Central Notes Feature

Central (Centralized) Notes

Overview

Central Notes are designed to allow users to enter and store notes in a centralized storage location. When used, Central Notes enables users to maintain, and review, any notes that are entered when an action is performed, or when a modification is made.

User prompts for a central note entry can be made to occur at the entity level, or at the field level of a profile. This means that a user can be prompted to make an entry when they either access and make a change anywhere in the profile, or in a specific parameter in the profile. These settings are made by an administrator in the Business Entity Designer (BED) release 5.1 or greater. in addition Central Notes can be applied on a dataset basis, i.e. all records of a search result could have a note applied to them collectively.

NOTE: Central Notes that are applied as a dataset are permanent, Notes applied to a dataset cannot be removed.

 

101-std-fea-009-(uiTN)-[v6.0].png
Centralized Notes Pane & Viewer

As an example, in the Parcel Linking profile if a new parcel link is created, or a modification is made to an existing Start Date or End Date, justification may be required for the action. This layer of security can be provided with the Central Notes System. When enabled, the user will not be able to complete the action unless an entry has been made in the Central Notes form. When entered and saved, the record of the username, change, and details is saved.
When a centralized note is entered, an optional flag can be assigned to it. A note can be entered with three (3) statuses. These statuses can be used as part of a search criteria. (Table: PC_CENTRAL_NOTES).

Locating the Central Notes pane

The Central Notes can be found by default as an Auto-Hide tab located on the left hand side of the Govern user interface. To display the note field, hover your pointer over the tab to display it. Refer to Auto-Hide Panes (std-fea-001).

Read More...

Enabling Central Notes

Creating an Entity Level Centralized Note requirement

At the entity level, when an entity is made or modified, the user will be required to enter a centralized note entry.

To set up an Entity level Central Notes entry request, you will need to make changes using the Business Entity Designer (BED) release 5.1 or greater. Refer to the BED release 5.1 guide for details about modifying Business Entities (BE’s)

  1. In the BED, under the Model Explorer pane, click on the Business Entity that will require a Centralized Note entry; for our example we will use Parcel Linking.
  2. Under the Properties pane on the right hand side under 1 – Basic Data Settings, set the Note is required on creation flag to True.
  3. Set the Note is required on modification flag to True.
  4. Click Save.

When the flags are set at this level, i.e. the Entity level, a Centralized Note entry will be required to create a new parcel link entry.
Creating an Attribute Level Centralized Note requirement
At the Attribute level, in order to enter a note, or when a modification is made to an attribute, i.e. field, a note entry will also be required to be made.
To set an attribute level Centralized Note entry request…

  1. In the BED release 5.1, under the Model Explorer pane, click on the Business Entity that will require a Centralized Note entry; for our example we will use Parcel Linking.
  2. In the central area under the List of Attributes pane, select an attribute that you want the user to be prompted with a Centralized Note entry request; for our example select the END_DATE attribute.
  3. On the right hand side, locate the Central Notes property, set both the Allow Notes, and the Note is required on modification flags to True.
  4. Repeat the above steps 2 and 3 for the FROM_DATE attribute.

About Entity / Attribute Level Centralized Note requests

Users that are enabling Central Notes for Entities and Attributes should note that the request for a Centralized Note entry by the system are separate. This means that if the flags are set at both the Entity and Attribute level, a separate prompt for a Centralized Note entry will be issued by the system.

Central Notes pane

The Central Notes pane is used to enter and display the notes that are related to the selected parcel. These tabs are used to enter and view the Central Notes, as well as controlling what notes are displayed after a search, through a series of user selectable filter fields.

Notes Viewer form

With a click on the Notes Viewer button in the Central Notes pane, the Notes Viewer form is displayed. This form contains two (2) tabs, one for defining your search parameters, and the other for displaying the search results.

NOTE: by default when the Notes Viewer button is clicked, the Notes Viewer form is displayed with the Notes Viewer Search Results tab.

Notes Viewer Search Criteria tab

In the Notes Viewer Search Criteria tab, you are able to search the Govern system for existing notes. The results of the query are filtered based upon your search parameters.

Central Notes Management tab

Notes Viewer Search Criteria tab – Command Button
Retrieve Notes:
Click Retrieve Notes to perform a search of the Centralized Note based upon the Filter options selected.

Notes Viewer Search Criteria tab – Parameters

The following is a description of the parameters that are found under the Notes Viewer Search Criteria tab.

Filters group

Dataset Filter group

Selections in the Dataset Filter group will restrict the display of notes to those within the current dataset.
All: Click All to display all notes in the current dataset.

