SAASU integration - the complete how to guide

Part 1: Introduction

Saasu is an online accounting software solution with over 10,000 customers from around the world. With millions of transactions each year worth billions of dollars, Saasu is a market leader in the Asia Pacific ‘Software as a Service’ accounting industry. Visit Saasu for further information.

This manual will guide you through Saasu integration setup steps and basic trouble shooting. If you have any questions outside of this guide please visit our help desk at or call 1300 730 300 for assistance.

Part 2: What Data Is Pushed To and From Saasu

The following is the data is pushed (exported) to Saasu and pulled (imported) from Saasu.

Pushed / Exported:

  • Products (Items)
  • Invoices
  • Customers
  • Payments
  • Credit / Adjustment Notes

Pulled / Imported:

  • Customers
  • Products (Items)
  • Inventory (stock numbers)
  • Chart of Accounts and Tax Codes

Part 3: How Does Neto Integrate with Saasu

Neto integrates with Saasu using the Saasu API. Therefore the data is validated by the Saasu API before it is written to your Saasu file.

Important! Do not setup automatic schedules until you have completed all steps in this guide.

Data is automatically pushed to and pulled from Saasu at scheduled times throughout the day. You can define your schedule by going to: Saasu > Exports, entering to & from dates, then clicking ‘Apply Filter’.

You can also manually run an import or export task at any time by going to Saasu > Quick Tasks and selecting what you’d like to import.

Each process takes a few minutes to run once it is initiated.

Part 4: Preparing Data For Integration

1. Setup a Shipping Item

So that shipping costs can be accounted for in Saasu, you must create an item in Saasu with the item code: SHIPPING. This item should be setup as an item that is “Sold” (you can use any income account). You do not need to set it up as an item that is “Inventoried” or “Bought”.

2. Setup a Surcharge Item

To account for surcharges in Saasu, you must create an item in Saasu with the item code: SURCHARGE. This item should be setup as an item that is “Sold” (you can use any income account). You do not need to set it up as an item that is “Inventoried” or “Bought”.

For Shipping and Surcharge items, ensure that the item codes match exactly in Neto and Saasu (case sensitive).

3. Ensure your SKU’s are valid

The item code or SKU is the unique identifier in Neto. If the SKU’s in Neto and Saasu do not match exactly the items will not sync. SKU’s in Neto are limited to 24 characters and can only include letters, numbers, dashes, underscores and periods. All other characters will be stripped. It’s important to check and make sure that your SKU’s adhere to these rules, whether you’ve imported your products or input them manually.

If you are importing items from Saasu to Neto, then the items will be populated automatically and the SKU’s will match. The same is true if you are exporting items from Neto to Saasu.

4. Ensure your customers have valid card ID’s

The customer card ID code or username is the unique identifier for customers in Neto. The username in Neto must match the card ID field in Saasu exactly for customers to sync. Usernames in Neto are limited to 24 characters and can only include letters, numbers, dashes, underscores and periods. All other invalid characters will be stripped. It’s important to check and make sure that your customer ID’s adhere to these rules, especially if you have the same pre-existing customers in both Neto and Saasu.

If you are importing customers form Saasu to Neto then the customers will be populated in Neto automatically and the card ID’s will match. The same is true if you are exporting customers from Neto to Saasu.

If your customers in Saasu do not have valid Card ID’s you must add these before importing.

5. Setup Overpayment Account

Create a liability account in Saasu called “OVERPAYMENTS”. This account will be used to manage any overpayments that occur in Neto. When an order is overpaid in Neto, it will be written to the “OVERPAYMENTS” account in Saasu. When an overpayment credit is used in Neto, it will be taken from the “OVERPAYMENTS” account in Saasu.

Part 5: Connecting Your Saasu File to Neto

So that your Saasu and Neto files can communicate with each other please follow the below instructions:

In Saasu

  1. Login to your Saasu account. (Make sure your user ID has full admin privileges as the API access levels will be based on this users access levels)
  2. Click on the “settings” link at the top right of screen
  3. Click on the “web services” link / tab at the top of settings page
  4. Copy and “File ID” and “Web Service Access Key” into the fields specified in Neto below.

