WA Supplement Processing

Supplement processing functions in PACS 9.0 allow you to change property records in a certified year with the use of supplement groups and supplements.

A unique numbering system for supplement groups and supplements allows you to manage property records changed in supplement mode.

After users enter changes to property records in supplement mode, a supplement administrator uses the supplement acceptance feature to apply the changes in the system. When the changes are applied, the system carries out data validation checks and applies freeze ceilings as required.

Property Records in Supplement Mode

A supplement is a correction to a property record in a certified year. A property record for a certified year can be changed only in supplement mode.

When a property record is placed in supplement mode, the system makes a copy of the property with a new supplement number, and then opens the property record so that changes can be made.

At intervals, your supplement administrator closes supplement groups and sends the property records in the groups to the tax office, whose staff then enters the changes into their system so that new tax bills can be generated.

Supplements and Supplement Groups

After the tax roll is certified for a given year, your assessor’s office must create a supplement tax roll to reflect changes to properties for that year. PACS 9.0 uses supplement groups to contain the supplement changes. A supplement group contains one or more supplements, although only one supplement for any particular year may be contained in a single supplement group. A supplement can contain any number of property records, and a property record can be moved from one supplement to another as needed.

Limiting Open Supplement Groups

Normally there are multiple supplement groups in the system, some of which may be accepted and some of which may still be open.

We recommend limiting the number of open supplement groups in PACS 9.0. Some assessors’ offices choose to open only one supplement group at a time and then close it before opening another. Your assessor’s office may want to consider adopting a similar practice in order to closely track the status of supplemented properties.

Supplement and Supplement Group Numbering

System numbering for supplements is separate from system numbering for supplement groups. In the following figure, the circled area displays a selection for supplement 37 for a given year within supplement group 210.

As shown in the following table, supplement groups contain one or more supplements and supplement numbers:

• Correspond to a particular certified year.
• Increase, based on the previous supplement used for the applicable certified year.

The Pending Supplement Group

You can put property records into the system-defined Pending supplement group, where a supplement can be placed temporarily until you have information about which permanent supplement group the supplement should be assigned to.

Once you know in which supplement group to place the supplemented property permanently, you move it out of the Pending supplement group by using the Move Property to Supplement activity. (For more information about this activity, see Moving a Property Record to a Supplement.)

There is only one Pending supplement group, and it cannot be closed.

Note At certain times of the year, the Pending supplement group must be empty. For example, it must be empty when creating a new year layer, or when carrying out the levy process.

Acceptance of the Supplement Group

After you have completed making changes to property records within a supplement group, the supplement administrator accepts the supplement group, which applies the changes to the system. The acceptance also involves data validation checks and the application of freeze ceilings.

Supplement groups must be accepted in the order in which they were created.

Bill Creation

You create supplement bills for each supplement group, which can contain supplements for multiple years in the group.

You must create bills for each supplement group in order. That is, the group with the oldest accepted data that has not had bills created yet should be the first group for which you create bills. The next group for which you create bills should be the group with the next oldest accepted date.

You continue working with the supplement groups in this way, progressing until you have reached the most recently accepted group.

For more information, see Creating Bills for a Supplement Group.

Before beginning supplement processing, use the information below to determine the user rights required for your supplement processing responsibilities.

The user rights involved in supplement processing are listed in the following table:

Note For users with the Supplement Administrator right, all supplement processing options are displayed and available for your use within the Supplement Wizard.
Note For users without the Supplement Administrator right, advanced supplement processing options are not available.

Purpose

Use this procedure to change a property record in a certified year using supplement processing functions. An example of a change you might make is the removal of an improvement detail that should not be included in a property record.

Important A property record within a supplement remains open for changes by other authorized users until the corresponding supplement group is accepted or locked.

Supplement Groups

When you need to change a property record in a certified year, you must supplement the property record, and you must decide in which supplement group to place the property record.

An assessor’s office has the flexibility to use supplement groups as containers for different types of supplements. For example, an assessor’s office could set up a supplement group for processing supplement notices, and another supplement group for changes to the property record that do not affect value (such as changes to a state code or legal description).

For more information about the structure of supplement groups, see Overview: Supplement Processing in PACS 9.0.

Limiting Open Supplement Groups

We recommend limiting the number of open supplement groups in PACS. Some assessors’ offices choose to open only one supplement group at a time and then close it before opening another. Your assessor’s office may want to consider adopting a similar practice to track closely the status of supplemented properties.

