Restricting users to their own Purchase Orders in your Free PO Software

Do you have more than one person working in your Free Version of SpendMap?

Would you like to restrict their access so that they can only see their own POs or maybe their own department’s orders, for example, when receiving or checking the status of Purchase Orders?

Just use the Document Access setting, at the top of the [Permissions] tab in the User Master File…

This setting will restrict the user to the applicable Purchase Orders in the following areas of the software…

  • View Purchase Order Status
  • View Release Status
  • PO Acknowledgments
  • Receive PO
  • Reprint PO
  • Reprint Release
  • Cancel Purchase Order
  • Cancel Release
  • View Cost Center History
  • View Cost Center Budgets
  • Document Lookups (when searching for POs and other documents)

Finding Purchase Orders and other documents in your Free PO Software

We’ve had a few questions about the overhauled Status & Inquiry Utilities in the 2020 release of SpendMap. Specifically, what’s the best/fastest way to get to a PO or other document if you already know the document number?

Instead of using the new Search Criteria at the top of the screen, if you already know the PO number, try using the [Quick Search by Document Number] button at the bottom of the screen, to jump right to that Purchase Order…

Upgrade your Free Purchase Order Software to the 2020 Release

If you’re using v14.50 of the Free Version of SpendMap, you can now upgrade to the 2020 release (Version 14.84) to get more than 30 new features and capabilities, in addition to various bug fixes and performance improvements.

You can check your current version number using the menu Help > About, in SpendMap.

About the Upgrade Utility

The upgrade utility will bring forward all your data, history, settings, etc., so you will not lose any of your work in SpendMap.

Just log into your current v14.50 SpendMap system and select the menu Help > Check For Updates.  This will download a patch to your v14.50 system – you will still be at v14.50 at this point but you will now see a red hyperlink at the bottom of the Main Menu of SpendMap.  Just click that hyperlink to see full upgrade instructions before actually applying the upgrade to v14.84.

 

Sneak Peek at 2020 Release of SpendMap

Howdy Spend-Mappers,

We’re starting to roll-out the new release of SpendMap, with more than 30 new features to help you save time, improve visibility and cut costs in your Purchasing process.

Want a Sneak Peek?

We’re still a couple weeks away from upgrading your Free Version.  We’ll make an announcement when the upgrade utility is ready.

In the meantime, you are welcome to sign up for our Cloud Demo to see all the new goodies in advance of upgrading your system…

Try the 2020 Version Now!

Try out all the new features in our Cloud Demo System.  That way, you’ll hit the ground running when the upgrade is available for your Free Version of SpendMap.

Unlike the free Windows/desktop version that you’re using now, our Cloud Version runs in your web browser, so there’s no software to install for this demo.

Purchase Order Software free cloud demo

Working from home and your Free Purchase Order Software

Many of us are still working from home and may be for some time yet.  If you need to access your SpendMap system while out of the office, you can join the growing number of people who have upgraded to our SaaS/Cloud version so that you can use SpendMap from any computer with an Internet connection.

Here are some common questions from folks like you who have already made the switch…

Will I lose any of my work in SpendMap?

No, you won’t lose anything.  All your work in the free Windows/desktop version will be brought forward including all your Master File data (suppliers, items, account codes, etc.), all your transactions (Purchase Orders, receipts, etc.), all your configuration/settings and so on.  You’ll pick right up in the Cloud version where you left off in the Free Version.

What are the requirements?

All you need is a standard web browser and an Internet connection.  We support all major browsers including Chrome, Internet Explorer, Edge, Firefox and Safari.

How much does it cost?

Your monthly subscription is just $20/user and $20/module.  So, if you’re the only user and you’re just using the Purchasing Module, it’ll be $40/month.  If you’re also using the Receiving Module, that’s another $20/month, as are additional user licenses.

Your monthly subscription includes hosting in Microsoft’s Azure Cloud, daily backups, new releases and tech support.

Will I need any training?

Nope.  The SaaS/Cloud version works just like the Free Version that you’re used to, so you’ll feel right at home while working at home 🙂

Are there any other benefits?

Well, aside from being able to access SpendMap from anywhere and not having to worry about backups or applying updates, once you’re on our our paid version you could add additional modules that aren’t available in our Free Version.

Sounds great, how do I order?

Just send us an email at info@spendmap.com or fill in the form at the top of this page and a friendly Spend-Mapper will get in touch with you quickly and make arrangements to upgrade your system.

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.