Tenancy - Check Out

 

The Home Page shows a reminder of Tenancies To Checkout. Click On the Reminder to perform the check out process. Alternatively, perform a check out via the Tenancies List screen or clicking Tenancies from the Contacts or Properties screen and the Check Out option is available from the Menu button. Alternatively you can right-click on the Tenancy and select Check Out.

The purpose of the Check Out screen it to provide an easy means for terminating a Tenancy.

 

The Tenancy Check Out process will guide through a series of steps to help you with the following:

 

The Tenancy Check Out screen will guide you through the Check Out process. When the details have been inputted click Save and an option will appear to produce a Deposit Account Statement.

 

Example: How to Check Out a Tenancy where the Deposit is held in the Deposit Account

 

Example: How to Check Out a Tenancy where the Deposit is held in the Custodial Account

 

Example: How to Check Out a Tenancy where the Deposit was Paid To Landlord

 

Example: How to Check Out a Tenancy where the Deposit is held in a Deposit Replacment scheme

 

Example: How to Check Out a Tenancy where the Deposit is held in the Client Account

Tenancy Details

Property This will be pre-filled with the Property
Tenant This will be pre-filled with the Tenant
Start Date This will show the Tenancy Start Date
When did the Tenancy end? Specify the End Date of the Tenancy. If the End Date is decreased (i.e. a Tenancy is being ended early) any future Rents Due will be automatically deleted.
When was the Check Out performed Specify the date the Check Out is performed. This defaults to today's date.

Tenant Deposit Held

 This displays the Total Deposit Held
Tenant Unallocated Credit This displays if the Tenant has any Unallocated Credit
Rent Due/Arrears A total of any Arrears will be shown. This not only includes Rent Arrears but now also includes other outstanding amounts (except Rent Benefit).
Would you like to remarket the Property If the Property Status is set to Completed the Property will be remarketed by default. Click No if you do not wish to remarket the Property.
When will the Property be available from? This field will appear if Yes has been selected to remarket the Property. Here a date can be specified for when the Property will be available from.

 

Deposit Deductions

Would you like to make any deductions from the Tenant's Deposit?

This defaults to No.

Click Yes if you want to make a deduction fee

To pay this to the Landlord, in Deductions to Pay to Landlord click the Add button. Select the Product and Amount. This will be debited from the Deposit and credited to the Landlord's Account.

Optionally make a deduction from the deposit to be paid to your Company Account. In Deductions to Pay to your Client Account click the Add button and select the Product and Amount. e.g. Check Out fee (this will be debited from the Tenant'sDeposit and credited to the Client Account.
Would you like to use the Deposit to pay arrears?

This provides the option to use the Deposit to pay arrears. Clicking Yes will use the Check Out process to pay outstanding rent.

 

Retain Deposit (this option only appears for Deposit Held By Landlord)

Would you like to retain an amount for the Deposit? Clicking Yes will make a deduction from the Deposit and post a credit to the Landlord's Account.
What amount of the Deposit would you like to retain Enter the sum you would like to retain

 

Deposit To Return

Total Deductions This displays a total of the Deposit Deductions added under the previous Deposit Deductions step
Deposit Retained

Displays the amount of the Deposit that has been retained
Deposit to Return Amount of Deposit to return to the Tenant (minus any Deductions)
How will you return the Deposit Select the Payment Method that will be used to return the Deposit
Which Bank Account will you return the Deposit from?

Select either Deposit or Client. This is defaulted to using the 'Bank Account To Return Deposit From' configuration option in Company Configuration ->Financial.

If you chose Client you will physically need to transfer the Deposit from your Deposit Account to your Client Account.
Statement Notes Enter any Notes you want to appear on the Deposit Account statement
Are you paying the Deposit to the Tenant now?

This question will only appear if Client is selected in the question above. When set to Yes Acquaint will create a Payment Made To You transaction in the Client account to pay the tenant back. The money has been physically paid.

When set to No the Deposit will be transferred to the Client account and left as unallocated.

 

Note: Deductions from the Deposit still appear as charges in the Deposit account. Any retained/held back deposit will be kept in the Deposit account.

Check Out Fee

Would you like to Charge a Check Out Fee Choose Yes if you want to charge a Check Out fee
Who would you like to charge the Check out fee to? Specify whether the Check Out fee is to be charged to the Landlord or Tenant
How much is the Check Out Fee Specify how much the Check out fee will be
What product would you like to charge? This will default to the Check Out product but optionally an alternative can be selected

Utility Readings

Gas Reading Enter the Gas meter reading
Electricity Reading Enter the Electricity meter reading
Water Reading Enter the Water meter reading

 

Forwarding Address

Would you like to add a Forwarding Address for the Tenant?

If you would like to add a Forwarding Address click Yes and type the Address. This will update the Address details on the Tenant's Contact screen.

 

When saving a tenancy checkout for a property with an EPC Minimum Energy Efficiency Standards Exception Certificate, a warning message will be displayed informing the User that there is an active certificate