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AP Entry
Accounts Payable » AP Entry
Accounts Payable Entry Accounts Payable transactions can be entered from a screen that is opened either from the top of the Open Accounts screen or when viewing accounts payable for a specific vendor. The image below is for an invoice, and the screen layout is the…
AR Entry
Accounts Receivable » AR Entry
Accounts Receivable Entry Accounts Receivable transactions can be entered from a screen that is opened either from the top of the Open Accounts screen or when viewing accounts receivable for a specific customer. The image below is for an invoice, and the screen layout…
Timecard Entry Codes
Canadian Payroll » Timecard Entry Codes
When paying employees through timecards, you need to define the various ways that employees can be compensated, using Timecard Entry Codes. These codes will be used with Payroll Departments and Employee records, which in turn are used to determine defaults on new…
Purchase Orders
Company Setup » Purchase Orders
General Post to Accounts Payable – When enabled (recommended), receiving purchase orders will generate entries in Accounts Payable and General Ledger. The inventory receipts on POs will be accrued if received before obtaining the vendors invoice. Once the…
Accounts Payable
Accounts Payable
The Accounts Payable module is the place to enter vendor transactions that do not originate from Purchase Orders, such as office expense invoices or vendor payments. The module grid on the Open Accounts tab lists all vendors that have open transactions, with aged…
Vendor Open Items
Accounts Payable » Vendor Open Items
When viewing the Accounts Payable for a specific vendor, a screen appears with vendor information and a list of open transactions. Header Open Vendor – Allows the user to open the vendor to see all information including purchase orders not yet…
Recurring Entries
General Ledger » Recurring Entries
Recurring transactions allows past transactions to be duplicated on a schedule. They are created by copying entries previously posted in Accounts Payable, Accounts Receivable or Ledger Journal Entries. Recurring entries can be edited before posting to change GL…
Processing Payments
Accounts Payable » Processing Payments
Vendor payments can be entered either directly against selected invoices or as an unapplied prepayment on account. When paying vendor invoices, edit the vendor accounts payable record and from the Open Items tab, click the checkbox next to each invoice you want to pay…
Version 2.6
Nouveautés dans Spire » 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…
Accounts Payable
Opening Balances » Accounts Payable
The usual method for entering the accounts payable opening balance is to simply enter one transaction for each outstanding invoice. The other way to create the opening balance is to import it as an AP transaction, which in the end has the same result as entering it…
Job Costing
Job Costing
The Job Costing module allows assigning customer jobs to sales orders, purchase orders, and other transactions, to more easily track job progress, revenue and expenses and gauge profitability. Job List This screen shows a list of all customer jobs, their respective…
Batch Payables
Batch Payables
Paying Multiple Vendors If you need to pay a larger group of vendors, it may be more efficient to generate and print a number of checks all at once rather than one at a time, using the Batch Payables process. A Batch of payments can be created from the Accounts…
Reports
Accounts Payable » Reports
The Reports tab has a number of Transaction list template reports available to print. There are two Report Templates for Accounts Payable and Accounts Payable Ledger reports, each with their own set of reports and options. Accounts Payable Select Aging Date…
Version 3.1
Nouveautés dans Spire » Version 3.1
*Spire 3.0 and up does not support Windows Vista or Windows Server 2008. (2008r2 is OK) Payroll • Add Vacation Pay expense account to Payroll Department to allow Vacation Expense to post to a separate GL Expense Account • Add default Benefit and Deduction…
Version 2.2
Nouveautés dans Spire » 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…
Source Deduction Remittance
Canadian Payroll » Source Deduction Remittance
Check these settings in Company Settings->Payroll before using ‘Source Deduction Remittance’ Module Select remittance frequency Setup CRA vendor for paying deductions Once all timecards are posted for the reporting period, go to the top menu …
Transactions
General Ledger » Transactions
In this screen you can see all transactions posted from the three fiscal years available for posting. Filters can be set to view less transactions and either reported on or exported. When printing any report with the Crystal Report Template of GL Transaction List…
Accounts Payable
Company Setup » Accounts Payable
AP Contact Type – The Contact Type set here is used for Accounts Payable Reports and for display in the Contact section when opening a vendor from the Accounts Payable module. *Note: Contact Types are setup from the Contact Types tab of the Company section within…