The Pending Supplement Group

You can put property records into the system-defined Pending supplement group, where a supplement can be placed temporarily until you have information about which permanent supplement group the supplement should be placed in.

Once you know in which supplement group to place the supplemented property permanently, you move it out of the Pending supplement group with the Move Property to Supplement activity. (For more information about this activity, see Moving a Property Record to a Supplement.)

There is only one Pending supplement group, and it cannot be closed.

Note At certain times of the year, the Pending supplement group must be empty. For example, it must be empty when creating a new year layer, or when carrying out the levy process.

Supplement Group for Appraisal Notices Only

Important Property records that need supplemental appraisal notices should be placed in a separate supplement group that is used only for property records that need supplement appraisal notices. This arrangement is necessary because when you select a supplement group for which to print appraisal notices, the system generates appraisal notices for all property records within that supplement group.

Tax Increases and Effective Due Dates

When a change to a property record in supplement mode causes an increase in value and therefore an increase in taxes for a tax due item, PACS assigns a new effective due date to the item as well as to all other items on the same tax statement. In addition, if there is a tax increase for a property with a first half (H1) statement that has already been paid, the increased adjustment amount is included in the second half (H2) amount.

Prerequisites

• In order to perform this procedure, one of the following user rights are required:
  • Supplement > Supplement Process
  • Activities > Create New Supplement Group

Procedure

1. Open a property record and choose Commands > Supplement > Supplement Property.

   Note You must open the property record in the year that you need to supplement.

2. You are prompted to acknowledge that you are about to supplement a property record. Click OK.
3. In the first dialog box of the Supplement Property Wizard, select one of the following options to specify the action required:
   • Add

     Enables the addition of new property records that did not exist or were deleted at the time that the selected year was certified.

   • Modify

     Enables changes to an existing property record.

   • Delete

     Enables the deletion of the property record.

4. Select one of the following options to specify the type of supplement to use.
   • Available

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

   • New

     Creates a new supplement and places the property record in it.

   • 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.

5. Specify the date of the supplement.
6. 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.

7. 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).

8. In the Supplement Reason box, enter a reason for the supplement as a reference for the future.
9. In the Comment field, type comments if required.
10. If the preparer’s name is anything other than the current user, select the appropriate user name from the Prepared By drop-down list.
11. Click Next.
12. In the next dialog box of the Supplement Wizard, which displays the supplement group, number, and year, click Finish.
13. Make the changes required for the property record.
14. Click Recalculate.
15. You are prompted to acknowledge that you want to continue. Click OK.

Result

The property record is prepared to be changed in the certified year.

Later, when the corresponding supplement group is accepted, the system applies the changes to the property record. For more information about the acceptance process, see Accepting a Supplement Group.

Purpose

Use this procedure if you need to make changes to the current, uncertified year and you need to copy data to previous years. An example of a change you might make is the removal of an improvement detail that should not be included in a property record.

With this procedure, you can copy information only to previous years. To copy information to a future year, see Copying Property Information to a Future Year.

Important When you copy property information to previous years, the system copies all data from the property record to previous years, including owner and exemption information. That is, it is not possible to copy only a portion of property record data to previous years.

If you need to update part of a property record with new or changed information for previous years, we recommend that you change the property record in supplement mode for the relevant years.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Supplement > Supplement Process

Procedure

1. Open a property record, and choose Commands > Copy Property to Another Year.
2. You are prompted to acknowledge that you are about to copy property information to another year. Click Yes.
3. In the first dialog box of the Copy Property Information to Another Year Wizard, specify the years that are relevant for the copy:
   1. In the From field, select the year you want to copy information from.
   2. In the To field, select the year you want to copy information to.
4. Select one of the following options to specify the type of supplement to use.
   • Available

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

   • New

     Creates a new supplement and places the property record in it.

   • 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.

5. Specify the date of the supplement.
6. 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.
7. Specify the supplement code indicating the type of supplement.
8. In the Supplement Reason field, type a reason for the supplement as a reference for the future.
9. In the Comment field, type a comment to the supplement reason.
10. Click Next.
11. In the next dialog box of the Copy Property Information to Another Year Wizard, which displays the supplement group, number, and year, you are asked if you wish to copy the property information.
12. Click Finish.
13. You are prompted to acknowledge that the information has been copied for the years that you specified. Click OK.

Result

The information has been copied from the current, uncertified year to the previous year that you specified.

