Overview
If a tenant moves from one lease to another — for example, moving from one unit to another — their old lease ends and a new one begins. In this situation, you typically don't return the security deposit; you hold onto it for the new lease instead. To reflect this in DoorLoop, you'll show the security deposit moving from the old lease to the new lease.
The Steps
Step 1 - Create a New Lease
Create the new lease first, for the property or unit the tenant is moving into. This is necessary because the old lease has historical transactions tied to the original property or unit that can't be moved. For a refresher, see Create a New Lease.
To create a new lease, click the Create New button at the top of the main menu. Then under the Leasing section, click Lease.
Go through the New Lease wizard as normal and add all the relevant information to the lease and activate it. Make sure to include the new Security Deposit charge that will be going to the new lease.
Activate the Lease and move on to the next section.
Step 2 - End the Original Lease
Next, end the tenant's current lease. For a refresher, see End a Lease.
To end a lease, click Leasing > Leases on the main menu.
Find and click on the lease you want to end.
On on the lease, click on the Manage Lease button in the top right corner and select End Lease.
In the End Lease wizard, enter the required Move-out date (Notice Date and file uploads are optional) and click Next. The Move-out date becomes the lease end date, and tenant portal access ends immediately for all tenants on this lease.
For the security deposits, the next step is to refund those deposits to the tenant. Use the Refund Deposit button for this on the End Lease step. For the payment method, choose "Other." This doesn't mean you're actually sending money back — it records that the deposit is leaving the old lease. (You can also end the lease without doing this and refund the deposit afterward from the Inactive Lease.)
Step 3 - Receive the Deposit on the New Lease
To transfer the security deposit to the new lease, record it as a payment received.
To receive the security deposit payment on the new lease, click on Leasing > Leases on the main menu.
Find and click on the new lease you created in Step 1 that you want to transfer the security deposit.
Since you already posted the security deposit charge when you created this lease, all that's left is to record that you received a payment for it on the new lease.
Record the payment for the same amount as the deposit, or what was left of it after move-out charges.
Toggle on the option to Automatically Deposit Funds for this payment because it is already in your real-world bank account.
You can also record in the memo section something like, "Internal transfer: moved from Apartment 4 to Apartment 3."
Click Save!
End Result
Once both leases are updated, your bank account balance is unchanged from before the transfer.
If you increased the deposit charge on the new lease, or the tenant owes more to reach the full deposit amount, no further action is needed: you already posted the full deposit charge when creating the new lease, and the payment you just recorded covers what transferred from the old lease. The difference becomes an outstanding balance on the new lease, which clears once the tenant pays it.
Note: When you reconcile this bank account, the transactions recording this transfer won't match anything from your actual bank statement — but you can still select and reconcile them, since the refund on the old lease and the payment on the new lease cancel each other out. The net effect on your bank balance is $0.