My Saasu

My Saasu is the area in which your subscription, the files you have, your users and their access levels are managed. This area is only accessible if you were the original subscriber or were granted an access option called "manage subscription"

Adding a New File

Saasu bills you a pro-rata amount to your next subscription expiry when you upgrade for new files. All your files are kept on the same expiry in a Saasu Subscription.

To add a new file to your subscription:

1. Go to Manage Subscription
2. Click the Upgrade link in the top left.
3. This will take you to the Checkout page.
4. Use the add option to add additional files to your subscription.
5. File in your payment details and checkout.

File Name

After signing up you can change your file name and/or subscription name at any time. The file name is used to identify your business/company/org or the individual person who has financial records held in this subscription and the first file in this subscription. Note that:

• When signing up we also use the file name for the subscription name.
• Each subscription can have multiple files within it.
• Each user can access one or more files in one or more subscriptions.

File ID

Your File ID that represents a Business File in Saasu is a unique number that we use to identify all the activity that relates to a particular Business File (Tax Entity). Saasu’s webservices (API) uses File ID’s and Web Services access keys.

How do I find my File ID?

1. Click on My Saasu > Manage Subscription.
2. The Manage Subscription page will appear
3. Scroll down to the list of Files in this page
4. The first column of the table for your list of files will have your File ID

Merge Files

There are three approaches you could take to merge files.

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 you 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 off from general use by other people who have access to your file so that you 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 method but sometimes those are the best.

Closing to Opening Balances Method

Another option is to close off 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.

Transfer Data between Files

You can export all your Accounts, Contacts, and Items from your file so that you can import them back into a new file. You can do this from the View > Import and Export area.

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).

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, you can do this by exporting what you need and importing it into your new file. This might be your Accounts and Contacts for example. See the section in this help note about copying your file data.

1. Deactivate your File

1. Go to My Saasu > Manage Subscription.
2. Find the file you have been working in in the Files listing.
3. Select 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 in your subscription because we restrict access to it.

2. Add a New File

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

3. 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.

4. Create your New File

1. Go to My Saasu > Manage Subscription.
2. In the list of Files use the pause button to deactivate your old file (or create your new file using the Add link).
3. Go into the new file by clicking My Saasu and then clicking the new file.
4. From the main menu choose View > Import or Export.
5. Import contacts, chart of accounts, and inventory items from this screen.
6. In each case, select spreadsheet (CSV) from the menu and then search for the Accounts file on your desktop.
   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 Accountsfiles from your original Saasu file - Go to View > Import or Export to do this. Then import these into your new file.
   3. If you have opened a new company bank account and made an initial deposit, go to Add > Account to set up 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.
   • 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.
   • The To and Fromsubscriptions 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 is being transferred to should be met before transferring files. For example, 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.

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.

Transfer Files between Subscriptions

The receiving Subscription administrator should check that the appropriate access roles are available before Saasu begins this process.

Here’s the procedure to follow in detail:

1. Saasu requires an email request from the Administrators email address of the original subscription citing the subscription that the file(s) should be transferred to. Email accounts@saasu.com with “I approve for XYZ Advisors to manage my file ABC Ltd.
2. When the request is received by Saasu we email the Advisor to let them know and we schedule the move to occur in the month that the businesses subscription expires.
3. The advisor will be billed for that whole month the transfer occurred even if that client file was migrated part way through that month. There is no credit for the part month. We regard this as helping us cover our costs in moving the file between subscriptions.

I can’t wait for the next expiry date for this transfer to occur.

If you want this transfer fast tracked then you forfeit any in advance subscription payments on the old subscription. SIgn up for the new subscription using a new email address and then just let us know you want a fast track transfer.

Tax or Legal Structure Change

Sometimes businesses start as sole traders or partnerships and later change to a Company or Corporation. To handle this situation in Saasu you may need to create a new file and run two files in parallel. When you are finished with the old file you can deactivate the file from the Manage Subscription area (Pause icon) so that you aren’t paying for two files. Saasu holds the data for seven years so if you need to access it again in the future start paying for an extra file and you can reactivate it.

Data Access for Legal Proceedings

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.

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.