If a transaction is regularly used at specific intervals (daily, weekly, monthly, quaterly or yearly) time can be saved by storing a recurring transaction. Polygon Back Office allows you to save the details of transactions which you will enter on a regular basis so that the can be easily applied many times at defined intervals. Recurring Transactions can be created for Bank Account Transactions, Supplier Transactions, Client Transactions, General Ledger Journal Entries and Merchant Card Journal Entries. The Recurring Transactions File allows you to use, edit or remove recurring transactions.
Please note: The transaction will NOT be automatically recorded at the interval chosen. This is simply needed to calculate and display when the transaction was last processed and is next due for processing.
This section covers how to load and use existing recurring transactions, see section Recurring Transaction Details for information about saving new recurring transactions.
From Polygon Back Office, Access the appropriate transaction file for the type of recurring transaction you wish to create e.g the open the supplier transactions file to use a recurring supplier transaction. See text above for a list of available recurring transaction types. Create a new transaction or journal by clicking the New or Journal button, Click the Use Recurring Transaction button to open the Recurring Transactions File.
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The Recurring Transactions File shows all saved recurring transactions for the selected transaction type and account. e.g If the form was accessed from the Bank Account Transactions File, it will display all saved recurring bank account transactions for the selected bank account.
The following options are available from the Recurring Transactions File:
•Using a recurring transaction - To use a recurring transaction, highlight the transaction you wish to use and then click the Select button. The selected transaction details will be loaded into the transaction details form. The date will automatically be incremented from the last transaction date by the specified frequency. Enter a transaction description and make any required changes to the transaction, then click the OK button to save the transaction;
•Removing a recurring transaction - Highlight the recurring transaction which you wish to remove and then click the Delete button. Click Yes to confirm you wish to delete this item;
•Modifying transaction frequency or due date - To change the Frequency or Due Date of an item, highlight the recurring transaction which you wish to change, then click the Change button. This will load the Recurring Transaction Details form where you can make these changes. You are now able to either:
oChange the frequency of the recurring transaction;
oSkip a one (or many) period(s) by using the Advance to Due Date to Next Period button; or
oChange the dates altogether by changing the Last Transaction date.;
•Permanently Modifying Recurring Transaction Details - To change the transaction details of a recurring transaction e.g invoice item quantities:
oOpen the recurring transaction from the Recurring Transactions File by highlighting the transaction and then clicking Select,
oMake the desired changes from the Transaction Details form. Note: Do not change the transaction description as this is used to identify the recurring transaction.
oClick the Save as Recurring Transaction button;
oThe system will ask "Do you want to overwrite the existing recurring transaction?". Click Yes to confirm the change.
oThe Recurring Transaction Details form will be displayed. Make any changes to the Frequency and Transaction Dates here.
oClick OK to save these changes
See Also:
Polygon Back Office > Recurring Transaction Details
Polygon Back Office > Bank Account Transactions
Polygon Back Office > Supplier Transactions File
Polygon Back Office > Client Transactions File
Polygon Back Office > Ledger Account Transactions File
Polygon Back Office > Accounts
Getting Started with Polygon Back Office