Tag: job aides

Metrics in Aspire allow you to track and visualize key data on your dashboard, helping monitor organizational performance. This guide provides a step-by-step process for understanding, creating, and editing metrics to ensure key data is effectively displayed and monitored.

Understanding Metrics

Metrics act like dashboard dials in a truck, allowing users to gauge business performance at a glance.

• Locating Metrics: Metrics can be found in the middle column of your Aspire dashboard.
• Purpose: They help track accounts receivable, work orders, labor hours, and other critical business aspects.

Steps:

1. Access Your Dashboard

• Log in to your Aspire account.
• Navigate to the main dashboard, where you can track and manage key metrics.

2. Open the “Purchase to Receive” Options

• Locate the “Purchase to Receive” section in your dashboard.
• Click on the three dots next to this section to open additional options.
• From the dropdown menu, select New to begin creating a new metric.

3. Choose “Advanced Search”

• In the Element Type section, select Advanced Search to refine your search results and filter data efficiently.
• Choose a saved list (e.g., work orders for the next 30 days).

4. Apply the Search Filter

• Navigate to the Search View section in the settings.
• Select “Work Ticket | Irrigation Work Tickets Less Than 0% Gross Margin” to focus on underperforming tickets.
• Ensure this selection helps identify trends and analyze work performance effectively.

5. Define the Search Value

• Go to the Search Value section.
• Select “Actual Labor Hours” to track work effort and efficiency.
• Metrics can be configured to track record count, price, or other business values.

6. Set the Display Type

• Navigate to the Display Type settings.
• Choose from options like number, gauge, or progress bar to best visualize your data.
• A gauge chart is recommended for tracking key performance indicators (KPIs) at a glance.

7. Save and Review Your Settings

• Review all selected options to ensure accuracy.
• Click Save to finalize your metric setup.
• Your new metric will now be available for monitoring and analysis.

Editing Metrics

• Modifying Existing Metrics: Hover over the metric, select “Edit”, and update search values or goals.
• Adjusting Display Formats: Users can override ranges, set goals, and customize visual formats.
  

Best Practices for Managing Metrics

• Keep 8-10 metrics per role to avoid cluttering the dashboard.
• Collaborate with your team to decide which metrics are most essential.
• Click into metrics for deeper insights, similar to checking why a truck’s check engine light is on.
  

Following these steps ensures that your Aspire dashboard displays the most relevant and actionable data. By effectively navigating, editing, and creating metrics, users can optimize business performance and streamline decision-making.

Download a PDF version of the job aide here.

Effectively managing tasks in Aspire helps streamline workflows and ensure important activities are completed efficiently. This job aid provides step-by-step instructions on how to create and track tasks in Aspire.

Steps to Create a Task in Aspire:

1. Log in to Aspire

• Access your Aspire account.
• Navigate to the Tasks section from the Quick Menu.

2. Add a New Task

• Select the contact in the “Assigned To” field.
• Choose the “Regarding” option from the dropdown menu.
• Select the Start Date and Due Date for the task.
• Choose the Priority and Category of the task.
• Enter a Subject for the task.
• Add a note if necessary.
• Click “Save” to finalize the task. The task is now saved successfully.

3. Manage and Complete Tasks

Return to the Aspire dashboard and navigate to the “Activities” section to find created tasks.

• Go to the “Activities” section.

Use the search function to locate the task by entering its “Regarding” details. This will display the task for tracking and management.

• Select the newly added task.
• Click “Save” to update the task status.

Managing and Completing Tasks:

• Tasks will remain on your To-Do List until marked as complete.
• Completed tasks stay linked to their associated records for tracking purposes.
• Use dashboard views to monitor and manage tasks efficiently.

Effectively utilizing tasks in Aspire helps maintain organized workflows and ensures timely completion of internal activities. Following these steps will enhance task management within your organization.

Download a PDF version of the job aide here.

Managing earned revenue in Aspire helps track financial performance over time. By updating the earned revenue percentage for work tickets, accounts receivable teams can gain insights into revenue generated each month.

This guide provides step-by-step instructions to modify and analyze earned revenue in Aspire.

