SMNE uses Saasu cloud based accounting software. It is not cheap, but has the advantage of:
- automated bank feeds to reduce time and errors when entering transacti0ns
- always backed up
- always available to other nominated committee members
- quick and easy to produce reports
Accounts
Income
Carnival income – gate, program, raffle
Carnival income – merchandise sales (generally only used for Speedo Sprint)
Carnival income – race entries
Development income – entries
Development income – SNSW support
Membership fee income (for club affiliations)
Other income: Interest income
Expenses
Bank fees (mostly for credit card processing fees. These are automatically coded)
Carnival expenses – catering and supplies
Carnival expenses – pool hire
Carnival expenses – printing
Carnival expenses – raffle costs
Carnival expenses – trophies and prizes
Coach development
Development squad expenses – accommodation
Development squad expenses – catering and supplies
Development squad expenses – entry fees for venue / event
Development squad expenses – speakers and coaches
Development squad expenses – transport
Operating expenses – affiliation fees (e.g. Swimming NSW)
Operating expenses – digital services (e.g. website, saasu, email, etc)
Operating expenses – equipment purchases (not for capitalised expenses)
Technical Officials clothing
Technical Officials training and assessment
Tags
All transactions are ‘tagged’ with a project code to allow analysis and reporting by event. The tagging and reporting functions in Saasu are not yet as useful as our former package (Quickbooks) but are still worth retaining. It is recommended against editing existing tags.
Coach Development
Meet (note there are currently 6 of these)
Operations – for affiliations, membership
Swimmer Development (in the past we have split these out per squad but it became impractical)
Technical
Common workflow
Code transactions
View > Bank accounts > Current account / PayPal account
Service Sale – for income – make sure you code to an INCOME account and TAG
Service Purchase – for expenditure – make sure you code to an EXPENSE account and TAG
Report
Reports > Balance Sheet > This Financial Year
Export as PDF
Report > Profit and Loss summary
Print (to PDF)
Notes
- Cash transactions for carnivals require manual entry. Be very careful.
- The term deposit accounts do not (yet) have automatic transaction import so interest will need to be manually input via a journal entry.
- There is often a delay between transactions appearing at our bank and when they appear on the automatic feed into Saasu. There is sometimes a Saasu note to mention a problem with the bank feed. Don’t stress, don’t try to fix, just check back in a day or so later.
- The Saasu pricing plan level is based on transaction volume. With the introduction of online race entries we may be able to move to a cheaper plan in future.