WA Splits & Merges

Purpose

Use this procedure to split properties.

The split wizard places properties in a certified year in the Pending supplement group. Properties in an uncertified year will not be moved to a new supplement.

Prerequisites

Note The following must be true for a property to be eligible for splitting: (1) The property is open in an uncertified year, or in a supplement which is Coding or Open; (2) the user has the rights to edit splits and merges for the property’s type; (3) the property is not in a pending split or merge; (4) the property’s values are not locked.

• In order to perform this procedure, at least one of the following user rights under Property > Edit Property > Split Merge is required:
  • Edit Mineral Property Split/Merge
  • Edit Mobile Home Split/Merge
  • Edit Personal Property Split/Merge
  • Edit Real Property Split/Merge
• If you need to import GIS land characteristics into the wizard, the slope tool configuration must be enabled in the System category of the System Configuration tool in PACS.ADMIN (Tools > System Configuration).

Procedure

1. In PACS 9.0, either choose Activities > Split Property or from an open property record, choose Commands > Split Property.
2. In the General section of the Split Setup Dialog, complete the Property ID, Assessment Years and Number of New Properties. If you are splitting a supplemented property, complete the supplement fields. Then complete the following set up options as required:
   • In the Processes Required section, choose the processes that are needed.

     

     • Delete Original Property

       When selected, deletes the original property during the split process.

     • Exclude Change of Value
     • Requires Current Use Review

       Indicates that a review of the current use allocations is requested.

     • Requires Senior Review

       Indicates that a review for the senior exemption is requested.

     • Requires Ownership Updates

       Indicates that a change of ownership needs to be carried out during the split or merge. When selected, an ownership transfer is triggered on properties involved in the process.

     • Requires Income Value Review

       Indicates that a review of the income value appraisal is requested.

     • BLA Process

       Indicates that the split or merge is part of a boundary line adjustment.

     • Intermediate Merge

       Indicates that this property split or merge run is part of a larger process, and, if the split or merged properties were part of the Pending supplement group, they should be moved into an accepted supplement group. This will cause the status for this job to be incomplete.

       When the larger process has been completed, the run can be resumed with the Pending Splits/Merges activity (Activities > Pending Splits/Merges).

       Note If any of the options in the Processes Required section are selected, the Finish button in the Wizard will not be enabled until the corresponding option(s) is selected in the Processes Completed section.

   • In the Event Information section, if required, select the Create Event on Split check box if required and enter a description for the event.

     When selected, an event is placed on each property record involved in the split or merge process.

   • In the Years Processed section, review the years for which the property has been split (indicated with the Processed check box selected), or the years for which the property has not been split (indicated with the Processed check box cleared).
   • To print a letter at the end of the split process, select Print Letter. Then select a letter from the drop-down list.
   • To review a list of the properties to be split, click Property List.
3. Choose one of the following options:
   • OK – Saves the data entered so far for the split, which can be continued later with the steps later by using the Pending Split/Merge  activity.

     Note Make a note of the property IDs involved in the split so that you can easily retrieve them later with the Pending Split/Merge activity.

   • Process – Begins the split.
4. In the Tax & Assessments Due dialog box, review the property that is about to be split along with the owner’s tax and assessments due. Click Next.
5. In the Property Detail dialog box, open the row for the top grid (which is the grid for the property on which the split will be based) and use the following steps as required to specify how to split acreage and improvements:
   1. If required, change the land information for the original property by opening the Land row and using the following options:
      • Change the value in the Units field. For example:

        

      • If there are land miscellaneous codes on the property that need to be removed, click Delete in the land miscellaneous codes grid as required.
   2. To move acreage to the new property records, open the Land row and right click the row. Then select one of the following options:

      

      • Move All To – Moves the entire acreage amount to the new property that you specify and removes the land record from the original property.
      • Move Part To – Moves part of the acreage amount to the new property that you specify. Complete the Split Property Acres Assignment dialog box to specify the number of acres to be moved.
   3. To move an improvement to a new property, right click an improvement and choose Move To.
   4. To retrieve information entered by the GIS department in the land_update_table, click Import Land Characteristics. Land segments are then copied as new land segments and the number of acres, market unit price, and current use unit price are updated.
   5. Review the grid in the bottom of the Property Detail dialog box to confirm that land amount or improvements have been assigned correctly to the properties to be created.
   6. If required, click Recalculate.
6. Click Next.
7. In the Balancing Verification dialog box, review the old and new values based on your entries for the split. If required, select Ignore Balancing Rules. Click Next.

   Use this option if the new values and the original, old values do not balance but you want to proceed with the split or merge.

8. In the Update Legal Description dialog box, do the following:
   1. If required, edit the legal descriptions for the properties involved in the split or merge. To edit the columns, do the following:

      

      1. Click the drop-down arrow at the far right of the Legal Description cell.
      2. Begin typing in the text box that is displayed to enable the OK button and edit the legal description. Then click OK.
   2. In the Split Property Information section, use the check boxes to specify whether to include comments or agent information.
   3. In the Building Permit Information section, if required, select an option for copying building permits.
   4. Click Next.
9. In the Split Summary dialog box, check that the original property information and the new property information is correct.
10. To start the split process, click Finish.
11. In the Split Setup Dialog Split ID Status: Ready to Finish dialog box, click Finish again.