Purpose

If your assessor’s office has created a future year layer, use this procedure to copy property information from the current, uncertified year to the future year layer. You can then make changes to the property record in the future year layer as required.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Supplement > Supplement Process
• The Work in Future Year Layer option has been enabled with the menu path Activities > Administration > Future Year > Work in Future Year Layer; otherwise, the Copy Property to a Future Year option will be disabled.

Procedure

1. Open a property record, and choose Commands > Copy Property to a Future Year.
2. You are prompted to confirm that you want to copy the property information to the future year layer. Click Yes.
3. If the property already exists in the future year layer, a second warning prompts you to select the changes to copy into the future year layer. Select one of the following as required:

   

   • All Changes
   • By Selection
     • If you choose By Selection, specify which of the following changes to apply to the future year layer as required:
       • Legal Description

         Includes changes made in the Legal Description panel and the Identification panel.

       • Ownership Changes

         Includes all ownership changes processed within the year.

       • Improvement Changes

         Includes changes made through the Improvements panel.

       • Business Personal Property Changes

         Includes changes made in the Personal Property panel.

       • Appraiser Information

         Includes appraiser ID, comments, and remarks modified within the current assessment year.

       • Land Changes

         Includes changes made through the Land panel.

4. A message is displayed indicating that the property was copied successfully, and you are prompted to open the property in the future year layer. Click Yes.

Result

The property is displayed in the future year layer.

Note When a property already exists in the future year layer, a warning is displayed at the top of the property record.

Purpose

Use this procedure to move a property record to a supplement or supplement group, other than the one it is currently assigned to.

For example, you could use this procedure to a move a supplement out of the system-defined Pending supplement group and into another group.

Prerequisites

• In order to perform this procedure, one of the following user rights is required:
  • Supplement > Supplement Process – With this right you can move the property to any supplement.
  • Supplement > Supplement Pending – With this right you can move the property only to the system-defined Pending supplement.
  • Activities > Create New Supplement Group – Wit this right you can create a new supplement group and move the supplement into it.

Procedure

1. Open the property record, and choose Commands > Supplement > Move to Supplement.
2. In the Move Property to Supplement dialog box, select one of the following options to specify the type of move.
   • Existing Supplement

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

   • Existing Supplement Group

     Moves the property record to an existing supplement group.

   • Pending Supplement

     Moves the property record to the system-defined Pending supplement

     .

   • New Supplement Group

     Moves the property record to a new supplement group.

3. Click Next.
4. Click Finish.

Result

The supplement and supplement group to which the property was moved is displayed at the top of the property record window.

Purpose

Use this procedure to remove a property record from supplement mode and restore it to its original condition. This procedure undoes changes made to the property record in the current supplement.

Prerequisites

• In order to perform this procedure, one of the following user rights is required:
  • Supplement > Supplement Process – With this right you can remove the property from any supplement.
  • Supplement > Supplement Pending – With this right you can remove the property only from the system-defined Pending supplement.

Procedure

1. Open the property record, and choose Commands > Supplement > Remove From Supplement.
2. You are prompted to confirm that you want remove the property record from the supplement. Click Yes.

Result

Any changes you entered for the property record in supplement mode have been undone, and the property record now contains the set of data it had before it was supplemented.

Further, the Supplement History panel no longer contains information about the supplement from which the property was removed.

Purpose

Use this procedure to remove a property record from supplement mode and restore it to its original condition. This procedure undoes changes made to the property record in the current supplement.

Note Any Property added to a supplement as part of the Mass Create Property process cannot be removed. If you want to delete such a property, you must first complete supplement processing and then follow the normal steps for deleting a certified property.

Prerequisites

• In order to perform this procedure, one of the following user rights is required:
  • Supplement > Supplement Process – With this right you can remove the property from any supplement.
  • Supplement > Supplement Pending – With this right you can remove the property only from the system-defined Pending supplement.

Procedure

1. Open the property record, and choose Commands > Supplement > Remove From Supplement.
2. You are prompted to confirm that you want remove the property record from the supplement. Click Yes.

Result

Any changes you entered for the property record in supplement mode have been undone, and the property record now contains the set of data it had before it was supplemented.

Further, the Supplement History panel no longer contains information about the supplement from which the property was removed.

Purpose

Use this procedure to view a property’s supplement history:

• At an overview level, with information about the supplement number and year.
• At a detailed level, with information about the reason for a supplement.

