POS (Point of Sale) page overview and guide

POS (Point of Sale) page overview and guide

Access: Payable Administrators

The POS (Point of Sale) page allows schools to manage payables and receipt payments in Kindo that are made directly to the school, such as cash, EFTPOS or internet banking.

On the POS page you can:
  1. Receipt payments made by cash, EFTPOS or other methods
  2. Top up a caregiver's Kindo account
  3. Remove unpaid payables
  4. Print caregiver statements
  5. Create and manage School Managed Accounts
  6. Add additional payers to a student



Account requirements for using POS

To receipt payments through the POS page, the student must have a Kindo account associated with them.

This can be:
  1. A Kindo account, created and managed by the caregiver (preferred option)
  2. A School Managed Account, created by the school using the caregiver’s email address

Additional payers can also be added if another person would like to contribute toward the student’s payables.


Receipting other payment methods

Use the POS page to receipt payments made outside of Kindo, such as cash, EFTPOS, or internet banking.

Before receipting a payment, ensure there is a Payer listed in the Payer section.

To receipt a payment:

      1. Select Point of Sale from the Admin home page.

      2. In the Search for a student field, begin typing the student's name and select the correct student.





          The student details, account holder information, and outstanding items will display.

      3. Under Payer, select the person making the payment.





      4. In the Payment section, select the item being paid.



            The Amount to pay field will activate.
            If part payments are allowed, you can adjust the amount.

      5. Select the Payment type.



      6. Enter the Date funds received.

          This should reflect the actual date the school received the funds.

      7. Add any internal notes in the Notes field if required.

      8. Select Confirm payment.

          The payment will now be recorded against the selected payable.

Reporting Reminder

Kindo reporting runs from midnight Thursday to midnight Thursday.

For accurate weekly reporting, ensure all manual payments are receipted before Thursday midnight.


Electronic receipts

When receipting through Point of sale, two transactions occur:
  1. The account top-up
  2. The allocation of funds to the payable
Two electronic receipts are generated— one for the top-up and one for the allocation.

Topping up a Kindo account

Use the Top up option on the Point of sale page to add funds directly to a caregiver’s Kindo account balance.
This is used when funds are received but are not being allocated to a specific payable.

To complete a top-up:

      1. Select the student.
      2. Select the caregiver under Payer
      3. Select Top up.
      4. Enter the amount and required details.
      5. Select Confirm top up.

      

For detailed instructions, see POS topup.


Removing a payable

You can remove a payable from a student’s account if no payments have been made against it. 

To remove a payable, tick the payable and select the bin icon.



Depending on how the payable was originally applied, you will see one of the following options:

Exempt payable
If the payable was applied through a room, group, year level or the entire school, selecting the bin icon will open the Exempt payable confirmation pop-up.

Exempting a payable:
  1. Removes the payable for that student only
  2. Keeps the original rule or group application in place for other students
  3. Requires a comment before confirming (for internal records)



Unapply payable
If the payable was applied directly to the individual student, selecting the bin icon will open the Unapply payable window.

Unapplying a payable:
  1. Removes the payable from the student
  2. Permanently deletes the individual record of that payable



If a payable has been partially or fully paid, it cannot be removed. A refund must be processed instead using Actions on the Payable Status page.

For detailed instructions, see Using actions to refund a payable.


Printing a statement for a caregiver

You can generate a statement for a caregiver at any time from the Point of sale page.

To print a statement:

1. Use the Search for a student field to locate and select the student.
2. To the right of the caregiver’s name, select the Statement icon.





The statement will open in a new browser tab.

3. Select Printable PDF.
4. Use your browser’s standard print options to print or save the statement.

The statement shows outstanding payables and any payments made against them.

Adding a payer

The Add a payer option allows you to add another person who would like to contribute to a student's payables.

This is commonly used when someone other than the caregiver — such as a grandparent or family friend — would like to make a payment.

To add a payer:

      1. From the Point of sale page, use the Search for a student field to locate and select the student.
      2. Select Add a payer.



      3. Enter the payer’s email address and follow the prompts.
If the payer does not already have a Kindo account, you will be prompted to complete a simple account setup.



Once added, the payer will appear under the Payer section and can be selected when receipting payments.

Additional payers:
  1. Can contribute to a student's payments
  2. Receive receipts for payments they make
  3. Do not have access to the student's full payment history or personalised outstanding items
  4. Can be removed at any time
  5. Appear in POS reconciliation reporting
  6. Do not replace the caregiver account

For detailed information, see Additional Payers in POS.

School Managed Accounts

School Managed Accounts can be used when a caregiver has not created their own Kindo account but has an email address recorded in your school management system.

A School Managed Account allows the school to manage payments on behalf of the caregiver while keeping transactions recorded against their email address.

This is also commonly used for international students whose caregivers are unable to create a Kindo account.

Ideally, caregivers create and manage their own Kindo account. A School Managed Account should only be used where this is unlikely to occur.


To create a School Managed Account:

      1. From the Point of sale page, use the Search for a student field to locate and select the student.
      2. Select Add school managed account.



      3. Select the correct caregiver from the list.



      4. Confirm the creation when prompted.

Once created, the account will appear under the Payer section.

Email notifications for School Managed Accounts are diverted to the school’s diversion email address.

For more detailed information on School Managed Accounts, see:
  1. Adding a School Managed Account
  2. Foreign Fee Paying Students & School Managed Accounts

Releasing a School Managed Account

A School Managed Account can be released to the caregiver at any time.

When released:
  1. The caregiver will receive an email with a link to activate their Kindo account
  2. All previous transaction history remains with the account
  3. Future notifications and receipts will be sent directly to the caregiver

To release a School Managed Account:
  1. Locate the student on the Point of sale page.
  2. In the Payer section, select the Release button next to the School Managed Account.



  3. A release link will be generated. You can copy the details and send them manually, or open your email client to send the message directly.


The activation link expires after 48 hours. If it is not actioned within this time, you will need to repeat the process.



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