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How do I refund unallocated money to a Tenant?

Zenya Allen
Zenya Allen
  • Updated

The steps below show how to refund money that was receipted as unallocated. 

If, when you received payment, there were no outstanding invoices at that time, such as for a holding deposit, you may have receipted the money as unallocated.

Where you refund the unallocated money back to the person who originally made the payment will depend if you receipted the unallocated money on the Applicant/Tenant Information or Tenancy Information. In this example, we use the Applicant/Tenant Information.

This article includes: 

Identify the unallocated type

There are two types of unallocated money:

  • Monies for Landlord - This is payable to the Landlord when allocated to an invoice
  • Agency fee or Deposit held - This is payable against agency or deposit invoices when they are raised

Make sure you identify which type your money was first receipted as, because your refund will use the same type.

  1. Double click Applicants from the side menu
  2. Search for the relevant Applicant using Search Text by Name, Code or Status
    1. Alternatively, find the Applicant using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select Applicant
  4. Click Receipt
  5. The unallocated amount will display in the centre of the Receipt screen
    • Unallocated money Landlord - Corresponds to Monies for Landlord
    • Unallocated money Tcy/Tnt - Corresponds to Agency fee or Deposit held
  6. Make a note which of the above needs to be refunded
  7. Click Close

Refunding unallocated money

  1. Double click Applicants from the side menu
  2. Search for the relevant Applicant using Search Text by Name, Code or Status
    1. Alternatively, find the Applicant using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select Applicant
  4. Click Refunds
    1. Bank - Ensure you have the correct bank account selected
    2. Date - Edit the date to correspond with the transfer in your online banking
    3. Description - Type a description of the refund
    4. Type - Select from the dropdown menu, either
      • Landlord Unallocated - Corresponds to Monies for Landlord
      • Agency Unallocated (Tcy/Tnt) - Corresponds to Agency fee or Deposit held
    5. The note at the bottom of the screen will identify how much money there is available
    6. Payment - Select the payment method from the dropdown menu
    7. Refund Account - This will only appear if AutoBanking is selected as the Payment in the step above. Please refer to Refunding by AutoBanking below on where to add their bank details
    8. Amount - Enter the amount of the refund
    9. Send Options - Untick all options, unless you want to send a copy to your Tenants
    10. Click Update
    11. Click Yes to confirm - Do you want to update now
    12. Click Close

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Refunding by AutoBanking

If you are refunding using AutoBanking as the Payment type in step 4.6 above, in the Tenancy Information:

  1. Click the Tenancy Details tab
  2. Click the Bank Details tab
  3. Enter the correct bank information
  4. Click the disk icon, Save this record, on the toolbar

In the Applicant/Tenant Information:

  1. Click the References tab
  2. Click the Bank Details tab
  3. Click the Bank Accounts tab
  4. Enter the correct bank information
  5. Click the disk icon, Save this record, on the toolbar