Foreign Fee Paying Students (Using Contingency Funds and School Managed Accounts)

Foreign Fee Paying Students (Using Contingency Funds and School Managed Accounts)

Access: Payable Administrators




We will look at all the features of the Foreign Fee Paying Students page:
  1. Viewing and exporting contingency balances, outstanding payables and total charged and paid. 
  2. Previewing AutoBuy Now
  3. Run AutoBuy Now
  4. List Unlinked accounts 
Also covered are: 
  1. Managing Kindo Shop items for international students
  2.  School Managed Accounts
  3. Loading funds to a School Managed Account for a student
  4. Applying payable items to a student (including using Fee Type)
  5. Removing a payable item from a student 
  6. Creating a School managed account 

Overview 

There are two options for managing your international student payments for high school students, depending on whether the school works with individual contingency funds in Kindo or not.
For more information on managing international students payments for primary/intermediate students please refer to our article Foreign Fee Paying Students - For Primary and Intermediate Students.
For both high school options below, the student needs to be identified in your SMS as a Foreign Fee Paying (International) student.
Each student must have a unique email address against their caregiver in your SMS, for the school to be able to create a School Managed account (SMA). 

Option 1 – Using Contingency Funds and School Managed Accounts

The contingency funds are loaded as a credit against their School Managed Account. 
The school can create and apply payable items to students.  This will show as an unpaid payable item. 
AutoBuy will use the funds from the students’ contingency funds to pay for any items that have been applied. 
 
Schools will be able to view the balances of all the International Student accounts and send email reminders to caregivers to top up their funds. 
 
Statements will also be available for schools to send to families each term, to show them what payable items have been paid for, from their contingency funds. 

Option 2 – Using School Managed Accounts


Payments are managed by the school creating a School Managed Account on behalf of the caregiver and making payments from the relevant account using the bank transfer option on the POS page.
For more information about Foreign Fee Paying Students (School Managed Accounts) please visit: Foreign Fee Paying Students (School Managed Accounts)


Viewing information 

  1. Select Foreign Fee Paying Students from the main Kindo School Admin Home page. 
  2. The page will display the following information: 
  1. Student ID 
  2. Student Name 
  3. Year level 
  4. Family Name 
  5. Email address 
  6. Handle number (mostly for Kindo helpdesk reference) 
  7. Contingency Balance 
  8. Number of Unpaid Payables 
  9. Total $ value of unpaid payables 
  10. Total $ paid 
  11. Total $ charged 
   

Exporting information 

You can copy and paste the information from this page, directly into an excel sheet if you need to. 
  1. Select Foreign Fee Paying Students from the main Kindo School Admin Home page. 
  2. Highlight the information you wish to copy, and right click to select copy. 
  3. Open a new excel spreadsheet and paste the information into it.  
  4. You can now sort the information so that it appears in your preferred order, whether it is by contingency balance, students first name etc. 
You can also directly print the screen by using your standard print functions on your computer. 
 

Preview AutoBuy Now 

Preview AutoBuy Now allows you to see how many payables will be paid from accounts that have enough credit, and how many have insufficient amounts to be able to make payment on their outstanding payables. 
 
If an account has some funds, but not enough to cover all the outstanding payable payments, then the system will work out which payments it can make in full and complete those transactions. 
 
  1. Select Foreign Fee Paying Students from the main Kindo School Admin Home page. 
  2. The list of all Foreign Fee Paying Students will appear.  Select the Preview AutoBuy Now option. 

 
  


3. Scroll to the bottom of the page to view the results. 
 
In this example there are 67 payable payments that will be skipped, as there are insufficient funds in the account. 
 
The list highlights the payments that can be made, showing you the student ID number, number of payments and the total value of those payments. 

Run AutoBuy Now

Run AutoBuy can be actioned manually using this function, or we can set it up to automatically run each night. 




By selecting Run AutoBuy Now, any outstanding payable items will be paid from School Managed Accounts that have sufficient funds in them. 
 
One of the key responsibilities for schools will be ensuring that the caregivers are notified when contingency funds are getting low.  You can do this by emailing caregivers from e-schools. 
  1. Select Foreign Fee Paying Students from the main Kindo School Admin Home page. 
  2. The list of all Foreign Fee Paying Students will appear.  Select the Run AutoBuy Now option. 
 

List Unlinked 

The List Unlinked option will show you the students who have not yet had a School Managed Account created for them. 
  1. Select Foreign Fee Paying Students from the main Kindo School Admin Home page. 
  2. The list of all Foreign Fee Paying Students will appear.  Select the List Unlinked option.




  3. A list of students who do not yet have a School Managed Account created will appear here. 

 
You will not be able to preview or run AutoBuy for these students until a School Managed Account has been created. 
See notes below for creating a School Managed Account. 

Managing Kindo Shop Items for International Students

It is not possible to purchase Shop items using a School Managed Account. As an alternative, when an international student would like to purchase a Shop item, generic payable(s) can be used, similar to this example (and possibly with a specific GL code):

When applying the payable to the student, the Start Amount $ could be changed as needed, and the Alternate Name field can be enabled for you, so that detail about the specific Shop item could be added instead for future transparency (e.g. INTL SHOP 2024 – Coaching clinic).
 

