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
By default, the Price and Quantity fields are set to two (2) decimal places in the Free Version of SpendMap (e.g. $123.12).
But if you purchase items with a very low unit price, you may need to increase the number of decimal places for prices, which you can do in here…
– PURCHASING > Setup system > User defined terminology and settings > User defined field settings
You might also want to consider the unit of measure that you’re using. For example, if you purchase by the hundred (C), you’d need fewer decimal places (e.g. $123.45/C vs. $1.2345/EACH). You can set up your units of measure in here…
– PURCHASING > Master Files > Units of measure > Add/modify/delete
We’ve had some support tickets from folks who are seeing a message like “Waiting to start report” when printing Purchase Orders or other reports to a PDF file in the free version of SpendMap, or when emailing Purchase Orders in PDF format.
We think the problem may be a result of an update to Windows 10 that Microsoft pushed out recently.
If you ever have trouble creating PDF files in your free SpendMap system, please try removing and then reinstalling SpendMap’s PDF printer driver. You will need Administrator access/rights on PC to do this…
In Windows Settings, navigate to “Devices”, then “Printers and Scanners”, and then remove the “Palmas PDF printer”.
To reinstall the PDF printer driver, just RIGHT-mouse-click on the shortcut/icon that you use to run SpendMap and select “Run As Administrator”. As you log in to SpendMap, you will see additional prompts to install the printer driver.
If you are still not able to view or email POs or other reports in PDF format, please let us know on our Support Ticket System.
A common question that we get from new Spend-Mappers is how to set up pricing for each supplier, so that the correct price defaults on each new Purchase Order based on who you’re buying from.
Pricing by Supplier
For each item that your company buys, you can enter an unlimited number of suppliers, each with their own pricing. Do this in the [Supplier] Folder of the Item Master File. Here’s the menu path…
– PURCHASING > Master Files > Items > Add/Modify
One Price for all Suppliers
If you would rather not enter pricing for each supplier, you can enter a single price for the item in the Standard Price field, in the General Folder, instead. In this case, the Standard Price will be used for all new Purchase Orders, regardless of supplier.
Did you know that, by default, all users in your Free Purchase Order Software will be able to add suppliers, items, account codes and other Master File information “on-the-fly” as they work on Purchase Orders and other transactions in the system?
That’s right, while creating a new Purchase Order, if you type in a new supplier code, part number, account code, etc. that doesn’t already exist in the respective Master File, SpendMap will prompt you to add the information to the Master File right there-and-then, so you don’t have to stop what you’re working on in your PO Work Area.
Of course, you may not want everyone doing that, so you can turn this feature on or off, using the setting called “Allow adding of codes on-the-fly?”, which you can find in the [Permissions] folder/tab of the User Master File.