Spire User Manual - User Settings
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      1. User Manual
      2. Spire User Manual - User Settings

      USER SETTINGS - Modular Access / Preferences

      Learn about the User Settings for each module within Spire

      Hover your mouse over the item line for a popup description. 

      General Access/Settings
         
        • allow ability to Create / Modify Company Filters that were created by other users
        • Allow Change Warehouse lets user switch from one warehouse to another
        • Allow Change Division lets user switch from one division to another
        • hover your mouse over the item for popup description
        • select POS Only User from Normal User / POS Only options
        • assign the Default Warehouse this user will work with
        • assign the Default Division this user will work in
        • allow / disallow Access / Edit Communications module records
        • Restrict Location to a specific General Ledger Location segment (see General Ledger - Segmentation)
        • allow / disallow Edit Company Settings under the Edit menu
        • allow / disallow Edit User Settings of any user
        • set pop-up message to Confirm Application Exit when closing Spire
        • allow / disallow ability to Export Currencies
        • allow / disallow ability to Add / Edit / Delete Sales Tax
        • allow / disallow Add / Edit UDF Structure for User Defined Fields (if activated)
        • Unlock Record - if a Sales Order or other record is being accessed by another User, you can take ownership in order to make changes and save
        • allow / disallow ability to View All Calendar entries assigned to other Users

       Currency

      UserSettingsCurrency
          • allow or disallow Add / Edit / Delete a Currency
          • allow / disallow ability to Revalue Currency

          Reports 

          • Security on Reports / Forms can be established at Company Level, User Level or Server Level:
            • Company Level - Edit > Company Settings > Reports
                      CompanySettingsReportsSecurity-1
              • 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

                         UserSettingsReportReportSecurity

              • 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
            • Server Administration Level (to disable for all Users) - Tools > Server Administration
                • select a report in the list
                • click delete to remove the report file or disable

          Browser  - give access to add Browser Tabs (see System Overview)


          Job Costing - settings here are self-explanatory

           Email

          • Permissions - set allowances for this User
            • Allow Email Access adds Email to the module list
            • Allow Add Email enables the Email option when printing reports / forms or in record lists (Customer, Sales Orders, etc.)
            • Allow Edit Unsent Messages (saved and visible in the Email module and within the Communications tab in the record the email was created from
            • Allow Send Messages
            • Allow Delete Messages (unsent)
            • Allow Delete Sent MessagesPicture1-1
          • set email account information
            • RadialButtonBlue Company Default - when selected, email for this user will behave based on settings established under Edit > Company Settings > Email
            • or - RadialButtonBlue Customize settings as follows: 
              • Outgoing Server Information
              • SMTP Server - from the internet provider
              • Username for the internet provider account (usually the email address)
              • Password if SMTP is secured, otherwise leave blank
              • internet provider may require Encryption
              • internet provider’s established Port (25,465 and 587 are common)

           

          Note: It can sometimes be tricky to get the correct information from the internet provider so it is advised that you always test with a known address to prove all necessary settings, including firewall, are correct.

          • set Sender Information
            • enter the Display Name for sent emails
            • enter the users Email Address
            • option to establish BCC (blind carbon copy) for all sent emails
            • enter the Reply-To Address that all email replies will go to

          General Ledger 

          • allow / disallow ability to Edit / Export / View

            • General Ledger Account Communications

            • Transaction Communications
          • allow / disallow ability to Delete / Modify / View GL Account
          • allow / disallow ability to View Transaction in other modules (ie: AR / AP / Sales or Purch History)
          • allow / disallow ability to Reverse Transaction
          • allow / disallow ability to View General Ledger Account Balances
          • allow / disallow ability to Browse General Ledger History to access balances and transactions prior to the current 3 fiscal periods in the system
          • allow / disallow ability to Modify Inactive to set GL Account as Inactive or Active
          • allow / disallow ability to Access General Ledger to add / remove it in the module list
          • allow / disallow ability to Export Transactions
          • activate Alert Recurring Entries for this user to receive a popup alert when recurring entries are due to be posted, to review and complete posting
          • allow / disallow ability to Perform Year End
          • Access / Update Budgets Forecasts

            Accounts Payable 

          • hover your mouse over the item for popup description
          • allow / disallow access to View / Edit / Export AP Communications
          • allow / disallow to Access Accounts Payable which will add / remove it in the module list
          • allow / disallow Export Accounts Payable
          • allow / disallow ability to Create Entry in AP
          • allow / disallow ability to View Closed or paid AP transactions
          • allow / disallow ability to Override Hold to release a transaction previously put on hold
          • allow / disallow ability to Print Cheques for a vendor
          • allow / disallow ability to Unlink Transactions that were previously linked
          • allow / disallow ability to View Aging Balances for amounts owed to vendors
          • allow / disallow ability to View Invoice source (purchase order)
          • allow / disallow ability to View Transaction associated with AP entries
          • allow / disallow ability to Void Transaction previously posted, and establish dating options
          • allow / disallow ability to Add / Edit / Delete / Post Batch in the Batch Payables utility
          • allow / disallow ability to Modify GL Transaction resulting from the transaction posting
          • set Modify GL Transaction by Default for default Post selection
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            • CheckBoxUnchecked-1  -         

