Creating Purchase Receipts
  • 01 Nov 2023
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Creating Purchase Receipts

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Article Summary

Purchase receipts represent purchase transactions for materials or services from vendors. Aspire provides two ways to create purchase receipts:

  1. Purchasing Assistant screen – The Purchasing Assistant Screen recommends items that should be added to purchase receipts based on opportunity estimates. Once you have selected the desired purchases, Aspire populates these into the Purchase Receipts screen so that you can complete the creation of the purchase.
  2. Purchase Receipts screen – This allows you to directly create purchase receipts without guidance from the Purchasing Assistant screen or to view and update previously created purchase receipts.

Purchase Receipts Search List Screen

You can create and manage purchase receipts from the Purchase Receipts Search List and Purchase Receipts screens. The Purchase Receipts Search List screen shows purchase receipts that users have created within Aspire and behaves like other search lists.

Available Purchase Receipt Search Fields
Field Filter Display Sort Group 
% of VendorFormula XXXX
Allocation Opportunity Numbers XXXX
Allocation Properties XXXX
Approved Date X
XX
Branch Name XXXX
Created By XXXX
Created Date XXXX
Discount Extra Cost XXXX
Extra Costs XXXX
Formatted Receipt # XXXX
Freight Extra Cost XXXX
Invoice DateXXXX
Opportunity Division XXXX
Other Extra Cost XXXX
Purchase Type X
XX
Receipt # X
XX
Receipt Division XXXX
Receipt Note 

XX
Receipt Status Name XXXX
Receipt Status Search XXXX
Receipt Total CostXXXX
Received Date XXXX
Revision Number XXXX
Service Name XXXX
Sync Error XXXX
Tax Extra Cost XXXX
Ticket Opportunity Number XXXX
Vendor Invoice # X
XX
Vendor Name X
XX
Work Ticket Number XXXX

Purchase Receipts Screen

The Purchase Receipts screen allows you to create, review, or edit purchase receipts and purchase credits for tracking material purchases by the company. You can access the Purchase Receipts screen from the following locations:

The Purchase Receipts screen provides multiple sections for entering information documented below.

Note that some columns in the table that list the items being purchased are conditionally displayed depending on the Receipt Status of the purchase receipt, as further described in the field descriptions below. Also, depending on the Receipt Status, some fields may be read-only or allow updating, as described below.


Screen ElementDescription
BranchRequired. The branch for which the purchase receipt is being created.
Inventory LocationRequired. Inventory location associated with the purchase. This field is required if materials are being purchased into inventory or job inventory. The reason that the inventory location is required for job inventory is that later, if the materials have not all been utilized on the job, once the work ticket is closed, the remaining materials can be placed back into inventory, and the location identified on the purchase receipt is used.
VendorRequired. Vendor from whom the company intends to purchase the order. For orders that are out for bid, you can create a pseudo-vendor called “Out for bid” or “Seeking proposal” to temporarily assign until you are ready to place the order.
Vendor ResyncThis causes Aspire to check the accounting system for new vendors that must be imported and made available within Aspire.
AttachmentsDisplays a hyperlink showing the number of attachments saved for the purchase receipt. If there are attachments, clicking the hyperlink will provide a list of the existing attachments allowing you to edit or remove attachments.
Upload FilesClick this icon to add an attachment to the purchase receipt. Attachments are frequently documents or photos that provide additional information about the purchase.
Submitted to LandscapeHub?

Aspire directly integrates with LandscapeHub, a web-based marketplace for plants and landscape supplies, to help streamline the material acquisition process. If this feature is enabled on the Application tab of the Application Configuration screen if you have to Submit Receipt to LandscapeHub permission enabled to have access to the Submit to LandscapeHub option on the Purchase Receipts screen in the Actions menu to send purchase receipts to LandscapeHub for fulfillment.  This field tells whether the purchase receipt has been submitted to LandscapeHub. This field is not present when creating or editing a purchase credit.

ReceivedAllows you to specify the date on which the order is received. While the order is in New status, this field may be blank. However, you must specify a received date before performing the Receive or the Approve from the More drop-down menu at the top of the page.
Invoice DateAllows you to specify the date on which the order is invoiced by the vendor for payment. This field may be blank while the order is in New or Received status. You must specify an invoice date before you will be able to select Approve from the More drop-down menu at the top of the page.
Invoice #Allows you to specify the vendor’s invoice number on the invoice you submitted for payment. You must specify an invoice number before selecting Approve from the More drop-down menu at the top of the page.
Receipt Status

Specifies the status of the invoice as it advances through the payables process. The field can have one of four values: New, Received, Approved, or Complete.

