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Level 2

Tenant security deposits

I received a check for a tenant security deposit and 1st month rent. How do I deposit this so that the tenant doesn't show a credit.

Thank you,

Solved
Best answer January 23, 2019

Best Answers
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QuickBooks Team

Tenant security deposits

Thanks for visiting the Community, @oldnotdead.


I’m here to walk you through the steps in recording the security deposit and 1st-month rent you received from your tenant.


First, let’s create an item for the security deposit and 1st-month rent, then link them to a Liability account. Here’s how:
1.    Go to List from the top menu and select Item List.
2.    On the Item List window, click Item, then New.
3.    Select Service on the Type drop-down.
4.    Enter the Item name and fill in other necessary fields.
5.    On the Account drop-down, select a Liability account.
6.    Hit OK to save the item.
7.    Follow the same steps to create an item for 1st-month rent.

 

 

 


Check out this article for more information: Add, Edit, and Delete items.


Once done creating the items, record the payment by using a sales receipt. Here’s how:
1.    Go to Customers menu and select Enter Sales Receipts.
2.    Select the tenant on the Customer: Job drop-down. 
3.    Fill in the relevant information at the top of the form like the Date and Sale No.
4.    On the first and second line item, choose the security deposit and the 1st-month rent items respectively.
5.    Enter the amounts on each item.
6.    Hit Save & Close.

 

 


You may take a look at this article for reference: Create sales receipts.


That should answer your question for today. Please let me know if you need anything else, I’m always here to help. Take care and have a great day!
 

View solution in original post

18 Comments
Highlighted
Level 2

Tenant security deposits

I need to add that I have the Tenant set up as a job and the security deposits as "security deposits held by other", other current asset.

Highlighted
QuickBooks Team

Tenant security deposits

Thanks for visiting the Community, @oldnotdead.


I’m here to walk you through the steps in recording the security deposit and 1st-month rent you received from your tenant.


First, let’s create an item for the security deposit and 1st-month rent, then link them to a Liability account. Here’s how:
1.    Go to List from the top menu and select Item List.
2.    On the Item List window, click Item, then New.
3.    Select Service on the Type drop-down.
4.    Enter the Item name and fill in other necessary fields.
5.    On the Account drop-down, select a Liability account.
6.    Hit OK to save the item.
7.    Follow the same steps to create an item for 1st-month rent.

 

 

 


Check out this article for more information: Add, Edit, and Delete items.


Once done creating the items, record the payment by using a sales receipt. Here’s how:
1.    Go to Customers menu and select Enter Sales Receipts.
2.    Select the tenant on the Customer: Job drop-down. 
3.    Fill in the relevant information at the top of the form like the Date and Sale No.
4.    On the first and second line item, choose the security deposit and the 1st-month rent items respectively.
5.    Enter the amounts on each item.
6.    Hit Save & Close.

 

 


You may take a look at this article for reference: Create sales receipts.


That should answer your question for today. Please let me know if you need anything else, I’m always here to help. Take care and have a great day!
 

View solution in original post

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Level 2

Tenant security deposits

Thank you for the information. It is very useful. 

Thanks again,

Highlighted
QuickBooks Team

Tenant security deposits

You're welcome, @oldnotdead.

 

If you need anything else or further assistance working with QuickBooks, don't hesitate to let me know. I'm always here to help. Take care and have a great day!

Highlighted
Level 1

Tenant security deposits

We followed your instructions on recording security deposits.  But now how do we record a refund of the security deposit.  We are a new community member following your instructions.

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QuickBooks Team

Tenant security deposits

Hi there, @posh.

 

Thank you for joining the thread. Allow me to help share information on how to create a refund for security deposit in QuickBooks Desktop (QBDT).

 

If you've use a liability account for the security deposit, you can write a check for the amount to refund.

 

To create a check:

  1. Go to Banking at the top menu bar.
  2. Select Write Checks.
  3. Fill in the necessary information.
  4. Select the liability account you use for security deposits.
  5. Select Save and close.

That should allow you to record a refund for security deposit in QBDT. Don't hesitate to add a comment below if you have any other concerns about security deposit, I'm always here to help!

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Level 1

Tenant security deposits

I’ve read your steps on creating items and recording tenant security deposits.  It works well and the accounting looks correct.  My questions is when it comes time to refund the deposit and there are costs or damage to deduct from the deposit how are those items recorded.  The method I currently use seems redundant and overly complicated .  I’m hoping you have a simpler way to handle these transactions.

