Property Tax Summary - Parcel Module

Property taxes are a primary source of revenue for many local governments. The Property Taxes sub-module allows you to track and manage tax assessments, tax bills, and tax appeals, as well as generate tax payments and recoveries associated with your property taxes.

To navigate to the Property Tax Summary page:

Navigate to Parcel > Property Taxes.

Use the links in the Navigation Pane on the leftmost side of the page.
Follow a procedure below.

Manage Property Tax Summary Records

Property Tax Summary records are used to define the tax authorities associated with your parcel. You can have one or more property tax summary records—for example, some clients create county, city, and special assessment property tax summary records, while other clients create a single, consolidated record.

Add Property Tax Summary Record

To add a property tax summary record:

Click Add Item.
This displays in the Actions menu on the right side of the page.
Complete these fields:
- Property Tax Type: Select the type of tax from this field.
  
  Common examples include county, city, and state.
  
  Create a new group or category.
- Description: Enter a description of the tax in this field.
- Billing Frequency: Select how often you are billed from this field.
- Payment Frequency: Select how often you pay this tax from this field.
- Tickler Date: A Tickler Date is used in reporting to give notice that the expiration date is approaching. If your company uses tickler dates, enter the date in this field.
  
  There is no associated functionality with this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Tax Authority: Select the tax authority from this field.
  
  To add an employer, vendor, or legal party, follow the Add a Vendor procedures.
  
  You can view an vendor’s information by selecting a vendor from the field and then clicking the View .
- Expense Group: Select the expense group this tax should be associated with from this field.
- Expense Type: Select the expense type this tax should be associated with from this field.
  
  This field will tie your generated tax payments with your configured expense types.
- Tax Account Number: Enter your tax account number in this field.
- Recovery Group: Select the recovery group this tax should be associated with from this field.
- Recovery Type: Select the recovery type this tax should be associated with from this field.
  
  Note:
  The recovery group and type you select will allow you to pull your property taxes into your expense recoveries.
- Notes: Enter any notes about this tax authority in this field.
- Currency Type: Select the currency type used in your tax bills from this field.
Click Save Changes.

The page refreshes. Your changes are saved.

Edit Property Tax Summary Record

To edit a property tax summary record:

Select the record you want to edit from the Property Tax Summary List at the top of the page.
Make your changes.
Click Save Changes.

The page refreshes. Your changes are saved.

Delete Property Tax Summary Record

To delete a property tax summary record:

Select the record you want to delete from the Property Tax Summary List at the top of the page.
Click Delete Item.
This displays in the Actions menu on the right side of the page.
A dialog opens, asking you to confirm your choice.
Click Yes.

The page refreshes. The record is deleted.

Manage Property Tax Assessments

A property tax assessment is a review used to determine the market value of your property, and is usually prepared at a certain time each year. Your assessments are used to determine your property tax bill.

Add Property Tax Assessment Record

To add a property tax assessment record:

Select the property tax summary record you want to edit from the Property Tax Summary List at the top of the page.
Click Add Property Tax Assessment in the Property Assessments & Tax Bills table.

The Add Property Tax Assessment window opens.
Complete these fields:
- Effective Date: Enter the effective date of the tax assessment in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- End Date: Enter the end date of the tax assessment in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Description Enter a description of the tax assessment in this field.
- Land: Enter the assessed value of the land.
- Other: Enter any other assessment values in this field.
- Improvements: Enter the assessed value of any improvements.
- Adjustments: Enter any adjustments to assessment into this field.
- Assessment Note: Enter any notes about the assessment in this field.
- Assessment Total: Enter the assessment total in this field.
- Assessment Percentage: Enter the assessment percentage in this field as a percentage value.
  
  Typically the assessment percentage is a percentage of the parcel's appraised value—usually 80 or 100%.
- Market Value: Enter the market value of the parcel in this field.
- Appraiser: Select the appraiser from this field.
  