  • New - Purchase receipt has been created. Commonly when the purchase receipt is in New status, users typically seek to finalize the purchase requirements, seek bids from vendors, or await receipt of the ordered items.
  • Received - Items on the purchase receipt have been received as indicated when you select Receive from the More drop-down menu at the top of the page.
  • Approved - Items on the purchase receipt are approved as indicated when you select Approve from the More drop-down menu at the top of the page. Typically, this means that you have received the invoice from the vendor, agree with the charges, and are ready to pay the vendor.
  • Complete - This status only applies to companies that have integrated Aspire with their accounting system and indicate that the purchase receipt has been properly transmitted to the accounting system.
Sync Status

Sync Status indicates whether the purchase receipt has been submitted to the accounting system. This is only applicable if the company integrated Aspire with the accounting system during the system's setup on the Accounting Sync tab of the Application Configuration screen. Possible values are:

  • Not Synced – Aspire has not yet attempted to send the PR to the accounting system.
  • Synced on Date – Aspire has successfully synced the PR to the accounting system.
  • Not Synced - Error – Aspire has tried to sync the PR and has encountered an error.
Ticket

All items listed on the purchase receipt may optionally be associated with a single work ticket. If this is the case, the work ticket is identified by this field. The field displays a hyperlinkc to the linked work ticket. A work ticket is selected by clicking the Work Ticket Searcha icon and selecting a work ticketb

If a work ticket is selected and shown in this field, Aspire will not allow you to drill into the allocations for the individual line items unless you delete the work ticket allocation because all line items are allocated to that single work ticket.

Work Ticket Search IconThis icon displays a work ticket search list to select a single work ticket that applies to the purchase receipt.
Job Inventory CheckboxThis checkbox lets you specify that all items on the purchase receipt will be placed into the Job Inventory when you are received until installed. This checkbox is only available if a single work ticket is selected. This field is not present when creating or editing a purchase credit.
Audit Info IconWhen you hover over this icon, Aspire will display a small window showing the date and the user's initial associated with each status change for the purchase receipt. 
Sync Error Info IconThis icon will only be visible if Aspire has been set up to integrate with the accounting system on the Accounting Sync tab of the Application Configuration screen. Hovering over this icon will provide additional information if errors occur when synchronizing the purchase receipt with the accounting system.

Purchase Item Columns
Screen Element
Description
 ItemaShows the name of the item to be purchased. For purchase receipts whose status is New, this column allows you to add new items to the purchase receipt. You can select items from the item catalog or enter one-time items to add to the purchase receipt. After typing the item's name into the field, you can add a one-time item to the purchasing receipt by selecting the + icon to the right of the purchase line item field. 
Item TypebThis field displays the item type for the line item (material, equipment, sub, or other). If the item is selected from the item catalog, Aspire automatically provides the value of this field based on the catalog item. If you added it as a one-time item, Aspire provides a drop-down allowing you to choose the item type as shown.
CategorycThis field displays the associated item category set up in the main catalog. If this is a one-time item added to estimates, it will inherit whichever category is selected.

 You can select the Category for one-time purchase items. However, purchase items that are not one-time items will reflect a read-only Category field because the category of existing items must be changed by navigating to the Item Catalog subsection of the Estimating section of the Administration menu. 

