---
title: "How to Set Up and Use Dump Fees"
slug: "how-to-set-up-and-use-dump-fees"
tags: ["Language - English", "Area - Administration", "Industry - Landscaping", "Type - Task (How-To)", "Role - System Admin", "Role - Branch Admin", "Skill Level - 3 (Advanced)"]
updated: 2025-10-17T19:39:28Z
published: 2025-10-17T19:39:28Z
canonical: "guide.youraspire.com/how-to-set-up-and-use-dump-fees"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Set Up and Use Dump Fees

## **Purpose**

This article provides steps to add Debris and Dump Fees to your Item Catalog and how to manage them in Aspire.

Dumping debris from your jobs can happen in many ways. Some of the most common ways for landscape companies are:

- Debris is brought back to the office dumpster and disposed of. A trash removal service comes onsite and picks up the dumpster, which incurs a monthly fee.
- Debris is taken to an offsite dump yard and your company pays a service fee.

## **Setting Up A Debris and Dump Fee in Administration**

First, set up the Debris and Dump Fee to have record of the fee, this will help you manage them inside of Aspire.

- Click on your *Profile Icon* in the blue side menu*.* Then, select *Administration.* [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-dhgumbbf.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)](https://downloads.intercomcdn.com/i/o/902828379/beede64a6383442ebb0b77b9/image.png?expires=1758649500&signature=b21549166ea746bbee1dc5649d0fa54c3fa5652c875b62b34f2896090387fc76&req=fSAlHst2noZWFb4f3HP0gLjICpaFqPHY2c4nlcuoQDtRq0OOv3OZfypaBxSe%0AJw8%3D%0A)

## **Creating the Catalog Item Category**

- Click on the *Application* tab, and select Lists. On the drop down, click *Catalog Item Category.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-lo03qk80.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)*

- Click the blue *New* icon to create your new *Item Category*. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-pt9zwuht.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)](https://downloads.intercomcdn.com/i/o/673100076/8c59692848777abda2803db1/image.png?expires=1758649500&signature=42a33b1174defcb55740796ddd5a399622b0994b353a7befc22f3e1439b29fb8&req=cickF8l%2BnYZZFb4f3HP0gAXwMOEofrCYnkP9nSVkQX7tweby76mfYvGsDEMz%0A5OE%3D%0A)
- Create and save a *Catalog Item* *Category* called *Debris/Dump Fee*. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-znhb326y.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)](https://downloads.intercomcdn.com/i/o/673097218/812d39e92304abc380a17ac9/image.png?expires=1758649500&signature=b328a3c347c7357c5aa39688442f0f9ce22e89b89be46a2ae1a8ea564b30cd1a&req=cickFsB5n4BXFb4f3HP0gAdoqmWKnZBHnz3KapzeDCivl8acBSyapQB8STKz%0ACXE%3D%0A)
- Your new *Catalog Item Category* is then added to your *List*. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-cbzxzm2o.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)](https://downloads.intercomcdn.com/i/o/673102385/6ffcbbf0fe475a5bd5f33e47/image.png?expires=1758649500&signature=7eafec318634aeb9727272d885479b7e6547266a47a10090bcb40f3f5c8daee4&req=cickF8l8nolaFb4f3HP0gAtnF%2Fw2bQ3r%2FfwcJ6rpYBHVym2ZflE%2BVwdVwsSU%0AUu8%3D%0A)

## **Create Your New Material Item**

Now that the Debris/Dump Fee *Item Category* has been created, a new *Material Item* can be created for Debris/Dump Fee.

💡 Aspire recommends *Debris and Dump Fees* are created with a *Material Item* type*.* The reason why we recommend this is because *Material Items* can be allocated from inventory within the Aspire*'s Mobile* *Application*. Items assigned with an item type of *Other* are not available to be allocated from Aspire *Mobile*.

