Author: free-procurement

Totally FREE software that automates Purchase Orders and a whole lot more.

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

Request for Quotation (RFQ) Module in Pro Version of SpendMap

Are you looking for an easier way to manage price quotes from your suppliers?  Tired of all the phone calls, emails and spreadsheets?

The Request for Quotation Module in the Pro Version of SpendMap makes it easy to get up-to-date pricing and encourages competition between your suppliers so that you get the best possible deal.

Check out our new video tutorial, below.  Or better yet, take a free test drive of our Pro Version and see for yourself.

Part Numbers on the PO Form in your Free Purchase Order Software

Paul works in the coach (bus) industry in Canada and was asking how to include his item codes (part numbers) on his PO form in the Free Version of SpendMap because there is no column for “Item Code” on the default PO form layout that ships with the system.

As it turns out, there are five (5) PO form layouts that you can choose from in the Free Version of SpendMap; layouts 4 and 5 include a column for your internal item code.  You can switch form layouts using the [Change PO Layout Option] button in here…
– PURCHASING > Setup system> Purchase order settings > PO printing settings > Settings .

Internal Item Codes vs. Supplier Item Codes

Please note, however, that we left the Item Code off most of the form layouts on purpose because typically your suppliers won’t be interested in your internal part numbers.

Their part numbers (i.e. the “Supplier’s Item Code”) will already appear in round brackets in the description of the line items on the PO form for the supplier’s reference.  Note that this only appears when you actually process your new POs (but not when you preview your draft POs in your PO Work Area).

You can enter suppliers’ item codes for an unlimited number of suppliers, in the [Supplier] folder of the Item Master File.

And here’s another blog post that explains the difference between your internal part numbers and your supplier’s part numbers.

item and supplier part numbers

Update for v14.50 (accumulated fixes)

A patch has been posted to correct various minor issues in version 14.50 of the free version of SpendMap.

Please select the menu HELP > CHECK FOR UPDATES from within SpendMap to update your system.

This is a “patch” only (i.e. not a full version upgrade), so it will not change any features and your system will remain at version 14.50.

If you have any questions, please use our free support ticket system.

Comparing the Free and Pro Versions of SpendMap

We’ve been getting quite a few questions about the differences between the Free and Pro Versions of SpendMap, so we put together this little video for you…

You can try our Pro Version in the Cloud here.
And you can download a copy of the Free Version here.

Inventory Control in Pro Version of SpendMap

Are you thinking about upgrading to the Pro Version of SpendMap so that you can manage your inventory in the system?

Did you know that SpendMap offers two separate modules for Consumable Inventory Control and Fixed Asset Management?

Check out these new video tutorials to learn more…

And if you’d like to try it out for yourself, just sign up for our Free Cloud Demo.