COVID-19 Update and your Free Purchase Order Software

We are fully up-and-running from our home offices and there is no disruption to any of our products and services.  As always, The Free Version of SpendMap is ready when you are, as is our free tech support.

If you are already using the free Windows/desktop version of SpendMap and would like to upgrade to our web-based version so that you can access the system while out of the office, pricing now starts at just $40/month.

Upgrading is easy and we’ll preserve all the data in your free system, so you won’t lose a thing…you’ll just pick right up where you left off.

To place an order or if you have any questions or need a quote, please email free-procurement@spendmap.com.

Stay safe everyone!

mask-work-home

Budget Setup in your Free Purchase Order Software

This post reviews how to set up the budget tracking feature in your Live Copy of SpendMap.

If you’d like to see the budget tracking feature in action before you get started, it’s already set up in your Evaluation Copy of SpendMap (the copy with the sample data), and there’s a Walkthrough Tutorial called “Budget Tracking” that you can try, using the drop-list at the top-right of the Main Menu in SpendMap…

OK, here’s what you do to set it up in your Live Copy…

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Codes or Descriptions in your Free Purchase Order Software?

Did you know that you can display master file descriptions rather than codes on screens throughout SpendMap?

For example, if GL Account “0-663-1” isn’t meaningful for your users, you can display “Office Supplies” instead.  This applies to all of the main Master Files, including all account code fields, item/part numbers, supplier codes, and so on…

Display Description Instead of Code

If you would like SpendMap to display descriptions rather than the codes for one or more Master Files, here is where you can set that up…
– PURCHASING > Setup system > Master file settings > Master file code/description display options

Alternating Between Codes and Descriptions On-The-Fly

Regardless of whether you’re displaying codes or descriptions per above, you can alternate between the two at any time by pressing the <F2> key on your keyboard

Alternatively, you can hover your mouse over fields, like this…

Sorting Look-Up Lists

Drop-down lists can also be sorted either by code or description, using…
– PURCHASING > Setup system > Master file settings > Additional sort options for master file lookups

Decimal places in your Free Purchase Order Software

By default, the Price and Quantity fields are set to two (2) decimal places in the Free Version of SpendMap (e.g. $123.12).

But if you purchase items with a very low unit price, you may need to increase the number of decimal places for prices, which you can do in here…
– PURCHASING > Setup system > User defined terminology and settings > User defined field settings

Decimal-places-PO-software

You might also want to consider the unit of measure that you’re using.  For example, if you purchase by the hundred (C), you’d need fewer decimal places (e.g. $123.45/C vs. $1.2345/EACH).  You can set up your units of measure in here…
– PURCHASING > Master Files > Units of measure > Add/modify/delete

 

“Waiting to Start Report” message in your Free Purchase Order Software

We’ve had some support tickets from folks who are seeing a message like “Waiting to start report” when printing Purchase Orders or other reports to a PDF file in the free version of SpendMap, or when emailing Purchase Orders in PDF format.

We think the problem may be a result of an update to Windows 10 that Microsoft pushed out recently.

If you ever have trouble creating PDF files in your free SpendMap system, please try removing and then reinstalling SpendMap’s PDF printer driver. You will need Administrator access/rights on PC to do this…

  1. Exit SpendMap.
  2. In Windows Settings, navigate to “Devices”, then “Printers and Scanners”, and then remove the “Palmas PDF printer”.
  3. To reinstall the PDF printer driver, just RIGHT-mouse-click on the shortcut/icon that you use to run SpendMap and select “Run As Administrator”.  As you log in to SpendMap, you will see additional prompts to install the printer driver.

If you are still not able to view or email POs or other reports in PDF format, please let us know on our Support Ticket System.

Thanks and sorry for any inconvenience.

Item Pricing by Supplier in your Free Purchase Order Software

A common question that we get from new Spend-Mappers is how to set up pricing for each supplier, so that the correct price defaults on each new Purchase Order based on who you’re buying from.

Pricing by Supplier

For each item that your company buys, you can enter an unlimited number of suppliers, each with their own pricing.  Do this in the [Supplier] Folder of the Item Master File.  Here’s the menu path…

– PURCHASING > Master Files > Items > Add/Modify

One Price for all Suppliers

If you would rather not enter pricing for each supplier, you can enter a single price for the item in the Standard Price field, in the General Folder, instead.  In this case, the Standard Price will be used for all new Purchase Orders, regardless of supplier.

 

New PO Status Utility in your Free Purchase Order Software

We’ve completely redesigned the View PO Status Utility in the upcoming release to make it even easier for you to keep track of your Purchase Orders in SpendMap.

Check out our news announcement for all the details.

PO-Status-Summary

Who can add to Master Files on-the-fly in your Free Purchase Order Software?

Did you know that, by default, all users in your Free Purchase Order Software will be able to add suppliers, items, account codes and other Master File information “on-the-fly” as they work on Purchase Orders and other transactions in the system?

That’s right, while creating a new Purchase Order, if you type in a new supplier code, part number, account code, etc. that doesn’t already exist in the respective Master File, SpendMap will prompt you to add the information to the Master File right there-and-then, so you don’t have to stop what you’re working on in your PO Work Area.

Of course, you may not want everyone doing that, so you can turn this feature on or off, using the setting called “Allow adding of codes on-the-fly?”, which you can find in the [Permissions] folder/tab of the User Master File.

on-the-fly

New Import/Export Utility for your Free Purchase Order Software

We’ve completely redesigned the Import/Export Utility in the upcoming release of SpendMap to make it even faster and easier to get information in and out of the system.

Check out our news announcement for all the details.

supplier-import

Purge Database While Importing data into your Free Purchase Order Software

Seth works at a seniors’ community in California and wanted to know if he could start over and delete/purge all records in a Master File before importing new information/data…

“I wanted to know if it is possible to delete the entire cost center database (I am attempting to re-upload the database). It has plenty of old data that will take a long time to delete one by one.”

Sure thing Seth, just go to the [Permissions] folder of the User Master File and select the 4th check-box called “Allow purging of master files when importing?”.

Then, the next time you import, SpendMap will ask you if you want to purge/delete all existing records before importing, for a complete refresh…

Purge Table Before Importing Data into PO Software