Result

The Split Setup dialog box is displayed with the details of the split process.

Purpose

Use this procedure to merge properties.

The merge wizard places properties in a certified year in the Pending supplement group. Properties in an uncertified year will not be moved to a new supplement.

Prerequisites

Note The following must be true for a property to be eligible for merging: (1) The property is open in an uncertified year, or in a supplement which is Coding or Open; (2) the user has the rights to edit splits and merges for the property’s type; (3) the property is not in a pending split or merge; (4) the property’s values are not locked.

• In order to perform this procedure, at least one of the following user rights is required:
  • Activities > Merge Properties
  • Property > Edit Property > Split/Merge > Edit Mineral Property Split/Merge
  • Property > Edit Property > Split/Merge > Edit Mobile Home Split/Merge
  • Property > Edit Property > Split/Merge > Edit Personal Property Split/Merge
  • Property > Edit Property > Split/Merge > Edit Real Property Split/Merge
• If you need to import GIS land characteristics into the wizard, slope tool configuration must be enabled in the System category of the System Configuration tool in PACS.ADMIN (Tools > System Configuration).

Procedure

1. In PACS 9.0, either choose Activities > Merge Properties or from an open property record, select Commands > Merge Property.
2. In the General section of the Merge Property dialog box, click Add  to select the properties to be merged. In the Merge To column, select the property to which the other properties will be merged.
3. Select the Assessment Years, and then complete the following set up options as required:
   • In the Processes Required section, choose from the processes that are needed.

     

     • Create New Property

       When deselected, deletes all properties to be merged. When selected, creates a new property record that is a combination of the property records selected for the merge.

     • Exclude Change of Value
     • Requires Current Use Review

       Indicates that a review of the current use allocations is requested.

     • Requires Senior Review

       Indicates that a review for the senior exemption is requested.

     • Requires Ownership Updates

       Indicates that a change of ownership needs to be carried out during the split or merge. When selected, an ownership transfer is triggered on properties involved in the process.

     • Requires Income Value Review

       Indicates that a review of the income value appraisal is requested.

     • BLA Process

       Indicates that the split or merge is part of a boundary line adjustment.

     • Intermediate Split

       Indicates that this property split or merge run is part of a larger process, and, if the split or merged properties were part of the Pending supplement group, they should be moved into an accepted supplement group. This will cause the status for this job to be incomplete.

       When the larger process has been completed, the run can be resumed with the Pending Splits/Merges activity (Activities > Pending Splits/Merges).

       Note If any of the options in the Processes Required section are selected, the Finish button in the Wizard will not be enabled until the corresponding option(s) is selected in the Processes Completed section.

   • In the Event Information section, if required, select the Create Event on Merge check box and enter a description for the event.

     When selected, an event is placed on each property record involved in the split or merge process.

   • In the Years Processed section, review the years for which the property has been merged (indicated with the Processed check box selected), and the years for which the property has not been merged (indicated with the Processed check box cleared).
   • To print a letter at the end of the split process, select Print Letter. Then select a letter from the drop-down list.
   • To review a list of the properties to be split, click Property List.
4. Choose one of the following options:
   • OK – Saves the data entered so far for the merge, which can be continued later with the Pending Splits/Merge activity.

     Note Make a note of the property IDs involved in the merge so that you can easily retrieve them later with the Pending Split/Merge activity.

   • Process – Begins the merge.
5. In the Property Listing dialog box, review the properties that are about to be merged along with the owner’s tax and assessments due. Click Next.
6. In the Merge Summary dialog box, review the property that the other properties will be merged to and the properties that will be deleted. In the Check Totals section, review a preview of how the data will be merged and consolidated. You can also use the following options as required:
   • Ignore Balancing Rules

     Use this option if the new values and the original, old values do not balance but you want to proceed with the split or merge.

   • To retrieve information entered by the GIS department in the land_update_table, click Import Land Characteristics. Land segments are then copied as new land segments and the number of acres, market unit price, and current use unit price are updated.
   • If required, click Recalculate.
7. Click Next.
8. In the Update Legal Description dialog box, do the following:
   1. If required, edit the legal descriptions for the properties involved in the split or merge. To edit the columns, do the following:

      

      1. Click the drop-down arrow at the far right of the Legal Description cell.
      2. Begin typing in the text box that is displayed to enable the OK button and edit the legal description. Then click OK.
   2. In the Building Permit Information section, if required, select an option for copying building permits.
   3. Click Finish to start the merge process.
9. In the Merge Property: Merge ID Status: Ready to Finish dialog box, click Finish.

Purpose

Use this procedure to carry out one or more of the following activities for a split or merge:

• Review pending or complete splits or merges based on property or owner ID, status, assessment year, and required reviews or ownership transfers.
• Resume a split or merge run that has not been finished.
• Move or remove from a supplement properties that were involved in unfinished split or merge run.
• Cancel an unfinished split or merge run.

