Documents

Print a new Sale or Purchase

1. Complete the details of the invoice.
2. Save your changes - This will save the transaction and display the options such as Print/Save PDF and Email PDF.
3. Click the Print/Save PDF icon link – A window will open and load a PDF version of the invoice optimized for print. You can print the PDF document from this window by clicking the print icon. You can also save the PDF to your hard drive by clicking the save icon in the window.

Print an old Sale or Purchase

1. Open the Sale or Purchase list to find the required transaction – To do this, you click the edit icon beside the sale or purchase in the main menu.
2. Locate and select the transaction in the list - If there are lots of transactions, use the filters at the top to locate the contact you want to print a sale or purchase for. Then click Show to reload a fresh list for this particular contact.
3. Click the edit icon to load the sale or purchase you want to print.
4. Click the Print/Save PDF icon link – A window will open and load a PDF version optimized for print and email. You can click the print icon to print the PDF document from this window. You can also click the save icon in this window to save the PDF document to your hard drive.

I’ve added an invoice but the options for printing and payment aren’t shown – Why is this?

You need to save the invoice before the options will display. You will then see options to apply payments, print, and email your invoice.

Emailing Sales, Purchases and Statements

In Saasu you can email Invoices, Purchases, Estimates, Payslips, Remittances and several other documents as an email/email with PDF attachment. Saasu isn’t a full email system in itself, nor is it designed to replace your own email system. However, for your convenience, it does enable you to email directly.

Email Archive

You can use Saasu to send a sale to a contact and keep a copy of what was sent. To do this, you simply include your email address in the BCC(Blind Carbon Copy) field. A copy is then sent to the Bcc-specified email account when the email is sent to the customer.

Create an email address that you blind carbon copy all your emails to (eg outgoing.sales@saasu.com). This email address will function as an audit trail/repository for outgoing correspondence.

Emailing transactions from Saasu (setup)

You can email Sales, Purchase, Quotes and Statements from Saasu:

1. Select View > Templates.
2. Click the template name you wish to set up – It will open it in edit mode.
3. Select the Email tab.
4. Fill in the fields as required. Note that you can use the Merge fields link if you wish to auto-populate information in your emails.

Once you have created and saved the transactions, the Emailoption becomes available. You can use this to email directly from Saasu (instead of from your own email software). For example, you can send a sale to a contact while retaining a copy of what was sent by including your email address in the Bcc (Blind Carbon Copy) field. When you do this, a copy is sent to the specified email account and you also have a record of the email in your own email program.

You can also email from your own email account – Click the Print/Save PDF icon link in the Sale or Purchase screen. (You will need to do this after you have created and saved the sale as the option won’t display until then). The PDF will load in Adobe Acrobat. You can save a PDF copy of the invoice to your computer and then email the PDF as an attachment on an email sent from your chosen email program.

Email Templates

You will need to set up your email template before emailing sales and purchases. To do this: 

1. Select Settings > Templates > Sales.
2. Click Add.
3. Select your preferred template type.
4. Enter the required details.
5. Tick the checkbox at the bottom to make this template the default email template for this template type.
6. To email a sale or purchase, you must have saved it first. Otherwise Saasu hasn’t generated the transaction completely. Once you have saved the sale or purchase, click Email PDF.

Saasu doesn’t send from your Email Account

The email invoice won’t save in your Sent Itemsfolder because the online accounting email function is completely independent of the email software on your hard drive (eg Microsoft Outlook Express). It has to be that way otherwise you would be tied to using a particular computer when doing your accounts and sending invoices via email using your online accounting file. However, you can use the BCC or CC field in the online accounting Email Invoice screen to easily keep a copy of this email. When you do this, you are effectively using an email account of your choice to store your emailed invoices.

For example, you can BCC a copy to accounts@sample.com so that the invoice you create and send via online accounting is stored in that mail file, which happens to be in Microsoft Outlook Express. It is important to ensure you back up your email file where you store these emails because the online accounting application doesn’t keep copies.

Sending via your Email Account

Saasu supports emailing an invoice directly from the online accounting engine, but you can also email from your own email account. To do this: 

1. Save the sale (in PDF format) to your computer desktop.
2. Use your preferred email application to send this PDF to the customer.

Automated Statements

Saasu is about helping you look professional, saving you time, and bringing cashflow forward. The Automated Statement feature lets you set rules for sending statements automatically via email. You can also apply these rules to individual contacts or groups of contacts.

Saasu lets you choose the Templates (or create one) to use when you send statements.

