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General Ledger
User Settings » General Ledger
*View Transaction Communications ― provides the user with the permission to view journal entry notes Edit Transaction Communications ― provides the user with the permission to edit journal entry notes Export Transaction Communications ― provides the user with…
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 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…
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
Access Communications – Allows user to have access to the Communication module. Add Sales Tax – Allows the user to add new sales taxes. Allow Change Division – User can switch divisions. Allows Change Warehouse – User can switch to another…
User Info
User Settings » User Info
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 BARRY username. User Name – The code the user logs in with First Name…
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…
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…
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…
Sales Order Salesperson Settings – What Happens
Sales Orders » Sales Order Salesperson Settings – What Happens
Default salesperson for a sales order. These settings apply when creating a sales order. The user can always override these settings, unless the user setting-> Sales Orders->Edit Salesperson is unchecked. If user setting -> Salesperson –> Default Salesperson is…
User Defined Fields – On the List
Optional Add-ons » User Defined Fields » User Defined Fields – On the List
All user defined fields are available to be added to the list views. By default they are left unchecked. To add a UDF to the list view, right click on one of the list headers and select each of the UDF fields you want added to the list. *NOTE: With the addition of…
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…
Changing Fiscal Period
Company Setup » General Ledger » Changing Fiscal Period
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…
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…
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…
Data Dictionary
Reporting » Data Dictionary
Table (linked) Description Table List and Description List of all tables in Spire addresses All Address records ap_batch_items Saved Accounts Payable payment batch items ap_batches Saved Accounts…
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…
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…
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 –…
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…
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,…
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…
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 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 Print Check – Each vendor…
Payroll
Company Setup » Payroll
General This information is sent along with T4s, T4 Summary and ROE’s when uploaded to Service Canada * Note: Payroll departments are set from top menu Payroll>Payroll Departments
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 Departments
Canadian Payroll » Payroll Departments
These settings are used to define each payroll department. Then, each employee would be added to one of the departments. This is where the GL accounts are selected so that the employee department posts to the correct GL accounts. Deductions Setup each…
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…
Purchase Order Footer
Purchase Orders » Purchase Order Footer
Weight – The total weight of the items on the purchase order. 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…
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…
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…
Inventory Details
Inventory » Inventory Details
Inventory Header Warehouse – The warehouse that this item is in. This will not appear if warehousing is not turned on in company settings Part Number – This items code Description – This items description Status – The status of the item.…
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…
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…
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…
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…
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…
Inventory Adjustments
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.…
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…
Equipment
Company Setup » Equipment
The optional “Service Manager” module is configurable to match a companies requirements. Each field in the module can be named as required. Prompt for Reading – The field called ‘Reading’, by default is for when an item is serviced…
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…
Special Accounts
Company Setup » General Ledger » 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…
Inventory
Company Setup » Inventory
Warehouse 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…
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…
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. Exchange Rate Direct – Select if the rate is direct Indirect…
Main Tab
Sales Orders » Sales Order Header » Main Tab
Once the customer is selected the customers credit information will be displayed, If the credit limit background is red this means that the customer is over the credit limit or has unpaid invoices beyond their terms. The user must have the security setting…
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 – …
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…
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…
Electronic T4 and T4 Summary – xml Upload
Canadian Payroll » Electronic T4 and T4 Summary – xml Upload
After T4’s have been generated, edited and verified they can be uploaded to CRA directly (i.e. without having to re-enter the details through CRA’s web portal). If you have more than 50 T4’s then you must use this procedure. The purpose of this…
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…
Sales Order Details
Sales Orders » Sales Order Details
Add/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…
Segments, Groups, Subgroups
Company Setup » General Ledger » Segments, Groups, Subgroups
Segment Structure 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. Segment…
Payroll Year End
Canadian Payroll » Payroll Year End
*NOTE: New Feature Even though the payroll year end has been completed the user can still back date a payroll timecard to the previous year just in case it needs to be done. Timecards done in the previous year will use the correct year’s tax tables. !Payroll…
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…
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. Once you have clicked on Company Settings in the…
Allocation Accounts
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.
Currencies
Settings » Currencies
The settings to add or edit currencies is found under the top menu in “Edit”. Select “Currencies”
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). When you install the server on of the options ask if you also want to…
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.
Sales Order
User Settings » Sales Order
Access Sales Orders – Sales orders gets added to the users menu Add Sales Orders – Can add Sales orders Add Ship Via Allow AR Payment Allow Change Phase – User can edit the phase that the order is currently in. Allow Fill Back Orders – The ‘Fill…
Accounts Receivable
Company Setup » Accounts Receivable
Aging Periods – Select 4 aging periods. Monthly Interest Rate – Interest rate to charge in AR.
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…
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…
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. Allow processing orders twice – Will allow an order to be processed more than once if the user has…
Recover Deleted Sales Orders
Sales Orders » Recover Deleted Sales Orders
If the user has the permission as defined in User Settings -> Sales Order -> Recover Deleted Orders, they can move a deleted order back into open orders. Go to the top menu and select Sales -> Recover Deleted. A list of deleted orders will be displayed. Find the…
Restore
Backup & Restore » Restore
To restore a Spire dataset go to the Spire tray icon on the server. You will need to log in using the Spire admin password that was created when installing Spire server, or with any other admin password that was created in Spire 3.0 or greater. After login you…
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 – A message is required in order to present a warning dialog. Display in POS – Display the price check warning in…
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…
Kit Components
Inventory » Kit Components
A kit is a collection of items that are included when the item is sold. Those items can be consumed in the background or shown on the order depending how the kit is setup. When an item is set as a kit, there is no process involved in assembling them like there is for…
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. Min – Minimum amount to…
Calendar
Calendar
The calendar is related to the communications module. Communication notes that have a followup date automatically get added to the calendar. Select ‘Calendar’ from the main menu and all of the users communications will be show on each day that the item is…
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…