1. TAX ROLL PROCESSING – SPECIAL ASSESSMENTS IMPORTING POSTING 1 SACVI Link to Posting Posting

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4. N:\Tax Season Process\2013 Tax Season Process\2013 Non Advalorem\NAV Text Files 4

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6. 6 COMMENT: Maybe a comment here about files larger than 8 MB, the next slides get into the FTP process. Maybe a link on this slide that jumps over those slides (to slide 12) to avoid confusion if the file is less than 8MB? – which is likely is

7. 7 Trying to upload files larger than 8 MB will result in the Server Error below. These files must be uploaded via FTP using windows explorer.

8. 8 These are the links to the FTP site PROD: ftp://fl-palmbeach-grm.manatron.com/Files/SA/ftp://fl-palmbeach-grm.manatron.com/Files/SA/ UAT05: ftp://fl-palmbeach-grmtest.manatron.com/UAT5_Files/SA/ftp://fl-palmbeach-grmtest.manatron.com/UAT5_Files/SA/ Open My computer and paste one of the above address in the address bar and then press ENTER on your keyboard. You will see the list files as show below. This is what the online files look like when you view them via My Computer.

9. 9 Open another instance of My computer and navigate to the NAV files folderNAV files folder and arrange your windows so you an see both the FTP site and NAV files. Then simply drag and drop the files from the pc to the internet.

10. 10 You can paste the ftp links in Internet Explorer to look at files, but you won’t be able to upload files.

11. 11 You can see that looking at the files via My Computer FTP site matches the files you see in the import section of the Special Assessments.

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15. 15 See Slide18 for saving Missing PINs files.

16. 16 After clicking on the link your are prompted to open or save. You can do either, but the file needs to be saved at the following location. N:\Tax Season Process\2013 Tax Season Process\2013 Non Advalorem\NAV Import Results - PRE CVI Note the naming convention: PA code – TCO code – TA name – year.pdf

17. 17 The results from the PDF need to be entered into the Balancing spreadsheet. This refers specifically to the counts and amounts for any given SA code. This is done via a macro. These are entered in the columns (J & K) which refer to the import section for Aumentum. (not to be confused with columns H & I for NAV files received.)

18. 18 Entries for missing pin files may or may not appear on the Files tab. If they do appear they will need to be saved as a TEXT file to the N drive.

19. 19 Right click the MISSING PINs.txt file and choose ‘Save Target As…’ Save the text files to the following location: N:\Tax Season Process\2013 Tax Season Process\2013 Non Advalorem\NAV Missing PIN Text Files\MISSING PINS TEXT FILES You will be prompted to save the file as noted below.. Change the pull down menu to All Files and type in a name to save as ending with.txt as shown below on right. Note the naming convention used.

20. 20 The import process is complete. The next step is Posting the files. This year, as a precaution, we posted the smallest SA to make sure all is working as intended. You may want to incorporate this into your process. Do not post Solid Waste along with all the other files! We are posting: 1.a small file 2.All remaining SA’s except for Solid Waste 3.Solid Waste These items below were also excluded

21. 21 To test posting with a small file Open the folder with all the imported NAV files and find the smallest file. The image below shows this only has 2 pins. You can obtain the amounts From the Validate SA spreadsheet, from the Balancing spreadsheet or by counting the number of entries in the file. This will be used to confirm the counts/amounts once this is posted.

22. 22 Follow the steps and fill out the information as below to bring up the first SA to post. Navigate to TAX / Special Assessments / Calculations and Postings Choose ‘Special Assessment Annual’ from the pull down menu for Value Change Reason.

23. 23 Follow the steps and fill out the information as below to bring up the first SA to post. Choose ‘Not calculated / posted’ from menu for Calc / Post status. Since we are posting one SA to test, we enter the number under Code / Description. Otherwise leave this blank to pull up all the SA’s and click Search.

24. 24 Once the SA has been found and box is checked, click POST and check the corresponding batch process to monitor and check results. When a code is not used to find a specific SA’s, the search results will likely not fit on one page. Change the Results/page to a larger number like 2000. This method would be used to post all the pending SA’s.

25. 25 The files in the detail of the batch will provide the PDF report and a summary file. See next slide for details on saving this file. The PDF will provide the counts and amounts. The Summary.txt file will display information if there are errors or it will confirm the process went fine.

26. 26 Info on saving the two files from the batch process details. i.e. where on the N drive, naming convention, etc.

27. 27 The PDF is the Special Assessment Values Report from the batch process details. This is the detail in the for the posted SA. It should match columns J & K. For this test of posting one SA, confirm the counts and amounts match. Once all amounts are posted, a SA Value report will be created with all the other SA’s. This output PDF will converted and pasted in a sheet so the macro can copy the values to this sheet accordingly.

28. 28 The data from the PDF report will later be entered into columns V & W, which are the POSTED amounts. The amounts and counts will be entered into the balancing spreadsheet with a macro. The process for the macro to enter the data for the IMPORTED totals and then for the POSTED totals is the same. See the PDF document with the process to convert the Special Assessment Value report into An Excel sheet. With the data in Excel we can leverage the Macro to match all the value in the correct places on the Non Ad-Valorem Balancing Spreadsheet.