Importing Contracts into BigChange

  • Updated

Importing contracts into BigChange is a streamlined process that allows you to efficiently manage your contract data. This guide will walk you through the steps to import contracts using various templates available in BigChange. By following these instructions, you can ensure that your contract data is accurately and effectively integrated into the system.

The Import Hub in BigChange

Accessing the Import Hub

  • Navigate to the top menu and select Account settings.
  • Go to Settings.
  • From the side menu, select Forms.
  • Choose Imports. You can also access it directly via this link: Import Hub.

Import Hub 1.png

 

Import Templates

BigChange provides four contract import templates. Each template serves a specific purpose, and we will explore each one in detail:

  1. Contracts: This allows you to import existing contracts into BigChange.
  2. Contract line items: This allows you to import multiple line items on to your invoice at setup. 
  3. Contracts (ad-hoc): This allows you to add a one off contract that will invoice based on the financial lines within the contract
  4. Contracts (values from jobs): This allows you to set up a contract that will periodically invoice based on the financial lines within all Jobs associated with contract. 

 

Contracts Import

This import creates contracts based on the data within the imported spreadsheet.

  • Select Download template (.xls) to obtain the latest version of the template.

import con 2.png

  • Open the Contracts import template spreadsheet.
  • There are 3 tabs.
  • Populate the following tabs with your data:

(1) Contracts Tab

  • This tab contains information stored on the General tab of contracts setup in BigChange.

import con 8.png

  • On the import spreadsheet - Columns A - K and lines 1 & 2 are pre-populated with headers and example data (delete line 2 before importing).

cont9.png

  • Hover over the red triangles in the top right corners of each column for explanations.

import con 7.png

  • Enter your contract data into the spreadsheet.

(2) Invoicing Periods Tab

  • This tab includes information such as start date, recurrence, invoice template, and bank account.

import con 9.png

  • Line 1 contains column headers, and line 2 has example data (delete line 2 before importing).

import con 10.png

  • Populate the spreadsheet with your contract data.

(3) Invoicing Period Line Items Tab

  • This tab focuses on the financial lines of the invoice.

import con 3.png

  • Line 1 contains column headers, and line 2 has example data (delete line 2 before importing).

import con 11.png

  • Enter your contract data into the spreadsheet.

 

Contract Line Items Import

This import creates contract line items on the invoice at setup based on the data within the imported spreadsheet.

  • Select Download template (.xls) to download the latest version of the template.

import con 1.png

  • Follow the same process as the above Contracts Import to populate the spreadsheet with your data.

This import cannot be done through the Import Hub. Instead, it needs to be imported directly into the invoicing period of the invoice you are currently setting up. To do this, navigate to the invoicing period of the contract where you want to add the line items, and select the "Import Line Items" link.

cont imp 1.jpg

 

 

Contracts (Ad-hoc) Import

This import creates a one off contract that will invoice based on the financial lines within the imported spreadsheet.

  • Select Download template (.xls) to download the latest version of the template.

import con 3.png

  • Open the Contracts import template spreadsheet.
  • Populate the following 2 tabs with your data:

(1) Contracts Tab

  • Contains information stored on the General tab of contracts setup in BigChange.

import con 8.png

  • Columns A - K and lines 1 & 2 are pre-populated with headers and example data (delete line 2 before importing).

import con 14.png

  • Hover over the red triangles for explanations.

import con 7.png

  • Enter your contract data into the spreadsheet.

(2) Contract Line Items Tab

  • Focuses on the financial lines of the invoice.

import con 3.png

  • Line 1 contains column headers, and line 2 has example data (delete line 2 before importing).

import con 15.png

  • Populate the spreadsheet with your contract data.

 

Contracts (Values from Jobs) Import

This import creates contracts based on jobs between invoices with specific values.

  • Select Download template (.xls) to download the latest version of the template.

import con 4.png

  • Open the Contracts (values from jobs) import template spreadsheet.
  • Populate the following 2 tabs with your data:

(1) Contracts Tab

  • Contains information stored on the General tab of contracts setup in BigChange.

import con 12.png

  • Line 1 contains column headers, and line 2 has example data (delete line 2 before importing).

import con 13.png

  • Enter your contract data into the spreadsheet.

(2) Invoicing Period Line Item Tab

  • Focuses on the financial lines of the invoice.

import con 3.png

  • Line 1 contains column headers, and line 2 has example data (delete line 2 before importing).

import con 11.png

  • Populate the spreadsheet with your contract data.

 

How to Import the Spreadsheet Template

Three of the four contract imports can be imported from the Import Hub found in Forms.

    1. Contracts.
    2. Contracts (ad-hoc).
    3. Contracts (values from jobs).

The fourth Contract line items import needs to be imported directly into the contracts invoicing period.

          4. Contract line items.

cont imp 1.jpg

Select the Import button next to to the Contract import type.

import con 9.png

You will then see a popup where you can choose whether to use a blueprint and decide if you want to import the spreadsheet file or simply validate the data.

import con 5.png

Validating Contract Data Before Importing

Selecting this option guarantees that all data is accurate and complete before importing, thereby preventing errors. By selecting this option and uploading your import file, the system will perform a test import of the data and notify you of any potential errors, allowing you to address them before the actual import.

By selecting "validate data only," no data will be imported.

 

import con 6.png

 

Importing file

Once you have validated all the data within the import file, you are ready to proceed with the import.

Select the "Import file" box, then choose the "Select an Excel file containing data to import" link. This will enable you to locate and select the saved Excel file.

import con 10.png

Depending on the number of tabs within the spreadsheet the next screen will display something like this depending on the number of data rows.

For this example we are using the Contracts import which contains 3 tabs:

  1. Contracts
  2. Invoicing Periods
  3. Invoicing Period Line Items

import con 11.png

When you are satisfied that the data aligns correctly with the headers, select the Import icon located at the bottom of the popup.

import con 12.png

You will then receive a notification indicating that the import is being processed. Additionally, you will see a blue "Import in Progress" screen, which will change to green once the process is complete or yellow if any errors are detected.

import con 13.png

 

Import Progress Statuses

import con 15.png

import con 14.png

import con 16.png

 

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