Procedure

1. To view a property’s supplement history at the overview level, do the following:
   1. Open a property record and click the Events panel.
   2. View the descriptions of supplement processing events, which include the year and supplement number.
2. To view a property’s supplement history at the detailed level, do the following:
   1. Open the property record for the corresponding to the supplement and click the Supplement History panel.
   2. Under Supplement History for Year <x>, view any reasons entered for the supplement.
   3. If you want to change the verification information to the current date and your user ID, click Verify.

Purpose

Use this procedure to do the following:

• View a list of all property records in the Pending supplement group.
• Place a pending supplement in a permanent supplement group, after you have information about which group it should be placed in.
• Remove a property record from the Pending supplement group.

The Pending Supplement Group

You can put property records into the system-defined Pending supplement group, where a supplement can be placed temporarily until you have information about which permanent supplement group the supplement should be placed in.

Once you know in which supplement group to place the supplemented property permanently, you move it out of the Pending supplement group with the Move Property to Supplement activity. (For more information about this activity, see Moving a Property Record to a Supplement.)

There is only one Pending supplement group, and it cannot be closed.

Note At certain times of the year, the Pending supplement group must be empty. For example, it must be empty when creating a new year layer, or when carrying out the levy process.

Prerequisites

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

• Supplement > Supplement Process – With this right you can move the property to any supplement.
• Supplement > Supplement Pending – With this right you can move the property only to the system-defined Pending supplement.

Procedure

1. Choose Activities > Supplement > Pending Supplement List.
2. In the Pending Supplement List window, view all the properties in the pending supplement group.
3. To move property records to a permanent supplement group, do the following:
   1. Select the property record and click Move to Supplement.
   2. In the Move Property To Supplement dialog box, select the permanent supplement or supplement group in which to place the supplemented property:
      • Existing Supplement

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

      • Existing Supplement Group

        Moves the property record to an existing supplement group.

      • Pending Supplement

        Moves the property record to the system-defined Pending supplement

        .

      • New Supplement Group

        Moves the property record to a new supplement group.

   3. Click OK.
4. To remove property records from the pending supplement group, do the following:

   Note When you remove a property record from the pending supplement group, changes made to the property record in the supplement are removed as well.

   1. Select the property record and click Remove from Supplement.
   2. You are prompted to confirm that you want to remove the property from the Pending supplement. Click OK.

Prerequisites

To use the procedures in this section, the user right Supplement Administrator must be assigned to your user ID.

Purpose

Use this procedure:

• To limit changes to a supplement group.
• To allow additions to a supplement group.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Supplement > Supplement Administrator
• The supplement group to be changed has a status of C (Coding).

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List, double-click a supplement group with a status of Coding.
3. In the Status drop-down list of the Supplement Group Maintenance dialog box, select one of the following:

   

   • L (Locked)

     Prevents additional changes to a supplement group.

   • TO (Temporarily Open)

     Allows property records to be changed within a supplement group, but does not allow property records to be added.

4. Click OK.

Purpose

Use this procedure to view properties in the selected year’s supplement group and, if required, export the list to another program.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Supplement > Supplement Administrator

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List window, right-click a supplement group and choose List Properties in Supplement Group.
3. In the Supplement Property List Search Results window, review the list of property records within the supplement for the selected year.
4. If you need to export the results, right-click in the window and choose Export Results To.

Purpose

Use this procedure when property records under protest have not been resolved at the time that you are ready to accept a supplement group. With this procedure, you can move the property records under protest to the next supplement group.

Prerequisites

• In order to perform this procedure, the following prerequisites are required:
  • The user right Supplement > Supplement Administrator is assigned to your user ID.
  • The supplement group that you want to move property records from has a status of L (Locked).
  • The property records to be moved are under active protest.
  • The supplement group that you want to move property records to has a status of C (Coding); otherwise, the Shift Open ARB Accounts to the Next Supplement option will be disabled.

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List, select a supplement group, and click Shift Open ARB Accounts to Next Supplement.
3. In the Supplement Group Transfer dialog box, select the supplement group to transfer the properties to. Then click Process.

Purpose

Use this procedure when all changes to property records within a supplement group have been completed and you are ready to apply the changes in PACS 9.0.

Important You must accept supplement groups in the order they were created.

For example, the following figure contains open supplement groups 210, 211 and 212. If you need to accept supplement group 212, you must first accept open supplement group 210 and then 211 before you can accept 212.

