Table of Contents
Purpose
Sometimes, you will have to change opportunities that you have already won and sometimes even started! While you can do that for both Contracts and Work Orders in Aspire, Fixed Price Open Billing Work Orders have a different way of making changes that include some additional steps!
The Schedule of Values in Aspire can help you break up large, complex projects into manageable pieces. Think of this as a breakdown of the project’s budget for the work. This invoice type and the Schedule of Values is helpful for large scale projects, or projects that require multiple invoices and payments!
The total value when everything is added up on the Schedule of Values should equal the agreed-upon amount that was estimated for your customer’s job.
This article will discuss the Schedule of Values feature that you have access to, along with the Master Schedule of Values and the Net Schedule of Values. These three types of screens on this opportunity type help you understand what you are able to change and edit from an estimate that is already won or in progress.
Requirements
🧠Schedule of Values use is only available for use with Work Orders that have a Fixed Price Open Billing invoice type!
✅To modify the Master Schedule of Values after an opportunity is won, you need Modify SOV After Opportunity is Won added to your user role.
📑You’ve read our article on Change Orders, found here.
Understanding Schedule of Values Preferences in Administration
When you are working with the Schedule of Values screen, Aspire displays a default schedule of values screen based on your preferences set up in Administration.
You can get to your settings for this feature by heading to your profile icon, and then clicking Administration:
Then, select Configuration ▶️Application ▶️and scroll down to the Work Orders section:
You can choose to set a Default Division for your Work Orders, which is helpful when you are creating new Opportunities; the division will be preselected for you and your estimators:
The first settings relating specifically to the Schedule of Values is if you want to work with percentages or dollar amounts during invoicing this type of opportunity, and also how you want display grouping of Services to be shown on the Schedule of Values.
The Default Schedule of Values to Percentage instead of Dollars checkbox is a powerful setting to consider using as you organize your SOV workflow:
If this box is checked:
🧠This also means that you will be able to generate invoice amounts due based on the percentage:
This also means Aspire will generate one line in the Schedule of Values for each service in the estimate.
If this box is unchecked:
You will also notice that the total amounts reflected on the Schedule of Values Invoice screen will have dollar amounts assigned to them.
🧠This means that you will be able to generate invoices in dollar amounts.
Enable Negative Schedule of Values Lines
The next option for customizing your Schedule of Values preferences is to use the radio button to Enable Negative Schedule of Values Lines:
If this radio button is turned on, you will be able to remove line items directly from the Schedule of Values. You would be able to do this by using negative amounts on your Schedule of Values screens when making Change Orders:
If this radio button here is turned off, you would not be able to use negative amounts directly on the Schedule of Values screen, but rather have to navigate to the three dot menu and select Add Negative Schedule of Values:
This will bring you to the Add Negative Schedule of Values screen where you can enter a positive amount to remove from the Schedule of Values:
Once the amount to be removed is saved, it gets applied to the Schedule of Values.
Schedule of Values Display Grouping Setting
Next, you’ll be able to set your preferences for Schedule of Values Display Grouping on this screen. The two options are for your Schedule of Values screens to be organized by Estimate Headers or Service Type.
By Estimate Headers
If you set the display grouping for your Schedule of Values by Estimate Headers, this means that services shown on the Schedule of Values, Net Schedule of Values and Master Schedule of Values are organized by the group and service names that are used on your estimate.
🧠This means that everything listed on the Schedule of Values will appear as separate line items in the groups displayed from the estimate screen.
In this example there are two groups on this estimate with the same service for Plant Installation listed in them:
When reviewing the Schedule of Values for the estimate, the groups and the services remain organized like on the estimate and automatically have a number assigned to them:
Linked to Service Checkbox will not be enabled for the line items on this screen.
💡This can be helpful for large jobs where you might need to group your items by location or phase of a project!
By Service Type
If you set the display grouping for your Schedule of Values by Service Type, this means that your Services will be organized and condensed regardless of any Group Header set up on your estimate on the Schedule of Values, Net Schedule of Values and Master Schedule of Values screen.
For example, in an estimate for Camille’s Oasis, you have four services total for Mulch Install and for Tree Installation:
When navigating to the Schedule of Values, you can see that by default, the Schedule of Values is organized by Service Name.
Notice that there is one line for Mulch Install, and one for Tree Installation:
This also means that the Linked to Service Type checkbox will be enabled automatically in the Schedule of Values:
📌Note: Regardless of the setting you choose, you can always override group or service names as you are editing your Schedule of Values, or add new groups if needed.
🧠If you rename your duplicate services, or select Separate Work Ticket in the Service Details screen, the Service will appear separately on the Schedule of Values screen.
