Using the Reports Module

In Aspire, reports give your team the power to select, summarize, and display information to provide understanding and support decision-making. There are four different categories of reports in Aspire:

Standard Reports
Search Lists
Pivot Table Reports
Built-in Reports

While there are many different reports you can access throughout Aspire, this page focuses on the ones that are gathered on the Reports screen.

The Reports module

The Reports module has two sub-tabs:

Favorites contains a list of all the reports you’ve favorited. Like most other lists, you can use the usual filter, display, sort, and group actions and save your selections as saved searches.
Standard Reports is where you find all the Reports described below.

Now let’s talk about each type of report in more detail.

Standard 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 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 you click 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 you drill 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.

Report Name	Description
Accounting
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 the month-end close of the accounting books.
End-of-month (EOM) Checklist	Provides a structured review of monthly revenue, expenses, and variances to ensure a complete and accurate financial close.
Revenue Over Under	Compares invoiced revenue and earned revenue
Sales Commission	Shows information from sales commissions
Tax Entity	For a specified time period, summarizes taxes collected for each tax entity
Administration
A/R Aging	Account Receivables Aging Report
A/R Aging Detail	Account Receivables Aging Detail Report
A/R Aging List	Allows you 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 you select 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.
Audit	Changes initiated during a specific time period
Certifications	Recorded employee certifications
Clock Time	Display clock time information
Employee Clock Time	Clock time details for employees and subcontractors within the past 7 days.
Employee Incidents	Record of employee incidents
Hours Pivot Table	Record of hours and cost for individual employees
Mobile Forms	This search list report allows you to view data entered by crew leaders based on custom mobile forms defined by the company.
Purchase Pivot Table	Displays allocations to work tickets from purchases or inventory
Time Entry	Shows information on time entry.
Executive
Completed Work Profit and Loss	Shows actual to budget numbers in a P&L format for completed Work Tickets for a specified period.
Invoice Revenue to Costs	Compares invoiced revenue and actual costs
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.
Profit and Loss Tickets	Tickets associated with revenue and expense transactions for a specified time period.
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.
Production
Construction WIP Adjustments	A list of opportunity costs to complete
Equipment Inspections	Displays information from equipment inspections
Equipment Utilization	Displays information from equipment utilization for a specific time period
Operations Scorecard	Shows the status of contract services (promised, delivered, and remaining). Also, includes a breakdown of hours for completed work by the crew leader.
Property Route Assignments	List of property routes
Route Snow Planner	Assists with route snow planning
Sub Ticket/Expense Exception	Auto expense services without actual costs
Visit Checklists	Information from visit checklists
Weather Events	Work Ticket information separated by Events
Work In Progress	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.
Work Ticket Item Sourcing	Information from ticket items with purchasing details
Work Ticket Transaction	Shows information for a Work Ticket on a specific day
Work Ticket Visits	List of all visits on Work Tickets
Work Tickets Pivot Table	Displays all Work Tickets with budgets and actuals
Sales
Auto Expense	List of auto expenses
Contract Renewals	Displays contracts that can be renewed
Opportunity Service	A list of all properties, opportunities, and services
Sales Pivot Table	Displays all opportunities
Site Audits	Displays information on Site Audits
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 an opportunity
Job P&L Completed	Standard Completed WorkProfit and Loss Report filtered by an opportunity
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.

Search Lists

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 you to drill down into any line item represented in the list to see additional detail. The screens displayed when you drill down are dependent on the type of item represented by each row of the list.

Our article collection about 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 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 you 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 you to view data entered by crew leaders based on custom mobile forms defined by your company.

When the Mobile Forms Report is initially displayed, Aspire requires you 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, you can customize and save additional search views in the same way that you 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 shown below.

Unlike other reports on the Reports screen, when you save 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

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 you have chosen 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.

Report Name	Description
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 purchased from a vendor.
Site Audit Report	Report summarizing the site audit.
Statement	Customer statement. This report can 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.
Work Ticket Item Sourcing	Displays information from work ticket items with purchasing details

Saving Reports

The Advanced Search Save screen is displayed when you choose the Save or Save As option on any Report screen.

Field	Description
Name	When saving a new advanced search, allows you to specify its name. When saving changes to an existing search, allows the user to rename the search by changing the value.
Shared With User(s)	Provides a drop-down list allowing you to choose one or more other users with whom to save the advanced search. Once you have shared it, the assigned users will be able to pull up that search list. In their list of named searches, the name will be displayed next to the name the user assigned it.
Shared With Role(s)	Provides a drop-down list allowing you to choose one or more roles with whom to save the advanced search. Once you have shared it, the users in the assigned roles will be able to pull up the search list. In their list of named searches, the name will be displayed next to the name the sharing user assigned it. You will not be able to modify the list definition, but you can use it as the basis for creating newly named advanced searches
Rows per Page	The records returned in the search list are divided into scrollable pages. This field allows you to specify how many items are displayed on each page by dragging the blue box within the bar. Aspire also shows which items are displayed on the current page. On each page, the user can scroll through the items using the scroll bar. The maximum number of records that can be returned on each page is 500.
My Default	Checking this box allows you to make the advanced search the individual default for the current search list. The next time you log into Aspire and go to that search list, the default advanced search will be displayed. When the user clicks this checkbox and saves, the advanced search replaces the prior default. This field isn’t available for Pivot Reports.