- In *Administration*, click *Estimating*. Click on *Item Catalog.*
- Select *New Material* from the drop down. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-xovoyiq3.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)](https://downloads.intercomcdn.com/i/o/667975021/18e9bc4128de8240c263d514/image.png?expires=1758649500&signature=96a941224494c07266e12ef4cdb469109b30b86e466dadc4268e638c7347f171&req=ciYgH857nYNeFb4f3HP0gHl4mIkE5CnOyWOZjGE%2B8b7FtrzjPdz2QOX0EVN5%0AORs%3D%0A)
- Name your new material Item *Debris/Dump Fees.*
- Choose the *Category Debris/Dump Fees* from the drop down menu*.*
- Check the box for *Inventory Item*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-1dth8bcb.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Add a *Purchase Unit* *Cost* to help estimate cost for each dump fee that should be charged to a job.
- Set the *Purchase Unit* and *Allocation Unit*.
  - Examples of recommended units may include:
    - CY (cubic yards) = 1 CY(cubic yards)
    - EA (each) = 1 EA (each)
    - Ton = 1 Ton

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-tvurvj8h.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- When you are done with entering these fields, click *Save* on the *New Material Item* window.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-8keji5mt.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

Now that the *Material Item* for your Dump Fee is created, you can now create purchase receipts and tie them to your work tickets.

## **Create Dump Fee Purchase Receipts for Work Tickets**

When a vendor bill is received from your waste disposal or landfill company for *Dump Fees*, you might want to offset these charges. Sometimes, companies will pass them along to their customer as part of their *Service fees* on a job.

You can do this process by creating a *Purchase Receipt* and then, tie the *Purchase Receipt* to a *Work Ticket* associated with your customer's *Opportunity* in Aspire.

- Click *Purchasing* in the blue side menu.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-ythc9g88.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Click *Purchase Receipts* and under the *New* icon, select *Add Purchase Receipt*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-sk0s55yp.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- A New *Purchase Receipt* screen appears.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-eo8b4qf1.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Add your *Purchase Items*. Search the name of your *Material Item* in the drop down, which in this example is *Debris/Dump Fees*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-2lu33lgf.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Select the associated Work Ticket number(s) from the Magnifying Glass icon. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-6eqwk5tt.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)](https://downloads.intercomcdn.com/i/o/673233759/77686a1a12f59f6aaea7d39f/image.png?expires=1758649500&signature=941cba1c7f56ddf92e570a233b2966416fef873d8c6e2ad9455f7d5a7f00282d&req=cickFMp9moRWFb4f3HP0gJ%2FCFaxuncF7eeIN6o%2FOLS3%2FHCTqBuZipMlCELx8%0AxWQ%3D%0A)
- When you are entering the vendor's invoice into the Purchase Receipt, the quantity should be at least 1 for each Work Ticket.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-fbahf10r.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

🧠 For accuracy, the *total cost* of the *invoice* could be divided by the *quantity* to get the *actual* *item cost*.

- Ensure the cost of the *Purchase Receipt* equals the amount of the Vendor bill your company has received.

A good example of this is below:

If Debris/Dump Fees Item cost is $25 and the vendor bill is $900, enter the Purchase Receipt as:

- Qty – 36,
- Est. Unit Price – $25.00
- Ext. Price – $900

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-01xfysxf.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- If you have the permissions, approve the *Purchase Receipt* and send to your Accounting System.

## **Allocating Dump Fees From Inventory**

📌 Note: Aspire Recommended Best Practice

In Aspire, you can allocate *Dump Fees* to *Work Tickets* through *Time Entry* or *Aspire Mobile*, *Work Tickets*, or the *Purchasing Assistant* module. Doing this can create a negative inventory item.

You will need to adjust your *Inventory Allocations Quantity on Hand* to fix the negative inventory item.

