Quick start guide to creating a financial document in BigChange

BigChange enables you to generate various financial documents, including quotations, invoices, pro forma invoices, applications for payment, purchase orders, and statements of accounts.

This quick start guide will walk you through the fundamentals of creating financial documents.

For more detailed information on specific documents, please refer to the recommended articles.

Creating a financial document

Creating a financial document can be done in several places within BigChange depending on which document you want to create. For this guide we will create a financial document within a contact in the CRM.

Navigate to the CRM and select a contact. Once in the contact navigate to the

1. Financial tab
2. Select the Documents sub tab.
3. Select the +Add icon to start.

• Select the type of financial document by slecting one of the radio buttons. Depending on which document you select the options below will vary.

Seperate articles

Please select a link below for more information on your selected financial doument.

• Creating a quotation.
• Creating an invoice.
• Creating credit note
• Creating an application for payment.
• Creating a purchase order.
• Creating a proforma invoice.
• Creating a statement of account.

Adding Financial Line Items

• Select one of the following 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.

Financial Document Template

By default the template used will be the Standand template but you can also assign a custom build template by selecting it from the Template drop down list. Please refer to the article on creating templates for more information.

Other Options

1. Reference - Leave blank if you have setup auto referencing.
2. Delivery site - Delivery site for goods (if different to contact)
3. Quote valid for - Number of days the quote is valid for. This will be based on your default or customer specific quote validity (if setup).
4. First line of correspondence -
5. Note to clients - Please refer to the article on Notes to clients.
6. Internal note - This is just an internal system note.
7. Recurrence -
8. Custom Fields - Any quote custom fields that have been setup in Account setting will appear here, this will differ from company to company.

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.

• Select the three-line menu next to the line.
• Select Discount / Markup

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

• Tick the tick-box of the lines you want.
• Select the Selected items icon below.
• Select Discount / Markup.

.

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 drop-down list will only be viewable if VAT codes have been set up.
• The VAT amount and gross amount are automatically calculated.

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.