Articles, Webinars and Information on Specific Reports

Construction WIP Adjustments Report

Aspire provides tracking of earned revenue for work-in-progress tickets to account for changing costs during the project. This tracking is provided using the Construction WIP Adjustments Report that supports the following:

1. View Work in Progress – Allows viewing of work in progress at monthly intervals for jobs (work orders) that are actively being worked
2. Update Expected Cost – Allows you to update the expected cost to complete for any month so that earned revenue will be adjusted throughout the system based on the new anticipated cost.

Contract Renewal Report

The article Renewal Report for Contracts explains the Contract Renewal Report available on the Reports screen of Aspire.

Retainage

A line is available in each section on the Revenue tab of the End of Month Report to display dollars retained but not yet invoiced for Fixed Price Open Billing work orders during the date range specified at the top of the report.

When a Fixed Price Open Billing invoice is generated from which retainage is withheld, the retainage amount that is held back is reflected as a debit in the Retainage line for the month of the associated invoice. Later, if the retainage is invoiced, a credit is reflected in the Retainage line in the month of the retainage invoice.

Drilling into the retainage line displays the Retainage Search List screen:

Additionally, when you drill into the Over Under line, withheld retainage is included in the Invoiced Revenue amount to reflect that it will eventually be collected.

Retainage Search List Screen

The Retainage Search List screen displays the list of invoices from which retainage was held and the invoices for retainage. Lines can be identified as follows:

• Lines with a positive value in the Retainage Amt column represent invoices from which retainage was withheld.
• Lines with a negative value in the Retainage Amt column represent invoices for retainage.         

Over Under Drill-down

When you drill into the Over/Under line on the End of Month Report to display the Revenue Over Under screen, withheld retainage is included in the Invoiced Revenue amount to reflect that it will eventually be collected. This is reflected in the example below, wherein only $15,045 has been invoiced for opportunity #2438, but the Inv Rev value ($15,050) shown on the Revenue Over Under Report includes the $5 retainage that has not yet been invoiced.

Over / Under Adjustment

Over Under Adjustment – Over under in Aspire represents the difference between earned revenue and invoiced revenue for an opportunity. These differences can be viewed by opportunity on the Revenue Over Under Report available from within the End of Month Report by clicking on an Over Under line on the Revenue tab. Aspire provides the ability for you to adjust the over/under to be reflected on the End of Month while showing the adjustments on a separate line. Clients who wish to utilize this feature must request Aspire to enable it for them.

Enabling the Over Under Adjustment Feature

To enable this feature, make a request to AspireCare.

New Permission: Create Over Under Adjustment Records

The new Create Over Under Adjustment Records permission allows you to make over/under adjustments from the Over Under Report. This permission is only available when the feature is enabled.

Adjusting Over/Under for an Opportunity and Viewing Adjustments

Two columns are available in the advanced search for the Revenue Over Under Report available from within the End of Month Report by clicking on an Over Under line on the Revenue tab. These columns are only available if the Over Under feature in Aspire is enabled.

1. Over Under Adjustment – Column that shows the total over/under adjustment amount for the invoice.
2. Adjust Over Under – Column that provides a button for opportunities in Complete status. This column is only available if the logged-in user has the Change Service Invoice Type on Fixed Price Open Billing permission.

When you click the Adjust Over Under button, Aspire displays the Adjust Over/Under Amount screen allowing you to enter an adjustment amount and the date on which the adjustment is being applied. The adjustment date defaults to the current day. The adjustment date chosen may not be in a closed month or Aspire will not allow the adjustment to be saved. When you click the Save icon on this screen, the adjustment is saved and is reflected in the Over Under Adjustment column of the Revenue Over Under Report.

Over/under adjustments are also reflected on the End of Month Report on the new Over/Under Adjustment line. This line is only displayed if the Over Under feature in Aspire is enabled. Clicking on this line will display the new Over Under Adjustment Search List screen that lists adjustments that comprise the adjustment total on the End of Month Report.

Operations Scorecard

Reflects the number of work tickets for contract services that are promised, delivered, and remaining per division during a specified time period. This report also includes the breakdown of hours for completed work by crew members.

Opportunity Service Report

You can create opportunities, especially maintenance contracts are often comprised of multiple services that will be provided to the customer over time. For example, you might provide a mowing service, trimming service, and irrigation inspection service all on the same maintenance contract. The Opportunity Service report allows you to view all or any subset of the services that are assigned to opportunities within the system.

The article, Auto Expense Report, describes and demonstrates the Opportunity Service report. It provides examples of many different usages for the Opportunity Service Report search list.

Profit and Loss Report

The Profit and Loss Report provides information comparing revenue to expense to clarify organizational profitability. Some special features of this report include:

• Able to display earned and invoiced revenue simultaneously
• Allows you to select from several options specifying how data in the report should be grouped
• Allows you to compare the currently selected period with the prior period or the same period in the prior year

These features are described in the subsections below.

Simultaneous Display of Earned and Invoiced Revenue

The filter screen for the Profit and Loss Report provides an “All” option for selection in the Revenue field as depicted below.

When the All option is selected, the report will show both earned and invoiced revenue. The total line for revenue will show the over/under value (the difference between earned and invoiced revenue).

Report Grouping Selection

The filter screen for the Profit and Loss Report provides the Columns field allowing you to specify the column groups for display on the report. Aspire allows grouping by division, branch, service, and service type.

The options available in the Revenue field set to “Earned” are:

• Division
• Branch
• Service
• Service Type

If the selected option in the Revenue field includes invoiced revenue (“Invoiced” or “All” options), then the Service and Service Type options are not available in the Columns selection list because invoiced revenue cannot be broken up in those ways.

Comparison with Prior Periods

The filter screen for the Profit and Loss Report provides the Period Comparison section. This section allows you to add additional columns to the report showing values from the prior period, or from the same period in the prior year. If you enable the checkbox for Previous Period or for Previous Year, Aspire expands the section to show additional selections ($ Change and % Change) under the respective options.

The following example demonstrates the report view when both $ Change and % Change are selected for the Previous Period.

The report above shows revenue and expense for each division (Enhancement, Irrigation, etc.) for the specified period (December 2018 which is 31 days). Within each division, the value for the prior 31-day period is shown. Following that are the dollar changes and percent change between the first two values for each row in the report.

Renewal Report

The Renewal report is a point-in-time report that provides information about current opportunities that are up for renewal.

The article, Renewal Report for Contracts, briefly describes the Renewal Report search list.