Process Improvement

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…

3 More Reasons to use Free Purchase Order Software

happy purchase order software usersInteresting data from Spend Matters and American Productivity & Quality Center,

If we’re crunching the numbers correctly, automating your procure-to-pay process can:

  • Save up to 71% of the time it takes to process Purchase Orders
  • Increase the number of Purchasing transactions that each staff member can process by 186%
  • Reduce supplier lead time to receive orders by up to 9 days

As if you needed even more motivation to implement our Free Purchase Order Software.


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

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”.

Success Story: MCS Wins with Free Purchase Order Software

Managed Care Systems (MCS) was struggling to control their Purchasing, inventory and budgets with a patchwork of outdated systems.  Having grown to over 300 employees, MCS was overdue for an upgrade.  Unfortunately, there was no budget for a new e-procurement system, but that didn’t stop Eric Jeffers, who is responsible for the Purchasing Department at MCS.

“Our old system was written in-house a bunch of years back and it was starting to fall apart,” says Eric.  “The IT Department didn’t want to invest resources to fix it, so we kept limping along.  Plus, as an add-on to the Help Desk system, it was really just an over glorified word processor to start with; it could print a PO and keep some history, but there was still a ton of manual effort and duplicate data entry for each order, and it didn’t track inventory or provide any budget controls, which were big problems.  We were constantly going over budget because the managers who were approving orders couldn’t see the status of budgets real-time.  And we were running out of stock all the time, which meant a big panic, rush orders and extra charges for expedited deliveries”.

So when Eric found SpendMap with its real-time budget and inventory controls fully integrated with its world-class Purchasing functionality, he was optimistic to say the least.  “I have been working in Purchasing departments for 15 years and this is by far the best purchasing software I have ever seen,” says Eric.  “You can’t imagine how disappointed I was when I was told that we had no budget left for a new system and I had to wait until the following year”…


Control Spending with a No PO No Pay Policy

When we first started offering the free Purchase Order Software a couple months ago, I did a blog post on the use of Purchase Orders as Step #1 on the path to controlling your company’s pending.

I didn’t set out to outline a three-step process for spend control but good things do come in threes, so here’s Step #2…

Once you have a reliable and efficient system in place for staff to request items and get them approved in a timely manner and you’re using Purchase Orders to keep track of your spending, the next thing you’ll have to work on is a way to get people to use the system.  User adoption is critical to the success of an e-procurement initiative.

There are countless ways to encourage user adoption of your new Purchasing System but if I had to pick one, it would be the No-PO-No-Pay Policy.

Basically, you inform all the parties involved (end-user requisitioners, the folks in Accounts Payable and, most importantly, your suppliers) that you will not pay invoices unless there is an approved Purchase Order for the goods or services.

Harsh?  Perhaps.  Difficult to enforce?  Sometimes.  Bound to be exceptions?  Maybe.

My goal for this blog post was not to give you all the ins and outs of implementing a No-PO-No-Pay Policy, but rather just to make you aware of it as an option to help control your company’s spending.

As it turns out, a good many organizations use policies like this, so maybe it will work for you.

If you would like to learn more, just Google “no PO no pay” and you’ll see lots of information and blog posts on this topic, like this one.

Stay tuned for “Step #3” in an upcoming post…

When a PO is just a PO

We still see it from time to time; the 13-digit PO number.  You know, first you take an incrementing PO number, then you jam the date at the front, stick on the cost center or job number, and maybe sprinkle in the Buyer’s initials for good measure.

If you’re coming from a manual, paper-based process to manage your Purchase Orders, you wouldn’t be the only one to use your PO numbers for purposes other than identifying the order.  After all, when all you have to rely on to track your spending history is a filing cabinet, what other alternatives are there?