Client Details Form

From Polygon Back Office,

Access the Clients File by clicking the Clients button on the toolbar,

Click on the New button to create a new client, or,

Highlight an existing client and click the New From button to create a new client based on the selected client, or,

Highlight an existing client and click the Change button to modify the selected client's details.

The following general details are entered at the top of the form:  

•Name - Record the client's name here;

•Client ABN -  This item is optional.  If the client has an ABN record it here;

•Active/Inactive - Clients can be set to Active or Inactive.  Clients which don't currently need to be accessed can be made inactive and then filtered out of the clients file.  This helps keep the file organised and easy to use.  If the client is needed at a later date it can be re-activated from this form by ticking the Active tick-box.

These details are used to save time by automatically entering financial details when creating transactions for this Client.  

•Default Revenue Account - This is the account which will normally be credited with sales to this client.  Click the browse button to select a revenue account from the Accounts Pick List.  To clear this field right click on it with the mouse and select Clear from the pop-up menu.

Note: Multi-Department Users – Ensure that you choose both the correct Department and Account when assigning the Default Revenue Account.

•Default GST Type - The Default GST Type is automatically entered when entering client Invoices.  

•Default Bank Account used to settle invoices for this client - The bank account chosen here automatically be selected when recording Receipts (client payments)

•Credit Terms - The credit term figure is used to identify invoices that are due or overdue for payment using the Forecasted Client Receipts report and the Aged Debtors report.  A a client can be assigned one of six credit terms modes which determine how credit terms will be calculated for Invoices and Credit Notes for this client.  These options are described below:  

oIn a given number of days - Selecting this option and then entering a value in the Credit Days text box will automatically enter the Credit Days amount as the credit terms on new invoices/credit notes for this client.

oOn a day of the month - Selecting this option and then selecting a Day of the Month will automatically set the credit terms of new invoices/credit notes for this client to the number of days remaining from the  invoice date until the next occurrence of the assigned day of the month.  E.g If a client's Day of the Month value is 14th, and an invoice for this client is dated for 7/6/2015, the Invoices Credit Terms will be 7 days.  This is because there are 7 days from 7/6/2015 until 14/6/2015.  

oIn a number of days after the End of the Month - Selecting this option and then entering a Number of Days After the End of Month figure will automatically enter the credit terms of new invoices/credit notes for this client to the number of days from the invoice date until the end of the month plus the entered number of days After the End of Month figure.  E.g If a Number of Days After the End of Month figure of 14 has been assigned, an invoice which is dated 7/6/2015 would be assigned credit terms of 37 days.  That is calculated as Days until the end of the entered month (23 days) + Days after the End of the Month (14 days)

oAt the End of Month - Selecting this option will automatically enter credit terms equal to the number of days remaining in the month from the invoice/credit note date.  E.g If an invoice/credit note date of 1/10/2015 is entered, the credit terms will automatically be filled as 30 because there are 30 days remaining in October after 1/10/2015.  

oOn a day after the End of Month - Selecting this option and then selecting a Day After End of Month value will automatically enter credit terms for new invoices/credit note for this client to the number of days until the end of the entered month plus the number of days until this day occurs in the next month.  E.g If the Day After End of the Month is assigned to 2nd and an invoice/credit note is entered for 25/3/2015, the entered credit terms will be 8 days.  This is because there are 6 days until the end of the month of March and an additional 2 days are added because the entered day is the 2nd.  

Note: If the Day After End of Month value is greater than the number of days in a month, remaining days will be added to credit terms.  E.g If a client is assigned the 31st day after the End of Month, and an invoice/credit note is dated 31/1/2015, the credit terms will be set to 31 days even though there are only 28 days in February.  

oNext month's End of Month - Selecting this option will automatically enter credit terms of the number of days from the invoice/credit note date until the second end of month after this date.  E.g If a client invoice is recorded for 1/7/2015, the credit terms will automatically be entered as 61 Days.  This is because there are 30 days after 1st July until the end of July and an additional 31 days until the end of August.  

Note: The credit terms figure can be changed manually when recording client invoices/credit notes on the Client Transaction Details form.  

See Also: Reports > Polygon Back Office for more information about The Forecasted Client Receipts report and the Aged Debtors report.

•Use GST Exclusive Amounts - If this tick box is ticked client invoices for this client will default to use Tax Exclusive totals.  This can be changed by un-ticking the Tax Exclusive tick box on the Client Invoice Details form.

If you will be finalising sales to client accounts from the FOH terminal(s), the POS Client Accounts need to be linked to the Polygon Back Office Client Accounts.  See section Polygon POS Management > POS Client Account Details for more information about linking POS Client Accounts.  

The Notes tab is a free form field which allows you to enter additional information relevant to this client.

Note: To easily see if notes have been entered for the client.  Look for a magnifying glass icon shown on the notes tab.  If the magnifying glass icon isn't shown there are no notes.  

FOH Purchases can be recorded against client accounts from the Media Keypad.  See section Polygon POS Management > Media Keypad for more information about setting up Client Account Charge and Client Account List buttons.  

FOH Payments to client accounts can be configured from the Product Keypad Client A/C Payment button.  See section Polygon POS Management > Product Keypad - Other Keys > Client A/C Payment button for more information about creating a Client Account Payment Button.