Overview
Sometimes crews need to buy materials on-site to finish a job. With a dedicated issue type, crew leaders can send a photo of the receipt from Aspire Mobile. The office then uses it to create a purchase receipt, so the cost lands on the right work ticket.
Things to know
This workflow uses an issue on the work ticket to deliver the receipt photo. It doesn't create a purchase receipt automatically. Someone in the office still creates the purchase receipt.
Crew leaders can create the issue offline. It's queued and syncs when the device reconnects.
Crews using Aspire Mobile in Spanish or French see the issue type name in that language if you enter one.
Requirements
Set up the issue type: System Admin permission.
Create the purchase receipt: Add Receipt permission to create it, and Receive Receipt permission to receive it.
Step 1: Create the purchase issue type
An System Administrator only needs to do this once. Follow these steps to add an issue type crews can select when they send in a receipt.
Go to Administration > Application > Lists.
From the Select a List dropdown, select Issue List.
Select New.
In the Issue Type Name field, enter a clear name, such as "Purchase from the field".
Optional: Enter translated names for crews who use Aspire Mobile in another language:
Issue Type Name Spanish, for example "Compra hecha en campo".
Issue Type Name French.
Select Save.
Tip: Tell your crew leaders which issue type to use for field purchases, so receipts don't get mixed in with other issues.
Step 2: Send the receipt from Aspire Mobile
Crew leaders follow these steps after buying materials for a job. You can share Reporting Purchases from the Field with your crews.
Tap Tickets in the bottom navigation bar.
Tap the work ticket the purchase is for.
On the Work Ticket Details screen, tap Open Issues.
Tap + to open the Add New Issue screen.
Tap Issue Subject.
Select Purchase from the field (or the name your company uses).
Tap the back arrow to return to Add New Issue.
Enter a short description, such as the vendor and what you bought.
Tap Upload Image, then take a photo of the receipt or choose one from your Photos app.
Tap Add Issue.
Important: Create the issue from the work ticket the materials were used on. The office uses that ticket to cost the purchase.
Who's notified
When the issue is created, Aspire emails:
The property's Account Owner
The property's Operations Manager
The current Branch Manager
Anyone in the issue's Assigned To field, including the Route Manager Aspire adds automatically for issues created in Aspire Mobile.
Decide which of these people is responsible for turning the receipt into a purchase receipt.
Step 3: Create the purchase receipt in Aspire
The person responsible follows these steps to record the cost against the job.
Open the issue email, and select the Issue # link to open the issue. Review the receipt photo.
Open the Quick Menu near the top of the blue side panel, and select New Purchase.
In the Branch field, select the branch the opportunity belongs to.
In the Vendor field, select the vendor on the receipt.
In the Received field, enter the purchase date from the receipt.
Select the magnifying glass next to the Ticket field. Select the same work ticket the issue was created on.
In the Purchase Items section, add each item from the receipt with its quantity and Est. Unit Price. Add items that aren't in your catalog as one-time items.
Select the Extra Costs field, then select Tax to add sales tax, so the totals match the receipt.
Select the three-dot menu, then select Receive. Select Confirm.
Note: Receiving the purchase receipt applies the cost to the job on the received date. To save it without receiving, select Save instead.
Step 4: Complete the issue
Go back to the issue.
Select Complete in the upper-right corner.
What happens next
The materials are costed to the work ticket and show in the job's actuals. You can find the purchase receipt in the Purchasing module and on the work ticket. The completed issue no longer shows in the crew leader's Open Issues list.
Troubleshooting
The issue type doesn't appear in Aspire Mobile. Make sure the Issue List item is active. Then have the crew leader use Force Sync from the menu.
The wrong manager was added to the issue. Remove them from Assigned To on the issue in Aspire.