Virtual Safe Transactions File

From Polygon Back Office,

Access the Virtual Safe File by clicking Virtual Safe on the toolbar,

Then select the account which you wish to manage transactions for,

Then click the Transactions button at the bottom of the form.

This will display the transactions file for the selected virtual safe account.

Most Recent Records

When this form loads, the transaction list will automatically display a page of the most recently added virtual safe 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 right click 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

From the Transaction Type list box, select All, Journal Entry, POS - Revenue, Supplier Invoice Payment, Client Invoice Payment, Payroll Payment, Bank Transaction or Virtual Safe Deposit. To view a combination of these items, click the browse button to the right of the Transaction Type list box, then tick the multi-select tick box and select the desired 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 Virtual Safe Transactions File:

•New Payments and Receipts - Payments and Receipts for the selected account can be recorded by clicking the New button.  This will load the Virtual Safe Transaction Details form where you can record the details of this payment or receipt;

•Modifying Transactions - To change a listed transaction, highlight the transaction and then click the Change button.  This will load the appropriate transaction details form for this transaction type.  Some transaction types are read-only and need to be deleted and then re-entered if modifications are required.  These forms are marked as read only in the forms list below.

oVirtual Safe Transactions - Virtual Safe transactions load the Virtual Safe Transaction Details form which shows the details for the selected virtual safe transaction;

oJournal Entries - Journal Entries load the Journal Entry Transaction Details form which shows the details for the selected Journal Entry;

oPOS - Revenue (read only) - POS Revenue transactions open the Location Sales File Details form which shows information from the sales reset which recorded this transaction;

oSupplier Invoices - Supplier transactions load the Supplier Invoice Payment Details form which shows the details of this supplier payment;

oClient Invoices - Client Invoices load the Client Invoice Receipt Details form which shows the details for the selected client receipt;

oPayroll Payment (read only) - Payroll transactions load the Employee Payslip Details form which shows the details for the selected Employee Payment;

oBank Transaction - Bank transactions load the Bank Transaction Details form which shows the details for the selected bank transaction;

oVirtual Safe Deposit (read only) - This will load the selected virtual safe deposit in the Reference Viewer. Note: Deleting a virtual safe deposit will update the balances of all accounts affected by this deposit.

Make the desired changes and click OK to save.

•Removing Transactions - To remove a transaction from the system, highlight the transaction and then click the Delete button.  

When virtual safe 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 Debit Amount, Total Credit 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.

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