Work Ticket Screen
  • 24 May 2022
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Work Ticket Screen

  • PDF

The Work Ticket screen supports the viewing and management of work tickets that are created when an opportunity is won. This screen is available from the following locations:

  • From any of the work ticket search lists available throughout Aspire by clicking on a work ticket in the list:
  • From the Schedule Board screen when the user right-clicks on a visit plaque and selects the Open Work Ticket option.
  • From the  Time Entry screen when the user clicks on a work ticket hyperlink and selects the Open Work Ticket option
  • From the Issue, Email, Task, or Appointment screens whose Regarding field identifies a work ticket by clicking the displayed work ticket hyperlink.
  • From the  Home screen by clicking on a work ticket listed in the Recent Activity section.
  • By selecting a work ticket from the expanded list of recent activities available by clicking Recent Activity icon in the Aspire Tool Bar
  • From the Search All icon in the Aspire ToolBar by clicking the icon and then typing the letter “t” followed by the work ticket number. When the work ticket displays in the list, click it to navigate to the Work Ticket screen.

Screen ElementDescription
PropertyProperty for which the work ticket is being completed. Provides a hyperlink that displays the Property screen.
JobJob (opportunity) for the work ticket. Provides a hyperlink that displays the Opportunity screen.
StatusDisplays the status of the work ticket. The status can be Open, Scheduled, Pending Approval, Canceled, or Complete. The company may modify the name that is displayed for any of these statuses on the Work Ticket Status screen.
Crew LeaderFor an open work ticket, this field is initially blank. The user will normally not select a crew leader in this field directly rather when the work ticket is scheduled on the scheduling board. This field is automatically filled in with the crew leader of the first route to which the work ticket is scheduled. If the user does select a crew leader on the Work Ticket screen before scheduling, the crew leader field will be replaced based on the route scheduled.
VisitsThe visits field shows the number of visits that are scheduled for the work ticket on the current day or later. It also shows the total number of visits on the work ticket for both visits scheduled in the past and the future. Each of the two numbers is displayed as a hyperlink that, when clicked, displays the Work Ticket Visits screen that lists the visits by date and route. Clicking on one of those visits displays the Visit screen providing details about the visit and allowing the user to modify it.
New Visit Icon The New Visit icon displays the Visit screen allowing the user to add a visit to the work ticket. This provides an alternative to adding visits using the Schedule Board screen.
InvoiceShows the Invoice types of the opportunity service for which the work ticket was created.
IssuesIssues represent problems or questions reported by customers related to the work ticket. This field provides two numbers, one representing the number of issues that are open (not resolved) and one representing the total number of issues for the work ticket including both open and closed. Each of these numbers is represented as a hyperlink that displays the Work Ticket Issues screen that lists the issues (created date, issue #, status, subject, and due date). Clicking on one of the issues displays the Issue screen providing details about the issue allowing the user to update it.
New Issue Icon The New Issue icon displays the Issue screen allowing the user to add an issue to the work ticket.
Scheduled DateWhen Aspire creates a work ticket, it establishes an anticipated start date based on the opportunity’s start and end date, and for contracts, based on the service schedule of the service on which the work ticket is based. The scheduled date is initially set to be the same as the anticipated start date. When the user schedules the first visit for the work ticket, the scheduled date is updated to match the date of the visit. 
Complete Ticket FormIf a Complete Ticket form was submitted by a crew leader upon completion of the work ticket, the Complete Ticket Form field becomes available. If the form was submitted only once for the work ticket, a hyperlink appears showing the name of the crew leader and the date of the response. Clicking either the icon or the hyperlink shows the crew leader’s form responses. If the crew leader submitted responses to the form for the work ticket on multiple days, the hyperlink will not be displayed. Instead, clicking the icon displays a list of form response dates indicating when the form was submitted and identifying the crew leader on each day. Clicking one of the items in the list displays the screen showing the crew leader's responses on that day.
AttachmentsMakes attachments for the associated work ticket available from the work ticket screen.
Hours Section

The Hours section shows the number of hours for the work ticket: estimated, actual, scheduled, and remaining.

  • Estimated based on the opportunity estimated.
  • Actual based on time entered for crew members against the work ticket.
  • Scheduled based on hours for visits scheduled for the current day or in the future.
  • Remaining is (Estimated – Worked).

If hours have been worked, the worked hours value is displayed as a hyperlink allowing the user to view the Time Entry screen for any day having time logged for the ticket. If all worked time is logged on a single day, clicking the hyperlink displays the Time Entry screen for that day. If the worked time spanned multiple days, then the Worked Hours screen allows the user to select the date for which to display the Time Entry screen.

