Tag: job aides

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.

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.

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.

Graphic design plays a crucial role in creating impactful visual content that communicates effectively and enhances brand identity. At Process-Smart, our approach to graphic design is both strategic and creative, ensuring that each design is tailored to meet specific business needs while maintaining a cohesive and engaging look.

This guide will take you through our graphic design process, focusing on how we create custom email templates for Aspire Marketing Pro. Whether you’re requesting a new template or refining an existing one, follow these steps to ensure a smooth and effective design workflow with us.

Steps to Create or Edit an Email Template:

1. Click on “Marketing Pro”

Start by navigating to the “Marketing Pro” section in Aspire.

2. Go to “Email Template”

Next, select the “Email Template” option where you will either create a new template or edit an existing one.

3. Choose a Blank Template

If you are designing a new template, select a blank template to start fresh.

4. Click on “Rows”

In the editor, click on “Rows” to add the structure for your email. Rows will help organize the layout of your content.

5. Drag and Drop the Row  & Choose the Color of the Row

Hold and drag the selected type of row to your template. Position it where you would like it to appear. Customize the row by selecting its color. This will allow you to match your email’s design with your brand’s theme.

6. Go to “Content” and Select Fonts, Colors, and Sizes

Once your row is set, go to the “Content” section where you can further customize your email. In the “Content” section, you can choose the font type, font color, and size. You can also make other adjustments to ensure your email looks professional and consistent with your brand.

7. Repeat for Each Section

Continue adding rows and customizing content until your template is complete. Once you have finished all the edits, click on “Preview” to view the graphics. Then, click “Save.

Graphic design is a powerful tool for enhancing brand visibility and creating meaningful connections with your audience. At Process-Smart, we are dedicated to delivering custom design solutions that not only meet your specific requirements but also drive engagement and success.

By following these simple steps, you can efficiently design a new email template or make changes to an existing one. Aspire’s intuitive system allows you to fully customize your email to suit your marketing needs. This flexibility ensures that your emails reflect your brand while staying visually appealing and well-organized.

Download a PDF version of the job aide here.

Efficient communication with your customers is vital for managing accounts receivable effectively. Aspire’s bulk email feature streamlines this process by allowing you to send messages to multiple contacts directly from the Contacts Search List.

This job aid provides step-by-step instructions on how to:

1. Select specific contacts or filter contacts with common criteria.
2. Use Aspire’s tools to send targeted bulk emails efficiently.

By following this guide, you’ll maximize your communication efforts and enhance customer engagement with ease.

Steps to Send Bulk Emails

1. Go to Aspire Dashboard
Log in to your Aspire account at Aspire to access the dashboard.

2. Click Contacts
Navigate to the “Contacts” section in the menu to access the list of customer contacts.

3. Click on the Select All Box Beside ‘First Name’
Select the checkbox located next to “First Name” to highlight all displayed contacts.

4. Move to Bulk Actions and Select Bulk Email Contacts
In the upper-right corner, click on the “Bulk Actions” dropdown and choose the “Bulk Email Contacts” option.

5. Enter ‘To’ and ‘From’ Fields, Subject, and Message

• • To: Ensure the recipients’ email addresses populate automatically.
  • From: Select the sender’s email address.
  • Subject: Enter a meaningful subject line for the email.
  • Message: Compose the body of your email, including any important details.

6. Attach Any File You Want to Include
If necessary, use the attachment option to include a file with your email.

7. Click Send
Once you review the details, click “Send” to distribute the email to your customers.

By following these simple steps, you can send bulk emails effectively using Aspire, streamlining your accounts receivable process and ensuring timely communication with customers.

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.

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.

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.