Note: It is strongly recommended that landlords are not paid where properties have negative arrears balances. For further guidance on how to check 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

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

1.3 Recouping the funds from the landlord's balance

Navigate 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 take the funds from the landlord's balance.

1.4 Assigning funds to the deposit

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

1.5 Amending the tenant ledger

Navigate 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 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:

Navigate to Financials > Double entry
Within the Money out section, please populate the fields as below:
1. Category = the property
2. Subcategory = Business float out
3. Adjustment value = The full amount of deposit
Within the Money in section, please populate the fields as below:
1. Category = The property
2. Subcategory = Deposit in
3. Adjustment value = The full amount of 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:

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

2.2 Returning the management fee charged in error

Navigate to Financials > Double entry
Within the Money out section, please populate the fields as below:
1. Category = The property
2. Subcategory = Landlord fee refund
3. Adjustment value = The full amount of management fee taken in error
Within the Money in section, please populate the fields as below:
1. Category = The property
2. Subcategory = Landlord other income
3. Adjustment value = The full amount of 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.

Navigate 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, and the funds will be recouped back to the business float or the fee balance.

2.4 Amending the tenant ledger

Navigate 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 this is a correction to the ledger
Click Submit

Landlord ledger - Refunding a management fee to a landlord

Floats - Moving funds from the business float

Overpayments - Rent paid to the wrong landlord

Overpayments - Refunding rent that has been paid to a landlord

Landlord ledger - Moving money between properties

Overpayments - Deposit paid to the landlord in error