Creating a payable item

Access: Payables Administrator

Items are created on the partner site, under the Kindo Payables category, before they can be applied to students using the Payable Apply option on the shop site.

1. On the partner site, select item editor and ensure you are operating as the correct supplier.

2. Select the Kindo Payables category (this should have been set up before your initial training session).

Kindo Shop items can be moved into this category or you can create new items. See our article Moving an existing item into Kindo Payables

3. Select Add new item.

4. The Item editor screen will come up.

5. Enter the name of the item, e.g 2024 Donation Full Year, or 2024 Mathletics Year 5/6.

   

Always include the Year in the name (where possible) so it is clear for users whether they still have outstanding payments from last year.

6. Add your General Ledger code into the GL Code field. This will not be seen by users but will print out in your reports.

Where there is a code that has been used for more than one item, your reports will show the combined total for the items.
The description field will list the names for the different items under that code.

7. Put the price into the field called Default Price.

If the item is a Donation that is reduced for students who start part way through the year, put in the full amount (the default) in the price field.
Then adjust the amount when you invoice new students throughout the year using Payable Apply.

8. Add further information into the Click to Add description field. This information will be seen if the user clicks on the name of the item.

9. Tick GST exempt if the item is a donation or another GST-free item.

10. If the item is a Donation, tick Donation receipt to ensure the user receives an IRD approved receipt (and can then claim their 33% back).

Before using this function ensure a Donation Receipt Template has been created for your school by the Kindo Helpdesk.
See our article on Donation Receipts for more information.

11. You can add text to be printed on the users electronic receipt in the Detail to print on electronic receipt field if desired.

12. Add questions or statements under Form Questions. Learn how to do this in our article Adding Questions to Items.

13. Save & Publish to make the item visible in your Kindo Payable pages on the Kindo Shop site. The item is now ready to be applied to individual students, groups, classes or the entire school.

Users will not see this item until you have applied the payable to their family account.

Once an item is in Kindo Payables you CANNOT delete it.

You can move items that you no longer need into Kindo Payables Historic instead.

You cannot change the price of an item once it has been applied to families.
Changing the price of the payable in the Item Editor will affect ALL existing payables, including on those accounts already paid in full. 
To change the start price using actions in Payable Status, please visit: Using actions to change charged amount.

If you want a different price in Term 2, either create a new item OR apply individually and adjust the amount for each (see notes on Payable Apply for individual students).

You cannot change the name of a product once it has been applied to families.

If you want to use a different name for an item, use the Duplicate Item button to copy all the details, then change the name and save as a new item.

You cannot change the GST status for an item once it has been applied to families.

If you want to change the GST status, use the Duplicate Item button to copy all the details, then change the GST status and name and save as a new item.

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