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.

Faster Pricing Setup in your Free Purchase Order Software

A popular feature in the Free Version of SpendMap is the ability to set up an unlimited number of suppliers for each item that you buy, along with supplier-specific pricing, freight charges, lead times, and other information that will be different for the item depending on who you’re buying it from.

You can enter pricing and other supplier-specific information in the [Supplier] folder of the Item Master File…

Suppliers in Free PO Software

But if you just can’t wait to start using SpendMap and don’t want to take the time to enter or import all those details for each supplier, another option is to just enter the price for the item in the Standard Price field, in the [General] folder, in which case that price will be used for the item regardless of which supplier you choose for each new Purchase Order…

Item Price in Free PO Software

Pro Tip:  If you want other information to default on each new PO aside from the pricing, you can set up a single supplier in the [Supplier] folder and simply enter * (an asterisk) instead of individual supplier codes, in which case the same price, freight charge, lead time, and other information will be used on all new POs (for all suppliers).

Just a couple of 100+ features that you’ll find in the totally free version of SpendMap.

Spend wisely, dear friends.

-FP

Personal Information in your Free Purchase Order Software

Information privacy is the talk of the town these days and we’ve been getting some questions about how we store, access and process your personal information in the Free Version of SpendMap.

Unlike our SaaS Version that runs on our servers in the Cloud, when you download and install your Free Purchase Order Software, the database that contains all your personal information is on your own PC or server, so you’re the only one who has access to it.

Rest easy and have a great day!

Free Purchase Order Software is Popular Around the World

It looks like folks from every corner of the world are interested in SpendMap’s Free Purchase Order Software.

Not sure what’s going on in Greenland.  You’d think they would be buying a bunch of shovels and salt and stuff.  Oh well.

Download your free copy today and see what all the fuss is about.

Free PO software stats

Getting Unstuck in your Free Purchase Order Software

Scott works in the Adventure Park construction industry and got “stuck” in his PO Work Area while entering some new Purchase Orders in the Free Version of SpendMap.

“I cannot get out of the PO entry screen once I have entered a PO. I click [OK] once I have entered all the items I want on the PO and nothing happens.”

Scott reached out to us for some free tech support and we gave him a leg-up.

Overdoing it with the “Don’t ask me again” Feature

As it turns out, Scott had inadvertently used the “Don’t ask me again” feature to default/hide a pop-up prompt that’s supposed to be displayed when you save a PO.  Since he could no longer see the pop-up message, it seemed like nothing was happening when he clicked the [OK] button to save the PO.

So we advised our adventurous friend to use the following menu option to re-display the hidden pop-up message, so that he could UNselect to checkbox that hides the prompt…
– PURCHASING > User Setup > User prompts > Change prompt mode (show/hide prompts)

Show-prompt

…and he was back to work in a jiffy, processing Purchasing Orders for all the stuff he needs to build his pretty-darn-cool adventure parks.

How can we help you get unstuck today?

adventure

How to change the Delivery Date in your free Purchase Order Software

Ricardo works in the construction industry in Australia and was asking how to change the Delivery Date on a Purchase Order in the Free Version of SpendMap.

Great question, Ricardo.  You can enter the Delivery Date for each new PO in the Delivery field, at the right side of the Line Item Details screen in your PO Work Area.

After that, once the PO is processed, you can change/update the delivery date using…
– PURCHASING > Purchase Orders > Modify a processed PO > Set new delivery date/re-promise

Or you can change ANY FIELD on a processed PO by doing a Change Order. You can learn more about Change Orders in the following section of the Online Help in SpendMap…
– Purchasing (Main Module) > Purchase Orders > Modify a processed PO (About Change Orders).

Finally, you can customize the way that the Deliver Date appears on your PO Form, using the following setting in PO Printing Settings…

purchase-order-form-date-format

Item Catalogs in your Free Purchase Order Software

Most new SpendMap users get pretty jazzed about the Item Master File (item catalog) in SpendMap.  They love that they can put a list of approved items in front of their users.  They love how most of the data entry goes away when entering new Purchase Orders (since item descriptions, pricing, account coding, etc. will default on new POs based on the selected item).  And they love how they can run reports to get accurate spending history by item/part number.

But at some point the reality sets in and then comes the inevitable question, “You mean I have to set up all my items?”.

This post outlines some options for (and alternatives to) maintaining item catalogs in SpendMap…

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Self-Service Error Console in your Free Purchase Order Software

tech-supp-callWe love helping people who are using the Free Version of SpendMap.  Feel free to log a Support Ticket if there’s anything we can do for you.

But for those who prefer to go it alone, in v14.5 of SpendMap we enhanced the system’s Error Management Console to provide better information in the unlikely event that something goes wrong while using SpendMap.

In previous versions, if something went wrong, SpendMap would save all the details to an Error Report and then you had to log a support ticket.  But we’ve found that most errors are for obvious reasons (e.g. a power failure, getting disconnected from the network/server, etc.) and are not actually a problem in SpendMap itself.

So, if you happen to see an error, please review the on-screen information in the new Error Management Console.  In many (most) cases, you can clear the error and get right back to work.  And for those times that you’re just not sure, just click the [Send to SpendMap] button and our Knights in Shining Armor will jump right in to help.

 

Enter vs. Tab Key in your Free Purchase Order Software

Did you know that you can customize how the <Enter> key works in the Free Version of SpendMap?

By default, both the <Enter> and <Tab> keys work the same way in SpendMap; they move you to the next data entry field, or save the screen if you’re on the last data entry field.

Using <Enter> to move through fields seems to be the preference for many users who do a fair bit of data entry.  Maybe this comes from using Excel, where <Enter> moves you down one cell in a spreadsheet.

But if you prefer, you can change the setting at the bottom of the [Settings] Folder in the User Master File, so that <Enter> always saves the screen, leaving only <Tab> to move between fields.