  To add an employer, vendor, or legal party, follow the Add a Vendor procedures.
  
  You can view an vendor’s information by selecting a vendor from the field and then clicking the View .
- Appraisal Date: Enter the date that the parcel was appraised in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Appraisal Value: Enter the appraised value of the parcel in this field.
Click Add.

The window closes.
Click Save Changes.

The page refreshes. Your changes are saved.

Edit Property Tax Assessment Record

To edit a property tax assessment record:

Select the property tax summary associated with the assessment you want to edit from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Click Edit in the Actions column of the record.

The Edit Property Tax Assessment window opens.
Make your changes.
Click Update.

The window closes.
Click Save Changes.

The page refreshes. Your changes are saved.

Delete Property Tax Assessment Record

To delete a property tax assessment record:

Select the property tax summary associated with the assessment you want to delete from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Click Delete in the Actions column of the record.

A dialog opens, asking you to confirm your choice.
Click Yes.

The record is deleted.
Click Save Changes.

The page refreshes. Your changes are saved.

Manage Property Tax Bills

After an assessment of your property has been completed, you will be sent a property tax bill.

Add Property Tax Bill

To add a property tax bill:

Select the property tax summary record you want to edit from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Do one of the following:
- Follow the Add Property Tax Assessment Record procedures above.
- Click Edit in the Actions column of the record.
  
  The Edit Property Tax Assessment window opens. Your property tax bills appear in the Property Taxes table.
Click Add Property Tax Bill in the Property Taxes table.

The Add Property Tax Assessment window opens.
Complete these fields:
- Tax Begin Date: Enter the begin date of the tax period in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Tax End Date: Enter the end date of the tax period in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Tax Status: Select the tax bill status from this field.
  
  Create a new group or category.
- Invoice Date: Enter the date of the tax invoice in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Invoice Number: Enter the invoice number in this field.
- Payment Due Date: Enter the payment due date in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Discount Date: Enter the date you must pay your bill by in order to receive the discount in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Discount Amount: If there is a discount for paying your tax bill early, enter the amount in this field.
- Discount Rate: If there is a discount for paying your tax bill early, enter the rate in this field.
- Equalization Factor: Enter the equalization factor in this field.
  
  Your equalization factor is established by your tax authority. It is a number that is multiplied against the assessed value of the property to determine the value of the property.
- Equalization Value: Enter the equalization value in this field.
  
  The equalization value equals the assessed value multiplied by the equalization factor.
- Tax Total Amount: Enter the total tax amount in this field.
- Tax Mill Rate: Enter your tax mill rate in this field.
  
  The Tax Mill Rate is also sometimes known as a multiplier. The mill rate is the amount of tax payable per dollar of the assessed value of a property (Investopedia.com). The tax authority multiplies this value against the assessed value of your property to determine your tax bill.
- Tax Rate: Enter your tax rate in this field.
- Tax Adjustment Amount: Enter any adjustments to your tax amount in this field.
- Tax Net Amount: Enter your tax net amount in this field.
- Tax Prior Paid Amount: Enter any previously paid tax amounts in this field.
- Tax Balance Due: Enter your tax balance due in this field.
- Notes: Enter any notes about the tax bill in this field.
Click Add.

The window closes.
Click Update.

The window closes.
Click Save Changes.

The page refreshes. Your changes are saved.

Edit Property Tax Bill

Note:

The Related Payments table will populate when the Generate Payment action is completed.

To edit a property tax bill:

Select the property tax summary associated with the tax bill you want to edit from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Select the property tax assessment associated with the tax bill you want to edit from the Property Assessments & Tax Bills table.
Click Edit in the Actions column of the record.

The Edit Property Tax Assessment window opens. Your property tax bills appear in the Property Taxes table.
Click Edit in the Actions column of the record.

The Edit Property Tax Bill window opens.
Make your changes.
Click Update.

The window closes.
Click Update.

The window closes.
Click Save Changes.

