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General Ledger
Company Setup » General Ledger
In this section, you can modify the General Ledger settings. There are several tabs to complete data entry that include; General, Fiscal Periods, Segments, Groups, Subgroups, and Allocations. Location – If one of your segments in the GL has been designated for…
General Ledger
User Settings » General Ledger
Default automatic posting ― this means that when the user posts a transaction it uses the defaults for transaction. Edit Journal Entry While Posting ― Allows the user to override the above setting and edit the transaction before it posts to the GL. This can be…
General Ledger
Opening Balances » General Ledger
The easiest way to enter the general ledger opening balance is to enter it as one large journal entry. The memo can be entered as something like “Starting Open Balance”. To accomplish this the user must first turn off the GL, otherwise they will not be able…
User Settings
User Settings
Creating a New User To create a new user you will need to have access to the user settings, select User Settings from the Edit menu in the main Spire window. Once you have selected User Settings, a new window will open which will allow you click the plus icon to…
General
User Settings » General
Create/Modify Company Filters – User can create company-wide filters instead of just their own. Allows Change Warehouse – User can switch to another warehouse. Allow Change Division – User can switch divisions. POS User Only – The POS module will get…
User Defined
Sales Orders » Sales Order Header » User Defined
User Defined fields allows you to add any number of extra fields to a sales order that pertain to your sales orders for your business. To be able to edit the design of the UDF (User Defined Fields) the user needs to have the correct security access. For a full…
User Defined
Inventory » User Defined
In this tab the user can enter data into user defined fields that can be created for data not stored in Spire by default. If they have the user setting General/Edit UDF Structure checked, they can also edit, add and delete different types of fields to the UDF…
Configuring User Permissions
User Settings » Configuring User Permissions
Navigate to the User Settings section from the Edit menu in the main Spire window. You will need to select the Username you wish to configure the settings for, in this case we will use the SPIRE username. The new window that opens will have a left side navigation…
User Defined Fields
Optional Add-ons » User Defined Fields
Overview The UDF module allows you to add fields that are not included in the default Spire program. There are several types of data fields that can be added and they can then be given parameters for how the data is to be formatted. Once entered, this data can be…
Accounts
General Ledger » Accounts
Export – Used to export the filtered list and column order to Excel. In the screenshot example above this list is sorted by account number and has a filter set to see all rows where ‘Debit Balance’ and ‘Credit Balance’ is not 0.00…
Setup
Locations & Profit Centers » Setup
General Ledger – Create or designate one of the GL segments for locations or profit centers and name the segment with either one, The examples below show it set as a location. Once the segment is created and saved, go to the accounts tab and add names for…
Price Matrix
Price Matrix
Spire’s Price Matrix allows the user to set pricing for customers and groups of customers in many different ways. Add/Edit Price Save – Saves the price. Save & Close – Saves and closes the price. Copy – Copies a price record. Whse –…
Recurring Entries
General Ledger » Recurring Entries
Recurring transactions allows past transactions to be duplicated on a schedule. Transactions available to recur are entries made directly in AP, AR or Journal Entries. The user can edit the recurring entry before posting it and then the next time the entry comes up on…
Purchase Order Details
Purchase Orders » Purchase Order Details
This is where items are added, edited and received on a PO. *Note that the item that is highlighted on a PO shows its status in inventory. The user can see Available, On Hand, Committed, Back Ordered, On Order, and Expected Due Date. Add – Adds a new line…
Opening Balances
Opening Balances
