batch processing mo - vanguard appraisals, inc. 3 day 1 batc… · vanguard appraisals, inc. fall...

Vanguard Appraisals, Inc. Fall 2007 1

CAMAvision Batch Processing Batch Processing offers many different functions possible when editing or updating a large number of parcels at one time. All parcels must be returned to the database from All Remotes before the process will continue. This guide will follow the Batch process for: Clearing Parcel Flags Adding Prior Year to History Maintaining Certified files. On the CAMAvision Main Menu, Select Batch, this will bring you to the menu of Batch functions.


Clearing Parcels Flags: This process is typically done as an End of Year routine. It allows you to clear flags that have been placed on individual accounts during the year within the Status and Legal screen. After selecting Clear Parcel Flags, the wizard appears and allows you to clear parcel flags of many types all at once. 1. Select the PDF’s you will be working with, ranging from one to all. 2. Select the Map area’s that apply, ranging from one to all. 3. Select which flags to clear by clicking the down arrow or “combo box” and entering a date range to clear each type of flag. In this example, clearing all flags from Field, Office, Sales Check, and Review checks are being shown. 4. When all your criteria’s are chosen, click on the Test button located on the right of the wizard.

VCS will search for the changes the user has requested. When the process is complete, the Test Summary box will appear. Once you have viewed your results and are satisfied with them, click OK on the Summary box or run a Parcel List in Reports to find these parcels.


When you’re ready, select Clear on the right of the wizard and the flags, if any, will be cleared. When the clear process is complete, the following Summary box appears telling you what was cleared. They should match the test summary. When you’re done, click OK on the Flag Summary box.

The Clear and Test buttons become inactive and the Report button becomes active. To run the report, select the Report button, two options will appear. One to generate the Report and one to Save to file.


When choosing Report the CAMAvision Print Grid will appear for you to view your report. You can print the report from here by clicking on the icon that resembles a printer. We strongly recommend that the report is printed when clearing the flags. This report will display a record of all the flags that were cleared.


If you choose the Save to file option, the Windows Save File dialog box will appear and from here you can choose where you wish to save your report by choosing the appropriate file name, then clicking the Save button at the bottom right of the box.

Other parcel clearing processes can also be accessed thru the Batch menu. Clear Agricultural Buildings Clear MO BOE Values Clear New Construction Values


Clear Agricultural Buildings: The Clear Agricultural Buildings option has been created to quickly remove ag buildings marked for removal on parcels. The process to do this is very straight-forward.

Enter the year range of the ag buildings to be cleared. Select the PDF’s to process Select the Map areas Check mark the Test Only box. The buildings will not be cleared, a report will be generated of parcels the will be effected. Select the Delete button to start the report process To proceed to actually Clear Ag buildings Uncheck the Test box and select the Delete button A report will be generated again, print report


Clear New Construction Values Clearing New Construction Values can also be accessed thru the Batch menu. Be sure to run the MO New Construction report in the Reports menu before clearing values. Select the PDF’s to process Select the Map areas Check mark the Test Only box. The values will not be cleared; a report will be generated of parcels that will be affected. Select the Delete button to start the report process To proceed to actually Clear New Construction Uncheck the Test Only box and select the Delete button A report will be generated again, print the Report or Save to file.


Clear MO BOE Values Clearing MO BOE Values can also be accessed thru the Batch menu. Be sure to run the BOE Totals report before clearing values. Select the PDF’s to process Select the Map area’s Select Location and Class Select the Clear button Click Yes on the warning pop up A report will be generated, again Print report or Save to file.


Creating Prior Year History: The prior year history has been designed to track a parcel's change in value. The Prior Year History function is accessed from the Main menu Batch option and then Prior Year option. Select Missouri Prior Year Maintenance. NOTE: When running this function in the network version of CAMAvision, you should be the only person in the system. Deleting a Prior Year can also be selected from this screen.