School Managed Accounts 

School Managed Accounts can be used for international students, so that schools have a transparent process for the managing of the students’ contingency funds. 
It allows the school to manage the myKindo account, using the caregivers email address to create an individual account.  However, with School Managed Accounts all email notifications and receipting of payments will go to the school diversion email address set-up during training.   
   
So, each international student needs to have a unique email address on your SMS system.   

NOTE:  You cannot use an agents email address, as we cannot have two students with the same agents email address.  

You can either use: 
  1. the caregivers email address (the caregivers will NOT get emails from Kindo) OR  
  2. you can create an email address specific for the student, (the students will NOT get emails from Kindo).
Create a School managed account for a student 
1. Select Point of Sale from the main Kindo School Admin Home page. 
 
2. Start typing the student’s first name until a list of students appears and select the correct student from the list by clicking on their name.  
 
 3. Select Add school managed account. 



 
 

4. A pop-up box will appear with the caregiver’s information.  Select which caregiver you are wanting to create a school managed account for, by clicking on their email address.  
5. A confirmation box will appear, confirming a School managed account has been created.  Select OK. 
6. The School Managed Account will then appear on your POS page with a graduation hat icon. 

All email notifications for a School Managed Account will be diverted to the school diversion email, but the payment transaction history will remain with the myKindo account. 
 
Because you have identified the student in your SMS as a Foreign Fee Paying Student, and created a School Managed account, they will now appear on the Foreign Fee Paying Student page. 

Loading funds to a School Managed Account for a student 

Contingency funds are loaded onto the School Managed Account using the process described below.
Once funds have been loaded, they will be visible on the Foreign Fee Paying Students page in the Contingency Balance column. 
You will need to have created the School Managed Account (SMA) first. 


  1. Select Point of Sale from the main Kindo School Admin Home page.

  2. Start typing the student’s first or last name until a list of students appears and select the correct student from the list by clicking on their name.

  3. Select the School Managed Account name under Payer. Ensure that there is a graduation hat icon next to their name, indicating a School Managed Account.

  4. Select the POS type: Topup.

  5. Enter the necessary details - Amount, Payment type, Date funds received and Notes.

  6. Click on Confirm Topup.

Topups will be recorded in your POS Reconciliation and POS History reports - and will be accounted for in your accounting reports from Kindo. To more clearly distinguish these transactions in these reports, you could choose to use the Alternative Bank Account option, and/or add a Note each time (e.g. FFP Contingency topup).

You can then repeat this process whenever funds need to be added to an account/s. 

NOTE FOR XERO USERS: Record the funds in your Kindo Clearing Account as these will be matched when you reconcile your invoice.

NOTE: You will need to check the balances of the contingency funds regularly and notify caregivers when more funds are required. 

Applying payable items to a student 

Payables can be applied to an individual student or groups of students. 
  1. Select Payable Apply from the main Kindo School Admin Home page. 


     2. From the Apply To line ensure Student is selected and then click in the Search student drop down box.   

     3. A pop-up box will appear:
 
 
     4. Enter the first few letters of the student’s name and use the dropdown menu. 

      5. A list of all students with those letters in their name will appear.  Click on the name of the correct student to select it. 
 
      6. From the Payable drop-down box, select the payable item you want applied to the student. 
 

 
 










     7. Fee Type – select Only Foreign Fee Paying/International. 
 
Fee type can also be used to select Only Foreign Fee Paying / International or Only NZ Govt Funded / Domestic students when applying to a Room, Group, Year or Entire School. 

     8. Enter a Start amount only if different from the original price in the Payable line, otherwise the original price will be added automatically. 
 
     9. Comments (internal) is where you can add additional comments for your reference.  These comments will only be seen by you when you use the export reporting option on the Payable Status page. 
 
   10. Click on Apply to add the payable to the account.  
         The payable will now be applied to the student. 
       
For more detailed instructions on applying payables to groups, please refer to our Payable Apply guide. 
 

Removing a payable item from a student 

Payables can be removed from a student if no payments have been made against the payable. 
If a payment has been made, you will need to contact our helpdesk, so they can refund the payment. 

If a payment has been made, you can use the Refund Action on the Payable Status page. For partial refunds, please contact our helpdesk. Please refer to: Using actions to refund a payable.

  1. Select the Point of Sale page from the main Kindo School Admin Home page. 

  2. Start by typing the student’s first name and select the correct student from the list that appears.


  3. Any payables where no payment has been made, can be deleted by clicking on the rubbish bin symbol next to the item.  

  4. Click Save. 
For more detailed instructions, please refer to our Basic Set-up Guide for Payables or Click here for the Payable Apply guide

Leaving date - your international students will have a leaving date in your SMS. Once this date is reached, the School Managed Account will automatically become unlinked, and there is a risk that caregivers could receive any Payment Request email reminders sent.
Please ensure that all accounts are up to date and settled (i.e. showing as Unpaid Count = 0 on the Foreign Fee Paying Students page) before the leaving date to eliminate this risk.



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