Process Flow

1. Open Aspire Tab and Go to Work Tickets

• Log in to Aspire and navigate to the main dashboard.
• Go to the “Work Tickets” section to search for the relevant work ticket using the assigned Opportunity Number or Contract Number.

2.  Enter Your Work Ticket Number

• Use the search bar to enter the work ticket number and find the specific job-related ticket.

3. Click on the Work Ticket and Access Options

• Once the correct work ticket is located, open it and access additional options by selecting the three dots next to the “Save” button.

4. Edit Earned Revenue Option and Add Revenue Month and Amount One by One

• From the dropdown menu, choose “Edit Earned Revenue” to update the revenue details.
• Enter the revenue details by adding the month and corresponding revenue amount. 
• Click “Save” to apply changes.

5. Click Save to Save the Work Ticket

• Ensure all updates are stored by clicking “Save” on the work ticket.

6. Reopen the Same Work Ticket, Go to Edit Earned Revenue, and Then Edit and Increase Revenue Amount

• Reopen the work ticket, navigate back to the “Edit Earned Revenue” option, and adjust the revenue amount as needed.

7. Click Save and Save the Work Ticket

• After making the necessary changes, click “Save” again and confirm the updates by saving the work ticket.

8. Review Revenue Percentage Updates

• The updated revenue amount will reflect in the earned revenue percentage, showing the increase compared to the previous month.

By following these steps, users can efficiently track and update earned revenue in Aspire. This process ensures accurate financial insights, allowing accounts receivable teams to monitor month-over-month revenue changes and make informed decisions.

Download a PDF version of the job aide here.

Effectively managing accounts receivable is essential for maintaining accurate financial records. Credit memos help adjust or correct invoices as needed. This job aid provides step-by-step instructions on how to create and apply a credit memo in Aspire.

Steps to Create and Apply a Credit Memo:

1. Access the Credit Memo Menu and Select “New Credit Memo”

• Log in to your Aspire account.
• Select “New Credit Memo” from the menu.

2. Select the Payment Account by Entering the Company Name and Apply

• Enter the company name associated with the credit memo.
• Click Apply to confirm the selection.

3. Enter Billing Information

• Enter the billing contact, branch, and billing state to ensure accurate processing.

4. Enter Credit Details

• Add the credit amount, division, sale amount, and taxable amount accurately to reflect the proper credit adjustments.

5. Save the Credit Memo

• Click Save to finalize and record the credit memo in the system.

Utilizing credit memos in Aspire enables precise invoice adjustments, ensuring accurate financial tracking. Following these steps streamlines the process for managing credits efficiently.

Download a PDF version of the job aide here.

Efficient deposit management is essential for maintaining accurate financial records and streamlining accounts receivable. Aspire provides a structured approach to handling deposits, allowing users to process payments seamlessly. 

This job aid will guide you through the process of creating and updating deposits using the Aspire dashboard. Follow these steps to ensure accurate and organized invoicing.

Steps to Create Deposits in Aspire

1. Go to Aspire Dashboard and Select Invoicing

• Log in to Aspire and access the main dashboard.
• On the left-hand side, find the menu and choose the invoicing section.

2. Click on Payments and Select Online Only from the Drop-Down

• In the invoicing section, locate and select the “Payments” option.
• In the payment options, choose “Online Only” from the drop-down menu.

3. Select Field Name and Choose the Contact Names then Click Apply

• Use the filter option to select “Contact Name” and pick the required contacts.
• After selecting the contacts, click the “Apply” button to update the list.

4. Select Create Deposit

• Choose a contact by ticking the checkbox, then use the drop-down menu on the right to select “Create Deposit.”

5. Enter Deposit Date, Then Click Save

• Input the deposit date in the required field and press “Save” to confirm.

6. Repeat for All Contacts You Want to Process

• Follow the same steps for all the contacts that require deposit creation.

7. Switch to Deposit and Review

• Navigate to the “Deposit” section to review your updates.
• The system will now show the latest deposit entries you have made.

By following these steps, you can efficiently manage deposits in Aspire, reducing errors and maintaining accurate financial records. Regularly updating deposits ensures a smooth invoicing process and helps keep accounts receivable well-organized. Implement these best practices to enhance financial accuracy and improve overall business operations.

Download a PDF version of the job aide here.