Current Parcel: Select this option to display notes that are restricted to the current parcel.

Current Name: When Current Name is selected, only the Central Notes that were created on records that are linked to the current name account.

Author Filter group

All Authors: Select this filter option to display notes from all authors under the Author list. (TABLE: USR_USERFILE)

My Notes Only: When selected, this option will display only notes made by the current logged in user.

From Author: Click to select the From Author option; this will display the notes entered by the author that is selected from the drop down menu.

NOTE: The drop down menu list will not be active unless the option is selected. When this option is selected, but no author is selected, a warning will be displayed requesting that an author be selected from the list.

Subject Filter group

Entity Name: Click to select an Entity Name from the drop down list; the notes that are displayed are the ones that are related to the Entity.

Control / Attribute: Select the Control / Attribute option to filter for the Control or Attribute that is associated with the selected control or attribute

Table Name: Click to activate and filter Central Notes that are associated with the selected table name.

Column Name: After selecting a Table Name, you can further filter down and display Central Notes associated to a selected column name.
Date Filter group

Fiscal Year From / Fiscal Year To: Enter the Fiscal Year range of interest in the From and To fields.

Entry Date From / Entry Date To: Enter the date range of the Central Notes that you would like to view.

General Filter group

Note Priority: When a priority has been assigned to a Centralized Note, use this option to filter the search results for a specific priority. If no priority is selected, the all notes will be specified.

Exclude Private Notes: Select this option to exclude all notes that have been assigned with the Private Notes option.

Searching for Central Notes

Users with access to Central Notes can perform a search on all notes entered in the system. The search can be by parcel, name, or by author, for a given entity or attribute.
To perform a search for Central Notes that have been entered in the system:

  1. Click to display the Central Notes auto-hide pane.
  2. Select the Notes Viewer Search Criteria tab.
  3. In the Filters group, select each criteria required from each of the filter groups.
  4. If required select a priority note from the General Filter group.
  5. Click Retrieve Notes.

Notes Viewer Search Results

The search results will be displayed under the Notes Viewer Search Results tab.

Notes Viewer Search Results

As indicated earlier, the Notes Viewer Search Results tab displays the results of search queries based upon selected filters. The columns displayed can be re-arranged with a drag and drop action.

Grouping by Columns

The Central Notes drag and drop feature also allows for grouping by column heading. The space above the columns titled Drag a column header here to group by that column is referred to as the Grouping Area (A). This space expands to accommodate column names as they are added.

For example, if we have the following columns headings…:

  • Priority
  • Private
  • Entry Date
  • Relates To
  • Note
  • Author Name

We may want to view the entered notes grouped according to the Priority (A).

To group according to the Priority:

  1. Click and drag the Priority column into the Grouping Area above the columns; when empty this area is marked”Drag a column header here to group by that column”. Drop the column heading on the Grouping Area.
  2. You will note that the data has now been grouped according to the Priority column. You will see a heading that indicates the column grouping, the item that it is being displayed under, and the total number of items under that grouping. Click on the “^” beside the column grouping (A) to expand or contract the content listed.

Multiple columns or attributes can be grouped by dragging and dropping them into the Grouping Area above the column headings. Additional columns will appear as subgroups within the original group.

The order of the groups and subgroups can be changed with a drag and drop procedure.

To re-arrange subgroups:

  1. Click and hold the pointer on the subgroup title.
  2. Drag the title to its new location, noting the insertion point between the subgroups. The insertion is indicated by a bright vertical bar.
  3. Release the mouse button to complete the insertion.

Removing Column Groupings

To remove column groupings from the Grouping Area:

  1. Click and drag the grouped or sub-grouped title to an area outside of the Grouping Area.
  2. When an ‘X’ appears, release the mouse button to drop the object. The grouping or sub-grouping will be removed.

Viewing Central Notes Search Results

After result have been generated, there are two (2) options available to view the results; export results to an Microsoft Excel spreadsheet, Print with a preview.

Notes Viewer Search Criteria tab – Command Button

Export to Excel: When Export to Excel is selected, the current search result grid will be exported as an Microsoft Excel spreadsheet.

NOTE: The Excel export will not be affected by the sort order or grouping; the columns are output in the default order of the system.

Print Preview: Click Print Preview to display a preview of the current search result grid.

Behavior of Central Notes when enabled in Govern

When Central Notes are enabled, fields that have the Central Notes enabled through the Business Entity Designer (BED) will have icons that flag the state of the field.

Central Notes Status Icons

Central Notes fields are indicated with Notepad icons that lets the user know their status. Red icons indicate that note entries are required, i.e. mandatory; Gold icons are an indication that note entries are optional:

Allowed: The yellow icon indicates that entry of notes is optional for the user.

