Search for errors in the database to identify and resolve data issues that could affect account balances, billing calculations, payment processing, reporting, or system performance.
Regular error checks help maintain the accuracy and integrity of assessment data. By identifying potential issues early, you can correct problems before they impact daily operations or financial records.
When you search for errors in the database:
The system scans for data inconsistencies and potential issues.
Invalid, incomplete, or conflicting records can be identified.
Accounts requiring review or correction can be located.
Data integrity can be verified across districts and accounts.
Potential processing and reporting issues can be detected before they cause larger problems.
Search for errors in the database when:
Routine system maintenance is being performed.
Unexpected account balances or transactions are discovered.
Billing or payment processing issues occur.
Data imports or large account updates have been completed.
Reports contain unexpected or inaccurate information.
You want to verify data integrity before major processing activities.
Review the following considerations before proceeding:
Recent account, billing, or payment activity
Data imports or conversions that may affect records
System maintenance schedules
Any known issues requiring investigation
Organizational procedures for correcting identified errors
Verifying these factors can help prioritize review efforts and streamline the correction process.
Note: Searching for errors identifies potential data issues but does not automatically correct them. Review all reported errors carefully and follow your organization's procedures when making corrections.
Search the database for errors.
Do this...
1. Open Connect Property Improvements > Organization > Checkout.
2. Set up the options.
3. Click GO (CTRL+G).
The routine runs. It may take a few minutes depending on how many options you have selected.
Use the instructions on the Checkout report to fix the errors in the database. Some of the errors can be fixed by running Recalculate. The rest of the errors will need to be fixed by hand.
How do I run Recalculate? Use Organization > Recalculate. Just click GO (CTRL+G) and you're ready to go.
When you're done fixing the errors listed on the Checkout report, rerun the Checkout report to make sure all of the errors have been resolved. When the Checkout reports that the database is error free, then you're done.
A property is a piece of land or real estate that is owned by an individual or organization. An owner is the individual or organization that owns the property that is being assessed. Use Property/owner information to search for missing information or duplicate entries in property and owner records.
A duplicate name refers to an owner record that has a name that is spelled like the original owner's name and the owner addresses match. Use this option to search for owner records that may belong to the same individual but have been recorded using slightly different names.
For example, Kay runs Checkout and discovers that Jane Gordan and Jane S. Gordan have similar names and both live at 123 AnyStreet, City, UT. Now, Kay verifies that Jane Gordan and Jane S. Gordan are the same person so she deletes the owner record for Jane Gordan and replaces it with the owner record for Jane S. Gordan.
How do I fix this error?
First, review the owner records. Use Connect Property Improvements > Owners > Modify Existing Owners to look up the owner records listed on the Checkout Error report. Check the records to see if the records belong to the same owner.
Second, add the owner's name to the Master Contact list. Use Connect System Management > Master Records > Setup/Modify Contacts to look up the owner's name. Next, add the owner's alternate names, including alternate spelling, to the Related Contacts tab.
Each owner record is linked to at least one property record in the Property Improvements database. Use this option to find owner records that do not have at least one property record attached to it.
In Property Improvements, each property record is linked to at least one owner record. Use this option to find properties that do not have at least one owner record attached to it.
Search for properties that have more than one primary owner.
How do I fix this error?
The Recalculate Report will show "Properties With Multiple Primary Owners". To fix this error, use Modify Existing Properties and edit the property record so there's only one primary owner. Choose the property owner who is not the primary owner and deselect the Primary Owner checkbox.
A duplicate location refers to an property record that has an address that exactly matches the address from another property record. Use this option to search for property records that may belong to the same location but have been recorded using slightly different physical addresses.
How do I fix this error?
First, review the property records. Use Connect Property Improvements > Properties > Modify Existing Properties to look up the property records listed on the Checkout Error report. Check the records to see if the records belong to the same property.
Second, add the property address to the Master Contact list. Use Connect System Management > Master Records > Setup/Modify Properties to look up the property address. Next, add the property's alternate address to the Related Contacts tab.