Categories that can be selected and one-time purchasing items will be reflected in reporting, i.e., Purchase Pivot Report. 
QuantitydThis field displays the item quantity you plan to order and is displayed in “purchase units.” The quantity field value can be filled in when a purchase receipt is created based on selected items on the Purchasing Assistant Screen. For items set up as inventory items in the item catalog or purchase receipts fully allocated to a single work ticket, the quantity can be entered directly in the Quantity column. Otherwise, you must click the Allocation Items icon to modify the quantity to display the Purchase Allocations screen.
Rec. QuantityThis column is only displayed on purchase receipts for received items. The received quantity is determined when the order is received using the Receive option or the Receive Partial option from the More drop-down at the top of the page.
Est. Unit PriceeThe estimated unit price is initially populated based on the purchase unit cost for the item in the catalog. For one-time items, the value is initially set to zero. You can change this value based on the cost expectations from the vendor up until the time that the item is marked as received.
Unit PriceA column is only displayed on purchase receipts for which items have been received. For items that have been received but not yet approved, you can update this value to reflect the unit price from the vendor. Once the purchase is approved, this field becomes read-only.
Ext. PricefRead-only. This value is calculated by multiplying Quantity by the Estimated Unit Price for purchase receipts in New status. This value is calculated by multiplying Quantity by the Unit Price for purchase receipts in Received or Approved status.
Sub TotalgRead-only. Displays the total of all extended prices for items in the grid.
Extra CostshThis section allows you to add extra cost to the purchase receipt until the status becomes Approved. You can add multiple extra cost line items. Each added line can be represented as tax, freight, or other. When the purchase receipt status changes to Approved, this area becomes read-only.
TotaliRead-only. Total displays the sum of the subtotal and all extra costs.
SaveSaves changes made to the purchase receipt.
Effect of Enable Inventory as an Expense Option

The setting of the Enable Inventory as Expense option on the Application Configuration screen has the following effects on the Purchase Receipts screen:

  1. When the Enable Inventory as Expense option is checked, and the purchase receipt is not being received for a specific job, a drop-down is available for selecting the division to which inventory purchases should be applied. If any item on the purchase receipt is being received into inventory, then a division value is required in this field.

  1. When the Enable Inventory as Expense option is checked in Application Configuration and the purchase receipt IS being received for a specific job, the Job Inventory checkbox is not displayed.

Ship To

This section allows youto specify the ship-to address for the order.

Screen ElementDescription
Ship To AddressThis field provides a drop-down that, at a minimum, displays all inventory locations and branch locations for the branch to which the purchase receipt applies. If all items on the purchase receipt are to be used on the same property – for example, if all the items are for a single work ticket – then the property is also available as a choice in the drop-down. Selecting an option in the drop-down list fills the associated information into the address fields below.
Location NameAllows youto specify a name that identifies the location to which the materials will be shipped.
Address InformationThe remaining fields provide address information for the destination of the materials. These fields can be filled in by selecting an address from the Ship To Address drop-down or manually filling in each field.

Notes

You can include purchase receipt notes in the layouts for the printable purchase receipts. Some companies use printable purchase receipts internally; many provide them to their vendors to seek bids or place orders. The notes field is commonly used for internal company notes related to the purchase. Alternatively, companies may use them to convey information to their vendors. A company must determine how you will use the purchase receipt note and that you use it consistently. If it is used internally and for notes to vendors, it would be easy to inadvertently send a note to a vendor not intended for them to see.

Whatever the chosen utilization of the Notes field, the note is entered on the Note tab of the Purchase Receipts screen.

More Drop-down  Menu

The options on the More  drop-down menu allow youto perform functions on the displayed purchase receipt as follows:

Menu OptionDescription
ReceiveThis option is available only if the purchase receipt status is New. It allows you to specify that the order has been received. To complete this option, you must have filled in the received date. Only choose this option if all items on the purchase receipt are received. Choosing this option changes the status of the purchase receipt to Received. If only some items are received, use the Receive Partial option.
If there is an item on a purchase receipt that is marked as Inactive in the item catalog, then when you choose to receive a purchase receipt, Aspire displays a message listing the inactive items that cannot be received and prevents receipt of the items.
Receive Partial

This option is available only if the purchase receipt status is New. It allows youto specifies that the order has been partially received – that is, some items are back-ordered. To complete this option, you must have filled in the received date. Only choose this option if only a portion of the items on the purchase receipt has been received.

Choosing this option changes the status on the purchase receipt to Received and simultaneously creates a related purchase receipt for the remainder of the order. The newly created purchase receipt has the same base PR number but has a sequence number appended to it (i.e., the first back-order PR for original PR #1027 would be #1027-1, the second would be #1027-2, etc.). If all items listed on the purchase receipt are received, use the Receive option.

Submit to Landscape Hub 

This option will be available if LandscapeHub integration is enabled and you have the Submit Receipt to LandscapeHub permission enabled. When you select the Submit to LandscapeHub option, a confirmation dialog is displayed to verify that you wish to send the purchase receipt to the LandscapeHub marketplace. The following table summarizes the information that is sent to LandscapeHub.