Required: This indicates that any changes to the field involves a mandatory note entry

Exists and Allowed: The yellow icon and magnifying glass indicates that notes exist in the system, but they are optional for the user.

Required and Exists: The red icon and magnifying glass indicates that a notes exist, but mandatory entry is required for changes by the user.

How to make a Centralized Note entry

Users that are attempting to save a record when the field is set as Required will be presented with the following error window: To resolve this situation…
1.Click OK to acknowledge the notification.
2.Locate the Central Notes auto-hide tab; place your pointer over the tab to display it.
3.Click Add a New Note.

NOTE: When a new note is created, the date, time, and user log-in name is displayed for reference.

4.Click in the note field and enter your note

5.When complete, click Save.

As long as the Centralized Note is created and the reason for the creation or change, i.e. “justification” is entered, the system will them allow a save.

Creating a Centralized Note for a Dataset

WARNING: A Centralized Note that is applied to a dataset cannot be modified or deleted. Take care when making your entry

Creating a Centralized Note for a Dataset, i.e. a group of records that are the result of a query, hand picked records, or appended list, is a similar procedure to applying one to an individual record.

NOTE: In order to be able to click on the Central Notes button, you will need to open a Profile, then perform a search.

To create a Centralized Note that will apply to a dataset…

  1. Perform a search; the resulting records will be the dataset.
  2. Load the dataset into the Dataset Treeview.
  3. If not selected, click the Home tab in the Govern Ribbon.
  4. In the Flags group, click to select Central Notes.
  5. In the Central Notes form, enter your notes that will apply to the dataset (1).
  6. Select a Priority status, and select the Private option if the note is to be set as private (2).
  7. Click Save (3) to create the note or Cancel (4) to stop the creation process.

Central Notes for Datasets are saved in the same table as the individual record notes, (Table: PC_CENTRALIZED_NOTES), the exception here is that these notes are permanent, i.e. they cannot be deleted.

Modifying a Centralized Note

Once a Centralized Note has been created, the author or creator of the note can modify their entry. In addition, with the correct security flags set in the Govern Security Manager (GSM), an author can modify all Centralized Note entries.

To modify a Centralized Note…

1.Display the Centralized Note pane.

2.Select the note and effect any required change.

To enable a Centralized Note author to be able to edit all notes…

1.In the GSM, ensure that the permissions flag for Update (U) has been set; refer to the Working with Central Notes section of the GSM 5.1 user guide.

NOTE: If the update flag has not been set, the author will only be able to change the notes that they created, and no others. Refer to the GSM release 5.1 for details on Working with Central Notes.

 

What’s New

[v6.0.1404]
  • The search panel is now dockable. Users can keep this window open while performing other tasks. Very handy for users with dual screens.
  • Collective notes can be recorded by dataset (permanent)
[v5.1]
  • Note Priorities
  • Private notes are used to flag notes that should not appear on the web

Specification

Product feature specification [v6.0] for centralized notes:
General

  • Recorded at the business entity level or at the field/attribute level
  • Recorded for the active parcel, name, building… or for the entire dataset or recordset results (permanent)
  • Metadata recorded along with the note (i.e. the author, date, dept. fiscal year, entity name, attribute/field name… is saved along with the note)
  • Additional security level based on authorship (my notes, other people notes)
  • Allowed or Required (on creation or on modification) Business Entity notes
  • Allowed or Required notes on Attributes
  • Priority status (3)
  • Private notes

User Interface

  • Auto-hide and dockable Note Pane synchronized with active form and ids
  • Notes are saved with the form
  • Centralized Notes Viewer with Search & Results (sort, group, print and export to xls)
  • Search Criteria:
    • Dataset: All, Current Dataset, Current Parcel
    • Author: All, Mine, Specific Author
    • Subject: Entity name, Attribute name, Table name, Column name
    • Date: Fiscal Year From and To, Entry Date From and To
    • General: Priority, Exclude or Include Private Notes
  • Visual representation (cues) of the note state on the form (required & missing, required and available … )
  • Notes can be deleted

Business Rules

  • Required Note Option to enable an additional layer of security to prevent a user from completing an action unless a note is created
  • Is dirty property is set to true on the form when a note is created or modified

Examples

  1. in a profile with Parcel Linking, if a new parcel link is created, or a modification is made to an existing Start Date or End Date, justification (note entry) may be required to complete the action (save or modify).

Setup (BED)

Setup in the Business Entities Designer as true or false properties for the Business Entity or for an Attribute (field).

