Search
Related topics are listed below.
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…
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 Year End
General Ledger » General Ledger Year End
At any given time Spire has 3 years open that users can post to. They are Last Year, This Year and Next Year. Typically companies work in This Year but that is not a requirement. By working in This Year Spire allows the user to back date and post date transactions 1…
Accounts
General Ledger » Accounts
Filters – Add filters as required. Example above show only accounts that do not have a debit or credit balance of 0 Export – Used to export the filtered list and column order to Excel. In the screenshot example above this list is sorted by account…
Accounts Payable
Opening Balances » Accounts Payable
The usual method for entering accounts payable opening balance is to simply enter one transaction for each outstanding invoice. The other way to post the opening balance is to import it as an AP transaction which in the end has the same result as entering it…
Accounts Receivable
Opening Balances » Accounts Receivable
The usual method for entering accounts receivable opening balance is to simply enter one transaction for each outstanding invoice. The other way to post the opening balance is to import it as an AR transaction which in the end has the same result as entering it…
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…
Accounts Payable
Accounts Payable
When first going into accounts payable the aged list will be shown. This list can be sorted and filtered. Add – Adds an AP entry and the user can select from any vendor. Open – Opens highlighted vendors AP Batch – Opens the ‘Batch…
Accounts Payable
Job Costing » Accounts Payable
Enter the amount into the AP module and then click the job tab Distribute the amounts required for each job and then click post. *The whole amount does not have to be consumed, however the user cannot post more than the net AP amount. Job Account –…
Accounts Receivable
Job Costing » Accounts Receivable
Income can be posted to a job via account receivable. Used to add extra fees that are not posted through a sales order/invoice Enter the AR amount and then select the job tab. Select any number of jobs to post to. *The complete amount does not have to be consumed,…
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…
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.
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…
Accounts Receivable
User Settings » Accounts Receivable
View A/R Notes ― allows the users to see the AR notes. Edit A/R Notes ― allows the users to edit AR notes. Export A/R Notes ― allows the users to edit AR notes. Access Accounts Receivable ― allows the users to access to AR and adds it to the main…
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…
Accounts Payable EFT
Batch Payables » Accounts Payable EFT
When processing payables from batch mode the user can select EFT as the payment method to create a CPA1464, also known as a “005” file for upload to the bank. When the post button is clicked the user will be asked where to save the payment file. Once…
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. …
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…
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
Settings – edit menu » 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…
Allocations
General Ledger » Allocations
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.
Data Dictionary
Reporting » Data Dictionary
Table (linked) Description addresses Contains addresses for Customers, Vendors, Sales Orders, Sales History, Purchase Orders, Purhase History,Job Cost, Employees, Warehouses, Sales People, Territories, Company ap_batch_items …
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…
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…
Job Costing
Job Costing
Video Instruction – Job Costing The Job Cost module allows posting of cost, income and time so that a company can track a job through its processes. Refresh – Refreshes the list for any additions or changes other made to the jobs Filters – …
Changing Fiscal Periods
Company Setup » General Ledger » Changing Fiscal Periods
The company’s fiscal periods can be changed by shortening the current year. This will then start ‘Next Year’ one month past the shortened year. This can only be accomplished if there are no transactions beyond the last month of ‘Next…
Inventory Count
Inventory Count
Inventory count is a module used to aid in the counting of inventory quantities for individual or groups of inventory items. Counting inventory is an important part of keeping your system up to date and accurate with regard to quantities. Properly and regularly…
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 –…
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…
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…
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…
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…
Currency Revaluation
Settings – edit menu » 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)…
Batch Receivables – & EFT
Accounts Receivable » Batch Receivables – & EFT
Batch Receivables Setup Before using accounts receivable batches the user will need permission set for their login in User Settings/Accounts Receivable. For EFT deposits a GL account must first be selected in Company Settings/Special Accounts/AR Accounts. It is…
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 Payment no. – The cheque…
Reports Tab in Modules
Reporting » Reports Tab in Modules
Most of Spire’s reports run from the list view. The user sets the filter criteria and then prints ‘All’ or prints the ‘Selected’. In some circumstances other criterion is required to be passed to a report. In these cases Spire has added a…
Sales Orders
Job Costing » Sales Orders
Sales can be directed to a job as long as the GL accounts used are sales and cost of goods accounts. To select a job for a sales order either select from the header, after which each line of the order will be populated with the selected job… …or the…
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…
What’s New in Version 2.5
What’s New in Version 2.10 » Previous Versions » What’s New in Version 2.5
Spire 2.5 Feature Additions User Defined Fields (UDF’s) have been added to list views Click Here for instruction User defined fields are now visible on the list views and can be filtered, searched, sorted and exported. Electronic Funds Transfer (EFT) for…
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…
Importing Data
Spire Installation » Importing Data
Data can be imported into many Spire files. Users can setup a type of import and save it to be able to perform that same type of import later. Go to Tools/Import and select the type of import that you need to do. Available imports are: Accounts Payable Accounts…
Vendors
User Settings » Vendors
View Accounts Payable ― User can view vendors accounts payable Add Vendor ― User can add a vendor Modify Vendor ― User can modify a vendor record Delete Vendor ― User can delete a vendor record Export Vendor ― User can export a vendor record Maintain…
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…
Payment Terms
Settings – edit menu » Payment Terms
Code – The code for this Payment Term. Description – The description of the terms. Days Available – Days available for a discount. Discount Rate – The discount if paid before days available. Days Before Due – Days before due, after…
Summary
General Ledger » Summary
The GL Summary screen totals each group but allows the user to expand the tree structure to see individual accounts.
