Reversing the use of monies held against a charge on an applicant

If money has been allocated and receipted against a charge on an applicant record in error, it can still be reversed or undone. However, once Monies Held have been applied to a charge, you no longer have the ability to post a receipt reversal or refund the Monies Held.

To reverse the allocation of monies applied to an applicants charge:

  1. Click Contacts on the main toolbar
  2. Select the relevant contact (applicant) from Recent & Favourite Contacts
    1. Alternatively, find the contact (applicant) using the Search Contacts bar in the top right
  3. Click Actions
  4. In the dropdown menu, click Refund
  5. The Refunds for window appears. Click Add Refund Item
  6. The Add Refund Item window opens
    1. Set the Charge Date
    2. Select the Charge Item from the dropdown menu. The Charge Item must be the same as the item that the Monies Held have been allocated against. For example, if the Monies Held are used against a Deposit, the charge you must post the refund item as, is Deposit
    3. Edit the Description as required
    4. Enter the Net Amount. If Fees has been selected as the Charge Item and you are VAT registered then VAT will automatically be added
  7. Click OK
  8. On the Refunds For window:
    1. Using the Refund Type dropdown menu, select how you are going to pay the refund
    2. Send Refund defaults to have a green tick, therefore a copy of the refund will automatically be sent via the applicants preferred delivery method. If you do not want to send a copy of the refund to the tenant, click the tickbox to remove the green tick
    3. Enter a Refund Reference
    4. Check the Total To Refund is correct
  9. Click Update to save

A record of the refund is available to view in the applicants Transactions and Timeline, both available on the side menu. You can also click the purple View to download a copy.

The transaction is also in your relevant Client Account Reconciliation list so you're able to confirm the refund money has been paid out of your client account.  

If you should still be holding the money, you will need to re–receipt the funds so that it is still available, and ensure that any charges that are outstanding are raised, so that the monies can be allocated to the appropriate charge.

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