Prerequisites

• In order to perform this procedure, the following prerequisites are required:
  • The user right Supplement > Supplement Administrator is assigned to your user ID.
  • You have verified that the supplement group to be accepted has a status of L (Locked).

    Note You can use the information displayed in the Supplement Group List dialog box (Activities > Assessment > Supplement Functions > Supplement Group Maintenance) to check the acceptance status. For information about locking supplement groups, see Changing the Status of a Supplement Group.

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List dialog box, select a supplement group to accept and click Accept
3. In the Supplement Group Accept dialog box, select the supplement group to accept and click OK.

Purpose

Use this procedure to undo the acceptance of supplement groups.

Important If you need to undo the acceptance of a supplement group that has been followed by acceptances of subsequent supplement groups in the system, you first need to undo the acceptance of the subsequent groups in descending order.

For example, the following figure contains supplement groups 124, 125, and 126. If you want to undo the acceptance of supplement group 124, because supplement groups 125 and 126 have already been accepted, you must first undo the acceptance for supplement group 126, and then undo the acceptance of 125, before you can undo the acceptance of 124.

Prerequisites

• In order to perform this procedure, the following prerequisites are required:
  • The user right Supplement > Supplement Administrator is assigned to your user ID.
  • You have determined that there are supplement groups that were accepted subsequent to the acceptance of the supplement group that you need to undo.

  Note You can use the information displayed in the Supplement Group List dialog box (Activities >. Assessment > Supplement Functions > Supplement Group Maintenance) to check the acceptance status.

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List, select an accepted supplement group and click Undo Accept.
3. In the Supplement Group Undo Accept dialog box, select the supplement group for which you want to undo the acceptance.

   Note You can view the details for any listed supplement group by selecting it and clicking Details .

4. Click OK.
5. Change the status of the supplement group from Locked to Temporarily Open. (For information about this procedure, see Changing the Status of the Supplement Group.)
6. Make changes to the property records in the supplement group as required to correct errors.
7. Change the status of the supplement group from Temporarily Open to Locked.
8. Accept the supplement group again. (For information about this procedure, see Accepting a Supplement Group.)

Purpose

Use this procedure between April 30 and October 31 to set payment terms for supplemental bills.

When the payment terms are set to ignore the October 31 rule with the following procedure, the due date is calculated as either 30 days after the creation date of the supplemental bills, or October 31, whichever is earlier. For example, if the creation date is June 15, then the due date is set to July 30.

When the Ignore October 31 Rule option is set to False, the due date of October 31 is used.

Procedure

1. In PACS.ADMIN, choose Tools > System Configuration.

   

2. Select the System category.
3. For the Ignore October 31 Rule option within the Supplement node, choose True.

Purpose

Use this procedure to specify first half (H1) and second half (H2) interest start dates for tax due items with a due date that was modified with the supplement process or the modify bill process.

For example, if the Begin Date is changed with this procedure to 4/30/2008 so that 4/30/2008 is the new base date from which H1 interest is calculated, then H1 interest begins to be charged on May 1 instead of August 1 for H1 amounts. (In this example, the date 10/31/2008 is entered as the H2 Begin Date.)

Procedure

1. Open the tax district record’s Penalties and Interest panel. Then do the following:

   

   1. In the Begin Date cell, enter the base date from which H1 interest is to be calculated.
   2. In the H2 Begin Date cell, enter the base date from which H2 interest is to be calculated, assuming that H1 is paid.

   Note If the Begin Date and H2 Begin Date cells are left blank, the H1 effective due date of 7/30 is used as the base interest date for payments made on August 1 or later, and the H2 effective due date of 10/31 is used as the base interest date for payments made on November 1 or later.

2. Click Save.
3. Repeat this procedure as required for other tax districts.

See Also

For information about how the Use Original Due Date configuration setting affects the calculation of penalty and interest for a refund, see Configuring Original Due Dates.

Purpose

Use this procedure to create bills for the properties in the supplement group.

Properties with First Half (H1) Paid Statements

If there has been a tax increase for a property with a first half (H1) statement that has already been paid, the increased adjustment amount is included in the second half (H2) amount.

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 rights must be assigned to your user ID:
  • Supplement > Supplement Administrator
• The supplement group for which you want to create bills must have a status of Accepted.
• If required, you have set payment terms to ignore October 31.
• If required, you have set base interest dates for items with modified due dates.

