These procedures are for both the Landlord and the Agent version, however please bear in mind which bank account you are using when receipting and refunding.

Receipting Deposit

Custodial (Paid onto deposit scheme)

You now need to transfer the deposit to the Deposit Scheme, in the ‘Tenancy’ module. Double click on the tenancy from which you wish to transfer the deposit. In here click on ‘Deposit’ which will open a new window

Click on ‘Deposit Transfer’ and enter deposit reference and make sure the bank is the same as the one you paid the tenants deposit money into then click ‘Save’

This has recorded that the deposit has been transferred to the Deposit Scheme; you now need to make the payment.

Insurance (Held by Agent/Landlord)

You can receipt the tenants deposit straight into the deposit account

Click ‘Tenant Receipt’ and select bank account from the drop down list. ‘Pay in Full’ and ‘Post Receipt’

If you have a different deposit account to the account you receipt the deposit into, you then need to do a ‘Bank Transfer’ to transfer the deposit into your deposit account (this is found in the ‘Agent’ module). Fill in details then click ‘Transfer’

In the next window click ‘Yes’

Landlord (Transferred to Landlord – Agent version)

Within the property record under the ‘Ownership’ tab, you need to tick ‘Transfer the deposit to the landlord’

When receipting the deposit, it will ‘Clear Receipt’ to the landlord and appear on the next statement

‘Pay in full’, ‘Post Receipt’ and ‘Clear Receipt’

You can now create the landlord statement for the deposit

Returning Deposit

Custodial (held by Deposit Scheme)

If tenant is due to a full refund of the deposit from the deposit scheme, then no further action is to be taken by the Landlord/Agent as the deposit scheme will deal with this.

If money is owed to the Landlord/Agent for damage etc. where the deposit is held by a deposit scheme, create the charge for damages either by ‘Tenant Invoice’ or ‘Supplier Invoice’ charged to the tenant

Tenant Invoice

This is, if the damage cost is covered by the Agent/Landlord, receipt the money into your office account –

Supplier Invoice

This is if the damage cost is paid onto a supplier

You now receipt the money from the tenant, putting in the ‘Reference’ box ‘From Deposit Scheme’ – ‘Pay in Full’ - ‘Post Receipt’

Insurance (held by Landlord/Agent)

When a tenant moves out of a property, in the ‘Change Status’ window, tick ‘Create Deposit Credit’ - a credit transaction is then created for the full deposit amount back to the tenant

(In the deposit section of the details screen, ‘Insurance’ has to be selected for this to appear in the ‘Change Status’ window)

If the full amount is due back to the tenant, credit back through ‘Tenant Refund’ in the ‘Tenancy’ module

‘Pay in Full’ and ‘Post Receipt’

If money is to be held back from the tenant for damage, create a ‘Tenant Invoice’ using nominal from ‘4000’ range

Now go to ‘Tenant Refund’ in the ‘Tenancy’ module and refund the difference, ‘Pay in full’ and ‘Post Receipt’ - in this example £400 is owed to the tenant