In Neto

  1. Click Addons on your lefthand side toolbar
  2. Find Saasu under ‘Accounting’ & click ‘Install’ (if you have not done so yet, please install Neto Connect under ‘Neto Modules’ prior to installing Saasu)
  3. You’ll then be taken to the Accounting Integration page. Select the Saasu tab.
  4. Enter your Saasu File ID and Web Service Key
  5. Select one of the 3 pre-defined integration options that best suits your business needs, or leave it blank if you’d prefer to handle your own integrations manually
  6. Click ‘Save Changes’

Part 6: Configuring Your Integration Settings

You can configure different integration rules by going to Saasu > Process Manager in your Neto control panel. The default settings usually suffice for most businesses, however if you need to change settings here please do so.

If you require assistance with your integration settings please email your questions to
Example of some of the rules you can set at the above mentioned page:

Import Pricing From Saasu - Yes or No (If no, you must manage your pricing in Neto)
Import Stock From Saasu - Yes or No (if no, you must manage your stock in Neto)
Tax Code (the tax code you use for GST in Saasu)

Part 7: Mapping Payment Methods

So that payments received in Neto can be written down to the correct accounts in Saasu, you need to map your accounts.
For example: Visa payments may be mapped to the “Credit Card Clearing” account in Saasu, while Direct Deposit payments may be mapped to the “ANZ Bank Account” account in Saasu.

To map payment methods in Neto to Saasu accounts:

  1. Go to: Setup & Tools > Payment Methods
  2. Click on the related account name for the payment method you want to map.
  3. Using the drop down box labelled ‘Accounting Account’, select the appropriate option.
  4. Save your changes.
    Note: If you do not see your accounts in the drop down list, you may need to link your Saasu file to your Neto account by running the “import accounts” task located in Saasu > Quick Tasks.

Part 8: Running an Integration Task

Once you have completed the configuration, you can import and export data between the two applications by either manually processing your integrations or setting up an automated schedule.

Automatic Data Integration

Data is automatically pushed to and pulled from Saasu at scheduled times throughout the day. Each process takes a few minutes to run once it is initiated.
  1. Go to: Saasu > Process Manager.
  2. Select the name of the process you’d like to alter.
  3. Select your new time from the ‘Process Schedule’ drop down menu.
  4. Click ‘Save Changes’

Manual Data Integration

You can manually run an export or import process at any time to transfer data to and from Saasu.

  1. Go to: Saasu > Quick Tasks
  2. Click on the process you want to run
  3. Allow up to 5 minutes for the process to run.
  4. View results of the process at: Saasu > Exports

Part 9: Monitoring an Integration

You can check on the status of records and transactions that have been exported to Saasu by going to:
Saasu > Exports.

If a transaction or record cannot be exported to Saasu it will have a “cross” icon next to it and the reason for error will be noted. You can then correct the error and the transaction or record will be automatically written down to Saasu the next time the related process runs.

If a transaction or record has successfully exported to Saasu it will have a “tick” icon next to it. No further action is required on your end in this instance.

Part 10: Importing Combo/Build/Kit Items

A combo item (or kit item as we call them at Neto) is sold as a single unit, but is made up of several items that you sell individually. For example, a value pack may contain 1 x A, 2 x B and 1 x C but is sold an as an individual SKU called ABC Value Pack.

The SKU’s for your combo items will appear after importing from Saasu, but the components within that combo product will not. Combo items need to be either imported from a CSV file or manually built in the Neto control panel. Neto will then push the individual components of a combo to Saasu when a sale is written down and update your inventory.

The inventories of combo items in Neto are based on individual components. If one build component is sold out the entire combo item will be sold out, regardless of the other components inventory.

Pricing Combo Components

There is the option to define a price for each build component. This price is used when pushing the individual items to Saasu. The system will take the sale price of the combo item and disperse it based on the price of each of its components. If you do not define a price for each component, the combo items sale price will be divided equally among all components.

Importing combo items:

If your combo item lets buyers customise their components, you will need to download the free Editable Kits Addon. Go to Addons > Product Management and click Install.

Manually building combo item components

If you don’t want to import from a CSV file, you can build components into your combo items through your Neto control panel.

  1. Go to: Products > View Products > Click the product SKU you want to edit
  2. Click ‘Kitting’ on the lefthand side. If your combo item has editable components, check ‘Editable Kit’ (see below for editable kit details)
  3. Add the details for your each component
  4. Click ‘Save’

Note: You cannot build items from themselves. For example, SKU “ABC” cannot be built from 1 x “ABC” and
1 x “XYZ”. Instead you need to create a new item that is built from the two components.

