard
:
- In the Property Level section, in each field, click
and use the arrows to move items from the left column to the right column to select the codes to use as search criteria when searching for properties.
Note When entering multiple items, separate the items with commas.
- In the Land Improvement/Detail Level section, complete the following options as required:
- Improvement Class
- Improv. Sub Class
- Land Type
- Miscellaneous Code
- GLA
- Acreage
- Effective Age
- Actual Age
- In the table, complete the following options as required:
- Feature Type
- Feature Value
- If you selected
Property ID's
:- In the Property ID(s) section, enter property IDs separated by comma or carriage return.
- If you selected
SQL Query
:- In the SQL Query section, euter enter a SQL query to return property IDs, or click Get Query to select a query.
- If you selected
- In the Tax Areas and Special Assessment Agencies section, complete the following option as required:
- Tax Area
- # of Properties to be Updated
- Add Special Assessments
- Remove Special Assessments
- To print a report that lists the properties affected by the mass update of tax areas, click Print.
- Click Update to update the tax areas and special assessment information.
7.End of Day Procedures
Purpose
User can run reports to review activities done while in the batch. Typically the end of day is run after mass maintenance has been performed in the desired batch.
Procedure
User will browse to PACS Application button > Activities > Mass Maintenance (Property) > End of Day Reports
- Select Batch – user will select batch desired
- Recalculate Properties – check box will activate recalculation process
- Print Appraisal Cards – checkbox will produce appraisal cards in selected batch
- Print Batch Report – checkbox will produce a report to show properties in Batch
- Click Process
8.Generating a Mass Update Audit Report
Purpose
Use this report to review properties involved in a mass update processes, the before and after values of the fields modified, and their differences in assessed value from the prior year to the current year.
Prerequisites
- In order to view this report, the following user rights are required:
- Mass Maintenance > Mass Maintenance Admin
- Mass Maintenance > Mass Maintenance Undo
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Update.
- In the Mass Update Maintenance dialog box, right-click and select Print Mass Update Audit Report.
9.Generating a Mass Update Properties Already Supplemented Report
Purpose
Use this report to list properties that were not supplemented through mass update in a certified year. They were not supplemented because these properties were already in an active supplement for the year specified.
Prerequisites
- In order to view this report, the following user rights are required:
- Mass Maintenance > Mass Maintenance Administrator
- Mass Maintenance > Mass Maintenance Undo
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Update.
- In the Mass Update Maintenance dialog box, right-click and select Print Properties Already in Active Supplement Report.
10.Generating a Properties Not Undone Report
Purpose
Use this report to review the properties that the mass update undo function could not successfully undo. The report displays the properties and fields that caused the undo function to fail.
Prerequisites
- In order to view this report, the following user rights are required:
- Mass Maintenance > Mass Maintenance Administrator
- Mass Maintenance > Mass Maintenance Undo
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Update.
- In the Mass Update Maintenance dialog box, right-click and select Print Properties Not Undone Report.