Purchase Invoicing

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Purchase Invoicing is a new Open BETA feature of the BigChange Job Management System, offering a seamless purchase invoice creation. With just a few clicks, you can create a purchase invoice, matching quantities and costs against the original purchase order. You can also upload a PDF of the supplier invoice, keeping everything organised.

What is Open BETA

Open Beta means that these features are still in the testing phase, and we've made them available to you for early use. While we believe they are functional and exciting, they might not be completely polished yet.

By using these features, you can help us make them even better! You might encounter some quirks or unexpected behaviour. Your input is incredibly valuable, and we welcome any feedback and suggestions you may have during this phase.

 

 

 

 

 

 

 

 

 

This article provides a detailed guide on creating and managing purchase invoices in BigChange. Understanding how to effectively use this feature can enhance your financial management, inventory tracking, and purchase order transactions.

What is a Purchase Invoice

A purchase invoice in BigChange is a document provided by a supplier to the buyer, detailing the specifics of a purchase. This invoice serves as a financial record for the goods or services acquired. When a company makes a purchase, it receives this invoice from the supplier, which outlines the quantities and costs involved.

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Why use a Purchase Invoices?

As part of our finance efforts, we are excited to introduce seamless purchase invoice creation within BigChange. With just a few clicks, you can create a purchase invoice, matching quantities and costs against the original purchase order. You can also upload a PDF of the supplier invoice, keeping everything organised.

 


Creating a Purchase Invoice

If you use the Xero or Sage Integration, before you can create Purchase Invoices, your systems administrator will need to make sure that the 'sync' settings has been enabled in 'Admin setting' to allow the syncing of Purchase Invoices to your financial package.

 

To create a Purchase Invoice:

  •  Navigate to [Top menu] CRM > [Side menu] Financial Documents

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  •  Select the Purchase Order you want to raise a Purchase Invoice against from the financial documents list view.

To be able to create a Purchase Invoice the Purchase Order needs to have been sent to a supplier either by 'email' or ‘Marked as sent to supplier’. PI- Sent to.png

Once the Purchase Order has been sent to supplier you will now see a new icon ‘Invoice’.

By selecting the ‘Invoice’ icon, the system will quickly add all the line items from the Purchase Order to the Purchase Invoice.

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Purchase Invoice details

 Invoice Number

In order to be able to process this Purchase Invoice you will need to add an 'Invoice number', in most cases will be the PI number provided by your supplier when they generated the invoice.

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Issue date

This will be given today’s date by default but you can select a different date by using the date picker.

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Due date

This will be given today’s date by default but you can select a different date by using the date picker.

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Line descriptions

Upon receiving your PI from the supplier you can amend any of the line item details such as nominal or VAT codes should you require. This can easily be done by using the drop-down lists for Nominal and VAT codes and selecting the Description field.

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Adding New Line Items

There are two option to add line items to your invoice:

  1. One-time items
  2. Predefined invoicing items.

To add a new line item, select the + Add item (icon) and then start typing, the system will search for any predefined invoicing items you have previously created and saved in the system.

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Add a one-time item

Should you require a custom line item (‘one-time item)’, type a description, and then select ‘Add one-time item’. 

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You will notice that the system will ask you to allocated a nominal code, price and VAT rate (these will be highlighted by a red box as they are mandatory).

 

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Predefined item

To add a predefined item:

  • select the + Add item (icon) and start typing and it will bring up any predefined invoicing items currently stored in the system as a selectable list.
  • select the one you require.

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Once you have selected your predefined item from the list it will pull details including nominal code, price and VAT rate as long as those details are already saved in the system against the predefined invoicing item.

Should you wish to add any predefined involving items to the system, this can only be done by a system administrator by navigating to: [Top menu] Profile (icon) > Admin settings > [Side menu] FINANCIAL > Predefined invoicing items.

 

Removing Line Items

To remove a line item:

  • select the three dots icon to the right of the item line. 
  •  select Remove.

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 Once you have created your Purchase Invoice you have 2 options:

  • Save & close
  • Approve for payment

Save & close Purchase Invoice

Save & close will save the purchase invoice so that you can come back and edit again before approving for payment.

Approving Purchase Invoices for Payment

Once you have created your Purchase Invoice, you can either save and close it for later editing or approve it for payment, which will then synchronise it through to Xero or Sage if you have the financial integration configured.


 

Retrieving a Purchase Invoice

To retrieve a Purchase Invoice:

  • Navigate to [Top menu] CRM > [Side menu] Financial Documents and located the Purchase Order you have raised the Purchase Invoice against.
  • select ‘Edit' (icon)

Please note should you select the ‘Invoice’ icon this will create a new purchase invoice.

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  • Select the ‘Purchase Invoices’ tab

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Here you will find a list of the purchase invoices created against this purchase order.

On this list view you will see the following information:

Invoice Number – Purchase Invoice number
Date – Purchase invoice creation date
Due date – Due date of Purchase invoice
Status – Where the Purchase invoice has been saved (received) or Approved for payment
Due – The balance of the Purchase invoice due.
PI - cols.pngColumn (icon) –

This allows you to toggle the columns visibility on and off in this list.

 

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By selecting the 3 dots (icon) you are able to Approve for payment from the list view of any purchase invoice in a ‘received’ status

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By selecting any purchase invoice in the ‘Received’ status you can go back in to edit it.

 


Purchase Invoice Extras

Purchase Order details and status

You can find details of the Purchase Order, your Purchase invoice is being raised against in the ‘Purchase Order’ window on the right.

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Purchase Invoice Activity (Audit Trail)

The 'Activity' window in a 'Received' status purchase invoice serves as an audit trail.

If you go back into a purchase invoice in a ‘Received’ status you will now see on the right an ‘Activity’ window, which serves as an audit trial.

 

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Admin Setting for Permissions

There are three permissions associated with purchase invoicing:

  1. Create purchase invoice
  2. Approve Purchase invoice for payment
  3. View purchase invoices

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These can only be amended/setup by a system administrator by navigating to [Top menu] Profile (icon) > Admin settings > [Side menu] Web Users > Roles

 


Xero/Sage Intergration

  • If you use Xero Integration, before you can create your Purchase Invoices, your system administrator will need to make sure that the 'sync' setting has been enabled in 'Admin setting' to allow the syncing of Purchase Invoices to Xero.

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  • If you use Sage integration, before you can create Purchase Invoices, system administrator will need to upgrade the Sage tool to the latest version on order to be able to sync Purchase Invoices to Sage.

 


Conclusion

Understanding how to create and manage Purchase Invoices in BigChange is crucial for efficient financial management and inventory tracking. By following the steps outlined in this guide, you can streamline your purchase order transactions and enhance your operations.

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