Integrating BigChange with Xero: Setup and Synchronisation Guide

A new screen will now open within BigChange, which will determine the form of integration between the two systems, so please take special care when completing it.

You will note the Xero disconnect button underneath the menu title.  This will send a delete request directly to the endpoint.

1. Enter the licence in the text box provided and select verify.
2. The email address is used to record the person or persons you wish to receive emails. For multiple email addresses, separate by a comma.
3. A linked user with full administration rights is required by the system for access to the BigChange features when saving contacts, creating invoices etc.
4. Xero provides up to two tracking categories which are analysis codes used on the transaction line. To utilise the tracking categories, simply import the tracking category codes into BigChange. Please note, these can be added after initial setup if required.  The tracking category names appear as column headings on your financial documents and appear on each transaction.
5. Use the available checkbox to choose which feature(s) you would like to synchronise.
6. Decide whether you wish Contact records to be synchronised from BigChange to Xero or from Xero to BigChange and the contact group(s) for the contact records that you wish to synchronise.
7. The generate account reference option enables users to create a contact in BigChange and automatically generate an account reference of the desired format. The contact reference format takes a sequence of letters from the contact name and appends a numerical sequence to it eg DAR0001 for Darlington International.  If this option is not selected, the user will be responsible for generating a unique reference no. manually and for setting the account type to 1 for Xero.
8. When working with Xero tax codes, you must import the tax codes using the option provided and choose the tax codes that are appropriate to the tax type – Sales or Purchases.
9. As there is no currency defined against the contact record, the default currency option is used when creating a contact record. When creating invoices, credit notes or purchase orders, the currency is defined against the transaction.  It is important to note that if using multiple currencies, the currency must also be set up in Xero.
10. To match Xero, a user can define the status of invoices/credit notes and purchase orders by choosing the option that suits them. It is important to note that when choosing draft or submitted for Invoices, payment can only be recorded against an invoice once it has been authorised.
11. This is a numerical field, used to add a number of days to the purchase order date. Select the number of days you wish to add.
12. The default nominal (account codes) are used when processing invoices, credit notes and purchase orders. These codes work in conjunction with the tax code and are used when no nominal code is specified against a transaction.   In the same way that any nominal code is setup in BigChange, the default nominal code must also exist in Xero. Select from the drop-down menu. Note, these can also be imported by selecting the Import Xero Nominal Codes button.
13. The field updates the contact reference with the account reference. Note, the contact reference field is only used to provides a visual and search function, it has no impact on the synchronisation if changed. Simply select from the drop-down menu.
14. The software will use the default bank account for processing payments against invoices when a bank account has not been specified against the transaction. This is important to consider when processing foreign currency transactions and payments from BigChange.

Conclusion

Integrating BigChange with Xero streamlines your financial processes by ensuring data consistency and reducing manual entry. Follow the outlined steps to set up and synchronise your systems effectively. For further assistance, refer to the setup and syncing video or contact support.

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