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Switching to Saasu

In this help note we provide the steps to start migrating data from other accounting software into Saasu from View > Import or Export area of Saasu. If you get stuck Saasu Service team are there to help you for free from start to end.

1. Prior preparation

  1. Make sure your old accounts are reconciled and up to date.
  2. Get a Trial Balance report from your old software (as at your changeover date).
  3. Export your data from your old software: Customers, Suppliers, Accounts, Inventory Items.
  4. Get a list of open unpaid sales and purchases handy.
  5. Get a list of opening balances for accounts and inventory.

2. Chart of Accounts

Before this step, check your tax codes against Saasu via Settings (for this file) > Tax Codes to make sure they exist.

Some account names from your old software wont be used as Saasu has variations on these. e.g. GST Paid in MYOB is called Tax Paid in Saasu.

When you complete importing the Chart of Accounts check that the Saasu list has every account you need by ticking it off against the MYOB Trial balance report list of accounts.

Obtain a spreadsheet template in order to upload into Saasu. The best way to do this is by going to View > Accounts, and then clicking on ‘Export‘ and save the template to your computer. Then fill in the columns based on the headers:

chart-of-accounts-csv

3. Contacts

Before this step, refer to Contacts help page for hints on how to best setup Contact naming conventions.

Obtain a spreadsheet template in order to upload into Saasu. The best way to do this is by going to Contact > Export, and save the template to your computer.

contacts-csv

It’s important to complete at the very least these three combinations, to avoid duplication:

  1. Contact ID (only for existing contacts)
  2. First Name & Last Name & Email
  3. First Name & Last Name & Organisation

Importing contacts tips.

  1. Add a contact via Add > Contact.
  2. Export that contact from the Contacts list screen.
  3. Add contacts to that CSV and remember to save it as CSV
  4. Import and check.

We always recommend doing a test import of 3-4 contacts prior to importing a large list. Also we recommend importing a maximum of 500 contacts at a time.

Duplicates handling

If you are importing a CSV that has a contact that already exists in your Saasu file, we will either 'Skip' importing that contact or 'Overwrite' that contact based on your selection.

Skip- if we find any matches on the below criteria we will stop importing that contact.

Overwrite- if we find any matches on the below criteria we will import the contact and overwrite the existing contact with any details in the import. Note, this will remove any details for a field if the import has a blank field!

De-duplication rules

The system will check for duplicate contacts based on the following fields:

  1. Contact ID
  2. First Name & Last Name & Email
  3. First Name & Last Name & Organisation

4. Inventory Items

Note: Before this step, refer to Importing Items for hints on how to fill in some of the fields.

Obtain a spreadsheet template in order to upload into Saasu. The best way to do this is by going to Items > Items, clicking on ‘Export‘ and save the template to your computer.

inventory-items-csv

Note that:

5. Open Transactions

Both sale and purchase invoices can be imported via spreadsheet or if you only have a few transactions you can key them in (just as they were keyed into your old system). Please note that we suggest to import only open (unpaid) transactions. We do not recommend bringing in historical paid transactions prior to your changeover date. This is because data from multiple financial years can be tricky to line up between systems, as well as the inability to mark invoices as ‘paid’ during importing. In case you do want to import historical paid transactions, we suggest you contact our Accounting Partners to assist you with this.

Obtain a spreadsheet template in order to upload into Saasu. The best way to do this is by going to Sales – or – Purchases , create an invoice if there is none and then clicking on ‘Export: Summary and Details (CSV)‘ and save the template to your computer.

Note: check your contacts, as sometimes during importing, it may create duplicate contacts if the details mismatch. Here is how that is handled:

SituationBehaviourSuggestions
If name, company, email, or contact ID is not specified.Set to No Contact.
Just first name, or last name, or first name + last name.Create new Contact.
Just a Company NameFirst available match in Saasu file.If user deals with multiple company, they should select first name, last name, email, and company.
Email onlyFirst available match in Saasu file.
Just contact IDFirst available match in Saasu file. If not found, set to No Contact.
Other fields are available to testIf say Firstname is available and Saasu finds a matching phone number or address ot will set to that Contact.Saasu only relies on this if all of the above fail.

6. Enter Opening Balances

  1. Enter opening balances for Accounts via View > Accounts > Opening Balances. Don't enter Accounts payable or accounts receivable balances if you imported or enter any unpaid Sales or Purchases from the old software in the previous step. Add manually any unreconciled items where payments have not yet appeared in your bank statement or credit cards as at the changeover date (you will need this to tick off during bank reconciliation later.
  2. Enter opening balances for Inventory via Items > Items > Opening Balances

Run the Trial balance in Saasu and tick this off against the Old Software Trial balance.

7. Cross check your old reports to Saasu

Run the Trial Balance report in Saasu as at your changeover date and compare it to your old software Trial balances. Allowing for some account names differences, all the account balances should line up.

FAQ's about Migrating

Do you have a lot of data?

Do some test import first for each data type - just a few lines of data in each file. Check data is consistent, be wary of commas in descriptions as CSV turns commas into column breaks. Import no more than 1,000 rows per spreadsheet at any one time

Do you need your old data in Saasu?

The more data you move across the harder it is to migrate in a timely and accurate way. Consider leaving historical transactions in your old software or in the exported files from your old cloud accounting provider. Instead use Chart of Account Opening Balances (and for Inventory)