Payroll
Company Setup » Payroll
Employer This employer information is sent along with T4s, T4 Summary, ROE’s, T4As and T5018s when uploaded to Service Canada. Current Payroll Year – The current Payroll Year. This is advanced automatically on payroll year close Payroll Account Number…
Purchase Orders
User Settings » Purchase Orders
Access Purchase Orders – Allows the user to open the Purchases module. Add Purchase Orders – Allows the user to create new purchase orders, either from the New button or from copying existing POs. Add Requisitions to Open PO – Processed Requisitions are…
Version 3.2
Nouveautés dans Spire » Version 3.2
Quick Purchase Order PO can now be issued, received, invoiced and closed in one step Improve UDF user interface Ability to drag and drop fields to a different position, or even a different page. Add UDFs to API UDFs are now available to 3rd party developers in…
Sales Orders
Company Setup » Sales Orders
Orders Tab Division / Salesperson / Territory Separate orders by division – With this option set, a user only sees the orders from their own division. Require salesperson on orders – Orders will not be able to be saved without a salesperson. Require…
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. Some special accounts are used as Control Accounts for reconciliation purposes, and others are used as default accounts for transactions if not specified anywhere…
Version 3.7
Nouveautés dans Spire » Version 3.7
New Features; • Add SPS Commerce EDI integration Click here for setup and instructions • Add support for Avalara VAT in Europe • Add ability to override Avalara Entity Code on a Sales Order line • Add Integration Association to Imports • Add Sales Tax Entity…
One Time Vendors
Accounts Payable » One Time Vendors
Misc Payments To enter a combined invoice and payment for a vendor that does have a saved record in your company data, create a new transaction from the Open Accounts screen, and for the vendor selection choose ‘One Time Vendor’. In addition to the…
Sales Taxes
Settings » Sales Taxes
Sales Tax codes are assigned to transactions in order to calculate tax on sales and purchases, invoices and expenses. Tax codes may be assigned to customers, vendors and warehouses as default values for transactions, and can be changed on sales and purchase orders. You…
Processing Purchase Orders
Purchase Orders » Processing Purchase Orders
A purchase order can have 5 different statuses. Open – A new PO that allows adding items and editing other information, and has not usually been sent to the vendor yet. Items have not yet been saved as On Order. Hold – Open POs can be put On Hold, to…
Purchase Order List
Purchase Orders » Purchase Order List
The Purchase Order list displays all outstanding purchases of different statuses, all listed in a grid that you can sort, filter or search within. Some columns on this grid such as cost amounts have security settings that must be enabled in order for them to be…
Purchase Order Header
Purchase Orders » Purchase Order Header
The Purchase Order Header contains a number of toolbar buttons that control status maintenance and perform functions on the purchase order as a whole. The toolbars at the top are displayed regardless of which purchase order tab is open. Open Vendor – Opens…
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. You may wish to include a memo such as “Starting Open Balance” to identify this. In order to be able to post opening balances to control accounts, Company…
Payment Terms
Settings » Payment Terms
Define rules for calculating the due date and early payment discount date and amount for customer and vendor invoices and debit memos. Default terms codes can be assigned to customers and vendors. Also see a list of records and open transactions where the terms code is…
Reports
Vendor » Reports
From either the Vendors list or from various tabs when editing a vendor, there are many different reports you can print, including forms to send to vendors or informational lists. Vendors From the Vendors list screen and the reports toolbar button, you can select one…
General Ledger
User Settings » General Ledger
Access Budgets & Forecasts ― Allows the user to access the Budgets and Forecasts module. Access General Ledger ― Allows the user to access the General Ledger module. Alert Recurring Entries ― If there are recurring entries defined and they are due to be…
Processing Payments
Accounts Receivable » Processing Payments
Customer payments can be entered either directly against selected invoices or as an unapplied payment on account. When paying customer invoices, edit the customer accounts payable record and from the Open Items tab, click the checkbox next to each invoice you want to…
Keyboard Shortcuts
FAQs » Keyboard Shortcuts
Shortcut F Keys F1 – Launches the manual with context sensitive help F2 – Cancels a sales order F5 – In sales and POS brings up the invoice and payment screen F6 – Exits the sales order F7 – In a sales order it brings up the sales…
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. In addition to adding, editing or searching for vendors, you can select one or more vendors and create and send emails to…
