Payable Catalogue Overview

Payable Catalogue Overview

Access: Payable Administrators

Payable Administrators have special rights on the shop site which will allow them access the payable pages. To request Payable Administrator rights please contact Kindo Customer Support.

Payable Catalogue has three main functions:
  1. Payable listing page
  2. Complete actions against your Payables (e.g edit, update status, delete)
  3. Create new Payables

Payable Listing

There is a wide variety of filtering options to find a specific payable or group of payables:
  1. Search - type an part of a payable name or GL code
  2. Category - based on categories you have set up
  3. Year - a payable name is created using the year and the label
  4. Status - Draft, Current, or Historic
  5. Payment Request Status - No Requests, Awaiting Payment, or Fully Paid
  6. You are also able to select which columns are important to you,
  7. Sort based on any of these columns, and
  8. Export results from your page as a csv.
     

Actions

Info
Actions depend on status - you will see different Action Options for Draft, Current, and Historic items.
   
Mark as Current / Mark as Historic. This doesn’t affect current outstanding items, caregivers will be able to see them/pay for them. The action can be done both ways, so if you do accidentally mark an item as historic prematurely, you can move it back to current at any point.

For all items, you will have the option to Duplicate.  This will create an exact copy of the previous payable – with a small change to the name as these need to be unique.  All duplicates will be created in draft status, meaning you can make any necessary changes.

Current payables will have the Apply option which will shortcut you through to Payable Apply with that item already selected.

Current and Draft payables also have the option to edit. All fields are able to be edited. 

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It is important to note edits will update on all pages - including for caregivers on their home page - even when the payable has already been applied. 
Warning
Editing the price - this will change applied amounts for any done at a rule level (room, year etc).  Payables applied at an individual level (meaning they may have a different $ amount than the default) will not update.

Delete option now available!! Delete is be available for any status payable (Draft/Current/Historic) as long as there are no attached student payables. 

If you are wanting to do a full tidy up of older payables but there are attached student payable you will need to go through the retire process on Payable Status (exporting and then retiring all student payables), and then you will be able to delete. Please refer to End of Year Process - Overview.

Info
It is important to note that deleting a payable will not impact your accounting reports we have previously emailed out, nor any payment records for a caregiver, such as on Connect, Order Status,  or on family ‘my orders’ page. However the delete option cannot be undone if you accidentally delete something.



Creating a Payable

  1. Enter the Year and Label to name your payable item. The year and label will join together to form the payable name displayed to caregivers. Compulsory field

  2. Select a Payable Category or start typing to create a new one. Categories help organise your Payables.

  3. Add a description to inform caregivers about what the Payable is for.

  4. Enter the GL code and tax/price details. GL code and Price are compulsory fields

  5. Configure options like including a donation receipt, marking as GST exempt, enabling part-payments, and more.

  6. Add any custom questions if needed.

  7. Click "Save as Draft" to edit later or "Save and Publish"

     

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