The page refreshes. Your changes are saved.

Delete Property Tax Bill

To delete a property tax bill:

Select the property tax summary associated with the tax bill you want to delete from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Select the property tax assessment associated with the tax bill you want to delete from the Property Assessments & Tax Bills table.
Click Edit in the Actions column of the record.

The Edit Property Tax Assessment window opens. Your property tax bills appear in the Property Taxes table.
Click Delete in the Actions column of the record.

A dialog opens, asking you to confirm your choice.
Click Yes.

The record is deleted.
Click Update.

The window closes.
Click Save Changes.

The page refreshes. Your changes are saved.

Manage Property Tax Appeals

If you disagree with the findings of your property tax assessment, you can file an appeal with your local tax assessor. Lucernex allows you to track these appeals in the Edit Property Tax Assessment window.

Add Property Tax Appeal

To add a property tax appeal:

Select the property tax summary record you want to edit from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Do one of the following:
- Follow the Add Property Tax Assessment Record procedures above.
- Click Edit in the Actions column of the record.
  
  The Edit Property Tax Assessment window opens. Your property tax appeals appear in the table below the Property Taxes table.
Click Add Property Tax Appeal in the table below the Property Taxes table.

The Add Property Tax Appeal window opens.
Complete these fields:
- Appeal Year: Select the appeal year from this field.
- Appeal Result: Select the appeal result from this field.
  
  Create a new group or category.
- Tax Appeal Status: Select the appeal status from this field.
  
  Create a new group or category.
- Appeal Filed Date: Enter the date the appeal was filed in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Begin Date: Enter the begin date of the appeal period in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- End Date: Enter the end date of the appeal period in this field.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Revised Assessment: Enter the revised assessment in the appropriate fields.
- Expense Group: Select the expense group from this field.
  
  Create a new group or category.
  
  Groups are the first level of organization in Lucernex. Groups are the parents of types, and grandparents of categories. Groups, types, and categories are used to simplify reporting.
- Expense Type: Select the expense type from this field.
  
  To add an expense type, follow the Add an Expense Type procedures.
- Revised Tax Amount: Enter your revised tax amount in this field.
- Prior Year Assessment: Enter the prior year's assessment in this field.
- Rendered Assessment: Enter the rendered assessment in this field.
- Proposed Assessment: Enter the proposed assessment in this field.
- Certified Assessment: Enter the certified assessment in this field.
- Assessment Reduction: Enter the total reduction of the assessment in this field.
- Tax Attorney Fee: Enter the tax attorney's fee in this field.
- Appraisal Fee: Enter the appraiser's fee in this field.
- Attorney Fee: Enter the attorney fee in this field.
- Refund Fee Amount: Enter any fee refund amounts in this field.
- Notes: Enter any notes about the tax appeal in this field.
Click Add.

The window closes.
Click Update.

The window closes.
Click Save Changes.

The page refreshes. Your changes are saved.

Edit Property Tax Appeal

To edit a property tax appeal:

Select the property tax summary associated with the tax appeal you want to edit from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Select the property tax assessment associated with the tax appeal you want to edit from the Property Assessments & Tax Bills table.
Click Edit in the Actions column of the record.

The Edit Property Tax Assessment window opens. Your property tax appeals appear in the table below the Property Taxes table.
Click Edit in the Actions column of the record.

The Edit Property Tax Appeal window opens.
Make your changes.
Click Update.

The window closes.
Click Update.

The window closes.
Click Save Changes.

The page refreshes. Your changes are saved.

Delete Property Tax Appeal

To delete a property tax appeal:

Select the property tax summary associated with the tax appeal you want to delete from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Select the property tax assessment associated with the tax appeal you want to delete from the Property Assessments & Tax Bills table.
Click Edit in the Actions column of the record.

The Edit Property Tax Assessment window opens. Your property tax appeals appear in the table below the Property Taxes table.
Click Delete in the Actions column of the record.

