Bank Transaction Details

From Polygon Back Office,

Open the Bank Accounts File by clicking the Bank Accounts button on the toolbar,

Select the bank account which you would like to manage transactions for,

Click the Transactions button at the bottom of the Bank Accounts File to open the Bank Account Transactions File,

Click the New button to create a new Bank Transaction, or,

Highlight an existing transaction and click Change to view or modify this transaction.

The following General Information is required when recording a Bank Transaction:

•Date - Enter the transaction date ( in dd/mm/yyyy format) Or press the "T" key on your keyboard to use today's date;

•Transaction Description -  Type a transaction description here or click the pick list button to add or select a commonly used description.  See Pre-Set Descriptions File for more information about saving and using commonly used descriptions;

•Amount - Enter the total amount of this debit or credit;

•GST Supplies - This read-only field is automatically filled by Polygon Back Office.  It shows the total GST on all listed Debits;

•GST Acquisitions - This read-only field is automatically filled by Polygon Back Office.  It shows the total GST on all listed Credits;

•Debit/Credit - Select whether this transaction will be a debit (increasing the account balance) or a credit (decreasing the account balance) by clicking the Debit radio button or clicking the Credit radio button.  If you have already entered the transaction amount, the transaction amount will automatically appear in the correct column when you do this;

•Issue as a Cheque - If the selected bank account is a cheque account, and the transaction type is credit, an Issue a Cheque tick box will become available below the Credit radio button.  Tick this box to view cheque options.  Click the Cheque Options heading below for more information about these Cheque Options;

Cheque Optoins

Adding Entries

The first entry shows the target account and is automatically filled with a the Debit or Credit amount previously entered in the Amount text box.   This account cannot be changed and can not be assigned a GST Type.  To add additional debits or credits to other general ledger accounts, click the Line Item icon in the debits & credits list.  This displays the Chart of Accounts pick list, highlight the account you wish to add, then click the Select button.  Now enter the debit or credit amount for this ledger account under the Debit or Credit heading.  Select any applicable GST Type.  Repeat this process for any additional debits or credits.  Note the available GST types change depending on whether an entry is is a Debit or a Credit.

Totals

Total Debits and Total Credits are automatically calculated & shown in blue below the Debits & Credits List.  The out of balance figure shows any difference between the total credits and the total debits.  To complete a transaction, the Total Debits must equal the Total Credits. When this is true, the Out of Balance figure will be hidden.  

Removing Entries

If a  mistake is made, an entry can be removed by selecting its row, then clicking the Delete button.

Polygon Back Office allows you to save the details of miscellaneous 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.  

Saving Recurring Transactions

To save a recurring transaction so that it may be re-used at a later date.  Fill in the transaction details as usual.  Include the transaction date, transaction description, amount, transaction type (debit/credit), and fill in the list of debits and credits.  When the transaction is balanced, the Save as a Recurring Transaction button will become available at the bottom of the form.  Clicking this button will load the Recurring Transaction Update form which allows you to set the Transaction Frequency and the last transaction date (the next transaction date is calculated based on this date and the Transaction Frequency). 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.

The Next Due On text box indicates which date will be used next time this transaction is used.  Clicking the Advance Due Date to Next Period button will advance the due date by the selected transaction frequency.  

Enter a description for this recurring transaction in the Transaction Description text box.  This description will identify this recurring transaction in Recurring Transactions File.

Click OK to save this recurring transaction

Using a Recurring Transaction

If you have already saved a Recurring Transaction, it can be re-loaded by clicking the Use Recurring Transaction button at the bottom of the Bank Transaction Details form.  When this button is clicked, the Recurring Transactions File will appear.  Select the Recurring Transaction which you wish to use and click the Select button.  The Bank Transaction Details form will now display the information saved in the recurring transaction.  Make any required changes to this transaction and click the OK button to save changes.  

Managing Recurring Transactions

Saved Recurring Transactions can be managed from the Recurring Transactions File.  To access this file, click on the Use Recurring Transaction button at the bottom of the Bank Transactions Details form.  This will load the Recurring Transactions File where you can select, edit or remove recurring transactions.  

Changing the Frequency and/or Due Date of a Recurring Transaction

Open the Bank Transaction Details Form.  Re-load the recurring transaction you wish to by clicking the Use Recurring Transaction button at the bottom of the form.  When this button is clicked, the Recurring Transactions File will appear.  Highlight the Recurring Transaction which you wish to change, then click the Select button.  The Bank Transaction Details form will now display the information saved in the recurring transaction.  Make any required changes to this transaction (the transaction description must stay the same as the original description of the recurring transaction being changed) and click the Save as Recurring Transaction button.  

A confirmation prompt saying "A recurring transaction with this description already exists.  Do you want to overwrite the existing recurring transaction?" Click Yes to confirm the update or click No to cancel the update. Change the Transaction Frequency and Last Transaction Date as required, then click OK to save the changes.

Transaction templates can be used when a particular transaction is used repeatedly but not with a specific frequency.  To save a transaction template, first save the transaction description in the transaction description pick-list by clicking the pick list button .  See section Description Pick Lists for more information about using pick lists.  Once the description has been saved, click the Save as Transaction Template button.  This transaction can now be re-loaded & edited at a later date by selecting the saved transaction description from the Description Pick List.  

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

Note: To easily see if notes have been entered for the 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 transaction.