Every entity has a Uid (unique identifier for every entity). Here are some of the major entities -

• Invoice
• ServiceInvoiceItem
• ItemInvoiceItem
• QuickPayment
• InvoicePayment
• EmailMessage
• TaxCodeTable
• Contact
• PostalAddress
• BankAccount
• InventoryItem

When the entity is used in insert tasks set the uid to 0 or don’t specify this element. Saasu will generate a new uid if the entity is inserted successfully. When the entity is used in update tasks, the uid must be > 0 to identify which entity needs to be updated.

The <LastUpdatedUid> identifies when the record was last updated. Saasu generates this value every time the entity is inserted or updated successfully. This value must be specified on update to ensure that no one has updated the record since your last read operation.

When passing data to the web services for boolean values use either true? or false?. For date values use the following format: yyyy-MM-dd. E.g. Pass 2005-01-16? for 16 January 2005.

Invoice

Invoice covers sales and purchases. This is set through the <TransactionType>? element.
Service and item sale and purchase are supported, which is set through the Layout? element.

Sale and purchase can have one of the following three status types; Q (quote), O (order), and I (invoice). The status is set through the Status element.

Payment can be applied to both orders and invoices, but not to quotes.

Rules for invoices:

• Duplicate invoice number is not allowed.
• Invoice overpayment is not allowed (e.g. Applying $200 payment to $100 invoice is not permitted).
• Tax code cannot be applied to Tax Accounts (Asset: Tax Paid on Purchases and Loan: Tax Collected from Sales).
• Tax code cannot be applied to Bank Accounts.
• Inserting, updating, and deleting item invoices that have the potential to cause invalid stock level are not permitted. Invalid stock level is defined .
  • Negative stock-on-hand.
  • Negative current value.
  • Stock-on-hand is 0 but current value > 0
  • Current value is 0 but stock on hand > 0.

Field	Type	Max. Length	Required?	Notes
uid	Int		Y	Required for update.
lastUpdateUid	String		Y	Either S for sale or P for purchase.
date	Date		Y	The invoice date.
contactUid	int			The contact for this invoice. 0 means no contact.
folderUid	Int			DEPRECATED. Use tags instead. The folder in which the invoice is filed/stored. 0 means unfiled.
tags	String			Separate multiple tags by comma. Max length for each tag is 35 characters. “tags” replaces “folderUid”.
reference	String	50		Don’t set this value in invoice because this field is not accessible from the UI.
summary	String	75		Brief summary of the invoice
notes	String	Unlimited
requiresFollowUp	Boolean
dueOrExpiryDate	Date			Invoice and/or order due date or quote expiry date.
layout	String	1	Y	The invoice layout. Either S (Service) or I (Item)
status	String	1	Y	Invoice status. Either Q (Quote), O (Order) or I (Invoice).
invoiceNumber	String	50		The sale invoice number. When inserting a sale, set to <auto>? to let the system generates the invoice number based on the preferences you set.
purchaseOrderNumber	String	50		The purchase order number (PO #). When inserting a purchase, set to <auto>? to let the system generates the PO# based on the preferences you set.
invoiceItems				You can include unlimited number of invoice items. For service invoice, use <ServiceInvoiceItem>?. For item invoice: use <ItemInvoiceItem>?. You cannot mix the content of invoice items (i.e. having both <ServiceInvoiceItem>? and <ItemInvoiceItem>?). See <ServiceInvoiceItem>? and <ItemInvoiceItem>? section for details.
quickPayment				Payment to be applied to this invoice.
isSent	Boolean			Indicates if the invoice has been sent/emailed to contact. This flag will be set to true automatically if the Invoice is sent successfully through the WSAPI.

ServiceInvoiceItem

Line item for service invoice.

Field	Type	Max. Length	Required?	Notes
description	String	Unlimited		Description of service invoice line item. Use pipe (|) character to indicate new line.
accountUid	Int		Y	The Account/TransactionCategory for this line item.
taxCode	String			See tax code table for valid values.
totalAmountInclTax	Decimal		Y	The total amount (tax inclusive) for this line item. Positive, negative, and 0 are accepted. Maximum 2 decimals.

E.g. 5 hours of Income: Technical Support (AccountUid = 273), tax code G1?, and hourly rate excluding GST $100 is described in the following xml fragment:

<serviceInvoiceItem>
<description>5 Hours Technical Support</description>
<accountUid>273</accountUid>
<taxCode>G1</taxCode>
<!– (5 hours x $100/hour) + (10% x (5 hours x $100/hour)) = $550.00 –>
<totalAmountInclTax>550.00</totalAmountInclTax>
</serviceInvoiceItem>

ItemInvoiceItem

Line item for item invoice.

