Tag: job aides

Our comprehensive report services cater to all your needs, from writing and designing to publishing custom reports upon request. With our intuitive Report designing, you can effortlessly define data sources, create datasets, run queries, and configure layouts for data regions and fields. Each report is customized to meet the specific requirements of our clients, ensuring a perfect fit for your unique needs.

This job aid will guide you through the process of previewing an invoice in the Web Report Designing. By following these simple steps, you’ll be able to quickly and easily access the invoice information you need.

Steps:

1. Open the Web Report Designing

• Begin by navigating to the Web Report designing. This is your primary tool for accessing and previewing invoice data.

2. Click on “Preview”

• Once inside the Web Report designing, locate and click the “Preview” option. This will open the area where you can enter specific invoice details.

3. Enter the “Invoice Number”

• In the designated field, type in the “Invoice Number” you wish to preview. Ensure the number is accurate to retrieve the correct invoice.

4. Click on “Submit”

• After entering the invoice number, click on the “Submit” button. This will generate a preview of the invoice based on the information provided.

By following the steps outlined in this guide, you can efficiently preview invoices using the Web Report designing, streamlining your workflow and ensuring accuracy in your reporting. Whether you’re customizing layouts or running data queries, our tools are designed to make the process straightforward and user-friendly. With these insights, you’re now equipped to access the invoice information you need quickly and with confidence.

Download a PDF version of the job aide here.

Managing purchase receipts and work tickets efficiently is crucial for maintaining accurate records within Aspire’s Purchasing system. When you receive invoices from clients detailing location, property, and materials, the process of updating the Purchasing tab in Aspire becomes a streamlined task.

In this guide, we’ll walk you through the essential steps—from creating new purchase receipts based on client information to assigning work tickets and ensuring all data aligns with the corresponding invoice dates. By following these steps, you’ll be able to manage your purchase receipts with ease, ensuring your records remain accurate and up-to-date.

Steps to Manage a Purchase Receipt

1. Click on ‘Purchasing’

• Begin by logging into your Aspire account.
• Navigate to the ‘Purchasing’ section from the dashboard.

2. Select the ‘Branch’, ‘Inventory Location’, and ‘Vendor’

• Choose the appropriate branch from the dropdown menu.
• Select the correct inventory location and vendor for the purchase.

3. Select the receiving date on ‘Received’ and add the invoice date on ‘Invoice Date’

• Enter the date the items were received under the ‘Received’ field.
• Input the invoice date in the ‘Invoice Date’ field.

4. Entering Invoice and Item Details

• Add the Invoice Number: Enter the invoice number in the designated field.
• Go to ‘Purchase Items’: Navigate to the ‘Purchase Items’ section to start detailing the items received.
• Enter Item Details: Fill in the necessary details about the purchased items, including descriptions, quantities, and any other relevant information.

5. Click on ‘Quantities’

• Click on the ‘Quantities’ button to specify the quantity of each item.

6. Hover over the settings icon near quantities in the ‘Purchase Allocation’ tab

• The ‘Purchase Allocation’ tab will appear.
• Hover your cursor over the settings icon next to the quantities and click on it.

7. Copy the ‘Ticket’ number from the ‘Work Ticket’ page

• A ‘Work Ticket’ page will open.
• Copy the ticket number displayed on this page.

8. Go to ‘Work Ticket’ and enter the ticket number in the search bar

• Navigate to the ‘Work Ticket’ section.
• Paste the ticket number into the search bar and open the ticket profile.

9. Enter the quantity of purchase item in ‘Quantities’ on the ‘Purchase Allocation’ tab and click ‘Save’

• Once again, the ‘Purchase Allocation’ tab will appear for the selected ticket.
• Enter the quantity of the purchased item in the ‘Quantities’ section.
• After entering the quantities, click ‘Save’ to confirm the allocation.

10. Click ‘Save’ on the ‘Purchase Receipt’

• Finally, ensure all information is correct and click ‘Save’ on the ‘Purchase Receipt’ to complete the process.

By following this step-by-step guide, you can efficiently manage both purchase receipts and work tickets in Aspire, ensuring that all details are accurately recorded and aligned with your client’s invoices. This streamlined approach not only keeps your purchasing records organized but also enhances the overall efficiency of your operations.

Download a PDF version of the job aide here.

Effective payment management and accurate estimating are essential components of successful project execution. By ensuring that payments are processed efficiently and estimates are calculated precisely, we build a foundation of trust and reliability with our clients. This approach enables us to manage financial transactions smoothly, forecast costs accurately, and deliver projects that meet both expectations and budgets. Through our commitment to these practices, we support the overall success and sustainability of our projects.

This guide will walk you through the process of adding a new service in the Aspire platform’s ‘Estimating’ section. Follow these straightforward steps to ensure your new service is correctly added.

Steps to Add a New Service

1. Go to ‘Estimating’

• Log in to your Aspire account.
• Navigate to the ‘Estimating’ section on the dashboard.

2. Enter ‘Service Name’, ‘Display Name’, and ‘Abbreviation’

• In the ‘Service Name’ field, enter the name of the new service you are adding.
• In the ‘Display Name’ field, enter how you want the service to appear in the system.
• In the ‘Abbreviation’ field, enter a short form of the service name.

3. Select the ‘Service Type’

• Choose the appropriate service type from the dropdown menu.

4. Click ‘Save’

• After entering all the required information, click the ‘Save’ button to add the new service.

Adding services in the Aspire is a simple yet crucial step for maintaining accurate project estimations. By following the outlined steps, you ensure your service offerings are correctly integrated, leading to more precise forecasting and smoother project execution. This helps uphold the trust and reliability your clients expect.