General Ledger
Job Costing » General Ledger
General Ledger journal entries can refer to a job and account on any line, though only Revenue, Expense and Cost of Sales accounts will be recognized for accumulating Actual posted amounts on the job and account. The Memo text will be visible on the job entry grid 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 you to back date and post date transactions 1 year…
Replace Components
Settings » Inventory » Replace Components
If you have one or more component items used in production orders and templates that have become obsolete, it could be a large task to locate all the places where these are in use. The Replace Components utility allows you to select the old and replacement component…
Configuring Your Custom Fields
User Defined Fields » Configuring Your Custom Fields
To be able to Edit UDF Structure, this User Setting option must be enabled in the General area. To add or change a UDF field in a module, open the tab “User Defined” while editing one of the records in that module. This example will demonstrate UDF fields on Sales…
Lot/Serial Number Opening Balances
Opening Balances » Inventory » Lot/Serial Number Opening Balances
If you had not previously used lot or serial numbers, and you have on hand balances of items that you now want to track, follow this procedure. Use inventory adjustments to bring the balance of these items to zero. Edit each item and change the type to be Lot…
Payroll Departments
Canadian Payroll » Payroll Departments
A Payroll Department is a collection of pre-defined payroll accounts and their associated GL account numbers, along with timecard codes, benefits and deductions. Each employee is assigned a payroll department, which affect amounts and accounting when timecards are…
Timecards
Canadian Payroll » Timecards
Timecard batch list This list shows a list of timecard batches for each date. The totals of all the amounts in each of the timecards are shown here. Export – A filtered list of the batch totals can be exported to Excel or csv Add – To add a batch of…
Opening Balances
Opening Balances
When you first start using Spire and the company data is not being migrated from another product, the GL and sub ledgers require opening balances to initialize the data. Each of the sub ledgers need to balance to the General Ledger, and all account debits and credits…
Sales Order Header
Sales Orders » Sales Order Header
To create a new Sales Order in Spire, you typically would start from the Sales module, clicking the ‘+’ button in the toolbar. You can also create new sales orders from the Inventory List or within editing a customer or when copying a Sales History invoice.…
Inventory
Opening Balances » Inventory
For inventory opening balances, they could be imported as part of the initial company setup. However this is not a desirable method because there is no way to see what the opening balance was at the start. The best way to get the opening balance for inventory is to…
Accounts Payable
User Settings » Accounts Payable
Void Transaction ― Allows the user to void payments and reverse other accounts payable transactions. Purchases cannot be Voided regardless of this option selection. Choices are: No Yes – Keep Original date Yes – Modify date View A/P Communications…
Accounts Receivable
User Settings » Accounts Receivable
View A/R Communications ― Allows the user to view records on the Communications grid for the customer. Edit A/R Communications ― Allows the user to add or edit records on the Communications grid for the customer. Export A/R Communications ― Allows the user to…
Searches
Filters/Searches/Exports » Searches
There are multiple ways that Spire allows you to locate the desired record of choice, either from grids or entry. Search Box Each module of Spire includes a search box at the top of the list. This search feature looks into most of the text fields in the database…
Version 3.10
Nouveautés dans Spire » Version 3.10
Nouvelles fonctionnalités 3.10.4 Les notes de communication sont affichées comme des bannières lors de l’ouverture d’un enregistrement, avec une couleur basée sur l’alerte ou la date d’échéance. La conciliation bancaire et…
Employees
Canadian Payroll » Employees
Within the Payroll module, one tab displays the list of company employees, from which you can edit existing employees or create new ones. You can also select one or more employees from the list and create and send emails to them or any of their contacts, including…
Accounts Payable
Job Costing » Accounts Payable
After creating an Accounts Payable invoice, including the transaction Reference value and the amount, you can access the Job tab to enter the job and account values. You can enter one or more job and account lines for a single Accounts Payable invoice. Distributed…
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
Job Costing » Accounts Receivable
After creating an Accounts Receivables invoice, including the transaction Reference value and the amount, you can access the Job tab to enter the job and account values. This is sometimes used to add extra fees that are not posted through a sales order/invoice. You…
