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Included Stock Reports

Reporting » Included Stock Reports

The below is a complete PDF list of the current reports available in Spire. For Customer Reports please review the custom report links from the main navigation menu or by the next page link at the bottom of this page. Spire Reports

Customers – Included Reports

Customers » Customers – Included Reports

Customer Statement Customer Statement Detailed #10 Envelope with Return Address #10 Envelope

Sales Orders – Included Reports

Sales Orders » Sales Orders – Included Reports

Work Order Sales Order List Sales Order Details List Sales Order RMA Order Quote Pick Ticket Order Confirmation Backorder Details by Customer

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 –…

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…

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.

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…

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…

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…

Entering UDF Data & Using them in Reports

Optional Add-ons » User Defined Fields » Entering UDF Data & Using them in Reports

Entering data in UDFs Entering data into the fields that you created is done by going to the ‘User Defined’ tab of the module. All the formatting you applied when setting up the fields, are respected. Creating Reports on UDF data Open Crystal Reports and edit…

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…

What’s New in Version 2.9

Inventory Count Module Click Here to see how this module works This will allow count files(s) to be created and give an immediate onscreen variance. Counts are then posted to receipt and the GL. This includes the ability to count and adjust serial/lot numbered…

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…

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…

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…

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…

Communications

Inventory » Communications

Notes can be added to inventory items for various reasons. If the alert flag is set like the example above this note will pop up when adding the item to an order. The note can also be assigned to a user so that when the user logs into Spire and the note is due or…

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…

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 –…

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…

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)…

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,…

Summary

General Ledger » Summary

The GL Summary screen totals each group but allows the user to expand the tree structure to see individual accounts.

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…

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…

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…

Sales History

User Settings » Sales History

Access – Can access sales history. Modify – Can edit non-financial information on a posted invoice. Export – Can export sales history. View GL Transaction – Can see the corresponding GL transaction for the invoice

What’s New In Version 2.6

What’s New in Version 2.9 » Previous Versions » What’s New In Version 2.6

Spire 2.6 Feature Additions Unlimited number of payment methods Click Here for instruction Removed the limit of 7 payment methods for sales orders and POS Added the ability to round invoice/POS payment to nearest 5 cents for penny rounding Click Here for…

What’s New in Version 2.1

What’s New in Version 2.9 » Previous Versions » What’s New in Version 2.1

Add Optional Service Manager (Equipment tracking module) Improve all Sales Tax behavior to make all 4 tax fields available as configured, allow any tax to be set as recoverable Add timecard_entries table to improve Timecard data structure Add Items tab to Sales…

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…

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…

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. …

Payroll

Opening Balances » Payroll

When creating opening balances for employees the items that should be set before posting a payroll in Spire is the vacation owed, (which should total in the GL to the liability account set for accrued vacation) and the advances owing (which should total in the GL to…

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…

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.…

Receiving Negative Inventory

FAQs » Receiving Negative Inventory

When inventory is allowed to be sold or consumed so that the on-hand quantity is below zero it means that the item is potentially sold to the customer at the the wrong cost. Let’s look at this example. Item INSDB55 Average Cost $100 On-Hand negative 2 Sell…

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…

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…

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.…

Inventory

Opening Balances » Inventory

For inventory opening balances they can be imported as part of the initial import or on the day the company goes live. However this is not a desireable method because there is no way to see what the opening balance was at the start. The best way to get the opening…

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…

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…

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…

Payment Methods

Settings » Payment Methods

Spire now allows an unlimited number of payment methods. Select Edit/Payment Methods to add/edit or delete. Code – Code for the payment method Description – Description of the payment method Payment Type – Type for the payment method. 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…

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.

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…

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…

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…

Backup

Backup & Restore » Backup

To backup Spire data click on the tray icon on the server. It may be on the task bar or the user may have to click the little ‘up arrow’ on the tray to see the hidden icons. When the company list comes up double click on the one to set a snapshot for.…

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…

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…

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…

Purchase Orders

Job Costing » Purchase Orders

Purchase orders can be directed to a job as long as the GL account used is an expense or cost of goods account. To select a job for a purchase order either select from the header, after which each line of the PO will be populated with the selected job… …

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…

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 …

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…

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…

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…

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…

Sales History

Inventory » Sales History

This screen shows all the customers that have purchased this item along with the quantity, price and margin. The user can drill down into an invoice to print, copy or credit it. If they have the security permissions to do so they can edit non-financial information…

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…

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.…

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”…

Sales Orders

Company Setup » Sales Orders

Orders Tab Separate orders by division – With this option set, a user only sees the orders from their own division. User selectable kit components – Kits will explode onto a sales order after allowing the user to select the components required. Match lowest…