Creating estimates by copying opportunities in Aspire is a quick and efficient way to generate new estimates using existing opportunity details. This method allows you to save time, maintain accuracy, and streamline your workflow within Aspire’s Accounts Receivable module. Follow the steps below to create an estimate by copying an opportunity.

Steps to Create an Estimate by Copying an Opportunity

1- Go to Aspire Dashboard and Navigate to Properties

• Log in to Aspire and access the main dashboard. Locate the “Properties” section.

2- Select the Property and Open Opportunities

• Choose the relevant property and scroll to the “Opportunities” section.

3- Copy the Previous Opportunity for 2024

• Click the three dots beside the “Save” option and select “Copy.”
• Check all required boxes in the pop-up and click “Save.”

4- Update Opportunity Details to 2025

• Modify the opportunity name, start date, and end date as needed.

5- Create an Estimate

• Click the three dots again and select “Create Estimate.”

6- Finalize the Estimate

• Add the required items and services.
• Click the three dots once more and select “Estimate Complete.”

Copying opportunities to create estimates in Aspire ensures efficiency and consistency while reducing manual data entry. By following these simple steps, you can quickly generate accurate estimates for your properties. This process helps streamline operations in the Accounts Receivable module, making it easier to manage and track estimates within Aspire.

Download a PDF version of the job aide here.

Pivot tables help organize and analyze financial data efficiently. In Aspire, you can use pivot reports to track purchases and allocations in accounts receivable. This job aid provides step-by-step instructions to build a pivot report using the purchase pivot table.

Steps to Build a Pivot Report

1. Go to Aspire Dashboard and Navigate to Reports

• Log in to Aspire and access the main dashboard.
• Locate the “Reports” section in the menu.

2. Select Standard Reports and Scroll Down to Purchase Pivot Table

• Click on the “Standard Reports” option.
• Scroll through the available reports and select “Purchase Pivot Table.”

3. Click Above Additional Category and Select Show Field List

• In the pivot table interface, click the section above “Additional Category.”
• Choose “Show Field List” to reveal available data fields.

4. Add Purchase Unit Type and Allocation Unit Type

• Find Purchase Unit Type and Allocation Unit Type in the field list.
• Drag these fields into the field list to include them in the report.

5. Expand Data Fields for Better Analysis

• Click on the added fields and select “Expand All.”
• This action will display a more detailed breakdown of purchase data.

6. Add Divisions into the Field List

• Locate “Divisions” in the field selection panel.
• Click and drag “Divisions” into the field list area to organize data accordingly.

7. Save and Export the Pivot Report

• Click on the save icon to store your customized pivot report.
• Select “Export to Excel” to download the report for further analysis or sharing.

8. Review all the details of the Pivot Table in the reference Excel sheet.

Pivot reports in Aspire allow for better financial tracking and data analysis. By following these steps, you can create, customize, and export purchase pivot tables to manage accounts receivable more effectively.

Download a PDF version of the job aide here.

Managing work ticket variances at the end of the month is crucial for maintaining accurate financial records and ensuring proper cost tracking in Aspire. This job aid provides a step-by-step guide on accessing and reviewing work ticket details for accounts receivable purposes. 

One key aspect of this process is reviewing estimated subcontractor costs versus actual subcontractor costs. Identifying work tickets with significant cost variances—either over or under $2,000 (any amount)—helps ensure accurate reporting and prevents misleading profitability figures. Proper review and adjustments will ensure that financial records reflect true expenses and maintain compliance with accounting best practices.

By following these instructions, you can efficiently locate necessary information for follow-ups, reporting, and variance resolution.

Steps to Review End-Of-Month Work Ticket Variance in Aspire

1. Access Aspire Dashboard

• Open your web browser and navigate to Aspire.
• Log in with your credentials.

2. Navigate to Work Tickets

• Locate the menu on the left-hand side of the dashboard.
• Click on the “Work Tickets” option.

3. Open Work Ticket List

• Click on the dropdown menu to view available work tickets.
• Select the relevant work ticket for review.

4. Review Estimated Sub Costs vs. Actual Sub Costs

• Identify work tickets with subcontractor costs.
• Review the following categories:
  • Work Tickets with Sub Costs.
  • Work Tickets with Sub Costs and No Estimated Sub Costs.

