Lists

Aspire provides many administrative lists (i.e., Activity Categories, Divisions, Pay Codes, Tags, etc.) to allow the company-specific configuration of the Aspire system. They are available from the Application section of the Administration menu. These lists typically represent selection options in associated fields available throughout Aspire.

Activity Category

Activities are classified into an email, task, issue, appointment, and milestone.  Activity categories allow you to provide a further descriptive breakdown for issues and tasks (i.e., for an issue, the category could be Complaint or Service Request).  Phone Call, QA, Letter, and To Do activities are fixed and cannot be modified.  The following additional activity categories are often used in Aspire: Service Request, Complaint, Property Damage, Email, and Injury. (See Admin List Activity Category Search List screen)

The activity category lists you create will appear in the Category drop-down selection on the Issue or Task screen.  

Attachment Type

This list lets you provide classifications for attachments that team members add to properties, opportunities, and contacts. Common attachment types in Aspire are Photo, Document, Map, Site Map, and Contract. (See Admin List Attachment Type Search List screen)

• Property attachments can be added and viewed from the Properties screen.
• Opportunity attachments can be added and viewed from the Opportunity screen.                                
• The attachment type is specified when adding an attachment.

Catalog Item Category

This list allows you to provide categories for logically grouping items in their item catalog. Item categories commonly defined in Aspire include Labor, Mulch, Irrigation, Equipment, Fertilizer, Drainage, Sub, Chemical, Soil, Tree, Sod, and Seed. Item Category provides greater refinement for item grouping than does Item Type. (See Admin List Catalog Item Category Search List screen). 

Catalog Item Categories are selected when adding or updating catalog items on the Item screens. They can be used for refining item selections on the Items Search List screen available under Administration. 

Catalog Price List

Used for setting up pricing overrides at the branch level for specific items in the catalog. See the section, Setting up Branch Pricing, for more information (See Admin List Catalog Price List screen). 

Catalog Price Lists are tied to Branches on the Branches screen. They are also tied to items defined on the Items Search List screen. 

Certification Type

This list allows you to create standard types of employee certifications (See Admin List Certification Type screen). 

Certification Types can be selected when an employee certification is recorded on the Contact screen.   

Competitor

This list allows you to identify competitors to be added to properties. For lost opportunities, Aspire also allows users to record the competitor who took the business. (See Admin List Competitor Search List screen) 

The Competitor drop-down list is on the Property screen's Info tab. Also, available during marking an opportunity as Lost.

Contact Type

 Allows you to maintain a list of contact types to help define contacts. Four contact types – Employee, Customer, Vendor, and Sub – are fixed and cannot be modified.  Other common contact types commonly used in Aspire are Prospect, Lead, and Consultant. (See Admin List Contact Types Search List screen) 

Located in the contact type drop-down list on the Contact screen. 

Division  

Aspire allows recognition of business divisions within a company. Divisions in Aspire are designed to support reporting by service area. This list allows you to define the company’s divisions. The most common divisions for companies using Aspire include maintenance, enhancements, snow, irrigation, and overhead. Other common divisions are construction, subcontractor, indirect, internal, plant healthcare, and landscape. (See Admin List Division Search List screen) Use the Integration Code field to add an identifier that can be used to properly map out a division when using a third-party integration such as accounting software.

Divisions are commonly used in Aspire reports for breaking out hours, costs, and revenue. 

Employee Incident Type 

This list allows you to create standard employee incidents (injury, behavior, unexcused absence, etc.). (See Admin List Employee Incident Type Search List screen) 

Employee Incident Types can be selected when an incident is recorded on the Contact screen.  

Event Types

Aspire allows you to create events (i.e. specific snow events that occur within a time range) that can be associated with invoice batches. Information related to the event can be shown to the customer on their invoice so they understand the rationale for the service performed. The event type list allows you to define the types of events that can be created. (See Admin List Event Type Search List screen) 

The event types drop-down list is located on the Log Event screen. 

Industry

This list allows you to define industries that can be associated with properties. The most common industries for companies using Aspire are Retail, Residential, HOA, Multi-Tenant, Commercial, Industrial, Apartment, Government, and Church. (See Admin List Industry Search List screen) 

The industry drop-down list is on the Property screen. 

Issue List

A list of tags can be created for production crews to classify issues recognized on properties. The most common issue types for companies using Aspire are Property Damage, Irrigation Leak, Injury, Customer Complaints, Dead Plants, and Drainage. (See Admin List Issues Search List screen) 

This list of tags is only available in the Crew Mobile App for the crew when taking photos from their mobile device.