An account is an accounting record that shows increases, decreases, and a balance. Use Account Information to search for calculating errors in assessments, period amounts, unapplied payments, and so on.
Principal refers to the carrying value of a bond or obligation. Use Check Principal Balance to compare the principal balance on the account matches the principal balance that was calculated by the transactions recorded on the account.
How do I fix this error?
Use Recalculate to add up the billings and payments again. Open Connect Property Improvements > Organization > Recalculate. Set up the Selection Criteria to select the district/account. Click to select Recalculate Principal Balance.
An unapplied payment is a payment that has been received and needs to be allocated. Use this option to search for accounts that have unapplied payments.
How do I fix this error?
Run Connect Property Improvements > Accounts > Apply Unapplied Payments.
A billing override is an alternate billing schedule for the account. When an account is using a billing override the principal must be equal to the assessment amount. In other words, the principal, the carrying value of a bond or obligation, is not equal to the assessment, a valuation placed upon a property as a result of a property improvement.
How do I fix this error?
Use Connect Property Improvements > Accounts > Modify Existing Accounts to look up the account number. Use the options on the Billing Override tab to modify the billing override properties. You need to change the billing override properties to make the principal match the assessment.
An active account is an account that does not have an activation or termination date, has an activation date that occurs after to the current date, or has a termination date that occurs before the current date.
When an active account is set up correctly, the active account should be linked to a primary owner.
How do I fix this error?
Use Connect Property Improvements > Accounts > Modify Existing Accounts to look up the account number. Now, click the Property/Owner tab. There Owners list should have at least one owner in it with the Primary Owner checkbox selected.
A balance is the sum of credits and debits on an account. Use this option to find accounts based on the account balance. For example, City ABC writes-off accounts with an account balance of less than $5.00. City ABC can use this option to locate all of the accounts with less than $5.00.
Use Locate Active Accounts without Assessments to search for active accounts, which do not have an activation or termination date recorded in it, and do not have a valuation placed upon a property as a result of a property improvement.
In a typical scenario, an active account is linked to an assessment. When the assessment is paid off, the account status changes to not active.
An posted transaction refers to a transaction that has been copied to the General Ledger, while an unposted transaction is a transaction that has not been copied or does not need to be transferred to the General Ledger. This option will look for transactions that have not been posted as of the selected date.
Do you want to find unposted transactions?
Yes, find unposted transactions. Click to select Search Unposted Transactions. Then, enter a date in the Search Unposted Transactions As Of field.
No, skip this option. Click to deselect Search Unposted Transactions.
How do I fix this error?
Use Connect Property Improvements > Organization > Update General Ledger. Now, use the Checkout Error report to enter the account numbers with transactions to update in the Selection Criteria. Click to select Update General Ledger. Then, run the routine.
Note: If you are updating transactions to a non-Caselle General Ledger, select the option to Create GL Update Export File instead.
A payment is compensation that is given in return for goods or services. An adjustment is a transaction that changes the account balance because of an event. This option will search for over paid amounts and over adjusted amounts.
How do I fix an overpayment?
Use Connect Property Improvements > Accounts > Enter Payments to look up the payment transactions. You'll need to click Edit (CTRL+E) to switch to Edit mode. Now, use the Amount field to enter the correct payment amount.
How do I fix an over-adjustment?
Use Connect Property Improvements > Accounts > Enter Payment Adjustments to look up the payment adjustment. Click Edit (CTRL+E) to switch to Edit mode. Enter the Amount field to enter the correct payment adjustment amount.
A period amount is the amount billed during a portion of time, usually equal to a calendar month. Use Verify Period Amount With Interest Rate and Method to compare the period amount that is recorded on the account is the same as the period amount that was calculated using the transactions recorded on the account.
How do I fix this error?
Use Recalculate to use the interest rate and method to compute the period amount again. Open Connect Property Improvements > Organization > Recalculate. Set up the Selection Criteria to select the district/account. Click to select Recalculate Period Amount Based on Interest Rate and Method.
In Caselle, the Selection Criteria allows you to choose which information to include in the routine.