After selecting the MO Prior Year Maintenance, the Wizard screen is displayed. Creating options of Selecting PDF’s and Map area’s on which the operation will be processed. Verify the Year is correct and change it if necessary. A Comment may be entered that will show on the Prior Year history for all updated parcels.


Next, choose how the system will be Handling Duplicates, if a duplicate year exists for a parcel: Select Overwrite the existing year with a new one OR Do not update the existing year OR Have both the years in the history

Now select the Execute button to start the process. After the new Prior Year process has completed, a log will be generated that may be printed or saved to a file. In the above instructions, the Prior Year history was created from the Working File, next the Certified File should be created. Therefore the Prior Year would be included in both the Working and new Certified file. If the “new” Certified file was created BEFORE creating the Prior Year history it would be necessary to log into the Certified file and run the Prior Year history. After that process was completed you would need to Synchronize the Prior Year from the Certified file. Explained later in this guide.


Certified Parcels: The Working and Certified parcels are 2 separate databases. The Working parcels are added, edited, and maintained thought the year. Certified parcels are a snapshot of the parcels as of the date the certified parcels are created. Including duplicated pricing data, the sketch and photo. Always make sure a backup is done before creating certified parcels in case any anomaly occurs to the working database during the process. Maintained Certified; All parcels must be returned to the database from All Remotes before the process will continue. On the CAMAvision Main Menu, select Batch Then select the Maintain Certified option.

After reviewing the Parcel Certification Wizard select the Next button.


Select what Batch Type process you will be running? Create New Parcels or Update Existing Parcels Create New Parcels: This process creates a new 2007 Certified database. The current certified DB will be deleted and the new one will be created. Select the option to Copy Working Pricing Tables (both Main and Test) to the Certified database. Press the Next button


Select what parcels are to be certified. In this case select All Parcels. Select the PDF(s) to be certified. Select the Map Area range of parcels to be certified. Notice [Any] Map Area is selected by default. Select the Taxing District range of parcels to be certified. Notice [Any] Taxing District is selected by default. NOTE: Typically ALL PDF’s, ALL Map Areas and ALL Districts are selected when creating a new certified file. Select the Next button. A confirmation dialog screen asks: Are you sure you want to Certify? Answering Yes will start the certifying process and progress screens will appear. After the process is completed a log will be generated that can be reviewed and printed. We strongly suggest to Print a report or Save to file. If some (not all) PDFs are selected, the existing certified parcels will be updated, not deleted and created. A screen will appear to display whether the parcels are missing. If the link "they will be skipped" is pressed, review the parcel list displayed. The parcels could be found within the certified database in different PDFs, and a choice is given whether to leave the original and create a new parcel, or skip the parcel. We suggest to run the Duplicate parcel check on the Certified database for any duplicate parcels created.


Updating Existing Parcels: All parcels must be returned to the database from all Remotes before the process will continue. Select Batch on the CAMAvision main menu and choose Maintain Certified After reviewing the Parcel Certification Wizard, press the Next button.


Select the option to Update Existing Parcels and choose Do not copy pricing tables and press the Next button If the option to copy the Working tables to the Certified database is selected, the existing Certified tables will automatically be overwritten. The problem with overwriting tables is that the Working pricing table changes will affect the existing Certified parcel records causing their values to change. However, the changes in value will not show up right away. These value changes will only appear when editing a Certified record or running the Batch Revaluation on Certified records. Now, by selecting the option "Do not copy pricing tables" can prevent the Certified records from changing in value.


Select the parcel sections to synchronize: When synchronizing parcels across Working to Certified, the option to select specific parts of the parcel to be updated is available. Check the appropriate boxes to update the parcel information. Any parcel section with an asterisk (*) will trigger all allocation and classification to be updated. The items with one asterisk (*) involve value changes. Note: Values are overwritten - do not check the General box if the assessor wants to keep the certified values intact. The items with two asterisks (**) involve address changes - property and mail-to addresses.

