What if I've overpaid a landlord?

If you have accidentally paid a landlord more than the amount specified on their landlord statement, the overpaid amount can be entered as a negative opening balance on the corresponding landlord. This will reduce the landlords balance on their next landlord statement by the amount they have been overpaid.

Should the landlord reimburse you the overpaid amount, this can be receipted on the landlords contact record to the corresponding Payment Group. If not, the negative balance will be carried forward until the tenant next pays their rent.

RICS or ARLA compliant agency

This article includes: 

Credit of fees

If your agency is a RICS or ARLA regulated agency, instead of following the steps in the expandable section below, you may choose to process the incorrect payment in the following way.

First, create a credit of fees to replicate the overpayment.

  1. Click Property on the main toolbar
  2. Select the relevant property from Recent & Favourite Properties
    1. Alternatively, find the property using the Search Properties bar in the top right
  3. Click Actions
  4. In the dropdown menu, click Charge
  5. The Charges For window opens. Click Add Charge
  6. The Add Charge for window opens
    1. Charge Date - Leave this as today's date
    2. Frequency - Leave this as Single
    3. Charge Item - Click Fees, then tick Administration Fee from the list 
    4. Description - Edit this so that it represents a description i.e. Reimburse overpayment
    5. Total Charge - Enter a negative amount which you overpaid the landlord i.e. £-100
    6. Click OK
  7. Tick the box Raise Now
  8. Click Raise Selected

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Process Agency Fees

The credit created above, must first be updated in Process Agency Fees before it will appear on the landlords statement.
For more information on Paying agency fees from a client account, click here

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Update the landlord statement

Now the credit has been updated in Process Agency Fees, the credit of fees will show on the landlords statement. This is updated ready to produce for your landlord. 
For more information on Paying a Landlord, click here

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Raise a charge to reimburse the agency

An agency charge is added on the corresponding property to recover the funds.

  1. Click Property on the main toolbar
  2. Select the relevant property from Recent & Favourite Properties
    1. Alternatively, find the property using the Search Properties bar in the top right
  3. Click Actions
  4. In the dropdown menu, click Charge
  5. The Charges For window opens. Click Add Charge
  6. The Add Charge for window opens
    1. Charge Date - Leave this as today's date
    2. Frequency - Leave this as Single
    3. Charge Item - Click Fees, then tick Administration Fee from the list 
    4. Description - Edit this so that it represents a description i.e. Reimburse overpayment
    5. Net Amount - Enter the amount which you overpaid the landlord
    6. VAT Rate - Using the dropdown menu, select Zero 
    7. Click OK
  7. Tick the box Raise Now
  8. Click Raise Selected
Non RICS or ARLA compliant agency

This article includes: 

Correcting the landlord statement

In this example:

  • The landlord statement shows a payment should be made to the landlord of £1883.20
  • In error, a payment was made to the landlord of £1983.20 
  • Therefore, the landlord has been paid £100 too much
  1. Click Accounts on the main toolbar
  2. Click Opening Balances on the side menu
  3. Click the Client Accounts top tab
  4. Click View on the relevant client account for which you want to add the opening balance
  5. Choose your preferred Default Date for this entry
  6. Within the dropdown menu, click Landlord Retention
  7. Find the landlord for who you want to add the amount, using the Search Landlords bar
  8. Click Add
  9. The Add Retention window opens
    1. Select the correct payment group from the dropdown menu
    2. Enter the amount as a negative i.e. -£100
    3. Click OK
  10. When you are satisfied that the amount you entered at step 9 is correct, check your balance is correct in the bottom right corner.

    1. Add the Target Amount as a negative balance
    2. Click Post Bank Balances 

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Landlord statement showing a negative balance

If you search for the corresponding landlord record, the landlord statement will now show a negative amount.

  1. Click Contacts on the main toolbar
  2. Select the relevant contact (landlord) from Recent & Favourite Contacts
    1. Alternatively, find the contact (landlord) using the Search Contacts bar in the top right
  3. The landlord Overview displays. Click Actions
  4. In the dropdown menu, click Payment
  5. The Payments For This Landlord window opens. The Payments tab displays this landlords payments 

The next time rent is paid by the tenant, the landlord will receive a statement showing the negative amount as a Balance from Previous Statement.

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Landlord reimburses the overpaid amount

If the landlord makes a payment back to your agency for the overpaid amount, follow the steps above for Correcting the landlord statement, then receipt the money to the corresponding landlords Payment Group.
For more information on Receipting money from a landlord, click here

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