The Grab Bag BRAD MILLER, VICE PRESIDENT/CIO (26 YEARS)

Transcription

1 The Grab Bag BRAD MILLER, VICE PRESIDENT/CIO (26 YEARS)

2 #1 Rollback Pricing There is an option called Rollback Pricing which was added a few years back (2010). It was developed when more automobile values went up than went down. How can auto values really go up? NADA uses trade in values, right. What influences trade in values? Cash for clunkers (2009) Hurricane Sandy on the east coast (2012) Both of these took many used cars out of the market, rising demand for used cars, thus raising the price.

3 Why it was added #1 Rollback Pricing Some assessors did not want to have values rise, so I created a calculation that could optionally be turned on, comparing the an older Value Guide to the newer Value Guide and use which ever price is lower. Now, this is calculation out of date, especially with using Average instead of Clean values. This optional calculation is going away with V14.00

4 #1 Rollback Pricing How do you know if you have it activated?

5 #1 Rollback Pricing If you do, then you have been getting a warning since the release of V13 with the 2015 Value Guide in February.

6 #1 Rollback Pricing How do you turn it off?

7 #1 Rollback Pricing How do you turn it off?

8 #1 Rollback Pricing When you turn it off, you will need to do a recalculation so you probably will see some values increase and decrease. I suggest doing this near the end of the year.

9 #2 Recalc Durning BOE Is performing an recalculation during BOE a good or bad thing?

10 Typically, making changes to the pricing tables during BOE is not recommended. The program will warn you that it is not a very good idea. Why? #2 Recalc Durning BOE

11 #2 Recalc Durning BOE Well, if you add additional item to a pricing table, like a new item in the farm machinery table, then things are going to be ok. The new item never existed, so no accounts have the item. However, if you change the value of a piece of farm machinery, then you may not be so lucky. Having many values change is probably not a good thing during BOE. The reports would show numerous add or deducts, depending on the value change. It s really not the end of the world, you just need to be aware of the situation. What about changing tax districts tables?

12 Changing a taxing district could be a much bigger deal during BOE. Why? #2 Recalc Durning BOE

13 #2 Recalc Durning BOE Because the Tax District Totals Report (Form 11) is what many office uses as a starting point for levies. Moving a mass $ amount from one to another tax district could really change the levis calculations.

14 #3 Change/Delete Account # Is it ever a good idea to change an existing account number or delete an account number? I seemingly get asked this question every year

15 #3 Change/Delete Account # 99% of the time it is NEVER a good idea to delete an account or change its account number. Why?

16 #3 Change/Delete Account # Because the account number is the link to the other systems in the court house. If you delete an account or change an existing account s number the link is broken. This is bad because a person may owe back taxes and if you delete the account from your system, then the next time you add an account you most likely use the deleted account number. Then when the new person gets their tax bill, not only will they get it for the items they owe, but probably a bill for the past due items the have never owned. There is something that can help with this.

17 #3 Change/Delete Account # There is something that can help with this.

18 #3 Change/Delete Account # Yes, it is called the Court Order Manager What is the Court Order Manager?

19 #3 Change/Delete Account # Yes, it is called the Court Order Manager What is the Court Order Manager? Is it like the BOE Manager? Oh God, I hope not.

20 #3 Change/Delete Account # The Court Order Manager has 3 functions. 2 you will use, 1 probably not. It is located under Utilities, just below the BOE Manager

21 #3 Change/Delete Account # Option 1 : Delete Account Lock should already be on.

22 #3 Change/Delete Account # Option 2 : Change Account Number Lock should already be on.

23 #3 Change/Delete Account # Option 3 : User Reminder you probably will not need so uncheck it.

24 #3 Change/Delete Account # The account number protection is in the BOE Manager as well.

25 #3 Change/Delete Account # So, if 99% of the time it is NEVER a good idea to change an account number, when is it ever a good idea to change an account number?