When starting new with Spire and the company is not using a migration from another product, the GL and sub ledgers require opening balances. Each of the sub ledgers need to balance to the General Ledger. For instance if the Inventory that is entered or imported has a…
Modules using Multi-Currency
Multi-Currency » Modules using Multi-Currency
Multi-Currency is used in various places in Spire. General Ledger – Journal entries can be made posting to foreign and base accounts. NOTE: The base and foreign amounts as well as the rate are editable prior to posting. Accounts Payable – All items…
Transactions
General Ledger » Transactions
In this screen you can see all transactions posted from last year, this year and next year if items were post dated or you are working in next year. Filters can be set to view less transactions and either reported on or exported. When printing any report with the…
Processing Payments
Accounts Receivable » Processing Payments
Type – Hard coded with “Payment”. Customer – If done from inside AR for an existing customer this will be the customer’s code and it is not editable. Date – Date for the payment. Terms – Grayed out for…
Processing Payments
Accounts Payable » Processing Payments
Type – Hard coded with ‘Payment. Vendor – If done from inside AP for an existing vendor, this will be the vendors code and it is not editable. Date – Date for the payment that will be printed on the cheque Check no. – The cheque…
Account Reconciliation
General Ledger » Account Reconciliation
Each general ledger account can reconciled against a statement. The most common use is for banks and credit cards, but any account can be reconciled. To access the account reconciliation, go to GL/Accounts and open the account to be reconciled and click on…
Payroll
Company Setup » Payroll
These settings are used to define each payroll department. Then, each employee would be added to one of the departments. If a department is not set for an employee, then they default to department 1. This is where the GL accounts are selected so that the employee…
Vendor
Vendor
Vendor List The vendor list shows all vendors by default but the user can set filters and layouts to customize the view as they require. Add/Edit Vendor To add a vendor, click the + (add) button and to edit an existing vendor click the vendor in the vendor list…
Processing Purchase Orders
Purchase Orders » Processing Purchase Orders
A purchase order can have 4 different statuses. Open – Open means that the PO has not yet been sent to the vendor and the items are not put ‘On Order’ in inventory. Issued – Means that the vendor has received a copy of the purchase order. …
Sales Line Details
Sales Orders » Sales Order Details » Sales Line Details
The order of these fields will vary based on the way the user has set them. Some of the fields will not show up for users that do not have the security permissions to see them. Part No – The item selected from inventory or a miscellaneous code. Description…
Locations
Locations & Profit Centers » Locations
For locations each user can be set to be restricted to a specific location. Go to Edit/Users/General. Then when the user logs in there will be a dialog for which location to use. If they are restricted then they will only be able to log into the one they are…
Purchase Order Footer
Purchase Orders » Purchase Order Footer
Total Vendor Freight – The freight that the vendor will include on their invoice. If “Enable Landed Cost” is on in Company Settings/Inventory then this cost will get included in the cost of the items received. If it is not on, then the freight…
Customers
Customers
Creating or Editing a Customer Select ‘Customer’ from the main menu and then click the + (plus) button. This will bring you to the customers main address screen. If creating a new customer the minimum data entry required is the customer code and a…
Purchase Orders
Company Setup » Purchase Orders
Post to Accounts Payable – When checked, the inventory receipts on POs will be accrued if received before obtaining the vendors invoice. Once the invoice is received, the AP entry is done from within the PO and the accrual is reversed. If the invoice is available…
Sales Departments
Company Setup » Sales Departments
Used to define the sales, cost of sales and inventory GL accounts for each sales department. Then a sales department gets assigned to each inventory item. If a sales department is not added to the inventory item department, 0 gets used.