Data Element

Description

Summary Information Section

This section provides information if the entire purchase receipt is allocated to a single work ticket.

Job Source Key

Aspire’s internal purchase receipt ID.

Customer Name

Property Name.

Job Name

Opportunity name.

Job Number

Opportunity number.

Job Address

Address of the property on which the job is being performed.

Job Contact

Name of the person who created the purchase receipt.

Job Contact Email

Email of the person who created the purchase receipt.

Per Item Information Section

This information is provided for each item on the purchase receipt.

Source Key

Aspire’s internal receipt item ID.

Product Name

Item name from the item catalog if it is available.  Use the name entered on the purchase receipt for one-time items not in the catalog.

Package Size

Unit type from the item catalog.

Quantity

The item quantity for the receipt item as it appears on the purchase receipt.

Budgeted Price

Extended cost for the receipt item as it appears on the purchase receipt.

Notes

Item code from the item catalog.

ApproveThis option is available only if the purchase receipt status is Received. Choosing this option changes the status of the purchase receipt to Approved. Typically, this means that you have received the invoice from the vendor, agree with the charges, and are ready to pay the vendor. To complete this option, the purchase must have been received, and you must have filled in the invoice date and the invoice number.
UnreceiveThis option is available only if the purchase receipt status is Received. Choosing this option changes the status on the purchase receipt from Received back to New allowing youto once again modify the quantities for the items on the purchase receipt.
UnapproveThis option is available only if the purchase receipt status is Approved. Choosing this option changes the status on the purchase receipt from Approved to Received, allowing you to modify the unit price for the items on the purchase receipt, add extra costs like shipping or taxes, or to un-receive it.
Print ReceiptThis option allows youto print the purchase receipt. When you choose this option, Aspire displays the Report Settings screen, allowing youto select the report layout and export type. Valid export types are PDF, Excel Spreadsheet, HTML, Png, Mht, RTF, and Text. If you do not have Choose Report Export Type permission, you can only export to PDF. Receipt layouts are commonly established with input by the AspireCare team during system setup.
Email ReceiptThis option allows youto email the purchase receipt as a PDF attachment. When you choose this option, Aspire displays the Email Purchase Receipts screen that allows youto select the email parameters and report layout.
Delete ReceiptThis option is available only when the purchase receipt is in New status. Selecting this option deletes the purchase receipt from the system. Any items on the purchase receipt previously available for selection in the Purchasing Assistant screen are once again made available in the Purchasing Assistant screen.
View BackordersThe icon is only displayed for purchase receipts on which some items have been marked as back-ordered. Clicking this icon displays the Back Orders Search List screen, from which you can display the details of the original order or any follow-up orders for back-ordered items.
SaveSaves changes made to the purchase receipt.

Receive Partial Screen

The Receive Partial screen allows youto receive a partial order from a vendor based on an existing purchase receipt and simultaneously create a related purchase receipt for the remainder of the order.

Back Orders Search List Screen

The screen is available by selecting View Backorders from the More drop-down menu on the purchase receipts for which there are back-orders.

The Back Orders Search List screen allows youto view a list of related purchases in cases where items are back-ordered.  It displays a list of associated purchase receipts. Clicking on any purchase receipt in the list displays that purchase receipt in the Purchase Receipts screen.

Email Purchase Receipts Screen

The Email Purchase Receipts screen accessed from the Send option in the Actions menu of the Purchase Receipts screen allows youto send the purchase receipt as an attachment to an email.

Menu OptionDescription
ToEnter email addresses separated by semicolons.
CCEnter email addresses separated by semicolons.
SubjectEnter email subject.
Attach ReceiptChoose the format that defines the print layout of the purchase receipt you wish to send.
MessageEnter the message to accompany the purchase receipt attachment.
SendSends the message and returns to the Purchase Receipts screen.
CancelReturns to the Purchase Receipts screen without sending the message.

Purchase Allocations Screen

The Purchase Allocations screen allows youto choose work tickets to which purchases on a purchase receipt should be allocated.

Purchasing Assistant Screen

The Purchasing Assistant screen presents a list of work ticket items you can purchase from vendors to complete work for jobs that have been won. The Purchasing Assistant screen provides a search list that allows youto focus on specific items throughout the purchasing process.

The items displayed in the search list are controlled by selecting the Filtericon. Additional commonly used filters are provided directly on the Purchasing Assistant screen for purchase date, service, and item category.