During the lifecycle of the work ticket, the Estimated Hours may be updated via change orders or from the Construction WIP Adjustments Report. Hovering the cursor over the Audit Info icon displays the audit history of the most recent five changes as depicted here. 

Cost SectionThe Costs section shows the estimated and actual cost for non-labor items (materials, equipment, sub, and other) planned and installed for the ticket. The cost values (even if zero), are represented as hyperlinks. Clicking on any of these hyperlinks displays the Work Ticket Costs screen providing information about the non-labor items utilized for the work ticket showing associated quantities and cost.
Add Inventory Icon At the top of the Cost section, clicking the Add Inventory icon will display the Inventory Allocation screen. This screen displays a list of items available in inventory allowing the user to add them as items to the work ticket.
RevenueThe Revenue section shows revenue represented by the work ticket. For most invoice types, earned revenue will ultimately equal the revenue budgeted in the estimate. Estimated revenue and invoiced revenue are both shown in the revenue section. For work tickets whose invoice type is time and materials (T&M), earned revenue may not match estimated revenue. For T&M work tickets, calculated T&M revenue and T&M override values are added to that section as depicted below under Revenue Section for T&M Opportunities.
Notes SectionThis section provides multiple tabs for displaying all notes that are tied to the work ticket.
Visit NotesThe Visit Notes tab displays a list of all visit notes that are tied to visits scheduled on the work ticket. Visit notes can be created in Aspire Desktop from the Visits screen, or from the Work Ticket screen in the Crew Mobile App by selecting the Visit Notes button.
Ticket NotesTicket-specific notes can be entered. These notes appear in the Crew Mobile App when the crew leader selects the work ticket from the schedule along with the Service Notes.
Service Notes

Service notes are initially populated based on the value in the Operation Notes field of the associated opportunity service. These notes can be further modified here on the Work Ticket screen. These notes are associated with all work tickets for the same opportunity service and appear in the Crew Mobile App when the crew leader selects any of those work tickets along with the Ticket Notes which are specific to a single work ticket.

For work tickets that are tied to multiple service instances on the estimate, there is not a way to properly split the notes back out into the opportunity services.  To reduce confusion in these cases, the Service Notes are read-only on the work ticket in those cases.

Work Ticket Activities Section

This section is comprised of a search list that represents all activities (appointments, tasks, issues, emails, and milestones) that are tied to the work ticket. New issues can be created by hovering over the New drop-down and selecting the desired activity type from the drop-down. 

To support project management, activities for the work ticket (except for emails) can be displayed in the Gantt chart available from the Actions menu.

SaveSaves any changes the user has made to the work ticket and returns the user to the screen from which they selected the Work Ticket screen.
Actions menu The Actions menu provides actions that the user can perform for the displayed work ticket based on the assigned permissions.

Revenue Section for T&M Opportunities

The image below shows what the Revenue section of the Work Ticket screen might look like for time and material (T&M) work tickets as referenced in the table above. The T&M lines are added as follows:

  • T&M Calc – Calculated dollar amount based on the number of labor hours (LH) and material cost (MC) combined with T&M Labor Price (LP) and T&M Material Markup (MM) specified on the Service Details screen when creating the estimate. The calculation is as follows:
    (LH * LP) + (MC + (MC*MM) )

  • T&M Override – When the user completes a time and materials work ticket, Aspire provides an opportunity to override the calculated dollar amount to charge the customer. If they choose to do that, the override value is displayed here.

Note:
The T&M Calc field is displayed as a hyperlink. If the user clicks on this hyperlink, Aspire displays a screen providing additional information that explains how the price was calculated breaking it down between labor and materials.

Actions Menu

Menu OptionDescription
Override Total CostChoosing this option allows the user to override the overall cost of the work ticket that Aspire calculates based on labor and materials estimated. The option is available if the work ticket status is Open or Scheduled, the work ticket cost does not currently have an override, and the user has Override Total Cost permission.
Undo Override Total CostThe Undo Override Total Cost option allows the user to undo a previous override of the overall cost of the work ticket. The option is available if the work ticket status is Open or Scheduled, the work ticket cost has an override cost, and the user has Override Total Cost permission.
CompleteThe Complete option allows the user to complete the work ticket. The option is available if the work ticket status is Open or Scheduled and the user has been assigned the Complete Work Ticket permission. Users must also have one of the following permissions: Read-Only Access to Scheduling Board or Full Access to Scheduling Board.
UncompleteThe Uncomplete option allows the user to place a work ticket back into Open status. The option is available if the work ticket is in Complete or Pending Approval status, the user has Complete Work Ticket permission and there are no invoices against the work ticket.
CancelThe Cancel option cancels a work ticket. This menu option is available if the displayed work ticket is not in a Complete status, the work ticket invoice type is not Fixed Price on Payment Schedule, Fixed Price on Completion, or Fixed Price Open Billing, and the user can cancel tickets. The user can cancel tickets if they have either Cancel Opportunity/Work Ticket permission. If the user cancels a work ticket on a Fixed Payment contract, they will be prompted to update the payment schedule to adjust for the canceled work ticket.
Uncancel