A dialog opens, asking you to confirm your choice.
Click Yes.

The record is deleted.
Click Update.

The window closes.
Click Save Changes.

The page refreshes. Your changes are saved.

Generate Payment

The Generate Payment action allows you to create payment transactions for your tax bills. Once generated, these transaction records appear on the Transactions page of the contract associated with your parcel, and in the Related Payments table of the Edit Property Tax Bill window.

Once you generate payments for your tax bill, the Processed flag in the Property Taxes table in the Edit Property Tax Assessment window will be selected, preventing you from processing the payment multiple times.

To generate a tax payment, your parcel must first be linked to a contract.

To generate a tax payment:

Select the property tax summary associated with the tax bill you want to pay from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Select the property tax assessment associated with the tax bill you want to pay from the Property Assessments & Tax Bills table.
Click Edit in the Actions column of the record.

The Edit Property Tax Assessment window opens. Your property tax bills appear in the Property Taxes table.
Click Edit in the Actions column of the record.

The Edit Property Tax Bill window opens.
Click Generate Payment.

A window opens.
Enter the payment posting date in the Posting Date field.

You can also click Calendar to open the Date Picker and select the appropriate date.
If you want Lucernex to automatically split the payment into four equal payments, select the Populate Payment Amount check box.

Lucernex splits the value equally between the First, Second, Third, and Fourth Payment Amount fields.
Select the vendor you are paying from the Vendor field.

If the expense type you associated with the parcel has a vendor allocation, this field will automatically pre-populate.
Complete these fields:
- Effective Date: Enter the effective dates of the payments.
- Due Date: Enter the due dates of the payments.
- Payment Amount: Enter the payment amounts.
  
  If you selected the Populate Payment Amount check box, you do not need to perform this step.
- Remit Message: Enter a remit message for the payment.
Click Process.

The payment generation process begins. Once the payments are generated, Lucernex provides a Click here to view payment link at the top of the Tax Payments window.

Important!
This process may take a few seconds to complete. Do not click this multiple times.
Click Click here to view payment link at the top of the Tax Payments window.

The Transactions page of the contract associated with your parcel opens. The transactions created for your tax bill appear in the Contract Payments List.

Generate Recovery

To generate a recovery, your parcel must be linked to a contract and the property tax summary record must be associated with a recovery group, recovery type, expense group, and expense type.

To generate a recovery:

Select the property tax summary associated with the tax bill you want to generate a recovery for from the Property Tax Summary List at the top of the page.
Scroll down to the Property Assessments & Tax Bills table.
Select the property tax assessment associated with the tax bill you want to generate a recovery for from the Property Assessments & Tax Bills table.
Click Edit in the Actions column of the record.

The Edit Property Tax Assessment window opens. Your property tax bills appear in the Property Taxes table.
Click Edit in the Actions column of the record.

The Edit Property Tax Bill window opens.
Click Generate Recovery.

The Tax Recovery window opens.

The contract, begin date of the recovery period, and end date of the recovery period are pre-populated.
Review the information in the Tax Recovery window to ensure it is correct.
Make your changes.
Click Process.

The recovery generation process begins. Once the recovery is generated, Lucernex provides a Click here to view recovery link at the top of the Tax Recovery window.
Click Click here to view recovery link at the top of the Tax Recovery window.

The Recoveries page of the contract associated with your parcel opens. The recovery record created for your tax bill appears in the Contract Expense Recovery List.

Import Data

These are generic procedures that are common across all or multiple areas of Lucernex. As such, these procedures do not call out specific navigation to the page.

To import data:

Important!

Test your import in the Train environment before you import to your Production environment, to avoid importing incorrect data.

Click Import Data.

This displays in the Actions menu on the right side of the page.

The Upload Spreadsheet window opens.
Click Download Spreadsheet if you need to download a spreadsheet for import.

