Tidying up and retiring payables

Access: Payable Administrators       

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 or at the end of each term, depending on the payable. By retiring a payable, you keep relevant and current payables on your list to avoid cluttering up the list with Payables you are no longer using. 

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 main Admin page, select payable status: 

Select ‘any’. 

Larger Schools/High Schools: If we bulk create your payables for you, please export the current payables protos under Reporting. This needs to be done BEFORE moving payables to historic or removing from Payable Apply. 

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

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 Payments and Paid). 

You’ll see it will bring up all matching payable count 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, Select action.

Select the action drop down menu and you will see a number of different variables that you can choose from.

Select Action: 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.

Click on and 1 more to see other records selected. This will only appear depending on the number of how many records you have selected. 

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. 

 

Moving Payable to Historic

Go to Partner site

Go into item editor

Select Kindo payables category. Can see 'Student Donation 2+ Siblings' is still visible.

Select 'Move category' option in the menu that applies to that payable.

 

It will only let us move it into 'Kindo Payables Historic'.

 

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

You can retire and move payables any time of the year, if they only were applicable for one specific term or are no longer valid. Will help keep your lists of payables shorter and manageable. 

 

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, duplicate them, and reuse the set up again in the future! 

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.  

 

Tidying up list of Payables on Payable apply

Go to Admin Home,

Go to Payable Apply,

This list of payables can get really long as moving a payable to historic doesn’t remove it from this list.

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

This doesn’t remove it from historic, it just removes it from this list in Payable Apply.

Confirmation message will pop up asking you to confirm you wish to remove Payable. Click Remove Payable.

Action message comes up to say, Payable removed from list. 

 

Good to visit your lists throughout the year. For example, full year donation only applies at the start of the year, you can remove it from your list, and it just helps keep this list more manageable.

Retire payables from left students – often shown as ‘unenrolled’ (depending on SMS).  This could be done at the beginning of next year or throughout the year. Follow the same process but select reason as 'students' left in Payable Status (first stage of these instructions)

 

Tidying up of Groups 

You can hide groups you no longer using. This will help keep your groups list nice and 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.

Go to Admin Home in Shop site

Go to Groups Editor

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

click ‘Hide’

 

This is another task that can be done throughout the year when you feel you will not be using that group again in the future.

At the end of a year, room allocation for next year will automatically update when these are changed in the SMS. IF you don't want caregivers to see the new room allocation for the following year, please let us know so we can disable the roll temporarily.

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

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