Business Entity

  • A note is required on creation
  • A note is required on modification

Attribute

  • Allow notes
  • A note is required on modification

Security

In Govern Security Manager (GSM), there are 2 items that can be secured for notes; Entry & Viewer.
In addition, a distinction is made for Centralized Notes Entry between My Notes (notes entered by the user) and Other people’s Notes.

Expand ApplicationsGovernMenuViewViewCentral Notes to get the following:
Central Notes (change to Centralized Notes)

  • Central Notes Entry
    • My notes
    • Other notes
  • Central Notes viewer

For more information, see 102-Govern Security Manager (GSM) OpenForms System Suite

Technical Info

Tables

PC_CENTRAL_NOTES
PC_LK_CENTRAL_NOTES

[v6.0] New Govern Standard Attribute PC_CENTRAL_NOTES REQUIRED

Best Practices

  • Do not overuse (it is human nature to overdo it); this can be overwhelming when reviewing the information.
  • If Required Notes are not set properly, they can be a burden for users with data entry functions.

 

 

101-std-fea-009

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

External Command Feature

 External Command Feature

Overview

External commands can be added the Govern Ribbon or to a user form. They are used for opening an external application from Govern to a specific location. Specific information is dent directly from Govern to the external application.
Some examples of how external commands are used include the following:

  • Opening Google Maps to a specific address from the Govern Ribbon in the Property Control Profile.
  • Opening a Real Estate application to a specific address from the Sales Information form in Govern.
  • Sending an e-mail to a property owner directly from the Tax Billing form in Govern.
  • Opening a saved map in Google Drive to a specific location from the Govern Ribbon in the Appraisal Profile.

Launching an External Command

Launching an External Command from the Govern Ribbon

If an external command is added to the Govern Ribbon.

  1. Launch Govern.
  2. Select the Profile to which the command is added.
  3. Open the form that is associated with the command.
  4. Open the property record that is associated with the command.
  5. Select the Tools menu on the Govern Ribbon.
  6. Select the command in the External Commands section of the Tools menu.

Read More...

For example, if there was a command to open Google Maps to a specific location.

  1. Launch Govern.
  2. Select the property that you want to view in Google Maps, in the required form and Profile.
  3. Click the external command for Google Maps in the Ribbon.
  4. Google Maps open directly to that property.

Launching an External Command from a Govern User Form

If an external command is added to a user form:

  1. Launch Govern.
  2. Select the Profile to which the command is added.
  3. Open the form.
  4. Select the property.
  5. Click the hyperlink or action button for the command.

The external application opens to show the required information about the property. For example, if there was a command to open Google Maps to a specific location.

  1. Launch Govern.
  2. Select the required Profile, form, and property record.
  3. Click the link for the external command on the form.
  4. Google Maps open directly to that property.

 

101-std-fea-020

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

 

 

 

101-std-fea-024-ofr

OpenForms Standard Feature – Form Generic Link Controller Setup

Version 6.0 / Version 6.1

Overview

This standard OpenForms Controller can be added to a form to provide a Link to another Form. Two (2) versions of the controller exists, depending on the underlying business rules and whether it is allowed to delete a link once it has been established.

  1. Without Delete Capabilities (CO_GenericLink_Control)
  2. With Delete Capabilities (CO_GenericLinkWithDelete_Control)

Prerequisites

The following conditions are required for form setup in order to enable the Controller.OpenForms Designer Setup:

  1. The Form’s ID Setters Properties must contain the Linked to Form Govern ID (i.e. NA_ID, P_ID, ST_ID, AR_ID, and so on…)
  • The Govern ID must be displayed in the search GRID used for the Linked Form

Profile Security

  • The Linked to Form must be available in the profile (GNA)
  • The user must have security access (GSM) to the profile’s form.

Configuration

Configuration of this controller occurs in the Govern OpenForms Designer (OFD) application. Two (2) versions of the controller exist. The version used will be dependent on the underlying business rules required; i.e. whether once the link has been established, will be allowed to be deleted.