Job Status

Aspire supports four standard job status codes that specify a job's progress: In Process, Complete, Canceled, and Change. Note that the Change status is no longer used in Aspire while listed. This list allows the system to specify an alternate display name for each status. (See Admin List Job Status Search List screen)

Displayed in the Status field on the Opportunity screen for a job after it is won. Before that, Opportunity Status is displayed. 

Lead Source 

This list allows you to maintain a list of valid lead sources that team members can specify for an opportunity. Aspire's most common lead sources are Issue, Employee Referral, Call In, Cold Call, Customer Referral, Unknown, Website, and Architect. (See Admin List Lead Source Search List screen)

This drop-down list is on the Properties screen and Opportunity screen for identifying how the property or opportunity was referred.

Locality

Localities in Aspire are used to define where employees work for purposes of calculating W2 withholding for payroll taxes. The Locality admin list defines the valid localities/counties that can be assigned to properties. (See Admin List Locality Search List screen) 

The Locality/County can be selected for properties on the drop-down list on the Property screen.  For companies that use Paychex, Aspire transmits associated locality/county information as part of the employee time information to the company’s payroll system. For companies using QuickBooks, QuickBooks does not allow the import of localities. This information is available on a pivot table from Aspire but must be changed manually into QuickBooks for each payroll after all hours are imported and payroll has been processed. 

Opportunity Stage

An Opportunity Stage is a list of fixed stages through which Aspire advances opportunities based on user actions. These stages are fixed in Aspire: Pre-Bid, Estimate, Propose, Lost, and Won. The admin list for opportunity stages is read-only. These stages support filtering and grouping of opportunity statuses for reporting using the Opportunity List. (See Opportunity Stage Search List screen) 

• Available in a drop-down list when initially defining Opportunity Statuses in the Opportunity Status Admin List.
• Opportunity Stage and Opportunity Stage Sort are available for display, grouping, and filtering in the Opportunities Search List screen 

Opportunity Status

Aspire updates the opportunity status as an opportunity is advanced through the business flow.  There are eight standard opportunity statuses through which an opportunity can advance until it is won or lost: New, Bidding, Pending Approval, Approved, Denied, Won, Lost, and Delivered. You may provide an alternate display value (labeled as “Item Name”) for any status in the Opportunity Status list. Aspire will allow you to add additional opportunity statuses, but they should only add them for the pre-bid opportunity stage – Aspire will ignore any opportunity statuses for other stages. (See Opportunity Status Search List screen) 

• The Opportunity screen (Contract or Work Order) displays the opportunity status. For opportunities in the pre-bid stage, users can select the opportunity status. During other stages, Aspire advances the status based on your actions. 
• Opportunity status is also available on appropriate search lists and reports for filtering, display, and grouping.

Pay Code

Pay Codes and their associated information determine how payments will be calculated for specific employee hours during the regular payroll process. Aspire's most common pay codes are Hourly, Holiday, Vacation, Salary, Regular, and Overtime. Additional information is available in the section, Pay Codes. (See also Admin List Pay Code Search List screen)

• The drop-down list on the Time Entry screen overrides the default pay code.
• The default pay code for a service is defined on the Service Details screen. 
• Override pay amounts for individual employees for specific pay codes can be added on the Override Pay Codes screen available through the HR Admin tab of the Contact screen.

Pay Schedule

Pay schedules allow you to define Aspire’s overall behavior related to paying regular time vs. overtime each week. They also allow them to specify when employees on a specific pay schedule can clock in daily.  A pay schedule is assigned to each employee. Aspire's most common pay schedules are Salary, Weekly, and Hourly. (See Admin List Pay Schedules Search List screen) 

Pay schedules are assigned to individual employees on the HR Admin tab of the Contact screen. 

Payment Category 

This list allows you to specify valid payment categories for credit memos that are marked Credit as Expense. These values are reflected in the End of Month Report so that users can enter them into the accounting system each month. (See Admin List Payment Category Search List screen) 

When entering a credit memo on the Credit Memo screen, if the Credit as Expense checkbox is checked, Aspire prompts for Expense rather than Division.  The options in the Expense drop-down list are populated from the Payment Category list. 

Payment Terms

This list allows you to provide a list of valid payment terms that the company can assign to properties. These terms are used for calculating invoices past due in the aging report. (See Admin List Payment Terms Search List screen) 

Payment terms can be selected from drop-down lists on the Property, Opportunity, and Invoice screens before sending the bill.