          Territory 

          • allow / disallow ability to Add / Delete / Edit / Export Territory 
          • option to Restrict User’s Customers by Territory where the User will see only Customers in the Territory selected here
          • Validate Territory Code entered by this user to ensure it has been previously setup

          Accounts Receivable 

          • hover your mouse over the item for popup description
          • allow / disallow View / Edit / Export A/R Communications
          • allow / disallow ability to Access Accounts Receivable will add / remove it in the module list
          • allow / disallow ability to Export Accounts Receivable
          • allow / disallow ability to Apply Finance Charges on overdue customer accounts
          • allow / disallow ability to Create Entry in AR
          • allow / disallow ability to View Closed or paid AR transactions
          • allow / disallow ability to Override Hold to release a transaction previously put on hold
          • allow / disallow ability to Modify Finance Charge Rate
          • allow / disallow ability to Unlink Transactions that were previously linked
          • allow / disallow ability to View Aging Balances for amounts owed to vendors
          • allow / disallow ability to View Invoice source (sales order)
          • allow / disallow ability to View Transaction associated with AP transactions
          • allow / disallow ability to Void Transaction previously posted, and establish dating options
          • allow / disallow ability to Add / Edit / Delete / Post Batch for Electronic Funds Transfer (EFT) or other forms of payment processing
          • allow / disallow ability to Modify GL Transaction resulting from the transaction posting
          • set Modify GL Transaction by Default for default Post selection
              • CheckBoxCheckedBlue -
              •   -         

          Payroll 

          • allow / disallow ability to Access Payroll to add / remove it in the module list
          • allow / disallow ability to View / Edit Timecard (paycheque)
          • allow / disallow ability to Perform Payroll Year End in order to run T4’s
          • allow / disallow ability to Manage Payroll Schedule to assign the date and pay period for a pay run
          • allow / disallow ability to Manage Payroll Departments
          • allow / disallow ability to Manage ROEs / T4’s / T4As / T5018s
          • allow / disallow ability to Update TD1 claim amounts when installing new Payroll tables
          • Manage Source Deduction Remittances using the Remit Source Deductions Payroll tool

          Employees 

          • allow / disallow ability to Access Employees which will add / remove it in the module list
          • allow / disallow Add / Edit / Delete Employees
          • allow / disallow ability to Export Direct Deposit File for submission to the bank
          • allow / disallow ability to View / Edit / Export Employee Communications

          Phase

          • set access for the Phase system in Spire which allows users to structure internal phases and assign them to Sales, Purchase and Production Orders

          Customers 

          • allow / disallow ability to Access Customers to add / remove it in the module list
          • allow / disallow ability to Add / Delete / Export Customers
          • ability to Modify on hold flag and release the hold on a customer
          • allow / disallow ability to Maintain Customer Specific Pricing in the Price Matrix module
          • Modify Customers allows editing of Customer details
          • allow / disallow ability to View Accounts Receivable from Customer details
          • allow / disallow ability to View / Edit / Export Customer Communications
          • allow / disallow ability to Edit Salesperson / Territory that have been previously assigned to a customer
          • allow / disallow ability to Change Credit Limit that has been previously assigned to a customer
          • Can See Customer Credit Info / A/R Balance from customer details or sales orders allow / disallow
          • Show Inactive / Prospective Customers (customers that have been assigned these status’) when this user is viewing or browsing the customer list
          • allow / disallow ability to Change Customer Code through the Customer Code Change utility
          • Can See Customer Sales / GP (Gross Profit) Information which displays in the customer list as YTD Sales, Last Year Sales, and Next Year Sales / YTD GP , Last Year GP, Next Year GP
          • allow / disallow ability to Delete Customer Address from the Customer’s list of Addresses
          • allow / disallow access to view and Manage Bank Information