Control to use

Link without Delete

  • Without delete capabilities (CO_GenericLink_Control)

Link with Delete

  • With delete capabilities (CO_GenericLinkWithDelete_Control)

For more information, refer to the following:

OpenForms Designer (OFD)

Controller Setup

Adding a Custom Control to a Form

To add the Custom Control…
1. In the OpenForms Designer (OFD), drag the Custom Control Icon to the desired area (row or column, group.. ) on the form.
Custom Control Form Configuration
2. Once the Custom Control is displayed on the form, click on the inserted control object to configure it. The following parameters are to be completed:
Layout

  • Height
  • Horizontal alignment
  • Margin
  • Text style
  • Vertical alignment
  • Width

Action

  • Assembly Name = Msgovern.OpenForms.CustomControls.dll (by default)
  • Class Name = CO_GenericLink_Control OR CO_GenericLinkWithDelete_Control

Custom Control Properties

  • Allows the selection of current ID (Will automatically show the current Govern ID item and the user will be allowed to select it)
  • Current ID Description
  • Header Override
  • Selected Description
  • Selected Form Name
  • Selected ID Code (na_id, pid, …)
  • Selected Search Group
  • Selected Search Style
PROPERTIES Setting Description
ID
Element ID N/A (set by system) System generated information
Layout
Height Height of the form
Horizontal alignment Stretch Aligns the text at the top and left of the cell. Increases the width
of the column if the text is long and requires more space.
Margin 7,3,7,3 Margins are used to ensure that there is space between
items on the user forms. Defaults are for the right, top, left,
and bottom margins.
Text style Expression to specify the text style
Vertical alignment Stretch Aligns the text at the top and left of the cell. Increases the
width of the column if the text is long and requires more
space.
Width If required, enter a value for the width of the label inside
the cell in the Width text box.
Misc
Action MsGovern.OpenForms.CustomControls.dll
CO_GenericLink_Control
Is enabled Hidden on load Hidden on Load hides the Browse screen from view when the
record is loaded to the form.
Is tab stop Checkbox is selected if a tab sequence number is entered.
If deselected the tab sequence number is removed.
Is visible Selected Select the checkbox
Name CO_GenericLink_Control
Properties
AlternateAttributeName This is optional. By default, we use an attribute with the same
name as SelectedIdCode to get the id we want to link to. If we
want to use a different attribute we can set it here. For example,
if we want to use the attribute REF_ID.
NEW!AutoCloseModalWindowExpression This will allow the setup of an expression that can automatically
close the modal
window when clicking on: Save button or Cancel button
CurrentIdDescriptionQueryName This query gives the description to use for the CurrentId option
when using AllowSelectCurrentId.
DefaultSelection
FastNameCreation
HeaderOverride This is optional. It sets the control header.
NEW! OpenFormAsModal Opens the link as a modal window. When using this, a new
instance of GovernIds is used so that the current profile
GovernIds won’t be affected by the modal form when open.
QuickSearchIndexGroup
SelectedDescriptionQueryName Description that is displayed for the selected ID.
SelectedFormNameInProfile Form to open.
SelectedIdCode The Govern ID that is set when the link is clicked.
SelectedSearchGroup Search group
SelectedSearchStyle Search style
SuggestedLinksQueryName Select a query for the description (Optional)
Tab sequence number

 

Specific Configurations

In the OFD, depending on the controller use, configure the target form as illustrated below.

Generic Link Controller

PROPERTIES Information
Browse
Columns Click to edit
Hidden on load
Show on left
Size 150
Controller
Controller MsGovern.OpenForms.CustomControls.dll
CO_GenericLink_Controller
Controller properties
Misc
SelectedIdCode na_id – name id
SelectedSearchGroup
SelectedSearchStyle stAccountByName – Retrieve ST Account

Linked to Name Controller

PROPERTIES Information
Browse
Columns Click to edit
Hidden on load
Show on left
Size 150
Controller
Controller MsGovern.OpenForms.CustomControls.dll
LinkedToName_Controller
Controller properties
Misc
SelectedSearchGroup naName – Name Search
SelectedSearchStyle

Linked to Self-Reported Tax Controller

PROPERTIES Information
Browse
Columns Click to edit
Hidden on load
Show on left
Size 150
Controller
Controller MsGovern.OpenForms.CustomControls.dll
LinkedToSelfReportTax_Controller
Controller properties
Misc
SelectedSearchGroup
SelectedSearchStyle stAccountByName – Retrieve ST Account

Troubleshooting

The following are some issues that may arise during configuration, their possible resolution.

Issue: Form was designed for a different Govern ID access (P_ID, NA_ID), but the setup is the same.
Possible Resolution:

  • The ID Setters properties for the entity must be configured.
  • The Govern ID must be displayed in the GRID

Issue: The form does not work.
Possible Resolution:

  • Form was designed for a different Govern ID access (PID_ NA_ID, and so on…) than the controller property.
  • The form’s ID Setters properties must be configured on the form

Issue: Cannot select existing name or property
Possible Resolution:

  • The select existing feature requires to have the Govern ID displayed in the GRID of the search result

 

Related Topics

Govern OFD MANUAL Govern OpenForms Designer, version 6.1 see Chapter 3 – Links
Standard Feature Overview

 

 

101-std-fea-024-ofr

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

Std. Feature – View Query

Standard Feature – View Query

Under development

Overview

This is a standard feature.

