Synchronising Payments from BigChange to Xero

  • Updated

Understanding Payment Synchronisation

Payments can be synchronized in only one direction: either from BigChange to Xero or from Xero to BigChange, but not both.

  • Payments are drawn from either the default bank account set up in BigChange or a specified account on the invoice.
  • Payments must be recorded correctly to ensure successful synchronisation.

Recording a Payment

  • Navigate to CRM in the top menu.
  • [side menu] Financial documents
  • Select a financial document from the list view.
    • Select Mark paid [icon].

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  • Alternatively, from inside the invoice windown itself:
    • CRM
    • [side menu] Financial documents
    • select the document from list view 
    • Edit
    • Select the Payments tab
    • Add
      • Fill in the Record a payment popup
    • Save will also mark invoice as paid.

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Foreign Currency Payments

  • When a payment is made in a foreign currency, the Xero invoice will display the currency exchange rate and usual payment details.

Payment Restrictions

  • Payments cannot be made against invoices not synchronised with Xero.
  • Attempting to pay unsynchronised invoices will result in an error.
  • Payments cannot be made if:
    • The invoice is not marked as 'authorised'.
    • The payment exceeds the invoice value.
    • The payment currency does not match the invoice currency or the company's standard currency.

Fully Synchronised Invoices

  • A fully synchronised invoice will display correctly in both BigChange and Xero.
  • Payments cannot exceed the invoice value but can be made for amounts below the total, allowing for part payments.

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Viewing Part Payments

  • Part payments can be viewed in the Payments tab of the invoice.

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Conclusion

Synchronising payments from BigChange to Xero requires careful attention to detail, ensuring invoices are authorised and currencies match. By following the outlined steps, you can efficiently manage payments and avoid errors. For further assistance, refer to the BigChange Help Centre or contact support.

 

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