Getting Started with Polygon Back Office

Company registration information including company ABN, ACN, Postal Address, Delivery Address and Contact Details are available from the Company Registration heading in the Polygon Back Office > Application Settings.  Please review the company registration and make any required changes.  See section Application Settings > Miscellaneous for more information.  

Polygon Back Office allows you to keep control of all bank transactions - payments, deposits, cheques, credit cards, loan accounts and investment accounts through the Bank Accounts File.  Before transactions can be recorded to these accounts, bank account information must be recorded from the bank accounts file.  See section Bank Accounts File for more information about adding new bank account records.

If you have purchased Polygon Back Office multi-department license, you are able to create multiple departments within your software and allocate specific revenue, expenses and costs to those departments. You can therefore obtain financial reports such as Profit & Loss on specific departments.  

See section Department Accounts File for more information about setting up departments.

The term “Chart of Accounts” is simply an expression for describing the structure of the accounts into which you record your financial transactions.  If you would like to add new General Ledger (GL) accounts and account groups or export GL accounts to departments, this can be done from the Chart of Accounts File.  See section Chart of Accounts for more information.  

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.  See section Ledger Account Update Form > Reporting Cost/Expenses Against Revenue Account Groups for more information on this topic.  

A supplier is a person or business who you purchase goods or services from.  Polygon Back Office allows you to manage supplier invoices, purchase orders and payments.  Before these transactions can be recorded, supplier information must be entered.  See section Suppliers File for information explaining how to record supplier information in Polygon Back Office.  

A Client is any person or business that you sell goods and services to.  The Clients File is the starting point to access all the Business Transactions associated with Selling. Before these transactions can be recorded, client information must be entered.  See section Clients File for information explaining how to record client information in Polygon Back Office.  

In order to record client invoices a Default invoicing Client and a Default Invoicing Location must be set from the application settings.  These details will be recorded with any Client transactions which are recorded from the BOH.  See section Polygon POS Management Application Settings > General - Finance for more information about assigning these settings.  

If you will be recording sales against client accounts at the FOH and using Polygon Back Office to manage client account transactions, the Polygon POS Management client accounts should be linked to the Polygon Back Office Client Accounts.  This will allow FOH transactions so that FOH transactions are available to your Clie.  See section Polygon POS Management > POS Client Account Details for more information about linking POS Client Accounts.  

The Redcat (Front of House) FOH can be configured to accept payments for client invoices at the POS terminal using a Client Account Payment product keypad button.  This configuration takes place in Polygon POS Management.  f

Polygon POS Management POS terminals are able to allow you to accept money at the POS terminal in receipt of invoices you have issued to your clients.  If you wish to utilise this function, a Client Account Payment button should be added to one or more of your Polygon POS Management Product Keypads.  See section Polygon POS Management > Product Keypad - Other Keys > Client A/C Payment, for more information about adding a Client Account Payment button.  

To use this feature, Client Accounts must be recorded in the Polygon POS Management > Client/Member Accounts File and linked to Client Records in the Polygon Back Office > Clients File.

Polygon Back Office provides the option to include your company logo on a number of reports.  See section Polygon Back Office Application Settings > Global Report Settings for information about selecting a logo image and specifying which reports should include a logo.  

Polygon Back Office includes the option to email some reports such as Employee Payslips, Payment Summaries, Client Statements, Client Transactions and Supplier Transactions reports.  In order to use this feature your email account settings must be entered into the Polygon POS Management Application Settings.  See section Polygon POS Management Application Settings > General - eMail for more information.

If you wish to close or ‘lock’ the system so that no further transactions can be entered outside of a given period, and so that no transactions already entered before the close date can be modified: To prevent accidental changes to old records or typographical errors leading to incorrectly dated transactions, the Polygon POS Management & Polygon Back Office programs can be configured to only allow data entry and data modification within a set period.  This is done from the Accounting Period Details form.  See section Accounting Period Details for more information about this feature.  

If you will be printing hard copies of reports you can select the printer which you wish to print to by selecting File from the main menu, then select Print Setup... This will display the print setup form where you can select a printer to use.  

Polygon Inventory is an optional module which enables you to maintain a record of the stock level of individual stock items and to review those records at any time. Polygon Inventory calculates the value of stock on hand for each stock item using the average cost method. If you will be using the Polygon Inventory add on module please read the following sections Polygon Inventory Introduction and Polygon Inventory > Getting Started.

Polygon Payroll is an optional module which enables enables management of staff payroll from the BOH using shift start and finish times recorded at the FOH.  If you have purchased the Polygon Payroll add on module please read the following sections Polygon Payroll Introduction and Polygon Payroll > Getting Started.

If you are an existing business with opening balances to bring forward, please read the suggested steps in the Entering Opening Balances & Transactions section.