          OpenInventoryIcon Inventory 

          • most of these are self-explanatory but below highlights the more complex settings:UserSettingsInventory
            • activate / de-activate Validate Product Code to ensure it is set up before assigning it to an Inventory Item
            • allow / disallow ability to Transfer Inventory quantities from one warehouse to another
            • activate prompt to Add new items to warehouses when adding a new item
            • allow / disallow ability to View Current / Standard / Average Cost in inventory details and on sales orders
            • allow / disallow ability to See / Edit Sell Prices in inventory and sales orders
            • allow / disallow ability to Access / Edit / Delete / Export Inventory Adjustments within the Inventory text menu in the top toolbar
            • Show Inactive Inventory when the user is accessing the inventory list
            • allow / disallow ability to Change Inventory Code through the Inventory Code Change utility within the Inventory text menu in the top toolbar
            • allow / disallow ability to use the Reallocate Inventory utility within the Inventory text menu in the top toolbar
            • allow / disallow Access / Add / Edit / Delete Price Matrix records
            • ability to Modify kit components if the inventory item has been assigned the Inventory Type of Manufactured or Kitted, in the Components tab
            • allow / disallow ability to Modify GL Transaction resulting from the transaction posting
            • set Modify GL Transaction by Default for default
              • CheckBoxCheckedBlue - 
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            POS (Point of Sale)

            Payment Terms 

              • payment terms referenced here apply to Customers and Vendors

               

              Salesperson 

              • most settings are self-explanatory
              • Validate Salesperson to ensure the salesperson assigned to a customer or sales order is valid and has been previously setup
              • set Default Salesperson to establish which salesperson will populate new sales orders, where the Customer has no salesperson assigned
              • Restrict User’s Customers / Sales By Salesperson so this user sees only the customers who have been assigned the salesperson selected here

               

              Payment Methods

              • set access for Payment Methods used in Cash Sales processing

               Sales Orders

              • allow / disallow ability to Add or Edit Sales Orders and specify which Types:
                • Sales
                • Booking
                • Standing
                • Quote
                • RMA
                • Work
              • set Default Order Type for each new sales order created
              • select Order Invoice Date Mode:
                • Always current date
                • Current date unless Invoice date is filled
                • Ask for date unless Invoice date is filled
              • allow / disallow ability to Edit Sales Order Item Cost of an inventory item on the sales order and choose which costs can be edited, if any:
                       
              • set Default Payment to ‘On Account’ if payment is never tendered at time of invoicing
              • set option for entering Non-Inventory Items (items that have not been setup in inventory)
              • set the Default Phase for each new order this user enters (if Phases have been setup)
              • allow / disallow ability to Access Sales Orders which will add / remove it in the module list
              • allow / disallow ability to Modify Shipping Fields
              • allow / disallow ability to Delete / Export Sales Orders
              • allow / disallow ability to Edit Tax Flags to turn taxes on or off in a sales order for each item
              • allow / disallow ability to Modify Prices in a sales order
              • Allow Returns will allow a negative quantity to be entered in a sales order
              • allow / disallow ability to Edit Description of inventory item put into a sales order
              • allow / disallow access to Line Discount on a sales order to apply unique discounts to each item
              • allow / disallow ability to Create Deposit /Layaway type of sales order
              • allow / disallow ability to View / Edit / Export Sales Order / History Communications on a sales order and the invoice (History)
              • allow / disallow ability to Edit Salesperson / Territory on a sales order, whether it was populated from the customer details or it was entered into the sales order manually
              • turn on Show Back Order Warning will pop up a message whenever an item is backordered on the order
              • allow / disallow ability to Process Orders to print the pick slip
              • allow / disallow ability to Save and Process Orders Over Credit limit
              • allow / disallow ability to Ship Orders to print the packing slip
              • allow / disallow ability to Ship and Invoice Orders Over Credit limit where orders are disallowed for customers over their credit limit, the user will be able to Ship or Invoice the order anyway, and / or increase the customer’s credit limit
              • allow / disallow ability to Edit Processed / Shipped Orders (Sales Orders in ‘Process’ or 'Shipped' status) or alternatively
              • allow / disallow ability to Invoice Orders
              • allow / disallow ability to Reopen Closed / Processed / Shipped Orders - user can change status back to Open from Closed (Batched) / Processed / Shipped
              • allow / disallow ability to Edit Closed Orders - Invoices if 'Batch Posting' is active (Company Settings)
              • allow / disallow ability to Create Batch / Post Batches if batch billing is active (Company Settings)
              • allow / disallow ability to Change Division on an Order if divisional accounting is in use
              • allow / disallow ability to Modify Bill to Address on Sales Orders for invoice mailing / emailing 
                • Disallow - user must enter a valid inventory item
                • Prompt - popup message will ask for confirmation of entry of a non-inventory item
                • Allow - user can enter a non-valid inventory item without warning
              • allow / disallow ability to Edit Profit Center or General Ledger segment (if activated)
              • Allow Fill Backorder gives user access to the ‘Fill Backorder’ button inside the order and on the order list
              • Allow Refresh Prices gives user access to the ‘Update Prices’ option to store edited prices into the Customer’s Price Matrix from inside the order or on the order list
              • Allow Increment Phase gives user access to ‘Next Phase’ button inside an order on the order list (if Phases system is active)
              • Allow Change Phase lets user select a different Phase for the order
              • allow / disallow ability to Modify Hold status of an order to take it off Hold
              • allow / disallow ability to Add / Edit / Delete Ship Via on the order
              • allow / disallow access to Change inventory (GL) accounts in a Sales Order line
                • CAUTION - this may cause the General Ledger to become unbalanced with inventory value
              • Allow AR Payment to be processed through the Sales Order module without having to access Accounts Receivable
              • allow / disallow ability to Modify GL Transaction resulting from the Invoice posting
                • CAUTION - this may cause the General Ledger to become unbalanced with inventory value
              • set Modify GL Transaction by Default
              • allow / disallow ability to Recover Deleted Orders
              • Managed Tills
              • Manage Payment Terminals