26 #3 Change/Delete Account # When you have an account number system. There are some counties that have a location built into their account number. So, if a person moves, then account number has to change. Most counties have gone away with this type of system. Back in the day, it was probably an easy way to see where people were located. Now that everything is computerized, this is really unnecessary. In my opinion: let the computer do the work for you. There are many ways to search for an account, don t let the account number get in the way.

27 #4 USING BOE Oh dear, not the BOE Manager.

28 #4 USING BOE Next, I am going to explain what the different statuses mean in the BOE Manager and how they are used. Using Account BOE Delete/Hold Using BOE Status New Account Using BOE Account Status Active Completed Using BOE Reactivate

29 #4 USING BOE Using Account BOE Delete/Hold *Account must be 1 st Active Completed * Items marked hold will NOT be automatically removed when BOE deactivated. * Items marked Delete will be automatically removed when BOE deactivated. * Items marked Hold will show up on BOE List Report as Hold with no value.

30 #4 USING BOE Using BOE Status New Account * Sets the account to New Account * Items are not Omitted, Not Deleted, Not Add * The account is new for next year.

31 #4 USING BOE Using BOE Account Status Active Completed * Sets the account to Active Completed * Makes the items on the account omitted right? * Any new items are omitted too.

32 #4 USING BOE Using BOE Reactivate * Only clears the account delete/hold status. * Use when account is already delete/hold. * Will still will probably need to do the BOE Status Active Completed. * Makes the items on the account omitted.

33 #4 USING BOE The BOE Active Completed and BOE Reactivate buttons are also on the Account Item Screen so you do not have to jump back to the status screen.

34 #5 Farm Machinery Using the Farm Machinery Pricing table. Three methods used when building the table 1. Group by year 2. List every item 3. Using Depreciation chart Works for both Group By Year and List Every Item

35 #5 Farm Machinery Using the Farm Machinery Pricing table. Group by year Pros and Cons

36 #5 Farm Machinery Using the Farm Machinery Pricing table. Another example of Group by year Pros and Cons

37 #5 Farm Machinery Using the Farm Machinery Pricing table List every items Pros and Cons

38 #5 Farm Machinery Using the Farm Machinery Pricing table. Using Depreciation chart (5 Columns, Col #16 to Col #20) Works for both: Group By Year and List Every Item

39 #5 Farm Machinery Using the Farm Machinery Pricing table. Using Depreciation chart Ties to Column in the Farm Machinery Table Prices will change when Base Year changes

40 #5 Farm Machinery Using the Farm Machinery Pricing table. Examples Using Depreciation chart (% are just for demonstration)

41 #6 Address Checking Did you know that you have a built in address checker?

42 #6 Address Checking It will check the City and State against the zip code and show you the preferred City name.

43 #6 Address Checking You can have an exclusion list.

44 #6 Address Checking You can skip over an account you do not want changed.

45 #6 Address Checking You can correct them all at the click of a button.

46 #6 Address Checking You can go to the USPS website and look to see what is currently on file Must have Account Maintenance Module Must be done one at a time according to USPS.

47 #7 Where Are The Values? This is the number one question when I install the new Value Guide. NADA is based on trade in values, so if not enough trade-in values do not exist by the October issue of Value Guide, they will not be in your Value Guide. New vehicles - SLT Software is suppose to use the Retail Value less 5%? Some of the missing value are from My Guide Why? Because you probably used Ultimate My Guide and you need to reactivate it. I do not do that during the update Why? Because I do not now which sections you applied the Ultimate Guide.

48 #7 Where Are The Values? Run the List Report Items With Zero Values this report will list all the items on all the accounts and what value type is missing (Value Guide or My Guide) If there are a lot of My Guide Then you probably need to reapply the Ultimate My Guide.

49 #8 Unspecified Items I have been told that they are once again going away I strongly persuaded SLT Software to leave them in for He said they will definitely be going away for If you are using VINs this should not be as big of an issue as it once was. If you are using e-file, then the public must put it in so you do not have too. If you call Tech Support, they can use the Query Wizard to help find the unspecified accounts.

50 #8 Unspecified Items You have been warned In the update document. If you save an account with an unspecified item you should be getting a warning.

