Removing toolbar buttons in your free Purchase Order Software

Tom works in the hotel industry in Florida and asked how to remove buttons from the toolbar at the top of the Main Menu in SpendMap.

Toolbar Button

There are actually two ways to do that – you can remove toolbar buttons for only certain users or you can remove them altogether, for everyone.

By User

To remove a toolbar button from someone’s User-Definable Menus, use this…
– PURCHASING > User Setup > User definable menus and pop-up prompts > Add/Remove individual menus and pop-up prompts

Just remove the menu option associated with the toolbar button.  As a reminder, toolbar buttons are shortcuts to menu options in SpendMap, so if you take the menu away from the user, the toolbar button will also disappear automatically.

System-Wide

If you would like your users to have access to a menu option but prefer to NOT show the associated button in the toolbar, you can remove the toolbar button with this…
– PURCHASING > Setup system > User defined terminology and settings > Modify menu titles and toolbar buttons

Just UN-check the option to “Include this menu option on the toolbar” and the button will be removed from everyone’s toolbar but they will still be able to select the applicable menu option (unless you removed it from their user-specific menu, per above).

turn-off-toolbar-option

 

Establishing the In-Stock Quantity of Items in your Free Purchase Order Software

John works in the IT Consulting industry in Georgia and was asking how to tell SpendMap how much of each item he has in-stock when first setting up the Item Master File…

“I am about to import the Items but do not see where I can put in the qty that we currently have in inventory. Where can I import this in – we have 2016 items in inventory. Thanks,”

It is a two-step process to 1) add the items in the Item Master File, and then 2) tell SpendMap how much of each item you have in stock…

So first, you need to get the items into the Item Master File in any of these ways…

  • By importing the items using…
    – PURCHASING > Utility > Data Interfaces > Item Master File > Item Data > Import >
  • By clicking the [Add] button in the [General] Folder of the Item Master File
  • By adding the new items “on-the-fly” as you work in other areas of the system, for example, while creating a new POs or other documents

Then, you can tell SpendMap how much of each item you have in stock by performing a physical inventory count….

  • You can key the count information into the Inventory Count Work Area manually…
    – INVENTORY CONTROL > Adjustments > Inventory counts > Inventory count Work Area
  • Or you can import the in-stock quantities using…
    – INVENTORY CONTROL > Utility > Data Interfaces > Inventory count Work Area > Import >

Either way, the last step is to process the transactions in the Inventory Count Work Area, using…
– INVENTORY CONTROL > Adjustments > Inventory counts > Process count and adjust stock

Only a Few Items?

If you need to update inventory levels for just a few items, it may be more convenient to just post inventory adjustments, rather than doing a full inventory count…
– INVENTORY CONTROL > Adjustments > Adjust stock > Manually adjust stock levels

Perpetual Inventory Maintained Automatically

Going forward, as stock items are added and removed from inventory (e.g. when items are received, when inventory usages are posted, etc.), the inventory levels in SpendMap will be updated automatically, so the system will know exactly what you have in stock for each item at any point in time. Therefore, you won’t have to do a physical inventory count to determine what’s in stock for things like reordering, calculating your inventory value for your financial statements, etc.

Sender of email messages in your free Purchase Order Software

mail-GREENMichael works in the construction industry in England and was asking about the “From” field when sending Purchase Orders and other documents to his suppliers by e-mail…

“Do all emailed purchase orders need to be sent from the same email address irrespective of user? … Is it possible to have individual email addresses for each user, if so how do I set this up?”

You actually have both options.  The e-mail can come from the individual Buyers (i.e. the person who processes the Purchase Order in SpendMap) or it can be the same e-mail address regardless of who is sending the order, such as “Purchasing@YourCompany” or similar.

It’s controlled by the setting “Sender of external automatic messages” in…
– PURCHASING > Setup system > e-mail settings

Per the Online Help for that setting, the “sender” is noteworthy as the recipient might reply to a message or an error might occur during transmission (in which case the sender would typically get an “undeliverable mail” message from the outgoing mail server), so if you decide to use a single e-mail address for all messages, make sure that someone is set up to receive messages to that account.

Hope that helps.

No web-based Shopping Cart in your Free Purchase Order Software

We’ve had a few questions about the new video that we posted, showing how easy it is to enter Requisitions in the e-Series Thin Web Client. As a web-based component, the e-Series is only available in our paid version.  Sorry folks, our YouTube channel is for both our free and paying customers. However, you can still use (pretty darn easy) Item Requisitions in the free Windows/desktop version…it just uses a slightly different format/UI. For more details about the various types of Requisitions in the free version of SpendMap, check out this section of the Online Help… – Requisitions and Approvals > Types of Requisitions and Workflow Easy Requisition Software System

Switching to the Live Copy of your Free Purchase Order Software

Marty works in the water damage service industry in Florida and was asking how to switch from the Evaluation Copy to the Live Copy of SpendMap when the time comes to actually implement his new PO software…

“I am finished with the evaluation copy…how do I start using the live copy?”

