Client Transaction Details

From Polygon Back Office,

Select Accounts from the main menu, then select Client Transactions,

Click New to create a new transaction, or,

Highlight a Client Transaction and click New From to create a new transaction based on the selected transaction, or,

Highlight a Client Transaction and click Change to view or modify the selected transaction.

When processing a client invoice or client credit note, enter the following details in the General tab:

•Client - Click on the browse button to select a client from the clients file pick list. Should an error be made and an invoice entered against an incorrect client, it may be re-assigned to the correct client by clicking on the browse button at the end of the client text box, and choosing the correct client;

•Transaction Type - Select either Invoice or Credit Note. See section Client Transactions File > Applying Credit Notes to Invoices for information about applying a credit note to an invoice;

•Date - Select today's date or another date. To enter a date using a Date Picker box, right click on the Date text box;

•Invoice Number - Enter an invoice number in the Invoice # field.  This can include letters and/or numbers;

•Invoice Details - Type an invoice description here or click the pick list button to select a description from the Pre-Set Client Transactions Descriptions File;

•Credit Terms - After the invoice/credit note date is entered, credit terms are automatically entered depending on how this client has been configured.  The entered credit terms can be manually adjusted as needed.  See section Client Details > Financial Settings > Credit Terms for more information about configuring client credit terms. The credit term figure is used to identify invoices that are due and overdue for payment using the Forecasted Client Receipts report and the Aged Debtors Report.  See section Reports > Polygon Back Office for more information about these reports;

•Stock Invoice - Ticking or un-ticking this option shows or hides the PLU Items list (described below). This option needs to be enabled if you are including PLU items in your invoice.  

•Tax Exclusive - Tick this box to mark this invoice as GST exclusive, and any GST payable will be calculated for GST Inc Items and added to the total cost.  If this tick box is un-ticked the GST figure will be included as part of the total cost.  

•The Sub Total, GST and Total are read only fields which are automatically calculated based on the quantity and cost of PLU & Non-PLU items and your GST settings.  

If the invoice you are entering is the result of a Quote generated from the system, the quote can be applied by following these steps:

•Enter the invoice Date;

•Enter the Invoice Number;

•Press the Apply Quote button;

•The quotes file will be displayed,

•Select Not Supplied from the Show list box to view only quotes which haven't been applied yet;

•Click the Get Records button to view available quotes;

•Highlight the desired quote and click Select;

•If your invoice currently contains items, you will be prompted to either Append the quote items (keep the existing items and add the quote items to the invoice) or Replace the existing items (Invoice will  be cleared and then filled with quote items only).  Click Append or Replace depending on your requirements;

•If the quote has not been marked as accepted, enter the date the quote was accepted by the client click OK;

•Next you will be prompted to enter the quote accepted date.  This is when the quote was accepted by the client in (dd/mm/yy format);

•Click OK to apply the quote.  All items which were recorded in the selected quote will be added to this invoice.

Additional PLU items can be added to the PLU List and Non PLU items can be added to the Non-PLU List.  These topics are described below.

See section Polygon Back Office > Quotes File for information about adding new quotes into the Quotes File.

Entering PLU Items

The PLU items list is only visible if the Stock Invoice tick box is ticked for this transaction.  This tick box is available from the General Tab (described above).  To add PLU item, first click on the Line Item button (at the left of the form) this shows the PLU File, highlight the desired PLU and click Select.  The price and GST Type will default to those that have been programmed for the particular PLU.  Check the fields listed below and enter the item quantity, price, any discount and the GST type.

The following PLU Item fields are available:

•Item Code - This field is automatically entered when you add PLU.  Manually entering the item code will load the appropriate PLU details;  

•Description - This field is automatically entered when you add a PLU item.  It can also be edited by typing;  

•Qty - Enter the quantity the PLU being purchased.  The quantity will be used to calculate the extended cost of this entry.  

•Price - The price is automatically filled when you add a PLU.  It can also be edited and the total purchase will be updated to reflect this.

Please Note: If you have tagged this client to “Use GST Exclusive Amounts" in the financial tab of the client details form, this invoice will be set to Tax Exclusive.  Please ensure that you enter the the GST Exclusive price of each item. The system will calculate the GST Total and add this to the Subtotal to calculate the transaction Total.  To use GST Inc item prices, un-tick the Tax Exclusive tick box at the top of the form.

•Discount - To apply a discount, enter a cash value which will the transaction total will be reduced by.  

•Extended - Shows the cost of this entry.  That is the Quantity x Price - Any Discount

•GST Type - Options are GST Inc, GST Free, Exports, Input Taxed and Not Available.  

See Also: Some Important Information About GST.  

•Deleting Items - PLU can be removed from the PLU items list by selecting the entry and then clicking the Delete button to the right of the list.

•Updating PLU Prices -  If any PLU prices are changed on this invoice you will be given the option to update the prices of the changed items in the PLU File.  This means the next time a PLU transaction is recorded, the newly entered costs will also be used.  When a PLU item's invoice price is changed, a tick box saying "Update the PLU file with new item prices" is shown at the top of the PLU Items List.  Un-tick this tick box if you do not want to update any of the PLU Item prices.  Otherwise, if you do want to update one or more PLU item costs, tick this tick box.  When the invoice is saved, the Update Invoice Item Details form will be displayed.  This form allows you to select which items to update the price for and which items to leave unchanged.  

Client Invoices can include items which have not been entered into the PLU File.  Information about these items needs to be recorded manually in the Non-PLU Items List at the bottom of the form.  Examples of Non-PLU Items are quotation fees or freight charges.  

Entering Non-PLU Item Details

•Enter an item description.  This can be typed directly into the Description Field or selected from a list of commonly used descriptions.  To select from a list, press the Line Item icon on the left hand side of the Non-PLU Items List (circled in blue below) to display a list of your Pre-Set Transaction Descriptions to chose from or add to.  

•Select an account to record this purchase to.  To do this, enter an account code in the Code filed, or, click the Line Item icon just to the left of the code field (circled in red below) and select an account from the Accounts Pick-List.  

•Enter the cost of this item in the Amount field.  If this invoice is set to Tax Exclusive, enter GST Ex prices for each item as the GST for GST Inc items will automatically be added to the total;

•GST Type - Options are GST Inc, GST Free, Exports, Input Taxed or Not Applicable. See Also: Some Important Information About GST.  

•Deleting Items - Non-PLU Items can be removed from the non-PLU items list by highlighting its entry and clicking the Delete button to the right of the list.

Including Credited Items on an Invoice

If a supplier has sent you an invoice which includes both newly invoiced items, and items which are being credited, you may enter the credited items in the same manner as the invoiced items. The only thing you must ensure is that the quantity fields are prefixed with a ‘-‘ sign.

The entry forms in the Polygon Back Office have been designed to offer the most time efficient method of data entry, that is, without the need to continually alternate your hand between the keyboard and mouse.  For this reason, some of the entry fields are bypassed by the tab action of the keyboard (those fields not commonly used in each transaction.  You may still select these fields by clicking with the mouse and enter data if desired.

Advancement through the fields in the forms is by way of the TAB key on your keyboard.  The UP and DOWN arrows are used to navigate to an item in a list, and once highlighted the ENTER key is used to select the item.

A new line item in a form may be added by using the SPACE BAR when the line item icon is selected...

…or by typing the Account/Item Code directly into the Item Code entry field.

Before printing an invoice, save any changes by clicking the OK button.  Re-open the invoice and click the Print button.  A Report Selection Criteria window will be shown, if you will be printing to paper which has a letterhead, tick the Select Letterhead tick box to allow extra space at the top of the report.  This report can be saved, printed or converted to CSV format which can be loaded into spreadsheet programs.  

Invoice address details are entered in this section.  This information will be automatically copied from the Client Details form.  It can be modified if changes are required.

•Business Address - Enter the client's business address here.

•Our Delivery Address - Enter the address where purchases should be delivered to here.

Note: Both address areas have a browse box next to the Suburb field.  To automatically fill details for a particular suburb click the browse box and select a suburb from the Postcodes File.  

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

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

Polygon Back Office allows you to save the details transactions which you will enter on a regular or recurring basis.  Utilising this functionality will save data entry processing time.  Transaction Frequency can be set to Daily, Weekly, Monthly, Quarterly or Yearly.  

New Recurring Transactions - To add a recurring client invoice into the system, fill in the Client Invoice Details as described above then click the Save as Recurring Transaction button at the bottom of the form.  This will load the Recurring Transaction Details form where you can configure the details of this recurring transaction.  

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.

Loading Recurring Transactions - To use a saved recurring transaction, click the Use Recurring Transaction button to select a transaction from the Recurring Transactions File.

Note:  Recurring transactions are not available when the transaction type is set to Credit Note.  

Polygon Back Office allows amortisation of supplier and client invoices, dividing up large payments and distributing them into smaller transactions over a series of weeks or months.  This improves profit and loss reporting because large once off payments can be partially included in all quarters rather than being reported as one large figure. See section Amortisation of Client and Supplier Invoices Through Prepayments for more information on this topic.