- 18 Apr 2022
- Updated on 18 Apr 2022
In Aspire, reports allow team members to select, summarize, and display information to provide understanding and support decision making.
Aspire supports four primary mechanisms for creating reports:
- Standard Reports
- Search Lists
- Pivot Table Reports
- Built-in Reports
Aspire provides standard reports that are rendered in a fixed standard format. Depending on the nature of the report, they provide some parameters (such as time-period, branch, or division) on which the information in the report can be filtered. Most of these reports can be found on the Reports screen the though a few are available elsewhere in Aspire. Standard reports may only be generated and printed in PDF format.
Standard reports provide drill-down capability so that if the user clicks on specific numbers within the report, Aspire will show a search list comprised of entity records that comprise the selected number. For example, at the End of Month Report, if the user drills down into the enhancement revenue for all branches Aspire will display a search list comprised of all work tickets that contributed to that enhancement revenue. This capability allows further analysis based on the details behind the report.
The following table summarizes the standard reports available in Aspire.
|A/R Aging||Account Receivables Aging Report|
|A/R Aging Detail||Account Receivables Aging Detail Report|
|A/R Aging List|
Allows users to view a list of invoices with their associated payments and credit memos showing aging for each list item as of a specified date.
When the user selects this option, Aspire displays the report screen that shows the invoices and credit memos dated prior to the date specified in the filter. For the invoices, payments are only included whose payment date is prior to that date as well.
|Completed Work Profit and Loss||Shows actual to budget numbers in a P&L format for completed Work Tickets for a specified period.|
|End of Month|
Shows the revenue and expense for the month in a format to create the monthly journal entries to true up the P&L in the accounting system. This report is used extensively during month-end close of the accounting books.
|Full Property Wizard||Summarizes revenue, cost, and hours information for the property for a specified period.|
|Job||Summarizes revenue, cost, and hours of information for the opportunity.|
|Job P&L||Standard Profit and Loss Report filtered by opportunity.|
|Job P&L Completed||Standard Completed WorkProfit and Loss Report filtered by opportunity.|
|Custom Mobile Forms||This search list report allows a user to view data entered by crew leaders based on custom mobile forms defined by the company.|
|Operations Scorecard||Shows status of contract services (promised, delivered, and remaining). Also, includes a breakdown of hours for completed work by the crew leader.|
|Profit and Loss||Shows revenue and expense transactions for the specified time period in a P&L format.|
|Profit and Loss Monthly||Shows revenue and expense transactions for the specified time period in a P&L format.|
|Property Profit and Loss||Shows revenue and expense transactions for the specified time period in a P&L format for a particular property.|
|Property Profit and Loss Completed||Standard Completed WorkProfit and Loss Report filtered by property.|
|Rolling Budget||Displays in summary or detail form cost and revenue showing actual values for months whose financials are closed, and budgeted values for months whose financials are not yet closed. Budget values are specified on the Budget screen.|
|Tax Entity||For a specified time-period, summarizes taxes collected for each tax entity|
|Work in Progress Report||This drill-down report supports the analysis of work in progress during a specified time period. It is accessed from the Reports screen. The search list returns records that are unique by opportunity, invoice type, branch, and division showing a breakdown of cost and revenue incurred across these categories over the specified time period.|
Search lists provide a mechanism for displaying selected fields of information about a specific entity in Aspire such as a property, an opportunity, or a work ticket. There are roughly 40 different entities represented in Aspire for which search lists can be created. Some entities have multiple search lists. For example, work tickets have a general search list available in the Aspire Navigation Bar, another search list available on the Schedule Board for scheduling visits, and several search lists available as drill-downs in other reports.
Search lists provide the following methods to output from Aspire. These can be found under the Moredrop-down to the right of the Search list screen:
- Print (to screen/printer or .PDF to screen (then to the printer)
- Export to Excel (.XLS or .XLSX)
Most search lists in Aspire allow the user to “drill down” into any line item represented in the list to see additional detail. The screens displayed when the user drills down are dependent on the type of item represented by each row of the list.