Field	Type	Max. Length	Required?	Notes
quantity	Decimal		Y	The quantity. Maximum 3 decimals.
inventoryItemUid	Int		Y	The inventory item for this invoice line item. This also covers combo item. For combo item, use combo item uid.
description	String	Unlimited		The description for the line item. Normally, it’s set to inventory item description.
taxCode	String			See tax code table for valid values.
unitPriceInclTax	Decimal		Y	Unit price of inventory item.
percentageDiscount	Decimal			Percentage discount. E.g. for 10% off the unit price is set the value to 10. Valid values: between 0 and 100. Maximum 2 decimals.

E.g. 10 units of Pentium 4 CPU (InventoryItemUid = 920), tax code: G1, unit price including GST before discount is 125.22, and discount: 10% is represented by the following xml fragment:

<itemInvoiceItem>
<quantity>10</quantity>
<inventoryItemUid>920</inventoryItemUid>
<description>Pentium 4 CPU</description>
<taxCode>G1</taxCode>
<unitPriceInclTax>125.22</unitPriceInclTax>
<percentageDiscount>10</percentageDiscount>
</itemInvoiceItem>

QuickPayment

Field	Type	Max. Length	Required?	Notes
datePaid	Date		Y	When the payment was made.
dateCleared	Date			When the payment was cleared.
bankToAccountUid	Int		Y	The bank account uid where the payment was banked to.
amount	Decimal		Y	The payment amount. It must be <= invoice total. Maximum 2 decimals.
reference	String	50		Payment reference. It can be used to track cheque #, etc.
summary	String	75		Brief summary for this payment. Leave this blank to let the system sets this automatically.

Invoice Payment

There are two types of Invoice Payment:

1. Payment for sales (transactionType = SP?)
2. Payment for purchases (transactionType = PP?)

An invoice payment can be allocated to multiple invoices regardless of the Contact; as long as they are of the same type (i.e. you cannot have a Sale Payment (SP) transaction and allocate the payment to purchases).

Field	Type	Max. Length	Required?	Notes
uid	Int		Y	Required for update.
lastUpdatedUid	String		Y	Required for update.
transactionType	String	2	Y	Either SP (Sale Payment) or PP (Purchase Payment).
Date	Date		Y	The Payment date (received date).
reference	String	50		Don’t set this value in invoice because this field is not accessible from the UI.
summary	String	75		Brief summary of the invoice.
notes	String	Unlimited
requiresFollowUp	Boolean
paymentAccountUid	Int			Bank account uid for the payment. From which bank account the payment is made or to which bank account the payment was banked.
dateCleared				Date when the payment is cleared (normally used for cheque payment).
invoicePaymentItems				To which invoices is this payment allocated? See InvoicePaymentItem for details.

Invoice Payment Item

Field	Type	Max. Length	Required?	Notes
invoiceUid	Int		Y	Identifies the invoice where the payment is allocated to.
amount	Decimal		Y	The payment amount allocated for this invoice. The amount can be positive and negative. Max. 2 decimals.

EmailMessage

Field	Type	Max. Length	Required?	Notes
from	String	Unlimited	Y	Only single email address is supported.
to	String	Unlimited	Y	Only single email address is supported.
cc	String	Unlimited		Only single email address is supported.
bcc	String	Unlimited		Only single email address is supported.
subject	String	Unlimited
body	String	Unlimited

TaxCode Table

For tax code	Use
Exp: Incl. GST	G11
Exp: GST Free	G11,G14
Exp: Incl. GST - For Input Taxed Sales	G11,G13(1)
Exp: Incl. GST - Private/Non-deductable	G11,G15(1)
Exp: GST Free - For Input Taxed Sales	G11,G13(2)
Exp: GST Free - Private/Non-deductable	G11,G15(2)
CapEx: Incl. GST	G10
CapEx: GST Free	G10,G14
CapEx: Incl. GST - For Input Taxed Sales	G10,G13(1)
CapEx: Incl. GST - Private/Non-deductable	G10,G15(1)
CapEx: GST Free - For Input Taxed Sales	G10,G13(2)
CapEx: GST Free - Private/Non-deductable	G10,G15(2)
Exp: Adjustments	G18
Sale: Incl. GST	G1
Sale: GST Free	G1,G3
Sale: Input Taxed	G1,G4
Sale: Exports	G1,G2
Salary/Wage/Other Paid	W1
Withheld: Tax on Salary/Wage	W1,W2
Withheld: Invest. Distrib. (No TFN)	W3
Withheld: Payment (No ABN)	W4
Wine Equalisation Tax Payable	1C
Wine Equalisation Tax Refundable	1D
Luxury Car Tax Payable	1E
Luxury Car Tax Refundable	1F

