Settings

User (My Personal User Information)

Email
The email address you provide must be a valid and operational email address. We will be sending an email confirming your address before it is activated for use in Saasu. Please double-check that the address you have entered is correct before continuing.

Password
If you want to change your password you can do so by clicking Settings > User Profile and entering it in the boxes provided. Your password must be between 6 and 20 characters. Password is case-sensitive. Never share your password. If a password is shared and two different logins occur at two separate locations at the same time we may lock the user account as a security measure.

Mobile
Upcoming SMS features and notifications will require your mobile number.

Support/Account Identification Question
If you need to call Saasu with a support or account inquiry we need some way to verify your identity (this is to ensure that someone else can’t ring us up and pretend they’re you). Please choose a question from the list provided (this is the question we will ask you if you call us), and enter in your answer in the box on the right.

Powered By Saasu
Your invoices will by default show ‘Powered by Saasu’ but you can switch this off by going to Settings (for this file), and underneath ‘Sales’ section, towards the right, untick ‘Show “Powered By Saasu”.

Subscription

In this page you can manage the subscriptions you have access to control.

Click on the subscription name to drill into the detail for that subscription. From the Manage Subscription page you can then add, remove and invite users. Add and remove files and control access levels using Roles.

File Identity

Where: Cog icon>Settings>File Identity

This screen allows you to change the details for your organisation. This information is used in various reports, emails and PDF files throughout Saasu, including Payslips, Invoices and Adjustment Notes and Payroll Remittances.

GST/VAT Tax Registration

If you are registered for a Consumption Tax, you should tick the ‘I am registered for tax’ check box and enter the date from which you were registered in the associated field. The date format is dd/mm/yy (Day/Month/Year).

Once you have set this information, Saasu will not allow you to enter a transaction with a tax code when the date that of the transaction is less than what you have specified here.

If you have never registered for tax, leave this check box un-checked.

If you un-check the ‘I am registered for tax’ when you have previously entered transactions with tax codes assigned, or you change the date to a value later than the date of first transaction you have entered with a tax code, a warning will appear to make sure this is what you wanted. You should only do this if you have previously registered for tax, but have since unregistered.

Change in tax status

If you have previously registered and since unregistered for tax, and you need to edit a transaction during the period that you were registered, you will need to temporarily tick the ‘I am registered for tax’ check box and enter a date into the associated field to enable you to save the transaction with the correct tax code. Once you have finished editing the transaction, be sure to un-check this option.

Tax Codes

You can create and manage your own tax codes in Saasu. This enables people all around the world to customise Saasu for their specific needs even if we don’t support the particular Zone. Always check with your accountant as for the suitability of Saasu for your specific circumstances.

Adding a New Tax Code

  1. Go to Settings > Tax Codes.
  2. Click the Add link directly above the Tax Code listing.
  3. Fill in the details (see Code Setup below)
  4. Save and close the Tax Code Add/Edit screen
  5. Check the code appears where you expect it to and that it’s behaviour is accurate. Check it geneates the correct amount of tax for a given Amount of pre or post tax money in a transaction.
  6. Once you start using tax codes you can edit them but not necessarily the Rate% because it would affect all transactions so the previous step is very important.

Tax Code Required Fields

Code – The short code you will see in Tax Code drop down lists.
Description – The longer description which explains what the code is for.
Rate % – The total percentage of tax that will be calculated basis a pre or post tax amount entered into Saasu transaction screens.
Account – The Account where tax will be placed in the Ledger.

Tax Code Optional Fields

Visible on sales – Only show this Tax Code on Sale transactions
Visible on purchases – Only show this Tax Code on Purchase transactions
Share – Allow Saasu and other Saasu users to see this code so they can use it for their own accounts. This also has the advantage that we may check it’s validity for you and report back if we find anything unusual. Once enough people create a similar code it may become a standard code for the Zone it has been created in.
Notes – allow you to jot down anything important you need to remember about the Tax Code you have created for yourself, your advisor’s and other users.

Tax Code List

With this screen you can see you Active, Inactive or All tax codes in your file. This screen displays a listing based on the Zone you chose when you first setup this file. Different Zones have different tax code lists.

Webservices

This screen displays your specific User base API Key and your File ID. You use these when you need to connect Saasu to 3rd party applications. Developers can refer to Saasu’s API documentation for full details regarding using API keys. If you aren’t a developer or aren’t familiar with the use of API keys we recommend you find a Saasu Technical Partner or raise a ticket with Saasu service desk to find out which Saasu Technical Partner is suited to your needs.

