ACCOUNTS PAYABLE - Reports

Accessing and generating Accounts Payable reports for Print / Preview / Email

 

• Access 
  • Accounts Payable List

         

• • • select or multi-select the Vendor Accounts(s) from the filtered or unfiltered list (see Filters)
    • select Print Selected or Print All
  • Accounts Payable Details

         

• • • select or multi-select the Transactions(s) from the filtered or unfiltered list (see Filters)
    • select Print Selected or Print All
  • Accounts Payable List > Reports Tab

       

• • • select Report Template (category)
      • Accounts Payable
        • Accounts Payable by Due Date / Aged Accounts Payable List / Vendor Ledger with Totals
      • Accounts Payable Ledger
        • 1099 / CPRS / Disbursements Journal / Vendor Transaction Activity
      • enter relevant criteria
      • click on Print to select from the list of reports in the chosen Template category

• Generating Reports
  • from the Reports list, select your report(s)
  • highlight the report to check the description below to see if it's what you expect
  • select the run method:         

• • • Print
      • accept or change the Printer
      • accept or change the Paper Source
      • Printer format permitting, select from Duplex options
      • accept or change the number of Copies
      • option to Save Defaults so same settings will be used next time this report is selected for printing
    • Email

• • • • Setup
        • establish Company Settings
        • establish User Settings

• • • • select from Email drop-down

                           

• • • • • Email Batch – if the email is for multiple Accounts Payable Accounts and Saved but not Sent, Spire will create a Batch with all messages contained, accessed in the Email module > Batches  tab

• • • • • • open the Batch to view the list of emails with the option to edit / send each message individually or send them all at once

                           

• • • • • • access them as individual email in the Messages tab

                           

• • • • • Email Message – if the email(s) are Saved but not sent, Spire will save them individually, accessed in the Email module > Messages tab
          
      • **Note – Emails can be re-sent
      • Recipients

                             

• • • • • enter email address into the To box (separate additional email addresses with ‘;’)
        • accept or change the CC and BCC recipient(s) default as set in User / Company settings 
        • Attachments box displays all reports being sent
        • select from available email addresses for the From and Reply-To fields
        • enter the message in the bottom box

• • • • option to   Select Template or setup a new one:
        • Edit > Email templates

                                       

• • • • •   New template

                                 

• • • • • enter Template Name
        • enter Subject for the email
        • enter the email message in the Body section, in the Rich Text tab if you want to use formatting (bullets, etc) or the Raw HTML tab if you want to add special formatting or insert an image, or the Plain Text tab if you want to avoid any formatting
        • option to Insert Param merge field(s) into the subject or message body (in this example we’ve inserted User First Name and User Last Name)

                                       

• • • • • option to make this a Shared Template (other Users can use it) or Personal Template
      • if not using a template, then manually enter the Subject and Message, selecting either Rich Text, Raw HTML, or Plain Text tab
      •   Attach File of any type
      • Insert Param merge field( s) available for the records selected
      •   Open Related to open the record (AR Account-if only one was selected) this email was generated from
      •   Send the email or Save / Save Close and Edit / Send later from the  Email module

• • • Preview - see report(s) on screen with additional options (if multiple reports were selected, each report will populate a separate tab) with additional options:
      • use Ctrl + scroll to zoom in or out

• • • •   Print the report currently in the viewer window
      •   Print All reports if multiple reports were chosen (shown by multiple tabs)
      •   Export
        • select the Format
        • select the Destination
          • Application will open the program on your computer that is associated with the Format you chose
          • Disk file will prompt you to save the Report in the Format you chose
          • Exchange Folder allows the Report to be accessed through a Microsoft Exchange client such as Microsoft Outlook
        • click OK

• • • •   Find to search text of the document / report
      •       navigate through pages of the displayed report, alternatively to scrolling down

• Security on Reports can be established at Company Level, User Level or Server Level:
  • Company Level - Edit > Company Settings > Reports
    
    
     
    • Disable Security gives full access to all users for all reports to Preview / Print / Export / Email unless Security is Enabled in User Settings (described below)
    • Enable Security gives ability to select which reports can be accessed for all Users to Preview / Print / Export / Email

• • User Level - Edit > User Settings > Reports
    • Company Default applies Security settings from Company Settings (described above)
    • Disable Security gives full access to this user for all reports to Preview / Print / Export / Email
    • Enable Security gives access to security settings for each report listed, to Preview / Print / Export / Email
    • Use Defaults establishes settings same as Company settings, with the ability to make changes
  • Server Level - Tools > Server Administration
    • select a report in the list
    • delete or disable
      

 

• Available Accounts Payable Reports

 

Report Name	Location
1099-MISC-1-UP	Accounts Payable Reports Tab > Accounts Payable Ledger
1099-MISC-1-UP	Accounts Payable Reports Tab > Accounts Payable Ledger
Accounts Payable by Due Date	Accounts Payable List
Accounts Payable List	Accounts Payable List / Accounts Payable Reports Tab
Accounts Payable Open Items List	Accounts Payable List Open Items Tab
AP Cheque Remittance	Payment / Batch Payment
AP EFT Payment Remittance	Batch Payment
Cheque-Center	Accounts Payable List / Batch Payment
Cheque-Bottom	Accounts Payable List / Batch Payment
Cheque-Top	Accounts Payable List / Batch Payment
Communications	Account Details Communications Tab
CPRS - T5018 List	Accounts Payable Reports Tab
Disbursements Journal	Accounts Payable Reports Tab > Accounts Payable Ledger
Historical Accounts Payable List	Accounts Payable Reports Tab
Pending Payments	Accounts Payable List / Batch Payables List
Vendor Activity	Accounts Payable List
Vendor Ledger	Accounts Payable Details