Select All would check all the boxes, or Create whole parcel if missing from Certified database. When this box is checked, press the link on the last screen to change the option to copy the PIN(s), otherwise the parcels will not be created. After the selection is made, press the Next button to select the parcel types to certify. Select the parcels to update in the Certified database: Select the parcel type. Typically All Parcels Select the PDF(s). Select source map area(s). Select taxing district(s). Click Next button. Click Yes to continue. A report log will be generated. Be sure to Print the report or Save to file.


To create Certified records for individual parcels select the Individual Parcel option. An infinite number of individual numbers may be entered at one time. Enter the PIN, and the press the Add button to add the parcel number to the list to create/update existing certified parcels. The parcel's corresponding PDF(s), Map Area(s), and Taxing District(s) must be selected. Select Yes when asked to continue with certifying parcels. The options screen will appear with your selections. Any parcel problems will appear in the box, and the PIN list could be viewed to create the certified parcels. If parcels going to be updated and are missing from the certified database, this will be stated on this review screen. Press the link that states "and won't be created" to open the Certified Batch Option screen. This will display the parcels that were not found in the Certified database. An action must be selected prior to pressing OK to close this screen. If the option is to Copy the PINs, the link will state "but will be created," and the new parcels will be created. If the option to Skip the PINs is selected, the link will remain unchanged. When finished with the Certified Batch Options screen, press OK

Note: If parcels are located within other PDFs in the Certified database, duplicate parcels could be created. If the link "they will be skipped" is pressed, review the parcel list displayed. The parcels could be found within the Certified database in different PDFs, and a choice is given whether to leave the original and create a new parcel, or to skip the parcel. We suggest to run the Duplicate parcel check on the Certified database for any duplicate parcels created after this process.

Press the Next button to proceed to update existing parcels to the Certified database. A log will be generated, be sure to Print or Save to file.


Deleting a Prior Year can also be selected from the Maintain Prior Year screen.

Select the Year to delete Select the PDF’s range Select the Map area’s Click on the Delete button The program will inform you of the parcels that will be affected. Click OK

A report will be generated you should Print or Save to file as needed.


In the above instructions, the Prior Year history was created from the Working File and then the Certified file was created. Therefore the Prior Year would be included in both the Working and new Certified file. If the “New” Certified file was created BEFORE creating the Prior Year history it would be necessary to log into the Certified file and run the Prior Year history. The process is the same as in the Working file. After this process is completed you will need to Synchronize MO Prior Year from Certified.

Synchronize the Prior Year from the Certified file: Again, in the Batch main menu, select Prior Year then select Synchronize MO Prior Year from Certified, set options as before and select Execute. A report will be generated as before you should Print or Save to file. The Prior Year history is now in both Working and Certified files.


Basic Concepts: The Working and Certified parcels are 2 separate databases. The assessor would allow/rescind user access to edit parcel data and tables within each database. Working Parcels VS Certified Parcels: Working parcels are parcels added, edited, and maintained throughout the year. Certified parcels are a snapshot of the parcels as of the day they are certified. Certifying parcels is usually completed after transferring values to your Administrative package. Certified Parcels consist of duplicated pricing data, including sketch & photo. Working Tables VS Certified Tables: Certified tables are a copy of the Working Tables as of the date certified parcels are created. NOTE: They may be edited just like working tables, dependent upon user access rights. Things to Be Aware of: * Always make sure a backup is performed before creating certified parcels in case any anomaly occurs to the working database during the process. We recommend storing at least one (1) year of the certified database. Working tables are copied over certified tables if the option to copy working tables to certified is checked. Batch Revaluation may be ran within the certified parcel database. Certified parcels may be changed without affecting the Working parcels and visa-versa. For example, if the working parcel is deleted, the certified parcel does not need to be deleted, unless the Certified database is opened to delete the corresponding certified parcel. Sales ratio may be performed on certified and working parcels. Certified and working parcels cannot be mixed together within a sales study, since the databases are separate. Parcel reports like the Parcel Summary and Property Record Card and many others may be printed for certified and working parcels. When using Remote, certified parcels may be exported for review.

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