Company Setup » Email
Setup The Email section is where you will add the email address and outgoing mail server information in order to allow you to use the email function in Spire. If the user email is not setup, then this can be used as their email settings. Some companies just setup the…
Production
Company Setup » Production
Enable Scrap and Yield – Enable if scrap and yield need to be tracked. Enable Revision Level – User will be prompted for a revision number when editing a template. Default Category – If categories on templates are always the same, then users can set a default…
Inventory
Company Setup » Inventory
Warehouses Multiple Warehouses – Select if you require more than one warehouse. Receiving/Transfers Post adjustments to GL – When adjustments are made they will get posted to the GL. Default Adjustment Account – Default GL account to post inventory…
Misc
Company Setup » Sales Orders » Misc
Point of Sale Always prompt for customer – If set, each time a user creates a POS order, they will be prompted to enter a customer. Otherwise a default ‘cash’ customer can be set and used. Accumulate Items – If an item is added to a POS order more than…
Vendors
Company Setup » Vendors
Address Defaults – Set the default address that will be used when creating a new vendor. Contact Labels – Contacts 1, 2 and 3 can have a label added to define what the contact is used for; i.e. if you always want contact 3 to be used for the buyer, then…
Inventory Adjustments
Utilities » Inventory Adjustments
To setup inventory adjustments go to Company Settings/Inventory and select a default GL account that adjustments should be posted to. This should be a cost of goods account that writes off the inventory. There is also an optional setting to post a markup percentage…
Contract Cost
Price Matrix » Contract Cost
The contract cost option in price matrix allows the cost of an item to be set for a customer or group. The true margin is shown when the item is sold to the customer and the inventory GL account is credited with the amount that was paid for for that inventory item.…
Filters
Filters/Searches/Exports » Filters
Filters can be saved and include the actual filter, the columns selected, the column position and the sort order. Useful Filter Examples Inventory requires ordering – Filter = ‘Suggested Qty” is not equal to 0 Inventory not sold in 2 years…
Processing
Optional Add-ons » Production Manager » Processing
To meet the requirements od a production order the user can either visually look at the order to see if it can be built by looking at the colored indicators. Green – on the top item means that all components or sub-assemblies are available to proceed. Yellow…
Inventory
Inventory
Inventory List – When inventory is selected from the main menu, the inventory list is presented to the user either the last way they left it, or using the default, if it was set by the user. It remembers column position, width and the column it was sorted by.…
Special Accounts
Company Setup » Special Accounts
Special Accounts are required to setup the company’s integration between the GL and the sub ledgers. It is important that these are selected carefully as this controls the company’s financial information. The user that sets these up should have a good understanding…
Purchase Order List
Purchase Orders » Purchase Order List
This list may not be in the same order because the columns can be moved and removed. Also some columns, like costs have security settings so some users may not see them at all. Order No – Purchase order number. This is assigned sequentially when creating the…
Details
Inventory » Details
Inventory Header Navigation Arrows – Navigates between inventory records keeping the list filtered and sorted as it was when the item was edited. Save – Saves and keeps the item open Save/Close – Saves and closes the window back to the main…
Templates
Optional Add-ons » Production Manager » Templates
The Production templates tab is where the components are defined for production orders. They are otherwise known as ‘BOMs’ or ‘Recipes’. When a new production order is created the user can select the template from which to derive the order. …
Customers
Company Setup » Customers
Address Defaults – Set the default address that will be used when creating a new customer. Unique Ship To – Check this if you require each ship to ID to be different across customers. Contact Labels – Contacts 1, 2 and 3 can have a label added to define what…
AR Entry
Accounts Receivable » AR Entry
Accounts Receivable Entry Type – AR entry can be one of 6 types. Credit Memo Debit Memo Invoice Payment Service Charge Write Off Customer – Select a vendor to post to. Date – The date for the transaction. Terms – The terms given…
Sales Order Footer
Sales Orders » Sales Order Footer
By default these amounts are based on the shipped quantity except in the case of a quote and a booking order, which are based on the order quantity. However if the user clicks the button on the header of the sales order called “Totals By Ordered Qty”…
