--- title: ACCOUNTS PAYABLE - Communications description: Send and track emails, create internal notes, alerts and calendar entries, and attach files for the AP record --- [![company logo](https://cs.geminilogic.com/hs-fs/hubfs/Gemini-Logic-Logo%20(1).png?height=120&name=Gemini-Logic-Logo%20(1).png)](https://www.geminilogic.com/) [User Manual](https://cs.geminilogic.com/en/migrated/manual) - [Go to Gemini Logic](https://www.geminilogic.com/) - [New Ticket](https://cs.geminilogic.com/en/migrated/manual/kb-tickets/new) - [Go to Customer Portal](https://cs.geminilogic.com/tickets-view) Spire User Manual - Accounts Payable - [Spire Systems - General Knowledge Base](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base) - [Tips and Tricks](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#tips-and-tricks) - [Spire Administration - General Ledger](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-general-ledger) - [Spire Administration - Sales](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-sales) - [Spire Administration - Inventory](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-inventory) - [Analytics for Spire](https://cs.geminilogic.com/en/migrated/manual/analytics-for-spire) - [Spire User Manual - System Overview](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-system-overview) - [Spire User Manual - User Settings](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-user-settings) - [Spire User Manual - Vendors](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-vendors) - [Spire User Manual - Inventory](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-inventory) - [Pricing](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-inventory#pricing) - [Spire User Manual - Price Matrix](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-price-matrix) - [Spire User Manual - Purchase Orders](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-purchase-orders) - [Spire User Manual - Sales Orders](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-sales-orders) - [Spire User Manual - Keyboard Shortcuts](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-keyboard-shortcuts) - [Spire User Manual - Company Settings](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-company-settings) - [Spire User Manual - New Instal/Company Setup](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-new-instal-company-setup) - [Spire User Manual - General Ledger](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-general-ledger) - [Spire User Manual - Accounts Receivable](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-accounts-receivable) - [Spire User Manual - Accounts Payable](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-accounts-payable) - [Spire User Manual - Payroll](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-payroll) - [Spire User Manual - Production Manager](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-production-manager) - [Spire User Manual - Service Manager](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-service-manager) - [Spire User Manual - User Defined Fields](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-user-defined-fields) - [Spire User Manual - Job Costing](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-job-costing) - [HubSpot](https://cs.geminilogic.com/en/migrated/manual/hubspot) - [Updates](https://cs.geminilogic.com/en/migrated/manual/hubspot#updates) - [Gemini Logic](https://cs.geminilogic.com/en/migrated/manual/gemini-logic) - [Shipping](https://cs.geminilogic.com/en/migrated/manual/shipping) - [Sales Taxes](https://cs.geminilogic.com/en/migrated/manual/sales-taxes) - [Spire User Manual](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual) - [Customers](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual#customers) [Back to home](https://cs.geminilogic.com/en/migrated/manual) 1. [User Manual](https://cs.geminilogic.com/en/migrated/manual) 2. Spire User Manual - Accounts Payable - [Spire Systems - General Knowledge Base](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base) - [Tips and Tricks](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#tips-and-tricks) - [Spire Administration - General Ledger](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-general-ledger) - [Spire Administration - Sales](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-sales) - [Spire Administration - Inventory](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-inventory) - [Analytics for Spire](https://cs.geminilogic.com/en/migrated/manual/analytics-for-spire) - [Spire User Manual - System Overview](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-system-overview) - [Spire User Manual - User Settings](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-user-settings) - [Spire User Manual - Vendors](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-vendors) - [Spire User Manual - Inventory](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-inventory) - [Pricing](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-inventory#pricing) - [Spire User Manual - Price Matrix](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-price-matrix) - [Spire User Manual - Purchase Orders](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-purchase-orders) - [Spire User Manual - Sales Orders](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-sales-orders) - [Spire