Software Tips & Tricks

Request for Quotation (RFQ) Module in Pro Version of SpendMap

Are you looking for an easier way to manage price quotes from your suppliers?  Tired of all the phone calls, emails and spreadsheets?

The Request for Quotation Module in the Pro Version of SpendMap makes it easy to get up-to-date pricing and encourages competition between your suppliers so that you get the best possible deal.

Check out our new video tutorial, below.  Or better yet, take a free test drive of our Pro Version and see for yourself.

Part Numbers on the PO Form in your Free Purchase Order Software

Paul works in the coach (bus) industry in Canada and was asking how to include his item codes (part numbers) on his PO form in the Free Version of SpendMap because there is no column for “Item Code” on the default PO form layout that ships with the system.

As it turns out, there are five (5) PO form layouts that you can choose from in the Free Version of SpendMap; layouts 4 and 5 include a column for your internal item code.  You can switch form layouts using the [Change PO Layout Option] button in here…
– PURCHASING > Setup system> Purchase order settings > PO printing settings > Settings .

Internal Item Codes vs. Supplier Item Codes

Please note, however, that we left the Item Code off most of the form layouts on purpose because typically your suppliers won’t be interested in your internal part numbers.

Their part numbers (i.e. the “Supplier’s Item Code”) will already appear in round brackets in the description of the line items on the PO form for the supplier’s reference.  Note that this only appears when you actually process your new POs (but not when you preview your draft POs in your PO Work Area).

You can enter suppliers’ item codes for an unlimited number of suppliers, in the [Supplier] folder of the Item Master File.

And here’s another blog post that explains the difference between your internal part numbers and your supplier’s part numbers.

item and supplier part numbers

Approving Supplier Invoices the Easy Way

Are you looking for an easier way to approve your suppliers’ invoices for payment?  Tired of all the paperwork, phone calls and emails?

SpendMap’s Invoice Approval and A/P Interface Module really simplifies the process.

Check out our new video tutorial, below.  Or better yet, take a free test drive of our Pro Version and see for yourself.

Manual PO Numbers in your Free Purchase Order Software

By default, the Free Version of SpendMap will automatically assign incrementing PO numbers to each new Purchase Order that you enter in the system.  You can set up your “Next PO number” during the Setup Wizard that runs automatically when you log into your Live System for the first time.

But if you prefer to enter your PO numbers manually for each new order, just select the following menu in SpendMap…
– PURCHASING > Setup system > Incrementing document number sets > POs

Then modify PO Number Set A as follows.  From that point on, whenever you enter a new PO in your PO Work Area, the PO Number will be blank and you can enter it manually for each order.

Time-Based and Overall Budgets in your Free Purchase Order Software

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…

Budgets in Purchase Order Software

Adding Fields to Excel Reports in your Free Purchase Order Software

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…

Pop-Up Calculator in your Free Purchase Order Software

Hey Spend-Mappers,

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…

pop-up-calculator

Getting Schooled on your Free Purchase Order Software

Hey kids,

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…

tutorial-PO-item

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…

tutorial-droplist

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!

Draft Purchase Orders in your Free PO Software

If you’re just getting started with the Free Version of SpendMap, you can enter new Purchase Orders in your PO Work Area…

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…

Process-new-purchase-orders

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.

po-number-marks