Sales History
Sales Orders » Sales Order Header » Sales History
This tab allows you to see all historical sales invoices for this customer, not yet completed and closed to history. There are two sub-tabs, one for the list of invoices and the other for the list of items from those invoices. On either sub-tab you can search for,…
User Info
User Settings » User Info
When creating a new user or editing an existing user, there are a number of screens with various options or settings to configure. The initial screen is the User Info screen that contains basic user credentials. Username – The unique code that the user enters…
Accounts
General Ledger » Accounts
A list of accounts is displayed in a grid, which can be filtered or searched within. Export – Used to create an Excel file from the contents of the grid, either the entire list of accounts or only those displayed through a Filter or a Search. Add –…
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.…
Point of Sale
Point of Sale
The Point-of-Sale (POS) module is a quick way to enter sales that can be quickly and easily processed, even without the use of a mouse. The keyboard shortcuts are always visible at the top of the screen in the toolbar, which can be used instead of using the mouse to…
Accounts Receivable
Accounts Receivable
To more easily see which customers have outstanding transactions, the Accounts Receivable module lists only those customers that have at least one open receivable, even if all transactions net to a zero balance. This list can be sorted and filtered for investigation,…
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, from the General Ledger module, edit the account to be reconciled and click the…
From Inventory List
Requisitions » From Inventory List
You would choose to create requisitions from the inventory item list when quantity available is below the item reorder point value, or if items are backordered on sales orders and the entry staff are typically not responsible for making requisitions. To assist in…
Inventory
Company Setup » Inventory
Warehouse Multiple Warehouses – Select if you require more than one warehouse. Once warehouses are created, this option cannot be disabled. Receiving/Transfers Post adjustments to GL – When adjustments are posted, a transaction will be created in the General…
Inventory Count
Inventory Count
The Inventory Count procedure is used to aid in reconciling actual inventory quantities to those stored in the data, 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…
Version 2.9
Nouveautés dans Spire » 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…
Spire Installation
Spire Installation
Hardware Requirements Spire Server Spire Server is supported on the following Microsoft Windows editions: Windows 8.1 (not Home editions) Windows 10 (not Home editions) Windows 11 (not Home editions) Windows Server 2012 R2 Windows Server 2016 Windows Server…
Customer Open AR Items
Accounts Receivable » Customer Open AR Items
When viewing the Accounts Receivable for a specific customer, a screen appears with customer information and a list of open transactions. Header Open Customer – Allows the user to open the customer to see all information including sales history and open…
Segments, Groups, Subgroups
Company Setup » General Ledger » Segments, Groups, Subgroups
Segment Structure Segment structure is used to define how many segments are used within Ledger accounts and the length of each. You can have up to 4 segments with specified lengths and labels, with an overall account length not exceeding 24 characters. You can…
Batch Receivables – & EFT
Accounts Receivable » Batch Receivables – & EFT
Entering Multiple Customer Payments If you have a stack of customer checks or cash to record payments for, it may be more efficient to enter them all at once using the Batch Receivables process, rather than one at a time while editing each customer. A Batch of…
Inventory Details
Inventory » Inventory Details
Inventory Header When you edit an item, there are many tabs that contain information either about the item or the transactions it has been added to. Above the tabs are a few key fields visible regardless of which tab you have open. Warehouse – The warehouse…
Sales Line Details
Sales Orders » Sales Order Details » Sales Line Details
The order details grid has many field columns to display, and most of them are editable for ordered items. Some columns may not be visible to users that do not have the security permissions to see them, and other columns require user security access to edit. Part…
Sales Order
User Settings » Sales Order
Access Sales Orders – Allows the user to open the Sales Order module. Add Ship Via – Allows the user to create new Shipping Method records. Add or Edit Sales Orders – Allows the user to create or modify Sales orders with selected types. Editing an order…
Accounts Payable EFT
Batch Payables » Accounts Payable EFT
