Emma reached out to us, asking how to change the format of date fields in the Free Version of SpendMap…
“I have just registered but the date setting is incorrect. We are in the UK so the date needs to be formatted as DD/MM/YY whereas currently it is set to MM/DD/YY.”
Sure thing, Emma, you can change the format of your date fields in step 6/14 of the Setup Wizard that runs automatically when you log into your Live Copy of SpendMap for the first time.
After that, you can change it in User Defined Field Settings…
– PURCHASING > Setup system > User defined terminology and settings > User defined field settings
Separately, you can also fine-tune the date format for your printed Purchase Order forms, using the setting “Printed Date Format”, in PO Printing Settings…
– PURCHASING > Setup system> Purchase order settings > PO printing settings > Settings
We’ve had a few questions about the exclamation marks (!) that show next to the PO number on Purchase Order forms in the Free Version of SpendMap…
The exclamation marks will only show when you “preview” the PO in your Purchase Order Work Area but will not show when you actually process the order and print an official copy or e-mail it to your supplier.
Some form layouts also include something like “Draft copy – do not process” somewhere on the form.
You can process your new Purchase Orders using this menu option… Purchase Orders > Process New POs > Process my POs
…or you can select the “process now” prompt when leaving your PO Work Area.
Please do not try to use Dropbox, Microsoft OneDrive, Google Drive or other cloud-based file hosting services for your free Windows/desktop version of SpendMap. It just doesn’t work.
You can certainly back up your system/database to those services; you just can’t install your active/live database there.
That’s because, as with other database applications, the files/tables in SpendMap’s database are constantly being opened and updated as you process Purchase Orders and other transactions in SpendMap. And when files are being copied/uploaded to those cloud-based file hosting services, they are locked and not accessible to SpendMap and so you will get a runtime error if SpendMap tries to access the files as they are being moved up to the cloud (which happens each time a file is modified).
That said, you can certainly 1) exit/close SpendMap and then, 2) copy your database folder to Dropbox, OneDrive or Google Drive as a backup, while SpendMap is not running. Again, you just can’t keep the live/active database files there. For more details, please see the section “Backup and Restore Procedures”, in the Getting Started Documentation that comes with the software.
We’ve has a few chats with people wanting to move their free version of SpendMap from one computer to another. Here’s everything you need to know…
REMINDER: In addition to moving SpendMap form computer to computer as described below, another option is to install the system on a network server so that you can access it from any computer on your Local Area Network. For details, please see “Network Installation Instructions”, in the Getting Started Documentation that comes with the software.
Also, please keep in mind that you can upgrade to our web-based version and then you can access the system from any computer with an Internet connection. More importantly, you’ll never have to worry about software installation, maintenance, backups or applying updates, as we take care of everything for you. You can try our Cloud version here if you like.
OK, to move the free Windows/desktop version of SpendMap to a different computer, you do NOT need to download and reinstall a new copy of the system. You just need to move the database/application folder and the shortcuts/icons that you use to run the system.
Did you know that you can use different units of measure when entering Purchase Orders, Receipts and other transactions in the free version of SpendMap and the system will convert from one unit to the other for you automatically?
For example, it’s quite common that the purchase quantity and pricing on Purchase Orders are in different units of measure.
You can set up as many units of measure as you like, along with a “conversion factor”, in the Units of Measure Master File… – PURCHASING > Master Files > Units of measure > Add/modify/delete
And then you can select different units of measure on Purchase Orders and other areas in SpendMap…
Marina from California jumped on a chat with us yesterday, asking how to set up a new budget period for 2021…
“We are currently using SpendMap but I do not have the instructions to open a new period.”
If you are tracking time-based budgets in SpendMap (e.g. yearly, monthly, quarterly, etc.), you need to create/enable each fiscal period before you can enter the budget amounts for each Cost Center (department, project, etc.). Do this using the [CREATE NEW FISCAL PERIOD] button, in here… – PURCHASING > Setup system > Cost center history/budget settings
TIP: If your new year’s budgets are the same or similar to a previous year’s budgets, when you create the new fiscal period per above, you will see an option to [Copy] a previous year…this will duplicate each Cost Center’s budgets, so you don’t have to enter the new year’s budgets from scratch. You can then modify/tweak the budgets for each Cost Center if you like.
You can enter or modify the budgets for each Cost Center, in the Cost Center Master File, in here… – PURCHASING > Master Files > Cost Centers > Add/Modify/Delete