Master Schedule of Values
The Master Schedule of Values screen condenses all of your schedule of value screens (including the ones for your change orders) that have been won for your work order. You can change or restructure the Master Schedule of Values at any time during the life of the Opportunity.
The Master Schedule of Values becomes available in the three dot menu of the Opportunity details screen once the opportunity is won.
Think of your Master Schedule of Values as a binder that holds the individual pages (your individual Schedule of Values for each Change Order) together and keeps everything organized!
📌Note: You are prevented from modifying any portion of the Schedule of Values that has already been invoiced.
This screen provides columns showing amount invoiced and percent invoiced for each schedule of value line item and group:
💡 To see the Schedule of Values for the original work order or its individual change orders, drill into the work order or change order, and click the Edit Schedule of Values on the Estimate screen or on the vertical three dot menu on the change order itself:
The Master Schedule of Values screen is where you access the Invoice Open Billing screen to finalize your invoices for this opportunity type:
Abilities of the Master Schedule of Values
The Master Schedule of Values screen in Aspire helps you manage your project details easily.
👇 Here’s what you can do with it 👇
Managing Line Items
Deleting: You can remove items from the Master Schedule of Values if they haven’t been invoiced yet.
Adding: Add new line items as needed.
Renaming: You can change item names if they aren’t linked to a service or already invoiced.
Moving Funds: You can shift money between items, but only up to the invoiced amount.
Adjusting Prices: For items linked to services, you can change the total price.
For others not linked to services,
If already invoiced, you will only be able to adjust quantities.
If not invoiced, you will be able to adjust both quantity and price.
Group Control
Creating: You can make new groups easily.
Renaming: You can rename groups to keep things organized.
Sorting: You can arrange groups and items in any order you like.
Moving Items: You can shift items between groups effortlessly!
Deleting Groups: You can delete groups if there are no invoiced items left in them.
Aspire also checks a few things when you are working with the Master Schedule of Values:
For Items: Aspire makes sure you don’t use the same item name and price twice.
For Groups: Aspire prevents you from using the same group name more than once.
Exporting and Printing the Schedule of Values
🧠 In addition to being able to Invoice Open Billing in the three dot menu, you also have the ability to Print and Export your Master Schedule of Values!
Exporting will download a file in Excel format.
Printing will prompt your browser to open the print screen for you so you can print a copy of the Master Schedule of Values.
Using the Schedule of Values Screens
The Schedule of Values screen allows you to set your itemized list of services that will be used on your customer’s Fixed Price Open Billing work order invoices.
📌Note: There can be multiple schedules of values screens for your opportunity as they become available as your work with change orders.
You can navigate to the schedule of values screen by clicking Edit Schedule of Values from the three dot menu on the estimate screen:
🧠You can make changes to the Schedule of Values while your job is in bidding status.
On this screen you will see the estimate or change order line items and their values pulled over by default. You can choose to override these names, or add new line items, quantities or unit prices. This means that when you go to invoice for your opportunity, that it’ll use what is on this screen:
If you were to add an extra line item and exceed the total amount estimated, Aspire would notify you there is a difference in your estimated amount vs the total Schedule of Values amount on this screen.
You would have to fix the difference before you are able to win the estimate or change order!
In the example below, an extra bucket was added to the Schedule of Values that was not listed on the estimate. Aspire notifies you that there is a total difference of $50 so you can choose to remove this line item, or go back to your estimate and add it so you can use it during invoicing:
The difference can also occur if you were to change the Quantities and Unit Price amounts. You can make edits as needed on this screen, but the Total Difference should equal zero so there are no invoicing issues moving forward.
Refreshing the Schedule of Values
If you were working on your estimate and added or removed items, quantities, etc., you can refresh your Schedule of Values in real time.
In the example below, on the change order for the Palm Tree Maintenance job, Mulch Install was added to the job. The Schedule of Values will now need to be edited.
Navigate to the three dot menu and select Edit Schedule of Values:
The Schedule of Values screen appears. Notice that Mulch Install is not available and there is a difference of the amount of the service. Select the three dot menu again, and choose to Refresh SOV from Estimate.
A confirmation window will appear so you can recreate the Schedule of Values with the current estimate amounts:
Now, Mulch Install appears and the difference is removed from the SOV Summary!
Net Schedule of Values Screen
The Net Schedule of Values screen displays all of the schedule of values for the work order and its change orders regardless of whether they are won. You can navigate to the Net Schedule of Values Screen page when working inside of the Schedule of Values.
🧠Think of this screen as a review of your pending Schedule of Value Changes before you win your Change Order.
You cannot update anything on this screen, the Net Schedule of Values screen is read only. To make any edits, you would need to edit the appropriate Schedule of Values screen itself.
🧠Reminder: You won’t be able to access any invoicing information on this page, if you need to invoice your customer, you’ll need to navigate to the Master Schedule of Values screen.