ACCOUNTS RECEIVABLE - Reports

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

 

• Access 
  • Accounts Receivable List

       

• • • select or multi-select the Customer Accounts(s) from the filtered or unfiltered list (see Filters)
    • select Print Selected or Print All for the reports list
  • Accounts Receivable Open Items

           

• • • select or multi-select the Customer Accounts(s) from the filtered or unfiltered list (see Filters)
    • select Print Selected or Print All for the reports list
  • Accounts Receivable Reports Tab

       

• • • select Report Template (category)
      • Accounts Receivable
        • Aged Accounts Receivable List / Customer Statement / Historical Accounts Receivable List
      • Accounts Receivable Ledger
        • Customer Payments List / Customer Transaction Activity
      • enter relevant criteria to the right
      • click on Print to select from the list of reports in the chosen Template category

Generating Reports / Forms

• from the Spire Reports list, select the report(s) you wish to run
• 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 Receivable 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 emails 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

• • • • • click into the To box to select one or more from a list of detected email addresses - if you select ‘Customer – Accounting’, this report will be emailed to each selected Customer with a Contact assigned the ‘Accounting’ Type (manage Types in Edit > Company Settings > Company > Contact Types tab)

                                       

• • • • • • alternatively, just type email address(es) in 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
          • Template setup
            • 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 
          • accept or change the From email address

• • • • • •   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 / Forms 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 Enables 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 Receivable Reports

Report Name	Location
Accounts Receivable Aging	Accounts List / Accounts List Reports Tab
Accounts Receivable List by Due Date	Accounts Payable List / Accounts Payable Reports Tab
AR Open Items List	Accounts List Open Items Tab
AR Payment Receipt	Batch Payment
Cheque Deposit List	Batch Payment > Bank Deposit Slip
Communication List	Account Details > Communications Tab
Customer Activity	Accounts Receivable Reports tab > Accounts Receivable Ledger
Customer Payments List	Accounts List
Customer Statement	Accounts List / Account > Reports Tab / Account Details
Customer Statement by Due Date	Accounts List / Account > Reports Tab / Account Details
Historical Accounts Receivable	Accounts List > Reports tab
Invoice Posted	Account Details
Payment on Account Receipt	Account Payment / Payment Batch
Pending Receipts	AR Payment Batch unposted