Control Spending

Open Order Warning in your Free Purchase Order Software

Nadine runs a property management company in New York and wants to know if she has any open orders for an item before placing a subsequent order for more of the same…

“Were trying to get organized (using SpendMap) but sometimes the left hand doesn’t know what he right hand is doing.  How does a Buyer know if someone else already ordered something?”

Sure Nadine, now that all your Buyers are using SpendMap, it’s easy for them to check on each other’s work and eliminate duplicate orders.  Here are a few options to consider…

  1. Check before you start:  You can always use View PO Status or View Item History to see the orders that are out there, before going into your PO Work Area to create a new order…
    – PURCHASING > Status & Inquiries > PO Status > Current POs
    – PURCHASING > Status & Inquiries > Item History
  2. Check while you’re at it:  Better yet, while adding new items to Purchase Orders in your PO Work Area, you can also use the [History] button at the bottom of the PO Line Item Details screen, to see the complete purchase history of the item.  If you click to see the [Details] of a recent purchase, you will see both the original order quantity, as well as the quantity on-order.
  3. Let SpendMap check for you:  Even better yet, to make sure that your Buyers are aware of any open orders, without them having to proactively look for that information, you can use the Open Order Warning feature in SpendMap, to actively warn them if they attempt to create a duplicate order…

Open Order Warning

If you like the sound of #3 above, you can enable the feature by selecting an option for “Open Order Warning Option”, in here…
– PURCHASING > Setup system> Purchase Order settings > PO entry settings

Then, if Buyers try to create a new Purchase Order for an item that is already on an open (unreceived) order, they will get a warning message like this…

Open Order Warning in Free Purchase Order Software

 

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!

Budget threshold warning in your Free Purchase Order Software

We added a new feature in v14 of SpendMap that can help you stick to your budget by proactively warning you when you’re running out of money.

In Cost Center History/Budget Settings, you can establish the “budget threshold”.  For example, you might want to be warned once you’re down to, say, 20% of the budget remaining (i.e. 80% budget consumed).

While entering new POs, the hyperlink that shows the total value of the order at the top of the Purchase Order Header Screen will change from green to yellow when the budget threshold has been reached.  Then the hyperlink will eventually change to red when there’s nothing left in the budget.

Budget warning on Purchase Order screen

TIP: Click through that hyperlink to see the full budget details.

On a related note, you can also prohibit/stop the processing of Purchase Orders and other documents that will exceed the budget, using the related options in Cost Center History/Budget Settings…

Budget settings in free Purchase Order Software

How to display ONLY those items from the supplier on your Purchase Order

There is a new feature in version 14 of SpendMap that you can use to limit the items that your staff can select while entering Purchase Orders, such that they will only be able to select the standard items that you have set up for that supplier in advance.  That is, you can prohibit the use of non-standard items/suppliers.

Just use the new setting in PO Entry Settings, which you can find here…
– PURCHASING > Setup system> Purchase Order settings > PO entry settings

Listing only-items-for-supplier in PO Software

Alternatively, without this formal restriction, users can also search for items by supplier while entering new POs.

Finally, if you forgo the restriction and allow your staff to select non-standard items/suppliers but still want to know when it’s happening, you can use the setting “Log if non-standard supplier is chosen”, in System Alert Log Settings…
– PURCHASING > Setup system > System alert log settings

Wasting Money is Scary for SMBs

FRIDAY-THE-13THWasting money is pretty scary for most small and medium size businesses.

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

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

Happy Friday the 13th.

 

How rejected requisitions affect budgets in your free Purchase Order Software

David works at a government agency in Texas and was wondering why rejected requisitions still show as commitments to the cost center’s budget.

Based on the settings in the Requisitions and Approvals Module, rejected requisitions will stay in the budget temporarily because often the Requisitioner will modify and re-process the requisition (e.g. try again with a different item or otherwise clean up whatever the Approver didn’t like).  So SpendMap will keep the budget “reserved”, to avoid that part of the budget being picked up by someone else, and therefore reduce the chance that the original Requisitioner will be “out of budget” when they try again.

But if they don’t want to try again, they can either 1) delete/cancel the requisition, or 2) there is a setting to “auto-delete” rejected requisitions after a certain number of days, which will eliminate that additional step, or if the user just forgets to cancel the Requisition.  You can find that “auto-delete” setting in here…
– REQUISITIONS AND APPROVAL > Setup system > Miscellaneous settings

Reminder:  Users will see rejected requisitions the next time they go into their Requisition Work Area.  If you would like to be a bit more proactive, just enable this e-mail notification…

Rejected requisition email notification

Achieve Budget Compliance with Free Purchase Order Software

As a follow-up to the Success Story that we posted about Managed Care Systems last May, Eric was kind enough to send us this note…

Thanks for sharing, Eric!

Control spending to save money

Sent: Wednesday, January 22, 2014 1:30 PM
To: SpendMap
Subject: Good news

The numbers are in for last year. Because of SpendMap, we were under budget for 2013 by approximately 30,000 dollars!

For the past 5 years, we were over budget every year, by significant amounts.

Just wanted to share the great news with you.

Eric Jeffers
MCS, LLC

When Purchase Orders Beat P-cards

P-Card-TrapWe hear stories like this all the time.  Companies get tired of the paperwork and administrative effort of Purchase Orders and so they switch to Purchasing Cards (p-cards) to make things easier.

Often the p-card programs start off well and employees follow the guidelines (e.g. only to be used for low-value purchases, etc.).  But inevitably things start to “creep”, and before you know it the cards are being used to buy everything, and then you’ve lost control of spending.

But the good news is, with the free version of SpendMap, you can get the tight internal controls that can only be achieved with a proper Requisition and Purchase Order process, while significantly reducing the paperwork and administrative burden compared to your Grand Daddy’s old paper Purchase Orders.

Sometimes, when it comes to your company’s spending, there is such a thing as “too convenient”.