Hanna is the Purchasing Manager at a construction company in California and asked about setting up budgets for her departments and jobs…
“When a department buys something, like a computer or office supplies for example, it goes against their monthly budget but when we buy something for one of our jobs, the budget can span several months in some cases.”
No problem Hanna, you can track both “time-based” and “overall” budgets in SpendMap.
For your time-based budgets, you would typically allocate funds by month, quarter or year but when you allocate an overall budget to a project or a job, that budget will be available for the life of the project, regardless of how long that takes.
Theoretically an individual Cost Center (department, project, job, etc.) could have both time-based budgets and an overall budgets but that’s pretty unusual. Typically it’s one or the other.
You can enter both time-based and overall budgets in the Cost Center Master File…
Colton works in the agriculture industry and called to ask if he could add additional fields/columns to the PO Listing Report spreadsheet.
By default, that particular report/spreadsheet includes only the supplier code/ID for each Purchase Order but not the supplier name or other contact information.
So, we showed him how he can add any field from the Supplier Master File and within seconds, he had modified his spreadsheet to show the missing information.
Want to see how he did it? Check out this video tutorial for all the details…
Did you know that the Free Version of SpendMap includes a convenient pop-up calculator?
Just right-mouse click on any numeric field in SpendMap and select “Calculator” from the menu…
We’re a bit late for back-to-school but nevertheless thrilled to announce that SpendMap now comes with Walkthrough Tutorials to help you learn how to use your Free Purchase Order Software quickly and easily.
Unlike the “external” video tutorials, our new Walkthrough Tutorials are built right into SpendMap and take you step-by-step through popular areas of the software, guiding you every step of the way as you work in the system…
We’re starting off with 10 Walkthroughs in the Free Version of SpendMap that cover the basics of the Purchasing, Receiving and Email Integration Modules.
You can start the Walkthroughs from the droplist at the top-right corner of the Main Menu in SpendMap…
Evaluation Copy with Sample Data Only
Please note that the Walkthrough Tutorials are only available in the Evaluation Copy of SpendMap (the copy with all the sample data) but they do not show in your Live Copy of SpendMap.
That’s because the Walkthroughs are dependent on the sample data in the system. That’s also why we recommend that you complete the tutorials before making any significant changes to the sample data in your Evaluation System. For example, if you delete a supplier or item that’s referenced during one of the tutorials, the Walkthrough will stop because the data in the system will be different from what the tutorial expects.
How Else can we Help?
We think we’ve covered the basics with the 10 Walkthroughs that we’ve already built but if you have any suggestions for other areas of the system that could benefit from one of these tutorials, please shoot us an email and let us know. Thanks!
If you’re just getting started with the Free Version of SpendMap, you can enter new Purchase Orders in your 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…
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.
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…
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…
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.
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)
…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?
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…
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…
We 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.