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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 - where configured, an option to email certificates to landlords/tenants is also available

  • 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 to be deregistered

Note

This integration is only applicable when using the TDS Insured Scheme

This guide covers:

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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)

  • Deposit Protection scheme selected must be named TDS

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

  • Postcodes

  • Email addresses

  • Phone numbers (should be 11 digits)

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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:

  • 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

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

  • Click OK to continue (or View Details to see more information)

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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