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Info

The TDS Deposit Management functionality within AgencyCloud provides the following:

  • Once a deposit is cleared in AgencyCloud, details of tenancies marked as being part of the Deposit Protection Scheme are automatically transferred to the deposit management tool

  • The tool allows deposits to be registered with the TDS

  • When registered successfully, the deposit certificate is generated and downloaded to AgencyCloud - the where configured, an option to emailed email certificates to landlords/tenants is also available, where configured

  • Updates in AgencyCloud to tenancy start/end dates and/or deposit amount for tenancies with a registered deposit are automatically flagged in the deposit management tool, allowing new certificates to be regenerated and uploaded to AgencyCloud

  • When a tenancy ends and the deposit returned, this is automatically flagged in the deposit management tool, allowing the deposit registration to be deregistered

This guide covers:

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For tenancy details to be automatically added to the TDS deposit management tool, the following conditions must apply be applied to the tenancy record in AgencyCloud

1. Held by setting on tenancy record

Tip

The Held by setting must be set as shown below

From tenancy:

  • Click Financial & Extensions tab

  • Held by should be set to Deposit Protection Scheme

2. Deposit paid & cleared

Tip

The deposit must be invoiced, paid & cleared

From tenancy, Accounts panel:

  • Beside Deposit, click Manage

From tenancy deposit details:

  • Deposit Paid should be fully paid and marked as (Cleared)

3. Ensure tenant contact details are correct

Tip

Tenant & landlord contact details must be correct

When the tenant & landlord contact details are passed to the deposit management tool, the following information is checked for validity

  • PostcodePostcodes

  • Email addresses

  • Phone numbers (should be 11 digits)

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 entryfirst

Access TDS deposit management tool

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When a tenancy deposit meets the conditions outlined in the section above titledMake a deposit ready for registration with TDS via AgencyCloud, it will be 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)

  • Deposits needing to be registered are shown with the TDS Process status of Register

  • Tick the boxes to the left of the relevant 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

3. Registration complete

The deposit registration run is processed and confirmed when complete

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

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    • 3. Registration complete

    When the deposit registration is complete:

    • A status message is shown bottom left of the screen as each registration is completedA prompt is displayed, click OK to

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

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    • Click OK to continue (or View Details to see more information, as shown above)

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

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    Tip

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

    Registration failure flag/reasons

    After processing the deposit registration (as outlined in the section above), if it fails:

    • A red exclamation mark icon is displayed to the left of the entry

    • Hover over the icon to see what action needs to be taken

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    next section

    Download deposit certificate

    The steps in this section allow you show how to generate the deposit certificate to & download to the tenant deposit screen in AgencyCloud

    Where configured, this process can also email the certificate to the tenant tenants and/or landlordlandlords

    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 with the TDS Process status of Download Certificate

    • 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 An 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 upshown in this section, this can be configured by Reapit Support

    • Click Yes to generate the relevant emails

    Tip
    The emails

    Emails will be automatically sent to the relevant parties with the TDS deposit registration certificate attached as a PDF file

    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 downloadedA prompt is displayed, click OK to clear

    • Successful downloads are shown with a green tick to the left

    • Click OK to continue (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

    ...

    When a deposit has been registered, it is possible to change the date and the deposit amount if the tenancy start/end dates and/or deposit amount is changed - these updates are automatically detected by the TDS deposit management tool
    (no other details can be changed without deregistering and reregistering the deposit)Any other changes will require the deposit to be deregistered & reregistered - for more information, see later section titled Deregister deposit registration when tenancy ends

    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:

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

    • 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 the 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

    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 The entry is shown with a green tick to the left

    • Click OK to continue (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

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

    • Follow instructions outlined in this section: Download deposit certificate

    • When reaching step 5 to check that the updated certificate has downloaded to AgencyCloud - the updated certificate is shown in the Document Management screen along with the original registration certificate (and any other previously created certificates)

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    Deregister deposit registration when tenancy ends

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    1. Finish tenancy & refund deposit on tenancy

    From tenancy:

    • Tenancy Status should be Tenancy Finished

    • Tenant Deposit Held should show as £0.00

    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

    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

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

    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 The entry is shown with a green tick to the left

    • Click OK to continue (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

    Registration failure flag/reasons

    After processing deposits via the deposit management tool, if the process fails:

    • A red exclamation mark icon is displayed to the left of the entry
      (plus the status message bottom left of the screen will indicate any errors)

    • Hover over the icon to see what action needs to be taken

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