Using cash previously withheld on a ledger

  • Updated

You can use cash that's been previously withheld on a ledger, however, it can only be used when adding expenses.

This article includes: 

Using withheld cash

  1. Click the Residential Lettings department tab
  2. Click Tenancies on the main homebar
  3. Search for the tenancy in the Find bar and click Go. Click View on the relevant tenancy
    1. Alternatively, find and click the tenancy from within the Last Viewed section
  4. Click the Tenant Ledger tab
  5. In the Tenant Ledger section, click Add Tenant Expenses
  6. Within the Add Expense section, if you have cash withheld on the ledger, the first option you'll see is Use Withheld Cash?. Tick Use Withheld Cash?


  7. Proceed as you normally would with adding the expense
    For more information on Adding a tenant expense, click here
  8. Once you click Save & Add New or Save, the Net Amount (£) will be debited from the Cash Withheld (£) on the Tenant Ledger. Should the Net Amount (£) be greater than the amount available in Cash Withheld (£), the remainder will be debited from the Ledger Balance (£)


To credit Cash Withheld (£) to the Ledger Balance (£) or refund this directly to the tenant, we require a so called generic supplier. This is simply a Supplier/Contact in your system for internal use. We recommend calling this “Tenant Refunds” or your agencies name

To refund withheld money to the tenant:

  1. Add an expense as described above for the generic supplier. To know which tenant this relates to, we recommend adding the tenants name as the Supplier Invoice Number
  2. The resulting payment will sit in Pay Suppliers and it will be clearly visible that it's a tenant refund


Free up cash withheld

If instead you wish to simply credit the money from Cash Withheld (£) to the Ledger Balance (£), you'll have to add an expense using withheld cash, as described above, for the amount you want to credit to the Ledger Balance (£).

To get this to be a ledger balance, instead of making the payment from Pay Suppliers, you'll need to credit the charge. The balance will then be credited to the Ledger Balance (£).