Polygon Back Office allows you to maintain a list of bank accounts in order to manage bank accounts and bank transactions.  These bank accounts can be automatically credited and debited when recording supplier payments and client receipts.  Manual entry of bank transactions is possible from the Bank Account Transactions File.  See section Bank Transactions File for more information about recording Bank Transactions.

If you would like to add, modify or remove a supplier account, this can be done from the suppliers file.  See section Suppliers File for more information.  

Polygon Back Office provides supplier transaction management features which allow you to keep track of supplier invoices, payments, credit notes and deposits.  See section Supplier Transactions File for more information.  

Supplier Purchase Orders can be added, modified or removed from the system from the Purchase Orders File.  See section Purchase Orders File for more information.  

Once a purchase order has been recorded, it can be applied to supplier invoices from the Supplier Invoice Details form.  See section Supplier Transaction Details for more information.

If you would like to add, modify or remove a client account, this can be done from the Clients File file.  See section Clients File for more information.  

Polygon Back Office provides client transaction management features which allow you to keep track of client invoices, payments, credit notes and deposits.  See section Client Transactions File for more information.  

Client Quotes can be added, modified or removed from the system from the Quotes File.  See section Quotes File for more information.  

Once a quote has been recorded, it can be applied to client invoices from the Client Invoice Details form.  See section Client Transaction Details for more information.

The Virtual Safe is an area within your system where all revenue and cash outlays are recorded. For example, all the monies paid by your Clients on credit, all the takings for the day, and any cash expense (such as petty cash expenses, wages paid in cash, supplier invoices paid in cash, etc.).  It is called a “Virtual Safe” because its transactions and running balance do not necessarily match the transactions and balance of your physical till. So you need to picture this Virtual Safe as a holding pool for all revenue received and all cash outlays incurred.

Virtual Safe Receipts and Expenditure can be recorded from the Virtual Safe Transactions File.  See section Virtual Safe Transactions for more information on this topic.  

Virtual safe holdings should be periodically deposited into one or more bank accounts.  These deposits are recorded in Polygon Back Office from the Virtual Safe Deposit Details form.  See section Virtual Safe Deposit Details for more information about Virtual Safe Deposits this topic.  

A number of transaction types can be recorded as recurring transactions or transaction templates.  This means the transaction can be entered once and then easily re-used at set intervals.  Transaction types which support recurring transactions are shown below.  Click on a link to read how to create a recurring transaction for this transaction type.

•Supplier Invoices - Recurring Supplier Invoices can be created and used from the Supplier Transaction Details form;

•Client Invoices - Recurring Client Invoices can be created and used from the Client Transaction Details form;

•General Ledger Transactions - Recurring Journal Entries and Transaction Templates can be recorded from the Journal Entry Transaction Details form;

•Bank Account Transactions - Recurring Bank Account Transactions and Transaction Templates can be recorded from the Bank Account Transaction Details form;

•Virtual Safe Transactions - Recurring Virtual Safe Transactions and Transaction Templates can be recorded from the Virtual Safe Transaction Details form.

Click on a link above for information about this recurring transaction type.

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.  See section Amortisation of Client and Supplier Invoices Through Prepayments for more information on this topic.

Polygon Back Office provides full Bank Account Reconciliation functionality that:

•Ensures all transactions have been entered in your Bank Accounts File;

•Tags deposits and withdrawals which have been received (cleared) by the Bank;

•Tags deposits and withdrawals which have been included in a reconciliation;

•Confirms that both your figures and the figures provided by the Bank match.

For more information about performing bank reconciliations, see section Bank Reconciliation Details.

Polygon Back Office complies with the standard double entry method of book keeping. The system has been designed so as to make it useable by people with limited book keeping and computing knowledge.

The term “Chart of Accounts” is simply an expression for describing the structure of the accounts into which you record your financial transactions.  Every transaction which is recorded in Polygon Back Office is accessible from the Chart of Accounts File.  New transactions can also be recorded from here.  See section Chart of Accounts File for more information about using the Chart of Accounts.

To streamline the process of paying suppliers, Polygon Back Office includes a direct entry payroll feature which generates a Direct Entry file.  This file can sent to a financial institution web site which then make the appropriate payments to your suppliers.  See section Paying Suppliers Electronically for more information about direct entry supplier payments.

From the Reports menu Polygon Back Office enables you to view and print an extensive range of reports automatically generated by the system. More than one report may be run at any time.  See section Reports > Polygon Back Office for more information about Polygon Back Office Reports.  

Polygon Inventory is an add-on module for Polygon Back Office which provides stock management features including stocktaking and automatic generation of purchase orders.  If you have purchased the Polygon Inventory module, please read the Getting Started with Polygon Inventory and Using Polygon Inventory sections.

Polygon Payroll is an add-on module for Polygon Back Office which provides payroll features including generating employee payslips, annual and sick leave transactions and payment summary processing.  If you have purchased the Polygon Payroll module, please read the Getting Started with Polygon Payroll and Using Polygon Payroll sections.