Closing a tenancy – deposit returns and batch printing statements

This article looks at:

• Closing a tenancy and returning the deposit
• Dealing with deductions
• Batch printing deposits
• Emailing deposit remittance statements
• Automation surrounding deposits

Closing a tenancy relates to tenancies that are:

1. Residential tenancies
2. Commercial tenancies

Short term tenancies are checked out. See articles on the checkout feature for emergency housing and holiday lets.

This new flow can be used for:

1. Returning deposits across multiple tenants
2. Partially returning a deposit mid tenancy

Step 1

Tenancy record>Close tenancy

Step 2

This opens the closing tenancy screen where you will be able to add the deposit.

*Please note if 0.00 shows as a deposit and you have got a deposit see troubleshoot closing tenancy

Step 3

At this point, you are able to split the amount amongst the tenants but in the case below, there is one tenant on the tenancy.

Add in the full amount of the deposit to be refunded and confirm.

Step 4

Add any deductions.

Continue to add or save as a draft to return at a later date.

The next page will allow any action that has been built to go live.

Once completed the remittance will show on the tenancy statement.

This will move to the closing tenancy payment list.

Closing Tenancy Payments and Refund List

You can use this feature to batch print deposit statements, send deposit return emails, print deposit CSV files, and mark deposits as paid.

Go to Financials > Closing Tenancy Payments and Payments List

Batch Print

From here, select the deposit remittance(s) that you would like to print. Then press Batch Print PDF. When prompted, select Tenant Remittance Statement as the Template Type.

You are now able to batch download ZIP files of selected remittances. View your batches by going to Reports > Batch Print Reports.

Share via Email

You are now able to send these to the tenants directly from Arthur. Simply select remittances, and then click ‘Share via Email‘.

Here you can select recipients and preview any PDFs.

You can now click Edit body of email. You will be able to create a generic email for all tenants, using variables as shown (right click to access variable fields).

Once complete, click ‘Share all payments to Payee’. This will send the personalised emails to the tenants, with the attached deposit remittance document.

CSV Export for bank accounts

Note: In order to use this feature it is important you have to input the correct bank details of your owners onto their Arthur contact. This can be done in Contacts > Property Owners > Bank Accounts

Once you have send all deposits to ex-tenants, you can now export a CSV for importing to your bank account.

Set as Paid

You can mark your deposit returns as paid.

Automation

Building automation to accompany the closing tenancy could be an email to the tenants outlining the transactions to be returned. To build these go to preferences>automation>tenancy>closing tenancy

This article is linked to understanding automation.

Step 1

Add action to a system trigger

Step 2

Create an email that includes the variable Total Refundable. This is linked to adding actions to triggers