Procedure

1. Choose Activities > Supplement > Create Bills for Supplement Group.
2. In the General section of Supplement Group Create Bills dialog box, use the following options as required:
   • Click Change Batch to select a batch for the process.
3. In the Omitted Property section, use the following option as required:
   • Effective Due Date

     The date that defaults is April 30 of the current year plus 1.

     If you would like to extend the payment due date of bills for omitted properties, change the date as required.

4. In the Supplement Group Selection section, select the supplement groups for which to create bills.

   Note You can view the details for any listed supplement group by selecting it and clicking Details .

5. In the Options section, if you need to set the BPP rendition process to modify BPP bills automatically for property records in years for which the rendition process has been completed, verify that the Include BPP Rendition Penalty Bills option is selected.
6. Click OK.
7. You are prompted to acknowledge that the process is complete. Click OK.

After you create bills but prior to activating them, we recommend you review supplemental tax changes to affected property records.

Important Activated bills are permanently on the taxpayer’s account. Future changes require re-supplementing or modifying the bills.

Use the following tools to verify your supplemental tax changes:

• Supplement Roll – (Activities > Supplement > Supplement Group Maintenance, then, in the Supplement Group List, right-click a supplement group and choose Print Roll)

  The Supplement Roll includes the property records that your assessor’s office has supplemented. Each page features a specific property ID and year, and the report is broken out into two sections: (1) Current Property Data as of the Supplement and (2) Previous Property Data. The bottom section of this report reflects the current, previous, and gain / loss figures, including market value, taxable value, and tax. The data in this report reflects Levy bills only, and displays the total Levy tax change.

• Tax Adjustment Report – (Activities > Supplement > Supplement Group Maintenance, right-click and select Print Tax Adjustments)

  To see additional detail on how the Levy tax change was calculated, run this report and view the breakdown by Levy Bill. The data in this report reflects Levy bills only.

• Audit Trail – (from property record, expand Audit Trail panel and click Print Audit Trail)

  The Audit Trail displays all the changes to a property’s bill. This data is organized by tax year and includes the Create Assessment Bill and Create Levy Bill balance as well as any type of adjustment. Levy Bills and Special Assessment Bills are also included.

  Note The Audit Trail does not list fees, including the $.50 Fire Patrol Fee. As a result, any associated fees should be manually added into the total.

Purpose

Use this procedure to undo the creation of bills for the properties in the supplement group.

Prerequisites

• In order to perform this procedure, the following user right is assigned to your ID:
  • Supplement > Supplement Administrator
• The supplement group for which you want to undo the creation of bills has a status of Bills Created.

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List, select a supplement group and click Undo Create Bills.
3. In the Supplement Group Undo Create Bills dialog box, select the supplement group that you want to undo bills for, and click OK. A message is displayed indicating that the bills are being deleted.
4. You are prompted to acknowledge that bills have been deleted. Click OK.

Purpose

Use this procedure to activate bills.

Important Once Activated, the bills are permanently on the taxpayer’s account. Future changes will require re-supplementing or modifying the bills.

Prerequisites

• In order to perform this procedure, the following prerequisites are required:
  • The user right Supplement > Supplement Administrator is assigned to your user ID.
  • The supplement group for which you want to activate bills has a status of Bills Created.

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List, select a supplement group and click Activate Bills.

Purpose

Use this procedure to print the Change of Value form so that:

• Staff members can review changes prior to the acceptance of a supplement
• The form can be sent to taxpayers with their tax statements.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Supplement > Supplement Administrator

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List, right-click a supplement group and choose Print Change of Value Form.
3. In the Print Change of Value Forms dialog box, set the following fields and select the following options as required.
   • Group ID

     The group ID to print for.

   • Year

     Specify a tax year for which to print the supplement roll. Only the years applicable for the supplement group you selected are listed.

   • Page Range fields

     The range of pages to print for.

   • One of the following Selection Criteria options:
     • All Properties
     • Only Omitted Properties
     • All Properties, Excluding Omitted Properties
   • Property IDs
4. In the Options section, set the following field:
   • Sort Order

     Choose the order (such as by property ID, owner name, geo ID) in which you want the selected properties to be printed.

5. If the forms should be printed as part of a template, which is a collection of letters and/or forms that can be printed as a group, in the Advanced Print Options section, select Print Template and choose the template.
6. In the Output Settings section, set the following fields.
   • 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.
7. To preview the report, click Preview. To print the report, click Post.

Purpose

Use this report to review a listing or properties in an accepted supplement within a date range that you specify.

