Creating Quotations in BigChange

BigChange allows you to produce Quotations within Sales Opportunities and later assign them to a job once accepted. This cohesive feature helps you manage and track Quotations efficiently. This article will guide you through the process of creating Quotations, adding alerts, and customising your financial documents with your logo.

Creating Quotations

Creating a quotation can be done is several places within BIgChange, such CRM, Sales opportunities, Contacts, Jobs etc. 

Navigate to:

• CRM in the top menu.
• Financial Documents.
• Select Add+.
• Tick the checkbox against Quotation and proceed to complete the form.

Adding Financial Line Items

• Select one of the folowing icons to add a financial item:
  
  1. Add item - This adds a bespoke line item, manually added. 
  2. Add predefined item - You can add a line from your predefined list,
  3. Add stock - You can add piece of stock from your stock and equipment.

Applying Discounts/Markups

When applying a discount/markup to an individual line item, the cost price, original selling price, and selling price with added discount/markup are shown to the user and amend in real-time.

1. Select the 3 line menu next to the line.
2. Select Discount / Markup

If you want to a discount or mark up to multiple lines in one action:

1. Tick the tickbox of the lines you want.
2. Select the 'Selected items icon below.
3. Select Discount / Markup.

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Entering Financial Details

• Depending on your financial package, you may see a Nominal code, a Department Code, or both. Enter the department code, usually used in Sage.
• Enter a description of the financial line item if you have selected the 'Add item' option.
• Enter the cost and selling price of the line item if you have selected the 'Add item' option.
• Enter the VAT code. The dropdown list will only be viewable if VAT codes have been set up.
• The VAT amount and gross amount are automatically calculated.

Sorting Line Items

• Select this option to sort the line items into a specific order by adding one or two parameters.

Adding Contact Information

• Add the Contact name. Depending on where you are in the system when you create the Quotation, this may auto-populate.
• If you start typing the search will bring up a list of contacts matchhing to select one.
• Select the document type - for our purposes here, select 'Quotation'.

Setting Quotation Validity

• Please refer to the article on Quotation validity.  This article will guide you through Defauly system validity and customer/contact specific validity.

Attachments and Activity Tabs

• The Attachments tab is for images, documents, and videos related to this document, e.g., an email or a Purchase Order.

• The Activity Tab displays a list view of all the document's related activities, together with a date/time stamp.

Quotation Fields

1. If you select on the 3 line menu (burger) icon, it will open a menu that allows you to:
   • 'Move up'
   • Move down'
   • 'Discount/Markup'
   • 'Delete' line items.
2. Ticking one or more of these boxes will add a conditional field icon 'Selected items'.
3. Change the quantity if required.
4. Nominal Code - These are setup in the Admin settings and should match your financal package such as Sage or Xero.
5. Department code - Enter the department code, usually used in Sage.
6. Description - Enter a description of the financial line item if you have selected the 'Add item' option.
7. Cost - Enter the cost of the financial line item if you have selected the 'Add item' option. This is the price you bought for for example.
8. Selling price - Enter the selling price of the line item if you have selected the 'Add item' option.
9. VAT Code - Select the VAT code from the dropdown list will only be viewable if VAT codes have been set up in Admin Settings.
   
10. VAT - The VAT amount is automatically calculated.
11. Gross amount - The gross amount is automatically calculated.
12. Sort items - Selecting this allows you to Sort the line items into a specific order by adding one or two parameters
13. Contact - Add the Contact name. Depending upon where you are in the system when you create the Quotation, this may have auto-populated.
14. Document type - Select the document type - for our purposes here, select 'Quotation'.
15. Template - Select the template the the PDF layout. 
16. Reference - Leave blank if you have setup auto referencing.
17. Delivery site - Delivery site for goods (if different to contact)
18. Quote valid for - Number of days the quote is valid for. This will be based on your default or customer specif quote validity (if setup). Please refer to seperate article.
19. First line or correspondance
20. Note to client - Please refer to seperate article.
21. Internal note - This is just an internal system note.
22. Recurrence - Please refer to seperate article
23. Custom fields - Any quote custom fields that have been setup in Account setting will appear here, this will differ from company to company.

Conclusion

Creating Quotations in BigChange is a streamlined process that allows for efficient management and tracking. By following the steps outlined in this guide, you can easily create, customise, and manage your Quotations. For further assistance, please refer to the BigChange Help Centre or contact support.