How do I make a bond or deposit due or undue in agentOS?
Bond and deposit amounts are made due or undue using a journal transfer via Accounts > Journal Transfer. Add entries for the relevant tenant using the correct bond account for your scheme, and ensure the total balances to zero before confirming.
Making a bond or deposit due follows the same process as making it undue — the only difference is the direction of the entries. To make it undue, simply reverse the positive and negative entries described below.
Step 1: Open the Journal Transfer screen
Go to Accounts > Journal Transfer. Enter a clear description that will appear on the accounts of everyone involved in the transfer — for example, "Bond Deposit for Joe Bloggs at 93 Test Street".
Step 2: Add the first entry
Click Add. In the Add screen, select Person Account Entry on the right-hand side. Start typing the tenant's name in the search field — relevant options will populate as you type. Select the correct tenant record (check the property address shown beneath the name to ensure you have the right one).
You will then see a screen showing the transfer details for that person. In the Amount field, enter the bond amount as a negative figure — for example, -300 for a £300 bond. This is because the first movement in any journal transfer is always a minus: you are taking money away from one account before placing it elsewhere. The Account Type field shows the current balance of the account — ensure you are taking from the correct account (in this case, the tenant's main account).
Click Add to save this entry. You will see it appear in the journal entries list showing the person, account type, account balance, and the negative amount.
Step 3: Add the second entry
Click Add again and search for the same tenant. This time, enter the bond amount as a positive figure — for example, 300. Select the appropriate bond or deposit account type depending on which scheme is allocated — for example, Outstanding Bond - TDS, DPS Custodial, or MyDeposits. Click Add to save.
Step 4: Confirm the transfer
The total at the bottom of the Journal Transfer screen must show £0.00 before you proceed. This confirms the entries balance correctly. Click Journal Transfer to complete the process.
Making bond undue
The process is exactly the same but reversed. The negative entry comes from the bond account and the positive entry goes into the tenant's main account.
For help with journal transfers or if you are unsure which bond account to use, contact support@agentos.com.