Step 1. Add a Purchase

1. Service will be the default selection for the first drop down list. Change this to Item if you wish to create an item, time or inventory based Purchase.
2. Invoice will be the default selection for the second drop down list. Change this to Order or Quote if required.
3. Enter the date of the Purchase (this isn’t necessarily the date it was paid for but rather the date you agreed to buy some goods or services. Payment is sometimes made on a later date).
4. Either, enter a Purchase Order# or allow Saasu to automatically create this number when saving. Choose Settings > Purchases to change this to Auto-numbering.
5. Select a Contact, the organisation and person you want this transaction directed to. You can add a new contact by clicking the add icon next to the Contact drop down list.
6. Enter a Due Date if you want to track when payment should be made.
7. Include some notes in the summary about the Purchase if required.
8. For each Service or Item enter a description if required. Then select a Account from the drop-down list. Choose a Tax Code and enter the amount inclusive of any taxes. You can add a new Account by clicking the add icon next to the drop-down list.

Step 2. Include Additional Information

1. Apply a Tag to your Purchase if it relates to something particular in your business (e.g. property investments or a division of your business).
2. Check the Requires Follow-up check box if you need to put further information into your Purchase at a later date or as it becomes available.

Step 3. Apply a Payment

To apply a payment now…

1. Use the Quick Payment section to add your payment.
2. Enter the Date Paid, Amount and Bank Account for your payment.
3. Enter a Reference such as a cheque number or online payment reference number if required.
4. Enter a Date Cleared if you wish to facilitate with Bank Reconciliation.
5. Click the Save and Close button to complete the transaction.

To apply a payment later…

1. Click on Purchase in the main menu to Search for the transaction you wish to apply your payment to.
2. Locate the transaction in the list and click on it. Use the filters at the top of the screen by selecting the Contact from whom you have received or are making payment to and then click the Show button to reload a fresh list of Purchases for this particular contact.
3. Check the check box next to the transaction you want to apply a payment to.
4. Click the Pay Selected link at the top of the list. You will be taken to the Payment screen.
5. Enter the Date, Amount, Reference and select a Bank Account.
6. Click Save and Close

After you have applied payment to the Purchase you cannot change the total amount of the invoice to less than the total of payments applied. If you have applied payments and you wish to change either of these values you will first need to remove payments for this purchase.

Purchase Options (Available After Saving)

After you have saved the Purchase (or when editing) a number of links will appear at the top of the screen:

1. Pay - Send you to the payment screen in order to apply a payment to this transaction and others if required.
2. View - This option will open a window and load a PDF version of the invoice (or as an adjustment note) suitable for printing. You can print the PDF document from within this window by clicking on the print icon. You can also save the PDF document to your computer by clicking the save icon.
3. Email
   This option allows you to send a PDF version of the invoice or credit/adjustment note via email. You can preview the invoice before sending. You don’t need to have an email account setup on your computer to do this. The PDF document sent is the same format as that created in the View option above.
4. PDF Settings
   This option allows you to specify a logo and other information (such as remittance details) to be included in the invoice. You can specify what the PDF document will look like by clicking the Template link in the Setup section of the main menu. You can add things like Logo’s and remittance information.
5. View/Email as Adjustment Note
   This option allows you to toggle the invoice format to be an Credit/Adjustment Note rather than a Invoice for refunds, adjustments or returns etc.
6. No Logo - check this box if you wish to view/print without your logo. This is useful when you wish to print to letterhead instead of plain paper