Time-Based and Overall Budgets in your Free Purchase Order Software

Hanna is the Purchasing Manager at a construction company in California and asked about setting up budgets for her departments and jobs…

“When a department buys something, like a computer or office supplies for example, it goes against their monthly budget but when we buy something for one of our jobs, the budget can span several months in some cases.”

No problem Hanna, you can track both “time-based” and “overall” budgets in SpendMap.

For your time-based budgets, you would typically allocate funds by month, quarter or year but when you allocate an overall budget to a project or a job, that budget will be available for the life of the project, regardless of how long that takes.

Theoretically an individual Cost Center (department, project, job, etc.) could have both time-based budgets and an overall budgets but that’s pretty unusual.  Typically it’s one or the other.

You can enter both time-based and overall budgets in the Cost Center Master File…

Budgets in Purchase Order Software

Hoping for Free Purchase Order Software from Santa?

The old software was hung,
The users cried “It’s not fair”.
The Purchasing Manager pulled out,
What was left of her hair.

“We can’t take it no more,
This old system’s the pits.
It’s time for a new one,
We’re at the end of our wits.”

“But we don’t have the money”,
The CEO said with chagrin,
“We’ll just have to wait,
For more cash to come in.”

They were sad and frustrated,
They’d heard so many NOs.
How they longed for new software,
To automate their POs.

But then SpendMap came through,
With PO software for FREE,
And things soon got much better,
Oh, the hope and the glee!

They just couldn’t believe,
It does seem kinda funny,
That their fancy new software,
Didn’t cost any money!

And it works so darn well,
They process POs and receive,
And email orders to vendors,
With no paper and such ease.

But that’s just what we do,
It is how we give back.
It’s our pleasure to give you,
This little gift from SpendMap.

Happy Holidays from your friends at the Free-Procurement Project.

Adding Fields to Excel Reports in your Free Purchase Order Software

Colton works in the agriculture industry and called to ask if he could add additional fields/columns to the PO Listing Report spreadsheet.

By default, that particular report/spreadsheet includes only the supplier code/ID for each Purchase Order but not the supplier name or other contact information.

So, we showed him how he can add any field from the Supplier Master File and within seconds, he had modified his spreadsheet to show the missing information.

Want to see how he did it?  Check out this video tutorial for all the details…

Pop-Up Calculator in your Free Purchase Order Software

Hey Spend-Mappers,

Did you know that the Free Version of SpendMap includes a convenient pop-up calculator?

Just right-mouse click on any numeric field in SpendMap and select “Calculator” from the menu…

pop-up-calculator

Free Lunch and Free Purchase Order Software

It’s pretty cool that you pay no money at all for software that saves your company money.

Whoever said “There’s no such thing as a free lunch” must not have heard about the Free Version of SpendMap.

Purchase Order Management can be Scary for SMBs!

Where is all the money going?  Will we have enough to meet our commitments?  Who bought all this Halloween candy?!?

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!

Getting Schooled on your Free Purchase Order Software

Hey kids,

We’re a bit late for back-to-school but nevertheless thrilled to announce that SpendMap now comes with Walkthrough Tutorials to help you learn how to use your Free Purchase Order Software quickly and easily.

Unlike the “external” video tutorials, our new Walkthrough Tutorials are built right into SpendMap and take you step-by-step through popular areas of the software, guiding you every step of the way as you work in the system…

tutorial-PO-item

We’re starting off with 10 Walkthroughs in the Free Version of SpendMap that cover the basics of the Purchasing, Receiving and Email Integration Modules.

You can start the Walkthroughs from the droplist at the top-right corner of the Main Menu in SpendMap…

tutorial-droplist

Evaluation Copy with Sample Data Only

Please note that the Walkthrough Tutorials are only available in the Evaluation Copy of SpendMap (the copy with all the sample data) but they do not show in your Live Copy of SpendMap.

That’s because the Walkthroughs are dependent on the sample data in the system.  That’s also why we recommend that you complete the tutorials before making any significant changes to the sample data in your Evaluation System.  For example, if you delete a supplier or item that’s referenced during one of the tutorials, the Walkthrough will stop because the data in the system will be different from what the tutorial expects.

How Else can we Help?

We think we’ve covered the basics with the 10 Walkthroughs that we’ve already built but if you have any suggestions for other areas of the system that could benefit from one of these tutorials, please shoot us an email and let us know.  Thanks!

Life is not only about Free Purchase Order Software

Hi everyone.  Hope you’re enjoying these last few weeks of summer.  It’ll be over before we know it.

Things might be a bit quiet on our Blog lately but we’re working hard behind-the-scenes to bring you cool new features that will make it even easier for you to implement and use the Free Version of SpendMap to automate your Purchase Orders.

So, not much news to report right now, well, except that our boss got a cool new bike and it’s SPENDMAP GREEN! 🙂

We hope that you’re enjoying the summer as much as we are.

Green-bike

Draft Purchase Orders in your Free PO Software

If you’re just getting started with the Free Version of SpendMap, you can enter new Purchase Orders in your PO Work Area…

PO Work Area

Your PO Work Area Contains your “Draft” Purchase Orders

Draft POs in your PO Work Area won’t affect the rest of the system until you process them. For example, they won’t show on reports and you can’t receive against them.

When your new POs are processed and sent to your suppliers, they’ll come out of your PO Work Area and then the “live” orders will be visible throughout the system.  You can process your new POs using the [Process POs] Toolbar button or you can just select the following prompt when you exit your PO Work Area…

Process-new-purchase-orders

What’s with the Exclamation Marks?

If you preview a draft PO in your PO Work Area, the PO form will have a few visual reminders that it’s not an official copy yet, such as exclamation marks (!) before and after the PO number.  Most forms also show a message or watermark like “Draft Copy – Do No Process” or similar.  Again, this won’t show when the order is actually processed.

po-number-marks

 

False-Positive Virus Warnings and your Free Purchase Order Software

Viruses_greenDan was installing the Free Version of SpendMap last week when his Panda Antivirus Software displayed a warning about one of our files.

With so many false-positives these days, we immediately uploaded the file to VirusTotal.com and, as we suspected, the other 59 out of 60 virus scanners reported that the file was clean.

False-positive virus warnings are becoming more and more common these days, as the security suites try to stay ahead of the bad guys by trying to “predict” the presence of malicious code.  That is, many antivirus systems will report the presence of a virus (or rather, the POTENTIAL presence of a virus) because there is something in the file that resembles a virus, even though they didn’t actually find a known virus in the file.

It’s a great idea in concept but unfortunately the price you pay for this proactive protection is that they sometimes get things wrong.

That’s where VirusTotal.com comes in.

Owned by Google, VirusTotal lets you upload questionable files to their website and scans them with over 60 security suites in one shot and then shares the results so that everyone can improve their systems.

The idea here being that if only one or two out of the 60 scanners report a problem with a file, then it’s most likely a false-positive.

Of course, only you can decide if you want to proceed when your virus scanner puts up a red flag but with this sort of thing happening more and more often, we thought you’d like to know about this great tool.

One thing you may hear is “You should only proceed if the file came from a trusted source“.  At least there we can give you a hard-and-fast answer; with over 50,000 downloads so far and a spotless 25-year track record of providing clean and reliable Purchase Order Software, it doesn’t get any more trustworthy than SpendMap.