Tag: job aides

Creating divisions in Aspire allows you to organize and track your company’s revenue and expenses effectively. Divisions serve as designated profit centers that can help break out hours, costs, and revenue in Aspire reports. Follow the steps below to set up a new division within Aspire’s Administration module.

Steps to Create a Division

1. Access the Administration Menu

• • Go to your Profile icon in the blue side menu.
  • Select Administration from the dropdown.

2. Navigate to Application Lists

• • Click the Application tab in the menu.
  • Select the Lists subsection.

3. Select Division

• • From the dropdown list, choose Division.

4. Create a New Division

• • Click the blue New button at the top of the Division list.

5. Enter Division Details

• • Division Name: Enter the name for your division (e.g., Maintenance, Enhancements, Irrigation).
  • Division Code (optional): Define the accounting code for this division if needed.
  • Worker’s Comp Name: Specify the worker’s comp Name.
  • Display Order: Assign a number (e.g., in increments of 10) to determine its order in reports. Lower numbers display higher.

6. Save the Division

• • Click Save to finalize your new division setup.

7. Verify the Division

• • Use the search bar to locate and verify the newly created division.

By setting up divisions in Aspire, you streamline your company’s financial tracking and reporting processes. Use these steps to organize your profit centers efficiently, ensuring that Aspire’s reporting features provide maximum insight into your business operations.

Download a PDF version of the job aide here.

A miscellaneous invoice is an essential tool for managing non-standard transactions, allowing businesses to handle billing efficiently for services or adjustments that fall outside traditional invoicing practices.

Common uses include adjusting invoices, billing for services like shipping or installation, recording project costs, or charging for additional work. Unlike standard invoices, miscellaneous invoices in Aspire cannot be printed, use a Sales Journal number instead of an invoice number, and do not affect the numbering sequence of other invoices.

This job aid provides a detailed, step-by-step guide to creating a miscellaneous invoice in Aspire, helping you streamline your accounts receivable process and ensure accuracy in billing.

Steps to Create a Miscellaneous Invoice

1. Click on the ‘+’ Sign and Select New Miscellaneous Invoice on Aspire

• Begin by navigating to Aspire and clicking on the ‘+’ sign to start the invoice creation process.
• From the menu, choose the option to create a new miscellaneous invoice.

2. Select the Property Invoice Name

• Input the name of the property associated with this transaction.
• Click on Save.

3. Select the Date and Tax Jurisdiction

• Select the date of the transaction.
• Select “Term”.
• Then select the appropriate tax jurisdiction.

4. Go to ‘Item’ and Select ‘Add Invoice Line Item’

• Navigate to the ‘Item’ section, select ‘Add Invoice Line Item,’ and enter the ‘EXT. Price’ for the transaction.

• After entering the details for the line item, click ‘Save’ to confirm.

5. Review the Details 

• Ensure all details are correct and make a copy if necessary for records or additional processing.

6. Click on the Three Dots and Complete the Batch

• Finally, click on the three dots in the interface and choose ‘Complete Batch’ to finalize the invoice.

By following the steps in this job aid, you can create miscellaneous invoices in Aspire with confidence and precision. These invoices offer flexibility for billing non-standard transactions while maintaining an organized and efficient accounts receivable workflow. 

If you encounter any challenges or require further assistance, consult the Aspire help portal or reach out to your system administrator. Proper use of miscellaneous invoices will help you manage financial records effectively and support seamless operations in your billing processes.

Download a PDF version of the job aide here.

This job aid outlines the step-by-step process for managing accounts receivable (A/R) in Aspire. 

By following these steps, you can effectively track, process, and communicate invoice details while maintaining accurate records. 

These instructions ensure consistency and efficiency in handling outstanding balances and collections.

Steps for Managing Accounts Receivable in Aspire

1. Generate and Export A/R Aging Report

• • On Aspire, go to Reports and click on Standard Reports.
  • Click on A/R Aging List and apply filters by setting Value Type.
  • Click on the three dots next to Save, select Export to Excel (Current View), and open the file.

