Table of Contents
Below are recommended lists that should be created, saved, and shared with your Branch Administrator user roles.
Any of these lists can be customized with additional filters to focus your list on specific branches, divisions, sales reps, account managers, and more!
Use the key below to understand the actions available when building your lists.
My Open Tasks
This list shows all of your Tasks that have not been completed. It's recommended to Display and Sort this list by Due Date.
My Open Issues
This list shows all of your Issues that have not been completed. It's recommended to Display and Sort by Due Date.
This list shows all overdue Tasks that are in Open status and past their Due Date. It's recommended to Display and Sort this list by Due Date and Group by Created By.
This list shows all overdue Issues that are in Open status and past their Due Date. It's recommended to Display and Sort this list by Due Date and Group by Created By.
This list shows all active employees. This list can be used to manage employee’s HR information, contact info, and to maintain accurate employee counts.
It's recommended to Group this list by Job Title.
You can use this list to help verify accuracy of employee contact information, count, and activity.
This list shows all active customers. This list can be used to manage customer contact information, and contact statuses.
It's recommended to Display this list with the New Task, New Appointment, New Email, and New Issue columns to quickly create Activities regarding these customers. You can also use this list to complete bulk emailing.
This list shows all active customer properties. This list can be used to manage customer property information, and property statuses.
It's recommended to Display this list with the New Task, New Appointment, New Email, and New Issue columns to quickly create Activities regarding these properties.
Opportunities in Process After End Date
This list should remain as close to zero as possible and is used to identify opportunities that should be in Complete status based on Opportunity End Dates that are still in production. The opportunities that display in this list can create revenue discrepancies.
With this list, you can drill into the opportunity work tickets to review which tickets are not completed or cancelled.
Completed Work Tickets (This Month)
This list is used to verify weekly efficiencies, costs, and to compare the difference between the Anticipated Start Date vs. Completed Date.
Compare Gross Margin Percentage, Drive Time Percentage, Anticipated Start Date, Est vs Act Labor, Materials, Equipment, Sub, and Other costs.
It's recommended to Group this list by Crew Leader. You can use this list to question hour discrepancies, cost variances, and excessive drive time. Verify that the correct ticket was completed by comparing Anticipated Start Date vs. Completed Date. Adjust status, time entry, and ticket costs as necessary.
Scheduled Work Tickets Without Future Visits
This list should remain as close to zero work tickets as possible. This list shows work tickets that have been scheduled at some point in the past, with no future visits scheduled to complete the work.
You can use this list to complete the work ticket or schedule a future visit.
Aging New Purchase Receipts
This list shows purchase receipts that could potentially be received.
Purchases are okay if they are not received, as long as the order is still relevant or not truly received. Do not receive the purchase order if it is still pending receipt. If your materials are in possession, receive the receipt. If the receipt is no longer relevant, delete the receipt.
Received Purchase Receipts
This list shows received purchase receipts waiting for a vendor invoice and approval to be sent to accounting.
It's recommended that this list is Displayed and Sorted by Received Date and Grouped by Created By for more transparency.
Upon receiving the invoice, add Invoice Date, Invoice Number, correct item prices, add any extra cost if applicable, and Approve.
Inventory – Excluding Zero
This list shows all items in Inventory that have a positive or negative quantity. Purchases into Inventory create positive values. Allocations out to work tickets decreases Inventory. Aspire allows negative quantities when the allocations out exceed the purchased quantities in.
You can use this list to true up the Quantity on Hand at the end of each month.
Adjustments to the Quantity on Hand will create journal entries on the EOM Inventory tab.
Increases to the Quantity on Hand will credit Cost of Goods Sold (COGS) and debit Inventory Holding. Decreases will debit COGS and credit Inventory Holding.
Weekly Time Review
Last week – Time Not Exported
This list shows all time that has not yet been exported.
Depending on the payroll period cutoff date, a deadline should be identified for when the prior weeks’ time should all be in a status of Exported. Any time found not exported after the cut off date should be reviewed with that employee’s manager. The time should ultimately be approved and exported or deleted.
This list shows all open accounts receivable. The balances are determined by the companies total unpaid invoice amounts less nonapplied credits and payments. It's recommended to display Add Payment to easily apply payments from the list.
Payments to Deposit
This list shows all payments that have not been added to a deposit.
This list shows all deposits that have not been sent to the accounting system. With this list you can drill into the deposit, verify the total, and select Send to Accounting.
Revenue Over Under Report -Excluding Zero
This list shows all opportunities that have a difference between the total amount earned and the total amount invoiced on the opportunity.
Opportunities should not have an over/under once they are completed and fully invoiced. This list can identify situations to invoice customers for completed work, ensure operations is maintaining their tickets, and confirm the accuracy of the revenue reporting at the end of the month. This list can help you invoice customers where earned is greater than invoiced. Complete tickets when applicable if invoiced is greater than earned.
Certifications – Expiring Through This Week
This list shows all certifications of with an expiration date through this week. It's recommended to periodically switch the filter to see near future expiring certifications.
With this list, you can update new certification and expiration dates when applicable.
Employee Incidents – Created or Modified This Week
This list shows all incidents created this week. It's recommended to Group this list by Employee Incident Type and Display Created By.
With this list you can review employee incidents for comments, updates, and follow up where necessary.
Hours Pivot – Last Weeks Payroll
This customized Hours Pivot Report shows a breakdown of the total payroll for the prior week. This report will assist in reconciling payroll and can also provide detailed pay code information by employee if need be.
The fields of Division, Service Type, and Property can be moved left or right for different grouping views.
With this pivot report, you can verify that the payroll total matches the actual payroll register. Review the burden percentage to ensure the estimated burden in Aspire is close to the actual burden percent provided by the payroll register.