6.20.0 Improved vendor management

6.20.0 Improved vendor management

What's new?

We've introduced enhanced vendor assignment capabilities to refine the estimation and purchasing process. Estimators can now assign vendors to specific items during the bidding stage, offering improved control and planning for future projects. Vendor assignment can now be managed at the work ticket level, facilitating preparations for jobs scheduled well in advance. The Purchasing Assistant incorporates a new Vendor field that supports grouping and sorting, alongside options for bulk action updates. 

Service Item Details screen updates

The Service Item Details screen is displayed by selecting an item hyperlink on the Estimate screen. It allows you to view or edit information defined for the item or kit.

The image below shows the Service Item Details screen for a kit. Use the new Vendor column's drop-down menu to select the designated vendor for each item.

At the Estimate level:

• Use the drop-down menu on the Service Item Details page to select the designated vendor for the service item.
• Tip: Same service + Same service item = Same vendor. Aspire will display a confirmation modal, allowing you to update the vendor for all duplicate service items for that service within the opportunity.
• Once an estimate is won, you cannot change the vendor at the estimate level. You can update the vendor at the Work Ticket and Purchasing Assistant levels.
• If you create a Change Order with the same service and service items, ensure you win the change order to see the updated vendor across the board (i.e., Work Ticket and Purchasing Assistant levels).

At the Work Ticket level:

• Drill into the work ticket details to access the Manage Work Ticket Items screen. Use the Vendors & Purchasing tab to update the vendor for the service item. For kit items, you can choose the vendor for each item within the kit.

Within the Purchasing Assistant:

• Add the Vendor column from the top menu, select the item, select the Bulk Action menu, and then select Update Vendor.

New Manage Work Ticket Items screen

The Manage Work Ticket Items screen in Aspire organizes work ticket details into three tabs: Work Ticket Items, Item Allocation, and Vendors & Purchasing. This centralized interface allows users to update item details, allocate inventory, and assign vendors. With features for adjusting quantities, managing allocations, and creating purchase receipts, it provides a practical toolkit for effective procurement processes and project coordination.

You can access the Manage Work Ticket Items screen by selecting: 

• The + ADD button in the Cost pane on the Work Tickets screen. This defaults to the Item Allocation tab of the Manage Work Ticket Items screen.
• The Materials, Equipment, Sub, or Other hyperlink from the Cost pane. This defaults to the Work Ticket Items tab. 
• Create Receipt from the Actions Menu on the Work Tickets screen. This defaults to the Vendors & Purchasing tab. 

Each tab offers specific functionalities to support different aspects of work ticket management. The Work Ticket Items tab details non-labor items used for the work ticket, including their quantities and costs, with expandable line items for additional allocation information. The Item Allocation tab focuses on inventory management and allocation, while the Vendors & Purchasing tab enables vendor assignments and the creation of purchase receipts. This guide will walk you through each tab's elements and their specific functions.

Manage Work Ticket Items screen on the Work Ticket Items tab.

 The following table describes screen elements on each Manage Work Ticket Items tab.