Payable Maintenance page overview

Access: Payable Administrators

Kindo payable items are created on the Kindo partner site – https://partner.tgcl.nz

Kindo Payables are applied from the shop site - https://shop.tgcl.co.nz 

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

The idea behind the Payable Maintenance page is that you don’t have to remember to add or remove existing payables to new students or students who have left or been removed from a group.

Kindo will do this for you, by making Proposed actions which you can then choose to complete or not. These Proposed actions are based on Rules which are created when a payable is applied to a group, a year group, classes or the entire school. (Not when applied to individual students.)

It will also let you apply payables in bulk if you have a group of new enrolments all starting at the beginning of the term, rather than having to go in and apply individually.

The Payable Maintenance page allows you to:

• Apply existing payable rules to student(s);
• Remove payables from students who have left or who it is no longer applicable to;
• Disable rules that are no longer applicable.

This page should be checked every time your roll is updated to ensure Kindo Accounts are easy to manage for school administrators and are as up to date as possible for your families.

Goal is to have no Proposed actions.

You can search in the Payable and Applied to columns. You can see the Name of the payable and which group(s) this payable has been applied to. You will also see Proposed actions for this payable. 

 

 

In the example above, we can see the Volleyball Snr Girls Nationals Payable has been applied to Volleyball NZSS Champs - Girls (Sport Group) group, and Kindo is recommending one action:

• Remove Payable from 1 student

You can click on Show Students to see the list of students Kindo is recommending you apply the action to.  For Remove action, this is usually for students who have left the school, or who have been removed from the group. The Add action is usually for new students who have been added to the group since the rule was initially created.

 If the reason for removing a student is because 'Student has left', the student details (name and room) are no longer feeding from the SMS and therefore no longer visible.

Disable Rule has several functions:

1. Remove the rule so any students added to a Kindo group will not have the payable applied automatically;
   
2. Remove the rule so no further proposed actions will appear for that payable rule. 
   
3. Ability to hide the payable item from family accounts that still have outstanding payments.
   

When you disable a rule, we encourage you not to hide a payable from family accounts who still have outstanding payments. 

For example: if a school donation is applied to the entire school – a rule is created. When new students are added to the school roll, you can then choose whether this rule is applied to those students.

 If you wish to only complete the Proposed action for some students and not all students listed under Show students, go to the Payable Status page and use appropriate Actions.
(Remember if a payment has already been made you can only Hide or Retire the payable.)
You can then return to the Payable Maintenance page, Refresh payables, and complete the Proposed action for the remaining student(s).

We recommend leaving Leave part and fully paid payables for individual action ticked. 

If an item has been paid (in full or in part) and the student is no longer required to pay, you may wish to refund the caregiver.

You may also wish to leave all paid items for students who have left so they are still visible on your reporting.

Remember: Refunds can occur if the payment is still visible, and you can retire payables via the Payable Status page.

If you tick Leave part and fully paid payables for individual action, the payable will still be visible on family's accounts.

If you untick Leave part and fully paid payables for individual action, the payable will be removed from all payable pages including your Payable status and reporting, including families that have part paid or fully paid. (This option is NOT recommended.) 

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