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How do I reconcile payments for tenants on closed tenancies in agentOS?

Tenants on closed tenancies do not appear in the standard search. You can find them via the Tenants list in the Lettings section with the "Exclude Closed Tenancies" toggle set to No, then use Take a Payment or Make a Payment from their profile as normal.

Tenants associated with closed tenancies are excluded from the general search results in agentOS. The steps below explain how to locate them and process payments in or out of their accounts.

Finding the tenant — if you know the property address:

Navigate to the relevant property in agentOS and go to the Tenancies section in the left-hand ladder. From there you can access the tenant's profile directly.

Finding the tenant — if you do not know the property address:

  1. Go to Lettings in the top navigation.
  2. Select Tenants from the Lettings section.
  3. In the Tenants list, locate the Exclude Closed Tenancies toggle and set it to No.
  4. Use the Forename, Surname, or Search filter fields to find the tenant.
  5. Open their profile from the results.

Taking a payment (money received from the tenant):

Once on the tenant's profile, click Actions and select Take a Payment. Enter the details of the funds received. You will then need to go to your bank account and use Make a Bank Deposit to create a payment group, which can then be reconciled to the corresponding statement entry.

Making a payment (money owed to the tenant):

If you have already processed the payment in the real world and need to reconcile it, go to the tenant's profile, click Actions, and select Make a Payment. This creates the payment group. You can then return to your statement entry and link it as a Payment or Deposit.

If the tenant appears in your Pay People in Credit list, closed tenants will be included there and can be paid as part of your normal payment run.

Linking the payment to your statement:

Once your payment group exists, go to your statement entry in the Reconcile Statements area, click Actions, and select Link as Payment or Deposit. Select the payment group you created and confirm. The entry can then be posted as normal.

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