              Sales History  

              • allow / disallow ability to Access Sales History which will add / remove it in the module list
              • Export Sales History
              • Modify Sales History - to edit non-financial information on a posted invoice (not date, Customer, amounts etc)

              Vendors 

              • most of these settings are self-explanatory
              • allow / disallow ability to Change Vendor Code through the Vendor Code Change utility  Vendor text menu in the top toolbar
              • Show Annual Totals - YTD and Last Year Purchases as displayed in the vendor list
              • Show Balance in Accounts Payable
              • Show Credit Limit in vendor details and vendor list
              • Show Inactive Vendors (vendors that have been assigned these status’) when this user is viewing or browsing the vendor list

               

              Purchase Orders 

              • allow / disallow access to Close Purchases to move them to Purchase History
              • allow / disallow access to Edit Purchase Tax Flags in order to turn taxes on / off for any item
              • allow / disallow access to Issue Purchases to print a Purchase Order
              • allow / disallow access to Receive Purchases of items on a purchase order
              • allow / disallow access to Unissue Purchase Orders in order to edit and re-issue / print
              • allow / disallow ability to Access Purchase Orders which will add / remove it in the module list
              • allow / disallow access to Add / Modify / Delete / Export Purchase Orders
              • allow / disallow access to Post Invoice to AP prompt to process an AP invoice before closing the PO
              • set Vendor Order No Required where this field needs to be filled in to save PO
              • set use of Non-Inventory Items (items not set up)
                • Not allowed - user must enter a valid item
                • Prompt - popup message will ask for confirmation of entry of a non-inventory item
                • Okay - user can enter a non-valid inventory item without warning
              • Allow Increment Phase gives user access to ‘Next Phase’ button inside an order on the order list (if Phases system is active)
              • Allow Change Phase lets user select a different Phase for the order
              • allow / disallow ability to View / Edit / Export Purchasing Communications
              • allow / disallow ability to Add Requisitions to Open (existing) PO when requisitioning product from a Sales Order or a Production Order - if this switch is off, then a new PO will be created instead
              • set the Default Phase for each new order this user enters (if Phases system is active)
              • establish Print After Issue / Receiving prompts to print from the list of forms / reports
              • allow / disallow ability to Modify GL Transaction resulting from the Invoice posting
              • CAUTION - this may cause the General Ledger to become unbalanced with inventory value
              • Set Modify GL Transaction by Default
              • Create Standing Purchase Order  - allows this User to set a new Purchase Order to 'Standing'

                Purchase History 

              • hover your mouse over the item for popup description
              • allow / disallow ability to
                • Access Purchase History - to view information
                • Copy Purchase History Order into a new PO
                • Credit Purchase History Order into a new credit PO
                • View Historical Cost Prices from historical POs 

               Production Orders
              • allow / disallow ability to View / Edit / Export Production Notes
              • allow / disallow ability to Change Component Cost on any component in the production order
                • CAUTION - this may cause the General Ledger to become unbalanced with inventory value
              • allow / disallow ability to Update Production Templates with any changes made in the existing production order or from inside the template itself
              • allow / disallow ability to Create / Edit / Delete / Export Production Orders
              • allow / disallow ability to Access Production Orders which will add / remove it in the module list
              • allow / disallow ability to Build Production Orders which adds the produced item to inventory and depletes the components (raw material)
              • Allow Increment Phase gives user access to ‘Next Phase’ button inside an order on the order list (if Phases system is active)
              • Allow Change Phase lets user select a different Phase for the order
              • allow / disallow ability to Create / Edit Template Orders (Production Orders from a Template)
              • set the Default Phase for each new order this user enters (if Phases system is active)
              • set Automatically Commit whereby product will be committed when the production order is changed to ‘Pending’ or ‘In Progress’ status

               

              Requisitions

              • allow / disallow ability to Access Requisitions which will add / remove it in the module list
              • allow / disallow ability to Add / Edit / Delete Requisitions
              • allow / disallow ability to Process Requisitions to create Purchase Orders from them