Ledger Account Update Form

The ledger account update form allows you to enter details for a new account/account group or edit details of an existing account group.

From Polygon Back Office,

Access the Chart of Accounts by clicking the Chart of Accounts button on the toolbar, then either,

Click the New button to create a new account or account group, or,

Highlight an existing Account or Account Group and click the Change Button.

Classification - This option is read only, it shows which account classification this account group or account will belong to. This is automatically set by the Account Type selected in the chart of accounts file;

Account Posting Level - This setting has two options, Header - Non Postable which should be selected when creating an account group, or, Detail - Postable which should be selected when creating new accounts;

Account Code - Enter a unique number which identifies this account or account group. If you are creating an account, the account code should be greater than the account group which it belongs to and less than the Account Code of the next account group;

Active Account - The selected account or account group can be set to Active or Inactive. If an account will no longer be used, deactivate the account by un-ticking the Active Account tick box. Accounts can be re-activated later by ticking this tick box. Click OK to save changes.

System Account - This is a read-only field indicating if the account is a system account or not. System accounts can't be deleted;

Report All Accounts Under this Header - This tick box is available for Account Groups only. Ticking this tick box indicates that all accounts belonging to the selected account group will be shown separately on reports. Un-ticking this tick box indicates that when this account group is shown on a report, the accounts which belong to this group will not be shown. The total of all accounts which belong to this group will appear next to the account group instead.

In order to use the Polygon Back Office Cost of Goods Report, Cost Account Groups or Expense Account Groups which you wish to include in this report must be assigned to appropriate Revenue Account Groups.

To assign a Cost/Expense Account Group to a Revenue Account Group from the Chart of Accounts:

•Set the Account Type to Cost or Expense;

•Highlight the Cost/Expense Account Group which you wish to assign. Account Groups are shown in bold with this icon

•Click the Change button to access the Ledger Account Update Form

•Select the Desired revenue account group from the Revenue Group Assignment drop down list box.

•Click OK to save this change.

The selected Cost or Expense Account Group will now be reported against the selected Revenue Account Group.