If a property was involved in multiple supplements within the date range, the property is listed multiple times on the report, once for each relevant supplement.

Procedure

1. Choose Reports > Supplement > Supplement Property Listing.
2. In the Supplement Property List dialog box, complete the following criteria:
   • Year
   • Begin Date

     The beginning of the date range in which properties were supplemented.

   • End Date

     The end of the date range in which properties were supplemented.

   • Sort Order
3. Select output settings. Then click either Print or Preview.

Purpose

Use this report to review changes to the taxable amounts and the amounts due for supplement groups for which bills have been created but not activated.

Procedure

1. In PACS 9.0, from the Supplement Group List window (Activities > Supplement > Supplement Group Maintenance), right-click a supplement group for which bills have been created but not activated. Then choose Print Tax Adjustments.
2. In the Print Supplement Adjustments Report, complete the following options as required:
   • 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.
3. Click Preview or Post

Purpose

Use this procedure to generate a roll report for your partner tax office. This report reflects the property records that your assessor’s office has supplemented.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Activities > Generate Supplement Roll

Procedure

1. Choose Activities > Supplement > Supplement Group Maintenance.
2. In the Supplement Group List, right-click a supplement group and choose Print Roll.
3. In the Select Tax Areas to Include section, do the following:
   1. Click to open the Tax Area Codes dialog box.
   2. Move the tax area codes that you need to select from the left column to the right column.
   3. Click OK.
4. In the Print Options section, set the following fields and select the following options as required.
   • Sort Order

     Choose the order (such as by property ID, owner name, geo ID) in which you want the selected properties to be printed.

   • Year

     Specify a tax year for which to print the supplement roll. Only the years applicable for the supplement group you selected are listed.

   • Page Range

     The range of pages to print for.

   • Include Property List

     Includes the property detail listings in the report.

   • Group by Action

     When the Include Property List option is selected, this option groups the property details list sub-report by action code, such as C (changed) and A (add).

   • Include Tax Area Totals by Year

     Includes the year-to-date summary per tax area in the report.

   • Include Totals by Year

     When selected, includes the grand totals in the report.

5. In the Output Settings section, set the following fields.
   • 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.
6. To preview the report, click Preview. To print the report, click Post.

Purpose

Use this procedure to create supplement statements.

Statement Groups

The statement groups referenced in this procedure are the ones created at the time levy statements were printed. You may have more than one statement group to choose from, depending on which entities were printed together on the levy statements.

Year Selection

The year defines the statement groups, and your tax office may have different groups for different years.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Supplement > Supplement Statement Maintenance
• If prior values were suppressed on notices and they also need to be suppressed on the statements, set the Suppress Prior Values on Tax Statement that were Suppressed on Appraisal Notice to True (Tools > System Configuration > System category > Tax Statement Configuration node).

  When set to True, this configuration is applied to statements for properties that have the Do Not Print Prior Year Values on Appraisal Notices check box selected in the Property Codes panel:

  

  • If a message needs to be printed on tax statements regarding the suppression of prior year values, the Suppress Prior Year Values attribute must be selected and a message entered in the Tax Statement Message code file Tools > Code File Maintenance > General > Tax Statement Messages). This attribute can be selected only for one tax statement message code.
• Messages that need to print on the tax statements have been entered and enabled as required in the Tax Statement Messages code file (Tools > Code File Maintenance > General > Tax Statement Messages).
  • If the supplement reason from the property needs to be displayed in the message area of the tax statement, the Supplement Reason attribute must be selected.

    The supplement reason to be used will be the reason for the most recent supplement group with outstanding bills, and the supplement group used will not be later than the year of the tax statement.

    Note The Supplement Reason attribute can be selected for only one tax statement message code.

Procedure

1. Choose Activities > Supplement > Supplement Statement Maintenance.
2. In the Supplement Statements Runs window, click Add.
3. In Create Supplement Statement Wizard, select the supplement group. Then click Next.
4. Select the tax statement group for the supplement.
5. Select the tax statement group for the most recent tax year that is listed on your system.
6. Click Next.
7. In the next dialog box, complete the following options as required:
   • Effective Date

     The date from which penalty and interest calculates.

   • Generate Statements for First Half Payment
   • Generate Statements for Second Half Payment
8. Click Finish.

Purpose

Use this procedure to print a supplement statement for every property within a supplement group at one time.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Supplement > Supplement Statement Maintenance

Procedure

1. Choose Activities > Supplement > Supplement Statement Maintenance.
2. In the Supplement Statements Runs window, click Print.

