Saasu Online Accounting
Inventory presentation
Presentation objectives
•
This presentation aims to reinforce the information provided
in the Inventory Training Webinar.
MORE: You can access more information on the topics
covered in this presentation at any time by visiting
Presentation Agenda
This presentation provides an overview of the Inventory section of Saasu:
• Inventory method
• Adding inventory items
• Importing inventory data
• Creating combo items
• Transferring items
• Adjusting items
• Buying and selling items
• Advanced options
Inventory method
• Like most popular accounting software systems, Saasu uses the Perpetual Inventory system.
NOTE: The Periodic inventory method is not recommended.
• In comparison to the Periodic inventory method, the perpetual inventory method is highly automated.
• Inventory methodologies have tax implications so before choosing your preferred method, Saasu recommends you obtain a clear understanding from your advisors as to what method is best for you.
• To safeguard integrity, once you start using Saasu you will not be able to change your inventory method easily, however it is possible to do so.
Inventory – Adding and
Importing Items
Adding items
• Saasu supports a variety of billing types, enabling you to easily charge for services and other nonconventional products.
• You can use EITHER of these methods to add an inventory item:
• Items > Items > Add
• Add > Item
• When you add an item you can use the Google Products icon to look up pricing for similar items.
• It’s a good idea to use an item code that you can easily search for.
Adding Items
• There may be instances where you do not wish to add inventory.
EG: You may be buying and selling food or you might be moving huge volumes of stock rapidly.
• You can add any internal notes about an item if required.
NOTE: Once you have added an item you can adjust it if required under
Options for adding items
• You can tick the following options as required when adding items:
• Inventory - If you want to use the item as stock.
• Buy - If you want to buy the item
• Sell - If you want to sell the item.
• Voucher– If you want to use a voucher instead of the physical product.
• Virtual Item – If you want the item to be sold without needing to buy stock in. EG: Hosting fees or music downloads.
• Active – You can untick this if you no longer want the item to be traded. This will remove the item from the dropdown list in Saasu POS, etc, however you will still be able to do accounting and reporting for the item.
• Visible – If you have an ecommerce site (eg Trade Me) you might want to hide or show the items based on this setting.
Last In First Out (LIFO)
• Saasu uses the Last In First Out (LIFO) system. This means the
last items you add to the system will be dealt with first.
EG: If you update the pricing for an item, the items already in Saasu that have the old pricing will be sold first at that price.
Importing inventory data
• We recommend you do a stocktake before importing your inventory so you can clean up your data before starting afresh in Saasu.
• We recommend loading no more than 10,000 items in Saasu:
• You should only load items you trade or are likely to trade, not everything from each supplier.
• There are different ways to import data depending on whether or not you are coming from MYOB.
• Importing is also useful when you are updating multiple items.
IMPORTANT: Ensure you don’t change the font or add in characters like $ or your data will not come through correctly.
What happens during the import
• When importing data, Saasu checks the item code.
• If the code is already in the system it updates the item’s details. • If it can’t find the code, it adds it in as a new item.
• When you import your data you will get a confirmation note that lists details of the import, including any errors or duplicates.
Importing from MYOB
• There is a dedicated process for importing inventory items from MYOB.
Importing from a CSV
• If you want to import data from a system other than MYOB, you will need to use a CSV file to do this.
• The best way to import data if you’re using a product other than MYOB is to:
1. Add an item via Items >> Add
2. Export this to get the CSV template
3. Add your data according to the template column order 4. Save the file (ensuring it is still in CSV format)
Help on importing items
Set up opening balances
• If required you can set the opening balances for items when you add them.
Inventory – Searching,
Editing and Duplicating
Searching for items
• You can easily locate items in your inventory list by searching according to code or description.
TIP: Saasu recommends using codes that are easy to search on (eg POT123 of you are selling pots).
• You can also filter your search results according to active and inactive items.
Editing items
• You can mark items as inactive or active using the Do More field on the
Items screen.
• You can’t tag an item when you edit it, however tagging is available when you are working with transactions.
Duplicate items
• Duplicating an item is useful if you can’t import your inventory items and you just need to change a stock number.
• To duplicate an item you open it in edit mode by clicking the pencil icon and then clicking Duplicate.
