The TDS feature enables members of the TDS (Tenancy Deposit Scheme) Insurance Scheme to automatically upload details of the tenancy deposits to the TDS and automatically download certificates.  

Within Alto this deposit scheme is referred to as The Dispute Service - Insurance.

This article includes: 

 Note

Before configuring the TDS upload on your Alto software, contact the TDS insurance scheme to obtain your TDS Membership ID and TDS Branch ID as they may be different to your TDS Membership account number. 

 Warning

If you are new to Alto accounts, the TDS should not be enabled within your Alto software, until all tenancy deposits have been registered with TDS and entered on Alto.  

For more information on adding opening balances deposits to your tenancies, click here

Pre-existing tenancy records, those before the TDS functionality is enabled in Alto, will have the Enabled Updates box on the Deposit tab of the Tenancy record unticked and disabled.  We assume these deposits are already registered with TDS and therefore must be managed manually.  

Any new tenancies created after TDS is enabled will have the Enable Updates ticked by default and TDS will be updated automatically

Preparation of TDS Upload

  1. Click Tools on the main dashboard
  2. Click System Administration on the side menu
  3. Click Group Roles
  4. Click Edit to view each Group Role 
  5. Search for TDS Setup, Allow set up of TDS then tick in the column headed Read/Write
  6. Click Save
  7. Click TDS Accounts on the side menu
  8. Click Connect to TDS
  9. Enter your agency TDS Username and Password where indicated, if invalid try again
  10. Click Login to verify your details
  11. Click Test Connections to check the TDS connection
  12. Test result message will display

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Add member ID and assign to branches

Any Branches not configured for use with TDS Integration will continue to operate on a manual upload

  1. Enter your TDS Member ID in Add Member ID
  2. Click Add
  3. The TDS Member ID will be added to the list under Add Member ID
    • To delete a TDS Member ID, click the Bin icon next to the TDS Member ID, click Yes to confirm
  4. Select the corresponding TDS Member ID from the dropdown next to each unallocated Branch
  5. Select the corresponding Branch ID from the dropdown next to each unallocated Branch
  6. The selected branch will move to the Allocated Branches section
  7. Repeat steps 5 and 6 for all branches you wish to upload to TDS 
    • It is possible to assign the same TDS Member ID to more than one branch
    • To change the selection for a branch, select a different TDS Member ID and/or TDS Branch ID then click Save
    • To unlink a branch from TDS click the Bin icon, click confirm and the branch will move to the Un-Allocated Branches section

Assign TDS to a tenancy

At the stage of progressing a new tenancy, to trigger the TDS upload, you will need to edit the deposit scheme to The Dispute Service - Insured before the tenancy is finalised.

For more information on selecting the deposit protection scheme on a tenancy, click here

Sending updates to TDS and receive certificates

The following actions within Alto will trigger data to be sent to the TDS.  

  • Finalising a Tenancy when the Deposit has been received prior to the Tenancy being finalised
  • Receipting against a Tenancy Deposit charge
  • Receipting against a Tenancy Deposit charge via Batch Receipts
  • Receipting against a Tenancy Deposit charge via Import Receipts
  • Receipting a Tenancy Deposit opening balance via Opening Balances
  • Proposed tenancy when Register Deposit with TDS is selected in Actions
  • Refunding a Deposit
  • Changing a Tenancy to Periodic
  • Finalising a Tenancy Renewal 
  1. Click Tenancy on the main toolbar
  2. Select the relevant contact from Recent & Favourite Contacts.
    1. Alternatively, find the contact using the Search Contacts bar in the top right
  3. Click Tenancy on the side menu
  4. Click Deposits on the top tab, Registration No will display
    • Blue Shield - Indicating Tenancy Deposit Data Send in Progress
    • Green Shield - Indicating a  deposit registration certificate is available and can be viewed
    • Click on the Green Shield to display a detailed log of communications between Alto and TDS
    • Certificate - The date and time is record, each time the certificate is downloaded
    • A Timeline entry is created with a copy of the certificate where it can also be viewed

Typically the upload process should take around 10 minutes

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Change to Periodic

For more information on changing a tenancy to periodic click here

When a tenancy is changed to periodic 

  • An update is automatically sent to the TDS
  • Blue shield - Indicating Tenancy Deposit Data Send in Progress
  • Green Shield - Indicating an updated deposit registration certificate is available and can be viewed
  • A new certificate is automatically downloaded showing that the Tenancy is now Periodic
  • A new Timeline entry is created with a copy of the certificate where it can also be viewed

Tenancy Renewal

For more information on renewing a tenancy, click here

When a tenancy renewal is finalised an update will be sent to TDS.

