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iv. Maintaining Appraisal District Configuration_ImportAppr_SHARED (8.1.09.x)

Purpose

Use this procedure to specify the minimum import year and the import field mappings for an appraisal district. You need to carry out this procedure for each county appraisal district (CAD) from which you import data.

Important Once this data is entered for the year, PACS Collections stores the entries, and it is not necessary for you to reenter the data. The data should be entered only once per CAD, and you should not change the data unless either an error occurred on the original mapping, or a new entity needs to be imported and mapped.

Procedure

  1. In PACS Collections, choose File > Import > Appraisal Data.

    The Appraisal Import List is displayed.

  2. Right-click and choose CAD Configuration.

    The Appraisal Import Configuration Selection dialog box is displayed.

    appraisal data config

  3. Specify the CAD and their software vendor. Click OK.

    The Appraisal Import CAD Configuration dialog box is displayed.

    appraisal data cad config

  4. In the Minimum Import Year for CAD field, use one of the following options to set the default year when importing data:
  5. The Configuration Match Mapping section displays the fields that match between the importing CAD and your office. The imported records match your offices' records using data stored in this field. Select either Geo ID or Property ID from the following drop-down lists:
  6. Entity Mapping: This section maps the entity codes from the importing CAD to the entity codes that your office uses. Below is information and steps on this process.

Important Caution Icon Except for the BPP entities and CAD entities, entities that are mapped here are entities that you would like to add to properties. (BPP entities are not mapped here because they are managed separately within levy processing. CAD entities are not mapped because they are assigned based on the external CAD selected when importing appraisal data.)

The following two options are available for mapping entities:

- Map only to entities that your office collects for. This is the most common option.

- Map to entities in addition to the ones you collect for.

Keep in mind that any entities mapped here are added to your database and could result in an increase in the number of properties. Consider the following examples:

Example 1: If you are a city and only collect city bills, adding the county entity could create numerous properties that are not associated with the city entity.

Example 2: If you are the Tax Assessor Collector for the County and you collect special inventory for all entities, but normally do not collect 'all' taxes for all entities, we highly suggest you import 'all' entities to see all changes. This will also insure the accuracy of the UPTVF factor assigned to these properties as a multiplier for the sales inventory tax calculation. Special inventory entities can be marked to 'collect special inventory only' so bills on these entities do not create on any other properties except for special inventory properties.

Example 3: You choose to map to entities in addition to the ones you collect for because you want to include properties associated with those entities in order to share this information with taxpayers.

To add a new entity:

  1. Click New. The Entity Map dialog box is displayed.
  2. Enter the first entity code from the importing CAD in the Imported Entity Code field.

    Note The importing CADS' entity code can be found on the Certified Totals report received from the CAD. The importing CAD may have a different coding system set up.

  3. Then, in the PACS Entities section, under the Available Entities, the system lists all entity codes available on your database. Select the one entity code that is used on your system that stands for the same entity code that your importing CAD uses. Click Select.

    Import Appraisal Data Import Map

    Note The entity you select should have a code matching the code displayed in the Imported Entity Code field. Only one entity code should appear in the selected Entities box.

  4. Click OK.

    Repeat steps 1-4 to add each entity.

To delete an entity code mapping:

  1. Select the mapping and click Delete.
  2. Click OK.