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Work Ticket Management Screens
- 14 May 2023
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Work Ticket Management Screens
- Updated on 14 May 2023
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Work Tickets Search List Screen
The Work Tickets Search List screen provides lists of work tickets created in Aspire representing work done on customers' behalf. This search list behaves like others, allowing you to display and filter information to provide the most value in various situations. It provides access to any work ticket in the system allowing you to select one for viewing or updating.
The Work Tickets Search List screen is available from the Work Tickets .PNG?sv=2022-11-02&ss=b&srt=o&spr=https&st=2024-04-19T04%3A44%3A38Z&se=2024-04-19T04%3A54%3A38Z&sp=r&sig=EqWRd%2Ft0N9PAb54E%2FQzFw4SDloaHFiRe1dqBQMMy%2BKk%3D)
icon on the Aspire Navigation bar.
Unlike other search list screens, the Work Tickets Search List screen provides several quick access filters directly above the list.
Quick Access Filters
| Filter Name | Description |
|---|---|
| Status(s) | Allows you to specify work ticket status values for which work tickets should be displayed. If one or more values are selected, Aspire will limit the displayed values to those having the selected statuses. |
| Services(s) | Allows you to select multiple services. Only work tickets providing the selected services will be displayed if one or more values are specified. |
| Ticket Date | Filters work tickets so only those with their scheduled date during the specified range will be displayed. |
Bulk Actions Menu
The
drop-down is available on the top right corner of the Work Tickets page. Selecting an item from this menu makes the specified changes to any applicable work tickets selected in the search list by checking the checkboxes.
| Menu Option | Description |
|---|---|
| Complete | Complete allows to complete the work tickets selected in the search list if they are in Open or Scheduled status, there is no unapproved time or materials on the ticket, and the month specified for completion is not closed in Aspire. Eligible tickets will be closed. If some tickets are not eligible for completion, Aspire will display a list of those that could not be completed. The option is only available if you have Complete Work Ticket or System Admin permission. |
| Uncomplete | Select Uncomplete to return work tickets to a Scheduled status. The status will be returned to Open if no visits are associated with the work ticket. |
| Approve | Approve allows you to approve the work tickets selected in the search list if they are in Pending Approval status; there is no unapproved time or materials on the ticket. The month specified for completion is not closed in Aspire. The option is only available if you have the Approve Work Ticket or System Admin permission. |
| Cancel | Cancel allows you to cancel the work tickets selected in the search list if there is no unapproved time or materials on the ticket. The option is only available if you have Cancel Opportunity/Work Ticket permission. When the option is selected, any work tickets whose invoice type is Fixed Price on Payment Schedule, Fixed Price on Completion, or Fixed Price Open Billing are ignored and not canceled. |
| Uncancel | Uncancel allows you to uncancel the work tickets selected in the search list if canceled. When this option is selected, Aspire ignores selected tickets that are not in the Cancelled status. The option is only available if you have Cancel Opportunity/Work Ticket permission. For systems that are set up to adjust revenue variance, when choosing the Uncancel option from the Work Ticket Search List or the Work Ticket Search List, if a revenue variance adjustment exists for the opportunity, division, branch, and contract year that matches any work ticket, those work tickets will not be uncanceled. Revenue variance adjustment is established by setting the date on the Start Revenue Variance Adjustment After value on the Application Configuration screen's Application tab to be a date in the past. |
| Print generates and displays a work ticket PDF for printing or saving all work tickets selected in the search list. You can choose the format of the PDF file based on any work ticket layouts that have been established for the company. This option is always available. | |
| Anticipated Start Date | Anticipated Start Date allows you to change the anticipated start date (scheduled date) for all selected work tickets if they are in an Open status. When this option is selected, Aspire ignores selected tickets that are not in the Open status. This option is always available. |
| The email displays the Bulk Email Work Ticket screen allowing you to email any combination of primary, billing, or property contact for each of the selected work tickets. You can optionally attach a formatted PDF for each work ticket to its email. The option is only available if you have the Ticket Bulk Email permission. | |