- To adjust the *Inventory Balance* for the *Dump Fee* back to 0, type 0 in *Quantity on Hand*, and save with the *Quantity on Hand* icon.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-be3j13go.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Adjusting inventory allocation quantities for your dump fee inventory will create an *Inventory Quantity Change* on the *End of Month Report* in the *Inventory* tab. ​

## **Reviewing Inventory Adjustments in Reports**

Reviewing inventory adjustments is part of your *End of Month* (EOM) process. Since quantity adjustments were done in the last section, you will want to manage them in the Inventory tab of the End of Month report so you can then create a journal entry in your Accounting System.

- Go to the *EOM Report* in the *Reports* module from the blue side menu.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-axn8tz7p.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Set your date range as *Last Month.*
- Select the *Inventory* Tab.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-jclyc6ml.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Under the *Inventory Quantity Changes* header, click on the dollar amount for *Inv Holding: Inventory Adjustment*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-2cvxsjq3.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Group the results by *Category*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-71ffu4no.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- With this information you should be able to successfully create a journal entry in your Accounting System to account for the *Debris/Dump Fees* as both a *Debit* to *Inventory Holding Material* and as a *Credit* to Cost of Goods (COGs) Material.

## **Creating a Journal Entry for EOM and Dump Fees**

To review journal entries for EOM inventory, please click through to read the EOM task #39 on the *End of Month Checklist*.

[**EOM Task #39 for EOM Inventory**](https://guide.youraspire.com/docs/end-of-month-checklist-tasks#task-39-je-from-eom-report-inventory-tab)

## **Adding a New Inventory Cost When Dump Fees Change**

If the cost of the *Dump Fees* increase or decrease, then you would need to add a new *Inventory Cost* on your *Material item* in the *Item Catalog*.

### **How is Inventory Cost Calculated?**

📌 Note: When *Inventory Cost* is added, Aspire will determine the *Inventory Value* in *Purchasing* on the *Allocations* tab of the *Inventory Location* screen based on *Allocation Date*.

Inventory Value is: Quantity x Unit Cost = Total Inventory Cost Adjustment

Here is an example to understand *Inventory Value*:

You change the cost of a $1 item to $1.50, and you have 10 units in *Inventory.* Aspire gives you the opportunity to increase your *Inventory Cost* by 10 units x 50 cents, which would be a $5 adjustment.

### **Add the New Inventory Cost in Aspire for Dump Fees**

The addition of *Inventory Cost* entries is done within the *Material Item* in the Estimating tab of *Administration*.

- Click *Add Inventory Cost* (Grey plus sign icon) next to the *Allocation Item Cost* field on the *Material item: Debris/Dump Fees*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-aclndvlf.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- The grey plus icon is only available for *Inventory items*.
- The first time this screen is displayed for any given inventory item, it will have no entries.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/how-to-set-up-and-use-dump-fees-image-s25ix0u2.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A33Z&se=2026-11-15T02%3A27%3A33Z&sr=c&sp=r&sig=T%2BJa5%2BLDIyxymabKToaaNRk2OdxftbWlUcIU4z95mQo%3D)

- Enter the *Effective Date, the Price List, and Purchase Unit Cost* and Save.
  - Inventory cost entries may contain a location-specific *Price List*. This is *Branch* specific.

### **Things to Know About Inventory Cost**

- 🧠 Once an Inventory Cost entry has been saved, the next time you go to the *Inventory Cost* screen, the effective date is read-only – it cannot be modified.
  - When you add a new *Inventory Cost to* Aspire, the effective date of the cost is the day it's added.
- 🧠 When you save the *Inventory Cost* entries on the *Inventory Cost* screen, Aspire updates the values in the *Allocation Item Cost* and *Purchase Unit Cost* fields of the Item list as needed.
- 🧠 When the *Item Catalog* cost is adjusted, you will have a *Cost Adjustment* on the *EOM Report* in the *Inventory* tab. The *Catalog Cost Adjustment* brings your balance sheet Inventory in line with your *Item Catalog* cost.