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Tip

When all the above conditions are met, then the deposit will be available to be registered, as outlined in the next section
When contact details are not correct, the deposit will be available to be registered, but it will error when processing, therefore it is advisable to ensure they are correct during data entry

Access TDS deposit management

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tool

From AgencyCloud main menu:

  • Click Reports

  • Click Custom Reports and select TDS Bulk Deposit Tool
    The TDS Deposit Management screen is displayed

Note

If details of a tenancy where a deposit needs registering are not shown in this screen, see previous section for more information on what needs to be completed in AgencyCloud in order for a tenancy to be available for deposit registration

Access tenancy details

To view the associated tenancy of any entry in this screen

  • Double-click to open the tenancy record

Or, to stay in the screen, the tenancy details can be previewed from the same screen

  • Right-click over the required entry and select Preview tenancy

  • Tenancy details are displayed in a read-only screen

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Info

See sections below for information on using this screen to register & update deposits, plus how to check the status & download deposit certificates

Register a deposit

Register a deposit

When a tenancy deposit meets the conditions outlined in the section above titledMake a deposit ready for registration with TDS via AgencyCloud, it will automatically be displayed in the TDS Deposit Management screen

1. Select deposit(s) to register

From the TDS Deposit Management screen:

  • Ensure the Register/Update Deposits tab is displayed (top left)

  • Tick the boxes to the left of the relevant tenancies deposits to be registered

Info

This example shows just one deposit registration being processed - however, the tick boxes on the left can be used to process deposits in bulk

2. Process selected deposit(s) for the bulk deposit registration run

From top right of screen (shown above):

  • Click Process

  • Click Yes

  • The deposit registration run is processed and confirmed when complete

  • Click View Details to see the date, time and processing time taken

3. Registration complete

When the deposit registration is complete:

  • A status message is shown bottom left of the screen as each registration is completed

  • A prompt is displayed, click OK to clear (or View Details to see more information, as shown above)

  • The entry is shown with a green tick to the left

Tip

When a deposit has been successfully registered, you can now download the certificate - see section titled Download deposit certificate for more information

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1. Select certificate(s) to download

From the TDS Deposit Management screen:

  • Click Check Status / Download Deposit Certificates tab (top left)

  • Any tenancy deposits whose certificates have already been sent via the Register/Update Deposits tab (but not downloaded) are displayed

  • Tick the boxes to the left of the deposits where you wish to download the certificate to the tenant deposit screen in AgencyCloud

Info

This example shows just one certificate download being processed - however, the tick boxes on the left can be used to process these downloads in bulk

2. Process selected deposit certificate(s)

From top right of screen (shown above):

  • Click Check Status

  • Click Yes

3. Email options (where configured)

Where configured, the option to email the deposit certificate to all landlords and/or tenants is offered
If your system does not offer the above option(s) - if you are a key contact, click here to contact Reapit Support who can set this up

  • Click Yes to generate the relevant emails

  • The emails will be automatically sent to the relevant parties

4. Certificate download complete

When the deposit certificate download is complete:

  • A status message is shown bottom left of the screen as each certificate is downloaded

  • A prompt is displayed, click OK to clear (or View Details to see more information, as shown above)

  • The entry is shown with a green tick to the left

5. Deposit certificate in tenancy deposit screen

From tenancy, Accounts panel:

  • Beside Deposit, click Manage

In Deposit Protection panel:

  • The Provider, Registered Date & Registration No. are automatically completed

  • Click Store certificate

  • The downloaded certificate is available in the Document Management screen
    When a certificate is marked as Private, it will be prevented from upload to a Reapit tracker or MyAgency app that a landlord/tenant can access

  • Double-click the certificate to view it
    Can also right-click the certificate for an option to Rename the PDF file

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1. Dealing with updates

When tenancy start/end dates have been updated and/or the deposit amount has changed, these are picked up by the TDS deposit management tool

From the TDS Deposit Management screen:

  • The deposit registration is shown with the TDS Process status of Update

  • Ensure the correct deposit registration entries are ticked

Tip

Hover over the entry to see what updates are to be sent to TDS when processed

2. Process selected deposit(s) for the bulk deposit registration run

From top right of screen (shown above):

  • Click Process

  • Click Yes

  • The deposit registration run is processed and confirmed when complete, as seen when initially registering the deposit

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When the deposit registration update is complete:

  • A status message is shown bottom left of the screen as each registration is completed

  • A prompt is displayed, click OK to clear (or View Details to see more information)

  • The entry is shown with a green tick to the left

Info

This example shows just one deposit update being processed - however, the tick boxes on the left can be used to process updates (and registrations) in bulk

3. Download updated certificate to AgencyCloud

From the TDS Deposit Management screen:

  • Click Check Status / Download Deposit Certificates tab (top left)

  • Any tenancy deposits whose certificates have already been sent via the Register/Update Deposits tab (but not downloaded) are displayed

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The same process is used as when originally downloading the certificate, therefore:

  • Follow instructions outlined herein this section: Download deposit certificate

  • When reaching step 5 to check that the updated certificate has downloaded to AgencyCloud :

    The

    - the updated certificate is shown in the Document Management screen

    ,

    along with the original registration certificate (and any other previously created certificates)

    ADD SCREENSHOT SHOWING 2 CERTSImage Added

Deregister deposit registration when tenancy ends

When a tenancy ends and the deposit refunded, the tenant deposit can be deregistered

1. Finish tenancy & refund deposit on tenancy

From tenancy:

  • Tenancy Status should be Tenancy Finished

  • Tenant Deposit Held should show as £0.00

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2. Select deposit(s) to deregister

From the TDS Deposit Management screen:

  • Ensure the Register/Update Deposits tab is displayed (top left)

  • Tick the boxes to the left of the relevant tenant deposits to be deregistered

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Info

This example shows just one deposit deregistration being processed - however, the tick boxes on the left can be used to process deposit registrations/updates/deregistrations in bulk

3. Process selected deposits to be deregistered

From top right of screen (shown above):

  • Click Check Status

  • Click Yes

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  • The deposit registration run is processed and confirmed when complete, as seen when initially registering/updating the deposit

    Image Added

When the deposit deregistration is complete:

  • A status message is shown bottom left of the screen as each action is completed

  • A prompt is displayed, click OK to clear (or View Details to see more information)

  • The entry is shown with a green tick to the left

Tip

A journal entry will be created on the tenancy to log that the tenant deposit has been deregistered with the TDS

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