 

 

101-std-fea-025

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

Roll Forward Business Rules

Roll Forward

Overview

Frozen ID

For property base information, the system works internally with a PARCEL ID (parcel number), YEAR ID and FROZEN ID. Frozen ID is used in the MASS APPRAISAL as well as in the TAX ASSESSMENT.

The FROZEN ID coding system:

 

FROZEN ID Description
0 This is the CURRENT record for the year id
1, 2, 3, 4, 5, 6, etc. Frozen Sale information. Each time a sale is entered in a year, the ID will increment by 1
-1 This is to protect the ORIGINAL CERTIFIED value prior to any changes made in the year
-2, -3, -4, -5, -6, etc. These records are created when an audit is finalized
-32766 These records are properties that were cancelled / inactivated through the split merge function
-32765 These records are What If data
32767 These records are simulation data

 

NOTE: No frozen ID record -1 will be created for a year where a split merge is created and not finalized. No message is displayed. However, the Roll forward will apply.

 

Value Computation

ONLY the characteristic changes of properties are rolled forward. Since it is likely that these changes would contribute to valuation changes, all records for all years affected by the roll forward are sent to the Daemon for value computation.

Audit

Frozen ID’s are used in Appraisal and Tax to freeze a record after a change. It is then possible to see what has changed during a specific time in a year. The first audit will create frozen id -2 and will be incremented by -1 for the subsequent changes.
Please note that prior to any changes made, once the YEAR has been CLOSED (History = -1 in MA _ MASTER) a record of -1 will be created to record the original state before saving any changes.
The entry date will also play a role in the process.

Sale

Frozen ID’s are used to freeze information when there is a sale, so that it is possible to view and modify the property characteristics as they were at the time of the sale. For each year (fiscal year or role year, the Frozen id will start at 1 and increment by 1 for each sale.
In order to record what the Tax information was at the time of the sale, the same FROZEN ID will be used for Mass Appraisal and Tax as well as PC Area and Legal Information.

Roll Forward

The Roll Forward feature (parameter) is used to duplicate the creation of records, deletion of records and changes made to existing records for future years that are already initialized…

The best example is a situation where the current year is 2012 and 2013 year data has been initialized to start preparing for next year assessment or tax roll. In the event of an appeal in 2012, any changed made will be rolled forward to 2013 if answered yes when prompted by the system to roll forward this change. It is important to know that only the CHANGE will be brought forward.

Roll Forward Business Rules

If an organization has Property Control, Mass Appraisal and Tax Billing and a change is made to Mass Appraisal, roll forward of all MA tables and PC tables will occur up to the last year recorded in MA MASTER (Property Info). If a change is made to Real Estate, the roll forward will occur for RE and PC up to the last year recorded in RE_MASTER (Tax Master). If a change occurs only in PC, there will be no roll forward as Property Control is not year based.

Roll forward by type of record (Regular, Sale and Audit)

Regular mode

In this example, the property was created in 2009, adjusted mid-year 2009, and sold in 2009.
The sale has created a frozen id of 1, changes to the property characteristics created minus 1 (-1) records and audits created -2.

If the user makes a change in 2009 Frozen Id 0, it will roll forward to current year records (frozen 0) ONLY. If the change should be applied to sales (frozen 1,2,3 and on), the user should make the change in Sale Mode.

Year and (Frozen Id)

2009 (-1) 2009 (-2) 2009 (0) 2009 (1) 2010(-1) 2010(0) 2011(-2) 2011(-1) 2011(0)
X No update No update à No update No Update à

Update future years where frozen_id = 0

Sale mode
In this example, the property sold in 2007, 2009, and 2012. This has created a frozen id of 1 for each year there was a sale. If the user makes a change in 2009 Frozen Id 1, it will roll forward to 2009 current (frozen 0), 2010, 2011, 2012 Frozen ID 1 and 2012 current record.

Year and (Frozen Id)

2007 (1) 2007(0) 2009(1) 2009 (2) 2009 (0) 2010(-2) 2011 (-1) 2010 (0) 2012 (0)
X à à No update No update à à

Update future years where frozen_id > = 0
Update current years all frozen_Id > the current frozen sale
Update current year Frozen_id = 0

Audit mode

This option is mostly used to correct USER ENTRY errors. The Roll Forward is used to bring forth the correction made in an historical year. Creating an Audit record will not generate frozen ID records.
Example
In this example, there are 2 audit record in 2011 and 1 audit record in 2012. Note that the (-1) is not created by the audit record, but prior to making a change in different functions impacted by the roll forward. Also, the Frozen Audits are recorded only after the Audit record has been finalized and saved.
Please note that in some cases, the Entry date of MA and TX AUDIT will be used to see if the data should be rolled forward.

