Linking Stock Items Between BigChange and Xero

Integrating stock items between BigChange and Xero is essential for accurate inventory management and financial reporting. This guide outlines the process of linking stock items, managing invoices, credit notes, and purchase orders to ensure seamless operations.

Creating a Link Between BigChange and Xero

To link stock items, modify the stock record in BigChange by navigating to:

• [Top menu] Account settings.
• Settings
• [Side menu] STOCK & EQUIPMENT
• Manage makes & models
• Add the corresponding product code from Xero to the stock code field in BigChange.
• Ensure the stock code field contains the correct product item code from Xero.

Managing Stock Availability

• Before processing an invoice, verify stock availability in BigChange.
• For tracked items, ensure stock is also available in Xero.
• Choose an item, serial number, and location based on whether the item is serial or consumable.

Synchronising Invoices

• When synchronising an invoice, the system checks if the item is tracked in Xero.
• If the item is tracked, the system confirms stock availability for sale.
• If insufficient stock is available, the invoice defaults to draft status.
• Users must ensure stock levels are current in both systems.

Handling Credit Notes

• The same rules for invoices apply to credit notes.
• For tracked items, the routine automatically increments the stock quantity in Xero.

Adding Stock Items to Purchase Orders

Creating Purchase Orders

• The process for posting a purchase order mirrors that of invoices and credit notes.
• Users must enter a supplier for the purchase order, which must exist in Xero.

Adding Stock Items

• Users can add stock items to a purchase order similarly to invoices.
• No need to specify location or serial number for purchase orders.
• The routine creates the purchase order in Xero with the stock item included.

Processing Purchase Orders

• Purchase order processing is handled in Xero, regardless of tracking status.
• The routine only creates purchase orders in BigChange and Xero for stock items.
• Manual processing of invoices or stock receipts is required thereafter.

Conclusion

Linking stock items between BigChange and Xero is crucial for maintaining accurate inventory and financial records. By following the outlined procedures, users can ensure seamless integration and efficient management of stock items across both platforms. Always verify stock levels and ensure data consistency to avoid discrepancies.