  • No change in deposit amount or scheme
    • If the Deposit Amount and Deposit Scheme remain the same, the renewal information on the new tenancy term will be sent to TDS
    • Blue shield - Indicating Tenancy Deposit Data Send in Progress
    • Green Shield - Indicating a new certificate is ready to download showing the new Tenancy term  
    • A new Timeline entry is created with a copy of the certificate where it can also be viewed
  • Deposit amount increase
    • If the deposit amount is increased at renewal, a deposit charge will be raised for the additional amount of deposit
    • Once the deposit is receipted, it will trigger an upload to TDS
    • Blue shield - Indicating Tenancy Deposit Data Send in Progress
    • Green Shield - Indicating a new certificate is ready to download showing the new deposit amount
    • A new Timeline entry is created with a copy of the certificate where it can also be viewed
  • Deposit Amount decrease
    • If the deposit amount is decreased at the point of the renewal, there will be no change to the amounts of Deposit Requested/Deposit Held
    • Blue shield - Indicating Tenancy Deposit Data Send in Progress
    • Green Shield - Indicating a new certificate is ready to download showing the new dates  
    • A new Timeline entry is created with a copy of the certificate where it can also be viewed
  • Change of deposit scheme
    • You cannot change the deposit scheme at the point of renewal when TDS integration is enabled and the deposit scheme is set to Dispute Service Insurance
    • If TDS integration is enabled and the Deposit Scheme is set to something other than Dispute Service Insurance the deposit scheme can be changed
    • If it changed to Dispute Service Insurance, then the following will happen at each of the trigger points (assuming Enable Updates is ticked): 
      • Receipt - Action is taken as described in the points above 
      • Refund - Nothing will upload to TDS
      • Renewal - Action is taken as described in the points above 
      • Periodic - Nothing will upload to TDS
      • End of Tenancy - Nothing will upload to TDS

End of tenancy

After Vacate Property has been activated, the Tenancy Overview status will display Vacate in Progress 

For more information on vacating a tenancy, click here

  1. Click Tenancy on the side menu
  2. Click the Deposit tab 
  3. End of Tenancy Information will display
  4. Deposit Protection End Date defaults to the end date of the tenancy
  5. Click on the date to edit, if required 
  6. Dispute Status select from the dropdown Dispute or No Dispute

 Warning

Complete ALL details in End of Tenancy Information BEFORE you refund the Deposit back to the tenants

Refunding monies before the End of Tenancy Information is sent to the TDS, will not complete the registration on the TDS website and therefore would need to be completed manually. 

No Dispute

No dispute will display Amount and Date of monies to be re-paid 

  • Returned to Landlord - Click to edit the amount and date if required   
  • Fees to Agent - Click to edit the amount and date if required   
  • Returned to Tenancy - Click to edit the amount and date if required   
    • Finalise Vacate - The End of Tenancy Information will automatically uploaded to TDS 
    • If any or all of the amount fields remain as £0.00 the upload to TDS will still activate
    • Blue shield - Indicating Tenancy Deposit Data Send in Progress
    • The Deposit Protection End Date, Dispute Status, Return to Landlord, Fees to Agent and Returned to Tenancy are all locked from editing

  •  Send Successful
    • A Green Shield indicating a new certificate is ready to download  
    • A new Timeline entry is created with a copy of the certificate where it can also be viewed
  • Send Fails
    • A red shield indicating the upload has failed
    • The Deposit Protection End Date, Dispute Status, Return to Landlord, Fees to Agent and Returned to Tenancy are all unlocked for editing
    • An Upload is visible and can be used to resend the information when ready to resubmit to TDS

If Return to Landlord, Fees to Agent and Returned to Tenancy dates are not completed at the point of finalising the tenancy, these fields remain available to edit.

Dispute

Dispute will display Amount and Date of monies to be re-paid 

  • Returned to Landlord - Click to edit the amount and date if required   
  • Fees to Agent - Click to edit the amount and date if required   
  • Returned to Tenancy - Click to edit the amount and date if required   
    • Finalise Vacate - Upload will display on the End of Tenancy Information
    • If you click Upload and the above fields are £0.00 a message will appear and TDS will not upload
    • If you click Upload and the above information is completed with amount and dates, the TDS will upload 
    • Blue shield - Indicating Tenancy Deposit Data Send in
    • The Deposit Protection End Date, Dispute Status, Return to Landlord, Fees to Agent and Returned to Tenancy are all locked from editing

  •  Send Successful
    • A Green Shield indicating a new certificate is ready to download 
    • A new Timeline entry is created with a copy of the certificate where it can also be viewed
  • Send Fails
    • A red shield indicating the upload has failed
    • The Deposit Protection End Date, Dispute Status, Return to Landlord, Fees to Agent and Returned to Tenancy are all unlocked for editing
    • An Upload is visible and can be used to resend the information when ready to resubmit to TDS

Registering Deposits for Proposed Tenancies

You have the option to register deposits with TDS before the tenancy is finalised in Alto.  

This is necessary if a deposit has been received more than 30 days before the tenancy is finalised on Alto.