There is no formal “switch”…you can start using the Live Copy at any time.  Just click on the shortcut/icon called “SpendMap Live System”, which should be right next to the shortcut/icon for the Evaluation Copy…

Live Version of Free PO Software

They are actually just separate installations of the software on your computer. So you can use them both simultaneously. For example, even after you start using the Live Copy, you might need to do some testing, or maybe check out a new module, in which case you can go back to your Evaluation Copy any time.

Again, they are just separate installations of the same software, so nothing you do in one copy will affect the other. And, of course, the Evaluation Copy has some sample data, while the Live System is empty to start off with.

For more details, take a look at the sections called “Three Systems (Evaluation, Live and Testing Copies)” and “Time to Implement” in the Getting Started Documentation that came with the software.

Seeing other users’ work in your Free Purchase Order Software

PO-Work-Area-Toolbar-ButtonRandy works at a consulting firm in Little Rock, Arkansas, and was asking why users aren’t able to see other people’s work in SpendMap…

“I installed the free version of SpendMap on a server for two users. They are trying to see each other’s work (one added a PO, but the other can’t see it under the PO Main screen). Is this the way it is supposed to work?”

Randy is referring to Purchase Orders in the users’ PO Work Areas, which contain their “work in progress” (i.e. the POs that are still “on their desks”).  When they’re finished, they will process the new POs, which will update many areas of the system, so that everyone can see (provided they have the appropriate permissions).

So yes, Purchase Orders, Requisitions, RFQs and other “pending” documents/transactions will not be visible (in most areas of the system) until they are processed.

To learn more, check out this section of the Online Help…
– System-Wide Features and Information > System-Wide Features and Utilities > Document Work Areas

 

Only one sales tax in your Free Purchase Order Software

Sohan works in the automotive tire industry in Australia and was asking how to remove the second Sales Tax field from his printed Purchase Order form in the free version of SpendMap.

“I want to configure tax…in Australia we only have one tax but PO shows tax 2 as well. I don’t want TAX 2 to be seen on PO. How can I do it?”

Tax-on-PO-form
Sure thing Sohan, you can remove TAX 2 from your printed PO form.  Just go in here…

– PURCHASING > Setup system> Purchase order settings > PO printing settings > Text-Based Field Positions and Field Settings > Standard

…scroll down to Field #89, and un-check the box called “Print Title”.

That will remove the Tax 2 Total from your PO form, but you may (or may not) want to also make a couple changes to the PO Work Area screen, to avoid potential confusion about that field on the users’ part.

For example, you might want to rename the Tax 2 Field to “N/A” or similar, so they know not to use it.  You can do that in here…
– PURCHASING > Setup system > User defined terminology and settings > User defined field names and terminology

If you like, you can go one step further and actually suppress/lock/restrict the field during PO entry, so that users can’t even get to the field by accident. You can do that using…
– PURCHASING > User setup > Field restrictions by user access level > Set field restrictions

Hope that helps!

Important fix for the free version of SpendMap

We corrected a problem in the free version of SpendMap. If you are running version 12.65.6 or earlier, please update your system at your earliest convenience.

The issue only affects systems with the database installed on your local C: drive.  Network installations (i.e. with the database on a server) are not affected by this issue.  If you’re not sure where your database is installed, please see #8 in…
– Help > System Information

The problem relates to the C:\_$PALMAS folder, which SpendMap creates automatically to store its temporary/working files. Specifically, SpendMap was incorrectly creating a new subdirectory under C:\_$PALMAS each time the system was run, and duplicating all the temporary files, thereby unnecessarily consuming hard disk space on the PC.

Here’s what you need to do to correct the problem…

  1. RIGHT-mouse-click on the SpendMap shortcut/icon and select “Run As Administrator” from the menu that is displayed, then log into SpendMap and update your system by selecting the menu…Help > Check For Updates
    Reminder: Your Evalution, Live and Test copies of SpendMap are separate systems – if you use more then one of them, you must do this step separately for each system.
  2. Log back into SpendMap and select the menu…Help > About, and confirm that you are now at version 12.65.7 (or later).
  3. Exit SpendMap.
  4. Delete the CONTENTS of the C:\_$PALMAS folder on your PC.  Again, there may be many subdirectories in there…delete them all, but do NOT delete the main/parent C:\_$PALMAS folder.  You should now have an empty C:\_$PALMAS folder.
  5. Since you may have deleted many subdirectories from C:\_$PALMAS, each of which will be taking up a few MB of hard disk space, you may also want to delete these folders from your Recycle Bin.
  6. You may now resume using SpendMap.

If you have any questions at all, please use our free online support ticket system.

Our sincere apologies for the inconvenience folks.

%d bloggers like this: