Tenancy - Check Out Deposit Client Account

🔄 Accessing the Check-Out Screen

You can begin the check-out process in several ways:

• Right-click on the tenancy record and select Check Out

• From the Tenancies List screen

• Via the Contacts or Properties screen by selecting Tenancies, then choosing Check Out from the Menu button

The Check Out screen will be displayed.

💰 Deposit Deductions & Retention

• Any deductions from the deposit will be processed through the Client Account, using the tenant’s unallocated deposit transactions.

• If no deductions are being made, simply proceed through the check-out steps, including entering meter readings and a forwarding address.

• If you are deducting funds for unpaid rent, cleaning, or other charges:

  • Select Yes when prompted

  • Add the relevant deduction details

🧾 Deposit Deductions

• Use this option to deduct specific amounts from the deposit

• Common reasons include cleaning fees, damages, or rent arrears

• These deductions will appear in the tenant’s account as Deposit Deductions

🔒 Retain Deposit

• Use this option to retain part of the deposit, for example, during a dispute

• The retained amount will also be recorded as a Deposit Deduction in the tenant’s account

💸 Returning the Deposit

• The next step will display:

  • Total deposit deductions

  • Amount retained

  • Deposit to be returned to the tenant

• Choose the payment method for returning the deposit

• Select the bank account (Deposit or Client) from which the payment will be made

🧾 Check-Out Fee

• If you are not charging a check-out fee, click Next to continue

• If you are charging a fee:

  • Select Yes

  • Choose whether the fee is charged to the Landlord or Tenant

  • Enter the amount and select the product

  • A debit will be created on the tenant’s account

🔌 Utility Readings

• Enter final readings for:

  • Gas

  • Electricity

  • Water

📬 Forwarding Address

• If you'd like to record a forwarding address for the tenant:

  • Select Yes

  • Enter the new address

  • This will update the tenant’s contact record

✅ Final Step

• Once all details are entered, click Save

• You’ll be prompted to generate a Deposit Account Statement