Download a PDF version of the job aide here.

Managing opportunities and estimate creation in Aspire is important for operational efficiency and client satisfaction. Our team ensures the total efficiency on client-provided opportunities by carefully filling in all necessary fields such as Opportunity Name, Division, OPS Manager, Start and End Date, and other relevant details. 

Inputs in various formats like PDFs, CSVs, and Excel files are reviewed and uploaded, including Opportunity Invoice Notes, Estimator Notes, and proposal descriptions. 

Based on client data, we create new estimates or revise existing ones, integrating services like Maintenance, Irrigation, and Seasonal Plantation, with pricing evenly distributed monthly within Aspire.

This guide will assist you in adding a new item estimate on the Aspire platform. Follow these straightforward steps to ensure your item estimate is correctly entered.

Steps to Add a New Item Estimate

1. Switch to the ‘Estimating’ tab

• Log in to your Aspire account.
• Navigate to the ‘Estimating’ tab on the dashboard.

2. Enter the name in ‘Item Name’ and ‘Alternate Item Name’

• Input the primary name of the item in the ‘Item Name’ field.
• Enter any alternative names for the item in the ‘Alternate Item Name’ field, if applicable.

3. Select the ‘Category Type’

• Choose the appropriate category type for the item from the dropdown menu.

4. Enter the number of ‘Unit’

• Specify the number of units for the item in the ‘Unit’ field.

5. Click ‘Save’

• After ensuring all details are correctly entered, click the ‘Save’ button to add the new item estimate.

By following these steps, you can quickly and accurately add a new item estimate on the Aspire platform. This process helps streamline your estimating tasks and keeps your records precise. If you have any questions or encounter any issues, please refer to the Aspire support resources for further assistance.

Download a PDF version of the job aide here.

Efficiently managing invoices is important for smooth business operations. It involves the swift and accurate validation of vendor invoices to ensure they are seamlessly integrated into your financial systems. 

Our workflow uses Acumatica validation and Aspire mapping to guarantee precision in invoice processing.

This guide is designed to help you through the process of recording a new payment for an invoice on the Aspire platform. You can follow these simple steps to ensure your payments are accurately recorded and streamlined with your financial management tasks.

Steps to Record a New Payment

1. Go to ‘Invoicing’ and select ‘Invoices’

• Log in to your Aspire account.
• Navigate to the ‘Invoicing’ section on the dashboard.
• Click on ‘Invoices’ from the dropdown menu.

2. Paste your invoice number in the search bar

• Copy the invoice number you need to record a payment for.
• Paste the invoice number in the search bar to locate the invoice.

3. Hover over ‘Quick Menu’ on the sidebar and click on ‘New Payment’

• Move your cursor to the ‘Quick Menu’ located on the sidebar.
• Click on ‘New Payment’ to start the payment recording process.

4. Paste the invoice number again and click ‘Apply’

• Paste the invoice number in the appropriate field.
• Click on the ‘Apply’ button to proceed.

5. Select the branch and add the payment date

• Choose the appropriate branch from the dropdown menu.
• Enter the payment date in the designated field.

6. Add the reference number

• Enter the reference number for the payment.

7. Copy and paste the property name from ‘Invoices’ in the ‘Regarding’ section

• Locate the property name associated with the invoice in the ‘Invoices’ section.
• Copy the property name.
• Paste the copied property name into the ‘Regarding’ section.
• Select the exact name of the property from the options provided.

8. Click ‘Save’

• After ensuring all details are correctly entered, click the ‘Save’ button to record the payment.

These steps help you to easily and accurately record a new payment for an invoice on the Aspire platform to keep your invoicing system organized and up-to-date. 

Efficient invoice management, supported by tools like Acumatica validation and Aspire mapping helps your business operations run smoothly.

Download a PDF version of the job aide here.

An equipment item is a specific type used when performing a service and needs to be added to your customer’s estimates. Typically, these items have a cost associated with them.
Having a set of predefined equipment items in your catalog provides significant benefits for accurately quoting and tracking equipment related costs.

Why is It Important?

You can track equipment items from categories like:
1. Rental Equipment – You can create catalog items for rental machinery like excavators, skid steers, etc. with different rental pricing structures built into your pricing.

2. Owned Assets – Build items for owned equipment with time-based billing rates to properly capture utilization costs on jobs.

3. Key benefits include accurate cost capturing for this item type, approved vendors to ensure contracted vendors are used for these services, and historical cost data, which allows a review of past costs for better planning and negotiation.

4. Additionally, a centralized subcontractor catalog helps you with vendor tracking that makes sure only approved or contracted subs are used, allowing you to budget with accuracy and base Sub budgets on real historical data.

Summary of the Process for Item Catalog

1. Click on the profile icon, then on the Administration button.

2. Click on Estimating and Item Catalog.

3. Click on New and then select the type you want to add. For this example, we are adding the Equipment.

4. Enter the required mandatory details like Item Name, Category, Assigned Branch, Purchase Unit, and Unit Cost.

The name that will be given to the equipment of the same name will reflect on the Customer Proposal.

5. The name given to the equipment will be reflected on the Customer Proposal.

6. After filling in all the necessary details, click on save.

Equipment items are crucial for accurate quoting and cost tracking in service-based businesses. 

By creating a comprehensive catalog of predefined equipment, you can streamline your estimating process, ensure consistency, and make data-driven decisions. 

This approach not only improves accuracy but also helps in managing vendors, budgeting effectively, and analyzing historical costs for better future planning.

Download a PDF version of the job aide here.