Tidying up and retiring payables

Access: Payable Administrators       

Before you take any of the steps below, we recommend running any reports you might want to keep as a record, as steps 1-3 will remove information from reporting.

1. Retiring Payables

Retiring or writing off Payables from caregivers' accounts has never been simpler with Kindo. 
You can do this at the end of the academic year, mid-year, or at the end of each term - depending on the payable and your school policies.

Once you have retired a payable, you cannot get the data back so please export the payable data prior to retiring it either on the Payable Status Page or Payable Reporting Page. 

On Shop Site, on the Admin Home page, select Payable Status.

If this is the end of year, you may want to write off all outstanding payables, so select 'Any" under the Payable dropdown. 

However, most schools only retire 'Donations' at the end of the year. We don't encourage you to retire everything. Select Donations and then select 'all'.

Alternatively, you can do one payable at a time by selecting the payable you wish to retire. 

Select all Payment types (No Payments, Part Payment and Paid). 

You’ll see this will bring up a count for all matching payables onto the screen.

Select all students by clicking on the top square.

Select individual students by clicking on the matching square.

Once you have selected students, click on Select action and choose Retire.

Remove payables permanently including those which have been part or fully paid. This action is commonly used as students leave or during the end of year rollover/write off.

We recommend exporting prior to completing this action.

Fill in the compulsory Comment field. (This comment will appear on Payable Status when the comment column is selected.)

Click Confirm.       

A pop-up box will appear confirming the payable(s) has been successfully Retired.

While that’s removed it from the caregivers' accounts, 'Student Donation 2+ Siblings' payable is still going exist on some of our payable pages and on our partner site. 

 Larger schools/high schools: If we bulk create your payables for you, please run and save the Current Available (Proto) Payables report under Reporting. This needs to be done BEFORE Steps 2 and 3. 

Other schools: We recommend following this process for your own records.

2. Tidying up list of Payables on Payable Apply

Go to Admin Home, then Payable Apply.

The list of payables can get really long as moving a payable to the Kindo Payables Historic category does not remove it from this list.

You can select any Payable in this list and click 'remove from list'.

This does not remove it from Kindo Payables Historic, it just removes it from this list in Payable Apply.

A confirmation message will pop up asking you to confirm you wish to remove Payable from list. Click Remove Payable.

An action message will appear: Payable removed from list. 

 

3. Moving payables to Kindo Payables Historic

Go to Partner site

Go into item editor

Select the Kindo Payables category. You will see in our example 'Student Donation 2+ Siblings' is still visible.

Select 'Move category' for the item you wish to move.

 

You will get the option to move the item to Kindo Payables Historic.

 

Click the little arrow to move that payable from Kindo Payables into Kindo Payables Historic.

Did you know you can keep payables in Payable Historic indefinitely and use them for your reference in the future? You can also move them back temporarily into Kindo Payables and duplicate them as a short cut.

Remember Save & Publish to save your changes. 

 Go to Shop site, click on admin, Refresh payables.  This will now sync with the partner site changes we have just made.  

 

4. Tidying up of Groups 

You can hide groups you no longer using. This will help keep your groups list tidy and manageable and prevent any confusion when you go to add your groups for next year that may have similar names. (e.g. 2023 full year donation vs 2024 full year donation.)

This step does not apply for schools using Kamar, as by default only the current year groups will show.

Go to Admin Home, then Groups Editor.

Select the group you would like to hide by searching in the Group search box or using the dropdown menu.

Click Hide.

 

This is a task that can be done throughout the year when you know you will not be using that group again.

5. Disabling rules

You may also wish to disable a rule that is no longer required. Please visit Disabling a rule.

Room allocations for the following year

Student rooms automatically update from your SMS to Kindo and caregivers will be able to see this on their Kindo account.

If you do not want room information for the following year to be public either:

1. Wait to update rooms in your SMS until the new year / just before the school year begins.
   
2. Send a request to helpdesk to disable the roll temporarily for the relevant time period.
   

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