Note: It is strongly recommended that landlords not be paid where properties have negative arrears balances. For further guidance on checking for rent overpayments, please click here.

If the deposit has been manually assigned to the property as rent and this has been paid to the landlord, there are two ways to resolve this.

1. The landlord has returned the funds

1.1 Assigning the returned funds

Once the landlord has returned the funds and they are on the Unassigned lines page, they should be assigned against the property as Landlord other income.

1.2 Returning the management fee charged in error

Go to Financials > Double entry
In the Money out section, please populate the fields as follows:
1. Category = The property
2. Subcategory = Landlord fee refund
3. Adjustment value = The full amount of the management fee taken in error
In the Money in section, please populate the fields as follows:
1. Category = The property
2. Subcategory = Landlord other income
3. Adjustment value = The full amount of the management fee taken in error
Include a suitable description and click Add adjustment

1.3 Recouping the funds from the landlord's balance

Go to Financials > Landlord deductions
From the top right corner, select the dropdown arrow and choose +Business float (loan)
1. Select the relevant property (the property that was incorrectly paid)
2. Select today's date
3. Type a suitable description
4. Enter the amount to claim back (total rent amount)
5. Click Submit
Locate the deduction just created and select Include in ledger and statement

This will immediately recover the funds from the landlord's available balance.

1.4 Assigning funds to the deposit

Go to Financials > Double entry
In the Money out section, please populate the fields as follows:
1. Category = The property
2. Subcategory = Business float out
3. Adjustment value = The full amount of the deposit
In the Money in section, please populate the fields as follows:
1. Category = The property
2. Subcategory = Deposit in
3. Adjustment value = The full amount of the deposit
Include a suitable description and click Add adjustment

1.5 Amending the tenant ledger

Go to the tenant ledger of the property
Click the dropdown arrow next to Update due dates, then select Single due date
Set the start and end dates to the current date
Enter the amount that was incorrectly attributed to the tenant ledger
Optionally, add a description advising that this is a correction to the ledger
Click Submit

2. Funds are taken from the landlord's next rental payment

This process will not be complete until the landlord receives new rental income.

2.1 Assigning funds to the deposit

The deposit balance can be topped up by temporarily using funds from the business float or your fee balance. These funds will later be recouped from the landlord and credited back (see Step 2.3).

If you have funds available in the Business float:

Go to Financials > Double entry
In the Money out section, please populate the fields as follows:
1. Category = the property
2. Subcategory = Business float out
3. Adjustment value = The full amount of the deposit
In the Money in section, please populate the fields as follows:
1. Category = The property
2. Subcategory = Deposit in
3. Adjustment value = The full amount of the deposit
Include a suitable description and click Add adjustment

If you do not have a Business float balance and need to use your fee balance:

Go to Financials > Double entry
In the Money out section, please populate the fields as follows:
1. Category = the property
2. Subcategory = Landlord fee refund
3. Adjustment value = The full amount of the deposit
In the Money in section, please populate the fields as follows:
1. Category = The property
2. Subcategory = Deposit in
3. Adjustment value = The full amount of the deposit
Include a suitable description and click Add adjustment

2.2 Returning the management fee charged in error

Go to Financials > Double entry
In the Money out section, please populate the fields as follows:
1. Category = The property
2. Subcategory = Landlord fee refund
3. Adjustment value = The full amount of the management fee taken in error
In the Money in section, please populate the fields as follows:
1. Category = The property
2. Subcategory = Landlord other income
3. Adjustment value = The full amount of the management fee taken in error
Include a suitable description and click Add adjustment

2.3 Recouping the funds from the landlord that was paid incorrectly

Based on the choice in Step 2.1, the user can now recoup the funds from the landlord and return them to the business float or their fee balance.

Go to Financials > Landlord deductions
1. If funds came from the Business float:
  1. Click Business float (loan) from the top right corner
2. If funds came from your fee balance:
  1. Click General fee from the top right corner
Select the relevant property
Select today's date
Type a suitable description
Enter the amount to claim back (total deposit amount)
Click Submit

When this owner's next rent payment is received, the deduction created here will be included in the payment process, recouping funds paid to the landlord in error to the business float or the fee balance.

2.4 Amending the tenant ledger

Go to the tenant ledger of the property
Click the dropdown arrow next to Update due dates, then select Single due date
Set the start and end dates to the current date
Enter the amount as the amount attributed here in error
Optionally, add a description advising that this is a correction to the ledger
Click Submit

Overpayments - Deposit paid to the landlord in error