Suppliers File

The Suppliers file allows you to view, edit, add and remove Suppliers from the system as well as view transactions associated with suppliers. The suppliers file lists all suppliers currently recorded in the system.

From Polygon Back Office,

Click the Suppliers button on the toolbar, or,

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

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

Handy Hint: The New From button allows you to create another supplier that may be similar to already created supplier, and can then be adjusted as needed rather than created from scratch. To do this select a completed supplier and click the New From button. A new supplier will be created with the same settings as the finished supplier.

•To Edit an Existing Supplier - Highlight the Supplier and click on the Change button to access the Supplier Details form;

•To Delete an Existing Supplier - If you have recorded any transactions with a supplier in the current financial year, you cannot delete that supplier. At the end of the financial year, after archiving the ledgers and if all transactions for the supplier have been finalised, you may then delete the supplier.Highlight the supplier to be deleted and click on the Delete button. For suppliers who have recorded transactions but are no longer used, it is suggested that they are marked as Inactive. This indicates the supplier is no longer used but historical records will be preserved;

•To Manage Supplier Transactions (Invoices, Purchase Orders) - Highlight the desired Supplier and click on the Supplier Transactions button (at the bottom left of the form) to access the Invoices File or double click on the Supplier;

•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 - This button generates a printable PDF report which shows the Suppliers List currently shown in the Suppliers File. This document can be saved, printed or converted into a CSV file which can be loaded into spreadsheet applications such as Excel.

•The Current Balance is displayed at the bottom right of the form. This is the total of the balances of all currently listed suppliers.

•To quickly Find a supplier - Type part or all of the supplier's name into the Find text box. The first item in the list to contain this text will be highlighted.

•Filters - View Active/Inactive - Suppliers can either be Active or Inactive. Suppliers which aren't currently used can be classed as Inactive and filtered out of the suppliers file to avoid clutter. To filter which suppliers are displayed select Active, Inactive or All from the View list box at the top of the form.