In this example, the land value had to be modified because of a change made for an appeal and recorded under 2011 frozen (-2).

2011(-1) 2011(-2) 2011(-3) 2011(0) 2012(-2) 2012(-3) 2012(0)
X à à à à à à à à à à à à à à

Update future years only where frozen_id >= 0 (Regular data and Frozen sales)
Update future years only where frozen_id < -1 and (Audit Data) MA_AUDIT_INFO.ENTRY_DATE (CAMA) or TX_AUDIT_INFO.ENTRY_DATE (Tax) >= the one for the current frozen_id

Update all sales for the current year , frozen_id > 0 (Sales Record)

Roll forward to current year data, frozen_id = 0

Note: In addition to the ROLL FORWARD message, you will be asked if you want to roll forward to the sales information for the current year. If you click YES, the change is added to all sales records in the current year as well as to all sales in future years if they exist.

The current year could include sales records that were created before the change was made as well as after. The change is applied to all records.

Roll forward versus Certified Original (Frozen -1)

In the event there was no FROZEN -1 for a year, because no change had been made after the Close MA Year Batch Certification that sets the flag HISTORY_ONLY to yes in MA_MASTER and/or in TX_RE_ASSESSMENT, a FROZEN -1 will be created prior to Rolling (updating) current information.
Note: At this time, only the Close MA Year process is available.

The General Tables Impacted by the Roll Forward

The following tables are impacted by the roll forward on SAVE, MODIFY and DELETE.

Data Tables
Property Area PC_AREA
Legal Information PC_LEGAL_INFO
Tax Real Estate Assessment TX_RE_ASSESSMENT
Tax MV-PP-BT-AC Assessment AC_ASSESSMENT, BT, PP, MV …
Tax Exemptions TX_EXEMPTIONS
Tax Levy Master TX_LEVY_MASTER
Appraisal Property Information
Appraisal data		 MA_MASTER
Building Drawing MA_DRAWING (new)
Building Area MA_BLDG_AREA
Building Structural Elements MA_BUILDINGS ….
Income MA_INCOME
Land MA_LAND
MRA MA_MRA
Site Information MA_SITE
Miscellaneous Structures MA_MISC_STRUCTURES
Condo Appraisal Linking MA_LINKS_PERCENT

 

NOTE: Please note that for the table MA_DRAWING (Building Drawing), the whole command line will be rolled forward as it is impossible to add just the change.

Detail Table

Mass Appraisal
MA Land MA_LAND
MA_LAND_1 to MA_LAND_9
MA_LD_INFO
MA Property Info MA_MASTER
MA Value Override MA_VALUES_TABLE
MA Override MA_OVERRIDE
MA Building Structural Element MA_BUILDINGS
MA_BUILDINGS_1 to MA_BUILDINGS_9
MA_BLDG_DRAWING
MA_BLDG_INFO
MA_BLDG_AREA
MA Building Drawing MA_BLDG_AREA
MA Misc Structure MA_MISC_STRUCTURES
MA Site MA_SITE
MA MRA MA_MRA
MA_MRA_1 to MA_MRA_9
MA Income MA_INCOME
MA_INCOME_1 to MA_INCOME_9
MA_LK_INC_FIELD
MA_INC_INFO
MA_INC_SIMULATIONOnly Create and delete mode MA_INCOME_DETAIL
MA Link Percent MA_LINKS_PERCENT

 

PROPERTY CONTROL
PC Legal Info PC_LEGAL_INFO
PC Area PC_AREA

 

TAX REAL ESTATE
TX Assessment TX_RE_ASSESSMENT
TX_LEVY_MASTER
TX_EXEMPTIONS
TX_LK_LEVY_EXEMPT
TX Levy TX_LEVY_MASTER
TX_LK_LEVY_EXEMPT
TX Exemption TX_EXEMPTIONS
TX_LK_LEVY_EXEMPT

 

TAX – Aircraft and Personal Property
Replace XX with SUB SYSTEM
AC & PP Assessment XX_RE_ASSESSMENT
XX_LEVY_MASTER
XX_EXEMPTIONS
XX_LK_LEVY_EXEMPT
XX_ASSESSMENT_DET
AC & PP Levy XX_LEVY_MASTER
XX_LK_LEVY_EXEMPT
AC & PP Exemption XX_EXEMPTIONS
XX_LK_LEVY_EXEMPT

How to access history records

You can either use the HISTORY PANEL available as a side panel or though the View Menu.
Double-Click on a Year and Frozen ID entry; right click on the entry, and select Set Year and Frozen ID; or click the first button (Set year and Frozen ID) to select the frozen mode.
To return to the regular mode, use the second button (Reset).