The Uncancel option uncancels a work ticket that was previously canceled. This menu option is available if the displayed work ticket is in the Cancelled status, the work ticket invoice type is not Fixed Price on Payment Schedule or Fixed Price Open Billing, and the user can uncancel tickets. The user can uncancel tickets if they have either Cancel Opportunity/Work Ticket permission.

For systems that are set up to adjust revenue variance, when choosing the “Uncancel” option from the Work Ticket screen, if a revenue variance adjustment exists for the opportunity, division, branch, and contract year that matches the work ticket, Aspire will display the message at right, and prevent the work ticket from being uncanceled.

DeleteThe Delete option allows the user to delete unnecessarily created As Needed tickets. If the work ticket is not based on an As Needed opportunity service, Aspire will not delete the work ticket. The Delete option is only available if the user has Delete Work Ticket permission.
Approve

The Approve option approves a work ticket whose status is Pending Approval. Work tickets enter the Pending Approval status if their associated service is marked as Requires Approval on the Service screen in System Admin.

The Approve menu option is available if the displayed work ticket is pending approval and the user can approve work tickets. The user can approve work tickets if one of the following is true:

  • They have greater authority (smaller role value) than the person who put the work ticket into Pending Approval status as determined by role hierarchy value in the role to which they have been assigned. Their role value must be smaller than that of the property account owner. (Roles screen)
  • They have Approve Work Ticket permission.
Recurring ScheduleThe Recurring Schedule option displays the Job Service Schedule screen allowing the user to establish or modify the recurring schedule associated with the displayed ticket and other occurrence tickets for the same service. The option is always available on the Actions menu.
Create ReceiptDisplays the Create Work Ticket Receipt screen allowing the user to initiate the creation of a purchase receipt for items on the work ticket. This option is only available if the user has the Add Receipt permission.
Swap Work Ticket Cost

The Swap Work Ticket Cost option allows the user to move costs from the displayed ticket to another ticket when the costs were inadvertently applied to the wrong ticket. Both tickets must be in Open or Scheduled status and the target work ticket cannot be an indirect work ticket. The option is available if the displayed work ticket is not in Complete or Cancelled status, and the user has System Admin permission. Also, this option is not available if the user has navigated to the Work Ticket screen from the Time Entry screen.

When the user selects this option, Aspire displays a list of work tickets from which the user can choose the target work ticket to which costs should be swapped. Aspire prevents swapping costs to an internal work ticket. After the user chooses the target work ticket for the move, Aspire displays the dialog above allowing them to determine which costs are moved. Note that only the cost types that have been applied to the source work ticket are shown on the Select Work Ticket Costs to Move screen. In this example, all cost types had been applied to the work ticket from which costs are being moved. By default when the screen is displayed, all available item types are selected.

In order to maintain the integrity of job inventory purchase receipts, when moving cost from a work ticket that has a purchase receipt flagged for items to be placed into job inventory, all cost types represented on the purchase receipt will be moved for the work ticket – even if those cost types are not selected.

Partial Occurrence

For work tickets whose invoice type is Per Service, this option allows the user to specify the percent of work complete to reduce budgeted revenue for the work ticket, and thus the amount that the customer will be invoiced. Proportionally adjusts estimated cost, estimate labor hours, and materials. The option is available if the displayed work ticket is not complete, the work ticket is invoiced per service, and the user has Partial Occur or System Admin permission.

If a crew member or subcontractor has provided a partial completion percent from Crew Mobile App or from the Subcontractor Portal, their value is displayed on the Work Ticket screen to provide guidance when office staff enters the partial completion percentage.

This is commonly driven by snow. For example, if it starts snowing in the middle of the day, crews can’t plow the whole lot because the lot is full. The user might choose to specify the percent of the job that the crew was able to complete to reduce customer billing accordingly.

