Recording a security deposit

A deposit in URBI is tracked in two stages, because owing money and receiving money are two different events.

Stage 1: record the obligation

This says what is owed. It does not record any cash and does not touch your books.

1. Open the unit, or open Transactions and choose Record Bond / Deposit.
2. Choose the unit and, if the deposit belongs to a lease, choose that lease.
3. Enter who it is from, the amount, and the dates.
4. Select Record obligation.

The deposit now shows as Unpaid. Nothing has moved in your accounts yet, which is correct: you have not received anything.

Stage 2: record the receipt when the money arrives

1. Open the deposit.
2. Select Record receipt.
3. Enter the amount received, the date, the method, and the account the money landed in.
4. Save.

This is the step that records cash and posts the accounting entry.

Who is told

Recording the obligation and recording the receipt each send a notice, so the person the deposit belongs to and the property team both know where it stands. See Deposit notices: who is told and when.

Partial payments

You can record more than one receipt against the same deposit. The status updates itself:

• Unpaid - nothing received yet
• Partially paid - some received, a balance remains
• Paid - the full amount has been received

You cannot receive more than the agreed amount. If you try, the entry is refused rather than quietly accepted.

If the deposit was already received before you entered it

Use the lease creation screen instead, which lets you record the obligation and the receipt together. See Setting up a lease with a deposit and first rent.