Multi-Currency
Settings – edit menu » 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…
Point of Sale
User Settings » Point of Sale
Allow POS A/R payments – With this set, the user can put payments on account for a customer without going into the accounts receivable module.
Customer Open AR Items
Accounts Receivable » Customer Open AR Items
Header Open Customer – Opens the customer to see all their information including sales history and open sales orders. Apply Finance Charges – Applies finance charges to this customer. This relies on the finance charge rate being set in Company…
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.
Purchases
Inventory » Purchases
These are all of the purchase orders for this item that are not yet closed to purchase history. You can see at a glance how many are on each PO, what the price is and when the PO is due. The user can double click on any PO an edit, issue, receive, apply Accounts…
Customers
User Settings » Customers
Access Customer ― allows the user to access the customer module Add Customer ― allows the user to add a customer record Delete Customer ― allows the user to delete a customer record Export Customer ― allows the user to export a customer record Modify on…
Communications Examples
Communications- (CRM) » Communications Examples
Example communications Inventory – Add a note if someone notices that there are not the correct quantity in stock in the warehouse. Assign to the warehouse manager to do a count. Customer – Put an alert on the customer for their birthday so if you add 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…
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…
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…
To-Do List on Login
Communications- (CRM) » To-Do List on Login
When User Logs In When the user logs in and there are communication notes that are due or overdue, a “To-Do” list will be presented. By clicking the edit button the user can see the details of the communication. When the user marks the activity…
Vendor Open Items
Accounts Payable » Vendor Open Items
Header Open Vendor – Allows the user to open the vendor to see all information including purchase orders not yet closed. Navigation – Navigates from vendor to vendor in the order that the list AP list was in. Contact Info – Shows the vendors…
AP Entry
Accounts Payable » AP Entry
Accounts Payable Entry Type – AP entry can be one of 4 types. Vendor Credit Vendor Debit Invoice Payment Vendor – Select a vendor to post to. Date – The date for the transaction. Transaction no. – The assumed GL transaction number.…
What’s New in Version 2.3
What’s New in Version 2.10 » Previous Versions » What’s New in Version 2.3
Attachments on Employees Job Costing Click here to go direct to job costing in the manual, including video instruction. We’ve made the Job Costing module easy with the use of tabs and eliminated the cumbersome task of entering jobs one at time on pop-up screens.…
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…
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…
Purchase Orders
User Settings » Purchase Orders
Access Purchase Orders – Can get into POs and the PO module will be on the main menu. Add Purchase Orders – Allow user to add POs Add to Existing Purchase Orders – Allow user to add to existing POs Allow change Phase – User can edit the phase that a PO is…
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…
Company settings for ROE
Canadian Payroll » Record of Employment (ROE) » Company settings for ROE
Before producing an ROE be sure you have company payroll information entered in Company Settings->Payroll->General *Note: – If you do not add this information to company settings, you will be required to enter it manually for every ROE produced The information…
What’s New in Version 2.8
What’s New in Version 2.10 » Previous Versions » What’s New in Version 2.8
Auto Update – In the Spire Server Tray the user may be presented with notification that a Spire upgrade is available. Otherwise click on Help -> Check for updates and they will see what version(s) are available and will be prompted to upgrade. Once the server has…
Processing Payments
Accounts Receivable » Processing Payments
Type – Hard coded with “Payment”. Method – Payment method Date – Date for the payment. Print Receipt – Check if a payment receipt is required to print or email Transaction – The assumed GL transaction number. If another…
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…
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…
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…
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…