51 #9 Tax District Changes Ever have to add a new taxing district? It can be complicated.

52 #9 Tax District Changes You have to decide what is actually changing Ask your self this question - Am I changing existing Master Tax Districts or do I need to add new master districts? Both?

53 #9 Tax District Changes If you are changing and existing master district then you are luck. This is much easier than adding whole new master taxing districts. Here is an example of adding a new fire district for existing Master Districts. Add new district into Fire District table.

54 #9 Tax District Changes Change the Master District table.

55 #9 Tax District Changes Don t forget to copy Test To Main for both the Master District and Fire District.

56 #9 Tax District Changes Change the Auto Complete table. Tip: Suggest printing the information and writing down the changes 1 st.

57 #9 Tax District Changes Finally, you need to: Run a Recalculation should not get value changes. Run the Batch Process Master Tax District Checker. Process is complete Accounts that have the new Fire District are updated with the new Master District.

58 #9 Tax District Changes In Summary: If you are changing and existing master district Add new district into Fire District table. Change the Master District table. Don t forget to copy Test To Main for both the Master District and Fire District. Change the Auto Complete table. Tip: Suggest printing the information and writing down the changes 1 st. Run a Recalculation should not get value changes. Run the Batch Process Master Tax District Checker. Process is complete Accounts that have the new Fire District are updated with the new Master District.

59 #9 Tax District Changes If you are adding NEW master districts, then you are not so lucky, because you may need to move current accounts into the new master district. Steps Add new district into Fire District table. Change the Master District table. Don t forget to copy Test To Main for both the Master District and Fire District. Change the Auto Complete table. Tip: Suggest printing the information and writing down the changes 1 st. Run a Recalculation should not get value changes. No Need to run Batch Process Master Tax District Checker. Why?

60 #9 Tax District Changes You will now have to go into each account and manually change the Master District. That s a lot of work. If you can get me specifics about which accounts go in the new districts, sometimes I can write queries to move the accounts. That could save a lot of time. Typically, this is something you have to just push through.

61 #10 Mobile Homes Linking mobile homes form Real Estate to Personal Property. You will need to have Account Management Module. You only need to link the accounts one time. Once an account is linked to Real Estate, it does not need to be re-linked every year. You can link more than one real estate to a single personal property account. This may be needed when you have multiple interests. You will need to have a designated PDF for mobile homes. This will be set up during installation. Linking can only be done using working values. This should not be an issue because you should only be doing the full import just before BOE. Here is how it is going to work

62 #10 Mobile Homes Here is how it is going to work 1) You need to locate both the working real estate parcel and the matching personal property account. 2) Add the mobile home if it is not already on the parcel. 3) Click the Personal Property Link button in real estate. 4) Go into the personal property account. 1) Add a special item called Linked Mobile Homes 2) Click the link button in personal property This will work great if you have two monitors. You can have Real Estate open on one screen and Personal Property on the other.

63 #10 Mobile Homes Sample CAMAvision PDF Screen

64 #10 Mobile Homes Information Exported

65 #10 Mobile Homes Sample Real Estate Export Screen

66 #10 Mobile Homes Sample Real Estate Sample Parcel Maintenance Search Screen

67 #10 Mobile Homes Now, that the two are linked then what? How do values get updated between the 2 systems. There is an export feature that will export all the linked mobile homes from real estate. There will also be a matching mobile home import in personal property. The information only flows in one direction real estate to Personal Property. During the import, personal property will tell you if there are missing mobile homes from real estate by telling you which accounts were previously linked but were not updated.

68 #10 Mobile Homes Features: Information imported: mobile home description and mobile home value. If you use any type of calculation override, like ½ interest that will still apply. Only have to link the systems once. If you change a parcel number the link is not broken. You will be able to quickly locate matching parcels between real estate and personal property with a click of a button.

