POS (Point of Sale) page overview and guide

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 the Kindo Helpdesk.

This POS (Point of Sale) guide shows you how to use all the functionality available on this page;

• Receipting range forms of payment - eftpos, cash, credit/debit card, internet banking payments can all be receipted against the outstanding payable for a student;
  
• Remove an outstanding payment from an account - if no payments have been made for the payable;
  
• Print a statement for the caregiver - showing their outstanding payments;
  
• Create a School Managed account - for those families that don't want to create a Kindo account, but have an email address on file with the school;
  
• Transfer a School Managed account - allows you to hand a School Managed account over to the caregiver to manage, and transfers all the previous transaction records to them;
  
• Use 'Link to Me' option - to create an account for those families that don't have an email address.  Not recommended and only to be used if necessary.
  

To use this page to receipt payment methods there must be a Kindo account set up for the family.

This can be either:

1. the family has created their myKindo account (Preferred option).
   
2. the school has an email address on file for the caregiver and created a School Managed account.
   
3. the school has no email address on file for the caregiver and has created a 'Link to Me' account (Not recommended).
   

Receipting other payment methods

You can receipt another payment when a parent is paying by means other than directly through their myKindo account. The student must be linked to an account to be able to receipt other payment methods.  This can either be with a myKindo account, a School managed account, or linked to me account.

1.    Select POS from the main Kindo School Admin Home page.

 

2.    Start typing the student’s name (first or last name) in the Student finder field, until a list of students appears.  

Select the correct student from the list by clicking on their name.
The student information, account holder's info, and outstanding payable items will appear on the screen.

If there is no linked account, contact the caregiver and ask them to create their myKindo account. This is the ideal scenario.
School Managed account can also be used, and 'Link student to me' account. See notes below for more information on these options. 

3. Select the Account holder / Payer who is making the payment by clicking in the circle next to their email address.

4. Select the Payable item, the payment is being made against, by clicking in the circle next to the payable item. If part payments are accepted, the dollar value will be white once selected, and you can change the amount to the dollar value that is being paid.

5. Select the Payment type. (Alternative Bank Account option is used for special character schools ONLY.)

6.   Enter the Date funds received. So, if payment was made into the school bank account two days ago, enter that date. This allows for clear payment trail / time frames. 

Our reporting schedule runs from midnight Thursday to midnight Thursday. So, for clearer reporting, all other payments should be receipted on this page prior to Thursday midnight.

7. Any extra comments or notes for internal use can be added in Notes, these will appear under remarks on the POS history and POS reconciliation reports.

This is for internal use and will show on the POS history and POS reconciliation reports under Remarks.

8. Click Confirm Payment. These payments will now be included in your Kindo records of paid/not paid for each item.

Electronic receipts for families: There are two steps in this process - the topping up of the family account and then the allocation of funds to a particular item.  Families will receive two electronic receipts: one confirming the top up and one confirming the allocation of the payment to the item.

Accounting process: The top-ups (cash received) will be created and emailed as part of the regular payment reporting.

The amounts allocated to items will be ‘contra’ against amounts to be paid to the school from Kindo, as these funds have been directly received from the school.

Removing a payable

You can also remove a payable item on the POS page.

 You can only remove a payable item providing no payments have been made against that payable item. 

1.   Start typing the student’s name (first or last name) in the Student finder field, until a list of students appears.

2.   All the outstanding Kindo payable items for that student will be viewable on screen. Any payables where no payment has been made, can be deleted by clicking on the bin icon next to the item.

3.  A confirmation pop-up will appear.  To confirm the removal of the payable select Remove.

An exemption for the student will be created if a rule has been created by adding the payable to a group, class, year or entire school. 
The payable will be unapplied to the student if the payable has been added with no rule - e.g. applied only to the individual.

4.  A confirmation pop-up will appear. Click OK.

Refunds can be actioned by our helpdesk for items that have been partially or fully paid.

Printing a statement for a caregiver

A statement is available to print for a caregiver on the POS page at any time.

1.    Start typing the student’s name (first or last name) in the Student finder field, until a list of students appears.

2.    Select the Statement icon next to the caregiver you are printing the statement for. The statement will automatically appear in a new browsing tab which can be closed when you are finished with it.

3.   Click on the Printable PDF option.

4.   The statement will open on a new tab. Use standard browser printing options to print the statement.

School Managed Accounts

School Managed accounts can be used for those families that haven’t yet set-up their myKindo account and are unlikely to but have an email address on your SMS. 

It allows the school to manage the myKindo account, using the caregivers email address but diverts email notifications to the school, using the diversion email address set-up during training.  

Ideally caregivers set up their own myKindo account, even if they don’t intend to pay online with Kindo. However, the next best option is a School managed account.

You can use the POS page to receipt other payment methods the family may make against payable items. 

It keeps the payment with the caregiver account.

Donation receipts are correct with the caregivers’ details.

Transaction history remains when the family take over their account. 

Add a School Managed Account

1.      Select POS from the main Kindo School Admin Home page.

2.      Start typing the student’s name (first or last name) in the Student finder field, until a list of students appears.

3.     Select Add school managed account.

4.      A pop-up box will appear with the caregiver’s information.  Use the Select button to select the caregiver you are wanting to create and account for.

 

 

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 . 

Accounts that are managed by the caregivers will also appear, but with the  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.

Handing a School Managed account to the caregiver

School managed accounts can be handed back to the caregiver at any time. The transaction history will remain with the account, so the caregiver will be able to see all previous transactions. Once the account is handed back to the caregiver, they will also then receive future email notifications and receipts.

1.      Select POS from the main Kindo School Admin Home page.

2.       Start typing the student’s name (first or last name) in the Student finder field, until a list of students appears.  A School managed account is recognised by the graduation hat icon next to the name. 

3.     Click on the release option and the following prompt will appear. 

4.      Select Release.

5.      A prompt  will then appear.

Select email a link to the caregiver.  This will create an email from your email account containing a link the caregiver can click on.

6.     You can edit this email if you need to, or simply click send. This link will then allow them to uplift and manage their myKindo account.

7.      Select Done.

This link expires within 48 hours.  If the caregiver does not action within this time frame, you will need to repeat the process.

Once the caregiver clicks on the link, the icon picture will change from a graduation hat to the Kindo  icon.

 

The account is no longer a school managed account.

Link Student to me

Link student to me is only to be used in situations where the caregiver will not create an account, and/or does not have an email address on file in your SMS and is unlikely to get one.

It allows the school to receipt payments made, but they will not be receipted against the caregiver, but rather the school.  

Email reminders and receipts will be sent to the school diversion email address, as for School managed accounts.

However, unlike school managed accounts, these cannot be handed over to the caregiver in the future, so previous transactions will not be transferrable.

 

1.      Select POS from the main Kindo School Admin Home page.

2.       Start typing the student’s name (first or last name) in the Student finder field, until a list of students appears.  Select Link student to me.

3.       Select Link to link the student to your admin account.

 

  

4.      Next to   will be the school diversion email address.

Our Helpdesk can unlink students at any time.

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