Sometimes we all need a good reminder that we have control over our Spire Desktop! Now might be a good time to do a bit of Spire housekeeping and reorganizing so that you can be a bit more efficient in your day-to-day use of Spire.
Here are a few helpful hints and tips to get yourself organized!
Order of modules for easy access:
Move your Spire modules on the left panel to a more logical order for how YOU work in Spire. To do this, left mouse click and hold on the module name and drag and drop it to your desired order. For instance, if you work primarily in the financials modules, you may want to have Accounts Receivable and Accounts Payable as the first two options in your list, followed by the General Ledger and Budgets and Forecasts. Of course, you will only see the modules that your user profile permits. Don’t forget that any saved filters in the module list can also be rearranged in a different order sequence.
There are many, many data fields/columns in Spire, some of which may or may not be relevant to you. Since our screen size can sometimes limit the real estate in Spire, don’t forget that columns on all lists can be setup exactly how YOU want them. And these changes are automatically remembered each time you open the window or grid!
Columns can be moved to any position by dragging a single column from the original to the new location. To do this, left mouse click and hold on the Column Name and drag and drop it to wherever you like.
Columns/fields that don’t matter to you, can be removed as required, by right-clicking on the grid title row to bring up the available field list. Fields may be individually enabled for display, or the “Select All” or “Select None” checkbox may be used to select or remove all fields.
You may have had some filters setup for you when you first started using Spire, but don’t forget that this handy feature is always available to you. Whether you need to find some specific data on the fly, or if you want to reuse a query over and over again, filters are your resource!
Using the purchase order list as an example, let’s create a filter to determine a list of POs that may be ready to close. Click on the Filter Button at the top of the window. In the field drop down, look for the field Remaining Amount and then select the operator “is” then enter the value 0. Click on the + to add another level and find the field Status, select the operator “is one of” and then select “Received” as the value.
This gives you a list of all POs where the conditions of the filter are met, in essence, these POs do not have any remaining back orders. Next, you can review to list to determine if the receipts have been fully invoiced, and then optionally close them. In my list view, I have ensured the Received Amount, Invoiced Amount and Remaining Amount columns were visible. In the first PO from National Equipment, you can see that even though there is a 0 Remaining Amount, the PO has not been invoiced yet, so that should stay open. However, in the remaining POs, the Received Amount and Invoiced Amounts match or are off by a cent or two, and since there is nothing else to be received, those POs can be closed.
Now, if you wish to save this useful filter so that it can be used periodically or as part of your month end tasks, right click on the black arrow to the right of the Filter Button and select “Save Filter As”.
Give your Filter a name, Save it to your Module List and Save the Columns (since you have taken the time to get them in the order that you like). Then, click OK.
Your filter is now saved and ready to go for you each time you need to make sure your lists are up to date!
I hope this little cheat sheet on Spire housekeeping will help you improve your organization and efficiency while working in Spire! Does the saying go… tidy Spire Desktop…tidy mind!?
As always, if you have any questions or need any assistance, we are here to help!