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Purchases begin with the estimate and flow through to the Purchasing Assistant. The Purchasing Assistant allows Purchasing staff to create purchase orders for a job, groups of jobs, or inventory materials like salt, mulch and flowers.
The Assistant provides dashboard reporting that can forecast material needs by job or by time period. The same reporting provides insight into materials required but not yet purchased.
The key to a “tight” material management system is vendor training. Aspire delivers more than software. With Purchasing, we provide advice on the best process including who can purchase, who receives, where it goes, and who approves vendor payment.
Purchase orders are created by the system and can be delivered to vendors for pricing and availability. Purchase orders are then received. If the delivery is not your complete order, the system creates and manages backorders with the vendor.
Aspire keeps track of it all but Operations folks must manage it – you can’t leave it to Accounting alone. (We just made some friends in your Administration Department.)
Aspire provides reports tracking all of these scenarios, so it’s really hard to miss ordering the right stuff at the right time, but it happens. Software, despite its power, cannot think. People still need to do that.
That’s why we provide software and setup consulting through our Account Managers so you get the maximum from your people’s abilities.
Accurate real-time job costing that allows you to make mid-job adjustments requires a system that recognizes expenses and associated revenues as they happen in the field (the real world) not as they are paid for or billed.
Aspire produces real-time job costing and work in progress reporting that alerts you to problems or opportunities, like creating change orders for expanded scope, substituting materials to address material availability, or customers who change their minds as often they do their outfits.
No more P&L surprises when you punch list the job.
Whether you do it now or not, Aspire provides you with true inventory tracking outside the Accounting system. When you create purchases and receive them into inventory you can track additions and deletions to inventory quantities and tie these back directly to purchase orders or crew time sheets where allocations were made from yard stock.
When you tie this together with a physical inventory review, you can get your arms around shrinkage and establish better internal checks and balances for crew tracking. Yes, crews and yard people can get sloppy about the way they manage and count materials…just saying.
Purchases are made in Aspire. Materials are received in Aspire. Vendor invoices are approved in Aspire. You cut your vendor payment checks in QuickBooks.
All the purchase details remain in Aspire, but when you approve a vendor’s invoice for payment, Aspire creates an electronic transaction that is sent to QuickBooks Accounts Payable where you manage your disbursements.