Reporting

Spire uses Crystal Reports for all of its reports. Spire partners can assist with developing reports for you or if you have the knowledge you can write them on your own. The reports are created or edited with Crystal Reports versions 10, XI or 2013. Crystal Reports…

Production Orders

User Settings » Production Orders

View Production Notes – Can see the production notes. Edit Production Notes – Can edit production notes. Export Production Notes – Can export production notes. Change Component Cost – Can edit the component cost. !CAUTION – allowing this setting…

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 Details

Sales Orders » Sales Order Details

Insert – Inserts a blank line above the highlighted line so the user can keep items grouped. Delete – Deletes the highlighted line Comment – Brings up a comment dialog. The user can either enter miscellaneous comments or select from previously…

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…

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…

Components

Inventory » Components

If an item is set as manufactured or kitted it will have a components tab. You can see very visually if you have enough stock to be able to build the item. The green dots mean that there is enough of the component, the red dot means that there is not, and the yellow…

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…

Misc

Company Setup » Sales Orders » Misc

Point of Sale Always prompt for customer – If set to prompt, 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…

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…

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…

What’s New in Version 2.5

What’s New in Version 2.9 » 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…

Warehouses

Settings » Warehouses

Code – The code assigned to this warehouse Description – The description of this warehouse which is available to print on purchase orders and other reports. Address – The address of this warehouse which is available to print on purchase orders and…

Utilities

The following section will provide you with an overview of the utilities included in Spire which will include the following topics. Inventory Adjustments Customer Code Change Inventory Code Change

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…

Configuring Your Custom Fields

Optional Add-ons » User Defined Fields » Configuring Your Custom Fields

Configuring your custom fields Make sure you first have access to design the UDF structure. To add new fields to one of your modules, go to the tab “User Defined” within one of the records. In this example we will add some fields to the sales order. Note that…

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…

What’s New in Version 2.2

What’s New in Version 2.9 » Previous Versions » What’s New in Version 2.2

2.2 New Features: • The last of the technology upgrades • AR and AP multiple invoice discounts • AR and AP void transaction (not just Payment) • AR and AP payment application over several invoices • Purchase Order line…

Payroll

Job Costing » Payroll

Each line of a timecard can be posted to a separate job/account When the payroll timecards are posted a percentage of the overhead (burden) gets allocated to each job on the timecard. Included in the overhead is Employment insurance (EI) Canada Pension Plan…

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…

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…

Communication

Sales Orders » Sales Order Header » Communication

Any number of notes can be added to an order that can have several options. Subject – Gives the note a subject Type – This groups notes by a type and must come from lookup list if used Body – The details of a note Assigned To – Who is…

Phase

Sales Orders » Sales Order Header » Phase

This tab displays each phase that an order has gone through including when it entered that phase and when it was completed. The user is able to edit the start and end time if necessary. They can also add in different information and notes, and if the phase required…

What’s New in Version 2.4

What’s New in Version 2.9 » Previous Versions » What’s New in Version 2.4

January 2017 Canadian Payroll tables Improved Payroll Year End Procedure Prevent payroll year end from being done more than once Block users from posting timecards in January without first performing payroll year end Ability to post payroll timecards to last year…

Setting Up a Spire Backup

Spire Installation » Setting Up a Spire Backup

To create a Snapshot of Spire data you will need to do the following: Open Spire Server Tray Double click a company Choose Interval Select time to perform snapshot Select how many snapshots to save Snapshots will be saved in on the server in…

Requisitions

Requisitions is the step in between Sales/Production/Inventory and Purchase orders. Items sent to requisition stay on the list until the purchase order is closed or the production order is built. Save – Save changes Delete – Delete a line from…

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. …

Sales Payment Balancing

If the company takes several forms of payment then the following is the procedure to balance the payments against the invoices/POS processed. On the top menu go to Sales/Cashout Reports Add a new batch for the period to be balanced and give it a name, such as…

Production Manager

Optional Add-ons » Production Manager

Production Manager add-on lets you control inventory with pinpoint accuracy, reduce unplanned expenses and improve cash flow. Efficiently plan production from beginning to end and track progress with real-time information on raw materials, costs and production…

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…

Record of Employment (ROE)

Canadian Payroll » Record of Employment (ROE)

What is an electronic ROE? An electronic ROE is submitted to Service Canada electronically. Spire does not print paper ROE’s. More than one employee ROE can be included in an electronic submission. ROE Web is an efficient, reliable, secure, simple, and easy to…

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…

Payroll T4’s and T4 Summary

Canadian Payroll » Payroll T4’s and T4 Summary

!Note that T4’s are saved each year, so make sure that you select the correct year for printing. To produce T4’s from Spire Make sure all Payroll for the year has been posted Perform payroll Year End as per these instructions Click Payroll/Employee…