Alternate Security

Once in frozen mode, the alternate security will be used. For more information refer to the Govern Security Manager (GSM) guide.

SPECIAL CONSIDERATIONS

Mass Appraisal Building Area

  • Roll Forward if Allow override or not
  • ex: If year 1 (override yes) if year 2 (override no) if year 3 (override yes)

BASIC ROLL FORWARD RULES SUMMARY

When you save a change, create or delete a record with Frozen ID = 0 (Regular data)

  • Roll forward will update future years only where frozen_id >= 0 (Regular data and Frozen sales)

When you save a change, create or delete a record with Frozen ID < -1 (Audit Data)

  • Roll forward will update future years only where frozen_id >= 0 (Regular data and Frozen sales)
  • Roll forward will update future years only where frozen_id < -1 and (Audit Data) MA_AUDIT_INFO.ENTRY_DATE (CAMA) or TX_AUDIT_INFO.ENTRY_DATE (Tax) >= the one for the current frozen_id
  • Roll forward to all sales record for the current year , frozen_id > 0 (Sales Record)
  • Roll forward to current year data, frozen_id = 0

When you save a change, create or delete a record with Frozen_id > 0 (Frozen Data)

  • Roll forward to future year only where frozen_id >= 0 (Current Data and Frozen Sales Data)
  • Roll forward sales data in current year with frozen_id > the current frozen ID
  • Roll forward to current year data, frozen_id = 0

No changes will be made to Frozen ID -1 / No Roll forward (This is the Original Certified Record.)
Note: This is the default setting. If you want to change the Frozen ID -1 record, you can change the security setting in the Govern Security Manager (GSM).

Document Audit

v 1.0 2013-04-14 Original Document (Author Michelle Gagné Q&A)
V1.2 2015-09-16 Moved to the wiki (Approx. Date)
v1.3 2016-06-05 Added Document Audit
v1.4 2016-09-28 Added the What IF frozen code
v1.5 2017-11-30 Change the What IF frozen code to a negative

 

CC – Misc. Cash Receipt Feature

Cash Collection (CC) Form – Misc. Cash Receipt Feature

Version 6.0 | Version 6.1

Overview

The following is a feature of the Cash Collection Form.

Miscellaneous Cash Collection

A Miscellaneous Cash Receipt (MCR), is a receipt of cash that is paid as a penalty or a fee, that is not covered by other categories.

This payment can be applied toward a customer’s balance or an individual invoice.
An example of an MCR might be a fee for an Non Sufficient Fund (NSF) check, an administrative handling charge, a vehicle rental surcharge, a late return fee, a report charge, etc.

Expand the MCR section of the form to create a new Miscellaneous Cash Receipt entry.

  • Class Code: This field allows the User to select a Class Code for a miscellaneous cash receipt item (Table: VT_USR_AR_CLASS).
  • Class Amount: Enter the miscellaneous cash receipt value to be added to the payment.
    • Note: Depending on the Class Code selected and the Transaction Type associated with it, there may be a Default Amount displayed.
      The Default Amount is used in combination with only two of the Transaction Types: Blank or Adjustments. (Miscellaneous Cash Receipt type to be verified)

Configuration

The following information needs to be con figured in order to use Miscellaneous Cash Receipt:

Miscellaneous A/R Class Codes Groups
To speed up data entry, it is possible to add a group of miscellaneous cash receipt charges.
The groups are setup in a user validation table (Table MCR_GRP).
The A/R Class Codes are then linked to this group in the A/R Class parameters.

A/R Class Codes
The class codes must be defined by year with a transaction type of Miscellaneous Cash Receipts. à
General Ledger distribution accounts are linked to the A/R class.

 

 

101-cc-frm-008

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...

CC – Post Dated Payment Form

Cash Collection (CC) Form – Post Dated Payment Feature

Version 6.0 | Version 6.1 (In Development)

Overview

The following is a feature of the Cash Collection Form.

Scheduled for future release.

 

 

101-cc-frm-013

 

0 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 50 votes, average: 0.00 out of 5 (0 votes, average: 0.00 out of 5)
You need to be a registered member to rate this.Loading...