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Running the Freeze/Refreeze Wizard (Shared or Appraisal-only Database)

Purpose

Use the Freeze/Refreeze Wizard described in this topic to do the following:

Applicable Year

The Freeze/Refreeze Wizard operates on the most recently certified appraisal year using prior year information to calculate the freeze. It then forwards the information to the current non-certified appraisal year.

Appraisal Notice Processing

When using the Freeze/Refreeze Wizard for 2018 appraisal notice processing, note that in the procedure below, Step 2 involves previewing the freeze ceiling calculations to ensure that any freeze ceiling that needs to be on the 2017 year layer exists and will be copied to the 2018 year layer.

In addition, Step 4 involves processing the freeze ceilings, which recalculates a new freeze if there is a new value, a new exemption, or a transfer. This corrects the 2017 year layer and copies to the 2018 year layer.

Caution Caution Icon

If you are running the Freeze/Refreeze process as a part of the levy process and you need to supplement properties to correct errors, after doing so you must rerun the activity Prepare System for Bill/Tax Statement Creation (Activities > Assessment > Levy Functions > Prepare System for Bill/Tax Statement Creation). For more information about this activity, see Levy Roll and Tax Statement Procedures.

Prerequisites

Before using the wizard, you must carry out the following activities as required in order to obtain the most accurate results:

Procedure

  1. Choose Activities > Freeze Ceiling Maintenance.

    The Freeze Ceiling Run History window is displayed.

  2. Preview freeze ceiling calculations.
    1. Right-click and choose Freeze/Refreeze Wizard.

      The Freeze/Refreeze Wizard – Overview window is displayed.

    2. Click Next.

      The Freeze/Refreeze Wizard – Entity/Freeze Types dialog box is displayed.

    3. Ensure that the appropriate year is selected.
    4. Select the entity/freeze types to be included in the freeze ceiling calculation.

      Tip To select multiple entity/freeze types at the same time, press CTRL and click the required entities. Then click Include.

    5. To review the entity/freeze types that are not available, click Show Unavailable Entity/Freeze Types.
    6. Click Next.

      The Freeze/Refreeze Wizard – Summary window is displayed.

    7. Click Finish.

      A message is displayed indicating the progress of the process.

    8. You are prompted to acknowledge that the freeze ceiling run is complete. Click OK.
    9. The status of the run is set to Previewed.

      Note A status of Previewed indicates that the system has calculated the freeze ceilings, but has not yet applied them.

      The Freeze Ceiling Exception Report, Detail Report, and Change Report are displayed.

  3. Review the Freeze Ceiling Exception Report, Detail Report, and Change Report to analyze the results of the calculation, and then make corrections as required.

    Note Any errors reflected in the reports must be corrected, and if necessary, supplemented before continuing with the levy roll process.

    For instructions about supplementing properties from this Freeze/Refreeze Wizard, see Step 4d below.

  4. Process the freeze ceilings.

    When you process freeze ceilings, the system reprocesses the relevant data, taking into account any changes or corrections that were made.

    Caution Caution Icon Once you process freeze ceilings, you cannot undo them.

    If needed, you can rerun the Freeze/Refreeze process. There is no limit on the number of times you can run this process.

    1. Right-click and choose Process Freeze Ceilings.

      The Freeze/Refreeze Wizard – Overview window is displayed.

    2. Click Next.

      The Freeze/Refreeze Wizard – Entity/Freeze Types dialog box is displayed. Select the appropriate entities.

    3. Click Next.
    4. If there are properties that need to be supplemented in order to be processed, the Supplement window is displayed. Do one of the following:
      • If you do want to supplement properties:

      (i) Select Supplement Properties.

      (ii) Select either New supplement group to create a new group, Pending supplement group to place the properties in a pending supplement, or Available supplement group and select one from the Group drop-down list.

      (iii) Select the supplement code and enter a description. Then click Next.

      Freeze Celing Shared Supp, 001

      Caution Caution Icon We recommend that you choose to put the freeze/refreeze changes into a supplement. Failing to do so (1) could change your certified totals for the year to freeze adjusted taxable and (2) prevents you from exporting those changed freeze ceilings in the form of a sup group to tax offices that may require the changed freeze ceiling information after receiving certified information.

      • If you do not want to supplement properties:

      (i) Do not make entries on the Supplement window; verify that the Supplement Properties in Certified Years check box is clear.

      (ii) Click Next.

    5. On the Freeze/Refreeze Wizard – Summary window, click Finish.

      Freeze Celing Shared, Supp, Summary, 001

      A message is displayed indicating the progress of the process.

    6. You are prompted to acknowledge that the freeze ceiling run is complete. Click OK.

      The status of the run is set to Processed.

      The Freeze Ceiling Exception Report, Detail Report, and Change Report are displayed.

  5. Review the Freeze Ceiling Exception Report, Detail Report, and Change Report to analyze the results of the calculation, and then make corrections as required. For more information about analyzing the reports, see Utilizing Freeze Ceiling Reports.
  6. Regardless of whether or not you supplemented the properties before the freeze changes, if freeze changes were made and this process was done as a part of the levy process, you must rerun the activity Prepare System for Bill/Tax Statement Creation (Activities > Assessment > Levy Functions > Prepare System for Bill/Tax Statement Creation). For more information about this activity, see the Levy Roll and Tax Statement Procedures.

Result

Freeze ceilings have been calculated, recalculated, and/or carried forward, and any freeze ceilings not applied remain available in the system for corrections.

Freeze ceilings that could not be calculated are printed on the Freeze Ceiling Exception Report and are unaffected by the Freeze/Refreeze Wizard.