Clients File (Back Office)

A Client is any person or business that you sell goods and services to. The Clients File is the starting point to access all the Business Transactions associated with Selling. From generating a Quote, to entering an Invoice, recording a Receipt or processing Credit Note, all your business Selling Transactions are accessed from the one convenient location.

From Polygon Back Office,

Click on the Clients button on the toolbar, or,

Select Accounts from the main menu, then select Client Accounts.

•Filtering - The clients file can be filtered to display only Active, Inactive or All clients. Select which clients you wish to include in the clients list from the View list box at the top of the form;

•Search - To search for a client, type part of or all of the client's name into the Find box at the top of the form;

•New / New From - To create a new Client, click the New button. This will load Client Details form where you can enter the client's details;

Handy Hint: The New From button allows you to quickly create another client that is similar to already created client. The new client can be adjusted as needed rather than created from scratch. To do this, select a completed client and then click the New From button. A new client will be created with the same settings as the selected client. Use the Client Details form to adjust the client and click the OK button to save the new client.

•To Modify an Existing Client - Highlight the Client, then click on the Change button. Update the client details from the Client Details form.;

•To Delete an Existing Client - If you have recorded any transactions with a client in the current financial year, you cannot delete that client. At the end of the financial year, after archiving the ledgers and if all transactions for the client have been finalised, you may then delete the client. To do this, highlight the client to be deleted and click on the Delete button.

Note: It is recommended that unused clients are made inactive instead of deletion. This allows the system to preserve historical data. To make a client inactive, highlight the client and click the Change button. When the Client Details form loads, untick the active tick box and click OK to save the change. Clients can be re-activated by ticking this box again and then clicking OK.

•To Manage Client Transactions (Invoices, Credit Notes, Quotes, Deposits and Receipts) - Highlight the Client whose transactions you wish to manage, then click on the Client Transactions button (at the bottom left of the form) to access the Client Transactions File;

•Reload List - This button is useful if you have a multi-user license where more than one user can access Polygon Back Office at a time. Click this button to update the list with any changes made by other users such as newly created or recently deleted items;

•Print List - This button generates a PDF report showing the currently displayed client data. The report can be printed, saved or converted to CSV format which can be opened with spreadsheet programs. For more information about reports see section Reports;