| Delete | Delete allows you to delete unnecessarily created As Needed tickets. When this option is selected, Aspire ignores selected tickets that are not based on “as needed” tickets. The Delete option is only available if you have the Delete Work Ticket permission. |
| Swap As Needed Service | Swap As Needed Services is useful for managing snow work tickets. It is driven by the common practice of setting up range billing in which, for opportunity snow estimates, the company sets up multiple as-needed services representing costs for different ranges of snow coverage (i.e. 1-3”, 4-7”, etc.). When the snow starts to fall, you might create as-needed tickets for 1-3” snow. As the snow event develops, it might turn into a 4-7” event. The Swap As Needed Services option allows you to change the service associated with the existing work ticket taking on its associated cost and pricing. This option is only available if you have Swap As Needed Services permission. Driven by snow. Range billing. Snow starts falling. Generate a bunch of 3” tickets. Snow ends up being 6”. |
| Partial Occurrence | This option is only available for work tickets that are not complete and whose invoice type is Per Service. Additionally, you must have either System Admin or Partial Occur permission. This option allows you to specify the percentage of work completed to reduce (or increase if a percent value greater than 100% is specified) budgeted revenue for the work ticket and, thus, the amount the customer will be invoiced. Proportionally adjusts estimated cost, estimated labor hours, and materials. This option can be applied only to work tickets that are not complete and where the work ticket is invoiced per service. You must have Partial Occur or System Admin permission for the option to be available. Suppose a crew member or subcontractor has provided a partial completion percent from Crew Mobile App or the Subcontractor Portal. In that case, their value can be displayed by adding the Sub Partial % column to the search list to provide guidance when office staff enters the partial completion percentage. Commonly driven by snow. For example, if it starts snowing in the middle of the day. Crews can’t plow the whole lot because it is full. You might choose to specify the percentage of the visit that the crew was able to complete. |
| Trigger Auto Expense Creation | For selected work tickets whose opportunity service is Fixed Payment, selecting this option generates purchase receipt recommendations in the Purchasing Assistant for services provided by a subcontractor during a selected time period for which subcontractor auto-expenses are established. |
Bulk Email Work Ticket Screen
The Bulk Email Work Ticket screen works with the Work Tickets screen (Work Tickets Search List) to support mass mailing of work ticket-related emails to clients based on a work ticket list that you create, selections they make within that list, and parameters available on the Bulk Email Work Ticket screen.
The screen elements on the Bulk Email Work Tickets screen are described in the following table.
| Name / Label | Description |
|---|---|
| Send To | Required. Provides three options for you to specify the recipient:
You can specify more than one of these. For example, if they choose Primary Contact and Billing Contact, Aspire will send it to both. By definition, Property Contact includes billing contact and primary contact. |
| Only with Tags | Optional. Allows you to specify contact tags. An email will only be sent to contacts with the specified tags if provided. |
| From | Required. Choose the radio button to specify the account owner. |
| Subject | Required. Allows you to specify the subject of the emails generated for each selected work ticket. The search icon next to the Subject field allows you to insert tokens into the subject that populate with ticket-specific values when Aspire generates the emails. |
| Attach Report | Optional. When Aspire generates the email messages to be bulk sent to the desired recipients, it attaches a printable (pdf) Work Ticket report if this field has a value. The Attach Report field allows you to choose the report format. Only formats you explicitly define for this report will be available. This report displays if they choose the Print option from the gear icon on the Work Tickets screen (work ticket search list). No attachment will be included if they do not select a report format. |
| Message Body (not labeled) | Required. The area directly underneath the Attach Report field supports the text body of the email message. When you click in this area, a dialog window will be displayed to allow you to enter text. The message supports message formatting (bold, underlining, fonts, lists, etc.). |
| Send | Generates the emails specified by the selections and sends them to the intended recipients. |
| Cancel | It takes you back to the prior screen without sending the Bulk email. |
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