2. Format and Analyze the Excel Report

• • Select columns from Accounts to Open Balance.
  • Use Conditional Formatting to highlight values greater than 0 and less than 0.
  • Rename the AR No. column to Invoice No., and sort by color in the Aging 1 column.
  • Highlight the Due Date column and note invoice numbers for further action

3. Search and Access Invoice Details in Aspire

• • Copy the Invoice No. from the Excel file, search for it in Aspire, and click on the Property Name.
  • Navigate to the Contacts section, open the contact, and note the mobile number.

4. Update Property Notes and Add Collection Notes

• • Go to the contact’s Properties, click Edit Property, and update Property Notes with the mobile number and email ID.
  • In Collection Notes, type WP – and prepare for follow-up actions.

5. Print and Save the Invoice

• • Copy the Invoice No. from the Excel file, click on the three dots in Aspire, and select Print Invoices.
  • Choose the desired layout, print the invoice, and save the file with the invoice number.

6. Send Email with Invoice

• • Use the email address from Property Notes.
  • Write the email subject and body, attach the invoice, and click Send.

Following these steps ensures that accounts receivable are processed systematically and records remain up-to-date. 

This workflow helps maintain accountability, supports timely collections, and improves overall financial management in Aspire.

Download a PDF version of the job aide here.

The Accounts Payable (AP) module in Acumatica ERP is designed to simplify and automate the management of vendor transactions, ensuring timely and accurate payments. This module enables users to efficiently process invoices, handle vendor credits, and generate critical financial reports. Integrated within the broader Acumatica ERP system, the AP module provides real-time insights into liabilities, improves cash flow management, and minimizes manual effort through automation.

Whether entering vendor bills, processing payments, or generating reports, Acumatica’s intuitive interface ensures ease of use while maintaining financial accuracy and compliance.

1. AP Workflow: Entering Vendor Bills (Invoices)

• Log in to Acumatica.
• Go to Favorites > Incoming Documents:
• To enter vendor bills or invoices, follow these steps:

1. Navigation:

Go to Payable > Accounts Payable > Bills and Adjustments in the Acumatica menu.

2. Pending Processing:

• Click on Pending Processing to begin entering the invoice details.

3. Fill Out Required Fields:
Select the Document and fill the following fields:

• Vendor: Select the appropriate vendor from the list. Click on the search Icon to enter Vendor details.
• Document Date: Enter the invoice date.
• Due Date: This will be automatically populated based on the payment terms.
• Description: Enter a brief description of the expense.
• Amount: Input the total invoice amount.

4. Attach Supporting Documents (Optional):

You can attach any relevant supporting documents, such as scanned copies of invoices or receipts.

2. Copy the Description Number:

Once all required fields are completed and saved, copy the description number from the invoice screen. This will be used in the Aspire dashboard for further validation.

3. Save or Post the Invoice:

• Click Save to save the invoice for later processing, or
• Click Remove Hold to post and finalize the invoice.

4. Open Aspire Dashboard:

• Open the Aspire Dashboard in a new tab of your web browser.
• Navigate to the Search option.
• Paste the description number into the search bar.
• Remove any letters from the description number and keep only the last 4 digits before initiating the search.

5. Select the Receipt:

• In Aspire, locate the matching receipt linked to the description number.
• Verify the details to ensure accuracy.

6. Return to Bills and Adjustments:

• Go back to the Bills and Adjustments tab in Acumatica.
• Enter the payment amount in the Payment section.
• Input the Subaccount ID as required.

7. Save or Post the Invoice:

• Click Save to save the invoice for later processing, or
• Click Remove Hold to post and finalize the invoice.

Managing vendor transactions accurately is essential for smooth financial operations. By following these steps, you can streamline invoice processing, reduce errors, and maintain strong vendor relationships. 