Caution While it is possible to cancel splits and merges for child properties, it is not possible to cancel splits and merges for parent properties.

Prerequisites

• In order to perform this procedure, at least one of the following user rights is required:
  • Property > Edit Property > Split/Merge > Edit Mineral Property Split/Merge
  • Property > Edit Property > Split/Merge > Edit Mobile Home Split/Merge
  • Property > Edit Property > Split/Merge > Edit Personal Property Split/Merge
  • Property > Edit Property > Split/Merge > Edit Real Property Split/Merge

Procedure

1. In PACS 9.0, choose Activities > Pending Splits/Merge.
2. In the Search Criteria section of the Pending Splits/Merges dialog box, enter search criteria associated with the split or merge run that you need to review. Search criteria options include the following:

   Note If you need to search for the property or owner ID, you can use the Search buttons next to the property ID and Owner Name fields.

   • Required Current Use Review

     Indicates that a review of the current use allocations is requested.

   • Required Senior Review

     Indicates that a review for the senior exemption is requested.

   • Required Ownership Transfer

     Indicates that a change of ownership needs to be carried out during the split or merge. When selected, an ownership transfer is triggered on properties involved in the process.

3. Click Search to display the runs associated with the criteria in the Search Results section:

   

4. Use the following options as required:
   • Property List – Displays a list of properties involved in the split or merge run.
   • Create Split – Resumes processing of a split run that is complete but is part of an intermediate process (that is, the Intermediate Split option was selected for the run).
   • Create Merge – Resumes processing for an merge run that is complete but is part of an intermediate process (that is, the Intermediate Merge option was selected for the run).

     Caution When you select the supplement to move the run to, or when you select Remove Supplement, the system immediately begins to move or remove the properties.

   • Move to Supplement – Moves the properties involved the split or merge run to the supplement you specify.
   • Remove from Supplement -Removes the properties in the split or merge from the supplement previously specified.
   • Cancel – Cancels the split or merge run and restores the property records to their states before the run was started.

Purpose

Use this procedure to apply credits to multiple split or merged properties. To be eligible for this process, the property must have negative tax due (credit) as a result of having been split or merged.

• About the Mass Apply Split Credit Flow Process

  First, PACS determines the total credit amount for the split property. If the original property was deleted, then this credit amount is the total tax due on the property. Otherwise, the credit amount due is the difference between the total tax due on the property before it was split as compared to the sum of the taxes due on the new properties.

  Second, if the total due on the new properties is less than or equal to the amount of the credit on the original property that was split, PACS applies a negative payment from the property that was split for the total amount due on the new properties, and applies full payments to all of the new properties. If the total amount due for the new properties was greater than the credit applied to the property that was split, the credit is divided among the new properties.

  Third, PACS applies a negative payment to the original property that was split for the total amount of the split property.

  Fourth, if the Prorate Across All Properties option is selected, PACS determines the credit amount for each new property based upon the total credit amount and the current tax amount due for those properties. This is essentially a percentage of the credit amount based upon the tax due of each new property. However, if the Apply in Order by Property ID option is selected, PACS applies as much credit as possible to the property with the lowest property ID. Remaining credit is then applied to the next lowest property ID. This continues until no credit remains.

  Finally, PACS applies payments to the new properties with the credit amounts determined in the previous step.

• About the Mass Apply Merge Credit Flow Process (First, PACS determines the total credit amount for all previous properties involved in the merge. The credit amount is the sum of the tax due amounts of all properties used to create the new merged property.

  Second, if the credit amount is greater than the amount due on the new property, PACS creates an overpayment credit on the new property for the difference.

  Third, negative payments are applied on all previous properties for the amount of their tax due, if any, so that the result is zero tax due.

  Fourth, PACS applies a payment on the new property for the remaining credit amount.

Prerequisites

In order to perform this procedure, the following user rights is required:

• Supplement Administrator

Procedure

1. In PACS 9.0, choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List, select the supplement group to which you need to apply a credit for a split or merge run. Right-click the selected supplement group and select Mass Apply Split/Merge Credit Wizard.

   

3. In the Mass Apply Split/Merge Credit dialog box, select the check boxes for the merged or split properties to which you need to apply a credit.

   

   Notes

   – As applicable, merged properties with taxes due are displayed or split properties with a balance due are displayed.

   – The Taxes Due columns display the current taxes due for the merged or split property. The Merged Properties Difference column displays the difference between the taxes due for the merged property and the sum of the taxes due for all the previous properties. The Split Properties Difference column displays the difference between the taxes due for the split property and the sum of the taxes due for all the new properties.

4. Use the following options as required:
   • Prorate Across All Properties

     Prorates credit amounts across the new properties proportionally according to their tax due amount. This option only applies to split properties.

   • Apply in Order by Property ID

     If selected, applies the credit amounts according to property ID. That is, it starts with the property with the lowest property ID, applies as much credit as possible, and if any credit remains, proceeds to the next lowest property ID until all credits have been applied. This option only applies to split properties.

   

5. Choose or create a batch for this transaction.
6. Click OK.