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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 warehouse. Confirm…
Company Settings
Settings » Company Settings
Go to company settings by selecting ‘Edit->Company Settings’
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 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…
T4A Company Settings
T4A Statements » T4A Company Settings
To be able to generate T4As some company settings need to be defined. These can be found in Company Settings -> Payroll -> Employer and Contact Employer Current Payroll Year – T4As will print for the year prior to the current year. Payroll Account Number…
T4A Vendor Settings
T4A Statements » T4A Vendor Settings
Once you have decided that it is applicable to issue a T4A the vendor must be set to report these amounts on the slips. To do this edit the vendor and go to the general tab. Reporting Report Type – Select T4a Identification Type – Select one of the…
T5018 Company Settings
T5018 Statements » T5018 Company Settings
To be able to generate T4As some company settings need to be defined. These can be found in Company Settings -> Payroll -> Contractor and Contact Contractor Reporting Period – The reporting period would be 1 year previous to this date. Information Return…
T5018 Vendor Settings
T5018 Statements » T5018 Vendor Settings
Once you have decided that it is applicable to issue a T5018 the vendor must be set to report these amounts on the slips. To do this edit the vendor and go to the general tab. Reporting Report Type – Select T5018 Identification Type – Select one of the…
User Defined Fields
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
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…
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 the…
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…
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…
Sales Payment Balancing
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…
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…
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.…
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…
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…
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…
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…
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…
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…
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 –…
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…
Version 3.6
What’s New In 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…
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…
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…
Processing Purchase Orders
Purchase Orders » Processing Purchase Orders
A purchase order can have 5 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. …
Avalara Sales Tax
Spire Server Admin » Integrations » Avalara Sales Tax
Avalara AvaTax is a user-friendly, cloud-based SAAS (software as a services) system that automates sales and use tax processes. Sales and use tax rates are varied and complex across Counties, States, and Countries. Given that the burden of sales tax collection and…
Purchase Order Footer
Purchase Orders » Purchase Order Footer
Weight – The total weight of the items on the purchase order. Landed Costs Landed costs can be added to a purchase order when receiving. The fields are greyed out until a receive quantity is entered. Vendor Freight – The freight that the vendor will…
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…
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.…
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…
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…
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…
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…
Source Deduction Remittance
Source Deduction Remittance
!If you are claiming the ‘Temporary Wage Subsidy for Employers” then the source remittance will automatically reduce the payment to CRA for the eligible amount and post it to the GL account setup in company settings -> Payroll->Employer ->Temporary Wage…
Version 3.3
What’s New In Spire » Version 3.3
New Features Add Spire Server Administration with these new features: See this video - Can be run from any workstation on a network - Add ability to upload a maximum 4cm x 4cm Logo in gif, png or jpg format - Add ability to read and download log files…
Browser
User Settings » Browser
Adds a browser tab to the users menu and allows them to add web pages as sub tabs. This gives the user quick access to commonly used web pages. *The menu item will not appear for the user until they add tabs to the browser. Once added, log out of Spire and then back…
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…
Multi-Currency
Multi-Currency
Code – The short name for a currency. Country – The country using this currency, Currency – The name of the currency. Exchange Rate – The fixed rate for the currency. Indirect Conversion – Checked if set to indirect. Symbol – The…
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…
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…
Vendors
Company Setup » Vendors
Address Defaults – Set the default address that will be used when creating a new vendor. Contact Labels – Contacts 1, 2 and 3 can have a label added to define what the contact is used for; i.e. if you always want contact 3 to be used for the buyer, then…
Inventory Transfers
Inventory Transfers
To setup inventory transfers go to Company Settings/Inventory and enter a Transfer Markup Account. There is also an optional setting to post a markup percentage on inventory transfers. Usually an income account is selected so that inventory is debited for the increase…
New Install
Spire Installation » Installing Spire on the Server » New Install
*Note – Spire Admin does not work with Internet Explorer. Upgrade to Microsoft Edge or use Chrome, Firefox or Safari. All of which are HTML5 complaint. A new installation requires that certain attributes be provisioned on the Spire server. These steps occur…
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 (option) » Processing
To meet the requirements of 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…
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. *Note – If vacation…
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…
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…
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…
Templates
Optional Add-ons » Production Manager (option) » 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. …
Backup & Restore
Backup & Restore
Backup The snapshot is done in the server admin and creates a single file a fraction of the size the original PostgreSQL data that can then be copied off site. The restore function points to that single file and re-creates the original Spire dataset. Setup snapshots…
Inventory
Inventory
Inventory List – When inventory is selected from the main menu, the inventory list is presented to the user either the last way they left it, or using the default, if it was set by the user. It remembers column position, width and the column it was sorted by.…
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…
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…
Purchase Order List
Purchase Orders » Purchase Order List
Purchase Orders List – Menu Items Refresh – Allows you to view purchase orders that have been added by other users Filters – Create a custom filter and save that filter to customize your view Export – Export the filtered list to Excel or…
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…
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 – …
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…
AR Entry
Accounts Receivable » AR Entry
Accounts Receivable Entry Post and Review or Post – Depending how selected. the entry will post using the default accounts set in company settings or the customers default sales account. If review is selected the user can redirect all of the entry except the…
Installing Spire on the Server
Spire Installation » Installing Spire on the Server
After you have completed downloading the file(s) required 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 the server is installed one of the options presented is…
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…
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…
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…
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,…
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…
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. Inventory adjustments can be reached from 2 places in Spire. …
Batch Payables
Batch Payables
Creating a Batch A Batch can be created from the AP list by highlighting the vendors to pay or by not having any of the list highlighted and click the batch button, or selecting batch view and then add. The user can set a filter prior to selecting. . The batch…
Version 3.5
What’s New In Spire » Version 3.5
New Features • Add support for Avalara tax service integration – See this link Be sure to see all sections • Add ability to change tax codes for selected shipto’s in top menu Customers -> Customer Address • Add Created, Created by, Modified, Modified…
Currencies
Settings » Currencies
The settings to add or edit currencies is found under the top menu in “Edit”. Select “Currencies” See Currency Instructions here.
Payroll Year End
Canadian Payroll » Payroll Year End
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 timecards are not…
Companies
Spire Server Admin » Companies
Companies This is where companies are added and administered Refresh – Refreshes list Create – Create a new company Restore – Restore a snapshot Import – Import data from another accounting software Delete – Delete a…
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…
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…
Employees
Canadian Payroll » Employees
Video Instruction – Adding Employees Details Tab Employee No – An alphanumeric code assigned to the employee. Name – Employees full legal name. Status – Active, Terminated or on leave. When terminated or on leave the employee cannot be…
Sales Order
User Settings » Sales Order
Access Sales Orders – Sales orders gets added to the users menu Add Ship Via – Allow users to add Ship Via to the Sales Order Add or Edit Sales Orders – Can add or edit Sales orders with record-type granularity…
Canadian Payroll
Canadian Payroll
Canadian payroll is an optional subscription module for those that wish to do payroll in-house. Companies are often thinking about how to better manage their payroll, and this is because employees are very important to organizations and can account for about 80% of…
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.
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…
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.
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.