My saasu is the area in which your subscription and users are managed. We will cover some common questions asked regarding your subscription to Saasu.

Start Again

You may have been trying out Saasu for a while by entering some transactions and contacts to see how it looks and feels. Later when you are ready to subscribe to the paid version and get started you might want to start with a fresh file. The following help item explains how to start a new file ready for your real transaction and contact data.

Before starting if you plan to bring some data over from the file you were using to test out Saasu then you can do so by exporting what you need and importing it into your new file. This might be your Accounts and Contacts as an example. See the section in this help note about copying your file data will be of assistance in this case.

Deactivate your file:
1. Go to My Saasu > Manage Subscription
2. Find the file you have been working in in the Files listing. Press the Deactivate (Pause button) to the right of the file. This keeps the file in Saasu’s database but stops it being counted as a file your subscription because we restrict access to it.

Add a new file:

3. Click the Add file option above the list of files.
4. An option will become available for you to give each person access to the file from your user list.
5. At this point you can import data you want to use that was exported from the other file such as chart of accounts or contacts list.

Copying your file Data

You can export all your Accounts, Contacts and Items from your file so that you can import them back into a new file.

Export your Accounts, Contacts and Items from your old file
1. From the main menu choose View > Import or Export
2. Export contacts, chart of accounts and inventory items from this screen
3. When the listing appears for each save the Spreadsheet to your desktop

Create your New File

4. Go to My Saasu > Manage Subscription
5. In the list of Files use the pause button to deactivate your old file (or create your new file using the add link)
6. Go into the new file by clicking on My Saasu and then clicking on the new file
7. From the main menu choose View > Import or Export
8. Import contacts, chart of accounts and inventory items from this screen
9. In each case select spreadsheet (CSV) from the menu and then search for the Accounts file on your desktop

You can migrate some information
We are working on making this a complete process. At present Opening balances, Bank Accounts and Payroll information will need to be manually re-entered into your new file.

Creating a Master File as a Template

Create export spreadsheet (CSV) files for your Accounts, Contacts and Inventory Items lists. When you create each new file import these into it. You will then need to set your settings and enter opening balances (if an existing business).

Beta Release Features

• The notice to clients (on sign in or where new features appear) to let you know we don’t provide full support yet but you are still welcome to start using the service.
• Primarily for general small business accounting (general ledger, accounts payable, accounts receivable, journals, invoicing, employee list, client list, prospect list, supplier list etc) but can be used for larger businesses.
• Local consumption based tax (also known as GST/VAT) is supported for each zone but is simplistic in the sense it does know your local country base rate but does not know if you have special rates applied to certain types of goods yet.
• Payroll is still using Australian descriptions, if you calculate your own taxes etc you can use this function but we would not actively encourage it because when your local payroll settings are introduced your itemised payroll history will be inconsistent.

Data Access For Legal Proceedings

Disclaimer; The foregoing does not constitute legal or other advice. The options set out must be assessed in the context of your own particular circumstances.

Circumstances may arise where Saasu client information is required to be produced under Order of due legal process. Subject to all applicable laws binding upon Saasu, and to our Privacy Policy, Saasu will act only in accordance with Saasu client authority. Subject to verification, authority may only be given directly by the Saasu client or an authorised legal representative of that person. There are a few different ways open for you, the Saasu client, to produce this information yourself by printing reports as PDF’s, Exporting data and/or providing free read only access to a legal, financial or accounting advisors. Data can only be viewed but not edited.

Transfer files between Subscriptions

Saasu requires the following before transfer of files can take place between two or more subscriptions:

• The ‘To’ and ‘From’ subscriptions should be paid subscriptions. If any of the two parties does not own a paid subscription, they need to upgrade their’s first to Paid.
• Any required changes to the paid subscription plan the file being transferred to should be met before transferring files. Eg: Upgrade of file license of the ‘To’ subscription if the limit has been reached in order to transfer the new files.
• The compiling and delivering of accurate information is entirely the responsibility of the subscription owner. Saasu will not contact either party involved in a transfer. Both parties should inform Saasu that they authorize for the transfer to take place. Once Saasu has authenticated both parties involved in the transfer and confirm their status, the transfer will take place and both parties will be informed of the result.

Merge Files

Saasu doesn’t have a merge files feature as yet. Not many accounting systems have tackled this problem due to the difficulty in handling duplication which occurs when moving data. i.e. handling Contacts, Accounts, Items, etc that may be slightly different between the files but in the real world may be exactly the same thing. The system would need complex rules bordering on intelligence to handle the merging well as a single clean process. Thus you don’t see this as a feature in most accounting software packages, instead you tend to see three approaches people take as follows:

Export then Import Method

In this approach you export data from one file and import it into the second file after cleaning and aligning the data. In Saasu you can take this approach of exporting your data into Saasu.csv files and importing them back into your other Saasu file. You would then need to apply payments to all your Sales/Purchases etc that your imported and then get those Bank Accounts used for payments reconciled again as that isn’t covered in our import methods. You would need to run Tax, P&L, Trial balance and Ledger reports in both systems and be sure that the combined totals matched the end result to be sure the financials are accurate (amongst some other checks you should discuss with your Advisor before doing this). This method might also involve locking the files of from general use by other people who have access to your file so that your aren’t trying to reconcile a moving feast. You would typically move the small file into the larger to reduce the risk.

Re-keying Data Method

If your file is up to a few thousand transactions it may be simpler to have your accounts people or a bookkeeper re-key. This might be an old fashioned way but sometimes they are the best.

Closing to Opening Balances Method

Another option is to close of one file at year end and enter the closing balances into a journal into the main file as a single Journal entry. Then you only need to refer to the old file occasionally. You could also get a bit clever and enter a journal representing each monthly, quarter or annual change. Then your multi-year reports in your main file will have carried over results and make more sense historically.

Change in Business Legal Structure

Sometimes businesses start as sole traders or partnerships and later change to a Company or Corporation. To handle this situation in Saasu:

1. Add an extra free file to your subscription – go to My Saasu > Manage Subscription and click Upgrade. Add an extra free file and check out for $0.
2. Export your Contacts and Chart of Accounts files from your original Saasu file. Go to View > Import or Export to do this. Then import these in to your new file.
3. If you have opened a new company bank account and made an initial deposit then go to Add > Account to setup your new bank account. e.g. Asset: Rocketimo Business A/C. Enter this deposit via Add > Journal. DEBIT the Asset: Rocketimo Business A/C and CREDIT a Loan: Directors Loan payable (or other ways are used for this such as Capital Investment Equity: Shareholders Capital).
   NOTE – There are many choices for this entry and they have different tax implications so seek specific advice from your Advisor.
4. When you are ready to start trading in your new file. Convert your original file to free in the Manage Subscription area and set your new file to be the Paid plan.