Control Spending

SMB Purchasing can be Boo-Scary!

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!

Signature Line on PO Form in your Free Purchase Order Software

Garrett wants his manager’s name to appear in the signature line at the bottom of his Purchase Order form, rather than his own name…

“On our current Purchase Orders in the system, it shows my name at the bottom of the PO.  However, we need to have another manager sign-off on POs.  Is it possible to change the name?”

PO Form Signature Line

Yes, SpendMap can do that.  Just select this menu…
– PURCHASING > Setup system> Purchase order settings > PO printing settings > Text-Based Field Positions and Field Settings > Standard

…scroll down to field #85 and in the Title Field, fill in your Manager’s name that you would like to appear in the signature line on your Purchase Orders.

If you leave the Title Field blank, SpendMap will print the name of the person who entered/created the PO in SpendMap but if you fill in the Title, that’s what will print instead.  You can enter someone’s name, or maybe just “Authorized by”, or something like that.

But did you know that SpendMap offers a Requisitions and Approvals Module, that your managers can use to approve/reject orders right in SpendMap, without having to forward a copy of each order manually?  You can learn more here.

Shameless Plug: Email Approvals

Need another reason to upgrade your free Purchase Order Software to the paid/commercial version of SpendMap?

With the new Email Approval feature, you can approve and reject Requisitions right from the body of the email notification that you receive from SpendMap, without even having to log in to the system.

And even better, the emails are mobile responsive, so you can approve Requisitions on your smartphone or tablet, even if you’re not connected to the Internet.  Could we make that morning subway ride any more productive?

Check out the news announcement or click the screenshot below…

Approve requisitions via email.

Click to see more…

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.