Software Tips & Tricks

Getting Unstuck in your Free Purchase Order Software

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)

Show-prompt

…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?

adventure

How to change the Delivery Date in your free Purchase Order Software

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…

purchase-order-form-date-format

Item Catalogs in your Free Purchase Order Software

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…

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Self-Service Error Console in your Free Purchase Order Software

tech-supp-callWe 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.

 

Enter vs. Tab Key in your Free Purchase Order Software

Did you know that you can customize how the <Enter> key works in the Free Version of SpendMap?

By default, both the <Enter> and <Tab> keys work the same way in SpendMap; they move you to the next data entry field, or save the screen if you’re on the last data entry field.

Using <Enter> to move through fields seems to be the preference for many users who do a fair bit of data entry.  Maybe this comes from using Excel, where <Enter> moves you down one cell in a spreadsheet.

But if you prefer, you can change the setting at the bottom of the [Settings] Folder in the User Master File, so that <Enter> always saves the screen, leaving only <Tab> to move between fields.

How to Receive Orders in your Free Purchase Order Software (Video Tutorial, v14.5)

Here’s a new video tutorial that shows how to receive products and services in the Free Version of SpendMap…

You can enable the Receiving Module during the Setup Wizard that runs automatically when you log in to your Live Copy of SpendMap for the first time.  If you missed that, just use the check-box at the top of the screen in…
– RECEIVING > Setup system > Receiving options

Please Like and Share our videos to help spread the word about SpendMap.  Thanks!

 

User Accounts in your Free Purchase Order Software (Video Tutorial, v14.5)

Here are some tips for setting up new users in the Free Version of SpendMap.

Your first user account will be created during the Setup Wizard that runs automatically when you log in to your Live Copy of SpendMap for the first time but if you need to add additional users, this new video tutorial is a good place to start…

 

Forms and Documents in your Free Purchase Order Software (Video Tutorial, v14.5)

It’s not quite as good as your Christmas present but here’s a new video tutorial on how to set up your PO form in the Free Version of SpendMap.

We’ll just call it a belated stocking stuffer.  Ho-ho-ho!

Unique PO Numbers in your Free Purchase Order Software

Linda works at an Accounting firm in Winnipeg, MB, Canada, and wanted to make sure that the free version of SpendMap will never assign the same PO number to two different Purchase Orders…

“If two people or more are using the software and both attempt to create a Purchase Order at exactly the same time, how does the system number the POs?
It is vital that we never have use the same number (twice)”

Unique PO numbers

Great question, Linda.

No, SpendMap will never assign the same PO number to different orders.  If you only set up one PO Number Set (i.e. only one sequence of PO numbers for everyone to share), each person will get the next sequential PO number for each new order. For example, PO 1000, 1001, 1002, etc.

TIP: You may want to prohibit manual modification of the auto-assigned PO numbers, by UNchecking the option for “Allow user to modify number”, in here…
– PURCHASING > Setup system > Incrementing document number sets > POs

Advanced Option

A more advanced option would be to set up a separate sequence of PO numbers for each user.  While using a separate PO Number Set for each user is not a prerequisite to unique PO numbers, per above, there are some additional benefits to this approach, especially when it comes to reporting.

For example, you might add a unique prefix to the auto-assigned PO numbers to represent the user who created the order, for example, PO number J-1000 for John’s orders, M-1234 for Mary’s orders, and so on.  That way, you’ll know whose order it is just by looking at the number, and you can sort and filter reports by the PO number prefix.

TIP: You can lock/restrict each user so that they can only use one of the PO number Sets, using the “Force” checkbox, just to the right of the Number Set Field, in the [Settings] Folder of the User Master File.

 

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.