The Purchasing Assistant screen allows youto select multiple items you wish to act on by clicking the check box next to each desired item. To select or remove all items in the list, click the checkmark box in the header. Actions that can be performed on the selected items are available from the Moredrop-down menu in the upper right-hand corner of the screen.

Note that one of the fields available in this search list is Estimating Notes. The estimator can enter these notes when adding the item to the estimate for the opportunity. (i.e., an estimate based on pricing from the vendor, Jack’s Nursery).

Filters

The following filters are provided at the top of the Purchasing Assistant screen.

Menu OptionDescription
Purchase DateChanging this date causes Aspire to display the purchase recommendations for which purchase receipts that would have been recommended on the specified date have not yet been created.
ServicesAllows youto specify selected services for which purchase recommendations should be displayed.
CategoryAllows youto specify selected item categories for which purchase recommendations should be displayed. This will be useful, for example, when purchasing irrigation system-related items from an irrigation supply vendor.

Bulk Actions Menu

Menu OptionDescription
Create Purchase…

When you select this option, Aspire displays the Select Vendor screen allowing you to select the vendor for the purchase.  If all purchase recommendations selected on the Purchasing Assistant are associated with the same branch, that branch value defaults in the Select Vendor screen. You must select a branch if you do not have the same branch. The Vendor field is required but is not enabled until the branch has been selected. The vendor drop-down is populated with all vendors tied to the selected branch. If you click Cancel, the creation of the purchase receipt is canceled.

Once the vendor has been selected and you click Save, Aspire displays the selected purchase items, allocating each item's designated quantity to its associated work ticket. The branch and vendor are filled in based on the values specified on the Select Vendor screen. The purchase receipt can be saved for future processing. Items placed on the purchase receipt and allocated to work tickets will no longer be displayed on the Purchasing Assistant screen unless the purchase receipt is later deleted or the allocations are removed from the purchase receipt.

Allocate from Inventory…This option allocates the appropriate quantity of each selected item from inventory to the associated work ticket. Aspire will display an error message and prevent the allocation if any items selected are not marked as inventory items in the item catalog. Once the allocations have been established, you can view them by pulling up the appropriate work ticket and drilling into the costs.
Remove from ListIf an unusual source provides material estimated for a job or is not ultimately required, you may not want to create a purchase receipt for the item. In this case, you can choose the Remove from List option so that the selected items will not continue to be recommended for inclusion on a purchase receipt.

Automatic Subcontractor Expense

Aspire can be set up to generate subcontractor expenses for a work ticket automatically. This feature is especially useful in snow situations where you do not know in advance which of several subcontractors will perform the service or what items will be required for a subcontractor to perform an instance of the service. The article Subcontractor Automatic Expenses explains how to use this feature.

Cost Recognition Timing

The Aspire End of Month (EOM) report recognizes some costs associated with purchase receipts in the month that a purchase is received and other costs in the month on which the associated invoice is received from the vendor as indicated by approval of the purchase receipt. The article Cost Recognition Timing in Aspire clarifies how Aspire recognizes these costs.

Back Orders

Sometimes a vendor can only initially deliver a partial order for a purchase receipt. The Receive Partial option on the Purchase Receipts screen allows for the receipt of partial orders and the automatic creation of a purchase receipt for the remaining items. The article Back Orders explains how to handle these situations in Aspire.

Job Inventory

Aspire supports the concept of job inventory wherein items from the vendor can be received but not cost to the job until you are installed. Delaying when the items are costed to the job improves the accuracy of the earned revenue calculation within Aspire. Utilizing job inventory is different than placing items in an inventory location (see Managing Inventory)

Reviewing Purchase Receipts

It is important to review purchase receipts weekly to ensure you are properly processed through Aspire. Purchase receipt management includes such things as:

  • Reviewing new purchase receipts to ensure you are updated on the received status if associated materials have been received at the job site.
  • Reviewing older purchase receipts in Received status for which you would expect to have received a bill from the vendor so the purchase receipt could be approved.
  • Ensure total approved receipts in Aspire matches the total value sent to the accounting system for the month.
  • Validate that bills are in the accounting system.

The Purchase Receipts section of the article Ticket Management and Month-End Close explains how to make these validations.

Credit Memos

Aspire allows you to create credit memos representing credits your company wishes to provide your customers.  


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