Free Purchase Order Software is More Popular than Ever

It seems that SpendMap’s Free Purchase Order Software is really catching on.  2016 was our best year ever and there’s still a month to go!

So far just under 100,000 people have visited this Blog from pretty much every country in the world, resulting in around 50,000 downloads so far.

So I think it’s fair to say that you’ll be in pretty good company if you decide to give the free version of SpendMap a try.

Thanks for your support and have a great holiday season!

– Your friends at the Free-Procurement Project

Free purchase order software by country

Update to Fix False Positive Virus Warning on PDF Printer Driver

maintenanceLast week a popular antivirus software system reported a “false positive” related to SpendMap’s PDF printer driver.  That is, the antivirus software reported that SpendMap may contain a virus even though it does not.

The antivirus software company promptly whitelisted SpendMap, which immediately stopped the warning message, but after analyzing the problem we decided to post an update for SpendMap anyway because we can see it happening again.  Here’s why…

The virus software didn’t report that SpendMap actually contains a virus but rather that it MAY have a virus.  It was the antivirus software’s “proactive” threat detection that for some reason didn’t like how SpendMap was invoking our PDF printer driver when previewing reports.  It saw the communication between SpendMap and the printer driver as “suspicious”, and logged it as a potential threat.  No big deal.

But since each antivirus software can deal with “potential” threats differently, we decided that it would be prudent to proactively patch SpendMap to minimize any potential inconvenience to our customers.  For example, while in this case only a warning was displayed and SpendMap kept working, had the antivirus software instead quarantined or deleted any of our systems files, that might have been much harder to recover from.

So, to keep your SpendMap system running smoothly, please use the menu Help > Check For Updates, at your earliest convenience.  This will update your system to version 14.16.11.  You can see which version you are running, using the menu Help > About in SpendMap.

After applying the update, you must run SpendMap as an Administrator on each PC so that it can install the new PDF printer driver.  To do this, simply right-mouse-click on the shortcut/icon that you use to run SpendMap, select “Run as Administrator” from the menu that is displayed, then follow the prompts to install the new printer driver.

An ounce of prevention is worth a pound of cure.

“Add” vs. “Replace” when importing data into your Free Purchase Order Software

Peter works at a hotel/resort in Florida and had a great question about importing data into SpendMap…

“When I import my items, it just keeps adding the new items to the items that are already in the system.  Is there any way to start over and replace everything with the next list of imported items?”

Yes, by default all Master File imports in SpendMap will add to what is already in the Master File.  This is true not only of brand new items, but also new or changed fields for a particular item.  So, for example, you can import the same items over and over again, perhaps to update pricing or other details on an ongoing basis.

But if you’d like to start over, just enable the setting “Allow purging of master files when importing“, in the [Permissions] folder of the User Master File, and then you will see the following prompt the next time you run any of the Master File imports…

import-refresh

What Really Scares Small Businesses? Wasting Money!

The thought of wasting money is pretty scary for most small and medium size businesses.

It’s hard enough to run a successful SMB these days, without having to worry about your staff spending money that they shouldn’t be.

Get control of your company’s spending and see where the money is going, with SpendMap’s free Purchase Order Management Software.

Happy Halloween everyone!

Move line items to another PO in your Free PO Software

To save time, you can “cut” line items from one Purchase Order in your PO Work Area and then “paste” the line items onto a different PO, rather than starting a new Purchase Order from scratch.

Perhaps you made a last-minute decision to use a different supplier for certain products or services or maybe you want the items moved to a different PO for some other reason.

Just use the [Copy/Cut] button at the bottom of the PO Header Screen to “tag” the applicable line item(s)…

Cut PO Line Item

Then move to the other PO and click the [Add] button to add the line items to the bottom of the list.  Or use [Insert] to add the items in between existing items on the PO…

Paste PO Line Items

All of the line item details will be carried forward to the new PO, including all data entry fields, any internal notes and attachments, split-charge account coding details, etc.

TIP: Use the [Copy/Cut] button to tag as many line items as you like, rather than moving them one at a time.

Excel Report Fix for your Free Purchase Order Software

Excel Reports BustedWith the help of some of our friends in the Free-Procurement Community, we found and corrected a couple problems in the Free Version of SpendMap related to exporting reports to Excel.  Thanks Cathy and Therina, for helping us track this down!