Property Group

This list allows you to define groups into which related properties may be placed. For example, companies may group properties located in the same office park, campus, subdivision, or HOA.  Property groups are assigned to properties. (See Admin List Property Group Search List screen) 

Property groups may be associated with properties from a drop-down list on the Info tab of the Property screen. The property group is also available for filtering, display, and grouping on the Property search list. 

Property Status

This list allows you to define a status that can be assigned to properties.  It is typically used for managing the sales process. Aspire's most common property statuses are Prospect, Customer, Past Customer, and Prior Bid. (See Admin List Property Status Search List screen) 

Property statuses are assigned to properties from a drop-down list on the drop-down list on the Property tab of the Property screen.

Property Type

This list will allow you to provide information to identify integrated systems that can be associated with properties within Aspre. 

• After configuring a Property Type from the Administration menu, you can designate a Property Type on the Property details screen to categorize and organize properties. 
• Use the Integration Code to add an identifier that can be used to correctly map out a property when using a third-party integration such as accounting software. 
• By default, this is an optional field,  but you can designate Property Type as a required field. 
• You can delete^a a property type. Before doing so, you must ensure that a property type is not in use and is inactive^b before you can access the ellipsis menu and select the option to Delete to remove the property type. 

Once you have created property types, you can add them using the Property Type field on the Property Details screen for new and existing properties. The Property Type dropdown will contain active Property Types. 

• You can assign a Property Type to more than one property by selecting the Property Type option on the Bulk Actions menu on the Properties advanced search list. 
  • You must have the Edit All Properties Permission enabled under your user role to make this change. 

• You can filter, sort, group, and display information on the advanced search list screen using the Property Type field on the Property and Opportunity advanced search lists. 

Receipt Status

This list defines stages through which Aspire advances purchase receipts based on user actions in the system. These stages are fixed in Aspire and have status codes of New, Received, Approved, and Complete. Aspire does allow you to provide an item name for each of these codes for display purposes.  (See Admin List Receipt Status Search List screen) 

The receipt status is shown on the Purchase Receipt screen. Additionally, these statuses support filtering and grouping purchase receipts for reporting using the Purchase Receipt search list.

Sales Type 

This list allows you to define the type of sale for each opportunity. The most common sales types maintained in Aspire are New Sales and Renewal.  Sales type provides one of the criteria for creating Sales Score Cards to track salesperson performance. (See Admin List Sales Type Search List screen)

• Sales type can be selected for an opportunity on the Opportunity screen.
• Sales type can be selected on the Sales Score Card screen.
• Sales Scorecard tab of Contact screen.
• Sales type is available on the Sales: Commission Report and the Sales Pivot Report.

Service Type

This list allows you to define service types used to classify the company’s services and associate each with a division. It allows them to define a more detailed breakdown of services than what is provided by divisions. Aspire's most common service types are Irrigation, Subcontractor, Mulch, Enhancement, Overhead, Maintenance, Pruning, Snow, Construction, Color, Mulching, PHC, and Hardscape. (See Admin List Service Type Search List screen). Use the Integration Code to add an identifier that can be used to properly map out a service type when using a third-party integration such as accounting software.

Service type can be selected from a drop-down on the Service screen when adding or modifying a service in the Service Catalog. 

Tags

Tags allow you to create identifiers that can be placed on contacts, properties, opportunities, or attachments to classify them for reporting purposes. Each tag they create applies either to a contact, property, opportunity, or attachment but not a combination of these. Multiple tags can be added to any contact, property, opportunity, or attachment. A common use of tags is to label contacts or properties as maintenance, installation, or enhancement prospects during the sales cycle. (See Admin List Tags Search List screen) 

• Tags can be added to contacts on the Info tab of the Contact screen and are available in the Contacts Search List for filtering and displaying the list.
• Tags can be added to properties on the Info tab of the Property screen and are available in the Property Search List for filtering and displaying the list.
• Tags can be added to properties on the Info tab of the Opportunity screen and are available in the Opportunities Search List for filtering and displaying the list.
• Tags can be added to attachments on the Upload Attachments screen and the Manage Attachments Screen and are available for filtering and displaying during Attachment Search.
  
