Reconciling Provisional Parcels

Agency staff can now easily reconcile provisional parcels by replacing the temporary parcel identification numbers with a new one. Once reconciled, a cross-reference is established to retain history.

New parcels with the provisional status can be created on the Parcel page or as a result of genealogy transactions. The agency uses the provisional parcel numbers to associate transactions to those parcels while waiting for the assessor’s parcel numbers (APNs) from the county. Once APNs are imported, agency staff can search for matched or unmatched parcels in the provisional status and reconcile them with their matching APNs. After the provisional parcels are reconciled, a cross-reference is established to retain history.

Note: The batch process to match provisional parcels should be run prior to performing parcel reconciliation to ensure all provisional parcels have been matched to their associated imported APNs.The BI Catalog report, Transactions with Reconciled Provisional Parcels, lists the transactions that refer to the reconciled provisional parcels. Using this report you can see the provisional parcels that have been replaced with final parcels as a result of parcel reconciliation. For more information, see Public Sector Compliance and Regulation Analytics.

To reconcile matched provisional parcels:

1. Select the Parcel Reconciliation tile on the Agency Springboard.

2. On the Provisional Parcel Reconciliation page, select the Matched Parcels tab, to view the following fields:

   Page Element	Description
   Parcel	Lists the provisional parcels with any potential matching APNs. Matching APNs are parcels with the same street number and street name.
   Status	The status of the parcel. The value can be Active, Retired or Provisional.
   Address	The primary address of the parcel.
   City	The city of the primary parcel address.
   Owner	The name of the primary parcel owner.
   Map Book	The recorded map book for the parcel.
   Page	The recorded map book page for the parcel.
   Reconcile Parcels button	Select the provisional parcel and the matching APN, and then click the Reconcile button to match the provisional parcel with the matching APN and retire the provisional parcel.

3. Click the Find Matching Parcel button on a parcel row to open the Find Matching Parcel modal which lists a matching APN.

4. In the Find Matching Parcel modal, view the following fields:

   Page Element	Description
   Search	By default, the search field shows the street number and street name of the primary address of the matched provisional parcel. The search results below appear filtered to list only those matching the search criteria.
   Parcel	The APNs of the parcels that resulted from the search.
   Status	The status of the parcel. The value can be Active, Retired or Provisional.
   Address	The primary address of the parcel.
   Owner	The name of the primary owner of the parcel.
   Map Book	The recorded map book for the parcel.
   Page	The recorded map book page for the parcel.
   Lot	The lot number of the parcel in the Detail Land Information, which is part of the APN.

5. Select the check box for the matching APN and click the Reconcile button.

   After reconciliation, the provisional and matched APNs move to the Reconciliation History tab, from where you can see the history of the reconciled parcels.

To reconcile unmatched provisional parcels:

1. Select the Parcel Reconciliation tile on the Agency Springboard.

2. On the Provisional Parcel Reconciliation page, click the Unmatched Parcels tab, to view the following fields:

   Page Element	Description
   Search	You can search for a provisional parcel using its primary address.
   Provisional Number	The temporary parcel number assigned to newly created provisional parcels. Click the link to view the details of the parcel in a new window.
   Creation Date	The date on which the provisional parcel was created.
   Status	The status of the parcel. The value can be Active, Retired or Provisional.
   Address	The primary address of the parcel.
   Owner	The name of the primary parcel owner.
   Map Book	The recorded map book for the parcel.
   Page	The recorded map book page for the parcel.
   Lot	The lot number of the parcel in the Detail Land Information, which is part of the APN.

3. Click the Find Matching Parcel button on an unmatched parcel row to search for a matching APN.

4. In the Find Matching Parcel modal, view the following fields:

   Page Element	Description
   Search	By default, the search field shows the street number and street name of the primary address of the unmatched provisional parcel. The search results below appear filtered to list only those matching the search criteria.
   Parcel	The APNs of the parcels that resulted from the search.
   Status	The status of the parcel. The value can be Active, Retired or Provisional.
   Address	The primary address of the parcel.
   Owner	The name of the primary owner of the parcel.
   Map Book	The recorded map book for the parcel.
   Page	The recorded map book page for the parcel.
   Lot	The lot number of the parcel in the Detail Land Information, which is part of the APN.

5. Select the check box for the matching APN and click the Reconcile button.

Viewing Reconciliation History

In the Reconciliation History page, you can view the details of the provisional parcels reconciled with their APNs. You can also use this page to undo a reconciliation.

To view reconciliation history:

1. Select the Parcel Reconciliation tile on the Agency Springboard.

2. Click the Reconciliation History tab to view the following fields:

   Page Element	Description
   Search	By default, the search field shows the street number and street name of the primary address of the unmatched provisional parcel. The search results below appears filtered to list only those matching the search criteria.
   Provisional Number	View the provisional number of the parcel. Click the link to view the details of the parcel in a new window.
   APN	View the APN of the parcel. Click the link to view the details of the parcel in a new window.
   Address	The primary address of the parcel.
   Owner	The name of the primary owner of the parcel.
   Map Book	The recorded map book for the parcel.
   Page	The recorded map book page for the parcel.
   Lot	The lot number of the parcel in the Detail Land Information, which is part of the APN.
   Reconciled By	The user id of the person who reconciled the parcels.
   Date Reconciled	The date on which the provisional parcel was reconciled with its APN.
   Undo Reconciliation button	To disassociate parcels which were incorrectly reconciled.

Undoing a Reconciliation

To undo a reconciliation:

1. Select Parcel Reconciliation on the Agency Springboard.

2. Click the Reconciliation History tab.

3. Click the Undo Reconciliation button and confirm to revert the reconciliation.