Our new corporate website www.spendmap.com came online over the weekend. Check it out…
Our new corporate website www.spendmap.com came online over the weekend. Check it out…
On the heels of last week’s blog post on time-saving tips, John makes custom t-shirts and was asking if he can copy items to save time…
“Is there any way of duplicating an item? I have several items that are all the same except for item (part number) and description.”
Yes, you can copy items, suppliers, account codes, and most other Master File codes in SpendMap to save time and reduce data entry.
Just go into the applicable Master File and click the [ADD] button to get a blank screen, then enter an existing code in the Code Field and you will be prompted to copy the existing code to a new code. All details (fields) will be copied to the new code, any of which can then be modified as required.
This section of the Online Help has more information about generic features that can be used across all Master Files in SpendMap…
– System-Wide Features and Information > Master Files > About Master Files
Here are a few time-saving tips and tricks for your free version of SpendMap…
<END> Key to Switch Users
Sometimes, especially in the early stages of setting up and testing the system, you may want to switch user accounts, that is, log into SpendMap as a different user.
Instead of using the menu SPENDMAP > SWITCH USER or exiting the system and logging back in, try using the <END> key while at the Main Menu.
<TAB> Key to Select Last Menu
Since menu options in SpendMap are grouped by functional area, there are times that you exit one menu/utility and then need to select another related menu that is right next to the last one that you just selected. Instead of drilling back through the menus, just hit the <TAB> key on your keyboard to “jump” to the last menu you selected.
<?> Keyboard Shortcut for Lookup/Search
You are probably accustomed to clicking on the little [?] button next to fields to display a drop-down list of the underlying table (e.g. a list of Master File codes, a list of POs or other documents, etc).
Another way to display the Lookup List is to just type a question mark <?> in the field and hit <ENTER>. This avoids taking your hand off the keyboard and can speed up data entry, especially on screens with many fields.
On the topic of searching for Master File codes and documents with the Lookup Feature, did you know that using the [?] button or <?> key to get a list of codes in alphabetical order is just the most basic way of using Lookup?
To perform an “advanced search”, including the ability to search by keyword and/or pretty much any other field in the underlying table, just RIGHT-mouse click on the little [?] button. Alternatively, you can also do a regular Lookup (left-mouse click on the [?] button) and select the [Advanced Search] button at the bottom of the primary Lookup List.
You can learn more in this section of the Online Help…
System-Wide Features and Information > System-Wide Features and Utilities > Lookup (Searching)
<F2> Key Alternates Between Code/Description
Did you know that you can use <F2> to alternate between the code and description of most fields on most screens? For example, let’s say you’re looking at a Purchase Order in View PO Status and you see the vendor code is “12345”. Just hit <F2> to see that vendor “12345” is really Acme Office Supplies.
Same goes for most other Master File codes, such as items, account codes, etc.
In many cases, you can also click on the code/description hyperlink to “drill” into the actual Master File itself. For example, you might need to see the full address or phone number for Acme.
You can lean more about this one in…
PURCHASING > Setup system > Master file settings > Master file code/description display options
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.
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.
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.
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).
Sean wasn’t the first to ask about printing invoices in SpendMap…
“I am trying to learn about SpendMap to see if we can use it for our small business…I can’t find where to add our company logo to the Invoice form. Can you point me in the right direction?”
SpendMap does not print invoices – your suppliers will.
To clarify, SpendMap’s Invoice Approval Module is used to approve your supplier’s invoices, by allowing you to quickly and easily match their invoices to your Purchase Orders (and optionally Receipts too), to make sure that you bought and received the stuff before paying for it.
But SpendMap is not an invoicing (Accounts Receivable) system, so we don’t print/generate invoices (i.e. to send to your customers). That would be something that you might find in a Sales/Distribution system but not a Purchasing System.
If, however, you’re looking to add your logo to the PO form, then yes, you can upload your logo in a couple ways. The most common way would be during the Setup Wizard that runs automatically when you log into your Live Copy of SpendMap. If you missed that or if for some reason you’re trying to change the logo in your Evaluation Copy of SpendMap (the one with all our sample data), then you can do that in here…
– PURCHASING > Setup system> Purchase order settings > PO printing settings > Settings
Just click the [CHANGE PO LAYOUT OPTION] button, and upload your logo using the link on the right-side of the screen.
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…
Then, you can tell SpendMap how much of each item you have in stock by performing a physical inventory count….
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
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
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.
Michael 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.
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
The vast majority of data entry fields in SpendMap are optional and can be left blank. For example, the only mandatory fields on Item Requisitions are…
That said, you may choose to force fields (i.e. make them mandatory) using one or both of…
If a field is optional on a particular screen or transaction, keep in mind that it might also be filled in later in the process. For example, the person requesting an item may not know the supplier and so a Buyer or Purchasing Manager may select the supplier when reviewing/approving the order or when converting the Requisition into the final Purchase Order.
Account codes are another common example. Some SpendMap customers allow their end users to process Requisitions without specifying a G/L Account or other account coding, which might not be completed until the invoice is matched/approved later in the process.
Keep in mind, however, that you may need to make certain fields mandatory in order to use certain features of SpendMap. For example, if you are routing requisitions for online approval based on the G/L Account, then obviously that piece of information needs to be provided so that SpendMap can determine the appropriate approver(s).
Similarly, if you’re tracking your financial commitments against each G/L, for example, using the budget tracking features in SpendMap or maybe with the PO Account Commitments Report, then you may want to make the G/L field mandatory on transactions earlier in the process, or risk missing commitments until the invoice shows up.
Again, the question about when (or if) you want to make fields mandatory applies to other fields as well, not just G/L Accounts (but that’s certainly a common example).
Bottom line, what’s easiest for your end users is not the only thing to consider (although it’s certainly important). You also need to think about what data is needed to properly support your Purchasing and Spend Management processes.
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…
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.