Edit Earned RevenueThe Edit Earned Revenue option allows the user to modify the earned revenue for the displayed ticket to more closely match reality than the formula used by Aspire (Actual Cost / Estimated Cost). If the user edits earned revenue for a work ticket, the work ticket will no longer accumulate earned revenue based on the addition of work hours or materials to the work ticket. The earned revenue is “locked-in” until the work ticket is completed at which time all remaining available revenue is earned. The option is available if the displayed work ticket is not canceled and the user has Edit Earned Revenue permission.
Edit Budgeted Hours and RevenueThe Edit Budgeted Hours and Revenue option displays the Budget Hours and Revenue Editor screen allowing the user to adjust estimated hours or revenue dollars associated with other work ticket occurrences for the same service. The purpose is to redistribute the hours on multiple work tickets for a single recurring contract service, if, for instance, the service requires more labor time in one month than it does in another. The option is available if the work ticket is open or scheduled and the user has Edit Budgeted Hours and Revenue permission.
PrintThe Print option generates and displays a work ticket PDF of the displayed ticket for printing or saving. The user can select the format of the PDF file based on any work ticket layouts that they have established for the company. This option is always available on the Actions menu.
View Gantt Chart
Aspire provides the ability to display Gantt charts that represent an overview of the work being performed on work orders and work tickets. This option displays the Gantt chart for the work ticket.

Budget Hours and Revenue Editor Screen

The user can modify Budgeted Revenue or Budgeted Hours for work tickets whose status is Open or Scheduled. Red triangles in the corner of some entries indicate that the values have been changed since entering the screen.

Complete Ticket Form Responses Screen

This screen is displayed when the user clicks the Work Ticket Form icon or hyperlink on the Work Ticket screen. It shows the form prompts and responses provided by the crew leader upon completion of a work ticket whose service had a form defined.

Work Ticket Costs Screen

The Work Ticket Costs screen is displayed from the Work Ticket screen by clicking any hyperlink in the Costs section. It provides information about the non-labor items utilized for the work ticket with associated quantities and costs. Line items representing the individual items can be expanded to show additional information about their allocation from purchase receipts or from inventory.

Item Color Coding
ColorMeaning
BlackThe default color of the item unless highlighted due to special conditions below.
RedItem was included in the estimate, quantities have been allocated to the job and the actual dollar amount is greater than the estimated dollar amount. This can be an indication that the job price was under-estimated.
BlueItem was allocated to the job but was not originally in the estimate.
Screen Elements
Screen ElementDescription
Item-level Elements
ItemName of items required for the work ticket.
Show checkboxThis checkbox determines whether the item is displayed when the user prints the work ticket from the Work Ticket screen. This allows the user to check and uncheck boxes to display necessary materials on printed work tickets for crews to know what materials to take with them on specific days over the course of long construction jobs.
Est QtyEstimated Quantity. Quantity of item that was specified on the estimate for the contract or work order.
Com QtyCommitted Quantity. Quantity of item that has been committed to the job from purchase receipts in Received or Approved status or from inventory.
InventoryQuantity of an item that has been received into job inventory, but not yet installed on the job. Once items received into job inventory have been installed, the count of installed items moves from the Inventory column to the Act Qty column.
Act QtyActual Quantity. Quantity of the item that has been installed on the job by receiving the purchase; or, for items placed into job inventory, installing the items on the job.
RemainingRemaining items left to complete the job.
Est $Estimated Cost. Cost estimated for the item during the opportunity estimating process and saved when the opportunity was won.
Act $

Actual Cost. The actual cost paid for the item. Will differ from estimated based on the following:

  • Additional costs such as tax or shipping
  • Greater quantity ordered than estimated
  • The difference in the actual cost of the item compared to the estimate
Allocation-Level Screen Elements
Allocation

Specifies the source of the cost allocation:

  • Purchase receipt
  • Additional cost for a purchase receipt
  • Allocation from inventory
DateThe date that the allocation was established.
Com QtyCommitted Quantity. Quantity of item that has been committed to the job based on a purchase receipt.
InventoryQuantity of an item received into job inventory based on the allocation source, but not yet installed on the job. Once items received into job inventory have been installed, the count of installed items moves from the Inventory column to the Act Qty column.
Act QtyActual Quantity. Quantity of the items from the allocation that have been installed on the job by receiving the purchase; or, for items placed into job inventory, installing the items on the job.
Act $Actual Cost. The actual cost associated with the allocation.
Other Screen Elements
Expand All HyperlinkExpands all items showing their allocations.
Collapse All HyperlinkCollapses all items hiding their allocations.
Add Inventory icon Clicking the Add Inventory icon will display the Inventory Allocation screen. This screen displays a list of items available in inventory allowing the user to add them as items to the work ticket.
Adjustment LineWhen a purchase receipt is approved, there are often costs in addition to the actual cost of the item such as tax or shipping. These costs are shown on the adjustment line. Note that the quantity values on the adjustment lines will always be zero.