Company Setup
Company Setup
Company Settings Once you have Spire installed on the system you will need to modify both the company and user permissions in accordance with your specific internal requirements. Begin with the Company Settings as pictured below. Once you have clicked on Company…
Sales Taxes
Settings » Sales Taxes
Tax Code – The code for this tax that can now be added as the default to customers for invoices and AR and to vendors for purchase orders and AP. Description – Description of the tax. Short Name – Name that shows on sales orders, purchase orders,…
Sequence Numbers
Company Setup » Sequence Numbers
The Sequence Numbers section will allow you to set the starting number for a type of transaction or record that you will create in Spire. Inventory Sales For the sales sequence numbers we also allow you to set the colour of the order on the sales order…
Installing Spire on the Server
Spire Installation » Installing Spire on the Server
After you have finished downloading the file(s) you are ready to start the Server installation. Click on the link from your Download screen (or on the file itself from your Downloads folder). You will see the usual Windows prompt for an executable file. Click on…
Sales Order
User Settings » Sales Order
Access Sales Orders – Sales orders gets added to the users menu Add/Modify/Delete/Export – Sales orders Edit Tax Flags – Can edit the taxes charged by overriding the defaults on the sales order. Modify Prices – Can edit the default sell price. Allow…
Segments, Groups, Subgroups
Company Setup » General Ledger » Segments, Groups, Subgroups
Segments Segment structure is used to define how many segments are required and the length of each. You can also decide if the segment is to be numbers, letters or a combination. You can have up to 4 segments, totaling 24 characters each. Groups The groups section…
Historical Periods
Company Setup » General Ledger » Historical Periods
This is where historical periods are displayed. Each year shown has history posted in it. The first time a user clicks this tab they are able to define historical periods. It defaults to the same as the current fiscal periods, but if a company has previously changed…
Allocation Accounts
Company Setup » General Ledger » Allocation Accounts
A User can add Allocation accounts that can be used to post to more than one account. You can set up the percentage to post to each ‘real’ account. That way, the user posts to a single account and it disperses it based on those percentages.
Processing Sales Orders
Sales Orders » Processing Sales Orders
Save – Saves the order but leaves it open. This is useful if you are creating a sales order and the customer wants the order number. Even though the order number is displayed, it is not permanent until saving because another user on the network may save…
Point of Sale
Point of Sale
The Point-of-Sale (POS) module is a quick way to enter sales that can be processed without the use of a mouse. There are keyboard shortcuts always visible at the top of the screen. If there is a url set in Company Settings/Sales Orders/Misc/Home Page then it will be…
User Settings » Email
In this section you will either select the Company Default for email settings or you can add a custom email for this particular user. If left as default, the email settings will come from the company email configuration. SMTP – This is the internet provider’s…
Batch Payables
Batch Payables
Batch Payables List Batch ID – The batch number. Date – Date the batch was created. Due By – The due date of the batch if selected. Currency – The currency of the batch. Note that currencies cannot be mixed. Total – The total amount…
Phases
User Settings » Phases
Phases can be added to Sales Orders, Purchase Orders and Production Orders. These settings give permission for the user to add, edit and delete phases on any of the aforementioned sections.
Accounts Receivable
Company Setup » Accounts Receivable
Monthly Interest Rate – Interest rate to charge in AR. Aging Periods – Select 4 aging periods.
Accounts Payable
Company Setup » Accounts Payable
Aging Periods – Select 4 aging periods. Cheque Detail Limit – Define how many invoices will fit the cheque stub.
Searches
Filters/Searches/Exports » Searches
Each module of Spire includes a search box at the top of the list. Word(s) can be entered and the list will be filtered to the records that include the word(s) searched for. For the first word entered it will include partial words, but if another word is entered then…
Multi-Currency
Company Setup » Multi-Currency
The Multi-Currency section can be enabled if you require currency conversion for customers and vendors in multiple countries. Choose the currency that you conduct your business in.
Variables
Company Setup » Variables
These are fields that can have a custom label put on them. This will change the label for two fields in customers and two fields in inventory.