69 #10 Mobile Homes Features: You will be able to link personal property accounts to a real estate account, even if there is no mobile home (coming in Version 2.) Personal Properly Import warns you if an account link is broken or not updated. It s integrated with Personal Property Account Management Module * Mobile home linking and Parcel to Account linking. * Provides you with address tracking for past addresses. * Provides you with access to the latest USPS address change information. Account Management has a UGM $250 discount until the end $1,000 License (includes discount) / $600 1 st Year Service / $350 Renewal Available Late October early November.

70 #11 Clear Status (Bonus) What do each of the account status mean. If you understand what they mean and how they are used then you will more likely understand when to clear them.

71 #11 Clear Status Here is what we are going to cover: 1) What is the difference between Delete and Hold? 2) What is Inactive? 3) What is Active Returned? 4) What is Active Completed? 5) What is New Account? 6) Does Account Status override Delete/Hold Status? 7) If an account is active completed and should be marked deleted, should you leave the account status active completed or put the status to inactive? 8) When to clear penalties? 9) Do you have any of your own Status Fields?

72 #11 Clear Status What is the difference between Delete and Hold?

73 What is the difference between Delete and Hold? An account marked deleted means the person will most likely never return to the county. An Account marked Hold means the person my return. To the Personal Property they are coded differently, but they really mean the same thing. Say what? #11 Clear Status

74 #11 Clear Status Say what? Delete is a code 1, and Hold is a code 2. This is important if you are trying to find accounts with Delete/Hold using the Query Wizard. Both Delete and Hold are treated the same in reports, epically Form 11 and Form 11a. These reports, like most reports, specifically scan out delete and Hold accounts.

75 What is Inactive? #11 Clear Status

76 What is Inactive? #11 Clear Status No reporting form has been returned to the assessors office for the current year. Only inactive account are sent reporting forms. This is the default. Question: Is it a good idea to send out only active completed accounts reporting forms for next year?

77 What is Active Returned? #11 Clear Status

78 What is Active Returned? #11 Clear Status Account has been returned to assessor office, but not processed. Typically the account has a change that needs to be account for. Example: A person has added or changed existing items on their account. Some people use this for other things what?

79 What is Active Completed? #11 Clear Status

80 What is Active Completed? #11 Clear Status Active completed means the account has been returned to the assessors office and processed. If any changes need to be made, they have been completed. This includes: Scanning the reporting from. Downloading from e-file website. Making changes to the persons account.

81 What is New Account? #11 Clear Status

82 What is New Account? #11 Clear Status New account means new for the next year. The account is not used in reports, like hold status, but the account is not on hold. This is nice because when you get ready for next year, the status is automatically rolled to inactive and the person will get a reporting form. Why not leave the account inactive, and just put it on hold? This will lead to more work on your part. Let the computer do the work for you. Here is why: If you make the account Inactive and put it on Hold, you will have to remember to take the Hold status off, so the person would get a reporting form, effectively editing the account 2 times once to put the hold on and once to take it off.

83 #11 Clear Status Does Account Status override Delete/Hold Status?

84 #11 Clear Status Does Account Status override Delete/Hold Status? No, Delete/Hold status always override account status no matter what the status (Inactive, Returned Only, Active Returned, New Account, etc.)

85 #11 Clear Status If an account is active completed and should be marked deleted, should you leave the account status active completed or put the status to inactive?

86 #11 Clear Status If an account is active completed and needs to be marked deleted, should you leave the account status active completed or put the status to inactive? I suggest leaving the account status completed especially when the account is on hold. This way when creating history for accounts it will be created for the current year. My feeling is if an account has been returned and processed, it probably should have a history. Then for the next year, the status will be left inactive, account still on Delete/Hold, and the history will most likely not be created.

87 When to clear penalties? #11 Clear Status By penalties I mean current penalties not court order penalties, which are in history and are not cleared.

88 When to clear penalties? #11 Clear Status Don t get in a rush to clear them, and do not for get to print penalty report and clear them.

89 #11 Clear Status Lets go over the Batch Process Clear Account Status

90 In Summary the basic Account Statues are: Inactive Active Returned Only Active Returned Add-On New Account #11 Clear Status Do you have any of your own Status Fields? Pros / Cons?

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