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Managing disputed deposits

Managing disputed deposits

This guide has been reviewed against our global client base and classed as relevant to all regions

This process should be followed when using a Reapit version prior to 12.149

However, from version 12.149+, a configuration option is available which allows disputed funds to be identified as part of the deposit release process from within the tenant deposit refund screen, as outlined here:https://reapit.atlassian.net/wiki/spaces/RW/pages/1783365746

This guide outlines the process to be followed in situations where a tenant deposit return is being disputed and all/part funds need to be paid to a dispute service - this process involves allocating and sending funds to the relevant dispute service

1. Create supplier invoice for disputed amount

From Lettings/Rentals (on main menu):

  • Click Supplier Invoices and select New Invoice

Ensure the following is entered on the Supplier Invoice:

  • Contractor: set to the relevant dispute service
    Search for the required company, or if not found, add new

  • Invoice Ref: enter reference for this invoice

  • Net Cost: enter disputed amount

  • Charge to: set to Tenant, then select Account type below this

  • Description: enter relevant description

  • Ensure Property and Tenant are entered on right

  • In Status panel at bottom, tick Post to accounts - the following prompt is displayed:

  • Click Yes and Exit invoice screen

2. Access tenant refunds & post dispute invoice

From tenancy:

  • In Accounts panel (bottom of screen), click Manage

From tenancy deposit details:

  • In Refunds panel, click Refund Deposit

From tenant refunds:

  • The deposit dispute invoice (added in step 1) shows as a Tenant Works Order
    (bottom of screen in this example)

  • Choose which items to pay & untick any other outstanding items, leaving the Deposit Held balance to offset against the deposit dispute to pay the outstanding invoice only

  • Click Post (bottom right)

  • Click Yes to confirm
    A Payment entries posted confirmation message is displayed

3. BACS/ABA and Cheque Run

The BACS/ABA and Cheque Run will show a payment which can be paid directly to the dispute service

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