   

3. In the first dialog box of the Print Supplemental Statements Wizard, select one of the following Print By options:
   • Property

     All properties within the statement group.

   • All Mortgage Companies

     All the mortgage companies within the statement group.

   • Mortgage Company

     Only for a specific mortgage company. Select the mortgage company from the drop-down list.

   • All Agents

     Properties with agent assignments that have the authority to receive a tax bill.

   • Agent

     A specific agent. Select the agent from the drop-down list.

   • Undeliverable

     Property owners with addresses coded as undeliverable. (The status of undeliverable indicates that the Mail returned check box is selected in the owner record.)

   • Special Inventory

     Those properties flagged as special inventory properties.

   • Foreign Address

     Property owners with any address other than a U.S. address.

   • All Taxserver

     All tax server coded accounts.

   • Taxserver

     A specific tax server.

4. Click Next.
5. In the next dialog box of the Print Supplemental Statements Wizard, select the agent, mortgage, and taxserver printing options:
   1. Select one of the following print options as required:
      • Print Agent Statement Copy

        Send a statement to the tax agent (and the taxpayer if required) that has authority over the property.

      • Print Mortgage Statement Copy

        Send a statement to the mortgage company of the property (and the taxpayer if required).

      • Print Taxserver Copy

        Sends a statement to the tax server (and the taxpayer if required) of the property.

   2. Select the following agent, mortgage, and tax server printing options as required:
      • Print Agent & Taxpayer Copy

        If you want a copy of the tax statement to be printed to the taxpayer and to any and all agents on a property, select this option.

      • Print Agent Copy Only

        If you do not want the taxpayer to receive a copy of the tax statement, select this option, which generates statements only to the agents on a property.

      • Do not print Agent or Taxpayer Copy

        To skip properties with an agent, select this option.

        Note If you prefer to run your taxpayer statements in one group and your agent statements separately, select this option. You can then make a second print run and select agents in the first dialog box of the wizard.

6. Select the following options as required:
   • Include Undeliverable Addresses

     Include statements in the run for property owners with addresses coded as undeliverable. (The status undeliverable indicates that the Mail returned check box is selected in the owner record.)

   • Include Foreign Address

     Includes statements in the run for property owners with any address other than the US.

   • Include Statements with Zero Tax Due

     Includes statements with a balance equal to zero

   • Include Statements with Credit Balance

     Includes statements with a balance of less than zero

   • Include Statements with Zero Tax Due if OV65

     Override the PACS 9.0 default that automatically suppresses statements with zero tax due if over 65.

     Note You may wish to use this option to send out zero tax due statements to elderly taxpayers, who can use the zero tax statement as a receipt that they don’t owe any taxes.

   • Include Special Inventory Accounts

     Include statements for special inventory properties in the run.

   • Print Summary Statements

     Print statements in owner ID order. For owners that have multiple statements, a summary statement is printed after the last statement for that owner.

   • Sort Option

     Choose the order (such as by property ID, owner name, geo ID) in which you want the selected properties to be printed.

   • Print beginning with statement ID

     Reprint groups of statements starting with a specific statement ID number.

7. Select print or export options.
   • Print

     When selected, prints the item. Before printing, a Print dialog box opens so that you can choose a printer and related print options.

     Note To print to PDF format, we recommend that you use PrimoPDF, and not Adobe Distiller or Adobe PDF Writer.

   • Export

     When selected, allows you to create a print-image file that you can either copy to storage media or send by e-mail to a printing company.

8. Click Finish. A message is displayed indicating that statements are being printed.

Purpose

Use this procedure to print a petition for a refund for property records with a credit due.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Supplement > Supplement Administrator

Procedure

1. Choose Activities > Supplement > Supplement Statement Maintenance.
2. Right-click the statement run for which you want to print the petition, and select Print Petition for Property Tax Refund Application.
3. In the Options section of the Print Petition for Refund dialog box, review and/or set the following fields:
   • Supplement Group

     The supplement group for which the petition is being made.

   • Year

     The year for which the petition is being made.

   • Sort Order

     Select either Owner Name or Property ID.

4. To set the output settings, do the following in the Output Settings section:
   • In the Format drop-down list, select the petition output format.
   • In the Filename field, enter the petition file name.
   • In the Description field, enter a petition description.
5. Click Preview to preview the petition. Click Post to generate the petition.