 

Thank you,

 

S adams

Highlighted
QuickBooks Team

Tenant security deposits

Hello there, @SaaSam.

 

Thank you for joining this thread. I can share some insights about refunding or deducting a deposit.

 

You can record them as a credit card memo, I'll show you how:

  1. Click Customers.
  2. Select Create Credit Memos/Refunds.
  3. Select the customer name.
  4. Enter the necessary information.
  5. Click Save and close.
  6. On the Available Credit window, choose one of the following:
    • Retain as an available credit 
    • Give a refund
    • Apply to an invoice 
  7. Select OK.

 

To provide them the amount, you can either issue a refund through the Receive Payments or Write check window. For detailed instruction, please use this article as a reference: Record a credit memo or refund in QuickBooks Desktop.

 

I also recommend seeking an accountant for an expert's advice to ensure there will be no problem with the books in the future.

 

That's it. Let me know if there's anything else you need, SaaSam. Just add a comment or mention my name. Have a good one.

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Level 1

Tenant security deposits

Perfect! Thank you!

Highlighted
QuickBooks Team

Tenant security deposits

I'm glad to hear everything is running smoothly, lhung. The Community always has your back if you ever need assistance again in the future. Have a wonderful day ahead.

Highlighted
Level 1

Tenant security deposits

Why is 1st month's rent a liability account also? Shouldn't it be an income account?

Highlighted
QuickBooks Team

Tenant security deposits

Thanks for joining us here in the Community, @miranda2.

 

Let me share some clarifications about the correct account to be used for rent in QuickBooks Desktop.

 

The liability account was used to account tenants' security deposit since this can be given back to the tenant by the time he stops from renting. On the other hand, rent is recorded under the income amount because this is already a money in transaction for the business. 

 

For more details about the workflow of the accounts in QuickBooks Desktop, you may refer to these articles:

This should get you moving today.

 

Feel free to reach back out to me if you have any other questions with accounts or any QuickBooks related things. I'd be happy to help you out. Have a great day!

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Level 2

Tenant security deposits

Hi. 

I would like to know the same steps but in Quickbooks online.

Highlighted
QuickBooks Team

Tenant security deposits

It's nice to have you in the thread, @Enterprises G-S. I'd be happy to lend a hand with entering a deposit.

 

You can locate the steps for QuickBooks Online (QBO) in the following article: Record a retainer or deposit.

 

The Community has your back, so don't hesitate to let me know if you need anything. Have a great day.

Highlighted
Level 1

Tenant security deposits

How do I record the surrender of a security deposit? The tenant isn't getting any of the deposit back due to damages. I tried the credit memo but that gives the customer a negative balance

THanks!

Highlighted
Moderator

Tenant security deposits

You can create an invoice to record the surrender security deposit, cdd12.

 

You're correct with the credit memo. This will create a negative balance since this type of transaction is for an over payment or if they have credits.

 

We'll be creating an invoice to charge the damages to your customers. However, it depends on how you record the tenant's deposit. With that said, it would be best to reach out to your accountant. They're the best support that can guide choose the best account to use.

 

Afterward, here's how to create an invoice:

 

If you're using QuickBooks Online, please follow the steps below:

 

  1. Click the + New button.
  2. Under CUSTOMERS, select Invoice.
  3. Select a customer.
  4. Select a PRODUCT/SERVICE, QTY, RATE, and AMOUNT.
  5. Click Save and close.

You can check this article on how to do it in QuickBooks Desktop: Create an invoice in QuickBooks Desktop.

 

Feel free to post again if you still need my help. Thank you.

Highlighted
Level 1

Tenant security deposits

Hi,

 Sorry but I don't understand. How is it that the security deposit that is being held in the "Tenant Security Deposits Held" account  is being used in your senario. When you give make a credit/refund that amount does not come from the acccount holding the security accounts. I have tried this many different ways and the total in the security deposit account does not get reduced.

Highlighted
Level 1

Tenant security deposits

Great instructions!

 

I have damages that exceed the security deposit. I created an invoice of those damages, applied the security deposit and sent the balance to the tenant. Tenant paid, but this money is coming in as "other income." It's not income, as this is really reimbursement for expenses that I incurred. 

 

How should I log the incoming money?

 

Thanks!

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