User Manual - Keyboard Shortcuts](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-keyboard-shortcuts) - [Spire User Manual - Company Settings](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-company-settings) - [Spire User Manual - New Instal/Company Setup](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-new-instal-company-setup) - [Spire User Manual - General Ledger](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-general-ledger) - [Spire User Manual - Accounts Receivable](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-accounts-receivable) - [Spire User Manual - Accounts Payable](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-accounts-payable) - [Spire User Manual - Payroll](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-payroll) - [Spire User Manual - Production Manager](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-production-manager) - [Spire User Manual - Service Manager](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-service-manager) - [Spire User Manual - User Defined Fields](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-user-defined-fields) - [Spire User Manual - Job Costing](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-job-costing) - [HubSpot](https://cs.geminilogic.com/en/migrated/manual/hubspot) - [Updates](https://cs.geminilogic.com/en/migrated/manual/hubspot#updates) - [Gemini Logic](https://cs.geminilogic.com/en/migrated/manual/gemini-logic) - [Shipping](https://cs.geminilogic.com/en/migrated/manual/shipping) - [Sales Taxes](https://cs.geminilogic.com/en/migrated/manual/sales-taxes) - [Spire User Manual](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual) - [Customers](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual#customers) # ACCOUNTS PAYABLE - Communications ## Send and track emails, create internal notes, alerts and calendar entries, and attach files for the AP record **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-May-21-2023-11-48-41-8659-AM.png?width=50&height=50&name=image-png-May-21-2023-11-48-41-8659-AM.png)** ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-May-21-2023-02-57-27-7615-PM.png?width=456&height=343&name=image-png-May-21-2023-02-57-27-7615-PM.png) - red lettering indicates there is a Communication present - **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-25-43-87-AM.png?width=14&name=image-png-Sep-01-2022-09-25-43-87-AM.png) Refresh** to load any Accounts Payable Communications that may have been added since the last refresh and that may not be displaying on this list - ** ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-25-55-06-AM.png?width=57&name=image-png-Sep-01-2022-09-25-55-06-AM.png)![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-26-00-56-AM.png?width=78&name=image-png-Sep-01-2022-09-26-00-56-AM.png) Accounts Payable Communications List Filters / Search / Functionality** - see [Accounts Payable List Filters](https://cs.geminilogic.com/en/manual/accounts-payable-access-list-functionality#APListFilters) - ** ![](https://cs.geminilogic.com/hubfs/image-png-Sep-01-2022-09-26-44-37-AM.png) Export** Accounts Payable Note(s) in Excel or CSV format - see [**Export**](https://cs.geminilogic.com/en/manual/accounts-payable-access-list-functionality#APExport) - **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-26-51-86-AM.png?width=18&name=image-png-Sep-01-2022-09-26-51-86-AM.png) New Communication / Attachment** for the current AP Account          ![APCommunication](https://cs.geminilogic.com/hs-fs/hubfs/APCommunication.png?width=615&height=288&name=APCommunication.png) - - option to ![CommunicationInsertDateTime](https://cs.geminilogic.com/hs-fs/hubfs/CommunicationInsertDateTime.png?width=25&height=25&name=CommunicationInsertDateTime.png) **Insert Date/Time** into the message - - ** ![](https://cs.geminilogic.com/hubfs/image-png-Sep-01-2022-09-27-04-06-AM.png) Add Attachment**(s) of any file type which will copy the file to C:\\ProgramData\\Spire\\media - to centralize these files, there is the option to Migrate them onto the Spire Server in C:\\ProgramData\\Spire\\media\\(database name) - **Tools** > **Migrate Files** **![ToolsMenuMigrateFiles-1](https://cs.geminilogic.com/hs-fs/hubfs/ToolsMenuMigrateFiles-1.png?width=191&height=148&name=ToolsMenuMigrateFiles-1.png)** **                          ![MigrateFiles-2](https://cs.geminilogic.com/hs-fs/hubfs/MigrateFiles-2.png?width=224&height=137&name=MigrateFiles-2.png)** - - **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-28-05-48-AM.png?width=18&name=image-png-Sep-01-2022-09-28-05-48-AM.png) Add Link** for a URL or file not in the centralized location mentioned above - **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-28-15-47-AM.png?width=21&name=image-png-Sep-01-2022-09-28-15-47-AM.png) Open Related** (in this case, the Payable Account) - **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-28-22-86-AM.png?width=24&name=image-png-Sep-01-2022-09-28-22-86-AM.png) Mark Completed** to insert the current logon date in the **Completed Date** field so this alert no longer pops up - - enter **Subject** - select **Type** from a preset list or add a ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-28-32-56-AM.png?width=17&name=image-png-Sep-01-2022-09-28-32-56-AM.png) **New** one on-the-fly from the browse list ![APCommunicationTypeList](https://cs.geminilogic.com/hs-fs/hubfs/APCommunicationTypeList.png?width=394&height=165&name=APCommunicationTypeList.png) - enter the message in the body - **Assigned To** - any user set up in the system - **Due Date** (triggered by system date, not logon date) - schedule the message to - popup at the Assigned User’s logon (if ![image-png-Sep-05-2022-03-29-56-93-PM](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-05-2022-03-29-56-93-PM.png?width=17&height=17&name=image-png-Sep-05-2022-03-29-56-93-PM.png) **Alert** is checked)                 ![APCommunicationAlert](https://cs.geminilogic.com/hs-fs/hubfs/APCommunicationAlert.png?width=485&height=120&name=APCommunicationAlert.png) - - - - view scheduled Alerts in Tools > **View Notes Due Today** - display on the assigned User’s Calendar, where the Communication can be viewed / accessed, with view options:                                            ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-May-21-2023-03-11-10-0107-PM.png?width=688&height=157&name=image-png-May-21-2023-03-11-10-0107-PM.png) - - - - **Show Users** to select which User’s entries you wish to see in your Calendar - activate in User setting **View All Calendars** (each User’s entries will be a different colour) - - - - **Show Modules** to select which originating Modules to display, from modules you currently have access to - **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-29-11-48-AM.png?width=17&name=image-png-Sep-01-2022-09-29-11-48-AM.png) Show Unassigned** to also see entries not assigned to any User (Unassigned entries will be black) - **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-29-11-48-AM.png?width=17&height=22&name=image-png-Sep-01-2022-09-29-11-48-AM.png) Show Completed **to display all Calendar entries marked as [**Completed**](https://cs.geminilogic.com/en/migrated/manual/accounts-payable-communications#APMarkCompleted) - - **Number** - option to numerically code or sequence for sorting in Filters and Reports - **Completed Date** - enter any date to discontinue this alert or ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-29-26-16-AM.png?width=20&name=image-png-Sep-01-2022-09-29-26-16-AM.png) **Mark Completed** to insert the current logon date - ** ![CheckBoxCheckedBlue](https://cs.geminilogic.com/hs-fs/hubfs/CheckBoxCheckedBlue.png?width=16&height=16&name=CheckBoxCheckedBlue.png) Print** is only applicable to Communications on Inventory Items, Customers and Vendors for Sales or Purchase Order forms - **![CheckBoxCheckedBlue](https://cs.geminilogic.com/hs-fs/hubfs/CheckBoxCheckedBlue.png?width=16&height=16&name=CheckBoxCheckedBlue.png) Alert** will cause a popup message when the User logs on at the 'Due Date' identified - - the Communication will also display here in the **Communications** module, where you have access to the following:               ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-May-21-2023-03-17-02-3641-PM.png?width=610&height=165&name=image-png-May-21-2023-03-17-02-3641-PM.png) - - - - **![CommunicationMarkCompletedCheckMark](https://cs.geminilogic.com/hs-fs/hubfs/CommunicationMarkCompletedCheckMark.png?width=26&height=21&name=CommunicationMarkCompletedCheckMark.png) Mark Completed** to insert the current logon date in the **Completed Date** field so this alert no longer pops up if you don’t want to delete it - **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-30-04-57-AM.png?width=17&name=image-png-Sep-01-2022-09-30-04-57-AM.png)  Open Related** (Accounts Payable Account) - - option to ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-30-16-17-AM.png?width=17&name=image-png-Sep-01-2022-09-30-16-17-AM.png) **Edit** / ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-30-37-38-AM.png?width=16&name=image-png-Sep-01-2022-09-30-37-38-AM.png) **Delete** selected Communication(s) - **![](https://cs.geminilogic.com/hubfs/image-png-Sep-01-2022-09-30-51-02-AM.png) Print** reports on selected Communications (see [Accounts Payable - Reports)](https://cs.geminilogic.com/en/manual/accounts-payable-reports) - Communications List **Context Menu** - right-click on any line to display![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Sep-01-2022-09-26-32-16-AM.png?width=176&height=172&name=image-png-Sep-01-2022-09-26-32-16-AM.png) [![company logo](https://cs.geminilogic.com/hs-fs/hubfs/Gemini%20Logic%20-%20Black-1.png?height=120&name=Gemini%20Logic%20-%20Black-1.png)](https://www.geminilogic.com/) Gemini Logic - [![linkedin_social_link_icon_alt_text](https://static.hsstatic.net/TemplateAssets/static-1.329/img/hs_default_template_images/modules/Follow+Me+-+Email/linkedin_circle_color.png)](https://www.linkedin.com/company/2460588) - [![youtube_social_link_icon_alt_text](https://static.hsstatic.net/TemplateAssets/static-1.329/img/hs_default_template_images/modules/Follow+Me+-+Email/youtube_circle_color.png)](https://www.youtube.com/user/GeminiLogicInc/featured) - [![twitter_social_link_icon_alt_text](https://static.hsstatic.net/TemplateAssets/static-1.329/img/hs_default_template_images/modules/Follow+Me+-+Email/twitter_circle_color.png)](https://twitter.com/gemini_logic) - [Go to Gemini Logic](https://www.geminilogic.com/) - [New Ticket](https://cs.geminilogic.com/en/migrated/manual/kb-tickets/new) - [Go to Customer Portal](https://cs.geminilogic.com/tickets-view)