The article Creating Search Lists in Aspire enumerates all search lists in Aspire and shows how to navigate to them.
Search lists have many uses within Aspire including:
- Looking up information about an entity (i.e. opportunity, property, etc.)
- Reviewing a selected list for an entity to ensure that processes are being properly completed (i.e. create a list of all older received purchase receipts to determine if vendor invoice has been received and they should be approved)
- Determining work that needs to be completed (i.e. using the Purchase Assistant to determine what purchase receipts need to be created)
The article Creating Custom Fields provides definitions of many of the fields available in search lists throughout Aspire. It describes some of the key fields especially those related to dollar values and commonly used dates and demonstrates their use within Aspire search lists. The webinar also explains the use of advanced search formulas that allow the user to define new calculated fields that become available in search lists.
Mobile Forms Report
The Mobile Forms Report is a special case of search lists. This search list allows a user to view data entered by crew leaders based on custom mobile forms defined by the company.
When the Mobile Forms Report is initially displayed, Aspire requires the user to select a search view from the available drop-down list. By default, there is a system search view (having the suffix, “[System]”) automatically defined for each form version for which data has been entered in the Crew Mobile App by a crew leader. Additionally, the user can customize and save additional search views in the same way that they can for other search lists.
Once a search view has been selected from the drop-down list, the Mobile Forms Report screen takes on the familiar look of a typical search list as depicted below.
Unlike other reports on the Reports screen, when the user saves a report, it is added to the Select Search View list within the report instead of to the Favorite Reports list.
Pivot Table Reports
Pivot table reports provide a reporting mechanism for quickly filtering, grouping, and summarizing data at different levels for analysis. They are primarily designed to be interactive in nature. Pivot table reports are available on the Reports Screen.
The pivot table reports section provides two different options for displaying each report – the report title which is a hyperlink, and the adjacent arrow icon. Clicking the hyperlink will display the pivot report in the current browser tab replacing the Report screen. Clicking the arrow icon will display the pivot report in a new browser tab.
Pivot table reports may be exported as PDF files or Microsoft Excel spreadsheets.
Built-in reports represent reports or documents available throughout Aspire that are specifically designed for printing, and whose print format can be customized for the company by the AspireCare team. Some common built-in reports are invoices, purchase receipts, and statements.
When printing is initiated for any of these reports, they will be displayed/printed in PDF format. If the user has Choose Report Export Type permission, they can write the report in any of the following formats:
- Portable Document Format (.PDF)
- Microsoft Excel (.XLS or .XLSX)
- Web Page (.HTML)
- Image (.PNG)
- Web Page Archive (.MHT)
- Rich Text Format (.RTF)
- Text (.TXT)
The following table identifies these reports.
|Client Budget||Client monthly budget over a specified time period.|
|Credit Memo||Printable credit memo showing a reason for credit and its amount.|
|Daily Work Tickets||Sheet for each work ticket assigned on the selected day/route summarizing the materials and estimated hours required for each job.|
|Deposit Summary||Deposit summary listing checks for a specific deposit.|
|Detail Time Sheet||Blank daily timesheet for the selected day and route allowing crews to enter information manually throughout their day.|
|Employee Time Card||Summarizes time worked by an employee for the selected one-week period. Provides employee signature line.|
|Employee Time Card||Timecard sheet for each selected employee showing the hours worked per day for the selected week.|
|Estimate Sheet||Summarizes the estimate associated with an opportunity.|
|Invoice||Invoice used for billing a customer.|
|Proposal||Proposal to perform services for a customer on an opportunity.|
|Purchase Receipt||Purchase Receipt showing materials or services purchase from a vendor.|
|Site Audit Report||Report summarizing the site audit.|
|Statement||Customer statement. May include aging.|
|Weekly Work Tickets||Sheet for each work ticket assigned on the selected week summarizing the materials and estimated hours required for each job.|
|Work Ticket||Summarizes work ticket information.|