Management Accounts File

Polygon POS Management allows you to set any number of Management Accounts. These are accounts that you may use to charge items for which no revenue is received but for which you want to track stock usage. Examples of these accounts are Staff Drinks or Staff Food where the items “sold” do not represent actual revenue but the need to track the stock usage is still required. When PLUs are charged to a management account, the system will NOT send the amounts charged to the Polygon Back Office system as revenue, it will ONLY deduct the stock usage of the items sold.

From Polygon POS Management,

Select the Management Accounts icon, or,

Select Accounts from the main menu and then select Management Accounts.

The following options are available from the Management Accounts File file in Polygon POS Management:

•New - To create a new Management Account, click on the New button. This will load the Management Account Details form where you can name and configure the management account;

Handy Hint: The New From button allows you to create another management account that may be similar to already created management account, and can then be adjusted as needed rather than created from scratch. To do this select a completed management account and click the New From button. This will open the Management Account Details form and fill it in with the details from the highlighted Management Account.

•Change - To modify an existing Management Account, highlight the account and then click on the Change button to access the Management Account Details form where the account details can be edited;

•Delete - To remove an existing Management Account, highlight the account and then click on the Delete button. If transactions are recorded for this account they will also be deleted;

•Transactions - To view a list of transactions associated with a management account, highlight the account and click the Transactions button. This will load Management Account Charges form;

•To make a Management Account Inactive - Highlight the account and then click on the Change button to access the Management Account Details form. Accounts can be made Active or Inactive by ticking or un-ticking the Active tick box, then clicking OK. Inactive accounts are unavailable at the FOH but retain their transaction history;

•Reload List - This button is useful if you have a multi-user license where more than one user can access Polygon POS Management at a time. Click this button to update the management account 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 Client Accounts list currently shown in the Client Accounts File. This document can be saved, printed or converted into a CSV file which can be loaded into spreadsheet applications such as Excel;

•Find - To search for a management account, type all of, or part of the management account name into the Find text box. The first Management Account to contain this text in its Account Name will be selected;

•View Filter - The Management Accounts file can be filtered by the account's active status by selecting an option from the View list. To view only Active accounts, select Active. To view only Inactive accounts select Inactive. To view All accounts, select All.

The following two reports are available from Polygon POS Management > Reports menu which detail management account activity between two given dates.