To use the Automated Statements engine:

• Payment Reminders
• Sending Monthly Statements
• Statements for tracking Loans/Finance
• Subscription Billings
• Renewal Requests
• Facilitating Debt Collection

How to use Automated Statements

Contacts – Set your statements to run for a specific contact or contact group. Use the Add link to add a new contact group.
Rules – Send statements to contacts who are:

• Non-zero balance contacts – These are generally customers who are in your Accounts Receivable list.
• Overdue by a certain number of days – This lets you give people a bit of leeway and not chase them unless they are overdue by a certain number of days.
• With any sales or payments in the statement period- This lets you send a statement to a contact if they have had any activity at all. It’s similar to banks sending you a statement that reflects any activity that has occurred.

Frequency – Set how often you want to send the statements – You can set the sending day and period for the statement to suit your billing and business model.
Template – Add an email template and check it using the Preview feature.
Next Run – We will let you know when the next email run occurs.

List of Automated Statements

The list of automated statements provides a summary of the various statement runs you have set up, when they will be sent, and what the basic rules are for sending them.

How do I exclude Contacts?

To exclude a contact from your statements run, just go to their contact record and untick the Auto send statement checkbox.

My customer has paid me since month end and will receive a statement saying they owe me money?

Sometimes there is some delay with your automated statements to allow yourself some reconciliation time and to be sure you have your accounts balanced at month-end before issuing your automated statements. This can create an issue where you may have set your statement period to be the previous month or quarter. However, since then your customer has made a payment and will now receive a statement suggesting they still have a payable account with you.

The key points for billing models like this is that you need to clearly identify the statement period (which Saasu does for you) and include a courtesy statement identifying this in some way. Businesses such as Telco’s and credit card companies handle this by including a note such as Please ignore the payment amount/request if you have made a payment since the Statement date.

It will help to keep the gap in days between the statement period end and the date of issue short. However, different businesses need different amounts of time for month-end reconciliations and/or mailing time.

Email Deliverability

If you often use the sales or purchases feature in Saasu, you may come across instances where a sale or purchase has not been emailed to a contact during your attempt, or in the case of automated transactions during the last run of the transaction.

Certain email agents validate the email address of the sender (eg john@hotmail.com) against the domain and email address of the sending email agent (Saasu in this case). If they don’t match, the recipient email agent might reject the email (thinking it’s not valid) and may mark it as spam. If this happens, you will find error messages against the automated transactions explaining the reason the email did not get through or failed to send.

All this depends on how the receiving email agent’s policies are set up for receiving emails. Most organisations take steps to tighten the security of their email servers. Their policies can be quite strict on how emails are validated before these are delivered to their recipients’ email accounts.

We report the error based on the information our mail server receives. Sometimes that information is not very useful. We also don’t attempt to interpret the problem because that can cloud your investigations.

SPF Records – Increasing Deliverability

You can add an SPF record to your DNS entry for the domain name you usually use for email. This has the effect of authorising us to send emails on your behalf. If you already have an SPF record set up for other email service providers, you would need to add Saasu’s SPF record too. This is because adding one SPF record usually requires you to add all 3rd-party services that send email on your behalf.

Saasu’s SMTP server is smtp01.saasu.com

SPF Record examples (please check for your specific circumstances):

v=spf1 mx include:smtp01.saasu.com ~all

Troubleshooting

This is usually when the recipient’s email server won’t even engage the Saasu mail server because the sending name and email don’t match the sending server’s domain. We are sending the invoices via Saasu.com while the email has your name and email address heading it. Some strict servers might treat this as spam or spam-like. Ask the recipient to add *@saasu.com to their friends list (also called a whitelist in some systems).

Recipient’s Email Account is Full

Notify the recipient and resend manually from the relevant transaction screen.

Bad Email Address

Check that the recipient hasn’t left or changed roles in their organisation.

Ensure your email address doesn’t include a typo. You may have misread or mistyped a character in the email (eg the number one is often confused with lower case letter L).

Recipients Server is Declining the Email

Ask the recipient to add *@saasu.com to their friends list (also called a whitelist in some systems).

Emails to Hotmail addresses won’t deliver

To prevent emails landing in a Hotmail “Junk Mail box”, your users, customers and employees need to have both saasu.com and your own organisation’s domains added to their “safe senders list”. There are two ways to do this:

1. Once you have logged into your Hotmail account, click options on the right beside the ? icon and choose More options. In the Junk e-mail section of the screen that displays, click Safe and blocked senders. Add saasu.com and the domain that you will use to send payslips or invoices from.
2. Ask the users, employees, and customers you are sending emails to, to go to their junk mail folder, click the email from you, and mark it as safe.