  

Takeoff Group

A takeoff represents something to be measured or counted on a property. The measure or count is then used for estimating. Takeoffs are logically grouped into takeoff groups.  For example, see the section Takeoffs and Takeoff groups. The whole structure of takeoff groups and associated takeoff items becomes available for adding specific takeoff values to properties to facilitate estimating jobs.  You can also tie catalog items to the takeoff item relevant to estimating the cost for that catalog item. (See Admin List Takeoff Group Search List screen) 

• You can edit property-specific takeoff values from the Properties screen by clicking the Edit Takeoffs icon.
• You can select the takeoff appropriate for the catalog item from any of the Item Catalog screens (Labor, Material, Equipment, Sub, Other, or Kit).

Tax Entity

Tax entities represent State, County, or City tax locations. Tax entities can be grouped to define broader areas called tax jurisdictions.  See Tax Jurisdiction. (See Admin List Tax Entities Search List screen) 

Tax entities are selected from a drop-down list on the Tax Jurisdiction screen.   

Tax Jurisdiction 

Tax jurisdictions represent areas of overlapping tax entities (i.e., city, county, and state) and define the tax structure for that area. Aspire calculates taxes for services of a property based on the tax jurisdiction in which the property is located. (See Admin List Tax Jurisdictions Search List screen) 

Tax jurisdictions are assigned to properties from a drop-down list on the Property tab on the Property screen. 

Unit Type

 This list allows you to define valid units of measure for setting up items, kits, or takeoffs. Aspire's most common unit types are Dollars, Tons, Hours, Bags, Lb, LF, Oz, Each, 1 Gal, 3 Gal, 5 Gal, SF, and Box. (See Admin List Unit Type Search List screen) 

• Unit types can be selected from a drop-down list on any Item Catalog screen (Labor, Material, Equipment, Sub, Other, or Kit).
• Unit types can also be selected from a drop-down list on the Takeoff Item screen. 

Vendor

This list allows you to set up a list of vendors the company uses for purchasing and must align with the setup of the accounting system. The best practice for companies using QuickBooks, Great Plains, or Acumatica is maintaining vendors in those systems and synchronizing Aspire to load vendors. In this case, you will not enter vendors directly into Aspire from the Admin List Vendor Search List screen. 

Vendors can be selected from a drop-down list on the Purchase Receipt screen.

Workers Compensation 

Workers' compensation codes are available for companies integrating their external payroll systems with Aspire. When time export occurs, the workers' comp code exported is determined based on the following hierarchy:

• Use workers comp code assigned to the employee if provided.
• If not, use the worker comp code assigned to the service performed if provided.
• If not, use the worker comp code assigned to the division of the service.

Valid workers' compensation codes are defined on this Admin List Workers Compensation Search List screen.

Once defined, workers comp codes can be specified for employees, services, and/or divisions to be used when exporting employee time from Aspire to the external system.

Work Ticket Canceled Reason 

SANDBOX

As a system admin, create and manage work ticket canceled reasons to track and manage work tickets canceled individually and in bulk. You must check Require Reason for Work Ticket Cancellation to ensure all users provide a cancellation reason before a work ticket cancellation is confirmed. 

 Work Ticket Canceled Reason details screen

•  Enter a reason between 1 and 50 characters in the required Reason field. 
• By default, the active toggle will be switched off.
•  You can delete Work Ticket Canceled Reasons that are not in use or active. 

Once created and checked as active, the Work Ticket Cancelation Reason will appear in the Canceled Reason menu that appears after selecting the option to cancel a work ticket on the following pages: 

• Work Ticket > Work Ticket details page > three dots menu > Cancel
  
• Opportunities > Opportunity Work Tickets> Work Ticket details page > three dots menu > Cancel 

• Work Tickets > Bulk Actions > Cancel 
  
• Opportunities > Opportunities Work Tickets > Bulk Actions > Cancel 

Work Ticket Status 

Aspire updates the work ticket status as a work ticket is advanced through the business flow.  Work tickets can advance in five standard work ticket statuses: Open, Scheduled, Pending Approval, Complete, and Canceled. You may provide an alternate display value (labeled “Item Name”) for any status in the Work Ticket Status list. Aspire will not allow them to add additional work ticket statuses. (See Admin List Work Ticket Status Search List screen) 

• The work ticket status is displayed on the Work Ticket screen. Aspire advances the status based on actions taken.
• Work Ticket status is also available on appropriate search lists and reports for filtering, display, and grouping.

Delete Prompt

A confirmation message will now appear when you delete an item from an application list to prevent the unintentional removal of administrative data.