Why is Enter Different than Tab
FAQs » Why is Enter Different than Tab
In Spire we use the tab and enter together to speed up the data entry process. The tab key moves the user from field to field and the enter key takes them to the next line. This is especially helpful in sales entry when adding items and using all defaults or maybe a…
Reports
Company Setup » Reports
In the Reports section, you will be able to adjust your security preferences on how your company can process reports. Disable security – With this setting, all users will have access to all reports for the modules that they have access to. Enable Security –…
Employees
Company Setup » Employees
The Employees section is where you enter your Address Defaults for the location of employment, the Contact Labels for the employee’s contact record, the Department the employee works in and the Pay Frequency. It will use these defaults when creating a new…
Processing / Invoicing
Company Setup » Sales Orders » Processing / Invoicing
Enable process status – When enabled, the Process feature will be turned on. Enable Shipped status – When enabled, the Ship feature will be turned on. Prohibit processing orders twice – Will not allow an order to be processed more than once unless user…
Mail Merge
Customers » Mail Merge
In Spire users can print or email merge the selected customers from within the customer list. To create a shorter list to send your merged document to you can create a filter for the customer list and then highlight the ones to merge with and click the merge button. …
Fiscal Periods
Company Setup » General Ledger » Fiscal Periods
The Fiscal Periods tab is where the company yearend is decided. There is also a place to lock periods that are complete to prevent accidental posting. Note that 3 fiscal years are available for posting. When the yearend function is performed, last year gets moved to GL…
Custom Reports
Reporting » Custom Reports
Custom reports for Spire are saved on the server in one of 2 places. If the report is required for all companies then save it on the server in C:\Programdata\Spire\Reports If the report is just for one of the companies then it is saved on the server in…
Messages
Company Setup » Sales Orders » Messages
Price Check Warning – Warning to prompt user if an item is sold below the expected margin. This margin is set in Edit/Product Code. Message – Custom price check warning message that is given to the user can be entered here. Display in POS – Display the…
Purchase Order Header
Purchase Orders » Purchase Order Header
Main Vendor – The vendor’s code and name Vendor Order Number – A confirmation number given by the vendor for this PO. Notes – This note comes from the vendor record in a field called ‘Notes’ Used for that one important item…
Reports
User Settings » Reports
Once the company defaults are set for reports, each user can be set to what reports they are allowed. Each report can be set to Preview, Print, Export and Email. This screen also shows the template and Crystal Report .rpt name of each report including custom…
Locations & Profit Centers
Locations & Profit Centers
The location and profit center feature allows a company to use a GL segment to redirect a posting so that when a user logs in it automatically posts to the correct location or profit center. Location The location is selected as the user logs into Spire and…
Restore
Backup & Restore » Restore
To restore a Spire dataset go to the Spire tray icon on the server. When the company list is displayed, select add, and then ‘Add Existing Company’. Company to Import – Browse to the snapshot file to restore. Datbase Name – Select a…
From Sales Order List
Requisitions » From Sales Order List
On the sales order list, one of the available fields is ‘Backordered’. If there is a check in the box it means that at least one item is backordered on the sales order. If a filter is created that has the criteria Backordered – is true, then the list…
Surcharges
Company Setup » Sales Orders » Surcharges
Surcharges can be set to automatically be added to the footer of an order, much like a tax. The surcharge amount or % is set in editing of Product Codes. This can be used for ‘Fuel Surcharge’ or ‘Shop Supplies’ etc. Tax code 1 applies to…
Processing Requisitions
Requisitions » Processing Requisitions
When the requisition button is clicked the list of items that need ordering are populated. The user still has the opportunity to edit the vendor, the quantity and the costs before processing it to a purchase order. To create purchase orders immediately, click the…
Product Codes
Settings » Product Codes
Product Code – Assign a code to the product. Description – The description of the product code. Margin – The lowest margin that this product code should be sold for. If the user sells for less than this margin, the sales order line margin will…
Templates & Parameters
Reporting » Templates & Parameters
To find out what report templates and parameters are available when printing, turn on the user setting Reports ‘Enable report development tools’. Then whenever the print button is clicked this dialog will appear beside the reports list and the available…
Payment Terms
User Settings » Payment Terms
Add, edit and delete payment methods that can then be used for customers, vendors, sales orders and purchase orders.
