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Frequently Asked Questions

How can we help you?

How do we track equipment costs within the system and allocate to jobs accordingly?

Aspire will track and cost equipment as part of the estimate. This means that your equipment must be in the item catalogue with a cost and it will then be available for time keeping on the crew mobile application.

How specific are the controls as to who can order, pick up and approve Purchase Orders?

Aspire provides purchasing management and controls that must be wedded to internal organization and work flow processes. Purchasing has several statuses that your operations team can build a workflow around. These statuses include uncommitted, committed, received, partial receipt, installed, and approved for payment which sends a transaction to the accounting system for check writing to your vendors.

How are taxes applied to services in Aspire?

Aspire manages tax jurisdictions and tax types. If taxes are applied to services in those jurisdiction, then Aspire will calculate for reporting and compliance purposes.

Is there somewhere to store items such as uniforms?

Aspire has an item catalogue for bidding, costing, and pricing your work. Should you want to make uniforms a catalogue item, it is an option. Typically uniforms are not job costed, but managed as an indirect item in the accounting system.

How is inventory filled/tracked/monitored and then costed to jobs?

Aspire has an inventory management function. Through the purchasing module, inventory can be purchased, costed, and then allocated to jobs either through the crew mobile application as jobs, or as jobs are completed, or by purchasing administrators to jobs.

Does Aspire update pricing when product is received or does pricing need to be manually updated for the Catalog? What does this look like?

Aspire updates purchase order pricing when purchase orders are approved for payment to your vendors. Aspire job costs what you pay to your vendors, not what is in the catalogue. Aspire has an average pricing function to update catalogue costs and Aspire recommends that you review catalogue pricing at least annually to improve accuracy.

How are purchase order numbers and vendors tracked in Aspire?

Purchases can be made direct to jobs or to inventory to then be allocated.every purchase order has a unique number that can be linked to jobs and work tickets. Aspire does not maintain a vendor list. The vendor list is maintained in your accounting system and Aspire simply reads that information to execute purchase orders.

How are we purchasing materials and/or services through subcontractors?

Aspire treats subcontractors like any other vendor. This means that the subcontractor must be included in the estimate with proper subcontractor costing for the work. Aspire then treats those costs the same way they would with any other purchase order.

If we are ordering supplies, how do we assign these directly to the General Ledger? AP Invoice or Purchase Order?

The standard procedure for non job related supplies is to purchase directly through your accounting system.

How do the Buyers/PMs manage the materials need for each job?

Aspire has a purchasing assistant feature. This feature documents all uncommitted materials that are directly related to "won" work. Buyers and PM's simply use the purchasing assistant to plan and purchase based on either individual jobs, multiple jobs, type of material, or any forward time period.

Can you have materials assigned to some Locations and not others? Or none at all?

Aspire provides for multiple inventory locations as well as the transfer among those locations. Aspire inventory balances reflect complete documentation of all in/out transactions of materials.

How are catalogued vs inventory items managed?

Catalogue items can be inventory items. All inventory items must be in the catalogue so they can be available for bidding as well as purchasing and costing.

How do we confirm that materials from inventory are used on a job?

Inventory items bid to a job are available to the crew through the schedule board on the work tickets. This means that unallocated inventory items are easily flagged everyday through the crew time application review process.

Does Aspire keep records of vendors we have bought from?

Aspire provides complete history for complete vendors at all times.

Does Aspire keep records of prices we have paid to vendors?

Aspire provides complete history of prices paid to vendors at all times.

Does Aspire keep records of how often materials are bought?

Aspire provides a complete history of all transactions with vendors at all times.

How easy is it to look up past materials used on a job?

Aspire provides complete and real time information on all jobs that includes hours, materials, and subcontractors. This is a standard reporting feature in the system.

Can we create a template to charge jobs for materials repeatedly? Monthly charges for Debris, Fertilizer, etc.

Aspire provides the functionality to automatically cost materials to jobs as in the case of chemicals, fertilizers, and other like materials.

At the end of the job how are Purchase Orders reconciled?

Purchase orders are reconciled as part of the daily workflow. While you can reconcile purchase orders at the end of the job, we recommend that you do it long before that, as part of your standard job management process.

When you say "real time" job costing, how often does that update? After each clock out or literally in real time?

Real time job costing is driven by two primary transactions:

  1. The approval of crew time sheets every day

  2. The receipt of materials for purchase orders.

Aspire will provide a real time view of crew work in process but the posting occurs when those transactions happen.