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…
- Exit SpendMap.
- 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.
Thanks and sorry for any inconvenience.
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.
Seth works at a seniors’ community in California and wanted to know if he could start over and delete/purge all records in a Master File before importing new information/data…
“I wanted to know if it is possible to delete the entire cost center database (I am attempting to re-upload the database). It has plenty of old data that will take a long time to delete one by one.”
Sure thing Seth, just go to the [Permissions] folder of the User Master File and select the 4th check-box called “Allow purging of master files when importing?”.
Then, the next time you import, SpendMap will ask you if you want to purge/delete all existing records before importing, for a complete refresh…
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.
Alison works at a medical lab in California and was asking how to add her company logo to the PO form in the Free Version of SpendMap.
You will be prompted to select one of five PO form layouts and upload your logo, during the Setup Wizard that runs automatically when you log into your Live Copy of SpendMap for the first time.
If you need to change the layout or upload a new logo after you’ve already completed the Setup Wizard, just use the [Change PO Layout Option] button, in here…
– PURCHASING > Setup system > Purchase order settings > PO printing settings > Settings
Click for full-size image
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.