Please do not try to use Dropbox, Microsoft OneDrive, Google Drive or other cloud-based file hosting services for your free Windows/desktop version of SpendMap. It just doesn’t work.
You can certainly back up your system/database to those services; you just can’t install your active/live database there.
That’s because, as with other database applications, the files/tables in SpendMap’s database are constantly being opened and updated as you process Purchase Orders and other transactions in SpendMap. And when files are being copied/uploaded to those cloud-based file hosting services, they are locked and not accessible to SpendMap and so you will get a runtime error if SpendMap tries to access the files as they are being moved up to the cloud (which happens each time a file is modified).
That said, you can certainly 1) exit/close SpendMap and then, 2) copy your database folder to Dropbox, OneDrive or Google Drive as a backup, while SpendMap is not running. Again, you just can’t keep the live/active database files there. For more details, please see the section “Backup and Restore Procedures”, in the Getting Started Documentation that comes with the software.
“We experienced a major technical issue that affected our entire company. We have been using the free version of Spendmap (for four years), but have lost all of our data.”
Please, please, please don’t let this happen to you!
REMINDER: The database for your free version of SpendMap is installed on your own computer or server and needs to be backed up. Please see the section “Backup and Restore Procedures”, in the Getting Started Documentation that comes with the software.
REMINDER: You can also upgrade to the SaaS/Cloud version of SpendMap, in which case we take care of the backups for you. We also install updates for you and provide one-on-one training and support. It’s all included in your low monthly subscription. Please contact us for a quote or Price Sheet. And yes, when you upgrade to the Cloud Version of SpendMap, we will migrate your free system’s database for you, so you won’t lose any of your work in Spendmap 🙂
We’ve has a few chats with people wanting to move their free version of SpendMap from one computer to another. Here’s everything you need to know…
REMINDER: In addition to moving SpendMap form computer to computer as described below, another option is to install the system on a network server so that you can access it from any computer on your Local Area Network. For details, please see “Network Installation Instructions”, in the Getting Started Documentation that comes with the software.
Also, please keep in mind that you can upgrade to our web-based version and then you can access the system from any computer with an Internet connection. More importantly, you’ll never have to worry about software installation, maintenance, backups or applying updates, as we take care of everything for you. You can try our Cloud version here if you like.
OK, to move the free Windows/desktop version of SpendMap to a different computer, you do NOT need to download and reinstall a new copy of the system. You just need to move the database/application folder and the shortcuts/icons that you use to run the system.
Did you know that you can use different units of measure when entering Purchase Orders, Receipts and other transactions in the free version of SpendMap and the system will convert from one unit to the other for you automatically?
For example, it’s quite common that the purchase quantity and pricing on Purchase Orders are in different units of measure.
You can set up as many units of measure as you like, along with a “conversion factor”, in the Units of Measure Master File… – PURCHASING > Master Files > Units of measure > Add/modify/delete
And then you can select different units of measure on Purchase Orders and other areas in SpendMap…
Marina from California jumped on a chat with us yesterday, asking how to set up a new budget period for 2021…
“We are currently using SpendMap but I do not have the instructions to open a new period.”
If you are tracking time-based budgets in SpendMap (e.g. yearly, monthly, quarterly, etc.), you need to create/enable each fiscal period before you can enter the budget amounts for each Cost Center (department, project, etc.). Do this using the [CREATE NEW FISCAL PERIOD] button, in here… – PURCHASING > Setup system > Cost center history/budget settings
TIP: If your new year’s budgets are the same or similar to a previous year’s budgets, when you create the new fiscal period per above, you will see an option to [Copy] a previous year…this will duplicate each Cost Center’s budgets, so you don’t have to enter the new year’s budgets from scratch. You can then modify/tweak the budgets for each Cost Center if you like.
You can enter or modify the budgets for each Cost Center, in the Cost Center Master File, in here… – PURCHASING > Master Files > Cost Centers > Add/Modify/Delete
Please upgrade at your earliest convenience. The upgrade utility will bring forward all your data, history, settings, etc., so you will not lose any of your work in SpendMap.
For instructions on how to upgrade your system and a list of new features, from within SpendMap please select the menu HELP > CHECK FOR UPDATES. This will not actually install the upgrade. Rather, if you are using v14.50, this will expose a red hyperlink at the bottom of the Main Menu in SpendMap…just click the hyperlink to see full upgrade instructions.
TIP: You can skip the upgrade by switching to our Cloud Version and get a 20% discount. For details, please see the promo box at the top-right of the Upgrade Instructions (when you click the red hyperlink in the Main Menu of SpendMap per above).
The Free-Procurement Project Team
Totally FREE software that automates Purchase Orders and a whole lot more
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