Contact

Field	Type	Max. Length	Required?	Notes
uid	Int		Y	Required for update.
lastUpdatedUid	String	128	Y	Required for update.
salutation	String	5		Valid values; Mr., Mrs., Ms., Dr., Prof.
givenName	String	50		At least one of these three fields must be filled on insert/update: GivenName, FamilyName, OrganisationName.
middleInitials	String	3
familyName	String	50
organisationName	String	75
organisationAbn	String	11
organisationWebsite	String	1024
organisationPosition	String	75
contactID	String	50
abn	String	11
websiteUrl	String	1024
email	String	128
mainPhone	String	20
homePhone	String	20
fax	String	20
mobilePhone	String	20
otherPhone	String	20
statusUid	Int			DEPRECATED. Use tags instead. Status contact category. 0 means unspecified.
industryUid	Int			DEPRECATED. Use tags instead. Industry contact category. 0 means unspecified.
tags	Spring			Separate multiple tags by comma. Max. length per tag is 35 characters.
postalAddress	PostalAddress
otherAddress	PostalAddress
isActive	Boolean			Default: true.
acceptDirectDeposit	Boolean
directDepositAccountName	String	75
directDepositBsb	String	6
directDepositAccountNumber	String	20
acceptCheque	Boolean
chequePayableTo	String	75

PostalAddress

Field	Type	Max. Length	Required?	Notes
street	String	256
city	String	50
postCode	String	12
state	String	50
country	String	50

Chart of Account/TransactionCategory

Field	Type	Max. Length	Required?	Notes
uid	Int		Y	Required for update.
lastUpdatedUid	String	128	Y	Required for update.
type	String	50	Y	Valid value is one of the following: Income, Expense, Asset, Equity, Loan, Other Income, Other Expense, Cost of Sales
Name	String	75	Y
isActive	Boolean			Default: true

BankAccount

Field	Type	Max. Length	Required?	Notes
uid	Int		Y	Required for update.
lastUpdatedUid	String	128	Y	Required for update.
Type	String	50	Y	Valid value is one of the following: Asset, Equity, Loan.
Name	String	75		Bank account name. NOTE: Make sure you also set <displayName>?.
isActive	Boolean			Default: true
displayName	String	75	Y	Bank account display name.
bsb	String	6
accountNumber	String	20

Inventory Item

Field	Type	Max. Length	Required?	Notes
uid	Int		Y	Required for update.
lastUpdatedUid	String	128	Y	Required for update.
code	String	32	Y	Inventory item code. Must be unique.
description	String	4000	Y	Inventory item description. Multi-line description is supported. Use the pipe (|) to indicate newline.
isActive	Boolean			Default: true
notes	String	Unlimited
isInventoried	Boolean			Specifies whether the inventory item is inventoried or not. Default: false (not inventoried).
assetAccountUid	Int			Required only if IsInventoried is set to true. Accounts used must be of type Asset.
stockOnHand	Decimal			How many stocks on hand? This element is only used when you retrieve an Inventory Item from your File. This value is ignored on insert and update.
currentValue	Decimal			Current stock value. This element is only used when you retrieve an Inventory Item from your File. This value is ignored on insert and update.
isBought	Boolean			Specifies if this item can be bought or not. Default: false (cannot be bought).
purchaseExpenseAccountUid	Int			Expense Account for tracking purchase. Required only if the Inventory Item is not inventoried and item can be bought (isInventoried == false && isBought == true). Accounts used must be of type Expense.
purchaseTaxCode	String			Default tax code when the inventory item is purchased.
minimumStockLevel	Decimal			Minimum stock level used for re-stocking alert report.
primarySupplierContactUid	Int			The primary supplier for this Inventory Item.
primarySupplierItemCode	String	32		The primary supplier’s item code for this Inventory Item.
defaultReOrderQuantity	Decimal			Default re-order quantity for re-stocking alert report.
isSold	Boolean			Specifies whether the Inventory Item can be sold or not. Default: false (cannot be sold).
saleIncomeAccountUid	Int			Account for tracking sales. Only required if the item can be sold (isSold == true). Accounts used must be of type Income.
saleTaxCode	String			Default tax code for sale.
saleCoSAccountUid	Int			Accounts for tracking cost of sales. Required only if Inventory Item is inventoried & for sale. Accounts used must be of type Cost of Sales.
rrpInclTax	Decimal			The recommended retail price for this Inventory Item. Applicable only if the Inventory Item is marked for sale (IsSold == true).