The system validates that all DOE sales records that are uploaded into the system meet two requirements:
- Matches a record within the Property Information Exchange (PIE).
- Matches a sequence number from the sales list.
Records that do not meet both requirements will not be marked as “Verified”. Unverified sales must be completed to be submitted to the state. By default, the sales index page shows all sales that are Unverified.
To verify a sale, select the record in the table:
The default view of a sale is the Overview page. To begin the sales validation process select the Properties tab.
Linking a Property
On the Properties page, the user can control the PIE records that are associated with the sale. The Property Information Exchange (PIE) is a compilation of county assessment data that uses information submitted by the DOE during the spring with the abstract. Each sale must be associated with at least one (1) property to be considered valid. Note that for sales that are splits or new plats, the sale should be associated with the parent parcel that the sale originated from.
To associate a property with the sale, the user starts by selecting the blue Add Property button. This will allow the user to search for the appropriate property record by: Address, Parcel ID, Local Parcel ID, Owner Name, and Legal Description. The user can select one or many properties from the search results and associate them with the property by selecting the green Add button.
Once the property(s) is associated with the sale record the user will be returned to the Properties tab. Note that the user can add additional properties or edit existing property links from this page.
Verification Information
Once at least (1) property has been linked to the sale, the user can enter the verification information that is necessary to complete the sale. The user can enter the verification information by selecting the yellow Verify Sale button on the sales Overview page.
When the user selects the Verify Sale button the Verification modal window is displayed. The user must enter the Classification for the property from the allowable list. The user can also optionally:
- Reject Code (Local): IF THE SALE IS A REJECT, enter the reject code. If the sale is not rejected leave this value blank.
- Comment: Enter any additional comments regarding this sale.
Once the information has been entered, the user can select the green Verify button to complete the verification process.
