Our DPS custodial integration allows details of a deposit to be sent directly to DPS without requiring users to manually enter this information through their DPS account.
1. Setting up the integration
To set up this integration, please contact your DPS account manager and request the following details:
DPS client ID
DPS client secret key
DPS agent ID
Once received, please forward these details to [email protected], who will set up the integration on your system.
2. Submitting deposit details
2.1 Selecting the deposit paid date
Go to Lettings properties > Other balances > Deposit balances
Locate the deposit in question
In the Deposit received date column, click on Not set
In the new pop, the dropdown will contain the 5 most recent Deposit IN bank lines for the property
Please select the bank line related to this tenancy (where there are multiple deposit payments for a tenancy, please select the final payment in line)
Click Submit
The Deposit paid in date column will now display the date of the selected bank line. The selected bank line can be changed at any point before submitting the deposit record by clicking on the date, amending the selected line and clicking on Submit.
Should there be multiple payments contributing to the deposit, set the date to that of the latest item paid.
2.2 Submitting deposit record
To send deposit details to DPS:
Go to Lettings properties > Other balances > Deposit balances
Locate the property in question
In the DPS export column, click on the grey cloud icon
A preview box (as shown below) will appear confirming the following details:
the property address
the deposit requirement (as set within the property record)
the name of each tenant
the name of any relevant persons (if applicable)
Click on Submit this deposit record
If submitted successfully, the cloud icon will turn green.
Note: If any key information is missing, a red error message will appear in the preview box, and users will be presented with details of the missing information. Please populate this information where required and then try resending the deposit record as noted above.
Note: Once submitted, further updates/amendments to the data must be actioned directly via the DPS portal.
3. Deposit certificate
Once the deposit record has been sent successfully, users can then log in to their DPS account and generate the deposit certificate document.
4. DPS export column
The icon within the DPS Custodial export column is colour-coded for ease of reference:
Grey = No deposit record has been submitted
Green = Deposit record has been submitted successfully
Red = Deposit record has been submitted, but further information is required (See section 5 for further information).
5. Red DPS icon
If the cloud icon has turned red after creating a deposit record, this indicates that DPS requires further information or has noticed a fault with the data provided.
To resolve:
Click on the red cloud icon
The system will indicate what information needs to be supplied/corrected
Go to the relevant record(s) and populate/amend the required information
Once updated, navigate back to Properties > Other balances > Deposit balances
Click on the red icon against the relevant deposit
Click on Resubmit
The cloud icon will turn green if the deposit has been submitted successfully.
6. Paying the deposit
The integration also allows DPS to auto-allocate received payments to the correct deposit record. When the payment is successfully allocated, the deposit status will update to protected.
For the auto-allocation to work, the deposit record must have been submitted successfully first (see section 2 above for further details). The cloud icon within the DPS column will show in green if submitted successfully.
Go to Lettings properties > Other balances > Deposit balances
In the Bulk export column, tick each deposit to be paid
Click on Pay deposits
If the bank details and name of the Deposit scheme are not already set, please populate both sets of fields
For each deposit, the Reference field will auto-populate with a unique reference for the payment in the format of P123T456 which is the property ID followed by the lead tenant's ID
Add a description to each deposit payment, if required
If these payments are to be added to the BACS schedule, ensure the Add payments to BACS schedule checkbox is ticked
Click Submit
Users should now pay the deposit scheme either via their BACS schedule or by making the transfer directly through the bank
Upon receiving the payment, DPS will use the unique payment reference, for example, P123T456 (which is already associated with a unique DPS deposit ID) to automatically allocate this payment to the correct deposit.
Note: the amount paid to DPS must match the deposit requirement amount which was stated when the initial deposit record was submitted.