The spreadsheet downloads.
Complete the spreadsheet.
Save the spreadsheet with a unique title, so that you can identify it for tracking purposes.
Click Browse in the Upload Spreadsheet window.

An upload dialog box opens.
Select the spreadsheet you saved in step 4.
Do one of the following:
- If you are doing a test import of your data in TRAIN, select the Continue till the end option.
  
  This will import the entire spreadsheet, with the exception of the lines that have errors. The system will give you a summary of the lines that had errors once the import is complete.
- If you are importing your data in PRODUCTION, select the On first error option.
  
  This will stop the import if the system encounters an error, and the system will inform you which line had the error. You can then fix your import, remove the lines that have already been imported, and then re-import the spreadsheet.
Click Import.

The import starts.

The import completes. A window with a summary of the results of your import displays.
Click Close.

The window closes. A dialog box opens, asking if you want to reload the page.
Click Yes.

The page refreshes. Your new data appears on the page.

Audit Log

These are generic procedures that are common across all or multiple areas of Lucernex. As such, these procedures do not call out specific navigation to the page.

To view the audit log:

Select the record whose audit log you want to view from the list at the top of the page.
Click Audit Log.
This displays in the Actions menu on the right side of the page.
The Audit Log window opens, displaying a list of changes.
There are three click-able areas in the Audit Log:
- If you click a link in the Entity column a window will open with all activity for the associated entity.
- If you click a link in the Item ID column a window will open with all activity for a specific item, such as a straight line summary record for a contract. The Item ID is a unique identifier that persists indefinitely for that particular record.
- Occasionally items in the Old Value or New Value columns will be hyperlinked because those fields are hyperlinked in the system. These hyperlinks have no associated functionality.

Create printable view

You can create a printable view of the data on the page.

If the page has a list layout, select the record you want to print from the list at the top of the page.
Click Printable View.
This displays in the Actions menu on the right side of the page.
A window opens, with the page data in a printer-friendly format.
Print the contents of the window.

Save to Documents

You can save a page to your documents.

Click Save to Documents.
This displays in the Actions menu on the right side of the page.
A window opens.
Select the folder where you want to save the document from the Folder for Generated Document field.
Enter a File Name.
Select Send email notifications? to send an email notification to anyone who is a member of the folder.
Click Save.

The window closes. The document is saved.
To view your document:
1. Navigate to the Documents page.
  
  Use the links in the Navigation Pane on the leftmost side of the page.
  
  The Documents page is a third-level tab under the Details sub-tab.
2. Navigate to the folder where you saved the document.
  
  The document will appear in the folder.

Link

These are generic procedures that are common across all or multiple areas of Lucernex. As such, these procedures do not call out specific navigation to the page.

The Link provides direct links and XML data for exports into TRAIN.

To access the Links to this page window, click Link.
This displays in the Actions menu on the right side of the page.
The Links to this page window opens.

Entity Links

Page URL for current [Entity]: Provides the link for the current page in the UI.
Page URL for [Entity] '[Name Here]': Provides a direct link to the page in the UI for the specific entity that you are currently viewing.

This URL is useful when you want to share a direct link to a page via email.
Top Menu Item URL for current [Entity]: Provides a direct link to this page for use in your top menu.

Export as XML Options

To export XML data for this page:

Enter any XML elements you want to include in the XML element includes field.
Enter any XML elements you want to exclude in the XML element excludes field.
Select or clear the following check boxes as necessary:
- Want firm defined fields: Include your user-defined fields.
- Want referenced records: Include referenced records, such as location data for a contract.
- Include all records of this type: Include all records of a particular entity type, such as a contract, location, or portfolio.
- Importing into a different firm / env: Select if you will be importing this data into a different firm or environment.
Click Export.

The export processes. An Export Status window opens.
Click Save XML File.

A Save dialog box opens.
Save the file somewhere you will be able to find it on your computer.

Property Tax Summary - Parcel Module

Entity Links

Export as XML Options

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