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Importing Property Mortgage Associations

Purpose

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

Prerequisites

Each mortgage company record must contain the relevant lender number on the Comments/Codes tab. The lender number, however, does not need to match the mortgage company number.

Procedure

  1. In either PACS Appraisal or PACS Collections, choose File > Import > Property Mortgage Associations.

    The Process Property Mortgage Associations dialog box is displayed.

    MortgagePayment_ImportAssn

  2. Review the file format and then click Next.

    Another Process Property Mortgage Associations dialog box is displayed.

  3. Select the file to be imported and confirm the layout of the data with the following steps:
    1. Click Open File to select the file to be imported.
    2. Verify that the data is parsed correctly.

      Caution Caution Icon If data rolls over incorrectly to the next heading, stop. Do not proceed with the import because you will not receive results. Contact True Automation Client Services for assistance.

    3. In preparation for the Step 4, note whether the data is displayed in the Prop ID column or the Geo ID column. Then click Next.

      Another Process Property Mortgage Associations dialog box is displayed.

  4. Complete the following options as required and then click Next.
    1. Please specify the mapping key section

      Note If in Step 3 data was displayed in the Prop ID column but not the Geo ID column, select Property ID. If data was displayed in the Geo ID column but not the Prop ID column, select Geo ID.

    2. Please specify the execution mode section
      • Test - Select Test to carry out a test execution before carrying out a production execution.

      Another Process Property Mortgage Associations dialog box is displayed.

  5. To begin the test import of the property mortgage associations, click Start. After the test import, click Next to see the results.

    Another Process Property Mortgage Associations dialog box is displayed.

  6. View the reports with the following options as required:
  7. Click Finish. Then repeat Steps 1 to 3.
  8. Repeat Step 4, but this time in the Please specify the execution mode section, select Production as shown below. Then click Next to see the results.

    MortPmnt_Production

    The Process Property Mortgage Associations dialog box with the Start button is displayed.

    Caution Caution Icon Clicking Start in the next step removes the mortgage company ID from all PACS accounts. If your mortgage company has sent you a corrected tape with only a few accounts, the next step will completely remove all previously coded property.

    Therefore, if your office asks a mortgage company to resubmit its data, advise them to resubmit all of the properties.

  9. When you are ready to proceed, click Start. After the import, click Next.
  10. Review the summary and details reports.

    Note Any properties that were not matched need to be coded manually. (For more information about coding the properties manually, see the Troubleshooting section below.)

  11. When you are ready to insert the mortgage companies included on the file, click Update. Then click Finish.

Result

Mortgage company information is added to each property record under the Mtg-Permits tab.

It is now possible to send tax bills to the mortgage company in addition to or in place of the taxpayer.

Troubleshooting

To code properties manually that were not matched, do the following:

  1. Open the property and click the Mtg-Permits tab.
  2. In the Mortgage section, click New.

    The Mortgage Account dialog box is displayed.

  3. Select the lender from the drop-down list, and if available, enter the account number. Then click OK.

Next Steps

After your office has finished the levy process, complete the Exporting the Mortgage Bills procedure.