5. Export Work Ticket Data

• Click on the three-dot menu in the upper-right corner of the work ticket window.
• Select “Export Excel (Current View).”
• The file will begin downloading to your device.

6. Open and Analyze the Excel Sheet

• Locate the downloaded Excel file on your computer.
• Open the file using Microsoft Excel or a compatible spreadsheet application.

7. Review Variance Details

• Identify work tickets with an over or under variance of $2,000.
• Ensure accuracy—if a work ticket is completed with no sub cost, it may appear more profitable than it actually is.
• Verify entries—if a work ticket is completed with no estimate but booked sub costs, it can cause concerns, especially for maintenance or construction-fixed projects.
• All work tickets with variances are compiled into a single report, detailing their specific costs, and sent to the accounts team to resolve any discrepancies.

Reviewing end-of-month work ticket variances in Aspire is essential for accurate financial reporting and cost management. By ensuring that estimated and actual subcontractor costs align, you can prevent discrepancies that may impact profitability analysis. Regular monitoring and adjustments will help maintain financial integrity and improve decision-making for future projects.

Download a PDF version of the job aide here.

The Sales Commission Report in Aspire helps track commission payments based on sales performance. This report is essential for accounts receivable to determine unpaid amounts, payment dates, and commission eligibility. Follow the steps below to generate and export the report.

Steps to Generate the Sales Commission Report

1. Login to Aspire Dashboard then Go to Reports and Select Standard Reports

• Log in to Aspire.
• Navigate to the dashboard.
• Click on the “Reports” section.
• Select “Standard Reports” from the list.

2. Click on Sales Commission

• Find and select “Sales Commission” from the available reports.

3. Sort and Select Default Search System Then Click on Filter

• Choose the “Default Search System.”
• Click on the “Filter” option.

4. Enter Desired Field Name Such as Unpaid Amount And Date Paid Then Select the Duration and Click Apply

• Type in the specific field name, such as “Unpaid Amount.”
• Enter the “Date Paid.”
• Choose the required time period for the report.
• Apply the selected filters to generate the report.

5. Click on the Icon Left to Three Dots, Now Click on Three Dots

• Find the small icon located to the left of the three-dot menu and click it.
• Click on the three-dot menu for additional options.

6. Select Export to Excel All Fields

• Choose “Export to Excel – All Fields” to download the complete report.

By following these steps, you can efficiently generate and export the Sales Commission Report in Aspire. This report helps in tracking commissions, verifying unpaid amounts, and ensuring accurate payouts based on company policies. Once exported, the data can be reviewed, formatted, and sent for approval before processing payroll.

Download a PDF version of the job aide here.

Invoices with the “Fixed Price Open Billing” type cannot be generated normally because the checkbox is not available in front of the invoices to select them and generate using the Bulk Actions option. This job aid provides a step-by-step guide to help you generate these invoices correctly using the Aspire Dashboard.

Steps to Generate “Fixed Price Open Billing” Invoices

1. Open Aspire Dashboard and Click on Invoice

• Access the Aspire Dashboard by logging in.
• Navigate to the “Invoice” section from the main menu.

2. Search Your Invoice Number and Click on Your Invoice

• Use the search bar to locate the specific invoice number you need to generate.
• Select the desired invoice from the search results to open its details.

3. Click on New, then Click on Add Invoice

• On the invoice screen, click “New” and then select “Add Invoice” to proceed.

4. Enter Invoice Amount, then Click Save

• Input the correct invoice amount in the relevant field and click “Save.”

5. Enter Invoice Date and Click Save

• Specify the invoice date in the field provided and save your changes.

6. Tick the Check Box, Click on the three Dots, Select Complete Batch, and Click Confirm

• Select the checkbox for the invoice, click the three-dot menu, choose “Complete Batch,” and confirm the action.

7. Select File Type and Click Print

• Choose the required file type for the invoice and click “Print” to generate the document.

Generating invoices for the “Fixed Price Open Billing” type requires a different approach due to the absence of the checkbox in Bulk Actions. By following these steps, you can efficiently create and process these invoices in the Aspire Dashboard.

Download a PDF version of the job aide here.