When processing accounts payable payments from a batch, you can select EFT as the payment method to create a file for upload to the bank, based on the file format you specified in Company Settings. Vendor payables are otherwise generated and paid in a very similar…
Processing Sales Orders
Sales Orders » Processing Sales Orders
After all items and quantities have been added to the order, you can configure Spire to determine procedures to follow for determining the stage of order completion, assigning an order status, and generating internal and customer forms until the order is shipped,…
General Ledger
Company Setup » General Ledger
This section has the settings for the General Ledger module. There are several tabs to complete data entry that include; General, Fiscal Periods, Segments, Groups, Subgroups, and Special Accounts. General Enable General Ledger – Select this option to create…
Serial Numbers
Inventory » Serial Numbers
If the inventory item type is specified as Serialized, an additional Serial Numbers tab is available to display the serial numbers assigned to quantity on hand and historical transactions. You also can see transactions related to specific serial numbers. The Serial…
Payfacto
Spire Server Admin » Integrations » Payfacto
Payfacto setup and use The purpose of this document is to help someone setting up Payfacto. There are multiple setup elements ranging from providing credentials in Spire Administration through to establishing tills, terminals and payment methods. These are…
Inventory
User Settings » Inventory
Access Inventory ― Allows the user to open the Inventory module. Access Inventory Adjustments ― Allows the user to see open and posted inventory adjustment transactions in the list screen. If the Add Inventory Adjustments user setting is also not selected, then…
Kit Components
Inventory » Kit Components
A kit is a collection of items represented by a master part number used for selection on sales orders. Kitted items have no assembly process, as there is for ‘Manufactured’ items. If the inventory item type is specified as Kitted, an additional Kit…
Version 3.6
Nouveautés dans Spire » Version 3.6
Add ability for Spire Systems Inc to host Spire server on spire-cloud.com Set default snapshot schedule adding/restoring a company database, Daily @ 23:59 Keep 1 Centralize image and attachment handling at the Spire Server Add the ability to edit Username in Spire…
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 / Insert – Create…
Main Tab
Sales Orders » Sales Order Header » Main Tab
Selecting the Customer From the Customer No field, you can use the lookup icon to navigate and locate the intended customer for this sales order. You can also enter search criteria to locate the customer based on that search results. For example, type the city and…
Batch Invoicing
Sales Orders » Batch Invoicing
If you often need to make corrections or changes to customer sales invoices after they are created and printed, you may want to consider using Batch Invoicing in the Sales module rather than Live Invoicing. Batch invoicing allows you to keep the group of invoices…
Lot Numbers
Inventory » Lot Numbers
If the inventory item type is specified as Lot Numbered, an additional Lot Numbers tab is available to display the lot numbers assigned to quantity on hand and historical transactions. You also have the ability to trace through transactions related to a specific lot to…
Sales Order Details
Sales Orders » Sales Order Details
On the Main tab of sales orders is the grid where you enter and maintain the items and other details for the order. Above the grid is a toolbar specific to the details grid where you can inquire on information about these inventory items or perform functions on the…
Price Matrix
Price Matrix
Spire’s Price Matrix allows the user to set special pricing of inventory items or product groups for individual or groups of customers when entering Sales Orders in many different ways. A list of all Price Matrix records can be seen within the module list…
Inventory Transfers
Inventory Transfers
Inventory Transfer transactions are used to move items from one warehouse to another, with an optional markup charge or freight cost for the transfer. Before entering and posting any inventory transfers, you must first open Company Settings/Inventory and select a…
Importing Data
Tools » Importing Data
When you need to add a larger volume of new records into Spire, you can use the Import procedure to populate your company data, rather than entering them all individually. Open the Import process from the Tools menu. This opens a screen where you can determine which…
Customers
Customers
Creating or Editing a Customer Select ‘Customer’ from either the main menu or the top Customers menu to see the list of customers. Click the plus button to create a new customer, or highlight an existing customer and click the pencil button to edit. …
Reports
General Ledger » Reports
The Reports tab has a number of Financial Statement and Transaction template reports available to print. There are four Report Templates for Financial Reports, Historical Financial Reports, GL Transactions reports and GL Historical Transactions reports, each with their…