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How do I clear down people balances in agentOS?

Clearing down people balances involves using journal transfers to move funds between accounts. The correct method depends on the type of balance being cleared. We strongly recommend speaking to support before attempting this, as agentPay's accounts team can also assist with reconciliation work.

⚠️ We advise against attempting this without speaking to support first. Incorrect journal entries can cause further discrepancies. If you would prefer to have this work done for you, agentPay's accounts team may be able to assist or provide a reconciliation service. To enquire, contact support@agentos.com.

Before you begin, check each account carefully. You will need to understand the existing balances in order to choose the correct method for clearing them.

Clearing deposit arrears against a tenant

Use a journal transfer to move the balance between the relevant deposit and main accounts.

  1. Go to Accounting > Journal Transfer.
  2. Enter a description.
  3. Click Add.
  4. Under the person entry, type the tenant's name.
  5. Enter a negative amount and select the account "Outstanding Bond" for the deposit scheme you use.
  6. Click Add, then Add again.
  7. Under the person entry, type the tenant's name again.
  8. Enter a positive amount and select the account "Main".
  9. Complete the journal transfer.

Clearing other balance types

The correct method for clearing a balance depends on the type of balance involved. Common scenarios and their solutions include:

  • To reverse a charge: Apply a Refund via the person's Actions menu.
  • To reverse a refund: Apply a Charge via the person's Actions menu.
  • To reverse rent paid to a landlord in error: Apply a Manual Rent Refund — this returns the money to the tenant's account.
  • To undo a payment group not yet linked to a statement entry: Delete the payment group from All Payment Groups, or take the payment again.

Clearing landlord or contractor balances

Use the same journal transfer approach as above, selecting the appropriate account type for the landlord or contractor. Ensure you check both the Main and any Pending Payments accounts before making any changes.

Important: There is generally no reason to make a journal directly in or out of a float account. If you feel this is necessary, please contact support before proceeding.

If you need further assistance, contact support at support@agentos.com.