Virtual Safe Deposits

From Polygon Back Office,

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

Then click the Virtual Safe Deposits button.

To record a deposit, enter the following information in the Virtual Safe Deposit Form:

•Deposit Date - Enter the date at which funds will be transferred to the specified bank account;

•Virtual Safe Balances At - When a date is entered here, the balances of each virtual safe account at this date will automatically be entered in the Credit column of the accounts list.  The total of these balances will be shown in the Amount text box;

•Target Bank Account for Deposit - Select the bank account which funds will be transferred to.  This account will be shown at the top of the accounts list with a debit equal to the Total of the listed Credits;

•Transaction Description - Type a description for this transaction or click the pick list button to load the Virtual Safe Deposits Pre-Set Descriptions File;

•The Accounts List - This list shows which Virtual Safe Accounts will be credited, which Bank Account will be Debited and how much by.  The figures in this list are automatically filled with the balance of the account at the Virtual Safe Balances At date which was entered earlier.  The Virtual Safe Account credit amounts can be adjusted as necessary and the bank account debit amount will be adjusted to equal the total of the listed credits;

•Totals (read only) - The Debit and Credit totals are shown below the Account List;

•Merchant Card Commissions - If a deposit is being made from a merchant card which has been configured to pay commission when depositing card's revenue, the Total Merchant Card Commissions and GST on Commissions will be shown at the bottom left of the form.  See section Polygon Back Office > Merchant Card Details for more information about configuring Merchant Cards;

•Delete Row - To remove a virtual safe account credit from the accounts list, highlight the account's row and click the Delete Row button;

Completing the Deposit - Once the correct amounts and the correct bank account have been selected, click OK to save this Deposit.  The selected bank account will be Debited and the selected virtual safe accounts will be credited.  This transaction will be shown in the Bank Account Transactions File and the Virtual Safe Transactions File.  You may repeat this process and deposit different amounts from your Virtual Safe into various bank accounts. Any funds which you do not deposit at this time will be available for deposit at any later date.

Correcting Errors In Deposits - Should you discover that a deposit has been made which is incorrect, you will need to delete the deposit from the Virtual Safe Transactions File and then re-enter the Virtual Safe Deposit.

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

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