Client Transactions File

From Polygon Back Office,

Select Accounts from the main menu, then select Client Transactions File, or,

Open the Clients File by selecting Accounts from the main menu, then selecting Client Accounts,

Then highlight a client and click the Client Transactions button.  This will display transactions for the selected Client only.  

Most Recent Records

When this form loads, the client transactions list will be automatically populated with historical data.  By default, records from the last 30 days will automatically be displayed.  Older entries 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 changing the number of automatically displayed records.  

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 Client(s)

If you loaded the Client Transactions File from the Accounts menu, a client filter will be shown at the top of the window.  Clicking the browse button allows you to filter the transactions list by one or more clients. To reset the clients filter, right click on the clients list box and 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.  

To view overdue transactions click on the down arrow on the Overdue list box and select either 30 Days, 60 Days, 90 Days or 120 Days.  This will display only transactions which are overdue by this many days or more.  e.g. Selecting 120 Days will only display transactions which are 120 or more days over due.  Alternately you can type your own value here e.g Typing 10 will display transactions which are overdue by 10 days or more.  

Handy Hint: To reset this value and display all transactions regardless of if they are overdue, right click on the Overdue list box and select Clear.

The client transactions file allows you to create, edit, delete, pay and batch pay transactions.  These functions are accessed by clicking on the following buttons:

•New - New Invoices or Credit Notes are created by clicking the New button.  This loads the Client Transaction Details form which allows you to enter the details of your new Invoice or Credit Note;  

•New From - If a new transaction (Invoice or Credit Note) has similar details to an existing transaction, highlight the existing transaction and click the New From button.  This will open the Client Transaction Details form and fill it in with the details from the existing transaction.  This speeds up data entry because you will only need to change the data in the new transaction which is different to the data in the existing transaction;  

•Change - Highlight a client transaction and click Change to modify the existing transaction.  This loads the Client Transaction Details form for this transaction;  

•Delete - To delete a transaction, highlight the transaction you wish to remove and click the Delete button.  This permanently removes the transaction.  If you are sure you want to delete the transaction, click Yes when prompted for confirmation. Following confirmation, the transaction and all related transactions will be deleted.  Please note that it is not possible to ‘undo’ this function – a deleted transaction cannot be retrieved, it must be re-entered;  

•Pay - To record a payment for a customer invoice, highlight the invoice and click the Pay button.  This will load the Invoice Receipts File which lists all payments for this transaction.  If this is the first payment for the selected transaction, the Invoice Receipt Details form will also be displayed;  

•Batch Pay - Clicking on the Batch Pay button will display the Client Batch Payments File.  The batch payments feature allows you to quickly settle a group of outstanding transactions at once;  

•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 report showing the currently displayed transaction data.  The report can be printed, saved or converted to CSV format which can be opened with spreadsheet programs.  See section Reports for more information about reports;

•Quotes - Clicking the Quotes button will load the Quotes File which allows management of client quotes.  

•Add Deposit - There may be occasions when you receive a deposit from a Client before you have generated the invoice against which to process the receipt.  Client deposits like these can be recorded by clicking the Add Deposit button, when the the Invoice Receipt Details form is displayed, fill in the Date, Amount and Account the deposit will be made to from.  New deposits will be listed in the client transactions list until they are applied to a client invoice.  

A credit may be forwarded to a Client for many reasons. A credit may not relate to a particular Invoice, such as a promotional activity organised by the client on your behalf, or it may relate directly to an Invoice which may or may not have already been paid. Where possible, your Credit Note should identify specific Sales Items so that these can be accounted for as well as credited.  Polygon Back Office can generate a Credit/Adjustment Note which can either stand alone or be associated with a specific Invoice.

Generating a Client Credit Note

Press the New button to load the Client Transaction Details form which allows you to enter the Credit Note details;

Set the Transaction type to Credit Note;

Select the credit note date and enter a description

Record any sales items in the PLU Items List and/or Non-PLU Items List.  See section Client Transaction Details for more information about entering sales items

Click OK to save this credit note.

Applying Credit Notes to Invoices

To apply a Credit Note to an Invoice:

1.Click the Batch Pay button to load the Client Batch Payments File;

2.Highlight the credit note which you wish to apply and then click the Add button;

3.Select the invoice which you wish to apply the credit note to and click the Add button;

The selected invoice and credit note will be added to the Transactions to Settle list on the right;

4.Repeat steps 2 and 3 until all the credit notes and invoices which you wish to settle are listed on the right;

5.Click the Settle button to display the Invoice Payment Details form where any additional payments can be recorded;

6.Click the OK button to save changes.

The order of credit notes and invoices in the Transactions to Settle List determines which invoice(s) a credit note will be applied to.  When the batch is settled, the amount of each credit note is applied to the invoice immediately above that credit note, any remaining amount is then rolled up to the next invoice above and so on.  If there are no more invoices above, the remaining amount from the Credit Note will roll downwards to the next invoice below the Credit Note and then down to the next invoice.  The order of the credit notes and invoices can be changed by highlighting an item and then clicking the Move Up and Move Down buttons.  

In the example below the Credit Note of $120.00 will be applied to the Invoice for $64 above.  This leaves a remainder of $56.00.  As there are no additional invoices above this invoice, the remaining amount will be applied to the invoice for $210.00 below the credit note.

Printing Credit Notes

To print a credit note, highlight the credit note and click the Change button.  This will load the Client Transaction Details form.  Click the Print button to generate a PDF credit note report.  This report can be saved, printed or converted to CSV format.

To apply a Deposit to an invoice highlight the Deposit and then right-click on it with the mouse.  From the pop-up menu choose the Select deposit option.  The mouse pointer will change to an upward pointer.  Now highlight the Invoice to apply the Deposit to and right-click on it.  From the pop-up menu choose the Apply selected deposit item.  The system will prompt you for confirmation on this action.  Click Yes to confirm.  The Deposit will be moved from the client transactions list to the Invoice Receipts File for this invoice.

To find a particular client transaction enter the transaction item number or part of the transaction item number into the the Find Invoice text box at the top left of the window.  

When a From date filter is applied to client transactions, 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 date 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.  See screenshot below.

When a filter is applied to the client transactions the displayed data is totaled and displayed at the bottom of the form under the heading Total for Selected Period. The Debits figure shows the total of all debits listed.  The Credits shows the total of all credits listed. Movement shows the total credits minus the total debits.