From Production List
Requisitions » From Production List
When on the production order list any number of orders can be highlighted and then the user can click requisition. The production orders with shortages will be sent to the requisition screen. There is no way to set a filter from the list to know which ones have…
Accounts Payable
User Settings » Accounts Payable
View A/P Notes ― allows the user to view all accounts payable notes Edit A/P Notes ― allows the user to edit all accounts payable notes Export A/P Notes ― allows the user to export all accounts payable notes Access Accounts Payable ― allows the user to…
Currency Revaluation
Multi-Currency » Currency Revaluation
Used to revalue GL accounts because of current rate changes. The user must have the setting Users/Currency/Revalue Currency to be able to run this function. The revaluation process can be run for ‘Today’s’ date or the user can select a past month(s)…
Setting Currency Rates
Multi-Currency » Setting Currency Rates
Click add or edit to setup a currency. Code – The international short code for a currency. Country – The country that uses this currency, Description – The name of the currency. Value Rate – Select direct or indirect. Fixed – The…
Stock Reports
Reporting » Stock Reports
All stock reports are saved on the server in C:\Program Files (x86)\Spire\Reports. !Do not edit these reports and then leave them in this location. All changes will be overwritten when a new version of Spire is installed.
Prices and Units
Inventory » Prices and Units
Unit of Measure (UOM) Unit of Measure Add Delete Set Inventory UOM Set Sales UOM Set Purchase UOM Each unit of measure has a: Code – A unique code for the UOM Description – Optional description for the UOM Qty. Factor – How many…
Accounts Receivable
Accounts Receivable
When first going into accounts receivable the aged list will be shown. This list can be sorted and filtered. Add – Adds an AR entry. View Receivables – Opens the receivables records for the selected customer. Apply Finance Charges – Applies…
Image
Inventory » Image
Browse to any image on your computer and select it to have it show on this page. You can then click on the ‘Open’ button to view/edit it with your default image viewer/editor. This image will show up on the left hand pane in POS when the item is added or…
Exports
Filters/Searches/Exports » Exports
This feature gives the user the ability to combine filters and searches along with column layouts and export them. This means that Spire users can create a custom reporting system that each user can design themselves. Once the list has been filtered as required,…
Multi-Currency
Multi-Currency
Code – The short name for a currency. Country – The country using this currency, Currency – The name of the currency. Fixed Rate – The fixed rate for the currency. Buy Rate – The rate this currency is bought at. Sell Rate – The…
From Sales Order
Requisitions » From Sales Order
If we have back ordered items in a sales order we can see line by line what our default vendor is that we buy the item from. If you want to select an alternate vendor, simply click the lookup. Then click on the ‘Requisition’ button. The back ordered item…
Sales History
Sales Orders » Sales Order Header » Sales History
This tab shows what the customer has bought in the past and what price they paid for it. The user can set a filter and then choose to use it as their default view to only see, as an example, a certain date range. There is also a button that stays pressed until you…
Phases
Settings » Phases
Phase Code – A code for this phase Phase Type – Select Sales Order, Production Order or Purchase Order. This phase will be only available within that module. Description – A description for the phase. Report Type – Enter a report template…
Converting Data
Spire Installation » Converting Data
Database Conversion from BusinessVision After you have installed Spire Server, you can import an existing BV company or restore from a Snapshot (backup). This is done via the Server software itself (all database activity related to Companies is managed through the…
From Inventory List
Requisitions » From Inventory List
On the inventory list the user can highlight any number of items and click ‘Requisition’. The usual method is to sort by the column called “Suggested Order Qty” and requisition the required items. The suggested quantity is…
Profit Centers
Locations & Profit Centers » Profit Centers
This feature allows the user to select on each order where the posting will be redirected based on pre-defined ‘Profit Centers’ Inside a sales order the user selects the profit center to post to. When the invoice is posted without changing the profit…