Download a PDF version of the job aide here.

This job aid guides you through the process of extracting reports in Aspire, enabling you to access, format, and analyze critical data for insightful decision-making. Aspire’s report extraction process is essential for obtaining valuable insights into landscaping services, including opportunities, work tickets, and property data. By following these steps, you can efficiently generate reports tailored to various divisions, such as Design and Build, Enhancement, Lighting, and Sound.

Step-by-Step Instructions for Report Extraction in Aspire

1. Login and Access the Report Tool

• First, log in to Aspire.
• Start by clicking on the work tickets.

2. Filter the Required Data

• In the filter bar, search for the report you want to extract.

3. Export Data to Excel

• Click on the three dots menu (typically in the top-right of the filtered results).
• Select “Export to Excel” to download the data in Excel format.
• Open the downloaded Excel file, copy all content, delete the existing data, and paste again to ensure data consistency.

4. Format the Excel Report

• Change the font of the data to “Calibri” and align all text to the center for a uniform appearance.
• Select the “All Other Sales” tab at the bottom to view various sales categories.

5. Analyze Using Pivot Tables

• Click on any sales type, then navigate to the “Pivot Table Analyze” option in the Excel header.
• Choose “Change Data Source” and confirm by clicking “OK.”
• Click “Refresh” to update all pivot tables with the latest data.

This job aid provides a structured approach to report extraction in Aspire, helping you obtain insights into properties, work tickets, and other landscaping service data. Following these steps ensures accurate and well-organized reports, assisting stakeholders in making data-driven decisions across various landscaping divisions.

Download a PDF version of the job aide here.

Creating and managing routes in Aspire’s scheduling module is essential for organizing crews and efficiently assigning tasks. Routes define which crew members will work on specific tasks for a given period and help visualize work on the Schedule Board. This guide will walk you through the steps needed to create a new route, assign crew members, and customize its settings to meet your team’s needs in Aspire.

Steps to Create a New Route:

1. Access the Scheduling Module: 

• • Begin by going to the Scheduling section within Aspire. In the top right, click on the three dots to open additional options.

2. Select Manage Route: 

• • From the dropdown, choose “Manage Route.” On this screen, click “New Route” to start setting up a new route.

3. Enter Route Details:

• • Route Name: Input a unique and recognizable name for the route.
  • Manager and Crew Leader: Choose the manager who will oversee the route and the crew leader responsible for supervising the work. Remember, only one crew leader can be assigned per route.
  • Man Hours: Specify the daily man hours each crew member is expected to work.
  • Crew Members: Select team members who will be part of this route.

4. Customize Display Settings:

• • Daily Plan: Untick the “Show Daily Plan” option if you prefer not to display the daily material plan to the crew leader.
  • Route Color: Choose a distinct color for the route to make it easily recognizable on the Schedule Board.

5. Save the Route:

• Once all details are entered, click “Save” in the upper right corner to create your new route.

Following these steps will help you efficiently set up and manage routes for your crews within Aspire’s scheduling system. Properly configured routes ensure organized crew assignments and optimized scheduling, enhancing your team’s productivity and making it easier to manage resources on the Schedule Board.

Download a PDF version of the job aide here.

This job aid provides a comprehensive guide for efficiently handling payroll-related tasks within Aspire. As a process-smart approach, these steps help you manage timekeeping, process payroll accurately, and support compliance with Aspire’s payroll standards. By following these instructions, you can streamline payroll management, address timekeeping discrepancies, and maintain accurate employee records.

Steps for Managing Contacts

1. Access Contacts

• • Begin by navigating to Contacts in Aspire.
  • Sort to Active Contacts and click Confirm.
  • Choose the desired contact from the active contacts list.

2. Apply Contact Type Filter

• • Click on Filters.
  • Under Field Name, select Contact Type and tick the relevant contact type.
  • Click Save.

