Consolidating Invoices in BigChange

In BigChange, you can consolidate multiple invoices raised against the same Parent contact or a specific contact into one invoice document. This feature is particularly useful for invoicing jobs over a given time period rather than for specific jobs. This article will guide you through the steps to consolidate invoices.

Accessing Financial Documents

• Select CRM in the top menu.
• Select Financial Documents from side menu.

Selecting Contacts and Filters

• Choose the contact or parent contact.
• Select whether to include sub contacts.
• Optionally, filter by job types the invoices were created against.

You can only consolidate documents for a single contact. Please choose a contact in the filters.

1. 1. Set the required date range.
   2. Set the Document Type to Invoice.
   3. Set the Status to Not Sent.
   4. Set the State to Not cancelled.

Consolidating Invoices

• Once the list displayed is correct, select the Consolidate icon.
• A new popup window will open.

Choosing Consolidation Options

From the popup box, select one of the three options available:

• • 'Import each line item from the selected documents as a line item on the new invoice'.
    • This option will copy over each individual line from each invoice onto the new consolidated invoice.

• • Create one line item per document selected.
    • This option simply takes the total from each invoice and adds as line items on the consolidated invoice. Using this option, the individual lines will not be viewable.
    • If you select this option you will be presented with some keywords which can be used to add certain detail to your line items, such as dates, Order number, job number etc.
• 

• • Send consolidated documents by email to the selected contact.
    
    • This option attaches a consolidated invoice to the email editor so invoice can be sent direct to the Contact.

Once the new consolidated invoice is saved the old documents will be marked as cancelled

Creating the Financial Document

• From the 'Create financial doc' popup, check the line items are displayed as required.
• Leave the 'Reference' field blank; it will auto-populate. Reference prefixes can be customised by selecting:
  • Fill in details such as the bank account and the payment terms if required.
  • Choose a template.
  • Select Save.

Handling External Packages

• If your BigChange system is configured to be generated by an external package, such as Sage, the prefixes may be pre-determined.

Cancelling Original Documents

• The original documents are then cancelled to avoid duplication, and the new consolidated invoice is created.
• Cancelled invoices are highlighted in grey for easy identification.

• If a user selects a cancelled invoice at a later date, they will see a red banner advising that the document was cancelled and the date of cancellation.

Conclusion

Consolidating invoices in BigChange is a straightforward process that helps streamline your invoicing for a given time period. Follow the steps outlined above to ensure your invoices are consolidated correctly and efficiently.

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