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This guide has been reviewed against our global client base and classed as relevant to UK only

In accordance with the UK Housing Act 2004, every landlord or letting agent that takes a deposit for an assured shorthold tenancy in England & Wales must protect the deposit under an authorised tenancy deposit scheme

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 option to emailed 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:

What is the TDS?

The Tenancy Deposit Scheme (TDS) is a government approved tenancy deposit protection scheme in England & Wales operated by The Dispute Service Ltd

Established in 2003, TDS is the longest serving government-approved deposit protection scheme and is also the only not-for-profit scheme

TDS provides both insurance-backed & custodial tenancy deposit protection, with free, impartial dispute resolution for when disagreements arise over how the money is divided

Make a deposit ready for registration with TDS via AgencyCloud

The following conditions must be followed to register a deposit in AgencyCloud

1. Held by setting on tenancy

From tenancy:

  • Click Financial & Extensions tab

  • Held by should be set to Deposit Protection Scheme

2. Deposit paid & cleared

From tenancy deposit details:

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

3. Ensure tenant contact details are correct

When the tenant contact details are passed to the TDS, the following information is checked for validity

  • Postcode

  • Email addresses

  • Phone numbers (should be 11 digits)

When the above conditions are met, then the deposit will be available to be registered, as outlined in the next section

Access TDS deposit management screen

From AgencyCloud main menu:

  • Click Reports

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

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

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

  • Tenancy details are displayed in a read-only screen

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

1. Select deposit(s) to register

From the TDS Deposit Management screen:

  • Tick the boxes to the left of the relevant tenancies

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

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

Download deposit certificate

The steps in this section allow you to generate the deposit certificate to download to AgencyCloud

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

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 AgencyCloud

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

Amend a registered deposit

When a deposit has been registered, it is possible to change the date and the deposit amount - these updates are automatically detected by the TDS deposit management tool
(no other details can be changed without deregistering and reregistering the deposit)

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

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

3. Download updated certificate to AgencyCloud

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

  • Follow instructions outlined here: 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 certificate (and any other previously certificates)
      ADD SCREENSHOT SHOWING 2 CERTS

Deregister deposit registration when tenancy ends

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