Combo items
• You can bundle items together once you’ve added or imported them into your inventory.
• To assemble a bundle, select Items > Combo Items.
• When you build a combo item, Saasu automatically adjusts your inventory to reflect the items that have been taken from there.
• If required you can edit a combo item.
• Saasu does the accounting (journaling, debtors, creditors) for you in the background.
Transferring and
Transferring items
• Transferring items is similar to combining them except that you will need to add the items individually to a sales transaction.
• When you transfer an item, you transfer the numbers of the individual stock items that are required to build the combo Item.
EG: You might want to break down a car into parts and sell these separately. Alternatively, you could unassemble a combo item.
Adjusting items
• You might want to change the value and/or quantity of stock.
EG: If you want to revalue stock, or if stock is damaged or stolen.
• If you have the Enterprise version of Saasu, you can specify which store stock is located in.
Attributes
• If you have the Enterprise version of Saasu you can add attributes to an item.
EG: You might want to apply an expiry date to an item, specify its colour and size, whether it’s in stock, and which stores have it on hand.
• To view an attribute for a stock item: Go to Items > Open the item using the pencil icon > Attributes Tab.
• You can use attributes instead of tags. • You can use this feature to:
• Further identify and classify stock items
• Age your stock
Sales Transactions for
Inventory
Types of sales transactions
• You can add the following types of sales transactions:
• Pre-quote opportunity
• Quote
• Sale order - Useful if you don’t have stock on hand or for back ordering.
TIP: If you want to have the order shipped, ensure you have specified the shipping address. • Tax invoice
• Credit note
• Debit note
Adding sales transactions
• To process a customer’s order, you:
• Click Sales > Click Add.
• Select Add > Sale.
NOTE: Adding a sale transaction is similar to a adding purchase transaction.
• Adding a sales transaction involves selecting the item and quantity.
NOTE: Quantity can be a portion. For example, 0.25 of an item could represent 250gm of lamb.
• In addition to billing for conventional items, you can use Saasu to bill for time and services.
Using tags with transactions
• You can use tags to track:
• Who sold an item
• Who bought an item
• When an item was bought
• Which division the item is classified under
• Which items you have sold via promotions
• You can access tags when editing a transaction by clicking the relevant tags listed or entering new tags in the field provided.
• EG: You might want to select a Food tag for a sales transaction that involves a food item.
Transaction notes
• You can also add notes about a transaction:
• You can add internal notes which are for your reference only.
• You can add notes that display on the PDF version of the sales transaction.
Back orders
To do back ordering, you:
1. Create an order for the available quantity. 2. Save and duplicate the item.
3. Change the sales transaction type to a Sales Order.
4. Change the quantity in the duplicate item to the required backordered amount.
5. Save and create the item as a purchase.
6. Change the item to a tax invoice transaction when the stock comes in and change the date accordingly.
Transaction templates
• You can choose from a range of default templates when you print a PDF version of a sales transaction.
EG: A template without a logo, a shipping slip, or an invoice excluding tax.
• You can also set up your own templates or customise the existing templates (View > Templates)
Do more with sales transactions
• Once you’ve saved a sales transaction you can use the Do more feature at the bottom of the screen to email the transaction or create a purchase. • When you choose Save & Create Purchase, a purchase order is created for
Purchase Transactions
for Inventory
Purchase transaction types
• You can add the following types of purchase transactions:
• Pre-quote opportunity
• Quote
• Purchase order
• Purchase invoice
• Money out (expense)
• Credit note
Adding a Purchase Transaction
• You can add a purchase transaction using either of these methods:
• Click Purchases > Click Add
• Select Add > Purchase.
NOTE: Adding a purchase transaction is similar to adding a sales transaction.
Inventory Reports
• You can run a range of reports on your inventory items:
• Item History – See transactions for the required item
• Level Check – This is a useful report to check against your stock take
• Stock Alert – You can use this report when your inventory levels are falling too low.
• Stock Value – See the total value of the stock on hand
• Sales and Purchases reports (filter by item)
• TIP: You can use your list of stock items under Items > Items as your price list.
Contact Saasu
Email: [email protected]Telephone: 1300 726271 (within Australia) 03 669 2225 (from New Zealand) +61 2 9126 9600 (international)