Depending on your version of Windows and Excel, SpendMap might exit and/or produce a Runtime Error when it tries to create the spreadsheet, after generating the report.

Please select the menu HELP > CHECK FOR UPDATES within SpendMap to update your system.  This is a “patch” only (i.e. not a version upgrade), so it will not change any features and your system will remain at version 14.

Sorry for the inconvenience, folks.  If you have any questions, you can reach us via our free support ticket system.

Purchase Order Numbers in Free PO Software

We’ve had a few questions about the exclamation marks (!) that show before and after the PO number on Purchase Order forms in the Free Version of SpendMap…

Purchase Order Numbers when previewing

The exclamation marks will only show when you “preview” the PO in your Purchase Order Work Area.  We do this in case someone gets their hands on it, so they know it’s not an official order yet.

Some form layouts also include something like “Draft copy – do not process” somewhere on the form.

When you process the Purchase Order and print an official copy and/or e-mail the PO to your supplier, it will not have the exclamation marks.

For clarity, you should not be sending preview/draft copies of Purchase Orders to your suppliers.  Rather, you should be using the following utility to “process” your new orders when they are ready…
PURCHASING > Purchase Orders > Process New POs > Process my POs

…or you can select to “process now” when prompted upon exiting your PO Work Area.

Hope that helps.  Have a good day!

The Unknown Future and your Free Purchase Order Software

Melonie wants to give the Free Version of SpendMap a try but she doesn’t know what the future may hold for her startup company…

“I ran across your free procurement system and I am wondering how easy it is to get the data back out of the system if the company decides to change systems down the road.  Is it possible to easily dump the data into excel and switch systems?”

Sure thing Melonie.  We hope you stick with us but you can get all your information out of SpendMap anytime you want.  You can export your data to Excel and other types of files too (e.g. ASCII, TXT, CSV).

First off, any of the reports in SpendMap can be exported to Excel.  Think Purchase Order history, department spend history, item history, etc…

po-software-excel-report

 

There are also many dedicated export utilities for common things like Master File data (suppliers, items, users, account codes, etc.).  Check out the options under the Utility > Data Interfaces section of each module.

Finally, in the unlikely event that you need something that isn’t included in the reports or dedicated exports, you can get at anything else using Utility > Data Interfaces > Export Any Table.

Growing with SpendMap

Please also keep in mind that, as your company grows, SpendMap can grow along with you.

As your needs expand, you can upgrade from the Free Version of SpendMap to our paid/commercial version at any time to get access to additional modules/functionality, more advanced technology (e.g. web-based, mobile support, etc.), and we have a full line of Professional Services that larger companies will appreciate, like training and implementation consulting, custom programming, and so on.

When you upgrade from the Free Version to our paid/commercial version, we can bring all your information forward, including all your Purchase Order and other history, master files, configuration settings, etc.

 

Retiring Last Year’s Free Purchase Order Software (v12.65)

It has been a few months since we released version 14, so now the time has come to officially stop supporting the previous Free Version of SpendMap (v12.65).

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 v12.65, this will expose a red hyperlink at the bottom of the Main Menu in SpendMap…just click the hyperlink to see full upgrade instructions.

Thanks,
The Free-Procurement Project Team
Totally FREE software that automates Purchase Orders and a whole lot more
Powered by SpendMap

Upgrade your Free Purchase Order Software

Auto-Receive Purchase Orders in your Free PO Software

If you are using the Receiving Module in SpendMap but don’t want to enter receipt transactions for certain Purchase Orders, you can use the Auto Receipts feature to automatically receive/close those POs on their delivery dates.

For example, weekly landscaping services or perhaps a PO for an educational course might be automatically received so that the orders don’t show on the Late PO Report, etc.

First enable the feature for one or more of your PO Number Sets, by checking the option “Auto Receipt?”, in here…
– PURCHASING > Setup system > Incrementing document number sets > POs

Once enabled, when you enter new POs for that Number Set, you will have access to the Auto Receive checkbox at the top-right of the PO Header Screen…

Auto Receive PO

Now that you have indicated which orders are to be auto-received, you can run the Auto Receipt Utility as often as you like to actually receive/close the applicable orders.  Only orders that are 1) set to Auto Receive and 2) have reached their delivery dates, will be closed when the utility is run…
– RECEIVING > Utility > Auto-receive POs

TIP: enable the option in the [Permissions] Folder of your user account to “Prompt upon login to auto-receive applicable POs?” so that you never forget.