3. Adjust Display Settings

• • Click on the Display icon (three vertical lines in a box).
  • Scroll down to find Select Options.
  • Choose Employee Number, then drag and drop it to the top of the list.

4. Export Contact Data

• • Click on the Three Dots icon.
  • Choose Export to Excel – Current View to download the contact data.

Steps for Scheduling and Time Review

1. Access Scheduling

• • Go to Scheduling in Aspire.
  • Select Weekly Time Review and choose the appropriate date.

2. Approve Schedule in Bulk

• • Tick the checkbox for the entries you want to approve.
  • Select Approve under Bulk Actions.

3. Set and Print Schedule

• • Select the schedule name, tick the box, and set the Layout of Report.
  • Click Print.

4. Export Employer Time Card

• • Go to Bulk Actions and select the Employer Time Card.
  • Select All and click Print.

Steps for Payroll Reporting

Navigate to Reports

• • Go to Reports and select Standard Reports.
  • Set Filter Type to Accepted Date/Time.
  • Change Filter Type to Custom Equals, then select the desired date.
  • Click Apply.

Steps for Updating Work Time Reviews

1. Open Work Time Reviews

• • Go to Scheduling and select Weekly Time Reviews.
  • Move to the desired day on the schedule.
  • Select Route and Crew Leader.
  • Click Save.

2. Update Schedule Status

• • Tick the schedule type you’re adjusting.
  • Go to Bulk Actions, set to Unapprove, and click Save.

Using Aspire’s payroll management features allows for accurate timekeeping, efficient payroll processing, and thorough reporting. By following these steps, you can help maintain payroll accuracy, address discrepancies, and support compliance with Aspire’s payroll policies, ensuring seamless payroll operations for all employees.

Download a PDF version of the job aide here.

This job aid provides step-by-step instructions for completing work tickets and generating invoices using the Aspire system. Following these steps will ensure that all necessary information is properly entered, and work tickets are accurately processed. This guide is essential for managing tasks, ensuring smooth workflow, and completing invoices efficiently.

Steps for Completing Work Tickets:

1. Access Work Tickets:

• • Click on the Work Tickets tab in the Aspire system.
  • Select the relevant tickets by checking the box next to each ticket that needs to be completed.

2. Complete Work Tickets:

• • On the right side, click on the Bulk Actions drop-down menu and select Complete.
  • A “Complete Work Ticket” window will pop up. Under the Crew Leader field, verify the property name that is shown.
  • Once verified, click Save.

3. Invoicing Setup:

• • In the sidebar, click on Invoicing.
  • On the top left of the screen, search for the ticket number (be sure to note this number for reference).
  • Once the ticket status appears, select Address Required.
  • A window will open, prompting you to fill in the address details:
    • Select the State.
    • Enter the Address, Zip Code, and City.
    • After entering the details, click Save.

4. Generating Invoices:

• • After saving the address, the ticket status will change to Ready from Action Required.
  • Select the ticket again and, from the Bulk Actions menu on the right side, click Generate Invoice and then click Save.
  • Next, click on the three dots next to Bulk Actions and select Complete Batch.
  • Confirm the completion by clicking Confirm.

5. Printing the Invoice:

• • The Report Setting window will pop up.
  • Under the report settings, select Invoice DI and click on Print.
  • This process will clear the ticket.

Steps for Payment Processing:

1. Locate and Copy Invoice Number:

• • Go back to Invoices at the top of the page.
  • Search for the invoice by its number or amount.
  • Click on the invoice number, and once it appears, copy it from the top of the page.

2. Apply the Payment:

• • Click on Payments, located next to Bulk Actions.
  • Select New and then choose New Payment.

• In the new payment window, paste the copied invoice number and click Apply.

• A payment window will open.
• Under the Regarding section, enter the invoice number and select the appropriate name.
• Fill in the Branch and set the Reference Number to “Test Payment”.
• Finally, click Save.

3. Finalizing the Ticket:

• • After saving, the ticket process will be complete.

