If a client is paying more than one client invoice, it may be quicker to use the Batch Processing method described below. Client Batch Processing allows you to save time by paying multiple client invoices at the same time.
From Polygon Back Office, Select Accounts from the main menu, then select Client Accounts. This will load the Client Accounts File, Select the appropriate Client from the list and press the Client Transactions button, The Client Transactions File will be displayed. Enter any filtering requirements, then click the Get Records button to view transactions for this client, Click the Batching button to load the Batch Receipts File.
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Batch Processing Client Receipts
Outstanding Invoices appear in red in the Outstanding Transactions window. To move an invoice to the Transactions to Settle window either:
•Highlight the invoice and click Add,
•Double click on the invoice, or,
•Highlight the invoice and drag it to the lower window.
Note: You may also use the Add All button to move all listed outstanding invoices for client to the Transactions to Settle window. Similarly, if you have made an error and wish to start again, you may use the Remove All button to clear the Transactions to Settle window.
•Repeat until all transactions to be settled are in the Transactions to Settle window.
•Press the OK button.
•The Invoice Receipt Details form will be displayed. This form allows you to select which account the payment will be made to, the payment date and the payment amount.
•Select today’s date or enter another date.
•The Total Amount field will be pre-filled.
•If the client is paying the balance in full, click on the double arrows to the right of the Receipt Amount field and the balance will be automatically entered. Otherwise type the receipt amount in the Receipt Amount text box.
Select the Receipt Type:
•If the Receipt Type is Cheque, enter the cheque details.
•If the Receipt Type is Cash or a Merchant Card, no further details are required.
•If the Receipt Type is Direct Debit, select the account the money will be deposited into and tick the Direct Debit tick box.
•Press the OK button.
Any receipt from a client will be allocated to the Virtual Safe unless the receipt is Direct Debit. The Virtual Safe serves as a holding place for all these receipts until such time as you reconcile them and make a deposit into one of your bank accounts. Direct Debit receipts will be deposited directly into the nominated bank account. See section Polygon Back Office > Virtual Safe for more information about the Virtual Safe.
See Also:
Getting Started with Polygon Back Office
Polygon Back Office > Clients File
Polygon Back Office > Client Transactions File
Polygon Back Office > Virtual Safe