 Note

If you have registered a deposit for a proposed tenancy you cannot edit the deposit scheme, term, start date, end date or lead tenant details.  If any of the tenancy details change prior to finalising the let you will need to cancel the tenancy and create a new proposed tenancy with the new details.

To register a deposit for a proposed tenancy

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Contacts. Alternatively, find the tenancy using the Search Contacts bar in the top right
  3. Click Actions
  4. Click Register Deposit with TDS from the dropdown
  5. A notification confirming if you want to go ahead with the registration of the deposit at the TDS
  6. Click Yes

Once a deposit is registered for a proposed tenancy any additional deposit amount receipted or deposit refund will trigger an automatic update to TDS. 

Cancelling a proposed tenancy

If a deposit has been registered for a proposed tenancy and the tenancy is cancelled for any reason.

  1. Click Tenancy on the side menu
  2. Click Deposit on the top tab
  3. Click Upload  to send the information to the TDS

Property Management Dashboard

  1. Click Home on the main toolbar
  2. Click Property Management Dashboard on the side menu
  3. The Deposits Not Registered widget will display
  4. Click Active Only or Active and Proposed to display a list:
  5. Tenancies with Dispute Service Insurance will display
    • Red Shield and red text - indicates the tenancy is missing required information and cannot be sent to TDS. Hover your mouse over the shield icon to display a tool tip of information on why it can’t be transmitted to TDS
    • Click anywhere in the Deposit Scheme column to display the Missing Information
    • Correct and save the information
    • Blue shield - Indicating Tenancy Deposit Data Send in progress
    • The Registration Number will be completed on a successful upload and be removed from this list

Transferring a property to another branch

  • TDS not enabled in other branch
    • If a property is being transferred to another branch where TDS is not configured, after the transfer has been completed, the TDS Upload functionality and information on the Deposit tab of the tenancy will be hidden. However, if this tenancy previously had a registration number this will be retained after the branch change.
  • TDS enabled in other branch with same TDS ID
    • If the property is being transferred to another branch with TDS enabled using the same TDS Branch ID, then everything will continue as per when it was assigned to the previous branch.
  • TDS enabled in other branch with different TDS ID
    • If the property is being transferred to another branch with TDS enabled using a different TDS Branch ID, the associated Tenancy record will retain the number and link to the certificate associated to the TDS Branch ID of the previous branch. Any updates through any of the trigger points as described earlier in this document will continue to trigger and upload to TDS but will update the existing certificate against the previous TDS Branch ID.
  • Transfer from a branch where TDS was not enabled
    • If the property is being transferred from a branch without TDS configured to a branch with TDS enabled, then the following will happen at each of the trigger points:
      • Receipt – Assuming Enable Updates is ticked and the branch is TDS enabled the information will be uploaded to TDS
      • Refund – Nothing will upload to TDS
      • Renewal – Nothing will upload to TDS, unless changes are made to the deposit
      • Periodic – Nothing will upload to TDS
      • End of Tenancy – Nothing will upload to TDS

Suppressing Updates to TDS

Prior to the initial receipt of the tenancy deposit you have the option to suppress updates to TDS so they will not be sent to TDS and no certificate will ever be downloaded.

This is useful if a tenancy is already registered with TDS outside of Alto and you do not want changes against the tenancy record to trigger subsequent updates.

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Contacts. Alternatively, find the tenancy using the Search Contacts bar in the top right
  3. Click Tenancy on the side menu
  4. Click Deposit on the tab
  5. Untick Enable Updates to prevent the possibility of duplicate registration with TDS

If Enable Updates is subsequently re-ticked you need to perform an update that would normally result in a new certificate being downloaded before the current information is sent to TDS.

If Enable Updates is unticked whilst information is being sent t to TDS (i.e. the shield and status message are blue), the send process will be aborted. If Enable Updates is subsequently re-ticked (and the record saved) the send process will resume automatically.

Update Issues

Missing Information

Mandatory Property, Landlord and Tenant information is required before the details can be uploaded to TDS.

If mandatory information is missing a message is displayed indicating that required information is not supplied.

  1. Click Tenancy on the side menu
  2. Click Deposit on the tab
  3. Click OK to display the Missing Information
    • A red triangle with exclamation mark indicates tabs containing fields with missing information
    • Property - Adding a postcode will search and complete other address fields
    • Landlord - Add required information
    • Tenant - Add required information
      • where there are multiple tenants, full address and contact information is only required for the head tenant, therefore only one tenant is listed
      • If both tenant email and mobile number appear in red, only one or the other is required
  4. Click Update to trigger a validation check 
  5. Click Update again to save Property, Landlord and Tenant information to the respective records

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Update Failure

If the information has failed processing by TDS

  1. Click the red shield, then click onto a failed item to display the reason for failure 
  2. Click the aeroplane icon to correct the reason for failure on either Landlord, Property or Tenant information
  3. Click update to resubmit the TDS upload

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