By following these instructions, you can ensure that work tickets are properly completed, invoices are generated, and payments are applied within Aspire. Proper completion of these tasks is crucial for maintaining accuracy and ensuring efficient workflow management. Use this guide as a quick reference for handling work tickets and invoicing within the system.

Download a PDF version of the job aide here.

The Property Tab in Aspire serves as a central hub for registering properties and companies, ensuring that all necessary details are captured for efficient management. This includes key information such as property addresses, primary contacts, account owners, property types (residential or commercial), branch details, tax jurisdictions, and payment terms.

Accurate property entry is crucial for smooth operations, including the generation of precise estimates, invoices, and maintaining clear records. This job aid will guide you through the step-by-step process of creating a new property in Aspire, helping you streamline invoicing and payment management.

Steps to Enter a Property:

1. Navigate to ‘Properties’ & Select ‘New Properties’:

• • On your Aspire dashboard, locate and click on ‘Properties.’
  • From the ‘Properties’ section, click on ‘New Properties’ to begin entering details for a new property.

2. Enter ‘Property Name’ and ‘Property Status’:

• • Input the name of the property.
  • Opt for paperless invoices to streamline billing and reduce paper usage.
  • Choose the appropriate branch for the property from the drop-down menu.

3. Set ‘Payment Terms’ to Due on Receipt:

• • In the payment terms section, select ‘Due on Receipt’ to ensure prompt payment upon invoicing.

4. Update the ‘Address’:

• • Enter or update the full address of the property, ensuring accuracy for delivery and contact purposes.
  • Select Industry type.

5. Update ‘Account Owner’, Select ‘Property Status’ and ‘Lead Source’:

• • Enter  Account Owner.
  • Select the property status from the drop down.
  • Select lead source.

6. Update ‘Primary Contact’ & ‘Billing Contact’ and Click “Save”:

• • Input or update the details for both the primary contact and the billing contact for the property.
  • Click “Save” to store all the information in Aspire

7. Review all the details:

• • Review all the information.

Following these steps will ensure that the new property is set up correctly in Aspire, with all necessary details, such as billing preferences, contacts, and operations, properly assigned. Accurate data entry is essential for streamlining management and reporting, helping to make future tasks more efficient and organized. By ensuring all property information is correctly entered from the start, you can avoid potential errors and improve the overall workflow, ultimately contributing to smoother operations and better record-keeping.

Download a PDF version of the job aide here.

Contact in Aspire serves as a powerful tool for maintaining the details of customers, vendors, and employees. By capturing comprehensive information such as names, addresses, phone numbers, and email IDs, it facilitates easy access to essential contact details, contributing to seamless interactions and meaningful connections.

This job aid will walk you through the process of updating your personal, contact, and owner details on Aspire. Following these steps ensures your information is accurate and up to date for seamless communication.

Steps:

1. Navigate to Contacts

In Aspire, start by going to the ‘Contacts’ section and click on “New Contact.”

2. Enter Your Details

Fill in your first and last names, email address, and phone number. Ensure the email you provide is current and regularly used for communications, and update your mobile number for effective contact.

3. Enter Address and Select Contact Type

Input your complete address, including street, city, state, and zip code. Then, choose the appropriate contact type from the dropdown menu.

4. Enter Additional Details

If applicable, go to the ‘Additional Information’ section to update the ‘Owner Details’ or any other relevant information.

5. Save Your Changes

Review all the information, then click “Save” to apply your updates.

6. Search for the Contact

Finally, search for the contact in the list to confirm it has been successfully entered into Aspire.

Keeping your personal, contact, and owner details updated in Aspire is crucial for efficient communication and smooth operations. By following the outlined steps, you ensure that all essential information is accurate and easily accessible, helping to maintain strong connections with customers, vendors, and employees. Regularly updating your contact information supports better coordination and improves the overall user experience within Aspire.

Download a PDF version of the job aide here.