Ledger Account Transactions

From Polygon Back Office,

Access the Chart of Accounts by clicking the Accounts Ledger button on the toolbar,

Highlight the appropriate account and click the Transactions button.

Most Recent Records

When this form loads, the ledger account transaction list will automatically display a page of the most recently added ledger transactions.  Older transactions can be viewed by, entering a date in the To and/or From text box (see below).  The number of items which are automatically displayed can be increased or decreased by changing the Auto-Load Transaction Threshold setting in the Polygon POS Management application settings.  See section Polygon POS Management Application Settings > Polygon POS Management > General - Transactional Browse Forms for more information about this setting.  

Filtering by Date

Entering a date in the From text box only will exclude records from before this date.  Entering a date in the To text box only will to exclude records after this date.   Entering both a From date and a To date will display records which are dated within this period.  Leaving the From and To text boxes blank will display a page of the most recently added items (described above).  The To and From date boxes also provide pop-up menus for quick access to commonly used date ranges.  See section Navigation > Quick Entry of Commonly Used Dates for more information on this topic.

Filtering by Transaction Type

Select a transaction type from the Transaction Type list box to filter the transaction list list by this transaction type, or click the browse button from to select multiple transaction types. To reset the transaction type filter, right click on the Transaction Type list box and then click Reset.  

Get Records

Once you have entered your filtering options, click the Get Records button to apply the filters and display the requested data.  

The following options are available from the Ledger Account Transactions File:

•Journal - Clicking this button displays the Journal Transaction Update form which allows you to adjust the account balance using a journal entry;  

•New From - Clicking this button allows you to quickly create a new transaction based on the currently selected transaction;

•Change - Some existing transactions can be edited.  To do this, highlight a transaction and click Change.  Payroll Payments can not be edited this way;

•Delete - Clicking the Delete button will delete the selected transaction or journal entry;

•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 - Clicking the Print button prints the generates a report showing the account transactions list as it is currently filtered.  This report can be printed, saved or converted to CSV format which can be loaded into spreadsheet programs;

•To Search for a particular entry enter the transaction reference number in the Find Ref text box.

When account transactions are filtered by date.  A Brought Forward entry is added.  This shows the totals for all the transactions leading up to the entered From Date.  That is, the Total Transaction Amount, Total Paid Amount, Total Outstanding Amount and Balance for all entered data until immediately before the beginning of the search filter.  The Brought Forward entry is identified as "Brought Forward" in the Details column.  If the data is filtered ascending by date, the Brought Forward  entry will be shown at the top of the list.  

The bottom of the window shows total Debits, Credits and Movement figures for the currently displayed transactions.