Transactions

Warn/Lock transactions for a date period

It is important that you don’t accidentally change transactions that have already been reported to external parties (such as your government for tax reasons). If you would like to be warned if you are adding or changing a transaction that occurred before a certain date (e.g. the date you submitted your end of financial year), you can enter the date here. If you do not want to be warned, just leave the field blank. The second date for transactions ‘after’ a certain date has been provided to allow only entry within a fixed date range. It is also useful in preventing typing errors resulting in transaction being entered as 2018 instead of 2008 as an example. The settings are for all Users for your File (not all files in your Subscription if you have many businesses). To prevent Users unlocking the period you need to have a User Role assigned to the people you don’t want making any changes that doesn’t allow them to change the Settings area.

Settings screen Transaction section - Locking your file

Set a default transaction date

You can check the box that says ‘Use today’s date when adding transactions’ if you would like all new transaction to have today’s date entered by default. You can clear and type of this date in the transaction screen as required. Where you are mostly entering transactions historically it is best to leave this unchecked.

Default Bank Account

Many screens in Saasu show a list of bank accounts in a drop-down list, for example payroll and paying for purchases. The default bank account option allows you to choose a bank account that appears selected by default in these lists. If you use a specific bank account for a lot of transactions, choosing it as the default can save you time when entering transactions that are made using the account.

Please note that you can also set this option when adding or editing a bank account.

Contacts

Format
Show contacts in your preferred format. This format will be used in transaction screens, reports and contact lists.
Salesforce Connectors
Your Salesforce Org must have WSAPI access enabled.

Saasu will import your Salesforce Accounts and Contacts into your Saasu File in the background within 24 hours after you enable the synchonisation.

If the Account or Contact already exists, they will be merged with the information from Salesforce overwriting the Saasu information in case of a conflict. This means Salesforce information takes priority.

If you are not comfortable with this approach you should not enable salesforce synchronisation.

If you would like to exclude some information on salesforce from being synced to saasu please ensure the salesforce user id you enter into saasu does not have access to that information, this will prevent it being synced.

Report Options

When you are in a report and you want to edit a transaction you can click on the icon and it will load that transaction. When you close (or save and close) the transaction Saasu will send you back to the report you came from automatically. You can change this behaviour by changing this setting to ‘Show Report Options Every Time’. This setting will send you back to the report filters screen before running the report. This gives you a chance to change the settings before the report runs to reduce load time.

Sales and Purchases

Default Invoice Layout

When adding a new Sale or Purchase you can default to the layout you would like to see each time. Choose either:
Service – Description, Account, Tax Code, Amount
Item – Quantity, Item, Description, Tax Code, Unit Price, % Disc, Line Total

Auto-numbering

You can set Saasu to auto-number Purchases or Sales by checking the Enable invoice auto-numbering. A Prefix can be appended to the front of each number if required. e.g. “2006-”, prefixes are possible on both sales and purchases. Use the Next invoice number field to start from a number other than 1. If you have been issuing invoices for some time this will be required to continue from the invoice number you are currently up to.

By default Saasu checks the invoice number you have entered and makes sure that you’re not using a duplicate invoice number when you save the invoice. This is to stop you from accidentally entering the same invoice twice, or from using an invoice number that has already been used.

Tax Codes

If you do not want to show a group of tax codes, uncheck the check-box next to the option(s) you do not wish to use. You can return to this screen at any time to change your options. Note; if you choose to remove a tax code that you have used in previously entered transactions the previously entered transactions will still keep the tax code you have assigned, and be listed in any relevant reports using the chosen tax code.

Accounts Lists

Saasu includes a large number of inbuilt Accounts that it uses to make entering transactions like payroll entries and invoices easier. This list is quite long and can make the Accounts list quite long, slowing down entering transactions.

When your file is first created the inbuilt Accounts are not included in the drop-down lists on transaction entry screens. If you do need to have these Accounts available, you can check the appropriate check-box to have them appear in these drop-down lists.

Inbuilt Accounts cannot be deleted. You can un check the check-boxes so that they will no longer appear in the drop-down lists on transaction entry screens.

Please note that if you choose to not display a group of inbuilt Accounts that you have used in previously entered transactions, the previously entered transactions will still keep the Account you have assigned, and be listed in any relevant reports using the chosen Account.

Items

Choose whether you enter inventory items in Sales or Purchase by Item Code or by Item Description

Payroll

This section provides links to take you to the setup screens for Payroll

Multi-currency

The ability to turn on multi-currency and turn on all currencies if you have a Saasu plan with this feature.