STEP ONE: Set Up the Import
Select File | Import | Load Settlement Files.
Next, set the following fields to the appropriate settings for the import:
- Import Type: Select Pontem when importing from a Pontem Tax Receipting settlement file or one of the other formats applicable for the source you are importing from.
- Tax Period: Enter appropriate tax period.
- Tax Unit for File Name: Select the tax unit you are importing from.
- Files to Process : Select the file to import from the list. If your settlement file/s are not in the configured import directory use the ‘File Location’ browse button to navigate to their location (e.g., Desktop, CD, DVD, flash drive, etc.). If your files were delivered by email attachment they must be saved to your hard drive before importing.
- Click Next.
NOTE: Default values for ‘Import Type’ and ‘File Location’ can be configured using Edit | Adjust System Preferences | Import-Export | Tax Rolls | Import Settlement Files.
STEP TWO: Make Sure the Import is Valid
The next screen (shown below) will display the file name in bold if the file passes the necessary tests to continue with the import by clicking Next.
If the file name appears to be gray or inactive – the file does not match the selected import type. Click Cancel and remedy the error before proceeding.
STEP THREE: Parsing the Files
Next, your data files will be parsed. A progress dialog will appear while the program is ‘Parsing Files.’
STEP FOUR: Determining Whether You’re Ready to Load the Files
After parsing is complete, the Load Settlement – Preview Content screen will appear:
At the this screen you will determine if the data will actually be imported into the database by reviewing reports. In the section labeled, ‘Print Statistic Reports to verify Import data and Final Settlement Report’ click ‘Reports.’
Available reports include:
- Statistics (Settlement after Import) will show the results of the import combined with the county database when the import file is applied.
- Statistics (Imported Only) will report only on the data in the import file. Verify this report against the Tax Bill Statistics Report the local treasurer provides with the import file. If the two reports do not match, you will have to determine if you want to continue with the import.
- Statistics (in County, not in import) will provide the user with a report to identify if there are bills for new parcels in the county database bills that are not accounted for in the import data. If this condition does not exist you will see a summary report with no totals reported.
- Import Errors and Warning Report will print the same errors report found on the Import File Warnings tab shown in the screenshot shown below.
In the ‘Are you ready to Freeze your Settlement Report or do you have changes to make?’ section of the screen, select one of the two radio buttons. Here’s a description of possible scenarios that will help you decide which choice to make:
- ‘Yes. Freeze Settlement Totals now; future payments will not affect the settlement report.’
- This would indicate the Statistics (Imported Only) matches the local treasurer’s export file and reports, and the ‘Tax Bill Statistics’ report run at the county before the import process
- displays a result the user is willing to accept.
- The Settlement Date will be set using the date of the import upon clicking ‘Finish.’
- Payments and edits applied to bills in Pontem TA until March 1 will be post –settlement payments. These payments will not be included in the ‘As of Settlement Report ‘once the settlement date is set.
- ‘No. Settlement is not final; Final Settlement will be later or the Settlement will be set manually.‘
- ▪ This option would be selected when the settlement import process is used to manage ‘mini-settlements’. Many counties require local units to provide a settlement file every two weeks during the current tax collection season to keep their database updated with payment information and to help identify issues which would otherwise appear during the March 1 settlement process.
- ▪ This option will also be selected if in fact this import is the last import for the concerned local unit. There may be issues you wish to correct with the local treasurer in the county data by completing the import and after changes and reconciliation, set the Settlement Date in the Tax Roll Setup manually.
Select one of the two options and click Finish. . This step will validate tax bill data in the import files.
STEP FIVE: Validate and Load Your Import
After the validation process has completed, the Load Settlement– Import Validate screen will appear. This window will show any warnings, critical warnings, or errors found during the data validation process.
The Print button will display the 'Import Errors and Warnings Report’ which lists the errors or warnings that require your attention. Notice in the above screen the ‘Next’ button is inactive because there were 31 errors. The parcels listed above need to be added in ‘Manage Parcel Records’ to import these new bills.
If there are Errors, the import process is stopped and you will not be able to continue until the data has been corrected – in this case, adding parcels to the database for the tax bills found in the settlement file.
Once all errors are corrected and/or you wish to load your settlement files, to complete the ‘Load Settlement Files’ import process click ‘Close’.