Importing combo item components to Neto:

If you’d like to import your combo components from a CSV file:

  1. Go to: Setup & Tools > Import
  2. Check ‘Products’, then click ‘Perform Simple Import’
  3. You will need to upload a CSV file with the details of your combo components in the following format:

[SKU 1]=[Quantity]:[Price]:[Minimum Quantity]:[Maximum Quantity]:[Assemble Group],
[SKU 2]=[Quantity]:[Price]:[Minimum Quantity]:[Maximum Quantity]:[Assemble Group]…

If there is a non-applicable detail, for example, if you don’t need an assemble group, just put a zero.

Editable Kit Information

SKU: The products’ SKU as specified in Neto and Saasu
Price: The price of the component within the kit. If the price is the same as the individual item, put a zero.
Quantity: The default quantity of that particular component in the kit. This is what will appear on the website.
Minimum Quantity: The least amount of a certain component your customers can select
Maximum Quantity: The maximum amount of a certain component that your customers can select.
Assemble Group: The group of items from which your component can be selected.

Part 11: Saasu Integration FAQ

Q: How often should I run each integration process?

A: We recommend running these every few hours. To do this, setup a task schedule for each Saasu process by selecting the process name under Saasu > Process Manager.

Q: Where should I apply payments to orders/invoices?

A: If the order or invoice was created in Neto, apply the payment in Neto. If you apply payments in both Saasu and Neto you could run the risk of over paying an invoice.

Q: Where should I create new items?

A: You can create new items in Neto or Saasu. Neto will write new items down to Saasu and will import items from Saasu. You should decide on one or the other to prevent one overwriting changes in the other.

Q: Where should I create purchase orders?

A: In Saasu. If you are running a drop ship business you can also have purchased orders automatically generated by Neto for items that have been drop shipped by suppliers. This needs to be setup and configured by your Neto account manager as the way this is done varies on a case by case basis. Email for assistance with this. Please note additional charges may apply for such configurations.

Q: Where should I manage backorders

A: Neto. Saasu does not support backorders.

Q: Where should I manage pricing and customers?

A: Neto has a number of pricing and CRM features that do not currently exist in Saasu. These include price groups, multi-level pricing, custom user fields etc. Therefore, we recommend managing your pricing and customer data in Neto.

Q: Are all items pulled/imported from Saasu?

A: Only items that are active in Saasu will be pulled into Neto.

Part 12: Saasu Integration Trouble Shooting

If a transaction cannot be exported to Saasu for any reason, it will be noted on your Neto dashboard under the “To Do” widget that you will see when you log in. A detailed reason as to why the transaction has been unsuccessful will also appear.

You can expand an error line by clicking on the “+” icon on the left of the line. This will display an error description directly from Saasu and advice about resolving the issue.

Common Problems and Errors

Problem Solution
Nothing importing or exporting Check that you have entered your Saasu file ID and Saasu API key correctly under Addons > Installed Apps > Saasu > Configure
Running quick tasks (manual) imports and exports works but tasks are not running automatically Check that you have assigned a schedule to each of the tasks you want to run under Saasu > Process Manager. If you need help setting up your schedules please email with a list of processes you want to run and how often. We recommend either daily or hourly.
Customers not importing Make sure your customers have valid card ID’s in Saasu before trying to import them into Neto.
Products not exporting Go to Products > View Products and click the SKU for the product that is not exporting. Click ‘Accounting’. All items also need to be marked as “sold” and have an “income” account specified. If you do not have SAASU accounts specified, Saasu will reject the items.
Item is marked as not inventoried and you have not defined an expense account. You need to define an expense account for all items that are marked as “not inventoried” under the accounting tab of an item. Saasu requires this to be defined.
The Transaction cannot be saved because the payment applied to one of the Invoice(s) exceeds its amount owed. The invoice is already fully paid in Saasu. You can mark this error as successful or delete the payment in Saasu.
Sorry, you cannot save transactions in locked periods as specified in Settings > Transactions. Login to Saasu and go to Settings > Transactions to change the locked period. You cannot write transactions to periods that are locked and this transaction date will be in a locked period. OR Edit the transaction date to a future date in Neto.
Unable to complete the requested operation as it will cause negative stock-on-hand for XYZ. (Stock-on-hand will become: -1.0000). Increase your stock in Saasu for the mentioned SKU. You can do this by adjusting your stock or by receipting a purchase order.
Line #X: Item is not marked as sold. The item you are trying to export to Saasu has not been marked as “sold” in Saasu under its chart of accounts. You need to change the item to an item that is “sold” and assign and income account. All items that you sell through Neto have to have the sold checkbox ticked in Saasu.

  • Last Modified: 19/05/2016