Registering deposits using the TDS Custodial Scheme integration

Jupix integrates with the Tenancy Deposit Scheme (TDS) Custodial Scheme via API, allowing you to register deposits directly from within Jupix. This removes the need to manually enter tenancy and deposit details on the TDS web portal.

Once configured, Jupix sends deposit information to TDS automatically and retrieves the deposit registration status, helping streamline your deposit protection workflow.

Setting up the integration

1. Click Admin on the main homebar
2. In the dropdown menu, click Lettings Configuration
3. The Deposit Schemes section allows you to choose which deposit schemes are active. Click Edit 
4. For TDS (Custodial) or TPFG TDS, in the Action column, click the option to Enable TDS API
5. Tick TDS Integration Enabled
6. Fields will appear for you to enter your API Key, Member ID and Branch ID so the TDS know where to send your deposits. (To obtain your TDS credentials, email api_enquiries@tenancydepositscheme.com or contact your TDS representative)
   1. Tick Office-Specific Credentials if you wish to enter different details for different offices
7. Click Save

Transfer deposits - deposit not yet registered

Once the integration is enabled, the behaviour of the Transfer Deposits page changes.

Previously, deposits could be transferred regardless of registration status. With the TDS integration active, deposits must first be registered with the TDS before they can be transferred.

If a deposit has not yet been registered, it will be blocked from transfer.

1. Click Home on the main homebar
2. On the Accounts dashboard widget, click Transfer deposits
3. In the Where are you transferring the deposits to dropdown, you can select TDS (Custodial) or TPFG TDS

An exclamation mark warning icon will be shown in the Move column highlighting that the deposit hasn't been registered with the TDS, and therefore can't be moved. 

Selecting the exclamation mark warning icon will open up the tenancy record for you to register the deposit (as outlined below).  

Registering a deposit

The TDS integration introduces an enhanced Register Deposit form within Jupix. This form mirrors the fields normally completed within the TDS web portal.

Most information will be automatically populated using the tenancy record.

1. Click Home on the main homebar
2. On the Dashboard widget, click Deposits that have not been registered
3. Click View on the relevant record
4. On the Summary tab, click Register Deposit
5. A banner will display stating Click here to use the integrated TDS registration form
6. A new Register Deposit form displays. The majority of the fields will be pre-populated from the Jupix record, including the Deposit amount and Tenancy details, Property Address, Landlord Details and Landlord Address as well as Tenant Details and Tenant Address
   
7. Review all the information and click Save
   1. Data validation for the TDS will then be applied and so if any data is missing (i.e. a mandatory Mobile Number), Jupix will highlight the field in red for you to complete. Then, click Save

You'll be returned to the Deposit tab. The deposit registration data will be sent to the TDS to initiate the deposit protection process and create the deposit automatically. 

You can also view the TDS Deposit Status which will show the registration status at Registration Pending. 

The TDS Deposit Status is checked with the TDS API every 30 minutes. You don't need to manually refresh; once the TDS approves the request, Jupix automatically pulls back the Registration Number, the Registration Date and who it was Registered By. The TDS Deposit Status also updates to Registered (Not Paid). 

Transfer deposits - registered deposits

With the TDS Deposit Status updated to Registered (Not Paid), the TDS Deposit Account Number will display on the Transfer Deposits page, and the deposit is freed up to be paid.

1. Click Home on the main homebar
2. On the Accounts dashboard widget, click Transfer deposits
3. In the Where are you transferring the deposits to dropdown, you can select TDS (Custodial) or TPFG TDS
4. In the Move column, tick the relevant tenancy you wish to transfer the deposit for
   
5. Click Save

With the deposit transferred, the TDS Deposit Account Number will be stored as the Reference Number on the Payment Instruction Summary.

When you go to Create a BACS File, the Reference Number is also automatically included in your BACS export, ensuring your bank provides the correct reference to the TDS.

Downloading and uploading the deposit certificate

At this stage, back on the Deposit tab of the tenancy, the TDS Deposit Status will show as Pending Certificate indicating that the deposit has been sent to the TDS and is awaiting them to confirm that it's been received.

Jupix will automatically check for status updates. When the deposit funds have been matched to the registration, the TDS Deposit Status will be updated to Deposit Paid.

Once the TDS have created the deposit certificate, you can then upload it on to the tenancy record in Jupix:

1. Log into the TDS web portal and download the certificate .pdf 
2. Back in Jupix on the Deposit tab, in the Deposits Scheme section, click Edit Details 
3. Under Upload Certificate, click Choose file to browse for the .pdf document on your PC
   
4. Click Save

The certificate is now uploaded.