“We experienced a major technical issue that affected our entire company. We have been using the free version of Spendmap (for four years), but have lost all of our data.”
Please, please, please don’t let this happen to you!
REMINDER: The database for your free version of SpendMap is installed on your own computer or server and needs to be backed up. Please see the section “Backup and Restore Procedures”, in the Getting Started Documentation that comes with the software.
REMINDER: You can also upgrade to the SaaS/Cloud version of SpendMap, in which case we take care of the backups for you. We also install updates for you and provide one-on-one training and support. It’s all included in your low monthly subscription. Please contact us for a quote or Price Sheet. And yes, when you upgrade to the Cloud Version of SpendMap, we will migrate your free system’s database for you, so you won’t lose any of your work in Spendmap 🙂
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
We’ve had a few questions about the overhauled Status & Inquiry Utilities in the 2020 release of SpendMap. Specifically, what’s the best/fastest way to get to a PO or other document if you already know the document number?
Instead of using the new Search Criteria at the top of the screen, if you already know the PO number, try using the [Quick Search by Document Number] button at the bottom of the screen, to jump right to that Purchase Order…
Did you know that you can display master file descriptions rather than codes on screens throughout SpendMap?
For example, if GL Account “0-663-1” isn’t meaningful for your users, you can display “Office Supplies” instead. This applies to all of the main Master Files, including all account code fields, item/part numbers, supplier codes, and so on…
Display Description Instead of Code
If you would like SpendMap to display descriptions rather than the codes for one or more Master Files, here is where you can set that up…
– PURCHASING > Setup system > Master file settings > Master file code/description display options
Alternating Between Codes and Descriptions On-The-Fly
Regardless of whether you’re displaying codes or descriptions per above, you can alternate between the two at any time by pressing the <F2> key on your keyboard
Alternatively, you can hover your mouse over fields, like this…
Sorting Look-Up Lists
Drop-down lists can also be sorted either by code or description, using…
– PURCHASING > Setup system > Master file settings > Additional sort options for master file lookups